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

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: NavBar > Navigator > Commitment Control > Budget Journals > Enter Budget Journals

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

Use the Budget Header tab to specify budget header information.

Note: You can also attach supporting documents here by clicking on the Attachments link.

  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 Navigation: NavBar > Navigator > 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. Enter Cur Efftd for 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. The Budget Header tab is now complete for Budget Entry Type = Original.  The next step will be to complete the Budget Lines tab; it will be demonstrated in detail in the Entering Budget Line section below.
Entering a Budget Adjustment
  1. Select the Add a New Value tab on the Enter Budget Journals search page.
  2. If the Business Unit did not automatically populate, enter or select the business unit in the Business Unit field.
  3. Select the Add button.   The Enter Budget Journals page will display.
Add a New Value tab

Use the Budget Header tab to specify budget header information.

Note: You can also attach supporting documents here by clicking on the Attachments link.

  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 Navigation: NavBar > Navigator >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. Enter Cur Efftd for 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. Select the Budget Lines tab.  Steps to complete the Budget Lines tab are detailed below.
Entering Budget Line

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

  1. The Budget Lines tab displays.  Enter or select the Budget Period (It must include the Cur Effdt located on the Budget Header tab.)
  2. Enter or select the Operating Unit field.
  3. Enter or select the Account field. (Budgeting at the Roll-up or Account level is dependent on each Business Unit’s budgeting procedure.)
  4. Enter or select the Fund field.
  5. Enter or select the Class field.
  6. Enter or select the Department field.
  7. Scroll to the right to enter or select the Base Amount field (not shown in screenshot).
  8. Note that the Budget Header Status is None.
  9. Select the Process button.
  1. A message displays asking to confirm posting of the journal.  Select the Yes button.
Confirm the Journal posting dialog box
  1. Once the process has completed successfully, the Budget Header Status will be Posted.
Budget Lines tab with Budget Header Status of Posted

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).

Understanding Budget Processing Errors
  1. If a posting error occurs, the notification will appear in the Budget Header Status field on each tab.
Error status on Budget Header tab
  1. Selecting the Error link in the Budget Header Status field on either the Budget Errors or Budget Lines tabs will display the Budget Journal Exceptions page.
Error link on Budget Errors tab
  1. The Budget Journal Exceptions page will provide the detailed reason(s) for the error.
Budget Journal Exceptions page
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: NavBar > Navigator > Commitment Control > Budget Journals > Import Budget Journals

  1. From the Import Budget Journals page, select the Add a New Value tab.
  2. Enter a Run Control ID and select the Add button.  Select a Run Control ID that fits your situation. The Import Commitment Control Budget Journals page will display.
Import Budget Journals page
  1. In the Process Request Parameters section, select the Add button.  The File Attachment page will display.
  2. Select the Browse link and navigate to the Budget Import .csv file you created for this process.
  3. Select Upload.
  4. The Attached File name will display.
  5. Select Save.
  6. Select Run.
Import Commitment Control Budget Journals page
  1. Note the Process Instance number and select the Process Monitor Link.   The Process Monitor Page will display.
Import Control Budget Journals page with process instance
Posting an Imported Budget (If under 250 lines)

Navigation: NavBar > Navigator > Commitment Control > Budget Journals > Enter Budget Journals

  1. From the Enter Budget Journals search page, select the Find an Existing Value tab.
  2. If it did not default, enter or select the Business Unit.
  3. Enter the Journal Date, Journal ID and/or Description to identify the correct journal and select the Search button.  
  4. Select a journal from the Search Results.
  5. The Enter Budget Journals page will display for that journal.
Enter Budget Journals Find and Existing Value tab

Use the Budget Header tab to specify budget header information.

  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 Navigation: NavBar > Navigator >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. Enter Cur Efftd for 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.  
  6. Select the Budget Lines tab to Process.
1.Enter Budget Journals page, Budget Header Tab
  1.  Verify that the Budget Period is correct and that the number of rows equals the number in the template to insure that the entire file is imported.
  2. Select the Process button.
1.Enter Budget Journals page Budget Lines tab
  1. Select the Yes button.
Confirm the Journal posting dialog box
  1. If the process was successful, the Budget Header Status will be Posted.
Budget Lines tab Budget Header Status is Posted
Posting an Imported Budget (If over 250 lines)

Navigation: NavBar > Navigator > Commitment Control > Post Control Budget Journal > Request Posting

  1. From the Request Posting page, add a new or find an existing Run Control ID. Select a Run Control ID that fits your situation.  The Post Commitment Control Budget Journals Request page will display.
Request Posting page
  1. Enter or select the Business Unit.
  2. Select the Budget Entry Type.
  3. Enter or select the Journal ID.
  4. Enter the Description
  5. Ensure that the Transaction Type of GL_BD_JRNL is selected.
  6. Enter or select CC_ORG in Ledger Group.
  7. Select Run. The Process Scheduler Request page will display.
  1. On the Process Scheduler Request page, change or enter any additional parameters if desired and select OK.  
Process Scheduler Request Page
  1. When the Post Commitment Control Budget Journal Requests page re-displays, note the Process Instance number and select the Process Monitor Link.   The Process Monitor Page will display.  Refer to the Process Scheduling QRG for instructions.
  1. Process complete.

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