Tips and Techniques
01/15/2002 - Budget Override
Effective January 15, 2002, budget override will be available in the AP and PO modules. Below are the details about how budget override will function in these modules. If you have any questions about budget override, please call the SAO Financial Systems at 404-657-3956..
AP Budget Override
Users with a Supervisor security class (either MAAPSPV1 or MAAPSPP1) will have the functionality to override Insufficient Appropriation budget errors. Insufficient Appropriation is the only type of budget error that can be overridden. These budget errors are overridden at the voucher level, not individual voucher lines. If there are budget errors other than Insufficient Appropriation, those must be corrected before the Budget Override for Insufficient Funds checkbox is available on the Budget Control Exceptions panel.
Before overriding any Insufficient Appropriation budget errors, please verify with your agency's appropriate budget staff because using the override will allow you to overspend your budget.
Navigation: Go - Administer Procurement - Enter Voucher Information - Inquire - Budget Control Exceptions
Select the Budget Override for Insufficient Funds checkbox on the Budget Control Exceptions panel and save. After this voucher is budget checked, the bcm status will be updated to Valid.
A new query named the 0AP035_BUDGET_OVERRIDE_BY_USER has been created. This query will list the Business Unit, Voucher ID, and BCM Override User ID for all overridden Insufficient Appropriate budget errors for your business unit.
PO Budget Override
A new panel has been created to allow authorized users to over-ride a budget checking error of "Insufficient Appropriation". This is the only BCM error that can be overridden from this panel. This will allow the specified Purchase Order to pass budget check and will therefore result in the related budget being over-spent. For this reason, it is recommended that access to this panel be restricted to personnel who are authorized to overspend a controlled budget.
Before overriding any Insufficient Appropriation budget errors, please verify with your agency's appropriate budget staff because using the override will allow you to overspend your budget.
Navigation to new panel: Go - Administer Procurement - Manage Purchase Orders - Use - Budget Control Exceptions
Select the Budget Override for Insufficient Funds checkbox on the Budget Control Exceptions panel and save. After this PO is budget checked, the bcm status will be updated to Valid.
To gain access to the new panel, a State Accounting Office Security Application Form must be completed requesting access to the PO Security Class: MAPOBDGT.
Only PO's with budget checking errors will be displayed with this panel. The "checkbox" to over-ride the "Insufficient Appropriation" error will only be available if this error exists for one of the PO distributions. If other distributions on the same PO have different BCM errors, the PO will still not pass budget checking until the conditions causing the other errors are corrected. If "Insufficient Appropriation" is the only error on the PO, checking the "Over-ride" field will allow it to pass budget checking and result in a negative balance for the remaining spending authority in the appropriation budget associated with the chartfield combination used on the PO.
08/17/2001 - Budget Key Translation Panel
The Budget Key Translation panel currently requires you to select Copy to Budget Year and Organization. This panel has been changed so you only enter the New Organization. The Copy to Year option has been grayed out and defaulted to the budget year you are copying from. If you have any questions, please contact the SAO Financial Systems at 404-657-3956..
06/28/2001 - Budget Key Translation Panel
A change has been made to the navigation to create a Budget Key Translation for a new organization code.
The full navigation remains: Go > Define Business Rules > Control Public Sector > Use > Budget Key Translations > Update/Display
However, menu items have been adjusted so that now when you select Budget Key Translations, you can go directly to Update/Display and save a step in the procedure.
If you have any questions, please feel free to call the SAO Financial Systems at 404-657-3956.