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Version: Current

Troubleshooting: Incorrect Budget Calculation (Allocated/Remaining/Committed)

Problem​

The calculated budget figures displayed in Zudello seem incorrect:

  1. The Allocated Amount (sum of Actual, Committed, Pending, New Spend) appears too high or too low.
  2. The Remaining Amount doesn't seem right based on the Budget Amount and Allocated Amount.
  3. The breakdown into Spend Categories (Actual, Committed, Pending, New) doesn't match expectations.

Common Causes​

  1. Incorrect Evaluation Method: The budget's Evaluate Budget As setting (Current, Rolling, Total) is causing calculations to be performed differently than expected, especially for budgets with multiple intervals (Monthly, Quarterly). See Configure Budget Dimensions & Evaluation.
  2. Incorrect Spend Category Classification: Transactions are being included in the wrong spend category due to their Status Type (e.g., a PO is still in APPROVAL status type instead of PENDING or COMPLETE, affecting Committed Spend). See Understand Budget Impact Categories.
  3. Transactions Not Impacting Budget: Relevant transactions are missing from the calculation because they failed to match the budget line criteria (wrong coding, wrong date, inactive budget). See Transaction Not Impacting Budget Correctly.
  4. Incorrect Budget Amount: The base Budget Amount entered on the Budget Line itself is incorrect.
  5. Data Not Refreshed: Changes were made to transactions or budgets, but the aggregated calculations haven't updated yet.
  6. Double Counting (Less Common): An issue where, for example, an invoiced amount isn't correctly deducted from the corresponding PO's Committed Spend contribution.
  7. Currency/Tax Issues: Calculations are performed using local currency and exclusive of tax. Underlying errors in exchange rates or tax calculations on transactions could potentially skew the amounts being aggregated.

Troubleshooting Steps​

  1. Verify Evaluation Method:
    • Navigate to Budgets > Budgets and open the relevant Budget record.
    • Check the Evaluate Budget As setting (Current, Rolling, Total). Does this align with how you expect spending to be compared against the budget intervals?
  2. Verify Spend Category Logic:
    • Review the Budget Impact Categories guide.
    • Check the Status and Status Type of the transactions you expect to see in each category (Actual, Committed, Pending, New). Are the transactions in the correct statuses to be included in the calculation as expected?
  3. Verify Impacting Transactions:
    • Identify specific transactions you believe are missing from or incorrectly included in the calculation.
    • Troubleshoot why each transaction might not be impacting the budget correctly using the steps in Transaction Not Impacting Budget Correctly (check coding, dates, budget status).
  4. Verify Budget Line Amount:
    • Open the Budget record.
    • Check the Amount entered for the specific Budget Line and interval(s) in question. Is the base budget figure correct?
  5. Refresh/Recalculate:
    • Save any corrections made to transactions or budgets.
    • Use the Refresh button in the UI or close and reopen the budget/transaction/report.
    • Allow some time for background aggregation tasks to potentially run if dealing with large datasets or recent changes.
  6. Check Currency and Tax: Ensure source transactions have correct currency, exchange rates (if applicable), and tax calculations, as errors here can affect the total_exclusive_local values used in budget calculations.

Need Help?​

If budget calculations remain incorrect after verifying these points, contact Zudello support. Provide:

  • The Name or UUID of the Budget and specific Budget Line.
  • Document UUIDs of example transactions that are included/excluded incorrectly.
  • Screenshots of the Budget Card View or report showing the incorrect calculation.
  • Details of the expected calculation/result.