Overview
This article covers how to reclass a Commitment within the Resource Commitment Tracking Tool (RCTT) in EPBCS. The following steps are for users of Excel Smart View.
Essential Information
- Please note: KB0033730, How to Reclass a Resource Commitment in EPBCS via the EPBCS web application is a separate article.
- Reclass functionality in the RCTT allows you to correct an element of the Commitment record after resources have already been transferred.
- You can reclass either the Source, the Destination, or the Budget Type of a resource Commitment.
- All Reclass types involve creating a Reclass Commit record, which serves as the new Source record, even if the Source has not changed.
- Reclass functionality operates using the calendar month, not the current ledger period - waiting until the final week of a ledger period (after the 1st of a month) can cause delays in processing reclass records.
Next Steps
Navigating to Commitment
- Open Excel workbook and connect to EPBCS Planning environment.
- Login using Single Sign-On.
- In the Private Connections Smart View panel, expand each node in the connection panel by clicking the ‘+’ symbols until you see the Task Lists folder, then click on the ‘+’ symbol next to Task Lists to populate the list of commitment tracking forms.
- Double-click 7 - Create and Manage Commitments to expand the Task List - this will result in a new view in the panel.
- Double-click 7.2A Enter Basic Commitment Data - Simplified to render the form in the active Excel sheet.
- Within the POV, select the appropriate Financial Unit level to display the Base Commit record for the CTID you wish to reclass - you must select the Base Commit record, even if you are reclassing the Destination.
- Right-click on the desired CTID and select Smart View at the bottom to launch the Action Menu - then select Reclass Commitment.
- Depending on which element you wish to reclass; Source, Destination, or Budget Type, follow steps in relevant section below.
Reclass Source
- After selecting Reclass Commitment and landing at the ‘Launch Business Rule’ prompt window, scroll down and enter the new Source element(s) within the NEW field(s) - you can either directly input the value or use the member selector to the right of the field.
- Click the OK button within the prompt window - you should receive a message that the rule ran successfully - if you receive an error message, make sure your new Source element(s) include a valid NEW Financial Unit / NEW Project intersection.
- Locate the new Reclass Commit record under the CTID you just reclassed - you may need to adjust the Financial Unit selection in the POV to include your new Reclass record.
- Right-click on the reclassed CTID and select Smart View from the drop-down to generate the Action Menu - then select Details 1 Year Horizon to generate Task 7.3 - 1YR Horizon on a new sheet.
- From the Smart View ribbon on the Details 1 Year Horizon sheet, click the Submit Data button to calculate the Reclass record.
NOTE: After calculation, the Reclass record should display:
- CT Approved Budget Amount in the month in which the original transfer(s) occurred, but no values in CT Amount/CT Total Amount/CT Amount Debit/CT Amount Credit
- CT Amount/CT Total Amount/CT Amount Debit/CT Amount Credit in the month in which the record was reclassed
- Navigate back to Task 7.2A Enter Basic Commitment Data - Simplified.
- Locate the Base Commit record under the CTID you reclassed - you may need to adjust the Financial Unit selection in the POV to include the Base Commit record.
- Right-click on the Base CTID and select Smart View from the drop-down to generate the Action Menu - then select Details 1 Year Horizon to generate Task 7.3 - 1YR Horizon on a new sheet.
- From the Smart View ribbon on the Details 1 Year Horizon sheet, click the Submit Data button to calculate the Reclass record.
- Open a new sheet and navigate to Task 7.4 Review Commitments Journal Extract.
- Verify that your Credits and Debits are appearing appropriately on the Journal Extract.
NOTE: Only credits and debits for the current ledger period will display on 7.4
Reclass Destination
- From the Reclass Commit business rule prompt window, do not change any values - simply click the OK button to run the business rule and create the new Reclass Commit record.
- Locate the new Reclass Commit record under the CTID you just reclassed - you may need to adjust the Financial Unit selection in the POV to include your new Reclass record.
- Right-click on the reclassed CTID and select Smart View from the drop-down to generate the Action Menu - then select Details 1 Year Horizon to generate Task 7.3 - 1YR Horizon on a new sheet.
- Within the CT Destination FFFP drop-downs, select the new Destination values (e.g., CT Destination Financial Unit, CT Destination Project, CT Destination Fund, CT Destination Function, CT Destination Task).
- Click the Submit Data button in the Smart View Excel ribbon to save the new Destination and calculate the record.
- Right-click on any blue cells within Column A (i.e., CT Commitment Status).
- Select Smart View located at the bottom of the pop-up window, and select Approve and Push Commitment - this creates a 2nd Transfer In Commitment record tied to the new Destination, and ensures the new Destination is credited what has been transferred to date.
- Return to Task 7.2A Enter Basic Commitment Data - Simplified and locate the original Base Commit record for the reclassed CTID, and navigate to the Details 1 Year Horizon view for that record.
- Click the Submit Data button in the Smart View Excel ribbon to recalculate the record.
- Run the Approve and Push Commitment action - this ensures the old destination is debited what has been transferred to date.
- Open a new sheet and navigate to Task 7.4 Review Commitments Journal Extract.
- Verify that your Credits and Debits are appearing appropriately on the Journal Extract.
Reclass Budget Type
- After selecting Reclass Commitment from the drop-down Action Menu and landing at the ‘Launch Business Rule’ prompt window, enter the new Budget Type within the NEW Budget Type field - you can either directly input the value or use the member selector to the right of the field.
- Click the OK button within the prompt window - you should receive a message that the rule ran successfully.
- Locate the new Reclass Commit record under the CTID you just reclassed - you may need to adjust the Financial Unit selection in the POV to include your new Reclass record.
- Right-click on the reclassed CTID and select Smart View from the drop-down to generate the Action Menu - then select a Details Time Horizon view that spans the term of your commitment to generate that view on a new sheet.
- Within the Details Time Horizon view, make necessary updates, for example:
- CT Expenditure Type may need to be changed from a Recurring Account Code to a One-Time Account Code.
- CT End Date may need to be extended, i.e., changed from Recurring to One-Time MultiYr.
- Additional fiscal year data may need to be entered, i.e., changed from Recurring to One-Time MultiYr.
- Click the Submit Data button in the Smart View Excel ribbon to save changes and calculate the record.
- Select Smart View located at the bottom of the pop-up window, and select Approve and Push Commitment to generate a new Transfer In record.
- Return to Task 7.2A Enter Basic Commitment Data - Simplified and locate the original Base Commit record for the reclassed CTID, and navigate to the Details 1 Year Horizon view for that record.
- Within the Details 1 Year Horizon view, run the Approve and Push Commitment action - this ensures the old destination is debited what has been transferred to date.
- Open a new sheet and navigate to Task 7.4 Review Commitments Journal Extract.
- Verify that your Credits and Debits are appearing appropriately on the Journal Extract.