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

Mellissa –

Thank you for sharing this with me.

I honestly don’t know what to do in the Fall. My job overseeing the budgets overlaps with Lauren’s job responsibilities.

Reconciling Millennium with Accounts Payable would be wonderful and the idea situation but I don’t know if that is possible.

I am going to wait for the reorganization and see what happens. Hopefully whoever takes over Tech Services will spell out Lauren and my job responsibilities in terms of the finances.

Danielle

From: acqnet-request_at_lists.ala.org <acqnet-request_at_lists.ala.org> On Behalf Of Seago, Catherine
Sent: Thursday, July 19, 2018 7:57 AM
To: acqnet_at_lists.ala.org
Subject: RE: [ALCTS-acqnet] reconciling ILS payments to campus payments

WARNING: This email originated from outside of Long Island University. Do not click links or open attachments unless you recognize the sender and know the content is safe. - LIU Information Technology
Mark,

Our Library Business Officer and I try to reconcile the University system (SAP) and the library collection budget (ILS system is Alma) quarterly. We do have a regular feed between Alma and SAP for items under $5,000. What we have discovered through the quarterly review are the occasionally items that have been assigned to the wrong ledger, items that did not transmit between Alma and SAP and where a check was not issued by University Accounting. We don’t necessarily try for an exact one to one for everything, but we get a good sense of whether we are in sync and were to dig a little deeper to explain a discrepancy. To do this reconciliation, our Business Officer pulls a SAP report for all of our ledgers and items for that quarter and I pull the same from Alma using Analytics and then compare them. – Sincerely, Kate Seago, University of Kentucky.

From: acqnet-request_at_lists.ala.org<mailto:acqnet-request_at_lists.ala.org> On Behalf Of Mark Hemhauser
Sent: Wednesday, July 18, 2018 8:22 PM
To: acqnet_at_lists.ala.org<mailto: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