Year End section updated.
[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
ef01a1bc 46<para>Save and Close all open invoices.</para>\r
6ea65869 47<para>Acquisitions --> Open Invoices</para>\r
ef01a1bc 48</listitem>\r
13b694bb 49<listitem>\r
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50<para>A date on which to run the year end processes has been chosen.</para>\r
51</listitem>\r
52<listitem>\r
53<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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54</listitem>\r
55</itemizedlist>\r
56\r
57\r
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58</section>\r
59\r
60<section xml:id="yearend-sitka-procedure">\r
61<title>Sitka Acquisitions Year End Procedure</title>\r
62\r
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63<note><para>If you run into difficulties at any point in this process please contact Support for assistance.</para></note>\r
64\r
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65<procedure>\r
66<step>\r
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67<para><emphasis role="bold">Library</emphasis> prepares for year end using the <link linkend="yearend-checklist">Year End Checklist</link>.</para>\r
68</step>\r
69\r
70<step>\r
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71<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
72is set to <guilabel>True</guilabel>.</para>\r
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73</step>\r
74\r
75<step>\r
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76<para><emphasis role="bold">Library</emphasis> implements acquisitions year end freeze.</para>\r
77<para>An Acquisitions freeze helps ensure that all debits and encumbrances are assigned to the correct fiscal year.</para>\r
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78</step>\r
79\r
80<step>\r
a2d5ed26 81<para><emphasis role="bold">Library</emphasis> runs fund report for old fiscal year.</para>\r
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82</step>\r
83\r
84<step>\r
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85<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
86new fiscal year.</para>\r
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87</step>\r
88\r
89<step>\r
8b0df09c 90<para><emphasis role="bold">Library</emphasis> performs the <link linkend="yearend-closeout">Fiscal Year Close-out Operation</link>.</para>\r
7cc20932 91</step>\r
e81dc611 92\r
7cc20932 93<step>\r
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94<para><emphasis role="bold">Library</emphasis> runs fund report for old and new fiscal year.</para>\r
95</step>\r
96\r
97<step>\r
98<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
99<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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100</step>\r
101\r
102<step>\r
13b694bb 103<para> <emphasis role="bold">Library</emphasis> lifts acquisitions year end freeze.</para>\r
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104</step>\r
105\r
106<step>\r
b897ded1 107<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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108</step>\r
109\r
110<step>\r
b897ded1 111<para><emphasis role="bold">Library</emphasis> allocates money from the new funding source(s) into the new funds.</para>\r
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112</step>\r
113\r
114<step>\r
115<para><emphasis role="bold">Library</emphasis> begins new fiscal year.</para>\r
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116</step>\r
117</procedure>\r
118\r
119<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
120need 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
121See <link linkend="update-funds-batch">Update Funds to Copies via Batch Updates to Line Items</link> for instructions.</para></note>\r
122\r
123\r
124</section>\r
125\r
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126<section xml:id="yearend-closeout">\r
127<title> Fund Propagation and Rollover</title>\r
8b0df09c 128\r
b897ded1 129<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 130to 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 131\r
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132\r
133\r
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134<para><link linkend="yearend-dry-run">Fiscal Year Close-out Operation - Dry Run</link></para>\r
135<para><link linkend="yearend-encumbrance-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances Only</link></para>\r
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136<para><link linkend="yearend-money-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances and Unspent Money</link></para>\r
137<para><link linkend="yearend-half-money-encumbrances">Fiscal Year Close-Out Operation - Rollover Encumbrances and Unspent Money for Particular Funds</link></para>\r
b897ded1 138<para><link linkend="yearend-propagation">Fiscal Year Close-out Operation - Propagation Only</link></para>\r
3771f88d 139\r
8b0df09c 140\r
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141<simplesect xml:id="yearend-dry-run">\r
142<title>Fiscal Year Close-out Operation - Dry Run</title>\r
3771f88d 143\r
8b0df09c 144<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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145\r
146<procedure>\r
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147<step>\r
148<informalfigure>\r
149<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
150(Only applicable to multi-branch systems)</para>\r
151<para><mediaobject>\r
152<alt>screenshot of Fund Propagation and Rollover</alt>\r
153\r
154<imageobject>\r
155<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
156</imageobject>\r
157</mediaobject></para>\r
158</informalfigure>\r
159</step>\r
160\r
161<step>\r
162<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
163</step>\r
b897ded1 164\r
13b694bb 165<step>\r
ab084542 166<informalfigure>\r
8b0df09c 167<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
ab084542 168<para><mediaobject>\r
b897ded1 169<alt>screenshot of funds</alt>\r
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170\r
171<imageobject>\r
8b0df09c 172<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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173</imageobject>\r
174</mediaobject></para>\r
175</informalfigure>\r
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176</step>\r
177\r
178<step>\r
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179<para>Check the boxes applicable to your requirements for the close-out.</para>\r
180<para> See <link linkend="yearend-encumbrance-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances Only</link>, \r
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181<link linkend="yearend-money-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances and Funds</link>, and \r
182<link linkend="yearend-propagation">Fiscal Year Close-out Operation - Propagation Only</link> for the different fiscal close-out options.</para>\r
183</step>\r
184\r
185<step>\r
ab084542 186<informalfigure>\r
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187<para>Check the tickbox for <guilabel>Include Funds for Descendant Org Units</guilabel>. (Only applicable to multi-branch systems)</para>\r
188<para><mediaobject>\r
189<alt>screenshot of Fund Propagation and Rollover</alt>\r
190\r
191<imageobject>\r
192<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
193</imageobject>\r
194</mediaobject></para>\r
195</informalfigure>\r
196</step>\r
197\r
198<step>\r
199<para>Check the tickbox for <guilabel>Dry Run</guilabel>.</para>\r
200</step>\r
201\r
202<step>\r
203<informalfigure>\r
204<para>Click <guilabel>Process</guilabel>.</para>\r
205<para><mediaobject>\r
206<alt>screenshot of Fund Propagation and Rollover</alt>\r
207\r
208<imageobject>\r
209<imagedata fileref="media/year-end-dry-run-1.png" scalefit="0"></imagedata>\r
210</imageobject>\r
211</mediaobject></para>\r
212</informalfigure>\r
213</step>\r
214\r
215<step>\r
216<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
217doing a <guilabel>Dry Run</guilabel>.</para>\r
218</step>\r
219\r
220</procedure>\r
221\r
222\r
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223</simplesect>\r
224\r
225<simplesect xml:id="yearend-encumbrance-rollover">\r
226<title>Fiscal Year Close-out Operation - Rollover Encumbrances Only</title>\r
227\r
ebe9dd14 228\r
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229<procedure>\r
230\r
231<step>\r
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232<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
233.</para>\r
234</step>\r
235\r
236<step>\r
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237<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
238<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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239<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
240</step>\r
241\r
242<step>\r
8b0df09c 243<informalfigure>\r
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244<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
245(Only applicable to multi-branch systems)</para>\r
246<para><mediaobject>\r
247<alt>screenshot of Fund Propagation and Rollover</alt>\r
248\r
249<imageobject>\r
250<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
251</imageobject>\r
252</mediaobject></para>\r
253</informalfigure>\r
254</step>\r
255\r
256<step>\r
257<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
258</step>\r
259\r
260<step>\r
261<informalfigure>\r
262<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
ab084542 263<para><mediaobject>\r
b897ded1 264<alt>screenshot of funds</alt>\r
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265\r
266<imageobject>\r
b897ded1 267<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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268</imageobject>\r
269</mediaobject></para>\r
270</informalfigure>\r
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271</step>\r
272\r
273<step>\r
b897ded1 274<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
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275</step>\r
276\r
277<step>\r
278<para>Check the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>.</para>\r
279</step>\r
280\r
281\r
282<step>\r
283<informalfigure>\r
284<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
285<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
286Org Units</guilabel>.</para>\r
ab084542 287<para><mediaobject>\r
b897ded1 288<alt>screenshot of funds</alt>\r
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289\r
290<imageobject>\r
cf426be4 291<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
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292</imageobject>\r
293</mediaobject></para>\r
294</informalfigure>\r
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295</step>\r
296\r
297<step>\r
b897ded1 298<informalfigure>\r
ebe9dd14 299<para>Click <guibutton>Process</guibutton>.</para>\r
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300<para><mediaobject>\r
301<alt>screenshot of funds</alt>\r
13b694bb 302\r
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303<imageobject>\r
304<imagedata fileref="media/year-end-run-2.png" scalefit="0"></imagedata>\r
305</imageobject>\r
306</mediaobject></para>\r
307</informalfigure>\r
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308</step>\r
309\r
310<step>\r
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311<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
312increment 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
313</step>\r
314\r
315</procedure>\r
316\r
317</simplesect>\r
318\r
319<simplesect xml:id="yearend-money-rollover">\r
46cf18be 320<title>Fiscal Year Close-out Operation - Rollover Encumbrances and Unspent Money</title>\r
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321\r
322<procedure>\r
323\r
324<step>\r
325<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
326.</para>\r
327</step>\r
328\r
329<step>\r
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330<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
331<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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332<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
333</step>\r
334\r
335<step>\r
bfb5b289 336<informalfigure>\r
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337<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
338(Only applicable to multi-branch systems)</para>\r
bfb5b289 339<para><mediaobject>\r
ebe9dd14 340<alt>screenshot of Fund Propagation and Rollover</alt>\r
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341\r
342<imageobject>\r
ebe9dd14 343<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
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344</imageobject>\r
345</mediaobject></para>\r
346</informalfigure>\r
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347</step>\r
348\r
349<step>\r
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350<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
351</step>\r
352\r
353<step>\r
e81dc611 354<informalfigure>\r
ebe9dd14 355<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
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356<para><mediaobject>\r
357<alt>screenshot of funds</alt>\r
358\r
359<imageobject>\r
ebe9dd14 360<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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361</imageobject>\r
362</mediaobject></para>\r
363</informalfigure>\r
364</step>\r
365\r
366<step>\r
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367<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
368</step>\r
369\r
370<step>\r
371<para>Ensure the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel> is not checked.</para>\r
372</step>\r
373\r
374\r
375<step>\r
e81dc611 376<informalfigure>\r
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377<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
378<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
379Org Units</guilabel>.</para>\r
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380<para><mediaobject>\r
381<alt>screenshot of funds</alt>\r
382\r
383<imageobject>\r
cf426be4 384<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
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385</imageobject>\r
386</mediaobject></para>\r
387</informalfigure>\r
388</step>\r
389\r
390<step>\r
391<informalfigure>\r
b897ded1 392<para>Click <guibutton>Process</guibutton>.</para>\r
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393<para><mediaobject>\r
394<alt>screenshot of funds</alt>\r
395\r
396<imageobject>\r
cf426be4 397<imagedata fileref="media/run-year-end-1.png" scalefit="0"></imagedata>\r
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398</imageobject>\r
399</mediaobject></para>\r
400</informalfigure>\r
401</step>\r
402\r
403<step>\r
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404<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
405increment 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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406</step>\r
407\r
408</procedure>\r
409\r
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410\r
411</simplesect>\r
412\r
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413<simplesect xml:id="yearend-half-money-encumbrances">\r
414<title>Fiscal Year Close-Out Operation - Rollover Encumbrances and Unspent Money for Particular Funds</title>\r
415\r
416<para>To rollover encumbrances and unspent money for some funds and only encumbrances for other funds \r
417fiscal year end close-out must be run twice.</para>\r
418\r
419<procedure>\r
420<step>\r
421<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
422.</para>\r
423</step>\r
424\r
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425<step>\r
426<para>Uncheck the <guilabel>Propagate</guilabel> check box for every fund where the unspent money will be\r
427rolled over.</para>\r
428<para> Uncheck the <guilabel>Rollover</guilabel> check box for every fund where the unspent money will be\r
429rolled over.</para>\r
430<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
431</step>\r
432\r
433<step>\r
434<informalfigure>\r
435<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
436(Only applicable to multi-branch systems)</para>\r
437<para><mediaobject>\r
438<alt>screenshot of Fund Propagation and Rollover</alt>\r
439\r
440<imageobject>\r
441<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
442</imageobject>\r
443</mediaobject></para>\r
444</informalfigure>\r
445</step>\r
446\r
447<step>\r
448<para>From the <guilabel>Year</guilabel> drop down menu, choose the year for which you would like to \r
449perform the Fiscal Year Close-out Operation.</para>\r
450</step>\r
451\r
452<step>\r
453<informalfigure>\r
454<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
455<para><mediaobject>\r
456<alt>screenshot of funds</alt>\r
457\r
458<imageobject>\r
459<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
460</imageobject>\r
461</mediaobject></para>\r
462</informalfigure>\r
463</step>\r
464\r
465<step>\r
466<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
467</step>\r
468\r
469<step>\r
e5c94a3a 470<para>Check the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel></para>\r
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471</step>\r
472\r
473<step>\r
474<informalfigure>\r
475<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
476<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
477Org Units</guilabel>.</para>\r
478<para><mediaobject>\r
479<alt>screenshot of funds</alt>\r
480\r
481<imageobject>\r
482<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
483</imageobject>\r
484</mediaobject></para>\r
485</informalfigure>\r
486</step>\r
487\r
488<step>\r
489<informalfigure>\r
490<para>Click <guibutton>Process</guibutton>.</para>\r
491<para><mediaobject>\r
492<alt>screenshot of funds</alt>\r
493\r
494<imageobject>\r
8c8a7366 495<imagedata fileref="media/year-end-run-2.png" scalefit="0"></imagedata>\r
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496</imageobject>\r
497</mediaobject></para>\r
498</informalfigure>\r
8c8a7366 499</step>>\r
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500\r
501<step>\r
502<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
503increment 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
504</step>\r
505\r
46cf18be 506<step>\r
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507<para>Reload the <guilabel>Funds</guilabel> page and go back to the current fiscal year you are \r
508closing.</para>\r
509</step>\r
510\r
511<step>\r
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512<para>Check the <guilabel>Propagate</guilabel> check box for every fund where the unspent money will be\r
513rolled over.</para>\r
514<para> Check the <guilabel>Rollover</guilabel> check box for every fund where the unspent money will be\r
515rolled over.</para>\r
516<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
517</step>\r
518\r
519<step>\r
520<para>Uncheck the <guilabel>Propagate</guilabel> check box for every fund in the current fiscal year \r
521where the encumbrances have been moved to the new fiscal year.</para>\r
522<para> Uncheck the <guilabel>Rollover</guilabel> check box for every fund in the current fiscal year \r
523where the encumbrances have been moved to the new fiscal year.</para>\r
524<para> Ensure that the <guilabel>Active</guilabel> check box has been unchecked for every fund in the current fiscal year \r
525where the encumbrances have been moved to the new fiscal year.</para>\r
526<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
527</step>\r
528\r
529<step>\r
530<informalfigure>\r
531<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
532(Only applicable to multi-branch systems)</para>\r
533<para><mediaobject>\r
534<alt>screenshot of Fund Propagation and Rollover</alt>\r
535\r
536<imageobject>\r
537<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
538</imageobject>\r
539</mediaobject></para>\r
540</informalfigure>\r
541</step>\r
542\r
543<step>\r
544<para>From the <guilabel>Year</guilabel> drop down menu, choose the year for which you would like to \r
545perform the Fiscal Year Close-out Operation.</para>\r
546</step>\r
547\r
548<step>\r
549<informalfigure>\r
550<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
551<para><mediaobject>\r
552<alt>screenshot of funds</alt>\r
553\r
554<imageobject>\r
555<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
556</imageobject>\r
557</mediaobject></para>\r
558</informalfigure>\r
559</step>\r
560\r
561<step>\r
562<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
563</step>\r
564\r
565<step>\r
566<para>Ensure the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>\r
e5c94a3a 567 is <emphasis role="bold">not</emphasis> checked.</para>\r
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568</step>\r
569\r
570<step>\r
571<informalfigure>\r
572<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
573<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
574Org Units</guilabel>.</para>\r
575<para><mediaobject>\r
576<alt>screenshot of funds</alt>\r
577\r
578<imageobject>\r
579<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
580</imageobject>\r
581</mediaobject></para>\r
582</informalfigure>\r
583</step>\r
584\r
585<step>\r
586<informalfigure>\r
587<para>Click <guibutton>Process</guibutton>.</para>\r
588<para><mediaobject>\r
589<alt>screenshot of funds</alt>\r
590\r
591<imageobject>\r
592<imagedata fileref="media/run-year-end-1.png" scalefit="0"></imagedata>\r
593</imageobject>\r
594</mediaobject></para>\r
595</informalfigure>\r
596</step>\r
597\r
598<step>\r
599<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 600increment 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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601</step>\r
602</procedure>\r
603\r
604</simplesect>\r
605\r
606\r
607\r
608\r
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609<simplesect xml:id="yearend-propagation">\r
610<title>Fiscal Year Close-out Operation - Propagation Only</title>\r
611\r
612<para>To propagate funds in Evergreen without performing rollover:</para>\r
613\r
614<procedure>\r
ebe9dd14 615\r
b897ded1 616<step>\r
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617<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be propagated.</para>\r
618<para>See <link linkend="create-fund">Create a Fund</link> for information on this check box.</para>\r
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619</step>\r
620\r
621<step>\r
622<informalfigure>\r
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623<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
624(Only applicable to multi-branch systems)</para>\r
e81dc611 625<para><mediaobject>\r
b897ded1 626<alt>screenshot of Fund Propagation and Rollover</alt>\r
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627\r
628<imageobject>\r
b897ded1 629<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
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630</imageobject>\r
631</mediaobject></para>\r
632</informalfigure>\r
633</step>\r
634\r
635<step>\r
ebe9dd14 636<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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637</step>\r
638\r
639<step>\r
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640<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
641<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
642</step>\r
643\r
644<step>\r
e81dc611 645<informalfigure>\r
ebe9dd14 646<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
e81dc611 647<para><mediaobject>\r
ebe9dd14 648<alt>screenshot of funds</alt>\r
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649\r
650<imageobject>\r
ebe9dd14 651<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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652</imageobject>\r
653</mediaobject></para>\r
654</informalfigure>\r
655</step>\r
656\r
657<step>\r
ebe9dd14 658<para>Uncheck the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
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659</step>\r
660\r
661<step>\r
ebe9dd14 662<para>Uncheck the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>.</para>\r
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663</step>\r
664\r
665<step>\r
ebe9dd14 666<para>Uncheck the tickbox for <guilabel>Dry Run</guilabel>.</para>\r
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667</step>\r
668\r
ebe9dd14 669\r
b897ded1 670<step>\r
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671<informalfigure>\r
672<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
673<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
674Org Units</guilabel>.</para>\r
675<para><mediaobject>\r
676<alt>screenshot of funds</alt>\r
677\r
678<imageobject>\r
cf426be4 679<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
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680</imageobject>\r
681</mediaobject></para>\r
682</informalfigure>\r
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683</step>\r
684\r
685<step>\r
e81dc611 686<informalfigure>\r
ebe9dd14 687<para>Click <guibutton>Process</guibutton>.</para>\r
e81dc611 688<para><mediaobject>\r
ebe9dd14 689<alt>screenshot of funds</alt>\r
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690\r
691<imageobject>\r
cf426be4 692<imagedata fileref="media/run-year-end-2.png" scalefit="0"></imagedata>\r
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693</imageobject>\r
694</mediaobject></para>\r
695</informalfigure>\r
696</step>\r
697\r
698<step>\r
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699<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
700No money or encumbrances are moved.</para>\r
e81dc611 701</step>\r
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702</procedure>\r
703\r
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704</simplesect>\r
705\r
e81dc611 706</section>\r
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707\r
708\r
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709 \r
710</chapter>\r