Friday, May 31

This is the last day to submit Requisitions and Purchase orders for FY2019.

Monday, June 3

New Requisitions for FY2020 can be submitted.

Friday, June 7

Library picnic!!!

Jen submits an RX to have EDI invoices, Serials invoices and shelf ready loaders turned off before close-out and turned on again after close-out, and requests the foundation fund reports be run before closeout.

Tuesday, June 11
Last day for VISA ordering (except Barnes & Noble and Amazon).

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

Jen checks the “N” report and resolves any very old invoices remaining on it.

Wednesday, June 12

Jen transfers revenues funds to materials as appropriate.

Friday, June 14

Last day for Barnes & Noble and Amazon VISA orders.

Campus deadline for P-Card charges.

All invoices to be paid in FY19 should be to accounting by noon.

Wednsday, June 19

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

Jen checks the “N” report and insures that any invoices remaining on it are “R” or “P” by the end of the day.

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

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

Thursday, June 20

Today's "N" Report should be Blank.

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

Jen does final transfer of appropriate revenue funds to materials.

Jen reconciles revenues

Friday, June 21

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

Tricia sets final FY18 departmental balances in the web order system.

Tuesday, June 25

No staff may log into Acquisitions, Serials, or Administration. 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.

Jen notifies acquisitions and serials when closeout is completed.

Jen prints and checks any closeout reports.

Jen makes any necessary changes to fund codes/names.

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. 

Wednesday, June 26

Web Order System Closeout?????????

Jen checks serials allocations.

Tricia checks book allocations

Jen moves leftover FY19 transfer funds and sends requests to hold money to Shawn Parker.

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

First day to “R” FY2020 invoices.

Tricia sets new FY balances in the web order system.

FY2020 VISA ordering may begin

First day to pay FY2020 invoices in Aleph.

Budgets must be allocated by this date. (has to be done before loaders can turned on)

Friday, June 28

EDI invoices and shelf ready loaders turned back on.

Aleph Year End Closeout Survey Form

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