Friday, June 1

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

Monday, June 4

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 8

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 12

Last day for VISA ordering (except Barnes & Noble and Amazon).

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

Wednesday, June 13

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

Jen transfers revenues funds to materials as appropriate.

Friday, June 15

Last day for Barnes & Noble and Amazon VISA orders.

Campus deadline for P-Card charges.

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

Tuesday, 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.

Wednesday, 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

Thursday, June 21

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

Friday, June 22

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

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

Wednesday, June 27

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. 

Thursday, June 28

Jen and Sarah New do Web Order System Closeout

Jen checks serials allocations.

Tricia checks book allocations

Jen moves leftover FY18 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” FY2019 invoices.

Tricia sets new FY balances in the web order system.

FY2019 VISA ordering may begin

First day to pay FY2019 invoices in Aleph.

Friday, June 29

EDI invoices and shelf ready loaders turned back on.

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