[Wactclc-alma] Fiscal Year Rollover

[Cara Beth Stevenson]

Okay, I'm following a video that shows to run a job: Rollover Ledgers.
The fund and ledger fiscal period mapping table shows the new fiscal period, but I don't see how to configure the description field.

CB

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Cara Beth Stevenson
Sent: Thursday, June 28, 2018 3:40 PM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: Re: [Wactclc-alma] Fiscal Year Rollover

I'm trying to +Add Row to the Fund and Ledger Fiscal Period Table, and I get the error:
Unable to update mapping table. Adding or deleting rows is not permitted

Am I missing a step before adding the row?

CB

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Whittaker, Shellie
Sent: Wednesday, June 27, 2018 11:37 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Fiscal Year Rollover

Hi Cara Beth,

You *could* do the ledger/fund rollover piece (the first of two steps in the fiscal period rollover process) before ensuring that all outstanding POLs that should be paid from the current fiscal period have been paid.  I like to do both steps in one sitting, so I'm not recommending that you roll the ledger/fund now and the POLs later.

It's the second step, rolling over the purchase order lines, that you want to be a little cautious about and try to make sure you've paid everything you want to pay from the current fiscal period.

It is possible to use Ledger Rules to allow a grace period for expenditures, thereby allowing you to continue to spend (pay invoices) out of the previous fiscal period.

See:
https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/020Acquisitions/090Acquisitions_Infrastructure/020Managing_Funds_and_Ledgers#Editing_a_Ledger

[cid:image001.jpg at 01D40EFF.0CB6C160]


Shellie Whittaker
WACTC Library Consortium
shelliew at bigbend.edu<mailto:shelliew at bigbend.edu> | (360) 452-5264

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Cara Beth Stevenson
Sent: Wednesday, June 27, 2018 11:19 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Fiscal Year Rollover

Another rollover question:
Do I need to clear outstanding invoices and order lines before I do the FY rollover?
I was experimenting and haven't had time to figure out how to balance the invoice.

Cara Beth Stevenson
Grays Harbor College

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Traci Taylor
Sent: Wednesday, June 27, 2018 11:09 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Fiscal Year Rollover

Just to clarify... the FY-2018 will create the new fiscal year FY-2019?

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu<mailto:wactclc-alma-bounces at lists.ctc.edu>> On Behalf Of Whittaker, Shellie
Sent: Wednesday, June 27, 2018 11:01 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: Re: [Wactclc-alma] Fiscal Year Rollover

Hi Traci,

You'll want to copy from the most recent fiscal year (the current fiscal year), FY-2018.

For others listening in, the fiscal years can be named various ways, so your current fiscal year may follow a different naming convention.

Shellie Whittaker
WACTC Library Consortium
shelliew at bigbend.edu<mailto:shelliew at bigbend.edu> | (360) 452-5264

From: Wactclc-alma [mailto:wactclc-alma-bounces at lists.ctc.edu] On Behalf Of Traci Taylor
Sent: Wednesday, June 27, 2018 10:51 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu<mailto:wactclc-alma at lists.ctc.edu>>
Subject: [Wactclc-alma] Fiscal Year Rollover

Hi Wade,

We are getting ready to rollover our ledgers. In the "rollover ledger", the fiscal years to copy from are FY-2017 and FY-2018. What year do I use? I went back and watched the meeting recording, and in your demonstration you show a date range. You did our fiscal year rollover for us last year.

Regards,
Traci


[cid:image002.png at 01D40EFF.0CB6C160]<http://www.btc.edu/>Traci Taylor
Systems Librarian
Bellingham Technical College<http://www.btc.edu/>
3028 Lindbergh Avenue | Bellingham, WA 98225
Call: 360-752-8488| ttaylor at btc.edu<mailto:ttaylor at btc.edu>


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