RE: Mill Acq question: splitting a single charge

[CSeeman@xxxxxxxxxx]

Joan -- I hope I understand the question correctly.  It seems that you
want to utilize the ability to pay for a single-copy of an item out of
multiple funds.  For example, the Encyclopedia of Art History might be
66% from the art fund and 34% from the history fund.  Millennium
Acqusitions has a nice way of handling this, but it does not offer it as
a button or a drop down menu function.  The documentation is on the
Release 2001 Web-based manual at record number 100624.  

--from the manual--

Creating Single-Copy Multi-Fund Orders 

1. Create or edit an order record. 

2. When you are prompted to enter the location, fund, and copies in the
multi-field editor, enter the location for the copy. 

3. Enter the first fund in the Fund column. 

4. In the Copy# column, enter a percent sign (%) followed by the
percentage of the order that should be attributed to the fund indicated
for the row. When you enter a percentage, Millennium Acquisitions
automatically creates a new line for the remaining fund allocation. In
the new line, the location is already filled in and cannot be edited. 

5. In the second line in the Fund column, enter the next fund to which
the single copy should be allocated. 

6. In the second line in the #Copies column, Millennium Acquisitions
automatically fills in the percent that would make the copy 100% paid. 

7. To accept that allocation, press Enter. 

8. To continue splitting the copy among funds, enter the percentage of
the total cost which should be allocated to the second fund. If the
percentage you enter, combined with the other percentages for the copy
does not add up to 100%, Millennium Acquisitions adds another row.
Continue adding funds and rows until you have allocated 100%. 

Once you have allocated 100%, the focus jumps to the buttons below.
(Millennium Acquisitions does not automatically create a new row.)
Choose Next (in the template) or OK (when editing the field) to return
to the record. The funds and percentages you entered will be listed in a
variable-length FUNDS field. 

--end--

I hope this answers your question.

Best -- Corey

///////////////////////////////////////////
Corey Seeman
Assistant Dean for Library Systems
University Libraries
University of Toledo
2801 West Bancroft
Toledo, Ohio 43606-3399
(419) 530-2333
(419) 530-2726 (fax)
cseeman@xxxxxxxxxx 
///////////////////////////////////////////


-----Original Message-----
From: Joan Condell [mailto:joanc@xxxxxxxxxx]
Sent: Monday, July 09, 2001 3:35 PM
To: 'INNOPAC@xxxxxxxxxx'
Subject: Mill Acq question: splitting a single charge


Please bear with me as I'm operating under two handicaps: 1) our
database
coordinator recently left, and I'm filling in although generally
clueless
about the Inner Workings of our system; and 2) this question involves
acquisitions and accounting, and my balliwick is cataloging.

Our acquisitions librarian understands how to charge different items on
a
single invoice to different funds.  However, our Business Office also
requires purchases to be charged to either Assets or Expenses.  It's not
uncommon for a single item's charge to need to be split 50-50 between
Assets
and Expenses.  (This comes up in the case of a multi-volume set, for
example, that has volumes that cumulate or otherwise replace others.)   

Our question is: can this be done in Mil Acq, and if so, HOW? 

I'll forward replies to our acquisitions librarian.  

Thanks in advance, 
Joan

Joan P. Condell
   Catalogue Librarian
      Thomas Jefferson School of Law
         San Diego // mailto:joanc@xxxxxxxxxx

 "I don't mind life passing me by, I just wish it wouldn't throw
things." --
Bob Thaves
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