RE: [ALCTS-acqnet] reconciling ILS payments to campus payments

Our Library uses III for Acquisitions, and the University Procurement Office uses SAP. Every time we have asked about automatic transfer of information, Procurement says no. Instead, Library invoices under $5k are paid by credit card (with some restrictions) and invoices over $5k are entered manually into SAP by the Library’s Administrative Coordinator. She also specifies the General Ledger codes and Accounts for all the credit card charges, based on the information Acquisitions gives her on the invoices and receipts.

In order to try to keep Acquisitions and SAP are staying in sync, we share a Excel workbook with the Admin Coord where she records payments she is seeing in SAP against the invoices she receives from us, by account. We in Acquisitions use it as way to be sure we have posted into III all of the payments going out in SAP. Since our final expenditure reports and rollover amounts in SAP don’t come out until a month into the new fiscal year, this process is as close as we get to a reconciliation process.


Christina Torbert
Head of Continuing Resources and Acquisitions
Bibliographer for Philosophy and Religion
Associate Professor
J.D. Williams Library
University of Mississippi
P.O. Box 1848
University, MS 38677-1848
U.S.A.
O: +1-662-915-7059 | F: +1-662-915-6744
ctorbert_at_olemiss.edu<mailto:ctorbert_at_olemiss.edu>



From: acqnet-request_at_lists.ala.org <acqnet-request_at_lists.ala.org> On Behalf Of Mark Hemhauser
Sent: Wednesday, July 18, 2018 7:22 PM
To: acqnet_at_lists.ala.org
Subject: [ALCTS-acqnet] reconciling ILS payments to campus payments

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