Closeout Schedule—2012End of Year Closeout Schedule 2012
Monday, June 1
• Robin sends a notice to liaisons regarding the end-of-year delay in rush ordering. Example wording for this is at the end of the schedule.
• First day to create FY13 Requisition.
Wednesday June 6
• Michelle does final movement of revenue funds to materials.
Thursday, June 7
• Submit Michelle submits a RX to have EDI invoices turned off before close-out and turned on again after close-out. Friday, June 10 • Last day for VISA ordering (except rushes).
Tuesday June 14
• Michelle does final movement of revenue funds to materials.
Wednesday June 15
• Michelle reconciles final movement of revenues funds to materials.
• Last day for rush VISA ordering .
Thursday June 16(except rushes)
• Michelle closes any previous fiscal year budgets that are still active. Michelle checks budget records setup: Budget code: XX-code-year, CP-ITD-2003, Budget type - XXREG, XXEND, XXGIF, XXGRA, Annual budget box checked.
Monday, June 20
• Last day to create and approve an FY11 Requisition in PeopleSoft.
Thursday, June 23
• Last day to enter new invoices in Aleph.
• Enter P-Card transactions charged but not received in Aleph.
• Last day to "R" invoices in Aleph.
• All invoices must be "R" or "P" by COB.
• EDI invoices turned off.
Friday, June 24
• Last day to process FY 11 invoices in Peoplesoft.
• Last day to "P" invoices in Aleph--all invoices must be "P" by COB.
• Today's "N" Report should be Blank.Tricia sets final FY11 departmental balances in the web order systems. Michelle notifies liaisons.
• Today's "N" and "R" reports should be blank.
• Send revised budget map to YBP
Monday, June 25
ITD Runs End of Year Closeout
• Todays "N" and "R" reports must be blank (any invoices remaining on them will have to be deleted).
• No staff may log into Acquisitions, Serials, or Administration.
• All Usernames beginning with Z will be disabled.
• Michelle prints and checks any closeout reports.
• Michelle makes any necessary changes to fund codes/names.
Tuesday, June 26
• Darlene sets allocations and over-encumber and over-expend thresholds for books.
• Michelle calculates Endowment Fund balances and sets them in Foundation Fund Database.
• Michelle moves leftover FY11 transfer funds and sends requests to hold money to Melissa.
• Michelle sets over-encumber over-expend thresh holds for transfer and foundation funds.
Wednesday, June 27
• EDI invoices turned back on.
• Michelle checks book allocations.
• First day to “R” FY12 invoices.
Thursday, June 28?
• Michelle and Janet do Web Order System Closeout.?
Friday, June 29
• Tricia sets new FY balances in the web order system.
Monday, July 2
• FY 2013 VISA ordering begins.
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