Modifying, 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:
Modify vouchers after budget checking.
Delete vouchers after budget checking.
Close 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:
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.
Save the changes.
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.
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.
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.