Millennium Acquisitions - ReportsRelease 2006
Printing Reports or Sending Reports to Email
The reports that are printed in Millennium Acquisitions are printed to the printer that is selected as the Standard Printer. To select your standard printer, go to the Millennium Menu at the top of the window, and select File, Select Printer, Standard Printer.
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To use the same Windows printer that you use for other applications, select Local Printer. If you want to email the reports, select Send to Email Address. Sending reports to email allows you to save the report in an electronic format for further manipulation. Click OK after you have selected your printer.
Added Items Report
Use the Added Items Report to
- Get a list of Title, item record numbers and barcodes for new items created
This report automatically pops up when after you receive and create items. A separate report is created for each title received. The report contains a count of the number of items created, the item record number, location, barcode and title.
The report has 3 buttons at the bottom of the window that offer the following options:
- Close Record and Report – Close this report and the order record
- Close Report – Close this report and return to the order record
- Print Report – Print this report to the printer selected as your Standard Printer.
Fund Activity Report
Use the Fund Activity Report to:
- produce detailed reports of transactions affecting each fund as part of your audit paper trail.
- Track charges made to funds
- check to be sure that funds are in balance.
- clear the Payment History file.
It is recommended that you run the Fund Activity report and clear the Payment History file weekly, if there has been acquisitions activity during the week.
The Fund Activity reports show information from the Payment History file for each fund in the system. The Payment History file records all transactions (appropriations, expenditures, encumbrances, and disencumbrances) that have been posted since the file was last cleared. The Fund Activity reports look like a bank statement, with a previous balance, a detailed list of transactions, and a current balance.
The fund activity report shows Appropriations, Expenditures, and Encumbrances grouped by fund. There 4 sections to the report for each Fund
- Previous Balance – the previous balance since the last time the Fund Activity Report was cleared..
- Current Activity – the record number, title, and amount transaction detail for all activity that has occurred since the last time the Fund Activity Report was cleared.
- Current Balance – the current balance from the fund file.
- A summary of the number of payments (or encumbrances) made, year-to-date averages, totals, and any out of balance errors appears for each fund.
A status bar at the bottom of the screen notes how many funds are out of balance. If there are funds out of balance, this status will appear in red.
Note the report window can be resized by clicking and dragging the bar between the report window and the fund hierarchy.
Running the Fund Activity Report for a Single Fund
In Millennium Acquisitions, click the Funds icon on the toolbar on the left side of the window to go to Funds mode
In the Fund Hierarchy window, click the fund for which you want to generate a report to select it.
In the report window, click the Activity tab
Running the Fund Activity Report for All Funds
In Millennium Acquisitions, click the Funds icon on the toolbar on the left side of the window to go to Funds mode
In the Fund Hierarchy window, make sure Current Funds is selected.
In the report window, click the Activity tab
In the box labeled Report Header, enter a heading, for example “Week Ending mm/dd/yyyy”
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.
Click Start
A summary report will pop up similar to the following. Click OK to close the report.
Exporting the Fund Activity Report
In addition to printing a Fund Activity Report, you can also export and open a report in a spreadsheet on your workstation. Millennium outputs the report as a .xls file and automatically opens the file using Excel.. Millennium can export Fund Activity Reports for both a single fund or all funds.
After you have generated the Fund Activity Report that you want to export, click the Export button on the toolbar at the top of the window.
Click Open in Excel, or Cancel to return to the Activity tab.
Note that the system does not export all of the data elements from the Fund Activity Report. The table below shows the data elements exported to the spreadsheet.
Label / ContainsFund Code / One to five-character fund code
Fund Name / Full fund name
Date / Transaction date1
Type / Transaction type. One of: Appropriation (Appro), Expenditure (Exp), or Encumbrance (Enc)
Voucher/Encum# / Voucher number or Encumbrance number
Order Rec# / Order record number without the leading "o"
Title / Title from the first t-tagged field of the bibliographic record
Appro / Appropriation amount2
Exp / Expenditure amount2
Enc / Encumbrance amount2
This is an example of the data. Once the data is in Excel, you can resize columns, sort, and add formatting and additional calculations as desired.
Fund Code / Fund Name / Date / Type / Voucher/Encum# / Order Rec# / Title / Appro / Exp / Encyaav / Main AV / Enc / 24623 / 10259909 / A mighty wind[videorecording] / 83.85
yaav / Main AV / 12/1/2005 / Exp / 8496 / 10259909 / A mighty wind[videorecording] / 27.00 / -83.85
Clearing the Fund Activity Report
The Fund Activity Report can be cleared only if the following conditions are met:
- You have generated the Fund Activity Report for All Current Funds
- There are no funds out of balance. If there are funds out of balance, this will appear in red in the status bar at the bottom right of the report window.
- You have Printed the report
- You have approved the printout of the report
- You select the option to clear the Fund
With the Fund Activity is on the screen, clickPrint on the toolbar at the top of the window.
When the printing is complete, make sure you have the printout. Check the Printout is OK box.
Once this is checked, the box labeled Clear Payment History is enabled. Check this box, and click OK to clear the payment history.
Funds out of Balance
The system verifies that the fund’s previous balance plus transactions equals the fund’s current balance. It compares this current balance, computed from the Payment History file, against the balance recorded in the Fund file. If these numbers do not match, the fund is out of balance.
If there are any funds out of balance, the status at the bottom right of the Fund Activity Report will say there are funds out of balance. In the example below, there are 4 funds out of balance. An error message in red will show on the fund report itself with the difference between the previous balance + current activity and the current balance in the fund file.
If one or more of your funds are out of balance
- Stop all financial activity, including posting, placing orders, adjusting funds, and paying invoices until the problem is resolved
- Note which funds are out of balance, the amount, and type of imbalance
- Note the date of the last Fund Activity Report that was in balance
- Note if any funds were manually adjusted
- Check the Posting Registers and Invoice Registers for amounts equal to the amount of the discrepancy
- Open an issue with the eiNetwork SupportCenter. eiNetwork will work with Innovative to resolve the issue. eiNetwork may advise you to do one of the following:
- Enter manual adjustments
- If there is an extra or missing transaction but the balance is correct, annotate the report to that effect
- Clear the payment history file
Posting Reports
Posting Status Reports
When you run a posting, there are series of status reports that can be viewed by selecting the tabs after you run your posting. If you have had trouble with your posting, these reports may contain error messages that may be helpful in resolving the issues.
Encumbrance Register
The Encumbrance Register is produced during posting if encumbrances are posted. This is a sample report:
ENCUMBRANCE REGISTER 02-15-89 jw
PONUM Fund Vendor Amt Encumbered
36 1000780 antac jaeg $ 20.00
37 1000792 antac jaeg $ 13.75
38 1000809 brirm jaeg $ 65.25
39 1000810 socso hill $ 15.00
40 1000834 socso hill $ 13.75
41 1000822 gerac hill -$ 15.00
TOTAL OF NEW ENCUMBRANCES $112.75
The left column contains encumbrance numbers, unique numbers assigned sequentially by the system to each encumbrance. You should investigate any unexpected gaps in the numeric sequence in this column compared to the previous posting.
PONUM: This is the Order record number for the item.
This register contains information from all the new Order records entered, and the changes to existing Order records that result in a financial impact. (for example, changes to the quantity, estimated price, or fund).
The register does not list any changes to fields unrelated to funds, for example VENDORS, because updates to these fields are not recorded in the encumbrance file where encumbrances are held.
Changes to encumbrance totals resulting from invoice processing, adjustments, or cancellations show up on the invoice register.
Invoice Register
The Invoice Register is generated when invoice activity is being posted. This is a sample report:
INVOICE REGISTER 02-15-89 jw
INVOICE # 67857, INVOICE DATE: 01-15-89, VOUCHER: 37 ****
VENDOR: Jonathan A. Hill, Bookseller, 1825b
P.O.# FUND ITEM AMT SHIP SERVICE TAX TOTAL ENCUMB
1000810 socso $15.00 $1.01 $0.93 $16.94 -$10.00
1000822 gerac $15.00 $1.01 $0.93 $16.94 -$15.00
1986 subscription July-Sept
1000834 socso $14.50 $0.98 $0.89 $16.37 -$13.75
SUB TOTALS $44.50 $3.00 $2.75 $50.25
INVOICE TOTAL $50.25 VOUCHER 37 *****
$33.31 External fund 1
$16.94 External fund 2
VOUCHER: The voucher number is a unique number assigned sequentially by the system to each invoice. Check this number against previous Posting Registers to ensure there are no gaps in the sequence of the numbers.
The number following the VENDOR name is taken from NOTE 1 in the Vendor record. All text in NOTEs prints on the Invoice Register.
SHIP, SERVICE, TAX: The system prorates these amounts to each line item proportional to the amount of the item.
NOTES: The system prints the payment notes (if any) associated with each line item directly below the appropriate line item. The payment note contains the data you input as you entered each line item on the invoice.
EXTERNAL FUNDS 1 and 2: If external fund codes are used, the Invoice Register shows the total amounts for each external fund used. In the example above, the first and third items were paid for from funds that had the same external fund code. The second item was paid for from a fund that had a different external source.
Invoice Summary
The Invoice Summary is generated when invoice activity is being posted. This is a sample report:
INVOICE SUMMARY 02-15-89 jw
36 Alfred A. Jaeger $122.04
37 Jonathan A. Hill, Bookseller $ 50.25
TOTAL of all invoices: $172.29
The left-hand column lists the voucher number that was assigned to each invoice as it was processed.
The middle column contains the vendor's name. An exclamation point (!) appearing before the vendor's name indicates that the information came from a VEN. ADDR. (q) field in the Order record, or was entered for the first item on the invoice. Those vendors that are not preceded by an exclamation point are stored in INNOPAC Vendor records and each vendor's five-character code was entered into the VENDOR Fixed field of the Order records.
300 invoices can be listed on an Invoice Summary. If there are more than 300 invoices, the system prints the total of ALL invoices and the message:
Unable to print remaining invoices on summary, maximum number exceeded.
Total represents total of all invoices.
Posting Register
The Posting Register is produced with every posting. The following is an example:
POSTING REGISTER Vouchers 26-26, 10-09-06 test
APPRO EXPEND ENCUMBRANCES NEW ENCUM
Totals before $63,000.00 $10.00 $182.85
Last encumbrance previously posted is: 27 Last voucher previously posted is: 25
FUND APPRO EXPEND ENCUMBRANCES NEW ENCUM
50316 $0.00 $19.00 -$20.00 $0.00
Total posted $0.00 $19.00 -$20.00 $0.00
Totals after $63,000.00 $29.00 $162.85
Last Encumbrance #: 27
Last Voucher #: 26
The posting register lists each fund that is being updated, and shows the amount of the update made to that fund (i.e., the change in that fund's appropriation, expenditure total, and encumbrance total). The top three lines give you a "before" snapshot of the library's funds and encumbrances. The bottom three lines give the "after" snapshot. The lines between are the changes to funds made during the posting session. There is one line for each fund that is affected in this posting. The Total Posted line give the total amount posted for all funds.
LAST ENCUMBRANCE # and LAST VOUCHER # help you keep track of exactly what has been posted so that you can be sure of the integrity of the system's files.
Vendor Statistics
Running a Vendor Statistics Report
There is a separate mode for Vendor Statistics Reports in Millennium Acquisitions.
In the Vendor Statistics mode, you can generate Activity reports that track activity and Performance reports that track vendor performance for fulfilling a group of orders. You can also print the reports and copy the report data to vendor records. When creating the reports, you set the following parameters of the order records on which to compute the statistics:
- The range of order records to be analyzed
- The time period to be covered
- Whether to limit by order type
- Whether to include serials
These reports do not analyze checkin records or checkin boxes. Therefore, receipt and claiming activity in checkin records are not presented in the reports.
Click Vendor Statistics on the toolbar on the left side of the screen. You may need to scroll down the toolbar to see it.
Use the drop-down list to choose one of the following search methods, and enter the appropriate search criteria. Normally, you will want to take the default of the entire range of your order records.
Select Activityto run the Vendor Activity Report, or Performance to run the Vendor Performance Report..
In the From and To fields, indicate the date range for which you want to run the report.
If you want to Limit by Order Type, click the default selection NONE and select the type from list of order types that opens.
If you do not want serials to be included in the report, check the Exclude serials option.
To generate the report you have selected, choose Start.
Vendor Activity Report
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
There are multiple tabs for this report that are described as follows:
Amounts
Column / DescriptionVendor / Vendor code
Est. Price Orders / Total sum of the EST PRICE times the number of COPIES for all order records with an ODATE in the specified date range
Est. Price Receipts / Total sum of the EST PRICE times the number of COPIES for all order records with an RDATE in the specified date range
Est. Price Canceled / Total sum of the EST PRICE times the number of COPIES for all order records with an INT. NOTE that indicates the order was canceled on a date in the specified range
Amt Paid / Total of the PAID field amounts for order records with a PAID DATE within the specified date range
Quantities