Page Comparison

1. Find the report, BCEND, in Aleph Task Manager on the first of each month
2. Click the up arrow to download the file to your computer.
3. Find the file on your computer. In the directory for the current version of Aleph, the path to it is Acq/files/MA150/print. The file name will be bcend followed by the date, i.e. bcend_20161130.bcprint. Change the bcprint file extension to .xls. Double click on the file to open it in Excel. 
4. In Excel, save the original file in Box/Acq Stuff/Foundation Fund Reports/Original.
5. Copy and paste SGA and GSA purchases to a new spreadsheet and save. Send this to the Media Librarian as an attachment. Go back to the original file without the SGA and GSA purchases.
6. Return to the original spreadsheet. If GSA and SGA purchases still appear in it, delete them.
7. Insert one blank row at the top.
8. Insert two blank lines between each fund (Home, Insert, Insert Sheet Rows—note that the blank rows appear directly ABOVE where the cursor is placed)
9. Open the “header” file, Box/Acq Sutff/Foundation Fund Reports/headers.xlsx, and copy the headers, then paste them directly above each fund, overwriting the Aleph headers at the top.
10. Change the cell type of amount columns to currency. Select the $ Item and $ Invoice columns so that they’re highlighted. Right click on them and select “Format Cells.” Click on currency so that it’s highlighted, then click ok.
11. Total the $ Item column for each fund. Put the cursor where you want the total to go, then drag the cursor over what you want to total so that it’s highlighted. Click “Autosum.”
12. Bold each total. Select what you want to highlight, go to the home tab, and click the “b.”
13. Adjust so that it will all fit on page. Go to the Page Layout Tab, click on margins, and select narrow. Go the orientation tab, and select landscape. Go to print preview, then exit print preview. Drag columns to make them shorter until all content appears to the left of the dotted line.
14. Insert page breaks between each fund. Put the cursor directly below and to the right of where you want the page break. Click breaks and select “Insert Page Break”.
15. Put a header on with the month and year. Go to the view tab and click page layout. Type the month and the year into the header box. Return to the normal view by going to print preview, exiting print preview, then go to the View tab and select normal.
16. Check the report in print preview to insure that it all appears correctly. If so print.
17. Save the formatted reports in Box/Acq Staff/Foundation Fund Reports/Modified..
18. Enter report summary information into the Foundation Fund Database:
    1. Download the Foundation Fund Database from Box/Acq Stuff/Foundation Fund Reports/FoundationAccounts.mdb. Click the download arrow and double click the file name to open the database.
    2. Click on “Main Interface.” If you don’t see “Main Interface,” use the drop-down at the top of the left panel to change to “Forms,” which is where the Main Interface is located.
    3. Click “Input Data for the Current Month”
    4. For each report:

                                                              i.      Select the fund in the fund drop-down.

                                                            ii.      In the Year/Month box, enter the year month in the following format, eg. 2011/02.

                                                          iii.      In the vendor and invoice boxes, enter “X”

                                                           iv.      In the price column of the first row, add the total dollar amount on the report.

                                                             v.      In the title column of the first row, enter “X”.

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1. spreadsheet found in Acq Stuff on Box

When finished, upload the database from your downloads directory Excel speadsheet back to Boxbox.

Provide the following documentation with the printout of the Aleph report:

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Update statuses in the Foundation Fund Database spreadsheet and file documentation:

• 1. Download the Foundation Fund Database spreadsheet from Box/AcqStuff/Foundation Fund Reports/FoundationAccounts.mdb. Click the download arrow and double click the file name to open the database.
  2. Click on “Main Interface.” If you don’t see “Main Interface,” use the drop-down at the top of the left panel to change to “Forms,” which is where the Main Interface is located.
  3. Click “Update Statuses for a Given Month”.
  4. Enter your year/month in the search box surrounded by *, eg. “2017/07*
  5. This should retrieve a summary showing all of report data that you entered.
  6. For each new spendable income entry:
  7. Use the drop-down in the Status column to change to the status to “Ready for Reimbursement.”
  8. File until ready to request reimbursement.
  9. When finished, upload the database from your downloads directory back to Box.
  10. For each fund-month with complete documentation, change the status to "ready."
      
      

File the documentation in the Acquisitions Librarians Foundation Fund file cabinet.