When A & R pays invoices in Aleph, the next day, they reconcile their payments to the change in Aleph materials budget payments. They get the "P" report, approv-p, and it shows the total amount of all invoices paid the previous day. They find the change in materials budget balance by subtracting the current day's budget summary paid amount from the previous budget summary's paid amount. The change in the materials budget balance should match the amount on the "P" report. If it doesn't, there is a discrepancy. This means that someone has accidentally done something improper impacting the payment amount in Aleph, and that change won't be reflected in Peoplesoft, and A & R won't be able to reconcile that change in the payment amount with a payment in Peoplesoft. We find the cause of these discrepancies and fix them.Here are some things to try:

1. Subtract the total amount on the "P" report from the change in Aleph materials budget payments to determine the amount of the discrepancy.

2. Don't pay any invoice and wait until tomorrow. Did the the payments change? Did it correct the discrepency? If so, reconcile to the P report from before the last changes to the new one and nothing more needs to be done.

3. Ask acquisitions staff and Joyce Tenney if any of them have done something to a paid invoice that might have caused the discrepancy (both altering and deleting paid invoices can cause this). See if they can match their change to the amount of the discrepancy. If so, have them reverse the change, and see if the discrepancy is corrected using the live information on the MAT budget in Aleph. Then have them enter their change as a new invoice  to go through the usual payment process, using the same invoice number but with COR added after the number, and attached to the associate orders so that they will have both the original and correction attached.

4. Check any newly created funds to ensure that they're properly connected to a fund structure. Materials funds must connect to the MAT budget through the hierarchy, and Rev budgets must connect to REV budget through the hierarchy. If either are incorrectly linked or not linked at all, total all payments on that fund on the "P" report, and that should match the amount of the discrepancy. Once the fund is correctly linked see if the discrepancy is corrected using the live information on the MAT budget in Aleph.

5. If the problem still isn't fixed, use the "P" report to find the amount paid on serials, and reconcile it by subtracting the current day's serials paid amount, from the previous budget serials paid amount. If the discrepancy is in serials, ask Joyce Tunney to investigate. If she can't a find the problem,  reconcile the individual serials budgets to the "P" report to determine which funds the discrepancy occurred in.  Check their payment logs for recent transactions, then check the invoices they're on, as something is wrong with one of them. Once a problem is identified contact Joyce. If a loader is the source of the problem, she'll submit an RX and wait for DSS to look at. If they don't correct using automaton, correct manually. If a loader is not the source of the problem, she'll just fix.

6. If the problem still isn't fixed, use the "P" report to find the amount paid on monographs and reconcile it by subtracting the current day's monographs paid amount, from the previous budget monographs paid amount. Then reconcile the individual monograph budgets to the "P" report to determine which funds the discrepancy occurred in. Check their payment logs for recent transactions, then check the invoices they're on, as something is wrong with one of those transactions., correct it. Once a problem is identified: if a loader is the source of the problem, submit an RX and wait for DSS to look at. If they don't correct using automation, correct manually. If a loader is not the source of the problem, just fix.

7. If all of this fails, tell A&R that you can't find it, and they'll have to document and carry the discrepancy on their reports through the end of the FY.