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acq:yearend [2019/08/02 07:07]
tlittle
acq:yearend [2020/06/01 15:42] (current)
tlittle [Year End Closeout]
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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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 <​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>​ <​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>​
  
-2. **Report: "Line items that have not been received"**+2. **Report: "Copies ​that are still on-order"**
  
-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 ​and the following one 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 ​ ^ ^ Done ^ Action ​ ^
 |   | Verify using packing slips if items were physically received ​ | |   | Verify using packing slips if items were physically received ​ |
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 |   | 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: "​Purchase orders with pending or on-order status"​**\\+3. **Report: "​Copies that are still backordered,​ delayed, etc."​** 
 + 
 +Repeat the same steps as the on-order report to find any items that are still open.\\ 
 +^ Done ^ Action ​ ^ 
 +|   | Verify using packing slips if items were physically received ​ | 
 +|   | If they were, mark items received in Acquisitions | 
 +|   | If not received, check if items were backordered/​cancelled by the vendor. If so, mark backordered/​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 | 
 + 
 + 
 +4. **Report: "​Purchase orders with pending or on-order status"​**\\
 ^ Done ^ Action ​ ^ ^ Done ^ Action ​ ^
 |   | If there are any purchase orders that are in pending status that you wish to order, they should be activated ​ | |   | If there are any purchase orders that are in pending status that you wish to order, they should be activated ​ |
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-4. **Report: "List of invoices that are not closed"​**+5. **Report: "List of invoices that are not closed"​**
  
 ^ Done ^ Action ​ ^ ^ Done ^ Action ​ ^
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 <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.
acq/yearend.1564744077.txt.gz · Last modified: 2019/08/02 07:07 by tlittle