Overview

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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

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• 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

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Navigating to Commitment

1. Open Excel workbook and connect to EPBCS Planning environment.
   
2. Login using Single Sign-On.
3. 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.
   
   
   
   
4. Double-click 7 - Create and Manage Commitments to expand the Task List - this will result in a new view in the panel.
5. Double-click 7.2A Enter Basic Commitment Data - Simplified to render the form in the active Excel sheet.
   
6. 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.
7. Right-click on the desired CTID and select Smart View at the bottom to launch the Action Menu - then select Reclass Commitment.
   
   
   
   
8. Depending on which element you wish to reclass; Source, Destination, or Budget Type, follow steps in relevant section below.

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Reclass Source

1. 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.
   
   
   
   
2. 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.
   
   
   
   
3. 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.
   
   
   
   
4. 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.
   
   
   
   
5. 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
     
     
6. Navigate back to Task 7.2A Enter Basic Commitment Data - Simplified.
7. 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.
8. 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.
9. From the Smart View ribbon on the Details 1 Year Horizon sheet, click the Submit Data button to calculate the Reclass record.
10. Open a new sheet and navigate to Task 7.4 Review Commitments Journal Extract.
11. 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

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Reclass Destination

1. 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.
2. 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.
3. 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.
4. 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).
5. Click the Submit Data button in the Smart View Excel ribbon to save the new Destination and calculate the record.
6. Right-click on any blue cells within Column A (i.e., CT Commitment Status).
7. 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.
   
   
   
   
8. 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.
9. Click the Submit Data button in the Smart View Excel ribbon to recalculate the record.
10. Run the Approve and Push Commitment action - this ensures the old destination is debited what has been transferred to date.
11. Open a new sheet and navigate to Task 7.4 Review Commitments Journal Extract.
12. Verify that your Credits and Debits are appearing appropriately on the Journal Extract.

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Reclass Budget Type

1. 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.
   
   
   
   
2. Click the OK button within the prompt window - you should receive a message that the rule ran successfully.
3. 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. 
4. 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.
5. Within the Details Time Horizon view, make necessary updates, for example:
   
   1. CT Expenditure Type may need to be changed from a Recurring Account Code to a One-Time Account Code.
   2. CT End Date may need to be extended, i.e., changed from Recurring to One-Time MultiYr.
   3. Additional fiscal year data may need to be entered, i.e., changed from Recurring to One-Time MultiYr.
      
      
6. Click the Submit Data button in the Smart View Excel ribbon to save changes and calculate the record.
7. 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.
   
   
   
   
8. 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.
9. 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.
10. Open a new sheet and navigate to Task 7.4 Review Commitments Journal Extract.
11. Verify that your Credits and Debits are appearing appropriately on the Journal Extract.