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

[Mary Llewellyn]

Hi Jennifer,

Thanks for taking the time to answer. I will share this with my librarian
and see if this rings any bells with her.


Mary


On Tue, Sep 3, 2024 at 1:48 PM Jennifer Pringle <
jennifer.pringle at bc.libraries.coop> wrote:

> 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
>
> This message originated from outside the M365 organisation. Please be
> careful with links, and don't trust messages you don't recognise.
>


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