Carry-forward of commitments
This function is used to carry forward 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 will have to be carried-forward 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,
The carry-forward operation of unclosed pre-commitments and commitments contains two stages:
- Selection of purchase lines to be carried forward.
- Display of the selection result in a grid which will give the budget manager the possibility to choose pre-commitments and commitments to process.
Stages of the budget closing
Carry-forward terms
Authorized carry-forward
Carry-forward is authorized in all following situations:
- With a budget (BUD) existing for a sufficient budgeted amount,
- With a budget (BUD) existing for an insufficient budgeted amount: no control linked to the budget amount,
- With a budget (BUD) that does not exist for the carry-forward FY (no budgeted amount entered) and a budget code covering the FY: no control linked to the existence of the budget in the next FY.
- With a budget code (BUDGET) that does not cover the carry-forward FY: no control on the budget code.
Carry-forward denied
The carry-forward will be denied in these conditions only:
- One or several posting fields exceeded the validity date: Corresponding message in the log file.
Carry-forward results
Issuer FY:
- In the commitment or pre-commitment, creation of a closing line for the FY in closing progress,
Receiving FY:
- In the commitment or pre-commitment, creation of a commitment or pre-commitment line for the new FY.
Screen management
Selection of purchase lines to defer
This processing is carried out from a query by company (CMMREP) used to select the purchase request and order lines in progress that have not been closed on a FY, so as to carry them forward to the next FY: Accounting/Budgets/Budget Closing.
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, in the table, the list of purchase requests and/or orders that correspond to the selection.
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, entry number, date, commitments, analytical dimension 1, analytical dimension 2, analytical dimension 3, amount to carry forward, currency) and cannot be modified except for the following columns:
- "Carry-forward" column: Is used to select one-by-one a purchase request or order. The selection of all purchase lines can be performed in just one operation via the "Check all/Uncheck" button. This selection can be canceled 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 entry number or budget account.
- Access the order, purchase request, pre-commitment or commitment.
Entry screen
Fields
The following fields are present on this tab :
Criteria
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Code of the company attached to the purchase entry in which data is inquired. The selection presents all objects defined at the company level, including those defined at the site level of this company. |
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Code of the issuing FY on which the selection must be carried out. The entry of the issuing FY code makes it possible to display the start and end date of this FY, the issuing FY code and its start and end dates. The modification of the selection period can only be performed through the modification of the issuing FY code. By default, this code is specified by the current Fiscal year. |
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Code of the receiving FY. This code is updated by the modification of the issuing FY code. |
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Receiving FY vintage. |
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Start date of the issuing FY. This date is updated by the modification of the issuing FY code. |
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End date of the issuing FY. This date is updated by the modification of the issuing FY code. |
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Start date of the receiving FY. This date is updated by the modification of the issuing FY code. |
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End date of the receiving FY. This date is updated by the modification of the issuing FY code. |
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Actions
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This button is used to display the purchase lines answering the query. It must be used after each modification of criteria. |
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Used to check or uncheck all the purchase lines displayed. |
Document type
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Log
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If this box is checked, the processing generates a log file of the entries that have been carried forward. |
Grid Commitments
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If this box is checked, the purchase line will be carried forward. |
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This zoom tool is used to access the entry/inquiry screen of the purchase request or of the order. |
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This column indicates if the document displayed is an order or a purchase request. |
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Single identification number of the purchase request or of the order, generated during their creation. |
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Creation date of the purchase request or of the order. |
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Pre-commitment or commitment identifier assigned to the purchase entry. |
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Ex-tax amount in entry currency of the balance to carry-forward of the purchase line. |
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Code of the entry currency of the purchase line. |
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Code of the dimension type. |
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Code of the dimension type. |
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Code of the dimension type. |
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Close
Action icon
Envelope
Commitment
Access entry/inquiry screen of the pre-commitment or commitment of the purchase request or the order.
Document
Access the entry/inquiry screen of the document (purchase request or order).
Sort by document no.
Sort purchase lines by document 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.