acq:yearend
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acq:yearend [2018/07/03 17:31] – [Rollover encumbrances and unspent money] tlittle | acq:yearend [2022/06/10 15:26] – [Starting the new fiscal year] tlittle | ||
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====== Year End Closeout ====== | ====== Year End Closeout ====== | ||
+ | |||
+ | //There is a video tutorial walking through fiscal year end on the **[[https:// | ||
===== What is Year End? ===== | ===== What is Year End? ===== | ||
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===== What happens in year end? ===== | ===== What happens in year end? ===== | ||
- | * For funds marked | + | * For funds marked |
* For funds marked rollover, with the intent to-- | * For funds marked rollover, with the intent to-- | ||
* **Rollover encumbrances only** - Any unspent money in the fund is NOT rolled into the next year’s fund; it is deallocated back to its originating funding source. Existing fund debits in the fund are transferred to the next year’s fund, and the funds used in affected line item details will be updated to the new year's fund | * **Rollover encumbrances only** - Any unspent money in the fund is NOT rolled into the next year’s fund; it is deallocated back to its originating funding source. Existing fund debits in the fund are transferred to the next year’s fund, and the funds used in affected line item details will be updated to the new year's fund | ||
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* Funds must be marked marked “rollover” | * Funds must be marked marked “rollover” | ||
* Must follow closeout instructions for " | * Must follow closeout instructions for " | ||
+ | |||
+ | If you will **not** be rolling your money forward, or just do not wish to carry backorders into the next fiscal year, you will need to cancel those line items in Acq before doing your fiscal year end. To do this: | ||
+ | |||
+ | - Contact your vendors **first**, and obtain a list of any items that are still outstanding | ||
+ | - Decide if all of these items are to be cancelled | ||
+ | - Let the vendor know which items should be cancelled, and get confirmation that they are indeed cancelled | ||
+ | - Use the Line Item Search to cancel these items in Acquisitions | ||
+ | |||
+ | <note tip>A cancel reason of **Cancelled: | ||
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There are several reports to run, and there is a somewhat logical order to run the reports in. You may wish to follow the workflow proscribed here. All reports are located in **Reports-> | There are several reports to run, and there is a somewhat logical order to run the reports in. You may wish to follow the workflow proscribed here. All reports are located in **Reports-> | ||
- | It is best to run these reports | + | You will want to run these reports |
1. **Report: "List of funds with parameters" | 1. **Report: "List of funds with parameters" | ||
This report is to aggregate all the parameters of each of your funds for you to confirm that they have the appropriate settings before closeout\\ | This report is to aggregate all the parameters of each of your funds for you to confirm that they have the appropriate settings before closeout\\ | ||
+ | {{tablelayout? | ||
+ | ^ Done ^ Action | ||
+ | | | Confirm that all the funds you wish to be propagated in the new year have Propagate=True | ||
+ | | | Confirm that only the funds you wish money and/or encumbrances to rollover have Rollover=True | ||
+ | | | Any fund marked Rollover=True must also be marked Propagate=True | ||
- | ^ Done ^ Action | + | < |
- | | | Confirm | + | |
- | | | Confirm | + | |
- | 2. **Report: "Line items that have not been received"** | + | 2. **Report: "Copies |
The goal after cleaning up with this report is that all line items will be either received or cancelled. If encumbrances are carried forward, “on-order” or “backordered” are also acceptable.\\ | The goal after cleaning up with this report is that all line items will be either received or cancelled. If encumbrances are carried forward, “on-order” or “backordered” are also acceptable.\\ | ||
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| | If choosing to cancel backorders, you may wish to cancel with vendors at this point and mark items as Cancelled in Acquisitions | | | | If choosing to cancel backorders, you may wish to cancel with vendors at this point and mark items as Cancelled in Acquisitions | | ||
| | If not cancelling backorders, confirm that these items are billed out to funds marked Rollover=True | | | | If not cancelling backorders, confirm that these items are billed out to funds marked Rollover=True | | ||
+ | |||
+ | |||
3. **Report: " | 3. **Report: " | ||
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| | Most of the on-order POs should have been cleaned up by the previous report (Line items not received), so you may want to investigate any remaining POs with a status of " | | | Most of the on-order POs should have been cleaned up by the previous report (Line items not received), so you may want to investigate any remaining POs with a status of " | ||
+ | 4. **Report: "Paid invoices with unreceived items" | ||
- | 4. **Report: "List of invoices that are not closed"** | + | This report is to isolate any items that were paid on invoices |
+ | {{tablelayout? | ||
+ | ^ Done ^ Action | ||
+ | | | Confirm from the vendor how many copies were shipped | ||
+ | | | Check which branches were ordered for, and see if those branches have cataloged copies | ||
+ | | | Mark copies as received in Acq | | ||
+ | | | (Optional) Contact vendor for resolution (replacement or refund) on any items not found | | ||
- | ^ Done ^ Action | + | 5. **Report: "List of invoices that are not closed" |
- | | | + | {{tablelayout? |
- | | | + | ^ Done ^ Action |
- | | | + | | |
+ | | | ||
+ | | | ||
<note important> | <note important> | ||
- | 5. **Report: "Fund summary" | + | 6. **Report: "Fund summary" |
If you have funds that rollover money and/or encumbrances, | If you have funds that rollover money and/or encumbrances, | ||
- | ===== Dry Run ===== | ||
- | The Acquisitions module provides you a method to do a “pretend” closeout to double-check that your funds, money and/or encumbrances will be carried over correctly and successfully before doing it for real. This is called doing the “dry run.” | ||
- | |||
- | <note important> | ||
- | |||
- | Since all the settings are the same for the real closeout, the other settings are listed in the section below. However, for dry run, ensure that the “dry run” box is checked. | ||
- | |||
- | {{: | ||
- | |||
- | |||
- | ==== Rollover encumbrances and unspent money ==== | ||
- | {{: | ||
===== Year End Closeout ===== | ===== Year End Closeout ===== | ||
- | After you have done your prep work of running reports, cleaning up your data and doing a dry run, you should be ready to complete your year end closeout. | + | After you have done your prep work of running reports |
- | + | ||
- | Each of the sections below includes instructions for running a dry run before completing the official closeout. This is highly recommended. | + | |
- | + | ||
- | ==== No rollover ==== | + | |
- | 1. Using your Fund report, ensure that all of your funds are marked Rollover=FALSE. | + | |
- | + | ||
- | 2. Open **Administration-> | + | |
- | + | ||
- | 3. Ensure your Context Org Unit is set to your system level. | + | |
- | {{: | + | |
- | + | ||
- | 4. At the top right, you will see a button marked **Fund Propagation & Rollover.** When clicked, this will expand the closeout menu. | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | 5. To perform the dry run first, the options below should be checked: | + | |
- | * Perform Fiscal Year Close-out Operation | + | |
- | * Include Funds for Descendant Org Units | + | |
- | * Context Org Unit should be your system (not a branch) | + | |
- | * Dry Run | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | 6. Click // | + | |
- | + | ||
- | 7. The screen will refresh to give you a snapshot of what your funds will look like when created in the new fiscal year. Ensure that the area at the top confirms that no money will be rolled into the new year. | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | 8. If everything is correct, reopen the Funds screen via **Administration-> | + | |
- | + | ||
- | 8. Repeat steps 3 and 4. | + | |
- | + | ||
- | 9. To do the real closeout, these options should be checked on the closeout pop-up: | + | |
- | * Perform Fiscal Year Close-out Operation | + | |
- | * Context Org Unit should be your system (not a branch) | + | |
- | * Include Funds for Descendant Org Units | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | 10. Click // | + | |
- | + | ||
- | ==== Rollover encumbrances only ==== | + | |
- | <fc # | + | |
- | + | ||
- | 1. Using your Fund Parameters report, confirm that all funds that you want encumbrances to roll over are set as Rollover=True. | + | |
- | + | ||
- | 2. Open **Administration-> | + | |
- | + | ||
- | 3. Filter the list to your system level. Ensure that "Allow funds to be rolled over without bringing the money along" is set to TRUE. | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | 4. Open **Administration-> | + | |
- | + | ||
- | 5. Ensure your Context Org Unit is set to your system level. | + | |
- | {{: | + | |
- | + | ||
- | 6. At the top right, you will see a button marked **Fund Propagation & Rollover.** When clicked, this will expand the closeout menu. | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | 7. To perform the dry run first, the options below should be checked: | + | |
- | * Perform Fiscal Year Close-out Operation | + | |
- | * Limit Fiscal Year Close-out Operation to Encumbrances | + | |
- | * Include Funds for Descendant Org Units | + | |
- | * Dry Run | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | 8. Click // | + | |
- | + | ||
- | 9. The screen will refresh to give you a snapshot of what your funds will look like when created in the new fiscal year. Ensure that the area at the top confirms that no money will be rolled into the new year. | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | <note important> | + | |
- | + | ||
- | 10. If everything is correct, reopen the Funds screen via **Administration-> | + | |
- | + | ||
- | 11. Repeat steps 5 and 6. | + | |
- | + | ||
- | 12. To do the real closeout, these options should be checked on the closeout pop-up: | + | |
- | * Perform Fiscal Year Close-out Operation | + | |
- | * Limit Fiscal Year Close-out Operation to Encumbrances | + | |
- | * Context Org Unit should be your system (not a branch) | + | |
- | * Include Funds for Descendant Org Units | + | |
- | + | ||
- | {{: | + | |
- | + | ||
- | 13. Click // | + | |
- | + | ||
- | + | ||
- | ==== Rollover encumbrances and unspent money ==== | + | |
- | <fc # | + | |
- | + | ||
- | 1. Using your Fund Parameters report, ensure that all funds to be rolled over are marked Rollover=True. | + | |
- | + | ||
- | 2. Open **Administration-> | + | |
- | + | ||
- | 3. Filter the list to your system level. Ensure that "Allow funds to be rolled over without bringing the money along" is set to FALSE. | + | |
- | + | ||
- | {{: | + | |
- | 4. Open **Administration-> | + | //Updated 6/10/2022// |
- | 5. Ensure your Context Org Unit is set to your system level. | + | 1. Open a Helpdesk ticket at https:// |
- | {{: | + | |
- | 6. At the top right, you will see a button marked | + | 2. For the Topic, choose |
- | {{: | + | {{: |
- | 7. To perform | + | 3. Fill out information in the Issue Summary and Details fields, then fill out the form below. |
- | * Perform Fiscal Year Close-out Operation | + | |
- | * Context Org Unit: (Should be your system level) | + | |
- | * Include Funds for Descendent Units | + | |
- | * Dry Run | + | |
- | {{: | + | 4. Confirm what type of rollover your library does. |
- | 8. Click // | + | {{: |
- | 9. The screen will refresh to give you a snapshot of what your funds will look like when created in the new fiscal | + | 5. Indicate if you would like PINES staff to deactivate |
- | {{: | + | {{: |
- | <note important> | + | 6. Indicate you understand that you will be provided with a spreadsheet to confirm |
- | 10. If everything is correct, reopen the funds screen via **Administration-> | + | {{: |
- | 11. Repeat steps 5 and 6. | + | 7. If there is anyone else in your system who needs to be kept aware of any issues with closeout (like things to be remedied before closeout, spreadsheet review, etc), please list their name in the last box. PINES staff will add them to the ticket. |
- | 12. To do the real closeout, these options should be checked on the closeout pop-up: | + | 8. Click **Create Ticket.** |
- | | + | |
- | | + | |
- | | + | |
- | {{: | + | 9. PINES staff will review your reports to ensure that there are no lingering issues. If there are any issues to be cleaned up before closeout can be performed, they will contact you via the ticket, which will come to your email. |
- | 13. Click //Process.// | + | 10. Once any issues are resolved, PINES staff will provide you with a spreadsheet with the anticipated outcome of closeout. |
+ | <note important> | ||
+ | 11. Once PINES staff receives your approval, closeout will be performed and you can move forward with starting your new fiscal year. | ||
===== Starting the new fiscal year ===== | ===== Starting the new fiscal year ===== | ||
Once you have done your closeout, you are officially into your new fiscal year in Evergreen. There are only a few more tasks to finish up closeout and beginning your new year. | Once you have done your closeout, you are officially into your new fiscal year in Evergreen. There are only a few more tasks to finish up closeout and beginning your new year. | ||
- | - Run the "Fund Summary" | + | - **[[acq: |
- | - Run the report "Line items using outgoing fund year" to find any line items on selection lists or pending purchase orders using funds for the previous fund year. These need to be manually changed to the corresponding fund in the new year. | + | - **[[acq: |
- | - __[[acq: | + | - **[[acq: |
- | - __[[acq: | + | |
- | - __[[acq: | + | |
- Lift the Acquisitions freeze | - Lift the Acquisitions freeze | ||
acq/yearend.txt · Last modified: 2023/07/10 12:54 by tlittle