ACQNET: RE: End of Fiscal Year: Roll Over (1 response)

Date: Mon, 23 May 2005 13:22:04 -0500
From: Michele Azar (North Dakota St. Univ.) <michele.azar_at_ndsu.edu>
Subject: RE: ACQNET: End of Fiscal Year: Roll Over of Open Purchase Orders

Aloha,

Whenever I am working with a set that will come-in over a span of a
few years, I establish the order as a "standing order".  In the
Innovative system a "standing order" order record will permit you to
make multiple payments from one fiscal year to the next while
recording the expenditure only in the fiscal year where it occurred.
The system also leaves the order record "open" from one fiscal year
to the next.  Once the entire set is received, then you can manually
"close" the standing order.

I've been told that Innovative and Endeavor's Voyager are very similar in
this capability, so it should for you.  Hope this helps.

Michele L. Azar, MLS
Head of Technical Services
North Dakota State University
Fargo, ND  58105-5599
Phone:  (701) 231-6462
Fax:  (701) 231-6128


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Original Message:

Date: Tue, 17 May 2005 12:18:02 -0400
From: Rachel Kirk (Middle Tennessee St. Univ.)<rakirk_at_ulibnet.mtsu.edu|>
Subject: ACQNET: End of Fiscal Year: Roll Over of Open Purchase Orders

[The Editor suggests the writer also post this note to Voyager-L]

Does anyone have any method of dealing with partially received
purchase orders  (situations where you receive one volume in 2004,
the second volume in 2005, and  the third in 2006, etc) when you do
your end of the year roll over?

We had issues with this process last year and are hoping to find a
new way to deal with them for this upcoming roll over.

One of the issues is that Voyager brought the price of the total over
as an encumbrance (Vol.1-10 complete) for the next year when
in reality we only expect to pay and receive Volume 2 next year.
Does that make sense?
In advance, thank you for your insights.

Rachel Kirk
Collection Development / Acquisitions Librarian
James E. Walker Library
Middle Tennessee State University
Murfreesboro, Tennessee
rakirk_at_mtsu.edu





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