1 IX. Managing Funds & Payments A Little About Fiscal Period Close

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3 Agenda Introduction Rollover Ledgers Rollover PO Lines Summary and additional resources

4 Prerequisites This presentation assumes that you have viewed or attended these training sessions: Introduction to Alma Alma Concepts Navigating and Searching sessions Acquisitions sessions Managing Funds and Payments sessions

5 Fiscal Period Close - User Roles

6 Objectives By the end of this training session, you will be able to: Rollover ledger lines Rollover PO lines Check job status and view job reports

7 Introduction Rollover: Copies the Ledger of the current or previous fiscal period with summary and allocated funds to the new fiscal period Can delete ledger via Rollover Ledgers job as long as no encumbrances or expenditures Fiscal Period: Rollover will create the new fiscal period  therefore, no need to create one manually

8 Introduction - Rollover Jobs Rollover jobs run in this order: 1. Rollover Ledgers: Rolls ledger and its subordinate funds to next fiscal period 2. Rollover PO lines: Rolls open PO Lines such as One Time, Continuous and Standing Order from the ledger that was rolled

9 Agenda Introduction Rollover Ledgers Rollover PO Lines Summary and additional resources

10 Rollover Ledgers Navigate to Acquisitions > Advanced Tools > Rollover Ledgers Click ‘Add Job’ The Add Job screen will appear

11 Rollover Ledgers - Parameters Create allocation (Yes/No) – If Yes, will take last year’s allocation to new fiscal period If Yes, a new field opens: FPC factor % Increase/Decrease percentage of new allocated funds

12 Rollover Ledgers - Parameters From Year – Current or Previous Ledger - Select individual ledger (or All) to be rolled over; ledgers appear depending upon the selection of the From year parameter Action – Choose whether to copy selected ledger or to delete Create status (Active/Draft) – Select initial status of ledger to be created. Active meaning that it can be used when creating PO/Invoice Lines

13 Rollover Ledgers – Run the Job Close – Cancels job Add – Runs job and keeps Add Job dialog box open Add and Close – Runs job and closes dialog box

14 Rollover Ledgers – View Report From the Rollover Ledgers page, click on Actions > View to view the report

15 Rollover Ledgers Job Report

16 New Ledger and Funds Created Search for the new ledger and see that it rolled to the next fiscal period:

17 Fund Allocations Rolled Allocation from the previous fiscal period rolled to the funds in the new fiscal period:

18 Agenda Introduction Rollover Ledgers Rollover PO Lines Summary and additional resources

19 Rollover PO Lines Navigate to Acquisitions > Advanced Tools > Rollover PO Lines Click ‘Add Job’

20 Rollover PO Lines - parameters New Encumbrance Calculation Encumbrance: Adds the encumbrances and moves them from the old fiscal period to the new fiscal period Expenditure: Calculation is based on the sum of all expenditures [For example, if invoiced a PO Line at $200 twice in the fiscal period, would roll as $400 in the new fiscal period]

21 Rollover PO Lines - parameters FPC Factor % (optional) – encumbrances increases/decreased FPC factor; negative values are acceptable From Year – rollover of PO lines in Current or Previous fiscal periods Check Over Encumbrance - ensures that checking over-encumbrance rules of the fund/ledger is performed

22 Rollover PO Lines - parameters Report Mode (optional) - Select to simulate a PO Line Rollover. This will generate a report identifying any errors that need to be resolved without actually rolling over the lines.

23 Rollover PO Lines Close – cancels job Add – runs job and keeps Add Job dialog box open to run any additional rollover jobs Add and Close – runs job and closes dialog box

24 Rollover PO Lines – View report From the Rollover PO Lines page click on the Actions > View It may say Completed with Errors, but do not fear! When PO Line Rollover is run, it attempts to roll all PO Lines, if it finds a PO Line that is not on the fiscal period that was rolled in Rollover Ledgers, it will produce an “error.”

25 Rollover PO Lines Job Report

26 Allocated Fund Encumbrance Rolled

27 Agenda Introduction Rollover Ledgers Rollover PO Lines Summary and additional resources

28 Summary In this session, you learned how to: Rollover ledger lines Rollover PO lines Check job status and view job reports

29 Additional Resources Alma Acquisitions Guide Available in PDF format via the Ex Libris Documentation Center Available as online Help within Alma