RE: MilAcq Status 1 "On Hold" orders in Web management reports orMillenium hierarchies

["Seeman, Corey Glenn" <CSeeman at UTNet dot UToledo dot Edu>]

Paul -- 
 
These are good issues you bring up.  Status 1 orders in the system are by definition not included in the financial reports and do not have an easy way of extraction in a canned report.  However, via Milstats, there are some nice ways of pulling that information out with less manipulation on your end.  As always, your mileage may vary as it will depend on the way that your codes and funds are setup.
 
I was just playing with this today, and did this with a whole database search.  Naturally, I would start with a review file of everything that is status 1 as the source for the report.  If you have an approval plan and download records from your vendor, you might leave these out if they are under review (but that is up to you).
 
In Milstats, I could use that review file as the basis of my search and then choose the following criteria when creating the report:
 
Query Type: Cross Tab (You should be able to do this as a field or periodic report.)
DO NOT CHECK: Limit results by a time range (because this limits your report to either dates paid or invoiced and these records are neither).
Cross Tab Field Selection: Here I would choose FUND as one field and the other could be a fixed field in the order record that could be relevant.  If you have SELECTOR or DEPT as a fixed field, it might work well here.  
 
When you are finished with the report, your first view is pure record count.  The option underneath that is for the Est. Price  (estimated cost multiplied by the number of copies).  This is going give you (if you did your review file well), what the cost would be for these items if they were all ordered today.  You do have a total column and can easily export to Excel to make it pretty and easier to manage.  
 
If you are doing a different type of report, the last column should give you the same Est. Price value.  If you are limiting the review file to status 1, you should not have any problems with older payments or the like.  
 
There are many different financial reports in the system and some of them tend to lay low.  While this would require you to do the work for the selectors, it would be something that can easily be replicated on a weekly basis and sent out to the selectors as an attachment without a ton of work.  Again, it depends alot on the codes that you use and the way that they are setup.  
 
I think that this is what alot of libraries do and it is really good to think about this as a possible activity associated with fiscal close.
 
Hope this helps.  
 
 
Corey Seeman
Asst. Dean for Resource and Systems Management
University of Toledo
 
corey dot seeman at utoledo dot edu
http://library.utoledo.edu/userhomes/cseeman/
(419) 530-2333
 

________________________________

From: innopac-bounces at innopacusers dot org on behalf of Ericsson, Paul
Sent: Thu 5/26/2005 5:23 PM
To: IUG INNOPAC List
Subject: MilAcq Status 1 "On Hold" orders in Web management reports orMillenium hierarchies



Colleagues --

We are closing in on the end of fiscal year spending. The question from
the selectors is whether there is a web management report, or an easy to
view display in Millenium Acquisitions, that provides similar fund
summary information for orders with "Status 1", for each of the separate
funds that are in the hierarchies? 

At this time of the year, the acquisitions staff appropriately have
instructions to keep keying orders into Millenium, but to not release
them. The orders have a status 1 "on hold" until we know that our
existing encumbrances are received and that our Free Balance is really
our working balance. Or we hold the orders until after the year-end roll
and release the orders in next fiscal year. The dilemma of the selectors
is that they do not know how much they have stacked up as "on hold"
orders.

For now, we've used create lists, and we have also run millenium
statistics, and then exported the data into Excel and created some
spiffy reports. But the good lookin' reports take time to export and
format. We are hoping that we are missing some simple setup in web
management reports or in MilAcq > Funds > Hierarchies that will make
this a quick click&clack for the selectors that do not routinely use
create lists and millenium statistics.

Thanks

Paul
        ___________________________________________

        Paul Ericsson
        Adult Services Supervisor / Automation Coordinator
        Concord Public Library    http://www.onconcord.com
        45 Green St.     Concord, NH 03301     603 230-3697
        pericsson at onconcord dot com
        ___________________________________________
               



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