Expenditures by Funds and Formats
How did we spend our collection budget?
The Expenditures by Funds and Formats report displays collection data by Fund rows and Format columns.
Multiple Accounting Units
For libraries with multiple accounting units, the report data you view reflects the accounting unit associated with your login.
Expenditures Data
Decision Center uses the PAID date/date posted to calculate amounts by fiscal year. Thus, if the fiscal year begins on 1 July, payments posted on 1 July count toward the new fiscal year. Payments posted on 30 June count toward the previous fiscal year. This attribution of payments is independent of when the library performs its fiscal close procedure. In some cases, Sierra or Millennium might apply these payments differently. (For more information on expenditures and fiscal close procedures, see the Sierra WebHelp or the Millennium Innovative Guide and Reference.) Consequently, it is possible to find discrepancies between Decision Center and your Sierra or Millennium system. To avoid such discrepancies, do not make or post any payments after the first day of the month of the new fiscal year until after you complete the fiscal close procedure.
The Expenditures by Funds and Formats report includes the following components:
Initial Filters
You can set the following filters to configure this tool:
Date
Limits the data to the date(s) you select. The filter includes multiple options for each calendar unit:
Day
Yesterday
The report incorporates data accumulated from 12 A.M. to 11:59 P.M. (24 hours) of the previous day.
Day
The report incorporates data accumulated from 12 A.M. to 11:59 P.M. (24 hours) on the specified day.
Month
Month-To-Date
The report incorporates data accumulated from 12 A.M. on the first of day of the month to the most recent 11:59 P.M.
Last Month
The report incorporates data accumulated from 12 A.M. on the first day of the previous month to 11:59 P.M. of the last day of the previous month.
Month
The report incorporates data accumulated from 12 A.M. on the first day of the specified month to 11:59 P.M. of the last day of the specified month.
Year
Year-To-Date/Fiscal Year-To-Date
The report incorporates data accumulated from 12 A.M. on the first day of the current year to the most recent 11:59 P.M.. For calendar years, the first day is January 1st. Fiscal years vary by site.
Last Year/Last Fiscal Year
The report incorporates data accumulated from 12 A.M. on the first day of the previous year to 11:59 P.M. on the last day of the previous year. For calendar years, the first day is January 1st and the last day is December 31st. Fiscal years vary by site.
Year/Fiscal Year
The report incorporates data accumulated from 12 A.M. on the first day of the specified year to 11:59 P.M. of the last day of the specified year. For calendar years, the first day is January 1st and the last day is December 31st. Fiscal years vary by site.
Date Range
The report incorporates data accumulated during the specified date range. This option includes two text boxes; the first for you to enter the earliest date to use (start date), the second for you to enter the latest date to use (end date).
Data Retention
Decision Center retains data within the following time frames:
| Report Type | Data Retention |
| Acquisitions Reports | Five years plus current month |
| Circulation Reports | Three years plus current month |
| Collection Reports | Five years plus current month |
| Encore Reports | Two years plus current month |
Order Location
The Order Location filter options reflect the order locations recognized by your library system. The report data is limited to the order locations you select. You can select any number of available order locations, but you must select at least one to run the report. The default is All Order Locations.
Order Locations
To determine the Order Location, Decision Center first identifies the location code (shelf code) in the order record. The system then looks up the location code in the Locations Served table and uses the associated branch location code. (For more information on the Locations Served table, see the Sierra WebHelp or the Millennium Innovative Guide & Reference.) The descriptive name associated with the branch location code comes from the Branches table. (For more information on the Branches table, see the Sierra WebHelp or the Millennium Innovative Guide & Reference.) If the system cannot find the location code or the branch name in the Locations Served table, Decision Center displays the location code that appeared in the order record. If the order location code is an empty string or consists only of spaces, the system uses the heading Unknown.
If an order record includes multiple location codes, Decision Center applies each code to the number of items specified for that location.
Vendor
The Vendor filter options reflect the vendors recognized by your library system. The report data is limited to the vendors you select. You can select any number of available vendors, but you must select at least one to run the report.
Vendors
Decision Center recognizes up to 30,000 vendor names. To determine the Vendor for reports, Decision Center takes the vendor code from each order record, and then finds the vendor name in the corresponding vendor record. If no corresponding vendor record exists (record deleted or not yet created), the system uses the heading Unknown. Note that on some systems, "none" is a valid vendor code/name. The "none" vendor also appears as Unknown.
Order Type
The Order Type options reflect the order types recognized by your library system.The report data is limited to the order types you select. You can select any number of available order types, but you must select at least one to run the report. The default is All Order Types.
Order Types
Decision Center recognizes up to 32 order types. To determine the Order Type for reports, Decision Center takes the order type code from each order record, and then finds the corresponding descriptive name in the Fixed-length Fields table. (For more information on fixed-length fields, see the Sierra WebHelp or the Millennium Innovative Guide & Reference.) If no descriptive name exists for a valid code, Decision Center uses the order type code as the column or row heading. If the order type code does not exist in an order record, is an empty string, or consists only of spaces, the system uses the heading Unknown.
Data Rows and Columns
The following data rows and columns appear in the results:
Fund
The name of the fund.
Fund Names
Decision Center recognizes all valid funds on your system. To determine the Funds for reports, Decision Center takes the fund code from each order record, and then finds the corresponding descriptive name in the Fixed-length Fields table. (For more information on fixed-length fields, see the Sierra WebHelp or the Millennium Innovative Guide & Reference.) If no descriptive name exists for a valid code, Decision Center uses the fund code as the column heading. If the fund code does not exist in an order record, the system uses the heading Unknown.
Format
The Format headers reflect formats recognized by your library system.
Format
Decision Center recognizes up to 32 format types. To determine the Format for reports, Decision Center takes the form code from each order record, and then finds the corresponding descriptive name in the Fixed-length Fields table. (For more information on fixed-length fields, see the Sierra WebHelp or the Millennium Innovative Guide & Reference.) If no descriptive name exists for a valid code, Decision Center uses the form code as the column or row heading. If the form code does not exist in an order record, is an empty string, or consists only of spaces, the system uses the heading Unknown.
Remedy Filters
You can apply the following filter to modify the results:
Display
The Display filter enables you to choose whether the data cells should reflect the:
- Amount (fiscal sum)
- Number of Copies
- Average Price per Copy
The default is Amount.
