- After Year End close-Out is completed by ITD, the report BC-06-m-update will be available in task manager. The Acquisitions Librarian can print this report.
- Locate all encumbrances on the report that are more than 2 years old. This can be done by looking at the order number, as the two digits immediately following the BC indicate the fiscal year. For example, BC05 indicates that the order was created in FY05.
- For each encumbrance more than 2 years old, follow these steps:
- Pull up the order by the order number and print the order using the Print/Cancel button.
- Check the value in the Additional Order #1 field. If it's a number, it was an order done on a purchase order. Check the files for documentation. If none is present, continue. If it's VISA, give the order to the VISA holder to determine if the order is still open. The VISA card holder will initial it if it can be deleted.
- Check that there is no invoice, no arrival, and the the order status is SV.
- Delete the order and the item record.
- Check for holdings on the bib record to see if it needs to be deleted. If there are no holdings remaining, print it in marc format view and report it for deletion by writing "Delete" on it and giving it to Michelle.
Slip that may be used for this
(Microsoft Word Format)