RE: [IUG] setting up ordering for a two year span

["Judy Alliprandine" <judya at jefferson dot lib dot co dot us>]

We have also struggled with this need, and here is what we did last
year:

We set up "next year" funds for use during 2006.  For example, "adult
fiction next year."
Toward the end of the year, as we needed to send out pre-pub orders for
2007 publications, we encumbered to these next-year funds.
We set up a separate fund report covering the next-year funds so that we
could track the encumbered amount.
We then over-spent our 2006 budget by this amount, since these 2006
encumbrances were going to be 2007 expense.
After fiscal close (we use method 1) we transferred all next-year
encumbrances to current-year funds.  For example, we moved all "adult
fiction next year" to "adult fiction."
So we started the year with all the pre-pub material ordered in 2006 now
encumbered against 2007, in current-year funds.
The "next-year" funds are cleared and ready for use toward the end of
2007.

This seems to have worked well for us, and it had the added advantage of
readily showing us how much we order in one year, but expense to the
next year.

One caution:  A few things you expect next year will end up being
published early and actually come in before the end of the current year.
We tried to catch those and change the fund back to the current year
before the online invoicing work was done.  

I hope this helps -- feel free to get in touch with me if you want more
info.  


Judy Alliprandine
Head of Acquisitions
Library Service Center
Jefferson County Public Library
10500 W. 38th Ave., Wheat Ridge CO 80033
303-275-2251
303-275-2255 (FAX)
judya at jefferson dot lib dot co dot us

Find us on the Web: http://jefferson.lib.co.us 

-----Original Message-----
From: innopac-bounces at innopacusers dot org
[mailto:innopac-bounces at innopacusers dot org] On Behalf Of Nitz, Michael
Sent: Monday, January 22, 2007 9:46 AM
To: IUG INNOPAC List
Subject: [IUG] setting up ordering for a two year span

Has anyone set this up?  I don't seem to find it talked about in the
Clearinghouse or the manual.

What I'd like to do is set up funds for both the current year and the
next year so as to be able to order items not being published until the
next year against next year's accounts.  I hope that makes sense.

I'd really like to not encumber funds from the current year's balances
for materials that we know are not going to be published until the next
year.  But, we want to place them on order when we become aware of them
so staff know they're on order and so patrons can place reserves on the
titles.  I expect we'd not make use of these next year's accounts until
late in the current year, and we wouldn't need to allocate funds to the
next year accounts until they become the current year after fiscal close
is done.

Is this possible?

We are currently following method 1 for fiscal closing, thus we have
access to only one year's worth of funds at a time to us.

Michael Nitz

Michael L. Nitz
Head, Technical Services
Appleton (WI) Public Library
920-832-6184 / mnitz at apl dot org / 920-832-6182 (fax) www.apl.org

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