How to take a fiscal snapshot of voyager acquisitions
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How to take a fiscal snapshot of Voyager Acquisitions PowerPoint PPT Presentation


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How to take a fiscal snapshot of Voyager Acquisitions. Janet Lute ILS Coordinator Princeton University Library [email protected] IGeLU 2008: Madrid. Princeton University Library. All acquisitions work is done in Voyager Large budget to manage Four ledgers but two are quite small

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How to take a fiscal snapshot of Voyager Acquisitions

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How to take a fiscal snapshot of voyager acquisitions

How to take a fiscal snapshot of Voyager Acquisitions

Janet Lute

ILS Coordinator

Princeton University Library

[email protected]

IGeLU 2008: Madrid


Princeton university library

Princeton University Library

  • All acquisitions work is done in Voyager

  • Large budget to manage

  • Four ledgers but two are quite small

  • Allocated funds for the most part are subject based

  • Reporting funds are material type based


Fiscal reports include

Fiscal Reports include…

  • Summary Balances at the Allocated fund level

  • Expenditures at the Reporting fund level

  • Detailed listing of all expenditures by Fund

  • Expenditures listed by Vendor

  • Taken together they describe all Voyager fiscal activities in Acquisitions

  • Run monthly; xls, pdf, graphs


Examples

Examples


Summary balances report

Summary Balances Report

  • Snapshot in time similar to real time statistics from the client

  • Grouped by ledger, then allocated funds

  • Includes a monthly and cumulative expenditures

  • Includes a percentage spent calculation


Summary balance queries

Summary Balance Queries

  • Query 0 extracts original and net allocations

  • Query 1A extracts commitments

  • Query 2 extracts expenditures for the month

  • Query 2A extracts expenditures to date

  • Query 3 pulls everything together

  • Query 4 calculates the cash balance and percentage spent to date


Reporting funds report

Reporting funds report

  • Sums the expenditures for each reporting fund

  • Organized by Allocated fund and includes a total

  • Very simple, just one query

  • Request recently to add PO type


Detailed expenditure report

Detailed Expenditure Report

  • Extracts a line for every payment

  • Includes reporting fund, title, vendor code, invoice number, cost

  • Gets very large so the results are broken up

  • Organized by Ledger, allocated fund, reporting fund, title


Detailed expenditure queries

Detailed expenditure queries

  • Query 1 extracts all invoice line information

  • Query 2 extracts all expenditures from adjustments

  • Query 3 is an append query and adds the lines from query 2 to the answer table from query 1


Currency conversion

Currency Conversion

  • Currency conversion from INVOICE_LINE_ITEM_FUNDS

    Line Price: Sum(CCur(Convert([INVOICE!Conversion_Rate],[INVOICE_LINE_ITEM_FUNDS]![AMOUNT],[currency_code])/100))


Other points to watch for

Other points to watch for

  • Double linkage on Ledger ID and Fund ID

  • Use multiple Make table Queries

  • Date ranges: for a month use Between 7/1/2008 and 8/1/2008

  • Change your ledger IDs in queries for each new fiscal year


Totals not matching

Totals not matching

  • Sum of Invoice Line Item amounts and Sum of Transaction Funds should match

  • Reconciliation issues maybe due to:

    • Expenditure at Allocated fund level rather than at reporting fund

    • Phantom lines, script available

    • Use of PrePay in Purchase Order


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