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.
- 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% |
| 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 | SCIENCE | Books | 110 | 120 | 0 | 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 | SCIENCE | Books | 121(110*1.1) | $0 | $121 | 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 |
|---|---|---|---|---|---|---|---|
| 10001 | Ongoing | $20 | $0(22) | Open | True | LAW, HIST | Could not encumber $11 against HIST - Insufficient funds |