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Use

When you carry out year-end closing for the last fiscal year that you are using Former Budgeting, you must also decide how you want to migrate the corresponding carryover documents to BCS.

Budget carryover documents normally have two parts, corresponding to the budget processes involved:

  • A sender part in the previous year (the residual budget amount is subtracted from this)

  • A receiver part in the new year (the residual budget amount is added to this)

Updating BCS after the year-end closing process should involve the sender year if you are interested in migrating data from a previous year, as well as the receiver year, since this is the current year’s data for BCS.

Since document migration normally deals with data entered since BCS activation and totals migration deals with data entered before BCS activation , you may have to run both migration programs in order to migrate the full result of the year-end closing process.

To simplify the procedure, you can activate the full migration of carryover documents (see section “Procedure” below), in order to automatically migrate the document data for the last FB year that FB is used, when dealing with carryover documents during the document migration.

Prerequisites

  • You have activated BCS .

  • You have carried out fiscal year-end closing for the last fiscal year that you are using Former Budgeting (FB).

Features

Several options are available to migrate in BCS the result of the year end closing process:

Manual update of BCS

If only a few documents are generated during the year-end closing process, one solution could be to enter these documents manually in BCS. However, in this case there will be no automated link between the FB document and the BCS document. Similarly, you may need to reproduce in BCS all changes to be made in Former Budgeting.

Rerun totals and documents migration after the year end closing process

When you run the year-end closing process in Former Budgeting, you should rerun migration in one of the following ways:

  • On a totals basis for the last year before BCS activation

  • On a document basis for the first year of BCS use. In this case, data will be imported with the process “SUPL” (supplement), since BCS does not support an unbalanced carryover.

Note that is sufficient to run a delta migration for documents, and to process only the funds involved via the year-end process.

You can also migrate the data of the first BCS year on a totals level to a frozen version, and copy afterwards to the active version within BCS. Note that the budgeting process will be overwritten with the process ENTR. This is only necessary if you do not carry out document migration for the first year in which you are using BCS.

Delta document migration with full processing of carryover documents

You can activate a special handling of year-end closing data, by migrating fully the carryover documents. In this case, totals migration does not consider the lines corresponding to the year-end closing process for the last year before BCS activation. On the other hand, document migration will consider the whole document (including the sender part) for all data linked to the carryover in the first BCS year.

This means that it is sufficient to run a delta document migration after year-end closing has taken place in Former Budgeting. Additionally, this will allow the system to create real carryover documents.

Note Note

This procedure is valid for all carryover data, provided one of the fiscal years involved is the first BCS year and the other is the last FB year.

End of the note.

Procedure

  1. Go to the Implementation Guide menu:   Funds Management Government   Budget Control System   Budget Control System   BCS Budgeting   Migration of Former Budgeting to BCS   Activate Full Migration for Carryover Documents,   and checkmark the column Carryover for the FM area you are working with.

  2. Note that the sender year is the last year before BCS activation, and that carryover data is ignored during totals migration, but is included in document migration if the receiver year is a BCS year.

  3. Save your entries.

  4. Continue with “delta document migration” after each year-end closing process done in FB.

Result

Your carryover documents have been migrated to BCS, with both the sender and the receiver part. For details, see Document-Based Migration .