7Define Budgetary Control and Encumbrance Accounting

This chapter contains the following:

How You Define the Funds Reservation Point for Purchasing Documents

You can use budgetary controls to select the point in time at which funds are reserved for requisitions and purchase orders. Enable funds to be reserved at document submission or upon completion of approvals.

To set up the funds reservation point for requisitions and purchase orders, use the Manage Budgetary Control and Encumbrance Accounting page. Find the page from the Setup and Maintenance work area, Financials offering, Budgetary Control and Encumbrance Accounting functional area, Manage Budgetary Control task.

You define the funds reservation point for documents at the business unit level. In the Procure-to-Pay Business Functions section, you can set the reservation point for the Requisitioning and Procurement business functions. For a business function, set the reservation point to one of these options:

  • Submission: Funds reservation is done at document submit.

  • Approval: Funds reservation is done at the completion of document approval.

How You Define Funds Override Rules for a Control Budget

You can use budgetary controls to define insufficient funds override rules and approvers for purchasing transactions in requisitions and purchase orders.

To set up funds override rules for a control budget, use the Manage Control Budgets page. Find the page in the Setup and Maintenance work area, Financials offering, Budgetary Control and Encumbrance Accounting functional area, Manage Control Budgets task. Use the page to define funds override rules for your organization's control budgets that apply to requisitions and purchase orders. When implementing a control budget, you must decide whether to allow insufficient funds override for purchasing transactions.

The following are key attributes to define when you set up a control budget to allow insufficient funds override:

  • Allow overrides: Select this option to enable funds override for the control budget.

  • Maximum Override Amount: Enter the maximum total override amount for the control budget.

    • You can also select options to notify the budget manager when overrides are taken, or when no overrides are available.

  • User Assignments: Add a line to the table for each override approver, and enter their user name.

  • Type: For the override type for the approver, select Insufficient Funds. For requisitions and purchase orders only the Insufficient Funds value is supported.

  • Amount: Enter an override authorization amount for the approver. The amount is compared against the override amount required by each distribution, rather than for the whole purchasing document. The amount is used to select the override rule and approver used for a particular transaction.

  • Transaction Type: Select the transaction types the approver has funds override authority for. For example: Requisition, or Purchase Order.