Review Budget Exceptions by GL WorkCenter
Purpose: Use this document to review budget exceptions by using your General Ledger WorkCenter.
Audience: Finance Staff.
You must have at least one of these local college managed security roles:
- ZZ General Ledger Workcenter
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Review Budget Exceptions by GL WorkCenter
Navigation: General Ledger> GL WorkCenter and click on “Budget Journal Exceptions”
Note: In order to view Budget Exceptions and other notifications using GL WorkCenter, your personal GL WorkCenter will need to be setup/configured. For help with setting up your GL WorkCenter, please see the following QRG Using GL WorkCenter.
- On the Main tab page, expand the Current Work drop down arrow.
- Select the Budget Journal Exceptions hyperlink (the link will be in blue ink if exceptions exist).
- The Budget Journal Exceptions displays in the Transaction area (right of the task panel).
The number in brackets, next to the title 'Budget Journal Exceptions (4)', indicates how many documents are in the Budget Journal Exception list. This list shows both Warnings and Errors, and can be reviewed at the college's discretion. Warnings are generally created when a college does zero-dollar budgets with “tracking with budget”. By double clicking on the “Process Status” the column, the results can be sorted to show the Errors at the top for easy review.
- Error - Stops the process and correction is required.
- Warnings - Does not stop the process and can be reviewed at the college's discretion.
Note the amount of lines within the Budget Journal. If needed, use the Grid Action Menu or spreadsheet icon to download to export the details to Excel.
- From the Budget Journal Exceptions page, the blue hyper links provides the details of error:
- Journal ID number link opens up a new window providing the Budget Header, Lines and Errors.
- Error link provides view-only access to the Budget Line Exception: Exception Type and Message Text summary details of the error. Details 1 tab views the ChartString and Details 2 tab views the Amount and Line Description.
- Edit Error link provides access to view and drill into actual exception.
Warning: the Budget Journal Exception page gives the ability for those with the role to 'Override' a budget by clicking on the box under “Override Budget”. This is not normally done and can have a negative affect by misstating a budget when improperly used; thus, this security role is limited within a college.
- Select the Journal ID hyperlink to view the Control Budget Entry window.
- Select the following tabs to review and/or edit Budget Journal details:
- Budget Header: provides the Journal Header Information.
- Budget Lines: provides ability to view and/or update the ChartString.
- Budget Errors: provides the reason of error.
- Process complete.
- Select the Error hyperlink to view the Budget Line Exceptions displays below.
- Select the following tabs to review Budget Journal details:
- General: provides view-access only to the Ledger, Budget Status, Exception Type, Message Text.
- Details 1: provides ability to view-access of the ChartString.
- Details 2: provides the amount and Line Description.
- Process complete.
- Select the Edit Error hyperlink to view Budget Journal and Line Exceptions.
- By selecting various links, such as Advanced Budget Criteria or More Detail, you are able to drill into the line item.
- Process complete.
For more information, please refer to the following helpful QRGs to review/edit errors:
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial Via Panopto
View the external link to Review Budget Exceptions by GL WorkCenter. This link will open in a new tab/window.
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