Aleph Update: Invoice Status problem


This message will be of interest to acquisitions and financial staff.

Here is more information on the Invoice Status problem (see below for my earlier message).  We now see that the Invoice Status on M orders is not changing to Cmp (Complete) if you open the Budget List while creating a line item -- even if you don't actually change the budget.  If you need to view the encumbered budget before making a payment, you can click on Encumber on the Nav Tree or view the encumbered budget on Tab 2 (Order Info) of the line item.

Also, you will see that when you close the Budget List, the line item is saved automatically (the Update button on the line item is not active).  And you are not being presented with the "Would you like to mark the material as having arrived?" message that allows you to update Arrival Status while recording payment

These problems have been reported to Ex Libris.

KA

Date: Mon, 30 Jul 2007 14:58:51 -0400
To: hulinfo
From: Kathleen Anderson
Subject: Aleph Update: Invoice Status not changing to Complete when change budget


This message will be of interest to acquisitions and financial staff.
The recent service pack installation introduced a problem which occurs when you change a budget while making a payment.   If you change the budget on an M order by clicking on the Budgets button on the line item and selecting a new budget from the Budget List, the "Order Completely Invoiced" flag disappears from the line item and the Invoice Status of the order is not changed to Cmp.

To fix the Invoice Status problem after the fact, do the following:

   1.  Check the "Invoice Status Complete" box on tab 2 of the order
  2.  Click on Update

One way to prevent the problem is to change the encumbered budget before you create the line item.  Here is the workflow for doing that:

   1.  Highlight the order on the Order List
   2.  Click on Encumber on the Nav Tree
   2.  Highlight the original encumbered budget
   3.  Click on the Delete Budget button
   3.  Type the new budget in the Budget Code to Add field (or open the Budget List and select the budget)
   4.  Click on the Add Budget button
   5.  Go back to the Order List and record arrival and make payment as usual

Note that this problem is only relevant to M orders since the "Order Completely Invoiced" flag is not active on line items for O and S orders (you must change Invoice Status manually).

Thanks for your patience as we try to resolve this problem.

KA

Kathleen Anderson
Library Systems Manager
Office for Information Systems
Harvard University Library
90 Mount Auburn Street
Cambridge, MA 02138

Phone: 617-495-3724
Fax: 617-496-5600