User Tools

Site Tools


acq:troubleshooting

Differences

This shows you the differences between two versions of the page.

Link to this comparison view

Both sides previous revision Previous revision
Next revision
Previous revision
Next revision Both sides next revision
acq:troubleshooting [2019/06/10 09:41]
tlittle [Zeroing out a fund]
acq:troubleshooting [2021/04/30 10:45]
tlittle [Undeleting Bibs to Activate Purchase Order]
Line 3: Line 3:
 ===== Funds ===== ===== Funds =====
 ==== Vendor Credits ==== ==== Vendor Credits ====
 +You may encounter a situation where you've received a credit from a vendor. You should account for this in Acquisitions, since it presumably means that you have that much more money to spend out of your budget.
 +
 +Before actually creating the credit, you may want to do some preliminary homework to gather information.
 +  - Did the credit originate from a particular item on a purchase order? You may want to revisit that purchase order to see what fund you originally billed it out to. You will probably want to credit that fund back the refund amount, so take note of what fund it is.
 +  - If the credit originates from a purchase on a PO, take note of the PO ID.
 +  - Take note of the balance of your fund that you would like the credit applied to. You'll want to check it again after you save and close the invoice, to be sure that it increases by the amount of the credit.
 +
 +**To create the vendor credit:**
 +
 +//If your credit originated from an item on a purchase order://
 +  - Open that purchase order.
 +  - Click the "Create Invoice" button.
 +
 +//If your credit did not originate with a PO://
 +  - From the navigation bar at the top of the client, choose **Acquisitions->Create Invoice**.
 +
 +//Continue Here://
 +
 +  * After you've completed one of these two scenarios, continue filling out the invoice.
 +  * Include the vendor invoice ID, choose your provider, and Shipper should be your normal context ordering agency (your system or branch).
 +  * Create a direct charge. Your item type may vary depending on the situation. If the charge was originally for physical items, "Materials" is probably the most appropriate. If you received a credit from one of your newspapers, you may want to choose "Serial Subscription." You may want to include some info in the Notes field, like "Refund for damaged Patterson audiobook."
 +  * Choose your fund that you want the credit to be applied to.
 +  * In the Billed and Paid boxes, enter the amount of the credit as a //negative// number, e.g. -9.74.
 +  * Save and Close the invoice.
 +  * Go back to your funds page and ensure that your balance increased by the amount of the credit.
 +
  
 ==== Used Wrong Fund ==== ==== Used Wrong Fund ====
Line 32: Line 58:
  
 5a. If you only had one fund on the line item, the amount should be the total amount you reduced your line item by. 5a. If you only had one fund on the line item, the amount should be the total amount you reduced your line item by.
 +
 5b. If you had multiple funds on the line item-- 5b. If you had multiple funds on the line item--
   * You will need to create multiple direct charges--one for each "spillover" fund   * You will need to create multiple direct charges--one for each "spillover" fund
Line 38: Line 65:
  
 <note>Because we're doing a "hack," it is a good idea to include something explanatory in the Title/Description field of the direct charge. That way when we come back to it later or if there are any questions, you will know what you've done.</note> <note>Because we're doing a "hack," it is a good idea to include something explanatory in the Title/Description field of the direct charge. That way when we come back to it later or if there are any questions, you will know what you've done.</note>
 +
 +6. Save and close the invoice.
 +
 +7. Look at your fund balances to ensure that your fund balances are now zero and that the spillover money was debited from the correct fund(s).
 +
 +==== Budget Cut ====
 +It is sometimes the case that after you have allocated your monies from your funding sources to your funds, your funding is cut and you need to decrease the available amount in your funds.
 +
 +Because we cannot remove money completely from the system (money is always tracked somewhere, it can't just disappear), it is a good idea to create a fund each year called REMOVE-MONEY or FUNDS-CUT, etc. Once you know how much you need to remove from each of your funds, **[[acq:funds#transfer_credit_between_funds|do a transfer]]** from the fund to be cut (e.g. BranchA-Fiction) to the REMOVE-MONEY fund.
 +
 +It is a good idea to include an explanation or some sort of info in the Note field when you do the transfer, so that you understand later why the money was transferred.
 +
 +This way the balance of your fund decreases to the appropriate amount, and there is a record of where the money has gone.
 +
  
  
Line 48: Line 89:
  
 ===== Purchase Orders ===== ===== Purchase Orders =====
-==== PO activation fails ====+==== PO activation fails when funds past limit ====
 If you activate your purchase order, bibs and copies load, and then you receive the error that one or more funds are past their warning limit and the order __remains unactivated__. You may change the funds that you are using, and to activate the order you choose "Activate without loading bibs and copies". Otherwise you will create multiple acq barcodes in the system. If you have done this by accident, please submit a Helpdesk ticket to get the issue corrected. If you activate your purchase order, bibs and copies load, and then you receive the error that one or more funds are past their warning limit and the order __remains unactivated__. You may change the funds that you are using, and to activate the order you choose "Activate without loading bibs and copies". Otherwise you will create multiple acq barcodes in the system. If you have done this by accident, please submit a Helpdesk ticket to get the issue corrected.
  
 +==== Undeleting Bibs to Activate Purchase Order ====
 +If your lineitem has had its bib deleted from underneath it, you will need to undelete the bib record so you can activate your purchase order.
 +
 +<note important>You must have CAT1 permissions to undelete bib records.</note>
 +
 +1. Pull up the bib record using either the Record ID or the TCN.
 +
 +2. You can confirm that the bib is indeed deleted by checking the Record Summary at the top of the bib record.
 +
 +{{:acq:pasted:20210430-104523.png?direct}}
 +
 +3. If the bib is indeed marked deleted, go to to the **Marc Edit** tab.
 +
 +4. On the right side of the screen, there's a blue button that says "Undelete record."
 +
 +{{:acq:pasted:20210430-104355.png?direct}}
  
 +5. Click that button. It will ask you to confirm if you want to undelete, so click Confirm/Yes. The page will refresh and you'll notice there's no longer the red (Deleted) in the Record Summary.
  
  
  
  
acq/troubleshooting.txt · Last modified: 2021/04/30 10:47 by tlittle