Content Comparison

1)      Use Microsoft Access to open Open the Foundation Fund Database at: I:\ACQ\AcqStatistics/FoundationAccounts.mdb

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 “Report on the Status of All Active Months.” Right click on the report to print itspreadsheet at Box/Acqstuff.

4)      All foundation purchases should be reimbursed within a year of purchase. Highlight Note any funds with months from 10 or more months ago.

5)      Close the report in Access, and click on “Calculate Foundation Balances.”       Compare the amount of money each fund has verses the amount purchased on it. If the Foundation Balance Report indicates that there is still money left to be reimbursed, and all of it (or nearly all of it) is expended, highlight note the fund. 

6)      For each highlighted noted fund:

1. Total months in Excel to find a combination that doesn’t exceed the foundation fund balance, being sure to include any month that are nearly a year old.
2. Prepare a reimbursement request memo, example here, copying and pasting the months to be reimbursed from Excel to the memo. Print 3 copies of this memo.
3. Retrieve the file for the fund, and find the paperwork for the months being reimbursed.
4. Make 2 copies of each Aleph report being reimbursed.
5. Attach a memo to each copy and to the originals.
6. Originals go to Library Administration.
7. One copy goes to the Collection Management Librarian.
8. One copy is for the file.In the foundation fund database, click “Updated Statuses for a Given Fund.”
9. Use the file copies to identify the fund, and type it in the search box surrounded by asterisks, for example “TAL*.Use the file copies to determine which year/months have gone to Administration. Change their status to “Awaiting Check from the Foundation.”
10. File the copy.