Contents of the Compute Over Budget Transactions Screen
Use the fields and options to configure the Compute Over Budget Transactions screen.
Identification
Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.
You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options, if there are any, are also included in the saved parameter ID. You can change any of the associated selection defaults as necessary.
| Field | Description |
|---|---|
| Parameter ID |
Enter, or click
When you save your record, all the selections made on the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query. You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display on the screen, you can override the defaults. |
| Description |
Enter, or click
|
to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made on the screen, such as PERIOD or QUARTERLY.
Selection Ranges
Projects
Use the fields in this group box to limit the over budget calculation to a group of specific projects.
| Field | Description |
|---|---|
| Option |
Use this drop-down list to select the range of projects you want to calculate. Valid options are:
The default for this field is All. |
| Start |
The value entered in this field varies depending on the range that you have selected. If you selected All projects, this field is inactive. If you selected One, enter the project in this field. If you selected a Range of projects, enter the starting project in this field. If you selected From Beginning, this field is inactive. If you selected To End, enter that project in this field. Click
|
| End |
The value entered in this field varies depending on the range that you have selected. If you selected All projects, this field is inactive. If you selected One, this field is inactive. If you selected a Range of projects, enter the ending project in this field. If you selected From Beginning, enter that project in this field. If you selected To End, this field is inactive. Click
|
to select values from the appropriate table.
Fiscal Year
| Field | Description |
|---|---|
| Option |
This field always displays One. |
| Start |
Enter, or click
|
Options
Use this group box to select the sorting order of the report.
| Field | Description |
|---|---|
| Set Items On Over Budget Status |
Select this check box to automatically set any over budget transactions with an over budget flag in the transaction entry screens. This flag is located in the header of the transaction screen and prevents the transaction from being posted. When you execute the this screen, an exceptions report, detailing the over budget transactions, is printed. After increasing any budget ceilings or modifying the project/account combination in the transaction screen, you can re-run this screen to remove the flag. You can also remove the flag manually. Any transactions that are still marked as over budget are not posted and are moved to the next available period when the current period is closed. If you do not select this check box, an exceptions report is still printed and you can continue to modify the charge points. If you add the flag manually, there is no automatic mechanism in place to prevent transactions that are still over budget from being posted. In summary, the exceptions report alerts you to the over budget transactions but the Over Budget flag prevents the transaction from being posted. |
| Set Timesheets on Over Budget Status |
Select this check box to update the timesheet header and set the timesheet on hold. |
| Approve Released Requisitions |
Select this check box to approve requisitions that have been released by the over budget calculation. This check box is enabled only if you have selected the Over Budget Validation check box on the Configure Purchase Requisition Settings screen. |
Select Sort Order
Use these options, along with the Select Journal Processing Order group box, to control the order in which transactions are sorted on the exceptions report and evaluated for over budget status.
| Field | Description |
|---|---|
| Date/Journal Type/Amount |
Select this option if you want each of the transactions to be evaluated by date first, followed by journal type and amount. |
| Journal Type/Date/Amount |
Select this option if you want each of the transactions to be evaluated by journal type first, followed by date and amount. |
Select Journal Processing Order
Use this group box, along with the Select Sort Order group box, to control the order in which transactions are sorted on the exceptions report and evaluated for over budget status. Six journals are available for sorting and evaluating: Cash Receipts, AP Vouchers, Journal Entries, Requisitions, Timesheets, and Travel Vouchers.
| Field | Description |
|---|---|
| Process |
Click the arrow to the right of
|
and use the drop-down list to make a selection: