[ List Archives Home ] [ Thread index for 2008 ]
[ Date index for 2008 ]
[ Author index for 2008 ]
[
Date Prev][
Date Next][
Thread Prev][
Thread Next][
Date Index][
Thread Index]
Colin and Peter (et al) --
I do not know of a way to do this in the system (that does not mean that I cannot be done). The process would involve a number of steps and if not done carefully, can lead to negative encumbrances in your system. If you clear the encumbrances in Fiscal Close, then you would need to look at last year's reports and see what you would have carried forward and use as a benchmark to apply for the current year. You can compare the outstanding value of status "o" records in Milstats, but that might not be where all your encumbrances are coming from. You may have some partially received shipments (if you order multiple copies) or some serials that are encumbered as well.
The Milstats program is very good at showing the encumbered values that are found in records. However, Milstats does not look for (nor cannot) encumbrances that were recorded manually (under adjust fund balances). Milstats is only looking at the data in records. Also, I am not sure how Milstats is going to handle outstanding orders paid to multiple funds. I assume it will be fine, but it is possible that it is not programmed to break-down the percentages perfectly the way that the financial systems works.
If you were to do this, look at the reports in Milstats and the financial reports (current year if you have not closed your books or last year if you have) to see if they are close. You will then have to re-encumber the money into the correct funds. If you do not get the correct funds, you could end up with negative encumbrances. This would be caused by the system disencumbering money with status "o" records, even if the balance does not exist.
Depending on the number of outstanding orders, you could cancel them all and then re-acquire. That might be more work than it is worth.
I am trying to work-up a reconciliation session for IUG or something like that. This could definitely be part of that.
Does this help?
Corey
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 Colin Rennie
Sent: Mon 7/4/2005 6:43 AM
To: innopac at innopacusers dot org
Subject: Encumbrances
Dear All,
Acquisitions has never been a forte on mine. I wonder if anyone would
have any suggestions to the enquiry set by our Acquisitions Librarian
here at SOAS.
Many thanks
Colin
------- Forwarded message follows -------
From: "Peter McCormack" <pm21 at soas dot ac dot uk>
To: cr22 at soas dot ac dot uk
Date sent: Thu, 30 Jun 2005 10:01:30 +0100
Subject: Encumbrances
Send reply to: pm21 at soas dot ac dot uk
Priority: normal
Colin
At the end of this Financial Year I want to clear all encumbrances and
start again. That is, I want to set encumbrances at zero at then re-
instate every valid order (status = o) with its encumbrances based on
the estimated price (eprice). I know how to strip out all encumbrances
and set them at zero. But is there a global way of re-instating the
orders?
A tough one, I realize, but any suggestions appreciated.
Peter
Regards
Peter McCormack
Acquisitions Librarian
==============================
Acquisitions Dept.SOAS Library, Room E3,
Thornhaugh Street
Russell Square
London WC1H 0XG
Tel: 020 7898 4166
Fax: 020 7898 4159
------- End of forwarded message -------
Colin Rennie
Systems Librarian
School of Oriental and African Studies
Thornhaugh Street
London
WC1H 0XG
020 7898 4191
cr22 at soas dot ac dot uk
--
This message was distributed through the Innovative Users Group INNOPAC list
Public replies: INNOPAC at innopacusers dot org
Update your subscription options:
http://innopacusers.org/mailman/listinfo/innopac
--- StripMime Report -- processed MIME parts ---
multipart/alternative
text/plain (text body -- kept)
text/html
---
Home
Mailing list