Roll and Contract Roll Errors

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

Resolution:  This error may be triggered by two reasons: the associated budget line is included in a Pending BG transaction (BGA190 or BGA191) or the line was deactivated in a BG transaction with Event Type BG08. 

The resolution is to work with your department accounting group to finalize the associated Pending BG transaction if there is one or process a new BG transaction with Event Type BG09 to reactivate the budge line if it was deactivated.

Resolution:  A “Function” value was not required in a previous version of the “Detailed Accounting” section of the transaction but is now required due to an update of other associated Chart of Account (COA) elements.  For assistance with this error, please contact core.help@state.co.us and provide the COA so that our team may determine how to best support you.

Resolution:  This error occurs when a transaction is copied from a previous unrelated transaction and the Vendor contact information from the old transaction is left in Vendor Contact ID field.  The error cannot be reconciled during the roll process, but if the information from the Vendor Contact ID field is removed, it will resolve the error.

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” field on that page for the associated Accounting Template will need to be changed to yes.

Resolution:  This error could be present on rolled Inventory PO's in cases where the allowable Event Type for these types of transactions was incorrectly updated when the transaction was initially created.  To address this issue, please email core.help@state.co.us and please provide the following so that our team may determine how to best support you:

• Transaction Code

• Dept Code

• Transaction ID

Resolution: The Ref Type on commodity/accounting lines does not match.  As there are several different combinations in which this error can manifest itself, please email core.help@state.co.us for assistance with this error.

Then navigate to the Reference tab of the accounting line associated with the commodity line and do the same thing.

Resolution:  Inconsistent setup of Chart of Account elements (i.e.: setting up a Major program as eligible for reimbursement with its associated Program not being eligible, missing funding profile, missing FPI* table, etc.) can be causes of this error.  For specific instructions regarding this issue, please email core.help@state.co.us and provide the COA so that our team may determine how to best support you.

Resolution:  The date in the "Service From" field of your commodity line must be corrected to be either the same day or farther in the future than the date in the "Effective Begin Date" field located in the header of the transaction.

In the screenshots above, the Expiration Date would have to be updated.

Resolution:  This error will affect rolled transactions or CBDL transactions associated with lapses.  The error is generated when shipping or billing values applied to a transaction no longer exist on the PLOC (Procurement Location) table.  An override can be applied by someone with Level 5 (or higher) access to bypass the error in the case of lapses with a CBDL to finish the liquidation of the line.  Another option in the case of lapses, and the preferable option in the case of rolls, would be to either update the outdated shipping/billing location on one or both transactions to active PLOC entries.

Resolution: This error can occur as the result of a glitch in the system in which the Procurement Folder does not recognize the most recent RQS transaction tied to the Procurement Folder.  To address this error, locate the most recent version of the RQS tied to the Award you attempted to roll, create a new version of it (only if it was rolled), and then validate and submit it.  Once the new RQS is final, you should be able to validate and submit the failed roll transaction with that error no longer appearing.

Resolution:  These errors are a result of a Vendor being discontinued in the Vendor/Customer table.  In order 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 again be deactivated so that nobody accidentally assigns it to another transaction.  Please contact state_centralapproval@state.co.us for assistance with activating and deactivating the vendor.

Resolution:  Pick a valid Vendor Contact ID using the pick list or clear the Vendor Contact ID field.

Resolution:  You will want to read over the Job Aid: Overriding Error - Legal Name is different from the latest version of the transaction (A4252) which can be found on the Procurement page under the Transaction Errors section. 

Resolution: In this instance, either the fund/appropriation unit combination is invalid or the combination needs to be added to the budget for the new year.  Check with your accounting or budget office to determine which scenario your transaction error falls under.  Either correct the transaction to the correct fund/appropriation unit combination or create a BGA190 transaction to add the fund/appropriation unit to the BQ190LV3 table.  For additional assistance with this issue, please email core.help@state.co.us.

Resolution:  In this instance, either the fund/appropriation unit combination is invalid or the combination needs to be added to the budget for the new year.  Check with your accounting or budget office to determine which scenario your transaction error falls under.  Either correct the transaction to the correct fund/appropriation unit combination or create a BGA191 transaction to add the fund/appropriation unit to the BQ191LV3 table.  

For additional assistance with this issue, please email core.help@state.co.us and provide the following so that our team may determine how to best support you:

• Transaction Code

• Dept Code

• Transaction ID

• Error Message (if applicable)

Resolution:  In this instance, either the fund/appropriation unit combination is invalid or the combination needs to be added to the budget for the new year.  Check with your accounting or budget office to determine which scenario your transaction error falls under.  Either correct the transaction to the correct fund/appropriation unit combination or create a BGA190 document to add the fund/appropriation unit to the BQ190LV3 table.   

For additional assistance with this issue, please email core.help@state.co.us and provide the following so that our team may determine how to best support you:

• Transaction Code

• Dept Code

• Transaction ID

• Error Message (if applicable)

Resolution: In this instance, either the fund/appropriation unit combination is invalid or the combination needs to be added to the budget for the new year.  Check with your accounting or budget office to determine which scenario your transaction error falls under.  Either correct the transaction to the correct fund/appropriation unit combination or create a BGA190 document to add the fund/appropriation unit to the BQ190LV3 table.  For additional assistance with this issue, please email core.help@state.co.us.

Resolution:  The “Expiration Date” field in the Header of the transaction must be updated with a new Expiration date that is later than the current date.

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

Resolution:  A new 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.

Resolution:   This error is due to an item being inactive in the INVN table.  The entry must be activated in this table in order to make any updates to the transaction.