Closeout Schedule 2013

Monday, June 3

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.

Friday, June 7

Last day for VISA ordering (except rushes)

Monday, June 10

Michelle submits a RX to have EDI invoices turned off before close-out and turned on again after close-out.

Michelle submits an RX to have the foundation fund reports run right before closeout.

Friday June 14

EDI invoices are turned off.

This is the last day to submit Requisitions and Purchase Orders for FY 2013.

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

Last day for Rush VISA orders.

Thursday, June 20

Michelle transfers revenues funds to materials as appropriate.

Friday June 21

All invoices must be submitted to accounts payable by noon. Please have all invoices “R”ed and to Alla by 11.

Last day to enter new invoices in Aleph—All invoices entered must be “R” and given to Alla 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 Alla to be “P” today.

Michelle reconciles revenues.

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 24

Today's "N" Report should be Blank.

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

Tuesday, June 25

Michelle does final transfer of appropriate revenue funds to materials.

Tricia sets final FY13 departmental balances in the web order systems and Michelle notifies liaisons that their final FY13 balances are available.

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

Wednesday, June 26

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

Michelle reconciles revenues.

Thursday, June 27

No staff may log into Acquisitions, Serials, or Administration. Michelle 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 notifies acquisitions and serials when closeout is completed.
Michelle prints and checks any closeout reports.
Michelle makes any necessary changes to fund codes/names.

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

Darlene sets allocations and over-encumber and over-expend thresholds for books.

Friday, June 28

Michelle checks book allocations.

Michelle moves leftover FY13 transfer funds and sends requests to hold money to Melissa.
Michelle sets over-encumber over-expend thresh holds for transfer and foundation funds.

Michelle and Janet do Web Order System Closeout (need ask Janet about this date).

First day to “R” FY12 invoices.

Monday, July 1

Tricia sets new FY balances in the web order system.

FY 2014 VISA ordering begins.

EDI invoices turned back on.

First day to pay FY14 invoices in PS and Aleph and submit them to accounts payable.

Date Unknown
 Darlene 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 14-28 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 11.
If you have any questions please contact me, or Michelle Flinchbaugh
(flinchba@umbc.edu)
Thank you for your patience during this time!
Robin

Aleph Close-out Values
Aleph Year End Closeout Survey Form
Your request has been submitted.
Aleph Year-End Closeout: 2011
Campus: BC
Aleph Year End Rollover: yes
Budget Type: xxreg

Create Initial Allocations: no

Renew M Order Encumbrance: yes

Renew S Order Encumbrance: yes

Renew O Order Encumbrance: na

Create CRO Transactions: no

Preferred Rollover Date: June 27