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Budget, General Ledger, and Combination Edit Errors

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Budget Errors

Portal Specific Errors

Budget Journal Must be balanced first

If adjusting both Revenue and Expense, ensure Revenue adjustments equal Expense adjustments. If adjusting only Expense or only Revenue, ensure total adjustments net to $0.

Budget adjustment results in a negative base budget

Reduce the dollar amount of the decrease adjustment so that it does not reduce the base budget below $0.

Budget adjustment is to a controlled Fund and results in a negative available budget

Reduce the dollar amount of the decrease adjustment so that it does not reduce the available budget below $0.

Budget Journal Errors

Budget is closed

The budget for this chart string has been closed. To resolve this error, contact your unit’s budget/financial manager.

Security Error

You are not authorized to enter this budget adjustment. To resolve this error, contact your unit’s budget/financial manager.

Exceeds budget and is over tolerance

Budget adjustment is to a controlled Fund and results in a negative available budget. Reduce the dollar amount of the decrease adjustment so that it does reduce the available budget below $0.

General Ledger Errors

Portal Specific Errors

Fund values 030, 120, and 130 through 139 may not be used.

Enter a different chart string.

Fund values 330, 410, 420, 430, 460, or 840 should not contain Account values with a 6 or 7 prefix

Enter a different Account.

Cannot use Account values 10000 - 39999 or 60000 - 69999

Enter a different Account.

Fund values 600-699 or 700-799 should not contain Account values with an 8 prefix

Enter a different Account.

Correction journal: Account values with only a prefix of 7 and 4 may be used, but not both on the same journal

Account values on each journal line should only contain all 7 or all 4 prefixes.

Transfer Account values with only a prefix of 8 may be used

Fund values 190 - 199 may not be used.

Internal Sales: Account values with only a prefix of 5 and 7 may be used

Enter a different Account which has a 5 or 7 prefix.

Your journal is at least 90-days past the original journal date

Please enter an Account which is less than 90 days from the original journal date.

GL Journal Edit Errors

The Journal date is not in an open period for this ledger.

The journal date is not in an open Accounting period.

Journal is not balanced on journal totals or balancing ChartField totals.

Journal is not balanced. Total debits must equal total credits.

Journal line errors exist for this header.

Journal is not balanced. Total debits must equal total credits.

ChartField error for value [chartfield value] fieldname[fieldname], (prompt table[prompt table])

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

Budget Check Errors

Budgetary Only [field value][fieldname] 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.

Exceeds budget and is over tolerance

The requested transaction exceeds available budget. To resolve the error:

  1. Via your unit's budget process, complete a budget journal to increase the budget.
  2. Reduce the dollar amount of the transaction so that it does not exceed the budget available.
  3. Change the funding on the transaction to charge a chart string that has sufficient budget available.

No budget exists.

No budget exists on the chart string that has been entered. To resolve the error:

  1. Via your unit's budget process, complete a budget journal to create the appropriate budget lines on the chart string.
  2. Change the funding on the transaction to charge a chart string that has sufficient budget available.

Budget is closed.

The budget for this chart string has been closed. To resolve this error, contact your unit's budget/financial manager.

Budget is on hold.

The budget for this chart string has been placed on hold. To resolve this error, contact your unit's budget/financial manager.

Spending authority over budget.

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

  1. Revise the amount of the credit to be less than the budget.
  2. Via your unit's budget process, complete a budget journal to increase the budget to be greater than the expense.

Combination Edit Errors

Fund is missing

A Fund is required on every transaction. Check to ensure that all of your lines have a Fund.

DeptID is incorrectly applied

A DeptID is not allowed with Balance Sheet Accounts (Accounts that begin with a 1, 2, or 3). A DeptID is required with all revenue, Expense and Transfer Accounts (Accounts that begin with a 4, 5, 6, 7, or 8). Check to see that you have used DeptIDs correctly.

ProjectID is missing or has been incorrectly applied

A ProjectID is required for Funds that begin with a 3, 4, 5, 6, 7, 8, and for Funds 170 - 179 and 190 - 199.
ProjectIDs must also be used in valid combination with Funds. These combinations are as follows:

Funds Projects
100 - 169 ProjectID is not allowed
170 - 179 ProjectID's that begin with a 1
190 - 199 ProjectID's that begin with a 6
300 - 399 ProjectID's that begin with a 3
400 - 499 30000001 (gift clearing Project) or ProjectID's that begin with a 4
500 - 599 ProjectID's that begin with a 5
600 - 699 ProjectID's that begin with a 6
700 - 799 ProjectID's that begin with a 7
800 - 839 ProjectID's that begin with an 8
840 - 849 ProjectID's that begin with a 9

Note: Certain Funds use other requirements.

Fund 030 should only use Balance Sheet Accounts (accounts begin with a 1, 2, or 3).
Fund 330 should not have any Expenses (accounts begin with a 6 or 7).
Funds 700 - 799 should not have any Transfers (accounts that begin with an 8).

Last Updated: 20 May 2019

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