Hi all

Sorry for the query about this being sent to the list  - it was intended for
Mieko!

Nigel

M J Ferguson wrote:

> 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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Nigel Soane
Deputy Director and Head of Library Services     Tel:    01248 382962
Information Services                             Fax:    01248 382979
University of Wales, Bangor                      Email:  [log in to unmask]

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