Operating budgets > Budget closing > Renewal annual envelopes 

This function aims at preparing the new budget FY, by copying envelopes, budgets and annual budget lines in order to avoid the entry of repetitive data:

  • For budgeted amounts displayed upon renewal,
  • For the same amounts, reduced or increased by a %. This % can only be entered after the envelope to renew has been selected.

The renewal of annual envelopes does not perform the closing of budget lines for the previous FY. The amounts used as a basis for renewal are those of the envelope and of the budget and budget line during the renewal.

The renewal of annual envelopes is performed in two stages:

Selection of envelopes to renew
  • Select the annual envelopes to renew, specifying the selection ranges.
  • This copy is done based on existing envelopes with the status "Entered", "To approve" or "Approved", checked "Renewable". Envelopes can be "renewable" with any status, up to the time of renewal.
Selection result
  • After entering selection criteria and activating the "Display/Actualize" button, the selected annual envelopes are displayed in a grid used to launch (or not) their renewal.
  • Columns displayed are informative (Level, Envelope, Description, Currency, Amount, Reserve and Account) and cannot be modified except for the column "Renew" used to select envelopes and the column "Evolution of amounts in %" used to generate new envelopes, budgets and budget lines with an increase or decrease.

The renewal performs the following updates:

In the issuing envelope:

  • "Renewable" flag checked and grayed-out,
  • Display of a message "Renewal (code of the new created envelope) on xx.xx.xxxx".

In the receiving envelope:

  • The new envelopes include the code of the original envelope next to their new code. Message "Renewed envelope (code of the original envelope) since xx.xx.xxxx".
  • The total of the pre-committed, committed, achieved, and consumed amounts of the original envelope are deleted,
  • The renewal carries out the creation of envelopes, budgets and lines for the amounts taken from the original envelopes, either increased or decreased by applying a factor set in the request.
  • Envelopes, budgets and lines have the status "Entered" and can have all necessary modifications before approval.

SEEWARNING    Particular cases:

  • If the envelope to renew has been submitted to a carry-forward of non-closed commitments, the creation of the new envelope, performed during this carry-forward, prohibits the renewal at a later date:"Renewable" flag grayed out.
  • During the carry-forward of commitments, if a renewed budget envelope contains non-closed commitments, their amount will be added to budgeted amounts of the envelope and of the budget and budget line.If the budget line does not exist, it is created for the carry-forward amount which is added to the budget envelope amount.(This line was created after the renewal of the original envelope or deleted in the new envelope).

The renewal of annual envelopes is the first stage of budget closing.

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.

    Prerequisite

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    Renewing annual 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 fiscal year.

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

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

    If the criteria entered do not end on any selection, a message "No record for these selections" is displayed to inform the user, who must change these selection criteria.

    Close

     

    Fields

    The following fields are present on this tab :

    Selection

    Code of the company for which the renewal of envelopes must be processed. Only envelopes checked "renewable" and defined at this company level or the level of one the company's site will be suggested for renewal.

    • Source fiscal year (field EFIY)

    Code of the company FY from which the envelopes, budgets and budget lines must be renewed.

    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.

    • 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.

    • Target fiscal year (field RFIY)

    Code of the fiscal year of the company on which the new envelopes, budgets and budget lines are created.

    • Description (field INTRFIY)

    Receiving FY vintage. The receiving fiscal year is the one on which the new envelopes, budgets and budget lines are created.

    • Start date (field DRFIY)

    Start date of the FY for which envelopes, budget and lines must be created. Determined by the recipient FY code entered.

    • End date (field FRFIY)

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

    Range

    • 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.

    This field that can be reached if the field "All projects" is not checked, is used to refine the search so as to display a site or a range of sites. It corresponds to the first project of the selection.

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

    This field that can be reached if the field "All projects" is not checked, is used to refine the search so as to display a site or a range of sites. It corresponds to the last project of the selection.

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

    • 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.

    This field, that can be reached if the field "All entities" is not checked, is used to refine the search so as to display an entity or a range of entities. It corresponds to the first entity of the selection.

    Only the entities which company code is the code of the company entered, or the entities without company code are displayed in the selection.

    This field, that can be reached if the field "All entities" is not checked, is used to refine the search so as to display an entity or a range of entities. It corresponds to the last entity of the selection.

    Only the entities which company code is the code of the company entered, or the entities without company code are displayed in the selection.

    • 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.

    This zone can be reached if the zone "All projects" is not checked and makes it possible to refine the search so as to display a project or a range of projects. It corresponds to the first project of the selection.

    Only the projects, containing at least one attached envelope, linked to the entered company or to the entered site (directly, by their location, the company groups or their location groups) are displayed in selection.

    This zone can be reached if the zone "All projects" is not checked and makes it possible to refine the search so as to display a project or a range of projects. It corresponds to the last project of the selection.

    Only the projects, containing at least one attached envelope, linked to the entered company or to the entered site (directly, by their location, the company groups or their location groups) are displayed in selection.

    • 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.

    This field that can be reached if the zone "All envelopes" is not checked, is used to refine the search so as to display an envelope or a range of envelopes. It corresponds to the first envelope of the selection.

    • If project ranges have been entered, the selection only displays the envelopes assigned to these projects, for the company, the sites and the period entered.
    • If no project range has been entered and if entity ranges have been determined, the selection only displays the envelopes that belong to the company or site entered, included in the period determined and assigned to these entities.
    • If a project range and an entity range 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.

    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.

    • 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.

    • Check/Uncheck all (field COCHER)

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

    Grid Annual envelopes

    • Renew (field RECOND)

    The selection of the envelopes to renew 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 the envelopes globally or individually selected.
    • 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.

    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.

    • Evolution in % (field PRCREC)

    The envelopes, budgets per fiscal year and budget lines must be renewed either with the same amounts, an increase or a decrease.

    This column is used to indicate a % of increase or decrease applied on the envelope amount and its reserve. This same % is applied to the budget and to the budget lines.

    To enter the % in the case of a decrease, it is only necessary to replace "+" by "-" before the % entered.

    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.

     

    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.

    There is no 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 indicated envelope is not assigned to the entered company.

    Envelope already renewed

    This message is displayed if the box "All envelopes" is unchecked and if the indicated envelope is the subject to a renewal.

    Entry of a negative percentage greater than 100 prohibited

    This message is displayed if you enter a percentage higher than -100%.

    Tables used

    SEEREFERTTO Refer to documentation Implementation