Direct Journal – Budget Errors
PeopleSoft Financials
Version 9.1
If a Direct Journal does not pass budget check, it goes into error status. We have just created an EPM query which will show agencies when they have direct journals in budget error. The name of the query is: CT_CORE_AR_DIR_JRNL_BDGT_ERROR.
This is a public query and it will show any deposits an agency may have that are in budget error. Agencies should run this report daily to see if they have any problems. The normal return on this report will be to get no matching values. This will verify that the agency has no direct journals in budget error. If you get a direct journal that is in budget error, you will need to take the following steps to correct the journal.
Navigation: Accounts Receivable>Payments>Direct Journal Payments>Modify Accounting Entries
Search on the deposit that shows up in the query.
The complete checkbox is checked off, but the Budget Status is Error.Click on the Budget Check Option Icon. This will take you to Commitment Control. Then click on the blue link, ”Go to Transaction Exceptions”.
The Exceptions page appears. This tells you no budget exists at the Appropriation, Allotment and Agency 1 level. You can drill down to see the chartfield entries in error by clicking on the looking glass.
This is the line 1 coding string in error, below. No budget exists at the AGY1 level and if you click the line 2 icon, you will see the same coding string also has no budget for the Allotment level, and on line 3, there is no budget for the Appropriation level.
This could mean two things.
(1)There may be an error in the coding string, such as an incorrect chartfield or typo.
(2) If the coding string is correct, there are no budgets and budgets must be entered for this journal to post.
In this case, the SID should be 18010, the Account should be 44410 and the budget reference should be 2013. It needs to be corrected and then re-budget checked.
If the coding was correct and you still have an error, budgets would need to be entered. If there are no Appropriation or Allotment budgets, Julie Wilson at the Office of the Comptroller, would need to be notified. Any AGY1, AGY2, or Project budgets can be entered by the budget analysts at the agency level.
To correct the incorrect chartfields, you begin the process in the Modify Accounting Entries screen.
Navigate to: Accounts Receivable>Payments>Direct Journal Payments>Modify Accounting Entries
Uncheck the Complete box and wait for the Processing to stop.
After processing, you will notice the Complete box is greyed out with no checkmark and the Budget Status is Not Chk’d. You will also get anerror message.
The message is telling you that now you need to navigate back to the Create Accounting Entries page to make the changes. Changes cannot be made in the Modify Accounting Entries page.
Navigate to: Accounts Receivable>Payments>Direct Journal Payments>Create Accounting Entries
On this page, notice the Complete box is unchecked and the Budget Status is Not Chk’d.
Click on the Delete Entries Icon (spreadsheet with a red x) to remove the incorrect cash line.
This will delete the cash line, and open up the first line for any corrections to be made.
Make the changes- Change to the valid coding string and Save.
Next, click on the lightning bolt to create the new cash entry. Click on Save.
Click on the Complete checkbox to put in the checkmark. Click on Save.
This is now ready to be picked up in the next Budget Check cycle.
After Budget Check has run, the Complete box is greyed out with the checkmark in it, and the Budget Status is Valid.
Revised 1/9/2013- 1 -