How to manage scenarios?

Every organization creates specific or general scenarios to handle tax forms. To make this easier, Fiscal Reporting provides a set of options that simplify working with scenarios.

Importing and exporting scenarios

The scenario import and export options let you reuse scenarios. In other words, users can prepare a scenario that suits several companies and later import or export it into those companies.

To import or export scenarios, follow these steps:

Creating scenarios

You can determine the application's behavior when obtaining values for the organization to submit the forms. For example, you can define a specific formula to calculate the values for a particular field in the form.

New scenarios can be created in two different ways:

• Through the Administrator, in the product's administration area;

• By users, in the Control Panel.

In created scenarios, you can perform operations that aren't allowed in standard scenarios, such as changing, adding, or removing formulas. You can also delete previously created scenarios.

Note that changes made to a scenario are saved when the tax return is saved.

To create scenarios, follow these steps:

In the Administrator, you can set a default scenario for each company. To do this, simply select the scenario and choose the Set as default option. In the work area, the system suggests the default scenario, but default scenarios can't be deleted.

The list of existing scenarios for a company's tax form shows the scenarios for all fiscal years.

Updating scenarios

Whenever Cegid releases updates to scenarios, such as formulas and tax form validations, these aren't automatically reflected in existing scenarios, so you need to update them.

If changes need to be made to these tax forms, we recommend performing a scenario reset. This operation updates the tax forms' structure without losing previously entered and processed data.

To update scenarios, follow these steps:

1. Go to Administrator | Scenarios;

2. Select the Company, Tax Form, and Fiscal Year of the scenario you want to update;

3. Select the desired Scenario;

4. Click Update;

5. In the window that appears, select the options to keep: Formulas, Values, and/or Parameters;

6. Finally, click OK.

Duplicating scenarios

Duplicating scenarios across different periods makes it easier to create scenarios based on an existing period.

For example, take a monthly tax form for which several changes were made and new formulas added in January. Those changes then need to be duplicated for the remaining periods.

To duplicate a scenario, follow these steps:

1. Go to Administrator | Scenarios;

2. Select the Company, Tax Form, and Fiscal Year of the scenario you want to update;

3. Select the desired Scenario;

4. Click Replicate;

5. Specify the Period to duplicate and the elements to include;

6. Finally, click Confirm.

Editing scenarios

To edit a scenario, you must make sure the companies, tax forms, and user permissions have been set up in the Administrator. Only once these criteria are defined can you move on to editing a scenario for a tax form.

To edit a scenario, follow these steps:

1. Go to the Fiscal Reporting Control Panel;

2. Select the Year of the return you want to edit;

3. Select the Tax form's Scenario and the Company you want to edit for;;

4. Click Edit;

5. In the scenario processing area, click Process on the toolbar to retrieve the tax form's values from the ERP. If there's no connection to the ERP, you must enter the values directly in the return's fields;

6. Click Validate. Validation is only available for scenarios that were processed successfully;

7. Finally, click Save.

More than one user can't edit the same scenario at the same time. If this happens, an error message is displayed.

You can change formulas, but only for scenarios that aren't named Standard.

Locking and unlocking scenarios

Once you've finished all the operations and changes you want to make to a scenario, you can lock that scenario so it can't be changed and/or updated again. However, this doesn't mean it can't be unlocked later.

Any user can lock the editing of a scenario, but only a user with an Administrator profile has permission to unlock it, allowing it to be processed, changed, and updated again.

Note that you can view locked scenarios at any time.

To lock, view, and/or unlock scenarios, follow these steps:

View locked scenarios

1. In the control panel, select a locked scenario;

2. When you click Edit, the tax return scenario loads with the image of the tax return for the tax year in which it was locked. For example, if you view a scenario in 2019 that was locked in 2018, the scenario will be displayed with the 2018 tax return;

3. In the scenario view, verify that only the print option is active. The Process, Validate, and Save options are inactive.

Unlock a locked scenario

1. In the control panel, select a locked scenario;

2. When you click Unlock, a confirmation message appears stating that the operation cannot be undone.

To lock a scenario, it must have been processed and validated.

Delete scenarios

In the PFR, you can delete standard scenarios so you can change the periodicity (for example, in the DPIVA, switching from a quarterly to a monthly regime) even after one or more periods have been processed.

This operation cannot be undone, so the PFR will warn you whenever you delete a scenario from the database.

If a period exists where processing of the standard scenario was locked, it will be saved to history, for example, as [Standard_Hist001_4], where the last digit indicates the periodicity. This history file lets you view data that was already processed previously. However, you can only view it if the current scenario has the same periodicity as the previous one.