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Fund Lookup allows Libraries to monitor funds to ensure there are adequate balances available for encumbering and invoicing. Fund Lookup is also used to analyze allocations, encumbrances and expenditures.

The system returns a list of funds with balance, encumbrance and expense information. There is no drill down available from this inquiry. Below is only a small sampling of results.

Search Results definitions



Chart Code

Required. A unique identifying code assigned to a chart. (Chart of Accounts is a reporting structure to group accounts and financial activity together in one set of workbooks, or documents, within OLE.)

You cannot use a wildcard when searching on this field.

Account Number

An account is used to identify a pool of funds assigned to a specific univeristy organziational entity for a specific purpose.

Account Name

The familiar title of an account.

Organization Code

The Organization defines the entites representing units at many different levels within the institution (for example, a department, a responsibility center, or a campus).

Object Code

The Object Code represents all expense classifications that are assigned to transactions and help identify the nature of the transaction. Object codes are specific to a chart and a fiscal year and contain several attributes for financial reporting at the detail and consolidation levels.

Cash Balance

This is the Total Allocations minus Sum Paid Invoices.

Free Balance

This is the Total Allocations minus Encumbrances, Sum Paid Invoices, and Sum Unpaid Invoices.

Initial Budget Allocation

This is the amount available to be spent on this budget.

A university will commonly budget operating funds for library acquisitions in one lump sum. The library then commonly subdivides that money into smaller chunks, according to the perceived needs of its users. The most common ways to subdivide the collection budget are:

by school or administrative unit -- $X for the School of Medicine, for instance, $X for the School of Arts and Sciences, $X for the Business School, etc.

by subject -- with the library deciding how many subject funds to subdivide the money into

by material type -- dividing the budget among monographs, print serials, e-serials, other e-resources, rare materials, etc.

or by a combination of these categories.

Net Allocation

Total of all allocations.


This is the total of all Requisitions/Purchase Orders charged to this Fund that have not been invoiced or paid.

Sum Paid Invoices

This is the total of all paid invoices charged to this Fund.

Sum Unpaid Invoices

This is the sum of invoices that have been created but not approved.

% Expended

This is the percent of the amount allocated that has been expended.

% Expended and Encumbered

This is the percent of the amount allocated that has been expended and encumbered.

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