Year End checklist updated in Year End section.
[sitka/doc/acquisitions.git] / admin / admin-acq-yearend.xml
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1<?xml version='1.0' encoding='UTF-8'?>\r
2<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
3 xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acq-yearend">\r
4 <info>\r
5 <title>Acquisitions Year End</title>\r
6 <legalnotice>\r
7 <para><emphasis role="bold">Adapted with permission from original material by the <link\r
8 xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"\r
9 xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen\r
10 Community</link></emphasis></para>\r
11 </legalnotice>\r
12 \r
13 \r
14\r
15 <abstract>\r
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16 <para><link xlink:show="new" xlink:href="https://goo.gl/MzpWmR">\r
17 <emphasis role="bold">Sitka Acquisitions Video - Fiscal Year Close-out (Year End) (5:15)</emphasis></link></para>\r
18 <para><link xlink:show="new" xlink:href="https://goo.gl/qGQTkK">\r
19 <emphasis role="bold">Sitka Acquisitions Video - Start New Year (5:33)</emphasis></link></para>\r
20 \r
21 <para>At the end of each fiscal year libraries are able to run year end process to close out the year.</para>\r
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22\r
23</abstract>\r
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24 \r
25\r
26 </info>\r
27\r
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28<section xml:id="yearend-checklist">\r
29<title>Year End Checklist</title>\r
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30<para>Libraries should review this checklist as they reach the end of their fiscal year in preparation for the year end processes.</para>\r
31\r
32<itemizedlist>\r
33<listitem>\r
34<para>All pending purchase orders are activated.</para>\r
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35<para>Acquisitions --> Purchase Orders --> PO-Ordering Agency = Your Library --> PO-State = pending --> Search </para>\r
36</listitem>\r
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37<listitem>\r
38<para>All items physically received in the current fiscal year are received in Evergreen.</para>\r
6ea65869 39<para>Run report found in Sitka_templates --> Acquisitions --> Line Items --> Lines Items That Have Been Invoiced but not Received</para>\r
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40</listitem>\r
41<listitem>\r
42<para>All items to be paid for in the current fiscal year are invoiced for in Evergreen.</para>\r
ef01a1bc 43<para>Run report found in Sitka_templates --> Acquisitions --> Line Items --> Lines Items That Have Been Received but not Invoiced</para>\r
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44</listitem>\r
45<listitem>\r
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46<para>The balance for all Funding Sources is not negative.</para>\r
47</listitem>\r
48<listitem>\r
ef01a1bc 49<para>Save and Close all open invoices.</para>\r
6ea65869 50<para>Acquisitions --> Open Invoices</para>\r
ef01a1bc 51</listitem>\r
13b694bb 52<listitem>\r
a2d5ed26 53<para>A date on which to run the year end processes has been chosen.</para>\r
6e164f81 54<para>Libraries should NOT run year end between 9:30am and 11:00am PT as EDI invoices are retrieved by the system system during this period every morning.</para>\r
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55</listitem>\r
56<listitem>\r
57<para>Dates for an acquisitions year end freeze have been selected and staff are aware of what those dates are.</para>\r
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58</listitem>\r
59</itemizedlist>\r
60\r
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61</section>\r
62\r
63<section xml:id="yearend-sitka-procedure">\r
64<title>Sitka Acquisitions Year End Procedure</title>\r
65\r
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66<note><para>If you run into difficulties at any point in this process please contact Support for assistance.</para></note>\r
67\r
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68<procedure>\r
69<step>\r
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70<para><emphasis role="bold">Library</emphasis> prepares for year end using the <link linkend="yearend-checklist">Year End Checklist</link>.</para>\r
71</step>\r
72\r
73<step>\r
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74<para><emphasis role="bold">Library</emphasis> confirms that the Library Setting <guilabel>Allow funds to be rolled over without bringing the money along</guilabel>\r
75is set to <guilabel>True</guilabel>.</para>\r
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76</step>\r
77\r
78<step>\r
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79<para><emphasis role="bold">Library</emphasis> implements acquisitions year end freeze.</para>\r
80<para>An Acquisitions freeze helps ensure that all debits and encumbrances are assigned to the correct fiscal year.</para>\r
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81</step>\r
82\r
83<step>\r
a2d5ed26 84<para><emphasis role="bold">Library</emphasis> runs fund report for old fiscal year.</para>\r
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85</step>\r
86\r
87<step>\r
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88<para><emphasis role="bold">Library</emphasis> runs a <link linkend="yearend-dry-run">Dry Run</link> to check that all necessary funds will be propagated for the \r
89new fiscal year.</para>\r
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90</step>\r
91\r
92<step>\r
8b0df09c 93<para><emphasis role="bold">Library</emphasis> performs the <link linkend="yearend-closeout">Fiscal Year Close-out Operation</link>.</para>\r
7cc20932 94</step>\r
e81dc611 95\r
7cc20932 96<step>\r
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97<para><emphasis role="bold">Library</emphasis> runs fund report for old and new fiscal year.</para>\r
98</step>\r
99\r
100<step>\r
101<para><emphasis role="bold">Library</emphasis> uses fund reports to confirm that the encumbrances and spent totals for the funds in the old and new fiscal years are correct.</para>\r
102<para>Libraries that do not carry unspent money forward should see balances of zero in their old fiscal year and negative balances in their new fiscal year.</para>\r
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103</step>\r
104\r
105<step>\r
13b694bb 106<para> <emphasis role="bold">Library</emphasis> lifts acquisitions year end freeze.</para>\r
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107</step>\r
108\r
109<step>\r
b897ded1 110<para><emphasis role="bold">Library</emphasis> creates new funding source(s) and allocates credit to the funding source(s).</para>\r
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111</step>\r
112\r
113<step>\r
b897ded1 114<para><emphasis role="bold">Library</emphasis> allocates money from the new funding source(s) into the new funds.</para>\r
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115</step>\r
116\r
117<step>\r
118<para><emphasis role="bold">Library</emphasis> begins new fiscal year.</para>\r
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119</step>\r
120</procedure>\r
121\r
122<note><para>Any line items on selection lists with the status of <guilabel>new, selector-ready, order-ready</guilabel>, or <guilabel>pending-order</guilabel>\r
123need to have the fund assigned to them manually updated to the equivalent new fund before the line item is activated as part of a purchase order. \r
124See <link linkend="update-funds-batch">Update Funds to Copies via Batch Updates to Line Items</link> for instructions.</para></note>\r
125\r
126\r
127</section>\r
128\r
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129<section xml:id="yearend-closeout">\r
130<title> Fund Propagation and Rollover</title>\r
8b0df09c 131\r
b897ded1 132<para>The Year End Close-out Operation allows you to deactivate funds for the current year and create analogous funds for the next year. It transfers encumbrances\r
a2d5ed26 133to the analogous funds. Depending on the needs of a library it can also transfers any remaining money into the analogous funds or back to the original funding sources.</para>\r
b897ded1 134\r
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135\r
136\r
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137<para><link linkend="yearend-dry-run">Fiscal Year Close-out Operation - Dry Run</link></para>\r
138<para><link linkend="yearend-encumbrance-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances Only</link></para>\r
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139<para><link linkend="yearend-money-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances and Unspent Money</link></para>\r
140<para><link linkend="yearend-half-money-encumbrances">Fiscal Year Close-Out Operation - Rollover Encumbrances and Unspent Money for Particular Funds</link></para>\r
b897ded1 141<para><link linkend="yearend-propagation">Fiscal Year Close-out Operation - Propagation Only</link></para>\r
3771f88d 142\r
8b0df09c 143\r
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144<simplesect xml:id="yearend-dry-run">\r
145<title>Fiscal Year Close-out Operation - Dry Run</title>\r
3771f88d 146\r
8b0df09c 147<para>Before running the Fiscal Year Close-out Operation, a Dry Run can be performed to ensure that Close-out runs as expected.</para>\r
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148\r
149<procedure>\r
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150<step>\r
151<informalfigure>\r
152<para>In the <guilabel>Funds Interface</guilabel>, select the top level of your organization from the <guilabel>Context Org Unit</guilabel> drop down menu. \r
153(Only applicable to multi-branch systems)</para>\r
154<para><mediaobject>\r
155<alt>screenshot of Fund Propagation and Rollover</alt>\r
156\r
157<imageobject>\r
158<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
159</imageobject>\r
160</mediaobject></para>\r
161</informalfigure>\r
162</step>\r
163\r
164<step>\r
165<para>From the <guilabel>Year</guilabel> drop down menu, choose the year for which you would like to perform the Fiscal Year Close-out Operation.</para>\r
166</step>\r
b897ded1 167\r
13b694bb 168<step>\r
ab084542 169<informalfigure>\r
8b0df09c 170<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
ab084542 171<para><mediaobject>\r
b897ded1 172<alt>screenshot of funds</alt>\r
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173\r
174<imageobject>\r
8b0df09c 175<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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176</imageobject>\r
177</mediaobject></para>\r
178</informalfigure>\r
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179</step>\r
180\r
181<step>\r
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182<para>Check the boxes applicable to your requirements for the close-out.</para>\r
183<para> See <link linkend="yearend-encumbrance-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances Only</link>, \r
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184<link linkend="yearend-money-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances and Funds</link>, and \r
185<link linkend="yearend-propagation">Fiscal Year Close-out Operation - Propagation Only</link> for the different fiscal close-out options.</para>\r
186</step>\r
187\r
188<step>\r
ab084542 189<informalfigure>\r
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190<para>Check the tickbox for <guilabel>Include Funds for Descendant Org Units</guilabel>. (Only applicable to multi-branch systems)</para>\r
191<para><mediaobject>\r
192<alt>screenshot of Fund Propagation and Rollover</alt>\r
193\r
194<imageobject>\r
195<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
196</imageobject>\r
197</mediaobject></para>\r
198</informalfigure>\r
199</step>\r
200\r
201<step>\r
202<para>Check the tickbox for <guilabel>Dry Run</guilabel>.</para>\r
203</step>\r
204\r
205<step>\r
206<informalfigure>\r
207<para>Click <guilabel>Process</guilabel>.</para>\r
208<para><mediaobject>\r
209<alt>screenshot of Fund Propagation and Rollover</alt>\r
210\r
211<imageobject>\r
212<imagedata fileref="media/year-end-dry-run-1.png" scalefit="0"></imagedata>\r
213</imageobject>\r
214</mediaobject></para>\r
215</informalfigure>\r
216</step>\r
217\r
218<step>\r
219<para>Evergreen will temporarily create the new funds and give details about what changes would be made. No changes are actually made to the system when \r
220doing a <guilabel>Dry Run</guilabel>.</para>\r
221</step>\r
222\r
223</procedure>\r
224\r
225\r
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226</simplesect>\r
227\r
228<simplesect xml:id="yearend-encumbrance-rollover">\r
229<title>Fiscal Year Close-out Operation - Rollover Encumbrances Only</title>\r
230\r
ebe9dd14 231\r
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232<procedure>\r
233\r
234<step>\r
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235<para>Ensure that the Library Setting <guilabel>Allow funds to be rolled over without bringing the money along</guilabel> is set to <guilabel>True</guilabel>\r
236.</para>\r
237</step>\r
238\r
239<step>\r
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240<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
241<para> The <guilabel>Rollover</guilabel> check box must be checked for every fund where the encumbrances should be rolled over.</para>\r
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242<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
243</step>\r
244\r
245<step>\r
8b0df09c 246<informalfigure>\r
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247<para>In the <guilabel>Funds Interface</guilabel>, select the top level of your organization from the <guilabel>Context Org Unit</guilabel> drop down menu. \r
248(Only applicable to multi-branch systems)</para>\r
249<para><mediaobject>\r
250<alt>screenshot of Fund Propagation and Rollover</alt>\r
251\r
252<imageobject>\r
253<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
254</imageobject>\r
255</mediaobject></para>\r
256</informalfigure>\r
257</step>\r
258\r
259<step>\r
260<para>From the <guilabel>Year</guilabel> drop down menu, choose the year for which you would like to perform the Fiscal Year Close-out Operation.</para>\r
261</step>\r
262\r
263<step>\r
264<informalfigure>\r
265<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
ab084542 266<para><mediaobject>\r
b897ded1 267<alt>screenshot of funds</alt>\r
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268\r
269<imageobject>\r
b897ded1 270<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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271</imageobject>\r
272</mediaobject></para>\r
273</informalfigure>\r
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274</step>\r
275\r
276<step>\r
b897ded1 277<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
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278</step>\r
279\r
280<step>\r
281<para>Check the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>.</para>\r
282</step>\r
283\r
284\r
285<step>\r
286<informalfigure>\r
287<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
288<para>If you want to perform the close-out operation on the context org units and its child units, check the box adjacent to <guilabel>Include Funds for Descendant \r
289Org Units</guilabel>.</para>\r
ab084542 290<para><mediaobject>\r
b897ded1 291<alt>screenshot of funds</alt>\r
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292\r
293<imageobject>\r
cf426be4 294<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
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295</imageobject>\r
296</mediaobject></para>\r
297</informalfigure>\r
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298</step>\r
299\r
300<step>\r
b897ded1 301<informalfigure>\r
ebe9dd14 302<para>Click <guibutton>Process</guibutton>.</para>\r
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303<para><mediaobject>\r
304<alt>screenshot of funds</alt>\r
13b694bb 305\r
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306<imageobject>\r
307<imagedata fileref="media/year-end-run-2.png" scalefit="0"></imagedata>\r
308</imageobject>\r
309</mediaobject></para>\r
310</informalfigure>\r
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311</step>\r
312\r
313<step>\r
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314<para>Evergreen will begin the fiscal year close-out operation. Evergreen will make a clone of each fund where the <guilabel>Propagate</guilabel> box was checked, but will\r
315increment the year by 1. Encumbrances will be moved to the new funds for every fund where the <guilabel>Rollover</guilabel> box was checked.</para>\r
316</step>\r
317\r
318</procedure>\r
319\r
320</simplesect>\r
321\r
322<simplesect xml:id="yearend-money-rollover">\r
46cf18be 323<title>Fiscal Year Close-out Operation - Rollover Encumbrances and Unspent Money</title>\r
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324\r
325<procedure>\r
326\r
327<step>\r
328<para>Ensure that the Library Setting <guilabel>Allow funds to be rolled over without bringing the money along</guilabel> is set to <guilabel>False</guilabel>\r
329.</para>\r
330</step>\r
331\r
332<step>\r
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333<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
334<para> The <guilabel>Rollover</guilabel> check box must be checked for every fund where the encumbrances and money should be rolled over.</para>\r
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335<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
336</step>\r
337\r
338<step>\r
bfb5b289 339<informalfigure>\r
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340<para>In the <guilabel>Funds Interface</guilabel>, select the top level of your organization from the <guilabel>Context Org Unit</guilabel> drop down menu. \r
341(Only applicable to multi-branch systems)</para>\r
bfb5b289 342<para><mediaobject>\r
ebe9dd14 343<alt>screenshot of Fund Propagation and Rollover</alt>\r
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344\r
345<imageobject>\r
ebe9dd14 346<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
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347</imageobject>\r
348</mediaobject></para>\r
349</informalfigure>\r
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350</step>\r
351\r
352<step>\r
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353<para>From the <guilabel>Year</guilabel> drop down menu, choose the year for which you would like to perform the Fiscal Year Close-out Operation.</para>\r
354</step>\r
355\r
356<step>\r
e81dc611 357<informalfigure>\r
ebe9dd14 358<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
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359<para><mediaobject>\r
360<alt>screenshot of funds</alt>\r
361\r
362<imageobject>\r
ebe9dd14 363<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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364</imageobject>\r
365</mediaobject></para>\r
366</informalfigure>\r
367</step>\r
368\r
369<step>\r
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370<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
371</step>\r
372\r
373<step>\r
374<para>Ensure the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel> is not checked.</para>\r
375</step>\r
376\r
377\r
378<step>\r
e81dc611 379<informalfigure>\r
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380<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
381<para>If you want to perform the close-out operation on the context org units and its child units, check the box adjacent to <guilabel>Include Funds for Descendant \r
382Org Units</guilabel>.</para>\r
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383<para><mediaobject>\r
384<alt>screenshot of funds</alt>\r
385\r
386<imageobject>\r
cf426be4 387<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
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388</imageobject>\r
389</mediaobject></para>\r
390</informalfigure>\r
391</step>\r
392\r
393<step>\r
394<informalfigure>\r
b897ded1 395<para>Click <guibutton>Process</guibutton>.</para>\r
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396<para><mediaobject>\r
397<alt>screenshot of funds</alt>\r
398\r
399<imageobject>\r
cf426be4 400<imagedata fileref="media/run-year-end-1.png" scalefit="0"></imagedata>\r
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401</imageobject>\r
402</mediaobject></para>\r
403</informalfigure>\r
404</step>\r
405\r
406<step>\r
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407<para>Evergreen will begin the fiscal year close-out operation. Evergreen will make a clone of each fund where the <guilabel>Propagate</guilabel> box was checked, but will\r
408increment the year by 1. Encumbrances and money will be moved to the new funds for every fund where the <guilabel>Rollover</guilabel> box was checked.</para>\r
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409</step>\r
410\r
411</procedure>\r
412\r
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413\r
414</simplesect>\r
415\r
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416<simplesect xml:id="yearend-half-money-encumbrances">\r
417<title>Fiscal Year Close-Out Operation - Rollover Encumbrances and Unspent Money for Particular Funds</title>\r
418\r
419<para>To rollover encumbrances and unspent money for some funds and only encumbrances for other funds \r
420fiscal year end close-out must be run twice.</para>\r
421\r
422<procedure>\r
423<step>\r
424<para>Ensure that the Library Setting <guilabel>Allow funds to be rolled over without bringing the money along</guilabel> is set to <guilabel>True</guilabel>\r
425.</para>\r
426</step>\r
427\r
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428<step>\r
429<para>Uncheck the <guilabel>Propagate</guilabel> check box for every fund where the unspent money will be\r
430rolled over.</para>\r
431<para> Uncheck the <guilabel>Rollover</guilabel> check box for every fund where the unspent money will be\r
432rolled over.</para>\r
433<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
434</step>\r
435\r
436<step>\r
437<informalfigure>\r
438<para>In the <guilabel>Funds Interface</guilabel>, select the top level of your organization from the <guilabel>Context Org Unit</guilabel> drop down menu. \r
439(Only applicable to multi-branch systems)</para>\r
440<para><mediaobject>\r
441<alt>screenshot of Fund Propagation and Rollover</alt>\r
442\r
443<imageobject>\r
444<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
445</imageobject>\r
446</mediaobject></para>\r
447</informalfigure>\r
448</step>\r
449\r
450<step>\r
451<para>From the <guilabel>Year</guilabel> drop down menu, choose the year for which you would like to \r
452perform the Fiscal Year Close-out Operation.</para>\r
453</step>\r
454\r
455<step>\r
456<informalfigure>\r
457<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
458<para><mediaobject>\r
459<alt>screenshot of funds</alt>\r
460\r
461<imageobject>\r
462<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
463</imageobject>\r
464</mediaobject></para>\r
465</informalfigure>\r
466</step>\r
467\r
468<step>\r
469<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
470</step>\r
471\r
472<step>\r
e5c94a3a 473<para>Check the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel></para>\r
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474</step>\r
475\r
476<step>\r
477<informalfigure>\r
478<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
479<para>If you want to perform the close-out operation on the context org units and its child units, check the box adjacent to <guilabel>Include Funds for Descendant \r
480Org Units</guilabel>.</para>\r
481<para><mediaobject>\r
482<alt>screenshot of funds</alt>\r
483\r
484<imageobject>\r
485<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
486</imageobject>\r
487</mediaobject></para>\r
488</informalfigure>\r
489</step>\r
490\r
491<step>\r
492<informalfigure>\r
493<para>Click <guibutton>Process</guibutton>.</para>\r
494<para><mediaobject>\r
495<alt>screenshot of funds</alt>\r
496\r
497<imageobject>\r
8c8a7366 498<imagedata fileref="media/year-end-run-2.png" scalefit="0"></imagedata>\r
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499</imageobject>\r
500</mediaobject></para>\r
501</informalfigure>\r
8c8a7366 502</step>>\r
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503\r
504<step>\r
505<para>Evergreen will begin the fiscal year close-out operation. Evergreen will make a clone of each fund where the <guilabel>Propagate</guilabel> box was checked, but will\r
506increment the year by 1. Encumbrances will be moved to the new funds for every fund where the <guilabel>Rollover</guilabel> box was checked.</para>\r
507</step>\r
508\r
46cf18be 509<step>\r
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510<para>Reload the <guilabel>Funds</guilabel> page and go back to the current fiscal year you are \r
511closing.</para>\r
512</step>\r
513\r
514<step>\r
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515<para>Check the <guilabel>Propagate</guilabel> check box for every fund where the unspent money will be\r
516rolled over.</para>\r
517<para> Check the <guilabel>Rollover</guilabel> check box for every fund where the unspent money will be\r
518rolled over.</para>\r
519<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
520</step>\r
521\r
522<step>\r
523<para>Uncheck the <guilabel>Propagate</guilabel> check box for every fund in the current fiscal year \r
524where the encumbrances have been moved to the new fiscal year.</para>\r
525<para> Uncheck the <guilabel>Rollover</guilabel> check box for every fund in the current fiscal year \r
526where the encumbrances have been moved to the new fiscal year.</para>\r
527<para> Ensure that the <guilabel>Active</guilabel> check box has been unchecked for every fund in the current fiscal year \r
528where the encumbrances have been moved to the new fiscal year.</para>\r
529<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
530</step>\r
531\r
532<step>\r
533<informalfigure>\r
534<para>In the <guilabel>Funds Interface</guilabel>, select the top level of your organization from the <guilabel>Context Org Unit</guilabel> drop down menu. \r
535(Only applicable to multi-branch systems)</para>\r
536<para><mediaobject>\r
537<alt>screenshot of Fund Propagation and Rollover</alt>\r
538\r
539<imageobject>\r
540<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
541</imageobject>\r
542</mediaobject></para>\r
543</informalfigure>\r
544</step>\r
545\r
546<step>\r
547<para>From the <guilabel>Year</guilabel> drop down menu, choose the year for which you would like to \r
548perform the Fiscal Year Close-out Operation.</para>\r
549</step>\r
550\r
551<step>\r
552<informalfigure>\r
553<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
554<para><mediaobject>\r
555<alt>screenshot of funds</alt>\r
556\r
557<imageobject>\r
558<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
559</imageobject>\r
560</mediaobject></para>\r
561</informalfigure>\r
562</step>\r
563\r
564<step>\r
565<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
566</step>\r
567\r
568<step>\r
569<para>Ensure the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>\r
e5c94a3a 570 is <emphasis role="bold">not</emphasis> checked.</para>\r
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571</step>\r
572\r
573<step>\r
574<informalfigure>\r
575<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
576<para>If you want to perform the close-out operation on the context org units and its child units, check the box adjacent to <guilabel>Include Funds for Descendant \r
577Org Units</guilabel>.</para>\r
578<para><mediaobject>\r
579<alt>screenshot of funds</alt>\r
580\r
581<imageobject>\r
582<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
583</imageobject>\r
584</mediaobject></para>\r
585</informalfigure>\r
586</step>\r
587\r
588<step>\r
589<informalfigure>\r
590<para>Click <guibutton>Process</guibutton>.</para>\r
591<para><mediaobject>\r
592<alt>screenshot of funds</alt>\r
593\r
594<imageobject>\r
595<imagedata fileref="media/run-year-end-1.png" scalefit="0"></imagedata>\r
596</imageobject>\r
597</mediaobject></para>\r
598</informalfigure>\r
599</step>\r
600\r
601<step>\r
602<para>Evergreen will begin the fiscal year close-out operation. Evergreen will make a clone of each fund where the <guilabel>Propagate</guilabel> box was checked, but will\r
e5c94a3a 603increment the year by 1. Encumbrances and unspent money will be moved to the new funds for every fund where the <guilabel>Rollover</guilabel> box was checked.</para>\r
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604</step>\r
605</procedure>\r
606\r
607</simplesect>\r
608\r
609\r
610\r
611\r
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612<simplesect xml:id="yearend-propagation">\r
613<title>Fiscal Year Close-out Operation - Propagation Only</title>\r
614\r
615<para>To propagate funds in Evergreen without performing rollover:</para>\r
616\r
617<procedure>\r
ebe9dd14 618\r
b897ded1 619<step>\r
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620<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be propagated.</para>\r
621<para>See <link linkend="create-fund">Create a Fund</link> for information on this check box.</para>\r
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622</step>\r
623\r
624<step>\r
625<informalfigure>\r
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626<para>In the <guilabel>Funds Interface</guilabel>, select the top level of your organization from the <guilabel>Context Org Unit</guilabel> drop down menu. \r
627(Only applicable to multi-branch systems)</para>\r
e81dc611 628<para><mediaobject>\r
b897ded1 629<alt>screenshot of Fund Propagation and Rollover</alt>\r
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630\r
631<imageobject>\r
b897ded1 632<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
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633</imageobject>\r
634</mediaobject></para>\r
635</informalfigure>\r
636</step>\r
637\r
638<step>\r
ebe9dd14 639<para>From the <guilabel>Year</guilabel> drop down menu, choose the year for which you would like to propagate the funds.</para>\r
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640</step>\r
641\r
642<step>\r
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643<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
644<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
645</step>\r
646\r
647<step>\r
e81dc611 648<informalfigure>\r
ebe9dd14 649<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
e81dc611 650<para><mediaobject>\r
ebe9dd14 651<alt>screenshot of funds</alt>\r
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652\r
653<imageobject>\r
ebe9dd14 654<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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655</imageobject>\r
656</mediaobject></para>\r
657</informalfigure>\r
658</step>\r
659\r
660<step>\r
ebe9dd14 661<para>Uncheck the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
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662</step>\r
663\r
664<step>\r
ebe9dd14 665<para>Uncheck the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>.</para>\r
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666</step>\r
667\r
668<step>\r
ebe9dd14 669<para>Uncheck the tickbox for <guilabel>Dry Run</guilabel>.</para>\r
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670</step>\r
671\r
ebe9dd14 672\r
b897ded1 673<step>\r
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674<informalfigure>\r
675<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
676<para>If you want to propagate funds for context org unit and its child units, check the box adjacent to <guilabel>Include Funds for Descendant \r
677Org Units</guilabel>.</para>\r
678<para><mediaobject>\r
679<alt>screenshot of funds</alt>\r
680\r
681<imageobject>\r
cf426be4 682<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
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683</imageobject>\r
684</mediaobject></para>\r
685</informalfigure>\r
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686</step>\r
687\r
688<step>\r
e81dc611 689<informalfigure>\r
ebe9dd14 690<para>Click <guibutton>Process</guibutton>.</para>\r
e81dc611 691<para><mediaobject>\r
ebe9dd14 692<alt>screenshot of funds</alt>\r
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693\r
694<imageobject>\r
cf426be4 695<imagedata fileref="media/run-year-end-2.png" scalefit="0"></imagedata>\r
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696</imageobject>\r
697</mediaobject></para>\r
698</informalfigure>\r
699</step>\r
700\r
701<step>\r
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702<para>Evergreen will create new funds, increasing the year by one, for all the funds in the year you selected that have <guilabel>Propagate</guilabel> set to true. \r
703No money or encumbrances are moved.</para>\r
e81dc611 704</step>\r
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705</procedure>\r
706\r
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707</simplesect>\r
708\r
e81dc611 709</section>\r
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710\r
711\r
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712 \r
713</chapter>\r