Review requests
This function is used to carry out a review request of the budgeted amounts of envelopes, of approved budgets and budget lines in "individual" (only one object to review) or "multiple" mode (several objects to review from the same envelope on one request).
Since the approval of the budget objects is subject to the implemented approval parameters, all the objects approved can be reviewed, including those indirectly approved. Thus, the budgets not subject to direct approval (parameter GDDAPPBUD = NO) but approved via their envelopes (parameter GDDAPPENV = YES) are approved and must be reviewed if you want to change their amount.
The review request allows the Requester to enter the reviewed amount requested, and to specify the review origin and distribution, which can come from:
- For envelopes, an "extension" consisting in an increase in the envelope amount,
- For budgets, the left to distribute and the envelope reserve,
- For budget lines: the left to distribute and the budget reserve,
Signing circuits
Preliminary setup
The approval of envelopes, budgets and budget lines, and the approval of the budget reviews can be associated with a signing circuit that can be set up. The implementation of these signing circuits is linked to the setup of the following elements:
- BUOAPP data model for the group of tables linked to table BUDAPP (BOA) for budget approvals and BUOREV for the group of tables linked to table BUDREV (BRV) for the reviews.
- BUOAPP, BUOAAPPREF and BUOAAPPVAL workflow rules for the budget approvals and REVAPP, BUOREVREF, BUOREVVAL workflow rules for reviews.
- Allocation rules of the BUOAPP users for the budget approvals and BUOREV users for the reviews.
- User assignment. This function is used to enter formulas in the "user" fields when the "Formula/user" field is selected. This formula will be valued when executing the Workflow. If the value of the field is smaller than or equal to 5, the user code is considered to be entered and this field will not be valued.
Formulas used to search for signers
The search for signers can be performed by entering the signer code or using a formula that will enable the signer to be found via entities.
Each entity contains:
- A user code,
- The responsible entity,
- The approval entity,
- A linking entity.
The envelope, its related budgets and lines contain a responsible entity, an approval entity (EA1) and a linking entity (ER1). The approval entity EA1 contains itself an approval entity EA2, and so on and so forth down to the last entity in the pyramid. It is the same principle for the linking entity ER1 linked to ER2, itself linked to ER3, down to the last entity in the pyramid. Each entity contains a responsible code which can be searched using a formula replacing the user code entered in the setup (see grid below).
Approval pyramid | RES | Level | Linking pyramid | RES | Level |
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APP entity = 1 | MCL9 | EA3 | RAT entity = 1 | MCL9 | ER4 |
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APP entity = 10 | MCL2 | EA2 | RAT entity = 20 | MCL4 | ER2 |
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APP entity = 103 | MCL1 | EA1 | RAT entity = 203 | MCL3 | ER1 |
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Entity 20301 |
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| Entity 20301 |
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The "User assignment" can be set up as follows:
- Approval entity = 103
- Signer 1 = [F:ER1]USR (USR of entity 203, i.e. MCL3)
- Signer 2 = [F:EA1]USR (USR of entity 103, i.e. MCL1)
- Signer 3 = [F:EA2]USR (USR of entity 10, i.e. MCL2)
- Signer 4 = [F:ER2]USR (USR of entity 20, i.e. MCL4)
- Signer 5 = [F:EA3]USR (USR of entity 1, i.e. MCL9)
- Signer 6 = [F:ER3]USR (USR of entity 1, i.e. MCL9)
In the event of modification of the person responsible for an entity, the use of formulas makes it possible to maintain the signing circuits as they are implemented, without having to modify anything, since this modification is automatically taken into account when the entity is modified.
Screen management
This screen is comprised of two parts: The first part provides access to a set of selection criteria, the second part is used to display in a grid all the objects selected with respect to the entered criteria. This table is used to enter the review requests and transfer them for approval.
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. To decrease the selection, the following selection criteria should be used: Project, responsible entity ranges, approval entity ranges, envelope ranges.
Entry screen
Presentation
The screen header information is used to specify the main selection criteria for the inquiry being used: Company / site or period in which the selected objects are located.
Additional criteria can be associated to decrease the population of the objects to be inquired: Project, responsible entity ranges, approval entity ranges, envelope ranges.
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.
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Fields
The following fields are present on this tab :
Selection
| Site or company code, to be entered or selected from the list. This code makes it possible to select all envelopes, budgets and budget lines that have the status "Approved" in a company or site, so as to submit a review request. If the information entered corresponds to a company, the selection displays all the objects defined for the company, including those defined for the sites of this company. If the information entered corresponds to a site, the selection only displays the budget objects defined for this site. |
| Title associated with the site or company code. |
Criteria
| The ranges of the entered dates make it possible to filter the budgetary objects with a starting date is within this time interval (starting date same as the end date of the period or after). By default, the starting date is loaded with the starting date of the last fiscal year opened (it can be modified). The annual envelopes situated in the period are those which start date is situated in the entry period. The pluriannual envelopes situated in the period are those which one of the budgets contains a start date included in the entry period.
After entering the selection criteria, the "Display/refresh" button, once activated, displays in the grid the (totally or partially) approved envelopes, budgets and budget lines which correspond to the company or site and are included in the determined period. |
| By default, the end date is initialized by the end date of the last fiscal year opened (it can be modified). |
| Criteria used to limit the selection to envelopes, budgets and lines of status "approved" attached to the entered project. Only the projects, containing at least one attached envelope, linked to the entered company (directly, by their location, the company groups or their location groups) are displayed in selection. After entering these criteria, the "Display/refresh" button, once activated, displays in the grid the approved envelopes, budgets and budget lines attached to the determined project. |
| Selection criteria used to refine the search in a range of responsible entities. The first field is used to select or enter the first "responsible entity" code of the range, the second field is used to select or enter the last "responsible entity" code of the range. Only the entities which company code corresponds to the company code previously entered are displayed for selection, as well as those which have no company code. After entering the selection criteria, the "Display/refresh" button, once activated, displays in the grid the (totally or partially) approved envelopes, budgets and budget lines which correspond to the criteria:
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| Field used to enter or select the last responsible entity of the range. |
| Selection criteria used to refine the search in a range of approval entities. The first field is used to select or enter the first "approval entity" code of the range, the second field is used to select or enter the last "approval entity" code of the range. Only the entities which company code corresponds to the company code previously entered are displayed for selection, as well as those which have no company code. After entering these criteria, the "Display/refresh" button, once activated, displays in the grid the envelopes, budgets and budget lines which contain at least one approved object and have been defined in the approval entities of the determined range.
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| Field used to enter or select the last approval entity of the range. |
| Selection criteria used to refine the search in a range of envelopes. The first field is used to select or enter the first "envelope" code of the range, the second field is used to select or enter the last "envelope" code of the range. Only the envelopes which have at least one approved object (envelope, budget or budget line) are displayed for selection. After entering the selection criteria, the "Display/refresh" button, once activated, displays in the grid the (totally or partially) approved envelopes, budgets and budget lines which correspond to the criteria:
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| Field used to enter or select the last envelope of the range. |
Block number 3
| After entry of the company/site code or the selection criteria, this button is used to trigger the display of the envelopes, budgets and lines of status "Approved" meeting the entered criteria. |
Grid Details
| Level description of the object submitted for approval: Envelope, budget fiscal year and budget line. |
| Code of the budget envelopes meeting the selection criteria. Only the envelopes of status "approved" are present in this list. Information that cannot be modified. |
| Description associated with the budget envelope code. |
| Code and description for the budgets per fiscal year and the budget lines. |
| Code of the currency used to manage envelopes, budgets and budget lines, controlled in the currency table. |
| Budgeted amount before revision, expressed ex tax, of the selected envelopes, budgets and budget lines. This amount corresponds to the approved amount, increased or decreased, of previous revisions. |
| Budgeted amount of the reserve of envelopes and budgets, expressed ex tax. The reserve corresponds to a provision in envelopes and budgets and cannot be used within the framework of revision requests. The requester can take the revision amount from the Reserve or the Left to distribute:
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| Left-to-distribute (ex-tax). Calculation carried out corresponding to:
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| Amount to be entered after revision, expressed ex tax. It is possible to carry out at the same time the revision request of an envelope, and that of its budget and lines. In this case the feasibility controls of revisions are performed according to the requested amount on the higher lever folder, and not on its amount before revision. |
| This column is used to specify the amount to be taken from the "Left to distribute" amount out of the envelope for a budget revision, or out of the budget for the revision of a budget line. |
| This column is used to specify the amount to be taken from the "Left to distribute" amount out of the envelope for a budget revision, or from the "Left to distribute" amount out of the budget for the revision of a budget line. |
| For the revision of envelopes, this colomn is entered automatically with the difference value between the envelope amount and the requested amount. It cannot be accessed to revise budgets and budget lines since their revision is carried out by taking from the left to distribute amount or form the envelope or budget reserves. |
| Column used to launch the revision request by selecting the "yes" option in the scrolling menu. |
| Code of the review request reason entered or selected in the miscellaneous table 349. |
| Text field used to enter a detailed revision reason. |
| Total of the purchases requests, orders, posted invoices on the budget lines, budgets and envelopes. This information is displayed only for an approval by object or via the detail of a multiple approval. |
| Balance of the budget lines, budgets and envelopes corresponding to the budgeted amount - the actual amount. This information is displayed for a "single" revision. For this "multiple" revision, this zone is not loaded, you have to check the table "Detail". |
| Budget account entered for a budget line. |
| Entity responsible for the management of the envelope, its budgets and budget lines. |
| Expense-consuming entity. Information that cannot be modified taken from the budget line. |
| If the envelope is attached to a project, its code will be displayed in this column. |
| Identification code of the lot defined in the project |
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Action icon
Envelope
This button is used to access the envelope and budget inquiry for the selected table line.
Line
This button is used to access the budget line inquiry for the selected line in the grid.
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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?
After presentation of the objects coming from the selection, this message is displayed when clicking on [OK] without having carried out a review request. Answering "Yes" to this message brings you back to the menu, and answering "No" makes you stay in the selection screen, allowing you to carry out a review request.
No object does meet these selection criteria
This message is displayed after entering the selection criteria when using the button [Display/Refresh]. The elements entered do not make it possible to find a matching element: either the envelope is not defined for the company entered, or it is not linked to the project, or the entities are out of phase with the envelope, etc. Delete some of the criteria to carry out a wider search.
The envelope has not been defined for this company/site
This message is displayed after entering the company code and the envelope code when using the button [Display/Refresh]. The envelope entered as selection criterion does not belong to the entered company. Modify the envelope code or the company code.
Mandatory field
A mandatory field has not been entered: You have not specified a review reason even though this field is mandatory (select a reason from the list), or you entered "yes" in the column "Request" but you have not specified the revised amount requested (Enter the amount requested, or enter "no" in column "Request").
You cannot exceed the authorized envelope amount. Review the envelope first.
You have entered a budget revised amount larger than the envelope revised amount. Modify the budget revised amount or the envelope revised amount.
You cannot exceed the authorized amount of the fiscal year budget. Review the budget first.
You have entered a budget line revised amount larger than the budget revised amount. Modify the budget line revised amount or the budget revised amount.
The available amount of the envelope cannot be prior to the amount broken down among the budget(s)
You have carried out a review decreasing the envelope amount, and the envelope available amount is now insufficient. Modify your entry, or first decrease the budget if such a review is possible.
The sum of the amounts of the budget lines must not exceed the available amount of the fiscal year budget.
You have carried out a review decreasing the budget amount, and the budget available amount is now insufficient. Modify your entry, or first decrease the budget lines if such a review is possible.
The line amount cannot be less than the achieved amount
You have carried out a review decreasing the budget line amount, but the budget line contains expense entries that are larger than the modified budget line amount. Modify your entry.
The requested amount must not be equal to the initial amount.
You have entered a revised amount equal to the initial amount: this is not a review. Modify your entry or abort review.
The available amount of the envelope reserve has been exceeded.
When reviewing a budget by fiscal year, you have entered an amount "Taken from the envelope reserve" larger than the amount of this reserve. Selecting [OK] in this message brings the amount "Taken from the envelope reserve" up to the maximum amount for this reserve.
Part appropriated from the lower-level reserve not sufficient. Minimum amount:
It is incorrect to distribute the increase between the reserve and the left to distribute from the higher level. The minimum amount to take from the reserve is displayed in the message and calculated according to the left to distribute, which in this case is insufficient for the entered reserve amount to be approved.
The available amount of the fiscal year budget reserve has been exceeded.
When reviewing a budget line, you have entered an amount "Taken from the budget reserve" larger than the amount of this reserve. Selecting [OK] in this message brings the amount "Taken from the budget reserve" up to the maximum amount for this reserve.
You must enter the new requested amount first.
You have tried to enter an amount in columns "Taken from reserve", "Taken from not distributed" or "Extension" before entering the amount of the requested review. Enter this amount.
The sum of amts taken from the reserve and from the amt to be allocated must be = the difference with the original amt
This message is displayed when the distribution between the amount taken from the reserve and the amount taken from the left to distribute does not match the amount of the review requested. Check your entry and correct the distribution.