correcting common budget errors - northwestern...

PeopleSoft Commitment Control

FMS721

Correcting Common Budget Journal Errors 7/1/2008

© 2008 Northwestern University GL721

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Correcting Common Budget Journal Errors This training guide describes the process for correcting budget journal errors which include combination edit errors and budget errors. Appendix A – Combination Errors and Appendix B – Budget Errors provide a list of errors and the solutions.

Before you begin . . . Upon completion of this guide you will be able to: • Correct budget journals in Commitment Control • Troubleshoot combination edit errors (Errors tab) • Troubleshoot budget errors (Exceptions page) • Check the spending authority for a chart string

How do I sign in to PeopleSoft? 1. Sign in to the NUPortal at nuportal.northwestern.edu 2. Click the Staff tab, Finance and Budget tab, and then

click the Login to PeopleSoft link from the left navigation pane.

Who has access? Budget Office

Additional Resources • Visit the Project Café website for additional training materials www.cafe.northwestern.edu/training • Visit the Project Café website for the Chart of Accounts Quick Reference Guide www.cafe.northwestern.edu/training/coa • Visit the NUPortal nuportal.northwestern.edu to access the Chart of Accounts crosswalk. • To access NU budget policies, visit the NUPortal nuportal.northwestern.edu. Click the Staff tab, and then the Finance

and Budget tab. Locate the Budget Journal Search area. Click the Review Policy link. Where do I get help? For assistance, contact NUIT Support Center at 847-491-HELP (4357) or e-mail [email protected].

http://www.nuportal.northwestern.edu/

http://www.cafe.northwestern.edu/training

www.cafe.northwestern.edu/training/coa



mailto:[email protected]


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Consider this scenario. . . A Budget Office analyst entered a budget journal to move spending authority from one chart string to another. Combination errors and budget errors were discovered when the analyst attempted to post the journal. The journal was saved for later when she would have time to correct the errors. Now she will find the journal and correct it.

Step 1: Search for the budget journal that you want to correct Quick Navigation: From the Menu panel, click Commitment Control Budget Journals Enter Budget Journals Find an Existing Value.


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Step 2: Find the combination errors for the line Budget journals can contain ChartField combination errors and/or budget errors. Budget errors are marked with X and combination errors are marked with X. Correct the combination errors first, and then correct budget errors. Sometimes correcting the combination errors also corrects the budget errors.

Click the Budget Lines tab if the journal lines do not appear.

The Budget Errors page appears.



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Step 3: Correct the combination error Refer to Appendix A – Combination Errors to learn how to correct this error. Appendix A says that the Project ID may be incorrectly applied. Funds that begin with 3 use a Project number that begins with 3.

Step 4: Find the budget errors After you have corrected all combination edit errors, fix the budget errors. See Appendix B – Budget Errors for a list of budget errors and possible solutions.


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Step 4: Find the budget errors (continued) The Budget Journal Exceptions page appears in a new window. Do not close the other PeopleSoft window

• Fix the errors in the order you prefer. • Multiple errors may appear for a single journal line. • The error number shown beside each budget error does not correspond to any budget journal line number! • To determine which budget journal line has a budget error, click on the row where the error message displays

(Step 1 in the image below).


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Step 4b: Determine which line contains the error The Budget Journal Line Drill Down page appears.


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Step 5: Correct the budget errors More than one PeopleSoft window is open. Find the window that displays the Budget Lines page. If you cannot find the window, use the quick navigation path below to get back to the Budget Lines page for this journal. Optional quick navigation: From the Menu panel, select Commitment Control Budget Journals Enter Budget Journals Find an Existing Value, and then search for the journal. Open the journal, and then click the Budget Lines tab.


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Step 5b: Resolve the remaining budget errors The Budget Override page opens in a new window (shown below). This page is an error log that shows all remaining budget errors. You can revert back to the Budget Lines page/window at any time to fix budget journal errors.


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Step 5c: Resolve the Exceeds Budget Tolerance error Check to see how much spending authority exists for the chart string (320 4653000 30008753 73005) on the expense budget. Quick navigation: From the Menu panel, click Commitment Control Review Budget Activities Budget Details


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Step 5d: Find the available budget


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Step 6: Correct the budget error and post the journal Switch back to the window that shows the Budget Lines page. If you cannot find the Budget Lines window, click Commitment Control Budget Journals Enter Budget Journals Find an Existing Value, and then search for the journal. Open the journal, and then click the Budget Lines tab.

These are possible solutions. Try one of the following: a. Decrease the amounts on both chart strings from $1000 to $500 since the available budget for 320 4653000 30008753

73005 is only $500 (this solution is show below). b. Leave line 1 at $1000 and move $500.00 of budget authority from another chart string. You would add another line that

decreases another chart string. c. Add additional budget to the chart string on line 1 through a separate adjustment. In this situation, the journal shown

above in option a would be posted, and then another $500.00 would be added to 320 4653000 30008753 73010 in a new budget journal.


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Step 6b: Make sure the journal posted

What happens next? • Correct all the journals that did not post, and then try to post them again. • For more information, see the Creating Commitment Control (KK) Budget Journals or Deleting or Unposting Budget

Journal training guides.


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In a Nutshell . . . Correcting Common Budget Journal Errors

Process Overview Step 1: Search for the budget journal that you want to correct Step 2: Find the combination errors for the line

See Appendix A – Combination Errors Step 3: Correct the combination error

See Appendix A – Combination Errors Step 4: Find the budget errors

See Appendix B – Budget Errors Step 4b: Determine which line contains the error Step 5: Correct the budget errors

Commitment Control Budget Journals Enter Budget Journals Find an Existing Value, and then search for the journal. Open the journal, and then click the Budget Lines tab.

Step 5b: Resolve the remaining budget errors See Appendix B – Budget Errors

Step 5c: Resolve the Exceeds Budget Tolerance error Commitment Control Review Budget Activities Budget Details

Step 5d: Find the available budget Step 6: Correct the budget error and post the journal:

Commitment Control Budget Journals Enter Budget Journals Find an Existing Value, and then search for the journal. Open the journal, and then click the Budget Lines tab

Step 6b: Make sure the journal posted

What happens next? • Correct all the journals that did not post, and then try to post them again. • For more information, see the Creating Commitment Control (KK) Budget Journals or Deleting or Unposting Budget

Journal training guide


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Appendix A – Combination Errors

Error Message Explanation

Combo error for group FND_PRJ An error exists in either the Fund or Project ChartField. These are possible solutions. Try one or more of the following: 1. Is the Project ID is missing?

Project #’s are required for all funds except 000 - 169 2. Is the Project ID incorrectly applied?

Funds Project must begin with:

000 - 169 Project ID is not allowed

170 - 179 1

190 - 199 6

300 - 399 3

400 - 499 4 or use 30000001 (gift clearing project)

500 - 599 5

600 - 699 6

700 - 799 7

800 - 839 8

840 - 849 9

Combo error for group ACT_FND The Fund is missing. A Fund value is required on every transaction.


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Appendix A – Combination Errors


Combo error for group ACT_DPT

An error exists in the Account and/or Dept ChartFields. See Budget Office - Chart String Construction Rules job aid. These are possible solutions. Try one or more of the following: 1. Is it a revenue budget journal?

Enter a Dept ID. Use a revenue Account codes that begins with 4 or 5. 2. Is it an expense budget journal?

Enter a Dept ID. Use an expense Account codes that begins with 6 or 7.

Combo error for group ACT_DPT_EX Dept ID ‘9999999’ cannot be used on transactions. See the Budget Office -String Construction Rules job aid.

Combo error for group FND_ACT An error exists in the Fund and/or Account ChartFields. See Budget Office - Chart String Construction Rules. Did you use an allowable Account code for the Fund value? Fund Associated Rule 030 Only Account codes that begin with 1, 2, or 3 are allowed

330 Account codes that begin with 6 or 7 are not allowed

700 - 799 Account codes that begin with 8 are not allowed

Journal line errors exist for this header There is a combination edit error. Click the Errors link (near the Process menu) to view the budget errors for this journal.


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Appendix B – Budget Errors


Budget is closed The budget for this chart string has been closed.

Budget is on hold The budget for this chart string has been placed on hold. This applies primarily to grants.

Budgetary only [ChartField value] is not allowed for a non-budget ledger group.

The value entered for the specified ChartField is used for budget rollups only. Enter a different value.

Budget Period is Invalid The budget period value is missing. Enter a valid budget period (fiscal year). All funds use a budget period except Capital funds (800 range).

Budget Period xxxx is not valid for the CAPITAL RuleSet

A budget period was entered when it should be blank. Remove the budget period value and then process the journal. This applies to Capital funds in the 800 range. The error appears when attempting to save the journal.

ChartField error for value [ChartField value]

The value entered for the specified ChartField is either inactive or does not exist. Enter a different value.

CF (ChartField) value not at tree level. Call the ChartField Maintenance group in the Controller’s Office. The budget journal line contains a ChartField value not at the defined tree level. A new account was created, but wasn’t added to a KK_ACCOUNTS tree.


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Appendix B – Budget Errors


Exceeds budget and is over tolerance The requested transaction exceeds the available budget. Deficit budgets are not allowed. These are possible solutions. Try one or more of the following: • Reduce the dollar amount of the adjustment so that it does not exceed the

available budget. • Use a chart string that has sufficient available budget.

The journal date is not in an open period for this ledger

The journal date is not in an open accounting period.

Journal is not balanced on journal totals or balancing ChartField totals

Journal is not balanced. Total debits must equal total credits.

No budget exists No budget exists on the chart string that has been entered. These are possible solutions. Try one or more of the following: • Complete a budget journal to create the appropriate budget lines on the

chart string. • Change the funding on the transaction to charge a chart string that has

sufficient budget available. Required key CF (ChartField) is blank. A required ChartField is not complete. Enter a value for the required ChartField.

Transaction has account that belongs to an excluded account type

The budget journal line contains an account value that belongs to an excluded account type. (For example, a revenue account code was entered in an expense budget journal.)

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