Page Comparison

Updating Budgets Balances

1.      Obtain the most recent materials and revenue budget summaries.

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3.      Begin by updating the values in the "Revenues Free Balance" column.

•            The current values are on the revenues budget summary.
•      Find the fund on the summary and update the value in the spreadsheet to match the value under "Free Balance".
•            Do this for each of the revenues budgets.

4.      Update the values in the "Materials Free Balance" column.

•            The current values are on the materials budget summary.
•      Find the PARENT fund on the summary (usually beginning on the 3^rd page).
•      Update the value in the spreadsheet to match the value under "Free Balance", but be sure to omit the negative.
•      Do this for each of the revenues budgets.

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•      The current values for the remaining budgets are on the materials budget summary.
•            Find the fund on the summary and update the value in the spreadsheet to match the value under "Free Balance".
•            Do this for each of the remaining budgets with the exception of MRSV, PURPER, and RESV, leave these blank.

7.      Obtain data and update foundation accounts

•            Open the Access File FoundationAccounts located at I:\ACQ\AcqStatistics
•      Open the Main Interface under Forms and click Fund Balance Reports
•            Update values in the Fund Summary Encumbrances using the materials budget summary.
•          Update the date and close.

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•      Open bookRequest2new and select the "External Data" tab from the ribbon.
•          In the "Import" box, click on "Excel".
•            Click "Browse" and select the spreadsheet you just updated.
•      Make sure that "Import the source data..." is selected and click ok.
•      Make sure that "Show Worksheets" is selected and "sheet1" is highlighted and click next.
•            Check the box next to "First row contains...", click ok on the popup box, and click next.
•            Scroll to the right until the "Field 9" column is visible. Select the column and change the name to "Balance" by typing it into the "Field Name" box., click next.
•      Make sure that "Let Access add..." is selected, click next.
•              In the "Import to Table" box type exactly Balanceimport, click finish.
•             Click yes to overwrite the existing table and click close.

10.  Run the Budgets Query to update the budgets online.

•            Select "Queries" from the drop down menu on the left.
•      Open "Balances" in design view.
•      Update the date.
•      Close and Save.
•      Run the query.  It should be updating 67 fields, if not stop and ask for help.

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