Tips:

Resolve Combination and Budget Check Errors

If you get a budget check error on a requisition, here is a review of the error messages and chart string rules that will help in resolving the issues.

Contents

For Example:

After checking the budget on a requisition, you may see the status as Error. This indicates that the check was not successful. Click the Error link to view error message.

Graphic: Budget Check Status of Error

In training example below, error is No Budget Exists. This indicates that no budget has been established on this chart string.

Graphic: Budget error code of No Budget Exists

Chart String Construction Rules

Use this table to determine if a chart string is correct. Find the Fund the chart string uses, and then follow the row across to see what rules apply to each ChartField for that Fund number. The Fund and Account ChartFields are required on every transaction.

Fund

3 digits

Dept ID

7 digits

Project ID

8 digits

Activity

2 digits

Account

5 digits

100 - 169

Any valid #

Not allowed

Not allowed

Required; any valid # *

170 - 179

Any valid #

First digit = 1

01

Required; any valid # *

191 - 199

Any valid #

First digit = 6

01**

Required; any valid # *

300 - 320

Any valid #

First digit = 3

01

Required; any valid # *

330

Any valid #

First digit = 3

01

Required; no expense; use accounts starting with 1, 2, 3, 4, 5, or 8

410 - 483

Any valid #

First digit = 4 or use 30000001

01

Required; any valid # *

600 - 650

Any valid #

First digit = 6

01

Required; any valid # *

700 - 740

Any valid #

First digit = 7

01

Required; use accounts starting with 1 7, 9

750

Any valid #

First digit = 7

01

Required; any valid #

Note:

** Unless the sponsoring agency doesn't allow carry-over funding between award periods or requires billing invoices to be sent for spending on individual periods.

* As allowed by NU policies and procedures. For example, restricted funds may prohibit certain types of expense.

Combination Error Messages

Error Message

Explanation

Combo error for group FND_PRJ

  • The error exists in the Fund and/or Project ChartFields.
  • The Project ID is missing or has been incorrectly applied. A Project ID is required for funds that begin with a 3, 4, 5, 6, 7, and 8, and for funds 170 179 and 190 - 199.
  • Project IDs must also be used in valid combination with Funds.
  • The combination rules are:

Funds

Projects

000 - 169

Project ID is not allowed

170 - 179

Projects that begin with a 1

190 - 199

Projects that begin with a 6

300 - 399

Projects that begin with a 3

400 - 499

30000001 (gift clearing project) or

Projects that begin with a 4

500 - 599

Projects that begin with a 5

600 - 699

Projects that begin with a 6

700 - 799

Projects that begin with a 7

800 - 839

Projects that begin with an 8

840 - 849

Projects that begin with a 9

Combo error for group ACT_FND

  • The error exists in the Fund and/or Account ChartFields.
  • The Fund is missing. A Fund value is required on every transaction.

Combo error for group ACT_DPT

  • The error exists in the Account and/or Dept ChartFields
  • The Dept ID is incorrectly applied.

*  A Dept ID is not allowed with Balance Sheet accounts (accounts that begin with a 1 - 3). To resolve this error, contact your units budget/financial manager or delete the Account value.

*  A Dept ID is required with all revenue, expense and transfer accounts (accounts that begin with 4 8).

Combo error for group ACT_DPT_EX

  • Dept ID 9999999 cannot be used on transactions.

Combo error for group FND_ACT

  • The error exists in the Fund and/or Account ChartFields.
  • Fund 030 should only use balance sheet accounts (accounts beginning with 1 - 3).
  • Fund 330 (Gift Holding) should not have any expenses (accounts beginning with 6 - 7).
  • Funds 700 - 799 should not have any transfers (accounts beginning with 8).


Budget Error Messages


Error Message

Explanation

Budget is closed

The budget for this chart string has been closed. Contact your budget administrator.

Budget is on hold

The budget for this chart string has been placed on hold. Contact your budget administrator.

Budgetary only [ChartField value] is not allowed for a non-budget ledger group.

The value entered for the specified ChartField is used for budget rollups only. Enter a different value.

Budget Period is Invalid

The budget period value is missing. All funds use a budget period except Capital funds (800 range). Contact your budget administrator.

ChartField error for value [Chart Field value]

The value entered for the specified ChartField is either inactive or does not exist. Enter a different value.

Exceeds budget and is over tolerance

The requested transaction exceeds available budget.

These are possible solutions. Try one or more of the following:

  • Following your units business process, contact your budget administrator and ask about a budget journal to increase the budget.
  • Reduce the dollar amount of the transaction so that it does not exceed the budget available.
  • Change the funding on the transaction to charge a chart string that has sufficient budget available.

Budget Header Status Errors


Error Message

Explanation

No budget exists

No budget exists on the chart string that has been entered.

These are possible solutions. Try one or more of the following:

  • Contact your budget administrator about a budget journal to create the appropriate budget lines on the chart string.
  • Change the funding on the transaction to charge a chart string that has sufficient budget available.

Required key CF (ChartField) is blank.

A required ChartField is not complete. Enter a value for the required ChartField

Spending authority over budget

The credit to expense included on this transaction exceeds the amount of the expense budget on the chart string.

These are possible solutions. Try one or both of the following:

  • Contact your budget administrator about a budget journal to increase the budget so that it is greater than the expense.
  • Revise the amount of the credit to be less than the budget.