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End of Fiscal Year Information - 2017

The end of fiscal year 2017 is June 28. Yes, that is Wednesday of next week! Library Technology Services (LTS) is working with library technical services and the finance team in the Harvard Library to closely align their year-end procurement and Aleph rollover processes.

Below you will find requirements designed to ensure an accurate transition of Aleph and other procurement data from one fiscal year into the next.  The schedule of procedures below also identifies reports that will be issued to support our work to close the fiscal year on time and within budget. 

Please review the calendar and identify the steps that relate to your work. 

 

Library End of Fiscal Year 2017 Procedures

Line

Task

When

Who

Notes

REPORTS

1

Unapproved invoice reports

May 22

LTS

weekly reports

2

Unapproved invoice reports

June 12-28

LTS

daily reports

INVOICE PROCESSING

   3

Stop loading EDI invoices for FY17

June 12

LTS

EDI invoices loaded but not finished can be reloaded for FY18.

4

Stop creating new invoices

June 20

Local

Estimate -- varies by unit

5

Last batch run to change status of REG invoices from A to B

June 21

LTS

 

6

Stop loading Order Loader records for FY17

June 21

LTS

 

7

Last day to change status from B to R, approve REG batches and send files to AP

June 22

Local

 

8

Last REG feed to AP [after 6:00 p.m.]

June 22

LTS

 

9

Last batch run to change status of ADJ invoices from A to B

June 27

LTS

 

10

Last day to change status from B to F and approve ADJ batches

June 28

LTS

 

INVOICE PROCESSING FY18 (after rollover complete)

Note: Tuesday, July 4 is a holiday.

11

Update FY18 budgets

July 5

Local

 

12

Begin invoice approval

July 7

Local

Wait to hear from Local Finance offices that Aleph budgets are ready to use!!!

13

Resume loading Order Loader orders (w/2018 budgets)

July 10

LTS

 

14

Resume loading EDI invoices

July 12

LTS

 

 

NOTE: All regular invoices must be signed and delivered to the Accounts Payable office at 1033 Massachusetts Ave by 5 p.m. on Friday, June 30.

If this is your first time through the closing or if any of the requirements seem unclear, please reach out to one of the key contacts for assistance. 

 

Key Contacts:

                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

 

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