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Alma Acquisitions

Alma Acquisitions training guide.

Rollover Ledger Job Overview

  • The following are copied from the current fiscal year when the ledger is rolled over:
    • Ledger
    • Summary funds
    • Allocated funds
  • Ledgers can be rolled over one at a time or all at once.
  • A new fiscal year is created if one does not already exist
  • The job allows the user to roll over the ledger as a draft:
    • It's recommended to rollover the ledger in draft mode for review
    • Ledgers created as a draft will need to be changed to “Active” before PO Lines are rolled over
    • Note: Do Not edit the Ledger Name and/or Code in draft mode because the PO Line Rollover will fail due to the Ledger/Fund structures no longer matching

Rollover Ledger Job Process

To Rollover Ledgers:

  1. Go to Acquisitions>Advanced Tools>Rollover Ledgers
  2. Click Add Job
  3. The Add Jobs screen appears:
    • Create Allocation From:
      • None – no allocations created
      • Allocation Balance – allocated funds copied
        • If transfer were made during the previous FY, the rolled over allocated balance will be:
          Original Allocation - Transfers = New FY Allocated Balance
      • Cash Balance – cash balance populates the allocated balance
      • Both – allocation and cash balances combined populate the allocated balance
    • Ledger:
      • All – will rollover all ledgers
      • Or select Ledger from the drop-down list
    • Action:
      • Copy – creates a new fiscal period (f it does not already exist) and copies the selected ledger(s) to the new fiscal year
      • Delete – deletes the ledger from the new fiscal period if there are no encumbrances/expenditures
    • FPC% Factor - is the % of increase or decrease applied to the allocated balances
      • Only appears if Allocation Balance or Both are selected for "Create Allocation from:"
      • Default increase is 0% if no value is input
    • Create Status – Status is top down, and funds will inherit the status chosen here:
      • Active
      • Draft
    • From Year: Choose the most recent fiscal year, which is the year that is currently ending
    • Copy Notes: Check the box to copy all notes to the new fiscal year
    • Copy Attachments: Check the box to copy the contents of the attachment tab to the new fiscal year
  4. Click Add and Close
  5. Review the job to make sure that it rolled the ledger(s) over without error

Changing a Ledger from Draft to Active

To change a ledger from draft to active:

  1. Go to Acquisitions>Acquisitions Infrastructure>Funds and Ledgers
  2. Click Clear All next to the filters
  3. Click Draft from the Status facet
  4. Click Ledger from the Type Facet
  5. Click Activate from the ellipses of the Ledger(s) to be activated

Changing the Ledger's Fiscal Year Display

To close a previous fiscal year:

  1. Go to Configuration>Acquisitions>General>Fund and Ledger Fiscal Period
  2. Edit the "Description" field
    Edit the Fiscal Year Description Field
  3. Click Save

Deleting a Ledger that has been Rolled Over

Ledgers can be deleted after they have been rolled over it they did not rollover as expected

  • Ledger can be deleted IF they do not have any:
    • Encumbrances
    • Expenditures
  • Ledgers should be deleted before deleting any PO Lines (POLs)


To delete a rolled over ledger:

  1. Go to Acquisitions>Advanced Tools>Rollover Ledgers
  2. Click Add Job
  3. Select “Delete” from the Action drop-down menu
  4. Select the Ledger(s)
  5. Select the rolled over fiscal year period from the From Year drop-down
  6. Review the selected parameters are correct
  7. Click Add and Close
  8. Review the job deleted the ledger(s) successfully