ctcLink Reference CenterBudget/Budgeting (Commitment Control) Commitment Control - 12Entering or Adjusting a Budget in Commitment Control (KK) 12

Entering or Adjusting a Budget in Commitment Control (KK) 12

Purpose:  Commitment Control enables you to control expenditures against predefined budgets.  These are the step-by-step instructions on how to enter the budget information into Commitment Control.

Audience:  Finance

TIP: The user must have the security role of Budget Manager or Budget Administrator.  These are the only roles authorized to enter or transfer budgets in Commitment Control.

Entering a Budget

Navigation: Main Menu > Commitment Control > Budget Journal > Enter Budget Journals

  1. Click the Add a New Value tab on the Enter Budget Journals page.
  2. If ID did not automatically populate, enter or select the business unit in the Business Unit field.
  3. Click the Add button.

Use the Budget Header page to specify budget header information.

Note: You can also attach supporting documents here.

  1. Enter or select CC_ORG from the drop-down list in the Ledger Group field.  This is the non-project ledger.  Enter Project budgets through the Grant/Contract/Project module.
  2. Use the Budget Entry Type drop-down list to select the budget entry type Original for base budget amounts.
  3. Check the Generate Parent Budget box, unless the box is already “grayed out”.  A grayed out box indicates that user preference was modified.  (To modify this user preference, navigate to Set Up Financials/Supply Chain>Common Definitions>User Preferences>Define User Preferences.  Change Parent Budget Generation to “Always Generate”.)  The Parent Budget Entry Type should also be Original.
  4. Cur Efftd is the effective date of the budget.
  5. Enter a detailed description of the budget in the Long Description field.
  6. Enter either PERMANENT, TEMPORARY or EARMARK in the Alternate Description field.  This will allow the budget entries to report in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE.  Enter separate Budget Journals based on the type of budget described in the Alternate Description.  
  7. Click the Budget Lines tab.

Entering a Budget Adjustment

  1. Click the Add a New Value tab on the Enter Budget Journals page.
  2. If ID did not automatically populate, enter or select the business unit in the Business Unit field.
  3. Click the Add button.

Use the Budget Header page to specify budget header information.

Note: You can also attach supporting documents here.

  1. Enter or select CC_ORG from the drop-down list in the Ledger Group field.  This is the non-project ledger.  Enter Project budgets through the Grant/Contract/Project module.
  2. Use the Budget Entry Type drop-down list to select the budget entry type Adjustment for base budget amounts.
  3. Check the Generate Parent Budget box, unless the box is already “grayed out”.  A grayed out box indicates that user preference was modified.  (To modify this user preference, navigate to Set Up Financials/Supply Chain>Common Definitions>User Preferences>Define User Preferences.  Change Parent Budget Generation to “Always Generate”.)  The Parent Budget Entry Type should also be Adjustment.
  4. Cur Efftd is the effective date of the budget.
  5. Enter a detailed description of the budget in the Long Description field.
  6. Enter either PERMANENT, TEMPORARY or EARMARK in the Alternate Description field.  This will allow the budget entries to report in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE.  Enter separate Budget Journals based on the type of budget described in the Alternate Description.  
  7. Click the Budget Lines tab.

Entering Budget Line Tab

Use the Budget Lines page to specify the monetary (Base Amount) and ChartField values for each transaction.  

  1. Enter or select the Budget Period (it must include the Cur Effdt located on the Budget Header.
  2. Enter or select the Account field. (Budgeting at the Roll-up or Account level is dependent on each Business Unit’s budgeting procedure.)
  3. Enter or select the Department field.
  4. Enter or select the Operating Unit field.
  5. Enter or select the Fund field.
  6. Enter or select the Class field.
  7. Enter or select the Base Amount field.

Note: Budget Journals do not directly update the ledger balances table.  Instead, the posting process updates the ledger table, LEDGER_KK, and retains the journal enter as an audit item.  In this way, you generate an audit trail to record the original budget (Permanent) and subsequent changes (Temporary).

  1. Select the Process button.
  2. Select the OK button.

Understanding Budget Processing Errors

If a posting error occurs, the notification will appear both in the Budget Header Status field on the Budget Lines tab and on the Budget Errors tab.  Clicking on the Budget Header Status field Error will take you to the error report.  This report will give the detailed reason for the error.

Importing and Posting Budget Templates in Commitment Control

Commitment Control enables you to control expenditures against predefined budgets.  These are the step-by-step instructions on how to import the budget information in to Commitment Control.

Budget Upload Template

An Excel spreadsheet was created to help with the input of large quantities of budget lines.  Keep the format as is for the template to work properly.  Not every column needs to be populated.  However, the following header and data fields need to be populated. (SEE BELOW)

Updating Header

Here is the list of Header fields that have to be updated with current information:

  1. Business Unit must reflect your college, i.e. WAxxx.
  2. Journal Date is the date used for posting.
  3. Description is how the upload is identified.
  4. Currency Effective Date is usually the beginning date of the fiscal year.

Entering Data Fields

Here is the list of Data fields that need inputting for the upload to work correctly:

  1. Data Flag for Lines  Enter an “L” for each row of data.
  2. Account  This is the Account of the budget.  It can be Account level or Roll-up, depending on level of budgeting your college chose.
  3. Department ID  This is the Department where the budget resides.
  4. Fund Code  This is the Appropriation Index.
  5. Class Field  This is the NACUBO (Program Code).
  6. Budget Period  This is the Fiscal Year of the budget.
  7. Foreign Amount  This is the amount you wish to budget.
  8. Line Description This is the same as the header description.
  9. Base Currency Amount  This is the amount you wish to budget.  It should match the Foreign Amount.

When finished with the Budget Import Template, save in a CSV (comma delimited) format (DO NOT OPEN).

Importing a Budget Template

Navigation: Main Menu > Commitment Control > Budget Journal > Import Budget Journals

  1. Either Add a New Value or Find an Existing Value tab on the Import Budget Journals page to populate the Run Control ID.
  2. Select Run Control ID (pick an ID that fits your situation).
  3. Add Attachment that you saved in CSV format.
  4. Select SAVE.
  5. Select Run and then you can check status by clicking “Process Monitor”.

Posting an Imported Budget (If under 250 lines)

Navigation: Main Menu > Commitment Control > Budget Journal > Enter Budget Journals

Find an Existing Value tab on the Enter Budget Journals page to locate the journal.  Use the Journal Date, Journal ID and/or Description to identify the correct journal.

  1. Click on the journal.
  2. Select the Budget Header.
    1. Use the Budget Entry Type drop-down list to select the budget entry type, Original for base budget amounts and Adjustment for additional budget amounts.
    2. Check the Generate Parent Budget box, unless the box is already “grayed out”.  A grayed out box indicates that user preference was modified.  (To modify this user preference, navigate to Set Up Financials/Supply Chain>Common Definitions>User Preferences>Define User Preferences.  Change Parent Budget Generation to “Always Generate”.)  The Parent Budget Entry Type should be the same as Budget Entry Type.
    3. Cur Efftd is the effective date of the budget.
    4. Enter a detailed description of the budget in the Long Description field.
    5. Enter either PERMANENT, TEMPORARY or EARMARK in the Alternate Description field.  This will allow the budget entries to be reported in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE.  Enter separate Budget Journals based on the type of budget described in the Alternate Description.  
  3. Select Budget Lines to Process.  Verify that the Budget Period is correct and that the number of rows equals the template to assure that the entire upload imported.

Posting an Imported Budget (If over 250 lines)

Navigation: Main Menu > Commitment Control > Post Control Budget Journal > Request Posting

Either Add a New Value or Find an Existing Value tab on the Request Posting page to populate the Run Control ID.

  1. Select Run Control ID (pick an ID that fits your situation).
  2. Make sure that GL_BD_JRNL is selected
  3. Enter Business Unit
  4. Enter Budget Entry Type
  5. Enter “CC_ORG” in Ledger Group
  6. Enter Journal ID
  7. Enter Description
  8. Select Run