Correcting Accounting Entries That Fail Budget Checking

Correct the errors that cause accounting entries to fail budget checking by:

  • Accessing the bill through the Billing Invoice Exceptions page to override the transaction, and then make the necessary adjustments through PeopleSoft Billing Adjustments (if the changes needed to pass budget checking are to the amount or distribution percentage). You can make a net adjustment, credit and rebill, or credit the entire bill.

    See Understanding Bill Adjustment.

  • Accessing the PeopleSoft Billing Correct Budget Check Errors component to make corrections to accounting entries with a budget header status that is in error (if the changes that are needed to pass budget checking are to the budget date or ChartFields). In this component, you can correct ChartField values and budget date information on an invoice after it is finalized. You can also access this component through the Billing Invoice Exceptions pages by clicking the button in the Transfer column on the grid or clicking the View Related Links.

    Note: Correct Budget Check Errors component enforces ChartField Security. The component registry entries are delivered with only a subset of detail records enabled for ChartField Security. You can enable or disable the detail records from ChartField Security depending on the business requirements. Keep in mind that each detail record that is enabled adds overhead to open the component.

Note: Some source transaction types do not allow overrides.

Page Name

Definition Name

Usage

Billing Invoice Exceptions Page

KK_XCP_HDR_BI1

Select the Override Transaction field to override the error that causes the invoice to fail budget checking.

Line Exceptions Page

KK_XCP_LN_BI1

Select the Override Transaction field to override the error that causes the invoice to fail budget checking.

Commitment Control Correction - Acctg Entries Summary

BI_KK_COR_AE

Review accounting entry information for the invoice, such as the ChartField, transaction amount, and relevant discount and surcharge information. Apply corrections to accounting entry and budget date errors.

Commitment Control Correction - Line

BI_KK_COR_LN

Correct line information for bill lines that fail budget checking.

Commitment Control Correction - Revenue

BI_KK_COR_REV

Correct budget date or ChartField information for bills with accounting entry types of revenue.

Commitment Control Correction

BI_KK_COR_DS

Correct discount and surcharge distribution budget date or account information.

Commitment Control Correction IU Expense (InterUnit expense)

BI_KK_COR_IUE

Correct budget date or ChartField values for InterUnit expense accounting entries.

Commitment Control Correction Statistic

BI_KK_COR_STA

Correct budget date or ChartField values for statistical information.

Commitment Control - Budget Check

KK_EXCPTN_OVER_SEC

Rerun the Budget Checking process after correcting accounting entries that are in error.

To correct an amount or distribution percentage of an account entry that fails budget checking:

  1. Select the Override Transaction option on the Billing Invoice Exceptions page

  2. Adjust the invoice on Adjust Entire Bill component, or Adjust Selected Bill Lines component.

    You can make a net adjustment, credit and rebill, or credit the entire bill.

  3. Run the PeopleSoft Billing Finalize and Print (BIIVC000), Currency Conversion (BICURCNV), Pre-Load (BIPRELD), and Load GL (BILDGL01) processes before rerunning the Budget Checking process.

    The adjusted accounting entries, when combined with the original accounting entries, must net out to an amount that is within the budget tolerance to pass budget checking.

Note: When copying or adjusting a bill, the system does not copy the budget date field from the source bill. The budget date value resets to its default, a null value. The invoice and accounting dates also reset to null.

To correct a budget date or ChartField of an account entry that fails budget checking:

  1. Access the PeopleSoft Billing Correct Budget Check Errors component.

    Make corrections to accounting entries with a budget header status of E (error). When you save the changes, the accounting entries are then available to go through the Budget Checking process again.

    You cannot update the budget date of future period accounting entries (on invoices with contract liability accounting entries) because it is generated by the Load GL process. However, you can make changes to ChartField information for revenue distribution and the changes cascade down to future period accounting entries for the corresponding distribution line.

  2. Click the Apply Correction button to update the accounting entries with the changes, and to change the status of the budget header status from E to N.

    The entries are ready to go through the Budget Checking process again.

    Note: Only invoices with a budget check header status of E are accessible through the Correct Budget Check Errors component.

  3. Click the Budget Check link on the Acctg Entries Summary page to rerun the Budget Checking process.

    If the Pre-Load process is required for the corresponding invoice and if you changed any ChartField values during accounting entry correction, the system displays an error message stating that you must run the Pre-Load process before rerunning the Budget Checking process. The system displays a warning message if the Pre-Load process is required for the corresponding invoice but you made no changes to the ChartField values during account entry correction, indicating that you might need run the Pre-Load and the Load GL processes before running the Budget Checking process.

    If the Pre-Load process is not required for the corresponding invoice and you made no changes to the ChartField values during accounting entry correction, the system displays the Commitment Control Budget Check page, where you can initiate the Budget Checking process to run online for the specific invoice.

Note: If the corrections that you make to an accounting entry are to the budget date only, or if the ChartField action flag on the BI_HDR record is not set to Y, you are not required to rerun the Pre-Load process after account entry correction. You are required to run the Budget Checking process only.