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NDUS KK: Commitment Control Created on 6/24/2014 10:24:00 AM
Training Guide
NDUS KK: Commitment Control
Page ii
Table of Contents NDUS KK: Commitment Control .............................................................................. 1
NDUS KK: Budget Journals ..................................................................................................... 3 NDUS KK: Online Post .......................................................................................................................... 3 NDUS KK: Import Budget Journals ....................................................................................................... 4 NDUS KK: Mass Delete Budget Journals .............................................................................................. 6 NDUS KK: Budget Journal Copy ........................................................................................................... 7
NDUS KK: Review Budget Activities ....................................................................................... 8 NDUS KK: Ledger Inquiry Set............................................................................................................... 9 NDUS KK: Budget Overview .............................................................................................................. 10 NDUS KK: Budget Details ................................................................................................................... 15
NDUS KK: Post Control Budget Journals............................................................................. 18 NDUS KK: Mark for Unposting ........................................................................................................... 18 NDUS KK: Request Posting ................................................................................................................. 19
NDUS KK: Review Budget Check Exceptions ...................................................................... 21 NDUS KK: Purchasing and Cost Management .................................................................................... 21
Training Guide NDUS KK: Commitment Control
Page 1
NDUS KK: Commitment Control Commitment Control Overview
PeopleSoft Commitment Control enables users to control expenses actively against predefined, authorized
budgets. In particular, Commitment Control enables users to:
Create and maintain control (parent) budgets.
Check actual transactions (such as actual expenses and revenues) against control budgets.
Check imminent future financial obligations (pre-encumbrances and encumbrances) against
control budgets.
Check recognized revenue against revenue estimate budgets.
Once budgets are established, all of the transactions are checked against the budgets, passing or failing the
transactions depending on the remaining available budget amount and the degree of budgetary control set
up for the budgets.
Depending on how PeopleSoft Commitment Control security is setup, users can adjust a transaction that
failed budget checking or adjust the budgets that the transaction failed against and budget-check it again.
If users have the authority, they can override budget checking and allow a transaction to exceed the
budget.
Commitment Control Commitment Control is an integral part of budgetary control. By establishing and tracking commitments
to spend and receive funds—and by checking these against budgets—an organization can maintain a
snapshot of future spending and revenue.
The North Dakota University System uses PeopleSoft Commitment Control to track three expenditure
and two revenue commitment amount types:
Expenditure:
Pre-encumbrance: Amount expected to spend, but for which there is no legal obligation to
spend. A requisition is a typical pre-encumbrance transaction.
Encumbrance: Expenditure Amount for which there is a legal obligation to spend in the future.
A purchase order is a typical encumbrance transaction.
Expenditure: Amount for which there has been an expenditure of funds. An expenditure is
recorded in Commitment Control for both vouchers and journal entries.
Revenue:
Recognized Revenue: Revenue that has been accrued and the campus expects to receive.
Revenue Collected: Revenue collected by the campus.
The Commitment Control ledgers and activity logs store the data described above. When using
PeopleSoft Commitment Control, users can check both commitments and actual transactions against
control budgets.
Training Guide
NDUS KK: Commitment Control
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The following procurement life cycle is an example of budget checking from commitment through actual
transaction:
When a requisition is generated, Commitment Control checks it against the appropriate budgets
and posts it as a pre-encumbrance in the Commitment Control ledger.
When a requisition becomes a purchase order, Commitment Control liquidates the pre-
encumbrance and posts the purchase order amount as an encumbrance (subject to liquidation
rules pre-defined).
When the purchased goods or services are delivered and the purchase order becomes a voucher,
Commitment Control liquidates the encumbrance and posts an expense.
Underlying Data Structure of PeopleSoft Commitment Control PeopleSoft Commitment Control uses the existing PeopleSoft ledger and ledger group structure to store
control budgets in the Commitment Control Ledger Data table (LEDGER_KK). Each control budget
definition (or set of budgets sharing the same rules) is defined in the system as a Commitment Control
ledger group consisting of Commitment Control ledgers, each of which stores a different amount type.
The North Dakota University System has the following:
Nine Commitment Control ledger groups, each consisting of a budget ledger, pre-encumbrance ledger,
encumbrance ledger, and expenditure ledger; that is, a ledger for control budget amounts and ledgers for
each transaction amount type you will process against the control budgets. These are the nine expenditure
ledger groups and their associated budget ledgers:
The above ledger expenditure ledger groups are used in pairs except for the GNTTRN, which exists
strictly for reporting for grants. Each pair has a parent and child budget ledger group. The parent is a
control budget and designates the level of control. Generally the level of control is Level 2 (Budget Total)
or if the use of budgets is to be more restrictive, Level 3 (Total Direct), Level 4 (Budget Category), or
Level 5 (Budget Line) on the CC_ACCT_ROLLUP tree.
Training Guide NDUS KK: Commitment Control
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The child is used only for tracking and reporting of budget to actuals except in the Grant Ledger Groups
where the control is both at the parent and the child. The annual budgets are built at Level 5 (Budget
Line) on the CC_ACCT_ROLLUP tree.
The Revenue Commitment Control ledger groups consist of a revenue estimate budget ledger, a revenue
recognized ledger, and a revenue collected ledger. The following example shows ledgers in the University
System’s four revenue budget ledger groups:
Revenue and Expense ledger relationships The fund types that use FUND and FNDDTL to report on and control their expenditure budgets use the
REVENUE Ledger group to track its revenue.
The fund types that use CASH and CSHDTL to report on and control their expenditure budgets use the
CASHR Ledger group to track its revenue.
The fund types that use PROJECT and PRJDTL to report on and control their expenditure budgets use the
PROJREV Ledger group to track its revenue.
GRANT (and GNTDTL) match with GRNTREV in a similar fashion.
NDUS KK: Budget Journals This section of the manual will focus on the steps required and pages related to creating a Budget Journal
Entry for posting to the appropriate Commitment Control Ledger Group.
Budget journal entries are made up of two sections:
· Budget header contains three attributes that uniquely identify the budget journal, the Journal ID,
Journal Date, Budget and Business Unit.
· Budget lines record the monetary amounts and ChartField values associated with each transaction
line. Once the header and line information is entered the budget journal can either be saved or posted.
NDUS KK: Online Post
Procedure
Navigation: Commitment Control, Budget Journals, Enter Budget Journals
Training Guide
NDUS KK: Commitment Control
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Step Action
1. Click the Process list.
Select"Post Journal" to edit, and post the journal if the edits are valid.
2.
Click the Process button.
3. Click the Yes button.
4. Click the Save button.
Note: The Budget Header status changes from “None” to “Posted” or “Error” upon successful
processing.
5.
End of Procedure.
NDUS KK: Import Budget Journals
Procedure
Navigation: Commitment Control > Budget Journals > Import Budget Journals
Training Guide NDUS KK: Commitment Control
Page 5
Step Action
1. Click the Add button.
2. Click in Browse field.
3. Select a file to import. Verify the .csv file is selected.
Click the MASUBudget2 list item.
4. Click the Open button.
or Press [Alt+O].
5. Click the Upload button.
6. Click the Save button.
7. Click the Run button.
8. Click the OK button.
9.
End of Procedure.
Training Guide
NDUS KK: Commitment Control
Page 6
NDUS KK: Mass Delete Budget Journals
Procedure
This job aid discusses how to delete one or multiple budget journals that have not posted.
Navigation: Commitment Control > Budget Journals > Mass Delete Budget Journals
Step Action
1. Click the Look up Ledger Group button; select a Ledger Group from the lookup.
Note: MISU, UND, NDSU – Do not select the Grant Ledger Groups (GRNTREV, GRANT, GNTDTL,
GNTTRN)
Journal ID, Journal Date From, Date To are optional search criteria, enter as desired.
Note: Leaving a field blank retrieves all budget journals with values for that field that fit other search
criteria.
2. Click the Search button to retrieve journals meeting the search criteria that are not posted.
3. Click the Process checkbox or Mark All option to select budget journal(s) to be deleted.
Note: UnMark All to clear all check boxes.
Click Show Jrnl (show journal) to open the Enter Budget Journals page to view journal details.
4. Click the Delete link to delete all budget journals marked for deletion.
5. Click OK to confirm the deletion or Cancel to go back and make changes.
Training Guide NDUS KK: Commitment Control
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Step Action
6. Repeat the process for each ledger group as needed.
Note: MISU, UND, NDSU – Do not process the Grant Ledger Groups (GRNTREV, GRANT,
GNTDTL, GNTTRN)
End of Procedure.
NDUS KK: Budget Journal Copy
Procedure
Open an existing budget journal using the commitment control Budget Entry page and copy it to a new
budget journal entry online. Copy journal batch processing is not supported; budget journals must be
copied online.
Navigation: Commitment Control, Budget Journals, Enter Budget Journals
Step Action
1. Select Copy Journal in the Process field on the Budget Lines page.
Click the Process button to access the Budget Journal Copy page.
Training Guide
NDUS KK: Commitment Control
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Step Action
2. Enter a New Journal ID for the new budget journal. The default is "NEXT", which means the system
automatically assigns the next available journal ID number.
Enter the new journal date for the journal.
Specify a currency effective date different from the new journal date if necessary. If this field is left
blank, the system uses the current date when it copies the journal.
Select the budget entry type for the copied journal, which can be either Original or Adjustment. The
value defaults from the budget entry type of the source journal, but users can change the value for the
newly copied journal here.
Enter the Parent Budget Entry Type for the new journal. The value defaults to the same value as the
source journal but users can change it to Original or Adjustment for the new journal.
3. Click the OK button.
4.
Click the Cancel button.
5. When the copy process finishes successfully, the Commitment Control Journal Entry page is refreshed
and is loaded with the newly copied journal.
Most of the data for the new journal comes from the source journal. However, some of the fields are
populated from the copy request parameter or system overrides. For example, those lines having a
budget period, the budget date is populated with values from the original journal but for lines without
budget period, the budget date takes the value from the new journal date.
With the exception of these changes, an exact copy of the source journal is created by the process. This
includes all of the auto-generation of parent options that might be included in the original journal.
Edit the budget journal chartfield and amounts as needed.
6.
End of Procedure.
NDUS KK: Review Budget Activities
Oracle's PeopleSoft Enterprise Commitment Control provides the following online inquiry tools:
The Ledger Inquiry Set component allows defining sets of ledgers from more than one ledger
group for consolidated views of transaction activity.
The Budgets Overview component which provides everything from summarized amounts by
ledger inquiry set and ledger group through drill down to individual budget journal lines and
source transactions.
Training Guide NDUS KK: Commitment Control
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The Budget Details component which provides the same information that can be viewed using the
Budgets Overview, but for a single control budget.
The Activity Log component which displays transaction line details and budget information for
budget-checking transactions
NDUS KK: Ledger Inquiry Set
Procedure
Ledger inquiry sets enable inquiries across ledger groups. This is especially useful for reporting on
transaction activity in related revenue and expenditure ledger groups. Ledgers from multiple ledger
groups can be combined to present a consolidated view of budget and Commitment Control activity.
For example, to view the total budget, pre-encumbrances, encumbrances, expenses, revenue estimate,
recognized revenue, collected revenue, and available budget balance for a particular department and
budget period, define a ledger inquiry set composed of the appropriate ledgers from the expenditure and
revenue ledger groups that contain the control budgets for that department. Then create an inquiry on
ledger set for department and budget period using the Budgets Overview component.
Navigation: Commitment Control > Review Budget Activities > Ledger Inquiry Set > Commitment
Control Ledger Inquiry Set
Training Guide
NDUS KK: Commitment Control
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Step Action
1. Enter the desired information into the Business Unit field. Enter "SITS1".
Enter the desired information into the Ledger Inquiry Set field. Enter "BUDGETS".
Click the Add button.
2. Select a Commitment Control Ledger Group, which contains the ledgers to include in the ledger
inquiry set.
Click Fetch Ledgers to display the ledgers within the selected group that are candidates for this ledger
inquiry set.
Select the Candidate ledgers to include in this ledger inquiry set.
Click Add selected ledgers to add the selected candidate ledger to the list of Selected ledgers.
Click Remove selected ledgers to remove the selected candidate ledger to the list of Selected ledgers.
The amounts in the Selected ledgers will display using the Budget Overview - Inquiry Results page.
Note: To be useful as inquiry tools, the ledger inquiry sets must have functionally logical combinations
of ledgers, such as related revenue and expenditure ledgers for project budgets with funding source
tracking. Also, note that detail ledgers with parent and child relationships are not permitted within the
same inquiry set.
3. Click the Look up Ledger Group (Alt+5) button.
4. Click the CSHDTL link.
5. Click the Select to Add option.
6. Click the Add selected ledgers >> button.
Repeat to add additional ledger and ledger groups to the Inquiry Set.
7.
End of Procedure.
NDUS KK: Budget Overview
Procedure
The Budgets Overview inquiry component provides a view of budget activity for one or multiple budgets,
from the level of a ledger group or ledger inquiry set to the more detailed level of individual budgets. This
component also enables further drill down to budget journal lines and source transaction lines.
Training Guide NDUS KK: Commitment Control
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Navigation: Commitment Control > Review Budget Activities > Budgets Overview
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NDUS KK: Commitment Control
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Step Action
1. Click Amount Criteria to open the Inquiry Amount Criteria page, to specify amount criteria
Click Search to open the Budgets Overview - Inquiry Results page, to view the results based on the
criteria established on this page.
Click Clear to remove existing criteria from the page.
Click Reset to populate dependent fields correctly if a change was made to the Business Unit, Ledger
Group, Ledger Inquiry Set, or Type of Calendar.
Click the “trash can” to delete this inquiry.
Select either the Commitment Control Ledger Group or Ledger Inquiry Set to inquire about. The
following field name changes depending on the selection.
•If Ledger Group is selected, select the Ledger Group.
•If Ledger Inquiry Set is selected, select one of the inquiry sets.
Select Display Chart to display an analytical chart of the Commitment Control Budget to Total
Activity and Budget to Commitments on the Budget Overview Inquiry Results page.
Select the Type of Calendar to use for this inquiry, these values are available:
•Detail Accounting Period.
•Detail Budget Period.
•Summary Accounting Period
•Summary Budget Period.
Enter the From Budget Period and To Budget Period to apply to this inquiry.
Click Select for the Ledger Group calendar combinations to inquire upon. When inquiring on a ledger
inquiry set or a ledger group more than one row may appear - one for each ledger group in the ledger
inquiry set and one for each calendar in the ledger group. The columns that display depend on the
calendar type. At least one Ledger Group row must be selected
Include Adjustment Period(s) – Not used by the NDUS.
Include Closing Adjustments – Not used by the NDUS.
Enter the ChartField value range for each ChartField for the budgets. The ChartField From Value and
ChartField To fields to enter a range of value or use the % wildcard. For example, enter 2% in
ChartField Value field to see all accounts that begin with 2, such as 200000 to 299999. These types of
wildcard combinations are not supported:
•From = %, to = 1%.
•From = 1%, to = 2%.
•From = 100000, to = 2%.
•From = 1%, to = 200000.
Training Guide NDUS KK: Commitment Control
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Step Action
2. The ChartFields that appear depend on the ledger group or ledger inquiry set selected. The page
displays only key ChartFields shared by all rulesets in a ledger group or all ledger groups in a ledger
inquiry set.
A ChartField Value Set is a predefined set of selection criteria for a given ChartField. The Update/Add
link can be used to modify or add a new ChartField Value Set.
Select all of the Budget Status check boxes as the NDUS does not close budgets.
3. Click the Search button.
Training Guide
NDUS KK: Commitment Control
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Step Action
4. Enter the Max Rows (number of lines) to display.
Click Display Options to open the Budget Display Options page, to specify how to summarize and sort
the budget data in the Budget Overview Results. This option is available based on the budget criteria
entered.
Click Search to populate or repopulate the results page after changing display options, maximum row
specifications, or both.
Note. Changes to the display options and maximum rows can change the ledger totals.
The Ledger Totals group box displays the summarized ledger (amount type) totals for the ledger rows
fitting the criteria set on the Budgets Overview - Inquiry Criteria page, along with amounts, such as
available budget, calculated from the ledger totals. The amount in parentheses in the group box header
represents the total number of rows in the Budget Overview Results scroll area. The ledgers and
calculated amount types that appear vary, depending on whether users are viewing expense budgets,
revenue budgets, or both, and if there are associated budgets for the control budget.
•Budget: Total budgeted amount, including transfers.
•Expenses: Total amount of expenses (expenditures) for this budget.
•Encumbrances: Total amount of open purchase orders for this budget.
•Pre-encumbrances: Total amount of open purchase requisitions for this budget.
•Budget Balance: Budget Amount minus encumbrances, pre-encumbrances and expenses (Remaining
Balance.) Users define the ledgers to be included.
•Associate Revenue: Total amount of the revenue from associated revenue budgets available for
spending.
•For revenue budgets: revenue estimate minus recognized revenue.
•For expenditure budgets, Available Budget is the total of the budgeted amount, including net transfers,
minus expenses and minus pre-encumbrances and encumbrances.
•Net Transfers: Total amount of all transfers in and out of the selected budgets.
•Uncollected Revenue: Total recognized revenue amount minus the collected amount. This displays if
there is associated revenue.
Select the Display Chart check box on the Commitment Control Budget Overview - Inquiry Criteria
page, to view the Chart on this page. A bar chart displays when a budget exists and a pie chart displays
when there is no budget.
The Budget Overview Results grid displays the results of the selection criteria and display options. It
either displays detail ledger rows or summarized ledger rows, depending on the selection criteria and
display options.
Click Show Budget Details to open the Budget Details page, to view budget details for the ledger row.
Show Budget Details is not available when selecting Summary Accounting Period or Summary Budget
Period in the Type of Calendar field on the Budget Overview - Budget Inquiry Criteria page.
Note. The available balance column in the grid display does not include associated revenues. To view
the balance, including any associated revenues, drill down to the Budget Details page.
Training Guide NDUS KK: Commitment Control
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Step Action
5. Click Show Budget Transaction Types link to access the Budget Transaction Types page. You can
view the amount of the original budget, the total adjustment amount, the adjustment and original
transfer amounts, the budget close amount, and any amount rolled over from a previous fiscal year.
Click the Budget Details link for a ledger row to access the Activity Log page.
Click the Expense, Encumbrance, and Pre-Encumbrance links to display the Activity Log page.
Click View Related Link to display how the percentage Percent Available is calculated.
6. Click the Return to Criteria link.
7. Click the Ledger Group list under the Ledger Group/Set to run the Budget Overview by Ledger
Inquiry Set.
8. Click the Ledger Inquiry Set list item.
9. Click the Look up Ledger Inquiry Set (Alt+5).
10. Click the BUDGETS link.
11. Click the Search button.
12. Click the Return to Criteria link.
13.
End of Procedure.
NDUS KK: Budget Details
Procedure
To view detailed information about one budget in particular, use the Commitment Control Budget Details
page, searching by key ChartField values. This page is also available through the Budgets Overview
component. Drill down from the Commitment Control Budget Details page to view budget checking
activity lines, actual source transactions, budget exceptions, associated budgets, parent-child
relationships, statistical budget details, and attributes of a particular budget.
Navigation: Commitment Control, Review Budget Activities, Budget Details
Training Guide
NDUS KK: Commitment Control
Page 16
Step Action
1. Specify budget detail search criteria such as Business Unit, Ledger Group, Account, Department,
Budget Period, and Fund.
Do not use the program chartfield in the selection of chartfields because budgets are not used at the
program level.
Click the Search button.
Training Guide NDUS KK: Commitment Control
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Step Action
2. The business unit, ledger group, charfields and budget period will be displayed.
Drill to Ledger - Accesses the Ledger page (KK_DRL_LDGR_SEC.)
By clicking Drill to Ledger for any of the other ledger amounts, such as expense, encumbrance, or pre-
encumbrance, on the Commitment Control Budget Details page, users can access their related Ledger
page.
Drill to Activity Log - Displays the budget activity lines on the Activity Log page. These lines consist
of the Budget ChartFields and Amounts for each budget activity.
View Related Links - Accesses the actual source entry page such as the Maintain Requisitions -
Requisition page or the source inquiry page such as the Requisition Inquiry page.
Note. The activity log page also enables users to inquire on and drill to budget transaction activity.
Attributes - Opens the Budget Detail Attributes page, where users can view the budget status,
Commitment Control option, begin and end dates, and budget tolerance for the control budget.
Parent/Children - Opens the Parent & Children Budgets page, where user can view ledger information
for the child and parent budgets of this budget. This link is unavailable if the budget has no parent or
child budgets defined for it.
Max Rows: The maximum rows to display can be changed from the default of 100.
3. Click the Drill to Ledger button.
4. Click the Amounts tab.
5. The Account, Base Amount, Transaction Amount, Last Update Date Time and Process Instance will be
displayed.
Click the Drill Down button or Click the OK button.
6. Click the Drill to Activity Log button.
7. Click the Drill Down button.
8. The Transaction details display.
Click the OK button.
9. Click the OK button.
10.
End of Procedure.
Training Guide
NDUS KK: Commitment Control
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NDUS KK: Post Control Budget Journals Budget journals can be posted directly from the Enter Budget Journals page. However, it is more
efficient to run the process in batch mode. See the Request Posting section.
NDUS KK: Mark for Unposting
Procedure
Navigation: Commitment Control > Post Control Budget Journal > Mark for Unposting
Step Action
1. Enter the criteria to apply to the journals to unpost:
- Business unit: The Business Unit defaults.
- Ledger Grp: Enter a commitment control ledger group.
- Journal ID and journal dates may be entered to refine the search results.
Select All – Click to select all journals in the scroll area for unposting.
UnMark All - Click to deselect all journals in the scroll area.
Unpost Selected Journals - Opens the Budget Posting Request page, which requests a run of the
Commitment Control Posting process to unpost the journals selected.
2. Enter the desired information into the Ledger Grp field. Enter "FNDDTL".
Training Guide NDUS KK: Commitment Control
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Step Action
3.
Click the Search button.
4. Select All – Click to select all journals in the scroll area for unposting.
To individually select journals, check the Process checkbox on each line.
UnMark All - Click to deselect all journals in the scroll area.
Unpost Selected Journals - Opens the Budget Posting Request page, where users request a run of the
Commitment Control Posting process to unpost the journals selected.
Show Jrnl (Optional) - Opens the Enter Budget Journals or Enter Budget Transfer component to view
journal detail.
5. Click the Process option to select an individual journal for processing.
6. Click the Unpost Selected Journals link.
7. Click the OK button.
8. Click the Run button.
9. Click the OK button.
10. Click the Process Monitor link.
11.
End of Procedure.
NDUS KK: Request Posting
Procedure
Request a run of the Commitment Control Posting application engine process (FS_BP) for budget
journals. Select journals by business unit, commitment control ledger group, system source, entry type,
journal ID, and journal date. The system posts only those budget journals that meet the request criteria
and have no errors.
Navigation: Commitment Control, Post Control Budget Journals, Request Posting
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NDUS KK: Commitment Control
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Step Action
1. Enter the desired information into the Run Control field. Enter "Req_Post".
Click the Add button.
2.
Process Frequency -
Description -
Transaction Type - GL_BD_JRNL defaults as the transaction type do not change this value.
GL_BD_JRNL limits the request to the posting of budget journals for this request.
Business Unit - Enter the Business Unit.
Leave a field blank to select all values for processing.
Skip Entry Event Processing - Select to skip entry event processing.
3. Click the Always option.
Training Guide NDUS KK: Commitment Control
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Step Action
4. Click in the Description field.
Enter the desired information into the Description field. Enter "Post_Budget_Jrnl".
5. Click in the Business Unit field. Enter "SITS1"
6. Click the Run button.
7. Click the OK button.
8.
End of Procedure.
NDUS KK: Review Budget Check Exceptions
NDUS KK: Purchasing and Cost Management Budget Exceptions When using commitment control with PeopleSoft Purchasing, purchase order procurement cards, and
receipt accrual transactions, even if the transactions cause the budget to go over budget, the transactions
are tracked. Transactions causing funding sources to go over budget can be adjusted; either the transaction
or a budget adjustment can be entered to handle the exception.
Inevitably, some transactions do not pass the budget-checking process and the system identifies them as
exceptions. Some of the circumstances that generate errors include:
Insufficient funds for a particular transaction
Inconsistent ChartField combinations
Budget date for a transaction is out of bounds
No Budget Exists
Depending on the configuration of control budgets, the exact reason that a budget has insufficient funds
varies from budget to budget. Budgets may have been created to approve transactions even if they go over
budget amounts. Because of this, exceptions fall into two categories: warnings and errors.
Warnings Warnings are exceptions that do not conform to the rules of the control budget, but have been passed
along and update the Commitment Control ledgers nonetheless. Warnings function as exceptions that are
automatically overridden, as well as alerts to certain situations that could adversely impact the budget and
budgetary processing.
Error Correction Transactions fail budget checking if they have at least one line that fails budget checking for at least one
budget. These transactions are candidates for overrides on either a budget basis or a transaction basis.
Users with proper security access can correct errors for transactions by taking one or more of the
following actions:
Training Guide
NDUS KK: Commitment Control
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Change the amount on the transaction lines to conform to budget limits.
Change the chartfields on the transaction.
Add or increase the budget amounts to enable more transactions to pass budget check. Contact
the budget office staff for assistance on additional budget amounts.
Override the budget for a particular transaction.
Override the entire transaction for all affected budgets.
Procedure
Navigation: Commitment Control > Review Budget Check Exceptions > Purchasing and Cost
Management > Purchase Order
Training Guide NDUS KK: Commitment Control
Page 23
Step Action
1. Business Unit: Defaults from user preferences.
PO Number: Enter a PO number to search for a specific PO.
Process Instance: Enter a process instance to search by process instance.
Process Status: Select a process status to limit the search results.
- Document in Process: The process is in progress.
- Errors Exist: The process completed successfully, but the transactions have budget checking errors
and warnings.
- Process Unsuccessful: The process ended abnormally.
- No Errors or Warnings: The process completed successfully and the transactions had no errors or
warnings. The process updates the control budget.
- Only Warnings Exist: The process completed successfully, but the transactions have warning
exceptions. The process updates the control budget.
- Unrecorded Errors Exist: The process completed successfully, but the transactions have budget
checking errors—too many to record them all.
Click the Search button.
2. Click the 07/19/2013 link.
3. Click the Show all columns button.
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Step Action
4. Exception Type – Displays the budget checking status of the transaction, either an Error or Warning
exception.
- Error: Severe violations of budget rules that will not allow a transaction to pass budget check.
- Warning: Minor errors that do not exceed budget rules, and will pass if checked again.
Override Transaction - Select to enable the entire transaction to update the control. If the transaction
has been budget checked and has errors, the transaction override option is active only if all of the errors
are overridable. This check box is also not available for warning exceptions because it is not necessary
to override warnings.
Maximum Rows - Select the maximum number of rows to display in the scroll area.
More Budgets Exist - If selected, the transaction has more exceptions than the number entered in the
Maximum Rows field.
Advanced Budget Criteria - Select this link to access the Refine Inquiry Criteria page where users can
change the budget criteria to limit the rows returned.
Ledger Group – Displays the Commitment Control ledger group for the transaction header exception
or transaction line exception.
Exception - Description of the error or warning exception.
More Detail -
Override Budget - Select to update the control budget ledger, even though the transaction exceeds the
budget.
Transfer -
Budget Period - Displays the budget period
5. Click the Override Transaction option.
If the transaction has been budget checked and has errors, the transaction override option is active only
if all of the errors are overridable.
6. Click the Save button.
7. Click the Budget Check Document button.
8. Click the OK button.
9. Click the OK button.
Training Guide NDUS KK: Commitment Control
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Step Action
10.
End of Procedure.