RE: pay files & POs

["Seeman, Corey Glenn" <CSeeman@xxxxxxxxxx>]

Emily -- 

I can offer a suggestion on the payfile issue.  The user manual has a good discussion of payfiles at page # 102853.  You can also see the page on invoice processing at page #102852.  Insofar as which payfile these orders go to, that is strictly dependent on the invoice processing that you are doing at the library.  When you key an invoice, you are asked which payfile you wish to use.  In telnet, you have four payfiles.  In Millennium, you have up to ten payfiles.  (Note: If you use a payfile from 5 to 10, then you have to post in Milacq.  If you only use 1-4, you can post in either telnet or Milacq.)  When you key an invoice, you have to select which payfile to use.  So if you are going to have payfile 1 for monographs and 2 for serials, then you need to make sure that everyone in your library who keys invoices knows the difference.  The posting process will be broken down payfile by payfile, though all encumbrances (when you post all files at once) will all be written to the first payfile.  Once the posting is complete, the financial figures populate the reports and fund balances, making the connection with the particular payfile moot.  So in summary, the selection of a payfile is strictly a manual process done by the person keying the invoice.

Insofar as the P.O. issue, once they are written to the queue, they stay there until they are printed.  (There may be a max number of POs you can have in your system so you want to do this once a day or so.  I could not find the answer at hand).  So if one person goes to print purchase orders, they will get all the POs that have been queue by anyone in the system.  You can print POs twice a week or once a day or whenever.  It does not have to be in the same session that the keying of the records is done.  Here is the manual page for the PO section: page # 102826).

Hope this helps.

Best - - Corey

Corey Seeman
Assistant Dean for Library Systems
Assistant Professor, University Libraries
Carlson Library
Mailstop #509
University of Toledo
2801 W. Bancroft
Toledo, OH 43606

---------------
corey.seeman@xxxxxxxxxx
419.530.2333 (phone)
419.530-2726 (fax)
http://library.utoledo.edu
http://library.utoledo.edu/userhomes/cseeman/ 
 
 -----Original Message-----
From: Asch, Emily J. [mailto:aschej@xxxxxxxxxx]
Sent: Friday, April 04, 2003 3:00 PM
To: 'INNOPAC@xxxxxxxxxx'
Subject: pay files & POs


We are just starting to use multiple pay files (one for regular acquisitions and one for serials) and we were wondering how does the system "know" in which pay file to place the orders?  Is it dependent on login?  And if so, how is that set up?  I couldn't find information in the manual, but perhaps I didn't quite know what to look for.

Also, I would like to verify that in order to print P.O.s you must print them during the session that they are marked for the queue?  For instance, if one person queued some P.O.s during one session could another person login later (with the same login) and print the P.O.s that were queued earlier?  Or, would the first person have to print the P.O.s that they queued in order to get them to print?

Thanks for you help.

Emily
_____________________________
Emily Asch
Cataloging/Technical Systems Librarian
Pacific University
503-352-2735