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Appendix B - Commitment Control Budget and Cash Checking Exceptions
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Appendix B - Commitment Control Budget and Cash Checking Exceptions

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Article summary

The Budget Check process looks at the budget stored in the KK ledger(s) and makes one of the following determinations:

    • Passes Budget Check – If there are appropriations available, the transaction will pass Budget Check, entries are created in the appropriate KK budget/revenue ledger(s), available balances are impacted, and it will proceed with the source modules transaction lifecycle.
    • Fails Budget Check – If there are not sufficient appropriations available, the transaction will fail Budget Check, budget errors are issued, no entries are created, and there is no impact to available balances as the transaction has been stopped.

Budget Check errors continue to be systematically checked by Commitment Control until the budget errors have been resolved.  Once Budget Check errors are resolved the source modules transaction lifecycle proceeds and KK budget ledgers are updated.

The Cash Check process looks at the Spendable Cash ledger available balance and makes one of the following determinations:

    • Passes Cash Check – If there is spendable cash available, the transaction will pass Cash Check, entries are created in the Spendable Cash ledger, available spendable cash balance is impacted, and it will proceed with the source modules transaction lifecycle.
    • Fails Cash Check – If there is not sufficient spendable cash available , the transaction will fail Cash Check, cash errors are issued, no entries are created, and there is no impact to available spendable cash balance as the transaction has been stopped.

Cash Check errors continue to be systematically checked by Commitment Control until the cash errors have been resolved.  Once Cash Check errors are resolved the source modules transaction lifecycle proceeds and the Spendable Cash ledger is updated.

ModuleCriteriaError ResolutionError Identification
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 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/AN/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 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 Txn Exception Page
  • Review KK Receipt Accrual Expense Exception Page
  • Review 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/AN/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 is 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 KK Module (includes amount and/or ChartFields);
  • 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 KK Module (includes amount and/or ChartFields);
  • Cancel / Delete the IU 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
Commitment Control (KK)Budget
  • If there are insufficient appropriations available to record budget allotments, then a budget checking exception will be issued
  • Not applicable for revenue estimates
  • Change source transaction (includes amount and/or ChartFields); or
  • Cancel / Delete the Budget Journal
  • General Ledger WorkCenter (Budget Exceptions)
  • Review Budget Exceptions Page
  • Budgets Overview
  • Budget and Cash Checking Exceptions/Warnings Report
Cash
  • KK budget journals do not have any cash impacts, as it only records allotments and revenue estimates, therefore no cash exceptions will be rendered from KK budget journals
N/AN/A

Version History

DateRevision Description
11/19/2024
Original Version
05/02/2025Added more information regarding Budget Check and Cash Check process.
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