Fund Allocation Loader
Overview
Collections Services staff will submit a service now support form annually to request that an Excel file containing allocation amounts for the next fiscal year be loaded to Alma. User documentation for staff is available here: https://duke.atlassian.net/l/cp/giqSkM4m.
Once staff provide an Excel sheet to LSIS, follow this process to load the allocation amounts to Alma. To run this process you must have the following Alma role:
General System Administrator
Process
Verify that the Excel file contains the columns in the ExLibris standard file so that the loader will process it correctly. We’ve tested and confirmed that the first column doesn’t need to contain the fund external id value. In 2024 we loaded this file with Fund Code values in that first column and it loaded successfully.
FUND_EXTERNAL_ID | FISCAL_PERIOD_ID | AMOUNT | TRANSACTION_REFERENCE_NUMBER | TRANSACTION_NOTE |
Transfer the file to the Duke S/FTP server fundallocations directory. Full path: /home/dul-lsis-ftp/alma/production/fundallocations
Go to Configuration > General > Integration Profiles > Fund Allocation Loader
Click the Actions tab and scroll down the the section "FUNDS ALLOCATION LOADER" > make sure that the Loader section is "Active", and "Run"
Go to Monitor jobs and search for job name Update Fund Tx to view the status and see how many records were processed.
You may want to view a few transactions to just double check or alert the requestor and ask them to verify. See the instructions below about how to view allocation transactions in Alma.
Verify a few of the allocation transactions in Alma
Use the persistent search bar at the top to select “Funds” as your search facet and type a value in the empty search box. Using “All” will interrogate the fund external id, code, name, and description fields.
The result list should include the fund you’re looking for - click on the name of the fund to open the Summary Details screen for the fund.
Select the “Transactions tab”
You can filter the list of transactions to view only allocations if needed. Notice that there is a column here for “Notes” - that’s where any notes that you add to the Excel loader sheet are displayed.
To view additional details about a transaction, click on the “…” elipses for that row and choose “View”. The Transaction Details screen opens.
Notice that on the right you can click the “i” icon to expand additional info about the transaction including metadata about when/how it was created. This allocation transaction was created using the “Update Fund Tx” job which is what Alma calls this allocation loader job.
