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Rollover ALEPH

Rollover ALEPH. Fiscal year roll over with ALEPH version 14.2 Christine Moulen Library Systems Manager. Introduction. Reports to run beforehand. Aging invoices – goal to have all invoices Paid before closing the year.

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Rollover ALEPH

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  1. Rollover ALEPH Fiscal year roll over with ALEPH version 14.2 Christine Moulen Library Systems Manager NAAUG | Univ. of Iowa | June 1, 2003

  2. Introduction NAAUG | Univ. of Iowa | June 1, 2003

  3. Reports to run beforehand • Aging invoices – goal to have all invoices Paid before closing the year. • Aging incomplete orders – most are probably waiting for budgets. Assign new budget where possible. • Aging SV orders – orders that are completely Paid and/or Arrived, but not Closed. NAAUG | Univ. of Iowa | June 1, 2003

  4. Shutting down ACQ work • Approx. 5 days before roll over • Last day for acquisitions staff to do regular work, including order entry, receiving, invoice entry, claiming. [Serials module check in and claiming may continue.] • Final load of Approvals and GOBI orders. [Shut off any job daemon or cron scheduled loading.] • Final check of previously listed reports. NAAUG | Univ. of Iowa | June 1, 2003

  5. Shutting down ACQ work (2) • Next day (or two) • Print/send final batch of orders, claims. Any other ‘overnight’ output from prior day’s work. • Block staff access to edits in acquisitions client. (Change proxy to a less privileged one?) • Tell catalogers (anyone with Move Tree Item privilege) not to drag any orders (ADM) from one bib to another. NAAUG | Univ. of Iowa | June 1, 2003

  6. Shutting down ACQ work (3) • Complete invoice processing/payment. • Check that no invoices have status Not Ready to be Paid. (Aging invoice report) • Send final invoice feed to Accounts Payable. • Take away ACQ permissions from the financial management staff. NAAUG | Univ. of Iowa | June 1, 2003

  7. Last minute preparation • The day after all invoices are complete. • Back up all appropriate tables using p_file_03. • Z76, Z601, Z68, Z71, Z79, Z602 * • Run more reports • *One site noted that Z75 and Z77 were also changed by some roll over job. NAAUG | Univ. of Iowa | June 1, 2003

  8. Reports before roll over • Final budget balance summary (Warehouse, p_acq_16) • Serials cost extraction report (Warehouse, $$ spent on each Serial order) • Orders by fund (Warehouse donor report – gift & endowed funds, p_acq_17 all funds) • List of current year debit CRO transactions ( bug with them being lost in the rollover, data conversion issue?). NAAUG | Univ. of Iowa | June 1, 2003

  9. Running the roll over jobs • Open annual budgets for new year (p_acq_05) NAAUG | Univ. of Iowa | June 1, 2003

  10. Running the roll over jobs (2) • Roll over encumbrances for monographs and serials (p_acq_06 a & b) NAAUG | Univ. of Iowa | June 1, 2003

  11. Running the roll over jobs (3) • Transfer remaining balances (p_acq_07) • Run this for all budget types, even if you don’t transfer balances. This job makes prior year’s budgets Not Active. • We run it twice, with different parameters for different budget types. NAAUG | Univ. of Iowa | June 1, 2003

  12. Reports after roll over • Budget balances for years ending and beginning (Warehouse next day, p_acq_16) • Orders by fund (p_acq_17) • List inactive budgets in new year, so they can be deleted • List doubled up encumbrances from migrated MONO orders (no longer an issue?) NAAUG | Univ. of Iowa | June 1, 2003

  13. Beginning the new year • Set mono order counter with new year’s prefix. (Util g_02) • Set new budget year in YBP fund mapping script (for p_file_96 YBP Approval & GOBI loading) NAAUG | Univ. of Iowa | June 1, 2003

  14. Documentation • How to Manage End-of-Year Procedures in Acquisitions • Latest version: 14.2 August, 2002 • At the Documentation Portal. Do a full text search on “budget”. NAAUG | Univ. of Iowa | June 1, 2003

  15. Questions? • Contact me • Orbitee@mit.edu NAAUG | Univ. of Iowa | June 1, 2003

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