Accessing the Technical side of Aleph

Open Aleph from Windows Start button; highlight Programs; highlight Aleph 500 UFProd, Version 15.5; highlight Administration and then click. Aleph Password window appears and prompts you to enter your User name and Password. The window above should appear after you logon to the system. (If you do not have Aleph 500 UFProd on your computer, contact your systems liaison and ask them to load it for you).

Searching the Budget in Administration Module

You are now in the Administration module. Find the moneybag icon on the tool bar and click on it to open the Budget List window.

Locating Budget Code

If you know the budget code you want to locate, enter the number in the Enter Starting Point command window and hit enter. Skip the next three direction screens; begin following directions with Screen print 5, Budget List window.

If you don't remember the budget code, you may locate it by doing a keyword search. Click on Keyword from the commands listed on the right-hand of the screen.

Filtering Search by Keywords

Filter List by Keywords budget search window appears. Enter a keyword for the subject area you manage, in this example "Music", in the Enter Keyword(s) command field. Click on the Search button to retrieve results.

Your keyword search results appear in the Filter List by Keywords window. Highlight the budget you want to view and click on the Select button to return to the Budget List window.

Budget List Window

The search returns you to the Budget List window where the budget you requested appears highlighted at the top of the listed budgets. Click on Balance from the commands on the right-hand side of the window to move to the Balance of Budget window.

Balance of Budget Window

The Balance of Budget window appears for the budget code requested. The following describes the fields on the form:

• Initial Allocation - the amount that was originally allocated for the fiscal year.
• Carryover - amount that was left over from previous year's budget.
• Additional Allocations - sum of all "new" allocations made to this budget.
• Transfers - sum of all the transfers credited to and debited from the budget.
• Total Allocation - sum of all the above amounts.
• Encumbrances - orders encumbered and not yet invoiced.
• Invoices (not yet paid) - invoices received but not approved for payment.
  Expended (invoices paid) - invoices paid and approved.
• Actual Balance - Total Allocation minus Invoices and Expended.
• Free Balance - Total Allocation minus Invoices, Expended and Encumbrances.
• Expended - the percentage amount of the budget spent.
• Expended + Encumbered - the percentage amount of the spent plus the encumbered budget.