Budgetary Control Carry Forward

Oracle ERP Cloud Release 21A

ORACLE WHITE PAPER | FEBRUARY 2021
Table of Contents

Introduction 3

Accounts and Transactions That Should Not Be Carried Forward 4

Requisitions 4

Purchase Orders 4

Suggested Cleanup Actions on Purchase Orders 6

Surplus Funds to Carry Forward 8

Automated Surplus Funds Carry Forward 8

Budget Import Results 10

Purchase Order Obligations 13

Low Volume (Fine Control) Purchase Order Carry Forward 13

Automated Purchase Order Carry Forward 13

Important Considerations 16

Carry Forward Purchase Order Report 17

Budget Import Results 21

Accounting 23

Encumbrance Accounting 23

Period End Accrual 23

Other Obligation Balances Single Accounting Year Control Budgets 23

Other Obligation Balances Cross Accounting Year Control Budgets 26

Reporting and Inquiry 28

Example 28

Budget Consumption of Carried Forward Transactions 30

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Conclusion 30

Appendix A: Case Studies Year End Processing 31

The City of Sunshine 31

Preparing for Purchase Order Carryforward 31

Preparation stage: May 1 to June 30 33

Process Stage: July 1- 2 38

Completion Stage: July 3rd 39

City of Marquee 40

Preparation stage - From May 1 to July 24 41

Process stage - From August 1 – 2 43

Completion stage - From August 3 45

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Introduction
At the end of the budget cycle, surplus funds and open transactions are reviewed to determine if they will be
carried forward to the next budget cycle. The regulations for handling the obligated or surplus funds vary by
jurisdiction. For example, surplus funds could lapse or be carried forward for consumption in the next budget.
Transactions that have obligated funds but not yet invoiced could be carried forward, canceled, or the books
could be left open until the expected invoice is received.

This document discusses the end of the budget cycle and how to process surplus funds and open transactions.

The process consists of 4 main steps to determine:

» Accounts and transactions that should not be carried forward

» Surplus funds to carry forward
» Transactions to carry forward
» Reporting and inquiry.

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Accounts and Transactions That Should Not Be Carried Forward
Determine the accounts and transactions that are holding funds that should not be carried forward to the next budget cycle.
Return the funds that are held for these transactions to the surplus (funds available) by canceling or final closing the purchase
order.

Requisitions

Commitment balances are not carried forward automatically. Any open requisition should be canceled or converted to a
purchase order.

SUGGESTED ACTIONS ON REQUISITIONS

Requisition Header Status Commitment Balance? Actions

Approved Yes, until there is an associated PO and the Requisition associated with PO
PO is approved
» Approve PO
Requisition not associated with PO

» Cancel, withdraw, or return

Canceled No, requestor canceled the requisition None

Incomplete No, created but not submitted Approve, submit, and create as PO, or delete

Pending Approval No, submitted but not approved Approve, submit, and create as PO, or withdraw

Rejected, Returned, Withdrawn No, rejected by approver, returned by buyer, or None

withdrawn by requester

Purchase Orders

For each requisitioning business unit, review the purchase orders that have funds reserved. A sample of the Purchase Order
Balance by Control Budget report is available on Customer Connect. You can copy and modify the sample report, or create
your own.

The Purchase Order Balance by Control Budget report shows the following.

» Purchase Order Obligation Balance

» By Budget Account

Figure 1: Purchase Order Obligation Balance by Budget Account

» By Budget Period

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Figure 2: Purchase Order Obligation Balance by Budget Period

» By Purchase Order

Figure 3: Purchase Order Obligation Balance by Purchase Order

» Purchase Order Details

Figure 4: Purchase Order Balance Activity

NOTE: This report is provided as a sample data model and layout. It is fully customizable.

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Suggested Cleanup Actions on Purchase Orders

Purchase orders that are canceled, closed, closed for invoicing, closed for receiving, or finally closed can still hold an
obligation balance if the quantity delivered is greater or less than the quantity billed, depending on how the receipt is accrued.

SUGGESTED ACTIONS ON PURCHASE ORDERS WITH PERIOD END ACCRUAL

Purchase Order
Obligation Balance? Actions
Header Status

Canceled Yes, when Invoice the quantity that has been delivered but not yet invoiced.
quantity delivered > quantity billed » Manage Invoice

Closed Yes, when No additional invoices or receiving are expected. If the quantity
quantity delivered > quantity billed or delivered exceeds the quantity billed, it should be returned.

quantity billed < quantity ordered » Return/Correct Receipts

Cancel remaining quantity ordered but not billed or delivered.

Closed for Invoicing Yes, when No additional invoices are expected. If the quantity delivered
quantity delivered > quantity billed or exceeds the quantity billed it should be returned.

quantity billed < quantity ordered » Return/Correct Receipts

Cancel remaining quantity ordered not billed or delivered.

Closed for Receiving Yes, when No additional receiving is expected. Invoices are needed for the
quantity delivered > quantity billed or quantity that has been delivered but not invoiced.

quantity billed < quantity ordered » Manage Invoice

Finally Closed Yes, when No further receiving/invoicing or PO adjustments can be made.

quantity delivered > quantity billed Any received quantity that does not have an invoice must be
returned.

» Return/Correct Receipts

Incomplete No, transaction has not been approved Complete and approve, or delete, or ensure budget date is in the
next year.

On Hold Yes, transaction is approved but invoices Remove hold.

or receipts are not allowed until the hold is
removed

Open Yes, when Can be carried forward.

there is remaining quantity unbilled

Pending Approval Yes, when the Approve or cancel.

reservation point is submission

Pending Yes, this PO is approved but is awaiting Cancel the PO (this will return the requisition commitment).
Acknowledgement supplier approval Cancel the requisition, or obtain supplier approval.

Rejected, Withdrawn No, transaction has not been approved If created from a requisition, ensure the requisition has been
fulfilled by another PO, or cancel the requisition.

SUGGESTED ACTIONS ON PURCHASE ORDERS WITH PERPETUAL RECEIPT ACCRUAL (ACCRUE ON RECEIPT)

Purchase Order
Obligation Balance? Actions
Header Status

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Canceled Yes, when Receive and deliver the quantity that has been billed, but not yet
quantity delivered < quantity billed delivered.

» Receipts

Closed Yes, when No additional invoices or receiving are expected. If the quantity
quantity delivered < quantity billed or delivered is less than the quantity billed, a debit memo or credit
memo should be created.
quantity billed < quantity ordered
» Manage Invoices
Cancel remaining quantity ordered but not billed or delivered.

Closed for Invoicing Yes, when No additional invoices or receiving are expected. If the quantity
quantity delivered < quantity billed or delivered is less than the quantity billed, a debit memo or credit
memo should be created.
quantity billed < quantity ordered
» Manage Invoices
Cancel remaining quantity ordered but not billed or delivered.

Closed for Receiving Yes, when No additional invoices or receiving are expected. If the quantity
quantity delivered < quantity billed or delivered is less than the quantity billed, a debit memo or credit
memo should be created.
quantity billed < quantity ordered
» Manage Invoices
Cancel remaining quantity ordered but not billed or delivered.

Finally Closed Yes, when No further receiving/invoicing or PO adjustments can be made.

quantity delivered < quantity billed Any invoiced quantity that does not have a receipt must be
received and delivered.

» Receipts

Incomplete No, transaction has not been approved Complete and approve, or delete, or ensure budget date is in the
next year.

On Hold Yes, transaction is approved but invoices Remove hold.

or receipts are not allowed until the hold is
removed

Open Yes, when Can be carried forward.

there is remaining quantity undelivered

Pending Approval Yes, when Approve or cancel.

reservation point is submission

Pending Yes, this PO is approved but is awaiting Cancel the PO (this will return the requisition commitment).
Acknowledgement supplier approval Cancel the requisition, or obtain supplier approval.

Rejected, Withdrawn No, transaction has not been approved If created from a requisition, ensure the requisition has been
fulfilled by another PO, or cancel the requisition.

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Surplus Funds to Carry Forward
If your organization allows surplus funds to be carried forward to the next budget cycle, determine which control budget
accounts have surplus balances (funds available). To ensure the funds available balance is accurate, confirm the following.

» Commitment balance is zero, and requisitions have either been canceled or converted to purchase orders.
» Obligation balance is the amount to be carried forward. Purchase orders that are not going to be carried forward have been
processed to reverse obligations and increase funds available.

» Obligation balances from manual encumbrance journal entries have been reviewed.

For the specific budget year and control budget, review the funds available balance for each account. A sample of the Funds
Available Balance report is available on Customer Connect. You can copy and modify the sample report, or create your own.

The Funds Available Balance report shows the balances by control budget account.

The following layout is available:

» Funds available for a specific control budget and budget year

» Budget Account Balance by Budget Year

Figure 5: Budget Account Balance by Budget Year

» Budget Account Balance by Budget Period

Figure 6: Budget Account Balance by Budget Period

Automated Surplus Funds Carry Forward

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To carry forward surplus funds to the next budget year as budget amounts, use the automated Carry Forward Funds Available
Balances process from the Budgetary Control Dashboard. The Carry Forward Funds Available process is available for non-
project control budgets. This process will import as budget amounts the funds available balance from a source control budget
period to a target control budget period you select. Funds available isn’t reduced in the source control budget.

The source and target control budgets can be the same. If they are different, the target control budget must meet the following
criteria:

» Budget chart of accounts must be the same for both the source and target control budgets.
» Interval for the target control budget’s calendar must be the same or greater than the source control budget.
» For example, if the source control budget has quarters as the period interval, then the target control budget can only
have periods with intervals equal to or greater than quarters. The target control budget can’t have monthly periods.
» If hierarchies or trees are assigned to segments of the source control budget, then the same segment on the target control
budget must also be assigned a hierarchy, and must be tracked at the same or higher level.

The following table lists the process parameters:

Parameter Description

From Control Budget Carries forward surplus funds available from this control budget

From Budget Period Carries forward surplus funds available from this budget period of the control budget.

Balance Surplus funds available for the budget period is calculated with this balance type.

Target Control Budget Surplus funds available are carried forward to this control budget.

Target Budget Period Surplus funds available are carried forward to this budget period of the target control budget

Budget Account Filter Surplus funds available are carried forward to the budget accounts that match the filter conditions selected

NOTE: If the source budget of the target control budget is the source for multiple control budgets, then the import process will import the amounts
to all the control budgets that use that same source budget (assuming the budget period matches all the control budgets).

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Figure 7: Carry Forward Funds Available: Process Parameters

Budget Import Results

The budget Import, Budget Import Results Report and Budget Import Analysis Report are run automatically. Budget entries
are imported in the target budget period either as initial budget, if the budget period status is Available for Budgeting or budget
adjustments, if the budget period status is Open.

Use the Budget Import Results Report, the Budget Import Analysis Report or the Review Budget Entries page from the
Budgetary Control Dashboard to verify the budget amounts carried forward. The budget accounts and amounts can also be
verified from the Review Budgetary Control Balances page or the Funds Available Report.

Figure 8: Scheduled Processes: Carry Forward Funds Available

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Figure 9: Budget Import Results Report

Figure 10: Budget Import Analysis Report

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Figure 11: Review Budget Entries

Figure 12: Review Budgetary Control Balances

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Purchase Order Obligations
Purchase order obligation balances can be moved from one budget to another by changing the budget date of the purchase
order distribution.

Complete your reporting for obligation balances before this step if your year-end reports must reflect the obligation balance
before it is carried forward. After you run the Carry Forward Purchase Order Budgetary Control Balances process, the
obligation balance in the prior budget year will be zeroed out if the Default Date Rule setting isn’t set to system date.

Ensure that all invoices are accounted. For example, if you finally close and subsequently reopen a PO matched to an invoice before the invoice
is accounted, you will receive an error when Payables attempts to create accounting for the invoice.

Low Volume (Fine Control) Purchase Order Carry Forward

If your open purchase order volume is low, or you need to review every purchase order individually, you must do one of the
following:

» Final close and reopen the purchase order manually at the time of shipment.
» Split the distribution lines to move balances to a specific budget date.
» Use this method if the criteria for carry forward varies greatly across purchase orders.

To carry forward the budget for these purchase orders, use the Enter Budgets in Spreadsheet or Budgetary Control Budget
Import FBDI process.

Automated Purchase Order Carry Forward

For the purchase orders that don’t require individual review and manual action, use the automated carry forward process from
the Budgetary Control Dashboard.

The Carry Forward Purchase Order Budgetary Control Balances process automates the following tasks:

» Final closes purchase orders for a specific ledger and reopens them with a new budget date.
» Final closes and reopens the uninvoiced amount when accrue on receipt is set to no or the undelivered amount when
accrue on receipt is set to yes.

» Budget period must be open for both the final close and reopen budget dates.

» Optionally carries forward budget for the purchase order balance.

» Lists carry forward purchase orders and budget details.

The following table lists the process parameters:

Parameter Description

Ledger Lists the ledgers for the control budgets that the user has the privilege to view

PO Charge Account Filter Optionally run the process for a group of purchase orders by filtering on charge account segment values

Finally Close Through Budget Date Carries forward all the open purchase orders with a budget date up to this date

Reopen Budget Date Moves the purchase orders that are carried forward to this new budget date

Run Mode Preview, shows the anticipated results without carrying forward the purchase orders Final, carries forward the
purchase orders

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Parameter Description

Keep funds available unchanged for Optionally reduces budget in the carry forward from year when selected in final mode
the carry forward from year NOTE: Budget adjustments are not created for non-sponsored project control budgets when this is selected. A
manual budget adjustment can be made with information from the Carry Forward Open Purchase Order Report

Include budget for purchase orders Optionally creates budget for the purchase order obligation amounts carried forward when selected in final
in the carry forward to year mode
NOTE: Budget adjustments are not created for non-sponsored project control budgets when this is selected. A
manual budget adjustment can be made with information from the Carry Forward Open Purchase Order Report
NOTE: Budget adjustments are not created for final close or reopen for non-sponsored project CB. A manual
budget adjustment can be made with information from the Carry Forward Open Purchase Order Report

Figure 13: Carry Forward Purchase Order Budgetary Control Balances: Process Parameters

EXAMPLE OF PURCHASE ORDERS WITH PERIOD END ACCRUAL

Purchase Obligation
Budget Date Ordered Unit Price Received Invoiced
Order Balance

PO100 15-JUL-2018 8 $8 0 3 $40

PO101 22-AUG-2018 7 $3 7 7 $0

PO102 03-JAN-2019 5 $6 2 0 $30

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EXAMPLE OF PARAMETER VALUES AND PURCHASE ORDERS TO BE CARRIED FORWARD

Finally Close Reopen Keep Funds Available Include Budget for Purchase Orders Carried
Budget Balance
Through Budget Unchanged for the Carry Purchase Orders in the Forward / Obligation
/ Budget Period
Budget Date Date Forward From Year Carry Forward To Year Balance / Budget Period

31-DEC-2018 01-JAN-2019 Yes Yes PO100 / $40 / JAN-19 <$40> / DEC-18

$40 / JAN-19

31-DEC-2018 01-JAN-2019 No Yes PO100 / $40 / JAN-19 $40 / JAN-19

31-DEC-2018 01-JAN-2019 Yes No PO100 / $40 / JAN-19 <$40> / DEC-18

31-DEC-2018 01-JAN-2019 No No PO100 / $40 / JAN-19

30-JUN-2019 01-JUL-2019 Yes Yes PO100 / $40 / JUL-19 <$70> / JUN-19

PO102 / $30 / JUL-19 $70 / JUL-19

Table 1: Carry Forward Purchase Order Budgetary Control Balances with Period End Accrual

NOTE: If you plan to run the Uninvoiced Receipts process for creating the period end accrual journal entry at the end of the year, see the Period
End Accrual section. PO102 will require special handing since it has also been carried forward. For more instructions on the special handling
needed for this scenario refer to the Period End Accrual section of the Budgetary Control and Encumbrance Accounting Implementation Guide.

EXAMPLE OF PURCHASE ORDERS WITH ACCRUE AT RECEIPT

Purchase Order Budget Date Ordered Unit Price Received Invoiced Obligation Balance

PO100 15-JUL-2018 8 $8 0 3 $64

PO101 22-AUG-2018 7 $3 7 7 $0

PO102 03-JAN-2019 5 $6 2 0 $20

EXAMPLE OF PARAMETER VALUES AND PURCHASE ORDERS TO BE CARRIED FORWARD

Finally Close Reopen Keep Funds Available Include Budget for Purchase Orders Carried
Budget Balance
Through Budget Unchanged for the Carry Purchase Orders in the Forward / Obligation
/ Budget Period
Budget Date Date Forward From Year Carry Forward To Year Balance / Budget Period

31-DEC-2018 01-JAN-2019 Yes Yes PO100 / $64 / JAN-19 <$64> / DEC-18

$64 / JAN-19

31-DEC-2018 01-JAN-2019 No Yes PO100 / $64 / JAN-19 $64 / JAN-19

31-DEC-2018 01-JAN-2019 Yes No PO100 / $64 / JAN-19 <$64> / DEC-18

31-DEC-2018 01-JAN-2019 No No PO100 / $64 / JAN-19

30-JUN-2019 01-JUL-2019 Yes Yes PO100 / $64 / JUL-19 <$84> / JUN-19

PO102 / $20 / JUL-19 $84 / JUL-19

Table 2: Carry Forward Purchase Order Budgetary Control Balances with Accrue at Receipt

The Carry Forward Purchase Orders for Budgetary Control Balances program considers the purchase orders with the
following criteria:

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» Budget date of all distributions for a shipment is before the Finally Close Through Budget Date value, and is not fully billed
when accrue on receipt is set to no or not fully delivered when accrue on receipt is set to yes.
» Any purchase orders with the following criteria won’t be automatically finally closed:
» At least one distribution’s budget date is after the Finally Close Through Budget Date value.
» At least one distribution’s PO charge account doesn’t match the PO Charge Account Filter value.
» Final close or reopen doesn’t have any impact on budgetary control.
» A sponsored project control budget is impacted (balances can only be carried forward for non-sponsored project
control budgets)

 Sponsored projects are projects with an associated award.

 Non-sponsored projects are projects that don’t have an award associated to the project.

The PO Charge Account Filter allows you to manage the budget options differently for groupings of purchase orders by
specifying conditions on any of the accounting flexfield segments.

EXAMPLE OF BUDGET OPTION REQUIREMENTS

Keep Funds Available Unchanged in

Fund values Carry Forward Obligation Carry Forward Budget
Carry Forward From Year

A through D and L through S Yes Yes Yes

E through K and T through Z Yes No Yes

To achieve these requirements, you must submit the Carry Forward Purchase Order Budgetary Control Balances program
multiple times.

EXAMPLE OF SUBMISSION PARAMETERS

PO Charge Account Include Budget for Purchase Orders in the Keep Funds Available Unchanged for the
Filter Fund Values Carry Forward To Year Carry Forward From Year

Between A and D Yes Yes

Between L and S Yes Yes

Between E and K Yes No

Between T and Z Yes No

Table 3: Submission parameters

Important Considerations

The movement of the obligation to the Reopen Budget Date

» increases funds available in the carry forward from year because the obligation balance is decreased for the finally closed
budget date. If you want to keep the funds available unchanged in the carry forward from year, select this option so that the
budget balance is decreased for the finally close through budget date.

» doesn’t validate that there are sufficient funds available in the carry forward to year. If you don’t include budget for the carry
forward obligation for the reopen budget date, the purchase orders that were carried forward will consume funds from the
current budget balance for that period.

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The carry forward amount, which is the uninvoiced amount or the undelivered amount, is determined as of the time the Carry
Forward Purchase Order Budgetary Control Balances program is submitted, not as of the finally close through budget date.
To ensure the balances are carried forward properly, it is important to

» run the program as close to year end as possible.

» not open the periods in the new year for payables until after the process is completed when using period end accrual and
the default date rule setting as current transaction budget date or system date.

Figure 14: Scheduled Processes: Carry Forward Purchase Order Budgetary Control Balances

Carry Forward Purchase Order Report

Once the carry forward process completes, the Carry Forward Purchase Order report lists the budget impact of the purchase
orders that were carried forward. You can also rerun the report from the Report and Analytics task in the Financials >
Budgetary Control folder.

This report has three layouts:

» Summary

» Control Budget Impact

» Control Budget Account Impact

Summary

The summary tab displays the following:

» Number of purchase orders that are final closed and reopened for the carry forward

» Control budget amounts by period

» Budget import summary
» The budget import status will indicate cases where the budget wasn’t imported.

SUGGESTED ACTIONS ON BUDGET NOT IMPORTED

Status Description Actions

Not Attempted The budget import wasn’t attempted. Manually enter the budget amounts by control budget
Typical reasons: There is more than one control budget with the using the Enter Budgets in Spreadsheet task.
same source budget, non-sponsored project control budget

Failure There was a budgetary control validation error during the budget After correcting the validation error manually import the
import budget amounts Manually enter the budget amounts by
Typical failures: budget period isn’t open, budget adjustments control budget using the Enter Budgets in Spreadsheet
aren’t allowed task. Or by source budget using the budget interface.

» Purchase orders not carried forward

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 » If a purchase order can’t be carried forward the reason why it couldn’t be carried forward will be displayed.

SUGGESTED ACTIONS ON PURCHASE ORDERS NOT CARRIED FORWARD

Error Message Description Actions

There was a budgetary control validation

The purchase order can't be finally error during the final close of the purchase After correcting validation error,
closed because it didn't pass order. The message details include the error.
Rerun the Carry Forward Purchase Order Budgetary Control
budgetary control validations. Balances
Typical failures: control budget status isn’t in or
use, budget period isn’t open
Manually final close and then reopen the purchase order with the
new budget date

The project burden of the purchase There was a budgetary control validation After correcting validation error,
order can't be finally closed because it error for the project burden during the final Rerun the Carry Forward Purchase Order Budgetary Control
didn't pass budgetary control close of the purchase order. The message Balances
validations. details include the error.
or
Manually final close and then reopen the purchase order with the
new budget date

The purchase order can't be reopened There was a budgetary control validation After correcting validation error,
because it didn't pass budgetary error during the reopen of the purchase order. Rerun the Carry Forward Purchase Order Budgetary Control
control validations.. The message details include the error. Balances
or
Typical failures: control budget status isn’t in Manually final close and then reopen the purchase order with the
use, budget period isn’t open new budget date.

The project burden of the purchase There was a budgetary control validation After correcting validation error,
order can't be reopened because it error for the project burden during the reopen Rerun the Carry Forward Purchase Order Budgetary Control
didn't pass budgetary control of the purchase order. The message details Balances
validations. include the error.
or
Manually final close and then reopen the purchase order with the
new budget date.

There is no budgetary control activity There was no budgetary control activity No action required or
to carry forward. during final close of the purchase order Manually final close and then reopen the purchase order with the
new budget date if you want to reserve funds for this purchase
order in the new budget year.

The reopen sub process failed There was no budgetary control activity Update the control budget and rerun the Carry Forward Purchase
because it can’t find a control budget during the reopen of the purchase order Order Budgetary Control Balances.
to reserve funds. The final close sub Typical reasons: Period range of the control or
process is returned/reset to previous budget the balance is being carried
values.. When the control level is set to none correctly, manually final
forward to hasn’t been extended, control close and then reopen the purchase order with the new budget
budget hasn’t been created or. Control level date if you want the budget date to be updated to the new budget
is set to None year.

The final close sub process failed Final close of the purchase order impacted a To carry forward, manually final close and then reopen purchase
because the carry forward process is sponsored project control budget order with the new budget date
not supported for sponsored project
control budgets.

The reopen sub process failed Reopen of the purchase order impacted a To carry forward, manually final close and then reopen purchase
because the carry forward process is sponsored project control budget order with the new budget date
not supported for sponsored project
control budgets. The final close sub
process is returned/reset to previous
values.

A purchase order carry forward activity The purchase order impacted the summary Update the control budget settings so that the detail and summary
exists for the summary budget but not control budget but not the detail control control budget are consistent.
for the source budget. The budget budget as the detail control budget is set with

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Error Message Description Actions

won't be updated for the summary control level as none. The budget can’t be After correcting the setup,
budget. created as for the summary control budget Rerun the Carry Forward Purchase Order Budgetary Control
since it comes from the detail control budget. Balances
or
Manually final close and then reopen the purchase order with the
new budget date

A purchase order carry forward activity The purchase order impacted the detail Update the control budget settings so that the detail and summary
exists for the source budget but not for control budget, but didn’t impact the summary control budget are consistent.
the summary budget. The budget control budget and therefore isn’t created as After correcting the setup,
should not be updated for the the budget balances will be out of sync.
summary budget. Rerun the Carry Forward Purchase Order Budgetary Control
Balances
or
Manually final close and then reopen the purchase order with the
new budget date

The schedule cannot be finally closed The budget date of one of the distributions is No action required.
because the distribution budget date is after the budget date selected for the final or
after the carry-forward cutoff date. close
If some of the distributions are before the budget date, manually
final close and then reopen purchase order with the new budget
date

The purchase order can't be finally The PO charge account of one of the Rerun the Carry Forward Purchase Order Budgetary Control
closed because the PO charge distributions doesn’t match the PO Charge Balances with the correct PO Charge Account Filter values
account doesn't match the account Account Filter values selected. or
selection criteria that's specified for
this process. Manually final close and then reopen the purchase order with the
new budget date

Figure 15: Carry Forward Summary

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Control Budget Impact

The Control Budget Impact tab lists:

» Control budget amount impact by period

» Control budget amount impact by budget account and period

» Details of the purchase orders carried forward

» Purchase Order Error Details
» Excluded Purchase Order Details due to Finally Close Through Date or Purchase Order Charge Account Filter

Figure 16: Control Budget Impact

Control Budget Account Impact

The Control Budget Account Impact tab lists:

» Control budget amount impact by budget account and period

» Control budget amount impact by budget account and the purchase orders carried forward
» Details of the purchase orders carried forward by control budget and budget account

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Figure 17: Control Budget Account Impact

Budget Import Results

The budget import and the Budget Import Results Report are run automatically when the Include Budget for Purchase Orders
option is selected for the carry forward process. Use the Budget Import Results Report or the Review Budget Entries page
from the Budgetary Control Dashboard to verify the budget amounts carried forward are correct.

Figure 18: Budget Import Results Report

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Figure 19: Review Budget Entries

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Projects Control Budgets
The budget balances for Projects control budgets are maintained in Projects Portfolio Management and synchronized to
budgetary control using the baseline process.

Carry Forward Purchase Order Budgetary Control Balances process does not automatically update the budget balances for
non-sponsored projects as the budget change must originate from the projects budgets.

Expenditure Item date is maintained during the Carry Forward Purchase Order Budgetary Control Balances process, only the
budget date on the purchase order distribution is updated by the process.

Accounting

Encumbrance Accounting

When encumbrance accounting is enabled, you must also run the Create Accounting process after the Carry Forward
Purchase Order Budgetary Control Balances process completes. This process creates the encumbrance journals in general
ledger moving the purchase order balances to the new period.

Figure 20: Journal Entries to Carry Forward Purchase Orders: Final Close and Reopen Finally Close

Period End Accrual

The Period End Accrual process generates subledger accounting entries to accrue expenses for uninvoiced receipts at end of
period for reporting purposes. The accrual entries are reversed at the beginning of the next period. The following scenario
requires some special handling and only applies if all three criteria are met:

» You use period end accrual and have Budgetary Control enabled for the period end accrual journal entries.
» You are carrying forward purchase order obligations in Budgetary Control to a new year,
» You have purchase orders that you are carrying forward where the quantity delivered is greater than the quantity billed. (If
all of the purchase orders that you are carrying forward have quantity delivered equal to or less than quantity billed, and
there is nothing to accrue, then the following steps do not apply.)

For more instructions on the special handling needed for this scenario refer to the Period End Accrual section of the
Budgetary Control and Encumbrance Accounting Implementation Guide.

Other Obligation Balances Single Accounting Year Control Budgets

Obligation amounts can originate from manual encumbrance journal entries in the general ledger with the encumbrance type
of Obligation. There could also be obligation amounts not carried forward depending on the accrual method and also if the
quantity delivered is greater or less than the quantity billed. Run the Trial Balance Report for the encumbrance balance type to
review if there is a remaining obligation balance.

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To keep the budgetary control and accounting balances synchronized for control budgets with periods that span one
accounting year or less, create a journal entry to move the desired account balance to the new period.

24 | BUDGETARY CONTROL CARRY FORWARD

1. Run the Trial Balance Report.

Figure 21: Trial Balance Report: Process Details

Figure 22: Trial Balance Report

25 | BUDGETARY CONTROL CARRY FORWARD

2. Create the manual journal entry to carry forward the balances.

Figure 23: Manual Journal Entry to Carry Forward the Balance

3. Verify the amounts in reports or Review Budgetary Control Balances page from the Budgetary Control Dashboard.

Other Obligation Balances Cross Accounting Year Control Budgets

The encumbrance balances for income statement accounts are reset to zero in the general ledger when the next accounting
year begins. When all control budgets have periods that span more than one accounting year, to keep the accounting and
budgetary control balances synchronized, run the Encumbrance Year-End Carry Forward task on the Budget Manager
Dashboard. This process only moves the accounting balances and has no effect on the budgetary control balances. When
some control budgets have periods that span one accounting year or less and some control budgets have periods that span
more than one accounting year, special consideration will need to be made to make sure the accounting and budgetary
control balances are synchronized for all control budgets.

26 | BUDGETARY CONTROL CARRY FORWARD

27 | BUDGETARY CONTROL CARRY FORWARD
Reporting and Inquiry
After the carry forward process, you can verify the impact on transactions and balances, and report on how the carried
forward funds are expended. You can also review the carry forward actions using the document history of the purchase order.

Example

Purchase order 89 was carried forward from 2015 to 2016 affecting control budgets VCity FY 2015 and VCity FY 2016
respectively. The budget date on the purchase order will be the carry forward date. For PO 89, this date is 1/1/16.
The document history is as follows:

Figure 24: Document History of a Purchase Order

Use the Budgetary Control Analysis report to review the three new transaction actions for the carry forward:

» Carry forward final close purchase order

» Reverses the obligation from the prior period

» Carry forward reopen purchase order

» Reinstates the obligation into the new period

» Carry forward budget adjustment

» Carries forward the budget for the corresponding obligation

Figure 25: VCity FY 2015 Budgetary Control Analysis Report

28 | BUDGETARY CONTROL CARRY FORWARD

Figure 26: VCity FY 2016 Budgetary Control Analysis Report

29 | BUDGETARY CONTROL CARRY FORWARD

Budget Consumption of Carried Forward Transactions
If you didn’t include budget for the carried forward transactions, the transaction will consume funds available from your new
budget. You can increase the funds in the new budgets through reversals and cancellation of the carried forward transactions.

For the liquidation of carried forward transactions, the application will use one of the following dates depending on the Default
Date Rule setting for the business unit:

» Prior related transaction budget date (which for carried forward transactions has changed to the new budget date)
» Current transaction budget date
» System date

Conclusion
At the end of the budget cycle, determine how to process surplus funds and open transactions. Review open transactions and
determine which action is required based on the legal or management policies. Change the budget date for open purchase
orders manually or use the automated process to move multiple open purchase orders to a new budget date.

30 | BUDGETARY CONTROL CARRY FORWARD

Appendix A: Case Studies Year End Processing

The City of Sunshine

The City of Sunshine is in North America and has 1 year budgets with budget year from Jul-1 to June-30. Spending is budgetary controlled at the project and the general
ledger account level.

Budget ordinance allows for some purchase order obligation and the equivalent budget amounts to be carried forward into the next year. Surplus funds are cannot be carried
forward to the new year.

At year end the following business processes occur that impact the budget and funds available balances.

» requisitions are cancelled

» purchase receipts that are not invoiced are accrued

» purchase orders that do not meet the budget ordinance for continuation into the next year are cancelled

Since purchasing and payables invoicing processes are centralized however receipt entry is decentralized, the finance department includes cross subject area experts in the
year end planning.

Preparing for Purchase Order Carryforward

In order to prepare for the PO Carryforward Process, City of Sunshine begins planning the year end close process and identifies the key participants in the process and the
steps performed. From April 1 to April 30, the Year-End Close committee meets to discuss deadlines and begin the planning process. The committee consists of:

» Savannah (General Accounting Manager)

» Sally (Budget Manager)

» Brett (Purchasing Manager)

» Mike (Accounts Payable Manager)

» Key Subject Matter Experts

Three key phases are identified in the process:

» Preparation stage: Stage where key tasks will be performed to get ready for the Carry Forward Purchase Order Budgetary Control Balances process (60 + days prior
to fiscal year end).

» Process stage: Stage where key processes (Create Uninvoiced Receipt Accrual and Carry Forward Purchase Order Budgetary Control Balances) are run (first 1-2
days after fiscal start date).

31 | BUDGETARY CONTROL CARRY FORWARD

 » Completion stage: Stage where any remaining tasks after successfully running the Carry Forward Purchase Order Budgetary Control Balances process are completed
(1 + days after process is run).

32 | BUDGETARY CONTROL CARRY FORWARD

Key tasks by participant by stage are identified below:

Preparation stage: May 1 to June 30

Department End Users Purchasing Manager (Brett) Accounts Payable Manager General Accounting Budget Manager (Sally)
(Mike) Manager (Savanah)

» Ensure that all due dates » Unarchiving the Budgetary

are clearly communicated Control Carry Forward
and that Department end Sample Reports and
users have entered all modifying the reports as
receipts into the desired and reviewing
application. output

» Identify requisitions that » Close all purchase orders » Ensuring that the June
are no longer needed and that have expired, closure (from) period and July (to)
request closure from has been requested by periods are open in
purchasing staff. departments, or purchase Budgetary Control.
orders with small balances
» Identify purchase orders
without uninvoiced
that are no longer needed
receipts.
and request closure from
purchasing staff.

» Ensure that all uninvoiced

expenses are properly
received in the application

» Ensure that any pending » Complete or cancel all

change orders are entered pending change orders on
and approved. purchase orders.

» Cancel requisitions
requested from
department staff.

33 | BUDGETARY CONTROL CARRY FORWARD

 » Ensure that all open » Ensure that all accounts » Establishing the » Establishing the budget
purchase requisitions are payable invoices that are accounting calendar for the calendar for the next fiscal
converted to purchase matched to a purchase next fiscal year. year.
orders. order and receipt are paid.
» Opening the encumbrance » Loading the next fiscal
» Analyzing purchase orders period for the next fiscal year budget into Budgetary
with Remaining Obligation year. Control, while in Available
Balances on reports such for Budgeting Status and
as Purchase Order Control verifying output.
Budget Balances Report
included in the Budgetary
Control Carry Forward
Sample Reports.

» Request production be » Testing the Carry Forward

copied to test pod Purchase Order Budgetary
Control Balances process
in a testing environment to
determine what
parameters will be
selected when she is
ready to run the process in
Production

» Ensuring that all key

participants are available
to address any errors
when running the process
(General Accounting
Manager, Accounts
Payable Manager,
Purchasing Manager, and
any other relevant
individuals).

» Ensure that no new » Ensure that no new » Running the Create » Receiving confirmation
transactions (purchase accounts payable invoices Uninvoiced Receipt from Mike that all accounts

34 | BUDGETARY CONTROL CARRY FORWARD

 requisitions, change » Ensure that no new that will be matched to a Accrual process to record payable invoices that have
orders, invoices) are purchase requisitions are purchase order are an accrual journal entry for been matched to a
submitted until receiving entered, no new change entered or paid. all purchase order purchase order and receipt
communication from Sally. orders are created, and no expenses that have been have been paid.
» Being available to answer
new receipts of goods or received but not yet
any questions or address » Receiving confirmation
services are created. invoiced.
any transaction issues that from Savannah that the
» Being available to answer may be found while » Reviewing output of the Create Uninvoiced Receipt
any questions or address running the process. Create Uninvoiced Receipt Accrual process has
any transaction issues that Accrual process and completed successfully.
may be found while communicating successful
» Receiving confirmation
running the process. completion of the process
from purchasing that there
to Sally.
are no pending change
» Running and reviewing the orders or active purchase
requisitions.
» Create Accounting process
for Receipt Accounting and » Running the Carry
posting the activity to the Forward Purchase Order
General Ledger. Budgetary Control
Balances process in Draft
» Being available to answer
mode, reviewing the output
any questions or address
of the process, and
any transaction issues that
request corrections for any
may be found while
errors identified.
running the process.
Corrections that required
could include cancelling or
completing any pending
change orders or
cancelling or paying any
pending project accounts
payable invoices.

» Receiving confirmation
from the City Manager to
approve processing the
budget adjustment based
upon the output of the

35 | BUDGETARY CONTROL CARRY FORWARD

 initial process run in Draft
mode.

» Once all errors identified

are corrected on July 2
and after business hours
to not disturb any in
progress transactions,
Sally runs the process in
final mode with the
parameters of option B as
City of Sunshine does not
require Council approval
for the budget adjustment
related to the
encumbrances carried
forward to the following
fiscal year.
» Notifying end users that
the Carry Forward
Purchase Order Budgetary
Control Balances has
successfully completed.

» Notifying end users that

they may now submit
invoices for the new fiscal
year on the re-opened
purchase orders

» Resuming normal » Resuming normal » Resuming normal » Continuing to analyze » Closing the prior year
transaction processing. transaction processing. transaction processing. activity during the normal budget period(s).
fiscal year end close
» Entering and submitting » Completing all change » Determining whether
process.
change orders to close the orders to close the prior carrying forward project
prior year lines and re- year lines and re-open related purchase orders is
open new lines with the new lines with the new required as project related

36 | BUDGETARY CONTROL CARRY FORWARD

 new fiscal year budget fiscal year budget date for purchase order are
date for project related project related purchase excluded from the process.
purchase orders not orders not included in the Since City of Sunshine
included in the Carry Carry Forward Purchase utilizes Project Portfolio
Forward Purchase Order Order Budgetary Control Management and has a
Budgetary Control Balances process. Project Control Budget,
Balances process. Sally determines that
carrying forward the
project related purchase
orders is required because
project transactions are
included in their main
government control
budget.
» Sally requests department
end users to process
change orders to close the
prior year lines and re-
open new lines with the
new fiscal year budget
date.

37 | BUDGETARY CONTROL CARRY FORWARD

Process Stage: July 1- 2

Date Budget Manager (Sally)

July 1 » Establishing the budget calendar for the next fiscal year.

» Loading the next fiscal year budget into Budgetary Control, while in Available for Budgeting Status and verifying output.
» Unarchiving the Budgetary Control Carry Forward Sample Reports and modifying the reports as desired and reviewing output.

» Ensuring that the June (from) period and July (to) periods are open in Budgetary Control.
» Ensuring that all key participants are available to address any errors when running the process (General Accounting Manager, Accounts Payable
Manager, Purchasing Manager, and any other relevant individuals).

Testing the Carry Forward Purchase Order Budgetary Control Balances process in a testing environment to determine what parameters will be
selected when she is ready to run the process in Production. During testing, she runs the process in Draft mode for one PO Charge account which
has one purchase order equal to $1,000 to consider the options for a budget adjustment that is available.

She reviews the output of the process and compares the options below:
Budget Adjustment Encumbrance
Keep funds available Include budget for purchase Year 1 Year 2 Year 1 Year 2
unchanged in the carry orders in the carryforward to
forward from year year
Option A Yes Yes -$1,000 $1,000 -$1,000 $1,000
Option B No Yes $0 $1,000 -$1,000 $1,000
Option C Yes No -$1,000 $0 -$1,000 $1,000
Option D No No $0 $0 -$1,000 $1,000

July 2 » Receiving confirmation from Mike that all accounts payable invoices that have been matched to a purchase order and receipt have been paid.
» Receiving confirmation from Savannah that the Create Uninvoiced Receipt Accrual process has completed successfully.

» Receiving confirmation from purchasing that there are no pending change orders or active purchase requisitions.

38 | BUDGETARY CONTROL CARRY FORWARD

 » Running the Carry Forward Purchase Order Budgetary Control Balances process in Draft mode, reviewing the output of the process, and request
corrections for any errors identified. Corrections that required could include cancelling or completing any pending change orders or cancelling or
paying any pending project accounts payable invoices.

» Receiving confirmation from the City Manager to approve processing the budget adjustment based upon the output of the initial process run in
Draft mode.
» Once all errors identified are corrected on July 2 and after business hours to not disturb any in progress transactions, Sally runs the process in
final mode with the parameters of option B as City of Sunshine does not require Council approval for the budget adjustment related to the
encumbrances carried forward to the following fiscal year.

» Notifying end users that the Carry Forward Purchase Order Budgetary Control Balances has successfully completed.

» Notifying end users that they may now submit invoices for the new fiscal year on the re-opened purchase orders.

Completion Stage: July 3rd

Budget Manager (Sally)

» Closing the prior year budget period(s).

» Determining whether carrying forward project related purchase orders is required as project related purchase order are excluded from the process. Since City
of Sunshine utilizes Project Portfolio Management and has a Project Control Budget, Sally determines that carrying forward the project related purchase orders
is required because project transactions are included in their main government control budget. Sally requests department end users to process change orders
to close the prior year lines and re-open new lines with the new fiscal year budget date.

39 | BUDGETARY CONTROL CARRY FORWARD

City of Marquee

City of Marquee recognizes that the Carry Forward Purchase Order Budgetary Control Balances is a collaborative process that crosses subject areas and
incorporates this discussion into the year-end close planning.

The City of Marquee

» fiscal year end date is June 30.

» uses a two-way match in accounts payable and does not utilize receiving.
» centralized accounts payable function.
» does not accrue for uninvoiced receipt transactions at fiscal year-end, instead accounts payable accrual is based upon invoices paid after year-end.
» allows departments to submit accounts payable invoices that need to be accrued back to the prior fiscal year until July 31.
» budget ordinance requires the budget adjustment for carried forward purchase orders to be approved by City Council as an agenda item.
» City of Marquee utilizes the Project Portfolio Management module but does not include Project transactions in their Control Budgets. Budgetary reporting for
projects exists in the Project Portfolio Management module.

Preparing for Purchase Order Carryforward

In order to prepare for the PO Carryforward Process, City of Marquee begins planning the year end close process and identifies the key participants in the process
and the steps performed. From April 1 to April 30, the Year-End Close committee meets to discuss deadlines and begin the planning process. The committee
consists of:

» Jennifer (General Accounting Manager)

» Richard (Budget Manager)

» Sarah (Purchasing Manager)

» Zoe (Accounts Payable Manager)

» Key Subject Matter Experts

Three key phases are identified in the process:

40 | BUDGETARY CONTROL CARRY FORWARD

 » Preparation stage: Stage where key tasks will be performed to get ready for the Carry Forward Purchase Order Budgetary Control Balances process (60 +
days prior to fiscal year end to accounts payable accrual date).

» Process stage: Stage where key processes (Carry Forward Purchase Order Budgetary Control Balances) are run (1-2 days after final accounts payable
accrual process completion).

» Completion stage: Stage where any remaining tasks after successfully running the Carry Forward Purchase Order Budgetary Control Balances process are
completed (1 + days after process is run).

Key tasks by participant by stage are identified below:

Preparation stage - From May 1 to July 24

General Accounting
Department End Users Purchasing Manager (Sarah) Payables Manager (Zoe) Budget Manager (Richard)
Manager (Jennifer)

» Identify purchase orders that » Close all purchase orders that » Ensure that all accounts » Ensure that all due dates » Establishing the budget
are no longer needed and have expired, closure has payable invoices that will be are clearly calendars for the next fiscal
request closure from been requested by accrued back to the prior communicated. year.
purchasing staff. departments, or purchase year are entered with the
» Establishing the » Loading the next fiscal year
orders with small balances. accounting and budget dates
» Ensure that any pending accounting calendar for budget into Budgetary
in the June period or closing
change orders are entered » Ensure that all open purchase the next fiscal year. Control, while in Available
fiscal year.
and approved. requisitions are converted to for Budgeting Status and
» Opening the
purchase orders. » Reconciling and closing the verifying output.
» Submit all accounts payable encumbrance period for
accounts payable module for
invoices that will be accrued » Complete or cancel all the next fiscal year. » Ensuring that the June
the June period.
by to the prior fiscal year pending change orders on (from) period and July (to)
timely. purchase orders. periods are open in
Budgetary Control.
NOTE: To allow time for Analyzing purchase orders with
purchasing and accounts Remaining Obligation Balances » Unarchiving the Budgetary
payable to process Control Carry Forward
on reports such as Purchase
transactions, City of Marquee Sample Reports and
sets department end user dates Order Control Budget Balances modifying the reports as
one week prior to purchasing Report included in the

41 | BUDGETARY CONTROL CARRY FORWARD

and accounts payable due Budgetary Control Carry desired and reviewing
dates. Forward Sample Reports output.

NOTE: If a department end user » Ensuring that all key

identifies an invoice in July for participants are available to
address any errors when
services or goods received in
running the process
July that will be matched to a (General Accounting
purchase order not yet carried Manager, Accounts Payable
forward, the end user can select Manager, Purchasing
from the following options: Manager, and any other
relevant individuals).
» Create a new purchase
requisition that is added to a » Testing the Carry Forward
prior year purchase order Purchase Order Budgetary
with budget dates equal to Control Balances process in
the new fiscal year. Once the a testing environment to
purchase requisition is determine what parameters
converted and added to the will be selected when she is
exiting purchase order, the ready to run the process in
department end user can Production. During testing,
submit the invoice to he runs the process in Draft
accounts payable for mode for one PO Charge
payment. account which has one
purchase order equal to
» End user can wait until the $1,000 to consider the
Carry Forward Purchase options for a budget
Order Budgetary Control adjustment that is available.
Balances process is He reviews the output of the
complete to submit the process and compares the
invoice to accounts payable options below:
for payment.

42 | BUDGETARY CONTROL CARRY FORWARD

Carryforward Draft Run Comparisons
Budget Adjustment Encumbrance
Keep funds available Include budget for purchase Year 1 Year 2 Year 1 Year 2
unchanged in the carry orders in the carryforward to
forward from year year
Option A Yes Yes -$1,000 $1,000 -$1,000 $1,000
Option B No Yes $0 $1,000 -$1,000 $1,000
Option C Yes No -$1,000 $0 -$1,000 $1,000
Option D No No $0 $0 -$1,000 $1,000

Process stage - From August 1 – 2

General Accounting
Department End Users Purchasing Manager (Sarah) Payables Manager (Zoe) Budget Manager (Richard)
Manager (Jennifer)

» Ensure that no new » Ensure that no new purchase » Ensure that no new accounts » Being available to » Receiving confirmation from
transactions (purchase requisitions are entered, no payable invoices that will be answer any questions or Zoe that all accrued
requisitions, change orders, new change orders are matched to a purchase order address any transaction accounts payable invoices
invoices) are submitted until created. are entered or paid. issues that may be found have been paid and the
receiving communication from while running the accounts payable period is
» Being available to answer » Being available to answer
Richard. process. closed.
any questions or address any any questions or address any
transaction issues that may transaction issues that may » Receiving confirmation from
be found while running the be found while running the purchasing that there are no
process. process. pending change orders or
active purchase requisitions.

» Running the Carry Forward

Purchase Order Budgetary
Control Balances process in
Draft mode, reviewing the
output of the process, and
request corrections for any
errors identified.

43 | BUDGETARY CONTROL CARRY FORWARD

 Corrections that required
could include cancelling or
completing any pending
change orders or cancelling
or paying any pending
project accounts payable
invoices.

» Once all errors identified are

corrected on August 1 and
after business hours to not
disturb any in progress
transactions, Richard runs
the process in final mode
with the parameters of
option D as City of Marquee
requires Council approval
for the budget adjustment
related to the
encumbrances carried
forward to the following
fiscal year.

» Notifying end users that the

Carry Forward Purchase
Order Budgetary Control
Balances has successfully
completed.
» Notifying end users that
they may now submit
invoices for the new fiscal
year on the re-opened
purchase orders.

44 | BUDGETARY CONTROL CARRY FORWARD

Completion stage - From August 3
Department End Users
Purchasing Manager (Sarah) General Accounting
Payables Manager (Zoe) Budget Manager (Richard)
Manager (Jennifer)

» Resuming normal transaction » Analyzing activity during » Close the prior year budget period(s).
processing. the normal fiscal year end
» Preparing a budget adjustment for the purchase orders that were carried forward to the next
close process.
fiscal year after approval is received from the City Council.
» Determining whether carrying forward project related purchase orders is required as project
related purchase order are excluded from the process. Since City of Marquee utilizes Project
Portfolio Management for project budget to actual reporting and does not utilize a Project Control
Budget, Richard determines that carrying forward the project related purchase orders is not
required.

45 | BUDGETARY CONTROL CARRY FORWARD

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