Track Balances and Expenditures
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Track Balances and Expenditures

The Fund Details screen allows you to track a fund’s balance, encumbrances, and amount spent.

  1. Select Administration → Acquisitions Administration → Funds.

  2. Click the hyper linked name of the fund. The Fund Details screen will appear.

    • Summary - The summary tab allows you to track the following:

      • Balance - The balance is calculated by subtracting both spent and encumbered funds from the total allocated to the fund.
      • Total Allocated - This amount is the total monies allocated from the Funding Source(s).
      • Spent Balance - This balance is calculated by subtracting only the funds that been invoiced, and so spent, from the total allocated to the fund. It does not included encumbrances.
      • Total Debits - The total debits are calculated by adding together the total spent and total encumbered.
      • Total Spent - The total spent is calculated by adding the cost of all items that have been invoiced. It does not include encumbrances.
      • Total Encumbered - The total encumbered is calculated by adding all the encumbrances. It does not include items that have been invoiced.
    • Allocations - The Allocations tab allows you to track credit allocated from funding sources, transfers to other funds, and transfers from other funds.
    • Debits - The Debits tab allows you to track all purchases made and monies encumbered against the fund.
    • Tags - The Tags tab allows you to add and delete fund tags. See Fund Tags for more information.
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