Check if it is applicable to your entity
If your organization is using budget module, and creates purchase orders by validating available budget funds, then this article will help you to decided to use the carry-forward feature.
Many companies do not use budgeting feature and for them PO carry-forward feature is not applicable. However, I recommend no matter what type or size, every organization should use budgeting.
There are different approaches to deal with POs during year-end closing
- Some organization cancels all the purchase orders and purchase requisitions
- Use accrual accounting technique
However, they are cumbersome process, data tracking is questionable by auditors and requires lot of efforts. So instead use carry-forward purchase orders, we will analyze the good, bad, ugly, and new features of this option.
Please review my post here for the basic PO carry-forward setup.
PO-carry forward feature: Good part
In few clicks transfer purchase orders using year-end PO carry forward process.
- The distribution of PO will be of original type, lets say 1-AUG-2021
- The current PO year budget entries are reversed in closing period, 31-DEC-2021
- The same PO budget entries are added as new entries in budget registry in opening period, 1-JAN-2022.
Budget funds available: Bad part
Budget funds available, is the control based on which organization can create PR (if configured), PO, PO invoice, and direct invoices.
Upon completion the carry-forward process successfully, be careful to have a look at what is the formula set for budget funds available, ask the following questions to your organization, seek the policy or procedure.
In the new-year the budget funds available
- Should include carry-forward values?
- Exclude carry-forward values?
Both options have consequences.
If you opted for include-carry forward, then users can see that they have more budget available in current year allotment however, in reality it includes both allotted budget plus last year budget carry forwarded.
If you opted for exclude-carry forward, which is usually the common and best practice in my experience then users can see the budget available only allotted but without carry forward values.
The bad part is Management reporter cannot distinguish between actual expenses between carry-forward vs current year, the only way is to use forms like “Budget control statistics” and “Budget control statistics by dimension” (available in D365FO only and not in AX).
If the PO is edited or finalized then it will increase the budget, and unknowingly users can start requesting PR or PO’s under assumption that funds are available, which is not true unless organization supports this policy.
Example: last year PO carry forward: $500, the PO is edited or finalized then current year budget is increased by $500.
As we cannot avoid this scenario then only option is to manually adjust the budget registry entries, still it is better than whole manual process.
In AX 2012, the ugly part was only avoidable using workaround process however, in Dynamics 365 Finance and Operations the new features is added “Maintain carry-forward status for documents“, which will retain the status of PO as carry-forward only in the events like editing, so that current year budget is not increased and give wrong assumption to users and avoids extra work by budgeting team.