Rollover and re-use existing fund control

In This Topic

You can choose to reuse the same fund control for the new financial year. This is only feasible if the existing fund control ID is generically named, i.e. if the ID does not imply a specific year.

The process will still create a new fund control ID and funds but they will relate to the previous year, and expenditure will be moved back as opposed to commitment moving forward

The benefit of this is that you do not need to notify vendors who provide EDI files that the fund names (fund control ID and fund) need to be changed for website ordering and in EDI messages, which could lead to a delay in creation of orders for the new financial year whilst the vendors make amendments to their systems.

This process will preserve the existing fund control ID and funds, and will create a new fund control ID and funds for the previous year’s expenditure. Orders will be updated to reflect the correct year’s funds.

If only some of your fund controls are generically named at present, we would suggest the following workflow to get all of your funds into generic fund controls for the future.

Reuse all generic fund control IDs as described below. This will create a new fund control for the previous year and attach all expenditure from that year to it whilst preserving commitment for the new year. You will not need to notify vendors as there are no changes to the funds that they use.

For your non-generic fund control IDs, do one of the following.

EITHER create new fund controls with generic IDs and new funds
OR create additional funds in the existing generic fund controls for which you have already completed the rollover.

Follow the process in Rollover into existing funds to roll forward and map the old non-generic fund controls’ funds to an existing generic one for the new financial year. You will need to notify vendors of these changes so that they can update website ordering / EDI messages.

Fund rollover may take some time to complete so be aware of possible impact on other online processes. Either schedule it at a quiet time or overnight if possible. If it is run during the working day, alert your colleagues to the possibility that it may cause increased response times. Remember, all Acquisitions activity MUST be suspended until the rollover process is complete.

To rollover and re-use an existing fund control:

From the Module Menu select Maintenance, Acquisitions and then Fund Rollover.
Click Rollover into new funds.
Select Re-use existing fund control, and select the existing fund control you want.
Type a new ID and description. After rollover the source funds will be under this new ID with the existing description. The target funds will be under the existing ID with this new description.

Do not use the underscore character (or any other punctuation) to separate elements in the fund control ID as this will prevent display of the descriptive names of funds attached to this fund control.

Click Next.
You'll see a list of all the funds under the fund control you selected in step 3. You can remove any you don't want to rollover.
Click Next.
Set the rollover options.
Click Next.
Click Start Rollover.