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End of Fiscal Year Information - 2016

 

The end of fiscal year is June 30, 2016.  Below you will find information and a timeline for Aleph end of fiscal year procedures. As much advance notice as possible will be given in the event that a date or time must be changed.

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

 

Timeline

 

Date

Description       

Notes

May 2

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 13

June 10

EDI/XML invoices stop loading for FY15

Last invoices loaded will be 5:00am on June 10. EDI/XML invoices loaded but not finished can be reloaded for FY16

June 14

Daily unapproved invoice reports begin

Sent daily to approval units through June 30

June 20

Order loader stops

Last orders loaded at 11:45pm June 20

June 21 (varies by tub)

Aleph (REG) invoices due to your finance office

This date varies by unit: please reference your own tub deadlines

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 feed to Accounts Payable by 6:00p.m.

June 26

Adjustment invoices

Last ADJ batch in Aleph

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 5

 

Begin invoice approval

Wait to hear from local finance offices that Aleph budgets are ready to use

July 8

Order loader resumes

First load will be 11:45pm on July 8th

July 11

EDI/XML invoice loads resume

First load will be 10:45pm on July 11th

 

 

Reports:

Weekly Budget Summary Reports will be emailed to approval units beginning Monday, May 2.

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 2016 budgets as they appear before the rollover process has begun. The second will be a report of 2017 budgets once the rollover process has been completed. These reports will be made available on the Aleph Acquisitions Budget Reports website.

Note that the 2016 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, 2016 (Thursday) at 6:00 p.m. The Aleph system will remain in operation but NO activity involving 2016 Aleph budgets should be done after 5:00 p.m. on June 30 (Thursday). 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 FY2016 will load on Monday, June 10, at 5:00a.m.  EDI/XML invoice loads will resume on Monday, July 11: Files will be picked up at approx. 11:00p.m., files will be loaded on 5:00a.m. Tuesday, July 12th.
  • LTS will stop loading orders on Monday, June 20.  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 cannot 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

 

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