Defining Source Transaction Types

Source Transactions - Definition Page

KK_SOURCE_TRAN1

Specify the Commitment Control source transaction amount type, the related reference transaction type, their header and line records, and the key record for the reference transaction type.

Source Transactions - Fields Page

KK_SOURCE_TRAN2

Specify the source transaction header and line fields that the Budget Processor uses to perform budget checking and exception handling.

Source Transactions - Page Transfers Page

KK_SOURCE_TRAN3

Specify information about transfers between the originating source transaction pages and the budget exception handling pages.

The values entered on this page allow for push-button transfer of information between the source transaction type's entry, inquiry, and adjustment pages and budget exception handling pages. These values indicate where the results of budget-checked transactions are transferred.

Source Transactions - Selection Criteria Page

KK_SOURCE_TRAN4

Specify field name and field value criteria for selecting source transactions for budget-checking.

Source Transactions - Status Fields Page

KK_SOURCE_TRAN5

Specify source transaction header fields to update with budget-checking results.

Source Transactions - Referenced Record Keys Page

KK_SOURCE_TRAN6

Link identical key fields whose object names are different in the source transaction than they are in the reference transaction. Use this page when, for example, the name of a key field for purchase orders is different from the name of the same key field for referenced requisitions.

Source Transactions - Page Events Page

KK_SOURCE_TRAN7

Specify system data that enables exception handling and budget inquiry to display budget-checking results and source transaction information. Page events use common components and dynamic programs for exception handling.

You can also define up to two source header fields that can be used as criteria filters in the activity log inquiry.

Source Transactions - Options Page

KK_SOURCE_TRAN8

Define budget-checking options for the source transaction type. Your choices override the Commitment Control options that you defined for control budget definitions, control ChartFields, and control budget attributes.

Commitment Control Amount Type

Determines which Commitment Control ledger is updated by the source transaction. It can be one of the following:

• Actuals and Recognized: Actual amount of the expenditure or the recognized revenue. Transactions update the expense or recognized ledger, depending on the ledger group.

• Actuals, Recognize and Collect: Amount of revenue booked and collected.

• Budget: Amount of revenue budgeted.

• Collected Revenue: Amount of revenue collected.

• Dynamic: You specify the amount type when you enter the transaction. Applies to General Ledger journals.

• Encumbrance: Amount of the funds that you are legally obligated to spend when you create a transaction, such as a contract or a purchase order. Not an actual transaction.

• Planned: Amount that you plan to spend. This amount is only an estimate and not an actual transaction. You can also use it to record third-party source transactions that precede pre-encumbrance documents. The latter usage requires configuring an existing source transaction type or defining a new one.

• Pre-Encumbrance: Amount that records the funds that you intend to expend but are not legally obligated to expend. This occurs, for example, when you create a requisition. It is not an actual transaction.

  Note: With the exception of source transaction types that have been assigned the Dynamic amount type, a source transaction type always updates the Commitment Control ledger indicated by the Commitment Control amount type defined here. An accounts payable voucher, for example, updates the expense or recognized and collected ledgers, if the Commitment Control amount type defined for it is (as it should be) Actuals, Recognized and Collected.

Referenced Source Transaction

The transaction type that is reversed, in full or in part, when the transaction type defined on this page is processed.

For example, an encumbrance transaction (such as a purchase order) usually reverses a related pre-encumbrance (such as a purchase requisition). The amount of the pre-encumbrance's value that would be reversed when the encumbrance is processed depends on whether or not you use quantity or amount-based liquidation. Quantity based liquidation is enabled in the purchasing definition, and specified on the distribution.

Header Record and Line Record

The Budget Processor uses these to select and process data for the source transaction type. The header and line records determine the prompts on the Fields page.

Update Header Record and Update Line Record

The Budget Processor updates the status fields on these records with the results of budget checking.

Referenced Record Key Record

The record that contains the key fields that link the source transaction to the record that contains the referenced source transaction. For example, for a source transaction type of Voucher, the DISTRIB_LINE record contains the key fields that link vouchers to the purchase orders stored in the PO_LINE_DISTRIB record.

The Referenced Record Key Record field field value is usually the same as the Update Line Record field value, but the Referenced Record Key Record field could point to a sibling table instead (for example, if you require requisitions for some purchase orders, but not for others).

The referenced record key record entered here determines the Source Transaction Field Names that prompt on the Referenced Record Keys page.

Source TAO Record

The temporary table used in the budget processor application engine program to store the source header and line data.

KK Source Header Record

This table stores the KK Source Header data that is specific to the source product. The record structure maintains the same key structure as the product header record which provides a better access path to the product information.

Order By

The field that the Budget Processor uses to control the order (ascending) in which source documents are processed. If no Order By field is specified, the transactions are processed in the order of the fields defined as key fields on the "Header Record" which is specified on the "Definition" tab.

For example for AP_VOUCHER, the key fields on VOUCHER are BUSINESS_UNIT and VOUCHER_ID. If you do not specify a value in the "Order By" field, the Budget Processor orders by BUSINESS_UNIT and VOUCHER_ID.

Statistical Amount

The field that represents the transaction's quantity, as opposed to amount. This is used to calculate the amount to liquidate from the referenced transaction if quantity-based liquidation is used. If no statistical amount field is specified, monetary amount-based liquidation is used regardless of other option settings.

Closed Status

The field on the line record that defines whether the transaction is open or closed. When a transaction is closed, the Budget Processor liquidates all of its remaining unliquidated Commitment Control ledger amounts.

Closed Value

Closed Status field value that indicates the transaction has been closed.

Effective Date Lookup

This is the effective date field that is used to determine the effective date of the budget definition.

Quantity

Field used for statistical budgeting.

Page Transfer Identifier

Indicates the type of page to transfer to. The available types include:

• To Exception Header: Exception handling header page specific to the source transaction.

• To Exception Header SearchBox: Search dialog for the exception handling header page specific to the source transaction.

• To Source Adjustment: Page where source transactions are corrected.

• To Source Adjustment 2: Additional page where transactions are corrected.

• To Source Entry: Page where the source transactions are entered.

• To Source Entry 2: Additional page where transactions are entered.

• To Source Inquiry: Page to inquire upon a source transaction.

• To Source Inquiry 2: Additional page to inquire upon a source transaction.

Search Keys 01 through Search Key 10

Search keys to be used in the PeopleCode Transfer function. These prompt off of the fields available in the Source Transactions record (KK_SOURCE_TRAN).

Source Header View

Links the source transaction header data with the Budget Processor header data.

Source Header ID Field Name

Represents the source transaction document for display purposes.

Source Header ID Label

Label for the Source Header ID field. For display purposes.

Source Lines View

Links the source transaction line data with Budget Processor line data.

Source Line # Prompt View

Used as % editable for the line field on the source transaction's Line Exceptions page.

Source Line # Field Name

Highest level line number field for the source transaction type.

Source Exception Line View

Links the source transaction line data with Budget Processor line data and budget exception data.

Source Drill Down Page

Displays source transaction line drill down page.

Message Number

Message catalog number for the displayed name for the source transaction line drill-down. System data ranges from #1022 to #1038 for the 17 source transaction types.

Message Set Number

Message catalog set for the drill-down page's displayed title (auto-defaulted to 18021).

Commitment Control Option

Select the degree of budgetary control:

• Control: Transactions that cause budget exceptions generate errors or warnings.

• Control Initial Document: Control expenditures against the initial document only.

  Transactions are stopped and error messages issued only if budget constraints would be exceeded when the initial document is processed. Transactions that pass budget checking on the initial document, such as a purchase requisition, are automatically passed on all subsequent documents, such as a purchase order or payment voucher, even if budget constraints are exceeded at the time they are processed.

• Default from Higher Level: Commitment Control is set to default from a higher level, such as the budget attributes, control ChartField, or control budget definition level.

• Track w/o Budget (Tracking without Budget): Track transactions even if there is no budget set up. If a budget row exists and there are exceptions, issue warnings. Also Track.

• Tracking w/ Budget (Tracking with Budget): Track transaction amounts against a budget but do not issue error exceptions unless there is no corresponding budget row. Pass if budget row exists, even for a zero amount, but issue warnings for exceptions.

Override Budg Checking Option (override budget checking option)

• Allow Override: Select to allow users with override security access to pass a transaction manually if it failed budget checking.

• Auto Override Select to allow the system to automatically override budget checking errors (overridable type) for this source transaction.

• Do not Allow Override: Select to make this transaction type inaccessible to any budget or transaction override. This is only effective if the override event is inactive within commitment control security.

See Understanding Exception Handling and Notification

Update Transaction Log

Select a value to determine whether the source transaction type updates the Commitment Control Transaction Log (KK_TRANS_LOG).

The Commitment Control Transaction Log provides the ability to track historical budget-checking activity at the untranslated document level. This table records all successful budget-checking transactions sequentially, including reversal entries. For example, if you budget check a purchase order with Fund 100 and then change the Fund to 200 and re-budget-check the purchase order, you can use the Commitment Control Transaction Log to see this history. Each time you budget-check a transaction, a sequence number on the record increments by 1.

You can use the Commitment Control Transaction Log table in conjunction with data in the KK_SOURCE_HDR table, the KK_SOURCE_LN table, and the KK_ACTIVITY_LOG table to research historical activity, reconcile discrepancies, and attest to the accuracy of accounting data maintained within the Commitment Control ledgers.

Skip Budget Processor Edits

Select one of these values to determine whether source transaction lines that have a budget line status of V or W coming into the budget checking process undergo budget attribute edit and budget checking routines. These are the monetary and budget attributes related edits. Configuration related edits, such as edits for ChartFields not in the tree or budget definition not found continue to be logged.

• Do not re-edit valid lines

  Note: When selecting this option, the warning exception on this line is not overwritten. For example, if you receive the warning “Override the error of Budget Date is out of bounds” when running the budget check process against the transaction, the valid lines are skipped by the budget check process. In addition, the warning exception continues to exist in the override history table.

• Re-edit valid lines

As Purchasing and Expenses are the only products that manage the budget line status field on documents, this option is displayed for only the Source Transaction Definitions listed below:

• PO_POENC

• PO_POENCNP

• REQ_PREENC

For all other definitions, the field is not available on the page and the systems defaults to Re-edit valid lines.

If the ChartFields, amounts, or dates associated with a source line are changed, the budget line status is changed to N so that the line is rechecked.