The Acquisitions Department is in the process of identifying duplicate or error purchase and voucher records in the Acquisitions Module of Voyager and duplicate invoices in FileNet. Unlike the Cataloging Module, where many staff have permission to delete unwanted records, both Voyager Acquisitions and FileNet have more limited deletion privileges. When staff realize an unwanted record has been created, they don’t always know who to go to for corrections, and the records are left pending in the system.

We now have a system in place where staff can forward a purchase order or voucher number to the Acquisitions staff who are authorized to delete unwanted records. Send PO or voucher numbers for records that need to be deleted from Voyager Acquisitions and/or FileNet (please specify which) to acq.sys@mailman.yale.edu. You will be notified when the records have been removed.

Many error records stem from leaving PO’s pending or having both a pending and approved PO for the same title. There are builder searches you can run in Acquisitions to identify possible duplication.  Running this type of report weekly can ensure you don’t accidently leave extra records in the system.  

The search criteria below is how to get returns for “Status Pending” PO’s. 

Log into the Voyager Acquisitions module. Click on File >Search>Purchase Order.

Choose criteria such as Operator ID=your netid; status=pending; Create Date. For the first search, use a greater than and less then to limit the Create Date time period. After that, search using greater than.

You can also leave out the status search to return all PO’s created during that week so you can check for duplication.

For Invoices, repeat the same steps using File>Search>Invoice