Why am I unable to edit or discard an RQS with a bad record date?

If an RQS was validated or submitted with an incorrect Record Date on the Header Page, CORE previously would freeze the document and not allow users to edit or discard the document version. An incorrect Record Date is one that does not fall within the Application Parameters table (Error A3425). 

For example, “0219” or “2910” instead of “2019”. As of December 2019, CORE will now allow users to validate these documents, receive an error noting the incorrect Record Date and then Edit or Discard the document. Note, without correcting the errors below these documents cannot be Discarded or Submitted.

Screenshot of General Information tab with the Record Date field with 1104/0219 highlighted in yellow

Up to 25 different Errors may result from entering an incorrect Record Date and trying to Validate or Submit the document. These include “XXXX entered is less (greater) than the Earliest (Latest) Year value on the Application Parameters table” (A3425), “Invalid Accounting Period” (A256), “Invalid Date of Record” (A254), “Invalid Fiscal Year” (A255), “The Current Fiscal Year and Current Period does not exist on the Accounting table” (A1714), etc.

Once you have submitted the document with an incorrect Record Date and received the associated errors, simply edit the document and modify the Header Page Record Date to what is accurate and re-validate.

In several testing scenarios, following these exact steps would still result in two or three errors.

Screenshot of Error messages - Accounting Period Closed - transaction not allowed (A1598) and 0912 entered is less than the Earliest Year value on the Application Parameters table (A3425)

To get rid of these errors, modify both the Header Page and Accounting lines you may be receiving error flags on to include the current and accurate Record Date, Budget FY, Fiscal Year, and Period. Your Department’s accounting team should be able to provide these for you. 

Screenshot of an RQS document with the General Tab open and the Budget FY, Fiscal Year and Period fields highlighted in green.
Screenshot of the Error message screen with Document Validated successfully highlighted in green. The General Tab is selected and the Budget FY, Fiscal Year and Period fields are highlighted in green.