Page Comparison

Friday, June 1

This is the last day to submit Requisitions and Purchase orders for FY2018.

Monday, June 54

Wednesday, June 1413

EDI invoices, serials invoices and shelfready shelf ready loaders are turned off.

Michelle Jen transfers revenues funds to materials as appropriate.

Friday, June 1615

Last day for Barnes & Noble and Amazon VISA orders.

...

All invoices to be paid in FY17 FY18 should must be to accounting by 3noon.

Tuesday, June 2019

Last day to enter new invoices in Aleph—All invoices entered must be “R” and given to A & R for P tomorrow.

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Jen enters P-Card transactions charged but not received in Aleph, “R”’s them and gives to A & R  to be “P” today.

Michelle Jen closes any previous fiscal year budgets that are still active. Michelle Jen checks budget records setup: Budget code: XX-code-year, CP-ITD-2003, Budget type - XXREG, XXEND, XXGIF, XXGRA, Annual budget box checked.

Wednesday, June 2120

Today's "N" Report should be Blank.

Last day to "P" invoices in Aleph--all invoices must be "P" by COB.

Michelle Jen does final transfer of appropriate revenue funds to materials.

Jen reconciles revenues

Thursday, June 2221

Today's "N" and "R" reports should be blank.Michelle reconciles revenues

Friday, June 2322

Today's "N" and "R" and “P” reports should be blank.

Tricia sets final FY17 FY18 departmental balances in the web order systems system and Michelle Jen notifies liaisons that their final FY17 FY18 balances are available.

MondayWednesday, June 2627

No staff may log into Acquisitions, Serials, or Administration. Michelle Jen will print all reports first thing in the morning ("N" and "R" reports must be blank).

All Usernames beginning with Z will be disabled and ITD Runs Foundation Fund Reports then Runs End of Year Closeout.

Michelle Jen notifies acquisitions and serials when closeout is completed.

Michelle Jen prints and checks any closeout reports.

Michelle Jen makes any necessary changes to fund codes/names.

Michelle Jen calculates Endowment Fund balances and sets them in Foundation Fund Database.

Jen sets allocations and over-encumber and over-expend thresholds for books (after closeout is completed)

Tricia sets allocations for serials. 

Tueday, June 27

Michelle  

Thursday, June 28

Jen and Sarah New do Web Order System Closeout

Jen checks serials allocations.

Tricia checks book allocations.

Michelle Jen moves leftover FY17 FY18 transfer funds and sends requests to hold money to Shawn Parker.

Michelle Jen sets over-encumber over-expend thresh holds for transfer and foundation funds.

First day to “R” FY18 FY2019 invoices.

Tricia sets new FY balances in the web order system.

FY 2018 FY2019 VISA ordering may begin

First day to pay FY18 FY2019 invoices in Aleph.

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Friday, June 29

EDI invoices and shelfready shelf ready loaders turned back on. 

Date Unknown

Tricia sets allocations for serials.

Example wording for notice to liaisons about end-of-year ordering delay:

Hi all,
Would you please share with your colleagues the following information.
We wanted to let you know that the Library will not be able to Rush
purchase any materials between June 8-July 1 due to the Library's
end-of-fiscal-year closeout and University procurement guidelines for this
time period.
If you will be needing materials (such as books, DVDs, CDs) to be RUSH
purchased this summer please get your orders in before June 8.
If you have any questions please contact me, or Michelle Flinchbaugh
(flinchba@umbc.edu)
Thank you for your patience during this time!
Robin

Aleph Year End Closeout Survey Form