Troubleshooting Budget Errors - PS Financials

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Finding Documents with Budget Errors

Documents must have a successful budget check to post to the Commitment Control ledgers. Budget errors will prevent documents from posting and must be corrected. Budget warnings can be disregarded and will not prevent documents from posting. Documents that have not passed budget check and contain budget errors can be found through the eProcurement, Travel and Expenses or Commitment Control menus.

Requisitions –

  • Main Menu –> eProcurement –> Manage Requisitions
Manage Requisitions Link

Search for requisitions with a Budget Status of ‘Error in Budget Check’ and Business Unit of 'NAUBU'; all other fields should be blank

Error in Budget Check
Requisitions (Commitment Control method) - 
  • Main Menu –> Commitment Control –> Review Budget Check Exceptions –> Purchasing and Cost Management –> Requisitions

Select Requisition

Search for requisitions with a Process Status of ‘Errors Exist’ and Business Unit of 'NAUBU'; all other fields should be blank

Errors Exist Link

Search will return requisitions with budget errors for all DeptIDs and all ledger groups

Requisition Sheet

Select by Requisition ID or scroll through the Search Results by using the "Previous in List" or "Next in List" button to find requisitions with Ledger Group of KK_DEP_REV or KK_DEP_EXP for state and local funds

To see the below view, press the expansion button expansion_button

Ledger Group Funds

Common Exceptions include

    No Budget Exists

    Required key CF is blank

Expense Sheets (Travel and Expense Center method)-

  • Main Menu –> Travel and Expenses –> Travel and Expense Center

         Check the budget status for budget errors when creating or modifying an expense sheet

Expense Sheets (Commitment Control method)-

  • Main Menu –> Commitment Control –> Review Budget Check Exceptions –> Travel and Expenses –> Expense Sheet
Expense Sheet Link

Search for expense sheets with a Process Status of ‘Errors Exist’; leave all other fields blank

Errors Exist Link

Search will return expense sheets with budget errors for all DeptIDs and all ledger groups

Expense Sheet

Select by Report ID or scroll through the Search Results by using the "Previous in List" or "Next in List" button to find expense sheets with Ledger Group of KK_DEP_REV or KK_DEP_EXP for state and local funds

To see the below view, press the expansion button expansion_button

Expense Sheet Exceptions

Correcting Budget Errors

Budget errors occur when a document contains an invalid DeptID-Fund-Program combination or the account string that does not have a budget line for the account class being used.

For existing state and local DeptIDs, budget lines are created at the beginning of the fiscal year for specific account classes. For revenue and non-personnel service expenses, budge lines are loaded for only the classes budgeted in NStar. For personnel services, budget lines are loaded for all account classes (711-715 and 720).

To correct budget errors –

  • Verify that the DeptID-Fund-Program combination on the document is valid. If the combination is not valid, correct the document and resubmit for budget checking.
  • Determine whether a zero budget line exists for the corresponding account class. If a budget line does not exist and the account class is appropriate for the fund and expense, contact the Budget Office to request the budget line be added. 

Verify DeptID-Fund-Program Combination by PS Financials or Business Objects–

PS Financials method
  • Main Menu –> Commitment Control –> Review Budget Activities –> Budget Details
Budget Details Link

Search on Department and Budget Period, 

Search results will return only valid DeptID-Fund-Program combinations

For example, for DeptID 3030300 and Budget Period of 2013, Fund 4700, Program I010 is the only valid combination

Budget Details Sheet

Note – More than one valid combination may exist if a DeptID is used for both state and local funds

Business Object method

  • Run PSFinancials Speedchart Key and Chart Fields report

Key and Chart Fields report

Search on DeptID to find the valid Fund-Program combinations for the DeptID

Speedchart Key and Chart Fields

DeptID 3030300, Fund 4700, Program I010 is the only valid combination for the DeptID

DeptID 1000160, Fund 2500, Program F003 is the only valid combination for the DeptID

Note – More than one valid combination may exist if a DeptID is used for both state and local funds 

Speedchart Key and Chart fields

Determine if Zero Budget Line Exists –

  • Main Menu –> Commitment Control –> Review Budget Activities –> Budget Details

Search on Department, Fund and Program to find the account classes with zero budget lines

Use Ledger Group KK_DEP_REV for revenue account classes and KK_DEP_EXP for expense account classes

Search Results will return only accounts with zero budget lines

Using the example below, a budget line does not exist for account class 770, Scholarships, for DeptID 3030300, Fund 4700, Program I010 for 2013

Budget Details Ledger Group Account Number 

Find Revenue and Expense Account Classes –

In PS Financials, the Tree Viewer can be used to find revenue and expense account classes if the account class for the account is not known.

  • Main Menu –> Tree Manager –> Tree Viewer 
Tree Viewer Link

Search for KK_ACCT_SPRING tree

Search Tree Name

Select 'Expand All' to display accounts within account classes for Revenues and Expenses

Tree Information Page

730, Operations, is the account class for account 739125, Internal Expense Allocation

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