[Evergreen-acq] Question about End of the Year Processing

[Jennifer Pringle]

Hi Mary,

Not sure if this is what you’ve run into, but if you have pending purchase orders with funds already assigned those funds don’t get updated during year end close out because the money isn’t encumbered.

If you had a pending PO with FY24 funds assigned and ran year end the funds would not be updated to FY25.  When you do activate the PO Evergreen continues to use the FY24 funds (and if you’ve increased balance stop percentages past 100% for the FY24 funds the activation can go through without any indication that something isn’t right).  The invoices then also use the FY24 funds.  To prevent this we require that our libraries activate or delete all pending purchase orders before running year end.

As far as I know our libraries invoice items in the fiscal year they arrive in, not the one they’re ordered in, but that could vary from library to library.

Hope that helps,

Jennifer


--
Jennifer Pringle (she/her)
Co-op Support - Training Lead
BC Libraries Cooperative
Toll-free: 1-888-848-9250
Email:jennifer.pringle at bc.libraries.coop
Website: http://bc.libraries.coop

Gratefully acknowledging that I live and work in the unceded Traditional Territory of the St'at'yemc Nations.

From: Evergreen-acq <evergreen-acq-bounces at list.evergreen-ils.org> On Behalf Of Mary Llewellyn via Evergreen-acq
Sent: Tuesday, September 3, 2024 6:45 AM
To: Discussion of acquisitions in Evergreen <evergreen-acq at list.evergreen-ils.org>
Cc: Mary Llewellyn <mllewell at biblio.org>
Subject: [Evergreen-acq] Question about End of the Year Processing

Hi all,

One of our librarians has asked me a question and I'm stumped.
" I thought we were always told that once the fiscal year closeout and rollover occurred that remaining items would be invoices against the new fiscal year. This leads me to my question, should items ordered in FY24 but invoiced in FY25 be included in the total spent column within Funds or should they be included in the FY24 total spent column in Funds? ... I did check Limit Fiscal Year Close-Out to Encumbrances."

This is what the community documentation says:
*  Perform Fiscal Year Close-Out: check this box to move encumbrances and unspent funds to the analogous fund for the next fiscal year. It will also deactivate funds for the selected fiscal year. Evergreen will only move encumbrances and unspent funds if the Rollover setting is enabled for a fund.

  1.  Limit Fiscal Year Close-Out to Encumbrances: check this box if only encumbered funds should be moved to the analogous fund for the next fiscal year. Unspent funds will not be carried forward to the next fiscal year. This setting will only display if the ‘Allow funds to be rolled over without bringing the money along’ Library Setting has been enabled. This setting is available in the Library Setting Editor accessible via Administration → Local Administration → Library Settings Editor.
*  Are we misunderstanding how the rollover works?

Thanks,

Mary

--
Mary Llewellyn
Database Manager
Bibliomation, Inc.
24 Wooster Ave.
Waterbury, CT 06708
mllewell at biblio.org<mailto:mllewell at biblio.org>
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