Admins: Fund Codes for Perpetual-Access Orders

Fund Codes are a powerful tool for tracking purchases by department and can also be used to limit spending:

  • Use of Fund Codes is optional: you can create none, one, or several Fund Codes (note, Fund Codes cannot be deleted)
  • You can assign whatever amount you want to each Fund Code, and you can change the balance whenever you want
  • A Fund Code’s balance is automatically reduced by the amount of each purchase you assign it to
  • To be alerted if FUND CODE funds run low you must configure the alerts, see:  http://support.ebrary.com/kb/low-funds-alert/
    • Once a Fund Code’s balance is exhausted, the Fund Code will be paused
    • You will receive separate invoices for each Fund Code
    • To create a Fund Code or change a Fund Code’s balance, go to the
    • FUND CODE” tab under the “Admin” tab
    • To assign a Fund Code when placing an order via the Admin-tab tools, before clicking the “Review Order” button, assign a Fund Code using the drop-down menu near the top left
      • Only active Fund Codes appear in the list, so if a Fund Code’s balance has been exhausted, you will not be able to assign it
      • If the order will exceed the Fund Code’s balance, you will be alerted and will be able to modify your order or Fund Code balance
    • Fund Codes can also be used with PDA profiles,
      see http://support.ebrary.com/kb/fund-codes-pda

    Admins: ebrary can alert you when your PDA and/or FUND CODE funds run low or run out

    You can separately configure to be alerted by email in the event:

    I. PDA funds run low or run out

    II. FUND CODE funds run low or run out.

    No alerts are sent unless you configure them!

    I. To configure an alert regarding your PDA funds:

    1. Go to your ebrary site and sign in with your admin-enabled username
    2. Click the “Admin” tab, then “LOAN/PDA” tab (this takes you to “PDA” tab)
    3. Click the “Configure alerts” link
    4. Check the box(es) for the type of alert you want
    5. If you check “…balance is below” box, enter $ amount for low-funds point
      Note: amount must be entered without formatting: 3000 not $3,000.00
      To later edit settings, must change amount back to an unformatted number
    6. Fill in the email address(es) for the alert recipients
    7. Click “Save

    II. To configure an alert regarding your FUND CODE funds:

    1. Go to your ebrary site and sign in with your admin-enabled username
    2. Click the “Admin” tab, then the “FUND CODE” tab
    3. Click the “Edit Fund Code” link for a specific Fund Code
    4. Check the box(es) for the type of alert you want
    5. If you check “…balance is below” box, enter $ amount for low-funds point
      Note: amount must be entered without formatting: 3000 not $3,000.00
    6. Fill in the email address(es) for the alert recipients
    7. Click “Submit

    Note, if you have multiple Fund Codes, repeat steps 3-7 for each one.