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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 jelute@princeton.edu. 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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  1. How to take a fiscal snapshot of Voyager Acquisitions Janet Lute ILS Coordinator Princeton University Library jelute@princeton.edu IGeLU 2008: Madrid

  2. 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

  3. 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

  4. Examples

  5. 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

  6. 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

  7. 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

  8. 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

  9. 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

  10. 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))

  11. 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

  12. 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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