Examples of the Use of Acquisitions Reports
Has the Journal of Sandwich Structures been renewed? If you want to guarantee availability without interruption or, on the contrary, to cancel it, check its status.
It is the beginning of the fiscal year, but already there are few funds listed under Available on the ledger. Why?
It is the end of the fiscal year. Don't want to leave unspent funds? Don't want to over-spend? Check what still needs to be paid.
For more, see What Do You Need?
Ordered & Not Paid - COMMITMENTS REMAINING: CURRENT
Prevent over or under-expending by finding out what orders remain outstanding and expect to be paid in the current fiscal year.
Commits Remaining Reports list resources that are in the Commitments-Total and Commitments-Pending section of the ledger. Remember that this is a moving target--the sums in this report may not perfectly match today's sum in the ledger.
Ordered & Not Paid - COMMITMENTS REMAINING: PAST
Past Commits Remaining Reports provide you with expenditure patterns. Most vendors have, within a month or so, regular schedules for their annual invoicing of journal subscriptions. A review of past remaining commitments during intervals within past fiscal years will help you calculate what to expect in the current fiscal year.
Ordered & Paid + Ordered & Not Paid - ALL ACTIVE ORDERS & ALL TRANSACTIONS YEAR-TO-DATE
What has been purchased so far in the current fiscal year and what is the balance on funds for which you are responsibile? These reports cover all actions. The titles listed have been ordered and paid for or ordered and not yet paid for (open orders).
If you run this report, you can choose it with or without detailed fund information:
- Access Report: This is like the Fund Balance Report sent to you each month from ERaCA, but with deep detail at the title or transaction-level and at the fund type-level. For each fund type within a parent fund, the titles and other information are supplied as well as the allocations, expenditures, balances, pending transactions, and invoice totals for each fund type.
- Spreadsheet: This is like the Access Report, but it does not include summary data, though you can generate it. The spreadsheet format allows you to manipulate the data (sum, sort or other functions). It contains the same bibliographic data as above, but not the summary of fund balances, expenditures, etc.
Ledger Information Chart - THE FUND BALANCE REPORT
This provides you with the same information you would see if you checked the ledger. The differences are that (1) this report is in an easy-to-read format and (2) this static report is less up-to-date than the ever-changing ledger. All funds related to the collection are included, e.g. endowments. The last three columns-- Cash Balance, Commitments, Net Available-- may be of particular interest in using this report for fund management.
