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Common budget control troubleshooting scenarios

Summary

This article discusses common budget control troubleshooting scenarios in Microsoft Dynamics 365 Finance. If you're experiencing issues that affect budget control data, budget check failures, or purchase orders that don't appear during year-end processing, the following sections can help you identify and fix the issues.

Budget control check failure

You might experience issues that affect budget checks. For example, a budget check might fail because not enough funds are available. To review available funds for a dimension combination, follow these steps:

  1. Open the Budget control errors and warnings page.
  2. Select a budget control dimension combination.
  3. Open the Budget control statistics by period page to view the budget availability details and reservations.

If a review of the statistics doesn't fix the issue, or if the results are unexpected, review the following configurations to learn why the budget check failed. You can then adjust the configuration as needed.

  • Budget control threshold: If budget use exceeds the defined threshold, the system either prevents posting or shows warnings. For example, the budget threshold on the Budget control configuration page is set to 80 percent, and the Display a message when exceeding budget threshold option is set to Yes. In this case, you receive a warning message if budget use exceeds 80 percent.
  • Budget group: If a dimension combination runs out of budget, it might try to use funds from the budget group. In some scenarios, an overbudget dimension combination can pull budget from the budget group.
  • Overbudget permissions: If overbudget permissions exist, an overbudget scenario might occur, although you don't experience a failure on the budget check.
  • Budget control interval setup on budget control configuration groups: If the budget control interval on the Budget control configuration page is set to Fiscal year to date, the end date for funds validation might differ from the date that's defined on the Budget control statistics by period page.

Purchase order can't be retrieved during the purchase order year-end process

If a purchase order doesn't appear on the Purchase order year end process page, it's typically because the system didn't create budget control data for that purchase order. If you experience one or more of the following problems, use the steps in the following sections to resolve the problems:

  • A purchase order doesn't appear on the Purchase order year end process page.
  • The purchase order doesn't contain budget control or encumbrance data.
  • Budget control statistics for the purchase order are missing or incomplete, even though year-end processing is expected to include the purchase order.

Note

If you enable the Enable non-retrievable purchase orders page for purchase year-end order process feature, you can check why a purchase order might not be visible during the purchase order year-end process for the selected fiscal year by going to Budgeting > Periodic > Budget control data maintenance.

Use the following sections to check the budget control configuration, and restore any missing budget data so that the purchase order appears correctly during year-end processing.

Review the budget control configuration

  1. Go to Budgeting > Setup > Budget control > Budget control configuration.

  2. Review the following areas:

    • Account structures: Make sure that the financial dimension that's used for budget control is included in the account structure. If the dimension is missing or excluded by advanced rules, the purchase order isn't budget controlled.
    • Budget control rules or budget groups: Verify that rules are defined for the applicable financial dimensions, or that a relevant budget group is assigned. Without these rules or groups, budget control isn't applied.
    • Documents and journals: Check whether Purchase order is selected as a budget-controlled document. If it's not selected, purchase orders don't generate budget data.
    • Budget funds available: Check whether Budget reservations for encumbrances is enabled. This setting determines whether purchase orders create encumbrance reservations.

Fix the configuration and reprocess data

Based on your findings, take the appropriate action:

  • If the purchase order isn't intended to be budget controlled, remove purchase orders from budget-controlled documents, activate the configuration, and reprocess the affected purchase order, if necessary.
  • If the purchase order is intended to be budget controlled but encumbrances are missing, enable Budget reservations for encumbrances, activate the configuration, and reprocess the purchase order.
  • If all settings are correct but budget data is still missing, run Budget control data maintenance by using Source document reprocessing to regenerate budget control data for the purchase order.

After the reprocessing finishes, the purchase order is re-evaluated under the current configuration.

Check the fix

To verify that the issue is fixed:

  1. Open the Purchase order year-end process page, and check whether the purchase order now appears.
  2. Review budget control statistics, and verify that encumbrance or budget reservation data exists for the purchase order.

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