Appendix B – Commitment Control Budget and Cash Checking Exceptions (20.3)

Accounts Payable (AP)

Budget

• AP vouchers must be in approved status in order to budget check
• If there are insufficient appropriations available, then a budget checking exception will be issued

• Change source transaction (includes amount and/or ChartFields);
• Adjust budget allotment(s) in KK Module (includes amount and/or ChartFields);
• Cancel / Delete transaction; or
• Request Override (extraordinary instances).

• Review the KK Voucher Exception Page
• Accounts Payable WorkCenter
• Budgets Overview
• Budget and Cash Checking Exceptions/Warnings Report 

Cash

• AP vouchers must be posted and selected for payment and will Cash Check during the AP Pay Cycle processing
• If the payment will result in a negative spendable cash balance, then a cash checking exception will be issued for that payment

• Increase the spendable cash balance, i.e.  perform a disinvestment transaction using the investment activity page, post  verified/approved deposits, or perform an expenditure move;
• Close AP Voucher transaction; or
• Request Override (extraordinary instances).

• AP Payment Cash Checking Exceptions Page
• Budgets Overview
• Budget and Cash Checking Exceptions/Warnings Report

Accounts Receivable (AR)

Budget

• Deposits must be in verified status in order to budget check
• Deposits will always pass budget check

• N/A

• N/A

Cash

• AR Direct and AR Item Deposits will be cash checked after deposits have been verified
• The cash checking process will update the spendable cash balance as per the amount of the verified deposit
• AR Direct Deposits can render a cash checking exception in the following circumstances:
  • Debit deposit adjustment or returned item/debit memo that exceeds the spendable cash balance

• Update Chart of Account (COA) values based on the review of Trust Fund Cash Balance and Activity Report;
• Increase the spendable cash balance, i.e., perform a disinvestment transaction using the investment activity page, post verified/approved deposits, or perform an expenditure move;
• Process IU transaction (includes amount and/or ChartFields), or
• Request Override (extraordinary instances).

• Review KK Direct Journal Exception Page
• Review KK Revenue Estimates, Exception Page
• Receivables WorkCenter
• Budgets Overview
• Budget and Cash Checking Exceptions/Warnings Report
• Trust Fund Cash Balance and Activity Report

Purchase Order (PO)

Budget

• Encumbrance must be in approved status in order to budget check
• If there are insufficient appropriations available, then a budget checking exception will be issued

• Change source transaction (includes amount and/or ChartFields);
• Adjust budget allotment(s) in KK Module (includes amount and/or ChartFields);
• Cancel / Delete transaction; or
• Request Override (extraordinary instances).

• Review KK Purchase Order Transaction Exception Page
• Review the KK Receipt Accrual Expense Exception Page
• Review the KK Receipt Accrual Encumbrance Exception Page
• Budgets Overview
• Budget and Cash Checking Exceptions/Warnings Report

Cash

• The PO module does not have any cash impacts, as the purchase order only consumes budget, therefore no cash exceptions will be rendered from PO transactions.

N/A

N/A

General Ledger (GL)

Budget & Cash

• GL journals must be in approved status in order to budget and cash check
• Budget and Cash checking will occur at the same time
• If there are insufficient appropriations available or insufficient spendable cash, then an exception will be issued

Appropriations

• Change source transaction (includes amount and/or ChartFields);
• Adjust budget allotments in the KK Module (includes amount and/or ChartFields);
• Update the GL Journal by changing the amount of the journal or ChartField string;
• Cancel / Delete the GL Journal; or
• Request Override (extraordinary instances)

Cash

• Change source transaction (includes amount and/or ChartFields);
• Increase the spendable cash balance, i.e.  perform a disinvestment transaction using the investment activity page, post  verified/approved deposits, or perform an expenditure move;
• Request Override (extraordinary instances)

• General Ledger WorkCenter
• Review Journals Exception Page
• Budgets Overview
• Budget and Cash Checking Exceptions/Warnings Report

Inter/IntraUnit (IU)

Budget & Cash

• IU journals must be in approved status in order to budget and cash check
• Budget and Cash checking will occur at the same time
• If there are insufficient appropriations available or insufficient spendable cash, then an exception will be issued

Appropriations

• Change source transaction (includes amount and/or ChartFields);
• Adjust budget allotments in the KK Module (includes amount and/or ChartFields);
• Update the GL Journal by changing the amount of the journal or ChartField string;
• Cancel / Delete the GL Journal; or
• Request Override (extraordinary instances)

Cash

• Change source transaction (includes amount and/or ChartFields);
• Increase the spendable cash balance, i.e.  perform a disinvestment transaction using the investment activity page, post  verified/approved deposits, or perform an expenditure move;
• Request Override (extraordinary instances)

• IU WorkCenter
• Review IU Exception Page
• Budgets Overview
• Budget and Cash Checking Exceptions/Warnings Report