:03 | Rollover Walkthrough | Ann Crowley | Largest ledger took about an hour. Next smallest took about 30 minutes. Other ledgers are much smaller and took maybe 5-7 minutes each. :12 - Screen share of what it looks like on a fund. John Banionis 12:12 PM
This is where we're having an issue too (on encumbrances)...we only had two orders across ledgers, so I just temporarily changed the fund allocations get the rollover test to complete correctly and will reallocate them them after rollover Julie Brannon (she/her) 12:13 PM
FYI When you create a new fiscal year, FOLIO won't stop you from having overlapping dates with an already existing FY record, so there isn't any warning - just want to be careful with that... With Orchid, Rollover budget values: "None," "Available," and "Cash balance"
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:27 | Test Rollover | John Banionis | Screen share of Test Rollover Results spreadsheets Endowed - 100% successful. Others - got partial log of successful. Error message: "Rollover poLines by chunks failed. Certain encumbrances are showing up in the expense classes, but not in the budget summary total. Kimberly Smith - EBSCO had to run a script to recalculate all the encumbrances. Lisa Smith, Mich State 12:31 PM
If you look at the corresponding POL, should there be an encumbrance?
We had to have a script run, too, to correct too many encumbrances. Corrie Hutchinson 12:32 PM
Possibly: Fix encumbrances (especially after a Lotus rollover) Lisa Smith, Mich State 12:34 PM
With migrated encumbered orders, we sometimes had to manually release encumbrances.
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:35 | Actions Prior to Rollover | | Cindy Bassett 12:33 PM
Can those who have done rollover before, did you do anything before you rolled over to capture the status of your funds? Did you export your budget information for your ledgers, for example? Scott Perry 12:35 PM
We saved the status of our funds prior to rollover and also had access to that in LDP (and also Metadb). Ann - Used LDP. Have some reports that give all the information. Lisa Smith, Mich State 12:35 PM
We had to take screen shots of everything ahead of FYRO. John Banionis 12:36 PM
We also use LDLite to query all of our data on demand as well Scott Perry 12:37 PM
The old fiscal year will still be visible post-rollover. We make use of Groups as well.
~:38 Sara: Have not rolled over, getting ready to. Without using LDLite, two things useful: test rollover and then to dig into any numbers that seem off. (Shared screen) Manual releases of encumbrances. Where on test rollover encumbrance amount seemed to not be right, looked up budget and then went to transactions > type> encumbrance and started skimming them. Around 20 orders where even though release encumbrance was checked off for the POL, the difference was not released. Went through and manually released. Could not figure out an efficient way to discover them beyond skimming for weird amounts. In one case, it was one complete invoice. In other cases only certain invoice lines.
Ran Export budget information CSV. Found a weird negative amount. Seems to be a completely messed up order. Shows a negative budget amount. Just going to leave it alone. Shows in expense class but not budget summary encumbered amount. :44 - Kimberly Smith - Similar to what we were experiencing. They had to run a script in the background. John Banionis 12:39 PM
It may be when invoices are processed, the encumbrance wasn't released - there is a checkbox to check or uncheck Lisa Smith, Mich State 12:39 PM
I think the script would correct these kinds of problems. John Banionis 12:40 PM
We ran into that when we did NOT want the encumbrances to be released for a monthly invoice, for example, and our invoice processor could uncheck the box to NOT release the encumbrance Dung-Lan Chen 12:41 PM
We have a few of that happened what Sara just described last year, too, and EBSCO fixed it. Lisa Smith, Mich State 12:42 PM
We also had negative encumbrances the the EBSCO script corrected. Scott Perry 12:44 PM
We've encountered a few negative encumbrances and Index Data had to run a script to remove them.
Recommended to run FYRO on Chrome Browser ~:49 - Sara: For one-time orders, in Order lines search, filter by "Awaiting Receipt", "Fully paid" Can skim by POL number and if they are really old, might question why it's been paid for but not received Too bad that the Order type (ongoing/one-time) option is only available in Orders filter pane and not Order lines. What do we need to clean up? Don't want to roll things when we didn't need to roll them.
Scott Perry 12:52 PM
We run a script to close all paid one-time pos since they don't close unless received (if receiving is required). Have backlogs still from COVID. Will close about 7,000 POs. Want to receive, but don't want to carry into new year as open POs. If you've overencumbered something, payment will still have that remaining trailing amount on it. Close them all so that we know they should not have any encumbrances. :55 - Kristin - It is changing the item status to order closed.
:57 - Sara - "Initial encumbrance" rolled over all initial encumbrances for everything, even if the order was closed. "Remaining" did what I expected, and only rolled over encumbrances still remaining, but not how I interpreted remaining. Just FYI. Julie Brannon (she/her) 1:01 PM
The documentation has this explanation for the "Based on" options: From the drop down list, select Expended to encumber the total amount that was expended during the current fiscal year. Select Initial encumbrance to encumber the purchase order line estimated price. Select Remaining to encumber the amount that has not yet been paid. https://nolana.docs.folio.org/docs/acquisitions/finance/
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