Fixed assets >  Processes >  Depreciations >  Period and FY closing  

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This function is used to launch the fiscal year or period closing for the chosen companies and contexts.

..\FCT\SEEWARNING A non simulated closing, either concerning a period or the fiscal year, is irreversible.

  

 

Note: when executed in real mode, this processing also updates the counter of the managed assets. When this value is larger than 5% of the maximum number of assets authorized by the license limitations, the closing calculation processings are automatically blocked.
The number of assets granted by the license and the counter of the assets managed in the solution, folder and company are displayed in function Status of contexts, which can be accessed via button FASCLOTURE_01.jpg.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

Presentation

This function is composed of a single screen that make it possible to:

  • select, on the one hand, the company(s) concerned,
     
  • to select on the other hand, the context(s) which the closing is requested for,
     
  • to launch the closing processing. 

Close

 

Fields

The following fields are present on this tab :

Options

  • Simulation (field FLGSIM)

This box is checked by default. It specifies that the processing is carried out in simulation mode. In this case, the controls and the process are carried out but no modification of the database is recorded.

Information

  • Status of contexts (field ICOINFO)

This button is used to display the Context status function describing the situation of each company context in relation to the closure. For each context, it displays the criteria that can lead to blocking situations.

Grid Company selection

  • field CLC

This indicator enables the user to precise that a closure must be carried out on the company.

The Identification Code for the company. The list only includes the companies specified in the folder for which at least one of the contexts can be closed.

Grid Depreciation contexts

  • Context (field CNX)

The list of contexts managed in the company, highlighted by the cursor, and for which a closure is possible.

  • field CNXOK

This field contains lights. Their color indicates the situation of the context concerning the closing:

  • SAISTACPY_03.jpg : the context can be closed.
  • SAISTACPY_02.jpg : the context cannot be closed. Criteria that can lead to blocking situations are displayed on the company situation screen which can be accessed via the following button FASCLOTURE_01.jpg.
  • Close (field TYPCLC)

This field is used to choose the type of closing to be carried out: current period or current FY.
Its value is automatically loaded according to the current period of the selected company:

  • only a Period closing can be required for any period different from the last,
  • when it is the current fiscal year last period, only a Fiscal year closing can be required; in that case, the period and fiscal year closing will be processed.
  • FY start (field DATSTRFIY)

This field contains the start date of the current financial year of the context.

  • FY end (field DATENDFIY)

This field contains the end date of the current financial year of the context.

  • Period start (field DATSTRPER)

This field contains the current period start date.

  • Period end (field DATENDPER)

This field contains the current period end date.

Close

 

Companies

This grid displays those companies, defined in the folder, that meet both the following conditions:

  • The company has at least one context eligible for a period or fiscal year closing (see below the eligibility conditions for the closing of a period or fiscal year of a context),
    Button FASCLOTURE_01.jpg is used to display function Status of contexts that describes the situation of each company context in relation to the closing. For each context, it displays the criteria that can lead to blocking situations for the closing.
  • The user has been granted rights for all the sites of the company.

The selection of a company for which a closing is wanted is to be carried out by checking the Selection box in the line that corresponds to this company.

..\FCT\SEEINFO  Comments:

  • No closing can be carried out in a company having at least one Inactive asset; this company is therefore not displayed in the table.
  • Selecting a company used as source or target company in an intra-group transfer operation is only authorized if the status of the operation is. In preparation. Otherwise, this leads to the display of an error message followed by a window showing the list of the operations concerned (on which it is possible to tunnel from by right-clicking on the corresponding line). If the closing is launched by the batch server, a new control is carried out at the launch of the request in order to make sure that no intra-group sales related to the selected company has been defined between the preparation of the request and its launch; if it is so, the selection of the company is canceled and a message is to be found in the log file.
Contexts

This table is loaded with the list of contexts managed in the company highlighted by the cursor and for which a period or fiscal year closing is possible. It enables the user to require the closing for each of the displayed context; it can be a period closing or a fiscal year closing, according to its situation.

  • A context is eligible for a period closing is the following conditions are gathered: 
     
    - the current period is not the last period of the fiscal year (this period will be closed by the fiscal year closing),
    - all the plans of the context are calculated,
    - all the provisions for renewal are calculated, in the event of an Accounting and fiscal context and when the concessions are managed according to the Renewalmode,
    - all the expenses and all the variances between plans (if they are managed) have been posted for the current period, if its posting type is 'Actual' (the posting of the events is not mandatory for a periodic closing). Likewise, for the Accounting and fiscal context, and with concession management, all the provisions for renewal must have been posted for the current period,
    - no error or inconsistency has been detected in the context data.
     
    In addition, if parameter ACCPERCTL.htm - Accounting period control (chapter AAS, CPT group) is set to Yes, the following conditions must be met:
     
    - the following period (future current period) is open in accounting,
    - the context is synchronous with the accounting.

      
  • A context is eligible for a fiscal year closing is the following conditions are met:
      
    - the current period is the last period of the fiscal year,
    - all the plans of the context are calculated,
    - all the periods are in "Actual" posting.
    - all charges, variances between associated plans (when these variances are managed) and events (in the Event type/depreciation plan sense of the context to be close) used in the active accounting entry types, have been posted on all the periods of the fiscal year,
    - Update 8.0.0 and higher: all assets classified as for sale in the FY have been disposed,
    - for the assets disposed of in the current fiscal year, there is no amount to be posted on the periods of the next fiscal year if their posting is 'Actual' (the depreciations and variances between plans posted on the next fiscal year before recording the disposal must be reversed),
    - no error or inconsistency has been detected in the context data.
     
    In addition, if parameter ACCPERCTL.htm - Accounting period control (chapter AAS, CPT group) is set to Yes, the following conditions must be met:
     
    - the following period (future current period) is open in accounting,
    - the context is synchronous with the accounting. 

     In addition, when concessions are managed according to the Renewalmode, the following conditions must also be met
    - all the provisions for renewal must be calculated and posted for all the periods of the year,
    - for the assets issued in the current fiscal year, there is no provision to be posted on the periods of the following fiscal year if their posting type is 'Actual' (the provisions posted on the following fiscal year before recording the issue, must be reversed),
    - all the renewing assets, used in the CoA, must have been renewed (their indicator Renewal carried out must be activated),
    - there is no renewal preparation operation for which the renewal date falls within the current fiscal year or for which the date has not been entered. 

Action icon

Status of contexts

This button displays a window that presents, for each managed company, the status of each of its contexts with respect to the calculation, the accounting interface, the renewal of assets, its synchronization with the accounting and its eligibility for the generation of flows and for a closing. Please refer to documentation Context status.

 

Close

 

Processing description

  • The current Period closing in the context leads to the following operations :

    - The period takes the Closed status; its posting type (simulation/actual) is kept.
     
    - The Following period becomes the Current period and its posting type (simulation/actual) is kept if the period was open. If the period was closed, its entry type is initialized using the value of the closed period.
     
    - At the level of each given asset:
     
    * the status of each plan of the context (DEPSTA field in the DEPREC depreciation table) takes the Closedvalue.
     * the periodic depreciation totals of the closed context are increased based on the amount of the corresponding charge, which will be reset to zero.
     
    - The flows are created or updated for the closed period, with status Final.
    In order to avoid impacting negatively the first period closing, it is advised to generate all the flows a first time after the fiscal year opening, through the Provisional flows generationprocessing. This processing, which integrates optimization parameters, will level this operation on the entire duration of the first period.
    Then, during the closing processing, the flow generation will be limited to the new assets and only to those that have been subject, since the last generation, to a job action having an impact on the flow.
    SEEREFERTTOThis mechanism which aims at optimizing the processing time, is described in an attached document: Flow optimization.
     
    - When submitting the closing of the depreciation context selected for the management of the OPE (Production units), the production plans associated with the context are updated in the following way: if the OPE completed over the period are not specified for the period being closed, the closing processing automatically populates the completed OPE with the planned OPE. 

    - All provision issue of an asset, at a date less than or equal to the end of the period being closed, is automatically canceled.
     
    Concession management:
     
    - All the validated renewal operations are deleted.
     
  • The current Fiscal year closing leads to the following operations, in the context:
     
    - the closing of the last period of the fiscal year (current period).
     
    - The Current fiscal year takes the Closed status and its posting type (simulation/actual) is kept.

    - The Following fiscal year becomes the Current fiscal year. The first period opens with a posting type defined at the level of the DEFPSTTP - Posting type parameter (AAS chapter, CPT group). Other periods are initialized to 'Not open' with no posting type.
     
    - The fiscal year that follows takes the Followingfiscal year status. If the latter is not defined, it will be created based on the same FY split as the Current FY, with respect to the following conditions:
     
    * The FYR start date is fixed to the day after the end date of the Current FYR.

    * The FYR end date is fixed to the same date as the Current FYR end plus one year.

     * If the current FYR is sub-divided into periods, the periods in the next FYR are created in the same way i.e. conserving the same sub-divisions as that existing in the Current FYR, taking into account leap years. The weights of periods (number of days, weeks, months) are re-calculated with the new dates.

    ..\FCT\SEEINFOIn the case of a current FY whose duration is less than one year, the new FY is created with a duration of one year from the date of the new FY; in this case no period sub-division is kept.
     
    - The flows are created or updated for the closed fiscal year, with status: Final. An optimization mechanism makes it possible to limit the generation to the new assets and to those that have been subject, since the last generation, to a job action having an impact on the flows.
    An initial flow is also created for the following year, for each concerned asset and each concerned plan of the company. 
    SEEREFERTTO For more details on the flow optimization, see the attached document: Flow optimization.
     
    - When submitting the closing of the depreciation context selected for the management of the OPE (Production units), the production plans associated with the context are updated in the following way: if the OPE completed over the period are not specified for the period being closed, the closing processing automatically populates the completed OPE with the planned OPE.
     
    - At the level of each of the assets concerned, the depreciation totals for the closed context are incremented with the corresponding depreciation charge amount which is then reset to zero.
     
     -At the level of the assets issued in the fiscal year: (in the DEPREC table) the depreciation records related to the fiscal years posterior to the closed fiscal year are deleted.
     
    - Any provisional issue of an asset, at a date less than or equal to the end of the FY being closed, is automatically canceled.
     
    Management of Subsidies:

    When the Reconsideration of the previous subsidies is prohibited (parameterGRTPRVUPD set to No) the closing processing of the Accounting and fiscal context (and implicitly, of the Subsidy plan) activates automatically the forcing indicator linked to the Subsidy amount field of each expense linked to an asset whose subsidy plan is closed. The subsidy amount of the expenses and the depreciation basis, on the Subsidy plan, of the linked assets will not be updated anymore during the subsidy calculation processing.
     
    Management ofConcessions:
     
     - At the level of the assets issued in the fiscal year: the records (in CCNRPR table) of the provisions for renewal, relating to the fiscal years later than the closed one, are deleted.

    - The renewal value of the assets is reset to zero (in order to be recalculated during the next calculation). The renewal value forcing indicator is deactivated for those assets whose renewal value had been forced.

    - All the validated renewal operations are deleted.

     
  • Processing log file

A log file is systematically displayed at the end of the processing. This log file, more or less detailed as a function of the value assigned to the NIVTRACE setup, systematically recalls the closing parameters, displays the list of assets whose provisional issue has been canceled by the closing process, then lists any potential error message.

Note: the viewing and printing of the log files is possible at any time via the Print log file print request of the ATRACE report code, obtained from the Supervisor function in the Print/Group print menu.

Batch task

This function can be run in batch mode. The standard task FASCLOTURE is provided for that purpose.

Error messages

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

"The context xxx: Modifications are pending processing before closing"

When setup modifications influencing the calculation of the assets have been done, the closing of the concerned context is not authorized as long as the process of these modifications and a new calculation have not been done.
refer to to the description of the Pending modifications processing.

 

Tables used

SEEREFERTTO Refer to documentation Implementation