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End of Fiscal Year Information - 2015


The end of fiscal year is June 30, 2015.  Below you will find information and a timeline for Aleph end of fiscal year procedures.

Please send questions about the EOFY process or any other acquisitions activity via the Aleph Support Center.

 

Timeline


DateDescriptionNotes
May 4Weekly budget summary reports beginSent weekly to approval units through June 30
May 25Weekly unapproved invoice reports beginSent weekly to approval units through June 8
June 13EDI/XML invoices stop loading for FY15Last invoices loaded will be 5:00am on June 12. EDI/XML invoices loaded but not finished can be reloaded for FY16
June 15Daily unapproved invoice reports beginSent daily to approval units through June 30
June 22 (varies by tub)Aleph (REG) invoices due to your finance officeThis date varies by unit: please reference your own tub deadlines
June 23Order loader stopsLast orders loaded at 11:00pm June 22
June 23Adjustment invoices due to your finance officeThis date varies by unit: please reference your own tub deadlines
June 26Aleph (REG) invoices last batchLast feed to Accounts Payable by 6:00p.m.
June 26Adjustment invoices last batchLast ADJ batch
June 29Aleph budget freezeThis date varies by unit: please reference your own tub deadlines
June 30Aleph budget permissions removedBudget permissions removed from Aleph at 6:00p.m.
July 2FY16 budgets allocated 
July 6Begin invoice approvalWait to hear from local finance offices that Aleph budgets are ready to use
July 8Order loader resumesFirst load is 11:00pm on July 8th
July 10EDI/XML invoice loads resumeFiles picked up evening of July 9; First load is at 5:00am July 10

 

Reports


Weekly Budget Summary Reports will be emailed to approval units beginning Monday, May 4.

Weekly Unapproved Invoice Reports will be emailed to approval units beginning Monday, May 25.  

Daily unapproved invoice reports will be emailed to approval units beginning Monday, June 15.

Rollover reports: 

Two Budget Summary Reports will be provided as part of the rollover process. The first will be a final report of 2015 budgets as they appear before the rollover process has begun. The second will be a report of 2016 budgets once the rollover process has been completed. These reports will be made available on the Aleph Acquisitions Budget Reports website.

Note that the 2015 budgets will remain available in Aleph for problem resolution. We will eventually weed Non-Active budgets from the system but that work is not yet scheduled.

 

The Aleph Rollover Process


Aleph End of Fiscal Year procedures are scheduled to begin on June 30, 2015 (Tuesday) at 6:00 p.m. The Aleph system will remain in operation but NO activity involving 2015 Aleph budgets should be done after 5:00 p.m. on June 30 (Tuesday). This includes placing or canceling orders that have been assigned budgets as well as any invoice activity. You will get an error message ("You are not authorized to use budget code …") for most but not all functions that change budget records. Please do not perform any functions that involve budgets even if appears that the system will allow you to do it.

Please note the following:

  • Staff authorized to move orders should not do any moving during the rollover process
  • The last batch of EDI/XML invoices for FY2015 will load on Friday, June 12, at 5:00a.m.  EDI/XML invoice loads will resume on Thursday, July 9: Files will be picked up at approx. 11:00p.m., files will be loaded on 5:00a.m. Friday, July 10th.
  • LTS will stop loading orders on Tuesday, June 23.  The last order loads will run at approx. 11:00p.m. on Monday, June 22nd. Order loading will resume on Wednesday, July 8 at 11:00pm.

On July 1, 2015 we will begin running a series of batch jobs which will shut down 2015 budgets and open 2016 budgets. These batch jobs will do the following:

  1. Open annual budgets for 2016
  2. Transfer encumbrances for monographs from 2015 to 2016 budgets
  3. Renew encumbrances for serials (based on previous year’s encumbrance)
  4. Renew encumbrances for standing orders (based on previous year’s encumbrance)
  5. Transfer remaining balances from 2015 to 2016 budgets (for all except Budget Type UU Unrestricted Undesignated)
  6. Mark 2015 budgets as non-active (NA)

We can not be sure how long it will take but we expect that all work, including production of budget summary reports, will be finished by Thursday, July 2. We will send a message to hlcomms when the process has been completed and work involving budgets can resume. Setup procedures for FY15 budgets will vary from unit to unit – please wait for instructions from your financial office before using FY15 budgets.

Please send questions about the rollover process or any other acquisitions activity via the Aleph Support Center.

Contact Information


Aleph/LTS: Please send questions via the Aleph Support Center.

Harvard Library:

Kelly Russo, Sr. Financial Analyst: kelly_russo@harvard.edu 

Ellen Greene, Controller for the Harvard Library: ellen_greene@harvard.edu

Harvard College Library:

Meg Benson, Director of Finance, Harvard College Library: margaretbenson@fas.harvard.edu

All Other Libraries:  Contact your local finance office

ITS:  ITS End of Fiscal Year 2015 wiki - DRAFT 

 

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