Viewing Fund Balances and Activity

Owned by Rachel Volk
Last updated: Aug 22, 2024



Department

Acquisitions, Collection Development

Purpose

This procedure describes how to look up funds and fund groups in FOLIO to view balances and activity. 

Overview

FOLIO does not have the option for exporting monthly fund activity reports. However, fund activity and balance information can be viewed at any time in the Finance app. Here you can view allocations, encumbrances, awaiting payment, expenditures, and available balances. (Note: "awaiting payment" is a newer status that means the material has just been received, but payment has not posted yet.)

Required Knowledge/Skills

FOLIO login and the following FOLIO permissions:

  • Finance: View fund and budget.
  • Finance: View group.

Safety Issues/Precautions

N/A

Equipment/Supplies

Computer, internet

Procedure

Looking up a fund group

Groups are a convenient way to view all of a librarian's monograph funds as a whole. Librarians' monograph funds are grouped together under the person's last name.

  • Go here: https://valpo.folio.ebsco.com/finance/groups or open FOLIO and navigate to the Finance app and select “Group”.
  • Use the search box to search your last name.
  • Click on your name to see your balances, both grouped together and broken down by fund. Under “Financial summary”, it will show combined allocations, encumbrances, awaiting payment, expenditures, and available balances. Below that, you can view the allocations and available balances broken down by fund.
  • To view more detail about an individual fund, click on the fund, and then click on the entry under “Current budget”. Transactions can be viewed by clicking “View transactions” near the bottom of the screen.

If there are any issues with the funds included in a group, let Acquisitions know. The Acquisitions Specialist manages the groups and can create other groupings upon request.

Looking up an individual fund
  • Go here: https://valpo.folio.ebsco.com/finance/fund or open FOLIO and navigate to the Finance app and select “Fund”.
  • Use the search box to search the code or the name of the fund.
  • Click on the fund to bring up details. Then click on the entry under “Current budget” to bring up current budget summary showing allocations, encumbrances, awaiting payment, expenditures, and available balances. Transactions can be viewed by clicking “View transactions” near the bottom of the screen.