Lapse Exception Errors

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Fiscal Year on the Referencing Accounting Line should not be prior to Fiscal Year on Referenced Posting Line (A5074)

Resolution:  This error will appear on an ABDL or CBDL transaction if the referenced accounting line on the transaction it was meant to liquidate has the current Fiscal Year and a Period of 1.  This may have occurred if a modification was made to the transaction after July 1st, but the FY/Period fields were left blank and allowed to infer on their own:

Due to the amount of steps it would take to update the transaction, then process the ABDL or CBDL in these instances, the easiest method of liquidating the accounting line on the transaction to be Liquidated would be to do so manually.

To do this, you will want to open a new version of the transaction, locate the accounting line that needs to be liquidated, and then update the Fiscal Year value to the now-closed Fiscal Year, Period 13. Then either reduce the amount to $0 (in cases where no payments have been made) or to the amount paid (see the Line Open Amount field in these instances).  You will also need to lower the total amount in the Commodity section of the transaction before validating and submitting the transaction to finish the manual liquidation process.

The transaction could not be submitted because of new warnings, please review the warnings and resubmit the transaction. / Transaction could not be processed because of overrides that have to be applied before the transaction reaches pending. Please Apply Overrides and resubmit the transaction. / Transaction could not be submitted because of errors.

Resolution:  These errors may appear with other errors.  Once the other errors on the transaction are addressed, these errors should no longer appear.

Address Code is invalid (A5965) / No active address exists for this Vendor, Address ID, and this transaction type. (A843) / The Address does not exist on the Address Table. (A2461) / R_AD not found for PO_DOC_VEND.

A new valid address code must be picked from the Address Code field of the Vendor section of the rejected transaction before it can be validated and submitted. 

The Accounting Template ID does not exist on the Accounting Template Table. (A761) / Invalid Accounting Template ID.

Resolution:  The value entered in the "Accounting Template" field of an accounting line may be inactive for the new fiscal year, or it may have an expired “Active To” date or other issues in the ACTPL (Accounting Template) page which are keeping it from registering as a valid value on your rolled transaction.

Accounting Template on accounting line

Accounting Template in Accounting Template (ACTPL) page

In order to submit this transaction, either the “Active To” date will need to be updated on the ACTPL page for the associated Accounting Template or the” Active” box on that page for the associated Accounting Template will need to be checked.

The vendor is on hold on the Vendor Customer table (A844).  The vendor must be an active vendor on the vendor-customer table. (A1055).  Customer Code is prohibited based on Event Type/Transaction Control options. (A226).

Resolution:  Email state_centralapproval@state.co.us.  Vendor must be temporarily activated and the transaction must be liquidated to 0, then vendor must be inactivated again to avoid any additional transactions being associated with the Vendor.

Invalid Vendor/Customer Code. (A3980) / Vendor is required per options on Event Type/Document Control (A2416)

Resolution:  These errors come as the result of a Vendor being discontinued in the Vendor/Customer table.  To liquidate the transaction, the vendor must be reactivated so that the transaction can be fully liquidated.  Once the ABDL/CBDL has been processed, the Vendor must then be deactivated again so that nobody accidentally assigns it to another transaction.  Please contact state_centralapproval@state.co.us for assistance with the coordination of this type of liquidation.

(Fund, Object, Unit, Appr Unit, Activity, Program, Major Program) must follow Reference Precedence Rule. It has a value of [xxxx] on the referenced line and [xxxx] on the Accounting Line. (A215)

Resolution:  This error will appear on CBDL transactions that liquidate lapsed accounting lines.  The cause of the error appears to be additional accounting lines appearing in these liquidating transactions.  We are currently working to determine the cause of these additional lines.  The resolution in place at this time is to delete these additional accounting lines.  Doing so will address these errors on CBDL transactions.  If you encounter this error, please email core.help@state.co.us and please provide the following so that we can identify the accounting lines that will need to be deleted before re-validating and submitting your CBDL liquidation transaction:

Must finalize referenced Commodity Line since all Accounting Lines will be closed. (A1579) / Cannot reference an Accounting Line that has been closed. (A1600) / Referenced Accounting Line does not exist or has not been finalized. (A260)

Cannot find procurement state record. (A518) / On Procurement Type table Solicitation, Solicitation Response, and Evaluation states all go together. You cannot have one without the other. (A4285)

Resolution: Please contact core.help@state.co.us for assistance with this error.

The Department, Major Program and Program Period does not exist on the Program Period Table. (A1714)

Resolution:  Please contact core.help@state.co.us for assistance with this error as it may be related to other errors that will not require the updating of the identified table.

Invalid Event Type. (A1315)

Resolution:  This error would be present on CBDL transactions associated with Inventory lapses in cases where the allowable Event Type for the original transaction was entered incorrectly when the transaction was initially created.  The line(s) with this error can be liquidated with a “$0 dollar PRC” transaction. To address this issue, please email core.help@state.co.us.