Test Outline

General setup instructions for rollover testing:
Login to your chosen environment with a user that has all Finance, Order and Invoice app permissions.

• Create an independent Fiscal year (FY), by ensuring that no other FY in the system has the same Alpha in its code. Ie. if all fiscal year codes are FYA2020, FYA2021 etc. Then "FYA" is the alpha. You should have a unique alpha and use that same alpha for each FY you create.
• Create 2 consecutive fiscal years by making sure the period of each year follows the next. Note the period of your first year should include your first day of testing so you can allocate money and encumber orders etc. on day 1.
• Create one or more Ledger and associate it with the first year in the series.
• Create one or more Funds for that ledger. Consider assigning a type to some of your funds so they can be treated differently during the fiscal year rollover.
• Create a current budget for each Fund. You can use whatever settings you desire for the fund. Allocate lots of money or allocate no money and leave the allowable encumbrance blank so you can still encumber against the Fund. Variety is helpful in testing but try to follow a logical workflow so it is easier to untangle what went wrong if something does go wrong.

Create orders and invoices

Create some activity against your budgets by creating and opening orders that reference your funds. Create invoices for some of your orders and approve/pay those invoices as desired. Use different order types and costs. Don't create too many orders as it will be more difficult for you to validate whether everything was done properly during rollover.

Rollover each Ledger

At the end of your first FY period navigate to the actions menu of your ledger record and click Rollover to begin the rollover process.

Configure settings

Choose the next fiscal year.
Choose whether you want to adjust the period and close all current budgets. Note even though you have potentially rolled over your ledger, the current Fiscal year is based on the start date of the fiscal year and today's date. This is why you might close all budgets during rollover preventing any more activity before the next fiscal year begins

Select settings for creating new budgets for the coming year. You can choose to rollover allocation or have you budgets created with no allocation. If rolling allocation you can choose to adjust them up or down for the coming year. You can also choose to rollover any remaining amounts by rolling over "Available". Lastly, you can set the allowable encumbrance and expenditure or leave them as they were in the current year.

Select settings for creating new encumbrances for Open orders for the coming year. You must choose to rollover each order type or no encumbrances will be made for that order type. New encumbrances can be based on what was spent this year or what was initially encumbered this year.

Once happy with your settings take a screenshot so you can reference them and verify what the system has done. Then click Rollover.

Allow time for rollover to complete

When progress is complete click to View Ledger Details

Note if you do not want to wait for the period of your next fiscal year to begin you will need to return to the Fiscal year tab and adjust the dates of both the fiscal year you rolled over from and the fiscal year you rolled over too such that the current date now fits into the fiscal year you rolled over into. FOLIO displays what the current year is for the ledger. Rolling over will not change the current year because that is based on the fiscal year period and the current date/time.