ALEPH 500, VERSION 16
Budget Rollover
Table of Contents
1. INTRODUCTION .............................................................................................. 3
1.1. Open Annual Budget (acq-05) ................................................................. 3
1.1.2. Reviewing Open Annual Budget Service Output ................................................... 6
1.2. Renew Order Encumbrance for Monograph (acq-06-a) .......................... 7
1.3. Renew Order Encumbrance Serials and Standing Orders (acq-06-b) ..... 9
1.4. Transfer Remaining Balance (acq-07) ................................................... 12
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1. Introduction
This document describes the preparations required to manage budget rollover
procedures. These procedures include: opening new annual budgets, renewing
encumbrances for orders and for rolling over remaining funds into the next year’s
budgets. Each of these procedures employs a batch process executable from the
Services menu of the Acquisitions and Serials Main Menu Toolbar.
1.1. Open Annual Budget (acq-05)
This service creates new annual budgets for those budgets that are defined as
‘annual’ and use the name format ‘code-year’ (e.g., Books-2003). The new
budgets will retain the same code with a new suffix for the new year (for
example, Books-2004). If a budget already exists in the system (for the new year)
it will not be opened, but it will still appear in the report.
In order to use this feature in ALEPH your budget codes must adhere to the
following format: ‘code-year’ (e.g., “HISTORY-2004”). Although this format is not
mandatory, it is necessary in order to use special features that allow the
automatic creation of budgets on an annual basis. The Annual Budget field must
also be check marked in the 2. Budget Info 2 tab of the Budget Information
window in the Acquisitions and Serials Module, you will not be able to save the
budget unless the budget code conforms to the ‘code-year’ format.
You may choose to create the new year’s budget with an initial allocation. The
amount of the allocation can be the amount of the initial allocation of the old
annual budget, or it may be increased by a certain percentage. A report of the
new year’s budget is generated indicating whether the budget already exists in
the system or has just been created by the Open Annual Budget (acq-05)
service.
To run this procedure, you must select Services/Budget Management/Open
Annual Budgets (acq-05) from the Acquisitions and Serials Main Menu Toolbar:
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The Open Annual Budget (acq-05) form displays:
The following briefly describes each of the fields and functional buttons of the
Open Annual Budget (acq-05) form.
*New Year: enter four digits for the new year for which you want the budgets
opened.
Budget Type: to include all budget types, select the Include the Following Budget
Types option and check All in the Budget Types list. If you wish to include
or exclude particular budget types, select the appropriate option and
check the relevant budget types in the Budget Types list. We recommend
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running this service once with a limited number of test budgets with the
Special status.
Create Initial Allocation: if you select “Yes”, the amount of the initial allocation of
the old annual budget will be assigned to the new annual budget. The
allocation amount of the new budget will be calculated in the local
currency, according to the latest ratio. If you select No, the new annual
budget will be created without an initial allocation.
Percent Increase: if you selected “Yes” in the Create Initial Allocation field, then
you can increase the new budget by a certain percentage. Enter that
percentage here. You may enter integers only (e.g., 20). Non-integers
(e.g., 20.5) are not allowed.
Output File: a report will be created listing the new budgets that have been
opened. Enter the name of the file in which you want the report saved.
The file may be found later in the library's PRINT directory. The file name
must be one continuous string of characters; you may use the underscore
(_) to separate words.
Report Language: choose the language (e.g., English) in which the report will be
produced.
Report Format: choose from a list of predetermined report formats.
Run Time/At: the service is submitted to the batch queue for execution on the
day and hour specified. The system uses a 24-hour clock. For example, 1
P.M. is 13. Valid hours are 00-23.
Print ID: Print IDs are used to identify the file as belonging to a particular person,
department, or purpose, or to identify the PC that will call the file for
printing. Enter the relevant Print ID that will be added as an extension to
the output file name. The Print ID must be entered in lowercase and with
no spaces or periods and is limited to 10 characters.
Please be aware that fields marked with an asterisk (*) are mandatory. The
names of input and output files must be entered in lowercase, with no spaces or
special characters except underscore and hyphen.
Click “Submit” to run the service.
Click “View History” to display the list of services that you previously
submitted. Highlight a line and click “Open” to display the job and
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parameters. You can change the parameters and re-submit. The Add to
History option must be checked in order to add a run to the history list
after it is submitted.
Click “Cancel” to close this service without submitting it.
Click “Help” to display online help for this service.
Once you have completed the form click “Submit” to run this service. This service
is identified in the Batch Log and Batch Queue as p_acq_05.
1.1.2. Reviewing Open Annual Budget Service Output
Once you have submitted the Open Annual Budget (acq-05) service return to
the Budgets node of the Administration Navigation Tree in the Acquisitions
and Serials Module or key [Alt + V + A] (or [“F6”]). You may also and click on the
Budgets node in the left pane of the Acquisitions and Serials Module. You may
also select View/Switch to Admin Tab from the Main Menu:
The Budget List window displays:
Enter “2004” into the Year field in the left pane of the Budget Information
window and click the “Go” button to filter the Budget List by year (e.g., “2004”)
so that it displays all of the 2004 budgets you have just created.
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1.2. Renew Order Encumbrance for Monograph (acq-06-a)
Before running this service, you must first run the Open Annual Budget (acq05) service (above). This service checks for annual budgets that have been
encumbered for each order within the order status is SV - Sent to Vendor. If the
encumbrance for the order is still active (in other words the invoices are
incomplete), the encumbrance will be assigned to the new year's budget. This
process will transfer existing orders and (or) encumbrances to the new budgets
and will change the status of the old budgets, which have no remaining attached
orders, to NA. When you renew order encumbrances to next year’s budgets, it
will only move the orders with an SV status; it will not touch those with manual
statuses.
To run this procedure, you must select Services/Budget Management/Renew
Order Encumbrance for Monograph from the Acquisitions Main Menu Toolbar:
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The Renew Order Encumbrance for Monograph (acq-06-a) form displays:
The following briefly describes the fields and functional buttons of the Renew
Order Encumbrance for Monograph (acq-06-a) form.
New Year: enter four digits for the new year for which you want the order budgets
renewed.
Budget Type: to include all budget types, select the Include the Following Budget
Types option and check All in the Budget Types list. If you wish to include
or exclude particular budget types, select the appropriate option and
check the relevant budget types in the Budget Types list.
Run Time/At: the service is submitted to the batch queue for execution on the
day and hour specified. The system uses a 24-hour clock. For example, 1
P.M. is 13. Valid hours are 00-23.
Please be aware that fields marked with an asterisk (*) are mandatory. The
names of input and output files must be entered in lowercase, with no spaces or
special characters except underscore and hyphen.
Click “Submit” to run the service.
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Click “View History” to display the list of services that you previously
submitted. Highlight a line and click “Open” to display the job and
parameters. You can change the parameters and re-submit. The Add to
History option must be checked in order to add a run to the history list
after it is submitted.
Click “Cancel” to close this service without submitting it.
Click “Help” to display online help for this service.
Once you have completed the form click “Submit” to run this service. This service
is identified in the Batch Log and Batch Queue as p_acq_06-a.
Within the Acquisitions and Serials Module you can view the balance of a few
budgets to check that the Encumbrances from the 2003 budget have moved to
the Encumbrances of the 2003 budget.
1.3. Renew Order Encumbrance Serials and Standing Orders (acq-06-b)
Before running this service, you must first run the Open Annual Budget (acq05) service (above). This service renews order encumbrances for Serials and
Standing Orders, and checks for annual budgets that have been encumbered for
each order and their order status is SV - Sent to Vendor. If the encumbrance for
the order is still active (in other words the invoices are incomplete), the
encumbrance will be assigned to the new year's budget. This process will
transfer existing orders and (or) encumbrances to the new budgets and will
change the status of the old budgets, which have no remaining attached orders,
to ‘NA’. When you renew order encumbrances to next year’s budgets, it will only
move the orders with an SV status; it will not touch those with manual statuses.
To run this procedure, you must select Services/Budget Management/Renew
Order Encumbrance for Serials and Standing Orders from the Acquisitions
Main Menu Toolbar:
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The Renew Order Encumbrance Serials and Standing Orders (acq-06-b)
form displays:
The following briefly describes the fields and functional buttons of the Renew
Order Encumbrance Serials and Standing Orders (acq-06-b) form.
New Year: enter four digits for the new year for which you want the order budgets
renewed.
Order Type: choose the type of order: Serial or Standing Order.
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Budget Type: to include all budget types, select the Include the Following Budget
Types option and check All in the Budget Types list. If you wish to include
or exclude particular budget types, select the appropriate option and
check the relevant budget types in the Budget Types list.
Percent Increase: if you selected “Yes” in the Create Initial Allocation field, then
you can increase the new budget by a certain percentage. Enter that
percentage here. You may enter integers only (e.g., 20). Non-integers
(e.g., 20.5) are not allowed.
Run Time/At: the service is submitted to the batch queue for execution on the
day and hour specified. The system uses a 24-hour clock. For example, 1
P.M. is 13. Valid hours are 00-23.
Please be aware that fields marked with an asterisk (*) are mandatory. The
names of input and output files must be entered in lowercase, with no spaces or
special characters except underscore and hyphen.
Click “Submit” to run the service.
Click “View History” to display the list of services that you previously
submitted. Highlight a line and click “Open” to display the job and
parameters. You can change the parameters and re-submit. The Add to
History option must be checked in order to add a run to the history list
after it is submitted.
Click “Cancel” to close this service without submitting it.
Click “Help” to display online help for this service.
Once you have completed the form click “Submit” to run this service. This service
is identified in the Batch Log and Batch Queue as p_acq_06-b.
Within the Acquisitions and Serials Module you can view the balance of a few
budgets to check that the Encumbrances from the 2003 budget have moved to
the Encumbrances of the 2003 budget.
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1.4. Transfer Remaining Balance (acq-07)
Before running this service, you must first run the Open Annual Budget (acq05) service (above). This service transfers the funds remaining in the annual
budgets at the end of the year to the new year's annual budgets. The status of
the old budget is then changed to NA, non-active. The service only works with
budgets that are defined as "annual" and use the name format "code-YEAR" (for
example, Books-2003). Negative budget balances can also be transferred.
To run this procedure, you must select Services/Budget Management/Transfer
Remaining Balance from the Acquisitions Main Menu Toolbar:
The Transfer Remaining Balance (acq-07) form displays:
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The following briefly describes the fields and functional buttons of the Transfer
Remaining Balance (acq-07) form.
New Year: enter four digits for the new year for which you want the order budgets
renewed.
Budget Type: to include all budget types, select the Include the Following Budget
Types option and check All in the Budget Types list. If you wish to include
or exclude particular budget types, select the appropriate option and
check the relevant budget types in the Budget Types list.
Create "CRO" Transaction: the "CRO" (carryover) amount is the unused amount
that remains in last year's budget. Choosing Yes for this option will
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transfer the CRO amount to the newly created budget and change the
status of last year's budget to NA (non-active). Choosing No will only
change the status of last year's budget to NA.
Transfer Negative Balance: choose Yes to transfer negative budget balances to
the new year's annual budgets.
Output File: a report will be created listing each annual budget and indicating the
amount (if any) that was transferred. Enter the name of the file in which
you want the report saved. The file can be found later in the library's
PRINT directory.
Report Language: choose the language in which the report will be produced.
Report Format: choose from a list of predetermined report formats.
Run Time/At: the service is submitted to the batch queue for execution on the
day and hour specified. The system uses a 24-hour clock. For example, 1
P.M. is 13. Valid hours are 00-23.
Please be aware that fields marked with an asterisk (*) are mandatory. The
names of input and output files must be entered in lowercase, with no spaces or
special characters except underscore and hyphen.
Click “Submit” to run the service.
Click “View History” to display the list of services that you previously
submitted. Highlight a line and click “Open” to display the job and
parameters. You can change the parameters and re-submit. The Add to
History option must be checked in order to add a run to the history list
after it is submitted.
Click “Cancel” to close this service without submitting it.
Click “Help” to display online help for this service.
Once you have completed the form click “Submit” to run this service. This service
is identified in the Batch Log and Batch Queue as p_acq_07.
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Within the Acquisitions and Serials Module you can view the balance of a few
2004 budgets to check that the Actual Balance from the 2003 has been moved to
the Carryover portion of the 2003 budget and thus added to the Actual Balance
of the 2004 budget.
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