RE: Encumbrances

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

Catherine -- This is a great method for accomplishing the goals of the
question raised recently on the list.  

I guess I would add what Mieko said this morning and try to figure out
why this is a needed step.  I think that we have all sorts of orders
carry forward from one fiscal year to the next, but what this step is
doing is essentially done by the system when you do not clear out
encumbrances during the Copy & Clear Funds portion of the close.  The
one thing that I would be careful about are status "q" records
(Partially paid (partially disencumbered monograph)) because if this
money is not re-encumbered, then you will have negative encumbrances
over the course of the year.

I know that there are literally hundreds of ways to manage the books
with the Innovative system and all have merit, especially as we
reconcile with the systems that actually pay the bills.   But I guess I
would try hard not to create a workaround for something the system
already does and does well.

Just my two cents.  Although they were FY05 cents.

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: innopac-bounces at innopacusers dot org
[mailto:innopac-bounces at innopacusers dot org] On Behalf Of Laso, Catherine
Sent: Tuesday, July 05, 2005 2:29 PM
To: innopac at innopacusers dot org; cr22 at soas dot ac dot uk
Subject: RE: Encumbrances

Colin and Peter,

I think the easiest way to avoid encumbering on an order by order basis
is encumber new total amounts per fund once you have zeroed out all of
the encumbrance totals during fiscal close.  I usually run a report in
create lists on all order records with status "o" and then use stats to
get a summation of E-Price totals for each of the distinct funds among
these order records. For each separate fund, you will have to do a fund
adjustment to encumber the total amount of e-prices so if you have a lot
of different funds among status "o" records this could still take some
time.  But it is certainly faster than encumbering on an order by order
basis for each record with a status "o".  Good luck and I hope this
helps.



Catherine Laso
Library Systems Manager
Wilmer Cutler Pickering Hale and Dorr LLP
2445 M Street NW
Washington, DC 20037 USA
+1 202 663 6894
+1 202 663 6363 fax
catherine dot laso at wilmerhale dot com







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