Reviewing CC Ledger Balances

Overview

This topic provides guidance for inquiring on Commitment Control ledger balances by reviewing the Budgets Overview and Budget Detail Inquiry screens.

Budgets Overview Inquiry

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Commitment Control Tile > Review Budget Activities > Budgets Overview

1. Click the Add a New Value button.

• The Add a New Value page displays.

• If previously created, Run Control can be accessed and edited.

2. Enter a definitive name in the Inquiry Name field.

• In the Inquiry Name field, use the underscore character instead of spaces.

• Use the Find an Existing Value tab for future searches with the saved named inquiry.

3. Click the Add button.

• The Budget Inquiry Criteria page displays.

4. Enter a Description (up to forty characters) that defines the inquiry.
5. When saved, the criteria will be set for continued use.

• The following fields are required and must be filled in with valid values or an error message will be displayed.
  • Business Unit
  • Ledger Group
  • Fiscal Year
  • From Period, and
  • To Period

6. Use the Look up Business Unit icon to enter "STATE" in the Business Unit field. (This field only holds the value "STATE.")
7. Choose "Ledger Group" in the Ledger Group/Set field.
8. Use the Look Up Ledger Group icon to search the Ledger Groups.
9. Select the Ledger Group from the list.

1. After choosing the Ledger Group, the Budget Criteria section populates.

• Budget Criteria for CC_Allotment displays two lines for both annual and quarterly allotment.
• Budget Criteria for CC_Appropriation displays one line for current annual appropriation.
• Budget Criteria for CC_Agency_Control or CC_Agency_Tracking displays one line for the current annual budget period.
• Budget Criteria for CC_Agency_Revenue displays one line for the current monthly budget period.

1. Accounting Period 1 – 12 signify the months in the fiscal year, 1 represents July.

• After choosing the Ledger Group, the ChartField Criteria section also displays. An individual ChartField value, a combination of ChartField values, or a predefined range of ChartField values can be chosen to narrow your search.

• ChartField Criteria for CC_Allotment or CC_Appropriation includes: Account, Department, Appropriation Line Item and Fund.
• ChartField Criteria for CC_Agency_Control or CC_Agency_Tracking include: Account, Department, Appropriation Line Item, Fund, Program, and Budget Reference.
• ChartField Criteria for CC_Agency_Revenue includes Account, Department and Fund.

10. Enter the combination of data into the ChartFields to search.

• Not all fields need to be populated, but it is highly recommended that the Account and Fund criteria are entered.

11. Click Search.

• Results matching the criteria entered displays.

12. Change the number of Max Rows if there are more than 100 rows of data to display.
13. Click Search.
14. Click on a Budget, Expense or Encumbrance amount to link to additional information.

• For Expense and Encumbrance, related vouchers and purchase orders will be listed. For Budget, the original journal displays.

15. Click the Drill Down icon or the Drill to Activity Log icon.

16. More journal details display including Line Status, Budget Date, Line Amount and line coding.

17. Click the View Related Links icon located by the Journal ID.

• The original budget journal displays.

Budget Details Inquiry

Users enter the Business Unit (STATE) and Ledger Group, and the system will launch a page that only contains the relevant ChartFields that pertain to that budget type. This simplifies the search process for budget details.

Steps

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Commitment Control Tile > Review Budget Activities > Budget Details

1. Enter "STATE" in the Business Unit field (this field only holds the value "STATE").
2. Click the Look up Ledger Group icon to search and select the Ledger Group.

• Use the Ledger Group field to look up appropriation, allotment, or agency-level information, if applicable.

3. Enter the Budget Period to search (annual, biennium, monthly).
4. Click Search.

• The Budget Detail Overview page displays.

• Required fields for this page depend on the Ledger Group entered. The rule set the agency chooses for the fiscal year determines the format that must be used. To review the rule sets, see the OBM Forms page under “FIN Agency Budgets."
• An individual ChartField value, a combination of ChartField values, or a predefined range of ChartField values can be chosen to narrow the search.

5. Enter, or use the Look Up icon to find and select the Fund Code.
6. Enter, or use the Look Up icon to find and select the Account code.

• When using Ledger Group CC_APPROP, notice that the budget exists at the Account Category level. This means that the ChartField string may use any account value that rolls up into this category (50). When using Ledger Group CC_ALLOT the budget exists at the Account Class level specified (e.g., 510, 520, 530).

7. Enter or use the Look Up icon to find and select the ALI.
8. Enter or use the Look Up icon to find and select the Department
9. Click Search.

• Budget Detail lines that match the criteria entered displays.

10. Click the View Details link.

• The Commitment Control Budget Details page displays.

11. Click the Display Chart button to view a graphic display of budget activity.

12. View the Ledger Amounts (Budget, Expense and Encumbrance) on the Commitment Control Budget Details page.

• OAKS displays ledger group balances, based on the criteria selected, in the Ledger Amounts field area:
  • Budget - Total amount of appropriated funds for the criteria entered.
  • Expense - Total amount of expenditures. The Expense field represents the voucher amounts that have posted.
  • Encumbrance - Total amount of budget set aside to cover expenditures. The Encumbrance field represents the amount of open purchase orders.
• Use the Parent/Children link to review any parent or child budgets related to the budget details selected.

13. View the Available Budget.

• The Available Budget field area displays the amount of the budget remaining, less the amount of Expense and Encumbrance.
• Tolerances are not used.

14. A Forecasts link will be available if the ledger has a current budget period associated with it. The Forecasts link will be available for specific Ledger Groups:

15. Check to see if there are any Budget Exceptions.

• If OAKS displays "0," this means that all transactions against this budget ChartField string have passed the budget check process.
• Links are provided in OAKS that allow users to view detailed information about the balances displayed on this page. Use these links, for any ledger amount, to drill down to the source transactions that roll up into the ledger balance.

16. Click the Drill to Ledger icon in Ledger Amounts.

• Use this link to view the source transaction that created the ledger amount (e.g., voucher).
• Budget ChartFields and Amounts window displays.

17. Click the Drill Down icon in a row.

• The Budget Journal Details Log displays information for each associated voucher line such as ChartFields and amount.

• The Tran ID (Transaction ID) relates to the budget check process. It does not represent the voucher ID.

18. Click the Show Journal Detail icon to view additional information for the voucher line (i.e., invoice, supplier and line coding details).

19. Click OK to return to the Activity Log.

GLS8020 - Budget Status Report

• Weekly Report Navigation: https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Reporting Tools > Report Manager

• Ad Hoc Report Navigation: https://ohid.ohio.gov/wps/myportal/gov/myohio/ >Financials > Commitment Control Tile > Budget Reports > Budget Status Report

1. Click the Add a New Value button.

2. Enter a name in the Run Control ID field.

• Use the underscore character instead of spaces.
• Use the Find an Existing Value tab for future searches with the saved named inquiry.

3. Click the Add button.

• Report Request Parameters and ChartField Selection areas displays.

4. Enter "STATE" as the Unit.

5. Enter the Ledger Group.

6. Enter the Value(s) beside the ChartField Name(s) to include (refer to the table below).

7. Mark the check boxes to include the ChartField and/or Subtotal by ChartField.

8. Update the Sequence in which they will appear on the report.

9. Click Run

• The  Process Scheduler Request page displays.

10. Click OK.

• The Process Instance number displays.

11. Click the Process Monitor link.

• The Process Request page displays.

12. Click Refresh until the Run Status says "Success" and the Distribution Status says "Posted."

13. Click the Details link.

• The Process Detail page displays.

14. Click View Log/Trace.

15. Click the PDF file link. (PDF was the distribution format applied).

• The GL8020 report displays with the data shown in the order and total requested.

The GLS8020 is a Commitment Control report that provides agencies with expense, revenue or cash budgeting data. When the report is run ad-hoc, the data is reported in real time. The budget status report displays all commitment control ledger amounts – budgeted, encumbered, expended and collected and recognized revenue – and the remaining balance for the budget ledger group selected.

• This report can be run ad-hoc with the appropriate security role tied to creating and processing budget journals. The data displayed is dependent on the ledger group selected.

• This report should not be used to reconcile data from the general ledger since there are timing differences between posting to commitment control and the general ledger. Ledger and journal reports can reflect different accounting periods for transactions that may otherwise be “linked” (such as when a relieved encumbrance reflects a different period than that of its related voucher processing).

• Additionally, different ledgers get updated at different and various times during the day and for different amounts. Because of these differences, you will not be able to reconcile CC Ledger reports to Actuals ledger reports.

Use the following matrix to determine which ChartFields are required. 

The rule set the agency chooses for the fiscal year determines the ChartFields required and the format that must be used. To review the rulesets, see the OBM Forms page under “FIN Agency Budgets."