Error A615 This Transaction Exceeds Unobligated Funds For This Budget

Process

This job aid describes how to correct Error Message A615 (This Transaction Exceeds the Unobligated Funds for This Budget) on a

PO document for budget structure 90 level 3 that has two funding priorities setup for the program, and all encumbrances are

posted to priority 10 without going to priority 20.

When you receive Error Message A615 in this scenario, it is caused by the inconsistency between budget structures 39 and 90 in

calculating remaining budget. Budget structure 39 uses Unexpended Cash (Current Budget – Cash Expenses) to direct where the

next transaction to be posted when multiple funding priorities are included in a funding profile; while budget structure 90 uses

Unobligated Budget (Current Budget – Encumbered – Accrued expenses – Cash expenses) to trigger the budget error (A615) when

the budget control is turned on. As a result, the remaining budget calculated for two budget structures are different when either

encumbrance or accrued expense is not zero. Typically, there is more unexpended cash for structure 39 than the unobligated

budget for structure 90 within the same program. This would not be a significant issue if the BQ90LV3 line contains several lines

in BQ39LV2, but becomes more vital when structures 39 and 90 are in a 1-to-1 relationship.

Since CORE does not allow an override of budget errors for procurement documents, such as a PO or CT, but does allow an

override of the same error for payment documents, you will want to do the following to correct the error:

1. Temporarily reduce the budget of structure 39 to match total cash expenses, so that unexpended cash = 0 for the funding priority with this issue.

2. Process the PO, where the new encumbrance is going to be posted to the next funding priority with available cash.

3. After the PO is finalized, reverse the budget transaction processed in step 1 to put the budget status back to what it was before, so that payments can be posted to this priority by using a level 2 override of the budget error A615.

Here is an example:

Program A has two funding priorities 10 and 20 and the current budget status is:

Funding Priority 10 (Appr A) 20 (Appr B)

Total Budget $10,000 $10,000

Encumbrance $ 5,000 $0

Cash Expense $ 2,000 $0

Remaining cash for structure 39 $ 8,000 $10,000

Unobligated budget for structure 90 $ 3,000 $10,000

When a PO of $6,000 is processed, all $6,000 is posted to priority 10 by following the funding profile setup in structure 39 because there is still $8,000 cash remaining. On the other hand, the structure 90 will be overspent with this posting because $6,000 is more than the unobligated budget of $3,000. As a result, the PO will issue Error A615.

In this scenario, you will want to:

1. 1. Reduce the budget for priority 10 by $8,000 in BGPDR, so that the available cash becomes $0 for priority 10.

   2. Process the PO, so all $6,000 is posted to priority 20.

   3. Reverse the BGPDR to add $8,000 budget back to priority 10.

When the payment is paid towards the encumbrance, either towards the existing $5,000 in priority 10 or the new $6,000, the

encumbrance will be liquidated from the encumbered priority and expenses will be posted to priority 10 until all cash is depleted.