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Updated: 76/0130/1920

  1. Before rollover: Unpay and delete any invoices not paid in PeopleSoft -- Sirsi will not roll orders if invoices are left in Sirsi unpaid.
  2. Use the Session Settings Wizard to create the new fiscal year. You will enter the new fiscal year on the “Defaults” tab under the Session Preferences heading.  Note that for purposes of this documentation the old fiscal year is the previous year ending June 30, and new fiscal year is the current fiscal year beginning July 1. 
  3. Roll vendors.
    1. Run the Count Vendor Cycles report. On the Vendor Cycle Selection tab, populate Fiscal cycle: =YYYY (use old fiscal year, i.e., for 2018/19, use 2018)
    2. Note the number of old fiscal year vendors that should roll.
    3. Select the Rollover Vendor Cycles Report
    4. Populate the old fiscal cycle
    5. Populate the new fiscal cycle
  4. Roll funds
    1. Firm funds (template: Rollover Fund Cycles_Firm)
      1. Select the Rollover Fund Cycles report
      2. Populate the old fiscal cycle
      3. On the Fund Selection tab, choose the following:
        1. Level 1: STATE
        2. Level 3: DOCDEL, FIRM, LOSTBOOK, PRESERVE, REA
        3. Populate the new fiscal cycle and click yes to 'Add Audit Trail'
        4. Roll at 25% 50% of the previous budget (or amount confirmed by Head of Collection Management& Research Strategies)
    2. Continuing funds (template:  Rollover Fund Cycles_Continuing)
      1. Select the Rollover Fund Cycles report
      2. Populate the old fiscal cycle
      3. On the Fund Selection tab, choose the following:
        1. Level 1: DUKE, OTHER, PREPAY, STATE, UNC 
        2. Level 3: CONTINUTIO, EJOURNAL, ELECTRONIC, ORGMEM, SERIALEPH, SERIALMFM, SERIALSUBS, STANDORDER, UTILITIES
      4. Populate the new fiscal cycle and click yes to 'Add Audit Trail'
      5. Roll at 100% of the previous budget
    3. Endowment funds (template:  Rollover Fund Cycles_Endowments)
      1. Select the Rollover Fund Cycles report
      2. Populate the old fiscal cycle
      3. On the Fund Selection tab, choose the following:
        1. Level 1: ENDOWMENT, GIFT, GRANT
      4. Populate the new fiscal cycle click yes to 'Add Audit Trail'
      5. Roll at 100% of the previous budget
      6. NOTE: These funds will need to be manually populated with the cash balance of the previous fiscal year plus the new fiscal year's allocation, which are provided by F&B
    4. One-time funds (template: Rollover Fund Cycles_One-time)
      1. Select the Rollover Fund Cycles report
      2. Populate the old fiscal cycle
      3. On the Fund Selection tab, choose the following:
        1. Level 1: ONETIME
      4. Populate the new fiscal cycle click yes to 'Add Audit Trail'
      5. Roll at 0% of the previous budget
  5. Roll orders
    1. Basic orders that have been received and loaded (template: Rollover Basic Orders - rcd and loaded)
      1. Select Count Order Lines report and use settings for Rollover Basic Orders - rcd and loaded, 
      2. Record order number count that should roll
      3. Select the Rollover Basic Orders report
      4. Choose order type: APPROVAL, FIRM, GIFT, SPCFIRM
      5. Populate the Old Fiscal Cycle
      6. Edit Order Line Selection Tab defaults
        1. Number of copies received: >0
        2. Number of copies invoiced:=0
        3. Number of copies paid:=0
        4. Number of copies loaded:>0
        5. Number of copies cancelled:=0
      7. Populate the New Fiscal Cycle
      8. On the Print Order tab, select all of the information check boxes
      9. NOTE: Any basic orders that roll will need to be cleaned up in the previous fiscal year using the Remove Selected Orderlines Report.  
    2. Basic orders that have NOT been received and loaded (template: Rollover Basic Orders - not rcd and loaded)
      1. Select Count Order Lines report and use settings for Rollover Basic Orders -not rcd and loaded 
      2. Record order number count that should roll
      3. Select the Rollover Basic Orders report
      4. Choose order type: APPROVAL, FIRM, GIFT, SPCFIRM
      5. Populate the Old Fiscal Cycle
      6. Accept Order Line Selection Tab defaults
        1. Number of copies received: =0
        2. Number of copies invoiced:=0
        3. Number of copies paid:=0
        4. Number of copies loaded:=0
        5. Number of copies cancelled: =0
      7. Populate the New Fiscal Cycle
      8. On the Print Order tab, select all of the information check boxes
      9. NOTE: Any basic orders that roll will need to be cleaned up in the previous fiscal year using the Remove Selected Orderlines Report.  
    3. Dated orders (template: Rollover Dated Orders)
      1. Select Count Order Lines report and use settings for Rollover Dated Orders 
      2. Record order number count that should roll
      3. Select the Rollover Dated Orders report
      4. Choose order type: CHILD, MEMBERSHIP, SUBSCRIPT, UTILITIES
      5. Populate the Old Fiscal Cycle
      6. Populate the current renewal date: =06/15/20XX (A 2018 2019 order should have a renewal date of 6/15/20192020.  Note that if you are rolling over during a leap year, the date will be 6/14/20XX; this date should match the renewal date from the orders in the old fiscal year.  So, during rollover on for FY 2019 (2019/2020), which is a leap year, you will set the renewal date to 6/14/2020.  You will revert back to 6/15/2021 during the next fiscal year.)
      7. On Order Line Selection tab, fill in Number of copies cancelled: =0
      8. Populate the New Fiscal Cycle
      9. On the Print Order tab, select all of the information check boxes
    4. Recurring orders (template:Rollover Recurring Orders)
      1. Select the Rollover Recurring Orders report
      2. Choose order type: BLANKET, CONTINUE, MONOSER, STANDING
      3. Populate the Old Fiscal Cycle
      4. On Order Line Selection tab, fill in Number of copies cancelled: =0
      5. Populate the New Fiscal Cycle
      6. On the Print Order tab, select all of the information check boxes
  6. Remove basic orders in previous fiscal year that rolled to current fiscal year
    1. Run report Remove Selected Orderlines using settings from 5.a. (template: Remove Selected Order Lines - basic rcd and loaded)
    2. Run report Remove Selected Orderlines using setting from 5.b. (template: Remove Selected Order Lines - basic NOT rcd and loaded)