Resolving Journal Edit and Budget Check Errors 1.0

Supplemental Job Aid


Date: 07/07/2014


Target Audience: Department GL Journal Processor

Purpose: This Supplemental Job Aid provides users with the instructions for budget checking a journal, as well as understanding error messages and how to resolve them.

Resolving Journal Edit and Budget Check Errors:

In this example, we will examine the different types of errors seen from both the edit and budget check process. A user will edit and budget check a transaction before posting a journal.

Section 1: Edit Errors and Action Items

Types of Edit Errors / Type of Transaction / Action Items /
Transaction is not balanced / Journal / 1.  Identify the Debit or Credit amount which is causing the journal to be out of balance.
2.  Modify amounts on journal lines as required.
Control amount does not match debit or credit amounts / Journal / 1.  Identify the Debit or Credit amount which is causing the journal to be out of balance.
2.  Modify amounts journal lines as required.
3.  Verify that the journal debit and credit amounts equal the control amounts by Business Unit and Fund.
Invalid ChartField Value / All / 1.  Identify invalid ChartField value.
2.  Enter the new valid ChartField value.
3.  Continue processing.
ChartField Combination / All / 1.  Identify the line containing the invalid ChartField combination.
2.  Identify the combination edit group which has failed.
3.  Inquire on Combination Edit Group specifics by using the Review Combination Data inquiry.
Set Up Financials/Supply Chain, Common Definitions, Design ChartFields, Combination Editing, Review Combination Data, Review Combination Data.
4.  Modify the ChartField combination based on the Combination Edit Group that has been triggered.
Statewide Combination Edit Groups are listed below:
ENACTYRREQ: Enactment Year is required on Appropriated Expenditures and Reimbursement transactions.
FEDFUNDPRJ: A project is required when a federal fund is used on a transaction.
FUNDREQ: Fund is required on all transactions.
PRG_REF_RQ: Program and Reference is required on Appropriated Expenditures and Reimbursement transactions.
If a Department is using Reporting Structure on transactions:
REPSTRREQ: Reporting Structure is required on Appropriated Expenditures and Reimbursement transactions.
Accounting Period is Closed / All / The module accounting period is closed. Modify the accounting date on the transaction to post the transaction.

Section 2: Budget Check Errors and Action Items

Error Code / Transaction Type / Overridable? / Description / Notes /
E1 / All / Y / Exceeds budget and is over tolerance. / The Remaining Spending Authority has been exceeded on the particular controlling budget. Add more budget or modify ChartField combination on transaction.
E2 / All / N / No budget exists. / The budget combination has not been established on the control or track w/budget. Create a new budget combination or modify ChartField combination on the transaction.
E3 / All / N / Budget is closed. / The budget combination has been closed. Unclose the budget combination or modify the Chartfield combination on the transaction.
E4 / All / Y / Budget is on hold. / The budget combination has been placed on hold. The budget amount can be modified, but transactions cannot budget check successfully. Remove the hold on the budget combination or modify the Chartfield combination on the transaction.
E11 / Purchase Order/Voucher / Y / Exceeds budget and is over tolerance for referenced row. / 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 E16 and E26 occur for the referenced (liquidation) row.
E12 / Purchase Order/Voucher / N / No budget exists for referenced row. / The referenced row budget combination cannot be found.
E13 / Purchase Order/Voucher / N / Budget is closed for referenced row. / The referenced row budget combination is closed.
E14 / Purchase Order/Voucher / Y / Budget is on hold for referenced row. / The referenced row budget combination is on hold.
E28 / Purchase Order/Voucher / N / Referenced document has been finalized. / The transaction (such as a voucher) has a referenced document (such as a purchase order) that has already been fully liquidated.
E35 / Budget Journal / N / Required key CF (ChartField) is blank. / The Value Required option is set to Required for this key CF (ChartField) on Budget Definitions - Keys and Translations page, but on the transaction line this CF (ChartField) does not have a value. Add the necessary ChartField value to pass the budget definition.
E36 / Budget Journal / N / ChartField combination errors exist. / The budget journal line violates the ChartField combination rules.
E42 / Budget Journal / N / Transaction has an account that belongs to an excluded account type. / The budget journal line contains an account value that belongs to an excluded account type.
E43 / Budget Journal / N / Transaction has an excluded account. / The budget journal line contains an account value that is excluded from commitment control.
E44 / Budget Journal / N / Budget period is invalid. / Apply to budget journal edit.
E45 / Budget Journal / N / Non-key CF (ChartField) has a value. / Non-key CF (ChartField) on the budget journal line should be blank.
E46 / Budget Journal / N / Invalid ChartField value. / The budget journal line contains invalid ChartField value.
E47 / Budget Journal / N / ChartField value not valid for budget. / The budget journal line contains invalid ChartField value for budget.
E48 / Budget Journal / N / CF (ChartField) value not at tree level. / The budget journal line contains a ChartField value not at the defined tree level.
E49 / Budget Journal / N / Key ChartField is blank. / Key ChartField on the budget journal line is blank.
E50 / Budget Journal / N / Child budget exceeds the parent budget. / Applies to a child budget journal edit when Child Budgets Exceed Option is not checked on the Budget Definitions - Control Budget Options page.
The Budget Processor issues this error when processing a child budget journal having a child budget ledger group.
E51 / Budget Journal / N / Child budget exceeds the parent budget. / Applies to a parent budget journal edit when Child Budgets Exceed Option is not checked on the Budget Definitions - Control Budget Options page.
The Budget Processor issues this error when processing parent budget journal having the parent budget ledger group.
E64 / Budget Journal / N / Parent budget does not exist. / Applies to a budget journal edit.
E67 / Budget Journal / N / Budget Date is null. / Applies to a budget journal edit.
E90 / All / N / Invalid budget definition. / Budget Definition is not in a valid status. Call FSC and supply the necessary incident information.
E91 / All / N / Translation tree error found. / ChartField value is not found on a tree. If the Budget Definition is using a department-specific tree, add the specific value to the tree in the correct placement. If the Budget Definition is using a statewide tree, please create an incident with FSC.
E96 / All / N / Budget period not found. / Budget Period is not found. Call FSC and supply the necessary incident information.
E97 / All / N / Budget definition not found. / Budget Definition is not found. Call FSC and supply the necessary incident information.

FI$Cal.095 - Resolving Journal Edit and Budget Check Errors1.0

Updated 7/7/2014 Page 1 of 6