Appendix C: Budget Checking Messages C Investigating Budget Control Exceptions........... 314 Budget Checking Errors.................. 319 Page 313
Appendix C: Budget Checking Messages Investigating Budget Control Exceptions The PeopleSoft Commitment Control process verifies that all submitted accounting transactions pass budgetary controls. The Commitment Control process is initiated by the final approver in the approval path for the requisition or purchase order. The Commitment Control process is run only after the Approval process for all requisitions and direct purchase orders is completed. Important! Do not initiate the budget checking process unless you are prompted to do so during the final document approval process, as instructed by the following message: [Requisition/PO] Ready for Budget Checking. Click on the budget checking icon to complete. When a transaction fails budget checking, the Form page indicates the Budget Status as Error. To display a document s Budget Control Exceptions: 1. Display the requisition or purchase order that has budget control errors, if it is not already displayed. Budget Status of Errors Page 314 PeopleSoft Financials: Purchasing
Investigating Budget Control Exceptions 2. Click the Error link in the Budget Status field. The Exceptions page for the document is displayed in a new window. Note: If you click the View Exception Details magnifying glass at the beginning of the row, you ll see the purchase order or requisition drill down information from the document. 3. Click the Line Exceptions tab and click the Show all columns icon. Department User Guide Version 2.0 Page 315
Appendix C: Budget Checking Messages 4. If multiple errors are encountered on the same requisition or purchase order, click the View All link in the header bar. 5. Click the View Exception Details magnifying glass at the beginning of the row. The Exception Details page is displayed. 6. To see the error description, click the Show all columns icon. Additional fields are shown on the Exception Details page. Page 316 PeopleSoft Financials: Purchasing
Investigating Budget Control Exceptions View the error code explanation. 7. View the exception information in the Exception Description field. Note: A list of BCM error messages and complete descriptions, including reason and action, is provided in Budget Checking Errors, on page 319. Consult this section to assist with BCM code and message interpretation. 8. Click the OK button. The Line Exceptions tab is redisplayed. Click the View Related Links icon. Department User Guide Version 2.0 Page 317
Appendix C: Budget Checking Messages 9. Click the View Related Links icon next to the Purchase Order number field. 10. Click the Go to Source Entry link on the related links page. The PO Form page is displayed. 11. Click the Defaults link at the bottom of the Form page and make the necessary corrections to the distribution line of the line item or line items in error. 12. After correcting the budget control error, re-invoke budget checking so the transaction can pass budgetary control and, if successful, move to the next step in the procurement cycle. Page 318 PeopleSoft Financials: Purchasing
Budget Checking Errors Budget Checking Errors The following table lists the most common budget checking errors, the error codes associated with each error, and the cause and the resolution for the error. The error messages are sorted alphabetically by description in Table 9, and numerically by error code in Table 10. Table 9: Error Messages Sorted Alphabetically by Description Description (Code) Notes Budget date is out of bounds (E6) / for referenced row (E16) Budget is closed (E3) / for referenced row (E13) Budget is on hold (E4) / for referenced row (E14) CF (ChartField) funding source error (E8) / for referenced row (E18) Cumulative calendar data not found (E9) / for referenced row (E19) Cumulative date range not found (E10) / for referenced row (E20) Current budget period not in cumulative range (E31) / for referenced row (E32) A funding source allocation row for a project budget exists without a corresponding budget amount having been entered in the Commitment Control ledger data table (LEDGER_KK). Budget is defined for cumulative budgeting with a cumulative calendar, but the calendar is not found. Budget is defined for cumulative budgeting with a cumulative date range, but the date range is not found. Cumulative budgeting has been set up incorrectly for the budget, such that a budget period defined as part of the cumulative range does not, in fact, fall within the cumulative range. For example, let's say you set up cumulative budgeting for the date range of 01/01/2002 through 0 /28/2002 and include monthly budget periods 2002M1 (covering January), 2002M2 (covering February), and 2002M3 (covering March). The budget period 2002M3 does not fall within the cumulative date rage, and an error will result when you budgetcheck a transaction whose budget date falls within budget period 2002M3. Department User Guide Version 2.0 Page 319
Appendix C: Budget Checking Messages Table 9: Error Messages Sorted Alphabetically by Description (Continued) Description (Code) Notes Exceeds budget and is over tolerance (E1) / for referenced row. (E11) Exceeds statistical budget and is over tolerance (E21) / for referenced row (E23) Funding source allocation not found (E29) / for referenced row (E30) Occurs for budgets with statistical budgeting enabled. There are no funding source allocations for the project budget related to the transaction. This only applies if funding source tracking is enabled for the control budget definition. No budget exists (E2) / for referenced row (E12) Referenced document balance is zero. (E28) Spending authority over budget (E7) / for referenced row (E17) Spending authority over statistical budget (E27) / for referenced row (E25) The transaction (such as a voucher) has a referenced document (such as a purchase order) that has already been fully liquidated. Credit transaction caused spending authority (available budget balance) to exceed original budgeted amount. This error does not occur if you selected Allow Increased Spending Authority for the control budget definition on the Ledgers for a Unit - Commitment Control Options page. Credit transaction caused spending authority (available budget balance) to exceed original budgeted amount. This error does not occur if you selected Allow Increased Spending Authority for the control budget definition on the Ledgers for a Unit - Commitment Control Options page. Occurs for budgets with statistical budgeting enabled. Statistical budget does not exist (E22) / for referenced row (E24) Transaction has offset account (E5) / for referenced row (E15) Occurs for budgets with statistical budgeting enabled. The transaction line contains an account value that is reserved as an offset account. When a transaction (such as a voucher) and its referenced documents (such as purchase orders) impact different budgets, the Budget Processor budget-checks the liquidation rows for the referenced documents separately from the transaction itself. Page 320 PeopleSoft Financials: Purchasing
Budget Checking Errors Table 10: Error Messages Sorted Numerically by Error Code Error Code Description Notes E1 Exceeds budget and is over tolerance. E2 No budget exists. E3 Budget is closed. E4 Budget is on hold. E5 E6 E7 E8 E9 E10 E11 E12 Transaction has offset account. Budget date is out of bounds. Spending authority over budget. CF (ChartField) funding source error. Cumulative calendar data not found. Cumulative date range not found. Exceeds budget and is over tolerance for No budget exists for The transaction line contains an account value that is reserved as an offset account. Credit transaction caused spending authority (available budget balance) to exceed original budgeted amount. This error does not occur if you selected Allow Increased Spending Authority for the control budget definition on the Ledgers for a Unit - Commitment Control Options page. A funding source allocation row for a project budget exists without a corresponding budget amount having been entered in the Commitment Control ledger data table (LEDGER_KK). Budget is defined for cumulative budgeting with a cumulative calendar, but the calendar is not found. Budget is defined for cumulative budgeting with a cumulative date range, but the date range is not found. When a transaction (such as a voucher) and its referenced documents (such as purchase orders) impact different budgets, the Budget Processor budget-checks the liquidation rows for the referenced documents separately from the transaction itself. Errors E11 through E20, E23 through E25, and E30 occur for the referenced (liquidation) row. See E11. Department User Guide Version 2.0 Page 321
Appendix C: Budget Checking Messages Table 10: Error Messages Sorted Numerically by Error Code (Continued) Error Code Description Notes E13 E14 E15 E16 E17 E18 E19 E20 E21 E22 E23 E24 E25 E27 E28 Budget is closed for Budget is on hold for Transaction has offset account for referenced row. Budget date is out of bounds for referenced row. Spending authority over budget for CF (ChartField) funding source error for referenced row. Cumulative calendar data not found for referenced row. Cumulative date range not found for Exceeds statistical budget and is over tolerance. Statistical budget does not exist. Exceeds statistical budget and is over tolerance for Statistical budget does not exist for Spending authority over statistical budget for Spending authority over statistical budget. Referenced document balance is zero. See E11. See E11. See E11. See E11. See E7, E11. See E8, E11. See E9, E11. See E10, E11. Occurs for budgets with statistical budgeting enabled. See E21. See E21. See E11, E21. See E7, E11, E21. See E7, E21. The transaction (such as a voucher) has a referenced document (such as a purchase order) that has already been fully liquidated. Page 322 PeopleSoft Financials: Purchasing
Budget Checking Errors Table 10: Error Messages Sorted Numerically by Error Code (Continued) Error Code Description Notes E29 E30 E31 E32 Funding source allocation not found. Funding source allocation not found for referenced row. Current budget period not in cumulative range. Current budget period not in cumulative range for There are no funding source allocations for the project budget related to the transaction. This only applies if funding source tracking is enabled for the control budget definition. See E11, E29. Cumulative budgeting has been set up incorrectly for the budget, such that a budget period defined as part of the cumulative range does not, in fact, fall within the cumulative range. For example, let's say you set up cumulative budgeting for the date range of 01/01/2002 through 02/28/2002 and include monthly budget periods 2002M1 (covering January), 2002M2 (covering February), and 2002M3 (covering March). The budget period 2002M3 does not fall within the cumulative date rage, and an error will result when you budget-check a transaction whose budget date falls within budget period 2002M3. See E11, E31. Department User Guide Version 2.0 Page 323
Appendix C: Budget Checking Messages Page 324 PeopleSoft Financials: Purchasing