• Open the excel spreadsheet "Budgets" in box
  • Click Update when prompted
  • Change last updated to todays date
• Print the most recent Aleph Budget reports
  • Under the Administration tab choose "File List" 
  • Scroll through the reports finding the most recent "budgetsummary-mat.1026.bcprint" and select
  • Click print
  • On the preview page click the image of the printer
  • Click "print" again
  • Repeat these steps for "budgetsummary-rev.1026.bcprint
• Beginning with AFST in the second list on the page, begin imputting the "free balance" from the Materials monograph budget report
  • For example AFST will appear as 

• • The correct amount to enter into the spreadsheet for this example would be 8385.30
  • Continue this process for the remaining regular budgets, ensuring to match the funds as you go, they do not go in order consistently. 
• Return to the top of the spreadsheet to update the Revenues budgets
  • For the budgets listed in the excel sheet, you need to enter two amounts
    • Enter the "Revenues Free Balance" from the Revenues report
    • Enter the "Materials Free Balance" from the Materials report (will likely be a negative amount, enter the - in the spreadsheet)
    • The formula in the last column should subtract the Materials balance from the Revenues to give the Current Free Balance

Updating Foundation Account Balances

• Open the file "FoundationFunda.xlxsFYXX.xlsx in box
• Begin by choosing one of the Fund Balance tabs at the bottom, you will need to scroll to see them all.
• For that Fund enter the current encumbrance from the Materials Budget report to the right of "Budget Summary Encumbrances" 
  • Repeat for the remaining foundation accounts
• Do not edit any other fields in this spreadsheet
• When complete save and close
• Return to the budget excel sheet. 
• From the data tab, click "refresh all. This will pull the updated numbers from the foundation spreadsheet. 
• Alternatively, if the link is broken the balances can be updated by typing in the balances rather that using the formula. 

Notes: 

• Reference librarians are able to access this file to review their balances
• This update is done approximately once a month July-April, and once every 2 weeks from May-June. 
• The formulas for the Foundation accounts need to be updated at the beginning of every fiscal year once the new foundation file is created. 
  • With both files open, click the cell containing the balance of the foundation fund on the Budgets sheet. 
  • Enter = 
  • Select the corresponding cell on the foundations fund spreadsheet
  • Enter and ensure the number is correct
  • Repeat for the remaining foundation funds