Chapter 21. Acquisitions Year End

Table of Contents

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

Adapted with permission from original material by the Evergreen Community

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

Sitka’s Evergreen Acquisitions Video - Fiscal Year Start (New Year) (5:33)

At the end of each fiscal year libraries need to run year end processes 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.

  • Activate all pending purchase orders.

  • Run report Lines Items That Have Been Invoiced but not Received.

    • Template found in Sitka_templates → Acquisitions → Line Items
  • Mark as received all items physically received in the current fiscal year.

  • Run report Lines Items That Have Been Received but not Invoiced.

    • Template found in Sitka_templates → Acquisitions → Line Items
  • Invoice all items to be paid for in the current fiscal year.

  • Save and Close all open invoices.

  • Verify the Funding Sources do not have a negative balance.

  • Choose a date to run the year end process.

    • 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.
  • Implement an acquisitions year end freeze.

    • New orders should not be created while you are preparing for Year End.

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