Subscription Acquisitions

Subscriptions are paid in BearkatBuy/Banner and the library integrated library system (SirsiDynix Symphony Workflows Acquisitions module).

An Excel spreadsheet is kept where information is recorded for payments made in BearkatBuy/Banner which is saved in the Technical Services drive in the Acquisitions>BKB PMTS 2016-present>SUB>FY2022 folder. New fiscal year folders are created each year. The name of the file reflects the fiscal year; e.g. FY22 Sub Payment Records.

This file is also used to set up the expected payments and budgets for each new fiscal year including estimates per vendor for BKB blanket purchase orders and One-Off vendors (for which only one invoice is expected for the year.)  As invoices are received for resources during the year, they are recorded on this spreadsheet.

Below the estimated and actual payment sections is a balancing section. In the first part of the balancing section, information from Banner is inserted for the budgets, encumbrances, payments and balances for university accounts. This is compared to the totals recorded on the spreadsheet. There is another section where information from the Sirsi Acquisitions module fund nesting report totals are inserted and compared to the Banner amounts.