This procedure does not apply to funds transferred from another library budget. When the money is transferred from another library budget, it does NOT go into revenues, it goes into materials, and should be added via a credit invoice.

Money comes from a budget outside the library

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

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

3. Allocate the money to those funds in Aleph revenues (not an initial allocation):

1. Find the corresponding budget in Aleph with an RV in it, 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.

4. Record the transaction in the current year Revenues Ledger (i:\acq\revenuesreconciliationFY__) 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 A & R. b. Reconciliation. c. Budget Summaries from day before. d. Budget Summaries from day after.

7. Reset encumbrance thresholds in the materials spending fund based on the new revenue balances.

Money comes from another library budget

1. Enter the money into the appropriate Aleph materials budget using an invoice:

   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.

2. Ensure that the general invoice total and line items total match.

3. Click on general invoice, then on the Payment tab. Change the payment status to R.

4. Change the invoice status to "R".

5.  Note vendor, and invoice # on the journal entry. Write "R" and the date on the journal entry.

6. Send the invoice to A & R to "P"