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This article provides information that helps configure budget control to optimize management of your organization's financial resources.
Enhanced calculation parameter for budget funds available
The Only track amounts in the budget funds available calculation parameter lets you track the underlying budget control tables for document types and states, based on the settings on the Define budget control parameters page.
Some budget control configuration options must have specific settings for this parameter to work correctly. Those options are selected or cleared on the Budget funds available tab of the Define budget control parameters page. The following table shows the settings that are required for the Only track amounts in the budget funds available calculation parameter.
| If this option is selected | This option must also be selected |
|---|---|
| Budget reservations for preencumbrances | Budget reservations for encumbrances and Actual expenditures |
| Budget reservations for encumbrances | Actual expenditures |
| Budget reservations for encumbrances with Purchase requisition type documents | Budget reservations for preencumbrances |
This parameter affects only new documents and new budget control configurations during activation. Amounts for existing documents continue to be tracked and shown in the budget control statistics inquiry until a budget funds available setting is changed and the new budget control configuration is activated. At that point, budget tracking data is removed for documents that were removed from the budget funds available calculation. If you try to activate new budget control configuration that doesn't align with the requirements defined in the table above, an error message appears.
We recommend that you leave the Unposted actual expenditures option cleared. If it's selected, a time-consuming budget control calculation is done on unposted documents, such as pending vendor invoices.
To prevent incorrect setup on the Document and journals tab in the Budget control configuration that could lead to the inaccurate budget tracking, the following specific configuration options must be applied:
| If this option is selected to include on Documents and journals tab | Select this option on the Budget funds available tab | This option is optional on the Budget funds available tab |
|---|---|---|
| Purchase order (header or line entry) | Budget reservations for encumbrances | Budget reservations for unconfirmed encumbrances and Reduction to Budget reservations for unconfirmed encumbrances |
| Purchase requisition (header or line entry) | Budget reservations for preencumbrances | Budget reservations for unconfirmed preencumbrances |
| General budget reservation (header or line entry) | Budget reservations for encumbrances | Budget reservations for unconfirmed encumbrances and Reduction to Budget reservations for unconfirmed encumbrances |
In addition, to ensure that spending is properly tracked and controlled throughout the procurement and financial process, some Budget control transaction types cannot be turned off when related processes or features are active. If user attempts to change these settings, the system displays a warning.
| When warning appears | Reason for warning |
|---|---|
| When user tries to turn off budget checks for Vendor invoices while Purchase orders are enabled or Budget reservations are enabled | Vendor invoice budget tracking must remain active to properly reduce commitments created by purchase orders or reservations |
| When user tries to turn off budget checks for Purchase orders while Purchase requisitions are enabled or Commitments are enabled or Budget reservations for purchase orders are enabled | Purchase order budget tracking must remain active to relieve pre-commitments created by requisitions or commitments |
| When French regulatory features are enabled | French compliance rules require purchase requisitions to remain active for proper budget control |
| When the Budget reservation functionality is not enabled | If the feature is turned off, this setting cannot be changed because its functionality is unavailable. |