(FRA) Process purchase order encumbrances and commitments at year end (Public sector)

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Before beginning the year-end process for purchase orders and commitments, review Process purchase orders at year end. This topic explains the differences between the process as described there and the process used by public sector entities in France.

Note

This topic has been updated to include information about features that were added or changed in the following hotfix for Microsoft Dynamics AX 2012 R3 Cumulative Update 8: KB3047235

Commitments are available only if the following conditions are met:

  • The Public Sector configuration key is selected.

  • The French regulatory configuration subkey is selected.

  • In Microsoft Dynamics AX 2012 R3 Cumulative Update 8, the Commitments (France) regulatory document type is selected in the Budget parameters form, when the following hotfix is installed: KB3047235

  • In cumulative update 7 for Microsoft Dynamics AX 2012, the Use French public sector accounting rules check box is selected in the Budget parameters form.

In versions of Microsoft Dynamics AX 2012 prior to cumulative update 7, only the Public Sector configuration key must be selected, but the primary address of the legal entity must be in France.

Prerequisites

Before you start the year-end process, make sure that the following prerequisites have been set up:

  • Enable budget control.

  • Enable both the encumbrance and pre-encumbrance processes.

  • Set up posting definitions.

  • Assign posting definitions to transaction posting types.

For more information, see Process purchase orders at year end.

Closing and opening steps

The closing steps when you process purchase orders at the end of a fiscal year are exactly as described in Process purchase orders at year end. There is one addition to the opening steps from what is described in that topic. After the closing entries are reversed, budget reservations are created or updated in commitment documents in the new fiscal year. This is handled by the process. No manual intervention is required.

Closing commitments

After you have processed purchase orders and commitments, the commitments in the closing fiscal year must be closed.

  1. Click General ledger > Periodic > Fiscal year close > Commitment close.

  2. Click Retrieve to retrieve all open commitments that have a balance larger than zero.

  3. Review all the commitments in the grid. Select all commitments that you want to close as part of your year-end process.

    If you have already created commitments for the new fiscal year, they will be included in the grid. Be sure they are not selected for closing.

  4. Click Process to close all selected commitments.

    Warning

    Closing a commitment line cannot be reversed. If you close a commitment line by mistake, you must create a new commitment to restore the budget reservation.

See also

Encumber purchase orders

Process purchase orders at year end

Purchase order year-end process (form)

(FRA) Key tasks: Commitments (Public sector)