Aleph Fiscal Year End Closeout Process

June 2003, May 2005

ITD initiates the Fiscal Year End Closeout Process (FYECP) by sending out a survey form and an email message to COISERACQ in early May. Testing in test database is necessary but optional if performing FYECP in a new Aleph version for the first time. FYECP is mandatory for campuses who use annual budget, i.e., budget code ending with year, such as CP-ITD-2003.

Ad hoc reports that are regularly requested via AlephRx during FYECP are Invoice Approved and Not Approved, and Transactions by Budget. The output of the reports can be located in Task Manager in MAI50.

Before Year End Closeout

Institutions:

1. Return the survey form on time
2. Check budget records setup, make sure:
   Budget code: XX-code-year, e.g., CP-ITD-2003
   Budget type - XXREG, XXEND, XXGIF, XXGRA
   Annual budget box checked
   
3. Budget transactions: the first allocation should be ILC, initial, not ALC, which is for each additional amount thereafter
4. Know what to close if other budget types are also defined as "annual" and have the same name format: code-year
5. View requested reports if any
6. make sure all invoiced orders with invoice status 'P'(paid), not N(not ready to be paid), R(ready to be paid) or Y(payment authorization given)
7. No access to Acquisitions/Serials on the day the FYECP is scheduled
8. Notify ITD for emergencies

ITD:

• Run reports for the scheduled campus(es) by request
• Block users for the scheduled campus(es)

Fiscal Year End Closeout Process

Acq-05 - Open Annual Budget
This program creates new annual budgets for those budgets that are defined as "annual" and use the name format "code-YEAR" (for example, CP-ITD-2003). The new budgets will retain the same code with a new suffix for the new year (for example, CP-ITD-2004). If a budget is already in the system (for the new year) it will not be opened, but it will still appear in the output report.

If an annual budget has an annual parent budget, then the new budget created for the requested year will have a parent budget code ending with the new year; otherwise (if the parent budget is not annual), it will not be changed in the new budget. Note that the existence of the renewed parent budget code is NOT checked by the system.

Before running acq-05:
CP-ITD-TEST-2003 transactions 
		ENC	15	D (debit)
		ENC	35	D
		ILC	200	C (credit)

After: 	CP-ITD-TEST-2003 transactions 
		Same as above
CP-ITD-TEST-2004 transactions
		ILC	200 	C (with yes to create initial allocation)

Report in Task Manager: new budget report

Acq-06-a - Renew order encumbrance for monograph
This program renews order encumbrances for Monograph Orders and checks for annual budgets that have been encumbered for each order and whose order status is SV - Sent to Vendor. If the encumbrance for the order is still active (in other words, if the invoices are incomplete), the encumbrance will be assigned to the new year's budget.

Example: continuing with the above example:
The budgets look like this now:
	CP-ITD-TEST-2003 transactions
		ILC	200	C

CP-ITD-TEST-2004 transaction
		ENC	15	D
		ENC	35	D
		ILC	200 	C 

Report in Task Manager: Renew Order Encumbrance Report (a list of all renewed encumbrances
 for M orders). 

Notes:
** the encumbered budget for an order is changed to a new fiscal year budget.
** if no initial allocation has created, there will be negative balance in the new fiscal year budget.
** if arrival and invoice are complete for an order, but payment status is N, R or Y, the encumbered budget remains the same. (problem!!!)
** ordered 2 copies, 1 arrived and paid for, invoice transaction in previous fiscal year for 1 and encumbrance in new fiscal year for the other

Acq-06-b - Renew order encumbrance for serials and standing orders
This program renews order encumbrances for Serials and Standing Orders and checks for annual budgets that have been encumbered for each order and whose order status is SV - Sent to Vendor. If the encumbrance for the order is still active (in other words the invoices are incomplete), the encumbrance will be assigned to the new year's budget. This service produce a report that includes a list of all renewed encumbrances.

This process is mandatory for campuses who are currently or will be doing EDI invoicing.

Notes:
** order status remains SV for all serials until subscription is canceled/closed.  New entry of encumbrance
 is added onto the order encumbrance form, the previous year's encumbrance in red and current year in green. 
** the encumbrance amount for a new fiscal year is taken from the order record, not the actual payment
 for the previous year. 

acq - 07 Transfer remaining balance
This program transfers the funds remaining in the annual budgets at the end of the year to the new year's annual budgets. The status of the old budget is then changed to NA, non-active. The service only works with budgets that are defined as "annual" and use the name format "code-YEAR" (for example, Books-2002). Negative budget balances can also be transferred. Options: budget type; create "CRO" transactions, transfer negative balance.

CRO is to carry over the remaining balance of a budget to a new one. For example, budget CP-ITD-2003 has about $2000 left in the budget at the time of year end closeout process. If Yes is selected, there will be a CRO transaction with the $2000 in CP-ITD-2004 as credit; if No, the $2000 will remain in CP-ITD-2003. If you don't want to create CRO transactions and/or transfer negative budget balances, the old budgets remain active. Need to run acq-61 report - Transfer Remaining Balance (for 2003 budgets).

Example -using the same example above:
 
CP-ITD-TEST-2003 transactions with NA status
		ILC	200	C
		CRO	200	D
CP-ITD-TEST-2004 now looks like this:
		ENC	15	D
		ENC	35	D
		ILC	200 	C 
CRO	200	C (with yes to create CRO transaction)

Create CRO transactions in previous year as Debit and new fiscal year as Credit Report: transfer-remaining-balance report is produced only when you choose "yes" to create CRO transactions and/or to carry over negative balance. No print id can be specified with this report. Therefore, it can be printed by anyone.

Notes:
** arrival and invoice complete, but payment status are N, R, or Y, nothing will be done, still has
 previous year budget after running acq-06; the amount is considered "paid", so it will not carry over
 to the new fiscal year.
** campuses, who have defined annual budget valid from July 1 to June 31 and prefer to close early, can not
 use any budgets, old or new, until after July 1. Or some manual manipulation is required. Another alternative
 is to have the valid time period longer than a year, say 13 or 18 months. 

Acq-61 - Close annual budget (ITD program)
An alternative program for acq-07. It closes the previous year budget by changing AC to NA

After the Fiscal Year End Closeout Process

• check new budget setup
• CP - budget allocation for PromptCat/BBS Loader

• Reset batch counter for CP
• Reconfigure the budget for CP PromptCat/BBS Loader
• Modify overnight job list
• Run Budget Summary Reports for new fiscal year via overnight batch
• Reset user permissions
• Notify campus(es)

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