Viewing Billing Invoice Budget Checking Exceptions

When accounting entries fail budget checking, the Budget Checking process populates the budget check header and line status with E (error in budget check). If any one line on a transaction fails budget checking, the system marks the entire invoice in error by updating the budget check header status field. No budget updates occur for the transaction.

If accounting entries fail budget checking, you can:

View budget checking errors or warning messages for invoices.
View individual invoice lines with budget checking errors or warning messages.
View line details for source transactions with budget exceptions.

Pages Used to View Billing Invoice Exceptions

Page Name	Definition Name	Navigation	Usage
Billing Invoice Exceptions	KK_XCP_HDR_BI1	select Commitment Control, then select Review Budget Check Exceptions, then select Revenues, then select Billing Invoice, then select Billing Invoice Exceptions	View budget checking errors or warning messages for invoices. Users who have authority can override the budget exceptions on this page.
Billing Invoice - Line Exceptions	KK_XCP_LN_BI1	select Commitment Control, then select Review Budget Check Exceptions, then select Revenue, then select Billing Invoice, then select Line Exceptions	View individual invoice lines with budget checking errors or warning messages.
Billing Invoice Line Drill Down	KK_DRL_BI1_SEC	Click the Drill Down to Transaction Line button on the Exception Details page for Transaction Headers for a specific transaction line.	View line details for source transactions with budget exceptions.

Billing Invoice Exceptions Page

Use the Billing Invoice Exceptions page (KK_XCP_HDR_BI1) to view budget checking errors or warning messages for invoices.

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

Navigation

select Commitment Control, then select Review Budget Check Exceptions, then select Revenues, then select Billing Invoice, then select Billing Invoice Exceptions

Image: Billing Invoice Exceptions page

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

Budget Override Tab

Override Budget

Select to update the control budget even though the transaction exceeds the budget. This field is available only for users with super user security access and if the budget transaction fails budget checking. 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 is not checked, you changed the source transaction after the Budget Checking process issued the error exceptions and you did not run the Budget Checking process again.

Override User ID

When you override the budget, the system populates the this field with the user ID for the person who overrode budget checking and the Override Date field with the date and time that they overrode the budget.

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

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 that is remaining, the attributes, and the amounts that are 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.

Budget ChartFields Tab

The Budget ChartFields tab displays the ChartFields values for the budget.

Line Exceptions Page

Use the Billing Invoice - Line Exceptions page (KK_XCP_LN_BI1) to view individual invoice lines with budget checking errors or warning messages.

Navigation

select Commitment Control, then select Review Budget Check Exceptions, then select Revenue, then select Billing Invoice, then select Line Exceptions

Image: Billing Invoice - Line Exceptions page

This example illustrates the fields and controls on the Billing Invoice - Line Exceptions page. You can find definitions for the fields and controls later on this page.

Note: Multiple views of this page are available by clicking the tabs in the scroll area. Fields that are common to all views appear first.

Line From and Line Thru

Enter invoice line numbers to view a range of lines. Only invoice lines with exceptions are available options.

Transaction Lines with Budget Exceptions

This scroll area displays the invoice lines with error or warning exceptions. You can limit the number of budget line exceptions by entering selection criteria.

Line ChartFields Tab

The Line ChartFields tab displays the ChartFields values for the budget.

Line Amount Tab

Foreign Amount

The amount of the line in the entry currency.

Monetary Amount

The amount in the base currency of the primary ledger.

Billing Invoice Line Drill Down Page

Use the Billing Invoice Line Drill Down page (KK_DRL_BI1_SEC) to view line details for source transactions with budget exceptions.

Navigation

Click the Details icon on the Exception Details page for a specific transaction line.

Image: Billing Invoice Line Drill Down page

This example illustrates the fields and controls on the Billing Invoice Line Drill Down page. You can find definitions for the fields and controls later on this page.

Transaction Line Identifiers

This group box provides information to identify the source transaction.

D/S Level (discount/surcharge level)

The discount or surcharge level number is applied to this line.

Tax Authority

Any tax authority agency that is empowered to set taxes against this bill.

Identifier

The discount/surcharge identifier

Revenue Sequence Number

The sequence number of the distribution line.

Type

The account entry type.

Transaction Line Details

This group box displays the details for the line. It displays the ChartField name, value, and description for any of the ChartFields depending on the budget.

Note: The ChartFields may or may not match the budget ChartFields, as the Budget Checking process translates the transaction ChartFields into the corresponding budget ChartFields by using the control budget definition.

Line Status

The budget checking line status. Values are:

E (error): The entry failed to pass budget checking.

N (not checked): The Budget Checking process has not processed the entry or the invoice has been changed and not budget checked again. Exception data may be inaccurate. Budget check the transaction again to update the exceptions

V (valid): The entry passed budget checking and the process updated the control budget ledger.

W (warning): The Budget Checking process issued a warning, but also updated the control budget ledger.

Budget Date

The budget date for the distribution line in the invoice.

Line Amount

If the transaction amount and the base amount are different, both amounts appear.