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  3. Setting up the Finance and Acquisitions Module
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  2. Library Admin General
  3. Authority Lists
  4. Setting up the Finance and Acquisitions Module
  1. Home
  2. Library Admin General
  3. Setting up the Finance and Acquisitions Module
  1. Home
  2. Acquisitions and Finance
  3. Setting up the Finance and Acquisitions Module

Setting up the Finance and Acquisitions Module

Introduction

This help topic provides an overview of setting up the Finance and Acquisitions module when you first start using this module. There are three areas to consider – Authority Lists, Default Values, and System Parameters. The most important Authority Lists to set-up, before adding orders are your account years and budget codes. We recommend that you also take time to configure your system defaults and parameter settings, because it will save you time in the long term.

Authority Lists

Authority Lists help you create and manage the contents of drop down or pick lists in the system, for example you can choose from a list of Suppliers or Account Years. Authority Lists save you time are ensure your data entry is consistent. Bear in mind that some Authority list are shared with other modules or could be used across the whole system like your Users. Before using the Finance module, review the Authority Lists which are used in the Finance module below.

All Finance authority lists can be found under Library Admin > Finance > Authority Lists. The key lists that you should set up are as follows (follow the links for more information):

Other authority lists can be found under Library Admin > General > Authority Lists.

Default Values

Most fields related to Orders and Order Allocations are blank by default, meaning that you must select a value each time. If you set up defaults, this can save you time. For example if you usually use a particular budget code like “Books”, then set that as the default. If you often use different budget codes then don’t set a default. Also note that even if you set a default, when you are entering order, invoices etc, you can easily change the system entered value to something else. You need to decide what is helpful in your system.

To set default values, click Library Admin, then General. Under Tools, click Default Values. This opens the Default Values screen.

Type “order” into the “search within” box in the top right (as shown below) to filter on fields relevant to Orders and Allocations.

Click the edit (pencil) icon at the end of the relevant row to set a default value in the pop up box.

Remember to click save to keep your choice.

Repeat by typing “invoice” into the “search within” box in the top right to filter on fields relevant to Invoices.

System Parameters

There are several system parameters that you may wish to consider reviewing and changing if required. These are accessed by clicking Configuration, then General. Under Settings, click System Parameters (Settings) to open the System Parameters (Settings) screen.

Type “Finance” to filter to the settings for the Finance module.

Select Finance from the drop-down menu at the top of the screen to view settings relevant to the Finance module. These include the default approval period and invoice payment period.

Click the edit (pencil) icon at the end of the relevant row to edit a parameter.

Remember to click save to keep your choice.

Updated on August 13, 2021

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