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    Fiscal Period Closure

    Translatable
    To perform fiscal period closure, you must have the following role:
    • Fiscal Period Manager
    To close a fiscal period and move to the next fiscal period, you must run the following jobs:
    • Ledger rollover – Copies the ledgers from the closing fiscal period to the next fiscal period (see Rolling Over Ledgers)
    • PO line rollover – Copies PO lines from the closing fiscal period to the next fiscal period (see Rolling Over PO Lines)
    The following order types are rolled over during fiscal period closure:
    • Subscription orders
    • Standing orders
    • PO lines not fully invoiced or not fully paid by the end of the fiscal period
    Learn more about this feature in the Fiscal Period Closure video (35:08 mins).
    Some parameters in the ledger can affect whether the ledger can be encumbered or handle expenditures outside of its fiscal period. See Adding a Ledger.

    Rolling Over Ledgers

    To perform a ledger rollover, you must have the following role:
    • Fiscal Period Manager
    This is the first step in the fiscal period closure process.
    As part of the fiscal period closure, the Ledger Manager runs a manual job that copies the ledger of the current fiscal period with all the summary details and allocated funds to the new fiscal period, if required. No changes to the ledger or allocations are made during this process. If the next fiscal period does not exist, Alma creates a new one, which you can then edit (see Configuring Fund and Ledger Fiscal Periods).
    Alma supports only the non-accrual (cash basis) of accounting, meaning that only cash transactions processed through the system are taken into account.
    Learn more about this feature in the Fiscal Period Closure video (35:08 mins).
    To perform a ledger rollover:
    1. On the Rollover Ledgers page (Acquisitions > Advanced Tools > Rollover Ledgers), click Add Job. The Add Job dialog box appears.
      Add Ledger Rollover Job Dialog Box
    2. Enter the job information as required. A description of the fields is provided in the following table:
      Rollover Ledgers Job Fields
      Field Description
      Create allocation Select whether you want to copy the allocated funds with their allocations to the new ledger for the new fiscal period.
      If you select Yes and then select Copy in the Action field, the FPC factor (%) field displays, where you enter a value representing the increase/decrease percentage of the new allocated funds when copied from the original ledger. The FPC factor (%) is multiplied by the original allocation sum to determine the allocation amount.
      The Create allocation field is not displayed if you select Delete in the Action field.
      Ledger Select whether you want to copy all the ledgers or a specific ledger from the drop-down list. Only ledgers that exist in the displayed fiscal period appear.
      Note that if you select All, all ledgers in the fiscal period are rolled over, including inactive/closed/draft ledgers. See the Create Status field, below.
      Action From the drop-down list select:
      • Copy – Copies the ledger to the new fiscal period. If the fiscal period does not exist, a new one is created.
      • Delete – Deletes the ledger from the new fiscal period. If the ledger does not exist, the job completes successfully. If the ledger exists, the job checks for any transactions (other than allocations). If a transaction (encumbrance or expenditure) is found, the job completes with the error Ledger <ledgerid> cannot be deleted – ledger has transactions on it.
      FPC factor (%) The increase/decrease percentage of the new allocated funds when they are copied from the source ledger. If no percentage is entered, the value defaults to 0%.
      This field appears only if you select Yes in the Create allocation field and Copy in the Action field.
      Create Status Set the status of the selected ledger(s) in the new fiscal period. Select from:
      • Draft – The new ledger(s) and all of its/their funds are created with the status Draft (which is the same as Inactive).
      • Active – The new ledger(s) and all of its/their funds are created with the status Active.
      • This field does not appear if you select Delete in the Action field.
      • If you selected all ledgers in the Ledger field, all rolled over ledgers will be set to the value you select here in the new fiscal period.
      • All rolled over funds are changed to the status of the ledger, regardless of the original status of the funds.
      Copy from year The year from which to copy the ledger. Select from the current or previous fiscal period.
    3. Click Add to add the job and continue creating other jobs, or Add and Close to add the job and close the dialog box.
      The job is added to the Rollover Ledgers page and runs immediately.
      Rollover Ledgers Page
      Rollover Ledgers Page – with Job
    4. Click Actions > View to view details of the job. The Job Report page appears.
      Rollover Ledgers Job Report Page
      The Rollover Ledgers Job Report page displays the following:
      • Fund type
      • Number of successful rollovers for each fund type
      • Number of failed rollovers for each fund type
    5. Click Actions > Events to view the job events. The Events Report page appears.
      Rollover Ledgers Job Events Page
      The Events Report page displays the following:
      • Event description
      • Event date
      • Severity
      • Module
      • Creator

    Rolling Over PO Lines

    To perform a PO line rollover, you must have both of the following roles:
    • Acquisitions Administrator
    • Fiscal Period Manager
    This is the second step in the fiscal period closure process.
    You must run a job to copy the encumbered PO lines to the new fiscal period. During the rollover process, you can select whether you want to increase or decrease the amount of the encumbered PO line.
    Before performing a PO line rollover, you must first perform all ledger rollovers.
    Ensure that the ensuing fiscal period exists and that the relevant funds and ledgers are active before performing a PO line rollover.
    PO line rollover is performed on all active, continuous PO lines and on active, one-time PO lines that still have an encumbrance. PO lines are updated according to the order currency. The exchange rate is recalculated according to the most recent currency rate of exchange, taken from the Exchange Rate Table.
    Learn more about this feature in the Fiscal Period Closure video (35.08 mins).
    To perform a PO line rollover:
    1. On the Rollover PO Lines page, (Acquisitions > Advanced Tools > Rollover PO Lines),click Add Job. The Add Job dialog box appears.
      Add Rollover PO Lines Job Dialog Box
    2. Enter the job information as required. A description of the fields is provided in the following table.
      Rollover PO Lines Job Fields
      Field Description
      New encumbrance calculation The way to calculate the encumbrances in the new fiscal period. When working with continuous PO lines, you can base this calculation on:
      • Encumbrance – Adds all the encumbrances and moves them to the new fiscal period (plus or minus the FPC factor %). It then runs the dis-encumbrance on the entire expenditure.
      • Expenditure – Calculation is based on the sum of all expenditures related to the fiscal period (plus or minus the FPC factor). The encumbrance is relative for each fund. If this option is selected and the PO line does not have expenditures, calculation is instead based on encumbrance.
      Calculation for one-time PO lines is always based on Encumbrance, but the FPC factor % is not calculated.
      FPC factor (%) The increase/decrease percentage of the encumbrance when the PO lines are copied to the new fiscal period. If no percentage is entered, the value defaults to 0%.
      After the rollover job runs, the PO line fund’s local and foreign currency update according to this value.
      From year The year from which to copy the PO line. Select from the current or previous fiscal period.
      Libraries
      A library or libraries for which the PO line rollover is to take effect. If you do not select a value in this field, rollover is performed for the entire institution.
      Click the arrow to open the Library List page with the list of libraries defined for the institution. Select one or more libraries from the list.
      The Include sub-unit check boxes are non-functional.
      Check over encumbrance Whether to ensure that checking over-encumbrance rules of the fund/ledger are performed. Clear this option if you do not want over-encumbrance rules to be checked (such as for institutions whose funds do not have money because the ledger rollover runs without allocation).
      Report mode It is recommended that you select this 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 is not saved to the system.
      Continuous Order Only
      Standing Order Only
      One-Time Order Only
      If none of these options are selected, or if all of them are selected, then encumbrances for all PO lines types are rolled over. Otherwise, only the selected type/types are rolled over.
    3. Click Add to add the job and continue creating other jobs, or Add and Close to add the job and close the dialog box.
      The job is added to the Rollover PO Lines page.
      Rollover PO Lines Page
      Rollover PO Lines Page – with Job
      The Rollover PO Lines page displays the following information relating to the rollover job:
      • Job ID number
      • Status
      • User that added the job
      • Time the job started
      • Time the job ended
      • Number of ledger rollovers in the job (Number finished)
      • Number of failed ledger rollovers in the job
    4. Click Actions > View to view details of the job. The Job Report page appears.
      Rollover PO Lines Job Report Page
      The Rollover PO Lines Job Report page displays the following information:
      • Job parameters, including:
        • Process ID
        • Name of the process
        • Date and time on which the process started
        • Date and time on which the process finished
        • Total run time of the process
        • User that created the process
        • Process
        • Date and time on which the process status was recorded
        • Total number of records processed
        • Number of records for which processing failed (exceptions)
      • Job events, containing the following:
        • A link to PO lines that succeeded with the rollover (PO line rollover success)
        • Links to PO lines that failed, with a description of the failure reason and the number of PO lines that failed in the link
        • An Export to Excel button which enables viewing the problematic PO lines in an Excel file. The PO lines are grouped by the error message with which they are associated, and the Excel tabs are named according to the generated error messages.
      • Continuity type
      • Number of PO line successes for each community type
      • Number of PO line failures for each community type
      • A table of errors, if relevant. The table contains:
        • Error type
        • Number of failed PO lines as a result of the error
      Click Cancel to return to the PO Line Rollover page.
    5. Click Actions > Events to view the list of job events. The Events Report page appears.
      PO Line Rollover Job Events Page
      The Events Report page displays the following:
      • Event description
      • Event date
      • Severity
      • Module
      • Creator
      Click Back to return to the PO Line Rollover page.
    6. Click Actions > Report to view the job report. The Events Report page appears.
      PO Line Rollover Job Report Page
      Click Back to return to the PO Line Rollover page.
    The PO Line Rollover Job Report page currently displays the same information as the PO Line Rollover Job Events Page. The PO Line Rollover Job Report page will contain PO line and error information in a future release (similar to the information contained on the Rollover PO Lines Job Report page).
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