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    Overview of Voyager Acquisitions Fund Diagnostic and Repair Workflow

    • Product: Voyager
    • Relevant for Installation Type: Multi-Tenant Direct, Dedicated-Direct, Local, TotalCare

     

    Question

    Overview of Voyager Acquisitions Fund diagnostic and repair workflow (the FullFund scripts).

    Answer

    The Problem

    There is an issue in Voyager Acquisitions that sometimes affects the reliability of a ledger’s funds’ totals. The issue can come into effect when invoices are deleted – the dollar amounts on the deleted invoices are still calculated as pending or actual commitments OR as actual or pending expenditures, even though this is not true. It does not appear to matter if the invoice was approved or pending – instead, it appears to result from simply deleting the invoice. Note that there may be other causes of the issue other than when invoices are deleted.

    A set of diagnostic/repair programs known as the "FullFund Scripts" are available from ExLibris to address this issue by diagnosing funds with discrepancies and allowing you to resolve the discrepancies. The diagnostic/repair programs analyze each fund in a ledger for discrepancies in:

    1) Pending Expenditures

    2) Actual Expenditures

    3) Pending Commitments

    4) Actual Commitments

    Voyager Support can run the Fullfund scripts for you, and it is advisable to run them at least prior to Fiscal Period Close.  The diagnostic/repair programs can also be run routinely during the year.  Cert 300 certified staff can run these programs as well -- contact Support to have the scripts placed on your server.

    No one in the Library can be using the Acquisitions client while the programs are being run.

    The Diagnostic Reports

    By default the diagnostic programs check every ledger/fund in your Acquisitions database – or you can edit the script to limit it to a specific Ledger. The diagnostic reports are fairly basic reports and display that a fund has an error and the amount of the error; since there is no way to correct/fix these individual funds via the Acquisitions client the repair programs will make the adjustments at the table level. Note that there is no way to identify what invoice(s) have been deleted, because the information is permanently gone from Voyager when an invoice is deleted (there is no invoice status of “Deleted” in the system).

    Individual reports from the diagnostics compare:

    Display Pending or Actual Expenditures;

    Accurate Pending or Actual Expenditures

    Display Pending or Actual Commitments;

    Accurate Pending or Actual Commitments;

    And provide the difference between the two amounts in each category.

    Note: Display refers to what you see in the Acquisitions client and Actual refers to what the true amount should be.

    How to Read the Diagnostic Report

    The individual stanzas in the report are identified by numbers and a textual explanation of what is being checked:

    (4) going into the PL/SQL procedure to calculate the pending expenditures in all funds

    (5) going into the PL/SQL procedure to examine the total expenditures in all funds

    (6) going into the PL/SQL procedure to calculate pending commitments in all funds

    (7) going into the PL/SQL procedure to calculate the commitments in all funds

    Viewing the Diagnostic Report Log File

    After the diagnostic program is done running the .log file will be in the same directory. View the log with more or download it to your PC. If you see any funds in error greater than 0, then there is a problem. Look at the type of funds that have errors to determine which cleanup script to run.

    This is an example output of no problems being found (i.e., there are no entries after the stanza heading):

    (4) going into the PL/SQL procedure to calculate the pending expenditures in all funds
    Total funds in error = 0
    Total funds examined = 1740

    Example output of diagnostic with discrepancies (Note: dollar amounts are displayed in pennies; 81520 is $815.20):


    (6) going into the PL/SQL procedure to calculate pending commitments in all funds
    Analyzing fund = 1
    Ledger ID = 86
    Fund ID = 797
    Fund category = 1
    Expend only = N
    Display Pending Commitments = 96670
    Accurate Pending Commitments = 81520
    Difference = 15150
    Analyzing fund = 2
    Ledger ID = 65
    Fund ID = 719
    Fund category = 0
    Expend only = N
    Display Pending Commitments = 15079
    Accurate Pending Commitments = 8419
    Difference = 6660
    Total funds in error = 2
    Total funds examined = 1740

    The above log information indicates that the issue is affecting the ledger’s Pending Commitments. Display Expenditures in the first set of entries is $966.70, Accurate Expenditures is $815.20, and the Difference between them is $151.50.  You would then run FullFundPendingCommitments3.sql to resolve the discrepancies in this example (more details below).

    The Repair Programs

    The four clean-up programs are run in the same way as the diagnostic program. The program(s) that you run are based on the corresponding diagnostics.  They should be run while staff is not using Acquisitions. 

    FullFundCommitments3.sql
    FullFundExpenditures.sql
    FullFundPendingCommitments3.sql
    FullFundPendingExpenditures3.sql

    The set of repair programs will change the Display dollar amounts to the Accurate amounts. These fixes mean that your funds will be accurate because the problematic commitments and/or expenditures will disappear and you can start the next fiscal year without these discrepancies. Be aware, however, that these are permanent changes in your Acquisitions database and cannot be undone.

    As mentioned above, you may find it desirable to have the diagnostic and repair programs run to correct the dollar amounts in the fund(s) affected in your current fiscal year ledger(s) before the end of the fiscal year and in preparation for the Fiscal Period Close (aka, Rollover) routine or the creation of new ledgers by hand for next year. The repair programs will also repair the funds in any past ledger(s) it finds, but since these funds are no longer valid, the impact is negligible

     

    Additional Information

    See: 


    • Article last edited: 20-Oct-2020