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acq:yearend [2018/07/03 17:31] tlittleacq:yearend [2023/07/10 12:54] (current) – [Table] tlittle
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 ====== Year End Closeout ====== ====== Year End Closeout ======
 +
 +//There is a video tutorial walking through fiscal year end on the **[[https://my.nicheacademy.com/pines?category=2294|PINES Learning Center]]**//.
  
 ===== 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 __[[acq:Glossary#fund_propagation|propagate]]__, a new fund with the same parameters (code, name, etc) is created in the new fiscal year+  * For funds marked **[[acq:Glossary#fund_propagation|propagate]]**, a new fund with the same parameters (code, name, etc) is created in the new fiscal year
   * 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 "Rollover encumbrances only" or "Rollover encumbrances and money"   * Must follow closeout instructions for "Rollover encumbrances only" or "Rollover encumbrances and money"
 +
 +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: FYE** has been created for this purpose, to indicate items that were cancelled due to year-end cleaning up.</note>
  
  
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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->Shared Templates->PINESacqadmin->Year End 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->Shared Templates->PINESacqadmin->Year End Reports.**
  
-It is best to run these reports only a few days to a week prior to closeout, so that as many items can be resolved as possible prior to running the reports.+You will want to run these reports once your freeze has started--possibly a month or more before year end--to assess your current status and what needs to be resolved. Then you will want to run these reports again just a few days to a week prior to closeout, to clean up any remaining issues.
  
 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?rowsHeaderSource=Auto}}
 +^ 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 +<note>This report does not need to be run twice, unless you start making changes. Its intent is so that you can see all of the settings on your funds to know that they are setup how you need them to be for closeout, i.e. that things are marked rollover=false if you are not rolling over, etc.</note>
-|   | 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  |+
  
-2. **Report: "Line items that have not been received"**+2. **Report: "Copies that are still outstanding (on-order or backordered)"**
  
 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.\\
-^ Done ^ Action  +{{tablelayout?rowsHeaderSource=Auto}} 
-  | Verify using packing slips if items were physically received  +^ Done  ^ Action                                                                                                                           
-  | If they were, mark items received in Acquisitions | +      | Verify using packing slips if items were physically received                                                                     
-  | If not received, check if items were backordered/cancelled by the vendor. If so, mark backordered/cancelled in Acquisitions | +      | If they were, mark items received 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 received, check if items were backordered/cancelled by the vendor. If so, mark backordered/cancelled in Acquisitions      
-  | If not cancelling backorders, confirm that these items are billed out to funds marked Rollover=True |+      | If choosing to cancel backorders, you may wish to cancel with vendors at this point and mark items as Cancelled in Acquisitions  | 
 +|       | Before canceling, check if it's being processed or is en route to you. If so, don't cancel the items.                            
 +      | If not cancelling backorders, confirm that these items are billed out to funds marked Rollover=True                              | 
 + 
  
 3. **Report: "Purchase orders with pending or on-order status"**\\ 3. **Report: "Purchase orders with pending or on-order status"**\\
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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 "on-order"  | |   | 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 "on-order"  |
  
 +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 but that you never received them. If, after running the previous reports and then this one, you find that indeed there are items that you did not receive from the vendor but you paid their invoice, you may want to reach out to the vendor for a refund. 
 +{{tablelayout?rowsHeaderSource=1&colwidth=",626px"}} 
 +^ 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"** 
-  | Confirm if invoices have already been sent to Accounting for payment +{{tablelayout?rowsHeaderSource=1&colwidth=",626px"}} 
-  | If so, mark invoices as closed  +^ Done  ^ Action                                                                
-  | If invoices have not been sent, close and send for payment  |+      | Confirm if invoices have already been sent to Accounting for payment 
 +      | If so, mark invoices as closed                                        
 +      | If invoices have not been sent, close and send for payment            |
  
 <note important>There should be no open invoices by the time closeout is performed.</note> <note important>There should be no open invoices by the time closeout is performed.</note>
  
-5. **Report: "Fund summary"**+6. **Report: "Fund summary"**
  
 If you have funds that rollover money and/or encumbrances, you may wish to run this report immediately prior to doing your dry run closeout. That way when you view the dry run of the new created funds you can spot-check that the numbers are correct, and once you do the final closeout you can compare against the money and/or encumbrances that were moved between fund years. If you have funds that rollover money and/or encumbrances, you may wish to run this report immediately prior to doing your dry run closeout. That way when you view the dry run of the new created funds you can spot-check that the numbers are correct, and once you do the final closeout you can compare against the money and/or encumbrances that were moved between fund years.
  
-===== 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>Doing the dry run, you will use the same settings as when you do the closeout, but VERY IMPORTANTLY, you will check the “dry run” box.</note> 
- 
-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. 
- 
-{{:acq:pasted:20180611-141042.png}} 
- 
- 
-==== Rollover encumbrances and unspent money ==== 
-{{:acq:pasted:20180703-115949.png}} 
  
  
 ===== Year End Closeout ===== ===== Year End Closeout =====
-After you have done your prep work of running reportscleaning 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 and cleaning up your data, you should be ready to complete your year end closeout.
- +
-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->Acquisitions Administration->Funds.** +
- +
-3. Ensure your Context Org Unit is set to your system level. +
-{{:acq:pasted:20180612-115328.png}} +
- +
-4. At the top right, you will see a button marked **Fund Propagation & Rollover.** When clicked, this will expand the closeout menu. +
- +
-{{:acq:pasted:20180611-141447.png?400}} +
- +
-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 +
- +
-{{:acq:pasted:20180703-121138.png?400}} +
- +
-6. Click //Process.// +
- +
-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. +
- +
-{{:acq:pasted:20180703-115335.png?600}} +
- +
-8. If everything is correct, reopen the Funds screen via **Administration->Acquisitions Administration->Funds.** +
- +
-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 +
- +
-{{:acq:pasted:20180703-121021.png?400}} +
- +
-10. Click //Process.// +
- +
-==== Rollover encumbrances only ==== +
-<fc #ff0000>**This will affect ALL FUNDS marked as Rollover=True**</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->Local Administration->Library Settings Editor.**  +
- +
-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. +
- +
-{{:acq:pasted:20180611-143141.png}} +
- +
-4. Open **Administration->Acquisitions Administration->Funds.** +
- +
-5. Ensure your Context Org Unit is set to your system level. +
-{{:acq:pasted:20180612-115328.png}} +
- +
-6. At the top right, you will see a button marked **Fund Propagation & Rollover.** When clicked, this will expand the closeout menu. +
- +
-{{:acq:pasted:20180611-141447.png?400}} +
- +
-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 +
- +
-{{:acq:pasted:20180703-123440.png?400}} +
- +
-8. Click //Process.// +
- +
-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. +
- +
-{{:acq:pasted:20180703-115658.png}} +
- +
-<note important>Notice that the balance for all funds is $0.00. It does not show negative numbers to indicate the encumbrances.</note> +
- +
-10. If everything is correct, reopen the Funds screen via **Administration->Acquisitions Administration->Funds.** +
- +
-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 +
- +
-{{:acq:pasted:20180611-143515.png?400}} +
- +
-13. Click //Process.// +
- +
- +
-==== Rollover encumbrances and unspent money ==== +
-<fc #ff0000>**This will affect ALL FUNDS marked Rollover=TRUE**</fc> +
- +
-1. Using your Fund Parameters report, ensure that all funds to be rolled over are marked Rollover=True. +
- +
-2. Open **Administration->Local Administration->Library Settings Editor.**  +
- +
-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. +
- +
-{{:acq:pasted:20180703-125431.png?600}}+
  
-4. Open **Administration->Acquisitions Administration->Funds.**+//Updated 6/10/2022//
  
-5Ensure your Context Org Unit is set to your system level. +1Open a Helpdesk ticket at https://help.georgialibraries.org.
-{{:acq:pasted:20180612-115328.png}}+
  
-6At the top rightyou will see a button marked **Fund Propagation & Rollover.** When clicked, this will expand the closeout menu.+2For the Topicchoose **PINES /Acquisitions /Year End**.
  
-{{:acq:pasted:20180611-141447.png?400}}+{{:acq:pasted:20220610-111357.png?direct&400}}
  
-7To perform the dry run first, the options below should be checked: +3Fill out information in the Issue Summary and Details fieldsthen 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+
  
-{{:acq:pasted:20180703-121138.png?400}}+4. Confirm what type of rollover your library does.
  
-8Click //Process.//+{{:acq:pasted:20220610-111913.png?direct&250}}
  
-9The 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 the correct amount of money will be rolled into the new year.+5Indicate if you would like PINES staff to deactivate the closing year's funding sources for youIf there are any funding sources that should //not// be deactivated, please write their name or code in the box below it.
  
-{{:acq:pasted:20180703-115949.png}}+{{:acq:pasted:20220610-111951.png?direct&400}}
  
-<note important>Notice that the balance for all funds is $0.00. It does not show balances for the money to be rolled over.</note>+6. Indicate you understand that you will be provided with a spreadsheet to confirm that the projected outcome of closeout matches your expectations, and that once you approve the spreadsheet that PINES staff will be closing out your year on your behalf.
  
-10. If everything is correct, reopen the funds screen via **Administration->Acquisitions Administration->Funds**.+{{:acq:pasted:20220610-111819.png?direct&500}}
  
-11Repeat steps 5 and 6.+7If 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.
  
-12To do the real closeout, these options should be checked on the closeout pop-up: +8Click **Create Ticket.**
-  Perform Fiscal Year Close-out Operation +
-  Context Org Unit: (Should be your system level) +
-  Include Funds for Descendent Units+
  
-{{:acq:pasted:20180703-121021.png?400}}+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.
  
-13Click //Process.//+10Once any issues are resolved, PINES staff will provide you with a spreadsheet with the anticipated outcome of closeout.
  
 +<note important>You must review this spreadsheet and update the ticket with your approval before PINES staff will go forward with closing out the year.</note>
  
 +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" report using the new fund year to confirm that all money and/or encumbrances were accurately rolled over (compare against last year’s report that you ran immediately prior to closeout) +  - **[[acq:fundingsources#create_a_funding_source|Create new funding sources]]** for the new fiscal year 
-  - 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:fundingsources#apply_credits_to_a_funding_source|Apply credit to funding sources]]** 
-  - __[[acq:fundingsources#create_a_funding_source|Create new funding sources]]__ for the new fiscal year +  - **[[acq:fundingsources#allocate_credit_to_funds|Allocate to funds]]**
-  - __[[acq:fundingsources#apply_credits_to_a_funding_source|Apply credit to funding sources]]__ +
-  - __[[acq:fundingsources#allocate_credit_to_funds|Allocate to funds]]__+
   - Lift the Acquisitions freeze   - Lift the Acquisitions freeze
  
  
acq/yearend.1530639081.txt.gz · Last modified: 2018/10/11 20:15 (external edit)