UPDOCS FAQs

• No, you do not need to worry about deleting anything.

• A version 0 confirms that no document was created.

• This generic error often indicates a conflict within the Chart of Accounts (COA) data in the accounting section rather than an actual duplicate. Before submitting a ticket, please try the following troubleshooting workaround:

  • Isolate the Conflict: In the accounting section of your document, clear the data starting at the Appropriation Unit column and all immediately following columns (usually around 5–10 columns worth of columns typically used for data, 20-30 total available).

  • Test the Document: Attempt to process the document as a draft.

    • If the document processes successfully, the original error was indeed a COA conflict.

    • If the document still fails, the error may be an actual duplicate record (e.g., two accounting lines with the same line number).

  • Identify the Source of the Conflict (If Step 2 was successful):

    • Re-add the cleared columns of data one or two at a time.

    • Process the document as a draft after re-adding each column until the Q0134 error reappears.

  • Resolve the Issue: The last column you re-added is likely involved in the COA conflict. You can now investigate and address the specific issue within that column's data.

Important Note:  This troubleshooting option does not apply to IA and IN documents, as they do not contain Appropriation Unit and are not affected by this "generic error" issue.  Also, IET and IET3s contain two Appropriation Unit columns (one in the Exchange Details section and one in the 2nd Party Accounting section).  If this troubleshooting method is employed in these templates, you'll only want to clear out the data in columns CA-CY and DW-EU to begin without removing anything in columns CZ-DV.

If you cannot resolve the issue after following these steps, reference which column caused the error to reappear when submitting a ticket. This will help us route your request to the functional team for specialized COA assistance more quickly.

• Agencies have two primary options for entering data into additional fields:

  • Manual Entry: Manually enter the additional fields into the transaction after the UPDOC process has created it.

  • Standard Interface: Consider utilizing a standard interface process if the existing interface layout already includes the fields they need to enter data.

• No, the field names or their associated tables have not changed since UPDOCS was implemented.

• Because the field names have not changed, you should continue to enter the same information in those same fields on the UPDOCS template as you did on the old ATS uploads.

• If you see a similar or duplicate field name, it indicates that those fields exist in a CORE Transaction. This does not mean they need to be filled out.

• Avoid having blank rows in your UPDOCS templates, except after your last row.

• Database field names can be found on row 19 on ATS templates and row 3 of the UPDOCS templates.  The associated tables are located in row 2 of the UPDOCS template and are more plainly named in row 18 of the ATS template (e.g., Header).

• The information required for UPDOCS fields is typically specific to your agency's internal business needs.

• We are unable to advise on what specific data to enter because this guidance pertains directly to your organization's unique processes.

• When copying and pasting into UPDOCS templates, ensure you are pasting "values only" to avoid errors.

• The template is protected, and the protection settings prevent formatting changes. Excel will block you from clearing formats.  To ensure successful uploads, all data cells in UPDOCS templates should be submitted in a text format.

• For accurate instructions on your data entry, please reach out to your supervisor or controller. They will be able to provide the necessary details.

• The UPDOCS template is designed to include the minimum necessary fields required for the system to create the transaction.

• Yes, if you mean that new entries will begin as drafts, like in the ATS system. UPDOCS generates new entries in the same draft status as they are in ATS today.

• Using a modified template is the most common cause of UPDOCS upload failures. Our support team is unable to troubleshoot issues with files that do not match the approved, published templates. If you experience an issue, you will be required to first re-attempt your upload using a clean copy of the approved template before we can assist.

•  The "Submit Transaction" checkbox is a new option available on the UPDOCS upload page that controls the initial status of your uploaded transactions.

• If you leave the box unchecked, the uploaded transactions will remain in draft status (this is the current default). If you check the box when uploading, the transactions will be submitted to workflow for approval.