Budget Exceptions

When using commitment control with PeopleSoft Purchasing, you track all requisition, purchase order and non-prorated purchase order transactions, procurement cards, and receipt accrual transactions that you submit, even if they cause you to go over budget. If you have a transaction that causes you to go over budget, you can adjust either your transaction or your budget to handle the exception.

Inevitably, some transactions do not pass the budget-checking process and the system identifies them as exceptions. Some of the circumstances that generate errors include:

• Insufficient funds for a particular transaction.

• Inconsistent ChartField combinations.

• Transaction has an offset account.

• Budget date for a transaction is out of bounds.

Depending on the configuration of your control budgets, the exact reason that a budget has insufficient funds varies from budget to budget. The budget may be on hold, closed, or simply out of funds. Additionally, you may have set up some budgets to approve transactions even if they go over budget amounts. Because of this, exceptions fall into two categories: warnings and errors.

Error Correction

You can correct errors for transactions by taking one or more of the following actions:

• Change the amount on the transaction lines to conform to budget limits.

• Change the budget amounts to enable more transactions to pass budget check.

• Override the budget for a particular transaction.

• Override the entire transaction for all affected budgets.

  Only a user with proper authorities can perform this type of correction.

Transactions fail budget checking if they have at least one line that fails budget checking for at least one budget. These transactions are candidates for overrides on either a budget basis or a transaction basis. You are notified of exceptions in two ways: online and through workflow notification.

In an online situation, you receive a message regarding a transaction status when the budget-checking process is complete. The message indicates the type of exception the transaction created and enables you to access the Transaction Exception page, where you can either view the warnings generated or override the errors.

In a batch budget-checking situation, users are notified of exceptions through workflow, based on their individual security profiles in the system. The system generates an appropriate worklist for each user. Your users have access to a list of budgets that caused exceptions or a list of transactions with exceptions. These two options are available through the PeopleSoft menus or through the worklist.

There are a few different methods to access and override exceptions. You can:

• Choose a particular budget from a worklist and access the Budget Exceptions page to view a list of all transactions that have failed for that budget.

• Choose a particular transaction on a worklist and access the Transaction Exception page to view a list of all budgets that have caused exceptions on that transaction.

• Click the Budget Status link on the document that has an error. When you click this link you access the Transaction Exceptions page.

  On a document with errors, the budget status field will become a link.

The worklist contains a complete list of exceptions, stating the exact cause of the error or warning. These methods enable you to inquire about exceptions and to set overrides. Once the transaction is overridden, the system sends a warning notification.