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Payments Unit

• GL codes normally used by the Payments Unit are bold and non-black.
• 53245 is the GL code assigned to all payments processed in Unicorn unless a different GL code is present in the requisition number field of the OTR to which the payment line is linked.
• Red GL codes should always be input in the requisition number field of the OTR when applicable.The requisition number field can be updated even after paying and locking the invoice as long as it is done on the same day.
• Muave GL codes are not in the oracle tables because they are only used in subsidiary payments with 0ZZZ001.

53235  Serials - Domestic
53240  Serials - Foreign
53225  Monographs received on standing order - Domestic
53230  Monographs received on standing order - Foreign

1. Determine whether the payment is for a serial or monographic series by determining the cataloging treatment on the ITEM DISPLAY 1 screen:
   • CALL # VARIES = monograph received on standing order
     CALL # VARIES is the call # for the library or, if the title is not cataloged, "CAS" is in a 940 field of the bibliographic display. (The latter will usually be the case for standing orders for monographic series placed by the Search/Order Unit.)
   • Analytic = monograph received on standing order
     ANALS have a call # and the following note in the MARC holdings segment for the library: "INDIVIDUAL VOLUMES OF THIS TITLE ALSO CATALOGED SEPARATELY".
   • TERMSET = monograph received on standing order
     The order type = TERMSET and the Bib_Lvl field = b and somewhere in the order there is a message to the vendor stating we want all volumes published in the set. Be very careful. Orders for multiple back issues, replacement copies, or back volumes may also have the order type TERMSET but should not have a GL code.
   • classed together, not analyzed = serials
     These "regular" serials have a call number and no analytics note in the MARC holdings segment.
2. Determine whether the title is a domestic or foreign publication by information in the 260 field. [i.e. Place of Publication, Pubisher, Publication Date] If published in the U.S. and abroad, use vendor to determine whether GL code should be domestic or foreign.
3. Input the correct GL code in the requisition number field of the order line you are linking the payment to. This will only affect this order line.
   • Select the pay line on the invoice record and issue command EDIT ORDER.
   • Input the correct GL code in the requisition number field.
   • Input a value in the parts field and receive/load order if appropriate.
   • <ENTER>
4. Input the correct GL code in the requisition number field of the order record [i.e. line 1] This will affect all future order lines created for this order. [Hint:  Apply the guidelines below in step 3, to determine whether or not this step is necessary]
   • Issue the command EDIT ORDER and change the line # to "1" before <ENTER>
   • If the field already contains a GL code, correct it if necessary.
   • If the field contains an obsolete order # and the vendor cites a different order # on the invoice, replace the obsolete order # with the correct GL code.
   • If the field contains an obsolete order # which is still cited on the invoice, do not replace it with a GL code.
   • Input "GLFIX" in its own extended information NOTE field if you have input a GL code in line 1 of the recurring order.
   • <ENTER>
   • Close all unnecessary windows and return to the invoice record display.

general leger codes
GL codes

Last modified: June 8, 2006