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Version: Current

Troubleshooting: Transaction Not Impacting Budget Correctly

Problem​

A transaction (e.g., Invoice, PO, Requisition) seems like it should be impacting a specific budget, but:

  1. It doesn't appear when drilling down into budget reports (future feature).
  2. The Budget Card View doesn't show the expected budget or impact for the transaction.
  3. Budget calculations (Remaining Amount) don't seem to include the transaction's value.

Common Causes​

  1. Incorrect Transaction Coding: The transaction lines are not coded with the exact dimension combination required by the target Budget Line (e.g., wrong Department, incorrect GL Account, missing Project code).
  2. Incorrect Transaction Date: The transaction's date (date_issued or relevant date field) falls outside the Budget Period defined for the target Budget Line.
  3. Budget Not Active: The Budget record itself is not in an Active status in Zudello. Only active budgets are evaluated.
  4. Incorrect Budget Configuration:
    • The Budget Line for the specific dimension combination is missing or has incorrect dimension values.
    • The Budget Period (Start/End Dates) or Interval is set incorrectly.
  5. Transaction Status Not Included: The transaction's current status (or status type) might be excluded from the budget impact calculations based on the configured Spend Categories. (e.g., only COMPLETE statuses contribute to Actual Spend).
  6. Data Not Refreshed: Changes were made to the transaction coding or the budget configuration, but the budget calculations haven't updated yet.
  7. Currency Mismatch: Although calculations use local currency, underlying issues with transaction currency or exchange rates could potentially interfere if not handled correctly.

Troubleshooting Steps​

  1. Verify Transaction Coding:
    • Open the transaction document.
    • Carefully review the coding (dimensions like Department, GL Account, Project, etc.) on each relevant line item.
    • Compare this coding exactly against the dimension combination defined on the target Budget Line within the Budget record. All configured budget dimensions must match.
    • Correct any coding errors on the transaction lines and Save.
  2. Verify Transaction Date:
    • Check the date_issued (or relevant date field used for budget evaluation) on the transaction.
    • Open the Budget record (Budgets > Budgets submodule).
    • Verify the Budget Period (Start/End Dates) defined for the overall budget and potentially specific intervals on the relevant Budget Line. Does the transaction date fall within this period?
    • Correct the transaction date if necessary and Save.
  3. Verify Budget Status:
    • Navigate to Budgets > Budgets.
    • Find the relevant Budget record.
    • Check its Status. Is it Active? If not, it needs to be activated (potentially via an approval workflow or manual status change by an admin).
  4. Verify Budget Line Configuration:
    • Open the Active Budget record.
    • Find the specific Budget Line that should match the transaction's coding. Does it exist? Are the dimension values on that line correct? Is the budgeted amount entered correctly for the relevant period?
    • Correct the budget line if necessary and Update.
  5. Check Transaction Status: What is the current status of the transaction? Does its status type (e.g., COMPLETE, APPROVAL, REVIEW) fall into one of the categories being tracked by the budget evaluation? See Understand Budget Impact Categories.
  6. Refresh/Recalculate:
    • After correcting transaction coding/dates or budget configuration, Save the changes.
    • Use the Refresh button in the UI or close and reopen the transaction/budget.
    • Consider using Apply Trained Rules (Using Apply Trained Rules) on the transaction to force a backend recalculation.
  7. Check Budget Card View: Re-open the Budget Card View on the transaction. Does it now show the expected budget impact?

Need Help?​

If a transaction is still not impacting the budget correctly after these steps, contact Zudello support. Provide:

  • The Document UUID of the transaction.
  • The Name or UUID of the Budget and specific Budget Line it should impact.
  • Screenshots of the transaction line coding and the budget line configuration.