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Lapse errors and resolutions are listed below.
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Lapse Exception Errors
As part of the end-of-year Lapse process, CORE creates two types of documents, which liquidate open dollar amount accounting lines on both the pre-encumbrance and encumbrance transactions. These transactions are:
ABDL (Accounting Based Document Lapse): These transactions lapse accounting lines on GAE transactions, which do not contain accounting lines.
CBDL (Commodity Based Document Lapse): These transactions lapse accounting lines on transactions such as RQS’s, PO’s, CT’s and other transactions, which contain commodity lines as well as accounting lines.
The FY2024-25 Lapse Exception report details both the transaction that was meant to be liquidated as well as its associated ABDL or CBDL transaction which has encountered an error. The error messages and resolutions provided below will assist you in working through the issues on these ABDL/CBDL transactions, and once validated and submitted these transactions will liquidate any open dollar amounts on the transaction referenced in the FY2024-25 Lapse Exception report.
!!!!***********VERY IMPORTANT, PLEASE READ BEFORE PROCEEDING****************!!!!
As period 12 for FY2024 has already closed, any updates made to ABDL/CBDL transactions for the purposes of validating and submitting these transactions to complete the liquidation process will also need to be accompanied by entering a BFY/FY value of 2024 and a period of 13 in the header of the transaction: Not making this update will result in additional errors on the ABDL/CBDL transaction, so please make sure that this update is made when making any additional updates to the transaction(s).
Error: 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 an FY of 2025 and a period of 1. This may have occurred if a modification was made to thevtransaction 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, and 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, then update the Fiscal Year value to 2024, the Period to 13, and 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.
Error(s): 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.
Error(s): Address Code is invalid (A5965) / No active address exists for this Vendor, Address ID, and this transaction type. (A843) / R_AD not found for PO_DOC_VEND. -These may appear together.
Resolution: 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.
Errors: 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 in Accounting Template (ACTPL) page
In order to submit this document, 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.
Error: Customer Code is prohibited based on Event Type/Document Control options. (A226).
Resolution: Email 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.
Error: Vendor is required per options on Event Type/Transaction 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 again 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.
Error: Must finalize referenced Commodity Line since all Accounting Lines will be closed. (A1579)
Resolution: These errors may also appear on CBDL transactions that contain the “Reference Precedence Rule” error described above. They appear because of the additional accounting lines present on the CBDL transactions and can be addressed by deleting the additional accounting lines that may have been added to the CBDL transaction.
Error: The Current Fiscal Year, Department and Activity does not exist on the Activity Table. (A1714)
Resolution: In order to resolve this error, the “Effective To” or “Active” information associated with the Appropriation Unit value (for FY2023) on the APPR table may need to be updated for a window of time that will allow the ABDL/CBDL to be processed.
Error: 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 .
Error: This posting is not allowed by BFY Profile S1, stage 3. (A2079)
Resolution: This error may appear in conjunction with an Invalid Event Type error on a CBDL transaction if the Invalid Event Type on the transaction to be liquidated should not have been used. Please email core.help@state.co.us for assistance with this error.
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