Maximize Functionality through Fund Code Design

On the Innovative system, the library may choose to use the same codes used on the library's previous accounting system, or the library may want to design new Fund Codes to take full advantage of the system's reporting and searching capability.

In this example, we see the various sources of funding for a small college library.

Happy Hollow College Library sources of money

Source Amount
Title IXX grant funds $25,000
12039-BL $50,000
12040-BL $30,000
12041-BL $15,000
Physical Plant $50,000
Alumni fund $5,000

On the Innovative system, sources of money become External Funds. Outside sources of money (External Funds) are translated into the library's Fund Codes. Fund Codes are the library's internal breakdown of the lump sums which make up the budget.

In this example, for an external source of money (Title IXX grant funds), Shellmound Library has created an External Fund.

Shellmound Library Funds Structures

Outside Source External Fund Name Amount
Title IXX grant funds Title IXX Grant $25,000

Staff then create internal fund codes to allocate portions of the grant to specific spending areas. The External Fund is linked to the internal Fund Codes via a fixed field in the Fund Code records.

Fund Code Fund Name Amount
3svid New Spanish Videos $2,000
3fvid New French Videos $2,000
3smon New Spanish Monographs $8,000
3fmon New French Monographs $8,000
3sser New Spanish Serial Subscriptions $2,500
3fser New French Serial Subscriptions $2,500

Design of Fund Codes

The fund code is the level at which money is appropriated to, encumbered against, and expended against. The library may choose to report on subfunds, but the library cannot appropriate to subfunds. The same is true for external funds; they are a reporting tool only.

If the library needs to control spending by some element (branch, age, material, order type), then the library should build that information into the fund code. If the library simply needs to report spending by some element, then the element can be built into the fund code or stored in a fixed length field.


Need: Library simply needs to report expenditures by Order Type.
Solution: Use the fixed field ORD TYPE.

Need: Library needs to control spending by Order Type.
Solution: Build Order Type into the fund code structure.

The library should design fund codes so that searches in Create Lists can be quickly and easily executed to find groups of similar materials.

Examples of fund code structures:

3 '3' represents
(external fund)
m 'm' represents
'Main Library'
a 'a' represents
f 'f' represents
(library selection category)
u 'u' represents 'Undergraduate library'
b 'b' represents 'Biological Sciences'
s 's' represents 'standing orders'
(order type)
f 'f' represents 'fiction'
(library selection category)
1 '1' represents '0001-02'
(external fund)
o 'o' represents 'Oak Library'
j 'j' represents 'juvenile'
n 'n' represents 'non-fiction'
(library selection category)
v 'v' represents 'videos'

Last updated: Friday, December 03, 2010

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