Identifying Budget Checking Errors

Overview

You can use the UGA_KKE_BUDGET_CK_ERRORS query to identify budget checking errors by chartstring. The query returns errors from budget journals, budget transfers, general ledger journal entries, travel expense reports and accounts payable vouchers.

This query reflects the information at the time the query was run. As transactions continue through the process, new budget checking errors may occur since the query was last run. Budget checking occurs in real-time and this query can be used multiple times during the day to pick up those real-time budget checking errors as needed.

In this article, you will learn how to identify budget check errors on your unit's transactions using the UGA_KKE_BUDGET_CK query.

1. Step 1

The UGA Financials page is displayed with the Query Viewer tile highlighted.

First, log into the UGA Financial Management System.

The query is run using Query Viewer.

Click the Query Viewer tile

2. Step 2

The Query Viewer page is displayed with the search field highlighted.

UGA queries have a specific naming convention. All queries begin with UGA_XX (where XX = the module to which the query pertains) Commitment Control uses KK as the module abbreviations. They are using KKE to identify queries related to commitment control errors.

Enter "UGA_KKE" into the search field.

3. Step 3

The Query Viewer page is displayed with the Search button highlighted.

Click the Search button.

4. Step 4

The Query Viewer page is displayed with the HTML link for the UGA_KKE_BUDGET_CK_ERRORS query highlighted.

Click the HTML link on the UGA_KKE_BUDGET_CK_ERRORS row.

5. Step 5

The Budget Checking Errors page is displayed with the Dept field highlighted.

A new page opens with the parameters you can use to find the budget check errors.

Use any of the search fields to narrow down the search for the budget check errors you want to review.

Enter appropriate information into the Dept field.

Example shown here: "14%" into the Dept field.

6. Step 6

The Budget Checking Errors page is displayed with the View Results button highlighted.

Click the View button.

7. Step 7

The Budget Checking Errors page is displayed with the Excel Spreadsheet, CSV Text File, and XML File links highlighted.

The results are generated and shown. You can review the information here or download the results to an excel file where you can use features such as filters and pivot tables to analyze the data.

8. Step 8

The Tran Date is the date the transaction was entered. The query is sorted by this field from oldest to newest.

9. Step 9

The Ledger Group shows the commitment Control Ledger with a budget exception. The Ledger Groups are:

DEPT_PRNT - parent budget for non-project/grant-related expenditures

DEPT_CHILD - child budget for non-project/grant-related expenditures

DEPT_REV - revenue budget for non-project/grant-related revenues

PROJ_PRNT - parent budget for project/grant-related expenditures

PROJ_CHILD - child budget for project/grant-related expenditures

10. Step 10

The Tran Type identifies the type of document with the budget checking error. These types include:

GL_JOURNAL - entered as a GL journal transaction

GL_BD_JRNL - entered as a commitment control budget journal or transfer transaction

EX_EXSHEET - entered as a travel expense transaction

AP_VOUCHER - entered as an Accounts Payable journal voucher transaction

11. Step 11

The Excptn (Exception) Type column shows the system identification for the type of error.

12. Step 12

The Budget Exception Type column is highlighted.

The Budget Exception Type column describes the type of error shown in the previous column. These errors include:

No Budget Exists - no budget exists for the ledger group and chartstring listed

Spending Authority Over Budget - Generally seen when the spend or revenue transaction will change the budget. For example, an expenditure credit when no actual expenditure exists on the chartstring to offset will cause the budget balance to be negative.

Exceeds Budget Tolerance - transaction exceeds the amount budgeted for the ledger group and chartstring

13. Step 13

The Voucher column identifies the voucher number (for AP voucher transactions) assigned to the voucher with the error.

You can use this number to find and review the original AP voucher for the transaction.

14. Step 14

The Voucher Line Number column is highlighted.

The Voucher Line Number column shows the line number on the transaction that contains the error.

This number points you to the specific line on the voucher that contains the error.

15. Step 15

The Voucher Distrib Line column is highlighted.

The Voucher Distrib Line column shows the distribution line number on the transaction that contains the error.

16. Step 16

The Journal ID column shows the Journal ID for the general ledger journal, budget journal or budget transfer journal that contains the error.

You can use this number to retrieve and review the original document that created the error.

17. Step 17

The Journal Line Number column is highlighted.

The Journal Line Number column shows the line number of the general ledger journal, budget journal or budget transfer journal that contains the error.

This number points you to the specific line on the journal that contains the error.

18. Step 18

The Expense Report column is highlighted.

The Expense Report column shows the ID of the Expense Report that contains the error.

You can use this number to retrieve and review the original document that created the error.

19. Step 19

The Line Number column shows the line number of the specified Expense Report that contains the error.

This number points you to the specific line on the report that contains the error.

20. Step 20

The remaining columns of the report display the ChartField values entered on the specified line of the specified document.

21. Step 21

Scroll as necessary to view additional columns.

22. Step 22

You can download the results to Excel. This will open an Excel file and load the data shown on the screen. You can then use Excel features such as filters and pivot tables to analyze the data.

23. Step 23

The Budget Checking Errors page is displayed with the budget checking results table.

Close the query when you are finished.

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