Run final fund nesting report (after balancing Sirsi and Banner) from current fiscal year before rolling to new fiscal year
In Sirsi, there are reports for rolling:
- .Fund cycles
- Vendor cycles
- Orders
- Firm orders (Basic Orders)
- Standing orders (Recurring orders)
- Subscriptions (Dated Orders)
- Funds and vendors must be rolled before orders.
Funds
- Determine if any current fiscal year funds should not be rolled to new fiscal year and after the fund is rolled, delete it from the new fiscal year cycle
- After rolling FY2015 to FY2016,
- project to rename funds to include subject area spelled out instead of fund ID
- project to add new account codes to fund level 6
- Use Count Fund Cycles report to count number of current fiscal year funds so this can be compared to the number of new funds created
- Run Rollover Fund Cycles report
- Run Fund Count report again to see if same number of funds rolled as counted before the roll
Vendors
- Use Count Vendor Cycles report to count number of current fiscal year paid vendors so this can be compared to the number of new vendors created
- Run Rollover Vendor Cycles report
- Run Vendor Count report again to see if same number of vendor rolled as counted before the roll
Orders
- Firm orders - determine if there are any orders that need to be rolled (For FY15 there aren't any)
- Standing orders- rolling only the template orderline (First do count of orderlines not canceled)
- Subscriptions - only roll orderlines that are not canceled (the canceled orders will have either a date in the Date Loaded field or a Cancelation segment)
FY15 rolling to FY16
Funds - counted those that had at least one copy ordered - 233; 233 rolled
Vendors - counted 168 paid vendors and 168 rolled
Orders
SO 398 counted; 403 rolled
- I went back and checked the log of the rollover report and found that 406 orderlines were supposed to roll but 3 did not have either a vendor cycle or fund cycle. I am giving these to Trina to look at and add if needed. 9/8/15 TLO
- I also discovered that canceled standing orders rolled. I ran a List Funded Orderlines report of FY2016 orders that have number of copies funded equal to zero and found 53 orders. I gave the list to Trina to have Dawn delete those orders. I also modified the template for the recurring order rollover so that hopefully it will work correctly next year - see the "Rollover Recurring Orders FY15 to FY16" template --Teri is the owner of the template. 9/10/15
Subscriptions - 1768 counted, 1712 created
- Trying to figure out why number of subs counted is 56 more than number rolled
- Rollover report specified renewal date of "beginning of system to date of the report (9/4/15)" which was not specified in the count
- I re-ran the count report trying to recreate the renewal date criteria - had to use from beginning of system to 3 days before the report run date because report run date is 9/8/15 (maybe should have said 4 days before report run date). The result of the report is 1714 which is only 2 more than the number that rolled.
- I think I should have used "ANY" as the Renewal Date in both reports. There may be some orders with renewal dates after 9/4/15 that still need to be rolled--running another report with that criteria to see how many there are--54 counted. Now running orderline report to see what these titles are--report gave me 54 orders. Some of the titles have correct renewal dates but some are incorrect. For example: Sage Premier All Access has a renewal date of 2/2016 when it should be 1/1/2015 according to the vendor invoice. In order to get these to roll as a batch, need to leave the renewal dates as they are, roll them, then correct the renewal dates for FY15 and FY16 orders for those that need to be corrected.
- I rolled the remaining subscriptions with renewal dates after 9/4/15. 52 were created and 2 failed (S-RAS-10081 AND S-RAS-10133)--those 2 needed to have their vendors set up with 2016 cycles so I added those cycles manually and duplicated the 2 orders to create 2016 orders
- I went back and looked at the report log for the 1712 orderlines that were created and found 2 failed transactions because vendor cycles did not exist for 2016 for those as well: S-RAS-10182 and S-RAS-10058. I created the vendor cycles and duplicated the orders for these.
- I created the subscription rollover and count report templates for FY16 to use ANY as the renewal date and made output not XML because I am not very comfortable working with XML output for these reports
