Collections Services: Acquisitions

Fiscal Year Rollover Procedures

Updated April 2003

1) Define the next fiscal period in the Systems Administration module.
· Click on the Acq tab and this box will pop up. Select Fiscal Periods.

· The Fiscal Period Definitions box will pop up next. (The Add Fiscal Period section will not appear until you click on Add Fiscal Period.)

· Type in the Fiscal Period Name and the starting and ending dates of the Fiscal Period. Usually it is a good idea to have the fiscal period open for an 18-month period. You can always go into the fiscal period later and edit it to be open longer than that, say 2 years or 3 years, etc.
· Click on Save and then exit the Systems Administration module.

2) Define rollover rules in the Acquisitions 2000 Module.
a) Open the Acquisitions module.
b) Click on the Ledger & Funds action bar.

c) Click “new rollover rule”. The Rollover Rule Edit – Rule pop will appear.

d) Enter the new rollover rule name in Rule Name/ID.
e) Under fiscal period select the current fiscal period.
f) Under new fiscal period select the fiscal period to which you want to roll.
g) Decide the dollar amount you wish to initialize with. **KSU does not roll money, so always initialize with zero!
h) Click all boxes for line item types if needed (see rules examples below).
i) Save.
j) Click on “view ledgers”. This is at the very bottom of the box called Rule. Scroll down on the side bar until you locate it. A box will appear that allows you to select ledgers.

k) Double click on the ledger(s) that you wish to apply that specific rule to and it will move from the bottom section to the top section under Ledgers.
l) Click into the box under the heading New Ledger Name and type it the new ledger name. (When you click in the box it will highlight the whole line in blue. Just start typing. It should enter the information in the correct location under New Ledger Name.)
m) Save.

*** BEFORE RUNNING FISCAL YEAR ROLLOVER, GO TO EACH RULE AND CHECK “APPLY RULE DURING NEXT RUN OF FISCAL PERIOD CLOSE”.

Examples of rollover rules

a) PO/Fund – Continuation 0x - rolls over serial/periodical open POs and fund structure for the continuations ledger
· initialize with $0
· click all “line item type” boxes under Approval, Firm, Gift, Continuations,
· Exchanges, and Deposits
· KSU’s POs do not include dollar amounts so disregard the column “% to increase commitments”
· Scroll down under the rule column to “view ledgers”. Select Continuations only - the new ledger name will be FY200x CONTINUATIONS.

b) Ledg/Fund Stucture 0x - rolls over the ledger and fund structure only
· initialize with $0
· do NOT click any line item type boxes
· KSU’s POs do not include dollar amounts so disregard the column “% to increase commitments”
· Scroll down under the rule column to “view ledgers”. Select the Document Delivery, Monographs, and Processing ledgers - the new ledger names will be FY200x DOCUMENT DELIVERY, FY200x MONOGRAPHS, AND FY200x PROCESSING

AGAIN, DON’T FORGET GO TO EACH RULE AND CHECK “APPLY RULE DURING NEXT RUN OF FISCAL PERIOD CLOSE” BEFORE RUNNING FISCAL ROLL OVER!

3) Create and review Fund Snapshot and Open Order Reports
· Log into dewey using UNIX
· select dewey.ksu.ksu.edu
· at login enter “voyager”
· at password enter “--------“
· type in “cd /m1/voyager/ksudb/sbin (Note! there is a space between cd and /m1) (For a list of all available jobs on the server type “ls”.
· type “Pacqjob”

To run the Fund Snapshot Report
· type “3"
· select current fiscal year

To run the Open Order Report
· type “2"
· select the fiscal year/ledger that contains the POs that need to be rolled. It should be the current fiscal year.

4) View the Reports
a) Open the Reporter Module
· In the acquisitions reports section, check reports and uncheck notices.
· Build reports and write down the name of the reports, i.e. Fund-Snap.

· Exit. !!!!! IF YOU RUN, THE REPORTS ALL WILL PRINT....MANY TREES WILL DIE!!!!!

· These reports are ftped to your workstation, usually c:/voyager.
b) Open Microsoft Access if you need to view the reports. (Note! Up to this point
(FY2003) there has NEVER been a need to look at these reports.)

5) Running Fiscal Year Rollover
a) Go to Rules
· Check the rules & associated ledgers.
· if okay, check box for apply rule.
· save rule

b) Send a threatening message to staff informing them of the scheduled time for fiscal period rollover and asking them not to open or use the acquisitions module during that time. :-) No one can be in the Acquisitions module during the roll over process!! (We did cut access from the Acquisitions Model during our first roll, but decided not to during the second roll. We do rolls very early in the morning on a weekend and send multiple messages to staff warning them not to open the module. This way the Acquisitions Librarian can do the entire process without having to involve the Systems people every time. Make sure that the automatic server backup process is not in process. This occurs late each evening and is finished by 7 am.)
c) CLOSE THE ACQUISITIONS MODULE!!!!!!!!!!
d) Three batch jobs MUST be run on the dewey server. Use the instructions from section 3a (above) to access the jobs on the dewey server.

· Pfpc_save - VERY IMPORTANT!!!!! IF NOT DONE, RESTORE WILL NOT WORK!!!

· Pfpc_run - Run it and wait. In FY2000, 2001 & 2002, the process took 2.5 hours.

· Pfpc_restore - DO NOT USE unless there is a problem.

A couple potential problems could be that the ledger structure does not create or that a significant number of Continuations POs don’t roll over to the new fiscal year. To check this open the Acquisitions Module and look inside. To find out if Continuations Pos don’t roll, do a Continuations PO search by the “old” ledger name and see how many POs show up. Those that have an order status of Complete or Cancelled are okay…they should NOT have rolled. Those that say Approved/Sent or Received Complete SHOULD have rolled. If there are a lot, say over 200, there MAY be a problem with the roll. However, it is NORMAL for some POs to not roll (sometimes it is impossible to determine why they did not roll).

e) Locating POs that have not rolled to the new fiscal year. Have someone in serials use this search to locate all the POs that did not roll over and update them to the new fund. To change a fund code on an approved purchase order, highlight the line item, click to the Line Item tab at the top of the PO and click on Edit Approved. A box like this will appear. Change the Ledger and Commit to Fund information to the current continuations ledger and current fund.

f) Rejoice!