Thursday, June 1

This is the last day to submit Requisitions and Purchase orders for FY2023 - this includes Amazon orders.

Friday, June 2

Jen submits RX to have EDI invoices, serials invoices and shelf ready loaders turned off before close-out and turned on again after close-out.

Jen also requests the foundation fund reports be run before closeout.

Also need to inform EBSCO.

Tuesday, June 6

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

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

Thursday, June 8

Jen transfers revenues funds to materials as appropriate.

Tuesday, June 13

Last day for VISA orders - streaming purchases, charged immediately.

Friday, June 16

Campus deadline for P-card charges.

Last day to enter new invoices in Aleph - all invoices must be "R".

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

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.

Monday, June 19

Campus is closed

Tuesday, June 20

Today's "N" report should be blank.

Last day to "P" invoices in Aleph. - Must be P in PAW

Jen does final transfer of appropriate revenue funds to materials.

Jen reconciles revenues.

confirm transfer and monograph carryover funds with Shawny

Thursday, June 22

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

Andrew sets final FY23 departmental balances.

print out final budget summary.

Tuesday, June 27

send email about closeout to staff

Wednesday, June 28

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

All usernames beginning with Z will be disabled and ITD runs Foundation Fund Reports and End of Year Closeout.

Jen notifies Acquisitions and Serials when closeout is completed.

Thursday, June 29, 2023

Jen prints and checks any closeout reports.

Jen makes any necessary changes to fund codes/names.

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

Andrew sets allocations for serials.

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

Friday, June 30, 2023

Jen checks serials allocations.

Andrew checks book allocations.

Jen moves leftover FY23 transfer funds and sends requests to hold money to Shawn and Shawny.

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

Saturday, July 1, 2023

EDI invoices and shelf ready loaders turned back on.

EBSCO turned back on.