p-acq-06-b creates non-zero encumbrance even though old active-amount is zero

• Article Type: General
• Product: Aleph
• Product Version: 18.01

Description:
Site #1:

We are seeing some strange results from out fiscal year rollover services with several institutions. We ran acq-05, acq-06-a, acq-06-b (run twice for serials and standing orders) and acq-07. Budgets are not balancing, but showing more encumbrances for the 09 budgets than for the 08 budgets. Example, budget ABCSRTL-2008 shows an encumbrance of 929.61 and ABCRTL-2009 1232.52.


Site #2:

We are preparing to run fiscal year-end rollover procedures and have a question concerning p-acq-06-b and the creation of new encumbrances. What price field in the order record is used by p-acq-06-b to determine the new encumbrance? The reason we ask is because we have some orders that have no active encumbrance, yet the "Total Encumbrance" field of the Encumber tab in the Order indicates an encumbered amount. We are concerned that this "Total Encumbrance" field may be the field that is used to specify a new encumbrance for an order.

I do not quite understand where this "Total Encumbrance" field is coming from or how it is generated. The only repercussion we have seen so far is a message that appears when we try to navigate away from the Encumber tab. The message says "Budget list is not balanced. Budgets cover 3055.80 out of expected 0.01. Close anyway?"

This situation is occurring in orders where the encumbrances were set to 0.01 earlier in the fiscal year.

Which price field of the order record is used by p-acq-06-b to determine the new encumbrances for SV orders?

Resolution:
The -2009 encumbrance can be greater than the -2008 encumbrance because, if the order has been paid for this year but is not closed -- as is the case with serials and standing orders --, a new encumbrance will be created for the new fiscal year, based on last year's encumbrance.

p-acq-06-b is "Renew Order Encumbrances for Serials and Standing Orders". A detailed description of the p_acq_06 logic is attached.

This is a brief summary:

If an order is closed, the program is not concerned about its encumbrances, but if the order is open (as is the case with serials and standing orders), then it:

* takes the z601_original_sum (budget transactio original price),
* applies the percentage increase parameter to it, and
* writes this value as the z601_active_sum and the z68_e_price.

You will note that the z601_active_sum, z601_local_sum, z68_e_price, z68_e_listed_price, and z68_e_local_price are re-calculated based on the z601_original_sum .

The idea is that serials/standing orders which have been paid for in the current fiscal year will have a new encumbrance created for the next fiscal year.

If you have serials and standing orders that will remain as 'SV' in 2009, but want the new encumbrances to be zero, prior to running the rollover you should click on the "Encumber" button under "Encumber". This zeros out both the original and active amounts. (Note: You can also do this after the rollover, if you fail to do it before.) See also, KB 16384-17793.

• Article last edited: 10/8/2013