Date: Wed, 18 Aug 1999 09:34:57 -0700

Here is the long ago promised explanation of how to tell whether an order record has an encumbrance.

An order record has an encumbrance when three things appear in the record:
      (1)  The record has a FUND
      (2)  The record has an ESTIMATED PRICE
      (3)  The record has a STATUS of "o", "c", "q" or "e".

All three must be in the record for there to be an encumbrance.  When an order record with these three elements is input into the system,  the system places a lien in the amount of the EPRICE against the FUND indicated.

When the order is paid the EPRICE will be disencumbered and the status will change.  New subscriptions and standing orders will have their status changed from "c" to "d". (Later an Accounts staff member will change that status to "f".)  When firm orders are paid their status changes from "o" to "a".

Status "q" and "e" are for orders that have been partially received and partially paid.  (Status "q" for firm orders and status "e" for continuations)  When Accounts is paying for only a part of the order, they put an asterisk at the beginning of the note field of the payment line, and only the amount paid on that invoice is disencumbered.

When an order is cancelled, the status changes to "z" and the fund is disencumbered.

An order record with an encumbrance will stay in the system for all eternity or until the system crashes, whichever comes first.  Notes saying, "Received without invoice",  "Free" or "Rejected" do not disencumber the funds.  Funds are disencumbered only when the order is paid for, the order is cancelled, or a person changes the status, and makes the computer believe it has been paid or cancelled.

Have a nice day.

ME

©2007 UCR Libraries, All Rights Reserved. Privacy Statement   Suggestions/Comments