Troubleshooting Actuals Journals in NUFinancials

NUFinancials validates every actuals journal that you create and returns a Journal and Budget status: Valid or Errors, when initiated. Errors are further described with explanatory messages. They occur, for example, when the combination of ChartField values is not allowed or when sufficient budget is not available for the transaction. This reference lists in alphabetical order the error messages that you may potentially receive with a solution for each one.

How to Identify Actuals Journal Errors

  • Journals are validated when you click the Save & Edit and/or Save & Submit buttons.
  • After validation, a status appears in the Journal Status and Budget Status fields.
  • If the journal and budget statuses are both "Valid", there are no errors.
  • "Errors" appears in the Journal Status field or Budget Status field if there are errors.
TroubleshootActuals01

How to Resolve Actuals Journal Errors that appear in the Journal Status or Budget Status box.

  1. On the journal, click Errors to see an explanatory message.
  2. Find the error message in the tables below.
  3. Try the solutions suggested in the tables below.

Actuals Journal Error Messages

Messages are listed alphabetically. 

Error Message

Solution

Account is required

Enter a value for the required ChartField.

Activity ID is required when Project xxxxxxxx is entered.

Enter an Activity ID. Usually, this is 01. For grants, this value is 01 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. Indicates the phase of construction for plant funds.

Budget Date is out of Bounds

A request to close the chart string is in progress.

Budget is closed

The budget for this chart string has been closed.

Budget is on hold

The budget for this chart string has been placed on hold. This applies primarily to grants. Use a different chart string or contact ASRSP or the Office of Budget & Planning to determine the next step.

ChartField error for value [ChartField value]

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

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

Enter a different value.

If the ChartField value should be active, contact the ChartField Maintenance Group in the Controller’s Office.

Description is required.

Enter a description of the purpose of the transaction in the Description box.

Exceeds budget and is over tolerance

The requested transaction exceeds the available budget. This only applies to funds with spending controls. 

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

  • Following your unit’s business process, complete a budget journal to increase the budget.
  • Reduce the dollar amount of the transaction so that it does not exceed the budget available.

 Use a chart string that has sufficient budget available.

 

Error Message

Solution

Fund and Account combination or Account is not valid. Fund xxx, Account xxxxx

The combination of values entered is not correct.

Fund is required

Enter a value for the required ChartField.

Invalid value press the prompt button or hyperlink for a list of valid values

Click the magnifying glass next to the ChartField to see more available options.

Journal is not balanced

Total debits must equal total credits.

Journal line errors exist for this header

Line errors exist for this journal. Click the Error link to view errors for this journal.

No budget exists

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

Use a different chart string or complete a budget journal to create a budget for the chart string.

Original Journal ID is required.

For correcting journals, you must enter the Journal ID of the journal you are correcting. If the transaction is a finalized voucher, expense report, or cash advance, you must look up the journal ID associated with the transaction.

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

Complete the 90-day justification form. Scroll to the bottom of the form to attach any supporting documentation. 

Under university policy, all expenditures and other costs should be posted within 90 days of their occurrence. In addition, all cost transfers should be completed within 90 days of their original transaction date.

Combo Error Messages 

Error Message

Solution

Combo error for fields in group ACT_DPT

An error exists in the Account and/or Dept ChartFields.

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

Is it an internal sales journal or an internal sales correction journal?

  • Enter a Dept ID. Use an expense Account code beginning with 7 and a RDX Account code beginning with 5.

Is it an expense correction journal?

  • Enter a Dept ID. Use an Account code beginning with 7.

Is it a revenue correction journal?

  • Enter a Dept ID. Use an Account code beginning with 4.

Is it a transfer?

  • Enter a Dept ID. Use a transfer Account code beginning with 8.

Combo error for group ACT_DPT_E X

Dept ID 9999999 cannot be used on transactions.

Combo error for fields in group FND_PRJ

An error exists in either the Fund or Project ChartField.

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

Is the Project ID missing?

  • Project numbers are required for all funds except 100 - 169

Is the Project ID incorrectly applied?

  • Use this chart to determine whether the Project ID is appropriate for the Fund # used in the chart string.

 

Most Commonly Used Funds

Uses a project # that begins with:

100 -169

Project ID is not allowed

170 - 179

1

190 - 199

6

300 - 399

3

400 - 499

4

600 - 699

6

700 - 799

7

 

Chart String Combination Rules

How do you know if a chart string is technically valid? In the table below, first find the Fund, then follow the row across to see what rules apply to each ChartField used with that Fund number. Fund and Account are required on every transaction. 

Fund Category

Fund 3 digits

Dept ID 7 digits

Project ID 8 digits

Activity 2 digits

Account * 5 digits

Unrestricted

100-169

Do not use 120, 130-139

Any valid ID

Not allowed

Not allowed

Required; use accounts starting with 4, 5, 7, 8

 

170-179

Any valid ID

First digit = 1

01

Required; use accounts starting with 4, 5, 7, 8

 

191-199

Any valid ID

First digit = 6

01 See note #

Required; 4, 5, 7, 8

Gifts

300-320

Any valid ID

First digit = 3

01

Required; use accounts starting with 4, 5, 7, 8

330

Any valid ID

First digit = 3

01

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

Endowment / Annuity

410-439, 460

Any valid ID

First digit = 4

01

Required; no expense; use accounts starting with 4, 5, 8

440-450

470-483

Any valid ID

First digit = 4

01

Required; use accounts starting with 4, 5, 7, 8

Grants

600-650

Any valid ID

First digit = 6

01 See note #

Required; use accounts starting with 4, 5, 7

Agency

700-740

Any valid ID

First digit = 7

01

Required; use accounts starting with 4, 5, 7

750

Any valid ID

First digit = 7

01

Required; use accounts starting with 4, 5, 7

# Unless the sponsoring agency does not allow carryover funding between award periods or requires invoices to be sent each period.

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

For additional assistance please contact the IT Support Center at 847-491-4357 (1-HELP) option 2, or consultant@northwestern.edu.




Keywords:errors actuals "Actuals Journals"   Doc ID:111454
Owner:ESAF GL Team .Group:Northwestern
Created:2021-06-07 15:41 CDTUpdated:2021-08-06 09:29 CDT
Sites:Northwestern
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