[Wactclc-alma] [External] RE: Problem with Negative encumbrance

[Guidry, Wade]

Attached is a March 2019 thread from Alma-L that I believe matches what Olympic saw.

Basically, Alma is currently allowing over encumbering of funds, but not overspending. Even if overencumberence allowed is set to "no".

The symptom may only occur in certain scenarios, I don't know.

But in any case, the quoted ExL response in SF states that a patch has been developed and is being tested.

My guess is that, if you tried to actually spend that overencumberence out of the fund, it would have been disallowed.

My guess is also that this functionality (allowing the overencumberence) was put in place at one time to allow institutions to place orders, with the intention of increasing the fund budget later.






Wade Guidry
WACTCLC
Library Consortium Services Manager
wade at bigbend.edu<mailto:wade at bigbend.edu>
http://www.wactclc.org

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Wall, Miriam
Sent: Monday, June 3, 2019 1:22 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] [External] RE: Problem with Negative encumbrance

Thank you Kirsti!  Amy looked at the e-mail you referenced and managed to find some search terms that led us to some helpful instructions. Working together we managed to get the negative encumbrance to go away.  Here is what we ended up doing:


1.        Reactivate the POLs in question-the job won't work unless the POLs are active.

2.      Make a set of the POLs.

3.      Run the "Update PO Lines Transactions" job to release the encumbrances.

4.      Cancel the POLs to remove them from Review.

This last step is less than optimal because it leaves the POL in a status of canceled rather than closed.  However, as far as I can tell the options to remove a POL from review are order, cancel or delete.  Of these, cancel seemed the least detrimental and since the items had already been received canceling the POL does not delete the item.


I still have no idea how I got the negative encumbrances in the first place, but I'm very happy we were able to remove them!

Miriam



Miriam Wall
Haselwood Library
Olympic College
1600 Chester Ave.
Bremerton, WA 98337
(360)475-7258

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Thomas, Kirsti
Sent: Monday, June 03, 2019 12:02 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [External] RE: [Wactclc-alma] Problem with Negative encumbrance

Could it be related to credits? There was something on Alma-L recently talking about how credits affect encumbrances.

Look for an email to Alma-L from Alexandra Ogilvie on May 15, 2019. (I don't actually remember these specific details.  I just saved the email in our OneNote Notebook for future reference)


It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>
206-934-4106



From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Wall, Miriam
Sent: Monday, 3 June, 2019 11:41
To: wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>
Subject: [Wactclc-alma] Problem with Negative encumbrance

I've run into a very puzzling situation.

One of my funds is showing a negative encumbered balance.

[cid:image001.png at 01D51A22.A5E00570]

  Amy was able to run an analytic that showed me which items are creating this negative encumbrance:

[cid:image002.png at 01D51A22.A5E00570]

While all three items are on the same PO, other items on the PO did not act in the same way.  We looked at the history of the POL and could not see anything that is different than the history on a POL that worked correctly and it shows as being fully invoiced.  I would love to be able to remove the negative encumbrance so that the budget shows as having a zero balance.

If anyone have any experience with this problem or ideas on how to fix it, I would appreciate help with this!  Thank you all~

[cid:image003.png at 01D51A22.A5E00570]

Miriam Wall
Haselwood Library
Olympic College
1600 Chester Ave.
Bremerton, WA 98337
(360)475-7258

-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20190603/51090557/attachment-0002.html>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image001.png
Type: image/png
Size: 26815 bytes
Desc: image001.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20190603/51090557/attachment-0006.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image002.png
Type: image/png
Size: 22523 bytes
Desc: image002.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20190603/51090557/attachment-0007.png>
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image003.png
Type: image/png
Size: 130619 bytes
Desc: image003.png
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20190603/51090557/attachment-0008.png>
-------------- next part --------------
An embedded message was scrubbed...
From: Noam Fass via Alma <alma at exlibrisusers.org>
Subject: Re: [ALMA-L] Acquisitions - there is no longer functionality to block over committing of an allocated fund?
Date: Thu, 28 Mar 2019 14:08:32 +0000
Size: 59495
URL: <http://lists.ctc.edu/pipermail/wactclc-alma_lists.ctc.edu/attachments/20190603/51090557/attachment-0002.mht>