Fiscal year rollover flows

Preparing FY20 to FY21

Select Ledger on ledger record view.
Go to "Actions" menu and click "Rollover".
Full screen view with rollover setting should appear.
Fill all necessary parameters.
After putting "Confirm" rollover process is started.

Fiscal year

New ledger and fiscal year should be created, if it hasn't already been created manually by user.

Budget (Optional)

UI shows budget grouped by "Fund type". There will also need to be an "Unassigned" for all Funds that do not have a Fund type. Then user fill configuration for necessary "Fun type" and new budgets will be created for FY21 for each Fund.
1. NOTE: If Fund already has a "Planned" budget for FY21 then the system will not need to create one.

2. After starting rollover selected active budgets will be blocked for any operations (Status = "Closed") and new budgets for FY21 is created for each selected "Fund type" with status equal to their respective Fund status. (I.e. Fund = inacative then new budget = inactive)

FY21 budgets are created and grouped by Fund Type. FY21 budgets are created for all Funds with the selected Fund Type.

Encumbrances

!Important If we increase amount of encumbrances, then we must update costs information in the corresponding order.(Confirmed by Dennis Bridges on grooming 29.07.2020) Andrei Makaranka It should be possible that there is an encumbrance that remains in the previous fiscal year. Meaning a POL could have an encumbrance in both FY19 and FY20. To accommodate this will we need to do something similar to what was done with Finance app records and add something like a purchaseOrderLineFY. Allowing us to store some historical information about the order for past fiscal years?

!Important If there are not paid invoices for order, then we must update encumbrance link in invoice on new created.(Confirmed by Dennis Bridges on grooming 29.07.2020)

Fiscal year rollover example

Note: These tables DO NOT show all order or fund data, they only show data points that are specifically relevant to performing the rollover action.

FY Settings

Fiscal year settings	Restrict Encumbrances	Restrict Expenditures
FY2021	True	True

Note: in the mockup these are written "Do not restrict..." they should align with the BE. Ie. they should be labeled "Restrict encumbrances" and "Restrict expenditures". If these DO NOT equal true the system does not need to check that there is enough money in a budget before creating transactions. (ie. user can open any order and approve any invoice against any budget on that ledger even when money check fails)

Fund settings	Rollover allocation	Adjust allocation	Rollover available	Add available to	Allowed encumbrance	Allowed expenditure
Unassigned	False	N/A	False	N/A	-	-
Books	True	10%	False	N/A	100%	100%
Serials	True	0	True	Available	110%	100%
Gifts	True	0	True	allocation	110%	100%

Rollover Setting	Rollover	Based on	Increase by
Ongoing	True	Expended	0
Ongoing subscritption	True	Expended	10%
one-time	True	Remaining	0

FY2020 - End

Description	Fund/Budget	Type	Allocation	Unavailable	Available	Allowed encumbrance	Allowed expenditure	Fund Status	Budget Status
Unassigned type	HIST	Unassigned	60	60	0	100%	100%	Active	Active
New budget will be active	LATIN	Books	70	60	10	100%	100%	Active	Inactive
Roll and increase allocation by %	LAW	Books	80	80	0	100%	100%	Active	Active
Restrictions changing and rolling available as available	SCIENCE	Serials	110	120	40	0	0	Active	Active
Roll and increase allocation by available	GIFT	Gifts	140	120	20	100%	100%	Active	Active

Description	Purchase order	order type	subscription	cost amount	encumbrance amount	expended amount	Workflow state	Re-encumber	Fund Code
Encumber Remaining	10000	One-time	N/A	$10	$10	$6	Open	True	LAW
Expended is higher	10001	Ongoing	False	$20	$20	$22	Open	True	LAW, HIST
Expended is lower	10002	Ongoing	True	$30	$30	$25	Open	True	LAW
Order closed	10003	Ongoing	True	$40	$40	$40	Closed	True	GIFT
No Fund distribution	10004	Ongoing	True	$35	$0	$34	Open	True	-
No re-encumber	10005	Ongoing	True	$20	$20	$20	Open	False	GIFT

FY2021 - Start

Description	Fund/Budget	Type	Allocation	Unavailable	Available	Allowed encumbrance	Allowed expenditure	Fund Status	Budget Status
Unassigned type	HIST	Unassigned	0	$0	$0	100%	100%	Active	Active
New budget will be active	LATIN	Books	77(70*1.1)	$0	$77	100%	100%	Active	Active
Roll and increase allocation by %	LAW	Books	88(80*1.1)	$42.50	$45.50	100%	100%	Active	Active
Restrictions changing and rolling available as available	SCIENCE	Serials	110	$0	$150(110+40)	100%	100%	Active	Active
Roll and increase allocation by available	GIFT	Gifts	160(140+20)	$0	$160	110%	100%	Active	Active

Description	Purchase order	order type	subscription	cost amount	encumbrance amount	expended amount	Workflow state	Re-encumber	Fund Code	Error
Encumber Remaining	10000	One-time	N/A	$10	$4	$0	Open	True	LAW
Expended is higher	10001	Ongoing	False	$20	$0(22)	$0	Open	True	LAW, HIST	Could not encumber against history Fund $22
Expended is lower	10002	Ongoing	True	$27.50	$27.50	$0	Open	True	LAW
Order closed	10003	Ongoing	True	$40	$0	$0	Closed	True	GIFT
No Fund distribution	10004	Ongoing	True	$35	$0	$0	Open	True	-
No re-encumber	10005	Ongoing	True	$20	$0	$0	Open	False	GIFT

Error log

Note: In this example, because restrictions are ON for this ledger the desired amount for this order could not be encumbered against one of the Funds. In this case NO encumbrance should be made and the order should be flagged with a rollover error. After rollover the user will either need to change restriction, add money to the budget OR change the fund distributions for the order.

Purchase order	order type	cost amount	encumbrance amount	Workflow state	Re-encumber	Fund Code	Error message
10001	Ongoing	$20	$0(22)	Open	True	LAW, HIST	Could not encumber $11 against HIST - Insufficient funds

Fund Code	Type	Allocation	Available	Allowed encumbrance	Allowed expenditure	Budget Status	Error message
-	-	-	-	-	-	-