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 these 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.
This 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 order shipments by filtering on charge account segment values. |
|
Finally Close Through Budget Date |
Carries forward all the open purchase order shipments with a budget date up to this date. |
|
Reopen Budget Date |
Moves the purchase order shipments 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. |
|
Keep funds available unchanged in the carry forward from year |
Optionally reduces budget in the carry forward from year when selected in final mode. Note: Selecting this option does not reduce the budget for project and EPM control budgets because updates to budget balances must originate from the source module. A manual budget update can be made with the information from Carry Forward Purchase Orders Report. |
|
Include budget for purchase orders in the carry forward to year |
Optionally creates budget for the purchase order obligation amounts carried forward when selected in final mode. Note: Selecting this option does not create the budget for project and EPM control budgets because updates to budget balances must originate from the source module. A manual budget update can be made with the information from Carry Forward Purchase Orders Report. |
|
Classify Carried Forward Budget As |
Determines whether the budget created in carry forward to year is classified as initial budget or budget adjustment. |
Example of Purchase Orders With Period End Accrual
| Purchase Order | Schedule | Budget Date | Ordered | Unit Price | Received | Invoiced | Obligation Balance |
| PO100 | 1 |
15-JUL-2018 |
8 |
$8 |
0 |
3 |
$40 |
|
PO101 |
1 |
22-AUG-2018 |
7 |
$3 |
7 |
7 |
$0 |
|
PO102 |
1 |
03-JAN-2019 |
5 |
$6 |
2 |
0 |
$30 |
|
PO103 |
1 |
15-AUG-2019 |
6 |
$4 |
0 |
0 |
$24 |
|
PO103 |
2 |
19-JAN-2020 |
5 |
$3 |
0 |
0 |
$15 |
Example of Parameter Values And Purchase Orders To Be Carried Forward
| Finally Close Through Budget Date | Reopen Budget Date | Keep Funds Available Unchanged for the Carry Forward From Year | Include Budget for Purchase Orders in the Carry Forward To Year | Purchase Orders Carried Forward / Obligation Balance / Budget Period | Budget 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 PO102 / $30 / JUL-19 |
<$70> / JUN-19 $70 / JUL-19 |
|
31-DEC-2019 |
01-JAN-2020 |
No |
No |
PO100 / $40 / JAN-20 PO102 / $30 / JAN-20 PO103 (Schedule 1) / $24 / JAN-20 |
<$70> / JUN-19 $70 / JUL-19 |
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 Through Budget Date | Reopen Budget Date | Keep Funds Available Unchanged for the Carry Forward From Year end | Include Budget for Purchase Orders in the Carry Forward To Year | Purchase Orders Carried Forward / Obligation Balance / Budget Period | Budget 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 PO102 / $20 / JUL-19 |
<$84> / JUN-19 $84 / JUL-19 |
The Carry Forward Purchase Orders for Budgetary Control Balances program considers the purchase orders with these criteria:
- 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 order shipments with the following criteria won’t be automatically
carried forward:
- 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.
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
| Fund values | Carry Forward Obligation | Carry Forward Budget | Keep Funds Available Unchanged in 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 Filter Fund Values | Include Budget for Purchase Orders in the Carry Forward To Year | Keep Funds Available Unchanged for the 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 |