1. Find the report, BCEND, in Aleph Task Manager on the first of each month

2. Click the up arrow to download the file to your computer.

3. Find the file on your computer. In the directory for the current version of Aleph, the path to it is Acq/files/MA150/print. The file name will be bcend followed by the date, i.e. bcend_20161130.bcprint. Change the bcprint file extension to .xls. Double click on the file to open it in Excel. 

4. In Excel, save the original file in Box/Acq Stuff/Foundation Fund Reports/Original.

5. Copy and paste SGA and GSA purchases to a new spreadsheet and save. Send this to the Media Librarian as an attachment. Go back to the original file without the SGA and GSA purchases.

6. Return to the original spreadsheet. If GSA and SGA purchases still appear in it, delete them.

7. Insert one blank row at the top.

8. Insert two blank lines between each fund (Home, Insert, Insert Sheet Rows—note that the blank rows appear directly ABOVE where the cursor is placed)

9. Open the “header” file, Box/Acq Sutff/Foundation Fund Reports/headers.xlsx, and copy the headers, then paste them directly above each fund, overwriting the Aleph headers at the top.

10. Change the cell type of amount columns to currency. Select the $ Item and $ Invoice columns so that they’re highlighted. Right click on them and select “Format Cells.” Click on currency so that it’s highlighted, then click ok.

11. Total the $ Item column for each fund. Put the cursor where you want the total to go, then drag the cursor over what you want to total so that it’s highlighted. Click “Autosum.”

12. Bold each total. Select what you want to highlight, go to the home tab, and click the “b.”

13. Adjust so that it will all fit on page. Go to the Page Layout Tab, click on margins, and select narrow. Go the orientation tab, and select landscape. Go to print preview, then exit print preview. Drag columns to make them shorter until all content appears to the left of the dotted line.

14. Insert page breaks between each fund. Put the cursor directly below and to the right of where you want the page break. Click breaks and select “Insert Page Break”.

15. Put a header on with the month and year. Go to the view tab and click page layout. Type the month and the year into the header box. Return to the normal view by going to print preview, exiting print preview, then go to the View tab and select normal.

16. Check the report in print preview to insure that it all appears correctly. If so print.

17. Save the formatted reports in Box/Acq Staff/Foundation Fund Reports/Modified..

18. Enter report summary information into the Foundation Fund spreadsheet found in Acq Stuff on Box

When finished, upload the Excel speadsheet back to box.

Provide the following documentation with the printout of the Aleph report:

• For VISA purchases, provide 1 VISA statement including a transaction on the report.

• For non-VISA vendors, provide 1 invoice for 1 item per vendor on the report.
  
  
  

Update statuses in the Foundation Fund spreadsheet and file documentation:

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  1. Download the Foundation Fund spreadsheet from Box/AcqStuff.

  2. For each fund-month with complete documentation, change the status to "ready."
     
     
     

File the documentation in the Foundation Fund file cabinet.