Correcting Budget Journal Errors:

The first week of each month we have a specific deadline to clear the college’s journal budget errors. The deadlines are listed on the calendar on the ARS website. We now expect departmental accountants to clear their own fund 14 & 15 errors excluding cost share (149xxxx & 159xxxx projects).

To get to your departments errors login to Data Warehouse:

Then go to document listPublic FoldersSystem Run Reports for Budget CentersCoESDaily ReportsJournal Budget Check Errors

Then export the pages you need to excel. You will click the export button highlighted below:

Then you need to change the file format to Microsoft Excel and type in the pages of the report you want to export. You can exclude the first and last pages of the report. Then click the export button to download the excel workbook.

Once you have the excel workbook pulled up, click the enable edit button. Then you will want to sort all the data by department number.

Once you have your department’s errors you should go through the line items and delete lines with funds 149, 159, 18, 20, 22 & 23.

After you have your list of errors you need to correct go line by line and figure out what the error is.

I start with looking up the project:

Go to the budget detail tab… compare the string on the error report to what’s open in the project already. You should be able to tell if a class or program code is incorrect. Or if an account (OTHER, TRAVEL, WAGES, FRINGE, etc.) is open or not.

If the account is not open you will have to open it up with a zero budget amendment.

If part of the string needs to be corrected you do one of two things:

  1. If the line item has a CHG, IDO, VCE, JEC, etc. journal id, you can pull up the journal and manually correct it and resave the journal. These types of journals don’t post if there is a budget error.
  2. If the line item is a payline (PRC, HRE, HRP) you need to email Gena Burriss () to correct it for you. In your email, copy and paste the line item(s) and for each line tell her what needs to be corrected. See email example below

PLEASE email or call Amanda Spatharos if you have any questions!