Find the most recent “mat” and “rev” fund summaries in Aleph Task Manager.

Print them: Highlight one, then click “print,” then click “print” again. Highlight the other, then click “print” then “print again.”

Prepare spreadsheet showing Revenues money to be moved to materials in Aleph using the attached template.
Include: a. Full amount of all foundation funds in revenues. b. Actual balance of the parent fund in materials for each transfer fund (it’s easier to find and highlight these amounts before inputting)

Check spreadsheet.

Deduct amounts from appropriate fund in Revenues via an invoice with a pre-dated "P" date (predating prevents the invoice from appearing on the R or P reports, which are used to reconcile materials). The invoice vendor should be BC-MISCRT, and the invoice number should be based on the current date. The amount you’re moving for each fund should be a separate line-item on the invoice, without an order attached. In Aleph acquisitions:

1. Enter the vendor BC-MISCRT in the left hand invoice box next to the paper stack.

2. Enter the date as the invoice number in the format year/month/day, eg. 20170217

3. Click the arrow next to the info you just entered

4. When it says the invoice doesn't exists and ask "Create?" clikc yet.

5. Enter the total amount of the transfer in the net amount box.

6. Enter an invoice date and shipment date of sometime before today.

7. Click update.

8. Click on line items

9. For each fund with money being transferred: 1. Cick "Add." 2. When the "Get Order" box appears, click the x on it to close it. 3. Enter the amount being transferred in the "Net Amount" box. 4. Click "Budget." 5. Enter the reveneues fund code your transferring money from into the "Budget Code to Add Box" (you can search for it by clicking the "...") 6. Click "Add Budget." 7. Click the "X" to close the budget list window. 8. Click "Add" to add the line item to the invoice.

Check that the invoice is complete, and accurate, and the general invoice and line item amounts match.

Go to the payment tab, and set the date to at least one week ago, then “P” the invoice.

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

1. Find the corresponding budget with –TRSF- in it in Aleph and click on it to highlight it

2. If not already on it, click the Transactions Tab

3. Click Allocate

4. Enter “USD” in the currency box

5. Enter the amount into the Sum box. If the number is negative, enter it without the minus symbol, and click the Negative button.

6. Ensure that you typed the dollar amount correctly.

7. Click Ok.

8. The amount appears as an ILC transaction in the transaction window.

Record the transaction in the Current year Revenues Ledger (i:\acq\revenuesreconciliationFY__) and reconcile against next day's fund summary. You should know that the amount in materials increased by the correct amount, and that the amount in revenues decreased by the correct amount.

File records of money moved including a. Spreadsheet. b. Reconciliation c. Budget Summaries from day before. d. Budget Summaries from day after.