Understanding Job Forecast Review and Approval
After you create a job forecast and have verified that the data is complete, you can set the status of the forecast to In Review or Approved.
Typically, a forecast moves from Open to In Review (50). The managers who must approve the forecast can review the data, and determine whether any changes need to be made before it can be approved. If no changes are required, the forecast can be moved to a status of Approved (90).
(Release 9.2 Update) Additionally, users can set up the P51F100 program to specify an alternate ledger type to use for updating the final projected amount for the forecast. If this option is used, you can change the status of the forecast to Approved for Alternate Ledger (95) after it has been moved to Approved (90). This option populates the alternate ledger type with the projected final amount for the entire forecast.
If changes are required, the processing options in the P51F100 are used to determine whether those changes can be made while the forecast is at the In Review status (50). If changes are allowed, the user can make the changes and then notify the managers that the changes are available for review (if another review is required) or set the status to Approved, and if necessary, then to Approved for Alternate Ledger. If changes are not allowed, the user must move the forecast back to Open, make the changes, and then move the forecast to In Review, and then to Approved, and if necessary, then to Approved for Alternate Ledger.
The typical status flow for a forecast is to move from Open, to In Review, to Approved, and then optionally, to Approved for Alternate Ledger. The system requires that a forecast be at status 50 before moving to status 90. Additionally, you can only enter status 95 after a forecast is at status 90. For example, you can not move a forecast from Open directly to Approved, but you can move a forecast from Approved to Open or In Review.
To change the status of a forecast to In Review, Approved, or Approved for Alternate Ledger, you can:
Manually change the status on the Edit Job Forecast form (P51F100).
Run the Update Job Forecast Status program (R51F110).
The system allows you to have multiple forecasts at an Open status for the same job and fiscal period. However, the system allows you to have only one forecast at In Review (50), Approved (90), or Approved for Alternate Ledger (95) status for the same job and fiscal period. Therefore, if you attempt to move multiple forecasts to status 50, 90, or 95 using the R51F110, the system will process only the first forecast record, based on the data selection and sequencing. The remaining forecast records will remain at Open status.
Similarly, if you attempt to manually change the status of a forecast to 50, 90, or 95, and a forecast at one of those statuses already exists for that job and fiscal period, the system will not allow the update.
(Release 9.2 Update) You can only move a forecast to status 95 if it is at a status 90. Therefore, you must first approve the budget by moving it to status 90 before you can approve it for alternate ledger, and move it to status 95. This is true whether you are manually updating the status, or using the R51F110 to update the status.
When you change the status of a forecast to In Review (50), the system:
Determines whether a change in status is allowed. The system determines this based on the following:
The date in the Thru G/L Date field of the forecast
The current period
The G/L constants
For example, if you are attempting to move a forecast that has a Thru G/L Date in a previous period, and the G/L constants are set to not allow updates to the F0902 for a previous period, the system displays an error or warning.
Writes or updates records in the following tables:
Creates a new record in the Job Forecast Header History table (F51F120).
Creates new records in the Job Forecast Detail History table (F51F125).
Updates the status of the forecast record in the Job Forecast Header table (F51F100).
Updates records in the Account Balances table (F0902) and the Account Ledger table (F0911) with the forecasted amounts for the forecast ledger types (EAC, ETC, TBC, FB) as defined in the processing options of the P51F100.
Uses the processing option settings from the Work With Job Forecast program (P51F100) to determine whether updates can be made to the forecast.
When you change the forecast status to Approved (90), either manually on the Edit Job Forecast form or using the Update Job Forecast Status program (R51F110), the system performs all of the same actions as when you move to the In Review status, but can also update the projected final amounts and field progress amounts for ledger types HA, HU, FA and FU in the F0911 and F0902. The system also updates the MOC in the F0901, if it was changed to W, Y, Z, or I on the forecast. Whether this information is updated in the F0911, F0902, and F0901 when the forecast is moved to Approved status is controlled by processing options on both the P51F100 and the R51F110.
The forecast must be at a status 50 before you can move it to status 90.
If you choose not to automatically update the projected final amounts to the F0911 and F0902 when the forecast is moved to Approved status, you can run the Update Projected Final for Forecast Method of Computation program (R51F130) to update these tables for all cost code lines that contain a W, Y or Z method of computation.
(Release 9.2 Update) When you change the forecast status to Approved for Alternate Ledger (95) the system calculates the projected final amount for all accounts included on the forecast, and updates the ledger type that is specified in the Alternate Ledger Type processing option on the P51F100. If you do not have a value in this processing option, moving the status to 95 has no impact on the forecast. Note that you would populate the alternate ledger for use with the Profit Recognition Build program (R51800). See Generating Profit Recognition Date in the JD Edwards EnterpriseOne Applications Job Cost Implementation Guide for additional information.
If your organization uses user-defined method of computation, you can also run the Update Projected Final for User Defined MOC program (R51F140). This program updates the F0911 and F0902 for all cost code lines in the forecast that contain a user-defined method of computation. Note that you can also specify a version of the R51F140 in the processing options of the R51F130 so that the system automatically runs the R51F140 each time you run the R51F130. See Updating Projected Final Amounts for User-Defined Method of Computation Cost Codes for additional information.
You use data selection to determine which forecasts to include in the process.
If you change a job forecast status from a higher value (for example, Approved) to a lower value (for example, Open) after you have updated the F0902 and F0911 records, the system issues the following warning:
You are attempting to change the status of the forecast from Approved or In Review after the account balances have already been updated with the job forecast and projected final amounts and units (HA and HU ledger types). This change will not remove or update the account balances for the job forecast and projected final amounts and units ledgers. The system will adjust the account balances the next time the forecast is moved to Approved or In Review status.
You can make the change, if necessary. However, the system will not update the records in the F0911 or F0902 until you move the status of the forecast back to In Review or Approved.