EAP 9.2: Payables Voucher Incorrectly Placed With Budget Exceptions Due To 'Exceeds Budget Tol-Ref Bud' Error (Doc ID 2517270.1)

Last updated on APRIL 17, 2023

Applies to:

Symptoms

ISSUE:

Having enabled Commitment Control for both Payables, and Purchasing modules, the following settings have been set up as well:

    - BP Liquidation Option got configured for 'Prior Document Budget Period'.
    - Using cumulative quarterly budgeting, with the 'Allow Incr Spending Authority' option enabled at the Commitment Control Ledger level.

With that in mind, it has been detected that Budget Check Processor AE Program (FS_BP) is incorrectly flagging Vouchers with Budget Status of Exceptions, ('Exceeds Budget Tol-Ref Bud', Error Code E11), even though the Budget Date falls within a period whose Period has still available amounts to spend.

Even though the Budget Date of the Voucher Distribution Line falls within a Budget Period with enough funds, the Budget processor seems to place the transaction in Exceptions because the Purchase Order got its encumbrances placed in a different Budget Period, exhausting the available budget there.

REPLICATION STEPS:

    1.- Enable Commitment Control for both Purchasing, and Payables
    2.- At the Commitment Control Installation Options level, set: BP Liquidation Option = 'Prior Document Budget Period'
    3.- Create a new Budget Definition that uses quarterly budget periods
    4.- At the Ledgers For A Unit level, under the Commitment Control tab, select the 'Allow Incr Spending Authority' flag
    5.- Create a Budget Journal with amounts on all 4 Quarters of 2017 Fiscal Year (1000 USD, 2000 USD, 3000 USD, and 4000 USD respectively), and post the transaction
    6.- Raise a new Purchase Order with Budget Date on Q4 2017, for an amount greater than the amount of the Budget for that quarter, (say 4500 USD for instance), budget check it, and dispatch it
    7.- Confirm that for 2017 Q4, the Budget Amount was 4000 USD, but the Encumbrance is now 4500 USD, surpassing the budget by 500 USD
    8.- Create a new Voucher, and default the Purchase Order into it. Then proceed to modify the Quantity to 1, Price to -10 USD, and Budget Date to a value of 2017 Q1 (where budget is still available)
    9.- Run Budget Check against the PO Voucher created
    10.- The Budget Check Processor ends up with a Warning, and setting the Voucher with Budget Exceptions

To gather more information concerning this scenario and its related problem, refer to the available Replication Steps Word Document here linked containing the complete configuration and the replication steps necessary to reproduce the issue.

ERROR MESSAGE:

    " E11 - Exceeds Budget Tol-Ref Bud "

ACTUAL RESULT:

The PO Voucher fails Budget Checking, getting a Budget Status of Exceptions. This prevents the transaction from being further processed as needed, (Document Tolerance, Matching, Posting, Pay Cycle, etc...).

EXPECTED BEHAVIOR:

The Budget Check Processor AE Program (FS_BP) should be using the cumulative available budget from prior Quarters to validate the transaction at hand.

Changes

Cause

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