Statistical Reports for Carry Forward Encumbrances (rev. April 13, 1999)
These reports are run at the beginning of each new fiscal year to determine the encumbrance amount to be carried forward for each fund. The system can do this automatically. We will perform this process manually some years because of some of the problems we have experienced and so that each fund has received a thorough review. Other years we will allow the system to carry the encumbrances forward.
| 1. | Monograph Carry Forward Encumbrances [won't run in FY98]
The figure carried forward for each monograph fund is a combination of the split funds, partial payments and the outstanding orders. These three figures totalled should be checked against the fiscal close accounting report.
| a. | Split funds
| 1. | Run boolean on entire database excluding the serials range -- misc = s AND status = q OR misc = s AND status = o |
| 2. | Sort the boolean by fund. |
| 3. | Print worksheets for each record. |
| 4. | Manually calculate how much should be encumbered for orders that were ordered on split funds and had manual encumbrances. |
| 5. | Only calculate the manual encumbrances the encumbrance on the record will be accounted for in 1C below |
[Note: on the SPLIT fund itself, we just carry over the current encumbrance balance] |
| b. | Partial payments
| 1. | Run boolean on entire database excluding the serials range -- status = q |
| 2. | Sort the boolean by fund. |
| 3. | Print worksheets for each record. |
| 4. | Manually calculate how much is encumbered by subtracting payments from the estimated price of each order and then totalling by fund. | |
| c. | Outstanding orders
| 1. | Run boolean on entire database excluding the serials range -- acq type = p AND status = o OR
acq type = b AND status = o |
| 2. | Run a statistical report on this boolean |
| 3. | Answer question as follows: R for records
Records (=orders placed)
Copies ordered
Payments
Quit |
| 4. | Do you want totals of estimated prices? Y |
| 5. | All other types report is generated. Only the fund list is needed. |
| 6. | Split multi fund up -- Y |
| 7. | Print report after it is processed. |
These three reports totalled together form the amount to be encumbered for each fund. |
|
| 2. | Continuation Encumbrances [will still need to run in FY98]
| a. | Run a boolean on the continuation file meeting the following criteria:
Acq type = p AND status = c
OR
Acq type = z AND status = c
OR
Acq type = l AND status = c
OR
Acq type = r AND status = c |
| b. | Boolean cannot be run until after the rollover when all the active continuation records have been changed back to status = c. |
| c. | Run a statistical report using the same criteria as the monograph report above. |
| d. | The figures for each fund form the amount to be encumbered for each fund. | |
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Page last modified: 8 November 2011
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