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Home > Cost Accounting > FAQs > Error Messages and Troubleshooting
Error Message A1112 Customer ID Cannot Be Updated
The reason for Error A1112 is that CORE does not allow a Customer ID for an existing funding line to be changed.
To correct this error, you will want to do one of the following:
Change the Front End Split (FES) to 0% for the funding line to update, then add a new Funding Line into the same funding priority with the correct Customer ID and the correct split %. Note that with this option:
$0 budget for the 0% funding line and the actual budget for the correct funding line both have to be set-up in BGPDR/BGPHR
There will always be two posting lines in payment/encumbrance documents, with the first one being $0.
In any JVC transaction, special attention is needed to make sure that only the correct funding line is used.
Add funding priority 20 with only one funding line using the correct Customer ID. Note that with this option:
No budget needs to be created for priority 10 and only the correct budget needs to be entered to priority 20 in BGPDR/BGPHR.
All payments/encumbrances will be posted directly to priority 20 with only one posting line because there is no budget in priority 10.
In any JVC transaction, special attention is needed to make sure that only funding priority 20 is used.
Error Message A1714: The Department, Major Program and Program Period does not exist on the Program Period Table
There are multiple reasons this error could be triggered. Please contact the CORE Support Team (core.help@state.co.us) for further assistance and please provide the following:
Major Program
Program
Dept Code
Error Message A5000 Budget Line Not Found for Dept/Majr Prog/Period/Fund Prfl/Fund Prty/Fund Line Within Reimbursable Grant Budget
Error message A5000 is issued when a budget line is not set up for a specific budget structure, which can be identified from the description. Given that Major Program/Program/Period/Funding Profile/Funding Priority/Funding Line is included in the error description, it can be determined that one or more budget lines for Structure 39 are missing. Below is how to identify which specific budget line is missing:
Click View All to expand all error messages.
Select the Line Number with the Error Message A5000, so you will land on the targeted accounting line.
Open the Detail Accounting section to identify the Program code to work on.
Enter FPI5 (when the Phase field is blank) or FPI2 (when Phase is entered) in the Global Search field, then search by the Program Code identified above to find the funding profile inferred by the program.
Click on "View Funding Profile", then go through the funding priority and funding line sections to decide how many funding lines are set up for each priority.
Enter BQ39LV2 or BQ40LV2 in the Global Search field, then search by the program again to see how many budget lines are set up for each priority.
Compare the BQ39LV2/BQ40LV2 lines with the funding profile setup to see which funding line is missing. Note that a budget line is needed even if a funding line is set up with a 0% FES in the funding profile.
The resolution is to create a BGPDR to set up the budget for the missing budget line.
Error Message A615 - This Transaction Exceeds the Unobligated Funds for This Budget for Budget structure 190 level 3 when there is more than one funding priority for a funding profile
Error Message A615, in this scenario, is caused by the inconsistency between budget structures 39 and 190 in calculating the remaining budget. Budget structure 39 is used to direct how funds flow when multiple funding priorities are included in a funding profile, and it uses Unexpended Cash (Current Budget – Cash Expenses) to direct where the next transaction is to be posted; while budget structure 190 uses Unobligated Budget (Current Budget – Encumbered – Accrued expenses – Cash expenses) to trigger the budget error (A615) when the budget control is turned on. As a result, the remaining budget calculated for the two budget structures is different when the encumbrance or accrued expense is not zero. Typically there is more cash remaining for structure 39 than the total budget remaining for structure 190. This would not be a significant issue if the BQ190LV3 line contains several programs in BQ39LV2, but becomes more vital when structures 39 and 190 are in a 1-to-1 relationship.
Since CORE does not allow an override of budget errors for procurement transactions, such as a PO or CT, but does allow an override of the same errors for payment documents, you will want to do the following to correct the error:
Temporarily reduce the budget of structure 39 to match total cash expenses, so that unexpended cash = 0 for the funding priority with this issue.
Process the PO, where the new encumbrance is going to be posted to the next funding priority with available cash.
Reverse the budget transaction processed in step 1 to put the budget status back to what it was before so that the payments can be posted to this priority by using a level 2 override of the budget error A615.
Here is an example:
Funding Profile A has two funding priorities 10 and 20 using Appr Units X and Y respectively. The total Budget for Priority 10 in Structure 39 is the same as that for Appr X in Structure 190 and the current budget status is:
When a PO of $6,000 is processed, all $6,000 is posted to priority 10 by following the funding profile setup in structure 39 because there is still $8,000 cash remaining. On the other hand, the structure 190 for Appr X will be overspent with this posting because $6,000 is more than the unobligated budget of $3,000. As a result, the PO cannot be processed.
In this scenario, you will want to:
Reduce the budget for priority 10 by $8,000 in BGPDR, so that the available cash becomes $0 for priority 10.
Process the PO, so all $6,000 is posted to priority 20.
Reverse the BGPDR to add the $8,000 budget back to priority 10.
When payments are made towards the encumbrance, either the existing $5,000 in priority 10 or the new $6,000 in priority 20, the encumbrance will be liquidated from the encumbered priority and expenses will be posted to priority 10 until all remaining $8,000 cash is depleted.
If you still have questions about processing your transactions, please contact core.help@state.co.us for further assistance.
Error Message A1633 (Budget Records Not Found at Level 1 of Budget BUD_STRU_39_LVL_1 for Funding Profile (Or Budget BUD_STRU_40_LVL_1) for Funding Profile XXXXXX
The most common reason for Error A1633 is that the budget is not set up for the specified budget structure (39 or 40). Here is what you can do to resolve it:
Enter MJPRG into the Global Navigation Search bar.
Enter the Department code and Major Program code and click Search button.
Confirm the Reimb Budget to be either 39 or 40 when Split Type is Front End Split.
Enter BQ39LV2 (for structure 39) or BQ40LV2 (for structure 40) into the Global Navigation Search bar, based on the Reimb Budget Structure of the Major Program setup in the MJPRG table.
Enter Program Code in the Program field and click the Apply Button.
If nothing is returned, then Error A1633 was issued because budget structure 39/40 is not set up for the program being used. In this case, to resolve the error, process a BDGPDR (structure 39) or BGPHR (structure 40) for the program.
If there are budget lines returned, you'll want to compare the budget lines and Funding Profile setup in the FPRFLST Table. The Error A1633 may be due to:
The "Overflow Priority" was checked in the Funding Priority Section and should not have been.
A structure 39/40 budget line (BGPDR/BGPHR) is needed for each funding line, even for those with 0% reimbursement.
If the error A1633 is still issued after trying all of the above, you'll want to contact the CORE Help Desk at core.help@state.co.us.
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