Durham University Library has been transferring invoice data
electronically from Innopac to our University financial system (Oracle)
since August 2000.
We use the:
"Output vouchers for accounting office" Save to file
option from the financial function menu and then export the file using the
"Send Print File out of Innopac using IFTS"
option from the Read/write Marc records menu.
This produces an ASCII file of the vouchers in an area on a University
machine that can be accessed by the University financial system. The data
in this file is then loaded into Oracle using software produced by a
member of the University Financial system support services.
The vouchers include nearly all the invoice data required by the financial
system:
supplier name and address
invoice number, date and total
amount to be charged to each external fund
The vouchers do not have a VAT code, so we have a default of the Z code
included in the invoice loading process and this can be altered at the
final stage when the invoices have to be approved on the system by a
member of staff.
The voucher does not include a unique number which could be used for
matching with a supplier record on the University financial system, so a
combination of post code and the first characters of the supplier name are
used to find the correct supplier record on the University financial
system.
This transfer of invoice data is currently used for all our sterling
invoices and is working well. The exclusion of foreign currency invoices
is the result of the Finance Office's current working methods for dealing
with foreign payments rather than any problem in the data transfer.
Please get in touch with me if you require any further information.
Malcolm Ferguson
On Mon, 22 Jan 2001, C.Moll wrote:
> I would be interested in hearing from anyone who is successfully
> transferring invoice data electronically from Innopac to their
> university finance system, either using the appropriate Innopac
> features, or by any other means. The University of Hull is preparing
> for the installation of a new accounting system in the summer, and, as
> part of the preparation, the Library is looking at how invoicing
> information can be transferred electronically from Innopac to the new
> finance system.
>
> A similar query last summer produced a reply from Bangor, but maybe
> there are other libraries who are now doing this.
>
> Another question, which also relates to our new financial system,
> concerns Library VAT Companies. If your university has set up such a
> company, how do you distinguish between invoices which have VAT, and
> those which don't? At Hull, we use different external funds, which
> works fine at present as we submit paper copies of invoices to the
> university finance office, and so we can indicate which external fund
> to use. However, we couldn't do this if invoice data were transferred
> electronically, as Innopac only allows one external fund to be
> associated with any particular Innopac fund.
>
>
> ------------------------------------------------------
> Christopher Moll, Acquisitions Librarian,
> Academic Services Libraries,
> University of Hull, Cottingham Road, Hull HU6 7RX, UK
> Phone: (01482) 465446 Fax: (01482) 466205
> Email: [log in to unmask]
> ------------------------------------------------------
>
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