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.

You must have at least one of these local college managed security roles:

  • ZD CC Budget Inquiry
  • ZZ CC Budget Entry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

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

Entering Manual Budgets in Commitment Control

Navigation: Commitment Control > Budget Journals > Enter Budget Journals

Entering Budget Header Information

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.
  1. The Enter Budget Journals search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_Budget_Journal (College Business Unit, Process).
  3. The Enter Budget Journals page will display.
  4. 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.
  5. Use the Budget Entry Type drop-down list to select the budget entry type Original for base budget amounts.
  6. 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: 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.
  7. Enter Cur Efftd for the effective date of the budget.
  8. Enter a detailed description of the budget in the Long Description field. 
  9. Enter either PERMANENT, TEMPORARY or EARMARK in the Alternate Description field. This field is required for reporting purposes and will allow the budget entries to report in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE. Budget Journals should be entered separately by the type of budget described in the Alternate Description.
    • PERMANENT = The budget for the year.
    • TEMPORARY = Adjustments (positive or negative) that are not intended to be carried over to the next year.
    • EARMARK = Special budget for a specific directive/spending, such as disability services or apprenticeship services.
  10. 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.
  11. Select the Budget Lines tab.

Note: Attach supporting or backup documentation by selecting the Attachments link.

Adding a new Budget Journal example.
Entering Budget Line(s)

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

  1. In the Lines section, enter or select the following valid field values and use the scroll bar to scroll to access all fields:
    1. The Budget Period. Note: the Budget Period must include the Cur Effdt located on the Budget Header.
    2. The Account. Budgeting at the Roll-up or Account level is dependent on each Business unit's budgeting procedure.
    3. The Operating Unit.
    4. The Fund.
    5. The Department.
    6. The Class.
    7. Enter the Amount.
    8. Optional to enter additional field values to complete your valid ChartString; i.e. Approp and/or Program.
  2. To Add additional lines, enter the number of lines and select the plus [+] icon. To copy the ChartString line onto additional lines, select the Journal Line Copy down link.
  3. Use the *Process drop down menu to select the process option and select the Process button. List of process options:
    • Budget Pre-Check. Run a preview of the ChartString field values prior to posting. The Budget Header Status will change from 'None' to 'Checked Only'.
    • Copy Journal.
    • Delete Journal.
    • Edit Chartfields.
    • Post Journal.
    • Refresh Journal.
  4. The Journal ID will auto-generate.

To Add additional lines, enter the number of lines and select the plus [+] icon. To copy the ChartString line onto additional lines, select the Journal Line Copy down link.

Enter Budget Lines
  1. Select the *Process drop down menu to Post Journal and select the Process button. A message window displays asking to confirm posting of the journal. Select the Yes button.
post journal and select ok
  1. Once the process has completed successfully, the Budget Header Status will be Posted.

Budget Errors and Adjustments

Understanding Budget Processing Errors
  1. If a posting error occurs, the notification will appear in the Budget Header Status field on the Budget Header tab.
Budget Header page in error
  1. Select the Error link in the Budget Header Status field or Budget Errors tab page to view the Budget Journal Exceptions on a new page.

To review large journals with errors, select the checkbox next to Errors Only. The Budget Lines page will re-display showing only the lines in error status.

Select the Error link

Sometimes you are able to decipher the error from the Budget Errors tab, i.e. combo error in group APPROP1 or missing the Appropriation field value.

Budget Errors tab
  1. The Budget Journal Exceptions page will provide the detailed reason(s) for the error.
Budget Journal Exceptions page

Select the More Detail link to view explanation. Select Return to close window.

More Detail link

Select the Details magnifying glass icon to display the Budget Journal Line Drill Down. Select OK to return to Budget Journal Exceptions.

Budget Journal Line Drill Down window
Entering a Budget Adjustment
  1. The Enter Budget Journals search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_Budget_Journal_Adjustment (College Business Unit, Process).
  3. The Enter Budget Journals page will display.
  4. On the Budget Header tab page, enter the following field values.
    1. In the Ledger Group field, enter or lookup CC_ORG. This is the non-project ledger where budgets are posted. Note: enter Project budgets through the Grants/Contract/Project module. For more info on Grants/Contracts, please see QRG Commitment Control Summary for Grants/Contracts/Projects.
    2. In the Budget Entry Type drop-down list, select Transfer Adjustment for base budget amounts.
    3. Check the Generate Parent Budget box, unless the box is already grayed out. The grayed out box indicates that your user preference was modified to check this box for you. NOTE: The Parent Budget Entry Type should be the same as Budget Entry Type. Also a grayed out box indicates that user preference was modified.  (To modify this user preference, navigate to Navigation: NavBar > 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 the effective date of the budget in the Cur Effdt field.
    5. In the Long Description field, enter a detailed description of the budget transfer.
  5. Enter either PERMANENT, TEMPORARY or EARMARK in the Alternate Description field. This field is required for reporting purposes and will allow the budget entries to report in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE. Budget Journals should be entered separately by the type of budget described in the Alternate Description.
    • PERMANENT = The budget for the year.
    • TEMPORARY = Adjustments (positive or negative) that are not intended to be carried over to the next year.
    • EARMARK = Special budget for a specific directive/spending, such as disability services or apprenticeship services.
  6. Select the Attachments (0) link to add supporting document(s) to the budget journal. When selected, the Budget Journal Attachments window opens. By selecting the checkbox 'Show Approver?' it enables approvers to view attachment(s).
  7. Select the Budget Lines tab.  Steps to complete the Budget Lines tab are detailed below.
Adjustment journal example.
Budget Journal Attachments

Importing Budgets 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.  

Import Data Field Information

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

You must have at least one of these local college managed security roles:

  • ZZ CC Budget Entry
  • ZZ CC Budget Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

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)

Navigation: Commitment Control > Budget Journals > Import Budget Journals

  1. The Enter Budget Journals search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA040_Budget_Import (College Business Unit, Process).
  3. The Import Commitment Control Budget Journals page will display.
  4. In the Process Request Parameters section, select the Add button.  The File Attachment window will display.
  5. Select the Browse link and navigate to the Budget Import .csv file you created for this process.
  6. Select Upload.
  7. The Attached File name will display.
  8. Select Save.
  9. Select the Run button.
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)

You must have at least one of these local college managed security roles:

  • ZD CC Budget Inquiry
  • ZZ CC Budget Entry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: 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.

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: 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 field is required for reporting purposes and will allow the budget entries to report in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE. Budget Journals should be entered separately by the type of budget described in the Alternate Description.
    • PERMANENT = The budget for the year.
    • TEMPORARY = Adjustments (positive or negative) that are not intended to be carried over to the next year.
    • EARMARK = Special budget for a specific directive/spending, such as disability services or apprenticeship services.
  6. Select the Budget Lines tab to access the Lines and Process function.
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.
Budget Lines tab
  1. Select the Yes button. A message displays asking if you would like to wait until the Post process is complete. Select the Yes button.
  2. If the process was successful, the Budget Header Status will be Posted.
Select yes to post journal
Posting an Imported Budget (If over 250 lines)

You must have at least one of these local college managed security roles:

  • ZZ CC Budget Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: Commitment Control > Post KK Journals

  1. The Request Posting page page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA000_KK_POST (College, Process).
  3. The Post Commitment Control Budget Journals Request page displays. Select the Process Frequency to Always.
  4. Enter or select field values:
    1. Enter a Description. Leave the Transaction Type as the default of GL_BD_JRNL.
    2. The Business Unit.
    3. Select the Budget Entry Type.
    4. Enter or select the Journal ID.
    5. Enter the Description.
    6. Ensure that the Transaction Type of GL_BD_JRNL is selected.
    7. Enter or select CC_ORG in Ledger Group.
  5. Select the Run button.
Post Comm Control Budget Journals Request page
  1. The Process Scheduler Request page displays. Select OK to run the Comm. Cntrl Budget Processor or FS_BP process.
  2. 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 QRG Process Scheduler/Process Monitor for instructions.
  3. Process complete.

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