COMPUTE OVER BUDGET TRANSACTIONS

Use this screen to calculate any over ceiling amounts for designated project/account combinations. This calculation considers both posted and unposted transactions and generates an exceptions report that details the transactions that have exceeded the ceiling amounts. After reviewing the report, you can either increase the budget ceiling amount, edit the project/account to a new combination, or set up a new revision and designate it as "Current."

This screen is used in connection with encumbrance tracking. For more information, please see "Encumbrance Tracking."

Execute this screen after you have entered transactions but before they have been posted. You can run this process as many times as necessary.

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Projects

Use the fields in this group box to limit the over budget calculation to a group of specific projects.

Option

Use this drop-down list to select the range of projects you want to calculate. Valid options are:

Start

The value entered in this field varies depending on the range that you have selected. If you selected All projects, this field is inactive. If you selected One, enter the project in this field. If you selected a Range of projects, enter the starting project in this field. If you selected From Beginning, this field is inactive. If you selected To End, enter that project in this field.

End

The value entered in this field varies depending on the range that you have selected. If you selected All projects, this field is inactive. If you selected One, this field is inactive. If you selected a Range of projects, enter the ending project in this field. If you selected From Beginning, enter that project in this field. If you selected To End, this field is inactive.

Fiscal Year

Option

Start

Enter, or click

to select, the fiscal year for which you want to compute over budget amounts. The revision that the Current check box selected on the Manage Project Budget Line Item Revisions screen for the fiscal year selected is used in the over budget calculation.

Options

Set Items On Over Budget Status

Select this check box to automatically set any over budget transactions with an over budget flag in the transaction entry screens. This flag is located in the header of the transaction screen and prevents the transaction from being posted. When you execute the this screen, an exceptions report, detailing the over budget transactions, is printed. After increasing any budget ceilings or modifying the project/account combination in the transaction screen, you can re-run this screen to remove the flag. You can also remove the flag manually. Any transactions that are still marked as over budget are not posted and are moved to the next available period when the current period is closed. If you do not select this check box, an exceptions report is still printed and you can continue to modify the charge points. If you add the flag manually, there is no automatic mechanism in place to prevent transactions that are still over budget from being posted. In summary, the exceptions report alerts you to the over budget transactions but the Over Budget flag prevents the transaction from being posted.

Set Timesheets on Over Budget Status

Select this check box to update the timesheet header and set the timesheet on hold.

Approve Released Requisitions

Select this check box to approve requisitions that have been released by the over budget calculation. This check box is enabled only if you have selected the Over Budget Validation check box on the Configure Purchase Requisition Settings screen.

Select Sort Order

Use these options, along with the Select Journal Processing Order group box, to control the order in which transactions are sorted on the exceptions report and evaluated for over budget status.

Date/Journal Type/Amount

Select this option if you want each of the transactions to be evaluated by date first, followed by journal type and amount.

Journal Type/Date/Amount

Select this option if you want each of the transactions to be evaluated by journal type first, followed by date and amount.

Select Journal Processing Order

Use this group box, along with the Select Sort Order group box, to control the order in which transactions are sorted on the exceptions report and evaluated for over budget status. Six journals are available for sorting and evaluating: Cash Receipts, AP Vouchers, Journal Entries, Requisitions, Timesheets, and Travel Vouchers.