Boolean Criteria for Fiscal Close Expenditure Reports (rev. April 13, 1999)

Reports are run at the end of each fiscal year to reflect activity/expenditures for the following categories:

Expenditures for:

Unit Orders         Approvals (includes approval 1 adds)         Continuations         Baker & Taylor Approvals (includes approval 1 adds)         Harrassowitz Approvals (includes approval 1 adds)         Aux Amateurs Approvals (includes approval 1 adds)

Booleans of each category must be gathered first. Then statistical reports are produced for each boolean.

1.	Unit Orders a. Run boolean on entire database excluding the serials range using the following criteria: Order type = r AND Paid date greater than or equal to the first day of the fiscal year (6/12/97??) AND Paid date less than or equal to fiscal close date (6/11/98) OR Order type = u AND Paid date greater than or equal to the first day of the fiscal year (6/12/97) AND Paid date less than or equal to fiscal close date (6/11/98) OR Order type = n AND Paid date greater than or equal to the first day of the fiscal year (6/12/97) AND Paid date less than or equal to fiscal close date (6/11/98) AND Misc does not equal "f" (code for 1-adds) b. Run statistical reports (see document Statistical Reports on Booleans)
2.	Continuations a. Run a boolean on the continuation file meeting the following criteria: Paid date is greater than or equal to the first day of the fiscal year (6/12/97) AND Paid date less than or equal to fiscal close date (6/11/98) b. Sort boolean by ord type c. There should be payments only on order types = s, m, x or z. By gathering the boolean on all paid records you can catch any that were paid on the wrong record (such as gifts or comes withs) d. Run statistical reports.
3.	Approvals a. Run boolean on entire database excluding the serials range using the following criteria: Order type = a AND Paid date greater than or equal to the first day of the fiscal year (6/12/97) AND Paid date less than or equal to fiscal close date (6/11/98) OR Order type = n AND Paid date greater than or equal to the first day of the fiscal year (6/12/97) AND Paid date less than or equal to fiscal close date (6/11/98) AND Misc = f (code for 1-adds) b. Run statistical reports.
4.	Approvals for Specific Vendors These booleans are gathered as a subset of no. 3 (approvals) by limiting the boolean to the codes for the appropriate vendors. For example: a. Run boolean on approval boolean run previously: Vendor = batab OR Vendor = bat This will provide the approval expenditures for Baker & Taylor. Batab is the vendor code for approvals and bat is the vendor code for firm orders and 1-adds. b. Run statistical reports. c. List of vendor codes to be used: 1. Baker & Taylor vendor code = batab OR vendor code = bat 2. Harrassowitz vendor code = harra OR vendor code = har 3. Aux Amateur vendor code = auxap OR vendor code = aux

Statistical Reports on Booleans
Revised September 27, 1999

1. Once you are in the statistical reports portion of the system, indicate that the report will be run on an existing boolean -- B

2. Select the appropriate boolean from the menu listing of existing boolean files. Key the number beside the boolean.

3. Answer the question as follows: P for payments
        Records (=orders placed)
        Copies ordered
        Payments
        Quit

4. Limit payments counted to just those made within a particular time period? Y

5. Use paid date or invoice date? P (for paid date)

6. Do a comparative report for two time periods? N

7. Include payments made beginning on: mo-da-yr (6/12/97) and ending on: mo-da-yr (6/11/98)

   Use dates used in gathering the boolean for the current fiscal year.

8. Compute average amount paid: O (per order)
        per order
        per copy
        per payment
        all order
        quit

9. Type of report: O (all reports)

10. Do you want "multi" fields to be split up? Y

11. The system will begin processing the records in the specified boolean. When the processing is complete, the system lists the available reports.

         Codes
         Location
         Fund
         Vendor
         Language
         Country

12. The system will provide the option to view these on the screen or to print copies of the reports.

13. Select each report and print a full set for each person that reports are to be sent to.

14. The first time you choose the option to print you can key a heading for the report:

    Headings:

         Unit Orders Expenditures FY97/98
         Continuation Expenditures FY97/98
         Aproval Expenditures FY97/98
         Baker & Taylor Approval Expenditures FY97/98
         Harrassowitz Approval Expenditures FY97/98
         Aux Amateurs Approval Expenditures FY97/98

    By striking the return key when a heading is requested this same heading will print on subsequent reports during this printing session.

15. Report distribution

    Full sets for:

         C. Diedrichs
         G. Dannelly
         Financial Accounting Division
         W. Studer
         P. McCandless

    Specific reports for:

         Continuations -- T. Davis
         Unit order and all approvals -- M. Hamilton

16. Be careful not to quit between reports. Once you quit the table is gone and the statistical report would have to be rerun before printing.

Statistical Reports for Carry Forward Encumbrances

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