The Purchase Authorization User Manual The Spectrum System Georgia State University Chapter 1

Transcription

1 The Purchase Authorization User Manual The Spectrum System Chapter 1 People Soft Financials Version 7.5 March 2004

2 1. INTRODUCTION USE OF PURCHASE REQUISITIONS ENTERING A BASIC PURCHASE REQUISITION IN THE SPECTRUM SYSTEM SELECTING YOUR PANEL GROUP CREATING A PURCHASE REQUISITION ADD PURCHASE REQUISITION USING THE ADD-REQUISITION WINDOW REQUISITION FORMS PANEL TAB Selecting a Requester Department ID DEFAULTS/DETAILS PANEL SELECTING A VENDOR Vendor Short Name Search Vendor Information SELECTING SHIP TO SELECTING LOCATION SELECTING SPEEDCHARTS REVIEWING THE REQUISITION FORM PANEL CATEGORY FIELD LONG DESCRIPTION ENTERING QUANTITY, UOM AND PRICE ADDING AND DELETING ROWS ADDING COMMENTS TO REQUISITION LINE Comments Dialog Box HEADER COMMENTS PANEL EDITING THE REQUISITION REFRESHING THE REQUISITIONS BUDGET CHECKING THE REQUISITION EXITING A REQUISITION BUDGET CHECKING ERRORS IN THE REQUISITION CORRECTING BUDGET CHECK ERRORS Requisition Schedule Panel Tab Searching fordetails Distribution CANCELING THE REQUISITION SPLITTING CHARGES ON THE REQUISITION Opening the Line Chartfield Distribution Changing the amounts and Line Distributions Adding Lines to the Chartfield Distribution FREQUENTLY USED CATEGORY CODES...APPENDIX A-1 BUDGET CHECKING ERRORS...APPENDIX A-2 Page 2

3 1. Introduction 1.1. Use of Purchase Requisitions In general, purchase requisitions are used at to purchase services, commodities, and equipment which have a value greater than $4, and for which competitive bidding is required by State law. Some examples are computer equipment, (personal computers, printers), library books, maintenance agreements, and office furnishings. The Purchasing Department will determine whether a contract, purchase order, or request for proposal or request for quotation process should be followed. In the Spectrum System, the purchase requisition replaces the manual ordering and approval processes. Purchase requisitions are also used for consultant agreements and blanket travel authorizations if the value is greater than $2, See Consultant Authorizations and Travel Authorizations training guides for details. For additional information regarding purchasing policies, consult the purchasing website, The training manual and policies for consultant services and travel can be found on the following websites By the end of this chapter, you will be able to enter a purchase requisition in the Spectrum System and complete the process. Page 3

4 2. Entering a Basic Purchase Requisition in the Spectrum System Each step in the online process of entering a Purchase Requisition is described below. Compare your screen to the ones shown in the example for each step Selecting Your Panel Group Click on Go, Administer Procurement, Requisition Items. Page 4

5 2.2. Creating a Purchase Requisition Click on Use, Requisitions, Requisition Form, Add 2.3. Add Purchase Requisition using the Add-Requisition Window You will see a dialogue box. The BUSINESS UNIT will default to GSUFS ( Financial System). DO NOT change the Business Unit; the transaction will not pass Budget Check unless GSUFS is selected. The Requisition ID is automatically assigned by the system. DO NOT enter a number or any other text in this field. Click OK to proceed. Page 5

6 2.4. Requisition Forms Panel Tab The Requisition Form panel will pop up. This is the first panel to be used in this transaction. Page 6

7 Selecting a Requester The suggested requester s name should be the primary contact for the requisition or the person whom the buyer will contact. Tab to the Requester field. There are several methods to enter the data: The requester name defaults to the name of user who is logged on to Spectrum; To change Requester s name, delete existing name and enter last name of person, comma, first name of person followed by a space and middle initial---no spaces between last name, comma, and the first letter of the last name; the first letter of the last name, first name, & middle initial must be capital letters. (LastName,FirstName MiddleInitial e.g., Smith,John E); or Use the drop-down arrow to view a list of valid values; Enter the first character(s) of the last name and press <shift> + F4 or press the Search button. Highlight your selection and double-click on selected requester, or highlight your selection and press the OK button, or highlight your selected requester and press Enter on your keyboard. Page 7

8 Department ID Tab into the Department ID field. This is a required field which determines Workflow. If you select a Department rule (i.e. DRG, DSP) you will be prompted to enter a Department Code (i.e , , ). If you enter a project rule (i.e. PRJ, PRS), you will be prompted to enter a Project Number (i.e. AL925, ELN71, D1042) The Department Code or the Project Number on this panel will determine how the transaction is routed for approval (who approves it and in what order). Each College and VP area determines workflow rules and routings. To enter the Department Code or Project Number, use the drop-down arrow to view a limited list or use the preferred method of entering the first character(s) or digit(s) and pressing <shift> + F4 to view valid values. In this example, we entered 6 and used the <shift> + F4 method to see the Dept. codes in the 6XXXXXXXX range. Use the scroll bar to scroll through the list. Highlight and double-click your selection to proceed. Page 8

9 3. Defaults/Details Panel Click on the Defaults/Details panel tab. On this panel, you will enter the Vendor and SpeedChart; and validate Ship to and Location. Vendor information is a required field for travel and consultant requisitions. See appropriate links: Note: You must complete the information on the Form Defaults panel before proceeding with line information on the Requisition Form panel. If you do not follow this order, the Requisition will not pass Budget Check. Page 9

10 3.1. Selecting a Vendor The Vendor field must be used when using travel and consultant requisitions. This field is used to identify the name of the traveler or consultant. Otherwise, the vendor field is an optional field. If you know the Consultant/Traveler Vendor ID number, enter it in the Vendor field. However, it is good practice to use the vendor table to ensure accuracy. Click on the Flashlight icon next to the Vendor field to search for Vendor using Short Names, verify vendor information. Page 10

11 Vendor Short Name Search After selecting the Flashlight the following screen will appear. Enter criteria for Short Name Field. A dialog Box will appear in which you will be able to select the correct vendor. To select vendor highlight and then click OK. You can double click on Vendor Short Name to select. Page 11

12 Vendor Information Press the Fetch (Dog) icon to select the vendor. Press the detail button to see vendor detail information. Press the check mark to select Vendor after verifying vendor information. Select Origin to return to the Default/ Details Panel tab. Page 12

13 3.2. Selecting Ship to Tab to the Ship To field. The Ship To field will default to CENTRAL. Use the drop-down arrow to select a different Ship To location only if necessary. Highlight and double-click your selection. Non-inventory items or special items which have to be installed can be sent directly to a specific location by using the drop-down arrow to select GSU0000 as the Ship To value and then note in the line comments field (refer to section 4.5 Adding Comments to Requisition Line, page 21) the specific location items should be delivered. Page 13

14 3.3. Selecting Location Tab to the Location code (internal or campus delivery location) field. The Location code defaults to the delivery location (building and room) for the Requester as established by your College/VP area. Use the drop-down arrow to select a different location, if necessary, and double-click it. You can also enter the first character(s) of the building code and press <shift> + F4 to retrieve data (e.g., COE for the College of Education, CBA for the Robinson College of Business, or UL for departments in the Urban Life building.) Note: Notice that the Buyer field is dim (gray). The system will automatically assign a Buyer based on the category code you enter on the Requisition Form panel. Page 14

15 3.4. Selecting Speedcharts Our next step will be to select the Speedchart. Tab to the Speedchart field and enter your Speedtype if known. You can use the drop-down arrow or use the preferred method (first character(s)/digit(s) and shift + F4). Highlight and double-click on your selection. Tab out of the Speedchart field to populate fields. Page 15

16 When you tab out of the Speedchart field, the chartfields associated with the Speedtypes are automatically populated by the system. The account code will be picked up by the system from the Requisition Form panel. Your panel should now look like this: Page 16

17 4. Reviewing the Requisition Form Panel 4.1. Category Field Click on the Requisition Form panel. Tab to the Category field. For Category, use the drop-down arrow to view a list of valid categories. Select that category that most closely describes your item and double-click. (See Appendix A-1 for a list of categories commonly used in the Spectrum System.) Page 17

18 4.2. Long Description Tab to the Long Description field and enter a brief description of the item. You may use up to 254 characters in that field. Only 32 characters will appear in the Long Description field on panel. If you need to enter additional information (more than 32 characters) in the Long Description field or view the entire Long Description field, press the magnifying glass icon to the right of the Long Description field. Additionally, you can copy and paste information in this field from external sources, i.e. Word, Excel. Page 18

19 4.3. Entering Quantity, UOM, Price, & Due Date Tab from Long Description to Quantity. Enter the Quantity, Unit of Measure (UOM), Price, and Due Date, using the tab key after each entry. For Unit of Measure (UOM), you can use the drop-down arrow to view a list of valid values. Select and double-click. The Ship To Location defaults in. Use the drop-down arrow to select a different Ship To Location only if necessary. Enter the date you would like to receive the item in the Due Date field. Page 19

20 4.4. Adding and Deleting Rows The user can proceed with entering the items to be purchased. If a proposal has multiple lines, then the requisition also must have multiple lines. To insert a row, place your cursor in one of the fields in the line item and press the F7 function key or press the Insert Row icon. To delete a row you do not wish to use, place your cursor in one of the fields in the line item and press the F8 function key or the Delete Row icon. INSERT ROW Icon (same as F7 function key) ` DELETE ROW Icon (same as F8 function key) Now you can edit line fields such as category, long description, quantity, unit of measurement, price, and due date as necessary. Delete all zero dollar lines before editing the transaction. The system will not allow you to delete the only line remaining on a requisition. One line must remain on a requisition. When adding lines for delivery, installation, and freight costs, use the same category as item on requisition. If this item is an equipment item, then the delivery, installation, and freight costs add to the value of the equipment. Page 20

21 4.5. Adding Comments to Requisition Line The system allows you to enter separate comments to all requisition lines. Select the Comments icon to enter line comments. This will open a dialog box in which you are able to enter comments related to a requisition specific line. Page 21

22 Comments Dialog Box Using this dialog box enter all comments that you may find necessary. You can also copy and paste documents from other software such as Microsoft Word. The comment space will allow you to write as many characters as you want. To send the comments to vendor, click on the Send to Vendor checkbox. Comments will print out on the Requisition Print Report with or without the Send to Vendor box being checked. After completing this window press OK to return to the Requisition Forms window to continue entering items. Page 22

23 5. Header Comments Panel Click inside the Header Comments panel tab and enter vendor information in the Comments field if applicable. Complete all information requested for this Purchase Requisition. Be sure to use the scroll bar to enter all required information. NOTE: Comments cannot be seen on requisitions which have been canceled. Page 23

24 6. Editing the Requisition Click the Edit (blue check mark) icon. The edit process checks for errors or required fields that have not been completed. When the process has been initiated, you will see a message. Click OK to proceed. If the system detects any errors, you will get an error message. Fields that contained an error will be highlighted for you in red. Enter the correct information and perform the Edit process again. Click OK to proceed with the Edit process. Page 24

25 If you click the Refresh (dog) icon before the check is completed, you will receive another message. Click OK if you receive this message or one similar. Wait a few seconds and click the Refresh icon again. Page 25

26 7. Refreshing the Requisitions When the edit process is complete, click on the Refresh (dog) icon. Notice that the system has now assigned a Req ID number and statused the Post Document with a Y. Note this Req ID number now. Once you have a successful edit check, the budget check icon becomes illuminated which allows you to budget check the requisition. Page 26

27 8. Budget Checking the Requisition Click the Budget Check (magnifying glass and spreadsheet) icon to check for fund availability. Click Yes at this dialogue box. If the requisition does not pass Budget Check, refer to Appendix A-2: Budget Checking Errors for assistance. The most common reasons for an unsuccessful Budget Check and how to correct them can be found in Appendix A-2. If you are unable to resolve your problem, consult your department business manager. You should also check your chartfields for accuracy DO NOT proceed with this transaction until you have a Valid Budget Check. You may save this form (Teal diskette icon on the toolbar) if you want to continue this process at a later time. The requisition will not enter workflow until the BCM is Valid. You must re-edit the req if any changes are made. Page 27

28 The panel now looks like this. Notice that the BCM has changed from Not Chk d to Valid. If status is valid the requisition has been automatically saved. Page 28

29 9. Exiting a Requisition To Exit this panel press the Red X located on the tool bar. To exit from the system, use the File menu and select Exit. If you have other Requisitions Forms to add, you can click the Add (Green plus sign +) button in your toolbar to continue. Page 29

30 10. Budget Checking Errors in the Requisition If the requisition fails Budget Check, the system should give you an error message similar to the one below. Click YES at this dialogue box. Page 30

31 10.1. Correcting Budget Check Errors The BCM Status is Error. Click the Requisition Schedule panel tab to investigate the problem Requisition Schedule Panel Tab In the Requisition Schedule panel select the Details button. It will allow you to go onto the Schedule Details Window to verify the transaction chartfields. Page 31

32 Searching for Details Distribution Verify all information and proceed with changes. If changes are made, select OK to save changes and return to the Requisition Schedule Panel. If not sure about changes made, select cancel to return to Schedule Panel. The BCM Status details why the requisition failed budget check. Refer to Appendix A-2 for the most common reasons for an unsuccessful Budget Check and how to correct them. After resolving budget checking errors, re-edit and re-budget check requisition. Click on the Requisition Form Panel Tab to return to the Requisition Form panel. Note: These steps need to be repeated for each line on the requisition. After all the lines have been corrected, repeat the edit and budget checking processes. Page 32

33 11. Canceling the Requisition Users should contact the Purchasing Department if a requisition needs canceling. Page 33

34 12. Splitting Charges on the Requisition To split charges on a specific line in a Requisition go to the Requisition Schedule Panel. Select line for which you want to split charges using the scroll bar Opening the Line Chartfield Distribution Click on the Distribute button to access the Chartfields distributions. Page 34

35 Changing the Amounts and Line Distributions Distribute by field automatically defaults to quantity. Please do not change the distribute by field. Place the cursor in the percent field and change the percent to the percentage that should be charged to the budget on the Line Schedule Details window. Page 35

36 Adding Lines to the Chartfield Distribution With the cursor still in the percent field, insert another row (F7 key or Insert Row icon). The difference for this line should default in the new percent field. The Chartfields from the Line Schedule Distribution Window will be visible. The new budget being charged must be entered. Page 36

37 Enter all of the Chartfields for the budget being charged, tabbing from field to field. Click on the OK button to return to the Requisition Schedule Panel. NOTE: These steps need to be repeated for each line on the requisition being charged to multiple budgets. After all the lines have been corrected, run the edit and budget checking processes. Page 37

38 Appendix A-1: Frequently used Category codes Facilities Warehouse Inventory Inventory Travel - Employees EMP-TRAVEL Travel - Students STUDENT TR Motor Vehicle Expense Motor Vehi Supplies and Materials Supplies Postage, Freight, Express Mail Postage, F Food Food Lamping Lamping Electrical Parts & Supplies Electrical Signage Signage Emergency Generators Emergency Indoor/Outdoor Plants INDOOR/OUT Plumbing Fixtures & Supplies Plumbing F Propane/Butane Industrial Gas Propane/Bu Outside Repair and Maint.-Bldg Outside Re Elevator Maintenance Elevator M Repair & Replace-Electrical Repair & R Repairs and Maintenance Repairs Outside Repairs & Ser-HVAC Outside Re Water Chiller Maintenance Water Chil Boiler Maintenance Boiler Mai Plumbing Repairs Plumbing R Sprinkler System Maintenance Sprinkler Carpet Installation & Repair Carpet EMCS EMCS Roof Maintenance Roof Maint Security System Maintenance Security S Repairs and Maint-Fire Systems Repairs an Electricity Electricit Natural Gas - Firm Price Natural Ga Natural Gas - Variable Price Natural Ga Water Water Other Utilities Services Other Util Rents - Other than Real Estate Rents - Ot Operating Leases - Equipment Leases Insurance and Bonding Insurance Claims and Indemnities Claims and Registration Fees Reg Fees Membership & Dues Membership Window Washing Window Was Advertisements Advertisem Extermination Services Exterminat Installation Charge Install Water Treatment Water Trea Waste Removal Waste Remo Parking Charges Parking Ch Hazardous Waste Disposal Hazardous Asbestos Air Analysis Asbestos A Page 38

39 72732 Conference Expenses Conference Concert Expense Concert Ex Other Operating Expense Other Oper Software Software Publications and Printing Printing Computer Center Printing Servi CC Print Eqpt & Furn Purchases < $3000 Eqpt<$ Equip & Furn. $ $4999 Equip< Equip-Sponsor Retains Title Sponsor Computer purchases < $3000 Comp<$ Computers; $3,000 - $4999 Comp<$ Real Estate Rentals Real Estat Architect Architect Attorney Attorney Consultant Consultant Engineer Engineer Veterinarian Veterinari Honorarium Speakers Expense Consultant, Technical Consultant Per Diem & Fee-Exp Other Fees Per Diem & Fee-Reimburse Exp. Per Diem & Reim Exp Per Diem & Fee DirExp Reim Exp P Contr.-Non-Indirect Cost Bear Contr.-Non Contracts Contracts Computer Charges - Other Computer C Telecommunication-Local Telecommun Telecommunications-Video GSAMS TeleGSAMS Lease/Purchase: Principal Lease/Purc Lease/Purchase: Interest Lease/Purc Motor Vehicle Equipment Motor Vehi Maintenance and Farm Equipment Maintenanc Medical Lab Equipment Medical Eq Security Equipment Security Other Equipment Other Equi Heating, Ventilation & Air Eq Heat&Vent Weapons Weapons Machinery Machinery Books-Library Purchases Books - Li Law Library - Microforms Law Librar Law Library - Audio Visual Law Librar Periodicals - Library Purchase Periodical Bindings Bindings Law Books Law Books Computers => $5000 Comp>$ Office Eqpt & Machine => $5000 Office Eqp Audiovisual Equipment Audiov Eq Communications Equipment Comm Eq Furniture-Greater Than $1,000 Furn>$ Buildings & Buildings Improv. Buildings Land Improvements Land Impr Page 39

40 88010 Infrastructure Infrastruc Page 40

41 Appendix A-2: Budget Checking Errors Diagnosing Budget Checking Errors To understand how to diagnose budget checking errors, you must understand how the BCM logically groups transactions from different PeopleSoft applications. opics Grouping Transactions Budget Checking Header Status Examples Understanding Budget Checking Line Status Grouping Transactions The BCM uses the "Transaction Source" and the "Header Record" defined on the Budget Checking Definition panel to select all the distribution lines in a group to process based on this table: Transaction Source General Ledger Payables Billing Receivables Inventory Purchasing Grants Budget Checking Group Journal Voucher Group Group Inventory accounting line Requisitions and Purchase Orders Facilities and Administration lines Understanding Budget Checking Groups The BCM processes all the transactions or distribution lines in each of the above groups as a unit, or, in the case of PeopleSoft Inventory, one accounting line at a time. If all the lines in a group pass budget checking, the BCM updates the corresponding budget (or budgets) and marks the group as "V" (valid). If one or more of the lines fail budget checking, no budget ledgers are updated by the BCM and it marks those lines that caused the group to fail budget checking with an error. If the BCM detects a setup or data error from which it cannot recover, it does not update either the group or any budget ledgers. Instead, the BCM records diagnostics in the PeopleSoft Background Process Log indicating what caused the error. Scenario Budget Checking Header Budget Checking Line Status Status Budget Check not yet run N - not budget checked N - not budget checked All lines pass Budget Check V - valid V - valid One or more lines fail E - error various; see below Setup or data error N - not budget checked various; see below BCM has selected a transaction group for processing S selected various; see below BCM is in process on a single transaction I - in process various; see below After you run the BCM, you should review the Budget Checking Header Status of your journal on any of the Journal Entry - Header panels. If your journal did not pass Budget Checking, you need to review the Budget Checking Line Status of each journal line on any of the Journal Entry - Lines panels. Page 41

42 Budget Checking Header Status Examples The following examples explain various Budget Checking Header status values and their meaning. Topics Example 1: Budget Checking Header Status is V-Valid Budget Check Example 2: Budget Checking Header Status is E-Budget Check Errors Example 3: Budget Checking Header Status is N-Not Budget Checked Example 1: Budget Checking Header Status is V-Valid Budget Check The Header Status was "V-Valid Budget Check"-all the lines passed budget checking. Notice that the Budget Checking Line Status for each distribution line is also "V-Valid Budget Check" to signify that each line has successfully passed budget checking. Recall that when a document "passes" budget checking, it has met all of the budgetary control edits and the system has reduced or increased the available spending authority in the appropriate budget ledgers. Example 2: Budget Checking Header Status is E-Budget Check Errors If the Budget Checking Header Status is "E-Budget Check Errors", one or more lines failed budget checking. You should review each line and use resolution information in the error table below to correct the cause of each line in error. After you have corrected the cause of each budget checking line error, run the BCM to budget check the document again. Continue in this process until you have corrected all the errors in your document and the Budget Checking Header Status is "V-Valid Budget Check." Example 3: Budget Checking Header Status is N-Not Budget Checked If the Budget Checking Header Status is "N-Not Budget Checked", three situations could have caused this: The Budget Checking has not been run yet for this document. Or, the monetary amount has been changed, and the document requires budget checking an additional time for the increased or decreased amount. The BCM was run through the process scheduler. However, the control parameters caused the system to not select this document for budget check processing. Create a new budget checking request for this document and run the process again. The BCM detected a setup or data error from which it could not recover. Review the PeopleSoft Background Process Message Log (Process Journals, Inquire, Background Process) to determine the cause of the error. Correct the error using the information displayed in the Message Log (click the flashlight icon for more detailed information) and run the Budget Checking process again. Note. If the Budget Checking Module cannot translate one or more ChartFields, it will flag the distribution line with the error code Translation Error - See Message Log. Review the Inquire, Background Process for the offending ChartField value and the tree name that you need to update. Understanding Budget Checking Line Status This table describes the most common errors encountered by the BCM; these errors will cause a document to fail. If you encounter any of these errors, please review the cause and resolution before correcting the error. Page 42

43 Budget Checking Line Status Description Cause and Resolution A Budgetary Account Only The transaction line contains an account that was designed as "Budgetary Account Only" on the Account Definition panel. Either turn off the "Budgetary Account Only" indicator on this panel or use a different Account ChartField on the transaction. A2 Account Number Not Found The transaction line is missing a value for the Account ChartField, or the account type for the ChartField is not valid. B B2 Account Requires Budget Period Budget Translation CF Required Enter a valid Account ChartField on the transaction line. The account on the transaction line is designated as requiring budgetary control and therefore requires that a budget period be entered on the transaction line. Either enter a budget period on the transaction line or use a different value for the Account ChartField. Whatever ChartField you specified as the Key Location for Budget Translation on the Budgetary Control Parameters panel must be present in the transaction line. Enter a value for this ChartField and run budget checking again. B3 ChartField Translation Error The BCM could not translate one or more ChartFields on the distribution line to a valid budget distribution. The ChartField and tree name that caused the error will be in the Message Log for this Process Instance. Page 43

44 B4 B5 C Budget Period Translation Error The BCM could not translate the actuals Budget Period using the Budget Period control information. The Tree Name, Tree Level, and Tree Node that caused the error will be in the Message Log for this Process Instance. Require Fund Code ChartField Fund is a required field on the distribution line. Enter a value for Fund and run budget checking again. Invalid Acct Budg Control Type The BCM does not permit the account's Budget Control Type on this transaction. Choose a different account or change the account's budget control type designation. C2 Rev Cntrl Acct Not Permitted The BCM does not permit Accounts designated for Revenue Control on Purchase Orders, Requisitions, or Inventory shipments. Either change the account on the transaction line, or change the account's budget control type designation. D D2 Appropriation Data Not Found The fund on the transaction line is designated as requiring appropriation control; however, the system could not find an appropriation in the appropriation table. Appropriation Ledger Not Found Either enter and post a new appropriation journal (Prepare Controlled Budgets panels) or change the ChartField values on the transaction line. See resolution for error "D", above. Page 44

45 E Allotment Ledger Not Found The ChartField values on the transaction translate to an appropriation that requires allotment control; however, the system could not find an allotment. Either enter and post a new appropriation and/or allotment journal (Prepare Controlled Budgets panels) or change the ChartField values on the transaction line. E2 Allotment Data Not Found See resolution for 'E' above. F Org Budget Data Not Found The fund on the transaction line is designated as requiring organization (expense) budget control; however, the system could not find an organization (expense) budget in the organization budget table. F2 Either enter and post a new organization journal (Prepare Controlled Budgets panels) or change the ChartField values on the transaction line. Org Budget Ledger Not Found See resolution for error "F", above. F3 Org Stat Budg Not Found Statistics amount is entered on the distribution line; however, the system could not find an organization statistical budget in the organization budget table. Either enter and post a new organization statistics journal (Prepare Controlled Budgets panels) or remove/change the statistics amount on the transaction line. Page 45

46 G Revenue Est Data Not Found The budget period and fund combination on the transaction line designates that the transaction is under revenue estimate control; however, the system could not find a revenue estimate budget in the revenue estimate table. G2 Either enter a new revenue estimate journal (Prepare Controlled Budgets panels) or change the ChartField values on the transaction line. Revenue Est Ledger Not Found See resolution for error "G", above. H Project/Grant Data Not Found The Project/Grant ChartField value on the transaction line designates that this project requires project/grant budget control; however, they system could not find a matching project/grant budget in the project/grant budget table. H2 Project/Grant Ledger Not Found Either enter a new project/grant journal (Prepare Controlled Budgets panels) or change the Project/Grant ChartField values on the transaction line. See resolution for error "H", above. I Insufficient Appropriation The remaining spending authority for the appropriation budget was not sufficient to cover this transaction. Either change the ChartField values to point to a different budget, enter a new budget journal to increase spending authority (Prepare Controlled Budgets panels), or use the Mark Journals for Budg Override panel to force this journal to pass budget checking. Page 46

47 I2 Appropriation is Frozen The ChartFields on the transaction line translate to an appropriation budget that is frozen. Either change the ChartField values to point to a different budget, or enter a new budget journal to unfreeze this budget (Prepare Controlled Budgets panels). J Insufficient Allotment The remaining spending authority for the allotment budget was not sufficient to cover this transaction. Either change the ChartField values to point to a different budget, enter a new budget journal to increase spending authority (Prepare Controlled Budgets panels), or use the Mark Journals for Budg Override panel to force this journal to pass budget checking. K Insufficient Organization Bud The remaining spending authority for the organization (expense) budget was not sufficient to cover this transaction. Either change the ChartField values to point to a different budget, enter a new budget journal to increase spending authority (Prepare Controlled Budgets panels), or use the Mark Journals for Budg Override panel to force this journal to pass budget checking. Page 47

48 K2 Organization Budget is Frozen The ChartFields on the transaction line translate to an organization (expense) budget that is frozen. Either change the ChartField values to point to a different budget, or enter a new budget journal to unfreeze this budget (Prepare Controlled Budgets panels). K3 Insufficient Revenue Estimate The remaining amount for the revenue estimate budget was not sufficient to cover this transaction (the transaction amount exceeded the existing revenue estimate). Either change the ChartField values to point to a different budget, enter a new budget journal to increase spending authority (Prepare Controlled Budgets panels), or use the Mark Journals for Budg Override panel to force this journal to pass budget checking. K4 Revenue Estimate is Frozen The ChartFields on the transaction line translate to a revenue estimate budget that is frozen. K5 Revenue Adjustment Option Reqd Either change the ChartField values to point to a different budget, or enter a new budget journal to unfreeze this budget (Prepare Controlled Budgets panels). The Budget Adjust Type on your GL Journal Entry was "Revenue Adjustment" but you did not select an "Amount Type" of Recognized or Collected on each Journal Line. Open the journal and select a valid Amount type for each Journal Line. Page 48

49 K6 Invalid Budget Adjust Type There is a mismatch between the Budget Adjust Type on your GL Journal and the Amount Type on each Journal Line. For Budget Adjust Type of Pre-encumbrance or Encumbrance, the amount type you use on each journal line must also be either Preencumbrance or Encumbrance. For Budget Adjust Type of Revenue, the amount type on each Journal Line must be either Recognized or Collected. Open the Journal and fix the offending Amount Types. K7 Spending Authority Over Budget The remaining spending authority is higher then the original budget and the Allow incr Spending Authority option defined in General Ledger Business Unit is not turned on. Either turn this setting on or delete the offending journal. L Insufficient Proj/Grant Bud The remaining spending authority for the Project/Grant budget is not sufficient to cover this transaction. L2 Either change the ChartField values to point to a different budget, enter a new budget journal to increase spending authority (Prepare Controlled Budgets panels), or use the Mark Journals for Budg Override panel to force this journal to pass budget checking. Project/Grant Budget is Frozen The ChartFields on the transaction line translate to a Project/Grant budget that is frozen. Either change the ChartField values to point to a different budget, or enter a new budget journal to unfreeze this budget (Prepare Controlled Budgets panels) Page 49

50 M Ref Requisition Not Found You attempted to budget check a purchase order that referenced a requisition that was canceled or sourced. Review the requisition to make sure it is open and not sourced. N Not Budget Checked The transaction line either (1) has never been previously budget checked, (2) is in a group of transactions where one or more other lines failed but this line would have passed budget checking; or (3) the budget check process ran and detected a severe error and did not update the status on any line. O P Ref Purchase Order Not Found You attempted to budget check a voucher that referenced a purchase order that might have been canceled or closed. PO Edit to be done for BCM Comp Review the purchase order to make sure it is open. You must run PO Edit on this Purchase Order before you can budget check it. Q Requisition Over Liquidated This Purchase Order distribution line is over the Requisition distribution line pre-encumbrance amount. The Purchase Order amount exceeded the pre-encumbrance amount plus the tolerance. R Purchase Order Over Liquidated Re-enter an amount within the appropriate limits. This Voucher distribution line is over the Purchase Order distribution line encumbrance amount. The Voucher amount exceeded the encumbrance amount plus the tolerance. Re-enter an amount within the appropriate limits. Page 50

51 S Project/Grant is Required The ChartFields on this transaction point to an organization (expense) budget that requires a value to be entered for the Project/Grant ChartField. Either enter a value for the Project/Grant ChartField or change the other ChartField values to point to a different organization (expense) budget. T Project/Grant Data Not Found No data was found in the PROJECT table for this Project/Grant. Correct the Project/Grant on your distribution line or establish this Project/Grant on the Design ChartFields panel. U Insufficient Funding Source The Project/Grant ChartField value on the transaction line is designated as requiring funding source control; however, the sum of the funding sources is not enough to cover the transaction amount. V W Valid Budget Check Either increase the funding source amount for the project or change the ChartField values on the transaction line. Transaction not allowed for FY The current system date does not fall in between the start and end dates for this transaction type on the Budget Transaction Control panel. Change the start and/or end dates for this transaction type. Page 51

52 X X2 Outside Appropriation Budget Date One of the following is true: a) transaction date on the distribution line is earlier than the appropriation budgets' begin date b) begin date of the budget period of the distribution line is later than the appropriation budgets' end date c) end date of the budget period of the distribution line is earlier than the appropriation budgets' begin date. Correct either the transaction date or the budget period of the distribution line or change the begin/end date of the budget. Outside Allotment Budget Date One of the following is true: a) transaction date on the distribution line is earlier than the allotment budgets' begin date b) begin date of the budget period of the distribution line is later than the allotment budgets' end date c) end date of the budget period of the distribution line is earlier than the allotment budgets' begin date. Correct either the transaction date or the budget period of the distribution line or change the begin/end date of the budget. Page 52

53 X3 Outside Organization Budget Date One of the following is true: a) transaction date on the distribution line is earlier than the organization budgets' begin date b) begin date of the budget period of the distribution line is later than the organization budgets' end date c) end date of the budget period of the distribution line is earlier than the organization budgets' begin date. Correct either the transaction date or the budget period of the distribution line or change the begin/end date of the budget. X4 Outside Revenue Budget Date One of the following is true: a) transaction date on the distribution line is earlier than the revenue estimate budgets' begin date b) begin date of the budget period of the distribution line is later than the revenue estimate budgets' end date c) end date of the budget period of the distribution line is earlier than the revenue estimate budgets' begin date. Correct either the transaction date or the budget period of the distribution line or change the begin/end date of the budget. Page 53

54 X5 Outside Proj/Grant Budget Date One of the following is true: a) transaction date on the distribution line is earlier than the proj/grant budgets' begin date b) begin date of the budget period of the distribution line is later than the proj/grant budgets' end date c) end date of the budget period of the distribution line is earlier than the proj/grant budgets' begin date. Correct either the transaction date or the budget period of the distribution line or change the begin/end date of the budget. Y Invalid Project/Grant Date The transaction date (usually the document's accounting date) does not fall within the Project/Grant budget begin and end dates. Z Invalid Statistics Code The transaction contains a statistics code that is invalid for the associated Organization Budget. Either correct the statistics code on the transaction or establish an Organization Statistical Budget for this statistics code. ZA Ref Item Dist Not Found The Accounts Receivable transaction referenced an item that the system could not find in the ITEM_DST table. Page 54