Workflow for Cashing Posting Order

Workflow information for Model 3 of ERM/Acquisitions

Workflow:  Chancellor's Office (CO) negotiates the contract for database on behalf of participating libraries. The CO pays for the database and then the libraries sends funds to the CO via CPO*  
Is there any way to track the funds?  

*CPO description: 
The CSU uses the Cash Posting Order (CPO) as its standard mechanism for cost recovery between campuses (including the Chancellor's Office). Instead of invoicing Campus B for expenses Campus A has incurred on its behalf, Campus A simply submits a CPO to the Chancellor's Office. The Chancellor's Office then notifies the bank used by the CSU to move cash from Campus B's account to Campus A's account.

The campus department receiving the funds is the one who initiates the CPO request and submits the form to their campus Accounting Office. To begin a CPO request, download the current CPO Request Form and fill out the following sections on the first tab of the form. (The second tab provides a sample CPO Request.)

1b Request Date - Enter today's date.

2a CPO Requestor/Contact– Enter your contact information.

3a CPO Subject Line – Enter a title that will be used to identify this CPO transaction on all reports.

3b CPO Detailed Description – Enter a description of the CPO's purpose.

5a CPO Transfer Information– Description 1, 2, 3 – Enter up to three different descriptions to provide additional detail information or further break down the transfer amounts as needed. Enter the dollar amount being transferred to/from each campus for each column: a positive amount for the campus receiving the funds and a negativeamount for the campus remitting the funds.

5b CPO Transfer Information– Campus Contact – Enter the information for the contact person at the other campus who should be notified when their campus accounting department receives the CPO.

7 Internal Accounting Instructions- Enter your Chartfield values to ensure the transaction is recorded correctly.

Ex Libris Response:

It should be possible to manage this within Alma, with the following workflow:

§  Configure Network Zone with allocated funds for each library

§  Create POL for shared resource and split the fund allocation accordingly among the purchasing institutions

In addition, you might want to look at the workflow that allows central license negotiation with subsequent ordering of e-resources by local institutions.  You can find more information in the  ‘Working with Collaborative Networks in Alma’ document, specifically the parts ‘Central License Negotiation’ and ‘Order Electronic Resources Negotiated and Managed in the Network Zone by Member’.