Chapter 18. Acquisitions Year End

Chapter 18. Acquisitions Year End
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Table of Contents

Adapted with permission from original material by the Evergreen Community

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.

Resolve all pending purchase orders.
- Search for pending purchase orders. Activate purchase orders for item you still wish to order. Delete duplicate purchase order or purchase order you don’t want to activate.
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.
- See the section called “Receive Line items”.
Invoice all items to be paid for in the current fiscal year.
- See Chapter 15, Invoices
Save and Close all open invoices.
- See the section called “Invoices Search”.
Run report Lines Items That Have Been Received but not Invoiced.
- Template found in Sitka_templates → Acquisitions → Line Items
Verify the Funding Sources do not have a negative balance.
- See the section called “Funding Sources”
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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