Operating budgets >  Budget closing >  Carryforward of commitments  

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This function is used to defer unclosed pre-commitments and commitments of the FY which stops on the next FY.

Upon FY ending, some purchase requests (not ordered or partially ordered) and some non invoiced or partially invoiced orders will be ordered or invoiced on the next FY. Purchase requests and orders which have become pointless and which were closed before, these remaining pre-commitments and commitments, as well as most of the corresponding budget, will have to be deferred on the new FY in order to make it possible to:

  • Enter an order on a purchase request of the previous FY,
  • Enter an invoice on an order of the previous FY,

With, upload of the corresponding budget in the budget lines of the new FY.

The carry-forward operation of unclosed pre-commitments and commitments contains two stages:

  • Select the purchase lines to carry forward via the function BUOCMMREP (Operating budgets/Budget closing/Carry-forward of commitments),
  • Display of the selection result in a grid which will give the budget manager the possibility to choose pre-commitments and commitments to process.

The deferring of pre-commitments and commitments is the third or fourth stage of budget closing (the FY end process for GRNI can be done before or after the deferring of unclosed pre-commitments and commitments).

Stages of the budget closing

Stages of the budget closing: 

SEEWARNING The execution of these stages must follow the chronological order above, except:

  • If the renewal of an annual envelope is not preformed, the carry-forward of commitments and pre-commitments will create a new envelope but the renewal will no longer be possible.
  • The carry-forward of commitments can be carried out before or after processing the invoices to receive by the end of the FY.
  • The carry-forward of pluri-annual envelopes must be the last stage of budget closing.

Carry-forward terms

Existing recipient line

  • The deferring of pre-commitments and commitments can be done only if the existing recipient budget line has the status: "APPROVED".
  • It will be denied during the process if the existing recipient budget line has the status "ENTERED" or "TO APPROVE".

Non existing recipient line

  • In this case, the deferring will create a budget line with the status "APPROVED", each posterior carry-forward on this budget line will increase the approved amount of this line.
  • If the budget of the FY does not exist, the deferring will create the approved amount of the budget line. This budget will have the status "ENTERED".
  • If the budget of the FY exists, the amount of the new budget line will increase the amount without modifying its status.
  • If the envelope does not exist, the deferring will do the creation for the budget amount. This envelope will have the status: "ENTERED".
  • If the envelope exists, the amount of the new budget line will increase the amount without modifying its status.

Carry-forward results

Issuer FY:

Common updates for annual and pluri-annual envelopes:
  • Deduction of the deferred amount of the budgeted amount of the budget line, FY budget and original envelope,
  • Deduction of the deferred amount, pre-committed or committed amount of the budget line,
  • Creation of a closing line in the pre-commitment or the commitment of the FY being closed,
  • During the last deferring (committed and pre-committed of the budget line = zero), the original budget line has the status "DEFERRED" in order to forbid the entry of purchases on this FY.
Specific updates to annual envelopes:
  • If the envelope, the budget and the budget line are created by the deferring, update in the original envelope of the envelope number created on the following FY. Message "Commitments deferred on (number of the new envelope) on xx.xx.xxxx". A control forbids the renewal of the annual envelope if this one has been created by the defer.

Receiving FY:

Common updates for annual and pluri-annual envelopes:
  • Addition of the deferred amount to the budgeted amount of the budget line, FY budget and recipient envelope,
  • Addition of the deferred amount to the approved amount of the budget line,
  • Addition of the deferred amount to the pre-committed or committed amount of the budget line,
  • Creation of pre-commitment or commitment line on the new FY
Specific updates to annual envelopes
  • Creation of pre-commitment or commitment line on the new FY with the number of the new envelope,
  • If the envelope, the budget and the budget line are created by the deferring, update in the new envelope of the number of the original number. Message "Commitments deferred from (number of the original envelope) on xx.xx.xxxx".
  • Update of the number of the new envelope in the purchase requests, orders and deferred receipts.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Selection of purchase lines to defer

This processing is carried out from a query by company (BUOCMMREP) used to select the purchase request and order lines in progress, that have not been balanced on a FY, to carry-forward them on the next FY: Operating budgets/Budget closing/Commitments deferring.

The screen header information is used to specify the main selection criteria: Company and issuing FY for which the entry manages the start and end dates of this fiscal year, as well as the update of the receiving FY and of its start and end dates. 

Additional criteria can be associated to decrease the population of the objects to be inquired: Site ranges and document types.

  • Site range: Only the sites assigned to the entered company are displayed in selection.
  • Document type: It is possible to narrow the selection to purchase orders only or to orders only. By default, the two documents meeting the selection criteria are displayed.

The activation of the key "Display/Refresh" displays the list of budget envelopes that corresponds to the selection in the table.

The maximum number of lines authorized by selection is 500. In the case of an overrun, a "full grid" message indicates that the selection exceeds the 500 lines authorized. When clicking on "OK", the first 500 lines are displayed. In order to decrease the selection, the following selection criteria should be used: Sites and Document types.

Selection result

After entering selection criteria and activating the "Display/Actualize" button, selected purchase lines are displayed in a grid used -or not- to launch the carry-forward.

Columns displayed are informative (document type, document number, date, commitments, envelope, entity, account, amount to defer, currency and budget) and cannot be modified except for the following columns:

  • "Defer" column: The selection of all the purchase lines displayed can be carried out in one single operation by clicking on "Check/Uncheck all". This selection can be cancelled by the same button.
  • "Detail" column: The magnifying glass is used to directly access the purchase request or order.

Contextual buttons, which can be accessed via right click and selection in the list, are used to:

  • Sort purchase lines by document number, envelope number, entity and account budget.
  • Access the order, envelope and pre-commitments or commitment.

Entry screen

Fields

The following fields are present on this tab :

Selection

Code of the assignment company of the purchase journal, in which are searched the information. The selection displays all the objects defined for the company, included those defined for the sites of this company.

  • Source fiscal year (field EFIY)

code of the issuing FY on which the selection must be carried out.

Entering the issuing fiscal year code is used to display the start and end dates of this FY, the code of the receiving fiscal year code and its start and end dates. The modification of the selection period can only be carried out by modifying the issuing fiscal year code. By default, this code is entered by the current fiscal year.
  • field INTEFIY

Issuing FY vintage.
  • Target fiscal year (field RFIY)

Code of the receiving FY. This code is updated by the modification of the issuing FY code.
  • field INTRFIY

Receiving FY vintage.
  • Start date (field DFIY)

Start date of the issuing FY. This date is updated by the modification of the issuing FY code.
  • End date (field FFIY)

End date of the issuing FY. This date is updated by the modification of the issuing FY code.
  • Start date (field DRFIY)

Start date of the receiving FY. This date is updated by the modification of the issuing FY code.
  • End date (field FRFIY)

End date of the receiving FY. This date is updated by the modification of the issuing FY code.

This field is used to refine the search for a site or a range of sites. It corresponds to the first site of the selection.

Only the sites assigned to the entered company are displayed in selection.

This field is used to refine the search for a site or a range of sites. It corresponds to the last site of the selection.

Only the sites assigned to the entered company are displayed in selection.

Block number 2

  • Display/Refresh (field SEARCH)

This button is used to display the purchase lines answering the query. It must be used after each modification of criteria.
  • Check/Uncheck all (field COCHER)

Used to check or uncheck all the purchase lines displayed.

Document type

  • Document type (field TYPDOC)

It is possible to reduce the selection to purchase orders only or to orders only. By default, the two documents meeting the selection criteria are displayed.

Log

  • Log file (field TRC)

If this box is checked, the processing generate a log file of the journals that have been carried forward.

Grid Commitments

  • Carryforward (field REPOR)

If this box is checked, the purchase line will be carried forward.

  • Detail (field DET)

This zoom tool is used to access the entry/inquiry screen of the purchase request or the order.
  • Document type (field TYP)

This column displays if the document displayed is an order or a purchase request.
  • Document no. (field NUM)

Single identification number of the purchase request or the order, generated during their creation.
  • Date (field DAT)

Creation date of the purchase request or the order.
  • Commitments (field CMM)

Pre-commitment or commitment identifier assigned to the purchase journal.

Code of the assignment envelope of the purchase document.

Code of the assignment entity of the purchase document.

Code of the posting budget account of the purchase line.

  • Carry-forward amount (field AMTREP)

Amount in entry currency, of the balance to carry-forward of the purchase line.

Code of the assignment company of the purchase journal, in which are searched the information. The selection displays all the objects defined for the company, included those defined for the sites of this company.

Budget code of the purchase line.

For the operating budgets, the budget envelopes are linked to a budget code. This budget code defines the tracking level (Site or Company). Depending on this rule, the envelope is attached either to a company or to a site. All lower levels (fiscal year, line) inherit the company code or site code associated with the envelope.

The budget chart of accounts must be the same as the chart of accounts of the main analytical ledger of the company. Otherwise, the envelope creation is prohibited.

This budget code must be reserved for the Operational budgets. This allocation is made possible by checking the indicator "Operating budget" of the budget code. In this case, the entry of the analytical budgets by the standard functions is prohibited under this budget code. The management of the operating budgets is triggered and the envelopes, budgets by fiscal year and budget lines are attached to this budget code.

Close

 

Action icon

Envelope

Access entry/inquiry screen of the budget envelope for the purchase or order request.

Commitment

Access entry/inquiry screen of the pre-commitment or commitment of the purchase request or the order.

Access the entry/inquiry screen of the document (purchase request or order).

Sort by document no.

Sort purchase lines by document number.

Sort by envelope

Sort purchase lines by envelope number.

Sort by entity

Sort purchase lines by entity number.

Sort by budget account

Sort purchase lines by budget account.

 

Close

 

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

You have not checked anything. Do you want to exit without performing any action?

This message is displayed if the user has validated (OK or "Enter") though there are no envelope to renew.

The receiving budget fiscal year must be open or not open

This message is displayed after entering the field "Issuing FY" when the corresponding receiving FY is closed.

The next (receiving) fiscal year does not exist/has not been created

This message is displayed after entering the field "Issuing FY" when the corresponding recipient FY is not created.

Fiscal Year Not Open

This message is displayed after entering the field "Issuing FY" when the corresponding FY exists but is not open.

Nonexistent company

This message is displayed if the company code is not an existing code.

Tables used

SEEREFERTTO Refer to documentation Implementation