Viewing and Handling Budget Transaction Exceptions

This section provides an overview and discusses how to:

View and handle budgets with exceptions.
View generic transaction exceptions.

(Generic (third-party) transactions cannot be added on line.)
View payroll transaction header exceptions.
View payroll transaction line exceptions.
View the budget checking status for a budget processor process instance.

Pages Used to View and Handle Budget Transaction Exceptions

Page Name	Definition Name	Navigation	Usage
Commitment Control Budget Exceptions	KK_XCP_BUDGET	Commitment Control, Review Budget Check Exceptions, Budget Exceptions, Commitment Control Budget Exceptions Click the View Related Links button on a transaction exception header page or Exceptions Details page. Click the Budget Exceptions link on the Budget Details page.	View and override control budget exceptions on a budget-by-budget basis. The page includes only budgets that have transactions with exceptions.
Refine Inquiry Criteria	KK_XCP_BD_ADV_SEC	Click the Advanced Transaction Criteria link on the Commitment Control Budget Exceptions page for budget exceptions.	Refine selection criteria for transactions to be viewed.
Generic Exceptions	KK_XCP_HDR_GEN	Commitment Control, Third Party Transactions, Generic Transaction Entry, Generic Exceptions Click View Related Links, Go to Transaction Exceptions on the Commitment Control, Budget Exceptions, and Budget Checking Status pages.	View budget checking errors or warning messages for third-party transactions. Users who have authority can override the budget exceptions on this page.
Refine Inquiry Criteria	KK_XCP_TR_ADV_SEC	Click the Advanced Budget Criteria link on a transaction exceptions (pages exist for various applications) header page for transaction exceptions.	Refine selection criteria for budgets to be viewed.
Commitment Control	KK_XCP_TRAN_SEC	Click the Budget Check Details button on the Commitment Control Budget Exceptions page or on a transaction exceptions header page.	View details about a source transaction with exceptions, including the amount type and override information.
Exception Details (header)	KK_XCP_TRAN_SEC2	Click the View Exception Details button on the Commitment Control Budget Exceptions page or on a transaction exceptions header page.	View budget exception details and drill down to transaction lines.
Generic Line Drill Down	KK_DRL_GEN_SEC	Click the Drill Down to Transaction Line button on the Exception Details page for a specific transaction line.	View line details for generic source transactions with budget exceptions.
Generic Transaction − Line Exceptions	KK_XCP_LN_GEN	Commitment Control, Third Party Transactions, Generic Transaction Entry, click in search results grid Click View Related Links, Go to Transaction Exceptions on the Commitment Control, Budget Exceptions, and Budget Checking Status pages.	View individual transaction lines in a generic source transaction with budget exceptions and view the budgets that caused the exceptions.
Exception Details (lines)	KK_XCP_TRAN_SEC3	Click the View Exception Details button on the Line Exceptions page for the source transaction.	View budget and exception details for a transaction line.
HR Payroll Exceptions	KK_XCP_HDR_HR1	Commitment Control, Review Budget Check Exceptions, General Ledger, Payroll, HR Payroll Exceptions Click View Related Links, Go to Transaction Exceptions on the Commitment Control Budget Exceptions page or the Budget Checking Status page	View budget-checking warning messages for Payroll transactions.
HR Payroll Line Drill Down	KK_DRL_HR1_SEC	Click the Drill Down to Transaction Line button on the (Payroll) Exception Details page for a specific transaction line.	View line details for Payroll source transactions with budget exceptions.
Payroll − Line Exceptions	KK_XCP_LN_HR1	Commitment Control, Review Budget Check Exceptions, General Ledger, Payroll, Line Exceptions Click View Related Links, Go to Transaction Exceptions on the Budget Exceptions page or the Budget Checking Status page.	View individual transaction lines in a Payroll source transaction with budget checking warning messages and all the budgets that caused the exceptions.
Commitment Control Budget Checking Status	KK_XCP_INQ_INSTANC	Commitment Control, Review Budget Check Exceptions, Budget Checking Status, Commitment Control Budget Checking Status	Review the budget checking status of source transactions for a single run of the Budget Processor. You can access the Transaction Header Exceptions page for the transaction, as well as transaction inquiry, entry, and adjustment pages where you can view and change the transaction.

Understanding Viewing and Handling of Budget Transaction Exceptions

You can inquire on exceptions by budget or by transaction:

Use the Budget Exceptions component to view budgets with exceptions.

This component enables user with security access to override specific budgets for a failed transaction.
Use the transaction exception components to view source transactions with budget exceptions.

These components enable users with security access to override specific budgets for a failed transaction, as well as all budgets for a failed transaction.

Note: An override is applicable only to the original entry. After the override, any change or additions to the original journal lines causes the system to cancel the override and reset the header status to (N) not checked. This is to prevent the adding of lines using the same overridden ChartField combination to create unauthorized overrides for different or larger amounts.

Separate exception pages for each type of source transaction are provided. These pages are documented in their respective application documentation. The following table provides a list of transaction exception components that are not covered in this topic and the corresponding documentation in which each is discussed:

Transaction Exception Component	Documentation
Voucher Voucher (NP) (voucher non-prorated) Voucher (Acct Ln) (voucher accounting line)	See Handling Budget-Checking Exceptions.
Revenue Estimate Direct Journal Receipt Accrual Expense Receipt Accrual Encumbrance	See Performing Commitment Control Processing.
Billing Invoice	See Viewing Billing Invoice Budget Checking Exceptions.
CM Transaction (Cost Management Transaction)	See Using Commitment Control.
Travel Authorization Expense Sheet	See Understanding PeopleSoft Commitment Control in PeopleSoft Expenses.
Journal Budget Journal	See Understanding Commitment Control and General Ledger Journals. See Handling Budget Journal Exceptions.
Facilities Administration	See Processing Facilities and Administration Costs.
Project Journal Project Budget Journal	See Setting Up PeopleSoft Project Costing for PeopleSoft Commitment Control.
Procurement Card Purchase Order Purchase Order (NP) (purchase non-prorated order) Requisition Receipt Accrual Expense Receipt Accrual Encumbrance	See Understanding Commitment Control in PeopleSoft Purchasing Understanding Receipt Accrual.

Common Elements Used in This Section

Advanced Budget Criteria

Select on a transaction header exceptions page (such as the Generic Exceptions page) to access the Refine Inquiry Criteria page (Click the Advanced Transaction Criteria link on the Commitment Control Budget Exceptions page for budget exceptions, where you can restrict budget rows to specific business units, ledger groups, accounts, and exception types. Leave these fields blank to return all values.

Budget Date

Accounting 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

Description of the error or warning exception.

Exception Type

On Exception Details pages, the budget checking status of the transaction. On other pages, this is a different field, which you use to limit the exception rows retrieved to transactions with either an Error or Warning exception.

Foreign Amount

The amount of the line in the entry currency.

Ledger Group

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

Line From/Line Thru (line from and line through)

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

Line Status

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

The amount in the base currency of the primary ledger.

More Budgets Exist

If selected, the transaction has more exceptions than the number you entered in the Maximum Rows field.

More Lines Exist

If selected, the transaction has more transaction line exceptions than the number you entered in the Maximum Rows field.

Override Budget

Select to update the control budget ledger, even though the transaction exceeds the budget. If Commitment Control Security is enabled, a user must be associated with a Super User rule in order to override at the budget level. If Commitment Control Security is not enabled and the impacted source transaction type allows overrides, then all users can override at the budget level. In both cases, if the transaction has been budget checked and has errors, the budget override option on the exception inquiry page is active only if all of the errors are overridable.

When a user overrides the budget, the system populates the Override User ID field with the user ID for the user who overrode budget checking and populates the Override Date field with the date and time the budget was overridden.

Override Date

Date that a user overrode a budget exception. The system updates this field.

Override Transaction

Select to enable the entire transaction to update the control budget If Commitment Control Security is enabled, a user must be associated with a Super User rule in order to override at the transaction level. If Commitment Control Security is not enabled and the impacted source transaction type allows overrides, then all users can override at the transaction level. In both cases, if the transaction has been budget checked and has errors, the transaction override option on the exception inquiry page is active only if all of the errors are overridable.

Override User ID

User who overrode a budget exception. The system updates this field.

Type

See Exception Type. Can also mean Transaction Type on some pages.

Click the Budget Check button to run the Budget Processor again, after you override the transaction or a budget. Also run the process again if you changed the voucher.

Click the Budget Check Details button to open the Commitment Control page, where you can see the Commitment Control transaction ID, Commitment Control transaction date, budget checking process status, process instance, source transaction type, Commitment Control amount type, and budget checking header status for the transaction.

Click the View Related Links button to open a page with one or more of the following options, depending on the exception page:

Go to Budget Exception opens 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.
Go to Budget Inquiry opens 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 inquire on the budget to open the page.
Go to Source Adjustment opens a source transaction page where you can adjust the transaction.
Go to Transaction Exception opens the appropriate header exceptions page for the transaction type, where you can view exception details for the transaction.

Commitment Control Budget Exceptions Page

Use the Commitment Control Budget Exceptions page (KK_XCP_BUDGET) to view and override control budget exceptions on a budget-by-budget basis.

The page includes only budgets that have transactions with exceptions.

Navigation

Commitment Control, Review Budget Check Exceptions, Budget Exceptions, Commitment Control Budget Exceptions

Click the View Related Links button on a transaction exception header page or Exceptions Details page.

Click the Budget Exceptions link on the Budget Details page.

Image: Commitment Control Budget Exceptions page (1 of 2)

This example illustrates the fields and controls on the Commitment Control Budget Exceptions page (1 of 2). You can find definitions for the fields and controls later on this page.

Image: Commitment Control Budget Exceptions page (2 of 2)

This example illustrates the fields and controls on the Commitment Control Budget Exceptions page (2 of 2). You can find definitions for the fields and controls later on this page.

The Business Unit and Ledger Group fields are required when entering search criteria on the Budget Exceptions search dialog page. The remaining fields can be left blank to return all values or you can enter values to further refine your search.

Click the Search button on the search dialog page and any exceptions are displayed in the Search Results scroll at the bottom of the search page. The scroll becomes available only if there are transaction exceptions for a budget. The scroll also returns both error and warning exceptions in the same search.

When you select a row from the Search Results scroll and no transaction exceptions are returned in the Transactions with Budget Exceptions group box at the bottom of the Commitment Control Budget Exceptions page, click the Advanced Transaction Criteria link to refine the criteria so that you can review the details of the exception. For example, if exception type and the from and to dates for the Commitment Control Budget Exceptions page do not match the exception type and dates of the exception you selected in the Search Results scroll, no transactions are returned in the Transactions with Budget Exceptions group box.

Advanced Transaction Criteria

Click this link to access the Refine Inquiry Criteria page (Click the Advanced Budget Criteria link on a transaction exceptions (pages exist for various applications) header page for transaction exceptions) if you receive the message that no transaction rows were found given your criteria. In this case no information about the existing exceptions is initially returned in the Transactions with Budget Exceptions group box at the bottom of the Commitment Control Budget Exceptions page.

Use this page to restrict or enlarge access to transaction rows by specifying exception type, transaction type, commitment control ID range, date range, and budget processor process instance.

Note: You can leave most fields on the Refine Inquiry Criteria page blank to return all values but you must select errors or warnings to see that budget exception type. In addition, you must enter a value in the Date To field and the Date From field that is applicable to you inquiry.

Exception Type

If the exception type default to Warning in the initial search, you must change the value to Error to see errors, or to see results when the Transactions with Budget Exceptions group box does not become available after you select a transaction line in the Search Results scroll (that is to say, when the exception type value is defaulted to warning and the transaction is actually an error).

Date From and Date To

The Date To field defaults to the current date and the Date From field defaults to a date in the prior month, you must change the dates, if not applicable, to a range that encompasses the transaction exceptions on which you are inquiring or you receive the message that no transaction rows are returned because none match your criteria.

ID Name and ID Value

Transaction ID type, such as Requisition ID or Voucher ID. ID Value is the actual value of the identifier.

Note: If the criteria you select using Advanced Transaction Criteria includes a transaction type, then the header key fields for the transactions appear instead of ID Name and ID Value. For example, if you select GL Journals for the transaction type the grid displays the Business Unit, Journal ID, and Journal Date.

Budget Detail

Click to access the Budget Details inquiry page, where you can view such budget details as available budget, budget exceptions, and budget attributes.

Generic Exceptions Page

Use the Generic Exceptions page (KK_XCP_HDR_GEN) to view budget checking errors or warning messages for third-party transactions.

Users who have authority can override the budget exceptions on this page.

Navigation

Commitment Control, Third Party Transactions, Generic Transaction Entry, Generic Exceptions

Click View Related Links, Go to Transaction Exceptions on the Commitment Control, Budget Exceptions, and Budget Checking Status pages.

Image: Generic Exceptions page

This example illustrates the fields and controls on the Generic Exceptions page. You can find definitions for the fields and controls later on this page.

Viewing Payroll Transaction Header Exceptions

Access the HR Payroll Exceptions page (Commitment Control, Review Budget Check Exceptions, General Ledger, Payroll, HR Payroll Exceptions and click View Related Links, Go to Transaction Exceptions on the Commitment Control Budget Exceptions page or the Budget Checking Status page).

Run Date

Displays the date that the payroll batch process was run for the transaction.

Accounting Date

Displays the accounting date of the payroll transaction.

Viewing Payroll Transaction Line Exceptions

Access the HR Payroll - Line Exceptions page (Commitment Control, Review Budget Check Exceptions, General Ledger, Payroll, Line Exceptions).

Run Date

Displays the date that the payroll batch process was run for the transaction.

Accounting Date

Displays the accounting date of the payroll transaction.

Note: There should be no error exceptions—only warnings—since you budget-check payroll transactions in Payroll prior to loading them to Commitment Control.

Commitment Control Budget Checking Status Page

Use the Commitment Control Budget Checking Status page (KK_XCP_INQ_INSTANC) to review the budget checking status of source transactions for a single run of the Budget Processor.

You can access the Transaction Header Exceptions page for the transaction, as well as transaction inquiry, entry, and adjustment pages where you can view and change the transaction.

Navigation

Commitment Control, Review Budget Check Exceptions, Budget Checking Status, Commitment Control Budget Checking Status

Image: Commitment Control Budget Checking Status page

This example illustrates the fields and controls on the Commitment Control Budget Checking Status page. You can find definitions for the fields and controls later on this page.

Process Status

Select a Budget Checking Process Status.

Commit Control ID From and To

Select Commitment Control IDs to refine the status check.

Commit Control Date

Enter Commitment Control Date that encompass the status check.