Acquisitions Statistics

 

 

Importing data into the Monthly Expenditure Report Alter the Structure of the Monthly Expenditure Report

 

 

 

Importing data into the Monthly Expenditure Report

 

1.  In Millenium heirarchies, select "all funds", select the "put" icon on the top of the screen and select an unused fund (i.e. anan8 - next years' fund) and add to the heirarchy. (This will be deleted at the end of the statistics process)

 

2.   If not already open, open a web browser (Internet Explorer or Firefox) and go to: http://www.infosoup.org/manage

 

3.   Under Acquisitions, click on the Fund Reports button.

 

4.   Log into the reports  ( "acirc" and password "7213"). 

     Double click on the "All funds" tab.

 

5.   The process to download the report is different depending on if you're using Internet Explorer or Firefox.

 

        Internet Explorer instructions

            1.  In the Millennium icon bar, click the Download button.  You'll likely have to click it twice.

            2.  And depending on your security settings, IE will present a yellow bar that states:  "To help protect your security...  Click here for options...".  Click the yellow bar. Make sure you are in "All Funds".

            3.  From the popup window, select Download File

            4.  If at this point you may get a Millennium error page, click the back arrow.

            5.  Try again.  And again.  Third time seems to be the charm for me.

            6.  Finally, you'll get a File Download window.  Windows recognizes that a file is being asked to be download over the Internet.  It presents a security window asking you to confirm the download request.  Click the Save button.

            7.  In the Save As popup window, save the file to the Desktop.  Give the file a .txt extention.  Click the save button.

            8.  At the Download Complete window, select the Close button.

 

       Firefox instructions

             1.  In the Millennium icon bar, click the Download button.

             2.  The display will change to show the funds in a comma delimited text format. 

             3.  Click File/Save Page As... (download_lxl.txt)

             4.  In the popup window, select your Desktop and give the file a name.  If offered, set the file name extension to .txt.  Click the Save button.

 

6.   Open P:\Techserv\Acquisitions\Statistics\New2007AcqMonthlyStats.xls

 

7.   Move to Fund Balances page

 

8.   Move to cell A1.

 

9.   Click File/Open.  Move to your Desktop.  Select the "file name.txt" you saved the above download as. 

 

10.  Excel will open its Import Wizard.  Select the Delimited option.  Click the Next button.  Select the Comma option.  Click the Finish button.  The file opens in a new spreadsheet.

 

11. In this new spreadsheet.  Move to cell A1.  Click Ctrl-Shift-End to select all of the data.  Ctrl-C to copy the data.  Switch to the Fund Balances page.  Make sure you're in cell A1.  Press Ctrl-V to paste.

 

12. Check your pages to make sure your funds updated appropriately.

     Check each column on the statistics overview page with Millenium.  (All funds, Lost & Paid, Carry over, Foundation, and OWLS)

 

13.  Change the date on the overview page to reflect current month. Print three copies of all pages.  One complete set for Acquisitions, one complete set for Michael, and others divided among departments depending on selection areas.

 

     Fund History Report

 

1.  In Millenium, select "Funds".

     Click on "current funds"

     Click on activity tab.

     Click the "show all" box, then click start, then click on OK.  Wait until all of the funds are displayed in the list. 

 

2.  Click on "file" > select printer > standard > send to e-mail address > acqreports@apl.org

     Click on the print button in Millenium.  Wait for e-mail confirmation before continuing.

     Go to your e-mail.  Select the folder list to display public folders and expand to open all public folders.       Expand Tech Services folder and open AcqReports.  Check for the FTS e-mail for the current month you    have sent to the folder.   When it is listed, toggle back to Fund History and click on the print out OK button in the box.  Then select clear payment history that has been highlighted and click OK.

     Toggle back to FTS e-mail for the current month and open the e-mail.

     Go to File > Save as > My computer > data on 'phobos' (P):\Tech Services\Acq\III Millenium.

     Change file name for current year, month, and day .txt and click save.

 

     Vendor Stats

 

1.  Update vendor stats to keep current amounts.

 

     In Millenium, select Vendor statistics from list.

     Select range if not already prompted.

     Enter from and to dates to match the same dates of the current monthl statistics.

     Click start

     When vendor list displays, click on copy to vendors

     After vendor stats have been updated, click OK when it is highlighted.

 

 

 

 

 

 

 

 

 

 

Alter the Structure of the Monthly Expenditure Report

 

 

Overview:

 

The Appleton Public Library's Monthly Expenditure Report is generated from fund balance information extracted from the Millennium Acquisitions Client, though we don't actually use the client to extract the data.  Instead, data is culled using the Web Management Reports.  The Fund data in web management reports