Alma Acquisitions

Funds and ledgers need to be rolled over in Alma at the end of an institution's fiscal year (FY).

SUNY Fiscal Year Dates:

• University centers and comprehensive colleges FY ends June 30th
• Community colleges FY ends August 31st

Required Roles:

The following role is required to roll over the fiscal year in Alma:

• Fiscal Period Manager

One of the following roles is required to mark One-Time POLs as fully invoiced for institutions NOT creating invoices in Alma:

One of the following role is required to change the ledger's fiscal period/year display and to close the previous fiscal year:

• Acquisitions administrator
• General System Administrator

1. Adjust the ledger’s grace periods (optional)
2. Rollover Ledger Job: Copies the ledgers from the closing fiscal period to the next fiscal period
   • Ledgers are not required to be rolled over on the day they expire if the current ledger has extended the:
     • Fiscal period end encumbrance grace periods
     • Fiscal period end expenditure grace periods
   • Should be done first in draft mode to test it, then change ledger to Active
3. Rollover PO Lines Job: Copies PO lines encumbrances from the closing fiscal period to the next fiscal period
   • The following order types are rolled over during fiscal period closure if they have active encumbrances associated with them:
     • Continuous/Subscription orders
     • Standing orders
     • One-Time PO Lines that are not “fully invoiced”
   • “Active” encumbrances are what drives which POLs will rollover:
     • POL or PO status does not impact rollover
     • The “Receive” or “Activation” status does not impact POL rollover
   • Marking One-time POLs "Fully Invoiced" (only required for institutions not creating invoices in Alma)
   • Can do in report mode first, then active mode
4. Change the ledger’s fiscal year display (optional)
5. Close the previous fiscal year

Considerations when rolling over the fiscal year:

• Technical, Gift, or Depository Acquisition Methods that are not associated with funds will not roll over. These Acquisition Methods do not need to have an invoice statuses of “Fully Invoiced.” 
• Alma will always associate credits and invoices with the fiscal year in which the purchase occurred
• Do not make changes to holdings records while the fiscal year is being rolled over because it may prevent POLs from being rolled over and/or your changes may not be saved