\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
<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
<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
</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
</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
<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
</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
</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
</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