RE: commitment for outstanding orders

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

Nini -- 

The way that the Innopac tells you the value of outstanding orders is by looking at the encumbrances in your financial reports.  This is amount of your outstanding orders based on the estimated price in the order record.  In the reports, you typically get 5 columns: APPROPRIATION, EXPENDITURE, ENCUMBRANCE, CASH BALANCE, & 
FREE BALANCE.  The encumbrance column is going to give you the amount of your current outstanding balances.

Insofar as looking at the outstanding orders at the end of the fiscal year, it depends on how you are closing your books.  I am doing the IUG session on Fiscal Close in San Jose later this month and my presentation will be available from the IUG site shortly.  The information you are seeking insofar as the total value of outstanding orders might be in the previous year's financial reports.  If you choose fiscal close method number 1 (single set of books), then the Innovative system maintains two sets of reports: this years and last years.  Depending on the way that your reports are setup, you should be able to check out last year's reports and see the year end encumbrances (which would represent what was ordered and not paid during the last year).  The user manual page for this section is Page # 102997.

Site unseen, I wonder if you are clearing your encumbrances during the fiscal close.  For people choosing fiscal close method number 1, they typically reset the appropriations and expenditures to $0, but carry over the encumbrances to the new fiscal year.  Maybe what is happening is that you are also resetting the encumbrances to $0, which means that you do not see the existing commitments in the system.  For more information, see the fiscal close section of the manual at Page # 102936.

I hope this is useful for your situation.

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: DINTWEMN [mailto:DINTWEMN@xxxxxxxxxx]
Sent: Tuesday, April 08, 2003 3:55 AM
To: 'INNOPAC@xxxxxxxxxx'
Subject: commitment for outstanding orders


I need some help colleagues. We have been using the telnet version of
Innopac for the last two years and up to now I do not know if there is a way
that the system can calculate the value of outstanding orders and I find
this very dissatisfactory. Does anyone know of a way that one can get the
value of commitments at the end of the fiscal year. Our year has just ended
and I always have this problem.

Thank you,
Nini

M. N. Dintwe
Technical Services Section,
University of Botswana Library
P/ Bag 00390,
Gaborone
Tel:09 267 3552300
Cell: 72268748

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