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.
|May 4||Weekly budget summary reports begin||Sent weekly to approval units through June 30|
|May 25||Weekly unapproved invoice reports begin||Sent weekly to approval units through June 8|
|June 13||EDI/XML invoices stop loading for FY15||Last invoices loaded will be 5:00am on June 12. EDI/XML invoices loaded but not finished can be reloaded for FY16|
|June 15||Daily unapproved invoice reports begin||Sent daily to approval units through June 30|
|June 22 (varies by tub)||Aleph (REG) invoices due to your finance office||This date varies by unit: please reference your own tub deadlines|
|June 23||Order loader stops||Last orders loaded at 11:00pm June 22|
|June 23||Adjustment invoices due to your finance office||This date varies by unit: please reference your own tub deadlines|
|June 26||Aleph (REG) invoices last batch||Last feed to Accounts Payable by 6:00p.m.|
|June 26||Adjustment invoices last batch||Last ADJ batch|
|June 29||Aleph budget freeze||This date varies by unit: please reference your own tub deadlines|
|June 30||Aleph budget permissions removed||Budget permissions removed from Aleph at 6:00p.m.|
|July 2||FY16 budgets allocated|
|July 6||Begin invoice approval||Wait to hear from local finance offices that Aleph budgets are ready to use|
|July 8||Order loader resumes||First load is 11:00pm on July 8th|
|July 10||EDI/XML invoice loads resume||Files picked up evening of July 9; First load is at 5:00am July 10|
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.
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.
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:
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:
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.
Aleph/LTS: Please send questions via the Aleph Support Center.
Kelly Russo, Sr. Financial Analyst: firstname.lastname@example.org
Ellen Greene, Controller for the Harvard Library: email@example.com
Harvard College Library:
Meg Benson, Director of Finance, Harvard College Library: firstname.lastname@example.org
All Other Libraries: Contact your local finance office