How do I prepare for fiscal year rollover?
You should review your library's acquisitions data before the end of the fiscal year so the rollover is successful. It is also a good idea in general to clean up acquisitions data periodically, even if it might not be affected by rollover.
1. Unreceived Items
This should be the first step, because properly receiving items affects PO lines and invoices.
1. Go to Acquisitions > Receiving and Invoicing > Receive.
2. In the "One Time" tab, set the "Status" to All (Except Closed).
3. Review the list and process the items.
a. Items that are on the shelf in the library should be received.
b. Items that are not on the shelf will require more analysis.
i. If it's too soon for the item to have arrived in the library, nothing needs to be done.
ii. If the item should have arrived long ago, you may need to contact the vendor or search for the item.
iii. If the vendor canceled the order, you should cancel the PO line.
2. POs and PO Lines
POs in Review
1. Go to Acquisitions > Purchase Order (PO) > Review (PO).
2. Review the list of purchase orders (POs).
a. If you want to close the PO, try to edit it, then click Save and Continue. If the PO remains In Review, open a case with Ex Libris. They often have to force close POs from previous fiscal years.
b. If you want to delete the PO, you will only be able to do so if there is no invoice. Deleting the PO will also delete the PO lines.
POLs in Manual Packaging
1. Go to Acquisitions > Purchase Order Lines > Package.
2. Check the box(es) next to the purchase order lines (POLs) you want to put in a PO, then click Create new PO.
POLs in Review
1. Go to Acquisitions > Purchase Order Lines > Review (PO line).
2. Review the list and do one of the following:
a. Leave the POL in review.
b. Save or send the POL.
c. Cancel or delete the POL.
Open One-time POLs
It is fine for continuous PO lines to remain open, but one-time POLs should be closed before the end of the fiscal year. To get a report of open one-time POLs, use the Analytics report at Shared Folders/CUNY Network 01CUNY_NETWORK/Reports/Acquisitions/open one-time orders.
Review the list and process the orders:
- If it's too soon for the item to have arrived in the library and/or an invoice to have been posted, nothing needs to be done
- If you have an invoice that should be posted to the POL in this fiscal year, post it now
- If the POL already has an invoice, check that the items have been received and the PO is not in review or in manual packaging. If it seems like the POL should be closed, open a case with Ex Libris. They often have to force close POLs from previous fiscal years.
3. Invoices
1. Go to Acquisitions > Receiving and Invoicing.
Review the lists and process the invoices:
- If any invoices on these lists have been paid in this fiscal year, mark them as paid. Depending on their status, they may need to be reviewed and/or approved first.
- The unpaid invoices do not need to be handled now, although you may need to change the funds on the invoice lines after rollover.
4. Encumbrances
You only need to review encumbrances if:
- It might help you determine that something wasn't paid but should have been paid.
- You plan to create encumbrances in the new fiscal year based on the encumbrances in the old fiscal year.