SWIFT

TSAD Information Bulletin 1995-3
Acquisitions Management Reports


Acquisitions Management Reports
16 October 1995

   A number of Acquisitions Management Reports are available from TSAD
courtesy of the Library Systems Office.  The reports currently
available are described below and a sample of each report is appended.
With the exception of the Fund Activity Report, each report will be
provided on an "as needed" basis.  To request one of these reports,
please contact the Director or one of the Department Heads who works
with funds in TSAD.  TSAD will work with each requestor to determine
which report best suits the stated needs.  TSAD will complete and
submit the necessary paperwork as well.  Typically, these special
request reports will be run on Fridays.  The report will be sent by
the end of the next business day.

Fund Activity Reports	

   The Fund Activity Reports will be run on a biweekly basis.  As the
name indicates this report presents all activity in a fund for that
two-week time period.  The report itself lists the fund's net
allocation, uncommitted balance and a summary of the encumbrance and
expenditureactivity for the period.

   The print version of the Fund Activity Report is available in two
sort orders.  The first sort order is by title; the second by
expenditure class (XC).  An example of each is attached to this TSAD
Information Bulletin as Attachments 1-2.

   Given the size of the Fund Activity Report, its frequency, and the
amount of time required to sort and distribute the printed report,
this report, sorted by title, has been made available on the World
Wide Web.  The address is:

   http://www.columbia.edu/~bertchum/far.html  

   The code for this report is FARA (all funds) or FARI (individual
fund).  When requesting a report for individual funds, the time period
to be covered should be specified as well.

Continuations or Periodicals Reports

   The Continuations or Periodicals Report presents an historical
analysis of all activity in the OPR's associated with a particular
fund.  The report notes the CLIO record number, order scope statement,
title, publisher, vendor code, and each payment made in this OPR for
the individual titles.  The payment information includes the
transaction date, the fiscal year, the amount paid in US Dollars (PD$)
and the free text information from the P statements.

   This report is scheduled to be run on an annual basis.  However, a
report can be requested for an individual fund on demand. An example
is attached to this TSAD Information Bulletin as Attachments 3-4.

   The code for this report is CPR.  

Vendor/Title Lists

   This report would be used to identify the items on order or
acquired from a particular vendor.  The report includes the CLIO
record numbers, vendor codes, fund codes, the format codes from the
fixed field of the bibliographic record, title and the order scope
statement from the OPR.  The report can be qualified by fiscal year as
well.

   This report is scheduled to be run on an on demand basis. An
example is attached to this TSAD Information Bulletin as Attachment 5.
The code for this report is TLBV.

Fund Cross-Reference Lists

   This report presents a list of all of the CLIO fund codes with the
corresponding values from the AP system and the FAS system.  There are
five elements in this report: the CLIO Fund code, the Fund Name, the
FAS code (first 12 characters from the Official ID), the AP code (last
four characters of the Official ID), and the department code (first
two characters of Budget ID).

   With the exception of the department code, each of these character
sets is unique.  When the sort is by departmental code, the subsort
will be by Fund Code.  A report for each set of values will be printed
on an annual basis.  If a number of changes are made to the funds,
this report may be requested on demand.

   An example of each is attached to this TSAD Information Bulletin as
Attachments 6-10.  The code for this report is FACR.

Claim Alert List

   This report is an enhanced Expired Action Request List (EARL).
Instead of the minimal information which the EARL presents, the Claim
Alert List provides sufficient information for the supervisor to make
judgements about the action needed.  The list itself can then be
turned over to student level staff for processing.  This speeds the
handling of the claiming process while still allowing oversight by the
supervisor.
	
   An example is attached to this TSAD Information Bulletin as
Attachment 11.  The code for this report is CAL.  Specify the RECUNIT
when requesting this report.

Invoice Payment Reports

   This report is used to track payments to vendors and expenditures
against funds in CLIO.  This on demand report is used in problem
resolution.  The report itself is created working from the information
found in invoice records.  The report can be sorted by vendor code or
fund code.  The requestor should identify and provide the period which
the report should cover.

   For invoices created within the stated period, the report should
list all P lines sorted first by the vendor code and then by the fund
code, or vice versa.

   An example is attached to this TSAD Information Bulletin as
Attachments 12-13.  The code for this report is INVR.

Invoices by Creation Date

   This report is a weekly listing of all of the approved and
unapproved invoices created in a given week.  The report is arranged
by CLIO invoice number and sorted by vendor, listing funds and
associated expenditures for each invoice.

   This report eliminates much of the labor intensive record
examination which must occur when a charge in FAS is questioned.  This
allows AAS to quickly identify a charge and determine whether the
charges were valid.

   This report is scheduled to be run on an on demand basis. An
example is attached to this TSAD Information Bulletin as Attachment
14.  The code for this report is IBCD.

Unpaid Serials Report

   This report identifies all of the serials which do not appear to be
paid in the current fiscal year.  This report would be used to
identify subscriptions which appear to have lapsed.

   The report includes the CLIO record number, fund code, order scope
statements of AN or BN, brief title, and vendor code.  This report is
a subset of the Continuations or Periodicals Report.  The Unpaid
Serials Report lists only those titles which do not have a P statement
from the current fiscal year.  Although the report can be sorted by
any of the elements, the default sort will be by fund code.

   This report is scheduled to be run on an on demand basis. An
example is attached to this TSAD Information Bulletin as Attachment
15.  The code for this report is SNP.

Country of Publication or Languages Sorted by Fund Code Report

   This report is available in two versions.  The first presents
statistical information on the languages of the material acquired
within each fund code and the amount of money spent.  The second
presents statistical information on the country of publication for the
materials acquired within each fund code and the amount of money
spent.  These reports list the total item counts and dollars expended
for each language or country of publication within a given fund code.
The report covers only monographic material.

   This report should be run on an annual basis at the close of the
fiscal year to provide summary information about the growth of the
collection.  Examples of these reports are attached to this TSAD
Information Bulletin as Attachments 16-17.  The code for this report
is BRDS.

Last revision: 3/29/96
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