Carry-forw. plurian. env.

Stages of the budget closing

Stages of the budget closing: 

• First stage: Renewal of the annual envelopes,
• Second stage: : Closing of the purchase request lines and of the order lines not to be transferred,
• Third stage: Processing receipts and invoices to receive on FY end,
• Fourth stage: Carry-forward of unclosed pre-commitments and commitments,
• Fifth stage: Carry-forward of pluri-annual envelopes.

 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

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