[sitka/doc/acquisitions.git] / admin / admin-acq-yearend.xml

<?xml version='1.0' encoding='UTF-8'?>\r
<chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"\r
   xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acq-yearend">\r
   <info>\r
      <title>Acquisitions Year End</title>\r
      <legalnotice>\r
         <para><emphasis role="bold">Adapted with permission from original material by the <link\r
                  xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"\r
                  xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen\r
                  Community</link></emphasis></para>\r
      </legalnotice>\r
      \r
     \r
\r
      <abstract>\r
         <para>At the end of each fiscal year libraries are able to run year end process to close out the year.</para>\r
\r
</abstract>\r
      \r
\r
   </info>\r
\r
<section xml:id="yearend-checklist">\r
<title>Year End Checklist</title>\r
<para>Libraries should review this checklist as they reach the end of their fiscal year in preparation for the year end processes.</para>\r
\r
<itemizedlist>\r
<listitem>\r
<para>All pending purchase orders are activated.</para>\r
</listitem>\r
<listitem>\r
<para>All items physically received in the current fiscal year are received in Evergreen.</para>\r
</listitem>\r
<listitem>\r
<para>All items to be paid for in the current fiscal year are invoiced for in Evergreen.</para>\r
</listitem>\r
<listitem>\r
<para>A date on which to run the year end processes has been chosen.</para>\r
</listitem>\r
<listitem>\r
<para>Dates for an acquisitions year end freeze have been selected and staff are aware of what those dates are.</para>\r
</listitem>\r
</itemizedlist>\r
\r
\r
</section>\r
\r
<section xml:id="yearend-sitka-procedure">\r
<title>Sitka Acquisitions Year End Procedure</title>\r
\r
<note><para>If you run into difficulties at any point in this process please contact Support for assistance.</para></note>\r
\r
<procedure>\r
<step>\r
<para><emphasis role="bold">Library</emphasis> prepares for year end using the <link linkend="yearend-checklist">Year End Checklist</link>.</para>\r
</step>\r
\r
<step>\r
<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
is set to <guilabel>True</guilabel>.</para>\r
</step>\r
\r
<step>\r
<para><emphasis role="bold">Library</emphasis> implements acquisitions year end freeze.</para>\r
<para>An Acquisitions freeze helps ensure that all debits and encumbrances are assigned to the correct fiscal year.</para>\r
</step>\r
\r
<step>\r
<para><emphasis role="bold">Library</emphasis> runs fund report for old fiscal year.</para>\r
</step>\r
\r
<step>\r
<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
new fiscal year.</para>\r
</step>\r
\r
<step>\r
<para><emphasis role="bold">Library</emphasis> performs the <link linkend="yearend-closeout">Fiscal Year Close-out Operation</link>.</para>\r
</step>\r
\r
<step>\r
<para><emphasis role="bold">Library</emphasis> runs fund report for old and new fiscal year.</para>\r
</step>\r
\r
<step>\r
<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
<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
</step>\r
\r
<step>\r
<para> <emphasis role="bold">Library</emphasis> lifts acquisitions year end freeze.</para>\r
</step>\r
\r
<step>\r
<para><emphasis role="bold">Library</emphasis> creates new funding source(s) and allocates credit to the funding source(s).</para>\r
</step>\r
\r
<step>\r
<para><emphasis role="bold">Library</emphasis> allocates money from the new funding source(s) into the new funds.</para>\r
</step>\r
\r
<step>\r
<para><emphasis role="bold">Library</emphasis> begins new fiscal year.</para>\r
</step>\r
</procedure>\r
\r
<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
need 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
See <link linkend="update-funds-batch">Update Funds to Copies via Batch Updates to Line Items</link> for instructions.</para></note>\r
\r
\r
</section>\r
\r
<section xml:id="yearend-closeout">\r
<title> Fund Propagation and Rollover</title>\r
\r
<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
to 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
\r
\r
\r
<para><link linkend="yearend-dry-run">Fiscal Year Close-out Operation - Dry Run</link></para>\r
<para><link linkend="yearend-encumbrance-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances Only</link></para>\r
<para><link linkend="yearend-money-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances and Funds</link></para>\r
<para><link linkend="yearend-propagation">Fiscal Year Close-out Operation - Propagation Only</link></para>\r
\r
\r
<simplesect xml:id="yearend-dry-run">\r
<title>Fiscal Year Close-out Operation - Dry Run</title>\r
\r
<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
\r
<procedure>\r
<step>\r
<informalfigure>\r
<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
(Only applicable to multi-branch systems)</para>\r
<para><mediaobject>\r
<alt>screenshot of Fund Propagation and Rollover</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Check the boxes applicable to your requirements for the close-out.</para>\r
<para> See <link linkend="yearend-encumbrance-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances Only</link>, \r
<link linkend="yearend-money-rollover">Fiscal Year Close-out Operation - Rollover Encumbrances and Funds</link>, and \r
<link linkend="yearend-propagation">Fiscal Year Close-out Operation - Propagation Only</link> for the different fiscal close-out options.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Check the tickbox for <guilabel>Include Funds for Descendant Org Units</guilabel>. (Only applicable to multi-branch systems)</para>\r
<para><mediaobject>\r
<alt>screenshot of Fund Propagation and Rollover</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Check the tickbox for <guilabel>Dry Run</guilabel>.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guilabel>Process</guilabel>.</para>\r
<para><mediaobject>\r
<alt>screenshot of Fund Propagation and Rollover</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-dry-run-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
doing a <guilabel>Dry Run</guilabel>.</para>\r
</step>\r
\r
</procedure>\r
\r
\r
</simplesect>\r
\r
<simplesect xml:id="yearend-encumbrance-rollover">\r
<title>Fiscal Year Close-out Operation - Rollover Encumbrances Only</title>\r
\r
\r
<procedure>\r
\r
<step>\r
<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
.</para>\r
</step>\r
\r
<step>\r
<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
<para> The <guilabel>Rollover</guilabel> check box must be checked for every fund where the encumbrances should be rolled over.</para>\r
<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
(Only applicable to multi-branch systems)</para>\r
<para><mediaobject>\r
<alt>screenshot of Fund Propagation and Rollover</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
</step>\r
\r
<step>\r
<para>Check the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>.</para>\r
</step>\r
\r
\r
<step>\r
<informalfigure>\r
<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
<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
Org Units</guilabel>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Process</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-run-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
increment 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
</step>\r
\r
</procedure>\r
\r
</simplesect>\r
\r
<simplesect xml:id="yearend-money-rollover">\r
<title>Fiscal Year Close-out Operation - Rollover Encumbrances and Funds</title>\r
\r
<procedure>\r
\r
<step>\r
<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
.</para>\r
</step>\r
\r
<step>\r
<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
<para> The <guilabel>Rollover</guilabel> check box must be checked for every fund where the encumbrances and money should be rolled over.</para>\r
<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
(Only applicable to multi-branch systems)</para>\r
<para><mediaobject>\r
<alt>screenshot of Fund Propagation and Rollover</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
</step>\r
\r
<step>\r
<para>Ensure the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel> is not checked.</para>\r
</step>\r
\r
\r
<step>\r
<informalfigure>\r
<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
<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
Org Units</guilabel>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Process</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/run-year-end-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
increment 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
</step>\r
\r
</procedure>\r
\r
\r
</simplesect>\r
\r
<simplesect xml:id="yearend-propagation">\r
<title>Fiscal Year Close-out Operation - Propagation Only</title>\r
\r
<para>To propagate funds in Evergreen without performing rollover:</para>\r
\r
<procedure>\r
\r
<step>\r
<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be propagated.</para>\r
<para>See <link linkend="create-fund">Create a Fund</link> for information on this check box.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<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
(Only applicable to multi-branch systems)</para>\r
<para><mediaobject>\r
<alt>screenshot of Fund Propagation and Rollover</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-propagate-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>From the <guilabel>Year</guilabel> drop down menu, choose the year for which you would like to propagate the funds.</para>\r
</step>\r
\r
<step>\r
<para>The <guilabel>Propagate</guilabel> check box must be checked for every fund that will be rolled over.</para>\r
<para>See <link linkend="create-fund">Create a Fund</link> for information on these check boxes.</para>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<para>Uncheck the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>\r
</step>\r
\r
<step>\r
<para>Uncheck the box adjacent to <guilabel>Limit Fiscal Year Close-out Operation to Encumbrances</guilabel>.</para>\r
</step>\r
\r
<step>\r
<para>Uncheck the tickbox for <guilabel>Dry Run</guilabel>.</para>\r
</step>\r
\r
\r
<step>\r
<informalfigure>\r
<para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>\r
<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
Org Units</guilabel>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/year-end-run-3.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<informalfigure>\r
<para>Click <guibutton>Process</guibutton>.</para>\r
<para><mediaobject>\r
<alt>screenshot of funds</alt>\r
\r
<imageobject>\r
<imagedata fileref="media/run-year-end-2.png" scalefit="0"></imagedata>\r
</imageobject>\r
</mediaobject></para>\r
</informalfigure>\r
</step>\r
\r
<step>\r
<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
No money or encumbrances are moved.</para>\r
</step>\r
</procedure>\r
\r
</simplesect>\r
\r
</section>\r
\r
\r
    \r
</chapter>\r