Simpson Library Technical Services

Tasks to perform before Roll Over

Before beginning the roll over process, check to see that any previous fiscal periods that you don't want to consider for rollover are marked with a status of Inactive. This will prevent the ledgers for those periods from appearing as eligible to be rolled by the Rollover Ledgers job. Ideally, you should only have one fiscal period with an Active status before you begin rollover, that being the current fiscal period that you are ending. 

Go to Alma Configuration.

Acquisitions menu > General > Fund and Ledger Fiscal Period.

The fiscal period mapping table will include a list of all of the fiscal periods that were configured in Alma. There are only two editable fields in this table: the description for a fiscal period, and the status of a fiscal period. The enabled sliders, import, and add row options have no effect.  Make sure that previous fiscal periods (except the one that you are going to roll over) are inactive.

Rolling Over the Fiscal Period Procedures

To close a fiscal period and move to the next fiscal period, you must run the following jobs in the following order. 
Run each job in DRAFT mode FIRST.

1. Ledger rollover – Copy the ledgers from the closing fiscal period to the next fiscal period (see Rolling Over Ledgers)

Go to Acquisitions > Advanced Tools > Roll Over Ledgers
Click Add Job
The Add Job pop-up box opens

Run a DRAFT version for each rollover instance.

Run any special parameter ledger rollovers before others.  For instance, run the GOBI-Credit ledger and the VIVA ledger first.

Use these parameters:

Create Allocation From: Cash Balance
Ledger: GOBI
Action: Copy
Create Status: Draft
From Year: Choose the previous FY
Check the box next to copy notes and attachments
Clicking Add and Close runs the job.

Run any remaining ledgers.  
Use these parameters:

Create Allocation From: None - this starts the ledger fresh with a zero balance.
Ledger: All - this selects all ledgers that have not previously been rolled over.
Action: Copy - this copies the fund structure within the ledger and all the other parameters.
Create Status: Draft - this is like a test run
From Year: Choose the previous FY
Check the box next to copy notes and attachments
Clicking Add and Close runs the job.

After checking the draft ledgers for accuracy, you can re-run the roll over jobs in ACTIVE mode.  You can also optionally activate the ledgers in the Acquisitions > Acquisitions Infrastructure > Funds and Ledgers window by clicking on the more menu (the ellipses) for each ledger. 

Do not roll over PO Lines until the Funds and Ledgers are acitvated.

2. PO line rollover – Copy 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
• Resource sharing requests that have not yet been received