PeopleSoft Enterprise Commitment Control 9.1 PeopleBook

Inquiring on Budgets and Transaction Activities

This chapter provides an overview of inquiring on budget and transaction activities and discusses how to:

Set up ledger inquiry sets.
Create and review budget overview inquiries.
View budget details and transaction activity.
View the activity log.

Understanding Budget Inquiries

Oracle's PeopleSoft Enterprise Commitment Control provides the following online inquiry tools:

The Ledger Inquiry Set component, which enables you to define 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.
The Budget Details component, which provides routes to much of the same information that you can view 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.

The Commitment Control process creates separate closing entries in the activity log for purchase orders and requisitions, so that the activity log retains and displays a complete budgetary life-cycle.

Note. When purchase orders have been budget checked after they have been closed (marked as closed in PO by any means), closing entries will be created.

See Viewing the Activity Log Page.

In addition, Commitment Control provides components for making specific inquiries about budget-checking status, budget-checking exceptions, and budget closing. These are discussed in the chapters dealing with the management of budget exceptions and the closing of budgets.

See Managing Budget Exceptions.

See Closing and Withdrawing Commitment Control Budgets.

Security for Budget Inquiry

To use these inquiry pages, you must have security access to the Budget Inquire security event for the budgets you are inquiring upon, if that event is enabled.

Note. While you might not have security to inquire on all budget ChartField combinations that are involved in a transaction, you can view the budget impacts associated with each line from that transaction. If you attempt to drill from any of the activity lines to the budget inquiry, the security functions are executed and you are notified by an online message if you do not have the appropriate level of security to view that budget.

You are able to view the budgets for which you have inquiry security setup.

See Setting Up Commitment Control Security.

Ledger Inquiry Sets

Ledger inquiry sets enable inquiries across ledger groups. This is especially useful for reporting on transaction activity in related revenue and expenditure ledger groups, such as those you set up for project budgets with funding source tracking. You can combine ledgers from multiple ledger groups 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, you 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. You can then create an inquiry on that ledger set for that department and budget period using the Budgets Overview component.

Note. The Ledger Inquiry Set does not support ledgers that have a parent and child relationship to be included within the same ledger inquiry set.

Budgets Overview

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. In particular, the Budgets Overview inquiry pages offer you the ability to:

Select budgets for view by indicating the business unit, ledger group or ledger inquiry set, ChartField values or ChartField Value Sets, period of time, and budget status of the budgets you want to see.

You can save and reuse search criteria that you need frequently.
View summarized total amounts for each ledger in a ledger group, ledger inquiry set, or further refined set of budgets, according to your inquiry criteria.
View summarized available balances, net transfers, and associated revenue for each expense ledger group, ledger inquiry set, or further refined set of budgets that you inquire about.
View the budgeted amount from a prior fiscal year's budget that was rolled forward into the current fiscal year's budget.
View summarized available budget and uncollected revenue amounts for revenue estimate ledger groups, revenue ledgers in a ledger inquiry set, or further refined set of budgets that you inquire about.
View ledger total amounts and available budget—including and excluding the budget tolerance—for each budget or summarized subset of budgets that fits your inquiry criteria.
View statistical budget activity.
Drill down to detailed information about budget exceptions, associated budgets, parent-child relationships, and attributes of particular budgets.
Drill down to view budget checking activity.
Drill down directly to an originating source transaction.
Save inquiries to use again.

Budget Overview Drilldowns

You can drill down directly or indirectly in Budgets Overview to view budget and transaction details on the following pages:

Budget Detail Ledgers.
Summary Budget Ledgers.
Activity Log.
Budget Detail Attributes.
Parent & Children Budgets.
Associated Revenue Budgets.
Associated Expense Budget.
Budget Forecast Amounts.
Budget Transaction Type Amounts.

The budget detail page and other pages listed here are discussed in the section dealing with the viewing of budget details and transaction activity.

Budget journal exceptions inquiry is discussed in the section dealing with entering and posting of budget journals.

See Handling Budget Journal Exceptions.

See Viewing Parent and Child Budget Relationships.

Budget Details

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.

Commitment Control Embedded Analytics

You can select the Budgets Overview or the Budget Details inquiry to view analytical charts for a budget with all activity ledgers combined or a chart of a budget that displays each budget ledger activity. These charts display as:

A stacked bar chart for a budget amount with expenses.
A two-dimensional pie chart for expenses without a budget or where the budget amount is zero.
A stacked bar chart for a budget with revenue.
A two-dimensional pie chart for revenue without a budget or where the budget amount is zero.
A displays data as a percentage of budget.

Activity Log

When you budget-check a transaction, the system creates activity lines and stores them in the activity log. Activity lines are identified by a commitment control transaction ID, commitment control transaction date, and commitment control transaction line number for each transaction line. You can use the Activity Log page to view the transaction lines and affected budgets for a transaction or multiple transactions for a single source transaction type. The Activity Log is extremely useful for researching and reconciling postings.

For example, if you search on the source transaction type AP_VOUCHER and select a specific voucher or range of vouchers to review, you can drill down to the Payables voucher line and then drill down directly to the Source Entry or the Source Inquiry for a selected Voucher in the Payables application.

In addition to the static transaction specific criteria fields, such as transaction ID and date, the system also dynamically makes available the from and to document and from and to date fields for a particular source transaction type if that source transaction has the document ID and date related fields set up as the 1st and 2nd Source Header ID fields in the activity log search criteria, which is located on the page events tab of the source transaction.

The display of the application business unit, 1st Source Header ID and 2nd Source Header ID on the Commitment Control Activity Log page, is based on the values that you enter for the source transaction. If a source transaction has only 1st Source Header ID set up, then one source header related criteria field is displayed.

The Application Business Unit filter is displayed if the business unit field is part of the Source Header Record keys. For example, if business unit is part of the JRNL_HEADER record for the GL_JOURNAL source transaction type, after selecting the Source Transaction of GL_JOURNAL the Application Business Unit filter is displayed. Each non-date or date time type of source header ID field is delivered with a view that is used as a prompt table for the Commitment Control Activity Log. A list of the delivered Source Header ID criteria fields for each source transaction is included in the chapter dealing with setting up source transaction types.

See Defining Source Transaction Page Events.

Note. If you add new or modify any existing source transaction definitions, you must also modify the activity log search sub-records KK_SHN_KEY_SBR2 and KK_SHN_KEY_SBR3 to include the value in the Source Header ID Field Name.

See Also

Setting Up Commitment Control Security

Managing Budget Exceptions

Inquiring and Reporting on Budget Closing Results

Setting Up Ledger Inquiry Sets

This section discusses how to add ledgers to a ledger inquiry set.

Page Used to Define Ledger Inquiry Sets

Page Name	Definition Name	Navigation	Usage
Commitment Control Ledger Inquiry Set	LEDGER_INQUIRY_SET	Commitment Control, Review Budget Activities, Ledger Inquiry Set, Commitment Control Ledger Inquiry Set	Add ledgers to a ledger inquiry set to enable inquiries across multiple ledger groups. Ledger inquiry sets are especially useful for inquiring on associated expenditure and revenue budgets and budgets with funding source tracking.

Defining Ledger Inquiry Sets

Access the Commitment Control Ledger Inquiry Set page (Commitment Control, Review Budget Activities, Ledger Inquiry Set, Commitment Control Ledger Inquiry Set).

Ledger Group	Select a Commitment Control ledger group, which contains the ledgers that you want to include in the ledger inquiry set.
	Click to display the ledgers within the selected group that are candidates for this ledger inquiry set.
Candidate ledgers	Select the ledgers that you want to include in this ledger inquiry set.
	Click to add the selected candidate ledger to the list of selected ledgers.
Selected ledgers	You can display the amounts in these ledgers using the Budget Overview - Inquiry Results page. You can also select any of the ledgers that you want to remove from this list.
	Click to remove any selected ledgers from the selected ledgers list and move them to the candidate ledgers list.

Note. To be useful as inquiry tools, your 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.

Creating and Reviewing Budget Overview Inquiries

The Budgets Overview inquiry component provides summarized and detailed information about activity across several control budgets.

This section discusses how to:

Create budget overview inquiries.
Use the inquiry amount criteria page.
View the budget overview results.
Select budget display options.

Pages Used to Create and View Budget Overviews

Page Name	Definition Name	Navigation	Usage
Budget Overview - Budget Inquiry Criteria	KK_INQ_LDGR_CRIT	Commitment Control, Review Budget Activities, Budgets Overview, Budget Inquiry Criteria	Enter budget criteria to retrieve budget items for display on the Budgets Overview page.
CF Value Set	CF_VALUE_SET	Click the Update/Add link on the Budgets Overview - Budget Inquiry Criteria page.	Displays the ChartField Value Set page for the selected ChartField value sets, where you can add a new ChartField value set row or update the existing rows. The field becomes available if you are using ChartField value sets.
Inquiry Amount Criteria	KK_INQ_LD_AMT_SEC	Click the Amount Criteria link on the Budget Overview - Budget Inquiry Criteria page.	Optionally, you can specify the amount criteria for selecting ledger rows to view on the Budgets Overview - Inquiry Results page if you want further refinement of the data selected. Available if you are using ledger group.
Budgets Overview - Inquiry Results	KK_INQ_BD_OVW	Click Search on the Budgets Overview - Budget Inquiry Criteria page.	View the results of the search criteria that you entered on the Budgets Overview - Budget Inquiry Criteria page. It displays ledger totals across all of selected budgets, as well as detail ledger amounts for each budget, summarized by budget period or by the ChartFields you select on the Budget Display Options page.
Budget Display Options	KK_INQ_LD_DSP_SEC	Click Display Options on the Budgets Overview - Inquiry Results page.	Specify how to summarize ledger rows on the Budgets Overview - Inquiry Results page and the sort order for the rows.
Individual Budgets	KK_DRL_IND_BD_SEC	Click the Show Budget Details button on the Budgets Overview - Inquiry Results page.	Specify which of the budgets making up a summarized row on the Budgets Overview page to view on the Budget Details page. This page is available only when you are viewing summarized ledgers on the Budgets Overview - Inquiry Results page.
Budget Transaction Types	KK_BD_TRN_TYPE_SEC	Click the Show Budget Transaction Types button	Contains budget total information for the criteria specified.
Budget Details	KK_DRL_BDTL_SEC	Click the Show Budget Details button for a ledger row on the Budgets Overview - Inquiry Results page or the Individual Budgets page.	View budget detail for a ledger row that appears on the Budgets Overview - Inquiry Results page.
Budget Detail Attributes	KK_INQ_BD_DTL_SEC	Click the Attributes link on the Commitment Control Budget Details page.	Displays the attributes of the selected budget, which include the start and end budget period, budget status, tolerance percentage, and whether it is a control budget or not. Not all budgets have the begin and end date set up; they only show if they are set up.
Parent & Children Budgets	KK_INQ_PR_CH_SEC	Click the Parent/Children link on the Budget Details page.	Displays whether the budget is a parent budget, a child budget, the currency type, and whether this budget has other parents or children.
Budget Transaction Types	KK_BD_TRN_TYPE_SEC	Click the Show Budget Transaction Types button on the Budget Overview - Inquiry Results page.	Displays the ledger group, account, any associated ChartField values, budget period, and the transactions types and amounts affecting this ledger.
Activity Log	KK_DRL_ALOG_SEC	Click an Expense, Encumbrance, Pre-Encumbrance, or Available Budget amount link in a row in the Budget Overview Results group box in the Budget Overview - Inquiry Results page.	Displays the Activity Log page consisting of a Budget ChartFields tab and Amounts tab showing each transaction ID's ChartFields and amounts.

See Also

Managing Budget Exceptions

Inquiring and Reporting on Budget Closing Results

Creating Budget Overview Inquiries

Access the Budgets Overview - Budget Inquiry Criteria page (Commitment Control, Review Budget Activities, Budgets Overview, Budget Inquiry Criteria).

Amount Criteria

(Optional) Click to open the Inquiry Amount Criteria page, where you specify amount criteria to use when the system selects ledger rows.

Click to open the Budgets Overview - Inquiry Results page, where you can view the results based on the criteria you establish on this page.

Click to remove existing criteria from the page.

Click to populate dependent fields correctly if you change the business unit, ledger group, ledger inquiry set, or type of calendar while you are entering your inquiry criteria.

Click to delete this inquiry.

Ledger Group/Set

Select either the Commitment Control Ledger Group or Ledger Inquiry Set whose budgets you want to inquire about. The following field name changes depending on your selection.

Note. Setting up a ledger inquiry set enables you to access more than one ledger group and specific Commitment Control budgets in the inquiry.

Ledger Group

If you selected Ledger Group, select the ledger group for your inquiry.

Ledger Inquiry Set

If you selected Ledger Inquiry Set, select one of the inquiry sets that you created.

View Stat Code Budgets (view statistic code budgets)

Select to inquire on statistical budgets.

All statistic codes and related Commitment Control activity for the ChartFields you specify in the ChartField Criteria group box appears in the overview.

Display Chart

Select to display an analytical chart of the Commitment Control Budget to Total Activity and Budget to Commitments on the Budget Overview Inquiry Results page.

Click the Information button to view descriptions of the ChartField criteria field.

Note. The Information button always displays information about the field that precedes it.

Type of Calendar

Select the calendar that you want to use for this inquiry:

Detail Accounting Period.

Detail Budget Period.

Summary Accounting Period .

Summary Budget Period.

See Defining Commitment Control Budget Period Calendars.

Note. You can inquire by any calendar type. Summary calendars consolidate detail calendars into larger time spans. For example, if you are inquiring upon a ledger group that uses monthly budget periods and you want to view ledger data consolidated by years, use a summary budget period calendar that consolidates monthly budget periods into annual periods.

From Budget Period and To Budget Period

Enter the budget periods that you want to apply to this inquiry.

If you are inquiring on a ledger inquiry set—or a ledger group with rule sets using different calendars—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. Click Select for the ledger group - calendar combinations you want to inquire upon. You must select at least one.

The columns that appear depend on the calendar type.

Include Adjustment Period(s)

Click to include closing adjustment entries. This is not the roll forward entries and is the equivalent of including period 999 from the actuals ledger group.

Include Closing Adjustments

Select to include amounts associated with budget closing entries generated from the budget closing process.

ChartField Criteria

Enter the ChartField value range for each ChartField for the budgets that you want to view. You can use theChartField From Value and ChartField To fields to enter a range of values. You can also 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.

The ChartFields that appear depend on the ledger group or ledger inquiry set you select. The page displays only key ChartFields shared by all rule sets in a ledger group or all ledger groups in a ledger inquiry set. The ChartField values are retrieved at translated budget levels.

You can select a ChartField value set, which is a predefined set of selection criteria for a given ChartField. You can also click the Update/Add link to modify or add a new ChartField Value Set.

Budget Status

Select one or more check boxes:

Open to include open budgets in your inquiry.

Closed to include closed budgets in your inquiry.

Hold to include budgets on hold in your inquiry.

Using the Inquiry Amount Criteria Page

Access the Inquiry Amount Criteria page (Click the Amount Criteria link on the Budget Overview - Budget Inquiry Criteria page).

Amount Type

Select one of these amount types to use in this calculation:

Available Budget

Budget

Encumbrance

Expense

Planned

Pre-Encumbrance

For example, for an expenditure ledger group, you could choose to view only those budgets with an Available Budget less than 20 percent of the Budget amount.

The amount types that are available for selection depend on the ledger group or ledger inquiry set and type of calendar you selected on the Budgets Overview - Inquiry Criteria page.

Operator

Enter a Boolean logic operator to create a formula for selecting ledger rows.

Multiplier

The multiplier can be either the number by which to multiply the second amount type, or it can be an actual amount. If it is an actual amount, enter 1 in the second Amount Type field.

For example, to view only those budgets whose Available Budget is less than 20 percent of the Budget ledger amount, enter 0.2 in theMultiplier field, the less than symbol in the Operator field, and Budget in the second Amount Type field.

To view only those budgets whose Available Budget amount is less than 100,000, enter 100,000 in the Multiplier field and 1 in the second Amount Type field.

Viewing Budget Overview Results

Access the Budgets Overview - Inquiry Results page (Click Search on the Budgets Overview - Budget Inquiry Criteria page).

Revenue Associated

Indicates that the selected expenditure ledger group has an associated revenue ledger group. This is a display-only field.

Max Rows (maximum rows)

Enter the maximum number of budget ledger rows that you want to appear in the Budget Overview Results scroll area.

Display Options

Click to open the Budget Display Options page, where you can specify how to summarize and sort the budget data in the Budget Overview Results scroll area. This option is available based on the budget criteria that you enter.

See Selecting Budget Display Options.

Click 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.

Ledger Totals

This group box displays the summarized ledger (amount type) totals for the ledger rows fitting the criteria you 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 you are viewing expense budgets, revenue budges, or both, and if there are associated budgets for the control budget.

Budget	Total budgeted amount, including transfers.
Expense	Total amount of expenses, or expenditures, for this budget.
Encumbrance	Total amount of encumbrances (open purchase orders) for this budget.
Pre-Encumbrance	Total amount of pre-encumbrances (open purchase requisitions) for this budget.
Budget Balance	Budget amount minus encumbrances, pre-encumbrances and expenses (remaining balance.) You define the ledgers included 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.

Available Budget

For expenditure budgets this is the total of the budgeted amount, including net transfers, minus expenses and minus those commitments (pre-encumbrances and encumbrances) which you defined as affecting the available balance when you defined your ledgers and attached the ledgers to the business unit.

See Defining Commitment Control Ledger Names and Ledger Groups.

See Setting Up Commitment Control for a Business Unit and GL Ledger Group.

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.

Chart

If you selected the Display Chart check box on the Commitment Control Budget Overview - Inquiry Criteria page, you can view the chart on this page. A bar chart displays when a budget exists and a pie chart displays when there is no budget.

Budget Overview Results

This grid displays the results of your selection criteria and your display options. It displays either detail ledger rows or summarized ledger rows, depending on your selection criteria and your display options.

	Click Show Budget Details to open the Budget Details page, where you view budget details for the ledger row. Show Budget Details is not available when you select 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.
	Click Show Budget Transaction Types 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.
Budget	Click the Budget value link for a ledger row to access the Activity Log page.
Expense, Encumbrance, and Pre-Encumbrance	Click any of these value links to display the Activity Log page.
Percent Available	Click View Related Links to display how the percentage is calculated.

See Also

Budget Entries and Adjustments

Setting Up Basic Commitment Control Options

Selecting Budget Display Options

Access the Budget Display Options page (Click Display Options on the Budgets Overview - Inquiry Results page).

Sum By (summarize by)

Select the check box for the ChartFields you want to use to summarize the ledger rows on the Budgets Overview - Inquiry Results page. By default, the system summarizes amounts by budget Period.

For example, if you select account and period only, the search results show one ledger row for each account and budget period combination. However, if you select account, department, and period, one row for each account, department, and budget period combination appears.

Sort Num (sort number)

Specify the order for sorting the ledger rows on the Budgets Overview - Inquiry Results page. For example, if you enter 1 for Period and 2 for Acct (account), the system sorts the ledger rows first by the budget period and then by the account number within the period.

Amounts Cumulative over Period

Select this option if you want to display summarized amounts that are accumulated over the periods in the budget. For example, suppose you have a budget with three periods. If you select this option, the system displays an amount for period 1, an amount for the total of periods 1 and 2, and an amount for the total of periods 1, 2, and 3.

Click OK to return to the Budgets Overview - Inquiry Results page, and click the Search button to see the summarized amounts that accumulated over the periods that you indicated.

Viewing Budget Details and Transaction Activity

To inquire about a specific control budget, use the Commitment Control Budget Details page or the Budgets Overview - Budget Details page. These pages enable you to drill down to view budget journal lines, ledger entries, source transaction activities, budget exceptions, associated budgets, parent-child relationships, and budget attributes. Some of these pages are also accessible directly from the Budgets Overview - Inquiry Results page.

This section discusses how to:

View budget details.
View parent and child budget relationships.
View budget forecasts.

Note. You can also access all of this detail information from the Budget Overview page.

See Creating Budget Overview Inquiries.

Pages Used to View Budget Details and Transaction Activity

Page Name	Definition Name	Navigation	Usage
Commitment Control Budget Details	KK_INQ_BDT_STATUS	Commitment Control, Review Budget Activities, Budget Details, Commitment Control Budget Details	Specify budget detail search criteria and select a row to view specific budget detail for a control budget.
Ledger	KK_DRL_LDGR_SEC	Click Drill to Ledger on the Commitment Control Budget Details page to access the Ledger page.	View ledger information associated with the expense, budget, and encumbrance ledgers that appear on the Commitment Control Budget Details page.
Activity Log	KK_DRL_ALOG_SEC	ClickDrill to Activity Log on the Commitment Control Budget Details page to access the Activity Log page.	View all transaction lines for a Commitment Control ledger (except budget ledger) in a budget. You can also drill down from this page to view source transaction line details and access the activity log inquiry. Be aware that the similarly named Activity Log page (KK_ACT_LOG_INQURY) differs from this page in that the Activity Log page provides a view of all commitment control ledgers for a single commitment control transaction—in essence, the reverse of the Budget Details - Activity Log page. ChartField values appear at both the translated and untranslated levels.
Associated Revenue Budgets Associated Expense Budget	KK_INQ_ASC_BD_SEC	Click the Associated Budgets link to access associated revenue amounts on the Commitment Control Budget Details page.	The name of this page varies, depending on whether the budget on the Budget Details page is an expense or revenue budget. Use the Associated Revenue Budgets page to display information about revenue budgets associated with an expense budget, including the ChartFields and the budget amount. Use the Associated Expense Budget page to display information about expense budgets associated with a revenue budget, including the ChartFields and the budget amount.
Budget Detail Attributes	KK_INQ_BD_DTL_SEC	Click the Attributes link on the Commitment Control Budget Details page.	View control option, tolerance, budget status, and budget date range for the control budget you are viewing on the Commitment Control Budget Details page.
Parent & Children Budgets	KK_INQ_PR_CH_SEC	Click the Parent/Children link on the Commitment Control Budget Details page.	View ledger information about child and parent budgets for a control budget that you are viewing on the Commitment Control Budget Details page.
Budget Forecasts Amounts	KK_INQ_FORECST_SEC	Click the Forecasts link on the Commitment Control Budget Details page.	View forecast amounts for the selected budget that you are viewing on the Commitment Control Budget Details page.

Viewing Budget Details

Access the Commitment Control Budget Details page (Click the Show Budget Details button for a ledger row on the Budgets Overview - Inquiry Results page or the Individual Budgets page).

Click this button to display a two-dimensional bar chart graph if the budgeted amount is not equal to zero, or a pie chart if the budgeted amount is equal to zero or a budget does not exist.

Ledger Amounts

	Click Drill to Ledger to access 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, you can access their related Ledger page.
	Click Drill to Activity Log on the Commitment Control Budget Details page to display the budget activity lines on the Activity Log page. These lines consist of the budget ChartFields and amounts for each budget activity.
	Click the View Related Links button on the particular source entry drill down page (such as, voucher, PO, or requisition) to access 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 you to inquire on and drill to budget transaction activity.
Attributes	Click to open the Budget Detail Attributes page, where you can view the budget status, Commitment Control option, begin and end dates, and budget tolerance for the control budget.
Parent/Children	Click to open the Parent & Children Budgets page, where you 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. See Viewing Parent and Child Budget Relationships.
Associated Budgets	Click to open the Associated Revenue Budgets page or the Associated Expense Budget page, where you can view the ChartField values and budget amounts for associated revenue or expense budgets. This link is unavailable if there are no revenue or expense budgets associated with this budget.
Max Rows (maximum rows)	Enter the number of lines that you prefer to see when you drill down to the ledger or the activity logs. The default value is 100 lines. You can resolve possible issues with processing time outs by observing the system-issued messages and adjusting the maximum rows correspondingly. See Viewing the Activity Log Page.

Available Budget

This group box indicates the amount of the budget that is still available, including associated revenue. The ledger group definition specifies which ledgers affect spending or the available budget.

Without Tolerance	The total amount available, excluding the tolerance percentage. For example, if the total budget is 1000 and you have committed or expended 900, the amount available would be 100. When you click the View Related Links button, the calculation method used for this figure displays. Percent displays the percentage of the budget available. When you click the View Related Links button, the calculation method used for this percentage displays.
With Tolerance	The total amount available including the tolerance percentage. For example, if the total budget is 1000, you have committed or expended 1010, and the tolerance percentage is 10 percent, the amount available would be 90.
	View the formula used for the system calculation of the Without Tolerance field and With Tolerance field amounts and their percentages.
Forecasts	Click this link to open the Budget Forecast Amounts page, where you can view forecast amounts for the budget. This link is available only for current budgets. See Viewing Parent and Child Budget Relationships.

Budget Exceptions

This group box lists the number of errors and warnings that exist for the budget. Click the Budget Exceptions link to open the Budget Exceptions page, where you can view and override exceptions.

See Managing Budget Exceptions.

See Also

Defining Control Budget Attributes

Viewing Parent and Child Budget Relationships

Access the Parent & Children Budgets inquiry page (Click the Parent/Child link on the Commitment Control Budget Details page).

Common Page Information

Parent Budget	If this check box is selected, the budget you are inquiring about is a parent budget.
Child Budget	If this check box is selected, the budget you are inquiring about is a child budget.
Amounts in Base Currency	The currency code for all amounts on this page.

If the budget you are reviewing is a parent budget, the Children scroll area displays information about those of its child budgets that are associated with the control budget. A parent budget can have multiple child budgets. If the budget has no child budgets, the Children field displays None.

If the budget you are reviewing is a child budget, the Parent scroll area displays information about its parent budget. A child budget can have only one parent budget. If the budget has no parent budgets, the Parent field displays None.

If the budget you are reviewing is both a child budget and a parent budget, both Parent and Children scroll areas appear.

Children Scroll Area

The Budget ChartField tab displays the Commitment Control ledger group and ChartField values for the ledger row. The ChartFields that appear depend on the budget definition.

The Budget Amounts tab displays the ledger amounts and available budget for each child budget. The ledgers that appear vary, depending on whether you are viewing an expense or revenue budget and if there are associated budgets for the control budget.

Click an amount link to access either the ledger drill down page or the - Activity Log drill down page, where you view the transaction lines for the ledger.

Click Available Budget or Percent to display the formula that the system uses to calculate the amount or percentage.

Parent Scroll Area

The Parent scroll area displays the ledger group, ChartField values in the same manner as the Children scroll area displays these elements for child budgets. The parent scroll does not display the amounts associated with the parent budget.

See Also

Parent and Child Budgets

Viewing Budget Forecasts

Access the Budget Forecasts Amounts page (Click the Forecasts link on the Commitment Control Budget Details page).

Projected Budget	Forecasts budgeted amount plus associated revenue, assuming that associated revenue continues at current rate. The formula is (((days in budget period/days elapsed) x associated revenue) + budgeted amount).
Projected Actual	Forecasts amount of spending over the course of the budget, assuming commitments and spending continue at current rate. The formula is (days in budget period/days elapsed) x (initial budget amount + associated revenue - available budget).
Projected Variance	Difference between the projected budget and the projected actual amount. The page displays the amount and the percentage.

Viewing the Activity Log

This section discusses how to use the Activity Log component when you want to know which budgets the budget-checking transactions updated, as well as the nature of the source transaction lines making up the transactions.

Page Used to View the Activity Log

Page Name	Definition Name	Navigation	Usage
Commitment Control Activity Log	KK_ACT_LOG_INQURY	Commitment Control, Review Budget Activities, Activity Log, Commitment Control Activity Log Click the Drill to Activity Log Inquiry on the Activity Log Drill Down page from either Budget Overview or Budget Detail page. When user clicks on the icon, a system generated Activity Log Inquiry, named PS_AUTO, is created for the specific line	Create a one time or a reusable inquiry to view transaction lines and affected budgets for budget-checking transactions of a single source transaction type. Enter document related criteria fields that become available depending on the transaction type specified to further refine the search criteria.

Viewing the Activity Log Page

Access the Commitment Control Activity Log page (Commitment Control, Review Budget Activities, Activity Log, Commitment Control Activity Log).

Note. Separate closing entries are displayed for purchase orders and requisitions if the purchase orders and requisitions are budget checked and closed through the PO Close process.

See Budget-Checking PeopleSoft Payables Transactions Using Commitment Control.

See Example of Commitment Control Budget Setup and Usage.

Transaction Type

When you enter a required source transaction type, document-specific search criteria fields become available depending on the source transaction you entered and its associated document specific fields. For example, if you specify a transaction type of AP_VOUCHER, the Voucher ID From field and Voucher ID To field become available along with the Application Business Unit field. However, if you specify the transaction type GL_JOURNAL, the Journal ID From field and the Journal ID To field become available with their applicable from and to date fields and the Application Business Unit field.

In addition to the dynamic document specific search criteria you can enter specific transaction search criteria, such as transaction ID and process instance if known.

Note. You use the Source Transaction setup page to configure document specific fields for a source transaction type to provide availability of dynamic document specific search criteria fields for the Activity Log Inquiry Criteria page. Source transaction definition pages are system data and should not be modified. The source transaction definition specifies the system tables and fields. The source documents (purchase orders, etc.) are defined in the source transaction definition. Document specific tables, fields and their meanings are defined there. .

See Setting Up Commitment Control Source Transaction Types.

Maximum Rows

Enter the number of rows to be returned for this inquiry. The default is 100 rows. If there are more rows generated from the query than the number of rows you specified to be returned, you receive a message that you can either adjust the inquiry criteria or adjust the number of rows to be returned and perform a new search.

If you set the maximum rows to return at 300 or more, you have an increased chance of experiencing a database time out. If you do select 300 or more rows, a message is issued cautioning that a database time out is possible and you are given an opportunity to click the Cancel button on the message to end the search and return to the Maximum Rows field on the criteria page to enter fewer rows.

You can also disregard the warning and click the OK button on the warning message to continue.

Search

Click this button when you have entered your search criteria and after making any changes to search criteria for a subsequent iteration of a saved or unsaved search criteria.

In addition to launching the query when you click the Search button:

The maximum number of rows selected is checked by the system to see if it equals or exceeds 300 lines and if so, the maximum rows warning is issued enabling you to change the number of rows or continue the inquiry as it is.

The system also informs you if there are more lines than you have specified to be shown that are actually generated by the query.
The system checks to see if statistical budgeting is enabled for any of the business units and ledger groups for the lines returned and if so, the system displays the statistical code and amount fields.
The system also checks to see if entry events has been enabled at the system level for the products and if it has the entry event field is displayed.

Delete

Click this button to delete a search criteria whether saved or not. Once you name and save a particular search criteria it is retained by the system until you delete it.

Budget ChartFields Tab

Line

If you see multiple rows with the same commitment control line number, the transaction line affected more than one budget.

	Click Drill Down to access the drill down page for the source transaction line represented by this commitment control transaction line number. Depending on the transaction type, you can click the View Related Links button on the drill down page for a particular document ID, such as voucher ID, to drill to the original transaction.
	Click Go to Budget Inquiry to access the Budget Details page, where you can review the budget that is associated with this commitment control transaction line.

Amounts Tab

The transaction amount that affects the budget ledger appears for each row.

View Exceptions

If the link is available, click the link to access the exceptions page for the particular source transaction and transaction document. For example, the Voucher Exception page can be accessed for a source transaction type of AP_VOUCHER if there is an associated exception and you can view the type and description of the exception.

See Also

Creating Budget Overview Inquiries

Viewing Budget Details

Amount Criteria	(Optional) Click to open the Inquiry Amount Criteria page, where you specify amount criteria to use when the system selects ledger rows.
	Click to open the Budgets Overview - Inquiry Results page, where you can view the results based on the criteria you establish on this page.
	Click to remove existing criteria from the page.
	Click to populate dependent fields correctly if you change the business unit, ledger group, ledger inquiry set, or type of calendar while you are entering your inquiry criteria.
	Click to delete this inquiry.
Ledger Group/Set	Select either the Commitment Control Ledger Group or Ledger Inquiry Set whose budgets you want to inquire about. The following field name changes depending on your selection. Note. Setting up a ledger inquiry set enables you to access more than one ledger group and specific Commitment Control budgets in the inquiry.
Ledger Group	If you selected Ledger Group, select the ledger group for your inquiry.
Ledger Inquiry Set	If you selected Ledger Inquiry Set, select one of the inquiry sets that you created.
View Stat Code Budgets (view statistic code budgets)	Select to inquire on statistical budgets. All statistic codes and related Commitment Control activity for the ChartFields you specify in the ChartField Criteria group box appears in the overview.
Display Chart	Select to display an analytical chart of the Commitment Control Budget to Total Activity and Budget to Commitments on the Budget Overview Inquiry Results page.
	Click the Information button to view descriptions of the ChartField criteria field. Note. The Information button always displays information about the field that precedes it.
Type of Calendar	Select the calendar that you want to use for this inquiry: Detail Accounting Period. Detail Budget Period. Summary Accounting Period . Summary Budget Period. See Defining Commitment Control Budget Period Calendars. Note. You can inquire by any calendar type. Summary calendars consolidate detail calendars into larger time spans. For example, if you are inquiring upon a ledger group that uses monthly budget periods and you want to view ledger data consolidated by years, use a summary budget period calendar that consolidates monthly budget periods into annual periods.
From Budget Period and To Budget Period	Enter the budget periods that you want to apply to this inquiry. If you are inquiring on a ledger inquiry set—or a ledger group with rule sets using different calendars—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. Click Select for the ledger group - calendar combinations you want to inquire upon. You must select at least one. The columns that appear depend on the calendar type.
Include Adjustment Period(s)	Click to include closing adjustment entries. This is not the roll forward entries and is the equivalent of including period 999 from the actuals ledger group.
Include Closing Adjustments	Select to include amounts associated with budget closing entries generated from the budget closing process.
ChartField Criteria	Enter the ChartField value range for each ChartField for the budgets that you want to view. You can use theChartField From Value and ChartField To fields to enter a range of values. You can also 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. The ChartFields that appear depend on the ledger group or ledger inquiry set you select. The page displays only key ChartFields shared by all rule sets in a ledger group or all ledger groups in a ledger inquiry set. The ChartField values are retrieved at translated budget levels. You can select a ChartField value set, which is a predefined set of selection criteria for a given ChartField. You can also click the Update/Add link to modify or add a new ChartField Value Set.
Budget Status	Select one or more check boxes: Open to include open budgets in your inquiry. Closed to include closed budgets in your inquiry. Hold to include budgets on hold in your inquiry.

Revenue Associated	Indicates that the selected expenditure ledger group has an associated revenue ledger group. This is a display-only field.
Max Rows (maximum rows)	Enter the maximum number of budget ledger rows that you want to appear in the Budget Overview Results scroll area.
Display Options	Click to open the Budget Display Options page, where you can specify how to summarize and sort the budget data in the Budget Overview Results scroll area. This option is available based on the budget criteria that you enter. See Selecting Budget Display Options.
	Click 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.