Budget Checking

Budget checking errors (7/30/09)

Many units are experiencing issues with budget lines not being set up in FY2010. Some state that an assumption was made on their part that if a budget line was used in FY2009, it would automatically be set up in FY2010. That's not the case. Each year a budget line is needed the line has to be set up either as part of the budgeting process or by entering a budget JE (for both the Budget_Fin ledger and the KK_Expense ledger).

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I used a budget line last year, why isn't it available this year for my non-sponsored ChartField string?

Many assume that if a budget line was used in one fiscal year it would automatically be set up in the new fiscal year, as happened when CUFS was our financial system. That's not the case with PeopleSoft Financials. Each year a ChartField string is needed the line has to be set up either as part of the budgeting process or by entering a budget JE (for both the Budget_Fin ledger and the KK_Expense ledger).

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Budget check issue update - impact clarification (4/30/09)

The impact of this issue is related to pre-encumbrance and encumbrance transactions that were processed through budget check for the first time between Sunday April 26 at 12:00 p.m. and Tuesday April 28 at 4:30 p.m.

The majority of this activity was related to new requisitions or new purchase orders processed through initial budget check during this time frame.

Specific impacts of which users should be aware

• Commitment Control Ledgers (encumbrance transactions) are understated, thus overstating available balances where reported online or in reports. Actual expense results are not impacted by this issue.
• Requisitions and purchase orders processed through initial budget check after 4/28/2009 at 4:30 p.m. are not impacted.
• Adjustments or reversals made to requisitions and purchase orders which were initially budget checked prior to 4/26/2009 are not impacted.
• The impact to reports, both sponsored and non-sponsored, and online inquiry pages is limited to reported encumbrance activity.

We are working on resolving the impacts of this issue and restoring the integrity of pre-encumbrance and encumbrance data as soon as possible. No actions are currently required from end users. Further communication will be forthcoming as the issue is resolved.

The list below highlights some key online pages and reports impacted per the comments above.

Budget Inquiry Pages for KK_DTL_EXP (Sponsored and Non-Sponsored)

• Commitment Control Budget Details
• Commitment Control Activity Log
• Budget Overview - Budget Inquiry

Budget Reports

• Budget Status Report
• Budget to Actuals Reconciliation
• Budget Transaction Detail
• Commitment Control Activity Log Detail Report
• Commitment Control Activity Log Summary Report

Non Sponsored and UM Reports

• GL Account Budget Status for non-Sponsored Funds
• GL ChartField string Budget Status for non-Sponsored Funds
• GL Transaction Detail by CF

Sponsored Project and UM Reports

• UM Sponsored Project Detail
• UM Sponsored Award Overview
• UM Sponsored Award Summary
• UM Sponsored Pre Award Project Detail
• UM Sponsored Pre Award Award Overview
• UM Sponsored Pre Award Award Summary

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Integrity of Reporting (4/29/09)

Thank you all for your cooperation yesterday during the budget check issues in the production instance of PeopleSoft Financials.  We have heard from people with concerns about the accuracy of the reports going forward.  Please be assured that this is of utmost importance to the Controller's Office and the teams supporting the financial system.  We are currently assessing the impact, and the actions needed to fully correct all affected data.  Addressing this issue is a top priority. We'll send updates as soon as we know more.

Mike Volna and the Module Support Team

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Budget Check Issue Resolved (4/28/09)

The EFS budget check issue has been resolved. The root cause of the issue centered around a modification delivered in the April 26th release.  Since the completion of the maintenance window on Sunday, April 26, all pre-cumbrance, encumbrance and expenditure transactions have not been recorded in the Detail Expense Budget ledger (KK_DTL_EXP).  Examples of transactions impacted by this issue include:

• Requisitions
• All Purchase Orders (including change orders and U-Stores)
  
• P-card
• Vouchers (including ISO Vouchers)
  
• Travel Authorizations
• Expense Reports
  
• GL Journals
  

Although the issue has been corrected, EFS will work to identify the specific corrective actions required to reflect the missing balances. A communication will be sent in the near future detailing the process and how users can help identify any suspected problems.  At this time, no corrective action is required from users and users are requested to continue transaction processing as normal.  Although all other budget ledgers are recording activity correctly, the Detail Expenditure budget ledger (KK_DTL_EXP) is critical to various general ledger, budget and sponsored reports The list below highlights some key on-line pages and reports impacted:

Budget Inquiry Pages for KK_DTL_EXP (Sponsored and Non-Sponsored)

• Commitment Control Budget Details
• Commitment Control Activity Log
• Budget Overview - Budget Inquiry
  

Budget Reports

• Budget Status Report
• Budget to Actuals Reconciliation
• Budget Transaction Detail
• Commitment Control Activity Log Detail Report
• Commitment Control Activity Log Summary Report
  

Non Sponsored and UM Reports

• GL Account BUdget Status for non-Sponsored Funds
• GL Chartfield String Budget Status for non-Sponsored Funds
• GL Transaction Detail by CF
  

Sponsored Project and UM Reports

• UM Sponsored Project Detail
• UM Sponsored Award Overview
• UM Sponsored Award Summary
• UM Sponsored Pre Award Project Detail
• UM Sponsored Pre Award Award Overview
• UM Sponsored Pre Award Award Summary

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Budget Check Issue

We are experiencing budget check issues in production on the Detail Expenditure budget ledger (KK_DTL_EXP). Currently, all transactions required to impact this budget ledger, encumbrances and expenditures, are not being recorded on the ledger. Although all other budget ledgers are recording activity correctly, the Detail Expenditure budget ledger is critical to various general ledger and budget reports.

Until further notice, we request that users refrain from budget checking transactions. Below is a list of the transactions and actions we are requesting be refrained:

• Budget check P-card
• Budget check Travel Authorizations (Approver)
• Budget check Expense Reports (Approver)
• Budget check Purchase Orders (Procurement Specialist)
• Edit General Ledger Journals

As a precautionary act, we have held all batch budget checking processes. We expect to have this issue resolved by early this afternoon and will send out an update as soon as possible.

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