Operating budgets >  Budget closing >  Carryfwd. of multiannual env.  

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For pluri-annual envelopes, this function is used to close the FY budget under pending closure and its budget lines. It is also used to transfer balance sheet amounts on the next FY's budget and its budget lines.

The carry-forward of multiannual envelopes must be done after the completion of closure or carry-forward operation for purchase requests and orders because these operations have an influence on the budgeted amount that will be transferred on the next FY.

The carry-forward process is done at -unclosed- budget and budget line, assigned to a multiannual envelope, which include a balance to distribute.

This carry-forward does not modify the amounts of multiannual envelope. After carry-forward, multiannual envelopes keep the same amount, reserve and "left to distribute".

Selection of multiannual envelopes to be carried-forward

The carry-forward is performed from the selection request (BUOREP) of existing envelopes with the status "Entered", "To approve" or "Approved" with unclosed selected budget lines and FY budgets , include a balance sheet amount to distribute and are assigned to a multiannual envelope. (Operating budgets/Budget closure/Carry-forw. of Multiannual envelopes).

This selection is used to determine the issuing FY and the receiving FY and then perform filters from criteria displayed in this request: sites, entities, projects, envelopes. After carry-forward, these envelopes are not in the selection list anymore.

Selection result

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

The columns displayed are informative (Level, Envelope, Description, Currency, Amount, Reserve and Account) and cannot be modified except for the "Carry forward" column.

The renewal of multi-annual envelopes is the fifth and last stage of budget closure.  

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

The carry-forward is submitted to particular controls, reported in the log file, which forbids the carry-forward of budget with budget lines that:

  • Contain unclosed commitments and pre-commitments: In that case, a message in the log file indicates that these lines must be closed or carried-forward before the envelopes.
  • Have the status "To approve": In that case, a message in the log file indicates that the approval must be accepted or denied before the user can carry envelopes forward.
  • Being reviewed: In that case, a message in the log file indicates that the review must be accepted or denied before the user can carry envelopes forward.

Carry-forward results

The carry-forward updates:

In the issuing envelope:

  • The budget line is closed: Its amount (AMT(0)) is brought back to the level of the total of expenses. Its balance is zero. The budget line balance is increasing the budget left-to-distribute.
  • The carried-forward FY budget is "Closed". Its amount is brought back to the level of the total of budget lines: Budget amount (AMTBUDFIY) – Left to distribute (increase with the balance sheet amount of the budget line) – Reserve (AMTRESFIY) = New amount of the budget (AMTBUDFIY). Its balance is zero
In the recipient entity:

  • Existing envelopes, budgets and budget lines keep their status. Budgets and budgets lines created by the carry-forward have the status "entered".
  • Budget lines carried-forward on existing budget lines in the next FY have the status of the destination budget line.
  • If a budget line with the same characteristics exists, the carry-forward adds the carried-forward amount of the budget line from the original FY to this budget line's amount. The budget lines of the following fiscal year, modified by the carry-forward process keep their status (entered, to be approved or approved) regardless of the status of the carried-forward budget line of the previous fiscal year, with the following updates:

    • carried-forward BL status 

    BL update status

    Update

     To approve

     

    Forbidden carry-forward: Previously approve or deny the authorization

     Entered

    Approved

    The budgeted amount is increased with the carry-forward amount. The approved amount is the amount of the updated line.

     Entered

    To approve

    The budgeted amount is increased with the carry-forward amount. The carry-forward amount is added to the amount "to approve"

     Entered

    Entered

    The budgeted amount is increased with the carry-forward amount.

     Entered

    No line

    Creation of a line with the status "entered" for the carry-forward amount

     Approved

    Approved

    The budgeted amount is increased with the carry-forward amount. The approved amount of the carried-forward line is added to the approved amount

     Approved

    To approve

     The budgeted amount is increased with the carry-forward amount. The carry-forward amount is added to the amount "to approve"

     Approved

    Entered

    The budgeted amount is increased with the carry-forward amount

     Approved

    No line

     Creation of a line with the status "entered" for the carry-forward amount

  • If the budget line does not exist, the carry-forward creates the line on the new FY with the carried-forward amount of the budget line from the original FY. The status of this line will be "entered".
  • If the budget of the next FY exists, the carry-forward adds the left to distribute amount and the reserve of the carried-forward amount to this budget.
  • If the budget of the following FY does not exist, the end date of the multiannual envelope is in the previous FY. Before carry-forward, it is therefore necessary to review multiannual envelopes and postpone the end date of envelopes that need to be carried-forward. This action will create the next FY budget that will be updated by the carry-forward.

    If this preliminary update is not performed, the carry-forward will carry out the budget creation of the next FY with the status "entered" if the GDDAPPBUD parameter is to YES. Otherwise, its status will be the same as the one of the envelope, and the end date of the envelope will be extended to the end date of the new FY.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

The carry-forward of pluriannual envelopes is carried out on one single screen. The top section is used to enter selection criteria, the bottom section displays the results of this selection.

The maximum number of lines authorized per selection is 500. Above this limit, a message "Full table" will indicate whether the selection exceeds the 500 authorized lines. When clicking on "OK", the first 500 lines are displayed. In order to decrease the selection, the following selection criteria should be used: Sites, responsible entities, projects, envelopes.

Entry screen

Presentation

The screen header information is used to specify the main selection criteria for the inquiry being used: company code and issuing FY.

Additional criteria can be associated in order to decrease the population of the objects to be inquired: site, responsible entity, project and envelope. 

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

If the criteria entered do not end on any selection, a message "No record for these selections" is displayed and informs the user who has to modify these selection criteria.

Close

 

Fields

The following fields are present on this tab :

Selection

Code of the company concerned by the deferment of pluriannual envelopes.

The selection displays all the objects defined on the company, included those defined on the sites of this company.

  • Source fiscal year (field EFIY)

Code of the company FY from which the budget balances and budget lines must be deferred.

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.
  • Description (field INTEFIY)

Issuing FY vintage. The issuing fiscal year if the one on which the envelopes, budgets and budget lines to renew or to defer are selected.
  • Target fiscal year (field RFIY)

Code of the company FY on which the budget balances and budget lines must be deferred.

  • Description (field INTRFIY)

Receiving FY vintage. The receiving fiscal year is the FY on which the budget balances and budget lines must be deferred.
  • Start date (field DFIY)

Start date of the issuing fiscal year of the envelopes, budgets and lines to renew or defer, determined by the entered fiscal year code.

  • End date (field FFIY)

End date of the issuing fiscal year of the envelopes, budgets and lines to renew or defer, determined by the entered fiscal year code.

  • Start date (field DRFIY)

Start date of the FY on which the envelopes, budget and lines must be deferred. Determined by the code of the receiving FY code entered.

  • End date (field FRFIY)

End date of the FY on which the envelopes, budget and lines must be deferred. Determined by the code of the receiving FY code entered.

Criteria

  • All sites (field ALLFCY)

  • If this box is checked, all the envelopes defined for the company entered are selected if they are defined at company or site level (budget code).
  • If this box is checked, only sites defined for this company can be accessed for selection. The selection of a site only displays the envelopes defined for this site (budget code) and excludes the envelopes defined at company level.

Code of the site entered or selected in the list when the "All sites" criterion is unchecked.
  • All entities (field ALLENT)

  • If this box is checked, all the envelopes defined for the company are selected for any responsible entity, irrespective of the entity responsible for these envelopes, only if these entities are assigned to this company or defined without company code.
  • If this box is unchecked, only entities assigned to the company or entities defined without company code can be accessed in selection. The selection of an entity only displays envelopes defined for this entity.

Entity code entered or selected in the list when the criteria "All entities" is not checked.

  • All projects (field ALLPRJ)

  • If this box is checked, all the envelopes defined for the company entered are selected whether they are assigned to a project or not.
  • If this box is unchecked, only projects defined for the company, a company site, a group of companies or a group of sites which include this company can be accessed for selection. The selection of project only displays the envelopes assigned to the project. It will be possible to select a project defined at site or group site level only for an envelope defined at the site level.

Project code entered or selected in the list when the criteria "All projects" is not checked.

  • All envelopes (field ALLENV)

If this box is checked, all envelopes defined for the company entered are selected.

If this box is unchecked, it will be used to refine the search for an envelope.

  • If a project has been entered, the selection only displays the envelopes assigned to this project, for the company, the site and the period entered.
  • If no project code has been entered and if an entity has been determined, the selection only displays the envelopes that belong to the company or site entered, included in the period determined and assigned to this entity.
  • If a project code and an entity have been entered, the selection only displays the envelopes belonging to the company/site entered, included in the period determined and assigned to this project and entity.
  • If no previous criterion has been entered, the selection only displays the envelopes belonging to the company/site entered, included in the determined period.

Block number 3

  • Display/Refresh (field SEARCH)

This button is used to take into account the entered criteria and to launch the selection. It must be used after each modification of criteria.

Block number 4

  • Check/Uncheck all (field COCHER)

This button is used to select or delete the selection of all envelopes displayed in the selection results.

Log

  • Log file (field TRC)

If this box is checked, a report displaying the list of processed envelopes is generated at the end of the processing. Otherwise, no log file will be generated at the end of the processing.

SEEINFOThe envelope or the budget lines are not renewed if the 'valid to' date is incompatible with the renewal period. For example, if the renewal period lasts from 1/1/2014 to 12/31/2014 and the validity date of the entity is 12/31/2013, the envelope cannot be renewed.In this case, a message appears in the log file to indicate it.

Grid Multiannual envelopes

  • Carry forward (field REPOR)

The selection of the envelopes to defer can be carried out individually or globally:

  • The selection of all the envelopes displayed can be carried out in one single operation by clicking on "Check/Uncheck all".
  • The individual selection of envelopes can be carried out envelope by envelope. This selection takes into account the envelop, the fiscal year budget and the budget lines but it is impossible to separate them.
  • The "Check/Uncheck all" button is also used to uncheck all the selected envelopes.
  • Level (field NIV)

This column specifies, for each envelope, if the grid line is situated on the envelope, the budget or the budget line.

Code of the envelope to renew or to defer.

  • Fiscal year (field INTFIY)

"Fiscal year" title

Envelope, budget and budget lines management currency.

  • Amount (field AMT)

Budgeted amount of the budget and line envelopes during the deferment or renewal.

  • Reserve (field RES)

Budgeted amount of the envelop reserve and budget at the moment of the deferment or the renewal.

  • Amount carried forward (field AMTREP)

Budget and line deferred amounts, added to the budget and line amounts of the new FY.

  • Reserve carried forward (field RESREP)

Deferred amount of the budget reserve, added to the amount of the new fiscal year budget reserve.

Budget account code for posting the expenses of a budget line.

Close

 

Action icon

Envelope

This button is used to access the inquiry of the envelope, its budget and its lines.

Line

This button is used to access directly the inquiry of a budget line.

 

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") while there are no envelope to carry-forward.

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.

There is no current fiscal year for this company on the main analytical ledger

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

Mandatory field

This message is displayed if the boxes "All sites", "All entities", "All projects", "All envelopes" are unchecked and if no entity, project or envelopes is selected or entered in the criteria.

The envelope is not linked to the project

This message is displayed if the boxes "All projects" and "All envelopes" are unchecked and if the indicated envelope is not assigned to the entered or selected project in the criteria.

The envelope has not been defined for this company/site

This message is displayed if the box "All envelopes" is unchecked and if the entered envelope is not assigned to the entered company in the criteria.

No Record for these Selections

This message is displayed if the box "All envelopes" is unchecked and if the entered envelope corresponds to an envelope that has already been carried-forward or that does not correspond to criteria enabling its carry-forward.

Function reserved for the pluriannual budget envelopes

This message is displayed if the box "All envelopes" is unchecked and if the entered envelope corresponds to an annual envelope.

Tables used

SEEREFERTTO Refer to documentation Implementation