FPCACQ
Introduction
The goal of FPC is to carry over open POs and create new ledgers and funds for the next fiscal year. Although the actual rollover is done every July, the process leading up to it is about two months long. The key factors in running FPC are:
- Setting up the FPC schedule.
- Global Open Order Report and Prep Work.
- Creation of roll over rules.
- Assigning Ledgers to Rollover Rules.
- Running FPC and clean-up.
FPC Schedule
6 to 7 weeks before FPC
TS and CD finalize tentative FPC schedule and informs the Business Manager and SysAdmin. SysAdmin runs a full Global Open Orders Report.
4 or 5 weeks before FPC
TS and CD select date of last Approval Plan shipment for encumbrance creation and payment in the current fiscal year. TS and CD select date for no additional ordering except for Rush and similar items. SysAdmin is notified of the date to stop receiving EDI Approval orders.
3 weeks before FPC
SysAdmin sets up a new fiscal year in Systems Administration module. The dates set up run from July 1st to July 20th of the next year.
2 weeks before FPC
TS creates and reviews the Rollover Rules.
Thru end of June
TS identifies pending invoices and other problems in the Global Open Orders report.
TS corrects these problems and pays invoices.
By 2 days before FPC
TS makes last payments by end of day.
TS informs business manager that the last day for payments has arrived.
1 day before FPC
TS does a final review and enables rollover rules by mid-afternoon with notification to SysAdmin.
SysAdmin runs the final budget report.
SysAdmin disables all acquisitions authorizations including any special authorizations by end of day.
Open Order Report/Prep work
The Open Order report is divided into sections. They are Acquisitions, Admin Office for the Online Resources, and Serials. For FPC we run the whole report, which is about 300 pages. Once the open order report has been run, we use the “Line items eligible for Rollover” chart, table 16.1 in the Endeavor manual for FPC, to verify that what is supposed to roll will roll.
If there are any problems, this is the last time to make changes before FPC is run.
One of the most successful aspects of a smooth rollover is the prep work.
We run open order reports monthly. We do this to make sure that if there are any odd PO’s or invoicing problems we can identify them early and fix them.
Creation of Rollover Rules
This is a major part of FPC. This is where we create the rule for the next fiscal year. The Systems Administrator will set up the new fiscal year. There will be two fiscal years active at this time. Be careful to choose the correct one.
Choose the “Ledgers and Funds” tab in Acquisitions and choose “New Rule” (see below). For the “Rule Name/ID” use whatever the fiscal period is going to be called. For “Fiscal Period” use the current Fiscal Period in the “Fiscal Period” box. Select the newly created Fiscal Period in the “New Fiscal Period” box. Now you will be able to set up the rules for the new fiscal year.
The three rules we set up are for Monographs, Gifts, and Serials. The fiscal year example will be 2005/2006
Example “Gifts”
- Under the “initialize with” field click on “Cash Balance”. The gift and the new program funds are the only ones that the balance transfers over in the next fiscal year.
- To set up Approval gifts, click on Approval in the “Rule” column on the left side of the box. Check on the boxes Single part, Blanket Order, Multi-Part, and Approval in the “Rollover Line Item Types” section of the window.
- Click on save and then start the next rule.
Examples of each Rule are:
Make sure to save all of the rules when you have completed your changes.
Assigning Ledgers to Rollover Rules
Once the Rule has been saved, click on the “View Ledgers” tab the bottom of the Rule tab.
This is the point where you change the name to the next fiscal year. Under “Ledger Name” you will see the current fiscal years ledger name. Under “New Ledger Name” (it will be blank until you do this) click onto the line and type the new name Gifts 2006. When the ledgers have been selected you will now click into the box near the top that states “Apply rule during next run of Fiscal Period Close”.
This will have to be done for the other two Rules, Monographs and Serials. Copy this years rule onto the next years rule. The main difference from the gifts rules and Monographs and Serials is that there is no cash balance with the new rule. The “Initialize With” button will be “Zero”.
Running FPC and Clean-up
The Systems Administrator runs the FPC program. At that time the Acquisitions module is “shut down” and no work can be done in it. After FPC is run, the Acq. Module is in view only mode.
SysAdm runs various reports for FPC. They are Fund Snapshot Report Before, Fund Snapshot Report After, and Fund Rollover Status Report in order to identify problems.
The first report to look over is Fund Rollover Status Report. This report will indicate if there is a ledger or fund that didn’t roll over. The two Fund Snapshot Reports are compared side by side to see if the funds rolled over correctly. The reports should basically match. If there are items that don’t match, identify what the item is and fix it in the Acquisitions module. With the last two rollovers, the few problems we have had were prepayment items. They will have to be “zero invoiced” and that should fix the problem.
Once the rollover has been declared a success, SysAdmin will bring up the Acquisitions module. Remember, there are two fiscal years. Make sure you are using the correct fiscal year for payments or setting up new PO’s.
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Procedure author: Nicole Artanowicz