Acquisitions

 

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Important Acquisitions Dates

October 1st – On or before this date, Acquisitions requests that any resources to be acquired from pools of funding being coordinated by individual subject specialists (Health Sciences, NSM, etc…) AND individual orders of electronic resources (backfiles, newspapers, databases, etc…) be turned in.

February 1st – By close of business on Feb. 1, any remaining orders requiring:

  1. approval of a sole source justification or
  2. a license and is greater than or equal to $5,000 in total value.

Procurement rules are such that an order cannot be assumed unless this date is met

April 30th – Date of last orders for the current FY for any amount less than $5,000 that does not require a license. This includes all firm orders. The only exception for materials procurement for the current FY will be approval plan orders as those are prepaid on account (but that account must also be paid by last invoice date: last day for transfers to pbad is therefore also last order day).

May 20th (or last Monday before Memorial Day) – Date of last invoices. Any invoices received before May 20th will be processed in the current FY if there is a valid order. Acquisitions and the Library Business Office cannot guarantee current FY processing of any invoices received after this date. Invoices received after this date may be held for processing off of the assigned funds in the next FY.

June 1 – New orders for the next FY may be submitted understanding that these are not paid until the next FY. Orders should be limited to special needs such as Reserves, Faculty request etc. No credit card payments are possible. Orders are NOT obligated in Voyager to allow input (as the funds are being zeroed out).

June 7th - (or last Friday in June) – Date of last approval orders. No exceptions. These orders take 3-5 business days to load completely as an order into Voyager. Acquisitions will reserve the right to hold any order that will over expend an approval sub-allocation. Selections made on GOBI that cannot be funded by a sub-allocation will sit in GOBI selection folders until the new FY for approvals and will load against that next year sub-allocation.

July 2nd week- New Main Ledger created In Voyager Acquisitions: all recurring POs are rolled; all firms orders not yet received and still on active order OR received after invoice close and not yet paid are rolled into the new FY: NOTE: Allocated funds will NOT represent accurate balances for the new fiscal year, but merely serve as placeholders that enable ordering to being while balances for the new fiscal year are being loaded. See July-August below.

July 3rd week- New Approval sub-allocations distributed, New Approval Ledger created, and new approval orders initiated.

July–August: Upon completion of materials allocations for the current fiscal year, Current FY funds refreshed in Voyager Acquisitions by the Library Business Office. The LBO is the only office authorized to adjust fund balances in Voyager.