Updates to Fiscal Year End chapter.

Signed-off-by: Jennifer Pringle <jpringle@sitka.bclibraries.ca>

diff --git a/admin/admin-acq-yearend.xml b/admin/admin-acq-yearend.xml
index cb200b6..bdac5bd 100644 (file)
--- a/admin/admin-acq-yearend.xml
+++ b/admin/admin-acq-yearend.xml
@@ -14,8 +14,6 @@
 \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
-<para>Currently Sitka staff guide libraries through a manual year end.  In the future libraries will be able to perform year end process on their own \r
-through Evergreen.</para> \r
 \r
 </abstract>\r
       \r
@@ -37,7 +35,10 @@ through Evergreen.</para>
 <para>All items to be paid for in the current fiscal year are invoiced for in Evergreen.</para>\r
 </listitem>\r
 <listitem>\r
-<para>Staff are aware of the dates for the acquisitions year end freeze.</para>\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
@@ -47,13 +48,16 @@ through Evergreen.</para>
 <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">Sitka Staff</emphasis> runs fund report for old fiscal year.</para>\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
@@ -62,8 +66,7 @@ through Evergreen.</para>
 </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
+<para><emphasis role="bold">Library</emphasis> runs fund report for old fiscal year.</para>\r
 </step>\r
 \r
 <step>\r
@@ -76,7 +79,12 @@ new fiscal year.</para>
 </step>\r
 \r
 <step>\r
-<para><emphasis role="bold">Library</emphasis> uses fund report to confirm that the encumbrances and spent totals for the funds in the old and new fiscal years are correct.</para>\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
@@ -107,7 +115,7 @@ See <link linkend="update-funds-batch">Update Funds to Copies via Batch Updates
 <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, and it rolls over any remaining funds if you checked the rollover box when creating the fund.</para>\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
@@ -213,7 +221,8 @@ doing a <guilabel>Dry Run</guilabel>.</para>
 </step>\r
 \r
 <step>\r
-<para>The <guilabel>Rollover</guilabel> and <guilabel>Propagate</guilabel> check boxes must be checked for every fund that will be rolled over.</para>\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
@@ -305,7 +314,8 @@ increment the year by 1.  Encumbrances will be moved to the new funds for every
 </step>\r
 \r
 <step>\r
-<para>The <guilabel>Rollover</guilabel> and <guilabel>Propagate</guilabel> check boxes must be checked for every fund that will be rolled over.</para>\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
@@ -418,6 +428,11 @@ increment the year by 1.  Encumbrances and money will be moved to the new funds
 </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