Yes, I do at least a monthly reconciliation between our ILL (WMS) and the
Business Office Banner System. I manage 3 main content budgets and 8
endowment budgets so it is vitally important to know that the account
numbers I write in on invoices (often split accounts) and the accounts from
which the Business Office pays the invoices are the same as is the running
balance. In the last month of the fiscal year I am checking daily since
that is when lots of departments are finishing to spend their budgets and
invoices are flying in to the Business Office and they are dealing with
them daily instead of weekly.
I keep Excel spread sheets on all accounts and write in every invoice paid
from each - vendor, #, date, date sent to Bus. Off., amount paid (approved
column). When the invoice is paid as per Banner, I then have a column for
date Bus. Office paid invoice and and move the $ amount from the approved
column to the paid column. This allows me to see what the Libs has spent
vs what the Bus. Off has paid. This allows me to also see the occasional
time that the Bus. Office hasn't paid an invoice and contacting them they
can then track it...often it is because they paid it from the wrong account.
There are enough times in the course of a year that either I or the
Business Office makes a mistake and it is better to catch these early for
correction than to try to plough through scores of invoices to figure out
what the mistake is and how it is to be corrected. Additionally the
College Business Office is paying millions of dollars over the course of
the year that I feel it is a curtesy to them to keep the Library's accounts
up to date, clean and accurate.
That said, the Banner system is very easy to access and navigate so the
process is seamless. In addition to working with Banner I also keep a
number of Google sheets on certain types of expenditures and balance those
weekly against WMS as well.
I am a great bean counter so doing all of the above suits my need to keep
accounts in order...and of course it's my job to do so!
Hope this helps.
-Carol
On Wed, Jul 18, 2018 at 8:21 PM, Mark Hemhauser <mhemhauser_at_berkeley.edu>
wrote:
> I sent this a few weeks ago, but looking at it again, it seems I used an
> old acqnet email address, so trying again.
>
>
>
> Do people still try to balance their payments in the ILS with the payments
> in the campus system?
>
>
>
> Do you try to reconcile and balance your overall spending and income by
> fund between the two systems?
>
>
>
> When I started in serials in 1994 we would monthly compare a campus
> payments sheet, printed out, to the ILS payments (also printed) to confirm
> campus paid the invoice and the amount correctly. Later we used the campus
> print out to record the voucher number and payment date in the Voyager
> invoice record. Some places have moved to automated processes where the ILS
> transmits data to campus and campus passes voucher numbers back. That is
> more or less automatically reconciled. The dollar amounts shouldn’t go
> wrong, they aren’t being rekeyed. But if you don’t have that back and forth
> communication between systems, do you do anything to reconcile?
>
>
>
> Thanks for thoughts or practices.
>
> Mark
>
>
>
>
>
> Mark Hemhauser
>
> Head of Acquisitions, The Library
>
> 250 Moffitt Library, MC 6000
>
> University of California, Berkeley
>
> Berkeley, CA 94720-6000
>
>
>
> 510-664-4310
>
>
>
--
*Carol Kornhauser*
Receipts Specialist & Budget Coordinator
*Shadek-Fackenthal Library*
carol.kornhauser_at_fandm.edu
*p. *717-358-3841 | *f. *717-358-4436
*USPS Mailing Address*
*Franklin & Marshall College*
*Library Acquisitions*
P.O. Box 3003
*Lancaster, PA 17604-3003*
*FedEx/UPS/Airborne/DHL Mailing Address*
*Franklin & Marshall College *
Library Acquisitions
415 Harrisburg Avenue
*Lancaster, PA 17603-2615*
.לִמְנוֹת יָמֵינוּ, כֵּן הוֹדַע; וְנָבִא, לְבַב חָכְמָה
So teach us to number our days, that we may get us a heart of wisdom.
Received on Thu Jul 19 2018 - 10:00:46 EDT