Commitment Control CC Budget Review

1
Commitment Control (CC) Budget Review

• How to check the availability and status of
  Commitment Control Budgets
• Robin Miller, Finance - Core Team, ext 1897
• Finance Issues Forum - 26th 27th September 2007

2
Commitment Control Budget Review- Objectives

• After this presentation you will be able to-
• - Navigate and search for a CC budget
• - Review the availability of the budget
• - Drill down on transaction detail

3
Commitment Control Budget Review- Objectives

• After this presentation you will be able to-
• - Navigate and search for a CC budget
• - Review the availability of the budget
• - Drill down on transaction detail

4
Commitment Control Budget Review- Objectives

• After this presentation you will be able to-
• - Navigate and search for a CC budget
• - Review the availability of the budget
• - Drill down on transaction detail

5
Commitment Control Budget Review- What is a CC
Budget?

• A CC budget is the PeopleSoft (PS) terminology
  for Purchase Order Processing (POP)
• CC budgets are summary level. For example all
  the account codes beginning with 2 are summarised
  into what we call the 2s, written as 2CC.
• Only the 2CC, 3CC, 4CC, 5CC and 7CC codes are
  used.

6
Commitment Control Budget Review- What is a CC
Budget?

• A CC budget is the PeopleSoft (PS) terminology
  for Purchase Order Processing (POP)
• CC budgets are summary level. For example all
  the account codes beginning with 2 are summarised
  into what we call the 2s, written as 2CC.
• Only the 2CC, 3CC, 4CC, 5CC and 7CC codes are
  used.

7
Commitment Control Budget Review- What is a CC
Budget?

• A CC budget is the PeopleSoft (PS) terminology
  for Purchase Order Processing (POP)
• CC budgets are summary level. For example all
  the account codes beginning with 2 are summarised
  into what we call the 2s, written as 2CC.
• Only the 2CC, 3CC, 4CC, 5CC and 7CC codes are
  used.

8
Commitment Control Budget Review- Navigation in
PS

• To navigate to the Budget Overview screen in PS-
• gt Commitment Control
• gt Review Budget Activities
• gt Budget Overview
• (Not to be confused with Budget Details)
• You will then get a search screen

9
Commitment Control Budget Review- Add an Enquiry
(1st time only)
1. Click Add a New Value 2. Type in a Name 3.
Click Add
10
Commitment Control Budget Review- Budget
Overview Criteria (Slide 1 of 3)
11
Commitment Control Budget Review- Budget
Overview Criteria (Slide 2 of 3)

• You will need to populate the following fields-
• Description Anything as long as it means
  something to you!
• Business Unit Choose the correct one for you.
• Ledger Group/Set is Ledger Group
• Ledger Group is CC_ORG
• Type of Calendar is Summary Budget Period
• Calendar ID is Y1
• From Budget Period / To Budget Period Both
  boxes need to be 2007YTxx where xx is the 2
  digit current period number.

12
Commitment Control Budget Review- Budget
Overview Criteria (Slide 2 of 3)

• You will need to populate the following fields-
• Description Anything as long as it means
  something to you!
• Business Unit Choose the correct one for you.
• Ledger Group/Set is Ledger Group
• Ledger Group is CC_ORG
• Type of Calendar is Summary Budget Period
• Calendar ID is Y1
• From Budget Period / To Budget Period Both
  boxes need to be 2007YTxx where xx is the 2
  digit current period number.

13
Commitment Control Budget Review- Budget
Overview Criteria (Slide 2 of 3)

• You will need to populate the following fields-
• Description Anything as long as it means
  something to you!
• Business Unit Choose the correct one for you.
• Ledger Group/Set is Ledger Group
• Ledger Group is CC_ORG
• Type of Calendar is Summary Budget Period
• Calendar ID is Y1
• From Budget Period / To Budget Period Both
  boxes need to be 2007YTxx where xx is the 2
  digit current period number.

14
Commitment Control Budget Review- Budget
Overview Criteria (Slide 2 of 3)

• You will need to populate the following fields-
• Description Anything as long as it means
  something to you!
• Business Unit Choose the correct one for you.
• Ledger Group/Set is Ledger Group
• Ledger Group is CC_ORG
• Type of Calendar is Summary Budget Period
• Calendar ID is Y1
• From Budget Period / To Budget Period Both
  boxes need to be 2007YTxx where xx is the 2
  digit current period number.

15
Commitment Control Budget Review- Budget
Overview Criteria (Slide 2 of 3)

• You will need to populate the following fields-
• Description Anything as long as it means
  something to you!
• Business Unit Choose the correct one for you.
• Ledger Group/Set is Ledger Group
• Ledger Group is CC_ORG
• Type of Calendar is Summary Budget Period
• Calendar ID is Y1
• From Budget Period / To Budget Period Both
  boxes need to be 2007YTxx where xx is the 2
  digit current period number.

16
Commitment Control Budget Review- Budget
Overview Criteria (Slide 2 of 3)

• You will need to populate the following fields-
• Description Anything as long as it means
  something to you!
• Business Unit Choose the correct one for you.
• Ledger Group/Set is Ledger Group
• Ledger Group is CC_ORG
• Type of Calendar is Summary Budget Period
• Calendar ID is Y1
• From Budget Period / To Budget Period Both
  boxes need to be 2007YTxx where xx is the 2
  digit current period number.

17
Commitment Control Budget Review- Budget
Overview Criteria (Slide 2 of 3)

• You will need to populate the following fields-
• Description Anything as long as it means
  something to you!
• Business Unit Choose the correct one for you.
• Ledger Group/Set is Ledger Group
• Ledger Group is CC_ORG
• Type of Calendar is Summary Budget Period
• Calendar ID is Y1
• From Budget Period / To Budget Period Both
  boxes need to be 2007YTxx where xx is the 2
  digit current period number.

18
Commitment Control Budget Review- Budget
Overview Criteria (Slide 3 of 3)

• Ensure that the 10 boxes under Chartfield From
  Value and Chartfield To have a sign in them.
• Ensure that the 5 boxes under Chartfield Value
  Set are blank.
• Check that all other boxes are the same as in the
  previous picture
• Click Save in the bottom left hand corner
• You can save as many as these Budget Overviews
  as you like.
• Next time you want to look at a budget overview
  you can follow the process in the next slide.

19
Commitment Control Budget Review- Choose an
Enquiry (after 1st time)

• Type the name
• Click Search

20
Commitment Control Budget Review- Choosing an
Individual Budget (Slide 1 of 3)

• The Budget Overview Criteria screen, that you are
  now familiar with, will open.
• The signs are like a wildcard, so you will now
  need to narrow down your search.
• You can enter a range of values or specify
  individual budgets.
• Overtype the sign with actual values of the
  budget you wish to see-
• Account As we talked about earlier e.g.
  2CC or 3CC

21
Commitment Control Budget Review- Choosing an
Individual Budget (Slide 1 of 3)

• The Budget Overview Criteria screen, that you are
  now familiar with, will open.
• The signs are like a wildcard, so you will now
  need to narrow down your search.
• You can enter a range of values or specify
  individual budgets.
• Overtype the sign with actual values of the
  budget you wish to see-
• Account As we talked about earlier e.g.
  2CC or 3CC

22
Commitment Control Budget Review- Choosing an
Individual Budget (Slide 1 of 3)

• The Budget Overview Criteria screen, that you are
  now familiar with, will open.
• The signs are like a wildcard, so you will now
  need to narrow down your search.
• You can enter a range of values or specify
  individual budgets.
• Overtype the sign with actual values of the
  budget you wish to see-
• Account As we talked about earlier e.g.
  2CC or 3CC

23
Commitment Control Budget Review- Choosing an
Individual Budget (Slide 1 of 3)

• The Budget Overview Criteria screen, that you are
  now familiar with, will open.
• The signs are like a wildcard, so you will now
  need to narrow down your search.
• You can enter a range of values or specify
  individual budgets.
• Overtype the sign with actual values of the
  budget you wish to see-
• Account As we talked about earlier e.g.
  2CC or 3CC

24
Commitment Control Budget Review- Choosing an
Individual Budget (Slide 2 of 3)

• Sch/Dept Important!
• This year (07/08) you will need to enter the full
  Sch/Dept code, not the old Commitment Control
  code - e.g-
• Enter A12251 not IDMA
• or
• Enter F10452 not FJAB

25
Commitment Control Budget Review- Choosing an
Individual Budget (Slide 2 of 3)

• Sch/Dept Important!
• This year (07/08) you will need to enter the full
  Sch/Dept code, not the old Commitment Control
  code - e.g-
• Enter A12251 not IDMA
• or
• Enter F10452 not FJAB

26
Commitment Control Budget Review- Choosing an
Individual Budget (Slide 3 of 3)

• Fund We suggest you leave this as
• Inc. Stream Change if you want to
• Project If you are looking for a project
  specifically then change this, and leave all the
  other fields as . Otherwise leave it as .

27
Commitment Control Budget Review- Choosing an
Individual Budget (Slide 3 of 3)

• Fund We suggest you leave this as
• Inc. Stream Change if you want to
• Project If you are looking for a project
  specifically then change this, and leave all the
  other fields as . Otherwise leave it as .

28
Commitment Control Budget Review- Choosing an
Individual Budget (Slide 3 of 3)

• Fund We suggest you leave this as
• Inc. Stream Change if you want to
• Project If you are looking for a project
  specifically then change this, and leave all the
  other fields as . Otherwise leave it as .
• Click Search (near the top)

29
Commitment Control Budget Review- Budget
Overview (Slide 1 of 2)
30
Commitment Control Budget Review- Budget
Overview (Slide 2 of 2)

• The important section is the table at the bottom
• Budget The original budget
• Expense Reflects amounts in the General Ledger
  such as vouchers, recharges etc.
• Encumbrance This is your Purchase Orders (with
  valid budget check).
• Pre-Encumbrance This is your Requisitions (with
  valid budget check).
• Available Budget The amount available to spend.

31
Commitment Control Budget Review- Budget
Overview (Slide 2 of 2)

• The important section is the table at the bottom
• Budget The original budget
• Expense Reflects amounts in the General Ledger
  such as vouchers, recharges etc.
• Encumbrance This is your Purchase Orders (with
  valid budget check).
• Pre-Encumbrance This is your Requisitions (with
  valid budget check).
• Available Budget The amount available to spend.

32
Commitment Control Budget Review- Budget
Overview (Slide 2 of 2)

• The important section is the table at the bottom
• Budget The original budget
• Expense Reflects amounts in the General Ledger
  such as vouchers, recharges etc.
• Encumbrance This is your Purchase Orders (with
  valid budget check).
• Pre-Encumbrance This is your Requisitions (with
  valid budget check).
• Available Budget The amount available to spend.

33
Commitment Control Budget Review- Budget
Overview (Slide 2 of 2)

• The important section is the table at the bottom
• Budget The original budget
• Expense Reflects amounts in the General Ledger
  such as vouchers, recharges etc.
• Encumbrance This is your Purchase Orders (with
  valid budget check).
• Pre-Encumbrance This is your Requisitions (with
  valid budget check).
• Available Budget The amount available to spend.

34
Commitment Control Budget Review- Budget
Overview (Slide 2 of 2)

• The important section is the table at the bottom
• Budget The original budget
• Expense Reflects amounts in the General Ledger
  such as vouchers, recharges etc.
• Encumbrance This is your Purchase Orders (with
  valid budget check).
• Pre-Encumbrance This is your Requisitions (with
  valid budget check).
• Available Budget The amount available to spend.
• The amounts with an underline are hyperlinks on
  which you can click to drill down.

35
Commitment Control Budget Review- Drill Downs

• Click the number you wish to drill down on
• Budget This will take you to the journal
  details of how the budget was loaded full drill
  down to the budget details.
• Expense This will take you to the
  journal/invoice details of the expenses firstly
  to a breakdown and then to the individual items.
• Encumbrance This will take you to the Purchase
  Order details firstly a breakdown and then to
  the individual items.
• Pre-Encumbrance This will take you to the
  Requisition details firstly a breakdown and
  then to the individual items.

36
Commitment Control Budget Review- Drill Downs

• Click the number you wish to drill down on
• Budget This will take you to the journal
  details of how the budget was loaded full drill
  down to the budget details.
• Expense This will take you to the
  journal/invoice details of the expenses firstly
  to a breakdown and then to the individual items.
• Encumbrance This will take you to the Purchase
  Order details firstly a breakdown and then to
  the individual items.
• Pre-Encumbrance This will take you to the
  Requisition details firstly a breakdown and
  then to the individual items.

37
Commitment Control Budget Review- Drill Downs

• Click the number you wish to drill down on
• Budget This will take you to the journal
  details of how the budget was loaded full drill
  down to the budget details.
• Expense This will take you to the
  journal/invoice details of the expenses firstly
  to a breakdown and then to the individual items.
• Encumbrance This will take you to the Purchase
  Order details firstly a breakdown and then to
  the individual items.
• Pre-Encumbrance This will take you to the
  Requisition details firstly a breakdown and
  then to the individual items.

38
Commitment Control Budget Review- Drill Downs

• Click the number you wish to drill down on
• Budget This will take you to the journal
  details of how the budget was loaded full drill
  down to the budget details.
• Expense This will take you to the
  journal/invoice details of the expenses firstly
  to a breakdown and then to the individual items.
• Encumbrance This will take you to the Purchase
  Order details firstly a breakdown and then to
  the individual items.
• Pre-Encumbrance This will take you to the
  Requisition details firstly a breakdown and
  then to the individual items.
• Further drill down or details can be found by
  clicking or if they are available

39
Commitment Control Budget Review- Advanced
Options

• Various different, advanced and more detailed
  options are available when looking at Budget
  Overview.
• If you wish to know more, please contact Core
  Team individually, on ext 1897.

40
Commitment Control Budget Review- Presentation
Review

• You are now able to-
• - Navigate and search for a CC budget
• - Review the availability of the budget
• - Drill down on transaction detail