RE: Encumbrances

["Ericsson, Paul" <PEricsson at onconcord dot com>]

As usual -- I stand corrected. Thanks for the update Corey. 

PE 

-----Original Message-----
From: Seeman, Corey Glenn [mailto:CSeeman at UTNet dot UToledo dot Edu] 
Sent: Tuesday, July 05, 2005 10:08 AM
To: Ericsson, Paul; IUG INNOPAC List; cr22 at soas dot ac dot uk
Cc: Seeman, Corey Glenn
Subject: RE: Encumbrances

Hi  -- 

The order record's STATUS field cannot be run through rapid update or
global update.  

You can use review files to create a list of records to cancel or to use
the selection records functions to change from status 1 to status "o".
However, once they are in the system, they need to follow the standard
path of either payment or cancellation.  This ensures an accounting
trail through the financial system (if I understand that correctly).

While we do not talk about the different types of scenarios that much,
it might not be a bad idea to review outstanding orders maybe a month
before fiscal close and clear them out of the system.  If you ordered a
book two years ago, you might want to question the need to keep that
money encumbered on your accounts.  If you have a smaller budget, you
definitely might want to look at these types of lingering expenses in
your system.

There is no reason why you cannot review outstanding orders after you
close as well, especially if you see that you can carried forward a
large number of encumbrances.  

Best -- Corey

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

---------------
corey dot seeman at utoledo dot edu
419.530.2333 (phone)
419.520-2726 (fax)
http://library.utoledo.edu/userhomes/cseeman (my home page)
http://library.utoledo.edu (main library page)

Nothing in life is to be feared, it is only to be understood. Now is the
time to understand more, so that we may fear less.
--Marie Curie

 

-----Original Message-----
From: Ericsson, Paul [mailto:PEricsson at onconcord dot com]
Sent: Tuesday, July 05, 2005 9:27 AM
To: IUG INNOPAC List; cr22 at soas dot ac dot uk
Cc: Seeman, Corey Glenn
Subject: RE: Encumbrances

Hi Folks --

I am not quite picturing all of the details in your situation - they
simply are not steps that we have experience with.

But as I was first reading the question, before I started to read
Corey's reply - my knee-jerk reaction was to global update the orders
with a status = 0 and change their status = 1 for hold orders. I believe
that status 1 orders are not encumbered, so I am assuming that if they
were once status 0 and then changed to status 1, they would be
"unencumbered". If this works, then deal with any of the other fiscal
whatnot that you need to do. Once you've got the new fiscal year squeaky
clean the way you want it, year-end roll done, and eprices all set, then
change the status of the orders from 1 back to 0 and they should be
encumbered again.

Just a thought, and again, I may not be picturing the problem correctly,
so this solution may not be what you need.

Best wishes with it, and if you do find a solution - please post
something back to the list as a "lesson learned". Or even if it is just
a heads-up on "what not to do".  This fiscal close stuff is very
challenging for us too. We have problems with coordinating/synch'ing the
timing of when we close & roll acq on III, with when our City actually
closes out the books on their "official accounting system".  City Hall
does all the invoice entry on their system, and their system is batch
processed once a week. We never really know when we send things to them
on June 30 and then another batch on July 7, what invoices from which
pile are going into which fiscal year. So, anything we can learn about
how to manipulate the end-of-year close-out is helpful to us.

Thanks, and best wishes with your challenge.

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
	___________________________________________
		

 

-----Original Message-----
From: innopac-bounces at innopacusers dot org
[mailto:innopac-bounces at innopacusers dot org] On Behalf Of Seeman, Corey
Glenn
Sent: Tuesday, July 05, 2005 6:19 AM
To: cr22 at soas dot ac dot uk; IUG INNOPAC List; innopac at innopacusers dot org
Cc: Seeman, Corey Glenn
Subject: RE: Encumbrances

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





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