• 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