[IUG] Re: Negative Encumbrances

["Mary Ellen Kenreich" <kenreichm at pdx dot edu>]

We discovered another situation that causes a negative encumbrance that
isn't mentioned in the CSDirect FAQ.  We were importing a Blackwells invoice
for firm orders with 25 items on it.  We order 1 title per p.o. #, but one
of the titles was billed separately on the invoice, with a line for vol. 1
and a second line for vol. 2.  Each line had the same p.o. #.  I think the
second vol did show up as "skip" at first on the electronic invoice in III,
but we were able to click on the p.o. and then click on Use This Record to
get the invoice line to say "accept" instead of "skip".  The order was
encumbered for $400.  When we finished processing the invoice, the fund
showed a negative encumbrance of $400.  Apparently each line had
disencumbered $400.

I didn't discover this until the selector for that fund asked why he had a
negative encumbrance.  Luckily, this title was the only thing on order and
then paid for on that fund.  

We were able to recreate the problem, opened a call, and sent III the
documentation.  The answer was that the system isn't set up to allow
multiple lines with the same p.o. on an electronic invoice, if the order
status is "o - on order".  There were some suggested workarounds, none of
which I thought would work very well for us.  Mostly I'm just going to be on
the lookout for items marked "skip" on e-invoices.  And we might try to
always order separate volumes on separate p.o. #s.

Just wanted to share another possible reason for negative encumbrances.
BTW, we do fiscal close method 1 and always carry forward the open
encumbrances.  

Thanks.

Mary Ellen

Mary Ellen Kenreich
Acquisitions Librarian
Portland State Univ
POB 1151
Portland OR 97207
503-725-5780
503-725-5799 fax
kenreichm at pdx dot edu
 

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Message: 11
Date: Wed, 20 Dec 2006 17:31:27 -0800
From: Frances Dodd <fdodd at sfu dot ca>
Subject: Re: [IUG] Negative Encumbrances
To: IUG INNOPAC List <innopac at innopacusers dot org>
Message-ID: <6 dot 2 dot 5 dot 6 dot 1 dot 20061220145923 dot 02183c58 at sfu dot ca>
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Hi Sue,

It is exactly how our library operates:
We use fiscal year closing method 1.  And we do
not cancel items at the end of a fiscal year; we receive and invoice them
whenever they arrive.

But we also carry over encumbrances. We are bringing the previous
encumberances forward into the new fiscal year (also per User Manual 
Page # 106036 step 6).
No more negative encumbrances! :-)

Frances Dodd, Technical Services Librarian
W.A.C. Bennett Library, Simon Fraser University
8888 University Drive, Burnaby, B.C.  V5A 1S6  Canada
Email: fdodd at sfu dot ca / Tel: (604) 268-7325 / Fax: (604) 268-6579

At 01:43 PM 19/12/2006, you wrote:
>Yes, we have experienced negative encumberances both in Millennium silver
>and in the 2005 release.  We use fiscal year closing method 1.  And we do
>not cancel items at the end of a fiscal year; we receive and invoice them
>whenever they arrive.
>
>I contacted the help desk.  Acquisitions support said it is the result of
>ordering an item in a previous fiscal year and then receiving and
>invoicing it in this fiscal year.  I have looked carefully at our data,
>and in our case I find that is the usual reason for the negative
>encumberances.
>
>Since it is already occuring in this fiscal year, your best choice is to
>view the fund activity and then make an adjustment any time you receive
>and expense titles which were ordered in previous years.  But the amount
>to adjust is the estimated price, not the amount you expense.  You have to
>track this closely, or the figures will be wrong.  I generally check the
>funds toward the end of the month, and make any adjustments before
>printing the monthly reports.
>
>The help desk also suggested that when we close out our fiscal year, we
>can look at the reports and put the amount still encumbered into the new
>fiscal year encumberances column.  We are still thinking about whether we
>want to do this.  Our fiscal year runs from July 1 through June 30, so we
>have time to decide whether we will go in this direction.
>
>I would be interested in knowing if other sites are bringing the previous
>encumberances forward into the new fiscal year.  And whether this causes
>other problems...
>
>Sue Whitehead,
>Systems Librarian/Archivist
>Biola University
>sue dot whitehead at biola dot edu
>
>
>IUG INNOPAC List <innopac at innopacusers dot org> on Tuesday, December 19, 2006
>at 10:31 AM -0800 wrote:
>Hello-
>      Have any of you experienced any of your funds showing negative
>encumbrances?  If so, how did you resolve the problem?
>
>Thanks, kathleen
>
>Kathleen Olsen
>Section Supervisor
>Selection & Order Dept.
>King County Library System
>960 Newport Way NW
>Issaquah, WA  98027
>(425)369-3368
>ksolsen at kcls dot org
>FAX (425)369-3332
>www.kcls.org
>
>
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>list
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Message: 12
Date: Wed, 20 Dec 2006 21:47:59 -0500
From: "Seeman, Corey" <cseeman at bus dot umich dot edu>
Subject: RE: [IUG] Negative Encumbrances
To: "IUG INNOPAC List" <innopac at innopacusers dot org>,	"IUG INNOPAC List"
	<innopac at innopacusers dot org>
Cc: "Seeman, Corey" <cseeman at bus dot umich dot edu>
Message-ID:
	
<287E6049816A424488EAB4435A964BF202248F8A at BUS-MAIL01 dot bus dot ads dot itcs dot umich dot edu>
	
Content-Type: text/plain;charset="iso-8859-1"

Bit late on this whole thread.  While I am almost always wrong when I
challenge the helpdesk, it seems that the assertion that encumbrances
carried forward from one fiscal year to another causes negative encumbrances
might be not quite what my experience is.  
 
Theoretically, the system should be keeping track of encumbrances by
encumbering and disencumbering when any changes or payments are made.  Even
if you change the eprice of the item, it will cause these two actions which
should keep your numbers in line.  The process in Fiscal Close Method 1 of
carrying forward encumbrances should be self cleaning.  This is simply where
you state that you are going to be honoring these orders even though they
are arriving in a new fiscal year.  If this would continually lead to
negative encumbrances, then the documentation and practice would have you
re-order everything fresh at the beginning of the fiscal year.  
 
I have heard that partial payments can lead to this, but as an academic, we
are mostly buying one of everything, so this is not so much of an issue.  I
have used the FAQ on CSDirect for Negative Encumbrances and it has been very
useful.  
 
Best -- Corey
 
Corey Seeman
Director
Kresge Business Administration Library
Ross School of Business
The University of Michigan
cseeman at umich dot edu
(734) 764-9969
(734) 717-9734 (cell)
(734) 764-3839 (fax)
 
Kresge Library Home Page: http://www.bus.umich.edu/kresgelibrary/
<http://www.bus.umich.edu/kresgelibrary/> 
My home page: http://www-personal.umich.edu/~cseeman/index.html
<http://www-personal.umich.edu/~cseeman/index.html> 
 
 
 

________________________________

From: innopac-bounces at innopacusers dot org on behalf of Frances Dodd
Sent: Wed 12/20/2006 8:31 PM
To: IUG INNOPAC List
Subject: Re: [IUG] Negative Encumbrances



Hi Sue,

It is exactly how our library operates:
We use fiscal year closing method 1.  And we do
not cancel items at the end of a fiscal year; we receive and invoice them
whenever they arrive.

But we also carry over encumbrances. We are bringing the previous
encumberances forward into the new fiscal year (also per User Manual
Page # 106036 step 6).
No more negative encumbrances! :-)

Frances Dodd, Technical Services Librarian
W.A.C. Bennett Library, Simon Fraser University
8888 University Drive, Burnaby, B.C.  V5A 1S6  Canada
Email: fdodd at sfu dot ca / Tel: (604) 268-7325 / Fax: (604) 268-6579

At 01:43 PM 19/12/2006, you wrote:
>Yes, we have experienced negative encumberances both in Millennium silver
>and in the 2005 release.  We use fiscal year closing method 1.  And we do
>not cancel items at the end of a fiscal year; we receive and invoice them
>whenever they arrive.
>
>I contacted the help desk.  Acquisitions support said it is the result of
>ordering an item in a previous fiscal year and then receiving and
>invoicing it in this fiscal year.  I have looked carefully at our data,
>and in our case I find that is the usual reason for the negative
>encumberances.
>
>Since it is already occuring in this fiscal year, your best choice is to
>view the fund activity and then make an adjustment any time you receive
>and expense titles which were ordered in previous years.  But the amount
>to adjust is the estimated price, not the amount you expense.  You have to
>track this closely, or the figures will be wrong.  I generally check the
>funds toward the end of the month, and make any adjustments before
>printing the monthly reports.
>
>The help desk also suggested that when we close out our fiscal year, we
>can look at the reports and put the amount still encumbered into the new
>fiscal year encumberances column.  We are still thinking about whether we
>want to do this.  Our fiscal year runs from July 1 through June 30, so we
>have time to decide whether we will go in this direction.
>
>I would be interested in knowing if other sites are bringing the previous
>encumberances forward into the new fiscal year.  And whether this causes
>other problems...
>
>Sue Whitehead,
>Systems Librarian/Archivist
>Biola University
>sue dot whitehead at biola dot edu
>
>
>IUG INNOPAC List <innopac at innopacusers dot org> on Tuesday, December 19, 2006
>at 10:31 AM -0800 wrote:
>Hello-
>      Have any of you experienced any of your funds showing negative
>encumbrances?  If so, how did you resolve the problem?
>
>Thanks, kathleen
>
>Kathleen Olsen
>Section Supervisor
>Selection & Order Dept.
>King County Library System
>960 Newport Way NW
>Issaquah, WA  98027
>(425)369-3368
>ksolsen at kcls dot org
>FAX (425)369-3332
>www.kcls.org
>
>
>--
>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
>
>
>--
>This message was distributed through the Innovative Users Group INNOPAC
list
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Message: 13
Date: Thu, 21 Dec 2006 09:20:31 -0000
From: "Clifford, Lucy" <Lucy dot Clifford dot 1 at city dot ac dot uk>
Subject: RE: [IUG] autofill form
To: "IUG INNOPAC List" <innopac at innopacusers dot org>
Message-ID:
	
<40ED11F2A15B65419CE63D8A3CD04A760263F586 at nsq041ex dot enterprise dot internal dot city dot 
ac.uk>
	
Content-Type: text/plain;charset="us-ascii"

I would be very interested in knowing more about how you set this up. I
have recently created an on-line store request form but haven't yet
worked out how to make it autofill from the bib record. We do have
WebBridge although I am in the early stages of implementation. 

Lucy Clifford
Systems and Database Support Manager
City University Library

Email: l dot clifford at city dot ac dot uk
Tel: 020 7040 4130

> -----Original Message-----
> From: innopac-bounces at innopacusers dot org [mailto:innopac-
> bounces at innopacusers dot org] On Behalf Of John Rutherford
> Sent: 20 December 2006 14:34
> To: IUG INNOPAC List
> Subject: Re: [IUG] autofill form
> 
> We do that using Webbridge, which is probably not what you are looking
> for. But if you
> have webbridge this is possible. We place a link on bib records  that
> passes information to
> a non-innovative form used for storage retrieval. It prefills the
> elements from the bib record.
> 
> John Rutherford
> Wayne State
> 
> kathy dot koch at gm dot com wrote:
> > Before I go try to do this from scratch, has anyone created a
> > non-innovative form that pulls in data from the bib record using
> > JavaScript I presume?
> >
> > In other words, we want to link from the bib record to a form for
the
> > patron to request a hardcopy report (which gets emailed to a
non-library
> > department - at that point it is entirely a process outside the
> Innovative
> > OPAC world). So of course would be great if the user didn't have to
fill
> > in the document number, title, author (or whatever fields we deem
> > important) for the form.
> >
> > Kathy Koch
> > Systems Librarian
> > GM Information Research
> > phone: 517-424-5533
> > cell phone: 517-403-4622
> > email: kathy dot koch at gm dot com
> >
> > "Books may well be the only true magic."
> >                                            ~ Alice Hoffman
> >
> >
> >
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> > ---
> > --
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INNOPAC
> list
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> > Update your subscription options:
> http://innopacusers.org/mailman/listinfo/innopac
> >
> 
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