Question

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

Answer

The scripts described below can be used to assist in dealing with ledger fund totals data issues. Contact Voyager Support for further help.

The Problem

There is an issue in Voyager Acquisitions that sometimes affects the reliability of a ledger’s funds’ totals. The order and invoice data in the tables remain accurate, but the fund totals that are displayed in the client are not. 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, and that the issue can not be replicated at will.

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.  Staff who have participated in past Cert 300 training may also run the scripts (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.

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: 

• Fund discrepancies - totals displayed in Acquisitions not accurate
• What do the FullFund scripts do?

• Article last edited: 20-Oct-2020