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3 Agenda Introduction Rollover Ledgers Rollover PO Lines Summary and additional resources
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IX. Managing Funds & PaymentsA Little About Fiscal Period Close
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© Ex Libris Ltd., 2013
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AgendaIntroduction
Rollover Ledgers
Rollover PO Lines
Summary and additional resources
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PrerequisitesThis presentation assumes that you have viewed or attended these training sessions:
• Introduction to Alma• Alma Concepts• Navigating and Searching sessions• Acquisitions sessions• Managing Funds and Payments sessions
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Fiscal Period Close - User RolesRole Description
Fiscal Period Manager
manages copy ledger, rollover jobs, and edit fiscal period configuration table
Ledger Manager works in combination with the Fiscal Period Manager role to perform a fiscal period Ledger rollover
Acquisitions Administrator
works in combination with the Fiscal Period Manager role to perform a fiscal period PO Line rollover
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ObjectivesBy the end of this training session, you will be able to:
• Rollover ledger lines• Rollover PO lines• Check job status and view job
reports
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IntroductionRollover:• Copies the Ledger of the current or previous
fiscal period with summary and allocated funds to the new fiscal period
• Can delete ledger via Rollover Ledgers job as long as no encumbrances or expenditures
Fiscal Period:• Rollover will create the new fiscal period
therefore, no need to create one manually
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Introduction - Rollover Jobs
Rollover jobs run in this order:
1. Rollover Ledgers: • Rolls ledger and its subordinate funds to
next fiscal period
2. Rollover PO lines: • Rolls open PO Lines such as One Time,
Continuous and Standing Order from the ledger that was rolled
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AgendaIntroduction
Rollover Ledgers
Rollover PO Lines
Summary and additional resources
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Rollover Ledgers
Navigate to Acquisitions > Advanced Tools > Rollover Ledgers
Click ‘Add Job’
The Add Job screen will appear
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Rollover Ledgers - ParametersCreate allocation (Yes/No) – If Yes, will take last year’s allocation to new fiscal period
If Yes, a new field opens: FPC factor %
• Increase/Decrease percentage of new allocated funds
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Rollover Ledgers - Parameters
From Year – Current or PreviousLedger - Select individual ledger (or All) to be rolled over; ledgers appear depending upon the selection of the From year parameterAction – Choose whether to copy selected ledger or to delete Create status (Active/Draft) – Select initial status of ledger to be created. Active meaning that it can be used when creating PO/Invoice Lines
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Rollover Ledgers – Run the Job
Close – Cancels jobAdd – Runs job and keeps Add Job dialog box open Add and Close – Runs job and closes dialog box
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Rollover Ledgers – View Report
From the Rollover Ledgers page, click on Actions > View to view the report
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Rollover Ledgers Job Report
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New Ledger and Funds Created
Search for the new ledger and see that it rolled to the next fiscal period:
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Fund Allocations Rolled
Allocation from the previous fiscal period rolled to the funds in the new fiscal period:
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AgendaIntroduction
Rollover Ledgers
Rollover PO Lines
Summary and additional resources
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Rollover PO LinesNavigate to Acquisitions > Advanced Tools > Rollover PO Lines
Click ‘Add Job’
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Rollover PO Lines - parameters
New Encumbrance Calculation• Encumbrance: Adds the encumbrances and
moves them from the old fiscal period to the new fiscal period
• Expenditure: Calculation is based on the sum of all expenditures [For example, if invoiced a PO Line at $200 twice in the fiscal period, would roll as $400 in the new fiscal period]
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Rollover PO Lines - parameters
FPC Factor % (optional) – encumbrances increases/decreased FPC factor; negative values are acceptableFrom Year – rollover of PO lines in Current or Previous fiscal periodsCheck Over Encumbrance - ensures that checking over-encumbrance rules of the fund/ledger is performed
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Rollover PO Lines - parameters
Report Mode (optional) - Select to simulate a PO Line Rollover. This will generate a report identifying any errors that need to be resolved without actually rolling over the lines.
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Rollover PO Lines
Close – cancels jobAdd – runs job and keeps Add Job dialog box open to run any additional rollover jobsAdd and Close – runs job and closes dialog box
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Rollover PO Lines – View report
From the Rollover PO Lines pageclick on the Actions > View
It may say Completed with Errors, but do not fear! When PO Line Rollover is run, it attempts to roll all PO Lines, if it finds a PO Line that is not on the fiscal period that was rolled in Rollover Ledgers, it will produce an “error.”
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Rollover PO Lines Job Report
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Allocated Fund Encumbrance Rolled
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AgendaIntroduction
Rollover Ledgers
Rollover PO Lines
Summary and additional resources
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Summary
In this session, you learned how to: • Rollover ledger lines• Rollover PO lines• Check job status and view job
reports
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Additional ResourcesAlma Acquisitions Guide
Available in PDF format via the Ex Libris Documentation Center
Available as online Help within Alma
![Setting Up Payment Wallets for Funds Disbursement (Payables Payments) [ID 1430916.1]](https://img.pdfslide.net/doc/110x75/552a55fa55034657428b45f9/setting-up-payment-wallets-for-funds-disbursement-payables-payments-id-14309161.jpg)