Check Budget and Resolve Error on an ePro Requisition

Environment

 M-Pathways, Fin Financials, eProcurement

Issue

How do I check budget and resolve errors on an ePro Requisition?

Resolution

Doing a budget check on an ePro requisition (ePro req) confirms that the corresponding budget line(s) exists for the ChartField combination(s) used in the requisition.

• The ChartField combination records the actual expense in the General Ledger.
• The budget line records the expense against the unit’s plan (i.e., budget) for their revenues and expenses.

An ePro req must have a valid Budget Status before the Purchase Order (PO) can be built by the system and dispatched to the supplier. When an ePro req has a budget check error, referred to as an exception, the system cannot locate the corresponding budget line for the ChartField combination in the req.

The advantage of running budget check while on the confirmation page or after saving a requisition is that you will know right away if there is a budget check error. If the system runs budget check and there is a budget check error you are not notified. 

How to Check Budget on EPro Requisition

There are two ways to determine if your ePro req has a budget check error.

1. Create and Submit the Requisition.
   1. Select Check Budget on the Confirmation page. 
      1. After process finishes Budget Status is Error.
2. Create and Save the Requisition (do not use Submit).
   1.  Return to My Requisitions (Using the drop down ellipsis- 3 vertical dots on the right side of the blue ribbon). 
      1. Enter applicable filter criteria if necessary to display the Req ID just created.
      2. Verify the Budget Status value for the Req is Not Chk'd.
      3. Run the Budget Check process from the drop down Actions button on the left side of the requisition number.
         • Status is Valid – The ePro req passed the budget check process.
           • Select Edit from the drop down Actions button to finalize and Submit the Req for PO processing.
         • Status is Error – The ePro transaction failed the Budget Check process. Follow steps below to resolve the error.

Resolve a Budget Check Error

The steps to resolve the budget check error are the same for both methods.

• From the Confirmation page select - Edit Requisition, or
• From the My Requisitions Page - Enter applicable filter criteria if necessary to display the Req ID with the Budget Check Error.

1. Select Edit from the drop down Actions button on the Req line.
2. On the Edit Requisitions page select the red Error link to review error details (located below Justification Comments).
3. Click View Schedule on the req line.
4. Click Distribution for the accounting lines.
5. Review the budget 5.
6. Review the budget line that corresponds to the ChartField combination used in the req.
   Note: This is the information needed to resolve the budget check error.

For No Budget Exists Errors

You receive this error when the system can’t locate a corresponding budget line for the ChartField combination used in the ePro req.

1. Check for typos, transposed numbers, etc. in the ChartField combination in the ePro req line(s). Update the ChartFields and re-budget check the ePro req, if applicable.
2. If the desired ChartField combination was used and entered correctly, contact your Unit Budget Administrator or Financial Operations Coordinator to add the budget line to M-Pathways.
   1. Provide the information you found following the identification procedure above:
      • The Requisition ID
      • The ChartField combination(s) used in the req line(s)
      • The corresponding budget line shown on the Budget ChartFields tab on the Requisitions Exceptions page

For ChartField Translation Errors

You receive this error when you use a ChartField value (e.g., Program or Account value) in the req line that is not included in the budget set-up for the Fund or Project/Grant.

1. Check for typos, transposed numbers, etc. in the ChartField combination in the ePro req line(s). Update the ChartFields and re-budget check the ePro req, if applicable.
2. If the ChartField combination is accurate for your unit, contact your or Financial Operations Coordinator to add the ChartField value to the budget definition in the system.

Each budget check error is a unique situation. When in doubt, ask your Unit Budget Administrator or Account Coordinator for advice.

The title, Unit Budget Administrator, refers to the person responsible for your unit’s finances. This person’s title may also be Department Manager, Administrative Manager, Research Administrator, or Single Administrative Point of Contact (for Project/Grant finances).

Note: Contact the Shared Services Center at 734-615-2000 or accountingcustomerservice@umich.edu for information about Account Coordinators.

Additional Information

If the previous options don't work, try the following steps:

1. Check the chartfield information in the requisition to make sure it's correct.
2. Check to see if the shortcode is open for ordering (this can also be checked by the Unit Budget Administrator).
3. Speak with your Unit Budget Administrator, or someone else in the department who knows about the shortcode setup.
   1. If you don't know who to contact and the requisition is sponsored, contact your sponsored programs coordinator (found on this spreadsheet): http://finance.umich.edu/programs/coordinator-by-department.
   2. For non-sponsored, contact the Shared Services Center by phone at 734-615-2000 or at this email: accountingcustomerservice@umich.edu.
4.  For step by step instructions with images see: https://mylinccontent.dsc.umich.edu/mais/html/PR_EP_BudgetCheckErrors.html.

Note: Expected system enhancement Fall of 2022 which will provide a Budget Check option from the Check out page prior to submitting.

Need additional information or assistance? Contact the ITS Service Center.