End of Year Financial Summary - Athenaeum 2.5

The rest of the first row contains the number of items (163 in the above example), how much you actually paid for those items ($3803.00); the donation amounts ($19.35) and the total ($3,822.35). Note that this row excludes any items you purchased in 1997 and have already archived!

The next line contains details of any purchases for the year (1997 in this case) that have already been archived - how many and the total amount for each. This is really just an information only line and is there to give you an idea of how quickly items might be turning over.

The third line totals the number of items and total cost (paid plus donation) and calculates the average cost of each item (total/number purchased).

The fourth line for the year being summarises:-

• the total number of items archived for the year (4 items were archived - of which we already know that 2 of these items were purchased in 1997)
• the sum of the total amounts of these 4 items ($63.70) which includes the purchase amount and the donation amount
• the estimated replacement cost of the archived items - the average cost of purchases for this year multiplied by the number of items archived ($93.21).
  Note that this figure will usually be higher than the actual amount you paid for the archived items, because the cost of library items are going up over time (anyone want to argue this one?).

Summarising a Single year

This feature is not available in Athenaeum Light.

Athenaeum 2.5 introduced the ability simply to summarise a single year in the report. This was done to increase speed a bit and reduce the amount of information presented in the report.

When you click the Summary button on the Catalogue Utilities menu and click the "single" button, you are asked for the year of the report. Enter a year in the format xxxx (e.g. 1997) and click the OK button

You are then asked if you want a report on the entire catalogue or just library items.

Clicking the "All" button will cause Athenaeum to summarise all items in the Catalogue. Clicking the "Library" will cause Athenaeum to summarise only those items marked as in the library.

You mark items by clicking the Library checkbox on the Admin tab or the all detail screen (Athenaeum 2.5 and later only).

If an item is a teacher or science resource, for example, that is not to be summarised, then, simply leave this field unchecked.

The report is generated and previewed to screen before printing (a sample report from the Athenaeum Trial appears on the next page).

A difference with this report is that the actual depreciated values for all items is included.

Athenaeum 2.5 allows you to store a depreciation rate for every single item (you can set a default rate in the admin screen). If you know the purchase date of an item along with its depreciation rate, then you know its value at any chosen time (the end of the year, in this case). So, Athenaeum shows you the depreciated value of all of the new items at the end of the year ($3,249.95 compare this to the total amount paid of $3,665.90) and the depreciated value of the catalogue (either just the "library" items or the entire catalogue).