Annual Account Reconciliation (AAR)
Once a year, Alliance members reconcile accounts and reimburse each other for lost and damaged materials.
- Lost items are defined as items checked out to a Summit patron with a due date that falls in the AAR accounting year, April 1 through March 31.
- Damaged items are defined as items reported damaged in the AAR accounting year, April 1 through March 31.
The AAR timeline, schedule details, procedures, reports, and FAQ can be found on the AAR Documentation Site.
- List of problem items
- Reporting period is always April of the previous year through March of the current year: 4-1-xxxx through 3-31-xxxx
- Alliance Resource Sharing and Fulfillment Program Manager (RSF PM) creates a "problem" list at the consortial level.
- Libraries search for and troubleshoot items on the list where they are the lender.
- Members run reports of items for both lending and borrowing, searching their library for items on both lists.
- Members review and update their lists in Alma, checking in found items from lending, and returning borrowed items.
- Members also report any irreparably damaged item to the RSF PM.
- RSF PM generates and shares the Alliance's master list of items, including any manual updates.
- Members have two weeks to work through any remaining problems.
- At the end of that two weeks, the RSF PM makes the final adjustments and posts the list as final for invoicing and billing.
- Borrowing libraries do patron record work, patron billing, clear patron records.
- Lending libraries complete item record work.
- Alliance prepares a report, to be used as a bill, for each institution owing money to other institutions ("net owed").
- Owning institutions make payments to the Alliance.
- The Alliance issues checks to institutions that are due money ("net due").