FAQs: Working with Funding Segments
What are funding segments?
A funding segment is used to identify how all or a specified number of copies should be funded. Each funding segment includes the fund ID, the number of funded copies, the amount or percent of amount funded, the date paid, and the amount paid. If the order line is linked to an invoice, the amount invoiced and number of copies invoiced becomes part of the funding segment information.
What options do I have for funding the copies on an orderline?
There are four ways to associate funds and copies.
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All copies from a single fund |
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Copies divided among multiple funds |
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Amounts divided among multiple funds |
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Percent divided among multiple funds |
All Copies from a Single Fund
With this option, all of the copies (or a single copy) are ordered from the same Fund ID. This is a typical SINGLE_FUNDING statement.
For example, all four copies of All the Dark Disguises are being funded by the same PBKFICTION fund.
Copies Divided Among Multiple Funds
With this option, you can divide a multiple copy orderline by copies. A specified number of copies ordered is assigned to a single fund ID; the balance of copies ordered is assigned to another fund ID. Any number of funds may be added until all copies are funded. This is accomplished with multiple SINGLE_FUNDING statements.
For example, one copy of Basic Neurology is being funded by the BIOLOGY fund and one copy by the INTROMED fund.
Amounts Divided Among Multiple Funds
With this option, you can split the order up by amount. A specified amount is assigned to one of multiple funds; the balance of the amount may continue to be split to as many funds as desired. The last fund is assigned the “REST” of the amount, a number automatically adjusts if the price of the order line item changes. This is accomplished with a MULTI_FUNDING segment followed by an AMOUNT_SPLIT segment.
For example, the Encyclopedia of the American Presidency is being split among three funds, with $250.00 of the cost funded by the POLISCI fund, $65.00 by the HISTORY fund, and the rest by the LIBREF fund.
Percent Divided Among Multiple Funds
With this option you can split an order up by percentage. Two or more funds is each assigned a percentage of the total line item cost. The funds encumbered by the percentages adjust themselves automatically if the price of the ordered line item changes. This is accomplished with a MULTI_FUNDING segment followed by a PERCENT_SPLIT segment.
For example, the subscription to Brain Research is being spit among three funds, with 50% of the amount funded by the INTROMED fund, 30% by the BIOLOGY fund, and 20% by the GENSCI fund.
How do I create an orderline with a simple basic funding?
Most small libraries will order copies from a single fund with a single distribution. In fact, the default segment created for new orders supports this funding/distribution scenario.
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Click the Segments tab for an orderline, and the default Funding/Distribution segment appears. The default values were defined in the create order wizard properties. |
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Accept the default Fund ID value, or select a different value, if desired. |
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Accept the default Holding Code value, or select a different value, if desired. |
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Accept the default Funded Quantity and Distributed Quantity values of ALL. |
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Click Add Orderline and proceed with the order. |
How do I divide the copies ordered among multiple funds?
Libraries often buy multiple copies of a title, but from different funds, even though they are for the same library or department.
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On the Orderline tab, verify the Unit Price for the items, such as $75.00, and the Quantity is 2. |
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Click the Segments tab, and select the funding/distribution segment you want to modify in the Segment tree. |
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Click the Delete a Segment tool, and the funding/distribution segment will be removed. |
Note: When modifying existing segments, be certain to remove the entire segment cluster (all related fundings/distributions).
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Click the Add a Funding/Distribution Cluster tool. |
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In the Number of Fundings field, type 2. |
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In the Funding list, select Single Funding |
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Type 1 for Number of Distributions Per Funding and select Holding Distribution from the Distribution list. |
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In the segment editor pane, use the gadget to select a Fund ID for the first funding/distribution, such as GENERAL. |
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Type 1 in Funded Quantity field. |
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Select a Holding Code from the list, such as GREENSTKS, and type 1 in the Distributed Quantity field. |
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For the second funding/distribution, use the gadget to select a Fund ID, such as GRANTS, and type 1 in the Funded Quantity field. |
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Select a Holding Code from the list, such as GREENSTKS, and type 1 in the Distributed Quantity field. |
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Click Add Orderline (or Save Your Changes if modifying an order) and proceed with the order. |
How do I divide the cost of an orderline between funds, either by amount or percentage?
When purchasing expensive materials, libraries may want to split the cost across multiple funds, either by amount or percentage.
In the following example, you are purchasing a $600.00 reference book and splitting the cost between two funds.
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On the Orderline tab, verify that the Unit Price is $600.00 and the Quantity is 1. |
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Click the Segments tab, and select the funding segment you want to modify in the Segment tree. |
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Click the Delete a Segment tool, and the funding will be removed. |
Note: When modifying existing segments, be certain to remove the entire segment cluster (all related fundings/distributions).
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Click the Add a Funding/Distribution Cluster tool. |
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In the Number of Fundings field, type the number of funds to share the cost. For example, type 2. |
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In the Funding list, select Multiple Funding. |
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Type 2 for the Number of Splits per Funding and select either Amount Split or Percentage Split from the Split Funding list. For this example, select Amount Split. |
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Type 1 for Number of Distributions Per Funding and select Holding Distribution from the Distribution list. |
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In the segment editor pane, in the Funded Copies field, type 1. |
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Using the gadget, select a Fund ID for the first fund. Type the Amount for this fund, such as $400.00. |
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Select a Fund ID for the second fund, and leave the Amount value as REST. |
Note: You are required to designate one fund as a “REST” fund. A fund with this designation will absorb any increases in costs as items are received and invoiced.
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Select a Holding Code from the list, and type 1 in the Distributed Quantity field. |
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Click Add Orderline (or Save Your Changes if modifying an order) and proceed with the order. |
What if the paid amount is different than the order price in an amount-split funding?
In an orderline that has an amount split funding, any of the funding lines that had an actual amount typed in the Amount field when the AMOUNT_SPLIT was selected will remain constant if the orderline price or later the amount paid is changed. However, the segment that contains floating balance of the price, the REST, changes any time you modify the price or paid amount.
For example, the Art and Ecology funds are very small. In an orderline containing three copies of a $65.00 book, those funds were assigned a fixed amount and the remainder was covered by the General fund, which had more funds. When the order was placed, the staff member was told that the title was on sale for $60.00 and the same discount applied. She changed the unit price, and the amount split was redistributed so that the Art and Ecology funds remained the same, and the General fund was adjusted.
What if the orderline price or paid amount changes in an percent-split funding?
In an orderline that has a percent split funding, each of the funding lines is automatically calculated to the percentage specified if the orderline price, or later the amount paid, is changed. A percent split fund must add up to 100 percent. If the cost of an orderline item changes, the fund encumbrances are automatically adjusted based on the assigned percentage splits.
For example, the cost of a purchase of two monographs on one order is to be divided between the Art (75%) and Ecology (25%) funds. The orderline extended price for each of the orderlines is $50.00. When the order is invoiced, a line proration for 5.00 is assigned. The $52.50 for each monograph is distributed to the two funds according to the percent split funding segments. The Art fund is charged $39.38 and the Ecology fund is charged $13.12.
When I try to create or edit an orderline, a message about the fund cycle not having library authorization for the library of the distribution holding code displays. What does this message mean?
In multilibrary systems that use the Fund Library Authorization policy, each fund cycle‘s library authorization is compared to the holding code library in the associated holding distribution(s). The library of each holding code must be present in the fund cycle’s library authorization. When the holding code library is not authorized in the associated fund cycle, the following message displays.
This fund cycle does not have library authorization for the library of the distribution holding code.The message lists the fund ID and the holding code name that did not pass validation. When the message window is closed, the insertion point will be placed in the first fund ID field that did not pass validation. An invalid fund cycle/holding code pair will not be saved.
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FAQs: Working with Orderline Segments