RE: Millennium Acquisitions invoicing - adding an outsourcing fee tofunds

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

Donna -- 
 
I could not find the manual reference, but the system is working as designed.  With any of the discounts, shipping fees, and service charges, the additional costs are applied to each order based on its proportion of the total amount.  It is not distributed on a per piece or per item basis.  So if you have an invoice with two orders, it should work as follows:
 
Book 1: fund: fictm $25.00
Book 2: fund: nficm $75.00
Service Fee: $10.00
Total $110.00
 
The Service fee might be $5 a book, but the way that the system applies that funding is based on the records proportion of the subtotal:
 
After you post, you can go to the record and see:
 
Book 1: fund: fictm $27.50
Book 2: fund: nficm $82.50
 
This is as designed.  If you want to be able to apply service fees on a per item basis and not pro-rated based on the cost, then it sounds like something that should be submitted as an enhancement: http://www.innovativeusers.org/enhancements/index.html (this is the IUG enhancements process link).
 
This is naturally not the way that you would want to handle discounts, but it clearly has a value for the reasons that you supplied in your email.
 
One way that I can think to handle this in the interim is to use x-records.  (see users manual page # 100646).  The x-records let you pay for things where no record exists.  This can be used for just about any reason, but the example I have used is for supplies that come with an order.  You can also use this for shipping and/or service charges as well.  You can pull this information from your invoice before you key or possibly afterwards (because the funds will display in Millennium when you key the invoice.  
 
So in the example above, you would key one xrecord for each fund that you are splitting up the service charge two.  This may sound worse than it is.  If you have five items all from the same fund or two, you would only have xrecords for the different funds.
 
Book 1 - fund: fictm $25.00
Book 2 - fund: nficm $75.00
xrecord - fund: fictm "Service Charge" $5.00
xrecord - fund: nficm "Service Charge" $5.00
Service Fee: $0.00
Total $110.00
 
The total is the same.  After you post, you can go to the records and see:
 
Book 1: fund: fictm $25.00
Book 2: fund: nficm $75.00
 
Since you are using xrecords - the items do not include the portion of the service charge.
 
However, the fund reports are perfectly updated to the following:
 
fund: fictm $30.00
fund: nficm $80.00
 
The charge for those two books really will show up as two different lines in the fund activity report.  But this might not be a problem.
 
Maybe there is a more elegant way to look at this, but I think that x-records can do the trick here.  You can probably also key two lines for each record, but that just does not seem like a method that would be fun to keep up.  Depending on the ways that your invoices look, the x-records might just do the trick.  
 
There are many different ways to handle these types of situations, so this is just one idea.  
 
Hope it helps.
 
Best -- 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 Donna Peterson
Sent: Wed 7/20/2005 3:19 PM
To: innopac at innopacusers dot org
Subject: Millennium Acquisitions invoicing - adding an outsourcing fee tofunds



We outsource a high percentage of materials to be cataloged and
processed by some of our vendors. They charge us a set fee per material
type for this (a book has one fee, a DVD has another fee, etc.). We want
to expend the discounted price of the item plus the
cataloging/processing fee from the fund which the item was purchased
from. We have discovered that the fee should not be entered in the
service charge field when processing the invoice because it does not
distribute the cost evenly over all items. We're not sure where to enter
that fee. We could manually add the fee to the discounted price, but
we're hoping there is a more automated way of doing this. Does anybody
else do this? If so, how do you do it?



Along those same lines, we just discovered this week that the service
charge was not being distributed correctly. We would like to fix all the
amounts expended up to this point so that the funds are charged
correctly. Other than going through every invoice and manually figuring
out what amount should be in the funds and making the adjustment, how
can this be done?



Any words of advice would be greatly appreciated. Thank you!



Donna L. Peterson

Technical Services Manager

Carver County Libraries

4 City Hall Plaza

Chaska, MN  55318



dpeterson at carverlib dot org

Phone: 952-227-7605

Fax: 952-448-9392

www.carverlib.org



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