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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Verify the two warning...
Finance | Project Operations, Human Resources, ...
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Verify the two warning on purchase requisition lines of budget control in AX2012 R3 is correct?

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Posted on by CU05020742-0 8
Dear Ladies and Gentlemen,
I would like to verify whether the following two warning on purchase requisition (PR) lines of budget control in AX2012 R3 is correct or not?
1.  In Feburary/2026, I have budget register entry for Main account 6111000 with 1.000,000 VND.
2. After that,  I created a purchase requisition with 2 PR lines of 1.2000.000 VND. Both PR lines used the same Main Account 6111000 as below image:
When I clicked "Perform budget checking", the system shows 2 warnings:
"Transaction 002371 exceeds the budget funds available for dimension value 611100 by 200,000 VND"
"Transaction 002371 exceeds the budget funds available for dimension value 611100 by 200,000 VND."
Based on these warning, even though two PR line used the same Main account,  Each PR line is evaluated independently against the budget fund available as below logic:
Line 1: 
Budget fund available: 1.000.000 VND
Line amount: 1.200.000 VND.
over budget: 200.000 VND.
Line 2: system doesn't  subtract amount in Line 1 when checking Line 2 even though they used the same Main account:
Budget  fund available (again) : 1.000.000 VND.
Line amount: 1.200.000 VND.
Over budget: 200.00 VND
As the result system displayed two PR line warning exceeded by 200.000 VND over budget, the total over budget amount appeared to be 400,000 VND. 
However the actual total amount of PR is 2.400.000 VND which is 1.400.000 VND over the available budget.
So the result of two warnings exceeded by 200.000 VND over budget is correct or not?  Is it the way how budget control on PR lines? Because two PR lines used the same Mainaccount, the same budget fund available but each PR line was checked indepently.
Thanks a lot for your support
Categories:
Microsoft Dynamics AX
I have the same question (0)
  • Paolo Cecchelli Profile Picture
    Paolo Cecchelli 610 on at
    Hi,
     
    yes that is correct behaviour (or at least the one I have always seen): if one line goes overbudget the error is thrown and the check is done on the second line with the initial budget.
    To push the example even forward: let's say that you have a budget of 1.000 and a PO with 4 lines: 400, 400, 500 and 500. When performing the budget check, the first two lines will go through, the other two will go in error saying that you go overbudget for 300 (the error message will be the same for both) because if the first one goes in error, basically the budget is not reserved and is remains available for the check on the second line. The second line will check on the same remaining amount and hence give the same error message because the lines have the same amount and the same overbudget.
  • CU05020742-0 Profile Picture
    CU05020742-0 8 on at
    Dear Paolo Cecchelli,
     
    Thanks for your response.
     
    I understand that each PR Line was checked independently with full budget fund available. Based on your example, since one PO has Lines 1, 2, 3, and 4 using the same MainAccount and they were all checked independently with the full budget, therefore Line 3 and Line 4 shouldn't go in error saying that over budget. 
    Here is the prove: 
    Line 1: 
    Budget fund available: 1.000
    Line amount: 400.
    No over budget
    Line 2: 
    Budget  fund available (again) : 1.000
    Line amount: 400.
    No over budget
    Line 3: 
    Budget fund available: 1.000
    Line amount: 500.
    No over budget
    Line 4: 
    Budget  fund available (again) : 1.000
    Line amount: 500.
    No over budget
     
    As the result none of the lines should have triggered an over-budget error as below image. Is this result correct? 
    Additionally, does this behavior of budget control apply to Purchase Orders and Vendor Invoices as well (i.e., each purchase line is checked independently with the full budget fund available)?
     
    Thanks for your support. 
  • Verified answer
    Paolo Cecchelli Profile Picture
    Paolo Cecchelli 610 on at
    Sorry I did not notice that you were on the PR lines. In that case can you check if the budget control calculation for funds available takes into account the reservations for Purchase Requisitions? Because without those flag when you enter a purchase requisition line the funds available will not be decreased by the amount you entered on the first (and then the second and third...) PR line thus the funds available for checking against the remaining budget will always remain the full amount (in particular by activating the last flag "Budget reservations for unconfirmed pre-encumbrances" the budget funds will be reserved for unconfirmed PR and therefore you will have that the check is done directly on the input of new PR lines when you insert them):
     
  • CU05020742-0 Profile Picture
    CU05020742-0 8 on at
    Dear  Paolo Cecchelli, 
     
    You are right. This is related to the budget control calculation for funds available. I would like to summarize it into two cases for clarity.
    . Budget register entry is 1.000 VND for February 2026.
    Case 1:
    In the initial, budget control calculation for the funds available does not take into account the reservations for Purchase Requisitions (PR). As a result, the budget fund available are not reduced by the amounts entered on the 1st, 2nd, 3rd, and 4th PR lines. Each PR line is therefore checked against the full budget fund available and none of them give an error saying over-budget, as shown in the image below:
    Case 2: The budget control calculation does take into account the reservations for Purchase Requisition . In this case, the result matches exactly what you described. Here is the breakdown:
    Line 1:
    Budget funds available: 1.000
    Line amount: 400
    Over budget: No
    Budget reservation for unconfirmed PR line 1 after validation: 400
    Budget funds available after validation PR line 1: 600
    Line 2:
    Budget funds available: 600
    Line amount: 400
    Over budget: No
    Budget reservation for unconfirmed PR line 2 after validation: 400
    Budget funds available after validation PR line 2: 200
    Line 3:
    Budget funds available: 200
    Line amount: 500
    Over budget warning: 300
    Line 4:
    Budget funds available: 200
    Line amount: 500
    Over budget warning: 300
     
    Thank you for your clarification.

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