• Creating a budget in 18.01 is virtually the same process as in 16.2
• Ex Libris refers to budget hierarchy as a "parent/child" relationship
• Ex Libris refers to "fund as "budget"
• For reporting purposes, if you want to construct a budget hierarchy, you MUST begin with your institution code and fiscal year as the "parent", i.e. TU-2008
• Do not allocate money to a "parent"
• Budget hierarchy can accommodate many "parents" and "children"; the structure may be as simple or as complicated as you like.

• Click on ADMIN (3rd icon on left bar)
  (alternative – go to VIEW at top of screen and click on Switch to Admin Table)
• Click on BUDGET (left tab)
• Make sure your correct sub–library is in box, and budget status is switched to "active"

• Click on New (button on upper right screen)
• Go to lower half screen and put the "parent" budget in the BUDGET CODE box
  

  For example: TU–2008 Do not allocate money to this budget

• BUDGET TYPE defaults to "Reg"; use dropdown menu to change budget if necessary (e.g. gift, endowment, etc.)
• Click on No. 2 Budget Info (lower half of screen)
• Choose one or more object codes that apply to your campus (you may choose more than one object code)
  

  Note: you can let the screen default to "all", and instead rely on your invoice to indicate the proper code for payment. If you choose a code, such as 4318, when you pay an invoice for that item, you can only use 4318

• Check Annual Budget box if this is an annual budget (default leaves this box blank)
• If you want to over encumber or over expend your budget, add a specific figure to these boxes, or check the EXPRESSED AS A PERCENTAGE box and put a percentage in the over encumber or over expend boxes
• ADD

• Make sure the parent budget is highlighted, and click on the DUPLICATE button
• Everything will be automatically filled in from the "parent" budget
• Put the "child" budget in the BUDGET CODE box
• ADD

You can also use Step 2 to make additional budgets, so you won’t have to fill in everything like you do with a NEW budget.

If you are only making two levels of hierarchy, allocate money to the 2nd level. You can make as many "children" as you like from the "parent" and allocate money to each one of the children.

For example, if you have a $100,000 budget with $40,000 for books, $30,000 for serials, and $30,000 for periodicals, you would have a 2 level hierarchy, set up as follows:

• You can have as many "children" as you want at this level, and allocate money to each of them
• Budgets report at the top level; i.e. the amounts allocated to the children will add up to $100,000.
• Always allocate money at the lowest level

For a more complex fund structure, determine which "parent" you want the "children" to be under; highlight that "parent"; DUPLICATE, and then make the "children" following the directions above.

REMEMBER, DON’T ALLOCATE TO THE PARENT (you can have multiple parents). For example:

In this example, since TU–BK and TU–SER don't have children, you can allocate money to them; e.g. $40,000 and $30,000. Since TU–PER has "children", TU–PER–2008 has become a "parent" so no money can be allocated. Instead, the $30,000 intended for TU–PER will be divided among the children, e.g.. $15,000 for TU–PER–EL–2008 and $15,000 for TU–PER–MF–2008. You can take this structure to as many levels as you wish.

Note: You don’t close the screen; instead you put in a new search to pull up new information. This can be confusing; don't forget to always ADD before initiating a new search.

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