Maggie McGee: Who will be joining us late or maybe can't find one session so today we're gonna be talking about the fiscal year roll over.
Maggie McGee: And, last year we did this again, this will be a second time, you know, be more familiar, this time, if you were the person doing it, maybe you're new and you'll be doing this for the first time, and this will help you walk through the process.
Maggie McGee: So in this session we're going to cover the required roles, how to extend the closing ledger Cisco grace how to extend the closing.
Maggie McGee: ledger's fiscal scrapes period, how to roll over ledger's how to change the fiscal period displays in the ledger how to delete a ledger if you do not like how it goes over.
Maggie McGee: How to mark one time POs is fully invoice now again, this is only for campuses that did not create invoices in Alma and i'll be talking about that, during the session.
Maggie McGee: Is there anybody in this session, that does not useful acquisitions meaning you don't create invoices and Alma you do it all externally.
Maggie McGee: You can just type in the chat or unmute yourself, and let me know.
Maggie McGee: we're also going to cover rollover how to roll over a few lines, how to close the previous fiscal year and how to make changes to the fund and ledger structure for the new fiscal year.
Maggie McGee: So we have a lot to cover.
Maggie McGee: Great, thank you for letting me know Kim that you don't create update up invoices because it's very important and also.
Maggie McGee: How did you pay them as a little bit different but.
Maggie McGee: So, as you create invoices in Alma you don't have to worry about the marketing the p O line so one time fully invoiced great there's a few of us, so we will definitely go through this if nobody on the session.
Maggie McGee: Had this instance where you don't create invoices and Alma then we wouldn't discuss if it's me, I would just be information, but since we are we have campuses that are not using invoices in Alma will definitely go through this process with your student over to follow.
Maggie McGee: So the first thing is, you want to make sure you have the required roles to do this to be able to roll over your fiscal year and Allah you need the fiscal period manager.
Maggie McGee: And then to mark one time key ios is fully it's fully invoiced.
Maggie McGee: You need one of these there's a lot of moments, particularly you might have the acquisitions administrator Kellogg administrator catalog manager, maybe physical inventory operator, etc, but there's a lot of roles that will allow you to do this.
Maggie McGee: And if you are going to be changing the leaders fiscal period.
Maggie McGee: display or you know closing the previous fiscal period, you need to at least have acquisitions administrator or general systems administrator to be able to do this.
Maggie McGee: Are there any questions about roles.
Maggie McGee: Just a little overview now of fiscal year goal over anoma it's only required for institutions using acquisitions and.
Maggie McGee: That means you have funds and let your structure that you're using whether it's full acquisitions or partial acquisitions where you're creating POs and you're associating funds.
Maggie McGee: But you're not creating invoices, if you were not using fun ledger's in Alma everything's external you're not creating POs you're not doing invoicing, then you don't have to worry about rolling over because you don't have a fiscal year that you're going over.
Maggie McGee: You do not have to do the fiscal year rollover exactly at the end of this month, because this this session is for.
Maggie McGee: Comprehensive colleges and university centers i'll be doing one later for Community colleges, but if your Community college.
Maggie McGee: And you have joined the session no problem just ignore the June 30 date, it would be the end of July, I mean the end of August.
Maggie McGee: So you don't have to roll over exactly on June 30 unless you really, really want him um.
Maggie McGee: You can extend your fiscal period ending conference Gray states and your fiscal period and expenditure grace periods.
Maggie McGee: If you're not going to roll over on June 30 what does that allow you to do it allows you to either keep creating POs if you're still allowed to order.
Maggie McGee: allows you to pay invoices in Alma which you don't really pay you create them but it's the full process i'm in Alma past June 30 it all is dependent on your procurement office and what they allow.
Maggie McGee: Active in conferences are what drives which POs will roll over so if they're active, they will roll over them what does that mean continuous, these are types of.
Maggie McGee: Order types that will roll or continuous are waiting for renewal standing orders waiting for an old one time POs that are not fully invoice will be rolled mold over because they're considered active.
Maggie McGee: Technical gift or depository acquisition methods that are not associated to a fund you didn't put in a fund information they're not associated with any fun they don't roll over.
Maggie McGee: Now, as I said, one time to wells for institutions who don't create invoices anoma you need to change the invoice status in the POs to fully invoiced or else they're going to roll over.
Maggie McGee: i'm not always associates credits and invoices with the fiscal year in which the purchase occurred so just be aware that they will be associated with.
Maggie McGee: The fiscal year that they were they occur them.
Maggie McGee: And when you're doing your fiscal year roll over and make sure you don't make changes to holding records.
Maggie McGee: While it's being rolled over because it may prevent the POs from being rolled over and maybe the changes won't be saved so just be aware.
Maggie McGee: The rollover process doesn't take an extreme amount of time, so you know if you have somebody working on whole thing she might say hey just for the next few hours or for today, please don't make any changes to any holding records, except.
Maggie McGee: I there any questions.
Great.
Maggie McGee: So here are the steps to roll over the fiscal year and Alma, the first thing you I do.
Maggie McGee: Which is optional.
Maggie McGee: is to extend your ledgers grace periods.
Maggie McGee: Maybe they weren't extended, you know I don't that doesn't get inherited so you might need to go back in and.
Maggie McGee: adjust the grace period last year, we did a very long extended grace periods, due to the pandemic and people not being on campus this year you don't need to do as such a warm.
Maggie McGee: i'm extending grace periods, but again, it is up to your campus it's up to your Chairman Office, how long they allow you to keep ordering and you know submitting invoices for that fiscal year.
Maggie McGee: Next, you will roll rear ledger's you could do didn't draft an active mode, so they must be got an active.
Maggie McGee: They must be the ledgers must be active at some point, but I do suggest we do draft mode and I will talk about that, when we do this.
Maggie McGee: Well, living peel lines so again we'll talk about marketing received one time POs is fully invoiced and then rolling over your POs and report mode and then active mode.
Maggie McGee: and change your ledger's fiscal period your display this is optional, you might be fine with how how it displays and you don't really care, but that is definitely in institutions choice and how to close the previous fiscal year.
Maggie McGee: Are there any questions before we get started.
Maggie McGee: Just just explain a little bit more about extending the closing ledger's grace periods.
Maggie McGee: So we said the following grace periods, you can extend them it's the fiscal period and encumbrance grace periods.
Maggie McGee: And it impacts The ability for you to add poi lines to the closing the school year and fiscal period and expenditure grace periods this impact your ability to pay invoices on.
Maggie McGee: The closing fiscal year, and when I mean paying all my I don't mean pay me create the invoices there's no payment, nobody is paying through all my to their procurement office.
Maggie McGee: it's not been integrated, but when I saw when I say pig I mean create so I should change that language in the slide.
Maggie McGee: Letters must be active in order to be extend the grace period, so if you didn't get around to doing this and your.
Maggie McGee: ledger close you going to need to make it active and change the grace periods, but at this point, all your lectures are active, so you can extend the grace periods without problem.
Maggie McGee: grace periods should be adjusted I said, like if you're here man offices, you can still receive items and you can still create those invoices we're still taking invoices to be paid at the current office.
Maggie McGee: The institution does not want to roll over.
Maggie McGee: It you know exactly why July 1 which is fine, you don't need to just be aware, you do need to roll over before you start ordering and risk, you know, creating invoices for the next fiscal year.
Maggie McGee: If the clothing line ledger is being extended.
Maggie McGee: The POs that are rolled over will display the year associated with the closing fiscal year until that grace period ends, so when they roll over they're still going to say for the fiscal year that's current that is closing.
Maggie McGee: And then, once the extended grace periods, and it will then switch to the new fiscal year.
Maggie McGee: The pupils will not change to reflect the new fiscal year again until that grace periods been added.
Maggie McGee: um.
Maggie McGee: You know you don't have to like I said institutions that don't extend the grace period will need to roll over, but like by July 1.
Maggie McGee: Not 100% true, I mean yes it's recommended, but you know again rollover before you start.
Maggie McGee: You know procurement tells you Okay, you could use your budget and start ordering you know start paying invoices on this let's go so make sure that you take care of this before that period if you're not extending your grace period.
Maggie McGee: And you haven't you haven't planned your roll over to coincide with them.
Maggie McGee: Any questions.
Maggie McGee: i'm going to be using new policies sandbox so thank you again new paltz they are always so gracious with us, allowing to use our sandbox so i'm going to go to acquisitions.
Maggie McGee: acquisitions infrastructure funds and letters.
Maggie McGee: It always default to your active just go period and i'm just going to click on ledger.
Maggie McGee: And from this i'm going to click edit.
Maggie McGee: They only have one ledger if you have multiple ledger's you'll have to do it on multiple ledger's they just happened to have fun.
Maggie McGee: And again, if you have multiple ledger's and one rolls over now and one rolls over later, you will need to remember to bowl that one over at the appropriate time.
Maggie McGee: Then I will scroll down to my rules and here is the fiscal period and expenditure embrace dates so that means I can still create POs.
Maggie McGee: And then fiscal period and and conference days and it's a number of days so i'm just gonna say 30 days, because my campus allows us a 30 day grace period.
Maggie McGee: So they'll keep taking invoices and paying them for 30 days and i'll click save and that's all you need to do to extend your grace periods.
Maggie McGee: Are there any questions about that so again i'll show you click edit.
Maggie McGee: scroll down to my rules and it's going to be the fiscal period expenditure grace days and days and the fiscal period ending conference dates.
Maggie McGee: period in days as well, those are the two that he will want to extend.
Maggie McGee: You don't have to extend both so say you're not able to create pls anymore you wouldn't need to extend that if you're definitely going to be able to keep coming your Chairman office paying voices on it, you would want that extended.
Maggie McGee: Any questions.
Maggie McGee: Okay now we're going to start talking about rolling over the ledger.
Maggie McGee: roll over so the following things are going to be copied from the current fiscal year that's clothing to the new one it's your leisure when you roll over the ledger it's going to be your ledger it's going to be your summary funds and it's going to be your allocated funds.
Maggie McGee: Not your POs it's just their ledger summary funds and allocating funds they come in they're empty.
Maggie McGee: Letters can be rolled over either one, at a time, or you can do it all at once, we do not roll over the resource sharing.
Maggie McGee: We don't do that nobody is willing or resource sharing in Alma at this time.
Maggie McGee: So what this job does it creates a new fiscal year one does not already existing configuration so once you do this job once you already have a new fiscal year created.
Maggie McGee: So um I can't show you has been created, I did some testing and their sandbox so initially when you roll over there is not a new fiscal year.
Maggie McGee: Typically, unless you've already gone over at some point that you didn't apply it.
Maggie McGee: Or you tested and then you went back and forth, and you changed it but that's what it will do if there's not one that's already exists.
Maggie McGee: This allows the user to roll over ledger either in draft or active mode, I recommend draft mode because it's always nice to see how something's going to roll over and what you can do is after that you just make the ledger active.
Maggie McGee: Under the funds and ledger menu in on.
Maggie McGee: So it's very simple so it's top down, if I make the ledger active it's been making a summary funds and my allocated funds after.
Maggie McGee: And in order to roll over my POs my ledger needs to be.
Maggie McGee: Very important during this process, do not edit the ledger name and or codes that same with summary funds are allocated funds because when you roll over your POs are not going to be able to match on the ledger fun structure, and it will fail.
Maggie McGee: So I suggest, making changes after you've done the rollover it will make your life easier.
Maggie McGee: Any questions.
Maggie McGee: before we jump into.
Maggie McGee: Sorry, my menu is not working for me there we go.
Maggie McGee: To just leave it because I did put on transcripts if anybody has noticed, and it was just competing with me sorry haha so now what we're gonna do is we're going to roll over our letter.
Maggie McGee: So i'm going to go to acquisitions advanced tools roll over ledger's.
Maggie McGee: You can see i've been testing a little bit.
Maggie McGee: But I don't have a ledger hold over at this time, so the first thing you do is click add job.
Maggie McGee: And now you can create your ledger either with nothing with zero money and that once you roll it over you're going to add all the money or you can fold over with the allocation bounce so it copies, whatever the allocated balances were from the previous year.
Maggie McGee: You get it from the cash balance which really isn't useful because most of us do not have the ability to use whatever that cash balance was at the end of the year in our in our funds.
Maggie McGee: For the next fiscal year, but if you happen to you can you can select both so both means the allocated balance, plus the cash balance so would add those two together for this demonstration i'm going to do allocation bells because I want to just start off whatever.
Maggie McGee: um hold on there's a question is it advisable to change one codes after all over i'm Jennifer it only his advice to change one codes, you can do it either way you could do before.
Maggie McGee: and run a job I may talk about this, or you can do it after I prefer doing it after that that's my preference and i'll explain why, when we get further down.
Maggie McGee: So we're going to in this example i'm going to do create allocation from allocation bounce now letters I could select all but I don't believe there's only one but i'm going to collect just click on the ones that i'm using you may have multiple ledger's.
Maggie McGee: Actually, and i'm going to copy, there is another option to delete and that's something we can do later if you ended up saying Oh, I do not like how this rollover I want to delete this and start over.
Maggie McGee: The.
Maggie McGee: PC factor.
Maggie McGee: So the fpc factor is zero, and so this is the amount of increase or decrease that be applied to the allocated balance but we don't really know what that is typically just leave it at zero or blank if it comes in blind, because if it's blank at zero and 00 my suggestion.
Maggie McGee: But you can course do an increase if you know you typically have any ice.
Maggie McGee: cream create this status i'm a dude in draft mode there is active mode that the first time i'm a dude in draft mode.
Maggie McGee: And you get to pick the fiscal year because i've already created the fiscal year it new one shows up here and that's how you know if you already have one.
Maggie McGee: But i'm going to choose the latest, which is the most current the fiscal year 2021 to copy everything over from.
Maggie McGee: Now, if you have notes and attachments to your funds summary you know to your ledger summary funds and.
Maggie McGee: allocated funds, you know check these it will bring them over You can check them anyway, if you don't have notes, not a big deal it's not going to do anything problematic, so I would suggest clicking on them.
Maggie McGee: And I would click adding photos.
Maggie McGee: And now, my little jobs going to run it's going to take a few seconds, and you can click refresh to see what it will do, but are there any questions up to this point.
Maggie McGee: always takes longer when you're reading.
Maggie McGee: And I just want to know when this job does run i'm going to show you how to delete this and then we'll do it again, so you can see the workflow again.
Maggie McGee: Because I think it is important to know that you can delete this, but the only time you can delete a ledger is if there are no encumbrances.
Maggie McGee: For expenditures on that fiscal year, so you can't on that ledger so if that the ledger and he has pls rolled on to it, you would have a move all the skills, if you know that you brought you know so have exhale having conferences, so the only time you can do this at this point very easily.
Maggie McGee: it's taking its time today.
Maggie McGee: hey guys, is there a way to run a report to see what one time fuels that have not have not invoiced yet i'm assuming there is Wayne analytics I poke around and nothing's freaked out to me, you can do that when you roll over the POs and report mode, you can see what they are for one time.
Maggie McGee: And we will look at that once we do that perfect here it's done and it finished and nothing failed so that's what I want to see so i'm going to go to my acquisitions.
Maggie McGee: me go to my funds and ledger's.
Maggie McGee: And remember it's always going to default to my 2020 months a year and this time, what I want to do is, I want to.
Maggie McGee: Show you I can change this active mode so i'm going to clear all.
Maggie McGee: And now for my fiscal period, you can see, this is the new fiscal period, it does not match the way that this institution has done this, so we will talk about changing them fiscal period look.
Maggie McGee: So I click on that facet, and now i'm going to click on the ledger and I can come over to activate this click on the ellipses and click activate once I do this, this is an active ledger I will be able to pull over my POs.
Maggie McGee: And it will work great told you everything I needed to do.
Maggie McGee: So I want to change this fiscal period I can't change it by clicking edit here this gets inherited so let's talk about how to change this.
Maggie McGee: So again, you need to have either acquisitions administrator or general systems administrator to be able to do this, you will go to configuration that's what I just clicked on the little cog wheel acquisitions.
Maggie McGee: General funding fiscal period.
Maggie McGee: If I come down here I can't add or delete anything, even though it gives me the option to add bro I can't.
Maggie McGee: So if, for some reason, your fiscal year does not roll over does not get created in here when you're trying to roll over and it doesn't get created.
Maggie McGee: You need to open a case with X slavers and they will do it for you we've had this instance for campuses that we're not using acquisitions.
Maggie McGee: and move to acquisitions, we need them to intercede for us and create it and not a problem, but just know that you need to open a case, if you are a campus who was not using acquisitions, but next fiscal year you're moving that way, and you, you want to create a fiscal year.
Maggie McGee: So I will change the description to match, so they have it end with the year that the fiscal period is ending the year 2022 and I will click save.
Maggie McGee: So now, this is safe.
Maggie McGee: I will go back.
Maggie McGee: acquisitions acquisitions infrastructure funds and ledger and i'm going to go to my so now, it will be active, so I can close this I will get active.
Maggie McGee: And it's going to give me see you have all these different ones are active so they need to be closed that's why you don't want them open and we'll talk about closing them at the end.
Maggie McGee: i'm going to click on fiscal year 2020 so remember instead we had a year and do month day year range is now fiscal year 2022 and it matches how the other ones left so that's how you can change it again institution choice i'm doing that does anybody have any questions about doing that.
Maggie McGee: For anything we've done so far.
Kim Nolan: Now you can you show me again where did you go to make that configuration change and.
you're.
Kim Nolan: thinking.
Maggie McGee: i'm, why is it it's because they remain active and they'll keep showing up in different places, so the question is, why is necessary to close letters.
Maggie McGee: Because they keep showing up and you don't want them to get the only one active wants to be active they're really not active.
Maggie McGee: you're only active in the sense that you haven't closed them you can't pay on them you can't do anything with them, because the fiscal year dates and extended periods have you and.
Maggie McGee: So let me go here and I click on this so me and then just asking where we came this fiscal year 2022 so i'm going to go to configuration.
Maggie McGee: acquisitions general fund let your fiscal year and then I will find it and then remember this one instead had a date range and I just changed the information here.
Maggie McGee: And I click save and once I did, that it will be reflected, and what i'm gonna do is i'm going to delete the ledger i'm going to go through that whole process quickly again so that you can see.
Maggie McGee: Because I want you to know that you can delete the ledger I have no encumbrances I have no expenditures, so I can delete this during my testing, so if something happened didn't work right.
Maggie McGee: Something was weird you can do this, so I would go to the same place acquisitions advanced tools rollover ledger and this time I would click add job I would instead select the action of delete and you can see the options choice.
Maggie McGee: The absence change and then i'm going to click the fiscal year I just created.
Maggie McGee: And I will just select the ledger I could keep it all they only have one, but maybe you have multiple so it's a weird kind of pattern first to do action you can do year and ledger.
Maggie McGee: And then I will click adding photos and then this will run.
Maggie McGee: And again, it will probably take some time, so it took a lot less time so let's go look at acquisition, so you can see that it really isn't here anymore, when we go look so i'm like syrah.
Maggie McGee: So if I come here my fiscal year 2022 no longer exists here.
Maggie McGee: And so that's good we don't want that, but now I want to roll over my ledger again.
Maggie McGee: Because I figured out what went wrong typically, you will have to do this, I just want you to know, this is an option.
Maggie McGee: I only do it when i'm testing I haven't found a real use case for it, but I do think it's an important thing to know.
Maggie McGee: So I can click on add job, and this time i'm going to create it and i'm going to do this, active, because I can do this as active because I did a test, I saw all the rest, I wanted no problem.
Maggie McGee: So I can good allocation balance i'm going to slip select my ledger and wanted to copy i'm going to keep the fpc after blank is blank defaults to zero type in zero.
Maggie McGee: I can i'll do it in draft mode, so I can show you how to make it active and do all that again and i'm going to select fiscal year 21 now realizing this many.
Maggie McGee: shows up because that's in configuration, not because it exists in your fun ledger structure under acquisitions, so you make sure you just pick the right one, that you want to copy I always check copy notes copy attachments in case there are any and click adding.
Maggie McGee: This takes a little more time than doing them.
Maggie McGee: So as it's doing that I will go back to lisa's question about closing it's just you don't want these lenders to keep showing up as active there it's just noise, do you have to do it no but it's noise, I recommend it makes life, a little easier.
Maggie McGee: When you're looking for the active letters.
So.
Maggie McGee: Anybody have any other questions.
Maggie McGee: yeah Lisa you can be where you would close them as under configuration, so I can just show you we'll talk about it was at the end of slides, but since we're waiting you go to configuration you go to acquisitions general funding ledger and you would just change.
Maggie McGee: So right now the active one is 2021 and 22 I would not change 2021 yet, but if say another one was still active.
Maggie McGee: I can change it to either closed or inactive closed in an active and almost work, the same way in their documentation at least that's what it says so you can choose inactive or closed.
So that will grow.
Maggie McGee: And then you would click save and it would that's how you close the.
Maggie McGee: Close the ledger and configuration because it's going to close on its own in the in the fund ledger structure after either fiscal period ends, or those extended.
Maggie McGee: priests periods in.
Maggie McGee: let's see if our ledger is now ready for us, so our letters already and again if I wanted to look at this report I can click view and it will tell me.
Maggie McGee: How many letters come a summary funds and that it doesn't go into detail about what they are.
Maggie McGee: So.
Maggie McGee: The next thing we're going to do is we're going to really talk about marking one time POs is fully invoice so if your campus that.
Maggie McGee: uses the fund structure and you create invoices and Alma you can just kind of zone out of it, but if you're a campus, this is not create invoices and Allah you need to pay attention me class when you roll these over.
Maggie McGee: One time care wells all your one time key roles are going to be not fully invoiced they are going to they won't have that, so what happens in all the acquisitions, when you create the POs it's part you know it's not invoiced unless you change that manually some campuses I know.
Maggie McGee: i'm.
Maggie McGee: Some campuses I already know, have done this.
Maggie McGee: They manually change them to fully invoice anyway, so if your campus it does that you don't need to change it, but you can always just review and make sure, so you want to create POs with you know what you need to do.
Maggie McGee: So just make sure that you know what your campus is doing about invoicing if you're not creating them.
Maggie McGee: Then, are you marking your pupils as fully invoiced upon creation, if you are not, then you really need to make sure you do the steps, so what you need to do is create a set of one time POs you can do this by an advanced repository search.
Maggie McGee: Or you know you can go over the POs in report mode, the one time care wells get a set of those will review them and see what screamer what what's been received and what hasn't been and create a set of ones that have been received.
Maggie McGee: Mark them as fully invoice.
Maggie McGee: I running this update POs line job on a set.
Maggie McGee: And I will get your question after this so i'm just going to walk through this slide so i'm going to share my slides again because.
Maggie McGee: I do not have.
Maggie McGee: I don't have a set to be able to show you.
Maggie McGee: So i'm going to just go to the slide deck so we can talk.
Maggie McGee: So I will show you how to do this search, though, which is great, so you can put an order line searches and advanced order line search.
Maggie McGee: So you do for P O line workflow equal sent because to lines on creation get this status of sent.
Maggie McGee: And peele line type equals one time kill type, so you might have multiple one time to all types that you need to create a set for you'd save the query and you create a set and you'd save it so you could do that and then what you would do is you would export the set of POs.
Maggie McGee: Then you review the POs right because it's important to have to review them because you will know what has been received in your office and what has not.
Maggie McGee: So I would suggest and removing anything that has been received from that set and then you could create an itemized set of the one time pure walls that have not been received.
Maggie McGee: Oh sorry I missed that one So if you want the ones that haven't been received to vote over what you want to do is create a set of the one time pure wells that have been received.
Maggie McGee: And i'm going to edit this way got it mixed up in my brain when I was typing so would you want to do is you want to.
Maggie McGee: create a set you're going to export it out.
Maggie McGee: And whether you create the set from advanced search where you do from rollover interacting.
Maggie McGee: In report node for pills for one time.
Maggie McGee: You will then review those if they've not been received, you want to create a set.
Maggie McGee: Of the ones that have sorry the ones that have been received i'm loving this or that I caught myself so when they've been received, you want to create a set and you'll move everything that has not been received.
Maggie McGee: Then you will create an item mindset.
Maggie McGee: And when you create that itemized set in Alma, then you will have all the all the emails that have been received.
Maggie McGee: Mine care of all the POs that have been received, you can run this update to lines job.
Maggie McGee: And so what you do is i'll walk through this really quick So when I do this and i'm going to and I three sorry that I.
Maggie McGee: love that I knew what I need to say i'm going to update this slide so it reflects exactly what needs to be done so there's no confusion.
Maggie McGee: So when I went to do is i'm going to create my set, the first thing, so I promoted to align jobs and when we do that, we will talk about that so i'm going to come here in advance for quality research do workflow equals sent and then i'm going to do peer line type.
Maggie McGee: equals and i'll do one time and it depends on.
Maggie McGee: How many one times that you have, but you do it for every step, and you can click search and you can create a set so this allows you to create a set.
Maggie McGee: And I review myself I you know I click save query it's Nice because this will give me all my POs numbers and everything and that's really what I all i'm concerned concerned about is that ke ll number, because you can create a set just with the PLO um, so I would say to set.
Maggie McGee: And when you review this after you export it out, you want to see what has been received in your library, and you will know what has been received.
Maggie McGee: And once you have received them, you will remove everything that hasn't been received, because you don't want to mark things that haven't been received to fully invoice which you want them throw over to the next fiscal year.
Maggie McGee: So, then you would create an itemized set of all the URLs or had been received, then you will run the update to align information job you'll go to admin magic Johnson says run a job.
Maggie McGee: And i'm going to do the update.
Maggie McGee: to align information job.
Maggie McGee: click next.
Maggie McGee: and
Maggie McGee: I will click on the set that I just created.
Maggie McGee: And then I will come down to.
Maggie McGee: invoice status, I will click on that box across from it, I will change it to fully invoice I will say unconditionally like next.
Maggie McGee: I will click submit.
Maggie McGee: After I review this and then I will click confirm.
Maggie McGee: Because i'm not really doing this i'm going to click cancel but that's how you would run that set so again you're going to create a set whether you do it from advanced repository search.
Maggie McGee: Or you do it from the goal over one time to wells in draft mode in PowerPoint mode.
Maggie McGee: And then you will review it you remove everything that you have not received yet, because what you want to do is create a set of things, and it was set of skills that you have received so that you can change them to fully invoice so they don't go over.
Maggie McGee: sorry about the confusion on, are there any questions about that.
Maggie McGee: And if there are totally understand and again if there's any questions at any time after this.
Maggie McGee: Please.
Maggie McGee: contact.
Maggie McGee: me at info at the bouncers.
Maggie McGee: that's like me.com I mean info at slickness adventures.com.
Maggie McGee: And i'm happy to help you out and do this so when you get to this role over stage and you're like i'm not sure what to do, can you help me out I can help you out at any stage of the whole process, so please you know reach out so there were a couple of questions before we move forward.
Maggie McGee: It looks like I accidentally created 2021 as active last year, can I change it to crap i'm Jen don't worry about it, if it's active when you roll over your POs it should be fine.
Maggie McGee: Just review that it's actually there I don't think that should be a problem you don't have to change it to draft mode dirty folded over if it is displaying and your acquisitions and everything.
Maggie McGee: On you if you didn't delete it, it will still be an acquisitions, under your funds and ledger's and I will just change it from fiscal year and see if it shows up and get rid of active and it will show you all the fiscal years.
Jen Parker: Oh, I can delete it I wasn't thinking about that yeah.
Jen Parker: I probably need to delete it and reactivate recreate it thanks.
Maggie McGee: yeah and if you made any changes you definitely not delete it and restart.
Jen Parker: Thanks.
Maggie McGee: um so Jen also asked, we have in the past, just kept the fiscal year active and extending grace periods do I just wait and while the pillow over after that.
Maggie McGee: yeah I mean you can do it anytime you can do before the grace period ends, you know you do after, as always, you do it.
Maggie McGee: before you start ordering again otherwise you're not going to be able to, because when they go to create POs whether manually or through some kind of API process and your profile it won't work because there's no cons there's no money there's nothing so it will fail.
Jen Parker: Okay, I think, for I think, last year we ended up having to fiscal years active for a period of time because of this.
Maggie McGee: And I think that's what you do you end up having to fiscal periods and you just have to know to pay attention when you're.
Maggie McGee: doing any ordering if they coincide.
Maggie McGee: This year should be a lot less than last year um when it comes to.
Maggie McGee: um it should be a lot less when it comes to when it comes to that.
Maggie McGee: So.
Maggie McGee: let's go back and see if there's any other questions.
Maggie McGee: So now we're going to move forward and we're going to look at.
Maggie McGee: How we're going to look at the.
Maggie McGee: appeal else right now we want to roll over to lines so.
Maggie McGee: what's very important is that, when we do this, we want to make sure that.
Maggie McGee: Our ledger's after very, very important so that's, the first thing we need to do so, I have to now go over to my positions.
Maggie McGee: Funds and ledger's and I need to clear this and you can find my fiscal year 2022 and because I did it in draft mode I need to make it active so i'm going to click activate that I need to do it on the ledger not the fun remember ledger's is top down so anything below it will inherit.
Maggie McGee: But activate so now they're all active so once i've done that everything's as I need it to be, and because I made that change the fiscal period earlier it retain that going forward.
Maggie McGee: So one time to go around the conference.
Maggie McGee: Continuous POs will either roll around and Conference, which is the anticipated amount when you ordered it or the expenditure, which is the actual amount you.
Jen Parker: Paid I do gotta keep yeah can we see your screen place.
Maggie McGee: Oh i'm sorry I thought i'm sharing I apologize.
Maggie McGee: Thank you i'm having technical issues here we go, so I apologize for that, so what I did was I made this active I clicked on here i'll be activated So you can see off the confirm.
Maggie McGee: And I will came to my phone and I activated it, and so my fiscal period because I made the change earlier.
Maggie McGee: So one time kill will roll around the encumbrance.
Maggie McGee: continues to going to be on the conference or the expenditure it's your choice I do prefer expenditure because it's what it will be closest to what you might be paying in the next year, so continuous you know titles tend to go up every year um.
Maggie McGee: One time fuels must have an invoice a foot, you know being have invoiced as a fully invoice or they're going to go over so again, you know your you need to mark them as fully invoice because you're not creating invoices and Allah.
Maggie McGee: And if you're not creating invoices not already doing that upon creation of POs, then you need to do this.
Maggie McGee: Before you roll your wealth.
Maggie McGee: And then the fpc factor is only applied to continuous POs but again just I do recommend leaving at zero default unless you do know that you have a specific increase every year because it's applied across the board, you can't specify.
Maggie McGee: So now we're going to roll over our lines and so what's nice about with this role repeal and should we do it in report mode, so if I go to acquisitions advanced tools go over to alliance.
Maggie McGee: I click add a job.
Maggie McGee: And I can do my new encumbrance from.
Maggie McGee: The expenditure, which you know which is continuous ones, could you expand your current incumbent regardless if I do all at one time.
Maggie McGee: We need to wells that are one time will still do it on the incumbents and i'm going to show you a continuous and report mode.
Maggie McGee: You to continuous and report note mode I want on the expenditure and they leave the FTC factor, the increase decrease zero I want it to go over from fiscal year 2021 make sure you do it from the fiscal year this closing out.
Maggie McGee: You can select library, so you want to make sure you select the library and do not used to reach your sharing library.
Maggie McGee: Now this POs, so this is, if you had any fuel lines at fail to roll over this becomes very useful because you can individually rollover POs and once you've addressed issues with them.
Maggie McGee: What kind of issues might happen, so I check over encumbrance and my amounts of pure wells tool over exceeds the encumbrance and the encumbrance um.
Maggie McGee: You know, over incumbents allowance it's going to fail, so you would need to add more money so Those are the kinds of errors, so you could always just do them individually, if that comes up.
Maggie McGee: So if you are willing over without any allocations I would uncheck check over encumbrance if you already have problems with exceeding your encumbrance during ordering I would uncheck.
Maggie McGee: check over and complex check report mode because it's nice to be able to do this report, want to see how it's going to happen first.
Maggie McGee: And then you if you don't select any it's going to choose it's going to go over all of them in report mode.
Maggie McGee: If I select one, it will go over in report only roll over this one report mode or roll over these cheering report mode.
Maggie McGee: So i'll do these two but I like doing them individually, because, and I know these are my continuous order season my standing orders, these are my one times it's all personal you can do all at once, for you to do it individually and then I click add and close.
Maggie McGee: And then, while that's working i'll just do another one i'm going to do expenditure.
Maggie McGee: On I do want to fiscal year 2021 from that library now going it's going to be the library that was your POs i'll keep check over and conference planning, I will check report mode i'll do my standing orders and click.
Maggie McGee: And then i'll just do it from my one times click on add job and it doesn't matter what I choose here it's going to do it on the encumbrances regardless I know it's encumbrance.
Maggie McGee: I do want it for fiscal year 2021 that library report mode and this time I wanted only on one time and I put out.
Maggie McGee: And for some reason it didn't run them, so I think I could only do the job one, at a time like the fall I be smart and get rid of that, but it didn't work.
Maggie McGee: But that is how you would roll them over and then.
Maggie McGee: Once you're happy with how they roll over, and I can show you how they rolled over So this is the.
Maggie McGee: i'm going to click on view these are the continuous titles and if I come here, I have no errors which is perfect and it tells me how many continuous titles photo and that's perfect that's all them, I have no errors that's what I want to say for my.
Maggie McGee: click view for my.
Maggie McGee: These are my Danny orders a 30 or no errors perfect and I can also see from here there's no errors they click on view this and right one time, no errors.
Maggie McGee: And it tells me that they had 41 so that means 41 have not been received, they do do invoicing at this campus.
Maggie McGee: So that's means 40 ones that have not had an invoice created for them at this time of all over now again if I had an extended grace period and my fiscal year is still open, because it hasn't ended.
Maggie McGee: it's not the end of the month that no problem, because it will get paid on this fiscal year.
Maggie McGee: Until the period ends with the extended grace period, or if there's no extended grace periods, the end of the fiscal year.
Maggie McGee: I will show you here on when they were testing this click on view that it tells you to your 60 general errors, but I want to scroll down and show you, they also have.
Maggie McGee: An error that says fun this fiscal period did not create a fun so probably they may be changed your fun structure and it failed so they would have to address that kind of thing now on the general errors he's typically be are things like.
Maggie McGee: yoga and conference limit.
Maggie McGee: He has to be increased, so you can increase that so you don't you just.
Maggie McGee: You don't necessarily have to change allocation, but you can change the over encumbrance so that it will allow for these.
Maggie McGee: as well because that's what's preventing them from only oh what's Nice is you have these two you can export this list, and then you could go back and you could run a job.
Maggie McGee: Like I said, if I can see it just for successful So if I come in here and I click out a job.
Maggie McGee: And I want to do it, one by one, I could do it here, and I would just select the pure well like from a list, and then I can roll them over successfully.
Maggie McGee: So I know this work perfectly so I know all these are going to work right so because i've tested them, so now, I would go to a job I would do it on the expenditure.
Maggie McGee: From your library i'm going to just not check over and conference I don't want to have to deal with that mess I want them all to roll over that need to go over.
Maggie McGee: And then i'm going to click adding photos and this kind of the full job is going to run, so what happens is I can't now keep can't delete my ledger because.
Maggie McGee: They know having conferences on your expenditures, but they haven't conferences.
Maggie McGee: Are there any questions.
Maggie McGee: So that's going to run and we'll look at it once it's done it's going to take a little time I did show you already how to close the fiscal period, so we have to revisit that but I do want to talk about if you're going to make changes.
Maggie McGee: If you want to make changes to your.
Maggie McGee: fiscal year here we're just going to talk about this a little bit and i'm just going to share this.
Maggie McGee: So just some some tips and tricks and again if you are a campus who is looking to change your ledger and constructor always reach out to us, you know we're very happy healthy sls i'm Susan is great at doing this, I am good at doing this as well and.
Maggie McGee: I eat bond, I think we all have experience doing this to we can do to help you out.
Maggie McGee: So any of us can help you and we can get you where you need to do we have in and help you create.
Maggie McGee: How you want this to look if you need help if you're an email which one do you have questions, we can answer so here's some tips that I have.
Maggie McGee: The best time to make changes to your letter and fun structure is that during the rollover process it's brand new of lot less work have to do it that way.
Maggie McGee: So some questions you might want to ask them changing or whether constructors.
Maggie McGee: Why are you changing us is this necessary right if it's not necessary don't change it, but if it is necessary, or because maybe the way your funds or changed or maybe how using acquisitions and reporting poets have changed, then you want to have your ledger construction reflect that.
Maggie McGee: And then, what is your new venture fund structure actually going to look like, what do you want this to look like, so I like to draw it out, so I usually create charts so I know.
Maggie McGee: And then you know when I do help Kansas I create charts show it to you, and then we make changes and adjust accordingly.
Maggie McGee: Something really important if you're going to change your butter fun structure if you're using new order api's or New Order import profiles, you want to make sure.
Maggie McGee: That you contact them and you update your textbooks.
Maggie McGee: And you let them know to update your life you're using adobe go be smart to drop down menus and you need everything mapped properly, because otherwise it's going to fail.
Maggie McGee: So, whether to new order api's your input profiles, because those vendors are using whatever you gave them the you know previously and if your funding structures change, they will be able to communicate almost almost gonna be like this doesn't exist, so can import.
Maggie McGee: So, and again reach out to as well as and I add an extra S, which I will update.
Maggie McGee: So reach out to us and we're happy to help you.
Maggie McGee: So there's two ways that you can roll over fiscal year in all month with changing your current structure right, so you can follow up with the ledger only.
Maggie McGee: And then you can create new ledger's frequent funds and allocate funds to the new funds and letters, you can update the POs with.
Maggie McGee: The new associate fund information, and you know, then you.
Maggie McGee: You want to make sure your ledger is active and I need to change the order of that's my apologize.
Maggie McGee: And then you can delete the old ledger's not being used so it's really important, as my cover letter it's the ledger summary funds allocated phones.
Maggie McGee: So you want to make sure that that ledger that new one is active and you can deactivate and delete the old ledger as long as there's no conferences and.
Maggie McGee: expenditures on.
Maggie McGee: The other way to do it is you roll over your funds and ledger's you roll over your PR lines to right, so what I like about this one is that you.
Maggie McGee: So what I like about this one and i'm going to have to edit these I think I duplicated the slide so I apologize that so what I really like to do about that is an update the POs so.
Maggie McGee: What I would do is I roll over my leg right over my funds, and then I would create my new microphone structure and what's nice about that is already have the cure wells in the buckets that people long earlier and then, what I can do is.
Maggie McGee: Change the fun these peoples are associated in in sets it's much easier to do it that way, I find then having to create sets and almost find them so.
Maggie McGee: There is a job you know we did update your line transaction jobs, it allows you to do this, and this is for informational, so I will.
Maggie McGee: be happy to go through this process with the campus wants to do it and what you could do with this update poi transaction jobs and you could change the funds.
Maggie McGee: For those pills So for me, we can ask the bear to do the fun pleasure structure before you go over POs or after.
Maggie McGee: I always think it's easier after because then, I have my funds in these little buckets are ready and once i've moved all my pure wells, and each of those funds to the new funds structure, I can then activate.
Maggie McGee: Those that fun and immediate needs more pure also associated with it, so I find it to be a much easier way for me to manage it, but again, this is a personal so you.
Maggie McGee: You know it's a very personal kind of thing.
Maggie McGee: Are there any questions and again i'm going to update the second slide I think an end up copying and I don't know what happened, I did transfer my slides at one point so i'm hoping, I will recreate it so clear and.
Maggie McGee: And I will make sure that I update about the marketing kilos for invoice because you've got myself confused I don't want you all to be confused.
Maggie McGee: So.
Maggie McGee: Now let me go back and i'm just going to click refresh my job is one for you could be three totally successful.
Maggie McGee: going to go to acquisitions acquisition initial programs and letters and we're going to take a look at it.
Maggie McGee: So again, so if you go to change fun codes never in the middle of the school year and just after whatever is best.
Maggie McGee: You can change at any time, because you can run that job to change the fun that's associated with appeal at any time, but if you're like completely changing a whole fun structure it's just it's just does, I think, to start fresh, but again that's my opinion.
Maggie McGee: If you make changes just realize you can't delete anything that has encumbrances you know, like things have already been expended.
Maggie McGee: So.
Maggie McGee: it's always I think it's just a thank you, I just find it easier at the beginning it's fresh and then you can start fresh you can delete everything because there's nothing been extended on them, it makes it easier, at least in my opinion, but again.
Maggie McGee: it's personal you do what works best for your campus and whichever way you decide to go, and if you have questions, yes lls can help you, because we can work with you to figure out what works best for you and how you want it up.
Maggie McGee: Now, if I look at this here are all my funds, and you can see the allocated balance, because that came with the Clinton ledger and everything I have all my funds and let's see.
Maggie McGee: let's look at my allocating funds real quick.
Maggie McGee: did that, not that I didn't do that in draft mode right.
Maggie McGee: So i'm like because I don't know they're fun structure that well, so these might be all one time, which is why they didn't have anything on them so i'm trying to see if I have any have anything and convert or anything on them that's something I didn't check when I was playing around.
Maggie McGee: They have a lot of funds.
Maggie McGee: But it won't roll everything over successfully and Nice, so I apologize I don't have the example I.
Maggie McGee: don't know their construct for that well.
Maggie McGee: It does anybody have any questions at this time.
Maggie McGee: What it will do is just because I don't have one, but it will roll over all your pls and then it will show the encumbered amounts of that will be applied to each year.
Maggie McGee: funds but.
Maggie McGee: This was helpful i'm sorry until 11 o'clock.
Maggie McGee: I hope I didn't cause any confusion with the marketing one time kills, but for the campus that are.
Maggie McGee: That will be required to do that because you're not creating invoices and online and you're not already marking your pupils fully invoiced upon creation.
Maggie McGee: Please reach out to me i'm happy to go through that with you happy to work with you want me to work with you on it, while you're doing it.
Maggie McGee: i'm happy to do that as well, so please know that i'm available to do that i'm going to update the slides to reflect on pages and I will post the update will just.
Maggie McGee: Post it with the recording so that everything is fresh and new.
Maggie McGee: Are there any questions before we end for today.
Maggie McGee: Thank you everyone, I really appreciate you attending sorry for the technical and Maggie difficulties i'll see you soon take care.