Chapter 21. Acquisitions Year End

Table of Contents

Year End Checklist
Sitka Acquisitions Year End Procedure
Fund Propagation and Rollover

Adapted with permission from original material by the Evergreen Community

Sitka Acquisitions Video - Fiscal Year Close-out (Year End) (5:15)

Sitka Acquisitions Video - Start New Year (5:33)

At the end of each fiscal year libraries need to run year end processess to close out the year.

Year End Checklist

Libraries should review this checklist as they reach the end of their fiscal year in preparation for the year end processes.

  • All pending purchase orders are activated.

    Acquisitions --> Purchase Orders --> PO-Ordering Agency = Your Library --> PO-State = pending --> Search
  • All items physically received in the current fiscal year are received in Evergreen.

    Run report found in Sitka_templates --> Acquisitions --> Line Items --> Lines Items That Have Been Invoiced but not Received
  • All items to be paid for in the current fiscal year are invoiced for in Evergreen.

    Run report found in Sitka_templates --> Acquisitions --> Line Items --> Lines Items That Have Been Received but not Invoiced
  • The balance for all Funding Sources is not negative.
  • Save and Close all open invoices.

    Acquisitions --> Open Invoices
  • A date on which to run the year end processes has been chosen.

    Libraries should NOT run year end between 9:30am and 11:00am PT as EDI invoices are retrieved by the system system during this period every morning.
  • Dates for an acquisitions year end freeze have been selected and staff are aware of what those dates are.

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