Initial import of Acquistions doc.
[sitka/doc/acquisitions.git] / admin / admin-acq-yearend.xml
1 <?xml version='1.0' encoding='UTF-8'?>
2 <chapter xmlns="http://docbook.org/ns/docbook" xmlns:xi="http://www.w3.org/2001/XInclude"
3    xml:lang="EN" xmlns:xlink="http://www.w3.org/1999/xlink" version="5.0" xml:id="admin-acq-yearend">
4    <info>
5       <title>Acquisitions Year End</title>
6       <legalnotice>
7          <para><emphasis role="bold">Adapted with permission from original material by the <link
8                   xlink:title="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf"
9                   xlink:href="http://evergreen-ils.org/dokuwiki/lib/exe/fetch.php?media=administration_functions_in_the_acquistions_module_ev.pdf">Evergreen
10                   Community</link></emphasis></para>
11       </legalnotice>
12       
13      
14
15       <abstract>
16          <para>The Acquisitions Module in Evergreen requires administrative set up before it can be used by staff.</para>
17 <para>This chapter covers those pieces of the acquisitions module that must be in place before the module is useable by acquisitions staff, including funding, providers,
18  and permissions.  This chapter also includes information on best practices that prevent conflicts in the Evergreen between the Sitka libraries using Acquisitions.</para>
19 <para>This chapter is ordered is such a way as to facilitate an initial set up of the administrative portion of Acquisitions in Evergreen.</para></abstract>
20       
21
22    </info>
23
24 <section xml:id="acq-admin-yearend-placeholder">
25 </section>
26
27
28 <section xml:id="yearend-closeout">
29 <title>Perform Year End Close-out Operation</title>
30 <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
31 to the analogous funds, and it rolls over any remaining funds if you checked the rollover box when creating the fund.</para>
32
33 <procedure>
34 <step>
35 <informalfigure>
36 <para>Click <menuchoice><guimenu>Admin</guimenu>
37 <guisubmenu>Server Administration</guisubmenu>
38 <guisubmenu>Acquisitions</guisubmenu>
39 <guimenuitem>Funds</guimenuitem></menuchoice>.</para>
40 <para><mediaobject>
41 <alt>screenshot of funds</alt>
42
43 <imageobject>
44 <imagedata fileref="media/create-fund-1.png" scalefit="0"></imagedata>
45 </imageobject>
46 </mediaobject></para>
47 </informalfigure>
48 </step>
49
50 <step>
51 <informalfigure>
52 <para>Click <guibutton>Fund Propagation and Rollover</guibutton>.</para>
53 <para><mediaobject>
54 <alt>screenshot of funds</alt>
55
56 <imageobject>
57 <imagedata fileref="media/yearend-closeout-1.png" scalefit="0"></imagedata>
58 </imageobject>
59 </mediaobject></para>
60 </informalfigure>
61 </step>
62
63 <step>
64 <informalfigure>
65 <para>Check the box adjacent to <guilabel>Perform Fiscal Year Close-Out Operation.</guilabel></para>
66 <para><mediaobject>
67 <alt>screenshot of funds</alt>
68
69 <imageobject>
70 <imagedata fileref="media/yearend-closeout-2.png" scalefit="0"></imagedata>
71 </imageobject>
72 </mediaobject></para>
73 </informalfigure>
74 </step>
75
76 <step>
77 <informalfigure>
78 <para>Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.</para>
79 <para><mediaobject>
80 <alt>screenshot of funds</alt>
81
82 <imageobject>
83 <imagedata fileref="media/yearend-closeout-3.png" scalefit="0"></imagedata>
84 </imageobject>
85 </mediaobject></para>
86 </informalfigure>
87 </step>
88
89 <step>
90 <informalfigure>
91 <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 
92 Org Units</guilabel>.</para>
93 <para><mediaobject>
94 <alt>screenshot of funds</alt>
95
96 <imageobject>
97 <imagedata fileref="media/yearend-closeout-4.png" scalefit="0"></imagedata>
98 </imageobject>
99 </mediaobject></para>
100 </informalfigure>
101 </step>
102
103 <step>
104 <informalfigure>
105 <para>Check the box adjacent to <guilabel>Dry Run</guilabel> if you want to test the changes to the funds before they are enacted.  Evergreen will generate a 
106 summary of the changes that would occur during the selected operation. No data is actually changed during a dry run.</para>
107 <para><mediaobject>
108 <alt>screenshot of funds</alt>
109
110 <imageobject>
111 <imagedata fileref="media/yearend-closeout-5.png" scalefit="0"></imagedata>
112 </imageobject>
113 </mediaobject></para>
114 </informalfigure>
115 </step>
116
117 <step>
118 <informalfigure>
119 <para>Click <guibutton>Process</guibutton>.</para>
120 <para><mediaobject>
121 <alt>screenshot of funds</alt>
122
123 <imageobject>
124 <imagedata fileref="media/yearend-closeout-6.png" scalefit="0"></imagedata>
125 </imageobject>
126 </mediaobject></para>
127 </informalfigure>
128 </step>
129
130 <step>
131 <para>Evergreen will begin the propagation process.  Evergreen will make a clone of each fund where the <guilabel>Propagate</guilabel> box was checked, but will
132 increment the year by 1.</para>
133 </step>
134
135 </procedure>
136
137 </section>
138     
139 </chapter>