How To: Carry Over Current Month

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Introduction

Users with proper security access have the ability to indicate the current month control groups that need to be carried over (and not booked to financial for this month). Current month control groups flagged as carried over will not be included on a final financial interface, and will therefore not appear on any voucher.

When a region closes and the region contains current month control groups flagged to be carried over, the carried over control groups will still be brought into the next month, but there will be no financial history created for the current month (since they were not included on any financial vouchers). Metrix will automatically request and schedule an amendment for each of the carried over control groups for the (now previous) month. 

This functionality is most useful when at the end of the month you have current month control groups that are not yet ready to be closed, (i.e. prices not available as is applicable for many partner operated properties) but still want to close the region.

You can indicate the control groups to be carried over and enter actual pricing, etc., the next month rather than entering invalid pricing or other estimates just so that the control group can be interfaced and closed during the current month.

System Configuration

The following two function implementation types  are used to control the availability and functionality of the ability to carry over a current month control group.

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Enable Carry Over of Current Month Control Groups

Setting this function implementation type enables the ability to carry over current month control groups within your organization. See the Region Maintenance section below.

Allow Users to Carry Over their own Current Month Control Groups

Setting this function implementation type allows you to carry over your own current month control groups (if you have security access to do so). 

Security Components

The following two security components control access to the ability to carry over a current month control group.

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Control Group Level Security Component

CarryOverAuthCurrentMonth (Carry Over Authorized Current Month Control Groups)

• Enables individual users to carry over current month control groups.

Corporate Level Security Component

CarryOverCorporateCurrentMonth (Carry Over Corporate Current Month Control Groups)

This security component is corporate-wide. A user with access to this security component does not require access to each individual control group. This security component overrides the above control group security component (CarryOverAuthCurrentMonth). 

This is most useful if your organization does not want to grant individual users the ability to carry over current month control groups, or does not use Control Group Level security (roles).

Region Maintenance

Master Tab

An optional Carry Over All Current Month Control Groups field may be available on the Region Maintenance Master tab. This field is only displayed when the production date maintained is the current region production date, and when the Enable Carry Over of Current Month Control Groups function implementation type is set to Yes.

This field will default to No (when visible) for new region masters.  

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When Carry Over All Current Month Control Groups is set to Yes  and the Region Close is run, all control groups within the region will be flagged to Carry Over in the new month.

This is especially useful if you have a region where you carry over all of the control groups every month, (i.e. a region with all partner operated properties), as the region close will automatically flag each control group within the region in the next month to be carried over. You do not have to manually flag each control group every month.

Control Groups Tab

This tab allows you to carry over current month control groups if the Carry Over functionality is enabled.

A Carry Over column will be displayed when maintaining control groups for the region current production date when the Enable Carry Over of Current Month Control Groups function implementation type is set to Yes.

The Carry Over and Un-Carry Over buttons will be available depending on your security access (see the Security Note below).  

You are able to select a single or multiple control groups from the Control Groups in Region grid to be carried over or un-carried over. 

Security Note: When at least one control group is selected, the Carry Over and Un-Carry Over buttons will be displayed if:

• The Corporate Level security component CarryOverCorporateCurrentMonth  is set to Full Access

• The Allow Users to Carry Over their own Current Month Control Groups function implementation type is set to Yes
  
  
  

If you do not have the Corporate Level security component enabled, then only the control groups you are authorized to (CarryOverAuthCurrentMonth enabled) can be carried over or un-carried over.

This screen is especially useful if you do not have specific access to each control group, but have the Corporate Level security component CarryOverCorporateCurrentMonth enabled. 

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Explorer

When the Carry Over Current Month functionality is enabled, users with the appropriate security access will be able to carry over current month control groups from the Status tab of the Explorer.

Status Tab

A Carry Over column will be displayed for the current production date when the Enable Carry Over of Current Month Control Groups function implementation type is set to Yes. 

The Carry Over and Un-Carry Over buttons will be available depending on your security access (see the Security Note below).  

You are able to select a single or multiple control groups from the  Control Groups in Region  grid to be carried over or un-carried over. 

Security Note: When at least one control group is selected, the Carry Over and Un-Carry Over buttons will be displayed if:

• The Corporate Level security component CarryOverCorporateCurrentMonth is set to Full Access

• The Allow Users to Carry Over their own Current Month Control Groups function implementation type is set to Yes

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If you do not have the Corporate Level security component enabled, then only the control groups you are authorized to (CarryOverAuthCurrentMonth enabled) can be carried over or un-carried over.

Region Close

When the region closes and it contains current month control groups flagged to be Carried Over, the carried over control groups will still be brought into the next month, but there will be no financial history created for the current month (since they were not included on any financial vouchers). Metrix will automatically request and schedule an amendment for each of the carried over control groups for the (now previous) month.

The amendments created will contain an Amendment Reason of Previously carried over Production Month with a system generated flag of Yes.

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Example

Region RELEASE contains the following control groups: 

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Some control groups have been flagged to Carry Over: 

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The Region has also been flagged to Carry Over All Control Groups at Region Close (for the new month):

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When the Region is closed, amendments will be requested and scheduled for all of the carried over control groups, and they will be available for processing within the Explorer for the prior month: 

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As the Carry Over All Current Month Control Groups region flag was set to Yes, all the control groups within the regions for the new production date will be flagged as Carry Over:

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