Simplified Acquisitions

To implement Simplified Acquisitions, please contact Innovative.

Before adopting Simplified Acquisitions, please note that the system will not maintain a financial transaction history for your organization once this method is implemented. The system cannot produce an audit trail and no mechanism for trouble-shooting will be in effect. Before contacting Innovative to activate this option, you should prepare for Simplified Acquisitions. If you want to discontinue this function, see Deactivating Simplified Acquisitions.

Simplified Acquisitions is a streamlined approach to ordering and receiving without printing and maintaining reports, steps ordinarily required to post invoices and encumbrances. For information comparing Simplified Acquisitions features to traditional acquisition-related activities, see Features of Simplified Acquisitions.

The following steps to enter invoices apply only to organizations that have adopted Simplified Acquisitions:

Choose Pay an Invoice from the Function drop-down list.
You will automatically receive an invoice to enter.
Follow the procedure for Creating Invoices, beginning at the step to enter the required fields of Invoice Number and Invoice Date. (Skip the preliminary steps for choosing a session and creating an invoice.)
After you Finish the invoice, it is automatically posted. You will receive the next invoice to enter.
To exit from Simplified Acquisitions, change to another function.

Features of Simplified Acquisitions

Turning on Simplified Acquisitions implements the following features:

A transaction history is no longer maintained by the system
Posting occurs automatically after you enter invoices, adjust fund balances, or cancel orders
No reports print as part of the posting process
After you enter or update an order, the encumbrance will not post until:
- You post encumbrances
  OR
- The next time an invoice is entered and posting of anything in the pay files is automatically run
The Fund Activity Report shows only the balance in the fund file, no activity
The ACQUISITIONS/SERIALS status option no longer displays the status of the payment history file
Outputting Vouchers is disabled
The Fiscal Close procedure is different. It is no longer necessary to print the final financial report or clear the payment history file

Preparing for Simplified Acquisitions

Before Innovative activates Simplified Acquisitions, you should:

Process all electronic invoices
Post all sessions
Run a final Fund Activity Report
When prompted in the Fund Activity Report, clear the payment history file

Deactivating Simplified Acquisitions

If your library elects to discontinue Simplified Acquisitions, you must contact Innovative. Go through a fiscal close before Innovative turns off Simplified Acquisitions. If you do not perform a fiscal close, the funds will never balance due to activity records missing from the payment history file for the period you were using Simplified Acquisitions.