It’s hard to believe, but it’s already time to begin thinking about the end of the fiscal year and the opening of FY 09/10 in Aleph. I have already spoken with Acq staff at several universities, but wanted to alert others of the upcoming procedures. Please share this information with all appropriate Acquisitions staff. You can coordinate a time for the FY rollover anytime after June 30th. We’re asking for all institutions to be rolled over to the new FY in Prod18 before July 11th with anticipation of the upgrades to V19 beginning the following week of July 13th. In other words, everyone will open their new budgets in
Prod18 and then the upgrade to V19 will include the new FY 09/10 budgets.
Attached is an ExLibris v.18 document that explains the various Budget Rollover services:
1) Open Annual Budget (acq-05) creates new annual budgets with a new suffix for the new year (Books-2010). The budget must be marked as an Annual Budget for the new year budget to be created. There is an option for the new annual budget to be created without an initial allocation or the same amount as the previous year. This service must be run first in the sequence.
2) Renew Order Encumbrance for Monograph (acq-06-a) checks for annual budgets that have been encumbered for each order with an open order status. If the encumbrance for the order is still active, the encumbrance will be assigned to the new year’s budget.
3) Renew Order Encumbrances for Serials and Standing Orders (acq-06-b) same as service for monographs. Must be run twice, once for Serials and once for S/O.
4) Transfer Remaining Balance (acq-07) has the option of transferring the funds remaining in the annual budgets at the end of the year to the new year’s annual budgets. If you do not transfer the remaining funds, the service can also be used for changing the status of all the old budgets to NA, non-active.
I recommend doing your initial testing in Test18 since this will give you an opportunity to view how the services affect your data. I’ll work on getting the Rollover Services on your Test18 clients next week. The ARROW Acquisitions clean-up reports, that run against your Report data, will identify aging invoices, incomplete orders and aging SV orders. Hopefully these will help you to identify invoices and orders that need some sort of status change in Production to ensure their proper rollover. For example, a listing of SV orders that are paid and/or arrived but not closed.
When you select a date to run the year-end services in Production, please let me know and I’ll back-up appropriate Oracle tables just in case there’s a problem. Also, I’ll put the rollover services on your Production client Services menu.
Let me know if you have any questions or concerns.
Ellen