...
NOTE: Do not manually change the fund codes in the review files before continuing with this procedure! They will be changed automatically as part of the fiscal close process.
Current Status | LRC Current Funds | LRC Change Fund To | Saved Search File to Use | Review File (Yes/No) |
|---|---|---|---|---|
z (cancelled) | Begins with "p" (previous year) | No change | N/A | No |
z (cancelled) | Begins with "c" (current year) | Begins with "p" (previous year) | LRC Fiscal Close Z Status and C Fund | Yes |
a (paid monograph) | Begins with "p" (previous year) | No change | N/A | No |
a (paid monograph) | Begins with "c" (current year) | Begins with "p" (previous year) | LRC Fiscal Close A Status and C Fund | Yes |
d (paid serial) | Begins with "p" (previous year) | No change | N/A | No |
d (paid serial) | Begins with "c" (current year) | Begins with "p" (previous year) | LRC Fiscal Close D Status and C Fund | Yes |
q (partial paid monograph) | Begins with "p" (previous year) | No change | N/A | No |
q (partial paid monograph) | Begins with "c" (current year) | Begins with "p" (previous year), if you want to pay the entire item in the previous fiscal year. Otherwise, no change. | LRC Fiscal Close Q Status and C Fund | Yes |
e (partial paid serial) | Begins with "p" (previous year) | No change | N/A | No |
e (partial paid serial) | Begins with "c" (current year) | Begins with "p" (previous year), if you want to pay the entire item in the previous fiscal year. Otherwise, no change. | LRC Fiscal Close E Status and C Fund | Yes |
1 (on hold) | Begins with "p" (previous year) | Begins with "c" (current year) | LRC Fiscal Close 1 Status and P Fund | Yes |
1 (on hold) | Begins with "c" (current year) | No change | N/A | No |
o (on order monograph) | Begins with "p" (previous year) | Begins with "c" (current year) | LRC Fiscal Close O Status and P Fund | Yes |
o (on order monograph) | Begins with "c" (current year) | No change | N/A | No |
c (on order serial) | Begins with "p" (previous year) | Begins with "c" (current year) | LRC Fiscal Close C Status and P Fund | Yes |
c (on order serial) | Begins with "c" (current year) | No change | N/A | No |
f (serials no encumbrance) | Begins with "p" (previous year) | No change | N/A | No |
f (serials no encumbrance) | Begins with "c" (current year) | No change | N/A | No |
2 (approv rej) | N/A | N/A | N/A | N/A |
g (serial liened) | N/A | N/A | N/A | N/A |
- Make sure that a system backup completed the previous night. You can contact your Library Systems Manager to confirm that the backup completed, or go to the text-based system: *M->I->F* and check the dates on the "Time of last verified full backup" or "Time of last enterprise backup". If either has today's date, proceed.
- Set aside at least 2 hours to complete the fiscal close. It is recommended that you run fiscal close early in the morning before any acquisitions work has begun.
- Make sure no one else is working the Acquisitions module or modifying any order records.
- Make sure there is paper in the printer. Otherwise you can send all reports to your email account by doing the following on your Acquisitions module: (File->Select Printer->Standard Printer->email printer->OK->Enter the email address that you want to send all subsequent print jobs->OK)
- Close any miscellaneous applications on your system except for Sierra Acquisitions
- Make sure that fund codes are displaying instead of fund names. Verify this in the Sierra Funds Function. To change this option, contact the Library Systems Administrator.
- Make sure all your report options are checked "on" so that they are available during fiscal close. Go to AdminSettingsFunds and check the boxes next to: Statistics, Management (Fund) Reports, and Vendor Statistics.
...
Prompt | Action |
Cannot continue; all invoices must be finished | Switch to the Invoice mode and finish all of the invoices. Then come back to Fiscal Close. |
The following sessions will be posted: liens, 1, 2, and 3. | Choose OK to continue and go to the next step. |
All sessions empty, no data to post. | Choose Next to proceed to the Printing Fund Activity Report section. (I.e., SKIP THE FOLLOWING STEPS (5-11) if this message appears!) |
Example message:
Example Posting Screen:
...
- If there is anything to post, choose the printer in the Select Printer dialog box to which you want to send the posting register. NOTE: If you selected Email as the printer in the Preparation on Day of Fiscal Close section above, enter the appropriate email address.
- Enter a heading for the posting register. The heading can be up to 29 characters. Click on OK.
- After the system prints the encumbrance register and the invoice register, you are prompted as follows:
...
- If there is no Fund Activity to print it will indicate that there is no data to print in the lower-left corner of the screen. Click on Next and go to the Creating Fund and Statistical Reports section. Otherwise, go to the next step.
Example Fund Activity Report in Fiscal Close:
- Enter a Report Header.
- Show All option: If you want to print all funds, including those that don't have any activity, select select Show all. Otherwise, leave this box unchecked.
- Click on on Start.
- When the system displays the Activity Summary dialog box, verify that the the
information information is correct and click on on OK to to continue. 
The The system loads the report (this may take a while). Upon completion, the status bar in the lower-left corner will show show Fund Activity Report complete.- Verify that all funds are in balance.
- NOTE: If a message in the lower-right corner of the screen states that funds are out of balance, contact your Library Systems Manager.
- Click on on Print from from the toolbar to Print the Fund Activity Report.
- When the report has been sent to the printer, the following message displays: Printout is OK
- If no funds are out of balance and the report printed properly check the the Printout is OK box box to make the Clear payment history box become active.
- If the printout is NOT okay, do NOT check the the Printout is OK box box, and click on on OK. Resolve the problem, and return to this step in the fiscal close.
- Check the the Clear payment history box box and click on on OK.
- The status bar at the bottom of the screen displays: Payment history file cleared.
- NOTE: You You must clear clear the payment history file to continue the fiscal closing process.
- Click on on Next to to go on to the Creating Fund and Statistical Reports section.
...