Fund Propagation and Rollover

Fiscal Year Close-out Operation - Dry Run
Fiscal Year Close-out Operation - Rollover Encumbrances Only
Fiscal Year Close-out Operation - Rollover Encumbrances and Unspent Money
Fiscal Year Close-Out Operation - Rollover Encumbrances and Unspent Money for Particular Funds
Fiscal Year Close-out Operation - Propagation Only

The Year End Close-out Operation allows you to deactivate funds for the current year and create analogous funds for the next year. It transfers encumbrances to the analogous funds. Depending on the needs of a library it can also transfers any remaining money into the analogous funds or back to the original funding sources.

Fiscal Year Close-out Operation - Dry Run

Before running the Fiscal Year Close-out Operation, a Dry Run can be performed to ensure that Close-out runs as expected.

  1. In the Funds Interface, select the top level of your organization from the Context Org Unit drop down menu. (Only applicable to multi-branch systems)
  2. From the Year drop down menu, choose the year for which you would like to perform the Fiscal Year Close-out Operation.
  3. Click Fund Propagation and Rollover.
  4. Check the boxes applicable to your requirements for the close-out.

    See Fiscal Year Close-out Operation - Rollover Encumbrances Only, Fiscal Year Close-out Operation - Rollover Encumbrances and Funds, and Fiscal Year Close-out Operation - Propagation Only for the different fiscal close-out options.
  5. Check the tickbox for Include Funds for Descendant Org Units. (Only applicable to multi-branch systems)
  6. Check the tickbox for Dry Run.
  7. Click Process.
  8. Evergreen will temporarily create the new funds and give details about what changes would be made. No changes are actually made to the system when doing a Dry Run.

Fiscal Year Close-out Operation - Rollover Encumbrances Only

  1. Ensure that the Library Setting Allow funds to be rolled over without bringing the money along is set to True .
  2. The Propagate check box must be checked for every fund that will be rolled over.

    The Rollover check box must be checked for every fund where the encumbrances should be rolled over.
    See Create a Fund for information on these check boxes.
  3. In the Funds Interface, select the top level of your organization from the Context Org Unit drop down menu. (Only applicable to multi-branch systems)
  4. From the Year drop down menu, choose the year for which you would like to perform the Fiscal Year Close-out Operation.
  5. Click Fund Propagation and Rollover.
  6. Check the box adjacent to Perform Fiscal Year Close-Out Operation.
  7. Check the box adjacent to Limit Fiscal Year Close-out Operation to Encumbrances.
  8. Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.

    If you want to perform the close-out operation on the context org units and its child units, check the box adjacent to Include Funds for Descendant Org Units.
  9. Click Process.
  10. Evergreen will begin the fiscal year close-out operation. Evergreen will make a clone of each fund where the Propagate box was checked, but will increment the year by 1. Encumbrances will be moved to the new funds for every fund where the Rollover box was checked.

Fiscal Year Close-out Operation - Rollover Encumbrances and Unspent Money

  1. Ensure that the Library Setting Allow funds to be rolled over without bringing the money along is set to False .
  2. The Propagate check box must be checked for every fund that will be rolled over.

    The Rollover check box must be checked for every fund where the encumbrances and money should be rolled over.
    See Create a Fund for information on these check boxes.
  3. In the Funds Interface, select the top level of your organization from the Context Org Unit drop down menu. (Only applicable to multi-branch systems)
  4. From the Year drop down menu, choose the year for which you would like to perform the Fiscal Year Close-out Operation.
  5. Click Fund Propagation and Rollover.
  6. Check the box adjacent to Perform Fiscal Year Close-Out Operation.
  7. Ensure the box adjacent to Limit Fiscal Year Close-out Operation to Encumbrances is not checked.
  8. Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.

    If you want to perform the close-out operation on the context org units and its child units, check the box adjacent to Include Funds for Descendant Org Units.
  9. Click Process.
  10. Evergreen will begin the fiscal year close-out operation. Evergreen will make a clone of each fund where the Propagate box was checked, but will increment the year by 1. Encumbrances and money will be moved to the new funds for every fund where the Rollover box was checked.

Fiscal Year Close-Out Operation - Rollover Encumbrances and Unspent Money for Particular Funds

To rollover encumbrances and unspent money for some funds and only encumbrances for other funds fiscal year end close-out must be run twice.

  1. Ensure that the Library Setting Allow funds to be rolled over without bringing the money along is set to True .
  2. Uncheck the Propagate check box for every fund where the unspent money will be rolled over.

    Uncheck the Rollover check box for every fund where the unspent money will be rolled over.
    See Create a Fund for information on these check boxes.
  3. In the Funds Interface, select the top level of your organization from the Context Org Unit drop down menu. (Only applicable to multi-branch systems)
  4. From the Year drop down menu, choose the year for which you would like to perform the Fiscal Year Close-out Operation.
  5. Click Fund Propagation and Rollover.
  6. Check the box adjacent to Perform Fiscal Year Close-Out Operation.
  7. Check the box adjacent to Limit Fiscal Year Close-out Operation to Encumbrances
  8. Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.

    If you want to perform the close-out operation on the context org units and its child units, check the box adjacent to Include Funds for Descendant Org Units.
  9. Click Process.
  10. Evergreen will begin the fiscal year close-out operation. Evergreen will make a clone of each fund where the Propagate box was checked, but will increment the year by 1. Encumbrances will be moved to the new funds for every fund where the Rollover box was checked.
  11. Reload the Funds page and go back to the current fiscal year you are closing.
  12. Check the Propagate check box for every fund where the unspent money will be rolled over.

    Check the Rollover check box for every fund where the unspent money will be rolled over.
    See Create a Fund for information on these check boxes.
  13. Uncheck the Propagate check box for every fund in the current fiscal year where the encumbrances have been moved to the new fiscal year.

    Uncheck the Rollover check box for every fund in the current fiscal year where the encumbrances have been moved to the new fiscal year.
    Ensure that the Active check box has been unchecked for every fund in the current fiscal year where the encumbrances have been moved to the new fiscal year.
    See Create a Fund for information on these check boxes.
  14. In the Funds Interface, select the top level of your organization from the Context Org Unit drop down menu. (Only applicable to multi-branch systems)
  15. From the Year drop down menu, choose the year for which you would like to perform the Fiscal Year Close-out Operation.
  16. Click Fund Propagation and Rollover.
  17. Check the box adjacent to Perform Fiscal Year Close-Out Operation.
  18. Ensure the box adjacent to Limit Fiscal Year Close-out Operation to Encumbrances is not checked.
  19. Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.

    If you want to perform the close-out operation on the context org units and its child units, check the box adjacent to Include Funds for Descendant Org Units.
  20. Click Process.
  21. Evergreen will begin the fiscal year close-out operation. Evergreen will make a clone of each fund where the Propagate box was checked, but will increment the year by 1. Encumbrances and unspent money will be moved to the new funds for every fund where the Rollover box was checked.

Fiscal Year Close-out Operation - Propagation Only

To propagate funds in Evergreen without performing rollover:

  1. The Propagate check box must be checked for every fund that will be propagated.

    See Create a Fund for information on this check box.
  2. In the Funds Interface, select the top level of your organization from the Context Org Unit drop down menu. (Only applicable to multi-branch systems)
  3. From the Year drop down menu, choose the year for which you would like to propagate the funds.
  4. The Propagate check box must be checked for every fund that will be rolled over.
  5. See Create a Fund for information on these check boxes.
  6. Click Fund Propagation and Rollover.
  7. Uncheck the box adjacent to Perform Fiscal Year Close-Out Operation.
  8. Uncheck the box adjacent to Limit Fiscal Year Close-out Operation to Encumbrances.
  9. Uncheck the box for Dry Run.
  10. Notice that the context org unit reflects the context org unit that you selected at the top of the Funds screen.

    If you want to propagate funds for context org unit and its child units, check the box adjacent to Include Funds for Descendant Org Units.
  11. Click Process.
  12. Evergreen will create new funds, increasing the year by one, for all the funds in the year you selected that have Propagate set to true. No money or encumbrances are moved.

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