RE: Encumbrances

[Mieko Yamaguchi <iss053 at bangor dot ac dot uk>]

Colin and Peter,

I've been wondering what might be the reason for wanting to clear all
encumbrances and start again in the new year.  If these orders are not
cancelled at the end of the year, is there really a need to clear all
encumbrances just to encumber again in the new fiscal year?

We actually do something similar to what Peter describes with our serials
orders.  At the end of the fiscal year we clear encumbrances for orders
for which we have not made any payment for whatever reason (e.g.
publication delays) and encumber again in the new fiscal year.  We use
order status "c" and "d" for serials orders and turn the status of any
orders for which there is still encumbrances from "c" to "d".  This
clears any encumbrances after posting.  We then run the Change Eprice
function and the status of these orders are changed back to "c" (by the
program) and the amount in the e-price field is adjusted and encumbered.

I don't think this is a feature used very widely but we have used it for
a number of years.  You need at least two years payment history for this
feature to work.  See the user manual #105487.

Mieko

On Tue, 5 Jul 2005, Seeman, Corey Glenn wrote:

> 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

-----
Mieko Yamaguchi                                m dot yamaguchi at bangor dot ac dot uk
Technical Services Manager/System Coordinator        +44 (0)1248 382970
Main Library, University of Wales Bangor, UK   +44 (0)1248 382979 (Fax)