[Editor’s note: The original query for this was posted to both
ACQNET-L and AUTOACQ-L, so I have taken the liberty of
reposting responses from AUTOACQ-L so that
ACQNET-L subscribers may also see them.]
Date: Mon, 13 Oct 2003 17:06:29 –0500
From: George Flexman (Indianapolis-Marion Co PL) <GFlexman_at_IMCPL.ORG>
Subject: RE - Roll over, zero out, or..
At Indianapolis, our technowizards have created a report from our
ILS that among other things, totals the encumbered amounts which
have not yet been paid as of the final resolution for the year. Using
this number and some rough calculations they estimate the anticipated
invoice for orders from the current year budget which will be due in
the next year. They create a separate line in next year's budget to be
used to pay the leftover current year invoices.
As I understand it, since the orders were made during the current year
from money allocated from the current year but won't be paid until next
year they can carryover the as-yet-unpaid amount into the next year's
budget. I don't pretend to understand it, but we've been doing it since
long before I came to this position. So far it has worked pretty well,
except the occasional hiccup.
George Flexman
Manager, Order Service Section
Indianapolis-Marion County Public Library
317-269-1814
fax: 317-269-5319
Date: Tue, 14 Oct 2003 09:21:48 -0400
From: Joy Plassman <jplassman_at_TRINITYLUTHERANSEMINARY.EDU>
Subject: RE - Roll over, zero out, or...
We are in our eighth year with Endeavor's Voyager product and Rollovers.
Our institution does not rollover excess fund amounts into the next
fiscal
year. Therefore, each year our Acquisitions budget account is brand
new.
Any money left over from the previous year's budget is assimilated into
our
institution's bottom line. Bear with me here as this is relevant to how
we
handle encumbered funds. At the end of our fiscal year we check to see
how
much "encumbered" monies we still have outstanding. We work throughout
the year to keep some of our funds unencumbered. At the end of the
year, we
then request a "Pro Forma" invoice for a specific requested amount from
one
of our major jobbers. We then "pay forward" with this year's funds.
This
helps our current funding (as it is a use it or lose it proposition)
cover
rollover encumbrances without eating into our upcoming budget. If we
wanted to clean out our encumbered orders I would not zero out the
amounts.
I would ask for a report on all open orders originating in a specific
fiscal
period. Then go into Voyager and at the "Receive/Mark" level cancel
them
(remember you must go into the "Problem" screen to complete these
cancelled
transactions). You may choose to input notes on each line item
explaining
why you've cancelled it, or if you note the reason on the "Receive/Mark"
screen you may print from the "Problem" screen and you will have both
the
reason and a hard copy of all these cancelled transactions. If your
encumbered orders are too numerous for such notation I would at least
cancel these line items in Voyager and print from the "Problem" screen.
Once all line items in a PO are accounted for (Received, Cancelled,
Returned, etc.) they will not longer roll over into your next year's
budget.
Whether you choose to "Complete" the Purchase Orders once all items have
been accounted for is for you to decide. We do this only when all
invoicing
has been done and completed and when we are absolutely sure there will
be
no changes of any kind to any line item on the order. "Completing" is
not
mandatory. As long as your open order items have changed status to
"Cancel,”
"Receive" or "Return" and they are not on any "Pending" invoices they
will
cease to Rollover.
If these line items have been prepaid it will not matter. As long as
you
change the status to "Cancel", "Receive" or "Return" they will cease to
rollover. Crediting a budget for these expended funds is another
discussion. However, if you change the line item status to something
open
like "Claim" or "Backordered" Voyager will continue to rollover the item
until the status is changed to one of the others.
I hope this is helpful.
With sincerest best wishes on your project.
Smiles for you day and beyond,
Joy H. Plassman, Acquisitions Coordinator
Hamma Library, Trinity Lutheran Seminary
Columbus, Ohio
Date: Tue, 14 Oct 2003 09:31:56 –0400
From: Barbara Wiesner (Ohio Weselyan U.) <blwiesne_at_owu.edu>
Subject: RE - Roll over, zero out, or …
We have cut off dates for our encumbrances to allow Acquisitions to get
the items in the building in any particular fiscal year. How we handle
encumbrances rolling into the next year depends on the type of funding.
We have library funds for books that are divided up by departments and
we also use endowed funding for purchasing books. We do end our year
with encumbrances rolling into the following fiscal year. At that time
we
examine all outstanding orders on the Library funding. If the orders
were
received by Acquisitions on time and we were not able to receive by year
end, we will move the encumbrance into what we call the rollover fund
(an
endowed fund we use for that purpose). Orders that were placed late in
the
year (beyond the cut off date) and or are Not Yet Printed are not rolled
into this special fund because Acq did not have a chance to receive it
in
the particular fiscal year. Orders on the endowed funds remain on that
funding until the item arrives and or is cancelled. The difference for
us
is that library funding must be spent each fiscal year or it is lost.
We
do not lose endowed funds from one year to the next.
Barbara
Barbara Wiesner
Ohio Wesleyan University
Acquisitions Manager
Beeghly Library
43 Rowland Ave.
Delaware, OH 43015
blwiesne_at_owu.edu
740-368-3251
FAX 740-368-3222
Date: Tue, 14 Oct 2003 10:14:03 –0400
From: Stephen Clark (William & Mary) <sdclar_at_WM.EDU>
Subject: RE - Roll over, zero out, or...
Rachel, you will find as many varied responses to your question as there
are colors in a color wheel. It all depends on how your library wants
to manage its funds and sometimes it is dependent on the demands put on
you by your institution. (I have talked with some folks who have to
cancel everything at the end of the fy and then reorder the same titles
in the new fiscal year because that is how their institution works.)
At William and Mary, we do roll over our orders. The primary requestors
here are our faculty and since they want us to get the books that they
order, it is not of concern to them in what fiscal year their orders are
paid.
The best thing for you to do is chat with your selectors AND your
library budget officer(s) to discuss how you want your funds managed
and how you want your orders from previous years handled. If you have
faculty selectors, you might want to discuss this with them as well.
Good luck.
Stephen Clark
College of William and Mary
Date: Tue, 14 Oct 2003 08:38:06 –0500
From: Sandra Olson (Univ. of Central Arkansas) <sandyo_at_mail.uca.edu>
Subject: RE - Roll over, zero out, or...
We do deposit accounts to a couple of our major vendors. These funds
cross fiscal years and we do not have to worry about roll over orders.
When we do a fiscal year closeout, we change the funds for orders that
are still pending to previous fiscal year funds. Then we can continue
to
pay for them as they are received on the deposit accounts. Any orders
that
were placed to individual vendors or publishers that do not have deposit
accounts are cancelled and reordered in the new fiscal year.
This works well for us and always starts us out fresh with each
new
budget year. The only items that are rolled over into the new funds are
standing orders that we will be receiving automatically each year.
Hope this helps. If you have any further questions please do not
hesitate contacting me.
Sandy
Sandra Olson
Acquisitions Supervisor
Torreyson Library
University of Central Arkansas
201 Donaghey
Conway, AR 72035
SandyO_at_mail.uca.edu
501-450-5210
Date: Thu, 16 Oct 2003 14:04:14 –0700
From: Lois Neal (U. of CA-Santa Cruz) <laneal_at_ucsc.edu>
Subject: RE - Roll over, zero out, or...
With response to your note, I have a question. What kind of software do
you use to keep track of your expenditures? We at Library Financial
Services (UC Santa Cruz) use two systems simultaneously -- Innopac
(within the library) and FIS BANNER (campus accounting system).
If our systems are similar, I might be able to help.
Lois A. Neal
Library Financial Services
UC Santa Cruz
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Received on Sun Oct 19 2003 - 22:53:55 EDT