Budget-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, if matching is enabled in the purchase order, 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:

   • The voucher has been saved and edited with the approval status Approved and the entry status Postable.

   • The budget header status and nonprorated budget status are Not Chk'd (not checked).

     Note that the voucher header maintains two budget-checking statuses: one for the overall status of the distribution line amounts and one for the nonprorated nonmerchandise amounts.

     The budget-checking status of the voucher is Not Chk'd if the voucher has not already been budget-checked or if fields on the voucher that affect budget-checking have been changed. The status is Valid if the voucher has already been budget-checked successfully and Error if the voucher has been budget-checked and failed. You must run budget-checking again whenever you change a budget-checked voucher.

     The Non-Prorated Budget Status is Valid if there are no nonmerchandise charges. Also, the Non-Prorated Budget Status is Valid if the voucher header General Ledger business unit is not set up for the Commitment Control feature, and the nonmerchandise charges are not allocated. If the voucher header General Ledger business unit is not set up for the Commitment Control feature, and nonmerchandise charges exist, but there is no interunit entry, the Non-Prorated Budget Status is marked Valid. The voucher will not be budget-checked if there is an interunit entry and the nonmerchandise charges are allocated.

     Note: When you enter interunit vouchers on the Invoice Information page, the Budget Status field on the Voucher Summary page changes from Valid to Not Chck'd. You must run the Budget Processor to reset the status to Valid to make the voucher eligible for voucher posting.

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.