Glossary

A 

• ABC Classification Parameter (ABCP)

• ABDL (Accounting Based Document Lapse)

• ACC (Manual Accrual) - Manual Accrual  is used to manually record an accrual either in bulk or for a known receipt of goods or services where a request for payment has not occurred. This document is used during accrual processing. 

• ACL (Manual Accrual Clearing) - Manual Accrual Clearing document is used to reference (clear) the ACC document once the goods or services have been paid for.

• ACLA (Automated Accrual Clearing) - Essentially the same as the ACL but is created through the Automated Accrual Clearing batch process. 

• ACD (Accrual Disallowance) - Document used to process adjustments to the accounting entries generated after the ACCA and ACLA document are processed 

• AD (Automated Disbursement) - Liquidates the payable and generates a payment in the form of a warrant.

• ADS Spreadsheet Errors - ADS Spreadsheet Uploading Errors. 
  Resolution: https://drive.google.com/file/d/1-lAEoBKSHiM9_LxhO9hwzPAfAxCdMX_x/view

https://drive.google.com/file/d/1LBlRYAvo6OJSJC8sr4194azZfn13Vbby/view

• ALOC (Cost Allocation Control Setup Table)

• APD (Accounting Period-to-Date)

• ARE (Accrued Receivable Document)

• APCAT (Appropriation Category)

• APCLS (Appropriation Class)

• APGRP (Appropriation Group)

• APPR (Appropriation)

• APTYP (Appropriation Type)

• Appropriation Unit 

• Attachment Error - ECM Error.  Resolution:  Contact CORE Help by emailing core.help@state.co.us

• A6368 - Invalid Funding Split setting:  This posting code's Expense Bucket is used in the Reimbursement Budget Availability formula on APPCTRL, so the Posting Code Split type cannot be 'N/A'

B 

• Back End Split - The funding source calculations are performed by generating charge documents during the offline reimbursement process, instead of at the point of document entry. 

• BBALD (Inception-to-Date Balance Detail)

• BBALS (Inception-to-Date Balance Summary)

• BBALFY (Fiscal Year Balance Detail)

• BBG94 (Grant Budget) - Used to create an expenditure budget for a grant Budget Structure 94.

• BFY (Budget Fiscal Year)

• BGA90 (Legal Budget Document)

• BGA91 (Bottom Line Funding)

• BGE92 (Departmental Expense Budget)

• BGP93 (Project Budget) - Used to create an expenditure budget for a project Budget Structure 93. 

• BGPDR (Program Period Reimbursable Budget) - Used to create a revenue budget for a reimbursable grant Budget Structure 39 

• BGPHR (Phase Reimbursable Budget) - Document for Phase Reimbursable Budget (Used to create a revenue budget for a reimbursable project Budget Structure 40 

• BGR1 - Non-Appropriated, Perform Budget Rollup, Rollups, SAI Table/Documents, Smart Budget Rollup, Special Bills, Supplemental Bills

• BPRO (Billing Profile Table) - The BPRO table allows you to establish information necessary for billing and collections.  Information such as billing types, billing instructions, collection parameters, and account receivable options and special accounts options is entered on this page. 

• BQ90LVx (Appropriation Type,Unit, and Fund Detail)

• BQ91LVx (Appropriation Group, Unit, Fund Detail)

• BQ92LVx (Departmental Expense Budget Level 1)

• BSA (Balance Sheet Account)

• Budget:  A615 Error - A615 Error.  Resolution: https://drive.google.com/file/d/13U3nJBlUOpC7iE7gNtYy86Mi61dF0Vgp/view

• Budget Control - The setting of budget controls in CORE is a feature that controls spending so that documents cannot exceed pre-defined limits put in place by the Legislature, Budget Office or Management. 

• BYSTPFSL (BFY Staging Profile)

C 

• CA (Cost Allocation Document)

• CACT (Customer Account Options Table) - The primary place to establish and maintain billing options for customers.  It also allows you to establish Customer Code and Billing Profile code combinations. 

• CAFR (Comprehensive Annual Financial Report)

• CAPA (Cost Allocation Parameter Table)

• CBDL (Commodity Based Document Lapse)

• Cost Accounting Setup (CAS) - Used to establish multiple cost accounting related tables. 

• CCS (Central Collection Services) 

• CTGG1 (Grant Given Contract) - Used for sub recipient grant encumbrances > = $100,000 

• CHC (Charge Transaction Correction) - Used to perform Cost Accounting corrections where Front End Split is automatically inferred from the Program. 

• CH (Charge Document) - Used to process Cost Accounting specific accounting events and typically solely updates the Cost Accounting Journal, such as Back End Split Charges, Revenue Credits, and Charges. 

• CI (Confirmation of Issue)

• CIE (Confirmation of Issue for External Customers)

• COA (Chart of Account)  

• Connectivity Error - Printing, Saving and Emailing PDF Forms from A Document.  Resolution:  Contact CORE Help by emailing core.help@state.co.us

• CT (Contract) - Contract Issuance

• CTGG1 (Contract Grants Given) - Subrecipient Grants Contract Issuance
  
  

D 

• DDG Table (Draw Down Group)

• DEPT (Department)

• DEPH (Fixed Asset Depreciation History)

• DO (Delivery Order) - Initiates the Procurement process by requesting goods/services that are available via Master Agreement (MA) or State Price Agreement (SPA1) 

• DOCATLG (Document Catalog) - Document Catalog holds all of the documents created in CORE in a central location where all the documents can be queried and processed by selected actions. 

• DQ1 (Documented Quote) - Solicitations for goods/services less than $150,000 

• DUNS Number - The Data Universal Numbering System, abbreviated as DUNS or D-U-N-S, is a proprietary system developed and managed by Dun & Bradstreet that assigns a unique numeric identifier, referred to as a "DUNS number" to a single business entity. 

E 

• ETYP (Event Type) - A high level of accounting activity assigned to a document’s accounting line. The event type controls smaller components of accounting activity that are used to perform a specific accounting, budgeting or non-accounting activity. It brings in specific rules for data entry concerning referenced transactions, customer codes, vendor codes, and all defined chart of account elements in the system.

• EV (Evaluation) - Used to gather and evaluate solicitation responses  

F 

• FA (Fixed Asset Acquisition)

• FACC (Fixed Asset Capitalization Criteria)

• FACLG (Fixed Asset Catalog)

• FADE (Fixed Asset Disposition Entry)

• FADM (Fixed Asset Acquisition/Disposition)

• FAIT (Fixed Asset Internal Transfer)

• FARO (Fixed Asset ReOrg Parameter)

• FATP (Fixed Asset Type)

• FAWR (Fixed Asset Warranty)

• FAHIST (Fixed Asset History Table)

• FAPR (Fixed Asset Payment Request)

• FARARCTG (Fixed Asset Registry Accounting Table)

• FARCOMP (Fixed Asset Registry Component)

• FARHDR (Fixed Asset Registry Header Table)

• FAUP (Unpend a Fixed Asset Shell)

• FB (Fixed Asset Betterment)

• FBALS (Fund Balance Summary)

• FC (Fixed Asset Cancellation)

• FD (Fixed Asset Disposition Document)

• FE (Fixed Asset Depreciation Expense)

• Fi (Fixed Asset Increase/Decrease)

• FM (Fixed Asset Modification of Warranty Document)

• FNCHG (Finance Chart Setup Table) - Table used to define the characteristics of fees used in the finance charge process. 

• Front End Split - The funding source calculations are performed at the point of document entry by creating posting lines from inferring the COAs in the accounting lines and Funding Profile setup of the Major Program. 

• FPI# (Funding Profile Inference) - To define the inference rules for the Funding Profile codes to be used by accounting and procurement documents. Department, Major Program, Program, Funding Profile, and Reimbursement Eligible Status are required for all 6 inference tables and each table can have other required COA elements:

  • FPI1 – Phase, Program Period, Fiscal Year, Activity and Object

  • FPI2 – Phase (most often used for Project-like programs)

  • FPI3 – Program Period, Activity and Fiscal Year

  • FPI4 – Program Period

  • FPI5 – No Additional COAs (most often used for Grant-like programs)

  • FPI6 – Task 

• FPRFLST (Funding Profile Select) - A list of Funding Profiles set up for a combination of Department, Major Program and Funding Profile.

  • Funding Line – To provide the information related to each internal or external funding participant within the associated funding agreement.

  • Funding Priority – To define one or more sequential billing ceilings according to the agreements with funding sources.

  • Funding Profile – To identify funding relationships within a Major Program and establish a high-level code that captures the billing characteristics of expenditures/revenue

• FT (Fixed Asset Transfer)

• FUND (Fund)

• FUND VSCF (Fund VSCF)

• FX (Fixed Asset Type Change)

• FY Fiscal Year (starts on July 1 and ends on the following June 30) 

G 

• GAE (General Accounting Encumbrance) - Optional encumbrance document used with a GAX document to record budget restrictions when an award is not required. 

• GAP (General Accounting Pre Encumbrance)

• GAX (General Accounting Expenditure) - Payment document not requiring an award (i.e., travel expense). 

• GFAAG (General Full Accrual Account Group (Fund 4710))

• GLM (Grants Lifecycle Management)

• Grantee - The Department receiving the Grant 

• Grantor - The Entity that makes a Grant to a Department 

• GRNTDTT (Grant Date Definition Template) enables the user to establish a template for a particular Department and Grant Status. 

• GRNTDET (Grant Date Definition Template Details)  - allows a user to associate the Grant Date Codes set up on the Grant Date Definition table with a Template ID (for a particular Department and Grant Status) to be set up on the Grant Date Definition Template table. 

• GRNTFS (Grant Funding Source Template) - allows a user to set up types of propositional funding such as funding that comes from a legislative proposition. 

• GRNTSPA (Grant Service Planning Area Template) - allows a user to set up Service Planning Areas (SPA) for example: regions, areas, etc. 

• GRNTTMPL (Grant User Group Template) - allows users to group multiple grant users into a User Group Template. The User Group Template can then be associated with a particular Status “date” record on the Grant Date Definition Template Details table. The purpose of this table is to simplify the setup of associating “grant users” with Status Date records, which is similar to e-mail groups in Outlook or Google.

• GRNTUSER (Grant User Template) -  captures any individual (and their contact information) that will be receiving notifications/alerts from Grantee. A record should be established, but not required in order for Grantee to notify/alert a “grant tracking user”. This information is associated with alert user groups via the Grant User Group Template page for both notifications and alerts. 

• GRNTLB (Grant Legislative Body Template) - allows a user to track applications that are submitted in the various governmental Branches/jurisdictions. 

• GRAM (Grant Amendment) - allows a user to enter an amendment to a grant award. 

• GTAMR (Grant Amendment Revision)/GTOPR (Grant Opportunity Revision)/GTAWR (Grant Award Revision)/GTAMR (Grant Amendment Revision)/and, GTCOR (Grant Close Out/Audit Revision) documents facilitate revisions to existing GTOP, GTAP, GTAW, GTAM and GTCO documents and information previously entered in these documents. Upon submission of a revision document, changed values will update the existing values in the corresponding status folders. 

• GTAMSF (Grant Amendment Status Folder) - In Grantee there are two options for providing grant data, Grant Documents (GTOP, GTAP, GTAW, etc.) and the Status Folders. Grant documents provide for workflow to include approvals (if desired) but may not be viewable and/or accessible to all users; where as Status Folders act as a central repository or file cabinet, bypassing workflow and is viewable to all users because this is the central repository for the most recent data. With that in mind, not all users will have rights to update Status Folder tables. 

• GTAOD (Grant Available Opportunity Detail) -  provides a detailed overview of the grant opportunity. 

• GTAOS (Grant Available Opportunity Summary) - provides a linear summarized view of grant opportunities. 

• GTAP (Grant Application) - allows a grant user to enter an application for a specific Grant Opportunity (GTOP). 

• The following documents facilitate revisions to existing GTOP, GTAP, GTAW, GTAM and GTCO documents and information previously entered in these documents. Upon submission of a revision document, changed values will update the existing values in the corresponding status folders. 

  • GTAMR (Grant Amendment Revision) 

  • GTAPR (Grant Application Revision)

  • GTAWR (Grant Award Revision)

  • GTCOR (Grant Close Out/Audit Revision) 

  • GTOPR (Grant Opportunity Revision)

• GTAPSF (Grant Application Status Folder) - In Grantee there are two options for providing grant data, Grant Documents (GTOP, GTAP, GTAW, etc.) and the Status Folders. Grant documents provide for the workflow to include approvals (if desired) but may not be viewable and/or accessible to all users; whereas Status Folders act as a central repository or file cabinet, bypassing workflow, and is viewable to all users because this is the central repository for the most recent data. With that in mind, not all users will have rights to update Status Folder tables. 

• GTAW (Grant Award) - allows the creation of the grant award information and provides central tracking on the status of the award acceptance approval process and miscellaneous award requirements. 

• GTAWSF (Grant Award Status Folder) - In Grantee there are two options for providing grant data, Grant Documents (GTOP, GTAP, GTAW, etc.) and the Status Folders. Grant documents provide for workflow to include approvals (if desired) but may not be viewable and/or accessible to all users; whereas Status Folders act as a central repository or file cabinet, bypassing workflow, and is viewable to all users because this is the central repository for the most recent data. With that in mind, not all users will have rights to update Status Folder tables. 

• GTCO (Grant Closeout/ Audit) - allows for the auditing and closing of a Grant. 

• GTOP (Grant Opportunity) - Allows users to enter information about a grant opportunity and to specify the Grant Users that will be notified about the Grant Opportunity. In some cases, this document can be pre-populated by grant opportunities coming out of Grants.gov. 

• GTOPSF (Grant Opportunity Status Folder) - In Grantee there are two options for providing grant data, Grant Documents (GTOP, GTAP, GTAW, etc.) and the Status Folders. Grant documents provide for workflow to include approvals (if desired) but may not be viewable and/or accessible to all users; whereas Status Folders act as a central repository or file cabinet, bypassing workflow, and is viewable to all users because this is the central repository for the most recent data. With that in mind, not all users will have rights to update Status Folder tables. 

• GRCOSF (Grant Close-Out/Audit Status Folder) - In Grantee there are two options for providing grant data, Grant Documents (GTOP, GTAP, GTAW, etc.) and the Status Folders. Grant documents provide for workflow to include approvals (if desired) but may not be viewable and/or accessible to all users; where as Status Folders act as a central repository or file cabinet, bypassing workflow and is viewable to all users because this is the central repository for the most recent data. With that in mind, not all users will have rights to update Status Folder tables. 

• GTNTSF (Grant Notification Status Folder) - In Grantee there are two options for providing grant data, Grant Documents (GTOP, GTAP, GTAW, etc.) and the Status Folders. Grant documents provide for workflow to include approvals (if desired) but may not be viewable and/or accessible to all users; where as Status Folders act as a central repository or file cabinet, bypassing workflow and is viewable to all users because this is the central repository for the most recent data. With that in mind, not all users will have rights to update Status Folder tables. 

• GTRE (Grant Response) - The Grant Response document allows a user to indicate their decision of whether or not to apply for a specific Grant Opportunity. Final versions of the Grant Response document update the Grant Response Status Folder (GTRESF). 

• GTRESF (Grant Response Status Folder) - In Grantee there are two options for providing grant data, Grant Documents (GTOP, GTAP, GTAW, etc.) and the Status Folders. Grant documents provide for workflow to include approvals (if desired) but may not be viewable and/or accessible to all users; whereas Status Folders act as a central repository or file cabinet, bypassing workflow and is viewable to all users because this is the central repository for the most recent data. With that in mind, not all users will have rights to update Status Folder tables. 

H 

• HOSTED CATALOG (Hosted Catalog) - Display of individual items from a State Price Agreement within CORE 

I 

• ‘I’ Notation

• IA (Inventory Adjustment)

• IC (Inventory Correction)

• IET (Internal Exchange Transaction) 

• IFB1 (Invitation for Bids) - Solicitation for goods/services greater than $150,000

• IN (Invoice) -  - Records the Vendor’s invoice and initiates payment.

• infoAdvantage Error-Page Can’t Be Displayed - Page Can’t Be Displayed. 
  Resolution:  Contact CORE Help by emailing core.help@state.co.us 

• infoAdvantage Runtime Error - Runtime Report Errors
  Resolution:  We understand how frustrating it is not to be able to run your infoAdvantage reports.  If it has been longer than 20 minutes without any results, or you receive an error message, click Cancel on the retrieving data pop-up.  If this doesn’t resolve your issue, you may have to limit your query down to a smaller selection of data.

• infoAdvantage Error - Value of Parameter:  Internal Error: the value of parameter CDZ_VIEW_promptLeftPaneW is invalid (Error: INF)

Resolution: https://core.state.co.us/faqs/reports-infoadvantage-faqs/how-do-i-resolve-internal-error-the-value-of-the-parameter-cdz_view_promptleftpanew-is-invalid-error-inf

• infoAdvantage Error - Query contains too many values:   A Query filter contains too many values. (Error:INF)

Resolution:  This Internal Error is seen when a user selects more than 100 items in a prompt selection. To resolve the error, click OK, refresh the report again, then reduce the number of items in the prompt selection to less than 100.

• infoAdvantage Error - Missing Entry Parameter:  Internal Error:  Missing sEntry parameter.  (Error INF)

Resolution:  This Internal Error is seen when you are trying to export a very large data set. To resolve the error, click OK. You will then need to run the report with a smaller data set, export the report, and then combine the reports in excel after they are downloaded.

• infoAdvantage Error - Scheduling Errors:  Scheduling Errors
  Resolution: https://drive.google.com/file/d/1IDRY7IT54o7EgjKlUxh6g83uYt6quH6o/view 

• INVHS (Invoice Print History Table):  Allows you to view history information of the invoices generated in CORE. 

• INVN (Inventory Table)

• INVNQ (Inventory Query)

• INVQ (Invoice Inquiry) - View and query invoice status

• ITA (Internal Transaction Agreement)

• ITD (Inception-to-Date)

• ITI (Internal Transaction Initiator)

J 

• JACTG (Accounting Journal) - A detailed historical record of processed data that is stored by document in order of processing. 

• JBUD (Budget Journal)

• JBUD-Long Bill (Long Bill)

• JLACTGQY (Accounting Journal & Ledger Query)

• JLCTRL (Journal Ledger Control) - A summarized historical record of data organized by one or more elements of the accounting distribution and by an established period of time. 

• JV1ADVN (Advanced Journal Voucher)

• JV1BOND (Journal Voucher for Bonding Accounting)

• JV1CASH (Cash Journal Voucher)

• JV1CL (Journal Voucher for Capital Lease Accounting)

• JV1STND (Standard Journal Voucher)

• JV1TRES (Journal Voucher for Treasury Accounting)

• JVAC (Annual Close Journal Voucher)

• JVC (Cost Accounting Journal Voucher) - Used to perform Cost Accounting corrections where Funding Profile, Funding Priority, and Funding Line have to be manually entered for Programs with Front End Split 

M 

• MA (Master Agreement) - The agreement used by Dept to formalize terms, conditions, pricing, etc. 

• MAE1 (Master Agreement External) - CDOT and Institutions of Higher Education Award document 

• MD (Manual Disbursement) - Records accounting transactions for wire payments directly with State Treasury. 

• ME (Mass Depreciation)

• MJPRG (Major Program) - To define a Grant or a Project, the highest level initiative under which funds are received. 

N 

• NCS1 (Notice of Contractor Settlement) - Notification of Construction Project completion 

• NPSS1 (Notice of Proposed Sole Source) - Notifications to vendor community of a proposed Sole Source 

O

• OC (Over-the-Counter)

P

• PBDIST (Pool/Base Distribution Table)

• PBOREQ (Pool/Base Offset Requirement Table)

• PE (Vendor Performance Evaluation) - The entry of a vendor’s performance relative to an Award (e.g. PO or CT).  

• PEEVALR (Vendor Performance Evaluator Table) - Enables adding existing CORE users to an Award for individualized vendor performance evaluation. 

• Phase - The work step(s) involved in a project 

• PHM (Payment Hold Maintenance) - Document used to hold a submitted and/or approved PR document prior to disbursement or hold a payment with a future scheduled payment date. 

• PHPRG (Program Phase) - To associate a Phase to a specific Program 

• PI (Pick Issue)

• PLBS (Pool/Base SEtup Table)

• PLOC (Procurement Location)

• PO (Purchase Order) - Purchase Order Issuance

• POGG1 (Purchase Order Grants Given) - Subrecipient Grants Purchase Order Issuance 

• POGG1 Grant Given Purchase Order) - Used for sub recipient grant encumbrances < = $100,000 

• PPC (Program Period) - The effective period(s) of the funding source for a grant or project. 

• PPPT (Payment Plan) - View and query payment plan notices. 

• PRC, PRCI (Payment Request Commodity Based) - Payment request documents requiring an award and matching manager process to internal and external vendors. 

• PRC1 (Commercial Card - P Card, Travel Card, Event Card, One Card) - Payment request document used to upload Citibank commercial card transactions

• PRCUID (Procurement Management) - Dept Buyer Queue to management procurement process- Requisition to Award 

• PRLNP (Discard Document)

• Procurement Error  A761 - This posting is not allowed by BFY Profile S1, stage 3. (A2079)
  Resolution:  We have an FAQ for the error A2079 found here. Below is the answer you'll find on the CORE Resources & Help website under the Fiscal Year End FAQ page website.
  
  The Error Message A2079 in Procurement (PO, CT) and General Accounting Encumbrance (GAE) Documents is normally issued when the Document Record Date and BFY/FY/APD combination does not match the allowable configuration in the Budget Fiscal Year Staging Profile table. In order for transactions to post to the closing BFY, FY and Accounting Period 12 after July 1, you'll have to:

• Hard code the BFY/FY of the closing year and Accounting Period 12 in the Accounting line, or,

• If hard coded dates do not resolve Error A2079, a document record date of 6/30 or prior needs to be entered in the header.

     If these solutions do not resolve the error message you are experiencing, please let us know by emailing core.help@state.co.us

     and  providing the Document Code and Document ID (if not already provided in a previous email) so our team can troubleshoot the issue further.

• Procurement Error  A2079 - This posting is not allowed by BFY Profile S1, stage 3. (A2079)
  Resolution:  We have an FAQ for the error A2079 found here. Below is the answer you'll find on the CORE Resources & Help website under the Fiscal Year End FAQ page website.
  The Error Message A2079 in Procurement (PO, CT) and General Accounting Encumbrance (GAE) Documents is normally issued when the Document Record Date and BFY/FY/APD combination does not match the allowable configuration in the Budget Fiscal Year Staging Profile table. In order for transactions to post to the closing BFY, FY and Accounting Period 12 after July 1, you'll have to:

• Hard code the BFY/FY of the closing year and Accounting Period 12 in the Accounting line, or,

• If hard coded dates do not resolve Error A2079, a document record date of 6/30 or prior needs to be entered in the header.

     If these solutions do not resolve the error message you are experiencing, please let us know by emailing core.help@state.co.us

     and providing the Document Code and Document ID (if not already provided in a previous email) so our team can troubleshoot the issue further.

• Various Types of Procurement Documents -   Documents used to procure goods and services and restrict budget with an encumbrance. Examples:  RQS, PO, POGG1, CT, CTGG1, MA, DO 

• PROG (Program) - The breakdown of Major Program based on budgeting, reporting, and/or Chart of Accounts inference requirements. 

• PRMI (Automated Payment Request Commodity Based) - Automated payment request document requiring an award and matching manager process to internal and external vendors 

• PRN (Negative Payment Request (Credit Memo)) - Document used to decrease the amount of payment to the Vendor when the next payment is processed 

• PSCD (Posting Code) - An indication to the system called from an event type during document processing that determines many updates to budget and accounting control tables, posting of journals, default elements with the sequence for finding them and editing any associated balance sheet codes. 

• PSCHD (Payment Plan Table) - Allows you to establish the payment amount, first payment due date and payment frequency. 

• Punch-Out Catalog - Connects CORE to Punch-out site for State Price Agreement vendors 

R 

• RC (Receiver) - Document used to receive goods by Procurement (not used by accounts payable) 

• RE (Receivable Document) - Allows a transaction to be entered to record money owed as a result of goods and services provided, overpayment to a vendor, or anticipated receipt of unearned revenue. 

• RE1 (Summary Interfaced Receivable Document)

• RE2 (Employee Receivable Document)

• RF1 (Request for Information) - Request for Information that does not result in an Award 

• RFP (Request for Proposal) - Solicitation for goods and services greater than $150,000 

• RFQ (Request for Quotes) - Request quotes from Vendor Lists 

• RFQ1 (Request for Qualifications) - Solicitation for construction vendors to evaluate.

• RN (Renewal) - Facilitates the renewal process of Master/State Price Agreement and Contract documents. 

• RQS (Standard Requisitioning Document) -  Initiates the Procurement process by requesting goods/services NOT available via a Master Agreement or State Price Agreement 

• RTGPF (Retainage Payment/Forfeiture) - Document is an output of retainage payment out or forfeiture chain 

S 

• Security and Workflow UDOC Workflow Error - UDOC Workflow Error - “Error Occurred while performing workflow actions”
  Resolution:  https://drive.google.com/file/d/17mhpaP7CX3LphrNdGE 

• Security and Workflow Error UDOC Disabled Error - UDOC Disabled Error  (Security Roles does not exist for *CORE User ID*)
  Resolution:  Please check the most recent UDOC, Locked Out status, and the Security Roles that have been submitted for the CORE User ID.  Oftentimes, the most recent UDOC was intended to disable the CORE User, however, the Locked Out status was not changed to Disabled, even though all security roles have been deleted.
  To resolve this issue, you will want to create a new UDOC assigning the ANY Security Role to the User so that you are then able to submit a UDOC to remove the ANY Security Role and disable the CORE User.
  If these steps do not resolve your UDOC issue, and you need further assistance, please email core.help@state.co.us

• Security and Workflow Error Foreign Org Request  Not Authorized - Foreign Org Request - not authorized to enter, delete, or approve the CORE Document outside of their home department.
  Resolution:  If you do not have the required authorization to work this document. You will want to contact your Department's appointed CORE Security Administrator and have them add in the needed Security and/or Workflow roles: LIST ROLES HERE, to your account. If you do not know who this person is, please utilize the job aid below to help find your departments CORE Security Administrator:

• Identifying Users in an Approval Group

In the search use: D_SW_UDOC_ENTRY in the Security Role field prompt.
    If you have any further questions or concerns, please email core.help@state.co.us 

• SN (Stock Return Document)

• SNE (Stock Return for External Customers)

• SPA1 (State Price Agreement) - Agreements processed at the Central level (State Purchasing Office and Office Information Technology)to formalize terms, conditions, pricing, etc. 

• SRQ (Stock Requisition Document) - Initiates the Procurement process by requesting goods that are available via Inventory 

• SRQE (Stock Requisition for External Customers)

• SRS (Cost Allocation Series Setup Table)

• STAT (Statistical Unit Table)

• STATD (Statement Detail Table) - Transaction activity that will appear on the customer statement. 

• STEP (Cost Allocation Step Setup Table)

• STMCH (Statement Line Type Table)

• STMCX (Statement Line Type Definition Table)

• STMTHS (Statement Print History Table)

• STMTQ (Statement Table) - View and query statement statuses 

T 

• TBAL (Trial Balance Inquiry)

• TI (Stock Transfer Issue)

• TM (Termination) - The formal close of an Award document. 

• TR (Stock Transfer Receipt)

U 

• UDOC (User Maintenance Document) - Used to create, modify, and disable CORE access 

• UR (Universal Requester) - Accumulates URCATS search results 

• URCATS (Universal Requester Catalog Search) - Facilitates searching from Inventory, Master Agreements, State Price Agreements, Purchase History, and Commodity Codes 

V 

• VCUST (Vendor/Customer Table)

• VSS (Vendor Self Service) - A portal that vendors will access for State Business Opportunities 

• VSS Login - Error creating VSS User ID and Password:  Error Creating VSS User ID and Password

Resolution:  The Cannot add new user / Unable to add new user error you are receiving is usually given when the User ID you are creating is taken or it is too long. ColoradoVSS User ID must be between 2-16 characters long. To resolve this error you may want to try adding a number or symbol to the User ID and check to make sure that it’s not longer than 16 characters.

The Password Error you are receiving usually means you will need to check the password you have selected. You want to make sure that your password includes the following:

• • Between 9-16 characters long

  • One capital

  • One lowercase letter

  • One number

• VSS Account Activation - Restricted Account:  Restricted Account Setting (Vendor Registration Error)

Resolution:  Contact Colorado VSS Help by emailing dpa_vsshelp@state.co.us

• VSS Registration Errors - 

Resolution:  https://drive.google.com/file/d/10K8FIL7tsNxx-2s6rXrfHTzl6tYz9lCf/view 

• VSS Account Errors -
  Resolution:  The ColoradoVSS system does not allow for contacts or addresses to be deleted, however, you can update your existing contacts and address and add an additional business location. There are several VSS Account Maintenance job aids that can walk you through the process to update address and contact information. To view these job aids, navigate to: http://vss.state.co.us/instructions/account-maintenance 

• VSS Error - A1428:   Phone is required (A1428)
  Resolution:  Please go back to the Phone Number field and enter in the phone number of your organization as it shows in the example (XXX-XXX-XXXX). If you are still getting an error message, please check to make sure you are entering phone numbers into all of the phone number fields within your registration. If you have entered phone numbers into all the registration fields that ask for phone numbers, you will need to enter the telephone number without any spaces or dashes. If you’re still receiving an error after removing the spaces from the telephone number, please contact us and provide a screenshot of what you are seeing.

• VSS Registration Error - V115:  Vendor Verification Password cannot be based on Catalog Duns unless Catalog Duns is entered and valid (V115)
  Resolution:  Your DUNS number is not required during your registration process. Please fill in the required field marked with an * to complete your registration, and leave optional fields (such as DUNS number) blank. If you have entered any information in the Location Web Address field, Internet Catalog field, Pcard Acceptance Level field, or Preferred Ordering Method field under the Organization Information Section, you will need to clear out the information in order to proceed to the next step in the registration process.

• VSS Registration Error - A2465:  Invalid Web Address (A2465)
  Resolution:  Your web address is not required during your registration process. Please fill in the required fields marked with a * to complete your registration, and leave optional fields (such as DUNS number) blank. If you would like us to review your registration, please reply with your User ID and password. If you have entered any information in the Location Web Address field, Internet Catalog field, Pcard Acceptance Level field, or Preferred Ordering Method field under the Organization Information Section, you will need to clear out the information in order to proceed to the next step in the registration process. There are Registration job aids available that can walk you through how to complete a New Vendor ColoradoVSS Registration. To view this job aid, navigate to https://vss.state.co.us/instructions/registration

• VSS Attachment Size Error:  Attachment Size
  Resolution:  We apologize for any inconvenience due to the attachment size limitation error and are currently working on addressing the attachment size limitation issues. ColoradoVSS can only accommodate attachments up to 2mb in size. You can, however, attach more than one document as long as they do not exceed 2mb each. 

• VSS Account Error - A2355:  Q0134 - A unique index was violated. Either a duplicate record was inserted, or a unique attribute was modified. VSSOWN.PK_RVENDCOMM_R_VEND_COMMCOMM_, SQLCODE:1. SQLSTATE:23000 Information A new Headquarters Account record has been created. (A2355)
  Resolution:  Did you recently add commodity codes to your VSS account? You will want to check the Commodity Codes that you have saved to your account and remove any duplicates to resolve this error. There are account maintenance job aids that can walk you through the process for adding and deleting commodity codes. To view these job aids, navigate to http://vss.state.co.us/instructions/account-maintenance 

• VSS Account Error - Primary Account Admin Can’t be deleted:   The Primary Account Admin may not be deleted.
  Resolution:  You will not be able to delete the primary account administrator. Below are options that you can choose from:

  • Option 1: Add an additional user to have access to your VSS account with separate login credentials allowing the ability to submit online solicitation responses, search solicitations, and receive email notifications. You can also select the additional user’s access level to be full access or display only. 

  • Option 2: Create an additional user to the account as an account administrator and lock the previous account administrator from accessing the VSS account.

You can find the instructions for adding an additional user to your account here: https://vss.state.co.us/instructions/log-in-information

• • Option 3: Request an administrative reset on the account from VSS Help. **Please note: If there are multiple users on the account, having an administrative reset will delete all users on the account** To request an administrative reset, we will need the following:

    • Legal Business Name

    • Federal Tax ID for your organization

    • Name of former VSS Account Administrator

• VSS Account Error - Email Verification Link: Email Verification Link - One Time Use
  Resolution:  Please go directly to our main Vendor Self Service website at https://codpa-vss.cloud.cgifederal.com/webapp/PRDVSS2X1/AltSelfService and log into your account. The URL in your original email is used to verify your account is a one-time use URL 

• VSS Account Error - A7429 - Please add the missing phone number on the contact record. Wait for pending changes to be approved, then update address. (A7429)
  Resolution:  You will need to update your contact information on the account first and input the telephone number exactly like the example. There are several VSS Account Maintenance job aids to walk you through the process of updating contact information and then address information. To view these job aids, navigate to http://vss.state.co.us/instructions/account-maintenance 

W 

• WHSE (Warehouse Table)