to select values from the appropriate table.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 Projects Special Topic PJ-16, "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.
Use the fields in this group box to limit the over budget calculation to a group of specific projects.
Use this drop-down list to select the range of projects you want to calculate. Valid options are:
All
One
Range
From Beginning
To End
The default for this field is All.
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.
Use to select values from the appropriate table.
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.
Use to select values from the appropriate table.
Use the drop-down list to select the fiscal year for which you want to compute over budget amounts. The revision that has a Y in the Current field in the Maintain Project Budget Line Item Revisions screen (Projects » Budgeting and ETC » Encumbrance Tracking) for the fiscal year selected will be used in the over budget calculation.
Use this group box to select the sorting order of the report.
Use these options, along with the Select Journal Processing Order group box, to control the order in which transactions will be sorted on the exceptions report and evaluated for over budget status.
Select this option if you want each of the transactions to be evaluated by date first, followed by journal type and amount.
Select this option if you want each of the transactions to be evaluated by journal type first, followed by date and amount.
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 Calculate Over Budget Transactions screen (Projects » Budgeting and ETC » Encumbrance Tracking), an exceptions report, detailing the over budget transactions, is printed. After increasing any budget ceilings or editing the project/account combination in the transaction screen, you can re-run the Calculate Over Budget Transactions screen to remove the flag. You can also remove the flag manually. Any transactions that are still marked as over budget will not post and will be 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 edit the charge points. If you add the flag manually, there will be 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.
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 in the Requisition Settings screen (Materials » Procurement Planning » Requisition Controls).
Use this group box, along with the Select Sorting Order group box, to control the order in which transactions will be 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.
Click this icon on the toolbar to calculate over ceiling amounts.
Click this icon on the toolbar to calculate over ceiling amounts and immediately print a report.
The Calculate Over Budget Transactions screen builds a common encumbrance table called Z_PJPOBT_RPT. The process uses amounts from PSR_PY_SUM and GL_POST_SUM, for prior and current year posted transactions, respectively, and the various unposted transaction edit files such as VCHR_HDR, JE_HDR, TVL_ADV_HDR, TVL_EXP_HDR, CO_EXP_HDR, TS_HDR, and RQ_HDR.