Transfers from Revenues to Materials

1. Prepare spreadsheet showing Revenues money to be moved to materials in Aleph.
Include: a. Full amount of all foundation funds in revenues. b. Actual free balance of the parent fund in materials for each transfer fund.

2. Check spreadsheet.

3. Deduct amounts from appropriate fund in Revenues via a postdated invoice (postdating prevents the invoice from appearing on the R or P reports, which are used to reconcile materials).

4. Allocate amounts to appropriate fund in Materials via an allocation (NOT initial).

5. Record the transaction in the ledge and reconcile against next day's fund summary.

6. Check the individual funds that should have changed on the next day's budget summary.

7. File records of money moved into closed invoice file for current year under Revenues: a. Spreadsheet. b. Reconciliation c. Budget Summaries from day before. d. Budget Summaries from day after.

8. Reset encumbrance thresholds based on new revenues balances.

Transfers into Revenues

1. Note on the Journal Entry copy received from Alla the Aleph fund(s) the money belongs to.

2. Make copies of the Journal Entries and file into transfer department files.

3. Allocate the money to those funds in Aleph.

4. Record the transaction in the ledger and reconcile against next day's fund summary.

5. Check the individual funds that should have changed on the next day's budget summary.

6. File records of money moved into closed invoice file for current year under Revenues: a. Journal entry copy received from Alla. b. Reconciliation. c. Budget Summaries from day before. d. Budget Summaries from day after.

7. Reset encumbrance thresholds based on new revenue balances.

Deposits into Revenues

1. Note on the Deposit Transmittal copy received from Alla the Aleph fund(s) the money belongs to.

2. Make copies of Deposit Transmittals. File into transfer department files, stapling to the front of the appropriate Reimbursement Request. In the Foundation Fund Database, change the status of the months reimbursed (found on the Reimbursement Request) to "Reimbursed."

3. Allocate the money to those funds in Aleph.

4. Record the transaction in the ledger and reconcile against next day's fund summary.

5. Check the individual funds that should have changed on the next day's budget summary.

6. File records of money moved into closed invoice file for current year under Revenues: a. Journal entry copy received from Alla. b. Reconciliation. c. Budget Summaries from day before. d. Budget Summaries from day after.