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Understanding The PO Budget Period Close Process

- The document discusses the PO budget period close process in PeopleSoft purchasing which allows purchase orders to be rolled over to a new budget period. - Key aspects of the process include reconciling requisitions and purchase orders before moving budgets to a new period, and changing the budget and accounting dates on eligible POs to the default date selected for the budget period close. - Only POs that have never been budget checked and have no associated requisitions are eligible to have their dates changed to the new period in the budget period close process.

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Nishant Koria
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243 views6 pages

Understanding The PO Budget Period Close Process

- The document discusses the PO budget period close process in PeopleSoft purchasing which allows purchase orders to be rolled over to a new budget period. - Key aspects of the process include reconciling requisitions and purchase orders before moving budgets to a new period, and changing the budget and accounting dates on eligible POs to the default date selected for the budget period close. - Only POs that have never been budget checked and have no associated requisitions are eligible to have their dates changed to the new period in the budget period close process.

Uploaded by

Nishant Koria
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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PeopleSoft 8 (SP2) Purchasing Documentation Update

Understanding the PO Budget Period Close Process


Portions of the previously published PeopleSoft 8 (SP2) Purchasing documentation are superseded by the information contained in this document. Material in this document is organized according to the PeopleSoft Purchasing PeopleBook sections to which they apply.

Using Commitment Control in PeopleSoft Purchasing


Overview of the Budget Period-End Processes
Because a budget period can span a calendar or fiscal year, we use the term period-end universally and apply it to the end of a budget period, the end of a fiscal year, or the end of a calendar year. The budget period-end processes enable you to continue budgets across budget periods or fiscal years. You may have budgets that stay in force for more than one fiscal period. You may have project budgets that span more than one calendar year. Consequently, you may want to keep budgets in force across these time frames. You can keep a budget active beyond the end of a fiscal period, allowing purchasing transactions to reference that budget and to remain unaffected by fiscal period-end accounting procedures. This option is useful for project-related budgets that are finite in scope. Note. Budget period-end processes differ from fiscal period-end processes. Your fiscal periodend closing entries have no effect on the Commitment Control Ledgers. Therefore, fiscal periodend closing entries do not invoke the Comm. Cntrl. Budget Processor (commitment control budget processor) process (FSPKBDP3) for budget checking. The first period-end business processes are the reconciliation processes for requisitions and POs that remove outstanding requisitions and POs from your budget. You use the Reconcile Requisitions page and the Reconcile PO page to perform these business processes.

For more information about the Requisition Reconciliation process (PO_REQRCON), see PeopleSoft 8 (SP2) Purchasing PeopleBook, Reconciling Requisitions. For more information about the PO RECON process (PO_PORECON), see PeopleSoft 8 (SP2) Purchasing PeopleBook, Reconciling Purchase Orders. Another related process is the PO Budget Period Close process (PO_KKCLOSE). You use this application process to change the budget date of an unprocessed PO from one budget period to another.

Overview of the PO Budget Period Close Application Engine Process (PO_KKCLOSE)


The successful completion of the PO Budget Period Close process results in the following outcome: The distribution budget date on all eligible POs is changed to the default budget date selected on the Budget Period Close run control page (PO_KK_CLOSE). The accounting date on the header of all eligible POs is changed to the default budget date selected on the Budget Period Close run control page.

The PO Budget Period Close process limits the rollover eligibility of POs. Only POs that have never been budget-checked and have no associated requisitions are eligible for processing. Rolling only those POs that have no associated requisitions eliminates data inconsistencies that arise when a pre-encumbrance and encumbrance exist in different budget periods and the budget for the pre-encumbrance is closed. The following criteria are used to determine PO rollover eligibility: 1. PO_STATUS = A. 2. BUDGET_HDR_STATUS = N. 3. No row for the PO exists in KK_SOURCE_HDR. 4. DISTRIB_LN_STATUS = O. 5. KK_CLOSE_FLAG <> Y. 6. The REQ_ID field is blank. For more information about the tables accessed and updated by this process, see PeopleSoft 8 (SP2) Purchasing PeopleBook, Tables Accessed and Updated by PeopleSoft Purchasing Processes, PO Budget Period Close Process (PO_KKCLOSE).

PO Budget Period Close - Budget Period Close Page


Usage Object Name Navigation Use the Budget Period Close page to set parameters for and run the PO Budget Period Close process (PO_KKCLOSE). PO_KK_CLOSE Administer Procurement, Manage Purchase Orders, Process, PO Budget Period Close, Budget Period Close

Access Requirements Process Name Process Type

Enter a Run Control ID. PO_KKCLOSE Application Engine

Budget Period Close page


The Run Control ID you entered to access this page displays. The following elements are common to multiple pages and are defined in the preface of this PeopleBook in PeopleBooks Standard Field Definitions: Report Manager hyperlink, Process Monitor hyperlink, and Run button. Request Number Description Default Budget Date The system provides the Request Number by default. Enter a description of this budget-checking process. The description enables you to identify the request later. Enter a default budget date. The distribution budget date on all eligible POs is changed to this date. The accounting date on the header of all eligible POs is also changed to this date. Select this check box if you want to preview the results of your choices for the Budget Period Close process. You can then preview the results by clicking the View hyperlink.

Trial Run

GL Unit Option (general ledger unit option)

You can select All or Value. All: Runs the budget-checking process for all PeopleSoft General Ledger units. Value: Enables you to specify a particular PeopleSoft General Ledger unit for which to run the Budget Period Close process. When you select Value, the GL Unit field becomes active.

GL Unit (general ledger unit)

Use this field to select the particular PeopleSoft General Ledger unit for which you want to run the Budget Period Close process. You can select All or Value. All: Runs the Budget Period Close process for all business units. Value: Enables you to specify a particular business unit for which to run the Budget Period Close process. When you select Value, the Unit field becomes active.

Unit Option

Unit

Use this field to select the particular business unit for which you want to run the Budget Period Close process. The unit you select here must fall under the General Ledger unit you have chosen. You can select All, Some, or Value. The value you select here applies to the POs that fit the criteria selected in the Unit Option field. All: Runs the Budget Period Close process on all POs. Some: Activates the From/To fields for you to enter a PO ID range. Value: Activates the PO ID field for you to enter the ID of a single PO.

PO ID Option (purchase order ID option)

From/To

Use these fields to enter a range of PO ID numbers on which to run the Budget Period Close process. The system captures all POs that match this ID range. Use this field to enter the ID number of a single PO on which to run the Budget Period Close process. You can select All, Some, or Value. The value you select here applies to the POs that fit the criteria selected in the Unit Option field and the PO ID Option field. All: Selects all PO dates within the ID range you have chosen.

PO ID (purchase order ID) PO Date Option (purchase order date option)

Some: Activates the From/To fields for you to enter a PO date range. The system captures all POs that match this date range. Value: Activates the PO Date field for you to enter a single PO date. From/To Use these fields to enter a range of PO dates on which to run the Budget Period Close process. The system runs this process on all POs that fall within this date range. Use this field to enter a single PO date. The system runs the Budget Period Close process on all POs that match this date. You can select All, Some, or Value. The value you select here applies to the POs that fit the criteria selected in the Unit Option field and the PO ID Option field. All: Runs the Budget Period Close process on all POs. Some: Activates the From/To fields for you to enter a PO date range. The system captures all POs that match this date range. Value: Activates the Budget Date field for you to enter a single budget date. From/To Use these fields to enter a range of PO dates on which to run the Budget Period Close process. The system runs this process on all POs that fall within this date range. Use this field to enter a single budget date. The system runs the Budget Period Close process on all POs that match this date.

PO Date (purchase order date) Budget Date Option

Budget Date

You can click the hyperlink at the bottom of this page to access other pages within this component. View Click to preview the results of the Budget Period Close process.

Tables Accessed and Updated by PeopleSoft Purchasing Processes


PO Budget Period Close Process (PO_KKCLOSE)
The successful completion of the PO Budget Period Close process results in the following outcome:

The distribution budget date on all eligible POs is changed to the default budget date selected on the Budget Period Close run control page (PO_KK_CLOSE). The accounting date on the header of all eligible POs is changed to the default budget date selected on the Budget Period Close run control page.

For more information about the PO Budget Period Close process, see PeopleSoft 8 (SP2) Purchasing PeopleBook, Using Commitment Control in PeopleSoft Purchasing, Overview of the PO Budget Period Close Application Engine Process (PO_KKCLOSE). Technical Information Tables Accessed PS_AERUNCONTROL PS_INSTALLATION PS_KK_SOURCE_HDR PS_PO_DIST_NP_PRV PS_PO_DISTRIB_PRV PS_PO_DISTRIB_TMP PS_PO_HDR PS_PO_HDR_PRV PS_PO_KKCLOSE_PARM PS_PO_LINE_DIST_NP PS_PO_LINE_DISTRIB Tables Updated PS_PO_DIST_NP_PRV PS_PO_DIST_NP_TMP PS_PO_DISTRIB_PRV PS_PO_DISTRIB_TMP PS_PO_HDR PS_PO_HDR_PRV PS_PO_KKCLOSE_PARM PS_PO_LINE_DIST_NP PS_PO_LINE_DISTRIB

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