We at the county law library have been using DB/Textworks for several years but are considering moving to the Library module. Looking at it, I can't seem to figure out how the multitudenous invoices for law book continuations are entered and tracked. Is anyone out there keeping really good financial records somehow on DB/Textworks that you'd be willing to share or do you record on a separate database (Excel, Access, etc.)? If you keep invoices on the Library module, did you design your own textstructures or significantly modify what came with the module? We're just starting to look at the possibilities and would like to simplify our lives. Any helpful suggestions would be appreciated.
Thanks, Sandra

We are a law firm and keep track by adding 2 fields to the Catalog structure, the first one is Cost. This is used to enter each invoice as an entry, number (currency) + trailing text, (eg. 12.20 inv# 12345 / inv. date 5/16/02). The second added field is YTD (Year To Date.) It is a computed number, it totals all the entries in the Cost field.

At the end of the year we make a copy of the Catalog so we have all the fiscal information for that year. Then we delete the Cost field and the YTD is automatically set to zero. I actually export the YTD field from the saved Catalog and then import it into another added field called History so we have previous year's costs (we have totals back to 1992).

I hope this helps!!!

KMW

quote:

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Originally posted by KMW:
We are a law firm and keep track by adding 2 fields to the Catalog structure, the first one is Cost. This is used to enter each invoice as an entry, number (currency) + trailing text, (eg. 12.20 inv# 12345 / inv. date 5/16/02). The second added field is YTD (Year To Date.) It is a computed number, it totals all the entries in the Cost field.

At the end of the year we make a copy of the Catalog so we have all the fiscal information for that year. Then we delete the Cost field and the YTD is automatically set to zero. I actually export the YTD field from the saved Catalog and then import it into another added field called History so we have previous year's costs (we have totals back to 1992).

I hope this helps!!!

KMW

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Do you use F7 to add a sub field if there is another invoice for the same title?

What do you do when you receive an invoice for something that is related to a record in your catalog, but is not itself in the catalog? Add a new catalog record?

Thanks,
JL

Yes, I use the F7 key for each invoice.

I'm not sure what you mean by related to a record. Take for example USCA. It is updated with pocket parts, supplements and bound volumes. We only have one record in Catalog for it, but 3 records in Check-in (Serials). We link the Check-in records to the catalog record. The Catalog record has all the invoices in it.

Please let me know if this helps.

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quote:

Originally posted by KMW:
Take for example USCA. It is updated with pocket parts, supplements and bound volumes. We only have one record in Catalog for it, but 3 records in Check-in (Serials). We link the Check-in records to the catalog record.
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I am just setting up our serial checkin records and I have only found checkin options for dated issues (Winter 2005, 1/1/2005, etc.) How are you handling something like you mention with USCA tat is a replacement volume, or a Tax pamphlet?