Fiscal Year Rollover

Decide which of these three options work best for your library:
 

  • Option 1: Run fiscal year utility - Create a new fiscal year record and funds that replicate the old fiscal year and funds. Updates purchase order line items and open invoices to the new fiscal year. 
    Decide:

    • Do you want any amounts left in the funds to carry over into the next fiscal year OR

    • Do you want any amounts left in the funds to be zeroed out.
       

  • Option 2: Replicate fiscal year hierarchy - Replicate the fund structure in the new fiscal year, but keep the old fiscal year open for a time until all money in the linked funds is expended. With this option, funds can be expended in the old fiscal year's funds, but not encumbered. The library can continue to receive, cancel, and invoice in the current fiscal year using the old funds, while ordering, receiving, and invoicing in the new fiscal year using the new funds. New funds have $0.00.
     

  • Option 3: Close fiscal year - This closes the current fiscal year and all linked funds. When you replicate a fiscal year, the status of the old fiscal year changes to Encumbrances closed, and you can then close the old fiscal year. Unlike rolling over amounts, replicating and then closing a fiscal year does not roll over purchase order line items to the new fiscal year, carry over fund balances, zero-out fund balances, or post transactions in the closed funds.
     

Note: If you are using Polaris Serials and you want to increase the amount encumbered in funds linked to standing orders or subscriptions, let CCS Staff know before the rollover. The increase will be a percentage.

 

Preparation:
 

  1. Release or delete all pending purchase orders for the current fiscal year

  2. Pay or delete all open invoices for the current fiscal year

  3. Apply known credits to paid invoices

  4. Run Fiscal Year/Fund Balance Report

  5. Run Outstanding Orders Report to clean up any orders that haven't been received

CCS Staff Procedures:

  1. Rollovers are done early in the morning when no one else is using the database. We will need all Acquisitions libraries to not use the system when the rollovers are occurring. This should not take a lot of time.

  2. CCS staff will run the Fiscal Year Rollover Utility against each fiscal year.

  3. CCS Staff will search for open Fiscal Year records. Open fiscal year(s) will be renamed to show the current year because the name of the new fiscal year will be the same as the old fiscal year.

  4. CCS Staff will review the newly created Fiscal Year(s) and Fund records in the Fiscal Year and Fund explorers.

  5. CCS Staff will check in System Administration: If you use EDI ordering, the default segment and header funds are updated automatically in the EDI Invoice Defaults profile unless you are continuing to leave the previous fiscal year open.

 

After:

  1. Run Fiscal Year/Fund Balance Report

  2. Run Outstanding Orders Report

  3. Review Fiscal Year record and fund records.

  4. Once everything looks correct, add dollar amounts to funds.

  5. Begin ordering again!
     

Note: If you want to make changes to your fund structure, please let CCS staff know so we can work through the steps with you.

Kathy Schmidt

6/28/2018