Cancelling Orders



If you need to cancel an order because the vendor notifies you, if its publication is
delayed, or if it goes out of print, you need to cancel the order.
In Orders or Claim mode, search for the order record to cancel. If yours is the
only record attached, you should suppress the bib record first.
Change to Cancel by Vendor by choosing Tools | Function | Cancel by Vendor.
The record is view-only mode in the Cancel by Vendor function.
113
Cancelling Orders, Cont.
 Enter a date and click the Cancelled
by Vendor button.
 Enter a reason for cancellation (i.e.
Out of print, or Cancelled by Vendor)
and click OK.
 A box will pop up telling you the order
has been cancelled. Click OK.
 Changes will not be made to the
record until you post the cancellation
session in invoice mode.
114
Deleting Order Records



Order records with a status of ―1‖ (On hold), ―2‖ (Approval), or ―z‖ (Cancelled) can be deleted from
Millennium. To delete order records with other statuses, see the Delete Records mode. Most libraries will
contact the MORE office to perform this function. Order records with a status of ―c‖ (serial on order), ―o‖
(on order), ―e‖ (ser part paid), or ―q‖ (part paid) cannot be deleted in Millennium.
Retrieve the order record you want to delete. You can do this by either retrieving the order record or the
bibliographic record linked to the order record.
Either select the Summary tab and choose either Order or All Record Types from the View drop-down list.
Select the order record from the list and choose Delete.
115
Deleting Order Records, Cont.

OR go in and edit the order record. With the order displayed, choose File | Delete order record.
116
Deleting Order Records, Cont.

When the Delete record(s) box pops up, select Yes.
117
Viewing Records Side by Side






When you want to compare
two records side by side,
both must be open.
Double click on one to open
it, then click the Browse
icon. This brings the
search screen to the front.
Double click to open the
second one.
From the Window menu,
click Tile Vertically.
The records will be side by
side.
Click View or Edit on each
to compare the complete
bib records.
118
Transferring an Order Record
 There may be occasions
when you will need to
transfer an order record from
one bib record to another.
 Open and tile the record you
want to move the order/item
from with the record you
want to move the order/item
to.
 Click the line to highlight the
record you want to move.
 From the Edit menu on the
record you want to move the
item FROM, click Transfer
attached.
 Click on the bib number
shown, which should be the
record you want to move TO.
119
Transferring an Order Record, Cont.
 If there are other order records
attached to this bib, a message
box will state it is transferring
the selected records and
retaining the source bib. If there
are other library’s order records
attached, you will not be able to
move them. You need to
contact a MORE Project
Manager if you feel they should
all be moved.
 Click OK.
 If you are moving or deleting the
last record on a bib, please
delete the bibliographic record.
This prevents an orphan bib and
keeps the database clean.
120
Claiming




You can routinely search for, review, and claim or cancel any
claimable records in your database. The Claims Cycle table
needs to be filled in and vendor records will need to be updated
with the correct claim code before running this mode. Contact
More Staff for more information.
Login in to Millennium Acquisitions.
Change the current mode (on the left side of the screen) to
Claim/Cancel.
The following screen will appear.
121
Claiming, Cont.

If the ―Range‖ display is not showing, choose Tools|Search|Range.

You can search the entire range of order records, search from a review file, or
search a subset of records.
To search by range, choose Range from the subset drop-down menu.
Enter the record type prefix and starting record number (without a check digit)
in the Start text box. Millennium initially displays the first record in your
accounting unit in the box. To search the entire range of order records in your
accounting unit, you do not have to change anything. If your library has been
using Acquisitions for a while, there can be a large number of order records to
go through. You might want to put in a more recent order number to begin the
search.




Enter the record type prefix and ending record number in the Stop text box.
Millennium will display the last number in your accounting unit.
Choose the Start button to begin your search. As Millennium searches for
records, it displays the record number of the current record in the Current
box.
122
Claiming, Cont.



To search from a review file, choose Review from the subset drop-down
menu. Enter the name of the review file you wish to search from.
Choose the Start button to begin your search.

To search a subset of a selected index, choose Index from the subset drop
down menu.
Choose an index from the index drop down menu.


Enter the starting and ending index entries in the text boxes.
Choose the Start button to begin your search.
123
Claiming, Cont.


The computer will search through the selected range, review file, or index until it finds a
claimable record.
Once a record appears on the screen, you can choose to Claim, Update Claim, Cancel, or Skip
to Next Record.
124
Claiming, Cont.





To queue a claim letter for the record, choose the Claim button. The order record is not
updated until you print the claim letter.
To claim the order without queueing a claim letter, choose the Update Claim button. If the
record is claimable, Millennium updates the order record immediately.
To cancel the order, choose the Cancel button. The order record is not updated until you
print the cancellation letter and the post the session to which the cancellation was written.
If you do not want to Claim, Update Claim, or Cancel the order, choose Next to see the next
claimable record.
When you claim an order (with or without a claim letter) or cancel it, Millennium
automatically begins looking for the next claimable record.
 To stop looking for records before all the records in the subset
have been checked, Choose Stop and press OK. When you Stop
looking for records or when all the records have been searched,
Millennium Acquisitions displays the number of records
searched and the number claimed or cancelled.
125
Claiming, Cont.



If you order an item several
months ahead of its publication
date (items like Harry Potter or the
latest Grisham book), you can add
a code in the order note so it will
not come up on a claiming list until
that date has passed.
After inputting the order record,
type one of the following codes in
the order note field. Most will
probably use either a 3, 6, or 9
month delay. Click the OK button.
Save the record.
126
Claiming, Cont.



When you print claims and cancellations, Millennium Acquisitions makes the
changes to the order records that you initiated when you claimed or cancelled the
order. Note that you must also post the session to which you added a cancellation
before the cancellation is added to the order record.
To print claims and cancellations, change the current mode to Send. The current
list of purchase orders to print displays.
Change to the Print Claims/Cancellations submode by choosing the Print Claims
button on the navigation bar.
127
Claiming, Cont.



You can limit the printing and display by choosing the Limit by Location or Limit by Vendor
buttons. You can sort the claims and cancellations on the table by double-clicking on a
column header that is sortable. You can edit a claim or cancellation's order record by
selecting its row and then choosing Edit from the toolbar or Modify Record from the rightmouse menu. You can also permanently delete claim or cancellation notices from the
claims-awaiting printing file by selecting the appropriate rows and then choosing Delete
from the toolbar or Delete Entries from the right-mouse menu.
If you want the cancellation's invoice posted to a session other than the default session 1,
choose an available session from the Payment transaction file for cancellation drop-down
list.
To print one or more of the claims or cancellation notices, choose the Claim Print button.
128
Claiming, Cont.








Choose Print all or Print selected.
Choose the number of copies to print.
Check the Print ―CLAIM‖ or ―CANCEL‖ across
form if you want that on your printout.
Click on the Print button.
Select the printer and click on the Print button.
A box will pop up asking if the printout is ok,
press yes or no.
When done printing, to return to the main
Millennium Acquisitions modes, choose the
Up one level button on the navigation bar.
For cancelled orders, complete the
cancellation process in the Invoice mode by
posting the session to which the cancellation
was written.
129
Claiming, Cont.



Once the claim has been printed, the order record will be updated.
The fixed-length field CLAIM is updated with a code to indicated what action was taken. The ―a‖ means the
1st claim decision has been make (either a letter has been sent or the library has decided not to send one for
this claim.
An INT. NOTE (internal note) is added to the order record indicating the action taken.
130
Receive and Create Items
 To change the status of an order record in the
WebPac, a receive date must be placed in the order
record. Once that is saved in the order record, the
on order message will disappear. To allow patrons
to place holds, an item record must be created at
this time. This can be done in one step in the
Acquisitions module.
 Change the current mode to Rapid Receive. You will
be automatically placed in the Receive and Create
Items sub-mode (the sub-mode button displays as
Receive).
131
Receive and Create Items, Cont.



You can also receive orders and create items
from the Orders mode. To do so, find the
order record containing the copies you would
like to receive and choose the Receive tab.
Retrieve the order record for the order you
want to receive. You can search by title or
you can change the search method. Click on
the index button and choose your search
method. If the item has an ISBN, the
quickest way to find it is to scan it with a
barcode scanner.
If there is only one order record available for
receiving, you will automatically be placed in
the Receive tab. If there are multiple order
records, you will be placed in the Summary
tab. In this case, select the appropriate order
record and choose Select or double click on
the correct line.
132
Receive and Create Items, Cont.


If bibliographic-level holds have been placed on this record and you have chosen the Show Hold
Alert during receiving option, you will receive notification of the number of holds placed on it.
This alert only works in the Rapid Receive mode, and does not display in Orders mode.
In the Receive tab, each copy of an order will be on a separate line. From this list, select the
copies that you want to receive. You can select all of the copies at once by selecting the Select
All box. If you have the Choose Select All by default setting enabled, all of the copies will
already be selected when you enter the Receive tab. Otherwise, the system will select the first
copy only. You can also de-select a copy by clicking the box on the left-hand side.
133
Receive and Create Items, Cont.



In the Receive Date box, enter a date. The date you key will be the default Received Date for the
current copies, as well as subsequent orders received within that session. The copy's Received
Date will not be recorded until you Receive the order.
You can set Millennium Acquisitions to default to today's date by enabling the Default receive date
to today's date option in the Login Manager. With this option set, the system will automatically
enter today's date in the Receive Date box, as well as in the Received Date column for any copies
that are selected. You may still key a different date in the Receive Date box.
To change whether your system copies the Order record's EPRICE value to the PRICE field in the
new item record(s), check or uncheck the Copy EPRICE to item box. You can set the default for
this box using the Default "Copy EPRICE to Item― option in the Login Manager. If you enable this
option, the Copy EPRICE to item box will automatically be checked each time you enter the
Receive tab.
134
Receive and Create Items, Cont.


Enter the barcodes for the copies you are receiving. If staff do not enter barcodes on the Receive
tab, the system will create item records without barcodes. To receive the copies selected and
create an item record for each, choose the Receive button.
Millennium Acquisitions uses the item record template selected in Admin | Settings | Receive tab.
If Prompt for template is selected, you are prompted to choose a template for the first order record
you receive. For subsequent orders in the session, Millennium Acquisitions remembers the
template you chose. While you are receiving, you can choose a different item template in the
Admin | Settings | Receive tab.
135
Receive and Create Items, Cont.
 Enter the fixed- and variable-length fields for your template in the wizard dialogs.
Even if the template prompts you for location and copies, those fields are always
taken from the order record.
 Enter the call number if you choose. You can always add it later when you catalog
the item. Click the OK button.
 If you didn’t enter the barcode on the first receive screen, you can enter it at this time.
 You can also choose not to prompt for those options and add that information later.
136
Receive and Create Items, Cont.

After you have entered the new item record fields, Millennium Acquisitions displays the Add Items
Report, which shows the number of items created and their record numbers, locations, barcodes,
and titles. To close the Add Items report and proceed with the next record, choose Close Record
and Report. To close the report and return to the record, choose Close Report. You can print the
report by choosing the Print Report button.
137
Invoices
 After items have arrived and been
checked against the packing
list/invoice, the invoice can be entered
in MilAcq.
 Invoices can be entered manually or
downloaded electronically with orders
sent with Edifact.
 The process makes two changes to
the order record:
• Adds a date to the RDATE field
• Changes the status to a, d (fully
paid) or q, e (partially paid).
 Click on the Invoice icon on the left
side of the screen.
138
Invoices, Cont.
 The screen on the top right will pop
up. There are four different posting
sessions, as well as a section for
Cancellations and Fund
Adjustments. If there are any
invoices to be posted (as in the
example on the right), the number of
invoices to be posted and the
number of line items will be
indicated.
 To start an invoice, highlight a
session and click on the Select
button. If there aren’t any invoices to
be posted, a new invoice will pop
up. If there are any invoices to be
posted, they will be listed as shown
on the bottom right. The number of
line items, the invoice number, the
date, the vendor and the amount of
each invoice will be listed. Press
New Invoice to start a new invoice.
139
Invoices, Cont.
 Click in the Invoice # box and enter the Invoice number. Click in the Invoice date and
enter the date of the invoice.
 Choose which index to search by and enter the search term for the first item on the
invoice. Press enter or click Search.
140
Invoices, Cont.
 If there is only one match to your
search, the record will open. If there
is more than one match, you will see
a list. Double click on the line for the
record you want to look at.
 That record will open to the order
record, showing you a brief bib
record and the open order. If there
is more than one order attached to
the bib, it will take you to the order
summary screen. Double click on
the correct order (should have a
status of O for on order).
 Click on the Use Order Record
button.
 The invoice will pop up asking for an
amount. Put in the actual amount
paid from the invoice and click OK.
 Continue entering invoice items until
finished.
141
Finishing an Invoice





To calculate the totals for the invoice,
click the Finish icon on the top of the
screen or press Enter at the order
record prompt.
The invoice screen will come up. Fill in
the Shipping (if any), the Service
Charge or Discount (if a discount, fill in
a minus sign before the amount), and
the Total listed on the invoice.
If the total is wrong (invoice totals
different on Millennium vs. the paper
invoice), the screen will show the
computed total and the difference on
the bottom left. A box will pop up
asking you to Use computed total
(which will change the total you entered
from the paper invoice), or Continue.
Click Continue to return to the invoice
to correct errors in the line items. Don’t
Finish the invoice until you’re sure
everything is accurate—once an
invoice is closed, it cannot be changed.
A debit or credit invoice will have to be
created to correct mistakes.
Click on the Finish icon at the top of
the screen. Answer yes if you want to
save the invoice. Return to the Invoice
summary screen to Post your invoice
or key another New invoice.
NOTE: The order records you added to
the invoice will be busy until you post
the session.
142
Canceling/Suspending an Invoice






To exit an invoice without saving, click the Cancel icon and click Yes to exit without saving.
To retain what you have keyed and exit an invoice, but not Finish it, click the Suspend icon (e.g.,
if you’re in the middle of a huge invoice and you need to take a break; you should NEVER leave
an invoice open on your desktop without suspending or saving it.)
Click the Suspend icon or use Tools | Suspend
Return to processing in the same session by highlighting the suspended invoice (in red) and
pressing Edit, or return at a later date to Invoice mode, choose the correct session, highlight the
suspended invoice and click the Edit button.
You can edit the suspended invoice if you use the same initials as used when first working on the
invoice.
If anyone else needs to work on it, Invoice Administrator authorization will be required.
143
X Records



In Millennium, any line item for which there is no corresponding order record can be entered on an
invoice as an x record. This can be used for supplies or programming fees if there is an accompanying
fund. It can also be used for processing fees or MARC records. To create an x record:
Create an invoice (an ―X‖ record can be added to an invoice with other items). Enter the invoice number
and the date.
On a new line on the invoice, enter an x as the first character of the record number. This record number
can be up to 11 characters. A box will pop up to enter the x record information.
144
X Records, Cont.

In the Creating X or Y Records box, enter the Fund, Encumbrance to be removed (which will probably be
$0), and the Amount of Payment. You can also enter a Note (giving information on what the X record is
for). If this is the first (or only) item on the invoice, you will also have to enter the vendor. If your library
uses subfunds, you must also enter the Subfund.



When finished entering the information, press the OK button.
Once finished entering items on the invoice, press the Finish icon at the top of the screen.
The invoice screen will come up. Fill in the Shipping (if any), the Service Charge or Discount (if a
discount, fill in a minus sign before the amount), and the Total listed on the invoice.
Click on the Finish icon at the top of the screen. Answer yes if you want to save the invoice. Return to the
Invoice summary screen to Post your invoice or key another New invoice.

145
Electronic Invoicing (Edifact)
 Some vendors allow you to receive invoices electronically. This will only work if you
have sent the order electronically. It has to be set up ahead of time with each
vendor.
 Select the Import Invoices icon on the left side of the screen.
 The Import Invoices screen will appear. Press the Get Shipment button.
146
Elect. Invoicing, Cont.
 Choose the Firm Order Invoice (Edifact) option.
 Enter the vendor code.
 Click on the FTP button on the bottom of the screen.
147
Elect. Invoicing, Cont.
•
•
The FTP client screen will
pop up. Enter the vendor
name from the list of drop
down hosts and click the
connect button.
Enter the user name and
password given to you by
the vendor in the pop up
box.
148
Elect. Invoicing, Cont.




Double click on the correct directory (usually out)
Find the file you wish to download and highlight it.
Click the Get button.
When you retrieve an EDIFACT file, Millennium processes the file, matching
records on the order record number. When finished, Millennium takes you
directly to the Accept/Reject tab and displays a list of the invoices that were
included in the file.
149
Elect. Invoicing, Cont.
 Choose a session from the Session drop-down menu.
 Choose an invoice.
 Choose Select. If Millennium finds a potential duplicate invoice, the system displays
the Duplicate Invoice message.
150
Elect. Invoicing, Cont.
 Edit the information in the table as
necessary. You can edit any
information in the table that is not
grayed out.
 You can also view and edit an order
record by double-clicking on the order
record number. Millennium displays
brief bibliographic and order record
information. To edit the order record,
choose the Edit button located in the
middle of the screen (the Edit button
on the toolbar is for editing the
bibliographic record).
 Millennium displays various monetary
information on this screen. For
example, the system displays both the
price and the prorated price for each
title. The status bar shows service
charge and invoice totals. Tax totals
do not display if there is no tax
associated with the invoice. If
everything is correct, click on the
Process button.
 The invoice can be viewed in Invoice
mode as part of the chosen session.
The invoice(s) will need to be posted
for the order records and funds will be
updated.
151
Credit Memos







If the credit applies to a specific item, you will need to create an credit memo for
that item.
Click on the Invoice icon on the left side of the screen.
Select an invoice session. If there aren’t any invoices to be posted, a new
invoice will pop up. If there are invoices ready to be posted, Select New
Invoice at the Invoice Summary screen.
Enter the Credit Memo number (if it’s not indicated in the invoice number, it’s a
good idea to add CM to the beginning of the invoice number) and the date.
Enter the order record number or search by index (title, ISBN, etc.)
When the order record comes up, it should have a paid status.
Select Use Order Record. A screen will pop up telling you the item is already
paid for. Click OK.
152
Credit Memos, Cont.
 In the Paid column, enter the amount as a negative.
 When finished with the credit memo, click Finish in the toolbar or press Enter at the
order record # prompt. Any shipping credit and the invoice total should be entered as
a negative number. The numbers will be in red because they are negative.
 Don’t Finish until you’re sure everything is accurate—once an invoice is closed, it
cannot be changed. A debit or credit invoice will have to be created to correct
mistakes.
 Click on the Finish icon at the top of the screen. Answer yes you want to save the
invoice. Return to the Invoice summary screen to Post your invoice or key another
New invoice.
153
Viewing Invoices in Browse
Invoices Mode




The Browse Invoices submode in Millennium allows you to search for and view invoices as they were
entered into the system, including suspended invoices and finished invoices that have not been posted
yet. They display in view-only mode and cannot be edited.
To view an invoice record:
Change the mode to the Invoices mode.
Change to the Browse Invoices submode.
154
Viewing Invoices in Browse
Invoices Mode


Search a selected index. You can search by ―q‖ (Vendor Code), ―n‖ (Invoice Number), ―m‖ (Title), or
record number. When you enter a search, the bottom part of the window displays a list of invoices that
match the search criteria. If you highlight an invoice, the top portion of the screen displays brief invoice
information.
Choose Select to view the full invoice.
155
Viewing Invoices in Browse
Invoices Mode, Cont.


To print the invoice, choose Print Inv.
When finished viewing the invoice, choose Quit. Choose Yes at the prompt to return to the browse
screen.
156
Viewing Invoices in Vendor Mode



The Vendors mode in Millennium Acquisitions allows users to access a list of invoices for each vendor,
as well as view invoices as they were entered into the system. Invoices display in view-only mode and
cannot be edited.
To view an invoice record in the Vendors mode:
Change the mode to Vendors.


Retrieve a vendor record by searching a selected index such as Vendor name or Vendor code.
Highlight the vendor name you wish to look at.
157
Viewing Invoices in Vendor Mode,
Cont.



Select the Invoice tab. Millennium displays a list of invoices for the selected vendor. The invoices are
displayed by voucher number in descending order so that the most recent invoices display first.
You can sort the list by any column header by clicking on the column you wish to sort by. You can also
search for an invoice by invoice number.
Locate the invoice in the list you want to look at and highlight it.
158
Viewing Invoices in Vendor Mode,
Cont.


Choose View. Millennium displays the full invoice.
To print the invoice, choose Print Inv.
159
Viewing Invoices in Vendor Mode,
Cont.

When finished viewing the invoice, choose Quit. Choose Yes at the prompt to return to the Invoice tab.
160
Posting
 Session/Payfiles are temporary workspaces to process financial data. One person
can use a Session at a time. They are used for all transactions: entering invoices,
adjusting fund balances, cancelling orders.
 Post often and keep an accurate log.
 The Payment history file records and stores all transactions– appropriations,
expenditures, encumbrances and disencumbrances posted since the file was last
cleared.
 When you post invoices, the system does the following:
– encumbers or disencumbers funds as appropriate
– updates fund expenditures
– updates the vendors file with invoice information
– updates the payment history file
– clears the posting session
– updates the STATUS field in order records
– adds a PAID field in order records
– updates the RDATE (if you set up your invoice to use the paid date as RDATE)
– adds an INT NOTE field for claims or cancellations in the order record
161
Posting, Cont.
 Change to Invoice mode.
 Choose any Session that is Ready to
be posted. Or choose Post All to post
all sessions showing Ready to be
posted; sessions are posted in
numerical order.
 Select a printer unless a default printer
is already selected. Choose email
printer and enter your email address
(saves a lot of paper). If you set up a
macro for your email, press F12.
162
Posting, Cont.
 Enter a page heading for the posting
register - up to 29 characters. Enter
today’s date followed by the word
Orders.
 The Encumbrance Register (below)
and the Invoice Register (right) print,
and then you are asked if the printout is
ok. If there is a problem with the
reports, choose No; the data will be
saved so that you can post the file
again. To continue, choose Yes.
 The messages pop up fairly quickly on
the screen, but you can go back and
look at them when posting is finished
by clicking on the tabs near the top of
the screen.
163
Posting, Cont.
 Before posting totals, it will
ask if it is OK to proceed. Click
Yes.
The Post Funds and Post
Orders screens will pop up
on the screen.
164
Posting, Cont.
 Check the reports on the screen
by clicking on the tabs, or view
the printed copies of the
Encumbrance Register, Invoice
Register, Fund File, Order File,
and Vendor File. The Payment
History File report shown on the
right displays on screen, but
does not print.
 Write down totals in Posting log
as they appear on the screen or
go back and check the totals by
clicking on the tabs.
 When finished, click Quit.
165
Paid order record
 Listed below is an example of an order that has been paid and posted.
166
Fund Activity Reports
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Fund activity reports need to be run at least monthly. The Fund Activity Report resembles a bank
statement by presenting tabulated details on the fund's previous balance and current balance, and
a history of financial activity. This report displays information for each fund based on the current
data in the Payment History file. The Payment History file records all appropriations, expenditures,
encumbrances, and disencumbrances that were posted since the file was last cleared.
Additionally, this report lists all funds that are out of balance. Because the file holds a maximum
of 10,000 transactions, you must clear it before this number is reached. T
To clear the Payment History file, you must generate a Fund Activity Report for all the funds in the
Current Funds subfolder:
Change the current mode to "Funds."
Select the Current Funds subfolder if it is not already highlighted.
167
Fund Activity Reports, Cont.
 Select the Activity tab.
 Enter a Report Header for the Fund Activity Report, usually the month followed
by a title is sufficient.
 Check Show All to include data on all funds in the Current Funds subfolder, even
those that have had no transactions. Do not check it if the report is to exclude
data on funds with no transactions.
 Choose Start to generate the Fund Activity Report. (During this process, you can
choose Stop to discontinue.)
168
Fund Activity Report, Cont.
 An activity summary box will pop up listing voucher
and encumbrance totals. Verify that the totals are
correct and click OK to continue.
 The first listed fund will show up on the screen.
Listed below is an example of one section of a fund
activity report.
169
Fund Activity Report, Cont.
 Once the report is finished, it can be printed. This will often take a
while depending upon the time of day you run the report.
 Choose Print. When the Select printer box pops up, choose E-mail
printer and click OK.
170
Fund Activity Reports, Cont.
 Enter your email address and click ok.
 In the Printing Complete dialog, confirm
if the Printout is OK. If no funds are out
of balance and you want to clear the
Payment History file, select Clear
payment` history from the dialog. If the
dialog reports any fund is out of
balance, the option to clear the
Payment History file will not be
available.
 Choose the Close button at the top of
the screen.
171
Acquisitions Statistics in Web
Management Reports
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

Log in the the MORE training page.
Select the link to Web Management Reports (old). Acquisitions hasn’t been moved to the new version.
Select Fund Reports listed below Acquisitions.
172
Acquisitions Statistics in Web
Management Reports, Cont.


Enter your initials and password (used in Acquisitions)
and click the Submit button.

A list will show up on the left side of the screen listing the fund hierarchies you have set up. It can be a
long list or a short list depending on your setup. If you have several funds you usually have more
hierarchies.
173
Acquisitions Statistics in Web
Management Reports, Cont.

Click on one of the choices listed on the left to see different reports. Depending on how you like to look
at the information, you can choose table, pie chart, or bar graph. Table format is the default.

Close your browser window when you’re done.
174
Fiscal Closing
Fiscal close is the way Millennium Acquisitions closes out the fiscal year. There are three
methods of fiscal close.
Method 1 – The library only keeps one set of funds.
Method 2 – The library keeps one set of funds for the current year and a second set of
funds for the previous year.
Method 3 – The library builds an entirely new set of funds for the new fiscal year.
MORE uses Method 1. The steps are outlined below:


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In Fiscal Close mode:
Post - Post all invoice sessions.
Fund Activity Report - Print a final report for the fiscal year and clear the payment
history file.
Statistics and Reports - Generate management reports, vendor statistics, and fund
reports.
Change Funds in Order Records - Copy current funds and hierarchies to old funds
and hierarchies. Change funds in order records. Transfer fund data from "current
year" to "previous year."
Clear Funds - Clear appropriations and expenditures, and encumbrances as
appropriate for the type of Method 2 fiscal closing you are performing (Automatic |
Copy, Automatic | Transfer, or Manual).
Adjust Funds - Enter appropriations, expenditures, and encumbrances as
appropriate.
Post now or choose Finish to post at a later time.
175
Fiscal closing, Cont.
 Log in to Acquisitions.
 Change the mode to Fiscal Close.
 The first step in fiscal close is posting all invoices. The Posting tab is selected as the
first step in the process. The system displays one of the following prompts.
 Cannot continue; all invoices must be finished. Switch to the Invoice mode and
finish all of the invoices. Then come back to Fiscal Close.
 The following sessions will be posted: liens, 1, 2, and 3. Choose OK to continue.
 All sessions empty, no data to post. Choose Next to proceed to the next step:
Printing the Fund Activity Report.
 When the Select Printer box pops up, choose the printer to which you want to send
the posting register. You should select Email as the printer, and then enter the
appropriate email address. Most libraries are set up with the default acquisitions
email in F12.
176
Fiscal closing, Cont.

Enter a heading for the posting register. Then press OK.

After the system prints the encumbrance register and the invoice register, you are prompted as
follows.
 Invoice register has been printed. Is printout okay?
If the printout is not okay, choose NO. The data will be saved so that you can post the file again.
If the printout is okay, choose YES. The data will be cleared while the rest of the reports are
printed.
When the posting register prints, you are prompted:
 OK to proceed?
 To continue posting, choose YES.
Choose Continue at the bottom of the screen. The system will repeat the posting process for all
sessions that need to be posted. You can choose Quit if you want to stop for a length of time and
continue with the posting process later.
After all sessions are posted, choose Quit.
Choose Next to continue.
Printing the Fund Activity Report is next.

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
177
Fiscal closing, Cont.


The second step in fiscal closing is printing the Fund Activity Report. This requires that you have
completed step 1, Posting. The complete instructions with screen shots are located in the in the
manual under Fund Activity Reports.
To print the Fund Activity Report:
–
–
–
–
Make sure you are in Fiscal Close mode and that the second tab, Fund Activity Report, is
selected.
Enter a Report Header: 2xxx Fiscal Close
To report on all funds, including those without activity, select Show all.
Choose Start.
178
Fiscal Closing, Cont.
 When the system displays the Activity Summary dialog box, verify that the information is
correct and choose OK to continue.
 The system loads the report (this may take a while if you haven’t run the report during the
year). Upon completion, the status bar will show Fund Activity Report complete.
 Funds Out of Balance -- If the status bar shows that there are funds out of balance, call the
MORE Office before proceeding.
 You must print the Fund Activity Report as part of the fiscal closing process. To do so,
choose Print from the toolbar.
 In the Printing Complete dialog box:
 Select the Printout is OK option. (If the printout is not okay, choose OK, resolve the
problem, and return to this step.)
 The Clear payment history check box becomes active. Select it, and choose OK.
 The status bar shows Payment history file cleared.
 You must clear the payment history file to continue the fiscal closing process.
 Choose Next to go on to the next step: Statistics and Reports
179
Fiscal closing, Cont.
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The third step in fiscal closing is creating statistical reports. This step is optional, but all reports and statistics from
the previous year need to be run before fiscal close. You should run Vendor Statistics and print the Fund reports
at a minumum.
Click on the Vendor Statistics tab. There are two types of vendor statistical reports.
The activity report tracks ordering activity during a specific period of time and counts all orders, receipts,
payments, cancellations, and claims. The Activity report:
– includes all activity during the time period you specify, whether or not the order records have date
information in the ODATE field
– excludes order records with status code of 1 or 2 (i.e., on hold or approved)
– does not calculate percentage statistics for receipts, cancellations, and claims
– does not calculate statistics on outstanding orders; the Activity report omits these statistics because there is
no relationship between orders placed in a certain time period and those orders received during the same
time period
For complete and accurate counts, specify the entire database for analysis. All records should be included in the
Activity report because ongoing activities, such as payments and claims, can affect order records entered into the
system after a significant lapse of time.
The Performance report measures vendor fulfillment of the selected orders within a given timeframe. The report
tracks when the orders were placed and all further activity affecting those records. The Performance report:
– includes only order records with ODATE values in the specified date range
– excludes order records with blank ODATE fields
– excludes other statistics (e.g., received, canceled) unless ODATE falls in specified range
– excludes order records with status code of 1 or 2 (i.e., on hold or approved)
– Computes average prices and payments and percentages of orders received, claimed, and canceled
For the Performance report, you should allow a time lapse between when the orders were placed and when the
report is generated. Otherwise, if you calculate statistics on orders placed too recently, the report will probably
show many outstanding orders and no further activity.
180
Fiscal Closing, Cont.



Choose whichever report you want to run and check the appropriate box. Typically an Activity report is selected.
Enter the year’s dates in the From and to boxes.
Click on the Start button to begin preparing the report.
181
Fiscal Closing, Cont.

The following box will pop up.

The first report listed will be amounts ordered, received, cancelled and paid sorted by vendor. Depending on how
many vendors you have listed, the list can be quite long. Print this information if you want to save it. Click the
Print icon at the top of the screen and choose where to print the report to.
182
Fiscal Closing, Cont.

Click on the Quantities tab next. The report lists the number of order records, the number of copies ordered,
received, and cancelled. It also lists any claims. Print this report by clicking on the Print icon at the top of the
screen.

Click on the Delivery Time tab. This reports lists average delivery time, and numbers in weekly categories. Print
this report by clicking on the Print icon at the top of the screen.
183
Fiscal Closing, Cont.

Click on the Totals tab. This reports lists the averages and totals of the previous reports. Print this report by
clicking on the Print icon at the top of the screen.


You should also click on the Errors tab to verify there aren’t any errors listed.
When done, click on Reset All Vendors and Copy to vendors.

The Save Vendor Statistics box will pop up detailing how may vendors were
updated. Click OK.
184
Fiscal Closing, Cont.

Next click on the Reports tab listed on the bottom of the screen. Click on the Current Funds and print this report.

When finished, press Next to continue. The next step is Copy and Clear Funds.
185
Fiscal Closing, Cont.

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
The next step in Fiscal Close is Copy and Clear Funds.
Make sure you are in Fiscal Close mode and that the Copy and Clear Funds tab is selected.
Select the option to Archive "Current Funds" amounts to "Old Funds", and "Hierarchies" to "Old Hierarchies".
To reset the year-to-date number of orders to zero for the new fiscal period, select # Orders Year-to-Date for all
funds.
To reset the year-to-date number of payments to zero for the new fiscal period, select # Payments Year-to-Date
for all funds.
Select all or some of the appropriations and expenditures to reset to zero (0.00).
 All appropriations and expenditures To reset appropriations and expenditures to zero for all funds, select the
Appropriations for all funds and Expenditures for all funds check boxes. Note that the Funds table highlights
and displays 0.00 instead of the original amounts for the appropriations and expenditures columns.
 Some appropriations and expenditures To reset a majority of the appropriations and expenditures to zero,
select the Appropriations for all funds and Expenditures for all funds check boxes. Then click the individual
appropriations and expenditures cells for the funds you do not want to reset to zero. Those cells will display
their original amounts and will not be reset to zero.
 To reset a minority of the appropriations and expenditures to zero, do not select the Appropriations for all
funds and Expenditures for all funds check boxes. Instead, click the individual appropriations and
expenditures cells for the funds you want to reset to zero. The cells will be highlighted and display 0.00.
To make sure the encumbrance amounts roll forward to the next fiscal year, DO NOT select the option to clear
Encumbrances for all funds.
186
Fiscal Closing, Cont.

After you have made all your selections, choose Process to copy and clear fund data.

After a fund has been processed, its original amounts cannot be restored. However, you can select more funds to
change and Process again.
187
Choose Next to go on to the next step: Adjust Funds.

Fiscal Closing, Cont.



Adjust Funds is the last step in Fiscal Close for all methods.
Make sure the Adjust Funds tab is selected.
For the funds you selected, appropriations and expenditures will have been reset to zero, and encumbrances will
have their original amounts. Enter the new fiscal year appropriations for each fund. For more information on
entering appropriations, see the section on Entering Appropriations.


If desired, choose Post from the toolbar to apply your changes to the funds.
W hether or not you post now, choose Finish to save your changes and complete the fiscal closing process. The
system displays the following message.
Press OK.

188
Selection List
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
To change the status of ―On hold‖ status order records (for those items under consideration, usually used for
orders placed near the end of a fiscal year that won’t be released until the next fiscal year), create a review file in
the Create Lists mode.
Change the current mode to Create Lists.
Click on an empty list/file.
Enter a name (make sure to put the two letter library code at the beginning of the name)
Store record type should be ―ORDER o‖
Type should be ―o‖; field should be ―20‖ STATUS; Condition ―=―; Value A ―1‖ for on hold
Click the Search button
189
Selection List, Cont.



Once the search is completed, change the current mode to Selection Lists.
Choose which records to search; review files searches are the most common. Select the list of on
hold records created.
Click on the Start button.
190
Selection List, Cont.
•
•
•
•
Choose which order records you want to update.
Key an order date. Type ―t‖ for today, and the current date will be entered. The order date will be changed when
you change the status to On Order.
To queue a purchase order for the order record(s), check the Queue PO box.
Click on the On Order box. Once you choose On Order, the STATUS changes to ―o‖, and the purchase orders
are queued. Once the status is changed, the order record’s status cannot be changed back to ―1‖.
191
Selection List, Cont.
•
To exit the current selection list, choose Close from the toolbar or select another mode from the navigation bar.
Acquisitions will display a Selection List Session Report. Choose OK to close the dialog, or Print to print the report.
192