Financial Systems
Budget Journals Training Manual
February 2013
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Table of Contents
Budget Journals ..................................................................................................................... 4
Enter Budget Journals............................................................................................................................................................ 4
Budget Header .................................................................................................................................................................................5
Budget Lines .....................................................................................................................................................................................6
Budget Errors...................................................................................................................................................................................7
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Budget Journals
Budget journal entries consist of two sections:
 The Budget header contains three attributes that uniquely identify the budget journal; Business Unit,
Journal ID, and Journal Date.
 The Budget lines record the monetary amounts and ChartField values associated with each transaction
line.
Once a user enters the header and line information, the user can either save or post the budget journal.
Enter Budget Journals
Navigation: Commitment Control > Budget Journals > Enter Budget Journals > Add a New Value Tab
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The Business Unit defaults from user’s preferences.
The Journal ID defaults to “NEXT.”
o Do not change this value; the system will automatically assign the next ID number upon saving.
The Journal Date defaults to the current date, update as needed.
Click the Add button.
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Budget Header
The budget header contains information that uniquely identifies the Journal Entry, the Business Unit, Journal ID,
and Journal Date and cannot be changed.
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The Unit, Journal ID, and Date default.
Enter a *Ledger Group
o Expense Detail Ledger Groups:
 CSHDTL -Cash Detail Ledger Group
 FNDDTL -Fund Detail Ledger Group
 PRJDTL -Project Detail Ledger Group
o Revenue Ledger Groups:
 CASHR -Cash Revenue Ledger Group
 PROJREV -Project Revenue Ledger Group
 REVENUE -Revenue Ledger Group
The Fiscal Year and Period default based upon the Date.
The Control Chartfield defaults to “Fund Code”
The *Currency defaults to “USD”.
The Budget Header Status defaults to “None” until user saves or posts the journal.
The *Rate Type defaults to “CRRNT.”
Select a *Budget Entry Type
o “Original” indicates an original budget amount entry.
o “Adjustment” indicates an adjustment to an original budget entry.
Exchange Rate -NDUS does not utilize.
The Cur Effdt defaults from the journal date.
The Budget Type defaults based upon the ledger group.
Select/Verify Parent Budget Options
o Checking the Generate Parent Budget(s) creates the parent expense budgets.
 Defaults from user preferences.
o Use Default Entry Event-NDUS does not utilize.
o Select a Parent Budget Entry Type if applicable.
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 “Original” indicates an original budget amount entry.
 “Adjustment” indicates an adjustment to an original budget entry.
Enter a Long Description.
Click the Save button.
Budget Lines
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The Unit, Journal ID, and Date default.
The Budget Header Status defaults to “None” until the user saves or posts the budget journal. Other
statuses include:
o I - only applies to copied journals when commitment control security is enabled.
o E -editing has been run and the journal has errors.
o P- editing has been run and the journal has been posted to the budget ledger.
o U - the journal had been posted and then unposted.
*Process options include:
o Copy Journal – copy the existing journal to a new journal.
o Delete Journal -deletes the current journal, only journals not posted can be deleted.
o Edit Chartfields - edits to determine if the budget journal passes ChartField validation and
combination editing rules prior to posting the budget journal.
o Post Journal – edits the journal, and posts the journal if the edits are valid.
o Refresh Journal – refreshes the data on the page.
The Ledger defaults.
Enter the Budget Period.
Select a SpeedType (optional).
Enter the Budget Account Code.
Enter the Fund Code.
Enter the Dept ID.
Enter the Project ID (Project Ledgers only).
Set Options -NDUS does not utilize.
*Currency defaults to “USD.”
Enter the Amount.
o To increase the budget, enter a positive amount; to decrease the budget, enter a negative
amount.
o Budget amounts are stored in the budget ledger in the opposite sign of an amount in an actuals
ledger for that entry type. For example, the normal balance for an expense account is a debit.
Budget amounts are stored as credits.
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Note: Users need to enter two lines if a charfield string contains both permanent and
temporary amounts.
Select an *Adjustment Type from the dropdown:
o “Permanent budget” rolls forward budget amounts in the budget module.
o “Temporary Budget” will not roll forward budget amounts in the budget module.
 Note: Users cannot save budget journals until they select an indictor, but the users can
update the indicator at anytime.
Enter the number of Lines to add or remove, click the “+”+ or “-“ button.
Generate Budget Period Lines -NDUS does not utilize.
Journal Totals display to aid in balancing the journal, total Lines, total Debits, and total Credits.
Click the Save button.
Select the “Post Journal” *Process option from the dropdown to edit the journal and post the journal if
the edits are valid.
Click the Process button.
o Note: The Budget Header Status changes from “None” to “Posted” or “Error” upon successful
processing.
o Budget journals with an “Error” status need further review:
 Navigation: Commitment Control > Review Budget Check Exceptions > General Ledger >
Budget Journal, or
 Click the Budget Header Status “Error” link on the budget lines page.
Budget Errors
Exceptions display on this page for commitment control security errors, and for combination editing errors. Edit
and budget checking errors do not display on this page. PeopleSoft logs these errors on the commitment control
exception table. Users can view the errors by clicking the Budget Header Status Error link to access the budget
journal exception page.
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The Unit, Journal ID, Date, and Budget Header Status default.
Click the Go To Header link to open the Budget Header tab and correct errors.
o Field Name displays the field in error.
o Set displays the message set that contains the error message.
o Msg displays the message number.
o Message Text displays the error message.
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Click the Go To Line link to open the Budget Lines tab and correct errors.
o Line # displays the budget line in error.
o Field Name displays the field in error.
o Set displays the message set that contains the error message.
o Msg displays the message number.
o Message Text displays the error message.
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