Identifying Budget Checking Errors

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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

First, log into the UGA Financial Management System.

The query is run using Query Viewer.

Click the Query Viewer tile

2. Step 2

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

Click the Search button.

4. Step 4

Click the HTML link on the UGA_KKE_BUDGET_CK_ERRORS row.

5. Step 5

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

Click the View button.

7. Step 7

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 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