Using Financials For The Public Sector

Oracle Fusion
Cloud Financials
Using Financials for the Public

Sector
22D
Oracle Fusion Cloud Financials
Using Financials for the Public Sector
22D
F61638-01
Copyright © 2011, 2022, Oracle and/or its affiliates.
Author: Robyn Vallelonga
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Contents
Get Help ................................................................................................................................ i
1 Introduction to Budgetary Control and Encumbrance Accounting 1

Overview of Budgetary Control and Encumbrance Accounting ........................................................................................... 1
Difference between Budgetary Control and Encumbrance Accounting ............................................................................. 1
Implementation Options ............................................................................................................................................................... 2
Deciding Between Budgetary Control and Encumbrance Accounting ............................................................................... 2
Enabling Budgetary Control and Encumbrance Accounting ................................................................................................ 3
Enterprise Structures ..................................................................................................................................................................... 3
2 Budgetary Control 7
Overview ........................................................................................................................................................................................... 7
Enterprise Options ......................................................................................................................................................................... 7
Ledger and Business Unit Options ........................................................................................................................................... 10
Budgetary Control and Encumbrance Accounting Enablement Diagnostic Test ............................................................ 17
Budgetary Control Validation Options ..................................................................................................................................... 17
Budget Entry ................................................................................................................................................................................. 24
Budgetary Control Validation on Transactions ...................................................................................................................... 29
Inquiry and Reporting ................................................................................................................................................................. 36
Budgetary Control Maintenance ............................................................................................................................................... 55
3 Encumbrance Accounting 57
Enable Encumbrance Accounting ............................................................................................................................................. 57
Budgetary Control and Encumbrance Accounting ............................................................................................................... 57
Invoice Encumbrance Accounting ............................................................................................................................................ 58
4 Source Budget Integration with Budgetary Control 67

Project and Grants Management ............................................................................................................................................. 67
Enterprise Performance Management .................................................................................................................................... 67
5 Budget End Process 71

Overview of Budget End Process .............................................................................................................................................. 71
Control Budget Implementation ................................................................................................................................................ 71

Accounts and Transactions That Should Not Be Carried Forward .................................................................................... 72
Surplus Funds to Carry Forward ............................................................................................................................................... 76
Open Purchase Orders Carry Forward .................................................................................................................................... 77
Impact of Open Purchase Orders Carry Forward ................................................................................................................. 82
Encumbrance Accounting for the Budget End Process ...................................................................................................... 86
Reporting and Inquiry for the Budget End Process ............................................................................................................. 87
6 Case Studies 89
Budgetary Control Implementation: Vision City ................................................................................................................... 89
Year-End Carry Forward with GL Account and Project Level Control: City of Sunshine .............................................. 98
Year-End Carry Forward with Project Level Control: City of Marquee ............................................................................ 103
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Oracle Fusion Cloud Financials Get Help
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Oracle Fusion Cloud Financials Chapter 1
Using Financials for the Public Sector Introduction to Budgetary Control and Encumbrance
Accounting
1 Introduction to Budgetary Control and

Encumbrance Accounting
Overview of Budgetary Control and Encumbrance

Accounting
In Oracle ERP Cloud, Budgetary Control and Encumbrance accounting are two independent features.
Budgetary Control refers to a group of system options and the processes that's used to determine which transactions
are subjected to validation against budgets and budget consumption to prevent overspending. Encumbrance
accounting is an accounting practice that creates journal entries for requisitions and purchase orders that becomes
expenditures when goods and services are invoiced or received.
Budgetary Control and Encumbrance accounting, at a high level, lets you perform these functions:
• Control real-time spending
• Generate General Ledger journals for requisitions and purchase orders
Difference between Budgetary Control and Encumbrance

Accounting
These are the differences between Budgetary Control and Encumbrance Accounting.
Budgetary Control
• Orchestrates the spending control process by validating if transactions have sufficient funds and if they're
subject to spending control.
• Stores the budget, performs funds check and funds reservation when transactions are submitted or approved.
• Maintains budgetary control balances for expense accounts, including budget, funds reserved (commitments,
obligations, and expenditures), and funds available balances based on the budget calendar and control budget
structure (chart of account segments you control by), without any journal entries. Revenue, liability, and equity
account types aren't supported.
• Creates encumbrance journal entries for requisitions and purchase orders. Also creates actual journal entries
for invoices and journals using the Standard Accrual with Encumbrances accounting method in the Subledger
Accounting module when the user submits or schedules the Create Accounting process.
1
Accounting
• Optionally creates Invoice Encumbrances to report actuals at the payment rather than invoice validation.
• Stores and maintains the encumbrance and actual account balances in General Ledger based on the ledger's
accounting calendar and chart of accounts.
• Loads budget balances into General Ledger for comparison with actual balances.
• Doesn't automatically maintain funds available balance in General Ledger. It is only automatically maintained in
the Budgetary Control module.
Implementation Options
You can implement Budgetary Control and Encumbrance accounting together or independently depending on your
organization's business requirements. This table lists the most important feature each one provides and you can choose
depending on your requirement.
Requirement Feature
Real-time spending control Budgetary Control
General Ledger journals for requisitions Encumbrance Accounting

and purchase orders
Note: If your requirement is budget and actual reporting using General Ledger, then you don't need Budgetary
Control or Encumbrance Accounting. You just need General Ledger.
Deciding Between Budgetary Control and Encumbrance

Accounting
Review these decision points to determine which features to enable.
Decision Point Budgetary Control Required? Encumbrance Accounting Required?
Do you want transaction amounts from Yes No

requisitions, purchase orders, invoices, receipts,
and journals to be validated against a budget
during transaction processing in real time?
Do you want journals in General Ledger to No Yes

represent purchase order obligations or
requisition commitments?
2
Accounting
Decision Point Budgetary Control Required? Encumbrance Accounting Required?
Do you want to report from General Ledger No Yes

purchase order obligation or requisition
commitment balances?
Do you want to report budget versus actual No No

expenditures only?
Based on the decision points, you can decide to enable these features:
• Budgetary Control only

• Encumbrance Accounting only
• Both Budgetary Control and Encumbrance Accounting
• None
Enabling Budgetary Control and Encumbrance

Accounting
To use Budgetary Control and Encumbrance Accounting, you must enable it under Financials offerings.
Here's how you enable it.
1. Navigate to Functional Setup Manager. Select Financials from the drop-down list. Then click Actions and select
Change Feature Selection.
2. Find the row for Public Sector. Click on the pencil icon in the Enable column.
3. Select either both or one of these as required:
◦ Enable Budgetary Control

◦ Enable Encumbrance Accounting
4. Click Done.
5. Now when you select Financials in an Implementation Project, you will see Budgetary Control and
Encumbrance Accounting offering in the Financials folder.
Enterprise Structures
Every enterprise has different structures that describe its operations and provide basis for reporting. Most of the
enterprise structures for Budgetary Control can be shared with General Ledger unless you have different requirements
for Budgetary Control.
You need these enterprise structures for Budgetary Control.
3
Accounting
Calendars
You create calendars to define accounting year and the period it contains. You can either share calendars between
General Ledger and Budgetary Control, or you can define a calendar for only budgetary control purposes.
The Budget Calendar assigned to the control budget determines how much you can spend in each period. The period
interval defined in the budget calendar affects the funds available as budget amounts are summarized according to the
calendar period interval.
Use a yearly calendar or a monthly calendar or both to achieve the desired budget available for consumption. This
example shows how the calendar period interval affects the funds available.
Example
Suppose you defined two calendars, one with a yearly period and another with a monthly period interval. Also, you
create two control budgets using the calendars defined in this table.
Control Budget Calendar Period Intervals Source Budget Type Source Budget
Monthly Control Budget Monthly Calendar Monthly Other Monthly Control Budget
Yearly Control Budget Yearly Calendar Yearly Control Budget Monthly Control Budget
Suppose $1000 is imported for in each month of 2021 into the Monthly Control Budget. Since the Monthly Control
Budget and Yearly Control Budget are linked, budget amounts are loaded into both budgets at import time.
Funds available will be $1000 for each month in Monthly Control Budget and $12000 for the entire year in Yearly Control
Budget. We can either use these Monthly Control Budget to report on monthly basis or use Yearly Control Budget to
report on yearly basis.
Chart of Accounts
The chart of accounts is the underlying structure for organizing financial information and reporting. The chart of
accounts is various value sets available for segments assigned to a ledger. A transaction is recorded with a combination
of segment values, this combination is used to identify the budget account in which the transaction has to be budgetary
controlled. For more details about chart of Accounts, see the Chart of Accounts section in the Implementing Enterprise
Structures and General Ledger guide.
Budget Chart of Accounts
Chart of accounts and values sets are shared between General Ledger and Budgetary Control. For Budgetary Control,
you can select a subset of segments for control purposes but you don't have to control every segment. You can also
control at the summary segment value level instead of the detail segment value level.
Budget Account
The budget account is a combination of segment values present in Budget Chart of Accounts. The budgetary control
process maps the distribution's account (for example, the charge account on a requisition or purchase order) and
budget date to control budget's budget account and budget period, respectively, to determine the funds available.
Consider the assignment of budget segments and associated tree hierarchies and labels to achieve the correct funds
available amount and enforce spending controls and reporting.
4
Accounting
Ledgers
A ledger is a record keeping instrument. Transactions are Budgetary Controlled when ledger is Budgetary Control
enabled. Control budgets are defined for a ledger and budget accounts are a subset of the chart of accounts associated
with the ledger. The Budget Calendar can share the same calendar as the ledger or have its own independent calendar.
Accounting can be created for requisitions and purchase orders when enabled for encumbrance accounting. The
subledger accounting method for the ledger determines how the encumbrance journal entries are created. For more
information about ledgers, see Ledgers and Subledgers section in the Implementing Enterprise Structures and General
Ledger guide.
Several account hierarchies can be created using different Trees and Tree versions to control spending and report at
different levels of budget accounts. For more details about account hierarchies, see the Account Hierarchy Trees section
in the Implementing Enterprise Structures and General Ledger guide.
Business Unit
A business unit performs one or many business functions. Business units within a budgetary controlled ledger can be
either enabled or disabled for Budgetary Control. Business functions within a budgetary controlled enabled business
unit can also be enabled or disabled. For more information about business units, see the Business Units section in the
Implementing Enterprise Structures and General Ledger guide.
Related Topics
• Chart of Accounts
• Ledgers and Subledgers
• Account Hierarchy Trees
• Business Units
5
Accounting
6
Using Financials for the Public Sector Budgetary Control
2 Budgetary Control
Overview
Budgetary Control provides these functions to manage the spending control process:
• Performs funds check and funds reservation, when transactions are submitted or approved to determine
whether spending is allowed.
• Stores and maintains budgetary control balances, based on the budget calendar and control budget structure
for the these functions:
a. Budget, categorized as initial and adjustment

b. Consumption, categorized as commitments, obligations, expenditures, and other
c. Funds available
For additional documents on Oracle Budgetary Control, see Quick Reference for Oracle Fusion Budgetary Control
Documentation on Oracle Support.
Related Topics
• Quick Reference for Oracle Fusion Budgetary Control Documentation
Enterprise Options
Overview of Enterprise Options
The Enterprise Options section in the Manage Budgetary Control and Encumbrance Accounting page is used to view
and enable enterprise-level budgetary control options.
Additional Budgetary Control Liquidation Validation

Use the Additional Budgetary Control Liquidation Validation feature to fail budgetary control validation when the
liquidation of a transaction doesn't impact the same control budget as originally reserved.
This feature when enabled will fail budgetary control validation with the funds status of Budget period doesn't exist in
the control budget when the liquidation of the commitment or obligation impacts a different control budget than the
original reservation. This option is automatically enabled for new customers. Upgrade users can chose if they want to
enable this option. Once this feature is enabled, it can't be disabled.
The liquidation date is determined by the Default Date Rule setting on the Manage Budgetary Control page. The default
date rule can be set to the system date, current transaction budget date, or prior related transaction budget date. This
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feature is only applicable when you have chosen system date or current transaction budget date for the default date
rule. Prior related transaction budget date will use the same budget date as the original transaction.
Example of Enabling Additional Impact to Budgetary Control Results with Validation

This example shows how the feature will impact the budgetary control results depending on the default date rule
setting.
The table shows the control budgets.
Control Budget Start Budget Period End Budget Period
Office Supplies FY 2019 January 2019 December 2019
Office Supplies FY 2020 January 2020 December 2020
I have a purchase order for office chairs with a budget date of 24-DEC-2019, that reserves against the Office Supplies
FY2019 control budget. The payables invoice comes in the following year and has a budget date of 19-JAN-2020 and is
entered in the application in 08-FEB-2020. This table shows the transactions.
Transaction Budget Date System Date Impacted Control Budget
Purchase order 24-Dec-2019 24-Dec-2019 Office Supplies FY2019
Invoice matched to purchase order 19-Jan-2020 08-Feb-2020 See table below for PO liquidation
result based on the default date
rule setting.
• Assuming there are sufficient funds in all budget periods and the periods are open.
Default Date Rule PO Liquidation Result with Feature Enabled PO Liquidation with Feature Disabled
Current Transaction Budget Date Fail: not liquidating in the same control budget Liquidation isn't created because the liquidation
as the PO was originally reserved, Office budget period isn't in Office Supplies FY2019.
Budget date on invoice is used: Supplies FY2019.
Invoice is validated.
Liquidation Budget Date 19-JAN-2020 Invoice validation will place funds hold because
of budgetary control failure.
System Date Fail: not liquidating in the same control budget Liquidation isn't created because the liquidation
as the PO was originally reserved, Office budget period isn't in Office Supplies FY2019.
Date when invoice is validated is used: Supplies FY2019.
Liquidation Budget Date 08-FEB-2020 Invoice is validated.
Invoice validation will place funds hold because
of budgetary control failure.
Prior Transaction Budget Date Invoice is validated. Liquidation is created: Invoice is validated. Liquidation is created:
Budget date on purchase order is used: • (-) Obligation • (-) Obligation

Liquidation Budget Date 24-DEC-2019
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Default Date Rule PO Liquidation Result with Feature Enabled PO Liquidation with Feature Disabled
• Budget date: 24-DEC-2019 • Budget date: 24-DEC-2019

• Control budget: Office Supplies FY2019 • Control budget: Office Supplies FY2019
Secure Control Budget Definitions

Enable the control budget definition data security feature to limit users who can update control budget definitions on
the Manage Control Budget page.
If you don't enable this feature, all users with access to the Manage Control Budget page, can update all control budgets.
If you enable this feature, only users that either created the control budget, are the budget manager for the control
budget or explicitly granted control budget data access will be able to update. To grant control budget data access to
users, follow these steps:
1. In the Setup and Maintenance work area, search and select the Manage Control Budget Data Access for Users
task.
2. On the Manage Data Access for Users page, click Action > Create or the Create icon.
3. In the Create Data Access for Users page, assign:
◦ User name
◦ Role = Budget Manager
◦ Security context = "Control budget"
◦ Security context value = Name of the control budget you want to grant access
Synchronize Hierarchy Maintenance

When the Synchronize Hierarchy Maintenance Across Budgetary Control and General Ledger feature is enabled, you can
perform these tasks:
• Maintain account hierarchies used in both General Ledger and Budgetary Control with a single process to
streamline hierarchy maintenance
• The Process Account Hierarchies program has been enhanced to simultaneously process General Ledger and
Budgetary Control account hierarchies to ensure reporting on these shared hierarchies are consistent between
products.
Budget to Summary Accounts in General Ledger

When the Budget to Summary Accounts in General Ledger option is enabled, you can budget to the same level in
General Ledger as in Budgetary Control. Summary accounts that are used for budgetary control will now also be
available in General Ledger.
9
Enable this option to automatically generate values in General Ledger balances cube to represent the summary account.
Disable the option if you've already created values to represent the summary budget.
Dimension members created to represent the summary accounts are labeled with the summary account value
description followed by the value, Base Balance. The member name is labeled with the summary account value name
suffixed with _base and the alias will have Base Balance appended.. For example, the budget balance for the summary
account, 1100 Capital Fund, will generate 1110 base-Capital Fund Base Balance as a child of 1100. The budget balance is
stored 1100 base, 1110 will be a summary of all its children including 1100 base.
Ledger and Business Unit Options

Enable Budgetary Control
You enable budgetary control for ledgers, business units assigned to a ledger, projects, transaction types, and journal
sources and categories. The options you select can have critical implications in the way Oracle Fusion Budgetary Control
handles your transactions.
When you enable budgetary control, you must consider these options:
• Control Budget Filter

• Fail Budgetary Control for Budget Dates Not in Valid Budget Date Range
• Default Date Rule
Control Budget Filter

To determine how the budgetary control engine processes transactions, use the Control Budget Filter option .
Transaction processing is based on one of these options:
• Ledger only
• Project
• Ledger or project
When you enable a ledger or business unit for budgetary control, the budgetary control engine evaluates the
transactions and the control budget filter value. It then determines which control budget to use for checking the funds
available balance.
Note: See the related topics for setting up the control budget filter.
Budgetary Control Validation Failures

Transaction Budget Date Fails Outside of Date Range Across All Control Budgets
Budget dates can either pass or fail budgetary control validation. These validations are based on whether they're within
the period range of control budgets that are past the defining stage and aren't permanently closed.
10
By default, Budgetary Control allows transactions with budget dates outside of control budget periods to pass
validation. To fail these transactions during budgetary control validation, you must set the Transaction budget date
falls outside of date range across all budgets budgetary control validation failure option to Yes.
Transactions Without Project Attributes Don't Have a Matching Chart of Account Based Control Budget
A transaction without project attributes can have a budget date within the period range of all control budget periods,
but not match a budget period for a chart of account based control budget. This can happen when these conditions are
met:
• Control Budget Filter setting is either Project or Ledger or projecti.

• Period range for the chart of account based control budgets is shorter than the period range for project control
budgets.
By default, Budgetary Control allows transactions without project attributes that don't match a chart of account based
control budget to pass validation even if the Transaction budget date fails outside of the date range across all
control budgets budgetary control failure option is set to Yes. To fail these transactions with a No chart of accounts
control budget status, you must set the Transaction without project attributes don't have a matching chart of account
based control budget budgetary control validation failure option to Yes..
Default Date Rule

To select the budget date for the budgetary control liquidation of a prior related or backing document, use the Default
Date Rule drop-down list. These are the options:
• System date
• Current transaction budget date
• Prior related transaction budget date
Let's look at an example. When you match an invoice to a PO, the budget date for the liquidation of the PO is
determined by the default date rule for the business unit. And these are the details:
• system date is today

• invoice budget date is 13-APR-15
• PO budget date is 5-MAR-15
Then Budgetary Control determines the budget date of the purchase order liquidation as shown in this table:
Default Date Rule Purchase Order Liquidation Budget Date
System date Today's date
Current transaction budget date 13-APR-15
Prior related transaction budget date 5-MAR-15
Related Topics
• Example of Setting the Control Budget Filter
11
Example of Setting the Control Budget Filter

This example illustrates how to use the Control Budget Filter to determine how the budgetary control engine processes
transactions associated with a ledger, project, or both.
When a ledger or business unit is enabled for budgetary control, the budgetary control engine evaluates the
transactions to determine which control budget to use for checking the funds available balance.
Scenario
You have defined the following control budgets for VC (Vision City):
Control Budget Ledger Project Award
VC Ops Vision City Operations Any or no project on the

transaction
VC Ops Administration Vision City Operations No project on the transaction
VC Ops Park Swings Vision City Operations Park Swings 2016
VC Ops OOW Conference Vision City Operations OOW Conference Any or no award assigned to the
project
These control budgets can only be defined when the Control Budget Filter assigned to the Vision City Operations
ledger is the value as shown in the following table:
Control Budget Ledger Only Project Ledger or Project
VC Ops Yes No Yes
VC Ops Administration No Yes Yes
VC Ops Park Swings No Yes Yes
VC Ops OOW Conference No Yes Yes
Resulting Applicable Control Budgets

When you enter a transaction, the budgetary control engine uses the ledger and project values to determine if any
control budgets are applicable, as shown in the following table:
12
Transaction Ledger Project Award VC Ops VC Ops VC Ops Park VC Ops OOW
Number Administration Swings Conference
101 Vision City Yes Yes No No

Operations
102 Vision City Park Swings 2016 Yes No Yes No

Operations
103 Vision City OOW Yes No No Yes

Operations Conference
104 Vision City Park Swings 2016 No No No No

Capital
105 Vision City No No No No

Capital
Chart of Accounts and Budgets Accounts Mapping

If the budget entry for a control budget automatically updates the budget in General Ledger, and your source control
budget doesn't contain all the segments from the ledger chart of accounts, you need to perform this setup.
• Select Use a specified value when not provided in budget data and specify a segment value by which budget
is recorded and inquired in General Ledger for segments that are always or sometimes excluded from the
budget segments of your source control budget.
• Select the default choice Always budgeted, use segment values from budget data for all other segments.
Revenue and Cash Controls

This topic covers Enabling Cash Controls and Budgetary Control Validation of Payments.
Enabling Cash Controls

Enable cash controls to allow payment of invoices only when funds are available in the cash control budget.
When you enable cash controls for a ledger, a cash control budget is automatically created. You can modify this control
budget to meet your business needs before using it.
To enable budgetary control validation on Payments, enable the Payables payment consumes the cash budget check
box.
Budgetary Control Validation of Payments

Payments created from a payment process request, quick payments, and pay in full are budgetary controlled in the
Payables subledger. The invoice distribution combination and the bank’s cash account are used to determine the budget
13
account. The invoice distribution combination is used for all segments except the natural account, which is replaced by
the cash account on the bank account that the payment is made from.
Journals generated from these payments aren’t budgetary controlled in General Ledger against procure to pay control
budgets that control expenses. Journals entries created for these payments will have the Reserved in Subledger in
General Ledger fund status.
Some Payment features are not supported for cash controls in the Payables subledger. The funds for these payments
will be consumed from the Cash Budget when the journals for these payments are reserved in General Ledger. Here is a
list of unsupported payments:
• Reissue
• Manual
• Refunds
Enable these options to ensure that the cash account for all payment journal entries is the same as the cash budget
account derived when budgetary controlling the payment in the subledger:
• Automatic offsets on the Manage Common Options for Payables and Procurement page.
• Pooled account for the bank account on the Edit Bank Account page.
Note: If you’re not budgetary controlling expenses, that is, creating procure to pay control budgets, but you want
to enable cash controls for Payables payments, then you must also enable Budgetary Control for your ledger and
the Payables invoicing business function for your business unit in the Edit Budgetary Control and Encumbrance
Accounting page.
Related Topics
• Control Budgets
• Guidelines for Common Options for Payables and Procurement
• How Bank, Branch, and Account Components Work Together
Accounts in Journals Subject to Cash Controls

This region determines which accounts from journal entries will impact the cash control budget.
For example, enter your bank account’s cash account. Journals for transactions not reserved in the subledger that
post to cash account, such as Receivables or Cash Management journals, will be budgetary controlled against the cash
control budget in GL.
Debits to the cash accounts are considered negative expenditures and increase the cash control budget funds available
balance.
Procure to Pay control budgets aren’t applicable to journal entry lines with these cash accounts. Instead, they’re only
applicable to a cash control budget.
Note: Reserved transactions will not be reprocessed when enabling or disabling accounts in this region.
14
Note that the Receivables receipt will be budgetary controlled in General Ledger during posting of the Receivables
journal. You should consider these items for Receivables:
• Enable Multifund accounting in Receivables, so that you’re controlling cash in the correct fund.
• It is recommended to assign a fund on the receipt method with a value that won’t be needed for control. When
the Multifund accounting feature is on, the cash balance is not recorded to the correct fund until the invoice
is applied to the receipt. When the receipt is created, the cash balance for the receipt method’s cash balance
is increased. When an invoice is applied to that receipt, the cash balance for the fund on the invoice revenue
distribution is increased and the cash balance for the receipt method’s fund is reduced. Until the receipt
application, there can be an overstatement of the cash balance for the receipt method’s fund. To illustrate this
let’s look at these examples:
Example 1: Transactions impacting cash control budget

For this example, let's assume these:
• Budget account is fund account for the cash control budget.

• Account 1111 is enabled in the Accounts in Journals Subject to Cash Controls region.
• Receipt method called RM1, is assigned fund value 0032, account 1111.
• The cash funds available balance for 0032-1111 is $100.
• The cash funds available balance for 0006-1111 is $0
• You don’t want to allow payments to be paid for 0032-1111 when there are insufficient funds.
This table shows how different transactions impact the cash control budget.
Step Number Step Fund- Account Amount Funds Available Notes

Amount
1 In Receivables, create 0032-1111 $60 (debit) $100+$60=$160 The receipt added

a receipt with the budget to fund 0032
receipt method RM1 from the receipt
method. This is an
overstatement of
Create accounting, funds available for
post and reserve in GL fund 0032 since the
receipt hasn’t been
applied to the invoice
yet.
2 In Payables, create and 0032-1111 $110 $160-$110=$50 Funds available for

reserve a Payment fund 0032-8111 should
Process Request be $100, and the
payment shouldn’t
have been allowed.
Since the receipt in
step1 increased the
cash balance for fund
0032 by $60, this
payment was allowed.
3 In Receivables, apply 0032-1111 $60 (credit) $50-$60=<$10> Funds available is

invoice to receipt negative since the
in step 1. Create payment in step 2 was
accounting, post and allowed to be made.
reserve in GL.
15

Amount
0006-1111 $60 (debit) $0+$60=$60 0006 is the fund from

the invoice’s revenue
distribution.
Example 2: Transactions impacting cash control budget when a fund value isn’t
controlled
For this example, let's assume these:
• Receipt method = RM1, assigned fund value 9999, account 1111.

• Add a supplemental rule to the cash control budget with a control level of None for fund value = 9999. This will
prevent update of funds available on budget account 9999-1111.
• The cash funds available balance for 0032-1111 is $100.
• The cash funds available balance for 0006-1111 is $0
• You don’t want to allow payments to be paid for 0032-1111 when there are insufficient funds.
This table shows how different transactions impact the cash control budget when a fund value isn’t controlled.

Amount
1 In Receivables, create 9999-1111 $60 (debit) $0 There is no impact

a receipt with the to budget account
receipt method RM1 9999-1111 because of
the supplemental rule
Create accounting, assigned to the cash
posted and reserve in control budget.
GL
2 In Payables, create and 0032-1111 $110 $100–$110=<$10> Fails due to

reserve a Payment insufficient funds.
Process Request
3 In Receivables, apply 9999-1111 $60 (credit) $0 No budgetary control

invoice to receipt impact
in step 1. Create
accounting, post and 0006-1111 $60 (debit) $0+$60=$60 0006 is the fund from
reserve in GL. the invoice’s revenue
distribution
Related Topics
• Overview of Multifund Accounting
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Budgetary Control and Encumbrance Accounting

Enablement Diagnostic Test
You can review budgetary control and encumbrance accounting setup with the Budgetary Control and Encumbrance
Accounting Enablement Diagnostic test.
You can generate the diagnostic report in the following manner.

1. Sign in as the application diagnostics administrator.
2. Select Run Diagnostics Tests...from Troubleshooting from your user profile menu.
3. Search for the test Budgetary Control and Encumbrance Accounting Enablement Diagnostic on the
Diagnostic Dashboard.
4. Use the check box to select the diagnostic test and click Add to Run. A new row appears in the Choose Tests to
Run and Supply Inputs section.
5. Click the warning icon on the Input Status column to open the Input Parameters window.
6. Select the include check box icon for the Ledger Name and click OK.
7. Verify that the warning icon changes to success on the Input Status column and click Run on the Choose Tests
to Run and Supply Inputs tool bar. Click OK to close the confirmation message.
8. Click the refresh icon on the Diagnostic Test Run Status table until your request is complete.
9. Click the View Test Results icon on the Report column to review the diagnostic report.
Budgetary Control Validation Options

Control Budgets
Control budgets default one of these processing types depending on its purpose:
• Procure to pay control budgets track and validate spending of expenses against the budget
• Cash control budgets track and validate revenue collected against the cash control budget
Procure to Pay Control Budgets

Use control budgets to check the spending against a ledger, project, or both, and apply validations during budgetary
control. You can specify the segments, budget periods, currency, control level and tolerance.
Budget balances can be loaded from a number of sources. For more details, see Budget Balance Sources in the Load
Budget topic. You can find the link to the Load Budget topic in the Related Topics section.
Each control budget keeps track of spending against budget in the budget currency by maintaining these categories of
balances
• Budget balances
• Funds reservation balances
• Funds available balances
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These balances are maintained for control budget accounts and periods of the control budget. Control budget accounts
are based on the combinations of budget segment values, which can be either at a detailed or a parent level.
To accommodate the different levels of detail at which budget is stored versus spending is checked, you can set up and
link detail and summary control budgets with these structural differences to align with the corresponding needs.
• For the detail control budget, include segments you use to prepare your budget and use a budget calendar
with the same periods as budget is prepared, such as monthly. If budget is prepared at a parent level, specify a
control label in the segment hierarchy to identify those parent segment values. If you need to report on control
budget balances with transaction account distribution details for unbudgeted segments, you can include those
segments in the detail control budget.
• For the summary control budget, include only those segments by which budget is controlled. If a given
segment is controlled at a parent level, specify a control label in the segment hierarchy to identify those parent
segment values. Use a budget calendar with periods in budget is controlled, such as yearly.
For more information about detail and summary control budgets, see the link to Budgetary Control and Encumbrance
Accounting Best Practices white paper in the Related Topics section at the end of this topic.
Note: You don't need to set up project-based control budgets in Budgetary Control. They're automatically created
when you baseline project budgets in Oracle Project Portfolio Management.
When transactions are validated and recorded by the control budget, control budget accounts are derived from the
account combination and project information on the distribution of the transactions.
Cash Control Budgets

When you enable cash controls for a ledger, a cash control budget is created for a ledger with these defaults:
• Budget calendar is created automatically with one period for the entire date range of ledger.
• Control level defaults to Absolute.
• Project defaults to Any or no project on the transaction.
• Budget segment defaults to the balancing segment.
The cash control budget is created with the Not ready for use status. You can modify to meet your enterprise
budgeting requirements such as:
• Add the natural account as an additional budget segment.
• Assign tree hierarchies to budget segments to control at a parent level.
• Create supplemental rules for exceptions to the control level.
• Supplemental rules can be created for budget import unlike procure to pay control budgets. If control level is
none for budget entry business function, budget balances aren’t updated.
When the control budget is put in use, the budget period status is set to Open.
Note: Budget balances for cash control budgets can be initialized or adjusted through budget import. If you want to
control the type of budget balance, initial or adjustment, then opt-in to the Budget Entry Classification for Initial or
Adjustment Budget Balance using Spreadsheet and Budget Transfer feature. If you're not using this feature, budget
amounts will update the adjustment budget balances since the budget period status is set to Open when the control
budget is put in use.
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Source Budget Types

Control budgets are classified by source budget type that defines the application from which budget balances are
originated. Some source budget types limit budget to be loaded by the originating system; direct budget entries and
budget load features offered by Budgetary Control aren't available to enforce data integrity. See the Budget Entry topic
to determine a proper classification of source budget type for your control budgets. You can find the link to the Budget
Entry topic in the Related Topics section.
Source Budget Name

Source budget name is defaulted from control budget name for detail control budgets. For summary control budget,
select the detail control budget as the source budget name. Source budget name is used in budget import to derive the
control budgets.
Account Hierarchies
You use trees, also called account hierarchies, in Budgetary Control setups to import budget and validate spending in
this scenario:
• when budget is recorded and controlled at a higher segment value than that of the transactions.
These trees are automatically made available to you for use in Budgetary Control reporting.
You don't use trees in Budgetary Control setups in this scenario:
• when budget is recorded and controlled at detail segment values.
You can use trees that aren't used in Budgetary Control setups for Budgetary Control reporting.
You can also use trees in General Ledger for reporting, allocations, and other processing setups. And you can also share
trees between General Ledger and Budgetary Control.
If you use trees in Budgetary Control setups, you need tree labels. When you set up a tree for use in a control budget,
assign a common label to the parent segment values at which the control budget records and controls budget. And
when you set up the related segment in that control budget, specify the tree and label to indirectly indicate the parent
segment values at which budget is recorded and controlled.
Sometimes you need to assign more than one label to differentiate parent segment values at different levels in a tree.
For example, consider this scenario:
• A tree is used in a detail control budget for recording budget that's prepared at lower parent segment values
• The same tree is used in a related summary control budget for controlling budget at higher parent segment
values
In this case, when you set up the tree:
• Assign one common label to those lower parent segment values at which budget is recorded for the detail
control budget
• Assign another common label to those higher parent segment values at which budget is controlled
When you set up the related segment in the two control budgets, specify the tree and the corresponding label.
Tip: Each detail segment value that's subject to budgetary control must roll up to one and only one parent segment
value in the tree with the specified label in each applicable control budget.
19
When you specify a tree and label in a control budget, you can optionally specify a default segment value in the
Transaction Value Not in Tree field. If this value is specified, transactions with account distributions that can't be rolled
up to a control labeled parent segment value are allowed to proceed by recording the transaction using the default
segment value.
You can define trees using one of these methods:
• Manage Account Hierarchies or Manage Trees and Tree Versions setup task
◦ Pre-Definition: Create labels as a prerequisite using the Manage Account Hierarchy Labels or Manage
Tree Labels setup task
◦ Post-Definition: After creating or updating the tree, audit, activate, and flatten it
• Create Chart of Accounts, Ledger, Legal Entities, and Business Units in Spreadsheet setup task - use the
segment worksheets of the downloaded rapid implementation spreadsheet
◦ Pre-Definition: No need to create labels as a prerequisite; labels are generated based on the configurable
column header label of the Parent columns under which parent segment values are placed
◦ Post-Definition: No need to flatten it; the process auto-flattens it already
• Import Segment Values and Hierarchies file-based data import template, use the hierarchy worksheet
◦ Pre-Definition: Creating labels as a prerequisite using the Manage Account Hierarchy Labels or Manage
Tree Labels setup task is optional. If the label specified in the hierarchy worksheet doesn't exist, it will be
generated automatically
◦ Post-Definition: After importing the tree, flatten it using the Manage Account Hierarchies or Manage
Trees and Tree Versions setup task
Refer to the Import Segment Values and Hierarchies section in the File-Based Data Import for Financials guide.
For all methods, you need additional steps that depends on how you use the trees:
Tree Usage Additional Steps
Budgetary Control Setup: • Prepare the control budget for use that uses the tree
• When the tree version isn't used in

any control budget that has been put
in use
Budgetary Control Setup: • Put all control budgets that use the tree version to a closed or redefining status as a prerequisite
• Submit the Refresh Tree for Budgetary Control process
• If the tree version is used in at least
one control budget that has been put • Put the control budgets to in use
in use at any time
Budgetary Control Reporting Only • Submit the Add Reporting Tree to Budgetary Control Cubes process
General Ledger Allocation or Reporting • Publish Account Hierarchies setup task or

• Submit the Process Account Hierarchies process
Note:
If you use this process, you can optionally skip the post-definition step above
20
Tree Usage Additional Steps
Tree: Example
This table provides an example of a tree created for the Department segment:
Parent Value Parent Value Detail Value Label
All Parks Top
North Side Parks Level1
Cedar Park
Fir Park
South Side Parks Level1
Glendale Park
Burton Park
This table shows the applicable department segment values at which budget is captured and controlled and at which
budget balances are maintained, based on the tree and label assigned to the control budget:
Control Budget Department Segment: Control Budget Department Segment: Control Budget Department Segment: No
Department Tree | Label: Top Department Tree | Label: Level1 Tree
All Parks North Side Parks Cedar Park
South Side Parks Fir Park
Glendale Park
Burton Park
Funds available balances are maintained for each period in the control budget and control budget account. Since
balances are maintained based on the budget periods and tree label assigned to the control budget, reporting and
inquiry is available only at that level or above.
For example, if a control budget is set to control at Level1 for Department, you can report on All Parks, but not on Cedar
Park, Fir Park, Glendale Park or Burton Park. Similarly, if a control budget has a monthly calendar, the application will
summarize monthly balances into quarterly and yearly balances for reporting. However, if a control budget has an
annual calendar, then monthly and quarterly balances aren't available for that control budget.
21
Override Budgetary Control Failures

You can define your control budget to allow overrides. There are two types of overrides:
• Insufficient funds to override and reserve an insufficient funds failure

• Closed period to override and reserve a close budget period failure
During budgetary control validation, if validation fails because insufficient funds or closed budget period, the user can
request an override. The assigned overrider can perform an override action to reserve the transaction.
To create an override, check the Allow Overrides check box which enables the Override region to be displayed on the
Create Control Budget page. Specify a maximum override amount allowed for the control budget. Enable notifications to
notify the budget manager when no overrides are available or when overrides are taken.
There are two types of configurable in-app and email notifications available for use:
• Budget Override Request

• Budget Override Taken
Related Topics
• Budgetary Control Validation Options for Control Budgets
• Change Budgetary Control Validations
• How You Determine Applicable Control Budgets
• Load Budgets
Change Budgetary Control Validations

The status of the control budget determines the changes you can make to budgetary control validations, such as the
control level, tolerance, overrides, and supplemental rules.
There are these points to consider when changing budgetary control validations:
• Control budget in use

• Control budget in a redefining status
• Balance recalculations for tree changes
Changes to budgetary control validations will only affect new transactions; existing transactions won't be reprocessed.
Control Budget in Use

When the control budget is in use, you can change the following:
• Budget manager
• Control level and tolerance
• Budget adjustment settings
• Rate type
22
Control Budget in a Redefining Status

When the control budget is in a redefining status, you can make these changes:
• Extend the control budget ending period

• Update tree details and override settings
• Add, enable and disable supplemental rules
To change your control budget from In use to a redefining status and make changes, use the following steps:
1. Navigate to the Edit Control Budget page.

2. From the Action menu, select Close and save.
3. From the Action menu, select Redefine.
4. Make your changes to the control budget and save.
5. Select Prepare for Use from the Action menu to change the control budget status back to In use.
Supplemental rules can't be edited in a redefining status. To change a supplemental rule, you must disable or delete the
existing rule, and then add a new rule.
Note: When control budgets are closed or being redefined, transactions applicable to the control budget will fail
budgetary control.
Control Budget in the Permanently Closed Status

When the control budget is in the permanently closed status, the following applies to the control budget:
• the budget isn't considered for budgetary control validations
• the budget can't be changed to the In Use status
• the budget can be used for reporting
Balance Recalculations for Tree Changes

If you go through a reorganization and your tree changes, Budgetary Control can automatically recalculate your
budgetary control balances.
To recalculate balances after you make changes to a tree in a control budget that's already in use, use the following
steps:
1. Navigate to the Edit Control Budget page.

2. From the Action menu, select Close and save.
3. From the Action menu, select Redefine.
4. Update the tree details of the control budget segment, if needed and save. For example, update the tree label if
you want to use a different tree label to control your spending.
5. Navigate to Scheduled Processes and select the Run Refresh Tree for Budgetary Control program for the tree
and tree version you updated. The data model copy of the hierarchy in Budgetary Control is refreshed.
6. Navigate back to the control budget and select Prepare for Use from the Action menu to change the control
budget status back to In use. Your control budget will recalculate balances, if needed.
Budgetary Control won't resubmit transactions for funds reservation if these transactions were reserved prior to the
reorganization. The recalculation of budgetary control balances could result in a negative fund balance.
23
Control Budget Validation Diagnostic

You can review and validate the complete control budget setup and its related setup objects in the Control Budget
Validation Diagnostic report.
You can generate the diagnostic report in the following manner:

2. Select Run Diagnostics Tests... from Troubleshooting from your user profile menu.
3. Search for the test Control Budget Validation Diagnostic on the Diagnostic Dashboard.
6. Select the include check box icon for the Control Budget, select a control budget, and click OK.
7. Verify that the warning icon changes to success on the Input Status column and click Run on the Choose Tests
to Run and Supply Inputs tool bar. Click OK to close the confirmation message.
10. Download the report and include it in the Service Request for support.
Related Topics
• Budgetary Control Validation Diagnostic Test
• Budgetary Control and Encumbrance Accounting Enablement Diagnostic Test
Budget Entry
Load Budgets
You can load your enterprise-wide budget, including revenues and expenses, to General Ledger for analysis and
reporting.
If you implement Budgetary Control, you need to also load your expense budget to Budgetary Control to validate your
spending against the budget. Budget can be loaded for any combination of budget segment values for which you have
access to. Budget account combinations are different from the account combinations used in transactions and can be
subject to different validations.
How budget can be loaded into Budgetary Control depends on the source budget type of the control budget. Budget
loaded to certain control budgets can be synchronized with budget in General Ledger, reducing the need to separately
loading it to General Ledger.
Budget Balance Sources

This table explains how budget can be loaded into Budgetary Control and whether they're synchronized with General
Ledger based on the source budget type.
24
Source Budget Type Methods of Loading Budget Balances Synchronize Budget Balances from
Budgetary to General Ledger
EPM Financials Module • Enter Budget in EPM using Planning and • Yes
load using Data Exchange
See Set Up Financials Cloud for Loading Budget
from EPM. • Revise budget in EPM using Budget
Revisions and load it using the Funds
Reservation action
Hyperion Planning • Enter budget in EPM using Planning and • No (if loaded from EPM or use Budget
load it to using Data Exchange Transfer)
Can be reclassified to EPM Financials module
• Load budget with File Based Data • Yes (optional, if use FBDI or Enter Budgets
See Set Up Oracle Fusion Financials for Loading Interface (FBDI) in Spreadsheet)
Budget from EPM • Enter budget using Enter Budgets in
Spreadsheet task
• Enter budget transfer using Budget
Transfer form from the Review Budgetary
Control Balances page
Project Portfolio Management Enter budget in Project Portfolio Management • Not Applicable
and load it during budget baseline
Other • Enter budget in a third-party software and • No (if use Budget Transfer)
load it using FBDI
Can be reclassified to EPM Financials Module • Yes (optional, if use FBDI or Enter Budgets
• Enter budget using Enter Budgets in in Spreadsheet)
Spreadsheet task
• Enter budget transfer using Budget
Transfer form from the Review Budgetary
Control Balances page
Control Budget Automatically updated in the summary • Not Applicable

control budgets when the budget balances are
Control budget of this type is known as imported to the source detail control budget.
summary control budget and is linked to a
control budget of one of the above source
budget types
No Budget Budget can't be loaded Not Applicable
Used to track transaction spending, not

spending against budget amounts
Budget Balance Classifications

Budgetary Control can maintain and report budget balances separating initial budget from budget adjustments. This
table explains how these two budget balance classifications are determined based on the methods of loading budget
balances and whether the Budget Entry Classification for Initial or Adjustment Budget Balance using Spreadsheet and
Budget Transfer feature is enabled.
25
Methods of Loading Budget Balances Feature not Enabled Feature Enabled
Load budget with File Based Data Interface • Initial budget (if budget period is available • Initial budget (if you specify budget entry
(FBDI) for budgeting) classification as initial budget)
• Budget adjustment (if budget period is • Budget adjustment (if you specify budget
open) entry classification as budget revision)
Enter budget using Enter Budgets in • Initial budget (if budget period is available • Initial budget (if you specify budget entry
Spreadsheet task for budgeting) classification as initial budget)
• Budget adjustment (if budget period is • Budget adjustment (if you specify budget
open) entry classification as budget revision)
Enter budget transfer using Budget Transfer • Initial budget (if budget period is available • Budget adjustment (always)
form from the Review Budgetary Control for budgeting)
Balances page
• Budget adjustment (if budget period is
open)
Enter Budget in EPM using Planning and load • Initial budget (if budget period is available • Initial budget (if budget period is available
using Data Exchange for budgeting) for budgeting)
• Budget adjustment (if budget period is • Budget adjustment (if budget period is
open) open)
Revise budget in EPM using Budget Revisions • Budget adjustment (always) • Budget adjustment (always)
and load it using the Funds Reservation action
Enter budget in Project Portfolio Management • Initial budget (if budget period is available • Initial budget (if budget period is available
and load it during budget baseline for budgeting) for budgeting)
• Budget adjustment (if budget period is • Budget adjustment (if budget period is
open) open)
Related Topics
• Project and Grants Management
• Clear Budgetary Control Funds Check or Failures Requests
• Overview of Enterprise Performance Management
Import Budget Data from a Flat File for Budgetary Control

You can download a spreadsheet template from the Budgetary Control Budget Import File-Based Data Import for
Financials guide to prepare and generate your budget data from an external source in a predefined flat file format.
The template contains an instructions sheet that explains these details:
• The two different usages of the template - to load expense budget to budgetary control only versus to load
expense budget to budgetary control and general ledger simultaneously
• The restrictions of using the template to load expense budget to budgetary control and general ledger
simultaneously
26
• The rules and concept of certain attributes, such as source budget type, source budget name and segment
values
• The choice of two different worksheet formats
• These are the steps involved:
◦ how to generate a data file

◦ how to upload the file
◦ the import process to submit:
- Import Budget Amounts

- Import Budget for Budgetary Control and General Ledger
◦ how to fill out the process parameters
Refer to the tool tips on each column header for attribute-specific instructions.
Budget changes for General Ledger and Budgetary Control can be synchronized.
FBDI Template Name Budget Import Process Name Budget Balance Update
Budgetary Control Budget Import Import Budget for Budgetary Control and Both Budgetary Control and General Ledger
General Ledger
Budgetary Control Budget Import Import Budget Amounts process Budgetary Control only
Import General Ledger Budget Balances Validate and Upload Budgets General Ledger only
Import Budget Data for Budgetary Control and General Ledger

This process updates balances for Budgetary Control and General Ledger. Review the guidance on the template before
loading to ensure that the data can be loaded correctly.
If you want to load budgets in GL at the summary segment value level, then you must perform these steps:
• Assign a hierarchy to the control budget segment

• Enable the Budget to Summary Account in General Ledger option on the Manage Budgetary Control page
• Republish the hierarchy from the Publish Account Hierarchies page
Related Topics
• Budget to Summary Accounts in General Ledger
27
Import Budget Data from a Spreadsheet for Budgetary Control

You can access the spreadsheet from the Budgetary Control Dashboard using the Enter Budgets in Spreadsheet task
in the Budgetary Control work area. Always retrieve a new spreadsheet to obtain a unique budget entry name for each
budget entry.
If you revise budget, you can pre-populate the spreadsheet by retrieving current budget balances from Budgetary
Control.
Whether the spreadsheet is pre-populated with current budget or not, you can add new rows using the Insert Sheet Row
action in MS Excel.
If you enter budget in a new row, you can select segment values by double-clicking in the segment value cells or
manually type in the segment values.
You must enter budget data at the budget account of the control budget segments. When there is a tree defined for the
budget segment, the labeled parent must be used. Use the File-Based Data Import when your budget account balances
are at a more detail level and the amounts roll up to a budget account.
You have these two options to enter budget amounts on the Enter Budget Spreadsheet.
• New budget or replacement of current budget

• Addition to or subtraction from current budget
Enter Budget by Spreadsheet is independent for Budgetary Control and General Ledger:
• Use the Enter Budgets in the spreadsheet task from the Budgetary Control dashboard
• Use the Create Budgets in Spreadsheet task from the General Accounting dashboard
Budget Transfer
You can make budget transfers from the Review Budgetary Control Balances page for budget accounts that have
existing balances, including zero balances.
Use the Transfer Budget button to select the budget accounts for your budget transfer and initiate the budget transfer
form. To transfer annual budget between accounts even when the budgets are broken down by month, search by year to
date and last period of the year to get annualized amounts before you select the accounts for transfer.
Use the Allocation Method on the Budget Transfer form to decide whether you want the transfer to update First budget
period or All budget periods equally.
If you use Budgetary control to update budgets in both Budgetary Control and General Ledger, you can specify
appropriate budget usage and budget scenario in the budget transfer form to update both budgets.
28
Budget Import Results Report

The Budget Import Results Report is automatically submitted either by the Import Budget Amounts or Import Budgets
from Spreadsheet process. Access the Budget Import Results Report from the output file of the Budget Import Results
Report process.
Use
The Budget Import Results Report to review the overall import result. The report provides a summary of control budgets
into which the budget data is successfully imported. The report also provides details about import failures.
The report doesn't list the resulting budget balances after the budget import. You obtain this information from the
budgetary control analysis reports or the Budgetary Control Dashboard.
This image is an example of the report.
Related Topics
• Oracle Fusion Budgetary Control Predefined Reports
• Budgetary Control Analysis Report
Budgetary Control Validation on Transactions

How You Determine Applicable Control Budgets
Budgetary Control determines the applicable control budgets based on whether you're controlling costs by ledger,
project, or both.
29
Settings That Affect Applicable Control Budgets

Use the following settings of the Control Budget Filter to indicate how you're controlling costs:
• Ledger only
• Project
• Ledger or project
Note: Control budgets for a project are created automatically when you baseline a project budget in Oracle Fusion
Project Portfolio Management (PPM). PPM puts the control budget in use, populates the budget balances, and opens
the budget period statuses.
How Applicable Control Budgets Are Determined

When you set the Control Budget Filter to Ledger only, the Budgetary Control process matches the following two
attributes on a transaction to determine the applicable control budgets:
• Ledger
• Budget Date: Compares the budget date of the transaction to the from and to periods in the control budget.
When you set the Control Budget Filter to Project or Ledger or project, the Budgetary Control process matches the
following attributes on a transaction to determine the applicable control budgets:
• Ledger
• Project
• Budget Date: Compares the budget date of the transaction to the from and to periods in the control budget.
Controlling Costs by Ledger

The following example illustrates how the ledger and budget date of a transaction determine the applicable control
budgets when you're controlling costs by ledger.
Assume the following control budgets:
Control Budget Ledger Start Period End Period
Operations Budget Vision City FY2015 FY2015
Capital Budget Vision Capital FY2015 FY2020
Parks Budget Vision City March 2015 October 2015
When transactions are entered, the budgetary control engine determines if the control budgets are applicable as shown
in this table:
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Transaction Number Ledger Budget Date Operations Budget Capital Budget Parks Budget
101 Any ledger value 01-JAN-2014 No No No
102 Vision City 19-JAN-2015 Yes No No
103 Vision Capital 19-JAN-2015 No Yes No
104 Vision City 04-MAR-2015 Yes No Yes
105 Vision Special Projects Any date No No No
Controlling Costs by Project

The following example illustrates how the ledger, project values and budget date of a transaction determine the
applicable control budgets when you're controlling by project.
Assume you're controlling by project, but you also want to control some non-project costs. You have set the Control
Budget Filter to Ledger or project, and entered the following control budgets:
Control Budget Ledger Project Award
HQ Office Move Vision City HQ Office Move Any or no award assigned to the
project
Roadways Vision City Roadways 2016
Operations Budget Vision City Any or no project on the

transaction
Mayor Office Budget Vision City No project on the transaction
In this example, the HQ Office Move and Roadways control budgets are created by PPM.
When transactions are entered, the budgetary control engine determines if the control budgets are applicable as shown
in this table:
Transaction Ledger Project Award HQ Office Move Roadways Operations Mayor Office
Number Budget Budget
201 Vision City HQ Office Move Yes No Yes No
202 Vision City Telco No No Yes No
203 Vision Capital Telco No No No No
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Transaction Ledger Project Award HQ Office Move Roadways Operations Mayor Office
Number Budget Budget
204 Vision City No No Yes Yes
205 Vision City Roadways 2016 No Yes Yes No
Budgetary Control Validation Options for Control Budgets

Determine how a transaction is controlled during budgetary control validation using the validation options for control
budgets. Set up the following options:
• Control level:
◦ Absolute: Stops transaction processing if there are insufficient funds after the tolerance.
◦ Advisory: Provides a warning if there are insufficient funds after the tolerance.
◦ Track: Provides no notifications or warnings about insufficient funds. This control level is used to report
on funds consumption with no impact on the transaction lifecycle.
◦ None: Provides no budgetary control validation. Funds aren't reserved and transactions aren't tracked.
This control level is often used with supplemental rules.
• Tolerance: The acceptable amount or percentage over the budget amount. A warning appears when the
tolerance is exceeded.
• Override: An option to continue if budgetary control fails due to insufficient funds based on funds available by
period and account, or because the budget period is closed.
• Supplemental rules: Exceptions to the control level and tolerance settings.
Supplemental Rules
Supplemental rules create exceptions to the control level and tolerance settings defined in the control budget header.
When multiple supplemental rules apply, the highest control level and the lowest tolerance amount or percentage are
used.
You can define supplemental rules using the following attributes:
• Business unit
◦ If you enter a business unit, this rule won't apply to transactions that don't have a business unit, such as
journal entries
• Control budget segment values
◦ You can select a range to populate the segment values

◦ You can select a parent value to populate all detail segment values assigned to that parent
32
• Additional segment values
◦ You can specify any chart of accounts segment that's not a control budget segment and if a tree hasn't
been specified, you can select a range to populate the segment values
◦ If control budgets are created from Projects, you can specify any project attributes that aren't a control
budget segment
◦ Additional segment filters aren't used for budget entry transactions.
• Transaction attributes
◦ Business function:
- Procure to pay control budget: All, Requisitioning, Procurement, Expense management, Receiving,
Payables invoicing, Project accounting, and Journal entry.
- Cash control budget: All, Journal entry, Payables payment, Billing and revenue management, and
Budget entry.
◦ Journal source: Journal sources defined in GL, All, and No value
◦ Journal category: Journal categories defined in GL, All, and No value
◦ Natural account type: All, Asset, Budgetary credit, Budgetary debit, Expense, Liability, Owner's equity, and
Revenue
◦ Receiving destination type: All, Expense, Inventory, and No value
Note: If you select All, the supplemental rule applies to all transactions, regardless of whether a transaction attribute
is blank or has a value. If you select No value, the supplemental rule only applies when the attribute is blank. For
example, if a supplemental rule is defined with the Receiving Destination Type set to No value, only transactions
without a Receiving Destination Type are subject to this supplemental rule.
Note: Budget import for cash control budgets can use supplemental rules to assign a control level different from the
control level defined on the control budget header. If the control level is none, budget balances aren’t updated. This
is unlike procure to pay control budgets with the control level of none, that update the budget balances and don’t
consider supplemental rules.
This table shows how the control budget processing type updates budget balances and considers supplemental rules on
budget import.
Control Budget Processing Type Update Budget Balances Consider Supplemental Rules on Budget
Import
Procure to pay Yes No
Cash No Yes
Related Topics
• Change Budgetary Control Validations
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Budgetary Control Results

Use View Budgetary Control Results to understand the budgetary control result on a transaction that has been funds
checked or reserved. The window is accessed from a subledger transactions page by clicking on the funds status
hyperlink or via the Actions menu.
The window has two views: Transaction view and Budget view.
Transaction View
The Transaction view is the defaulted display. All users that have access to a transaction can view the Transaction view.
To understand the budgetary control validation impact, this window displays control budget, budget period, budget
account, requested and consumed amounts, and other relevant budgetary control information.
Budget View
Use the budget view to see the budget impact for your transaction. This view displays budget information, along with
the transaction lines that roll up to the impacted budget. The budget view is available to users who are granted the
Review Budget Impact privilege. The impacted control budgets are subject to control budget data security.
The Budget view let's you do these tasks:
• View budget balances for the impacted budget account, budget period, and transactions impacting the budget.
• View funds statuses for a transaction.
• View transaction lines related to the impacted budget.
• View funds available in the impacted and future periods.
• Change transactions based on the budget impact.
• Contact the budget manager to request additional funds.
Select the required amount columns from these tracked and predetermined budget and consumption amount columns:
Column Name Column Description Calculation
Available The budget amount available for future Current initial budget amount less current
consumption. budget adjustment amount and less the sum
of expenditure balance, obligation balances,
commitment balances, and other anticipated
expenditures.
Additional Required The additional funds needed to reserve the Funds requested from the current transaction
transaction lines. less current funds available and less funds
consumed (total of expenditure balance,
obligation balance, commitment balance, and
other anticipated expenditure balance).
Total Consumption Total consumption amount for the budget year. Total commitment, obligation, expenditure and
other encumbrances amounts for the budget
year.
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Column Name Column Description Calculation
Total Budget Total budget amount for the budget year. Total of initial budget and adjusted budget
amounts for the budget year.
Budget Adjustment The net adjustment amounts for budget Net amount of all budget adjustment amounts
revisions during the budget year. during the budget year.
Commitment The requisition amount that's reserved, but not Total amounts reserved for requisitions less
fulfilled by a purchase order and the reserved amounts liquidated by their purchase orders
spend authorization amount. and spend authorizations.
Obligation The purchase order amounts reserved for the Total amounts reserved for purchase orders less
goods or services that aren't: amounts liquidated by their invoices or receipts.
• Invoiced
• Received
Other Encumbrances The reserved encumbrance journal

entry amounts other than obligation and
commitment encumbrances.
Payables Expenditures The reserved payable amounts such as

invoices, credit memos, debit memos, and
prepayment amounts.
Receipt Expenditures The reserved receipt amounts
Project Expenditures The reserved project expenditure amounts.
Other Expenditures The actual journal entry amounts other

than payables, project account, and receipt
accounting journals. This implies actual
journals from subledgers that aren't uptaking
budgetary control or manual journal entries.
Budgetary Control Validation Diagnostic Test

You can review budgetary control validation errors and resolutions in the Budgetary Control Validation Diagnostic
Data test report. Use this report to understand the reason for and details of budgetary control validations result for a
transaction that has been reserved or funds checked.
You can generate the diagnostic report in the following manner:

2. Select Run Diagnostics Tests...from Troubleshooting from your user profile menu.
3. Search for the test Budgetary Control Validation Diagnostic Data on the Diagnostic Dashboard.
35
6. Select the include check box icon for either Data Set ID or Transaction Number or both and enter the required
parameters on the New Value column and click OK.
7. Verify that the warning icon changes to success on the Status column and click Run on the Choose Tests to
Run and Supply Inputs tool bar. Click OK to close the confirmation message.
10. Click the Execution ID link in the Executions section of the Diagnostic Engine Log output to download and
include the report as an HTML file in the Service Request for support.
Related Topics
• Control Budget Validation Diagnostic
• Budgetary Control and Encumbrance Accounting Enablement Diagnostic Test
Inquiry and Reporting

Overview of Budgetary Control Inquiry and Reporting
Oracle Fusion Budgetary Control is an integrated solution with advanced budgetary control preparation, validation,
inquiry, and reporting.
This helps public sector and commercial organizations define and manage budgets and actual costs with better visibility
into commitments, obligations, and expenditures, and comply with legal requirements. Budgets can be integrated
with Oracle Hyperion Planning, Oracle Project Portfolio Management Cloud, and your third-party budget preparation
solutions through Oracle Fusion Budgetary Control's open interface. Budget managers can monitor fund balances,
review budget exceptions, and control periods in which funds consumption can occur. During transaction entry, users
can preview funds available and engage budget managers to resolve funds failures. Users can perform real time inquiry
and reporting of funds available complete with funds consumption analysis across multiple summarization and formats
using any of these out-of-the-box features:
• Budget Monitor
• General Accounting Infolets for Budget Consumed and Funds Available
• Review Budgetary Control Balances
• Oracle Budgetary Control Predefined Reports
Budget Monitor
Budget Monitor in the Budgetary Control Dashboard enables you to monitor budget consumption for your choice of
key accounts. You can start at a high level and then drill down to any segment along your choice of single or multi-level
hierarchy.
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In every step along the hierarchy, you can easily spot line items that are running low in funds with configurable color
coding, such as highlight a line item red if it more than 90% of the budget is consumed.
Also, at any step along the hierarchy, you can drill through from a budget or consumption balance to the budget entries
or transactions that make up the balance.
You can create your own private budget account groups to track a collection of line items that you want to monitor.
Alternatively, a centralized, administrative user in your organization can create public budget account groups and make
them available to any users who have access to the underlying control budget.
Design Your Drill Path

When you define a line item in a budget account group to display in your Budget Monitor, you select a segment value as
a starting point from a list of values that comprises of segment values organized in two categories, separated by:
When you define a line item in a budget account group to display in your Budget Monitor, you select a segment value as
a starting point from a list of values that comprises of segment values organized in two categories, separated by:
• All <Segment Value Set> Values (Example: All Account Values)
• <Tree>-<Version> / R_<Tree>-<Version> (Example: Account-V1 / R_ Account-V1)
The category from which you select your segment value depends on whether your control budget uses a tree for the
segment and your choice of drill-down experience as listed in this table:
If you want to Segment value selection and drill path if the Segment value selection and drill path if the
segment uses tree in your control budget segment does not use tree in your control
budget
Directly report on a segment value where • Select the summary segment value within • Select the detailed segment value within
balances are recorded <Tree>-<Version> or R_<Tree>-<Version>, All <Segment Value Set> Values, such as
such as 5200 (Personnel Service) where 5201 (Salary) where balances are recorded,
balances are recorded, for your budget for your budget account group line item.
account group line item.
• Budget Monitor directly reports on 5201
• Budget Monitor directly reports on 5200 (Salary).
(Personnel Service).
• Drill link is not applicable.
• Drill link is not provided because balances
are not recorded at the next level - 5201
(Salary).
Start with a total across all segment values • Select All Account Values in your budget • Select All Account Values in your budget
and drill directly to the segment values where account group line item. Budget Monitor account group line item. Budget Monitor
starts by displaying the total balance starts by displaying the total balance
balances are recorded across all segment values for All Account across all segment values for All Account
Values. Values.
• Drill down on All Account Values • Drill down on All Account Values
immediately displays individual summary immediately displays individual account
account segment values where balances segment values where balances are
are recorded, such as 5200_Base recorded, such as 5201 (Salary).
(Personnel Service).
Note that _Base is suffixed to the

summary segment value 5200 necessary
for the reporting cube.
It is recommended that you select

Account-V1 (see the next row) instead of
this All Account Values if your segment
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If you want to Segment value selection and drill path if the Segment value selection and drill path if the
segment uses tree in your control budget segment does not use tree in your control
budget
uses tree in your control budget to avoid

segment values with this _Base suffix.
Start with a total across all segment values or a • Select Account-V1 in your budget account • Account-V1 is not available when you
subtotal for a subset of segment values and drill group line item. Budget Monitor starts define your budget account group if the
by displaying the total balance across all segment does not use tree in your control
down one level at a time along the hierarchy segment values for Account-V1. budget.
• Drill down on Account-V1 displays 3000 • Select R_Account-V1 instead in your
(Net Income), which drills down to 5000 budget account group that can be made
(Total Expenditures), which drills down available by running the Add Reporting
to 5100 (Total General Administration Tree for Budgetary Control Cubes process.
Expenditures), which drills down to 5200 Budget Monitor starts by displaying the
(Personnel Service). Assuming your total balance across all segment values for
control budget record balances at 5200 R_Account-V1.
(Personnel Service) summary level, it
won’t drill further down to 5201 (Salary). • Drill down on R_Account-V1 displays 3000
(Net Income), which drills down to 5000
• Select 5100 (Total General Administration (Total Expenditures), which drills down
Expenditures) within Account-V1 in to 5100 (Total General Administration
your budget account group line item. Expenditures), which drills down to 5200
Budget Monitor starts by displaying the (Personnel Service), which drills down
subtotal balance for 5100 (Total General to 5201 (Salary), where balances are
Administration Expenditures). recorded.
• The drill path is the same as above • Select 5100 (Total General Administration
except it starts from 5100 (Total General Expenditures) within R_Account-V1 in
Administration Expenditures). your budget account group line item.
Budget Monitor starts by displaying the
subtotal balance for 5100 (Total General
Administration Expenditures).
• The drill path is the same as above
except it starts from 5100 (Total General
Administration Expenditures).
General Accounting Infolets for Budget Consumed and Funds

Available
Infolets bring critical information to your attention in a dashboard format.
You can configure up to five instances of Budget Consumed infolet to track line items with the highest consumption
in different key areas in your organization. Each instance is based on a budget account group you select to “display on
my infolet” in Budget Monitor. You can configure up to five instances of Funds Available infolet to display the funds
available amounts for a key budget account each.
Related Topics
• Using Infolets
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Review Budgetary Control Balances

Review Budgetary Control Balances enables you to quickly search for budget and consumption balances at the lowest
segment values at which balances are recorded.
It always displays balances at the lowest segment values below your search criteria where balances are recorded for a
particular control budget. Because the search is direct, it does not provide drilldown along hierarchy from an ancestor
segment value to its next level segment values. For drilldown capability, start your inquiry from Budget Monitor.
Review Budgetary Control Balances provides a drillthrough capability from a budget or consumption balance to the
budget entries or transactions that make up the period-to-date balance.
Use the Saved Search feature for your frequent search criteria.
Oracle Fusion Budgetary Control Predefined Reports

Additionally, you can use these predefined reports for further inquiry and reporting.
Display Name Description
Budget Import Analysis Report Control Budget Balance Layout: Lists the control budgets, budget accounts, budget periods, and
amounts that are impacted by each imported budget line item.
Budget Release for Consumption Layout: Lists the budget release histories and future budget release
schedules for control budgets that don't allow their budget amounts to be available for consumption
until they're released.
Budgetary Control Results Report by Lists the impacted control budget, account, and period for a specific transaction as a result of
Transaction budgetary control validation.
The transaction number for a Payables payment before it's complete is the payment process request
number. When payment is complete, the transaction number for electronic payments will be the
payment reference number. The transaction number for check payments will be payment reference
number - check number.
Budgetary Control Results Report for Lists the impacted control budget, account, and period for a group of transactions as a result of
Transaction Batch budgetary control validation in a batch process.
Budgetary Control Exception Analysis Lists the budgetary control failures by control budget period. The budget account, transaction type,
Report number, amount, and action are listed.
Budgetary Control Analysis Report Fund Available Trend Layout: Lists the fund budget and consumption balance for a specific control
budget in a range of periods. The budget, commitment, obligation, and expenditure balance by cost
center and account are also listed.
View Funds Available Layout: Lists the funds available by control budget account and period. The
budget consumption from transactions is listed along with the impacted commitment, obligation, and
expenditure and funds available balances.
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Display Name Description
Account Activities Layout: Lists the control budget accounts by period with consumption and without
consumption. The account balance and transaction details are also listed.
Budgetary Control - Balances Real Time The Budgetary Control - Balances Real Time subject area provides the real-time details of budgetary
control balances, such as budget, consumption, reservation category and funds available amounts, and
control budget details.
Budgetary Control - Transactions Real The Budgetary Control - Transactions Real Time provides the real-time details of transactions and their
Time impact on budget balances for the ad hoc analysis of budget consumption and funds available.
To run predefined reports, you can use one of these methods:
Scheduled Processes work area

1. Navigate to Tools > Scheduled Processes and follow these steps:
2. Click the Schedule New Process button.
3. Search for your process name.
4. Enter your parameters.
5. Enter your process options and schedule.
6. Click Submit.
Reports and Analytics work area
1. Navigate to Tools > Reports and Analytics and follow these steps:
2. Go to Shared folders > Financials > Budgetary Control
3. Click on the report name.
4. In the tab that opens, enter your parameter values.
5. Click Apply.
Budgetary Control Analysis Report

This topic includes details about the Budgetary Control Analysis Report.
Overview
The Budgetary Control Analysis Report is a ready to use Oracle Business Intelligence Publisher report that can
be viewed online or scheduled. The report layouts are predefined, but you can modify the layouts to meet your
requirements and filter data interactively.
Budgetary Control Analysis Report includes the following layouts:
• Funds Available Trend: Lists fund budget and consumption balances for a specific control budget in a range of
periods. The budget, commitment, obligation, and expenditure balances by cost center and account are also
listed.
• View Funds Available: Lists funds available by control budget account and period. Budget consumption from
transactions is listed along with the impacted commitment, obligation, and expenditure and funds available
balances.
• Account Activities: Lists control budget accounts by period with consumption and without consumption.
Account balances and transaction details are also listed.
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The following figure is an example of the Funds Available Trend layout.
The following figure is an example of the View Funds Available layout.
The following figure is an example of the Accounts Activities layout.
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Key Insights
Use this report to periodically review the consumption trends by control budget. Each layout displays the data to
highlight different aspects of consumption.
• Funds Available Trend: How the budget is consumed

• View Funds Available: How much is left in the budget
• Accounts Activities: Which activities are consuming the budget
This report only captures transactions for which funds are reserved, but not those that have only checked for funds
availability.
Report Parameters
The following table describes selected process parameters:
Name Description
Control Budget Specify the name of the budget for reporting.
From/To Budget Period Specify which periods to include in the report.
Include Additional Attributes Indicate whether to include and retrieve additional attributes. If you're not using these attributes in
your layout, don't retrieve them.
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Name Description
Budget Account Filter Specify the budget accounts for reporting.
Frequently Asked Questions

The following table lists frequently asked questions about the budgetary control analysis reports.
FAQ Answer
How do I find these reports? Schedule and run these reports from the Scheduled Processes work area on the Navigator menu.
Who uses these reports? Budget Manager
When do I use these reports? Use these reports to:
• Review graphs of your budget and consumption amounts for your fund or project by period
• Analyze your budget, consumption and funds available balances and percentages by:
◦ Period, fund, cost center and object
◦ Period and budget account
• Review budget consumption details with budget account, period and transaction details
• Review budget accounts and periods with budgeted amounts but no consumption
What type of reports are these? Oracle Business Intelligence Publisher
Related Topics
Budgetary Control Results Reports

This topic includes details about the budgetary control results reports.
Overview
The budgetary control results reports list these for a transaction or a group of transactions as a result of budgetary
control validation.
• control budget
• account
• period impacted
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Budgetary control results reports have two layouts:
• Budgetary Control Results Report

• Budgetary Control Results for Batch Report
Here's an example of the Budgetary Control Results Report.
And here's an example of the Budgetary Control Results for Batch Report.
Key Insights
The Budgetary Control Results Report process is automatically submitted when budgetary control validation is
performed online but the transaction is too large to display online. Access the Budgetary Control Results Report from
the output file of the Budgetary Control Results Report process.
The Budgetary Control Results for Batch Report process is automatically submitted when budgetary control validation is
performed for a batch of transactions. Access the Budgetary Control Results for Batch Report from the output file of the
Budgetary Control Results for Batch Report process.
Report Parameters
When you run the Budgetary Control Results Report directly, provide the combination of transaction type, transaction,
and view.
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This table describes the process parameters:
Name Description
Transaction Type Specify the type of transaction to include for reporting. For example, purchase order or invoice.
Transaction Enter the transaction number to include for reporting.
View Indicate whether to display the budgetary control results from the transaction perspective, or for users
with the proper access privileges, from the budget impact perspective.
When you run the Budgetary Control Results for Batch Report directly, provide the budgetary control attempt identifier.
This table describes the process parameter:
Name Description
Budgetary Control Attempt Identifier Enter the identification of a budgetary control validation process run for reporting by batch processing.

Here are some frequently asked questions about the budgetary control results reports.
FAQ Answer
How do I find these reports? Schedule and run these reports from the Scheduled Processes work area on the Navigator menu.
Who uses these reports? Budget Manager
When do I use these reports? Use these reports to review the results of the budgetary control validation for a transaction or group of
transactions.
What type of reports are these? Oracle Business Intelligence Publisher
Related Topics
Budgetary Control Exception Analysis Report

This topic includes details about the Budgetary Control Exception Analysis Report.
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Overview
The Budgetary Control Exception Analysis Report lists budgetary control failures for fund reservations. This interactive
report enables you to filter the records by period and failure type, and display the transaction detail in the detailed table.
The following figure is an example of the report.
Key Insights
Use the Budgetary Control Exception Analysis Report to review all the budgetary control reservation failures in your
organization. Leverage the categorization of validation failures to prioritize resolutions. You can create user-defined
layouts to support your specific reporting needs.
This report only captures transactions that failed the attempts to reserve funds, but not those that failed the attempts to
check for funds availability.
Report Parameters
The following table describes the process parameters:
Name Description
Control Budget Specify the name of the budget for reporting.
From/To Budget Period Indicate the beginning and ending period of the control budget.
Include Additional Attributes Indicate whether to include a full list of attributes for filtering data in the report.
Budget Account Filter Specify the budget accounts for reporting.

The following table lists frequently asked questions about the Budgetary Control Exception Analysis Report.
46
FAQ Answer
How do I find this report? Schedule and run this report from the Scheduled Processes work area on the Navigator menu.
Who uses this report? Budget Manager
When do I use this report? Use this report to review budgetary control failures for a range of budget periods.
What type of report is this? Oracle Business Intelligence Publisher
Related Topics
Budgetary Control Subject Areas, Folders, and Attributes

To create real-time analyses for Budgetary Control, you should be familiar with the subject areas.
Subject Areas
To create an analysis, you begin by selecting a subject area from which you select columns of information to include in
the analysis. For example, for an ad hoc analysis of transactions consuming budget, you begin by selecting a Budgetary
Control - Transactions Real Time subject area. Subject areas are based around a business object or fact.
Budgetary Control has two budgetary control specific subject areas:
• Budgetary Control - Balances Real Time

• Budgetary Control - Transactions Real Time
Folders
Each subject area has one fact folder and a number of dimension folders. Fact folders contain attributes that can be
measured, meaning that they are numeric values like journal debit and credit amounts. Fact folders are usually at
the end of the list of folders and are usually named after the subject area. Dimension folders contain attribute and
hierarchical columns like journal name and accounting period.
Some folders appear in more than one subject area, such as Time. These are referred to as common folders or common
dimensions.
Attributes
Finally, each dimension folder contains attributes (columns), such as balance type and posting date. This figure
illustrates the structure of subject areas, folders, and attributes.
47
In the preceding figure, the following components are shown:
• Subject area: Budgetary Control - Transactions Real Time

• Dimension - Presentation Folder: Request Details
• Dimension - Attributes: Funds Status, Funds Status Code, Justification, Name, and Override Request
• Fact - Presentation Folder: Control Budget Account
• Fact - Measures: Budget Account Description, Chart of Accounts, Concatenated Segments, and Enabled
Related Topics
• Financials Data Structure for Analytics
48
Balances Real Time Subject Area for Budgetary Control

This topic includes details about the Budgetary Control - Balances Real Time subject area.
Overview
The Budgetary Control - Balances Real Time subject area provides the real-time details of budgetary control balances,
such as budget, consumption, reservation category and funds available amounts, and control budget details.
The following figure is an example of the criteria in the subject area report builder.
The following figure is an example of the results in the subject area report builder.
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Key Insights
Use the Budgetary Control - Balances Real Time subject area to build for ad hoc queries on budgetary control balances
for analysis by budget account and period and across ledger, project, award. Obtain details of the balances by linking a
query from budgetary control transactions subject area.

The following table lists frequently asked questions about the Budgetary Control - Balances Real Time subject area.
FAQ Answer
How do I find this subject area? In Oracle Business Intelligence Enterprise Edition, select Analysis from Analysis and Interactive
Reporting. Select the Budgetary Control - Balances Real Time subject area and select the applicable
attributes for your ad hoc reporting needs.
Who uses this information? Budget Manager
When do I use this subject area? Use the subject area Budgetary Control - Balances in Oracle Business Intelligence Enterprise Edition to
perform your ad hoc queries on budgetary control transactions and their budget impacts.
What type of subject area is this? Oracle Transaction Business Intelligence
Related Topics
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Transactions Real Time Subject Area for Budgetary Control

This topic includes details about the Budgetary Control - Transactions Real Time subject area.
Overview
The Budgetary Control - Transactions Real Time subject area provides the real-time details of transactions and their
budget balances impact for ad hoc analysis of budget consumption and funds available.
The following figure is an example of the criteria in the subject area report builder.
The following figure is an example of the results in the subject area report builder.
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Key Insights
Use the Budgetary Control - Transactions Real Time subject area for ad hoc queries on budgetary control transactions
and their budget impacts. Create cross control budget reports with transaction attributes.

The following table lists frequently asked questions about the Budgetary Control - Transactions Real Time subject area.
FAQ Answer
How do I find this subject area? In Oracle Business Intelligence Enterprise Edition, select Analysis from Analysis and Interactive
Reporting. Select the Budgetary Control - Transactions Real Time subject area and select the applicable
attributes for your ad hoc reporting needs.
Who uses this information? Budget Manager
When do I use this subject area? Use the subject area Budgetary Control - Transactions in Oracle Business Intelligence Enterprise
Edition to perform your ad hoc queries on budgetary control transactions and their budget impacts.
What type of report is this? Oracle Transaction Business Intelligence
Related Topics
52
Financial Reporting and Smart View

You can define financial reports to report on your budget, consumption, and funds available balances using Financial
Reporting Studio and SmartView.
The reports are built using balances stored in multi-dimensional data cubes that display real time data. The balances
are based on the budget calendar and control budget structure (chart of account segments you control by) for chart of
accounts based control budgets. A separate data cube is maintained in Budgetary Control for every unique combination
of budget calendar and control budget structure.
You can find the name of the data cube for a control budget by going to the Edit Control Budget page and hovering your
cursor over the name of the control budget, help text will appear displaying the chart of accounts name and data cube
name for your control budget as displayed in this image.
Deep Links in Budgetary Control

Fusion Applications Support direct navigation to certain areas in the application using Deep Links.
Use Deep Links to open a page with certain criteria or link it to a BI report. For more information about deep links see
related topics at the end of this section.
Deep Link to Review Budgetary Control Transactions

You can directly drill from budgetary control balances analysis to Review Budgetary Control Transactions using a deep
link to review the transactions that make up the balance. Add the deep link in Column properties of the Interaction tab
for each balance type. The deep link URL and the parameters can be defined as show here.
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Deep Link:
https://pod-name/fscmUI/faces/deeplink?
objType={1}&action={2}&objKey=controlBudgetName=@{controlBudgetName};budgetAccount=@{budgetAccount};periodName=@{per
Note: Replace <pod-name> with your pod name to use this Deep Link.
Review Budgetary Control Transactions Deep Link Parameters
Name Prompt Value
1 objType XCC_REVIEWTRANSACTIONS
2 action VIEW/NONE
VIEW navigates to the Review Budgetary

Control Transactions page to display the
transactions that made up the particular
balance from which you drill.
NONE navigates to the Review Budgetary

Control Transactions page without passing
the current balance record context as search
parameters.
controlBudgetName controlBudgetName Select column value
Control Budget.Control Budget Name
budgetAccount budgetAccount Select column value:
Control Budget Account.Concatenated

Segements
periodName periodName Select column value:
Control Budget Account.Concatenated

Segements
balanceAmount balanceAmount For each consumption balance type column

for which deep link is enabled, select the
corresponding column value:
• "Consumption"."Commitments"
• "Consumption"."Obligations"
• "Consumption"."Other Anticipated
Expenditures"
• "Consumption"."Expenditures"
balanceType balanceType For each consumption balance type column

for which deep link is enabled, enter the
corresponding column value:
• Commitment
• Obligation
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Name Prompt Value
• Other encumbrance
• Expenditure
Note: A sample of Budgetary Control Balances Analysis with deep links to Review budgetary control Transactions is
available on customer connect.
Related Topics
• Balances Real Time Subject Area for Budgetary Control
• Deep Links
Budgetary Control Maintenance

Clear Budgetary Control Budget Interface Records
Use the Clear Budgetary Control Budget Interface Records process to purge data from the single period and multiple
period budgetary control interface tables.
Process Parameters
This table describes selected process parameters:
Name Description
Source budget type Select the source budget type of the interface records you want to purge.
Source budget name Specify the source budget name of the interface records you want to purge.
Budget entry name Specify the budget entry name of the interface records you want to purge.
Clear Budgetary Control Funds Check or Failures Requests

The Clear budgetary Control Funds Check or Failure Requests process purges budgetary control transactions that
don't impact the budgetary control balances, such as prior attempts to check or reserve funds, to improve system
performance.
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Process Parameters
This table describes selected process parameters:
Name Description
Control budget Specify either a single control budget name or all budgets.
Purge funds checked This value can't be updated and is set to Yes. This option purges funds check budgetary control
activities for the specified control budget or All control budgets based on minimum days to purge value
specified in the last parameter of this program.
Purge failed funds reservation Specify Yes or No. Select Yes to purge failed funds reservation activities for the specified control budget
or All control budgets based on minimum days to purge value specified in the last parameter of this
program.
Purge and archive outdated funds Specify Yes or No. Select Yes to archive and purge the superseded activities for the specified control
reservation budget or All control budgets based on minimum days to purge value specified in the last parameter
of this program. Superseded activities are the ones that are backed out by a later successful funds
reservation or canceled budgetary control activities due to transaction getting canceled or withdrawn.
These will be archived and purged only after their budget balances impact is transferred to the Essbase
cube if one exists.
Number of days to keep data Any value greater than 0. Any entry older than the number of days specified will be considered for
purging.
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Using Financials for the Public Sector Encumbrance Accounting
3 Encumbrance Accounting
Enable Encumbrance Accounting

You can enable encumbrance accounting for ledgers, business units assigned to a ledger, and transaction types.
Encumbrance journals are created based on the subledger accounting method assigned to the ledger.
You can assign one of the following predefined subledger accounting methods:
• Standard accrual
• Accrual with encumbrance accounting
The differences between the subledger accounting methods are shown in the following table:
Enable Encumbrance Accounting Subledger Accounting Method Requisition/PO Journal Entries GL/SLA Manual Encumbrance
Automatically Created Journal Entries Allowed
No Standard accrual No No
Yes Accrual with encumbrance Yes Yes

accounting
Yes Standard accrual No Yes
Related Topics
• Project and Grants Management
• Analytics for Roles
Budgetary Control and Encumbrance Accounting

The encumbrance journal entries for requisitions and purchase orders.
Encumbrance accounting is independent from Budgetary Control and is managed by these application.
• Subledger Accounting
• General Ledger
Note: Balances stored in Budgetary Control aren't the same as balances stored in General Ledger. For example, the
funds available balance is only maintained in Budgetary Control. Budget and funds available balances for Budgetary
Control aren't stored in General Ledger.
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Subledger Accounting
Subledger Accounting supports the encumbrance accounting process by providing the following functions:
• Creates the encumbrance journal entries for requisitions and purchase orders.
• Creates the actual journal entries for receipts and invoices, and the encumbrance journal entries reversing the
purchase orders.
These journal entries are created when you submit the accounting program.
General Ledger
General Ledger supports the encumbrance accounting process by providing the following functions:
• Stores the encumbrance and actual journal entries.

• Stores and maintains the encumbrance and actual account balances based on the ledger's accounting calendar
and chart of accounts.
When accounting is created for transactions and the encumbrance or actual journal entries are created in General
Ledger, the General Ledger account balances are updated for the specific account combinations and accounting period.
You can also load budget balances in General Ledger for use in financial reporting, but not for Budgetary Control.
Related Topics
• Enable Budgetary Control
• Enable Encumbrance Accounting
• Example of Setting the Control Budget Filter
Invoice Encumbrance Accounting

Overview of Invoice Encumbrance Accounting
Configure Subledger Accounting (SLA) when you need to report actuals at payment rather than invoice validation.
When utilizing invoice encumbrance accounting, there is no expense accounting entry for the invoice. Matched invoices
will continue to liquidate purchase orders and invoice encumbrance will be created. The expense entry occurs upon
payment of the invoice.
In order to provide visibility into the invoices pending payment, an invoice encumbrance is created and purchase order
obligation is liquidated when the invoice is validated. The invoice encumbrance is liquidated when the invoice is paid.
Setting Up Invoice Encumbrance Accounting

Configure SLA rules to create the invoice encumbrance and its corresponding liquidation entries during payment
accounting.
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If you have a custom subledger accounting method and journal entry rule set for invoices and payments, you can add
the new rules directly. Otherwise you will need to copy the predefined users subledger accounting method and journal
entry rule set and then add the new rules.
To create invoice encumbrance accounting, perform these tasks:
Note: Only journal lines required for the normal invoice and payment accounting are shown here. You can create
similar journal lines for accounting events for other invoice types such as a credit memo and debit memo, as required.
Create Journal Line Rules for Invoice Encumbrance

Create a new journal line rule that creates encumbrance accounting entries for an invoice.
1. In the setup manager, search for the Manage Journal Line Rule task.
2. Click on the Create icon and enter values for these fields:
Field Values
Name Enter a name for the journal line rule
Short Name Enter a short name for the journal line rule
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Field Values
Description For example, Invoice-Encumbrance
Event Class Invoices
Side Debit
Accounting Class For example, Accounts Payables
Conditions Based on your business requirements. For example, Encumbrance Accounting = Y And Self-
Assessed Tax Indicator != Yes And Invoice Distribution Type != Recoverable tax
Click Validate to validate the condition.
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3. Click on the Advanced Options tab and enter values for these fields:
Field Values
Balance Type Encumbrance
Business Flow Class Accounts payables invoice encumbrance
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4. Click on Accounting Attributes Assignments and enter values for this field:
Field Values
Encumbrance Type Identifier Invoice Encumbrance Type Identifier
5. Save the changes.
Create Custom Journal Line Rules for Liquidation of Invoice Encumbrance

Create a new custom journal line rule that will liquidate the invoice encumbrance accounting entries for an invoice when
the payment is accounted. You can make this journal line rule applicable to the payment based on the conditions you
configure for the rule.
1. In the setup manager, search for the Manage Journal Line Rule task.
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2. Click on the Create icon and enter values for these fields:
Field Values
Name Enter a name for the journal line rule
Short Name Enter a short name for the journal line rule.
Description For example, Invoice-Encumbrance Liquidation
Event Class Payments
Side Credit
Accounting Class Per your requirement. For example, Accounts Payables
Conditions Based on your business requirements. For example, Encumbrance Accounting Option = Y And
Invoice Distribution Type!= Recoverable tax
Click Validate to validate the condition.
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3. Click on the Advanced Options tab and enter values for these fields:
Field Values
Balance Type Encumbrance
Business Flow Class Accounts payables invoice encumbrance
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4. Click on Accounting Attributes Assignments and enter values for this field:
Field Values
Encumbrance Type Identifier Pay Encumbrance Type Identifier
5. Save the changes.
Other Configuration Tasks

After you create the journal lines, complete these tasks:
1. Assign the new custom journal line rules created in previous steps to your Journal Entry Rule Set (JERS).
2. Assign the custom JERS to your custom accounting method.
3. Activate the JERS by submitting this program:
Activate Subledger Journal Entry Rule Set Assignments

4. Assign the custom accounting method to the ledger.
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Using Financials for the Public Sector Source Budget Integration with Budgetary Control
4 Source Budget Integration with Budgetary

Control
Project and Grants Management
Project Control Cloud is used to configure how you want to manage the financial and budgeting aspects of a project.
Budgetary Control integrates with Project Control Cloud to let you to monitor and control spending against the project
budget.
Control budgets are created automatically in Budgetary Control based on the settings of the financial plan type and
budget version in Project Control Cloud. Refer to this section for more information on integration with Project Portfolio
Management and Grants:
Related Topics
• Overview of Oracle Project Control Configuration
Enterprise Performance Management

Overview of Enterprise Performance Management
You can use Enterprise Performance Management Cloud (EPM Cloud) and its predecessor (Enterprise) Planning and
Budgeting Cloud Services ((E)PBCS) with Financials enabled to prepare original budget using the Planning feature, and
revise budget using either the Planning or Budget Revisions feature.
EPM Cloud and (E)PBCS are collectively referred to as EPM in this topic.
You can use the Data Exchange feature, also known as Data Management, to load the EPM budget to Cloud Financials.
You can also use the Data Exchange feature to load actual, encumbrance and consumption from Cloud Financials to
EPM to help you prepare and revise budget.
Loading Budget from EPM to Cloud Financials

How you load budget from EPM to Cloud Financials depends on the EPM feature you use as described in this table.
Budget Entry EPM Feature Used How to Load Budget to Cloud Financials
Prepare original budget or revise budget Planning • Set up and run data integration from
Planning application to Budgetary Control
in Data Exchange in EPM to validate
transactions online.
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Budget Entry EPM Feature Used How to Load Budget to Cloud Financials
• Set up and run data integration from

Planning application to General Ledger
in Data Exchange in EPM to report from
General Ledger. You can skip for budget
already loaded to an EPM Financials
module type control budget, which
synchronizes with General Ledger.
See the Integrating Oracle ERP Cloud Oracle
General Ledger Applications and Integrating
Budgetary Control topics in the Administering
Data Management for Oracle Enterprise
Performance Management Cloud guide.
Revise Budget Budget Revisions • Set up data integration from budget

revision requests to Budgetary Control in
Data Exchange in EPM.
• Initiate Funds Reserve from Manage
Revisions. Budget Revisions update both
Budgetary Control and General Ledger.
See the Integrating Budget Revisions with
Budgetary Control topic in the Administering
Data Integration for Oracle Enterprise
Performance Management Cloud guide.
Related Topics
• Integrating Oracle ERP Cloud Oracle General Ledger Applications
• Integrating Budgetary Control
• Setting Up Budget Revisions and Integration with Budgetary Control
• Working with Budget Revisions and Integrating with Budgetary Control
• Integrating Budget Revisions with Budgetary Control
Set Up Financials Cloud for Loading Budget from EPM

Control Budget
Create a control budget with a source budget type of either EPM Financials module or Hyperion Planning, both of which
can support budget loaded from EPM.
Consider the differences in the budget entry methods supported and synchronization with General Ledger explained in
the Load Budgets topic before you classify your control budget.
Hyperion Planning type control budgets can be subsequently reclassified as EPM Financials module type to take
advantage of the EPM Budget Revisions feature. You may need to create another control budget that summaries the
budget data by segments, higher level segment values, and by year or by year to align with how budget is controlled.
For more information on Control Budgets, see the Control Budgets topic.
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Related Topics
• Control Budgets
• Load Budgets
Calendar and Chart of Accounts

The calendar and chart of accounts in Financials doesn't need to match the EPM dimensions and granularity as
described in this table. However, the currency must be the same.
Dimension Mapping EPM to Budgetary Control Mapping Budgetary Control to General

Ledger (for Source Budget Type=EPM
Financials Module)
Calendar No manual setup is required, period mappings No setup required; Application derives
are generated by EPM. accounting period using the first day of control
budget period.
Chart of Accounts Set up data integration between Planning For accounting segments that aren't budgeted
application and Budgetary Control in Data - not in control budget segments, set up
Exchange in EPM. Mapping Between Chart of Accounts and
Budget Accounts using the Manage Budgetary
See the Writing Back EPM Cloud Budget Control setup task. For more information, see
Balances to the Budgetary Control Process the Mapping Between Chart of Accounts and
Description topic in the Administering Data Budget Accounts.
Integration for Oracle Enterprise Performance
Management Cloud guide.
Budget Scenario
If you load budget to an EPM Financial modules type control budget, it will be synchronized to General Ledger into a
budget scenario with the same name as the control budget.
You need to create this budget scenario.
• Use the Define Budget Scenarios task in the Setup and Maintenance work area to create the budget scenario.
Add a value identical to the source budget name of the control budget to the Accounting Scenario value set.
• Run the Create Scenario Dimension Members process to update the General Ledger cube with the new budget
scenario name.
See to the Define Scenario Dimension Members topic in the Considerations for GL Balance Cube Dimension Values That
Are Customer-Specific section of the Implementing Enterprise Structures and General Ledger guide.
Related Topics
• Considerations for GL Balance Cube Dimension Values That Are Customer-Specific
Additional Budget Revision Attributes

Budget revisions can be configured to capture additional header and lines attributes.
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You can view Budget revision details on the Review Budget Entries page. To view these additional attributes, you must
configure the descriptive flexfields. Use the Manage Descriptive Flexfield task in the Financial Setup Manager to enable
and deploy these descriptive flexfields:
• Budget Header Descriptions

• Budget Line Descriptions
Related Topics
• Overview of Descriptive Flexfields
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Using Financials for the Public Sector Budget End Process
5 Budget End Process
Overview of Budget End Process

At the end of the budget cycle, you must define control budget for the next budget cycle and review surplus funds and
open transactions to determine if they will be carried forward to the next budget cycle.
The regulations for handling the obligated or surplus funds vary by jurisdiction.
For example, surplus funds could lapse or be carried forward for consumption in the next budget. Transactions that
have obligated funds but not yet invoiced could be carried forward, canceled, or the books could be left open until the
expected invoice is received.
These are the main steps to determine how to process surplus funds and open transactions.
• Determine accounts and transactions that should not be carried forward
• Determine if surplus funds to carry forward
• Run Carry Forward processes
• Review impacts of the carry forward
• Process Encumbrance Balances: Applicable only if you’re using encumbrance accounting
The configuration of the control budget impacts the budget end processing and how to view prior year data.
Control Budget Implementation

Decide whether you want to create a new control budget for the fiscal year, or simply extend the end date of the existing
control budget to include the new fiscal year.
You can choose based on below decision points.
Define a new Control Budget if these conditions are satisfied:

• The control budget attributes, that is the budget manager, control level, supplemental rules etc., are changing
from one fiscal year to the next.
• Security access to old budget is changing compared to new budget.
• You want a clear view of whether old budget is impacted, or new budget is impacted by transactions.
• You want to see each year’s as distinct and separate with a clean cutoff.
Extend the ednd date of the current control budget if these conditions are satisfied:
• The control budget attributes, that is the budget manager, control level, supplemental rule etc., stay the same
from one fiscal year to next year.
• Security access to old budget stays the same compared to new budget.
• You perform lot of analysis across fiscal years. Smart view and financial reporting work more efficiently when
data resides in the same control budget because the user only needs to change the time dimension to view
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data across the years. Having data in multiple control budgets would require users to specifically select the
control budget when querying data across fiscal years.
Accounts and Transactions That Should Not Be Carried

Forward
Determine the accounts and transactions that are holding funds that should not be carried forward to the next budget
cycle.
Return the funds that are held for these transactions to the surplus or funds available by taking appropriate actions on
requisitions and purchase orders.
Requisitions
Commitment balances are not carried forward automatically. Any open requisition should be canceled or converted to a
purchase order. Below are the suggested actions on requisition based on their status.
Requisition Header Status Commitment Balance? Actions
Yes, until there is an associated PO and the PO Approve the requisition if it's associated with a
Approved is approved purchase order. Otherwise cancel, withdraw, or
return it.
Canceled No, requestor canceled the requisition None
Incomplete No, created but not submitted Approve, submit, and create as PO, or delete
Pending Approval No, submitted but not approved Approve, submit, and create as PO, or withdraw
Rejected, Returned, Withdrawn No, rejected by approver, returned by buyer, or None

withdrawn by requester
Purchase Orders
For each requisitioning business unit, review the purchase orders that have funds reserved. A sample of the Purchase
Order Balance by Control Budget report is available on Customer Connect. You can copy and modify the sample report
or create your own.
The Purchase Order Balance by Control Budget report shows the following details:
• Purchase Order Obligation Balance

◦ By Budget Account
◦ By Budget Period
◦ By Purchase Order
• Purchase Order Details
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Suggested cleanup actions on Purchase orders

Purchase orders that are canceled, closed, closed for invoicing, closed for receiving, or finally closed can still hold an
obligation balance if the quantity delivered is greater or less than the quantity billed, depending on how the receipt is
accrued.
These are the suggested actions on Purchase Orders with period end accrual.
Purchase Order Header Status Obligation Balance? Actions
Canceled Yes, when Invoice the quantity that has been delivered but
not yet invoiced.
quantity delivered > quantity billed
Closed Yes, when No additional invoices or receiving are

expected. If the quantity delivered exceeds the
quantity > quantity billed quantity billed, it should be returned.
or Cancel remaining quantity ordered but not

billed or delivered.
quantity billed < quantity ordered
Closed for Invoicing Yes, when No additional invoices are expected. If the
quantity delivered exceeds the quantity billed it
quantity delivered > quantity billed should be returned.
or Cancel remaining quantity ordered not billed or

delivered.
Closed for Receiving Yes, when No additional receiving is expected. Invoices are
needed for the quantity that has been delivered
quantity delivered > quantity billed but not invoiced.
or
Finally Closed Yes, when No further receiving/invoicing or PO

adjustments can be made.
quantity delivered > quantity billed
Any received quantity that does not have an
invoice must be returned.
Incomplete No, transaction has not been approved Complete and approve, or delete, or ensure that
the budget date is in the next year.
Remove hold.
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On Hold Yes, transaction is approved but invoices

or receipts are not allowed until the hold is
removed
Can be carried forward.

Open Yes, when there is remaining quantity unbilled
Approve or cancel.
Pending Approval Yes, when the reservation point is submission
Pending Acknowledgement Yes, this PO is approved but is awaiting supplier Cancel the PO (this will return the requisition
approval commitment). Cancel the requisition or obtain
supplier approval.
Rejected, Withdrawn
No, transaction has not been approved If created from a requisition, ensure that the
requisition has been fulfilled by another PO, or
cancel the requisition.
These are the suggested actions on Purchase Orders with perpetual Receipt Accrual or Accrue on Receipt
Purchase Order Header Status Obligation Balance? Actions
Canceled Yes, when Receive and deliver the quantity that has been
billed, but not yet delivered.
quantity delivered < quantity billed
Closed Yes, when No additional invoices or receiving are

expected. If the quantity delivered is less than
quantity delivered < quantity billed the quantity billed, a debit memo or credit
memo should be created.
or
Cancel remaining quantity ordered but not
quantity billed < quantity ordered billed or delivered.
Closed for Invoicing Yes, when No additional invoices or receiving are

or
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Closed for Receiving Yes, when No additional invoices or receiving are

or
Finally Closed Yes, when No further receiving/invoicing or PO

adjustments can be made.
quantity delivered < quantity billed
Any invoiced quantity that does not have a
receipt must be received and delivered.
Incomplete No, transaction has not been approved Complete and approve, or delete, or ensure
budget date is in the next year.
On Hold Yes, transaction is approved but invoices Remove hold.

or receipts are not allowed until the hold is
removed
Can be carried forward.

Open Yes, when the remaining quantity is undelivered
Approve or cancel.
Pending Approval Yes, when the reservation point is submission
Pending Acknowledgement Yes, this PO is approved but is awaiting supplier Cancel the PO (this will return the requisition
approval commitment). Cancel the requisition or obtain
supplier approval.
Rejected, Withdrawn No, transaction has not been approved
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If created from a requisition, ensure the

requisition has been fulfilled by another PO, or
cancel the requisition.
Surplus Funds to Carry Forward

If your organization allows surplus funds to be carried forward to the next budget cycle, determine which control budget
accounts have surplus funds available.
To ensure the funds available balance is accurate, confirm the following items:
• Commitment balance is zero, and requisitions have either been canceled or converted to purchase orders.
• Obligation balance is the amount to be carried forward. Purchase orders that are not going to be carried forward
have been processed to reverse obligations and increase funds available.
• Obligation balances from manual encumbrance journal entries have been reviewed.
For the specific budget year and control budget, review the funds available balance for each account. A sample of the
Funds Available Balance report is available on Customer Connect. You can copy and modify the sample report or create
your own.
You can use the Funds Available Balance report to view balances by control budget account for a specific control budget
and budget year. You can also see the balances for each period.
Automated Surplus Funds Carry Forward

To carry forward surplus funds to the next budget year as budget amounts, use the automated Carry Forward Funds
Available Balances process from the Budgetary Control Dashboard. The Carry Forward Funds Available process is
available for non-project control budgets. This process will import as budget amounts the funds available balance from
a source control budget period to a target control budget period you select. Funds available isn’t reduced in the source
control budget.
The source and target control budgets can be the same. If they are different, the target control budget must meet the
following criteria:
• Budget chart of accounts must be the same for both the source and target control budgets.
• Interval for the target control budget’s calendar must be the same or greater than the source control budget.
◦ For example, if the source control budget has quarters as the period interval, then the target control
budget can only have periods with intervals equal to or greater than quarters. The target control budget
can’t have monthly periods.
• If hierarchies or trees are assigned to segments of the source control budget, then the same segment on the
target control budget must also be assigned a hierarchy and must be tracked at the same or higher level.
This table lists the parameters for Carry Forward Funds Available process.
Parameter Description
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From Control Budget Carries forward surplus funds available from this control budget
From Budget Period Carries forward surplus funds available from this budget period of the control budget.
Balance Surplus funds available for the budget period is calculated with this balance type.
Target Control Budget Surplus funds available are carried forward to this control budget.
Target Budget Period Surplus funds available are carried forward to this budget period of the target control budget
Budget Account Filter Surplus funds available are carried forward to the budget accounts that match the filter conditions
selected
Note: If the source budget of the target control budget is the source for multiple control budgets, then the import
process will import the amounts to all the control budgets that use that same source budget assuming the budget
period matches all the control budgets.
You can see the results of carry forward in Budget Import Results Report which is triggered automatically after each
carry forward.
Budget Import Results

The budget Import, Budget Import Results Report and Budget Import Analysis Report are run automatically. Budget
entries are imported in the target budget period either as initial budget, if the budget period status is Available for
Budgeting or budget adjustments, if the budget period status is Open.
Use the Budget Import Results Report, the Budget Import Analysis Report or the Review Budget Entries page from the
Budgetary Control Dashboard to verify the budget amounts carried forward. The budget accounts and amounts can
also be verified from the Review Budgetary Control Balances page or the Funds Available Report.
Open Purchase Orders Carry Forward

Purchase order obligation balances can be moved from one budget to another by changing the budget date of the
purchase order distribution.
Complete your reporting for obligation balances before this step if your year-end reports must reflect the obligation
balance before it is carried forward. After you run the Carry Forward Purchase Order Budgetary Control Balances
process, the obligation balance in the prior budget year will be zeroed out if the Default Date Rule setting isn’t set to
system date.
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Note: Ensure that all invoices are accounted. For example, if you finally close and subsequently reopen a PO matched
to an invoice before the invoice is accounted, you will receive an error when Payables attempts to create accounting
for the invoice.
Low Volume Purchase Carry Forward

If your open purchase order volume is low, or you need to review every purchase order individually and you must
perform one of these steps:
• Final close and reopen the purchase order manually at the time of shipment.
• Split the distribution lines to move balances to a specific budget date.
◦ Use this method if the criteria for carry forward varies greatly across purchase orders.
To carry forward the budget for these purchase orders, use the Enter Budgets in Spreadsheet or Budgetary Control
Budget Import FBDI process.
Automated Purchase Order Carry Forward

For the purchase orders that don’t require individual review and manual action, use the automated carry forward
process from the Budgetary Control Dashboard.
The Carry Forward Purchase Order Budgetary Control Balances process automates these tasks:
• Final closes purchase orders for a specific ledger and reopens them with a new budget date.
◦ Final closes and reopens the uninvoiced amount when accrue on receipt is set to no or the undelivered
amount when accrue on receipt is set to yes.
◦ Budget period must be open for both the final close and reopen budget dates.
• Optionally carries forward budget for the purchase order balance.
• Lists carry forward purchase orders and budget details.
This table lists the process parameters:
Parameter Description
Ledger Lists the ledgers for the control budgets that the user has the privilege to view.
PO Charge Account Filter Optionally run the process for a group of purchase orders by filtering on charge account segment
values.
Finally Close Through Budget Date Carries forward all the open purchase orders with a budget date up to this date.
Reopen Budget Date Moves the purchase orders that are carried forward to this new budget date.
Run Mode Preview, shows the anticipated results without carrying forward the purchase orders Final, carries
forward the purchase orders.
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Keep funds available unchanged for the Optionally reduces budget in the carry forward from year when selected in final mode.
carry forward from year
Note: Budget adjustments are not created for project control budgets when this is selected. A manual
budget adjustment can be made with information from the Carry Forward Open Purchase Order
Report.
Include budget for purchase orders in the Optionally creates budget for the purchase order obligation amounts carried forward when selected in
carry forward to year final mode.
Note: Budget adjustments are not created for project control budgets when this is selected. A manual
budget adjustment can be made with information from the Carry Forward Open Purchase Order
Report.
Note: Budget adjustments are not created for final close or reopen for project CB. A manual budget
adjustment can be made with information from the Carry Forward Open Purchase Order Report
Example of Purchase Orders With Period End Accrual
Purchase Order Budget Date Ordered Unit Price Received Invoiced Obligation
Balance
PO100 15-JUL-2018 8 $8 0 3 $40
PO101 22-AUG-2018 7 $3 7 7 $0
PO102 03-JAN-2019 5 $6 2 0 $30
Example of Parameter Values And Purchase Orders To Be Carried Forward
Finally Close Reopen Budget Date Keep Funds Available Include Budget for Purchase Orders Budget Balance /
Through Budget Date Unchanged for the Purchase Orders in Carried Forward / Budget Period
Carry Forward From the Carry Forward To Obligation Balance /
Year Year Budget Period
31-DEC-2018 01-JAN-2019 Yes Yes PO100 / $40 / JAN-19 <$40> / DEC-18
$40 / JAN-19
31-DEC-2018 01-JAN-2019 No Yes PO100 / $40 / JAN-19 $40 / JAN-19
31-DEC-2018 01-JAN-2019 Yes No PO100 / $40 / JAN-19 <$40> / DEC-18
31-DEC-2018 01-JAN-2019 No No PO100 / $40 / JAN-19
30-JUN-2019 01-JUL-2019 Yes Yes PO100 / $40 / JUL-19 <$70> / JUN-19
PO102 / $30 / JUL-19 $70 / JUL-19
Example of Purchase Orders With Accrue At Receipt
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Purchase Order Budget Date Ordered Unit Price Received Invoiced Obligation
Balance
PO100 15-JUL-2018 8 $8 0 3 $64
PO101 22-AUG-2018 7 $3 7 7 $0
PO102 03-JAN-2019 5 $6 2 0 $20
Example of Parameter Values And Purchase Orders To Be Carried Forward
Finally Close Reopen Budget Date Keep Funds Available Include Budget for Purchase Orders Budget Balance /
Through Budget Date Unchanged for the Purchase Orders in Carried Forward / Budget Period
Carry Forward From the Carry Forward To Obligation Balance /
Year end Year Budget Period
31-DEC-2018 01-JAN-2019 Yes Yes PO100 / $64 / JAN-19 <$64> / DEC-18
$64 / JAN-19
31-DEC-2018 01-JAN-2019 No Yes PO100 / $64 / JAN-19 $64 / JAN-19
31-DEC-2018 01-JAN-2019 Yes No PO100 / $64 / JAN-19 <$64> / DEC-18
31-DEC-2018 01-JAN-2019 No No PO100 / $64 / JAN-19
30-JUN-2019 01-JUL-2019 Yes Yes PO100 / $64 / JUL-19 <$84> / JUN-19
PO102 / $20 / JUL-19 $84 / JUL-19
The Carry Forward Purchase Orders for Budgetary Control Balances program considers the purchase orders with these
criteria:
• Budget date of all distributions for a shipment is before the Finally Close Through Budget Date value, and is not
fully billed when accrue on receipt is set to no or not fully delivered when accrue on receipt is set to yes.
• Any purchase orders with the following criteria won’t be automatically finally closed:
◦ At least one distribution’s budget date is after the Finally Close Through Budget Date value.
◦ At least one distribution’s PO charge account doesn’t match the PO Charge Account Filter value.
◦ Final close or reopen doesn’t have any impact on budgetary control.
The PO Charge Account Filter allows you to manage the budget options differently for groupings of purchase orders by
specifying conditions on any of the accounting flexfield segments.
Example of Budget Option Requirements
Fund values Carry Forward Obligation Carry Forward Budget Keep Funds Available Unchanged
in Carry Forward From Year
A through D and L through S Yes Yes Yes
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E through K and T through Z Yes No Yes
To achieve these requirements, you must submit the Carry Forward Purchase Order Budgetary Control Balances
program multiple times.
Example of Submission Parameters
PO Charge Account Filter Fund Values Include Budget for Purchase Orders in the Keep Funds Available Unchanged for the
Carry Forward To Year Carry Forward From Year
Between A and D Yes Yes
Between L and S Yes Yes
Between E and K Yes No
Between T and Z Yes No
Important Considerations
The movement of the obligation to the Reopen Budget Date perform these tasks:
• Increases funds available in the carry forward from year because the obligation balance is decreased for the
finally closed budget date. If you want to keep the funds available unchanged in the carry forward from year,
select Keep fund available for the carry forward from year so that the budget balance is decreased for the finally
close through budget date.
• Doesn’t validate that there are sufficient funds available in the carry forward to year. If you don’t include budget
for the carry forward obligation for the reopen budget date, the purchase orders that were carried forward will
consume funds from the current budget balance for that period.
The carry forward amount, which is the uninvoiced amount or the undelivered amount, is determined as of the time
the Carry Forward Purchase Order Budgetary Control Balances program is submitted, not as of the finally close through
budget date. To ensure the balances are carried forward properly, it is important to follow these steps:
• Run the program as close to year end as possible.

• Not open the periods in the new year for payables until after the process is completed when using period end
accrual and the default date rule setting as current transaction budget date or system date.
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Impact of Open Purchase Orders Carry Forward

Carry Forward Purchase Order Report
Once the carry forward process completes, the Carry Forward Purchase Order report lists the budget impact of the
purchase orders that were carried forward.
You can also rerun the report from the Report and Analytics task in the Financials > Budgetary Control folder.
This report has three layouts:

• Summary
• Control Budget Impact
• Control Budget Account Impact
Carry Forward Purchase Order Report Summary

The summary tab shows these items:
• Number of purchase orders that are final closed and reopened for the carry forward
• Control budget amounts by period
• Budget import summary
◦ The budget import status will indicate cases where the budget wasn’t imported.
Suggested Actions On Budget Not Imported
PO Charge Account Filter Fund Values Status Description Actions
Not Attempted The budget import wasn’t attempted. Manually enter the budget amounts by control
budget using the Enter Budgets in Spreadsheet
Reasons: There is more than one control task.
budget with the same source budget, project
control budget
Failure There was a budgetary control validation error After correcting the validation error manually
during the budget import. import the budget amounts Manually enter
the budget amounts by control budget using
Failures: budget period isn’t open, budget the Enter Budgets in Spreadsheet task. Or by
adjustments aren’t allowed source budget using the budget interface.
• Purchase orders not carried forward

• If a purchase order can’t be carried forward, these errors are displayed.
Error Message Description Actions
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The purchase order can't be finally closed There was a budgetary control validation error After correcting validation error, rerun the Carry
because it didn't pass budgetary control during the final close of the purchase order. The Forward Purchase Order Budgetary Control
validations. message details include the error. Balances
Failures: control budget status isn’t in use, or

budget period isn’t open.
Manually final close and then reopen the
purchase order with the new budget date.
The project burden of the purchase order There was a budgetary control validation error After correcting validation error, rerun the Carry
can't be finally closed because it didn't pass for the project burden during the final close Forward Purchase Order Budgetary Control
budgetary control validations. of the purchase order. The message details Balances
include the error.
or

The purchase order can't be reopened because There was a budgetary control validation error After correcting validation error,
it didn't pass budgetary control validations. during the reopen of the purchase order. The
message details include the error. rerun the Carry Forward Purchase Order
Budgetary Control Balances
Failures: control budget status isn’t in use,
budget period isn’t open or

The project burden of the purchase order can't There was a budgetary control validation error After correcting validation error,
be reopened because it didn't pass budgetary for the project burden during the reopen of the
control validations. purchase order. The message details include rerun the Carry Forward Purchase Order
the error. Budgetary Control Balances
or

There is no budgetary control activity to carry There was no budgetary control activity during No action required or
forward. final close of the purchase order
purchase order with the new budget date if you
want to reserve funds for this purchase order in
the new budget year.
The reopen sub process failed because it can’t There was no budgetary control activity during Update the control budget and rerun the Carry
find a control budget to reserve funds. The final the reopen of the purchase order Forward Purchase Order Budgetary Control
close sub process is returned/reset to previous Balances.
values.. Typical reasons: Period range of the control
budget the balance is being carried or
forward to hasn’t been extended, control When the control level is set to none correctly,
budget hasn’t been created or. Control level is manually final close and then reopen the
set to None. purchase order with the new budget date if you
want the budget date to be updated to the new
budget year.
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A purchase order carry forward activity exists The purchase order impacted the summary Update the control budget settings so that
for the summary budget but not for the source control budget but not the detail control budget the detail and summary control budget are
budget. The budget won't be updated for the as the detail control budget is set with control consistent.
summary budget. level as none. The budget can’t be created as
for the summary control budget since it comes After correcting the setup,
from the detail control budget.
rerun the Carry Forward Purchase Order
or

A purchase order carry forward activity exists The purchase order impacted the detail control Update the control budget settings so that
for the source budget but not for the summary budget, but didn’t impact the summary control the detail and summary control budget are
budget. The budget should not be updated for budget and therefore isn’t created as the consistent.
the summary budget. budget balances will be out of sync.
After correcting the setup,
rerun the Carry Forward Purchase Order

or

The schedule cannot be finally closed because The budget date of one of the distributions is No action required
the distribution budget date is after the carry- after the budget date selected for the final close
forward cutoff date. or
If some of the distributions are before the

budget date, manually final close and then
reopen purchase order with the new budget
date.
The purchase order can't be finally closed The PO charge account of one of the Rerun the Carry Forward Purchase Order
because the PO charge account doesn't match distributions doesn’t match the PO Charge Budgetary Control Balances with the correct PO
the account selection criteria that's specified for Account Filter values selected. Charge Account Filter values
this process.
or
manually final close and then reopen the

Control Budget Impact

The Control Budget Impact tab lists these items:
• Control budget amount impact by period

• Control budget amount impact by budget account and period
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• Details of the purchase orders carried forward

◦ Purchase Order Error Details
◦ Excluded Purchase Order Details due to Finally Close
Control Budget Account Impact

The Control Budget Account Impact tab lists these items:
• Control budget amount impact by budget account and period
• Control budget amount impact by budget account and the purchase orders carried forward
• Details of the purchase orders carried forward by control budget and budget account
Budget Import Results Report

The budget import and the Budget Import Results Report are run automatically when the Include Budget for Purchase
Orders option is selected for the carry forward process.
Use the Budget Import Results Report or the Review Budget Entries page from the Budgetary Control Dashboard to
verify the budget amounts carried forward are correct.
Projects Control Budget Impact

The budget balances for Projects control budgets are maintained in Projects Portfolio Management and synchronized to
budgetary control using the baseline process.
Carry Forward Purchase Order Budgetary Control Balances process does not automatically update the budget balances
for projects as the budget change must originate from the projects budgets.
Expenditure Item date is maintained during the Carry Forward Purchase Order Budgetary Control Balances process,
only the budget date on the purchase order distribution is updated by the process.
Budget Consumption of Carried Forward Transactions

If you didn’t include budget for the carried forward transactions, the transaction will consume funds available from your
new budget.
You can increase the funds in the new budgets through reversals and cancellation of the carried forward transactions.
For the liquidation of carried forward transactions, the application will use one of the following dates depending on the
Default Date Rule setting for the business unit:
• Prior related transaction budget date for which carried forward transactions has changed to the new budget
date
• Current transaction budget date
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• System date
Encumbrance Accounting for the Budget End Process

When encumbrance accounting is enabled, you must also run the Create Accounting process after the Carry Forward
Purchase Order Budgetary Control Balances process completes.
This process creates the encumbrance journals in general ledger moving the purchase order balances to the new period.
Period End Accrual

The accrual entries are reversed at the beginning of the next period.
The following scenario requires some special handling and only applies if all three criteria are met:
• You use period end accrual and have Budgetary Control enabled for the period end accrual journal entries.
• You are carrying forward purchase order obligations in Budgetary Control to a new year.
• You have purchase orders that you are carrying forward where the quantity delivered is greater than the
quantity billed. If all of the purchase orders that you are carrying forward have quantity delivered equal to or
less than quantity billed, and there is nothing to accrue, then these special handling don't apply.
◦ Other Obligation Balances Single Accounting Year Control Budgets
◦ Other Obligation Balances Cross Accounting Year Control Budgets
For more instructions on the special handling needed for this scenario refer to the Period End Accrual section of the
Budgetary Control and Encumbrance Accounting Implementation Guide.
Other Obligation Balances Single Accounting Year Control Budgets
Obligation amounts can originate from manual encumbrance journal entries in the general ledger with the
encumbrance type of Obligation.
There could also be obligation amounts not carried forward depending on the accrual method and also if the quantity
delivered is greater or less than the quantity billed. Run the Trial Balance Report for the encumbrance balance type to
review if there is a remaining obligation balance.
To keep the budgetary control and accounting balances synchronized for control budgets with periods that span one
accounting year or less, create a journal entry to move the desired account balance to the new period.
1. Run the Trial Balance Report.
2. Create the manual journal entry to carry forward the balances
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3. Verify the amounts in reports or Review Budgetary Control Balances page from the Budgetary Control Dashboard.
Other Obligation Balances Cross Accounting Year Control Budgets
The encumbrance balances for income statement accounts are reset to zero in the general ledger when the next
accounting year begins.
When all control budgets have periods that span more than one accounting year, to keep the accounting and budgetary
control balances synchronized, run the Encumbrance Year-End Carry Forward task on the Budget Manager Dashboard.
This process only moves the accounting balances and has no effect on the budgetary control balances. When some
control budgets have periods that span one accounting year or less and some control budgets have periods that span
more than one accounting year, special consideration will need to be made to make sure the accounting and budgetary
control balances are synchronized for all control budgets. You can run this in Preview mode to preview the changes
before you committing the changes by running it in Final mode.
You need to specify Carry forward rule while running Encumbrance Year-End Carry Forward process. You can create
Carry forward Rules to specify the range of accounts which you want to Carry Forward.
Reporting and Inquiry for the Budget End Process

After the carry forward process, you can verify the impact on transactions and balances, and report on how the carried
forward funds are expended.
You can also review the carry forward actions using the document history of the purchase order.
Example
Purchase order 89 was carried forward from 2015 to 2016 affecting control budgets VCity FY 2015 and VCity FY 2016
respectively. The budget date on the purchase order will be the carry forward date. For PO 89, this date is 1/1/16.
The document history is as follows:

Use the Budgetary Control Analysis report to review the three new transaction actions for the carry forward:
• Carry forward final close purchase order
◦ Reverses the obligation from the prior period
• Carry forward reopen purchase order
◦ Reinstates the obligation into the new period
• Carry forward budget adjustment
◦ Carries forward the budget for the corresponding obligation
VCity FY 2015 Budgetary Control Analysis Report
Related Topics
• Overview of Oracle Project Control Configuration
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Using Financials for the Public Sector Case Studies
6 Case Studies
Budgetary Control Implementation: Vision City

This topic describes a case study on Budgetary Control Implementation.
In this case study we will discuss the Budgetary Control Implementation for an imaginary city called Vision City.
Vision City
Vision City is a small fictional city in northern California. The city purchases Oracle ERP Cloud to address these
requirements:
• Better analytics during budget preparation and planning to budget execution cycle
• Improved analysis and monitoring of budget consumption
• Increased visibility of budget issues for transaction users
• Streamlined legal and management reporting
Key Funds and Funding Sources

The main revenue sources for the city are sales tax and property tax. The citywide expenditure is divided into these
funds:
• General Fund
• Wastewater Fund
• Capital Funds
• Internal Service Fund
• City Debt Fund
The main citywide expenditures that must be budgetary controlled are in the General Fund. These five areas of
expenditures are funded by the General Fund:
• General Government
• Public Safety (Police and Fire)
• Parks and Recreation
• Community Development
• Public Works
Vision City Organization

The Vision City government is organized into departments, with lower-level departments rolling up to higher-level or
parent departments as depicted in this chart.
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The city has department managers that control purchase approvals and budget spending at the detail level in the
department hierarchy. Public reporting on the General Fund spending on administration is separated from operations.
The finance department on behalf of the city council requires reporting on the type of expenditures at the object or
natural account level.
Financial Management Cycle

The financial management cycle of the city mainly revolves around the budget planning for the next year and staying
on track in the current year. The budget is a financial plan on how the city will receive and spend money during the fiscal
year.
The financial management cycle has these four phases:
• Planning and Budgeting: Prioritize objectives and determine the allocation of funds to meet these objectives.
• Budget Implementation: Map objectives to specific programs and departments in the city's organizational
structure for recording, expense monitoring, and control.
• Expenditure Monitoring: Ensure that the budget amounts allocated are correctly reflected in Oracle ERP Cloud
and proper controls are set up for expenditures.
• Inquiry and Reporting: Generate periodic reports for public and department heads to reflect prior period budget
versus expenditure. Perform budget transfers and approve any budgetary control override requests.
Each department head is responsible for approving expenditures and controlling their budget to ensure they are
meeting the associated objectives.
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Planning and Budgeting

The planning and budgeting phase starts in August and continues until March. The proposed budget is prepared in
April and is available for public review and hearings in May and June. The final adopted budget is released on July 1st.
The planning and budgeting phase has these four steps:
• Create a Plan for the Next Year

• Define Strategic Goals and Objectives
• Prepare Budget
• Review Budget
Create a Plan for the Next Year
This step of the planning and budgeting phase is to determine budget priorities and expected funding for the next year.
Departments review funding and feasibility of projects. Department managers or their representatives review prior year
objectives and budget expenditures. Department managers also review reports such as Performance Highlights from
Prior Year Benchmarks and Results by Department.
Define Strategic Goals and Objectives
Goals are finalized and budget allocations are refined. The finance department proposes multiple funding scenarios and
forecasts revenue and funding.
Prepare Budget
The budget manager prepares a preliminary budget for review. The budget amounts are allocated to departments and
programs. Department managers allocate budgets to the programs for which they're responsible.
Review Budget
The proposed budget is reviewed by the city manager and council. In addition, it's released to the public for review. A
final budget is published and adopted for the new fiscal year.
Budget Implementation
After the budget is adopted, it's available for consumption at the beginning of the fiscal year. The control on spending is
now enforced.
The public safety is the highest expenditure in the city and it is outsourced and the funds are managed by a supplier,
and monthly reports on expenditures are provided to the city. This case study focuses on the two main functions under
the city's direct control, namely General Government and Parks and Recreation.
Expenditure Monitoring
Vision City requires all expenditures to be subject to budgetary control validation. They elect to enable funds control
at the time of requisition to ensure requestors are aware of any budget issues before they submit requisitions to
approvers. Any variances from the requisition to the purchase orders and invoices will also be subject to budgetary
control as well as any manual journal entries that impact the budgeted accounts.
Some organizations may elect to bypass budgetary control at requisition time and only enforce controls during
purchase order preparation. This may give buyers greater control to complete purchase requests that otherwise
would have been rejected. Vision City, however, prefers the requester to be notified as early as possible when there is
insufficient budget for their request.
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Inquiry and Reporting

During the budget year, the budget manager performs these tasks:
• Monitors the overall health of the budget

• Alerts department managers of potential budget issues
• Overrides insufficient funds
• Runs budget transfers or adjustments
• Prepares periodic reports for management
• Prepares periodic reports for public
Key Implementation Considerations: Enterprise Structures

The budget managers at Vision City define its chart of accounts using the Rapid Implementation spreadsheet.
The chart of accounts has these segments:
• Fund: Enables reporting by fund, and their balancing segment, ensures all transactions must balance by fund
• Department: Mirrors the organizational structure including the hierarchical relationships
• Program, Object, and Location: Provides detailed tracking and analysis
• Future Use: Allows easy expansion in the future if needed
Budget managers enter the segment names, values, and hierarchies in the Rapid Implementation spreadsheet and set
July 1 as the beginning of their fiscal year. After that they generate a .csv file and upload it to Oracle Financials Cloud,
creating all required enterprise structures, including a ledger and business unit that are linked to the newly-defined
chart of accounts.
Key Implementation Considerations: Budgeting

Budget Entry and Approval
Vision City has historically managed its budgets in spreadsheets. They considered continuing with this approach that
involves simply loading their budgets into Oracle Financials Cloud periodically using the open interface for budgets.
However, Vision City instead opts to use the Oracle EPM Planning and Budgeting Cloud Service (EPM Planning), which
is seamlessly integrated with Oracle Financials Cloud and offers management and control capabilities beyond what
Vision City has with spreadsheets.
Vision City budgets by fund, object, department, and program and defines their EPM Planning budgeting application
based on these three segments. They include additional segments in their chart of accounts for tracking expenditures at
more granular levels, but they don't budget at these levels.
They define mapping rules to write budget information from EPM Planning directly to Oracle Financials Cloud for
use in budgetary control and actual-budget analysis. Since they don't budget at the Location and future use level,
they automatically enter 000 as the value for these segments in their budgets. They also define mapping rules for
transferring actual balances from Oracle Financials Cloud to EPM Planning for use in the budgeting process.
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Using Budgets for Budgetary Control

Before loading budgets to Oracle Financials Cloud, Vision City first defines control budgets. The control budget specifies
how the budget will be used to control expenditures, including these parameters:
• Transaction types: Requisitions, purchase orders, invoices, manual journal entries, and purchase receipts.
• Level of control:
◦ Absolute: Reject the transaction if there is insufficient budget.
◦ Advisory: Allow the transaction to proceed but notify the user of any budget violations.
◦ Track: Allow the transaction to proceed without notifying users of budget violations, but still report on
budget versus consumption report.
◦ None: Don't track activity.
• Exception conditions: Set one level of control as the default but then use a different level of control in exception
conditions, such as a specific fund or group of departments. While it wouldn't make much sense to use None as
the control level for an entire control budget, there are definite cases where it makes sense to use None as the
default level and then set up exception conditions to enforce stricter control in certain cases.
• Tolerance: Whether users can spend beyond the allowed budget, and if so, by how much.
• Overrides: Whether users can allow a rejected transaction to proceed, and if so, which users and under what
conditions.
Vision City defines two control budgets: one for spending control and the other for management reporting.
Control Budget Attribute Monthly Reporting Annual Control
Calendar (July 1-June 30) 12 periods (one for each month) 1 period (year)
Segments – hierarchy Fund Fund
Object Department (level 2)
Department Program
Program
Location
Future Use
Control Level Track - record transaction impact on funds Absolute – stop transactions when there are
balances only insufficient funds
Source Budget Type Other Control Budget
Source Budget Monthly Reporting Monthly Reporting (This budget summarizes

balances from the monthly budget and is not
maintained separately)
Tolerance/Override None The budget manager in finance can approve

and override insufficient funds
Exceptions Revenue, Asset, and Liability accounts are Public safety departments are outsourced and
excluded from budgetary control, therefore the expenditures are controlled by the provider,
control level is None therefore their transaction control level is
Advisory
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Control Budget Attribute Monthly Reporting Annual Control
Waste Water Fund is a custodial fund and is

not subject to budgetary Control, therefore the
transaction control level is set to None
Revenue, Asset, and Liability accounts are

excluded from budgetary control, therefore the
control level is None
Vision City enters its budgets in EPM Planning and loads the budget data into the Monthly Reporting control budget.
The other control budget (Annual Control) uses Monthly Reporting as its budget source. Therefore, Vision City does not
enter two sets of budgets; one control budget derives its amounts from the other. This setup allows Vision City to do
reporting and analysis at a more granular level than transaction control.
Budget Adjustments
Though Vision City has standardized on EPM Planning as its budgeting solution, they opted to manage budget
adjustments directly in Oracle Financials Cloud. Oracle Financials Cloud offers a spreadsheet interface for budget
adjustments. Vision City allows a small group of budget managers to enter budget adjustments. They have also opted
to use the Other source budget type that allows them to perform these tasks:
• Enter budget in a third-party software and load it using FBDI

• Enter budget using Enter Budgets in the Spreadsheet task
• Enter budget transfer using Budget Transfer section from the Review Budgetary Control Balances page
In the future, Vision City will adopt the EPM Budget Revision process and plan to reclassify the source budget type to
EPM Financials Module. Using the EPM Financials Module Source Type will allow them to perform these tasks:
• Enter Budget in EPM using Planning and load to Oracle Financials Cloud using Data Exchange
• Revise budget in EPM using Budget Revisions and load it using the Funds Reservation action
When the reclassification occurs, EPM Planning will become the single source of truth for budget, and as a result, Vision
City will no longer be able to use the FBDI, Spreadsheet, or Budget Transfer to manage budget adjustments. Instead,
all adjustments will be initiated in EPM Budget Revisions and sent to Oracle Financials Cloud using the delivered
integration.
Vision City has opted to load budgets in General Ledger to support financial reporting across both revenue and
expenditure accounts. Vision City only controls expenditure accounts within Budgetary Control, and hence only
loads expenditure accounts into Budgetary Control. They have set up a supplemental rule that excludes, None, all
Revenues and Balance Sheet accounts in both their control budgets. Since Vision City needs to report on revenues
and expenditures in a single financial report, they have elected to use General Ledger for all their financial reports and
Budgetary Control for managerial reporting purposes.
Vision City has set up two general ledger budget scenarios to allow for reporting of Initial and Adjusted budget balances
separately.
• Initial, to load the original budget
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• Monthly Reporting, to sync with the Monthly Reporting Control Budget as adjustments are made
Note: When Vision City implements Budget Revisions, the delivered integration will automatically sync
budget adjustments to General Ledger when a budget scenario exists with the exact name as the control
budget. So, Vision City opted to use the control budget name as the scenario name, making sure that there
will be no impact when budget revisions are implemented in the future.
As Vision City makes budget adjustments using the Enter Budgets in Spreadsheet tasks from the Budgetary Control
Dashboard, they will use these options to keep the Monthly Control Budget in sync with the Monthly Reporting general
ledger budget scenario:
Field Option
Budget Usage Budgetary Control Validation and General Ledger reporting
Budget Entry Classification Budget Revision
Control Budget Monthly Reporting
Budget Scenario Monthly Reporting
Enter Budget Amounts Addition to or subtraction from current budget
Vision City will also load the revenue budget to both general ledger budget scenarios. At the beginning of the fiscal
year, they will load revenue accounts to the Initial budget scenario and the Monthly Reporting general ledger budget
scenario. As budget adjustments are made to revenue accounts throughout the year, the adjustments will be made to
only the Monthly Reporting general ledger budget scenario. For the revenue accounts, changes can be loaded using the
Create Budgets in Spreadsheet task from the General Accounting Dashboard or by using the FBDI Import Budget Data
from a flat file.
Key Implementation Considerations: Transaction Control

Any transaction that consumes funds from the General Government, Administrative Services, or Parks and Recreation
department must pass a funds reservation before it can proceed. Funds reservation is performed automatically during
requisition or purchase order approval, invoice validation, creation of purchase receipt distributions, or posting for a
manual journal entry. Users can optionally check funds before submitting a transaction to ensure it goes through. Vision
City opts not to enforce budgetary control during requisitioning, so the first control point is purchase order approval.
Transactions that consume funds from a Public Safety department are only subject to Advisory control, so a funds
reservation is not required for these transactions to continue processing. Transactions are also checked against the
Monthly Reporting control budget, but as this is track only, budget violations aren't enforced.
Budgetary Control Infolets

The Budget Consumed and Funds Available infolets allow the budget manager to quickly view and track the funds
consumption and funds availability of critical control budgets and budget accounts. These infolets provide insight into
your budget position based on real-time transactions, and alert the budget manager to potential risks. Each budget
manager can configure up to five different instances of each infolet.
The Budget Consumed infolet displays the budget consumption for a group of budget accounts you choose. You can
expand the infolet to see the budget accounts with the highest consumption percentages for the control budget. On the
expanded view, you can also view the funds available details by clicking the budget account link.
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The Funds Available infolet displays the funds available amount and percentage based on the unused portion of the
current period budget for a budget account you specify. You can click the funds available amount link to view the
additional funds available details for the budget account.
Budget Manager Inquiry and Reporting

The Budgetary Control Dashboard allows budget managers to monitor summary fund and department balances, and
drill down to specific accounts and transactions. To Review Budgetary Control Balances for that account combination,
click a balance link on Budget Monitor. You can further drill down to Review Budgetary Control Transactions for a
specific period and balance type. This page allows the budget manager to drill to any specific transaction.
Budgetary Control Exceptions Report
An exceptions report tracks the health of the budget. Transactions with budgetary control failures are grouped and
reported.
Overrides
When there are insufficient funds and a transaction fails because of funds control, a transaction user can request
an override. This will automatically notify the budget manager and the notification includes a link to the transaction
details. The budget manager dashboard lists the overrides under Requiring My Attention and Requested By Me, and
provides the budgetary control results for the override requests.
Department Head Inquiry and Reporting

The city chose Oracle ERP Cloud to improve analysis and monitoring of budget consumption for the department heads
who approve and monitor budget consumption. The main use cases for the department heads include:
• Periodic reports to ensure budget is on track

• Ad hoc analysis to "look for funds" when budget is low
• Budget planning for the next year
The budgetary control transaction details can be monitored from the Budgetary Control Analysis report. This interactive
Business Intelligence Publisher (BI Publisher) report is shipped with these three layouts and is fully configurable:
• Funds Available Trend

• View Funds Available
• Account Activities
Vision City has also opted to create a custom Budget Inquiry role to allow all Department Heads and staff the ability to
use the budget monitor without having the administrative budgetary control tasks. See My Oracle support document
2501873.1 for detailed steps.
Vision City has also used the Add Reporting Tree to Budgetary Control Cubes to the Monthly Reporting Control Budget
for the object and department segments to use the hierarchy for summarized reporting.
Funds Available Trend Layout
The Funds Available Trend layout shows the balances by fund, department and object, and the corresponding
transaction details of the balance.
View Funds Available Layout
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The View Funds Available layout shows the budget, commitment, obligation, expenditure, and funds available balance
by budget account. It can be further filtered by budget period or fund.
The commitment column typically represents the open balance from requisitions, though it also includes manual
encumbrance journals with this encumbrance type. The obligation column represents the open balance from purchase
orders, also including the appropriate manual encumbrance journals. The expenditure column includes invoices and
actual journal entries.
Account Activities Layout
The Account Activities layout shows account balances and details of the specific transactions that have consumed the
budget for each account. The interactive layout allows further filtering by budget account and budget period.
An Oracle Transactional Business Intelligence (OTBI) subject area called Budgetary Control - Transactions Real Time
is also available for advanced ad hoc queries. This subject area contains budgetary control and source transaction
attributes.
Periodic Public and Management Reporting

Oracle Financial Reporting Center delivers a unique multidimensional reporting and analysis platform that provides real
time access to financial information. Users can quickly report and analyze data from different perspectives from the
same application that is used for operational accounting.
The reports allow users to:
• Dynamically drill down from balances to active transactions

• Perform multidimensional analysis and drill down from anywhere
• Ensure that all users are making decisions from the same source of information
The city provides its users with three reports based on the funds balances from the budgetary control balances. These
are secured by budget and published periodically by the budget manager for department heads.
• Balances by Department
• Budget versus Actual
• Year on Year Comparison
Year-End Public and Management Reporting

Oracle Financial Reporting Center streamlines reporting for management and public reporting on accounting balances,
enabling Vision City to:
• Securely distribute and access active or prepublished financial reports from a central location
The city creates this financial report by using the general ledger balances:
• Trial Balance
These government-wide Financial Statements are created from their secondary full accrual ledger:
• Statement of Net Position

• Statement of Activities
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These governmental Fund Financial Statements are created from their primary modified accrual ledger:
• Balance Sheet
• Statement of Revenues, Expenditures, and Changes in Fund Balances
• Statement of Activities
• Budgetary Comparison Schedule
Note: Vision City has adopted Modified accrual accounting as their budgetary basis with no exceptions.
Conclusion
Oracle ERP Cloud provides Vision City with a robust application for managing its entire purchasing cycle with strict
controls to ensure it stays within budget, and much more. It provides rich visibility and insight into how the budget
is used, more than the city has ever before been able to derive. This added insight leads to more efficient allocation
of scare funds, and a better use of taxpayer and other resources. The employees of Vision City will spend less time
worrying about transaction controls and purchasing processes, and more time focusing on delivering city services to the
citizens of Vision City.
Year-End Carry Forward with GL Account and Project

Level Control: City of Sunshine
The City of Sunshine is in North America and has one year budgets with budget year from Jul-1 to June-30. Spending is
budgetary controlled at the project and the general ledger account level.
Budget ordinance allows for some purchase order obligation and the equivalent budget amounts to be carried forward
into the next year. Surplus funds can't be carried forward to the new year.
At the year end, these business processes occur that impact the budget and funds available balances.
• Requisitions are canceled
• Purchase receipts that aren't invoiced are accrued
• Purchase orders that don't meet the budget ordinance for continuation into the next year are canceled
• Invoices on hold that are matched to purchase orders are either processed or canceled
Since purchasing and payables invoicing processes are centralized, but receipt entry is decentralized, the finance
department includes cross subject area experts in the year end planning.
Preparing for Purchase Order Carry Forward

In order to prepare for the PO Carry forward process, City of Sunshine begins planning the year end close process and
identifies the key participants in the process and the steps performed. From April 1 to April 30, the Year-End Close
committee meets to discuss deadlines and begin the planning process. The committee includes these members:
• Savannah (General Accounting Manager)

• Sally (Budget Manager)
• Brett (Purchasing Manager)
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• Mike (Accounts Payable Manager)

• Key Subject Matter Experts
Three key phases are identified in the process:
• Preparation stage: Stage where key tasks are performed to get ready for the Carry Forward Purchase Order
Budgetary Control Balances process (60 days before fiscal year end).
• Process stage: Stage where key processes (Create Uninvoiced Receipt Accrual and Carry Forward Purchase
Order Budgetary Control Balances) are run (first 1-2 days after fiscal start date).
• Completion stage: Stage where any remaining tasks after successfully running the Carry Forward Purchase
Order Budgetary Control Balances process are completed (1 + days after the process is run).
These are the key tasks performed by participants at each stage:
Preparation Stage: May 1 to June 30

This table describes the key tasks that participants perform at the process stage.
Budget Manager Department End Purchasing Manager Accounts Payable General Accounting Project Manager
(Sally) Users (Brett) Manager (Mike) Manager (Savanah) (Mark)
Unarchive the Ensure that all due

Budgetary Control dates are clearly
Carry Forward Sample communicated and
Reports and modifying that department end
the reports as required users have entered
and reviewing output. all receipts into the
application.
Ensure that the June Identify requisitions Close all purchase Extend the end date
(from) period and July that are no longer orders that have of projects that are
(to) periods are open needed and request expired, closure has ending in current fiscal
in Budgetary Control. closure from been requested by year and are required
purchasing staff. departments, or for next fiscal year.
purchase orders with
Identify purchase small balances without Request Purchasing
orders that are no uninvoiced receipts. manager to close
longer needed and the purchase orders
request closure from associated with the
purchasing staff. projects that are
ending in current
Ensure that all fiscal year and aren't
uninvoiced expenses required for next year.
are properly received
in the application.
Ensure that any Complete or cancel

pending change all pending change
orders are entered and orders on purchase
approved. orders.
Cancel requisitions
requested from
department staff.
99
Establish the budget Ensure that all open Ensure that all Establish the
calendar for the next purchase requisitions accounts payable accounting calendar
fiscal year. are converted to invoices that are for the next fiscal year.
purchase orders. matched to a purchase
Load the next fiscal order and receipt are Opening the
year budget into Analyze purchase paid. encumbrance period
Budgetary Control, orders with Remaining for the next fiscal year.
while in Available for Obligation Balances
Budgeting Status and on reports such
verifying output. as Purchase Order
Control Budget
Balances Report
included in the
Budgetary Control
Carry Forward Sample
Reports.
Test the Carry Forward Request production to

Purchase Order be copied to test pod.
Budgetary Control
Balances process in a
testing environment
to determine what
parameters will be
selected when she
is ready to run the
process in Production.
Ensure that all key

participants are
available to address
any errors when
running the process
(General Accounting
Manager, Accounts
Payable Manager,
Purchasing Manager,
and any other relevant
individuals).
Process Stage: July 1 to July 2

This table describes the key tasks that participants perform at the process stage.
Budget Manager (Sally) Department End Users Purchasing Manager Accounts Payable General Accounting
(Brett) Manager (Mike) Manager (Savanah)
Receive confirmation from Ensure that no new Ensure that no new Ensure that no new Run the Create Uninvoiced
Mike that all accounts transactions (purchase purchase requisitions are accounts payable invoices Receipt Accrual process to
payable invoices that requisitions, change orders, entered, no new change that will be matched to a record an accrual journal
have been matched to a invoices) are submitted orders are created, and no purchase order are entered entry for all purchase
purchase order and receipt until communication from new receipts of goods or or paid. order expenses that have
have been paid. Sally is received. services are created. been received but not yet
Available to answer any invoiced.
Receive confirmation from Available to answer any questions or address any
Savannah that the Create questions or address any transaction issues that may
100
Uninvoiced Receipt Accrual transaction issues that may be found while running the Review output of the
process has completed be found while running the process. Create Uninvoiced Receipt
successfully. process. Accrual process and
communicating successful
Receive confirmation from completion of the process
purchasing that there to Sally.
are no pending change
orders or active purchase Run and reviewing the
requisitions. Create Accounting process
for Receipt Accounting and
Run the Carry Forward posting the activity to the
Purchase Order Budgetary General Ledger.
Control Balances process
in Draft mode, review the Available to answer any
output of the process, questions or address any
and request corrections transaction issues that may
for any errors identified. be found while running the
Corrections that required process.
could include canceling or
completing any pending
change orders or canceling
or paying any pending
project accounts payable
invoices.
Receive confirmation
from the City Manager to
approve processing the
budget adjustment based
upon the output of the
initial process run in Draft
mode.
Once all errors identified

are corrected on July 2 and
after business hours to
not disturb any in progress
transactions, Sally runs the
process in final mode with
the parameters of option
B as City of Sunshine
does not require Council
approval for the budget
adjustment related to the
encumbrances carried
forward to the following
fiscal year.
Notify end users that the

Carry Forward Purchase
Order Budgetary Control
Balances has successfully
completed.
Notify end users that they

may now submit invoices
for the new fiscal year on
the re-opened purchase
orders.
101
Run the Carry Forward Being available to answer

Purchase Order Budgetary any questions or address
Control Balances process any transaction issues
in the Draft mode, review that may be found while
the output of the process running the process.
and request corrections
for any errors identified.
Corrections could include
canceling or completing
any pending change orders
or canceling or paying any
pending project accounts
payable invoices.
Receive confirmation
from the City Manager to
approve processing the
budget adjustment based
upon the output of the
initial process run in the
Draft mode.
Once all identified errors

are corrected on July 2,
Sally runs the process
in final mode with the
parameters of option
B as City of Sunshine
does not require Council
fiscal year.
Notify end users that the

Carry Forward Purchase
Order Budgetary Control
Balances has successfully
completed.
Notify end users that they

may now submit invoices
for the new fiscal year on
the re-opened purchase
orders.
During testing, Budget Manager Sally runs the process in the Draft mode for one PO Charge account that has one
purchase order equal to $1,000 to consider the options for a budget adjustment that is available.
She reviews the output of the process and then compares these options as described in the table.
102
Options Keep funds Include budget Budget Budget Encumbrance- Encumbrance-

available for purchase Adjustment -Year Adjustment -Year Year 1 Year 2
unchanged in orders in the 1 2
the carry forward carryforward to
from year year
Option A Yes Yes -$1,000 $1,000 -$1,000 $1,000
Option B No Yes $0 $1,000 -$1,000 $1,000
Option C Yes No -$1,000 $0 -$1,000 $1,000
Option D No No $0 $0 -$1,000 $1,000
Completion Stage: July 3

This table describes the key tasks that participants perform at the completion stage.
Close the prior year Resume normal Resume normal Resume normal Continue to analyze Update the
budget period. transaction transaction transaction activity during the Expenditure Item Date
processing. processing. processing. normal fiscal year end for carry forwarded
close process. purchase orders, if
they are required
to be reported in
next fiscal year in
Project Portfolio
Management.
Create Budget
adjustments for the
projects-related
purchase orders.
Budget adjustments
might not be required
if the project control
budget uses a single
budget period across
fiscal years.
Continue to analyze
activity during the
normal fiscal year end
close process.
Year-End Carry Forward with Project Level Control: City

of Marquee
103
City of Marquee recognizes that the Carry Forward Purchase Order Budgetary Control Balances is a collaborative
process that crosses subject areas and incorporates this discussion into the year-end close planning.
These are important features for the city of Marquee.

• Fiscal year end date is June 30.
• Uses a two-way match in accounts payable and does not use receiving.
• Centralized accounts payable function.
• Doesn't accrue for uninvoiced receipt transactions at fiscal year-end, instead accounts payable accrual is based
upon invoices paid after year-end.
• Allows departments to submit accounts payable invoices that need to be accrued back to the prior fiscal year
until July 31.
• Budget ordinance requires the budget adjustment for carried forward purchase orders to be approved by City
Council as an agenda item.
• City of Marquee uses the Project Portfolio Management module but does not include Project transactions in
their Control Budgets. Budgetary reporting for projects exists in the Project Portfolio Management module.
Preparing for Purchase Order Carry Forward

In order to prepare for the PO Carryforward Process, City of Marquee begins planning the year end close process and
identifies the key participants in the process and the steps performed. From April 1 to April 30, the Year-End Close
committee meets to discuss deadlines and begin the planning process. The committee includes these members:
• Jennifer (General Accounting Manager)

• Richard (Budget Manager)
• Sarah (Purchasing Manager)
• Zoe (Accounts Payable Manager)
• Key Subject Matter Experts
These are the three key phases are identified in the process:
• Preparation stage: Stage where key tasks will be performed to get ready for the Carry Forward Purchase Order
Budgetary Control Balances process (60 days before fiscal year end to accounts payable accrual date).
• Process stage: Stage where key processes (Carry Forward Purchase Order Budgetary Control Balances) are run
(1-2 days after final accounts payable accrual process completion).
• Completion stage: Stage where any remaining tasks after successfully running the Carry Forward Purchase
Order Budgetary Control Balances process are completed (1 + days after process is run).
Preparation Stage - from May 1 to July 24

This table describes the key tasks for the preparation stage.
Budget Manager (Richard) Department Users Purchasing Manager Payables Manager (Zoe) General Accounting
(Sarah) Manager (Jennifer)
Establish the budget Identify purchase orders Close all purchase orders Ensure that all accounts Ensure that all due dates
calendars for the next fiscal that are no longer needed that have expired, closure payable invoices that will be are clearly communicated.
year. and request closure from has been requested by accrued back to the prior
purchasing staff. departments, or purchase year are entered with the
orders with small balances. accounting and budget
104
Load the next fiscal year Ensure that any pending dates in the June period or Establish the accounting
budget into Budgetary change orders are entered Ensure that all open closing fiscal year. calendar for the next fiscal
Control while the budget and approved. purchase requisitions are year.
periods are still Available converted to purchase Reconciling and closing the
for Budgeting. Verify Submit all accounts payable orders. accounts payable module Open the encumbrance
that Budget amounts are invoices that will be accrued for the June period. period for the next fiscal
Loaded Correctly. by to the prior fiscal year Complete or cancel all year.
timely. pending change orders on
Ensure that the June (from) purchase orders.
period and July (to) periods
are open in Budgetary Analyze purchase orders
Control. with Remaining Obligation
Balances on reports such
Unarchive the Budgetary as Purchase Order Control
Control Carry Forward Budget Balances Report
Sample Reports and included in the Budgetary
modifying the reports as Control Carry Forward
required and reviewing Sample Reports.
output.
Ensure that all key

participants are available
to address any errors
when running the process
(General Accounting
Manager, Accounts Payable
Manager, Purchasing
Manager, and any other
relevant individuals).
Test the Carry Forward

Purchase Order Budgetary
in a testing environment to
determine what parameters
will be selected when she is
ready to run the process in
Production.
Carry Forward Draft Run Comparisons

This table shows carrry forward draft run comparisons for various options.
Options Keep funds Include budget Budget Budget Encumbrance - Encumbrance -

available for purchase Adjustment - Year Adjustment - Year Year 1 Year 2
unchanged in orders in the 1 2
the carry forward carryforward to
from year year
Option A Yes Yes -$1000 $1000 -$1000 $1000
Option B No Yes $0 $1000 -$1000 $1000
Option C Yes No -$1000 $0 -$1000 $1000
Option D No No $0 $0 -$1000 $1000
105
To allow time for purchasing and accounts payable to process transactions, City of Marquee sets department user dates
one week before purchasing and accounts payable due dates.
If a department user identifies an invoice in July for services or goods received in July that will be matched to a
purchase order not yet carried forward, the user can select from the following options:
• Create a new purchase requisition that is added to a prior year purchase order with budget dates equal to
the new fiscal year. Once the purchase requisition is converted and added to the exiting purchase order, the
department user can submit the invoice to accounts payable for payment.
• User can wait until the Carry Forward Purchase Order Budgetary Control Balances process is complete to
submit the invoice to accounts payable for payment.
Process Stage - from August 1 – 2

This table describes the key tasks for the process stage.
Receive confirmation Ensure that no new Ensure that no new Ensure that no new Available to answer any
from Zoe that all accrued transactions (purchase purchase requisitions are accounts payable invoices questions or address any
accounts payable invoices requisitions, change entered, no new change that will be matched to a transaction issues that may
have been paid and the orders, invoices) are orders are created. purchase order are entered be found while running the
accounts payable period is submitted until receiving or paid. process.
closed. communication from Available to answer any
Richard. questions or address any Available to answer any
Receive confirmation from transaction issues that may questions or address any
purchasing that there be found while running the transaction issues that may
are no pending change process. be found while running the
orders or active purchase process.
requisitions.
Run the Carry Forward

Purchase Order Budgetary
in the Draft mode, review
the output of the process,
and request corrections
for any errors identified.
Corrections that required
could include canceling
or complete any pending
change orders or cancel or
pay any pending project
accounts payable invoices.
Once all errors identified

are corrected on August 1
and after business hours to
not disturb any in progress
transactions, Richard
runs the process in final
mode with the parameters
of option D as City of
Marquee requires Council
fiscal year.
106
Notify users that the Carry

Forward Purchase Order
has successfully completed.
Notify users that they may

now submit invoices for the
new fiscal year on the re-
opened purchase orders.
Completion Stage - from August 3

This table describes the key tasks for the completion stage.
Budget Manager (Richard) Department Users General Accounting Manager (Jennifer)

Purchasing Manager (Sarah)
Payables Manager (Zoe)
Close the prior year budget period. Resume normal transaction processing. Analyze activity during the normal fiscal year
end close process.
Prepare a budget adjustment for the purchase
orders that were carried forward to the next
fiscal year after approval is received from the
City Council.
107
108

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Oracle Fusion

Using Financials for the Public

Copyright © 2011, 2022, Oracle and/or its affiliates.

Author: Robyn Vallelonga

Get Help ................................................................................................................................ i

1 Introduction to Budgetary Control and Encumbrance Accounting 1

4 Source Budget Integration with Budgetary Control 67

5 Budget End Process 71

Control Budget Implementation ................................................................................................................................................ 71

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1 Introduction to Budgetary Control and

Overview of Budgetary Control and Encumbrance

Difference between Budgetary Control and Encumbrance

Real-time spending control Budgetary Control

General Ledger journals for requisitions Encumbrance Accounting

Deciding Between Budgetary Control and Encumbrance

Decision Point Budgetary Control Required? Encumbrance Accounting Required?

Do you want transaction amounts from Yes No

Do you want journals in General Ledger to No Yes

Decision Point Budgetary Control Required? Encumbrance Accounting Required?

Do you want to report from General Ledger No Yes

Do you want to report budget versus actual No No

• Budgetary Control only

Enabling Budgetary Control and Encumbrance

Here's how you enable it.

◦ Enable Budgetary Control

You need these enterprise structures for Budgetary Control.

Budget Chart of Accounts

a. Budget, categorized as initial and adjustment

Additional Budgetary Control Liquidation Validation

Example of Enabling Additional Impact to Budgetary Control Results with Validation

The table shows the control budgets.

Control Budget Start Budget Period End Budget Period

Office Supplies FY 2019 January 2019 December 2019

Office Supplies FY 2020 January 2020 December 2020

Transaction Budget Date System Date Impacted Control Budget

Purchase order 24-Dec-2019 24-Dec-2019 Office Supplies FY2019

Budget date on purchase order is used: • (-) Obligation • (-) Obligation

• Budget date: 24-DEC-2019 • Budget date: 24-DEC-2019

Secure Control Budget Definitions

Synchronize Hierarchy Maintenance

Budget to Summary Accounts in General Ledger

Ledger and Business Unit Options

• Control Budget Filter

Control Budget Filter

Budgetary Control Validation Failures

• Control Budget Filter setting is either Project or Ledger or projecti.

Default Date Rule

• system date is today

Default Date Rule Purchase Order Liquidation Budget Date

System date Today's date

Current transaction budget date 13-APR-15

Prior related transaction budget date 5-MAR-15

Example of Setting the Control Budget Filter