Error MESSAGES

Column

Error Condition

Fatal (Prevents Processing)

Message

Other Processing

All Required Fields

Not supplied in input file.

Y

The XXXXXXXXXXXX field must be entered.

Line Type

Not equal to H, L, or V.

Y

Input File Line Type must be H, L, or V.

Column

Error Condition

Fatal (Prevents Processing)

Message

Other Processing

Invoice Header

Two header rows with no line rows in between.

Y (first header record)

You must enter at least one PO Voucher Line Input record for each Header Input record.

Invoice

Invoice already exists for this vendor in Voucher Header or Voucher Header History with the same Purchase Order Number/Purchase Order Release Number combination and the Allow Duplicate Invoice Numbers flag is selected in the A/P Voucher Settings screen.

N

This invoice number already exists for this vendor on another voucher for the same PO.

Invoice

Invoice already exists for this vendor in Voucher Header, Voucher Header History or Company Paid Expense Header and the Allow Duplicate Invoice Numbers flag is unselected in the A/P Voucher Settings screen.

Y

Invoice number already exists for this vendor.

Invoice

Invoice already exists for this vendor in Voucher Header or Voucher Header History with a different Purchase Order/Purchase Order Release Number combination and the Allow Duplicate Invoice Numbers flag is selected in the A/P Voucher Settings screen.

N

This invoice number already exists for this vendor on another voucher for a different PO.

Invoice

Invoice already exists for this vendor in Voucher Header, Voucher Header History, or Company Paid Expense Header and the Allow Duplicate Invoice Numbers flag is selected in the A/P Voucher Settings screen and the voucher type is not a Purchase Order.

N

This invoice number already exists for this vendor on another non-PO voucher.

Voucher

Voucher number is not null and already exists in Voucher Header or Voucher Header History.

Y

This voucher number already exists.

Voucher

Voucher number is null and Voucher Settings Voucher Number Method  = "M."

Y

A voucher number is required.

PO ID/ Release

PO ID/Release does not exist.

Y

The PO ID/Release does not exist.

Validate for user's company ID.

PO ID/ Release

PO type is Blanket.

Y

This is a Blanket PO and cannot be invoiced.

PO ID/ Release

Status = P.

Y

This PO's status is Pending.

PO ID/ Release

Status = V.

Y

This PO's status is Void.

PO ID/ Release

Pay vendor does not have cash account.

Y

No cash account has been designated for this pay vendor.

Validate for user's company ID.

PO ID/ Release

Pay vendor does not have A/P account.

Y

No accounts payable account has been designated for this pay vendor.

Validate for user's company ID.

PO ID/ Release

Pay vendor does not have default Pay To (or only one address row with a Pay Address column set to "Y").

Y

No default Pay-To address has been set up for this pay vendor.

Validate for user's company ID.

FY/PD/SBPD

If entered and not valid.

Y

The supplied Fiscal Year/ Period/Sub period is not valid.

FY/PD/SBPD

If entered and not open for AP.

Y

The supplied Fiscal Year/ Period/Sub period is not open for AP transactions.

Invoice Date

If FY/PD/SBPD is not entered, FY/PD/SBPD is not open or is invalid for AP.

Y

The supplied Invoice Date's Fiscal Year/Period/Subperiod is not open for AP transactions.

Invoice Amount

Invoice Amount is < 0.

Y

Negative voucher amounts are not allowed.

Invoice Amount

Does not match sum of calculated invoice amounts from line records for this invoice (including sales tax but excluding discounts).

Y

The invoice amount does not match the sum of invoice amounts for the voucher lines.

PO ID/Release

Pay Vendor has hold payment.

N

Warning: this vendor is on Payment Hold.

Validate for user's company ID.

Invoice Amount

Creates PO Total discrepancy.

N

Warning: the total amount invoiced against this PO exceeds the PO Total amount by more than the PO Total Amount Discrepancy.

Validate for user's company ID.

Invoice Amount

Creates PO Total discrepancy under PO Total Discrepancy Limit, but greater than zero.

N

Warning: the total amount invoiced against this PO exceeds the PO Total amount by less than the PO Total Amount Discrepancy.

Print only if Print error messages for vouchers that are discrepant, but not over discrepancy limit check box is selected. Validate for user's company ID.

Column

Error Condition

Fatal (Prevents Processing)

Message

Other Processing

Invoice ID

Does not match invoice ID of last header input record processed.

Y

The voucher line's input file record's invoice number does not match the invoice number of the last header record processed.

PO Line

PO line number is not null but does not exist for Voucher Header's PO/Release.

Y

This PO line does not exist for the designated PO ID/Release.

Validate for user's company ID.

PO Line

PO line status is "V."

Y

The status of this PO line is Void.

PO Line

PO line status is "P."

Y

The status of this PO line is Pending.

PO Line/Line Charge

Both null/space.

Y

A PO voucher line input file must include a PO line number or a line charge code.

Line Charge

PO line number is null but is not a valid line charge type.

Y

This is not a valid line charge code.

Validate for user's company ID.

Line Charge

PO line number is null but does not have a proper default account.

Y

A default account must be set up for line charge codes in order to be processed into a voucher.

Line Charge

PO line number is null but line charge account is not valid with selected PO project and org.

Y

The default account for this line charge is not valid for the first PO line's proj/org.

Qty/Extended Cost

Quantity is zero/null and extended cost is zero/null.

Y

Either a quantity or an extended cost must be entered on every voucher line input record.

Quantity

Quantity is < 0.

Y

Negative invoice quantities are not allowed.

Validate for user's company ID.

Quantity

PO line number is not null, input file Qty is greater than zero, but PO line quantity = 0.

Y

Invoice quantities are not allowed for PO lines with no order quantities.

Unit Cost

PO line number is null, input file Qty is greater than zero, but Unit Cost = 0.

Y

A unit cost is required for invoice line records with a quantity but no PO line.

Unit Cost

Unit Cost is < 0.

Y

Negative invoice unit costs are not allowed.

Extended Cost

Extended Cost is < 0.

Y

Negative invoice extended costs are not allowed.

Validate for user's company ID.

Invalid PAO

Perform standard validation on all derived voucher line account row combinations.

Y

Lien Waiver Validation

One or more projects for this voucher have a Project Lien Waiver Document not equal to space/null, and there is more than one Project ID (PROJ_ID) in the Voucher Line Account (VCHR_LN_ACCT) rows for this voucher.

Y

Multiple projects cannot be charged on a voucher when one or more of the projects have been assigned a Lien Waiver Document code.

Lien Waiver Validation

Project for this Voucher Line Account has a Project Lien Waiver Document not equal to space/null, and there is no row in the Maintain Project Waiver Information screen for this project. Use Costpoint Accounts Payable to look up the Waiver Type Code and Pay Vendor ID to look up the Vendor ID in the Customer table.

Y

This voucher's project has been assigned a Lien Waiver Document code, but the pay vendor has not been linked to the project in the Maintain Project Waiver Information screen in Costpoint Accounts Payable.

Validate for user's company ID.

Qty/Unit Price/ Extended Price

Quantity/Unit Price/Extended Price not zero or null, but quantity * unit price does not equal extended price.

N

Warning: the extended cost does not match the supplied invoice line quantity * unit price. Extended price is ignored.

PO Line

Status is "C" and 2-way match is used.

N

Warning: this PO line has already been closed.

Invoice Unit Price

Creates PO Unit Price Percent discrepancy.

N

Warning: the invoice unit price exceeds the PO line unit price by a percentage more than the Unit Price Percentage Discrepancy limit.

Invoice Unit Price

Creates PO Unit Price Percent discrepancy under PO Line Discrepancy Limit, but greater than zero.

N

Warning: the invoice unit price exceeds the PO line unit price by a percentage less than the Unit Price Percentage Discrepancy limit.

Print only if Print error messages for vouchers that are discrepant, but not over discrepancy limit check box is selected.

Invoice Unit Price

Creates PO Unit Price Amount discrepancy.

N

Warning: the invoice unit price exceeds the PO line unit price by more than the Unit Price Discrepancy limit.

Validate for user's company ID.

Invoice Unit Price

Creates PO Unit Price Amount discrepancy under PO Line Discrepancy Limit, but greater than zero.

N

Warning: the invoice unit price exceeds the PO line unit price by less than the Unit Price Discrepancy limit.

Print only if Print error messages for vouchers that are discrepant, but not over discrepancy limit check box is selected. Validate for user's company ID.

Invoice Quantity

Creates Quantity discrepancy.

N

Warning: the invoice quantity exceeds the PO line quantity by more than the Quantity Discrepancy limit.

Invoice Quantity

Creates Quantity discrepancy under PO Line Discrepancy Limit, but greater than zero.

N

Warning: the invoice quantity exceeds the PO line quantity by less than the Quantity Discrepancy limit.

Print only if Print error messages for vouchers that are discrepant, but not over discrepancy limit check box is selected. Validate for user's company ID.

Invoice Line Amount

Creates PO Line discrepancy.

N

Warning: the total amount invoiced against this PO line exceeds the PO line amount by more than the PO Line Amount Discrepancy limit.

Validate for user's company ID.

Invoice Line Amount

Creates PO Line discrepancy under PO Line Discrepancy Limit, but greater than zero.

N

Warning: the total amount invoiced against this PO line exceeds the PO line amount by less than the PO Line Amount Discrepancy limit.

Print only if Print error messages for vouchers that are discrepant, but not over discrepancy limit check box is selected. Validate for user's company ID.

Column

Error Condition

Fatal (Prevents Processing)

Message

Invoice ID

Does not match Invoice ID of last header input record processed.

Y

The vendor labor's input file record's invoice number does not match the invoice number of the last header record processed.

Invoice ID / Line Number

Does not match Invoice ID/Line No of last line input record processed.

Y

The vendor labor's input file record's invoice and line number does not match the last line record processed.

Subline Number

Not sequential, beginning with 1. Number must be sequential, starting with 1.

Y

The Vendor Subline Number field in the Input File is not sequential, starting with the number "1," for each unique Invoice and Invoice Line Number.

GLC

Does not exist or is null.

Y

The GLC does not exist in the General Labor Category table.

PLC

Not null and does not exist in Billing Labor Category table.

Y

The PLC does not exist in the Billing Labor Category table.

PLC

Not null, but no project on the PO Line (PO_LN_ACCT).

Y

A PLC was entered, but no Project is on the PO line.

PLC

Null, but project exists on the PO Line (PO_LN_ACCT).

Y

A Project is referenced on the PO line, but a PLC was not entered.

PLC

PLC is not null, but Proj/PLC combination does not exist

Y

The Project/PLC combination does not exist.

PLC

Project Workforce is required on Project, but Proj/PLC/Vendor combination does not exist.

Y

The work force project/Vendor/ PLC combination does not exist.

PLC

More than one PO Line Account row exists for the selected PO Line. The system displays an error if there are multiple account distribution rows, regardless of whether or not the PLC is entered.

Y

More than one P/A/O combination exists for this PO line.

Vendor/Employee

PO Vendor and Employee do not exist in the Vendor Employee (VEND EMPL) table.

Y

The combination of the Vendor and the Vendor Employee does not exist in the Vendor Employee table.

Vendor Amount

Not numeric.

Y

The Vendor Amount field is not numeric.

Vendor Hours

Not numeric.

Y

The Vendor Hours field is not numeric.

Vendor Amount

The sum of the vendor amounts for the invoice line does not match the extended amount of the invoice line input record.

Y

The sum of the Vendor Labor Amounts does not equal the invoice extended cost amount.

Transaction/Pay Currency

Transaction and Pay Currencies must be "GBP" if a CIS code exists in the Voucher Header.

Y

Voucher Header has a CIS code, but Transaction and/or Pay Currency is not "GBP"

Check Amount

The Check Amount in the Payment Info subtask is not equal to the sum of the all voucher lines' voucher line net amount processed in the batch.

Y

Check Amount (XXXXXX) is not equal to the Total Vouchered Net Amount for all the voucher lines processed in this batch (XXXXXX).

Check Number

The input file has multiple vouchers, and not all vouchers are associated with the same Pay Vendor. The Check Number field in the Payment Info subtask is populated, but no Pay Vendor is entered.

Y

If Check Number is entered on the input screen, all vouchers processed must be associated with the same Pay Vendor.

The Pay Vendor is entered in the Payment Info subtask.

N

Warning: The Pay Vendor information entered applies to all the vouchers processed in this batch.

The Check Number is entered in the Payment Info subtask.

N

Warning: The Check information entered applies to all the vouchers processed in this batch.

PO ID/Release

The Hold Payments check box is selected for the Pay Vendor in the Maintain Vendors screen.

Y

This pay vendor cannot be used.  It has a status of inactive in the Maintain Vendor screen.

PO ID/Release

The PO Vendor does not allow edits to the Pay Vendor on PO vouchers (i.e., the Allow Different Pay Vendor check box is not selected in the Vendor Settings screen), and the Pay Vendor in the Payment Info subtask is different from Pay Vendor associated with the PO Vendor.

Y

The Pay Vendor entered in the input screen is different from that associated with the PO Vendor, which has been set up to not allow changes to the associated Pay Vendor.

PO ID/Release

The Hold Payments check box is selected for the PO Vendor in the Maintain Vendors screen.

Y

This PO vendor has a status of inactive in the Maintain Vendor screen.

Vendor

Vendor approvals are required in A/P Settings and the PO vendor has an approval status of Not Approved or Pending (VEND.VEND_APPRVL_CD = N or P).

Y

The vendor on the PO voucher must be approved.