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Harvard's Fiscal Year begins annually on July 1 and runs through June 30. After ordering and invoice processing is completed for the fiscal year, a series of Alma utilities are used to close our transactions in the prior fiscal year and create transactions in the new fiscal year. These include processes that:
If roll over is based on expenditures:
If roll over is based on encumbrances
Rollover is performed on active continuous POLs and on active one-time POLs that still have an encumbrance. Note that one-time orders associated with unapproved invoices deleted prior to fiscal year close will rollover, as funds are re-encumbered when an unprocessed invoice is deleted.
Informed by key dates from central Harvard Finance, a schedule is set annually for tasks related to rollover by Library Technology Services, Harvard Library Finance and the Alma Technical Services Working Group. These batch processes are run centrally by Library Technology Services staff, based on settings determined by Harvard Library Finance and the Alma Technical Services Working Group.
More information on these tasks can be found in the Ex Libris Knowledge Center.
During key times of rollover, certain types of data updates will result in errors. We are not able to deactivate these actions in Alma during rollover. Staff need to adhere to guidelines about work set in the rollover schedule.