Encumbered budget is blank on invoiced order

• Article Type: General
• Product: Aleph
• Product Version: 19.01

Description:
One of our libraries has reported this happening occasionally since January. They do their normal arriving and invoicing on an order. Then when p_acq_10 is run they notice that the budget is blank on that particular order.

I have two examples of orders this has happened on. One of the orders they already redid, so it is correct now. You can see in the order log that they fixed the problem. The other order they have not done anything with and it is still missing the budget. The order that is fixed is order number 14143, BIB 7018591. The order that is still incorrect is order 14254, BIB 7020115. The library is ABC50.

These two orders happen to be with the same vendor and the same budget, but they reported that it has happened on other orders from different vendors and different budgets also.

Resolution:
I see that the z601_rec_key_2 (vendor/invoice) is blank and the type is "ENC" for ADM# 007020115 (order# 14254):

02 z601_rec_key \
03 budget_number .......LIB-SPECIAL-RCL-TOLLHOUSE-100034-2010
03 sequence ............201001063711394
02 z601_rec_key_2 \
03 vendor_code .........
03 invoice_number ......
03 line_number .........00000
02 z601_rec_key_3 \
03 doc_number ..........007020115
03 doc_sequence ........00001
02 z601_object_code ......
02 z601_user_name ........ABCJENNIFER
02 z601_open_date ........20100106
02 z601_type .............ENC
02 z601_note .............
02 z601_credit_debit .....D
02 z601_currency .........USD
02 z601_currency_date ....20100106
02 z601_currency_ratio ...000000000000
02 z601_original_sum .....00000000005000
02 z601_active_sum .......00000000000000
02 z601_local_sum ........00000000000000
02 z601_vat_sum ..........00000000000000
02 z601_paid .............

while the other three have the z601_rec_key_2 populated and the type is "INV":

abc50@ALEPH1> select z601_rec_key, z601_rec_key_3, z601_type from z601 where z601_rec_key_2 like '0021149 419692%';
**** Hit return to continue ****

Z601_REC_KEY Z601_REC_KEY_3 Z60
----------------------------------------------------------------- -------------- ---
LIB-SPECIAL-RCL-TOLLHOUSE-100034-2010 201002114228507 00702014500001 INV
LIB-SPECIAL-RCL-TOLLHOUSE-100034-2010 201002114228535 00702010200001 INV
LIB-SPECIAL-RCL-TOLLHOUSE-100034-2010 201002114228573 00702010400001 INV


All encumbrances have a blank vendor/invoice. It is only when they are invoiced that the vendor/invoice is poplulated.

There are two possibilities:

1. The z601 was properly converted to a type INV when the record was invoiced -- and was later changed back to an ENC with the vendor/invoice deleted or

2. when the record was invoiced this z601 was not properly converted to a type INV for some reason (perhaps because the order did not have a status of SVC?)

I, personally, think that #2 is much more likely.

Anyway, the following SQL can be used to locate such problem cases:

abc50@ALEPH1> select z75_rec_key_2 from z75 minus select z601_rec_key_2 from z601;
**** Hit return to continue ****

Z75_REC_KEY_2
----------------------------------------
0021149 296367 00001
0021149 419692 00001
0021149 420506 00005
0212031 RM-786205 00001

I suggest that you run this each evening and then, if you see new ones, check with staff to see if there was anything unusual about these cases and look at the pc_server log to see if there is any indication of an error.

[Later, from site:] This incident can be closed.

• Article last edited: 10/8/2013