Merge branch 'Acq26'
[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
7cc20932 16 <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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17\r
18</abstract>\r
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19 \r
20\r
21 </info>\r
22\r
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23<section xml:id="yearend-checklist">\r
24<title>Year End Checklist</title>\r
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25<para>Libraries should review this checklist as they reach the end of their fiscal year in preparation for the year end processes.</para>\r
26\r
27<itemizedlist>\r
28<listitem>\r
29<para>All pending purchase orders are activated.</para>\r
30</listitem>\r
31<listitem>\r
32<para>All items physically received in the current fiscal year are received in Evergreen.</para>\r
33</listitem>\r
34<listitem>\r
35<para>All items to be paid for in the current fiscal year are invoiced for in Evergreen.</para>\r
36</listitem>\r
37<listitem>\r
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38<para>A date on which to run the year end processes has been chosen.</para>\r
39</listitem>\r
40<listitem>\r
41<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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42</listitem>\r
43</itemizedlist>\r
44\r
45\r
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46</section>\r
47\r
48<section xml:id="yearend-sitka-procedure">\r
49<title>Sitka Acquisitions Year End Procedure</title>\r
50\r
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51<note><para>If you run into difficulties at any point in this process please contact Support for assistance.</para></note>\r
52\r
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53<procedure>\r
54<step>\r
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55<para><emphasis role="bold">Library</emphasis> prepares for year end using the <link linkend="yearend-checklist">Year End Checklist</link>.</para>\r
56</step>\r
57\r
58<step>\r
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59<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
60is set to <guilabel>True</guilabel>.</para>\r
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61</step>\r
62\r
63<step>\r
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64<para><emphasis role="bold">Library</emphasis> implements acquisitions year end freeze.</para>\r
65<para>An Acquisitions freeze helps ensure that all debits and encumbrances are assigned to the correct fiscal year.</para>\r
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66</step>\r
67\r
68<step>\r
a2d5ed26 69<para><emphasis role="bold">Library</emphasis> runs fund report for old fiscal year.</para>\r
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70</step>\r
71\r
72<step>\r
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73<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
74new fiscal year.</para>\r
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75</step>\r
76\r
77<step>\r
8b0df09c 78<para><emphasis role="bold">Library</emphasis> performs the <link linkend="yearend-closeout">Fiscal Year Close-out Operation</link>.</para>\r
7cc20932 79</step>\r
e81dc611 80\r
7cc20932 81<step>\r
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82<para><emphasis role="bold">Library</emphasis> runs fund report for old and new fiscal year.</para>\r
83</step>\r
84\r
85<step>\r
86<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
87<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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88</step>\r
89\r
90<step>\r
13b694bb 91<para> <emphasis role="bold">Library</emphasis> lifts acquisitions year end freeze.</para>\r
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92</step>\r
93\r
94<step>\r
b897ded1 95<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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96</step>\r
97\r
98<step>\r
b897ded1 99<para><emphasis role="bold">Library</emphasis> allocates money from the new funding source(s) into the new funds.</para>\r
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100</step>\r
101\r
102<step>\r
103<para><emphasis role="bold">Library</emphasis> begins new fiscal year.</para>\r
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104</step>\r
105</procedure>\r
106\r
107<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
108need 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
109See <link linkend="update-funds-batch">Update Funds to Copies via Batch Updates to Line Items</link> for instructions.</para></note>\r
110\r
111\r
112</section>\r
113\r
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114<section xml:id="yearend-closeout">\r
115<title> Fund Propagation and Rollover</title>\r
8b0df09c 116\r
b897ded1 117<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 118to 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 119\r
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120\r
121\r
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122<para><link linkend="yearend-dry-run">Fiscal Year Close-out Operation - Dry Run</link></para>\r
123<para><link linkend="yearend-encumbrance-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances Only</link></para>\r
124<para><link linkend="yearend-money-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances and Funds</link></para>\r
125<para><link linkend="yearend-propagation">Fiscal Year Close-out Operation - Propagation Only</link></para>\r
3771f88d 126\r
8b0df09c 127\r
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128<simplesect xml:id="yearend-dry-run">\r
129<title>Fiscal Year Close-out Operation - Dry Run</title>\r
3771f88d 130\r
8b0df09c 131<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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132\r
133<procedure>\r
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134<step>\r
135<informalfigure>\r
136<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
137(Only applicable to multi-branch systems)</para>\r
138<para><mediaobject>\r
139<alt>screenshot of Fund Propagation and Rollover</alt>\r
140\r
141<imageobject>\r
142<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
143</imageobject>\r
144</mediaobject></para>\r
145</informalfigure>\r
146</step>\r
147\r
148<step>\r
149<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
150</step>\r
b897ded1 151\r
13b694bb 152<step>\r
ab084542 153<informalfigure>\r
8b0df09c 154<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
ab084542 155<para><mediaobject>\r
b897ded1 156<alt>screenshot of funds</alt>\r
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157\r
158<imageobject>\r
8b0df09c 159<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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160</imageobject>\r
161</mediaobject></para>\r
162</informalfigure>\r
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163</step>\r
164\r
165<step>\r
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166<para>Check the boxes applicable to your requirements for the close-out.</para>\r
167<para> See <link linkend="yearend-encumbrance-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances Only</link>, \r
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168<link linkend="yearend-money-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances and Funds</link>, and \r
169<link linkend="yearend-propagation">Fiscal Year Close-out Operation - Propagation Only</link> for the different fiscal close-out options.</para>\r
170</step>\r
171\r
172<step>\r
ab084542 173<informalfigure>\r
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174<para>Check the tickbox for <guilabel>Include Funds for Descendant Org Units</guilabel>. (Only applicable to multi-branch systems)</para>\r
175<para><mediaobject>\r
176<alt>screenshot of Fund Propagation and Rollover</alt>\r
177\r
178<imageobject>\r
179<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
180</imageobject>\r
181</mediaobject></para>\r
182</informalfigure>\r
183</step>\r
184\r
185<step>\r
186<para>Check the tickbox for <guilabel>Dry Run</guilabel>.</para>\r
187</step>\r
188\r
189<step>\r
190<informalfigure>\r
191<para>Click <guilabel>Process</guilabel>.</para>\r
192<para><mediaobject>\r
193<alt>screenshot of Fund Propagation and Rollover</alt>\r
194\r
195<imageobject>\r
196<imagedata fileref="media/year-end-dry-run-1.png" scalefit="0"></imagedata>\r
197</imageobject>\r
198</mediaobject></para>\r
199</informalfigure>\r
200</step>\r
201\r
202<step>\r
203<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
204doing a <guilabel>Dry Run</guilabel>.</para>\r
205</step>\r
206\r
207</procedure>\r
208\r
209\r
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210</simplesect>\r
211\r
212<simplesect xml:id="yearend-encumbrance-rollover">\r
213<title>Fiscal Year Close-out Operation - Rollover Encumbrances Only</title>\r
214\r
ebe9dd14 215\r
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216<procedure>\r
217\r
218<step>\r
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219<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
220.</para>\r
221</step>\r
222\r
223<step>\r
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224<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
225<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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226<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
227</step>\r
228\r
229<step>\r
8b0df09c 230<informalfigure>\r
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231<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
232(Only applicable to multi-branch systems)</para>\r
233<para><mediaobject>\r
234<alt>screenshot of Fund Propagation and Rollover</alt>\r
235\r
236<imageobject>\r
237<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
238</imageobject>\r
239</mediaobject></para>\r
240</informalfigure>\r
241</step>\r
242\r
243<step>\r
244<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
245</step>\r
246\r
247<step>\r
248<informalfigure>\r
249<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
ab084542 250<para><mediaobject>\r
b897ded1 251<alt>screenshot of funds</alt>\r
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252\r
253<imageobject>\r
b897ded1 254<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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255</imageobject>\r
256</mediaobject></para>\r
257</informalfigure>\r
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258</step>\r
259\r
260<step>\r
b897ded1 261<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
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262</step>\r
263\r
264<step>\r
265<para>Check the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>.</para>\r
266</step>\r
267\r
268\r
269<step>\r
270<informalfigure>\r
271<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
272<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
273Org Units</guilabel>.</para>\r
ab084542 274<para><mediaobject>\r
b897ded1 275<alt>screenshot of funds</alt>\r
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276\r
277<imageobject>\r
cf426be4 278<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
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279</imageobject>\r
280</mediaobject></para>\r
281</informalfigure>\r
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282</step>\r
283\r
284<step>\r
b897ded1 285<informalfigure>\r
ebe9dd14 286<para>Click <guibutton>Process</guibutton>.</para>\r
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287<para><mediaobject>\r
288<alt>screenshot of funds</alt>\r
13b694bb 289\r
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290<imageobject>\r
291<imagedata fileref="media/year-end-run-2.png" scalefit="0"></imagedata>\r
292</imageobject>\r
293</mediaobject></para>\r
294</informalfigure>\r
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295</step>\r
296\r
297<step>\r
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298<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
299increment 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
300</step>\r
301\r
302</procedure>\r
303\r
304</simplesect>\r
305\r
306<simplesect xml:id="yearend-money-rollover">\r
307<title>Fiscal Year Close-out Operation - Rollover Encumbrances and Funds</title>\r
308\r
309<procedure>\r
310\r
311<step>\r
312<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
313.</para>\r
314</step>\r
315\r
316<step>\r
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317<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
318<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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319<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
320</step>\r
321\r
322<step>\r
bfb5b289 323<informalfigure>\r
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324<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
325(Only applicable to multi-branch systems)</para>\r
bfb5b289 326<para><mediaobject>\r
ebe9dd14 327<alt>screenshot of Fund Propagation and Rollover</alt>\r
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328\r
329<imageobject>\r
ebe9dd14 330<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
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331</imageobject>\r
332</mediaobject></para>\r
333</informalfigure>\r
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334</step>\r
335\r
336<step>\r
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337<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
338</step>\r
339\r
340<step>\r
e81dc611 341<informalfigure>\r
ebe9dd14 342<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
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343<para><mediaobject>\r
344<alt>screenshot of funds</alt>\r
345\r
346<imageobject>\r
ebe9dd14 347<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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348</imageobject>\r
349</mediaobject></para>\r
350</informalfigure>\r
351</step>\r
352\r
353<step>\r
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354<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
355</step>\r
356\r
357<step>\r
358<para>Ensure the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel> is not checked.</para>\r
359</step>\r
360\r
361\r
362<step>\r
e81dc611 363<informalfigure>\r
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364<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
365<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
366Org Units</guilabel>.</para>\r
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367<para><mediaobject>\r
368<alt>screenshot of funds</alt>\r
369\r
370<imageobject>\r
cf426be4 371<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
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372</imageobject>\r
373</mediaobject></para>\r
374</informalfigure>\r
375</step>\r
376\r
377<step>\r
378<informalfigure>\r
b897ded1 379<para>Click <guibutton>Process</guibutton>.</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/run-year-end-1.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
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391<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
392increment 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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393</step>\r
394\r
395</procedure>\r
396\r
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397\r
398</simplesect>\r
399\r
400<simplesect xml:id="yearend-propagation">\r
401<title>Fiscal Year Close-out Operation - Propagation Only</title>\r
402\r
403<para>To propagate funds in Evergreen without performing rollover:</para>\r
404\r
405<procedure>\r
ebe9dd14 406\r
b897ded1 407<step>\r
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408<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be propagated.</para>\r
409<para>See <link linkend="create-fund">Create a Fund</link> for information on this check box.</para>\r
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410</step>\r
411\r
412<step>\r
413<informalfigure>\r
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414<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
415(Only applicable to multi-branch systems)</para>\r
e81dc611 416<para><mediaobject>\r
b897ded1 417<alt>screenshot of Fund Propagation and Rollover</alt>\r
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418\r
419<imageobject>\r
b897ded1 420<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
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421</imageobject>\r
422</mediaobject></para>\r
423</informalfigure>\r
424</step>\r
425\r
426<step>\r
ebe9dd14 427<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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428</step>\r
429\r
430<step>\r
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431<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
432<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
433</step>\r
434\r
435<step>\r
e81dc611 436<informalfigure>\r
ebe9dd14 437<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
e81dc611 438<para><mediaobject>\r
ebe9dd14 439<alt>screenshot of funds</alt>\r
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440\r
441<imageobject>\r
ebe9dd14 442<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
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443</imageobject>\r
444</mediaobject></para>\r
445</informalfigure>\r
446</step>\r
447\r
448<step>\r
ebe9dd14 449<para>Uncheck the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
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450</step>\r
451\r
452<step>\r
ebe9dd14 453<para>Uncheck the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>.</para>\r
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454</step>\r
455\r
456<step>\r
ebe9dd14 457<para>Uncheck the tickbox for <guilabel>Dry Run</guilabel>.</para>\r
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458</step>\r
459\r
ebe9dd14 460\r
b897ded1 461<step>\r
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462<informalfigure>\r
463<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
464<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
465Org Units</guilabel>.</para>\r
466<para><mediaobject>\r
467<alt>screenshot of funds</alt>\r
468\r
469<imageobject>\r
cf426be4 470<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
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471</imageobject>\r
472</mediaobject></para>\r
473</informalfigure>\r
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474</step>\r
475\r
476<step>\r
e81dc611 477<informalfigure>\r
ebe9dd14 478<para>Click <guibutton>Process</guibutton>.</para>\r
e81dc611 479<para><mediaobject>\r
ebe9dd14 480<alt>screenshot of funds</alt>\r
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481\r
482<imageobject>\r
cf426be4 483<imagedata fileref="media/run-year-end-2.png" scalefit="0"></imagedata>\r
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484</imageobject>\r
485</mediaobject></para>\r
486</informalfigure>\r
487</step>\r
488\r
489<step>\r
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490<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
491No money or encumbrances are moved.</para>\r
e81dc611 492</step>\r
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493</procedure>\r
494\r
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495</simplesect>\r
496\r
e81dc611 497</section>\r
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498\r
499\r
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500 \r
501</chapter>\r