Maggie McGee: The session is being recorded, of course, you can ask questions and chat unmute yourself if you have that ability and ask your questions, this will be posted after the session.
Maggie McGee: And the link will be sent out the same link that I sent for your slide deck so no worries about that.
Maggie McGee: This was a smaller session because I broke it down by university and Community you know, comprehensive and Community colleges, just because you are rolling over at different times.
Maggie McGee: want to do it a little bit closer to overtime Community colleges about 17 people signed up we're about halfway there so that's great.
Maggie McGee: A lot of people may not be able to attend today that's why it's being recorded.
Maggie McGee: i'm going to put up a quick poll, because I am just curious, because this will gear about me specifically asking something and going through it later so i'd like to know, we have your campuses are using creating invoices and Alma.
Maggie McGee: And if you don't know it's Okay, you can just say I don't know, I would like, for this part most it looks like most everybody is so that's good.
Maggie McGee: Perfect so i'll just leave it up for another few seconds and.
Maggie McGee: See if everybody would like to reply and you may be a couple people from the same campuses i'm not 100% sure.
Maggie McGee: Perfect so it looks like the majority aren't, but there are a few that are not using invoicing, so that is important because there's peace in this session that we're going to go over so let's get started.
Maggie McGee: But, just like with everything we're just going to do a quick overview we're going to talk about required roles, how to extend the closing ledger's fiscal grace period rolling over ledger's.
Maggie McGee: Changing fiscal period displays in your ledger how to delete a ledger if you don't like how it rolled over marking one time pls pulliam boys.
Maggie McGee: Willing over POs lines closing previous fiscal years and also ledger's and how to make changes to your funds and ledger's for the new fiscal year.
Maggie McGee: Now the last one is kind of just kind of an overview good talk we're not going to go in depth about that, but it just kind of get you thinking about it.
Maggie McGee: So first things first right, we always have to be concerned about our.
Maggie McGee: roles, so we don't have the proper roles we're not going to be able to do our work and.
Maggie McGee: So you need to have the fiscal period manager role so that you can roll over the fiscal year anoma that means for all of your POs rollover you're legit you know red letters, you need that ability to do it if you don't have it you're not going to have that ability to do it.
Maggie McGee: For marketing one time POs, and this is only for the campuses that do not create invoices norma.
Maggie McGee: You could have one of these roles, there are a lot of roles, you can have chances are if you're an acquisitions, you might have acquisitions administrative role these tend to be the manager administrator higher level roles so make sure you have this.
Maggie McGee: And then, to change the fiscal ledger fiscal period.
Maggie McGee: To close, from the previous year, or the display you need to have an acquisitions administrator or general system administrator role.
Maggie McGee: The brief overview about.
Maggie McGee: The rollover anoma.
Maggie McGee: If your campus is not using acquisitions you don't have to worry about fiscal year all over there are some sunni's that are not using acquisitions at all they're using.
Maggie McGee: they're doing you know there's a few that are not using acquisitions in any form, so if that's the case you don't need to roll over.
Maggie McGee: You know it's if you're using fun and leisure structures that's when you need to roll over some people might be doing technical acquisitions will require no funds and ledger's.
Maggie McGee: Things like that, and then you wouldn't need to roll over, but these are if you're using funds ledger's you know.
Maggie McGee: etc now if you're not using invoices that doesn't exempt you from rolling over if you're using funds and ledger's in online you're creating those parallels with those funds and legends you're rolling over.
Maggie McGee: You do not have to roll over on August 31 you can roll over before you can roll over after if you're going to roll over after you want to make sure your fiscal period and.
Maggie McGee: encumbrance grace period and your fiscal period and expenditure grace periods are also their extended, because you want to keep that active and you get to roll over.
Maggie McGee: And you may depending on your you know human office you may still be able to order or pay for things past your fiscal period, but it all depends on your procurement office and how things work at your institution.
Maggie McGee: Active encumbrances or what drives PL PL line rollover so POs lines.
Maggie McGee: So that means they're not closed they're waiting for renewal there there have some active status they're you know they're not been received, you haven't you know created embracing you know because creating invoicing.
Maggie McGee: Changes it to fully invoice them when the system knows it's fully invoice so like doesn't need to roll over to the next fiscal year.
Maggie McGee: The following order types can be rolled over your continuous because they're waiting for renewal, those are your cereals.
Maggie McGee: Standing orders they're waiting for renewal as well that's their status and one time POs that are not fully.
Maggie McGee: invoiced so like when I talk about that that you know if you are creating invoices and Allah don't worry about that you don't have to worry about that, because they will get fully invoice when you create the invoice.
Maggie McGee: Now it's the campuses that don't create invoices that have other that need to take an extra step.
Maggie McGee: Technical gift or depository acquisitions methods that are not associated with a fund they don't roll over so you don't have to worry about that, so you know your technical your gift, you know deposit your depository those are like your government docs if your repository.
Maggie McGee: One time POs for institutions, you know if you're not doing that, like I said we're going to roll over we're going to do an extra step to make your invoices fully your make your P O line status for invoice status fully invoiced.
Maggie McGee: And Alma always associates credits and invoices within the fiscal year that the purchase curve, so they don't roll over.
Maggie McGee: Do not make changes to your holding records, while you're doing the fiscal year rollover so if you're not the person who you know you might want to tell your.
Maggie McGee: catalog or if you're not the same person, you know i'm going to do the rollover let's pause i'll let you know when i'm done, and you can resume working in your holding records, because it might impact the Rover and team does may not be saved on the end of the holding record.
Maggie McGee: There any questions before we get going.
Maggie McGee: Again, you can type in the chat can unmute yourself if you have any questions.
Maggie McGee: Okay, so here is like an outline of what we need to do, the first thing we need to do is.
Maggie McGee: adjust our ledger's grace periods Now this is optional now if you're going to roll over your procurement office doesn't let you still order or or pay for anything past that August 31 date, then you may not want to do this.
Maggie McGee: You can go over before after you know it's all up to you on that, and that point, because most of us don't tend to get money on the first of the next month to be able to start purchasing.
Maggie McGee: Now, if you do, then you definitely need to roll over immediately yeah.
Maggie McGee: So rollover ledger's that's after you just a grace period you're going to roll over your ledger's first dude in draft mode and I suggest draft mode, especially when you're.
Maggie McGee: Just really kind of getting used to this or into it it's just nice to do in draft mode because it doesn't take a lot of effort to turn it to active the ledgers once you do it in draft mode it helps you just see how they look in your acquisitions funds and ledger.
Maggie McGee: Area of Allah.
Maggie McGee: And then rolling over POs lines, I do suggest doing a report mode because it's always good to see what's going to happen, because every once in a while there might be an error that you need to deal with.
Maggie McGee: And if you're a campus that is not creating invoicing, then this is important because this will help you identify what is definitely rolling over and then you need to.
Maggie McGee: You know, do some comparison interviewing to figure out which POs need to be marked for land voice and which can roll over.
Maggie McGee: And that's just for your one time you don't have to worry about continuous and standing orders, because they just automatically roll over there, waiting for renewal unless those are been closed or cancel they are going to roll over.
Maggie McGee: And then, after you do your POs and report mode then you'd go to active mode.
Maggie McGee: And then you can change your ledger's fiscal year display if you don't like it displaying as the full date, a lot of the Sunni institutions like to do the fiscal year F y dash and the end year some do it fyi dash the beginning year, so it depends on your campus.
Maggie McGee: Practice, and then you close the previous fiscal year.
Maggie McGee: So we're going to just jump right in and we're going to look at extending the fiscal grace period.
Maggie McGee: So when we talk about the fiscal period and incumbents grace periods this impacts The ability for you to add pure lines.
Maggie McGee: To the closing fiscal year, so if your campuses like you cannot buy anything.
Maggie McGee: At all past the end of your fiscal year it may have stopped earlier, a lot of times that happens, and you don't need to actually put in an.
Maggie McGee: grace period for this, but if you're allowed to keep paying, which is the fiscal period and expenditure grace period, then you would want to put in it in a.
Maggie McGee: In a number of days, because it's number of days units and we'll see that and your ledger has to be active in order to do this, so you don't want to deactivate your ledger.
Maggie McGee: Until you know your those grace periods have ended or before you add grace period it's not that hard to reactivate but you know so just another piece of the puzzle.
Maggie McGee: And like I said I keep saying this, you can adjust your your grace periods, you know if your procurement offices like.
Maggie McGee: You can still receive items.
Maggie McGee: You can still pay invoices in this fiscal year.
Maggie McGee: If you can still purchase you know past your fiscal period end date.
Maggie McGee: And then.
Maggie McGee: If also if you don't want to roll over immediately, you know you can do this.
Maggie McGee: If so, just be aware of you know, the closing ledger has been extended the POs that are rolled over are going to still display.
Maggie McGee: The fiscal year that it was associated with so this extended you roll over PL and you're saying why is it saying fiscal year 2021 I want to say fiscal year 2022 it's going to roll over and do that as soon as that grace period has ended, and it will be an automatic change.
Maggie McGee: i'm going to jump into Alma so we can just go take a look at this immediately it's always good to see everything in practice i'm going to use your pulse of sandbox I always thank them they're very generous they Let us use their sandbox all the time.
Maggie McGee: And with this.
Maggie McGee: they've already bowled over to the new fiscal year so we're going to be rolling over the next year, so just ignore the dates.
Maggie McGee: Because I can't undo this just nice thing, though it's a refresh sandbox it's going a little bit quicker so happy about that So if you want to extend your grace periods you good acquisitions acquisitions infrastructure funds and ledger's and just be aware.
Maggie McGee: It always default to whatever your active fiscal year is the current active fiscal year there may be a lot of active fiscal years.
Maggie McGee: But it always when you open this up defaults to this and i'm going to just click on the ledger so you have these nice facets on the side under type i'm going to click on the ledger because then I can go right to the ledger, so it is nice as.
Maggie McGee: You do everything in the ledger it gets inherited down to the fun, so you only have to do this in one place and less.
Maggie McGee: You have overwritten the ledger rules and have different ones, and your funds but, most people their lighters inherit everything.
Maggie McGee: You may have a few exceptions, where that happens, and then you would have to manually adjust that so i'm just going to click on the ledger name I could click edit either place and i'm going to scroll down here to the bottom.
Maggie McGee: Here is my fiscal period and encumbrance expenditure day so that's my I can pay how long and here's my fiscal period and.
Maggie McGee: encumbrance grace period that's if I want to keep purchasing this these dates got inherited from the last fiscal year so remember last year we said, you should maybe do it 90 days, because we didn't know anybody's game back from campus you know.
Maggie McGee: So you may logistics, maybe you don't want 90 days and maybe you don't want 60 days it might be too much just want it for 30 days and you would just change the number of days.
Maggie McGee: Here, and you click save this then gets inherited down to your funds, the only funds that wouldn't get it, if you have any exceptions where you overrode the lead dribbles and then you would have to manually do that.
Maggie McGee: So, are there any questions about.
Maggie McGee: The.
Maggie McGee: grace periods, extending them how to extend them how to get to them.
Maggie McGee: Okay, great again can ask questions at any point, please feel free to do that, the next is we're going to look at rolling over the ledger so.
Maggie McGee: The following things are going to be rolled over when you roll over the ledger it's the ledger is your summary funds and allocating funds it's not bringing up the.
Maggie McGee: purchase order lines in the allocated fonts it's just bringing over the fund structure.
Maggie McGee: And ledger's can be rolled over one, at a time, or all at once, so it depends on your system in your institution, if you have more than one.
Maggie McGee: ledger you might want to do it, one by one, if you only have one you're going to do it at one time, but if you have multiple you can do it one time or all at once.
Maggie McGee: What this also does is it will create a new fiscal year in your configuration when you do this so if i've already created one and I deleted ledger exist, but the first time you roll over this ledger in configuration.
Maggie McGee: A fiscal fiscal year gets created the fiscal period gets created there.
Maggie McGee: We can roll this over and draft for active and like I said i'd recommend draft first and then we can just activate it because it's just it's not a big process you just do it from the ledger.
Maggie McGee: and
Maggie McGee: You do not want this is very important, you do not want to edit the ledger name or code when you're in draft mode, you need to have.
Maggie McGee: The ledger fun structure remain the same during rolling over the POs or they won't match and there'll be an error if you want to make any changes, you can do it after.
Maggie McGee: Or you would do it before, but you wouldn't do it during the process of rollover so let's take a look at rolling over the ledger.
Maggie McGee: click on acquisitions.
Maggie McGee: Advanced tools rolled over ledger so again if you're not seeing this it's probably because you don't have the right role and remember you need that fiscal.
Maggie McGee: You need that fiscal period manager role so i'm going to click on rollovers ledger's.
Maggie McGee: And because they've already already been rolled over for them, because they are a comprehensive and their fiscal years and other end we're going to be doing the next year, so we click on and job.
Maggie McGee: Now you can create your allocation from none, which it doesn't create any allocations you'd have to go in and manually add them after.
Maggie McGee: Allocation balance so the allocation balance is copied from the allocated funds now just be aware, if you did any transferring of money.
Maggie McGee: That the allocated balance that gets rolled over is the allocation balance minus the transaction equals the new allocation balance for your fiscal year.
Maggie McGee: Your cash balance that means only thing that would roll over is the remaining amount in your in your funds in your allocate in your funds now.
Maggie McGee: If your institution allows you roll over and spend money you didn't use in the previous fiscal year that might be something you need to do, but.
Maggie McGee: chances are you will instead select both which is your allocation balance plusher casco cash balance and I do recommend doing your allocated balance because it's easier to start there and then you can edit it for your new fiscal year when you get the actual allocations for your library.
Maggie McGee: And here is that ledger's you can select all if there was more than one they only happen to have one I could leave it blank it will select all or I select one individually.
Maggie McGee: them for my actions, I am going to select copy, because the two actions are copy or delete so i'm going to make sure it defaults to copy i'm going to copy.
Maggie McGee: The fpc factor is the increase or decrease that you would apply to allocate it balances.
Maggie McGee: Now, if you, you know, unfortunately, be great if we knew that every year we're going to get like a 5% increase to our spending, but chances are we're not getting anything it's a flat budget or decreasing so leave the fpc factor zero.
Maggie McGee: And then create status we're going to leave it at draft because the other option is active but i'm going to do it in draft mode first.
Maggie McGee: And i'm going to pick this from fiscal year 2021 This showed up because i've already rolled it over when I was testing.
Maggie McGee: But typically you're going to pick fiscal year, whatever your fiscal year 2021 it's a 2020 to 2021 range that's the one you're going to choose, but because they've already rolled over.
Maggie McGee: i'm going to.
Maggie McGee: And then I always suggest clicking copy nose and copy attachments because if you do have these in your ledger's and if you're in new fund structures, you want to retain that and then click adding close.
Maggie McGee: And then click refresh it's going to take a few minutes, so does anybody have any questions.
Radha Ravichandran: hi this is john from William paterson university, can you hear me.
Maggie McGee: Yes, I can thank you.
Radha Ravichandran: Okay, so in the beginning, you mentioned that.
Radha Ravichandran: Like when we did the rollover in our university, I had to go and create a new fiscal year in the mapping table, so you said something that it would automatically create okay so.
Maggie McGee: radha that.
Maggie McGee: yeah it doesn't create.
Maggie McGee: That you you're not really allowed to you can go create it, it looks like you created, but it doesn't if you find that it doesn't create one, you need to make a ticket with X libra.
Radha Ravichandran: Oh okay.
Maggie McGee: Because there's something going on, so like maybe you wrote you migrated and you never use funds and letters before.
Maggie McGee: And it doesn't do it for you, you need to have actually burst create it and every once in a while there's a glitch So when I find that happens, I recommend just quite you know, creating a case with us.
Okay.
Maggie McGee: Because that's it should, but if it's not there's something wrong.
Maggie McGee: Okay.
Maggie McGee: So it's taking a little time.
Maggie McGee: But that's usually what happens and plus the sandbox a little slower so again anybody else have any questions, please feel free to ask.
Kimberly Weston: hi Maggie this is Kimberly from rcc.
Kimberly Weston: hi hi I have a question um forgive me, but it Okay, so this year, our budget allocations have changed they've gone down a little bit.
Kimberly Weston: mm hmm so where, and I know sounds like a silly question but were in this process would I put in our current.
Kimberly Weston: budget allocations because it's in all categories.
Maggie McGee: Well, I mean honestly, I would just do it after.
Maggie McGee: Okay, I would just roll over the allocations.
Kimberly Weston: And then adjust it go in and we just did okay.
Maggie McGee: yeah because you're going to roll over your POs but you know what you could do is you can just say none.
Kimberly Weston: uh huh.
Maggie McGee: And then, when you do your rollover POs you don't do it based on you know the encumbrance percentage or amount.
Maggie McGee: We uncheck that.
Maggie McGee: And then you can add it in.
Maggie McGee: That would probably be the cleaner way to do it instead of transferring money you know what I mean because you're deleting.
Maggie McGee: It really so I would say, for you select none.
Maggie McGee: um and then after you would do it be would want to make sure when we go do all the POs you uncheck checking your and conferences or you get complete errors and you don't want that.
Kimberly Weston: Right okay gotcha Thank you.
Maggie McGee: you're welcome so for right here it finished one there's none that failed so that's perfect so now we're going to go to acquisitions because it's here it's in our acquisitions and sorry we're going to go to acquisitions acquisitions funding acquisition.
Maggie McGee: Infrastructure and funds and ledger's and then we come here and i'm just going to.
Maggie McGee: Clear all because it always defaults and here's the new one that got created and it isn't draft mode right so i'm just going to click on this one, because it's fiscal year 2022 to 2023 because they've already rolled over.
Maggie McGee: I would click on my ledger you might have more than one ledger, but when you come here, all you have to do you see it's in draft mode and you can click on this and you can go then see your funds, and you can just check that everything came across you can see my ledger path you know.
Maggie McGee: here's my ledger and then access is my summary fund here's my here's my money right, so you can see that things might you know.
Maggie McGee: They rolled over the way you want now if it didn't you wouldn't want to activate this so i'm just going to go back.
Maggie McGee: And I guess I could activate it up above but i've never really done it there, but I think you can just click activate and if I click activate here my ledger's active and then because it's inherited down.
Maggie McGee: Everything else becomes active So if I come in here and now I look at my funds and ledger's they are all now active.
Maggie McGee: So that's all you have to do so that's why I say rolling over your ledger and draft no problem it's pretty easy it's it's not a complex process to change it to active and it gets inherited down so you want to make sure you do it at the ledger level.
Maggie McGee: Are there any other questions.
Maggie McGee: So now, the next thing i'll show you because a lot of people don't like this display.
Maggie McGee: Some people, some people like this display but it all depends on your institution, if you want to change that you need to have acquisitions administrator or general system administrator you go to configuration acquisitions general.
Maggie McGee: Funding ledger fiscal period and was brought have a saying it looks like you can add and create these you can it does it, but it doesn't stick and it doesn't get retained, unfortunately, so you would come down and you would find your fiscal period, and you can just change this.
Maggie McGee: They do it by the end of their fiscal period, but you might do by the beginning of your fiscal period and so that's what you do if you make any changes there you click save.
Maggie McGee: And then I would just go out of my accurate my disco I would get out figuration and i'm just going to show you really quickly how this looks and because i'm just going to get rid of that so I can go to my 2023.
Maggie McGee: You can see it change it's no longer that date, even on that facet right, and so there it is so if you want to change that's how you change your fiscal period display and that gets inherited down as well.
Maggie McGee: Are there any questions about that piece.
Maggie McGee: Now you can delete this if you wanted now say you rolled over your ledger and you're really unhappy it didn't something happened, or maybe you take none, and you want to put allocated you picked allocated you do want to pick on.
Maggie McGee: Something happened to you put cash balance something happened, you need to delete this you go to acquisitions advanced tools rollover ledger's.
Maggie McGee: And you do the same thing almost so you click on add job and it's an interesting or do you do this first change the action to delete.
Maggie McGee: And the only thing I need to preface this in order for it to be deleted, there cannot be any expenditures or encumbrances so you cannot.
Maggie McGee: You cannot have that can be in conferences i'm sorry well there's nine conferences it's the money that comes over there can't be any transactions, when I mean transactions and conferences or.
Maggie McGee: expenditures right, so if you've rolled over your POs that's sold to that right you can't do that you know what I mean they're already on there, so if you're going to delete your ledger you want to do before you roll over your POs or add any new POs to it.
Maggie McGee: So, then you would select the fiscal year you can delete it from.
Maggie McGee: And you can select all ledger or if it's only one, and then you click add and close and it will delete it.
Maggie McGee: i'm not going to delete it because it is does take time, but that's how you would delete it and it would get rid of it, the fiscal period would already be created there.
Maggie McGee: The change would remain so, if you made a change to the name it should come the next time and then you move forward, but you know chances of you needing to delete your.
Maggie McGee: to delete your ledger it's quite pretty small, but if you need to do it, you can do it, but just make sure you do before any POs get added to anything, otherwise you won't be able to leave.
Maggie McGee: Any question about that.
Maggie McGee: Okay, great, so now we talk about rolling over POs So when I do with the university centers and comprehensive I first did how to mark your.
Maggie McGee: POs to fully invoices for the campuses not doing that, but then I you know, every time I do something I find a better workflow so you know I do suggest doing new POs and draft mode and this is by because there could be errors.
Maggie McGee: And it allows you to review the POs before you roll them over and it's I always think it's easier to correct the errors before I roll them over because, if I can correct the errors.
Maggie McGee: And then I roll over at once i'm not going back and forth, because if you see like there's things with errors here like you can see, if anything, comes with an error it's going to show up in your number failed.
Maggie McGee: Now i'm going to go and start to the rollover process, so this is the rollover process, the one time POs are going to be done on your encumbrance so let's go.
Maggie McGee: Continuous are going to be rolled over on either encumbrance or expenditure that's your choice.
Maggie McGee: I suggest doing it on the expenditure because it's probably closer to the amount you're going to actually pay in the new fiscal year again it's an institutional choice.
Maggie McGee: And if there's no invoice or expenditure that exists at the time of rollover it's going to use the encumbrance so maybe it's a new.
Maggie McGee: New PO value created you haven't been invoiced for it yet it's going to roll over and it's going to do it on the unconference because there's no invoice so if you're not using invoices, it will be done on the incumbents.
Maggie McGee: And, as I said it for the campus is not using creating invoices NAMA if it's not fully invoice they're going to roll over.
Maggie McGee: So let's go into acquisitions advanced tools rollover few lines, we come to roll over appeal find.
Maggie McGee: there's another ad job you click on that, and what I do is I do suggest doing it one POs time breck type at a time in draft mode, especially, you know as you get more familiar with this, you can just blow through it now.
Maggie McGee: campuses that you know, are going to use none for their allocation in the ledgers you want to uncheck over encumbrance.
Maggie McGee: Because, if you do not to uncheck that you're going to get all errors and roll over.
Maggie McGee: So for this one i'm going to do one time POs for the first time right, so I can do that, last but if you're going to do it on your continuous continuous or standing orders.
Maggie McGee: You can do by expenditure now again if you don't have create invoices NAMA it's going to do it on the unconference or there's no invoice to do it on a conference.
Maggie McGee: But i'm going to default this to expenditure, because it doesn't matter for one time POs it's always going to use in conference, regardless of what I select up here i'm going to leave this blank because if it's blank it defaults to zero, or you can put in.
Maggie McGee: zero.
Maggie McGee: i'm.
Maggie McGee: fiscal year 2022 i'm going to pick that one, because that is their next one libraries now if you have more than one library.
Maggie McGee: Typically it's from whatever the ordering library is from so you would select that this peel line here I use that for when I when I have to roll over an individual P O line one, at a time when there's been errors or there's been issues.
Maggie McGee: So.
Maggie McGee: Just be aware of that's what that tool is for you can only do one, at a time there.
Maggie McGee: Now I even with choosing expenditures even rolling over allocations, I do suggest on checking check over encumbrance because a PR it reduces the number of errors.
Maggie McGee: When you want to do it in draft you do it in report mode you make sure you check on this, because if you don't check report mode is going to do it, active and it's going to be rolled over.
Maggie McGee: If you select none it's going to roll over all of them.
Maggie McGee: If you select one it's only going to select one if you select to it's only going to select two you can select all it does all right, but if you leave them all blank they were all over.
Maggie McGee: Now you can just do them all, at one time, the report will break them down for you one, at a time, but I always like because I like to keep things in their own little boxes so it's all up to what you like to do.
Maggie McGee: Now i'm going to do the one time POs by themselves, because this will play into when I talk about the camp campuses without invoices, so I do it first to report mode and I click add and close.
Maggie McGee: And so that jobs going to run and I can go do another job right that's going to run it's down here at the bottom.
Maggie McGee: But I think you know I do this one, at a time it doesn't like when you do multiple jobs at once, so i'm just going to come down and see this was they didn't have a lot, so that went really fast for us right.
Maggie McGee: So, luckily there's 10 and nine have failed, and if I click on this, I can click view and it's going to give me my nice report.
Maggie McGee: So all these links up here will take me to the information so if i'd errors I click on it, and it would take me to view my errors and then I need to resolve them so most of the times it's usually there's not enough money so that's if you didn't uncheck that over encumbrance box.
Maggie McGee: So I click on my successful P O line, so I have this nice list, right here, so this is what I know is rolling over so if you're a campus not creating invoices.
Maggie McGee: You can see what's going to roll over and then you can prepare that data.
Maggie McGee: So that rolled over in draft mode everything rolled over as is and if I didn't need to worry about that, then the next thing I would do I could run that inactive mode and now i'm going to add a job and i'm going to do the continuous and standing orders together because.
Maggie McGee: You know i'm just just for time sake i'll chunk them together, but you can do each one individually, let me do it on the expenditure again because it does not matter, because the system is intelligent enough.
Maggie McGee: to know if you don't have invoices going to be encumbrance if you have invoices has been doing on the encumbered amount.
Maggie McGee: So I mean expenditure amount apologize I mix up the words so what's Nice is it defaults to the last things like that stayed zero in this like my library.
Maggie McGee: i'm going to do it in draft on my report mode I keep why I say draft mode, because the other one is draft mode i'm going to just check my standing orders and continuous and i'm going to click.
Maggie McGee: Add and close and so this will run, this will probably take a little longer because it's going to be more I am guessing because they did their 2021 and they had a total like.
Maggie McGee: looks like 408 they had some errors that they had to clean up.
Maggie McGee: So while that's going on go here and we'll look at this will look at this report so you can see what I mean by seeing errors, so if you want to look at errors, if I clicked on general error.
Maggie McGee: So these went over the limit that's why I suggest clicking on checking that box, because otherwise, then you have to manually go in update the incumbent you know the conference limit and then roll you know.
Maggie McGee: If you've done an active, you have to individually roll over those pls one, at a time.
Maggie McGee: So let's give it another refresh and see where we are.
Maggie McGee: still doing it okay so as that's refreshing and we'll go back and take a quick look at it does anybody have any questions.
Maggie McGee: So while that's doing its job we're going to talk about marketing POs fully invoice.
Maggie McGee: So.
Maggie McGee: If you create invoices NAMA, you can just take a break and half listen.
Maggie McGee: For those that don't create invoices NAMA, this is going to be an important piece.
Maggie McGee: So this only impact your one time POs and that's why I really suggest doing your one time POs in draft mode by themselves.
Maggie McGee: Because if you're not creating some some campuses are doing when they create their POs are making the invoice status fully invoiced upon creation.
Maggie McGee: which works, but unfortunately sometimes not everything gets received in that fiscal year, so if that's what you're doing that's fine, then you don't have to worry about doing this piece.
Maggie McGee: So if you already marking your POs fully invoices I know some campuses do that, but if you're not and you need to mark them fully invoice.
Maggie McGee: You want to make sure that.
Maggie McGee: You review these POs these one time fee of wells that are going to roll over because you might be rolling over things you've already received and that you've already your procurement office has paid even though you don't have invoices NAMA.
Maggie McGee: it's been received it's been paid for you don't want it to keep rolling over.
Maggie McGee: Something that's really good is it's only going to roll over POs and the previous fiscal year so things migrated you know.
Maggie McGee: We have to wells and you'll know because they don't start with AOL and they don't have the dash loan numbers they're like really long numbers and they don't start with AOL and all that.
Maggie McGee: And some campuses don't have to well, starting in there's like buffalo but, for the most part part in Sunni, most of us have POs dash and if it doesn't have that is a good indication is it's a migrated to migrated.
Maggie McGee: To well so with the migrated POs what's really good is that.
Maggie McGee: they're not going to come over unless they kept getting rolled over into the next next fiscal year and it's the fiscal year old over that they.
Maggie McGee: aren't so you don't have to worry about that kind of review data it's just going to be whatever is the last fiscal year.
Maggie McGee: That wasn't fully invoice in the POs that status it's going to come over and i'm just going to show you really quickly what I mean by only invoice status, because if you're not.
Maggie McGee: You know what I mean like when we create POs we go through it and we get used to it, we might have templates we might not like know where this field is and i'm just going to give you a quick quick do.
Maggie McGee: So by i'm just going to click on any one it doesn't matter that it's this is closed, I just want to show you the field.
Maggie McGee: and hope I didn't need to go and Edit sometimes it's harder to see where they are go to edit instead because it's more it's a more accurate view you'll see when you create your pure well then, just the view it.
Maggie McGee: i'm sorry the sandbox does take its time.
Maggie McGee: So if you're creating a POs when i'm talking about this invoice status, this is it so they created an invoice in market fully invoice so this would not roll over, but if campus is not doing that that's going to not say fully invoice and that's why we have to do this next step.
Maggie McGee: So, like when I said it's really important do in draft mode to see what's going to roll over for one times and what you would do is from that job.
career.
Maggie McGee: But my role of appeal lines you'd go from here and that's my P O lines and you click view and let you see it here's all the POs that will roll over you can click on this export.
Maggie McGee: i'm going to just change to sharing my screen, just so we can see it more easily.
Maggie McGee: Export.
Maggie McGee: is going to open this up into excel.
Maggie McGee: go into excel and have it come up.
Maggie McGee: whoops sorry that one came up, so it comes up but it doesn't have this PO PO then, for some reason the I hope you can see this, please let me know if you can the.
Maggie McGee: It doesn't come up with a header so if you're gonna we're going to want to put a header in so you've put in to long records very important, because otherwise you can't create set, and you can save the name.
Maggie McGee: save it with a name that you can remember so what's really nice is you have this you know what's going to roll over.
Maggie McGee: And then another thing that I suggest doing is, if you are using the receiving workbench for your one time fee, because this helps you know what is in your receipt what has it been received, and you would go to acquisitions receiving an invoice and go to receive.
Maggie McGee: And you can come in here, and then you can just export everything that hasn't been received and like right here that's an old migrated one, but it doesn't show up on my list right.
Maggie McGee: i'm really concerned about the ones that show up in here and on the other, you know, like what comes on here, so you just want to do a comparison, so you can click export to excel just do the current view, and this is going to pop up.
Maggie McGee: And there it is so what I like to do is I like to grab.
Maggie McGee: like this was I just totally ignore like.
Maggie McGee: You know what I mean the ones that are there and then i'll come over and I like to just plunk it in here and then i'd like to do.
Maggie McGee: I see when I do that.
Maggie McGee: Conditional formatting I like to just to highlight now like to do duplicate values okay and click OK, so the ones that I get.
Maggie McGee: These have all these ones here have been received right so that I need to go see what's going on, like, why did they come over if there's, why are they still in my receiving right they're fully invoiced you know.
Maggie McGee: These are fully invoice for them, but I would compare.
Maggie McGee: what's in your actually start there and you're receiving workbench That means they should roll over.
Maggie McGee: This one's not in your risk, this is not and you're receiving one, so I would want to review this one, the ones that don't match, and then I would want to go in and look at my POs and just take a look right so.
Maggie McGee: This one says waiting for invoice but it's been received so that would need to be marked fully invoiced etc, you know what I mean for you yours would say waiting for invoice you need to mark this, so I would remove any of the ones that are still waiting.
Maggie McGee: I would delete any of the ones that are still matching and you know get rid of those and I just keep a list.
Maggie McGee: Of the ones.
Maggie McGee: Say get rid of these like this, because it gets tricky when you do clean up i'm just going to ship the cells up, so I don't lose the ones that.
Maggie McGee: match, because if I take it from the other side it's going to hate me right it's going to be like that and i'm going to like which ones, and then you would say Okay, these are all waiting to be received, they need to roll over, but the ones that have been received that have been received.
Maggie McGee: I need to.
Maggie McGee: Get I need to get I need to get them to roll over get those to be marked fully enforced i'm sorry, so the ones that have not yet that have been received that did not do a match that we just did we need to make these fully invoice so i'm going to just save this.
Maggie McGee: just give it a name and then i'm going to come in my arm i'm going to create an item mindset, so I would go to admin manage jobs and sets sets.
Maggie McGee: And then i'm going to come here i'm going to add it set the mood make an itemized itemize because it's itemized what's coming from outside of Armor and my fully.
Maggie McGee: voice.
Maggie McGee: So I know what it is, I need to make sure this is P O one you have to select the content type appeal line description is optional notes optional.
Maggie McGee: Private is optional, I just leave it to default, yes, because chances are you're doing it if you're handing off to somebody else to do you'd say no need to keep it active and i'm going to add contents for file i'm going to click on the.
Maggie McGee: click on my file icon and i'm going to select.
Maggie McGee: My file click save it's going to go quick there's only a few so i'm thankful for that so.
Maggie McGee: You can look at your jobs admin nice job sunsets my jobs, I get I bet it's already there in fact clicked on history sets done go here go back to my set.
Maggie McGee: And i'm just going to say here's my fully invoiced and i'm going to look at my Members just real quick just make sure they're all there and i'm going to run my job, this is the job that you need to run.
Maggie McGee: To make them fully invoice so they don't roll over you don't want things to roll over the next fiscal year you've already paid for so we're going to go to admin manage jobs and says run a job.
Maggie McGee: And i'm going to do the update PO.
Maggie McGee: Of 8pm lines information click on the radio button for that click next.
Maggie McGee: here's my set you can search by set name if it's not at the very top some refresh did this.
Maggie McGee: click next.
Maggie McGee: And then I want to find my invoice status and i'm going to check this it's very important, you have to check this box.
Maggie McGee: And then i'm gonna change it to fully invoice and then keep it unconditionally and i'm going to click next now i'm going to click submit i'm going to click confirm and the job will run and it should be a quick job.
Maggie McGee: Just three so hopefully fingers crossed.
Maggie McGee: Any questions, while this is taking its time.
Maggie McGee: there's a couple of other ways that you can compare sets that I.
Maggie McGee: Putting like you can.
Maggie McGee: run a P O line search and I put this in the slides, and you can look at that by every one time poi type and compare it to receiving desktop it's all done.
Maggie McGee: So it's all done I just won't look at my Members because let's look at the report, and they should have all been done, if we look at our set because I just want to show you what changed so let's look at our Members real quick.
Maggie McGee: And if I click edit.
Maggie McGee: Still says waiting analysis fully invoices still says waiting for invoice but the invoice status that's the important piece.
Maggie McGee: So we're going to go back and we're going to now roll over to lines for real so that workflow is something that I showed and i'm just going to jump to the sides real quick because.
Maggie McGee: I want to remember there's two other ways that I give options for.
Maggie McGee: Doing this I just found this working with the campus to do it, it seemed to be a really nice efficient way.
Maggie McGee: But there's other ways, you could export a list of POs that rollover you know in draft mode and you can create the item myself and just review those lines themselves, and then you know.
Maggie McGee: You know mark the ones that have been received take them out the list to create that item I said as well, and then you can use the.
Maggie McGee: Advanced repository search for P O line workflow equals sent and the p O line type equals one time but there's multiple one times, depending on what you use, so you may need to.
Maggie McGee: Do it more than once, but the nice thing is, at least it does not keep rolling over really old migrated stuff you don't want, but you might want to clean that out of your feeding desk or cancel his POs if it's been a long time, and they are not coming.
Maggie McGee: So let's go to acquisitions advanced tools we're going to roll over a few lines for real now so because I have my ledger active I can roll these over click and.
Maggie McGee: i'm i'm going to do my one time by themselves first i'm going to do it doesn't matter that says expenditure i'm going to just keep that zero, it can be blank like my library.
Maggie McGee: i'm just going to uncheck that I suggest check uncheck that otherwise you can have errors errors are no fun to have to deal with, but if you don't mind doing that you can check it click add and close.
Maggie McGee: And then i'm going to click refresh and I should have a few less pills that roll over this time because I made the see instead of 10 I now have seven so that's how you.
Maggie McGee: would deal with that if you're not creating invoices normal and again if you get to that point and you're stuck send me.
Maggie McGee: When you get to that point if you get stuck send me an email here, I can help you out and now we're going to roll over for real.
Maggie McGee: The continuous and the other, so the select my library to do by expenditures euro from the fiscal year that i'm rolling over from i'm going to do it live, so I don't check report mode doing continuous a standing order only and click add and close.
Maggie McGee: And so that's going to take a few more minutes to roll over and then we'll go take a peek so does anybody have any questions so far.
Maggie McGee: Well that's doing its job i'm going to show you how to close that fiscal period so again, you need that fiscal period manager, you need that fiscal manager job role you go to figuration acquisitions general funding ledger you went closes or you can either make it inactive.
Maggie McGee: there's two things you can change the previous fiscal year to inactive or closed they act, the same way and amo from their documentation.
Maggie McGee: I would wait to do that, until your encumbrance grace periods ended, and so, if I wanted to change that I would change it to inactive because that's what they're using click save and now that one would be inactive.
Maggie McGee: But i'm going to go back and change that back because it is I don't want to do that for that really right now and then.
Maggie McGee: At this point, because that's the current one and then what I would do next once I have finished, you know that the grace period is over, and like a month or whatever what you're doing.
Maggie McGee: I would go to my funds and ledger's as well because i'm going to show you if you go to acquisitions acquisitions infrastructure funds and ledger's.
Maggie McGee: If I get rid of the fiscal year, you can see how many they have that are active you don't need all these active, so I would go to.
Maggie McGee: The previous fiscal years and I click on the year click on ledger and then I would just.
Maggie McGee: deactivate it because it's no longer active you're not going to do anything on it i'm going to click confirm you don't able stay there, all that information stays so instead of active it would show up if I want to you know it shows up as an active.
Maggie McGee: But that's what I suggest it just keeps a cleaner and then you know exactly what's active you don't need anything that's in the previous to show active.
Maggie McGee: So let's go to our acquisition key line rollover and let's see what we're doing now.
Maggie McGee: to refresh and it's still doing its job.
Maggie McGee: Any questions so far I know there's a lot to go through this but.
Maggie McGee: You can, if you have any questions you can ask me after the session when you're starting to do this.
Maggie McGee: I sat on i've sat on calls with people and walk them through it or watch, you know what I mean like i'm happy to help if you get stuck or you're nervous about doing it might be your first time, maybe it's not.
Maggie McGee: Especially you know when you're dealing with.
Maggie McGee: campuses i'm not using invoices, you may not be 100% sure about the process and that's been trial and error with helping people to figure out the best way.
Maggie McGee: So as that keeps going i'm just going to talk a little bit about some tips and tricks for making changes to your ledger fun structure so.
Maggie McGee: Definitely don't want to do during the rollover process is you want to have done it prior to that or you, you know I usually like to do it after and I suggest, why.
Maggie McGee: The reason why I prefer that is because, then I can roll everything over into buckets and then I can move them to the new ledger's or you know or to the new funds that they belong in but everybody does it individually.
Maggie McGee: But before you make any changes to your fund structure ask some questions, why is this being changed doesn't need to be changed.
Maggie McGee: And then, what is this going to look like what do I want my new fund structure look like I like making little flow charts because that really helps me.
Maggie McGee: And i've helped campuses do that when they need to change the structure, so please reach out to me if you are like you know, we want to refine it we're not going to use, we want to use different buckets you know.
Maggie McGee: we're not doing it by subject area anymore we're just doing general but whatever you might have different reasons for changes that's another thing you can reach out to the sls for we're happy to help.
Maggie McGee: So i'm going to pass yeah so let me just make sure I have everything cuz.
Maggie McGee: So.
Maggie McGee: One thing I want to make sure when you are, if you do make changes to your funding ledger structure it's really, really important to contact vendors if you're using any kind of.
Maggie McGee: Real time ordering your order api's or if you're importing records to import profiles because.
Maggie McGee: Those fun ledger's that your vendor has are going to end up in the records that come to Alma they don't match after you've made changes they're going to fail.
Maggie McGee: So it's really important if you decide to change those structures, you communicate to get your tech specs updated with your vendors.
Maggie McGee: But again, you get to that point you're like you're ready to make some fun changes we need your help the sls is so happy to help you with that let's let's see.
Maggie McGee: Just take an aside, because now oh yeah it's done 380 everything was done active everything was successful I don't have any errors it's really, really nice.
Maggie McGee: So we're going to click on acquisitions we're going to go to our acquisitions infrastructure funds and letters.
Maggie McGee: i'm going to just get rid of that so i'm going to click on my fiscal year, so you didn't see here I didn't have to change it, but I didn't underscore I don't like that I would change that that was my typo.
Maggie McGee: But I would go back and change that but if I click on that it inherited it, because once I made that change I didn't do anything to that.
Maggie McGee: configuration structure the back so here, you can see, not only do I have alligator allocated and balances now I have my encumbered, which means the POs came over so if I click on this fun to look at it, I can look at my funds.
Maggie McGee: whoops.
Maggie McGee: So here's one without encumbered balance we're going to go on to that one you can look at my transactions and you can see the peel alliance got encumbered and they have come up.
Maggie McGee: So it's exactly what we want to see when you have a successful rollover and I want to let you know rolling over and Alma is.
Maggie McGee: You know, is much less complicated than an Allah, so this is your first time doing it just take it slow doing in draft mode.
Maggie McGee: view it and then do it live, you know again if you're nervous reach out to the sls happy to give you help and support, but it is.
Maggie McGee: it's a relatively streamlined process and it's a lot less complex than an all So hopefully when you get to do this, it goes really smoothly, for you, the one thing that complicates a little bit of are institutions, not using invoices, because we have to do that extra step.
Maggie McGee: Before we wrap up anybody have any questions comments want me to show you anything again.
Maggie McGee: I mean that I can quickly not do a whole process.
Maggie McGee: i'm glad Louise i'm glad it was helpful i'm hopefully didn't get too confusing with the invoice piece that that is like a.
Maggie McGee: you're like marking them fully embrace gets a little confusing so that's why, if you do need that help i'm happy to help.
Maggie McGee: i'm going to.
Maggie McGee: Just change that while we're talking so good acquisitions good my friend, a letter because it's bothering me I put underscore so i'm just going to quickly change stuff.
Maggie McGee: And clicks a as.
Maggie McGee: God said from.
Maggie McGee: prod I said early on, they tried to create something here and i'm going to show you, if I tried to delete that it wouldn't work I can add a row i'm just going to pretend i'm just going to give it.
Maggie McGee: To give it a number.
Maggie McGee: i'm just making something up because just for time I know it's not going to do it so i'm not concerned and then click add bro and.
Maggie McGee: It looks like it works, but when I save it and I go back.
Maggie McGee: is probably going to make me a liar it's there, but if I go back and configuration, it should not it doesn't do anything unless actually.
Maggie McGee: change that but up to this point it didn't so I come here, I don't it's not there anymore, so it looks like you create it but it's not that's why, if you go to roll over and your fiscal year doesn't get created, you need to open up a case with excellent.
Maggie McGee: So thank you all for joining, I appreciate your time again reach out to the sls at.
Maggie McGee: This email, if you have any questions or you need help doing your rollover we're happy to be there for you.
Maggie McGee: I hope you have a rest good rest of your day you can also you know also ask any follow up questions that you may need the recording transcriptions are going to be, at the same link as a slide deck.
Maggie McGee: there'll be available there after they're finished processing I hope everybody has a great day and i'll see you soon.
Radha Ravichandran: It was a good session Thank you so much.
Radha Ravichandran: Oh you're welcome.
Maggie McGee: Thank you bye bye.