The end of fiscal year close is generally done at the end of June or the beginning of July.
An email is received from the library systems office at UMCP requesting a date for the closing. All staff on the USMAI acquisitions list are notified via email.
Reply to the email selecting a date that is convenient for staff in acquisitions (technical services)
Note: when the end of year closing procedure is run, no acquisitions or serials activity can be performed.
The email will have a link to a form that should be completed and submitted, indicating the preferred date.
Filling out the Form
ALEPH Year End Closeout Survey Form
for a link to the form: https://libumd.wufoo.com/forms/aleph-year-end-closeout-survey-form/ - do not need to use the form - this is just for informational purposes
Filling out the Form, part 2
The responses are:
Aleph Year End Closeout for * add fiscal year
Budget Type XXREG; XXGIF
Create Initial Allocation No
Renew M Order Encumbrances Yes
Renew S Order Encumbrances Yes
Renew O Order Encumbrances Yes
Create Carry-over Transactions No
Transfer Negative Balance No
Preferred Rollover Date enter date when program should be run
Email enter email address of staff member completing the form