RE: Last year's fund reports

["Seeman, Corey Glenn" <CSeeman at UTNet dot UToledo dot Edu>]

Robert -- 
 
When you are using Method One or Method Two, you really are only keeping two years of Fund Reports:  Hierarchies (or Current Reports) and Old Hierarchies (or Last Year's Reports).
 
So when you get to the part of Fiscal Close where you copy this year's fund balances to last year's fund balances, you are over-writing the data from last year.
 
Before you run fiscal close, you could double check to see that you have the last year's reports available.  You can print them out to paper/email/fts and make sure that you have a backup if you are not sure.  These will not be retained by the system after close.
 
If you are using Method Three, you can have more, but you setup a new set of funds and reports every year.  While this is attractive for this very reason, if your governing body has a use it or lose it policy, then Method Three will be very difficult to reconcile with your true expenditures according to their system.
 
Hope this helps.
 
Best -- Corey
 
Corey Seeman
Asst. Dean for Resource and Systems Management
University of Toledo
 
corey dot seeman at utoledo dot edu
http://library.utoledo.edu/userhomes/cseeman/
(419) 530-2333
 

________________________________

From: innopac-bounces at innopacusers dot org on behalf of Shortreed, Robert
Sent: Thu 7/7/2005 5:44 PM
To: INNOPAC at innopacusers dot org
Subject: Last year's fund reports



Good afternoon:



We are about to do our second fiscal close in Millennium.  At the end of
FY04 we used Fiscal Close method 1 and saved the Fund Reports for FY04 to
the archive.  When we save the Fund Reports for FY05 this year what happens
to the Fund Reports for FY04?  Are they lost and replaced by the FY05 Fund
reports?  Is there any way to preserve the FY04 Fund reports?



Hope to hear back from someone more experienced.



Thank you for your help.







Robert Shortreed

Manager of Technical Processing Services

Brooklyn Public Library

Grand Army Plaza

Brooklyn, N.Y.

11238

phone: 1-718-230-2460

fax     : 1-718-230-2097

email  : r dot shortreed at brooklynpubliclibrary dot org





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