Knowledge Base

You must do this for all ledgers, either together or one at a time.

1. Go to Acquisitions > Advanced Tools > Rollover Ledgers.

2. Click Add Job.

3. Enter the job information as required.

a. Create Allocation From

i. Allocation Balance: The funds will be allocated the same amount this year as they were last year.

ii. None: The funds will have no allocations this year. Without funds, the PO lines won't roll over. You'll have to allocate the funds manually.

iii. Cash Balance: The amount of "Cash Balance" at the end of the previous fiscal year will become the allocation for the new fiscal year.

iv. Both: The funds will be allocated the sum of Allocation Balance and Cash Balance (see above).

b. Ledger: Select one or more ledger(s) from the drop-down list. Only ledgers that exist in the displayed fiscal period and haven't been rolled over appear. Note that if you select "All," all ledgers in the fiscal period are rolled over, including inactive or draft ledgers.

c. Action

i. Copy: Copy the ledger(s) to the new fiscal period. If the fiscal period does not exist, a new one is created.

ii. Delete: Delete the ledger(s) from the new fiscal period.

d. FPC factor (%): Enter a positive number to increase the allocation by a percentage; enter a negative number to decrease the allocation by a percentage; enter 0 or leave the field blank to keep the allocation at the same amount. This field appears only if you create allocations from the allocation balance.

e. Create status

i. Draft: Only choose this option if you want to make changes to the ledger name or code. You will have to manually activate the ledger and funds later.

ii. Active: This is the most common choice.

f. From Year: Choose the fiscal year that is ending.

g. Copy Notes: Check the box if you want to copy ledger notes. You can run reports on notes in Analytics.

h. Copy Attachments: Check the box if you want to copy ledger attachments.

4. Select Add to roll over the ledger(s) and keep the dialog box open. Or select Add and Close to roll over the ledger(s) and close the dialog box.

5. After Alma runs the rollover job, the job is added to the "Rollover Ledgers" page and runs immediately. Select View in the row actions list to view details of the job or select Events in the row actions list to view the job events.

Tips

• The newly created fiscal period will be named by the start and end dates (e.g. 05/01/2021 – 04/30/2022). Ask OLS to change the fiscal period name to follow the pattern of previous fiscal years (e.g. FY-2021, FY-2022, etc.).

• Reset any overencumbrance or overexpenditure rules you may have adjusted in the final days of the last fiscal period. See What are fund and ledger rules? for help.

You must roll over the ledger(s) before rolling over the purchase order (PO) lines.

1. Go to Acquisitions > Advanced Tools > Rollover PO Lines.

2. Click Add Job.

3. Enter the job information as required.

a. New Encumbrance Calculation

i. Encumbrance: Each PO line will be encumbered with the same amount that was encumbered last year.

ii. Expenditure: Each PO line will be encumbered with the same amount that was expended last year.

b. FPC Factor (%): Enter a positive number to increase the encumbrance by a percentage; enter a negative number to decrease the encumbrance by a percentage; enter 0 or leave the field blank to keep the encumbrance at the same amount. This field appears only if you create encumbrances from the encumbrance balance.

c. From Year: The year from which to copy the PO line. Select from the current or previous fiscal period.

d. Libraries: If you do not select a library, PO lines are rolled over for all libraries.

e. PO Line: You can roll over on PO line at a time or leave this field blank to roll over all PO lines.

f. Check Over Encumbrance: Leave this box checked if you want the encumbrances on the PO lines to be subject to over-encumbrance rules. Institutions whose funds do not have money because the ledger rollover runs without allocation should uncheck the box.

g. Report Mode: Check the box to simulate a PO line rollover in test mode before generating a real PO line rollover. This option generates a report identifying any errors that need to be resolved. The rollover is simulated but no changes are made to the repository. Uncheck the box to roll over the PO lines for real.

h. Continuous Orders Only: You can choose to roll over only continuous orders, since you might want different encumbrances for these orders. Leave the box unchecked if you do not want to roll over these PO lines.

i. Standing Orders Only: You can choose to roll over only standing orders, since you might want different encumbrances for these orders. Leave the box unchecked if you do not want to roll over these PO lines.

j. One-Time Orders Only: You can choose to roll over only one-time orders, since you might want different encumbrances for these orders. Leave the box unchecked if you do not want to roll over these PO lines.

None of the CUNY schools need to do this part.