Budgets system tables
(TABBCL) Special collections
Special collections can be used to create a budget for a specific group in the Budget conversion table. Special collections are often related to how the materials were obtained by the library (for example, through a donation or an estate, or via a standing order). This table also appears in Items system tables.
To create edit or create a special collection:
- In the Wise configuration manager, go to OCLC Wise > Order and link > System tables > (TABBCL) Special collections.
- Click New to create a new collection or click Detail to edit an existing collection. The Origin window opens.
- Enter Special collection information. If you are editing an existing collection, click Change.
Field Description Type Filled by the system (BCL) Code 3-digit code, this cannot be edited Description Description of the special collection - 4. Click OK to save.
(TABGBP) Average fees
If an average price applies to a budget group, it can be created here and selected in the (TABBDO) Allocation of funds table.
To create a new average fee:
- In the Wise configuration manager, go to OCLC Wise > Order and link > System tables > (TABGBP) Average fees.
- Click New to create an average fee or click Detail to edit an existing collection. The Average prices window opens.
- Enter information. If you are editing an existing collection, click Change.
Field Description Type Filled by the system (BCL) Code 3-digit code, this cannot be edited Description Description of the average price Avg price (cts) Enter the average price, in cents. Limit 6 digits. - Click OK to save.
(TABBDB) Budget book codes
Note: This table can only be edited by OCLC.
This table contains the available booking codes. It appears when entering budget amounts. These can be selected when entering a new budget amount in Budget entries.
| Code | Description | Details |
|---|---|---|
| 00 | Budget amount | Shown as Net on budget overview |
| 02 | Overflow - previous |
This booking code is used for encumbered funds from the previous year that have been carried over to the new year when the previous year’s budget is closed. This is used when the library has selected With carry-over in the Budget close-out with Carry-over setting within the Wise configuration manager at OCLC Wise > Management organizations > Library organizations. When this setting is selected, Wise automatically takes any encumbered funds from the previous year and creates a new line in the Budget entry using this booking code for the amount that was carried over from the previous year. |
| 09 | Standing Order budget | Together with book code 00 the total available budget |
| 12 | Received material | You can enter credit notes with a negative amount under booking code 12. In this case, be sure to include the Invoice number and Vendor if available. |
| 18 | Carryover - next |
This booking code is used in the previous year when the budget is closed if the library has selected With carry-over in the Budget close-out with Carry-over setting within the Wise configuration manager at OCLC Wise > Management organizations > Library organizations. When this setting is selected, Wise automatically creates a line in the old year after closing a budget with carry-over to account for the remaining encumbered funds that were carried over to the next year. See Budget entries for more information. |
| 19 | Administrative | Use booking code 19 to record administrative entries. These entries can be positive or negative. |