Budget Entries and Adjustments

You enter budgets and adjustments using journals much as you do in the General Ledger journal process. Enter budget journals in the Enter Budget Journals component.

Security

The Enter Budget Journals component is subject to the security you set up for the Budget Entry or Adjustment security event.

Note:

If you do not activate security for the Budget Entry or Adjustment event and for the Budget Transfer event, anyone who has general security access to the budget entry, adjustment, and transfer pages is able to enter, adjust, and transfer budget amounts.

Entering Budget Journals

The process below outlines the major steps to enter budget journals and adjustments.

  1. Enter budget journal header information on the Budget Header page.

    A journal ID can include journal lines for only one Commitment Control ledger group.

  2. Enter budget journal lines on the Budget Lines page.

    You can edit budget journal ChartField combinations and correct errors prior to posting by selecting the Edit Chartfields processing option in the Process field and clicking the Process button even if you do not have the security authority to post the journals.

  3. Post budget journals in either of the following ways:

    1. Post the budget journals immediately using the Budget Lines page by selecting Post Journal in the Process field and clicking Process.

      The system verifies that you have security authority for your entries. If the security check passes, the system then calls the Commitment Control Posting (FS_BP) process remotely. Commitment Control Posting performs a series of edits. If the entries pass the edits, the process posts the entries to the budget ledger.

      If entries fail edits, you can check the applicable errors page, correct the errors, and process the journal again. Budget posting errors are viewed from the budget journal exceptions page, which is accessible by a link on the budget journal lines page and from the menu.

      Combination editing errors are viewed using both the budget journal exceptions page and using the budget errors tab on the budget journal page. The budget journal exceptions page displays at a high-level indicating that ChartField errors exist. To see the detail regarding the errors, such as which ChartFields, use the error tab on the journal. If you call combination editing directly using the Edit ChartFields option, information about the errors is only available using the budget error tab.

      Security errors are displayed on the budget error page.

      See Budget Posting Process.

    2. Post the budget journals later at a time of your choosing by completing the Budget Posting Request page and running the Commitment Control Posting process in batch.

      Save your entries on the Budget Lines page. When you do, the system verifies that you have security authority for your entries. If the entries fail security, you can check the Budget Errors page, correct the errors, and process the Budget Journal posting again.

  4. You also have the option to automatically generate and post parent budget level impacts.

    The same functionality is available from within the Budget Transfer component.

    Note:

    Budget journal entries are not created for the generated parent budgets. The posting process generates and posts the parent level impacts, but the generated parent level journal lines are stored in the KK_SOURCE_HDR, KK_SOURCE_LN, and KK_ACTIIVTY_LOG tables.

    See Generate Parent Budgets, Budget Adjustments, and Budget Transfers Automatically.

Budget Entry Types

To report on budget journal entry activity, each budget journal header row and each budget ledger row carries one of the following budget entry types:

  • Original: Indicates an original budget journal entry.

    This type is used to record adopted or originally approved budgets.

  • Adjustment: Indicates an adjustment to an original budget. This is typically an approved subsequent adjustment of original budget for tracking purposes (one-sided entry versus transferring amounts.)

  • Transfer Original: Indicates a transfer of original budget amounts. This is typically to correct an error in the originally-entered budget, moving amounts from one department to another, for example.

  • Transfer Adjustment: Indicates a transfer of adjusted budget amounts. This is an approved subsequent adjustment of original budget for tracking purposes (transfer amount from one ChartField to another).

  • Closing: Identifies budget journal entries that contain a closing amount for a budget being closed.

  • Roll Forward: Identifies budget journal entries that contain a balance forward amount for a budget that is being closed.

The Closing and Roll Forward budget entry types are created by the Budget Close (FSPYCLOS) process.

By storing budget entry types and the fiscal year with the accounting period for a journal in the budget ledger (LEDGER_KK), Commitment Control, enables the reporting of budget activity by entry type and fiscal year and accounting period directly from the budget ledger. Budget entry types also enable the proper segregation of budget amounts for GASB reporting.

Journal Classes

Journal class is a user-defined field used to categorize types of journals. Use it to identify budget journal lines for data selection for reports and queries. You set up journal classes on the Journal Class page.

You could, for example, set up a journal class for cost of living adjustments and use it to identify budget journals in that category.

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