Cloud Oracle Financials · budgetary control, the budgetary control engine evaluates the...

Oracle FinancialsCloud

Using Financials for the PublicSector

19D

Oracle Financials CloudUsing Financials for the Public Sector

19DPart Number F22902-01Copyright © 2011, 2019, Oracle and/or its aliates. All rights reserved.

Author: Sanjay Mall, Anne Wong, Cynthia Bilbie, Cindy Brault, Jim Lau

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Contents

Preface i

1 Budgetary Control 1Setup ................................................................................................................................................................................................. 1

Import Budget Balances .............................................................................................................................................................. 8

Budgetary Control Validation on Transactions ..................................................................................................................... 13

Inquiry and Reporting ................................................................................................................................................................ 19

2 Encumbrance Accountng 35Enabling Encumbrance Accounting ........................................................................................................................................ 35

Budgetary Control and Encumbrance Accounting .............................................................................................................. 35


Preface

i

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Preface

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Chapter 1Budgetary Control

1

1 Budgetary Control

Setup

Enable

Enable Budgetary ControlYou can enable budgetary control for ledgers, business units assigned to a ledger, projects, transaction types, andjournal sources and categories. Certain options have critical implications for the way Oracle Fusion Budgetary Controlhandles your transactions.

There are these options to consider when enabling budgetary control:

• Control Budget Filter

• Fail Budgetary Control for Budget Dates Not in Valid Budget Date Range

• Default Date Rule

Control Budget FilterUse the Control Budget Filter option to determine how the budgetary control engine processes transactions.Transaction handling is based on one of the following options:

• Ledger only

• Project

• Ledger or project

When a ledger or business unit is enabled for budgetary control, the budgetary control engine evaluates thetransactions and the control budget lter value to determine which control budget to use for checking the fundsavailable balance.

Note: See the related topics for seing up the control budget lter.

Fail Budgetary Control for Budget Dates Not in Valid Budget Date RangeBudget dates can pass or fail budgetary control validation based on whether they're within the period range of controlbudgets that are past the dening stage and not permanently closed.

By default, Budgetary Control allows transactions with budget dates outside of control budget periods to passvalidation. Set the Fail budgetary control for budget dates not in valid budget date range option to Yes to fail thesetransactions during budgetary control validation.

Default Date RuleUse the Default Date Rule drop-down list to select the budget date for the budgetary control liquidation of a priorrelated or backing document. Options include:

• System date

• Current transaction budget date

• Prior related transaction budget date



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For example, when you match an invoice to a purchase order, the budget date for the liquidation of the purchaseorder is determined by the default date rule for the business unit. If the system date is today, the invoice budget dateis 13-APR-15, and the purchase order budget date is 5-MAR-15, the budget date of the purchase order liquidation isdetermined as illustrated in the following table:

Default Date Rule Purchase Order Liquidation Budget Date

System date

Today's date

Current transaction budget date

13-APR-15

Prior related transaction budget date

5-MAR-15

Example of Seing the Control Budget FilterThis example illustrates how to use the Control Budget Filter to determine how the budgetary control engineprocesses transactions associated with a ledger, project, or both. When a ledger or business unit is enabled forbudgetary control, the budgetary control engine evaluates the transactions to determine which control budget to usefor checking the funds available balance.

ScenarioYou have dened the following control budgets for VC (Vision City):

Control Budget Ledger Project Award

VC Ops

Vision City Operations

Any or no project on thetransaction

VC Ops Administration


No project on the transaction

VC Ops Park Swings


Park Swings

2016

VC Ops OOW Conference


OOW Conference

Any or no award assigned tothe project

AnalysisThese control budgets can only be dened when the Control Budget Filter assigned to the Vision City Operationsledger is the value as shown in the following table:



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Control Budget Ledger Only Project Ledger or Project

VC Ops

Yes

No

Yes

VC Ops Administration

No

Yes

Yes

VC Ops Park Swings

No

Yes

Yes

VC Ops OOW Conference

No

Yes

Yes

Resulting Applicable Control BudgetsWhen you enter a transaction, the budgetary control engine uses the ledger and project values to determine if anycontrol budgets are applicable, as shown in the following table:

TransactionNumber

Ledger Project Award VC Ops VC OpsAdministration

VC Ops ParkSwings

VC OpsOOWConference

101

Vision CityOperations

Yes

Yes

No

No

102


Park Swings

2016

Yes

No

Yes

No

103


OOWConference

Yes

No

No

Yes

104

Vision CityCapital

Park Swings

2016

No

No

No

No

105

Vision CityCapital

No

No

No

No

Budgetary Control and Encumbrance Accounting Enablement Diagnostic TestYou can review budgetary control and encumbrance accounting setup with the Budgetary Control and EncumbranceAccounting Enablement Diagnostic test.

You can generate the diagnostic report in the following manner.

1. Sign in as the application diagnostics administrator.2. Select Run Diagnostics Tests... under Troubleshooting from your user prole menu.3. Search for the test Budgetary Control and Encumbrance Accounting Enablement Diagnostic on the

Diagnostic Dashboard.



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4. Use the check box to select the diagnostic test and click Add to Run. A new row appears in the Choose Tests toRun and Supply Inputs section.

5. Click the warning icon under the Input Status column to open the Input Parameters window.6. Select the include check box icon for the Ledger Name and click OK.7. Verify that the warning icon changes to success under the Input Status column and click Run on the Choose

Tests to Run and Supply Inputs tool bar. Click OK to close the conrmation message.8. Click the refresh icon on the Diagnostic Test Run Status table until your request is complete.9. Click the View Test Results icon under the Report column to review the diagnostic report.

Budgetary Control Validation

Control BudgetsUse control budgets to check the spending against a ledger, project, or both, and apply validations during budgetarycontrol. You can specify the segments, budget periods, currency, control level and tolerance.

Establishing Budget BalancesYou can automatically load budget balances from the following sources:

• Oracle Planning and Budgeting Cloud

• Oracle Project Portfolio Management

• Third-party software using:

◦ External Data Integration Services for Oracle ERP Cloud for Budgetary Control

◦ Enter Budgets Spreadsheet upload

Note: Control budgets for a project are automatically created when you baseline a project budget in OracleProject Portfolio Management.

The source of the control budgets is called the source budget. The following table shows the dierent source budgettypes, the source budget, and how budgets are imported:

Source Budget Type Source Budget Import Method

Hyperion Planning

Based on the Source Budget Namedimension in the control budget targetapplication. For more information, see the TransferBudgets from Oracle Planning andBudgeting Cloud to Oracle ERP Cloud forBudgetary Control white paper.

Entered and imported from OraclePlanning and Budgeting Cloud.

Project Portfolio Management

Automatically created from a projectbudget.

Entered in Project Portfolio Managementand imported during the baseline of thebudget.

Other

Based on the source budget name fromthe third-party software.

Entered in a third-party software andimported using:

• Spreadsheet upload



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Source Budget Type Source Budget Import Method

• Cloud open interface

Control Budget Considered summary control budgets

Based on another control budget. The selected control budget is considereda source detail control budget. The sourcebudget type for the source detail controlbudget could be Hyperion Planning,Project Portfolio Management, or Other.

Automatically updated in the summarycontrol budgets when the budget balancesare imported to the source detail controlbudget.

No Budget Used to track transaction spending, notspending against budget amounts

N/A

N/A

Budgetary Control BalancesBudgetary control balances are stored and maintained for each control budget by budget period and control budgetaccount. Budgetary Control stores the following balances in the currency of the control budget:

• Budget balances

• Funds reservation balances

• Funds available balances

The control budget account is determined from the account combination and project information on the distribution ofa transaction.

Account HierarchiesIn Budgetary Control, account hierarchies or trees are used for controlling spending at summary account levels and forreporting. In General Ledger, they are used for reporting, allocations, and other processing setup. Trees can be sharedbetween General Ledger and Budgetary Control.

When a control budget segment includes trees, the budgetary control process identies the summary account value forthe segment from the tree version and tree label in the control budget. By default, a transaction fails budgetary controlwhen a summary account can't be identied. This failure occurs because the segment value of the transaction:

• Doesn't roll up to the correct labeled parent

• Doesn't exist in the tree

To bypass this validation, set a not in tree reserve account in the Transaction Value Not in Tree eld to record thesebalances.

Note: Before you can create a control budget with a tree, the tree must be:• Dened with tree labels• Activated• Audited• Flaened

Budgetary Control takes a copy of the tree when the control budget is put in use.



6

Tree: ExampleThe following table provides an example of a tree created for the Department segment:

Value Parent Label

All Parks

Top

North Side Parks

All Parks

Level1

South Side Parks

All Parks

Level1

Cedar Park

North Side Parks

Fir Park

North Side Parks

Glendale Park

South Side Parks

Burton Park

South Side Parks

The following table shows the possible department segment values based on the tree and label assigned to the controlbudget:

Department Tree Label = Top Department Tree Label = Level1 No Tree

All Parks

North Side Parks South Side Parks

Cedar Park Fir Park Glendale Park Burton Park

Funds available balances are maintained for each period in the control budget and control budget account. Sincebalances are maintained based on the budget periods and tree label assigned to the control budget, reporting andinquiry is available only at that level or above.

For example, if a control budget is set to control at Level1 for Department, you can report on All Parks, but not on CedarPark, Fir Park, Glendale Park or Burton Park. Similarly, if a control budget has a monthly calendar, the application willsummarize monthly balances into quarterly and yearly balances for reporting. However, if a control budget has anannual calendar, then monthly and quarterly balances are not available for that control budget.

Change Budgetary Control ValidationsThe status of the control budget determines the changes you can make to budgetary control validations, such as thecontrol level, tolerance, overrides, and supplemental rules.



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There are these points to consider when changing budgetary control validations:

• Control budget in use

• Control budget in a redening status

• Balance recalculations for tree changes

Changes to budgetary control validations will only aect new transactions; existing transactions won't be reprocessed.

Control Budget in UseWhen the control budget is in use, you can change the following:

• Budget manager

• Control level and tolerance

• Budget adjustment seings

• Rate type

Control Budget in a Redening StatusWhen the control budget is in a redening status, you can make the following changes:

• Extend the control budget ending period

• Update tree details and override seings

• Add, delete, enable and disable supplemental rules

To change your control budget from In use to a redening status and make changes, use the following steps:

1. Navigate to the Edit Control Budget page.2. From the Action menu, select Close and save.3. From the Action menu, select Redene.4. Make your changes to the control budget and save.5. Select Prepare for Use from the Action menu to change the control budget status back to In use.

Supplemental rules can't be edited in a redening status. To change a supplemental rule, you must disable or delete theexisting rule, and then add a new rule.

Note: When control budgets are closed or being redened, transactions applicable to the control budget willfail budgetary control.

Control Budget in the Permanently Closed StatusWhen the control budget is in the permanently closed status, the following applies to the control budget:

• the budget is not considered for budgetary control validations

• the budget can't be changed to the In Use status

• the budget can be used for reporting

Balance Recalculations for Tree ChangesIf you go through a reorganization and your tree changes, Budgetary Control can automatically recalculate yourbudgetary control balances.

To recalculate balances after you make changes to a tree in a control budget that is already in use, use the followingsteps:

1. Navigate to the Edit Control Budget page.



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2. From the Action menu, select Close and save.3. From the Action menu, select Redene.4. Update the tree details of the control budget segment, if needed and save. For example, update the tree label if

you want to use a dierent tree label to control your spending.5. Navigate to Scheduled Processes and select the Run Refresh Tree for Budgetary Control program for the tree

and tree version you updated. The data model copy of the hierarchy in Budgetary Control is refreshed.6. Navigate back to the control budget and select Prepare for Use from the Action menu to change the control

budget status back to In use. Your control budget will recalculate balances, if needed.

Budgetary Control won't resubmit transactions for funds reservation if these transactions were reserved prior to thereorganization. The recalculation of budgetary control balances could result in a negative fund balance.

Control Budget Validation Diagnostic TestYou can review and validate the complete control budget setup and its related setup objects in the Control BudgetValidation Diagnostic report.

You can generate the diagnostic report in the following manner:

1. Sign in as the application diagnostics administrator.2. Select Run Diagnostics Tests... under Troubleshooting from your user prole menu.3. Search for the test Control Budget Validation Diagnostic on the Diagnostic Dashboard.4. Use the check box to select the diagnostic test and click Add to Run. A new row appears in the Choose Tests to

Run and Supply Inputs section.5. Click the warning icon under the Input Status column to open the Input Parameters window.6. Select the include check box icon for the Control Budget, select a control budget, and click OK.7. Verify that the warning icon changes to success under the Input Status column and click Run on the Choose

Tests to Run and Supply Inputs tool bar. Click OK to close the conrmation message.8. Click the refresh icon on the Diagnostic Test Run Status table until your request is complete.9. Click the View Test Results icon under the Report column to review the diagnostic report.

10. Download the report and include it in the Service Request for support.

Import Budget Balances

Import Budget Amounts in Budgetary ControlUse the Import Budget Amounts process to load budget amounts from external sources for creating or revising budgetbalances in Oracle Cloud Budgetary Control. You can download a budget import spreadsheet template to prepare yourbudget data. The template contains an instruction sheet that guides you through the process of entering your budgetinformation.

Determine the following key aspects in preparing budget data before you generate the CSV le:

• Control Budgets

• Budget Segments and Segment Values

• Budget Periods

• Worksheet Format Preference

You can use the import process to load budget amounts using any one of the following interface tables:

• XCC_BUDGET_INTERFACE



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• XCC_BUDGET_MULTI_PERIOD_INT

The following gure describes the ow of importing budget amounts into Oracle Cloud Budgetary Control.

Third Party Application

ADF Desktop Integration

Spreadsheet

Budgetary ControlInterface Tables

Import Budget Amounts

Review Budget

Balances from

Budgetary Control

Dashboard

Errors for Correction

Prepare Data

Reports and Asset Inquiry

Populate

Yes

No

Correct the Errors

Verify

File-Based Data Import

To access the template, complete the following steps:

1. Navigate to the File-Based Data Import for Oracle Financials Cloud guide.2. In the Table of Contents, click File-Based Data Imports.3. Click Budgetary Control Budget Import.4. In the File Links section, click the link to the Excel template.



10

Follow these guidelines when preparing your data in the worksheet:

• Enter the required information for each column. Refer to the tool tips on each column header for detailedinstructions.

• Do not change the order of the columns in the template.

• You can hide or skip the columns you do not use, but do not delete them.

Seings That Aect The Budget Amounts Import ProcessThe Budget Import template contains an instructions tab, and two tabs that represent the interface tables that you canuse to upload budget data. The following table lists the tabs and their descriptions.

Spreadsheet Tab Description

Instructions and CSV Generation

Read instruction information about preparing and loading data, the format of the template,submiing the Import Budget Amounts process, and correcting import errors.

XCC_ BUDGET_ INTERFACE

Enter information about the budget that you are adding, such as the source budget type,source budget name, budget entry name, line number, amount, currency code, period name,UOM code, and the segments in which the budget data will be added.

XCC_ BUDGET_ MULTI_ PERIOD_INT

Enter information about the budget that you are adding, such as the source budget type,source budget name, budget entry name, line number, amount, currency code, period name,UOM code, and the segments to which the budget data will be added.

How Budget Amounts Import Data Is ProcessedTo process budget amounts, you must successfully load your data, and then submit the Import Budget Amountsprocess to import the data into the application tables and generate the CSV les.

Complete the following steps to load budget amounts for import:

1. Click the Generate CSV buon after populating the spreadsheet.2. Save the CSV and ZIP les in your local device.3. Specify the directory or rename the le. Do not rename the prex portion of the le name to avoid any import

errors.4. Navigate to the File Import and Export page, and click Upload. The Upload File dialog box appears.5. On the Upload File dialog box, select the ZIP le and specify the account n//budgetaryControl/import.6. Navigate to the Scheduled Processes work area and submit the Load Interface File for Import process.7. Select Import Budget Amounts as the Import Process, and specify the ZIP le that you uploaded.8. Review the log and output les of the Load Files to Interface process to ensure that all rows are successfully

loaded.

Complete the following steps to submit the Import Budget Amounts process:

1. Navigate to the Scheduled Processes work area.2. Search for the Import Budget Amounts process. Ensure that the runtime parameters, as listed in the following

table, are accurate:



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Parameter Description

Source Budget Type Must match the Source Budget Type column in the template.

Source Budget Name Must match the Source Budget Name column in the template.

Budget Import Name Must match the Budget Import Name column in the template.

Import Mode Select any of the following import modes:

◦ Overwrite: For template amounts based on the originally established or revisedbudget amounts.

◦ Increment: For template amounts based on the budget revision amounts.

◦ Fail: To ensure that any existing budget amounts are not overwrien by theequivalent rows in the template.

3. Click Submit.4. If the process succeeds, you can view the imported budget amounts on the Review Budget Balances page from

the Budgetary Control dashboard.5. If the Import Budget Amounts process ends in error or warning, review the log le for details about the rows

that caused the failure.

Complete the following steps to correct import errors:

1. Prepare the budget amounts data in the spreadsheet again.2. Correct the corresponding rows in the appropriate worksheet of the template.3. Load the budget amounts for import again.4. Submit the Import Budget Amounts process again.5. Repeat these steps until all rows are imported successfully and the budget amounts are loaded into the

application.

Import Budget Data from a SpreadsheetYou can use the Create Budgets spreadsheet to enter, load, and correct budget data. To open the spreadsheet, navigateto the General Accounting Dashboard and select the Create Budgets in Spreadsheet task.

Budget ImportThe spreadsheet uses the Oracle ADF desktop integration add-in for Excel, which is the same add-in used by the CreateJournals spreadsheet. The spreadsheet uses an interface table called GL_BUDGET_INTERFACE and requires the BudgetEntry role. The budget import uses the Accounting Scenario value set for the budget being loaded. The Run Name isused as an identier for the imported data set.

The spreadsheet budget import:

• Supports multiple ledgers but a single chart of accounts instance

• Allows multiple calendars and periods

• Supports entered currencies in addition to the ledger currency



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• Contains user-friendly lists of values

• Performs most validations on the worksheet

• Secures values by data access sets

Note: The spreadsheet includes a Row Status column that shows if the rows upload successfully or witherrors. Use the spreadsheet where the data was entered to enter the corrections.

Budget Import Results ReportThis topic includes details about the Budget Import Results Report.

OverviewThe Budget Import Results Report states the overall import result, and provides a statistical summary of control budgetsinto which the budget data is successfully imported, or provides the detailed errors if the import fails.

This report does not list the resulting budget balances after the budget import. You obtain this information from thebudgetary control analysis reports or the Budgetary Control Dashboard.

The following gure is an example of the report.

Key InsightsThe Budget Import Results Report is automatically submied by the Import Budget Amounts or Import Budgets fromSpreadsheet process. Access the Budget Import Results Report from the output le of the Budget Import Results Reportprocess.

Alternatively, you can directly access this report without locating the Budget Import Results Report process run. Thisalternative access method is helpful when your process run history is purged.



13

Report ParametersWhen running the Budget Import Results Report directly, provide either the combination of source budget type, sourcebudget, and budget import name, or only the request ID of the budget import process. The import mode is optional.

The following table describes the process parameters:

Name Description

Source Budget Type

Source budget type from which budget amounts are to be imported.

Source Budget Name

Source budget from which budget amounts are to be imported.

Budget Import Name

A user-specied tag on the budget import data to identify data in an import process run.

Import Mode

The indicator for the budget import process to interpret the budget amounts to be imported asthe budget revision amount or the nal budget amount.

Request ID

The process request identier of the Import Budget Amounts or Import Budget fromSpreadsheet process.

Frequently Asked QuestionsThe following table lists frequently asked questions about the Budget Import Results Report.

FAQ Answer

How do I nd this report?

In the Scheduled Processes work area on the Navigator menu, identify the Budget ImportResults Report process launched by the Import Budget Amounts or Import Budgets fromSpreadsheet process. The Budget Import Results Report is accessed from the output of thisprocess.

Who uses this report?

Budget Manager, typically the person who submits the Import Budget Amounts or ImportBudgets from Spreadsheet process.

When do I use this report?

Use this report to verify the results of the budget import process, whether to identify the failureor to verify the statistical summary of the successful import run.

What type of report is this?

Oracle Business Intelligence Publisher

Budgetary Control Validation on Transactions



14

How You Determine Applicable Control BudgetsBudgetary Control determines the applicable control budgets based on whether you're controlling costs by ledger,project, or both.

Seings That Aect Applicable Control BudgetsUse the following seings of the Control Budget Filter to indicate how you're controlling costs:

• Ledger only

• Project

• Ledger or project

Note: Control budgets for a project are created automatically when you baseline a project budget in OracleFusion Project Portfolio Management (PPM). PPM puts the control budget in use, populates the budgetbalances, and opens the budget period statuses.

How Applicable Control Budgets Are DeterminedWhen you set the Control Budget Filter to Ledger only, the Budgetary Control process matches the following twoaributes on a transaction to determine the applicable control budgets:

• Ledger

• Budget Date: Compares the budget date of the transaction to the from and to periods in the control budget.

When you set the Control Budget Filter to Project or Ledger or project, the Budgetary Control process matches thefollowing aributes on a transaction to determine the applicable control budgets:

• Ledger

• Project

• Budget Date: Compares the budget date of the transaction to the from and to periods in the control budget.

Controlling Costs by LedgerThe following example illustrates how the ledger and budget date of a transaction determine the applicable controlbudgets when you're controlling costs by ledger.

Assume the following control budgets:

Control Budget Ledger Start Period End Period

Operations Budget

Vision City

FY2015

FY2015

Capital Budget

Vision Capital

FY2015

FY2020

Parks Budget

Vision City

March 2015

October 2015

When transactions are entered, the budgetary control engine determines if the control budgets are applicable as shownbelow:



15

TransactionNumber

Ledger Budget Date OperationsBudget

Capital Budget Parks Budget

101

Any ledger value

01-JAN-2014

No

No

No

102

Vision City

19-JAN-2015

Yes

No

No

103

Vision Capital

19-JAN-2015

No

Yes

No

104

Vision City

04-MAR-2015

Yes

No

Yes

105

Vision SpecialProjects

Any date

No

No

No

Controlling Costs by ProjectThe following example illustrates how the ledger, project values and budget date of a transaction determine theapplicable control budgets when you're controlling by project.

Assume you're controlling by project, but you also want to control some non-project costs. You have set the ControlBudget Filter to Ledger or project, and entered the following control budgets:

Control Budget Ledger Project Award

HQ Oce Move

Vision City

HQ Oce Move

Any or no award assigned tothe project

Roadways

Vision City

Roadways

2016

Operations Budget

Vision City

Any or no project on thetransaction

Mayor Oce Budget

Vision City

No project on the transaction

In this example, the HQ Oce Move and Roadways control budgets are created by PPM.

When transactions are entered, the budgetary control engine determines if the control budgets are applicable as shownbelow:



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TransactionNumber

Ledger Project Award HQ OceMove

Roadways OperationsBudget

MayorOceBudget

201

Vision City

HQ OceMove

Yes

No

Yes

No

202

Vision City

Telco

No

No

Yes

No

203

VisionCapital

Telco

No

No

No

No

204

Vision City

No

No

Yes

Yes

205

Vision City

Roadways

2016

No

Yes

Yes

No

Budgetary Control Validation OptionsDetermine how a transaction is controlled during budgetary control validation using the validation options for controlbudgets. Set up the following options:

• Control level:

◦ Absolute: Stops transaction processing if there are insucient funds after the tolerance.

◦ Advisory: Provides a warning if there are insucient funds after the tolerance.

◦ Track: Provides no notications or warnings about insucient funds. This control level is used to reporton funds consumption with no impact on the transaction lifecycle.

◦ None: Provides no budgetary control validation. Funds are not reserved and transactions are not tracked.This control level is often used with supplemental rules.

• Tolerance: The acceptable amount or percentage over the budget amount. A warning appears when thetolerance is exceeded.

• Override: An option to continue if budgetary control fails due to insucient funds based on funds available byperiod and account, or because the budget period is closed.

• Supplemental rules: Exceptions to the control level and tolerance seings.

Supplemental RulesSupplemental rules create exceptions to the control level and tolerance seings dened in the control budget header.When multiple supplemental rules apply, the highest control level and the lowest tolerance amount or percentage areused.

You can dene supplemental rules using the following aributes:

• Business unit

◦ If you enter a business unit, this rule won't apply to transactions that don't have a business unit, such asjournal entries



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• Control budget segment values

• Additional segment values

◦ You can specify any chart of accounts segment that's not a control budget segment

◦ If control budgets are created from Projects, you can specify any project aributes that are not a controlbudget segment

• Transaction aributes

◦ Business function: All, Requisitioning, Procurement, Receiving, Payables invoicing, Project accounting,and Journal entry

◦ Journal source: Journal sources dened in GL, All, and No value

◦ Journal category: Journal categories dened in GL, All, and No value

◦ Natural account type: All, Asset, Budgetary credit, Budgetary debit, Expense, Liability, Owner's equity,and Revenue

◦ Receiving destination type: All, Expense, Inventory, and No value

Note: If you select All, the supplemental rule applies to all transactions, regardless of whether a transactionaribute is blank or has a value. If you select No value, the supplemental rule only applies when the aribute isblank. For example, if a supplemental rule is dened with the Receiving Destination Type set to No value, onlytransactions without a Receiving Destination Type are subject to this supplemental rule.

Budgetary Control Results Budget ViewUse the budget view to see the budget impact for your transaction. This view displays budget information, along withthe transaction lines that roll up to the impacted budget.

You can use the Budget view to:

• View budget balances for the impacted budget account, budget period, and transactions impacting the budget.

• View funds statuses for a transaction.

• View transaction lines related to the impacted budget.

• View funds available in the impacted and future periods.

• Change transactions based on the budget impact.

• Contact the budget manager to request additional funds.

Select the required amount columns from the following tracked and predetermined budget and consumption amountcolumns:

Column Name Column Description Calculation

Current Budget Adjustment Balance

The net adjustment amounts for budgetrevisions during the budget year.

Net amount of all budget adjustmentamounts during the budget year.

Current Other Anticipated Expenditures

The reserved encumbrance journalentry amounts other than obligation andcommitment encumbrances. These arecaptured in the Obligation Balance andCommitment Balance columns.

Total amounts reserved for encumbrancejournal entry less encumbrance amountsreversed.



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Available

The budget amount available for futureconsumption.

Current initial budget amount less currentbudget adjustment amount and less thesum of expenditure balance, obligationbalances, commitment balances, andother anticipated expenditures.

Additional Required

The additional funds needed to reservethe transaction lines.

Funds requested from the currenttransaction less current funds availableand less funds consumed (total ofexpenditure balance, obligation balance,commitment balance, and otheranticipated expenditure balance).

Current Initial Budget Balance

The original budget amounts forthe budget year, before any budgetadjustments during that year.

Initial budget amount.

Commitment Balance

The requisition amount that is reserved,but not fullled by a purchase order.

Total amounts reserved for requisitionsless amounts liquidated by their purchaseorders.

Obligation Balance The purchase order amounts reserved for

the goods or services that are not:

• Invoiced• Received

Total amounts reserved for purchaseorders less amounts liquidated by theirinvoices or receipts.

Expenditure Balance

The reserved invoice, project, receipt, andother miscellaneous expenditure amounts.

Total amounts recorded in invoices,projects, receipts, and miscellaneoustransactions.

NA

NA

Current Reserved Commitment

The reserved requisitions amounts thathave not been fullled by a purchaseorder.

Current Reserved Obligation

The reserved purchase order amountswhere the goods or services have not beeninvoiced or received.

Current Other Encumbrances

The reserved encumbrance journalentry amounts other than obligation andcommitment encumbrances.

Current Payables Expenditures

The reserved payable amounts such asinvoices, credit memos, debit memos, andprepayment amounts.



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Current Project Expenditures

The reserved project expenditureamounts.

Current Miscellaneous Expenditures

The actual journal entry amounts otherthan payables, project account, andreceipt accounting journals. This impliesactual journals from subledgers that arenot uptaking budgetary control or manualjournal entries.

Budgetary Control Validation Diagnostic Data TestYou can review budgetary control validation errors and resolutions in the Budgetary Control Validation Diagnostic Datatest report.

You can generate the diagnostic report in the following manner:

1. Sign in as the application diagnostics administrator.2. Select Run Diagnostics Tests... under Troubleshooting from your user prole menu.3. Search for the test Budgetary Control Validation Diagnostic Data on the Diagnostic Dashboard.4. Use the check box to select the diagnostic test and click Add to Run. A new row appears in the Choose Tests to

Run and Supply Inputs section.5. Click the warning icon under the Input Status column to open the Input Parameters window.6. Select the include check box icon for either Data Set ID or Transaction Number or both and enter the required

parameters under the New Value column and click OK.7. Verify that the warning icon changes to success under the Status column and click Run on the Choose Tests

to Run and Supply Inputs tool bar. Click OK to close the conrmation message.8. Click the refresh icon on the Diagnostic Test Run Status table until your request is complete.9. Click the View Test Results icon under the Report column to review the diagnostic report.

10. Click the Execution ID link in the Executions section of the Diagnostic Engine Log output to download andinclude the report as an HTML le in the Service Request for support.

Inquiry and Reporting

Oracle Fusion Budgetary Control Predened ReportsOracle Fusion Budgetary Control is an integrated solution with advanced budgetary control preparation, validation,inquiry, and reporting. This helps public sector and commercial organizations dene and manage budgets and actualcosts with beer visibility into commitments, obligations, and expenditures, and comply with legal requirements.Budgets can be integrated with Oracle Hyperion Planning, Oracle Project Portfolio Management Cloud, and your third-



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party budget preparation solutions through Oracle Fusion Budgetary Control's open interface. Budget managers canmonitor fund balances, review budget exceptions, and control periods in which funds consumption can occur. Duringtransaction entry, users can preview funds available and engage budget managers to resolve funds failures. Users canperform real time inquiry and reporting of funds available complete with funds consumption analysis across multiplesummarization and formats.

Scheduled Processes work area

Reports can be scheduled and run from the Scheduled Processes work area that you can navigate to by clickingNavigator > Tools.

Reports and Analytics work area

In some cases, reports are also:

• Accessed from the Reports and Analytics work area that you can navigate to by clicking Navigator > Tools orfrom other work areas.

• Opened using links that launch the business intelligence (BI) catalog.

The following tables are the predened reports by type:

Display Name Description

Budget Import Results Report

Report for the process that imports budget amounts for budgetary control. States the overallimport result. Provides a statistical summary of control budgets into which the budget data issuccessfully imported, or the detailed errors if the import fails.

Budget Import Analysis Report:Control Budget Balance

Lists the control budgets, budget accounts, budget periods, and amounts that are impacted byeach imported budget line item.

Budget Import Analysis Report:Budget Release for Consumption

Lists the budget release histories and future budget release schedules for control budgets thatdon't allow their budget amounts to be available for consumption until they are released.

Budgetary Control Results Report

Lists the impacted control budget, account, and period for a specic transaction as a result ofbudgetary control validation.

Budgetary Control Results for BatchReport

Lists the impacted control budget, account, and period for a group of transactions as a resultof budgetary control validation in a batch process.

Budgetary Control Exception AnalysisReport

Lists the budgetary control failures by control budget period. The budget account, transactiontype, number, amount, and action are listed.

Budgetary Control Analysis - FundsAvailable Trend Report

Lists the fund budget and consumption balance for a specic control budget in a range ofperiods. The budget, commitment, obligation, and expenditure balance by cost center andaccount are also listed.

Budgetary Control Analysis - ViewFunds Available Report

Lists the funds available by control budget account and period. The budget consumption fromtransactions is listed along with the impacted commitment, obligation, and expenditure andfunds available balances.



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Display Name Description

Budgetary Control Analysis - AccountActivities Report

Lists the control budget accounts by period with consumption and without consumption. Theaccount balance and transaction details are also listed.

Budgetary Control - Balances RealTime

Provides the real-time details of budgetary control balances. This includes budget,consumption, reservation category and funds available amounts, and control budget details.

Budgetary Control - TransactionsReal Time

Provides the real-time details of transactions and their impact on budget balances for the adhoc analysis of budget consumption and funds available.

To run predened reports, navigate to the Scheduled Processes work area and follow these steps:

1. Click the Schedule New Process buon.2. Search for your process name.3. Enter your parameters.4. Enter your process options and schedule.5. Click Submit.

Related Topics

• Reports and Analytics Work Area and Panel Tab

Budgetary Control Analysis ReportsThis topic includes details about the budgetary control analysis reports.

OverviewThe budgeting control analysis reports are ready to use Oracle Business Intelligence Publisher reports that canbe viewed online or scheduled. The report layouts are predened, but you can modify the reports to meet yourrequirements and lter data interactively.

Budgetary control analysis reports include the following layouts:

• Funds Available Trend Report: Lists fund budget and consumption balances for a specic control budget in arange of periods. The budget, commitment, obligation, and expenditure balances by cost center and accountare also listed.

• View Funds Available Report: Lists funds available by control budget account and period. Budget consumptionfrom transactions is listed along with the impacted commitment, obligation, and expenditure and fundsavailable balances.

• Account Activities Report: Lists control budget accounts by period with consumption and without consumption.Account balances and transaction details are also listed.

http://www.oracle.com/pls/topic/lookup?ctx=fa19d&id=9A62A917307E0F67E040D30A68812E70



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The following gure is an example of the Funds Available Trend Report.

The following gure is an example of the View Funds Available Report.



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The following gure is an example of the Accounts Activities Report.

Key InsightsUse these reports to periodically review the consumption trends by control budget. Each layout displays the data tohighlight dierent aspects of consumption.

• Funds Available Trend: How the budget is consumed

• View Funds Available: How much is left in the budget

• Accounts Activities: Which activities are consuming the budget

These reports only capture transactions for which funds are reserved, but not those that have only checked for fundsavailability.

Report ParametersThe following table describes selected process parameters:

Name Description

Control Budget

Specify the name of the budget for reporting.



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Name Description

From/To Budget Period

Specify which periods to include in the report.

Include Additional Aributes

Indicate whether to include and retrieve additional aributes. If you're not using theseaributes in your layout, don't retrieve them.

Budget Account Filter

Specify the budget accounts for reporting.

Frequently Asked QuestionsThe following table lists frequently asked questions about the budgetary control analysis reports.

FAQ Answer

How do I nd these reports?

Schedule and run these reports from the Scheduled Processes work area on the Navigatormenu.

Who uses these reports?

Budget Manager

When do I use these reports? Use these reports to:

• Review graphs of your budget and consumption amounts for your fund or project byperiod

• Analyze your budget, consumption and funds available balances and percentages by:

◦ Period, fund, cost center and object

◦ Period and budget account

• Review budget consumption details with budget account, period and transaction details• Review budget accounts and periods with budgeted amounts but no consumption

What type of reports are these?


Budgetary Control Results ReportsThis topic includes details about the budgetary control results reports.

OverviewThe budgetary control results reports list the control budget, account, and period impacted for a transaction or a groupof transactions as a result of budgetary control validation.

Budgetary control results reports have two layouts:

• Budgetary Control Results Report



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• Budgetary Control Results for Batch Report

The following gure is an example of the Budgetary Control Results Report.

The following gure is an example of the Budgetary Control Results for Batch Report.

Key InsightsThe Budgetary Control Results Report process is automatically submied when budgetary control validation isperformed online but the transaction is too large to display online. Access the Budgetary Control Results Report fromthe output le of the Budgetary Control Results Report process.

The Budgetary Control Results for Batch Report process is automatically submied when budgetary control validation isperformed for a batch of transactions. Access the Budgetary Control Results for Batch Report from the output le of theBudgetary Control Results for Batch Report process.



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Alternatively, you can directly access these reports without locating the Budgetary Control Results Report or theBudgetary Control Results for Batch Report process run. This alternative access method is helpful to review priorbudgetary control results for a transaction or batch run.

Report ParametersWhen running the Budgetary Control Results Report directly, provide the combination of transaction type, transaction,and view.

The following table describes the process parameters:

Name Description

Transaction Type

Specify the type of transaction to include for reporting. For example, purchase order or invoice.

Transaction

Enter the transaction number to include for reporting.

View

Indicate whether to display the budgetary control results from the transaction perspective, orfor users with the proper access privileges, from the budget impact perspective.

When running the Budgetary Control Results for Batch Report directly, provide the budgetary control aempt identier.

The following table describes this process parameter:

Name Description

Budgetary Control Aempt Identier

Enter the identication of a budgetary control validation process run for reporting by batchprocessing.

Frequently Asked QuestionsThe following table lists frequently asked questions about the budgetary control results reports.

FAQ Answer

How do I nd these reports?

Schedule and run these reports from the Scheduled Processes work area on the Navigatormenu.

Who uses these reports?

Budget Manager

When do I use these reports?

Use these reports to review the results of the budgetary control validation for a transaction orgroup of transactions.

What type of reports are these? Oracle Business Intelligence Publisher



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FAQ Answer

Budgetary Control Exception Analysis ReportThis topic includes details about the Budgetary Control Exception Analysis Report.

OverviewThe Budgetary Control Exception Analysis Report lists budgetary control failures for fund reservations. This interactivereport enables you to lter the records by period and failure type, and display the transaction detail in the detailed table.

The following gure is an example of the report.

Key InsightsUse the Budgetary Control Exception Analysis Report to review all the budgetary control reservation failures in yourorganization. Leverage the categorization of validation failures to prioritize resolutions. You can create user-denedlayouts to support your specic reporting needs.

This report only captures transactions that failed the aempts to reserve funds, but not those that failed the aempts tocheck for funds availability.

Report ParametersThe following table describes the process parameters:



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Name Description

Control Budget

Specify the name of the budget for reporting.

From/To Budget Period

Indicate the beginning and ending period of the control budget.

Include Additional Aributes

Indicate whether to include a full list of aributes for ltering data in the report.

Budget Account Filter

Specify the budget accounts for reporting.

Frequently Asked QuestionsThe following table lists frequently asked questions about the Budgetary Control Exception Analysis Report.

FAQ Answer


Schedule and run this report from the Scheduled Processes work area on the Navigator menu.


Budget Manager


Use this report to review budgetary control failures for a range of budget periods.



Budgetary Control Subject Areas, Folders, and AributesTo create real-time analyses for Budgetary Control, you should be familiar with the subject areas.

Subject AreasTo create an analysis, you begin by selecting a subject area from which you select columns of information to include inthe analysis. For example, for an ad hoc analysis of transactions consuming budget, you begin by selecting a BudgetaryControl - Transactions Real Time subject area. Subject areas are based around a business object or fact.

Budgetary Control has two budgetary control specic subject areas:

• Budgetary Control - Balances Real Time

• Budgetary Control - Transactions Real Time

FoldersEach subject area has one fact folder and a number of dimension folders. Fact folders contain aributes that can bemeasured, meaning that they are numeric values like journal debit and credit amounts. Fact folders are usually at



29

the end of the list of folders and are usually named after the subject area. Dimension folders contain aribute andhierarchical columns like journal name and accounting period.

Some folders appear in more than one subject area, such as Time. These are referred to as common folders or commondimensions.

AributesFinally, each dimension folder contains aributes (columns), such as balance type and posting date. This gureillustrates the structure of subject areas, folders, and aributes.

Mandy Steward is looking for

a loan

Opportunity is submitted

Opportunity is created and

Needs Analysis is performed

Mandy is Onboarded

Due Diligence Checks are performed

Application Form is submitted and a Financial Account

is created

Details of the financial account are displayed in the Contact 360

degree view

Mandy participates in

marketing promotions

Mandy is created as a lead and

qualified as HOT



30

In the preceding gure, the following components are shown:

• Subject area: Budgetary Control - Transactions Real Time

• Dimension - Presentation Folder: Request Details

• Dimension - Aributes: Funds Status, Funds Status Code, Justication, Name, and Override Request

• Fact - Presentation Folder: Control Budget Account

• Fact - Measures: Budget Account Description, Chart of Accounts, Concatenated Segments, and Enabled

Related Topics

• Financials Data Structure for Analytics

Balances Real Time Report for Budgetary ControlThis topic includes details about the Budgetary Control - Balances Real Time report.

OverviewThe Budgetary Control - Balances Real Time report provides the real-time details of budgetary control balances, such asbudget, consumption, reservation category and funds available amounts, and control budget details.

The following gure is an example of the criteria in the subject area report builder.

The following gure is an example of the results in the subject area report builder.

http://www.oracle.com/pls/topic/lookup?ctx=fa19d&id=08B4A3FAE6257CD4E05362C3F00A9519



31

Key InsightsUse the Budgetary Control - Balances Real Time report for ad hoc queries on budgetary control balances for analysisby budget account and period and across ledger, project, award. Obtain details of the balances by linking a query frombudgetary control transactions subject area.

Frequently Asked QuestionsThe following table lists frequently asked questions about the Budgetary Control - Balances Real Time subject area.

FAQ Answer


In Oracle Business Intelligence Enterprise Edition, select Analysis from Analysis and InteractiveReporting. Select the Budgetary Control - Balances Real Time subject area and select theapplicable aributes for your ad hoc reporting needs.


Budget Manager


Use the subject area Budgetary Control - Balances in Oracle Business Intelligence EnterpriseEdition to perform your ad hoc queries on budgetary control transactions and their budgetimpacts.


Oracle Transaction Business Intelligence



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Transactions Real Time Report for Budgetary ControlThis topic includes details about the Budgetary Control - Transactions Real Time report.

OverviewThe Budgetary Control - Transactions Real Time report provides the real-time details of transactions and their budgetbalances impact for ad hoc analysis of budget consumption and funds available.

The following gure is an example of the criteria in the subject area report builder.

The following gure is an example of the results in the subject area report builder.



33

Key InsightsUse the Budgetary Control - Transactions Real Time report for ad hoc queries on budgetary control transactions andtheir budget impacts. Create cross control budget reports with transaction aributes.

Frequently Asked QuestionsThe following table lists frequently asked questions about the Budgetary Control - Transactions Real Time subject area.

FAQ Answer


In Oracle Business Intelligence Enterprise Edition, select Analysis from Analysis and InteractiveReporting. Select the Budgetary Control - Transactions Real Time subject area and select theapplicable aributes for your ad hoc reporting needs.


Budget Manager


Use the subject area Budgetary Control - Transactions in Oracle Business IntelligenceEnterprise Edition to perform your ad hoc queries on budgetary control transactions and theirbudget impacts.


Oracle Transaction Business Intelligence



34


Chapter 2Encumbrance Accountng

35

2 Encumbrance Accountng

Enabling Encumbrance AccountingYou can enable encumbrance accounting for ledgers, business units assigned to a ledger, and transaction types.Encumbrance journals are created based on the subledger accounting method assigned to the ledger.

You can assign one of the following predened subledger accounting methods:

• Standard accrual

• Accrual with encumbrance accounting

The dierences between the subledger accounting methods are shown in the following table:

Enable EncumbranceAccounting

Subledger AccountingMethod

Requisition/PO JournalEntries AutomaticallyCreated

GL/SLA ManualEncumbrance JournalEntries Allowed

No

Standard accrual

No

No

Yes

Accrual with encumbranceaccounting

Yes

Yes

Yes

Standard accrual

No

Yes

Budgetary Control and Encumbrance AccountingThe budgetary control process provides additional validation on transactions, projects, and journal entries to determinewhether spending is allowed, while the encumbrance accounting process creates the encumbrance journal entries forrequisitions and purchase orders.

Budgetary control and encumbrance accounting are independent processes that are managed by the followingapplications:

• Budgetary Control

• Subledger Accounting

• General Ledger

Note: Balances stored in Budgetary Control aren't the same as balances stored in General Ledger. Forexample, the funds available balance is only maintained in Budgetary Control. Budget and funds availablebalances aren't stored in General Ledger.


Chapter 2Encumbrance Accountng

36

Budgetary ControlBudgetary Control manages the spending control process by providing the following functions:

• Stores and maintains budgetary control balances, based on the budget calendar and control budget structure,for the following:

◦ Budget, categorized as initial and adjustment

◦ Consumption, categorized as commitments, obligations, expenditures, and other

◦ Funds available

• Performs funds check and funds reservation, when transactions are submied or approved.

Subledger AccountingSubledger Accounting supports the encumbrance accounting process by providing the following functions:

• Creates the encumbrance journal entries for requisitions and purchase orders.

• Creates the actual journal entries for receipts and invoices, and the encumbrance journal entries reversing thepurchase orders.

These journal entries are created when you submit the accounting program.

General LedgerGeneral Ledger supports the encumbrance accounting process by providing the following functions:

• Stores the encumbrance and actual journal entries.

• Stores and maintains the encumbrance and actual account balances based on the ledger's accounting calendarand chart of accounts.

When accounting is created for transactions and the encumbrance or actual journal entries are created in GeneralLedger, the General Ledger account balances are updated for the specic account combinations and accounting period.You can also load budget balances in General Ledger for use in nancial reporting, but not for Budgetary Control.

The funds reservation process in Budgetary Control and the Create Accounting program in Subledger Accountingand General Ledger are separate and independent events performed on the same transaction. These two events canhappen at dierent times depending on how frequently the Create Accounting program is executed.

Related Topics

• Enable Budgetary Control

• Example of Seing the Control Budget Filter

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