Rollover Basic Orders Report

The Rollover Basic Orders (Rollsingleord) report selects existing order lines in a specified fiscal cycle and copies them to a new fiscal cycle, creating new orders. This report includes only order types that are designated to be basic function type, such as FIRM, APPROVAL, or SUPPLIES. One or more basic function order types may be selected to roll over using the Policy List gadget. In this report, only Basic function orders display for selection in the gadget. The Order Type, Old Fiscal Cycle, and New Fiscal Cycle fields are required. Typically, this report would be run once a year, or for each fiscal cycle.

The SirsiDynix Symphony Workstation server needs to be running to schedule and run this report. Do not halt the SirsiDynix Symphony Workstation server while the report is running.

The Rollover Fund Cycles report and the Rollover Vendor Cycles report must be run before running this report.

This report contains the following tabs.

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Basic Tab: Reports

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New Fiscal Cycle Selection Tab

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Old Fiscal Cycle Selection Tab

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Options Tab

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Order Line Selection Tab

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Order Selection Tab

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Order Type/Fiscal Cycle Selection

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Print Order Tab

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Style Sheet Tab

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Vendor Selection Tab

By default, when a basic function order type is rolled over, an order will be selected only if it is associated with the station library of the staff scheduling the report, and has more than zero orderlines. By default, an orderline will be selected only if it meets the following selection criteria.

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The number of copies received for the orderline is zero

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The number of copies invoiced for the orderline is zero

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The number of copies paid for the orderline is zero

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The number of copies loaded into the catalog for the orderline is zero

Both the order and orderline default selections can be changed.

SirsiDynix strongly recommends using the default selections for the Number of Copies Invoiced and the Number of Copies Paid.

When a basic function order type is rolled over, there will be two identical orders: one in the old fiscal cycle, and one in the new fiscal cycle. To correctly disencumber funds and to eliminate ”title already on order” status alerts in rolled over basic function orders, remove the order in the old fiscal cycle using the Remove Selected Order Lines (Purgeorderlins) report.

The Remove Selected Order Lines report cannot remove orderlines that are invoiced or paid.

The Rollover Basic Orders report retains the same order ID that each order had in the previous fiscal cycle, as well as the original date created, date ready, date to claim, date to cancel, date mailed, and currency of the order record: The original date mailed is also retained for order lines. For each rolled over order line, the Vendor Unit List Price is recalculated based on the amount paid in the last fiscal cycle, unless there were no payments during the previous fiscal cycle, or the order line includes amount-split fundings. In these cases, the previous cycle’s price is carried over instead. Distribution segments are rolled over, optionally retaining the date received. Funding segments are rolled over. Order lines that were rolled over are printed.

Distribution receipt, loaded/delivered information, and/or claim segments can be rolled over using the check boxes on the Options tab. By default, the check boxes are cleared so the distribution receipt and loading information and claim segments are not copied to the new fiscal cycle.

If a discount was applied to an orderline in the previous fiscal cycle, that same discount will be applied when it is rolled over into the new fiscal cycle as well.