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 All acquisitions work is done in Voyager Large budget to manage Large budget to manage Four ledgers but two are quite small Four ledgers but two are quite small Allocated funds for the most part are subject based Allocated funds for the most part are subject based Reporting funds are material type based Reporting funds are material type based

3. Fiscal Reports include… Summary Balances at the Allocated fund level Summary Balances at the Allocated fund level Expenditures at the Reporting fund level Expenditures at the Reporting fund level Detailed listing of all expenditures by Fund Detailed listing of all expenditures by Fund Expenditures listed by Vendor Expenditures listed by Vendor Taken together they describe all Voyager fiscal activities in Acquisitions Taken together they describe all Voyager fiscal activities in Acquisitions Run monthly; xls, pdf, graphs Run monthly; xls, pdf, graphs

4. Examples

5. Summary Balances Report Snapshot in time similar to real time statistics from the client Snapshot in time similar to real time statistics from the client Grouped by ledger, then allocated funds Grouped by ledger, then allocated funds Includes a monthly and cumulative expenditures Includes a monthly and cumulative expenditures Includes a percentage spent calculation Includes a percentage spent calculation

6. Summary Balance Queries Query 0 extracts original and net allocations Query 0 extracts original and net allocations Query 1A extracts commitments Query 1A extracts commitments Query 2 extracts expenditures for the month Query 2 extracts expenditures for the month Query 2A extracts expenditures to date Query 2A extracts expenditures to date Query 3 pulls everything together Query 3 pulls everything together Query 4 calculates the cash balance and percentage spent to date Query 4 calculates the cash balance and percentage spent to date

7. Reporting funds report Sums the expenditures for each reporting fund Sums the expenditures for each reporting fund Organized by Allocated fund and includes a total Organized by Allocated fund and includes a total Very simple, just one query Very simple, just one query Request recently to add PO type Request recently to add PO type

8. Detailed Expenditure Report Extracts a line for every payment Extracts a line for every payment Includes reporting fund, title, vendor code, invoice number, cost Includes reporting fund, title, vendor code, invoice number, cost Gets very large so the results are broken up Gets very large so the results are broken up Organized by Ledger, allocated fund, reporting fund, title Organized by Ledger, allocated fund, reporting fund, title

9. Detailed expenditure queries Query 1 extracts all invoice line information Query 1 extracts all invoice line information Query 2 extracts all expenditures from adjustments 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 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 Currency conversion from INVOICE_LINE_ITEM_FUNDS Line Price: Sum(CCur(Convert([INVOICE!Conver sion_Rate],[INVOICE_LINE_ITEM_FU NDS]![AMOUNT],[currency_code])/1 00))

11. Other points to watch for Double linkage on Ledger ID and Fund ID Double linkage on Ledger ID and Fund ID Use multiple Make table Queries Use multiple Make table Queries Date ranges: for a month use Between 7/1/2008 and 8/1/2008 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 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 Sum of Invoice Line Item amounts and Sum of Transaction Funds should match Reconciliation issues maybe due to: 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