Aleph Fiscal Year End Closeout Process
ITD initiates the Fiscal Year End Closeout Process (FYECP) by sending out a survey form and an email message to Acquisitions Serials Community of Interest (COISERACQ) in early May. Testing in test database is 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.
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. ** 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.Report in Task Manager: Renew Order Encumbrance Report (a list of all renewed encumbrances for S or O orders).
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 ProcessInstitutions:
- Review reports
- Check new budget setup
- Reset batch counter for CP(acq-62)
- Update budget year for YBP GOBI and PromptCat Loader configuration file for all campuses
- Modify overnight job list
- Reset user permissions
- Notify campus(es)
Before Year End Closeout
- 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
- Budget transactions: the first allocation should be ILC, initial, not ALC, which is for each additional amount thereafter
- Know what to close if other budget types are also defined as "annual" and have the same name format: code-year
- Return the survey form on time
- Request via Rx to suspend loading process for EDI invoices and orders
- View requested reports if any
- No access to Acquisitions/Serials on the day the year end closeout process is scheduled
- Notify ITD for emergencies
- Run reports for the scheduled campus(es) by request
- Block users for the scheduled campus(es)
Fiscal Year End Closeout Process
Fiscal Year End Closeout Process
Several Aleph programs will be run, not all mandatory: Acq-05, Acq-06-a, Acq-06-b, Acq-07 or Acq-61.
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)