Budget-Checking PeopleSoft Payables Transactions Using Commitment Control

This chapter provides an overview of the Commitment Control feature in PeopleSoft Payables, lists prerequisites, and discusses how to:

Click to jump to parent topicUnderstanding the Commitment Control Feature in PeopleSoft Payables

The Commitment Control feature is an optional feature of Oracle's PeopleSoft Financials, Enterprise Service Automation, and Supply Chain Management product lines that enables you to control commitments and expenditures automatically by checking them against predefined, authorized budgets. It is a subsystem of PeopleSoft General Ledger that you can activate for specific products and business units.

With the Commitment Control feature, the procure-to-pay cycle is populated with pre-encumbrances, encumbrances, and expenditures, all of which are tracked against a designated budget. Here is a high-level overview of the procure-to-pay cycle when using the Commitment Control feature:

  1. When you generate a requisition, a pre-encumbrance is created in the budget records by the budget-checking process.

  2. When a requisition becomes a purchase order, the Commitment Control feature relieves the pre-encumbrance and creates an encumbrance.

  3. When the purchased goods or services are delivered and the purchase order becomes a voucher, the Commitment Control feature relieves the encumbrance and creates an expenditure.

The Commitment Control feature deducts each type of financial obligation from the available budget amount and tracks them by obligation type so that you can see how much money you have committed in pre-encumbrances, encumbrances, and expenditures.

The Commitment Control feature enables you to receive advance warning about all activities that might send controlled budgets over their approved amounts, and it enables you to stop any transactions that might go over budget. When transactions exceed budget amounts, the Commitment Control feature issues exceptions, which trigger workflow so that responsible parties can take corrective action. You can specify the degree of control and corrective action that you want to allow individual users to exercise over exceptions.

In PeopleSoft Payables, budget checking occurs at voucher creation, deletion, closing, and posting. You also perform budget checking after the payment posting process to check exchange rate realized gains or losses and earned or lost discounts. You can run budget checking for a single voucher during voucher entry or for many vouchers using a batch process. In any case, when you enable the Commitment Control feature for PeopleSoft Payables, you cannot pass a voucher to the general ledger until it has been budget-checked and posted unless you use the Period End Accrual Process. And you cannot post a voucher if it is over budget (although you can give certain users the security clearance to override budget-checking for over-budget vouchers).

See Also

Understanding PeopleSoft Commitment Control

Processing Source Transactions Against Control Budgets

Click to jump to top of pageClick to jump to parent topicPeopleSoft Payables Transactions Subject to Budget Checking

PeopleSoft Payables uses these Commitment Control source transaction types:

Vouchers (AP_VOUCHER)

The budget-checking process checks the distribution line's merchandise amount plus any prorated nonmerchandise amounts. The currency value is the general ledger business unit's base currency.

Non-prorated (AP_VCHR_NP)

The budget-checking process checks the nonprorated, nonmerchandise amounts, or sales and use tax, for the distribution lines. A sibling table of the distribution line joins the amounts with the accounts from the charge header table. The currency value is the general ledger business unit's base currency.

Discount Earned (AP_ACCTDSE)

The budget-checking process checks the discounts earned against the accounts that are posted to the general ledger for vouchers associated with open purchase orders.

Note. You must budget-check this transaction type using the batch Budget Processor Application Engine process (FS_BP). Note that, because making payments may create voucher accounting lines, you should budget-check any such accounting lines after making payments.

Discount Earned - PO Closed (AP_ACTDSEC)

The budget-checking process checks the discounts earned against the accounts that are posted to the general ledger for vouchers associated with closed purchase orders.

Note. You must budget-check this transaction type using the batch Budget Processor process. Note that, because making payments may create voucher accounting lines, you should budget-check any such accounting lines after making payments.

Voucher Accounting (AP_ACCT_LN)

The budget-checking process checks entries from the accounting line table for realized gains or losses, late charges, discounts lost, and closed vouchers. The amounts are checked against the original distribution line. The realized gains or losses, late charges, and discounts lost are checked against the accounts that are posted to the general ledger.

Note. You must budget-check this transaction type using the batch Budget Processor process. Note that, because making payments may create voucher accounting lines, you should budget-check any such accounting lines after making payments.

See Closing Vouchers After Budget Checking.

See Making Payments After Budget Checking.

Voucher Accrual Encumbrance (AP_ACENC)

The budget-checking process checks the encumbrance entries associated with purchase orders. These entries are created by the Period End Accruals process. You must budget-check this transaction type using the batch Budget Processor process. You should budget-check accounting lines after running the Period End Accruals process.

Voucher Accrual Expense (AP_ACEXP)

The budget-checking process checks expense entries from the accounting line table created by the Period End Accruals process. You must budget-check this transaction type using the batch Budget Processor process. You should budget-check accounting lines after running the Period End Accruals process.

See Also

Setting Up Commitment Control Source Transaction Types

Click to jump to top of pageClick to jump to parent topicBudget-Checking Vouchers

The Budget Processor process checks vouchers and voucher accounting lines against all control budgets that they are subject to, updates the Commitment Control ledger (LEDGER_KK), and updates the budget-checking status of the transactions.

You can budget-check individual vouchers when you create them online, or you can budget-check multiple vouchers and voucher accounting lines in batch mode. The online version and the batch version of the Budget Processor process perform exactly the same tasks. Batch mode is recommended for efficiency, and it is required if you budget-check voucher accounting lines.

See Also

Budget-Checking During Online Voucher Entry

Budget-Checking in Batch Mode

Click to jump to top of pageClick to jump to parent topicDocument Tolerances

Document tolerances are percentages or amounts by which related procurement documents (such as purchase orders and vouchers) are allowed to differ. The Document Tolerance Application Engine process (FS_DOC_TOL) enables you to set document tolerances between pre-encumbrances and encumbrances or encumbrances and expenses. If these tolerances aren't met, the system creates a document tolerance exception.

If the Commitment Control feature and document tolerance checking are enabled for the business unit, you must run both the Document Tolerance process and the Budget Processor process. You can initiate these processes by selecting the appropriate actions on the Invoice Information page and clicking the Run button.

If you run the Budget Processor process as a batch process using the Budget Check page, you must run the Document Tolerance process independently.

See Also

Budget-Checking in Batch Mode

Setting Up On-Demand Processing

Click to jump to top of pageClick to jump to parent topicException Handling

Transactions that fail budget checking are flagged by the system as exceptions. Exceptions fall into two categories: errors and warnings.

Errors are exceptions that have failed budget checking because they do not conform to the rules established for the control budget. Errors are not allowed to continue through the system. This type of control is strict. Errors stop at the budget-check stage and do not proceed until they are corrected. Most errors occur when a transaction has at least one line that exceeds at least one budget and is over tolerance. Depending on the configuration of the control budgets, the exact reason for a budget to have insufficient funds varies from budget to budget. The budget may be on hold, closed, or simply lacking a sufficient available budget amount.

Warnings are exceptions that do not conform to the rules of the control budget but that passed through the system anyway. They function as exceptions that are automatically overridden, as well as issues that do not conform to the use of the budget. For example, you might receive a warning if the budget and accounting dates differ. This type of control is loose. Warnings are allowed through the system because the transactions merely require some type of audit trail. You don't want to prevent them—you simply want to analyze them. If the control option for the control budget definition is Track without Budget, you receive only warning exceptions. If the control option for the control budget definition is Track with Budget, you receive only warning exceptions, unless there is no budget for a transaction. In that case, you receive an error exception.

You are notified of exceptions in two ways: online and through workflow notification.

With online notification, you receive a message regarding a transaction's status when the budget-checking process finishes. The message indicates the type of exception that the transaction created and enables you to directly access the appropriate transaction exception header page, where you can either view the warnings generated or view and override the errors.

With batch budget-checking, users are notified of exceptions through workflow, based on their individual security profiles in the system. The system generates an appropriate worklist for each user and may also generate an email message. Users have access to a list of budgets that caused exceptions or a list of transactions with exceptions. These two options are available through the PeopleSoft system navigation or through the worklist. This provides two ways to access exceptions and override them. As a user, you can choose a particular budget from a worklist and access the Budget Exception page to view a list of all transactions that have failed for a budget. Alternatively, you can select a particular transaction in a worklist and access the appropriate transaction exception header page to view a list of all budgets that have caused exceptions for the transaction. The worklist contains a complete list of exceptions, and it indicates the exact cause of the error or warning. These two pages enable you to inquire about exceptions and override them.

Correcting Errors

You can correct errors for transactions by:

In each case, you must have appropriate security clearance.

In PeopleSoft Payables, you pay the voucher amount even if it is over budget. Because you can't adjust the voucher unless the voucher is itself in error, you usually make adjustments to the budget or perform an override.

Security for Budget Adjustments and Overrides

The security profile of a user determines which budgets that user can adjust and which budgets and transactions the user can override. You set up this authority when you set up the Commitment Control feature. Only superusers have budget and transaction override authority. A user ID and date-time stamp appear on the inquiry pages when a budget or transaction has been overridden.

Budget Overrides

Overriding a budget involves selecting a check box on the appropriate page. A superuser can access the Budget Exceptions page, the transaction header and line exceptions pages, or the exception details page for any transaction header to override a budget or transaction.

See Also

Handling Budget-Checking Exceptions

Managing Budget Exceptions

Setting Up Commitment Control Security

Click to jump to parent topicPrerequisites

To use the Commitment Control feature in PeopleSoft Payables, you follow the usual Commitment Control setup procedure, including the following PeopleSoft Payables-specific steps:

  1. Enable the Commitment Control feature for Payables on the Installation Options - Installed Products page.

    Note. If you set the Installation option for the Default Budget Date field to Prior Document Budget Date, the system assigns the budget date on the purchase order to the purchase order voucher. If you set the Default Budget Date field to Document Accounting Date, the system assigns the accounting date to the purchase order voucher.

    See Defining Options for Installed PeopleSoft Applications.

  2. Specify the default values for Payables source transactions in the Source Transactions component (KK_SOURCE_TRAN1) on the Definition page, the Selection Criteria page, the Referenced Record Keys page, and the Options page.

    There are seven Commitment Control source transaction types that PeopleSoft Payables uses: vouchers (AP_VOUCHER), nonprorated amounts (AP_VCHR_NP), earned discount (AP_ACCTDSE), earned discount - PO closed (AP_ACTDSEC), voucher accounting lines (AP_ACCT_LN), Voucher Accrual Encumbrance (AP_ACENC) and Voucher Accrual Expense (AP_ACEXP).

    Note. You rarely need to change the default definitions for these source transaction types; only programmers with extensive experience working with PeopleSoft application code should make such changes.

    Note. If you require that the earned discount amount be applied to the encumbrance when you perform budget-checking, no further setup is required for the AP_ACCTDSE or AP_ACTDSEC source transaction types.

    If you require that the earned discount amount not be applied to the encumbrance when you perform budget-checking, for the AP_ACCTDSE or the AP_ACTDSEC source transaction type, delete the three source transaction fields referencing the purchase order on the Source Transactions - Referenced Record Keys page. This removes the link to the purchase order and prevents the discount amount from being added to the encumbrance.

    See PeopleSoft Payables Transactions Subject to Budget Checking.

    See Setting Up Commitment Control Source Transaction Types.

  3. If you use balanced entries for budget checking, set up an offset account for each Payables source transaction type for each control budget definition that you set up on in the Budget Definitions component (KK_BUDG5).

    See Defining Offsets.

Click to jump to parent topicBudget-Checking During Online Voucher Entry

When you create online transactions, you can budget-check them in real time by invoking the Budget Processor process on the Invoice Information page.

To budget-check vouchers during online voucher entry:

  1. Access the Voucher component (VCHR_EXPRESS1), create a voucher, and save it.

    When Commitment Control is enabled, you can add or delete invoice lines to a voucher copied from a purchase order. However, you can only delete distribution lines, not add distribution lines, to a voucher copied from a purchase order. The system issues a warning that distribution lines cannot be inserted because the encumbrance cannot be reversed. If necessary, change the purchase order distribution lines.

  2. Use the Voucher Summary page to check that the following conditions have been met:

  3. On the Invoice Information page, in the Action field select any appropriate on-demand process group that includes budget checking, and click the Run button to run the Budget Processor process on the voucher.

    The budget-checking on-demand process is not available if the Budget Processor process has already run on the voucher.

  4. On the Voucher Summary page, review the budget header status (Budget Status) and nonprorated budget status (Budget Misc Status).

    The Budget Processor process returns the status Valid if the voucher passes the budget check. If the distribution line fails budget checking, the Budget Processor process returns the budget header status Error. If the nonprorated charges fail budget checking, the Budget Processor returns the budget nonprorate status Error.

    Access the budget-checking exceptions pages to view vouchers with budget-checking errors.

See Also

Handling Budget-Checking Exceptions

Entering and Processing Vouchers Online: General Voucher Entry Information

Setting Up On-Demand Processing

Using the Commitment Control Page

Click to jump to parent topicBudget-Checking in Batch Mode

This section describes how to run the Budget Processor process in batch mode.

Click to jump to top of pageClick to jump to parent topicUnderstanding Batch Mode Budget-Checking

Batch mode budget checking is the most efficient way to budget-check PeopleSoft Payables transactions, and the process is required if you want to budget-check voucher accounting lines.

Running budget checking in batch mode is a two-step process. Both the voucher and the nonprorated, nonmerchandise charges should be checked together. If you perform budget checking on the voucher only, and nonprorated charges exist, then the voucher is not postable, because only half of the voucher is checked. You don't need to run budget checking on nonprorated, nonmerchandise charges if you prorate all charges.

Important! The Budget Check batch mode process does not check vouchers of closed accounting entry periods. The processor calls a validation program to verify that the vouchers are of an open accounting period; if not, the system displays an error message.

Click to jump to top of pageClick to jump to parent topicPage Used to Budget-Check in Batch Mode

Page Name

Definition Name

Navigation

Usage

Budget Check

AP_KK_CHECK_REQ

Accounts Payable, Batch Processes, Vouchers, Budget Check

Request a run of the Budget Processor Application Engine process (FS_BP) in batch mode.

Click to jump to top of pageClick to jump to parent topicRunning Budget Processor in Batch Mode

Access the Budget Check page (Accounts Payable, Batch Processes, Vouchers, Budget Check).

Transaction Type

Select the type of source transaction on which you want to run the Budget Processor process. Options are:

AP ACCT LN: Budget-check voucher lines and closed vouchers with realized gain or loss, late charge, and discount lost.

AP ACCTDSE: Budget-check voucher lines associated with open purchase orders with discount earned.

AP ACTDSEC: Budget-check voucher lines associated with closed purchase orders with discount earned.

AP VCHR NP: Budget-check nonprorated items on a voucher.

AP VOUCHER: Budget-check the expense distributions as well as prorated charges for a voucher.

AP_ACENC: Budget-check encumbrance entries created by the Period End Accruals process

AP_ACEXP: Budget-check expenses entries created by the Period End Accruals process.

Process All Business Units

Select to have the Budget Processor process review all business units. If you do not select this option, you must select Business Unit in the Field Name field and specify a business unit or range of business units to be processed.

Field Name

Specify the criteria for selecting vouchers on which to run the Budget Processor process. The list of available fields depends on the transaction type selected and whether you process all business units. Values include:

Blank: The Budget Processor process reviews all vouchers. This selection is available for any transaction type and if you select Process All Business Units.

Accounting Date: The Budget Processor process reviews vouchers using the accounting dates entered in the From and To fields. This field is available for any transaction type, regardless of whether you select Process All Business Units.

Business Unit: The Budget Processor process reviews vouchers using the business units entered in the From and To fields. This field is available for any transaction type and if you do not select Process All Business Units.

Close Status Indicator: The Budget Processor process reviews vouchers using the close status indicator. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types, regardless of whether you select Process All Business Units.

Invoice Number: The Budget Processor process reviews vouchers using the invoice numbers entered in the From and To fields. Prompt table validation does not occur on values entered in the From and To fields. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types and if you do not select Process All Business Units.

Vendor ID: The Budget Processor process reviews vouchers using the vendor ID entered in the From and To fields. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types, regardless of whether you select Process All Business Units.

Vendor Set ID: The Budget Processor process reviews vouchers using the vendor set ID entered in the From and To fields. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types, regardless of whether you select Process All Business Units.

Voucher ID: The Budget Processor process reviews vouchers using the voucher IDs entered in the From and To fields. This field is available for any transaction type and if you do not select Process All Business Units.

Value Type

Options are:

Range: The Budget Processor process reviews a range of values entered using the From and To fields

Value: The Budget Processor process reviews an individual value entered using the From and To field.

Click to jump to parent topicPerforming Partial and Final Liquidations

If you use the Commitment Control feature and have both PeopleSoft Purchasing and Payables installed, you can use the finalize function on the Invoice Information page to show that the current distribution line on the voucher represents a final liquidation of the predecessor PO transaction. This eliminates the need to run the PO and requisitions reconciliation processes to determine that you can close a PO or requisition. Consequently, you have more control over the budget because you quickly free up funds. The reduced amount can be either monetary or numeric.

To liquidate a predecessor document for an amount lower than the original:

  1. Access the Invoice Information page and create or modify a voucher for the reduced amount.

  2. Select the Finalize check box or button.

  3. Save the voucher.

  4. After the voucher is approved, run budget checking on the voucher to confirm the correction.

To reverse a reduction:

  1. Access the Invoice Information page.

  2. Deselect the Finalize check box for the affected lines.

    For an entire document, click the Undo Finalize button in the header.

  3. Save the voucher.

  4. Run budget checking on the voucher to confirm the correction.

See Also

Using Partial and Final Liquidation

Click to jump to parent topicHandling Budget-Checking Exceptions

This section lists common elements and discusses how to handle voucher header exceptions.

Note. Many pages in this section are similar. Most fields are documented in the common elements section.

See Common Elements Used in This Section.

See Also

Exception Handling

Click to jump to top of pageClick to jump to parent topicCommon Elements Used in This Section

Advanced Budget Criteria

Select to access the Budget Exceptions - Refine Inquiry Criteria page, where you can restrict rows to specific business units, ledger groups, and accounts. Leave these fields blank to return all values.

Budget Date

Displays the budget date of the transaction line. You define which field the system uses for the budget date for the transaction in the source transaction definition.

Exception Type

Select the budget-checking status of the transaction.

On some pages, you use this field to limit the exception rows retrieved to transactions with either an Error or Warning exception.

Foreign Amount

Displays the amount of the line in the entry currency.

Ledger Group

Displays the Commitment Control ledger group for the transaction header exception or transaction line exception.

Line From/Line Thru

Enter the voucher line numbers in these fields to view a range of lines. The prompt list shows only voucher lines with exceptions.

Line Status

Select the budget-checking status of the transaction line.

On some pages, you use this field to limit the selected rows to lines with either Error or Warning exceptions.

Maximum Rows

Select the maximum number of rows to display in the scroll area.

Monetary Amount

Displays the amount in the base currency of the primary ledger.

More Budgets Exist

Indicates whether or not the transaction has more exceptions than the number that you entered in the Maximum Rows field. If selected, more exceptions exist.

More Lines Exist

Indicates whether or not the transaction has more transaction line exceptions than the number that you entered in the Maximum Rows field. If selected, more exceptions exist.

Override Budget

Select to update the control budget ledger, even though the transaction exceeds the budget. This field is available only if the budget transaction failed budget checking and if you have authority to override a budget entry. It is not available if the source transaction type does not allow overrides and the budget header status is Not Checked. If the budget header status displays the status Not Checked but the transaction has failed budget checking, the then you must have changed the source transaction after the Budget Processor process issued the error exceptions, and you did not run the Budget Processor again.

When you override the budget, the system populates the Override User ID field with the user ID for the user who overrode budget checking, and it populates the Override Date field with the date and time that the budget was overridden.

After you override a budget with exceptions, change the budget available amount, or change the transaction amount, the transaction passes budget checking.

Override Transaction

Select to enable the entire transaction to update the control budget, even if error exceptions exist. This option is available only for users with appropriate security access. This option is not available if the transaction passed budget checking with only warning exceptions. You can select it before budget checking or after you run the Budget Processor process and it returns errors.

Transfer

On the Budget Override tab for the Voucher page, the Voucher (NP) Exceptions page, and the Voucher (Acct Ln) Exceptions page, click the View Related Links button to open a page with the following options:

Click Go to Budget Exception to open the Budget Exceptions page, where you can view other transactions that have exceptions for the budget and override them. You must have authority to inquire on the budget to open the page.

Click Go to Budget Inquiry to open the Budget Details page, where you can view the budget details, such as the available amount remaining, the attributes, and the amounts used by each ledger (encumbrance, pre-encumbrance, and so on) in the budget. You must have authority to run inquiries on the budget to open the page.

Click the Budget Override Available Info (budget override available information) button to determine why you can't override a particular budget entry.

Click the Tran Override Available Info (transaction override available information) button to determine why you can't override the entire transaction.

Click the Budget Check Document button to run the Budget Processor process again, after you override the transaction or a budget. You also run the process again if you change the voucher.

Click the Budget Check Details button to open the Commitment Control page, where you can see the source transaction type and the amount type for the voucher.

Search

Click Search on a header exceptions page (such as the Voucher Exceptions page) to refresh the Budgets with Exceptions scroll area.

Fetch Select

Click Fetch Select on a line exceptions page (such as the Voucher - Line Exceptions page) to refresh the Transaction Lines with Budget Exceptions scroll area.

Click to access detail pages, where you can view the reasons for the exceptions.

Click to jump to top of pageClick to jump to parent topicPages Used to Handle Budget-Checking Exceptions

Page Name

Definition Name

Navigation

Usage

Voucher Exceptions

KK_XCP_HDR_AP1

Commitment Control, Review Budget Check Exceptions, Accounts Payable, Voucher, Voucher Exceptions

View budget-checking errors or warning messages for vouchers. View budgets for the transaction lines with exceptions. If you are authorized, you can override the budget exceptions on this page.

Payables Voucher Line Drill Down

KK_DRL_AP1_SEC

Click the View Exception Details button for a voucher line on the Voucher Exceptions page.

View additional details relating to the voucher transaction line budget exceptions.

Voucher - Line Exceptions

KK_XCP_LN_AP1

Commitment Control, Review Budget Check Exceptions, Accounts Payable, Voucher, Line Exceptions

View individual voucher lines with budget-checking errors or warning messages.

Voucher Line - Exception Details

KK_XCP_TRAN_SEC3

Click the View Exception Details button for a voucher line on the Voucher - Line Exceptions page.

View details for voucher lines with budget exceptions.

Voucher (NP) Exceptions (voucher nonprorated exceptions)

KK_XCP_HDR_AP1N

Commitment Control, Review Budget Check Exceptions, Accounts Payable, Voucher Non-prorated, Voucher (NP) Exceptions

View budget-checking errors or warning messages for vouchers with nonprorated, nonmerchandise amounts or sales and use tax. You can view budgets for the transaction lines with exceptions. If you are authorized, you can override the budget exceptions on this page.

Payables Non-Prorated Voucher Line Drill Down

KK_DRL_AP1N_SEC

Click the View Exception Details button for a voucher line on the Voucher (NP) Exceptions page.

View additional details relating to the voucher nonprorated transaction line budget exceptions.

Voucher Non-prorated Amount - Line Exceptions

KK_XCP_LN_AP1N

Commitment Control, Review Budget Check Exceptions, Accounts Payable, Voucher Non-prorated, Line Exceptions

View individual voucher lines in a voucher with nonprorated transaction lines and budget-checking errors or warning messages.

Voucher Non-prorated Line - Exception Details

KK_XCP_TRAN_SEC3

Click the View Exception Details button for a voucher line on the Voucher Non-prorated - Line Exceptions page.

View details for nonprorated voucher lines with budget exceptions.

Voucher (Gain/Loss) Exceptions

KK_XCP_HDR_AP2

Commitment Control, Review Budget Check Exceptions, Accounts Payable, Voucher Accounting Line, Voucher (Gain/Loss) Exceptions

View individual accounting lines for vouchers with realized gains or losses. View budgets for the transaction lines with exceptions. If you are authorized, you can override the budget exceptions on this page.

Payables Accounting Line Voucher Line Drill Down

KK_DRL_AP2_SEC

Click the View Exception Details button for a voucher line on the Voucher (Gain/Loss) Exceptions page.

View additional details relating to the voucher accounting line budget exceptions.

Voucher Accounting Line - Line Exceptions

KK_XCP_LN_AP2

Commitment Control, Review Budget Check Exceptions, Accounts Payable, Voucher Accounting Line, Line Exceptions

View individual accounting lines for vouchers with realized gains or losses with budget-checking errors or warning messages.

Voucher Accounting Line - Line Exception Details

KK_XCP_TRAN_SEC3

Click the View Exception Details button for a voucher line on the Voucher Accounting Line - Line Exceptions page.

View individual accounting lines for vouchers with realized gains or losses with budget-checking exceptions.

Period End Accruals

KK_XCP_HDR_AP3

Commitment Control, Review Budget Check Exceptions, Accounts Payable, Period End Accruals

Handle budget-checking exceptions for encumbrance/expense entries created by the Period End Accruals process.

Click to jump to top of pageClick to jump to parent topicHandling Voucher Header Exceptions

Access the Voucher Exceptions page (Commitment Control, Review Budget Check Exceptions, Accounts Payable, Voucher, Voucher Exceptions).

Click the View Related Links button for the voucher ID to open a page with the following options:

Go to Source Entry opens the Voucher component where you can view or change the voucher.

Go to Source Inquiry opens the Voucher Inquiry component where you can view the voucher.

Budget Override

Select the Budget Override tab.

Click the View Exception Details button to access the Payables Voucher Line Drill Down page, where you can view transaction line details and drill down to the voucher.

Budget ChartFields

Select the Budget ChartFields tab.

The Budget ChartFields tab displays the ChartField values for the budgets with exceptions.

Click to jump to parent topicPosting Vouchers After Budget Checking

When you run the Voucher Posting Application Engine process (AP_PSTVCHR), only vouchers that have passed budget checking are posted. Voucher posting checks the budget-checking statuses (header and nonprorated) of the voucher. If both the statuses are Valid, the voucher is posted.

If Commitment Control is on, posting creates accounting entries with necessary information about the budget date and status to check the realized gain/loss and discount earned/lost entries. You need to run the Commitment Control module in batch mode to process voucher (AP_VOUCHER, AP_VCHR_NP) and discount earned (AP_ACCTDSE, AP_ACTDSEC) source transactions.

Each accounting line contains both the header and line status flag. The Budget Processor sets the flags to the appropriate settings.

Click to jump to parent topicModifying, Deleting, and Closing Vouchers After Budget Checking

When you alter, delete, or close a voucher or voucher accounting line transaction after budget checking, you must repeat the budget check of the altered, deleted, or voucher-closing transaction.

This section discusses how to:

Click to jump to top of pageClick to jump to parent topicModifying Vouchers After Budget Checking

When you budget-check a modified voucher, the Budget Processor process deletes any exception rows from the first budget check. This includes the deletion of override marks for any budgets listed on the altered transactions. A message appears informing you of this when you mark the budget for override and save the page. In effect, altering a transaction after it has been budget-checked forces the Budget Processor process to treat the transaction as if it were new when budget checking is performed again.

To make changes to budget-checked transactions, do the following:

  1. Open the voucher and make changes to the particular transactions.

    Note. You can only delete distribution lines, not add distribution lines, to a voucher copied from a purchase order. The system issues a warning that distribution lines cannot be inserted because the encumbrance cannot be reversed. If necessary, change the purchase order distribution lines.

  2. Save the changes.

  3. Run the Budget Processor process again to check the budget.

    The Budget Processor process deletes the original transactions (including liquidations) from the Commitment Control ledger data table (LEDGER_KK) and posts the new transactions.

Click to jump to top of pageClick to jump to parent topicDeleting Vouchers After Budget Checking

When you delete vouchers, the amounts in the Commitment Control ledger data table is reversed to accommodate the changes.

The budget statuses and the voucher entry status appear on the Delete Voucher page. You can access the Voucher Details page to view the details for the voucher. Once you delete the voucher, the Budget Processor process runs automatically to adjust the budget so that the budget accounts for the deleted voucher amount.

Note. The voucher entry status remains Postable until budget-checking is run successfully. If the process does not complete successfully, access the Delete Voucher page and click the Delete button to rerun the Budget Processor process. The Budget Processor process cannot be run through the batch process for deleted vouchers.

See Also

Deleting Vouchers

Click to jump to top of pageClick to jump to parent topicClosing Vouchers After Budget Checking

When you close vouchers, the system marks the voucher for closure. Posting the closed voucher creates accounting lines for the portion of the voucher that is closed. The system processes closed vouchers from the voucher source transactions, AP_ACCT_LN.

All vouchers, including a voucher that references a purchase order, can be closed from the close voucher component.

See Also

Budget-Checking in Batch Mode

Closing Vouchers

Entering Reversal Vouchers

Click to jump to parent topicMaking Payments After Budget Checking

If the Commitment Control feature is enabled for PeopleSoft Payables, the Pay Cycle Application Engine process (AP_APY2015) selects for payment only those vouchers that have passed budget checking. During payment selection, it doesn't matter if the Budget Control feature is set to On or Off, because the flags are set correctly in both cases.

Payment posting may create late interest, realized gains or losses, and earned or lost discounts accounting entries. Run the Budget Processor process on payments after you have posted them and created accounting entries. Set up the budget check run control to process the AP_ACCT_LN, AP_ACCTDSE, and AP_ACTDSEC transaction types, so that the process adjusts the budget for the payment realized gains or losses and earned or lost discount amounts.

See Also

Budget-Checking in Batch Mode

Running the Payment Posting Process