What's new: Fixed Assets Closing

Closing a large volume of fixed assets is a daunting task. Errors may occur
between the start and the finish. 
As a user, you want to close the Fixed assets periods with reasonable IT
resources and time even when dealing with large volumes of documents. 
In the past, the process of closing fixed assets manages all checks and
updates in only one Commit and when dealing with a large volume, it may
require important resources. 
This new feature, especially when dealing with large volume will manage
several commits, and take into account the restart from the last closed
asset if something goes wrong. 
Duration: 20 minutes

Disclaimer

OVER VIEW AN D B EN EFITS

Overview and Bene ts

LESSON S
 Parameter setting

Fixed assets closing

Detail of a log le

Closing process

Controls after errors in closing

Quiz

R ESOUR CE

Course material

CLOSIN G

Sage University
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Disclaimer

Disclaimer
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Overview and Benefits

Overview
In Fixed asset closing, this new feature will manage several
intermediate commits and will allow to restart the operation from
the last closed asset if something goes wrong. 

If the value of the parameter INTCOMCLO (Intermediate commits

closing) is equal to "Yes", all functions related to fixed asset closing
will be blocked if an error occurs during the process. 

Chapter AAS, group PRF.

If there's an error in closing

Until the error is resolved, the closing of Fixed assets can only be
executed through the closing function (FASCLOTURE).  

Fixed assets > Processes > Depreciations

Benefits
Improve the performance of  fixed assets closing to decrease IT
resources and time.
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Parameter se ing

INTCOMCLO / INTCOMCLON- Intermediate commits closing

INTCOMCLO is used to enable intermediate commits during a
period of fiscal year-end closing for fixed assets. 

INTCOMCLON is the value used to indicate how many assets can

be processed before a Commit. 



 

INTCOMCLO

 No - this is the default value to avoid any behavior changes when updating Sage
X3. All checks and updates are performed in a single database commit. 

Yes - this enables the intermediate database commits during the closing process.
 

INTCOMCLON

The value is equal to the number of assets for every Commit. 

During the process, once this number of asset has been reached a Commit will be
performed.

NIVTRACE - Log file level

The value of this parameter defines the level of detail for the log file
generated a er completing a Fixed asset closing.

 

NIVTRACE - Log le level

Level 0 - no detailed log file.  

Levels 1 to 5 - corresponds to the minimum log level. 

Levels 6 to 8 - used to obtain a more detailed log file in which notably intermediate
rollbacks and commits are listed. 

Level 9 - the maximum level. It provides the list of all assets processed in the
closing. 

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Fixed assets closing

The intermediate commit functionality can now be used when closing large
volumes of Fixed assets.

Status of contexts
The status of contexts function (SAISTACPY) displays a dashboard
for each company and context highlighting the situation in terms
of calculation, postings, flows, and the possibility to close the
context.

Fixed asset > Processes

Last closed asset.

The reference of the last closed/commi ed asset when an error

occurs during a closing with intermediate commits is updated in
the field LSTCLOFAS of table CONTEXT (key Company + Context)
 CONTEXT table

Warning messages
During the process of fixed asset closing simulation, various
warning messages could be displayed depending on the setup of
the context and parameter value. 
 For simulated FA closing.

If real fixed asset closing is launched, this warning message will be

displayed.
Real FA closing

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Detail of a log file

Detail of log file if NIVTRACE = 9

 Simulation log with the highest level of detail

On a live folder, the log file level is always kept at the default value of zero
(NIVTRACE = 0).

 There is no need to test the intermediate commits function if it's working

correctly. This simulation was only carried out to show what data is
available in the log if NIVTRACE is set to 9. 
 Log 1

Context

The first part of the log indicates that the closing was executed in
simulation. The contexts to be closed are also displayed.  
 Log 2

Detail of the asset

With NIVTRACE = 9, the detail of each asset and depreciation plan

is displayed.
 Log 3

Intermediate commit

Once the number of asset defined in parameter INTCOMCLON has

been reached a commit will be performed.
 Log 4

Succeeding context

Once the closing has finished with the first context, the next
Context is processed (here only one depreciation plan on the 2nd
context).
 Log 5

Rollback

At the end of the closing in simulation a final rollback is

performed.
 Summary

The maximum level 9 provides the list of all assets processed in

the closing: 

the start of intermediate commit/rollback indicating the

Depreciation context processed and the number of assets to
process.

the asset reference of the last asset in the immediate rollback

(if in simulation) / commit (if in actual closing).  

the final rollback/commit when all the Depreciation contexts

have been processed.

Detail of log file if NIVTRACE = 6

With NIVTRACE = 6, only the intermediate commit with the asset
references is displayed. 
 In log level 6, the detail of each asset is not displayed.

Standard log file 

With parameter NIVTRACE = 0, only the indication that
intermediate commit is activated and the number of assets per
commit is displayed. 
 Intermediate commits activated (10 assets/commit). 

A er running the closing process with intermediate

commits enabled:
Review the detailed log file of the Fixed assets closing.

If errors are generated in the log file, you have to re-execute the
closing as with this new feature of intermediate commit the restart
is now handled from the last closed asset.   

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Closing process

The 3 levels of closing process

List of the different elements updated in each level.

Fixed assets and

depreciation records
Elements updated in
Level 1 Subsidized expenses

Flows

Flows
Elements updated in Concessions
Level 2 Subsidies
 Production plans
Elements updated in
Level 3 Context

Error in closing - Level 1

If an error occurs in level 1 of the closing with intermediate commits
activated:

the closing status remains 'YES' but the color is changed to amber

the column "Last closed asset" will contain the reference of the last
commi ed asset, except if the error occurs before the first commit.
The color of the line is changed to amber. The closing column
remains "Yes".  The asset reference is filled in with the latest
commi ed asset. 

The reference of the asset can be viewed on the detailed

status of the context Finance.  This is a new field in this screen. 
 INTCOMCLON (Intermediate commit) = 10.  The error occurs
on the 5th asset, therefore nothing is commi ed.  The last
processed asset is empty. The next closing for the company
will resume from the first asset.

The above-displayed error resulted from intentionally corrupting the data

(the record was deleted in the database).  
Error in closing - Level 2/3
If the error occurs in levels 2 or 3 of the closing process (example, when all
the assets have been closed/commi ed), the column "Last closed asset"
will contain the message "Error in closing" and the closing will not be
finalized.

The error occurs a er the commit. The error message is

displayed on the "Last closed asset " column.  The next closing
for the company will resume from this level.

Tip to simulate an error

It is possible to simulate an error (reversible error) in the closing process by
using the maintenance function to enter an asset reference in the field
LSTCLOFAS of table CONTEXT.
Change the entry type of the column LSTCLOFAS to "Enter".

Development > Utilities > Maintenance

Using the maintenance function, fill in the field "Last closed asset" with
your asset reference. 

Development > Utilities > Maintenance

The asset reference filled in the "Last closed asset" field will be viewed
in the detailed status of the context Finance. 
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Controls a er errors in closing

Blocking of a company
If the closing process (not in simulation mode) failed,  a set of controls are
triggered for all Fixed assets functions of the companies having the errors. 

The controls depend on the function called:

The first level of control is a warning message when trying to access

the function. 

This is an information message.  The function will be opened but

no actions are possible for the company.  Other companies not
 in error can be consulted.

Once an item is accessed, all actions are disabled.

Bu on functions and action panels options are disactivated.

The second level of control - the company code that is on error is

removed from the list.  
 FR20 is not available

The third level of control for some functions is to trigger an error

message.
 An error will display if relaunching the calculation for the
company.

This will be the error message displayed on the log. 

Depreciation calculation is denied for the company FR20.

Correcting the error
With this new feature, only "technical" issues (database issue, power
shortage, server shutdown, timeout, ...) are expected to create an error
during an FA closing. 

Therefore, all functions are blocked for the company with pending closing to
prevent any modification of data while some assets are closed and the
others are not. 

The error will be corrected only by re-executing the closing of the remaining
assets (a er the last commi ed asset). 

Only the closing function (FASCLOTURE) can be re-executed to

finalize the process.
The process will restart from the asset following the last asset
closed. 
Log of the re-execution

This log indicates that the closing is re-executed a er an error.  

It also displays the reference of the last asset closed.

Final closing - no more errors

Once the actual closing is executed and no more errors have occurred, the
"Last closed asset" column is cleared and the period moves to the next
period to close. 

The date for the next closing is updated. The column "Last
closed asset" is emptied.

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Quiz

Let's check what you have learned. 

Question

01/05

What must be the value of NIVTRACE when closing the Fixed assets? 

NIVTRACE = 0

NIVTRACE = 5

NIVTRACE = 6

 NIVTRACE = 9
Question

02/05

What is the title of the new column added in the Status of contexts function that will
contain the last closed/commi ed asset when an error occurs during a closing?

Type your answer here

Question

03/05

The asset reference of the last closed/commi ed asset when an error occurs during a
closing with intermediate commits is stored on which table?

CONTEXT

FXDASSETS

PHYELT

DEPREC
Question

04/05

What will be the difference in the display of log for NIVTRACE = 9 and NIVTRACE = 6. 

the display of the start of intermediate commit/rollback

the display of the detail of each asset reference

the display of asset reference of the last asset in the intermediate

rollback/commit

the display of final rollback/commit

Question

05/05

If the closing of the Fixed assets encountered no errors, what are the 2 elements updated
on the Status of contexts grid? 

The "Last closed asset" column will contain the last closed reference. 

The "Last closed asset" column will be cleared. 

The Period start/Period end date will be moved to the next period. 

The Closing column is updated to "No". 

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Course material

The course material will be uploaded a er the final review. 

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