Docstoc

jv_error_codes

Document Sample
jv_error_codes Powered By Docstoc
					                                                                                Combo/Edit Error Codes
 #     Error Code              Edit Error Description                Error Code Position       Error Example      Error Message         Error Correction
 1)                 Class Invalid                                                             Jrnl Hdr error   Invalid subclass.      Change subclass code
                                                                                                                                      to valid/active value
                                                                                                                                      or delete if not
                                                                                                                                      appropriate.
                                                                                                                                      (examples: PE44,
                                                                                                                                      F2005, ACD25, PE86)

 2)                 Class Inactive                                                            Jrnl Hdr error   Inactive subclass.     Change subclass code
                                                                                                                                      to valid/active value
                                                                                                                                      or delete if not
                                                                                                                                      appropriate.
                                                                                                                                      (examples: PE44,
                                                                                                                                      F2005, ACD25, PE86)

 3)                 The journal source and/or reference code is                               Jrnl Hdr error   Bad source/ref found   Delete journal and
                    invalid.                                                                                                          reload with
                                                                                                                                      valid/active journal
                                                                                                                                      source / ref codes
 4)                 If the journal date is in a closed GL period.                             Jrnl Hdr error   Journal Date in closed Correct and reload.
                                                                                                               GL period. Correct
                                                                                                               and reload.
 5)         *       Invalid Account                                  Account Field / sixth    71100*           Invalid account.       Change account to a
                                                                     position                                                         valid / active account
                                                                                                                                      number.
 6)         *       Invalid Fund                                     Fund Field / third       10*              Invalid fund code/cost Change fund to a valid
                                                                     position                                  center fund.           / active fund.

 7)         *       Invalid Cost Center (Deptid or Project_ID)       Deptid or Project_ID     GX1234567*       Cost Ctr not found for Change cost center to
                                                                     Field / tenth position                    this deptid.           a valid / active cost
                                                                                                                                      center.
 8)         *       Invalid Budget Year                              Budget Year Field /      2999*            Invalid budget period. Change budget year
                                                                     fourth position                                                  to a valid / active
                                                                                                                                      budget year.
 9)         A       Debit to account code 51320 is not permitted     Account Field / sixth    51320A           Use account 51308 to Use account 51308 to
                    if the cost center starts with EA, EB, EC, ED,   position                                  correct gift activity. correct gift activity.
                    EE, EF, EG, EH, EL, EP, or ES

10)         B       Cost center/Appropriation Budget Period error Deptid or Project_ID        GX1234567B       Cost                   An appropriation
                                                                  Field / tenth position                       Center/Appropriation   budget must be added
                                                                                                               Budget Period error.   by UFS for this cost
                                                                                                                                      center.
11)         B       Budget only Account ending in " 00 "             Account Field / sixth    71100B           Account may not be     Change account to
                                                                     position                                  ended with 00.         appropriate account
                                                                                                                                      that does not end in
                                                                                                                                      "00".
12)         C       If Cost Center equals PC, then account must      Account Field / sixth    71100C           Invalid exp.           Change to an
                    be between 77000 and 77999 or must equal         position                                  Account/Cost Ctr       appropriate account
                    78435, 78436, 78437 or 78438.                                                              groups PC              using criteria in error
                                                                                                                                      description field.

13)         c       If account code between 70000 - 79999 and        Account Field / sixth    71100c           Award is closed. No    Submit charge against
                    contract number contains AWD and there is a      position                                  additional expenses    department account or
                    milestone for FRCLOSE                                                                      may be posted.         a different award if
                                                                                                                                      appropriate




      D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls
      Worksheet: Updated Combo Edit Error Codes                                                                                                                 1 of 28
                                                                             Combo/Edit Error Codes
 #     Error Code              Edit Error Description              Error Code Position     Error Example      Error Message           Error Correction
14)        D        Accounts 20107 & 20108 may be used with       Account Field / sixth   71100D           Invalid                  Depts should not be
                    source code APY only.                         position                                 account/source.          posting adjustments
                                                                                                                                    to account 20108.
                                                                                                                                    Contact AP or UFS for
                                                                                                                                    assistance

15)        D        Error in RX Project_ID Field                  Project_ID Field        RX1234567D       Journal not in project   Journal not in project
                                                                                                           date range               date range; contact
                                                                                                                                    SAO
16)        D        For Journal source/ref END/ID, END/TI or      Deptid Field / tenth    EX5000000D       Account date must >      Delete the journal.
                    END/TO, when submitting corrections for a     position                                 last mkt value date      Change the activity
                    period after the valuation has been completed                                                                   date on the JV
                    the Activity Date must be in the period where                                                                   template to a date in
                    the market value has not yet been                                                                               the period where the
                    determined.                                                                                                     market value has not
                                                                                                                                    yet been determined.
                                                                                                                                    Upload the corrected
                                                                                                                                    journal.

17)         d       All accounts between 89000 - 89999 must       Account Field / sixth   89201d           TRF accts 89xxx must     Change account or
                    have sum of journal lines equal to 0.00.      position                                 net to 0.00. Use         journals lines as
                                                                                                           same acct for DR and     needed.
                                                                                                           DR entry.
18)         E       Expenses should not be recorded against Cost Account Field / sixth    71101E           Exp. Account may not     Change Cost Ctr to a
                    Ctr that holds the principal investment of an position                                 be used with this fund   Cost Ctr that is
                    endowment. Examples: EA, EB, EE, EL, EP,                                               ctr.                     permitted to incur
                    ES.                                                                                                             expenses such as the
                                                                                                                                    endowment income
                                                                                                                                    center for this Cost
                                                                                                                                    Ctr and clear error
                                                                                                                                    code out of account
                                                                                                                                    field.

19)         E       If transfer to/from and Endowment source      Deptid Field / tenth    EA2200006E       Endow trf must be        Change the Source
                    must = 'END' and the JV must be processed     position                                 processed by             code on the journal
                    by FINAFF.                                                                             Finaff/End               template to END.
                                                                                                                                    Delete old version.
                                                                                                                                    Submit new version
                                                                                                                                    with corrected source
                                                                                                                                    code to GAO for
                                                                                                                                    processing.

20)         e       Pooled endowment cost centers may only use    Account Field / sixth   51211e           Invalid revenue          Correct account code.
                    the following revenue accounts: 51308,        position                                 account for pooled       Contact GAO or UFS
                    51318, and 51320.                                                                      endow.                   for assistance.




      D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls
      Worksheet: Updated Combo Edit Error Codes                                                                                                              2 of 28
                                                                               Combo/Edit Error Codes
 #     Error Code              Edit Error Description               Error Code Position       Error Example      Error Message         Error Correction
21)         F       All accounts between 00001 – 49999 will be      Fund Field / third       10F              Invalid BS             Change fund to the
                    restricted to a fund except for 01211, 20101    position                                  account/fund           correct fund. Inquire
                    and 20301. Accounts 01211, 20101 and                                                      relationship.          on account number
                    20301 are used in the procurement modules                                                                        under Design
                    to record payments, AP voucher transactions                                                                      Chartfields / Use /
                    and PO encumbrance transactions. See the                                                                         Account to find the
                    GL_ACCOUNT_TBL for fund restrictions.                                                                            fund restriction for the
                    Accounts 01211, 20101, 20301 and 5_ _ _ _ –                                                                      account used in the
                    8_ _ _ _ will have a value of blank in the fund                                                                  journal. Or see the
                    restriction field (Example: If account = 01101,                                                                  account table located
                    then Fund must equal 10).                                                                                        on the FINAFF web
                                                                                                                                     site.

22)         F       If cost_ctr = GX2408000' account codes          Deptid Field / tenth     GX2408000F       Expenses not           Change the account
                    70000 - 79999 not permitted with exception      position                                  permitted with cost    code to 74804 or
                    of 74804.                                                                                 ctr.                   other appropriate
                                                                                                                                     account code.

23)         f       Accounts 79100-79500 & 79502-79999 may         Account Field / sixth     79502f           79501 only valid       Change the account
                    NOT be used if the cost center begins with RX. position                                   allocation acct.       code as needed.

24)        G        If an account type is R or E and the account Fund Field / third          10G              Invalid R&E            Change fund to the
                    code is between 50000 - 89999, the fund code position                                     account/fund code      correct fund based on
                    is determined by the beginning letter of the                                              relationship.          the mapping table in
                    Cost Center.                                                                                                     the error description
                                                                                                                                     field.
                    Fund Code to Cost Center Mapping Table
                    10 – if CC starts with G
                    20 – if CC starts with R
                    30 – if CC starts with E
                    40 – if CC starts with L
                    50 – if CC starts with P
                    60 – if CC starts with H

25)         g       If fund code is 30 then cost center must begin Deptid / tenth            GX5340000g       Fund 30 cost ctrs      Change the cost
                    with 'E'                                       position                                   must begin with E      center or correct the
                                                                                                                                     fund code
26)        H        Accounts 52101, 52102, 52150 and 52152          Account Field / sixth    52101H           Invalid account /      Change the account
                    may be used with source code "END" only.        position                                  source                 code or the source
                                                                                                                                     code as needed.

27)         I       Inactive Account                                Account Field / sixth    73338I           Inactive account.      Change account to a
                                                                    position                                                         valid / active account
                                                                                                                                     number.
28)         I       Inactive Fund                                   Fund Field / third       60I              Inactive fund          Change fund to a valid
                                                                    position                                  code/cost center fund. / active fund.

29)         I       Inactive Cost Center (Deptid or Project_ID)     Deptid or Project_ID     GX1234567I       Cost Ctr not found for Change cost center to
                                                                    Field / tenth position                    this deptid/project id. a valid / active cost
                                                                                                                                      center.
30)         I       Inactive Budget Year                            Budget Year Field /      2000I            Inactive budget         Change budget year
                                                                    fourth position                           period.                 to a valid / active
                                                                                                                                      budget year.
31)         J       Illegal Account                                 Account Field / sixth    41302J           Equity/Fund Balance     Equity/fund balance
                                                                    position                                  account may not be      account (4xxxx) may
                                                                                                              used.                   not be used


      D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls
      Worksheet: Updated Combo Edit Error Codes                                                                                                                 3 of 28
                                                                               Combo/Edit Error Codes
 #     Error Code              Edit Error Description               Error Code Position      Error Example      Error Message          Error Correction
32)         K       If journal source code is PYO and SSN is not    Account Field / sixth   70320K           SSN not in payroll      Contact Payroll or UFS
                    found in the payroll master file.               position                                 master.                 for assistance
33)         L       If account code is 02829                        Account Field / sixth   02829L           Reference must equal    02829 is used to bill
                                                                    position                                 invoice number.         invoices for projects.
                                                                                                                                     The invoice number
                                                                                                                                     must be entered in
                                                                                                                                     the reference field

34)        N        If cost center begins with PD777, PD778,        Account Field / sixth   71101N           Invalid acct/cost     Plant fund centers
                    PR777 or PR778, check for valid accounts.       position                                 center. Contact plant have specific uses.
                                                                                                             accountant.           Contact GAO for
                    If PD777 or PD778 and if 78435 - 78438 or                                                                      assistance in
                    89200 - 89999                                                                                                  determining
                    if PR777 or PR778 and if 51318, 51320, 78435-                                                                  appropriate
                    78438,                                                                                                         transactions for these
                    89200 - 89999                                                                                                  centers.

35)        N        Error in RX Project_ID Field                    Project_ID Field        RX1234567N       Project ID not in       Project_ID does not
                                                                                                             project header          exist in project
                                                                                                                                     header; contact SAO

36)         P       If Cost Center begins with RX, then 51201,      Account Field / sixth   51320P           Invalid revenue         RX revenue
                    51202, 51211 and 51214 are the only valid       position                                 account / cost center   transactions are
                    revenue accounts that may be used.                                                       group RX                usually system
                                                                                                                                     generated. Verify if
                                                                                                                                     journal is appropriate.
                                                                                                                                     If not, delete
                                                                                                                                     transaction. If it is
                                                                                                                                     appropriate, change
                                                                                                                                     the account code to
                                                                                                                                     one of the appropriate
                                                                                                                                     RX revenue accounts.

37)        Q        If cost center starts with 'PE', then valid Account Field / sixth       71101Q           Invalid exp.            Change account to an
                    expense accounts include: 01101, 01102,     position                                     Account/cost center     appropriate account
                    01216, 20108, 20201, 76100 - 76199, 77300-                                               groups PE.              for this cost center.
                    77399, and 78435-78437.

38)         R       If account is 01403, then JRNL_LN_REF field is Journal Line             GY1007000R       1) Invalid open item   Change reference
                    required and validated against Petty Cash      Reference Field                           account/reference.     number to a valid
                    Open Items (GT_PTCASH_TBL).                    / tenth position                                                 reference number; OR
                                                                                                             2) Inactive reference. enter a valid reference
                                                                                                                                    number if field is
                                                                                                                                    blank. Inquire on
                                                                                                                                    appropriate reference
                                                                                                                                    table for valid values
                                                                                                                                    (ex. Petty cash) or
                                                                                                                                    contact GAO for valid
                                                                                                                                    value.




      D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls
      Worksheet: Updated Combo Edit Error Codes                                                                                                                4 of 28
                                                                                Combo/Edit Error Codes
 #     Error Code              Edit Error Description                Error Code Position       Error Example      Error Message           Error Correction
39)         S       It is important to provide controls that will    Account Field / sixth    70140S           Invalid salary           Delete journal lines
                    keep the recording of payroll activity           position                                  account/source           and notify user to
                    consistent with the payroll system’s activity.                                             combination.             submit entry on
                                                                                                                                        payroll journal
                    If the account code is between 70000 and                                                                            voucher; OR change
                    70499 or between 70190 and 70390, then the                                                                          account to an
                    Cost Center must have a salary designation                                                                          appropriate expense
                    (salary flag checked) and the journal source                                                                        other than a salary
                    code must be equal to HRS, PYO or SMR.                                                                              account (salary credit
                                                                                                                                        account may be
                                                                                                                                        used).

40)         S       If journal source code is CON and cost center    Deptid or Project_ID     RX1234567S       Service DT > Award       This expense was
                    begins with RX the service date must be less     Field / tenth position                    End Dt. Charge not       incurred after the
                    than or equal to the Award End Date.                                                       allowed.                 period of performance
                                                                                                                                        of the award and
                                                                                                                                        therefore it may not
                                                                                                                                        be charged to this
                                                                                                                                        project.

41)         T       Certain Cost Ctr groups should not engage in     Account Field / sixth    89201T           Invalid transfer         Change account to an
                    the transfer of funds due to their use or        position                                  account/cost center      appropriate expense
                    purpose. (Transfer account range: 89000-                                                   group.                   account based on
                    89999)                                                                                                              entry; OR change Cost
                                                                                                                                        Ctr to a Cost Ctr that
                    If account is equal to 89_ _ _ , then Cost Ctr                                                                      is permitted to accept
                    cannot begin with GA, GS, RX, PC, PJ, HC, or                                                                        transfers if
                    HJ.                                                                                                                 appropriate and clear
                                                                                                                                        error code from
                                                                                                                                        account field.

42)        U        Error in RX Project_ID Field                     Project_ID Field         RX1234567U       Project ID inactive on   Project_ID inactive in
                                                                                                               project header           project header;
                                                                                                                                        contact SAO
43)        U                                                         Account Field / sixth    02130U           Account 02130 must       Either change cost
                    If account code is 02130 and cost center is      position                                  be used with CC          center to GY2900002
                    NOT GY2900002.                                                                             GY2900002.               or change the account
                                                                                                                                        code.

44)        U        If endowment journal, ensure that no activity    Deptid Field / tenth     EA2200006U       Units complete; copy     Change the journal
                    posts to a pooled endowment center after         position                                  JV forward.              date to a date within
                    endowments units and                                                                                                the open month.
                    income distribution has been run for the
                    month.

45)         V       If Account is an Open Item Advance account  Account Field / sixth         02213V           Reference cannot be      Enter the advance
                    between 02213 and 02216 the reference code position                                        blank.                   voucher number
                    (open item key) must be the advance voucher                                                                         (ADxxxxxx) in the
                    number (8 characters).                                                                                              open item key field
                    An open item cannot have a blank reference.                                                                         and clear the 'V' from
                                                                                                                                        the account field.

46)        W        Cost ctrs in group "IDC" may only use the        Account Field / sixth    71101W           Valid accts are 51203, Change the account
                    following accounts: 51203, 51204, 51210,         position                                  51204, 51210 and       code or the cost
                    51501-51503 and 89215.                                                                     51501-51503.           center as needed.




      D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls
      Worksheet: Updated Combo Edit Error Codes                                                                                                                  5 of 28
                                                                                Combo/Edit Error Codes
  #     Error Code              Edit Error Description               Error Code Position      Error Example      Error Message         Error Correction
47)          Y       If account type is equal to Revenue or          Account Field / sixth   72790Y           Invalid R&E            Change account to an
                     Expense, (i.e. account begins with 5, 7, or 8), position                                 account/cost center    asset or liability
                     then Cost Ctr cannot equal GT, GY, GP, RY,                                               group.                 account based on
                     EY, LY, PY, or HY. These centers are limited                                                                    entry; OR change Cost
                     to asset and liability activities.                                                                              Ctr to a Cost Ctr that
                                                                                                                                     is permitted to incur
                                                                                                                                     revenues and
                                                                                                                                     expenses if
                                                                                                                                     appropriate based on
                                                                                                                                     entry & clear error
                                                                                                                                     code from acct field.


48)          Z       Interfund accounts 07100 – 07299 may be       Account Field / sixth     07211Z           Invalid account/source Change the account
                     used with source code BBF only. These are     position                                                          code to an appropriate
                     system generated interfund balancing entries.                                                                   account for the
                                                                                                                                     transaction. Or delete
                                                                                                                                     the transaction if the
                                                                                                                                     user is attempting to
                                                                                                                                     manually enter an
                                                                                                                                     interfund balancing
                                                                                                                                     entry.


 49)
50)




       D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls
       Worksheet: Updated Combo Edit Error Codes                                                                                                              6 of 28
                                     boldface items are new or updated                                                                   Combo Edit Error Codes


                                     PROGRAM - Program Rule Reference
      WEB - Program Rule Reference




                                                                                                                                         Error
 #                                                                                  Edit Error Description                               Code               Error Code Position                Error Example             Error Message
 1)                   1                                 1 Invalid Account                                                                  *     Account Field / sixth position                71100*          Invalid account.

 2)                   1                                 1 Inactive Account                                                                 I     Account Field / sixth position                71100I          Inactive account.

 3)                   1                                 1 Illegal Account                                                                 J      Account Field / sixth position                71100J          Equity/Fund Balance account may
                                                                                                                                                                                                               not be used.
 4)                   2                                 2 Invalid Fund                                                                     *     Fund Field / third position                   10*             Invalid fund code/cost center fund.

 5)                   2                                 2 Inactive Fund                                                                    I     Fund Field / third position                   10I             Inactive fund code/cost center
                                                                                                                                                                                                               fund.
 6)                   3                                 3 Invalid Cost Center (Deptid or Project_ID)                                       *     Deptid or Project_ID Field / tenth position   GX12345678*     Cost Ctr not found for this deptid.

 7)                   3                                 3 Inactive Cost Center (Deptid or Project_ID)                                      I     Deptid or Project_ID Field / tenth position   GX12345678I     Cost Ctr not found for this
                                                                                                                                                                                                               deptid/project id.
 8)                   3                                 3 Cost center/Appropriation Budget Period Error                                   B      Deptid or Project_ID Field / tenth position   GX12345678B     Cost Center/Appropriation Budget
                                                                                                                                                                                                               Period error.
 9)                   4                                 4 Invalid Budget Year                                                              *     Budget Year Field / fourth position           2007*           Invalid budget period.

10)                   4                                 4 Inactive Budget Year                                                             I     Budget Year Field / fourth position           2007I           Inactive budget period.

11)                   5                                 5 Budget only Account ending in " 00 "                                            B      Account Field / sixth position                71100B          Accont may not be ended with 00.

12)                   6                                 6 If account has an account type equal to R or E, (5_ _ _ _ , 7_ _ _ _ or 8_ _    G      Fund Field / third position                   10G             Invalid R & E account/fund code
                                                          _ _):                                                                                                                                                relationshop.
                                                          AND Cost Ctr = G_ _ _ _ _ _ _ _ , then Fund must = 10. AND Cost Ctr =
                                                          R_ _ _ _ _ _ _ _ , then Fund must = 20.
                                                          AND Cost Ctr = E_ _ _ _ _ _ _ _ , then Fund must = 30.
                                                          AND Cost Ctr = L_ _ _ _ _ _ _ _ , then Fund must = 40.
                                                          AND Cost Ctr = P_ _ _ _ _ _ _ _ , then Fund must = 50.
                                                          AND Cost Ctr = H_ _ _ _ _ _ _ _ , then Fund must = 60.




                                     D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                                                                                                                                       7 of 28
                                      boldface items are new or updated                                                                              Combo Edit Error Codes


                                      PROGRAM - Program Rule Reference
      WEB - Program Rule Reference




                                                                                                                                                     Error
 #                                                                                                Edit Error Description                             Code               Error Code Position   Error Example            Error Message
13)                   6                 6 If an account type is R or E and the account code is between 50000 -                                        G      Fund Field / third position      10G             Invalid R&E account/fund code
                                      ver 89999, the fund code is determined by the beginning letter of the Cost                                                                                              relationshop.
                                     sion Center.
                                        2
                                          Fund Code to Cost Center Mapping Table
                                          10 – if CC starts with G
                                          20 – if CC starts with R
                                          30 – if CC starts with E
                                          40 – if CC starts with L
                                          50 – if CC starts with P
                                          60 – if CC starts with H

14)                   7                                  7 All accounts between 00001 – 49999 will be restricted to a fund except for                 F      Fund Field / third position      10F             Invalid BS account/fund
                                                           01211, 20101 and 20301. Accounts 01211, 20101 and 20301 are used in                                                                                relationship.
                                                           the procurement modules to record payments, AP voucher transactions
                                                           and PO encumbrance transactions. See the GL_ACCOUNT_TBL for fund
                                                           restrictions. Accounts 01211, 20101, 20301 and 5_ _ _ _ – 8_ _ _ _ will
                                                           have a value of blank in the fund restriction field (Example: If account =
                                                           01101, then Fund must equal 10).


15)                   8                                  8 Revenue, expense and transfer accounts (50000-89999) may not be used                       Y      Account Field / sixth position   71100Y          Invalid R&E account/cost center
                                                           to record asset and liability activity.                                                                                                            group.

                                                                         If account has an account type equal to Revenue or Expense, (i.e. account
                                                                         begins with 5, 7, or 8), then Cost Ctr cannot equal GT, GY, GP, RY, EY,
                                                                         LY, PY, or HY.
17)                   9                                  9 Certain Cost Ctr groups should not engage in the transfer of funds due to                  T      Account Field / sixth position   71100T          Invalid transfer account/cost
                                                           their use or purpose. (Transfer account range: 89000-89999)                                                                                        center group.




                                      D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                                                                                                                                     8 of 28
                                     boldface items are new or updated                                                                    Combo Edit Error Codes


                                     PROGRAM - Program Rule Reference
      WEB - Program Rule Reference




                                                                                                                                          Error
 #                                                                                             Edit Error Description                     Code               Error Code Position         Error Example            Error Message
18)                   9                                 9 If account is equal to 89_ _ _ , then Cost Ctr cannot begin with GA, GS,         T      Account Field / sixth position         71100T          Invalid transfer account/cost
                                                          RX, PC, PJ, HC, or HJ.                                                                                                                         center group.




19)   10                             10 Expenses should not be recorded against Cost Ctr that holds the principal                          E      Account Field / sixth position         71100E          Exp. Account may not be used with
                                        investment of an endowment.                                                                                                                                      this fund ctr.




20)   10                             10 If account begins with 7 (70000-79999), then Cost Ctr CANNOT begin                                 e      Account Field / sixth position         71100E          Invalid revenue account for pooled
                                        with EA, EB, EC, ED, EE, EF, EG, EH, EJ, EK, EL, EM, EN, EO, EP, EQ,                                                                                             endow.
                                        ER, ES, EU, EV, or EW.



21)   11                             11 It is important to provide controls that will keep the recording of payroll                        S      Account Field / sixth position         71100S          Invalid salary account/source
                                        activity consistent with the payroll system’s activity.                                                                                                          combination.

                                                                        If account is equal to 700_ _ - 704_ _ & 70190-70390, then the
                                                                        SALARY_FLAG on Cost Ctr Tbl must equal " Y " and journal header
                                                                        source code must be equal to HRS, PYO or SMR.
22)                                  11 If the account code is between 70000 and 70499 or between 70190 and                                S      Account Field / sixth position         71100S          Invalid salary account/source
                                        70390, then the Cost Center must have a salary designation (salary flag                                                                                          combination.
                                        checked) and the journal source code must HRS, PYO or SMR.




23)   12                             12 If account is 01403, then JRNL_LN_REF field is required and validated                              R      Journal Line Reference Field / tenth   ABC123456R      1) Invalid open item
                                        against GT_PTCASH_TBL                                                                                     position                                               account/reference.

                                                                                                                                                                                                         2) Inactive reference.




                                     D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                                                                                                                                 9 of 28
                                     boldface items are new or updated                                                  Combo Edit Error Codes


                                     PROGRAM - Program Rule Reference
      WEB - Program Rule Reference




                                                                                                                        Error
 #                                                                                             Edit Error Description   Code               Error Code Position             Error Example            Error Message
24)   13                             13 Verify that Journal Header includes a valid Source Code and Reference            1      Journal Header Reference Field / third     GAO1
                                        Code combination. GT_REF_TBL has been added to PeopleSoft to                            position
                                        maintain the valid source/reference code combinations that may be used in
                                        Journal Header. Check the journal header source and reference values
                                        against the GT_REF_TBL to verify if the combination is valid.



25)   14                             14 Interfund accounts 07100 – 07299 may be used with source code BBF                Z      Account Field / sixth position             71100Z
                                        only. These are system generated interfund balancing entries.




26)   15                             15 If Cost Center begins with RX, then 51201, 51202, 51211 and 51214 are            P      Account Field / sixth position             71100P
                                        the only valid revenue accounts that may be used.




27)   16                             16 If Cost Center equals PC or HC, then account must be between 77000 and           C      Account Field / sixth position             71100C          Invalid revenue account/cosst
                                        77999 or must equal 78435, 78436, 78437 or 78438.                                                                                                  center group RX.
28)   17                             17 When initiating a transfer, a transfer account code (89_ _ _) should be          X      Account Field Both debit & credit /sixth   71100X
                                        used on both the debit and credit sides of the transaction. This edit rule              position
                                        requiring that 89_ _ _ be included on both the debit and credit sides of a
                                        transaction will be checked on all journals that are run through the
                                        GLS8114.SQR program. Also, the GU excel templates for processing cash
                                        receipts and cash disbursements will contain edits to prevent the use of
                                        accounts 89_ _ _ in these transactions.
                                        Edited in SIS GLS8114.sqr & GLSSTAR


29)   18                             18 If Account is an Open Item Advance account between 02213 and 02216               V      Account Field / sixth position             71100V          Reference cannot be blank.
                                        the reference code (open item key) must be the advance voucher number
                                        (8 characters).

                                                                        An open item cannot have a blank reference.




                                     D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                                                                                                                10 of 28
                                      boldface items are new or updated                                                            Combo Edit Error Codes


                                      PROGRAM - Program Rule Reference
      WEB - Program Rule Reference




                                                                                                                                   Error
 #                                                                                               Edit Error Description            Code               Error Code Position   Error Example             Error Message
30)   18                              18 If Account is 02206, 02208, 02209, or 02210, reference must be social                      R      Account Field / sixth position   71100R          Reference must be social security
                                         security number.                                                                                                                                   number.
31)   18                              18 If account is 02213, 02214, 02215, or 02216 , reference must be                            V      Account Field / sixth position   71100V          Reference must be advance
                                         advance voucher number.                                                                                                                            voucher number.
32)   18                              18 If account code is 02829                                                                   L      Account Field / sixth position   71100L          Reference must equal invoice
                                                                                                                                                                                            number.
33)   18                              18 If account code is 20635 and cost center does not contain RX2050 and                       O      Account Field / sixth position   71100O          Please enter a valid sub reference
                                         the journal line reference is not equal to the cost center.                                                                                        number.

34)   19                              19 Debit to account code 51320 is not permitted if the cost center starts with                A      Account Field / sixth position   71100A          Use account 51308 to correct gift
                                         EA, EB, EC, ED, EE, EF, EG, EH, EL, EP, or ES                                                                                                      activity.
35) 20                                20 Invalid Subclass (Class) Code
    old
36) 20                                20 Accounts 20107 & 20108 may be used with source code APY only.                              D      Account Field / sixth position   71100D          Invalid account/source.
   new

37)                                   21 Class Invalid                                                                                                                                      Invalid subclass.


38)                                   21 Class Inactive                                                                                                                                     Inactive subclass.


39)                                   22 If cost center starts with 'PE', then valid expense accounts include: 77300-               Q      Account Field / sixth position   71100Q
                                      old77399, 76100 - 76199, and 78435-78436.
40)                                   22 If cost center starts with 'PE', then valid expense accounts include:                      Q      Account Field / sixth position   71100Q          Invalid exp. Account/cost center
                                     new 01101, 01102, 01216, 20108, 20201, 76100 - 76199, 77300-77399, and                                                                                 groups PE.
                                         78435-78437.
41)                                   22 If cost center begins with PD777, PD778, PR777 or PR778, check for                         N      Account Field / sixth position   71100N          Invalid acct/cost center. Contact
                                     new valid accounts.                                                                                                                                    plant accountant.

                                                                         If PD777 or PD778 and if 78435 - 78438 or 89200 - 89999
                                                                         if PR777 or PR778 and if 51318, 51320, 78435-78438,
                                                                         89200 - 89999
42)   23                              23 Error in RX Project_ID Field                                                               D      Project_ID Field                 RX12345678D
                                      old


                                      D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                                                                                                                 11 of 28
                                     boldface items are new or updated                                                                       Combo Edit Error Codes


                                     PROGRAM - Program Rule Reference
      WEB - Program Rule Reference




                                                                                                                                             Error
 #                                                                                                Edit Error Description                     Code              Error Code Position        Error Example             Error Message
43)   23 23                                                             Error in RX Project_ID Field                                          U      Project_ID Field                     RX12345678U
         old
44)   23 23                                                             Error in RX Project_ID Field                                          N      Project_ID Field                     RX12345678N
         old
45)      23                                                             If account code between 70000 - 79999 and contract number contains    c      Account Field / sixth position       71100c          Award is closed. No additional
        new                                                             AWD and there is a milestone.                                                                                                     expenses may be posted.

46)                                  24 If journal source code is PYO and SSN is not found in the payroll                                     K      Account Field / sixth position       71100K          SSN not in payroll master.
                                        master file.
47)                                  25 If account code is 02130 and cost center is NOT GY2900002.                                            U      Account Field / sixth position       71100U          Account 02130 must be used with
                                                                                                                                                                                                          CC GY2900002.

48)                                  27 Accounts 52101, 52102, 52150 and 52152 may be used with source                                        H      Account Field / sixth position       71100H
                                        code "END" only.
49)                                  28 Accounts 51203, 51204, 51210, 51501-51503 and 89215 may be used                                       W      Account Field / sixth position       71100W          Valid accts are 51203, 51204,
                                        with cost center group "IDC" only.                                                                                                                                51210 and 51501-51503.
50)                                  28 Accounts 02910, 21402, 78440, 78441 and 78442 may be used with                                        a      Account Field / sixth position       71100a          Valid accts are 02910, 21402and
                                        cost center group "RX_RESERVES" only.                                                                                                                             78440-78442.
51)                                  28 Accounts 78440, 78441, 78442, and 89201 may be used with cost cente                                   b      Account Field / sixth position       71100b          Valid accts are 78440-78442 and
                                        group "RX_ODRAFT_SURPL" only.                                                                                                                                     89201.
52)                                  29 All accounts between 89000 - 89999 must have sum of journal lines                                     d      Account Field / sixth position       71100d          TRF accts 89xxx must net to 0.00.
                                        equal to 0.00.                                                                                                                                                    Use same acct for DR and DR
                                                                                                                                                                                                          entry.
53)                                  30 If the journal date is in a closed GL period.                                                                                                                     Journal Date in closed GL period.
                                                                                                                                                                                                          Correct and reload.
54)                                  31 If source code is CON and cost center begins with RX the Pay Period                                   S      Deptid or Project_ID Field / tenth   RX12345678S     Service DT > Award End Dt.
                                        Ending date must be less than or equal to the Award End Date. (not                                           position                                             Charge not allowed.
                                        sure if <= or >)
55)                                  32 Accounts 79100-79500 & 79502-79999 may NOT be used if the cost                                         f     Account Field / sixth position       71100f          79501 only valid allocation acct.
                                        center begins with RX.




                                     D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                                                                                                                                   12 of 28
           boldface items are new or updated                                 Combo Edit Error Codes




            Error Correction
Change account to a valid / active account
number.
Change account to a valid / active account
number.
Equity/fund balance account (4xxxx) may
not be used
Change fund to a valid / active fund.

Change fund to a valid / active fund.

Change cost center to a valid / active cost
center.
Change cost center to a valid / active cost
center.
An appropriation budget must be added by
UFS for this cost center.
Change budget year to a valid / active
budget year.
Change budget year to a valid / active
budget year.
Change account to appropriate account
that does not end in "00".
Change fund to the correct fund based on
the mapping table in the error description
field.




           D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                            13 of 28
            boldface items are new or updated                                 Combo Edit Error Codes




             Error Correction
Change fund to the correct fund based on
the mapping table in the error description
field.




Change fund to the correct fund. Inquire
on account number under Design
Chartfields / Use / Account to find the fund
restriction for the account used in the
journal. Or see the account table located
on the FINAFF web site.



Change account to an asset or liability
account based on entry; OR change Cost
Ctr to a Cost Ctr that is permitted to incur
revenues and expenses if appropriate
based on entry & clear error code from
acct field.
Change account to an appropriate
expense account based on entry; OR
change Cost Ctr to a Cost Ctr that is
permitted to accept transfers if appropriate
and clear error code from account field.




            D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                            14 of 28
           boldface items are new or updated                                 Combo Edit Error Codes




             Error Correction
Change account to an appropriate
expense account based on entry; OR
change Cost Ctr to a Cost Ctr that is
permitted to accept transfers if appropriate
and clear error code from account field.


Change Cost Ctr to a Cost Ctr that is
permitted to incur expenses such as the
endowment income center for this Cost
Ctr and clear error code out of account
field.
Change Cost Ctr to a Cost Ctr that is
permitted to incur expenses such as the
endowment income center for this Cost
Ctr and clear error code out of account
field.
Delete journal lines and notify user to
submit entry on payroll journal voucher;
OR change account to an appropriate
expense other than a salary account
(salary credit account may be used).


Delete journal lines and notify user to
submit entry on payroll journal voucher;
OR change account to an appropriate
expense other than a salary account
(salary credit account may be used).


Change reference number to a valid
reference number; OR enter a valid
reference number if field is blank. Inquire
on appropriate reference table for valid
values (ex. Petty cash) or contact GAO for
valid value.




           D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                            15 of 28
            boldface items are new or updated                                 Combo Edit Error Codes




             Error Correction
Change journal header reference number
to a reference that is valid for use with the
source code used. See reference drop
down list if available. Inquire Source/Ref
table under Design Chartfields / Use
Source/Ref, or contact GAO for
assistance.
Change the account code to an
appropriate account for the transaction. Or
delete the transaction if the user is
attempting to manually enter an interfund
balancing entry.
RX revenue transactions are usually
system generated. Verify if journal is
appropriate. If not, delete transaction. If it
is appropriate, change the account code to
one of the appropriate RX revenue
accounts.
Change to an appropriate account using
criteria in error description field.
Enter a valid transfer account for both the
debit journal line and credit journal line
and clear error codes if necessary.




Enter the advance voucher number
(ADxxxxxx) in the open item key field and
clear the 'V' from the account field.




            D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                            16 of 28
           boldface items are new or updated                                 Combo Edit Error Codes




             Error Correction




Use account 51308 to correct gift activity.

Change subclass code to valid value or
delete if not appropriate.




 Change class to a valid/active class code.
(Class code examples: PE44, F2005,
ACD25, PE86)
 Change class to a valid/active class code.
(Class code examples: PE44, F2005,
ACD25, PE86)
Change account to an appropriate account
for this cost center.
Change account to an appropriate account
for this cost center.




Journal not in project date range; contct
SAO


           D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                            17 of 28
           boldface items are new or updated                                 Combo Edit Error Codes




            Error Correction
Project_ID inactive in project header;
contact SAO
Project_ID does not exist in project
header; contact SAO




Research

Either change cost center to GY2900002
or change the account code.

Change the account code or the source
code as needed.
Change the account code or the cost
center group code as needed.
Change the account code or the cost
center group code as needed.
Change the account code or the cost
center group code as needed.
Change account or journals lines as
needed.

Correct and reload.




Change the account code as needed.




           D:\Docstoc\Working\pdf\f8192582-f11c-46e2-b71e-2d64fd4636e2.xls                            18 of 28
Rule #

  1




  2



  3




  4



  5



  6




  7




  8




  9



  10




  11
11




12



13



14



15



16



17




18



19




21



22




23
                                              Edit Error Description

Invalid Account


Inactive Account


Illegal Account
Invalid Fund


Inactive Fund
Invalid Cost Center (Deptid or Project_ID)


Inactive Cost Center (Deptid or Project_ID)


Cost center/Appropriation Budget Period Error
Invalid Budget Year


Inactive Budget Year
Budget only Account ending in " 00 "



If account has an account type equal to R or E, (5_ _ _ _ , 7_ _ _ _ or 8_ _ _ _):
AND Cost Ctr = G_ _ _ _ _ _ _ _ , then Fund must = 10. AND Cost Ctr = R_ _ _ _ _ _ _ _ , then Fund must = 20.
AND Cost Ctr = E_ _ _ _ _ _ _ _ , then Fund must = 30.
AND Cost Ctr = L_ _ _ _ _ _ _ _ , then Fund must = 40.
AND Cost Ctr = P_ _ _ _ _ _ _ _ , then Fund must = 50.
AND Cost Ctr = H_ _ _ _ _ _ _ _ , then Fund must = 60.




All accounts between 00001 – 49999 will be restricted to a fund except for 01211, 20101 and 20301. Accounts 01211,
20101 and 20301 are used in the procurement modules to record payments, AP voucher transactions and PO
encumbrance transactions. See the GL_ACCOUNT_TBL for fund restrictions. Accounts 01211, 20101, 20301 and 5_ _ _
_ – 8_ _ _ _ will have a value of blank in the fund restriction field (Example: If account = 01101, then Fund must equal
10).

Revenue, expense and transfer accounts may not be used to record asset and liability activity.


If account has an account type equal to Revenue or Expense, (i.e. account begins with 5, 7, or 8), then Cost Ctr cannot
equal GT, GY, GP, RY, EY, LY, PY, or HY.
Certain Cost Ctr groups should not engage in the transfer of funds due to their use or purpose.


If account is equal to 89_ _ _ , then Cost Ctr cannot equal GA, GS, RX, PC, PJ, HC, or HJ.
Expenses should not be recorded against Cost Ctr that holds the principal investment of an endowment.


If account is equal to 7_ _ _ _ , then Cost Ctr cannot equal EA, EB, EC, ED, EE, EF, EG, EH, EJ, EK, EL, EM, EN, EO,
EP, EQ, ER, ES, EU, EV, or EW.



It is important to provide controls that will keep the recording of payroll activity consistent with the payroll system’s
activity.
If account is equal to 700_ _ - 704_ _ , then the SALARY_FLAG on Cost Ctr Tbl must equal " Y " and journal header
source code must be equal to HRS or PYO.



If account is 01403, then JRNL_LN_REF field is required and validated against GT_PTCASH_TBL



Verify that Journal Header includes a valid Source Code and Reference Code combination. GT_REF_TBL has been
added to PeopleSoft to maintain the valid source/reference code combinations that may be used in Journal Header. Check
the journal header source and reference values against the GT_REF_TBL to verify if the combination is valid.

Interfund accounts 07100 – 07299 may be used with source code BBF only. These are system generated interfund
balancing entries.


If Cost Center equal to RX, then 51201, 51202 and 51211 are the only valid revenue accounts that may be used.



If Cost Center equals PC or HC, then account must be between 77000 and 77999 or must equal 78435 or 78436.



When initiating a transfer, a transfer account code (89_ _ _) should be used on both the debit and credit sides of the
transaction. This edit rule requiring that 89_ _ _ be included on both the debit and credit sides of a transaction will be
checked on all journals that are run through the GLS8114.SQR program. Also, the GU excel templates for processing
cash receipts and cash disbursements will contain edits to prevent the use of accounts 89_ _ _ in these transactions.



If Account is an Open Item Advance account between 02213 and 02216 the reference code (open item key) must be the
advance voucher number (8 characters).


Debit to account code 51320 is not permitted if the cost center starts with EA, EB, EC, ED, EE, EF, EG, EH, EL, EP, or
ES


Invalid Subclass (Class) Code


If cost center starts with 'PE', then valid expense accounts include: 77300-77399, 76100 - 76199, and 78435-
78436.




Error in RX Project_ID Field
Error Code

    *


    I


    J
    *


    I
    *


    I


    B
    *


    I
    B



    G




    F




    Y




    T



    E




    S
S




R



1



Z



P



C



X




V



A




Q
D


U


N
                                      Error Code
                                        Position
Account Field /


sixth position



Fund Field /


third position
Deptid or Project_ID
Field /
tenth position



Budget Year Field / fourth position



Account Field /


sixth position
Fund Field /




third position




Fund Field /


third position



Account Field /


sixth position

Account Field /


sixth position
Account Field /


sixth position




Account Field /
sixth position




Journal Line Reference Field /


tenth position
Journal Header Reference Field /


third position
Account Field /


sixth position
Account Field /


sixth position
Account Field /


sixth position
Account Field


Both debit & credit /


sixth position
Account Field /


sixth position
Account Field /


sixth position


Account Field /


sixth position




Project_ID Field
                                                  Error Correction

Change account to a valid / active account number.




Equity/fund balance account (4xxxx) may not be used
Change fund to a valid / active fund.



Change cost center to a valid / active cost center.



An appropriation budget must be added by UFS for this cost center.


Change budget year to a valid / active budget year.



Change account to appropriate account that does not end in "00".



Change fund to the correct fund based on the mapping table in the error description field.




Change fund to the correct fund. Inquire on account number under Design Chartfields / Use / Account to find the fund
restriction for the account used in the journal. Or see the account table located on the FINAFF web site.




Change account to an asset or liability account based on entry; OR change Cost Ctr to a Cost Ctr that is permitted to incur
revenues and expenses if appropriate based on entry & clear error code from acct field.



Change account to an appropriate expense account based on entry; OR change Cost Ctr to a Cost Ctr that is permitted to
accept transfers if appropriate and clear error code from account field.


Change Cost Ctr to a Cost Ctr that is permitted to incur expenses such as the endowment income center for this Cost Ctr
and clear error code out of account field.




Delete journal lines and notify user to submit entry on payroll journal voucher; OR change account to an appropriate
expense other than a salary account (salary credit account may be used).
Delete journal lines and notify user to submit entry on payroll journal voucher; OR change account to an appropriate
expense other than a salary account (salary credit account may be used).




Change reference number to a valid reference number; OR enter a valid reference number if field is blank. Inquire on
appropriate reference table for valid values (ex. Petty cash) or contact GAO for valid value.


Change journal header reference number to a reference that is valid for use with the source code used. See reference drop
down list if available. Inquire Source/Ref table under Design Chartfields / Use Source/Ref, or contact GAO for assistance.


Change the account code to an appropriate account for the transaction. Or delete the transaction if the user is attempting
to manually enter an interfund balancing entry.


RX revenue transactions are usually system generated. Verify if journal is appropriate. If not, delete transaction. If it is
appropriate, change the account code to one of the appropriate RX revenue accounts.


Change to an appropriate account using criteria in error description field.



Enter a valid transfer account for both the debit journal line and credit journal line and clear error codes if necessary.




Enter the advance voucher number (ADxxxxxx) in the open item key field and clear the 'V' from the account field.



Use account 51308 to correct gift activity.




Change subclass code to valid value or delete if not appropriate.




Change account to an appropriate account for this cost center.
Journal not in project date range; contct SAO


Project_ID inactive in project header; contact SAO


Project_ID does not exist in project header; contact SAO

				
DOCUMENT INFO
Shared By:
Categories:
Stats:
views:5
posted:5/26/2011
language:
pages:28