Budget Fiscal Year Staging refers to the capability provided by CGI Advantage Financial to establish rules for when budget and accounting documents with associated event types can be processed for a given budget fiscal year. During each budget fiscal year (BFY), most State and Local Government entities have a variety of processing rules that stipulate what types of documents can be processed and when they can be processed. For example, processing rules often allow for purchase orders to be processed that initiate the procurement cycle prior to the beginning of a budget fiscal year. On the other hand, the processing of payment documents prior to the beginning of a budget fiscal year would generally be prohibited. CGI Advantage Financial, through functionality provided by "Budget Fiscal Year Staging", allows you to specifically determine for each budget fiscal year whether a given budget or accounting document can be processed for each event type.
The concept of staging starts with a BFY Stage Profile. At least one profile will be used for each implementation with multiple profiles being used when different entities within an application have different control needs. Before discussing in depth the functionality or the tables that support it, a few terms need to be defined:
A profile is a collection of BFY Staging rules that define what can happen in established segments of time for documents with event types. Examples of profile names would include: Single Year Appropriations, Continuing Appropriations, and Multi Year Appropriations.
A stage is a segment of time defined to a profile. Each profile will have at least 1 stage defined. Examples of stage names would include: Establish Budget Balances, Begin the Procurement Process, Conduct Normal Processing, Conduct Normal Processing with Limits on Pre Encumbrances, User Community Year-End Processing, and Controller's Office Year End Processing.
A profile assignment is the definition of a BFY and one or more Chart of Account codes that will use a profile. Not all assignments are at the individual code level because the wildcard value of ALL is allowed.
CGI Advantage Financial is delivered with four profiles with an assortment of stages defined for each. One or more of the delivered profiles may meet your needs or meet them with only slight modifications. The addition of more profiles and stages to existing profiles is certainly encouraged for each application site. All delivered event types and the document codes delivered to use those event types are setup for each delivered profile. Any new document codes or event types created on site will certainly have to be added to the delivered BFY Staging information or to any custom staging profiles established.
Staging lists those combinations of document codes and event types, along with several options controlling the combination that are valid. Not being listed in staging means that the activity is invalid. When editing against staging, all posting lines of a document must pass, including liquidation posting lines.
BFY Staging Configuration contains the following sections: