Fiscal Year Rollovers

Scheduling the Rollover

• A few months prior to the end of the fiscal year, schedule the rollover with Pinnacle staff. Generally, we follow this schedule:
  • Joliet - January
  • Lemont - June
  • All others - July
• Optionally, some libraries will choose to institute an ordering freeze for a period of time before the rollover.  This time will reduce the number of items ordered in the old year that need to be moved over to the new one.  Typically, this period can be between one week to one month without submitting new orders.
• Any major changes to the library's fund structure should be discussed with Pinnacle staff prior to the rollover.  In general, adding new funds in the new year is ok, but funds can only be deleted if no activity is rolled over from the previous year. For that reason, it's recommended to do a dry run on the training server before the rollover date.

Preparing For the Rollover

In the weeks leading up to the rollover, libraries should work to clean up acquisitions data in Polaris.  On the day of the rollover, any "open" purchase orders will be transferred to the new year, so it's important that all other orders are received and paid.

There are several available reports that are helpful for identifying issues:

Open Orders

• Outstanding Orders (Reports and Notices -- Acquisitions)
  • Identifies all open purchase orders that will be rolled over to the new year.
• Open POs (Reports and Notices -- Custom -- Pinnacle Custom Reports -- Technical Services -- Acquisitions)
  • Identifies open purchase orders older than a specific date
• Funds with Encumbrances (Reports and Notices -- Custom -- Pinnacle Custom Reports -- Technical Services -- Acquistions)
  • Lists purchase orders that are still encumbered, and will rollover to the new Fiscal Year, grouped by Fund Name.

Potential Cleanup

• POs Received, Not Invoiced (Reports and Notices -- Custom -- Pinnacle Custom Reports -- Technical Services --Acquisitions)
  
  • Lists purchase orders that have been received in Polaris, but not invoiced
  • POs will rollover until they are invoiced and paid
• POs Not Sent via EDI (Reports and Notices -- Custom -- Pinnacle Custom Reports -- Technical Services -- Acquisitions)
  • Lists purchase orders created with an EDI vendor that have not been sent via EDI.
  • POs will potentially need to be transmitted to the vendor.

Find Tool SQL Queries

Some reports can also be run using the saved SQL searches in the Polaris Find Tool. Running the search in Polaris makes it easier to fix errors or make changes to the records without flipping back and forth between the report and Polaris.  For each query, make sure to change the OrganizationID to your branch(es).

• Puchase Order Find Tool
  
  • "Pending Purchase Orders"
    • For each PO, release or delete as necessary
  • "Received, Not Invoiced"
• Invoice Find Tool
  • "Open Invoices"
    

The Day of the Rollover

• Rollovers typically occur early in the morning before any EDI activity is taking place in Polaris.
  
• Pinnacle staff will initiate the rollover, creating a new fiscal year with an identical fund structure. Afterwards Pinnacle will provide a report with details of the closed year.
• Once the rollover is complete, make any desired changes to the fund structure in Polaris
• Assign beginning fund allocations for each fund
  • From the Polaris Tool Bar: Acquisitions -- Funds -- Multi-Fund Editor