Overview
The following tables display explanations for any error or warning message you may see on the SUB Error, Warning & Load Status report. This is the status report that you run after you upload the SUB data file. Use this document to determine what is causing the errors in the data file in order to correct them.
See the Correct SUB Load File Processing Errors section of Upload an SUB File Using the File Attach Process for instructions on how to retrieve the data file, correct it, and upload the corrected file.
Voucher Errors
The following error messages indicate that no vouchers were loaded.
| Message Text | Explanation |
|---|---|
Invalid Card Type or Blank Line Exists in Input File No Vouchers Loaded |
The Card Type field is blank or has an invalid code in one or more lines, or there is at least one blank line in the file. Correct the Card Type error or delete the blank line(s) and resubmit the file. |
Total Transaction Count does not match |
The Control transaction total on the last line of your SUB file does not match total transaction count calculated by the SUB program. These totals must be the same in order for the file to load. Correct your transaction total on your file and resubmit. |
Total Transaction Amount does not match |
The Control total amount on the last line of your SUB file does not match total transaction amount calculated by the SUB program. These totals must be the same in order for the file to load. There is an error in the dollar total for the lines in your file. Correct this error and resubmit the file. |
Duplicate file name found. The same file name has been loaded within the last 3 months by [uniqname]. File rejected and no vouchers inserted |
The data file name (e.g., sub_in_003.dat) has been used in the past 90 days to successfully load SUB data. The system verifies the file name to ensure that duplicate SUB data is not loaded. Change the file name and load the new file whenthe SUB data in the new file is different from the previously submitted file. |
Revenue ChartField Errors
The following error messages relate to the Revenue ChartFields. Note: All records using the Supplier ID associated with this string of ChartFields will fail.
| Message Text | Explanation |
|---|---|
Revenue Account is invalid |
The Revenue Account must be valid. Verify and correct the Account value. |
Revenue Fund Code is invalid |
The Revenue Fund code must be valid. Verify and correct the Fund value. |
Revenue Endowment Fund not allowed |
Revenue is not allowed against Endowment Funds (Funds 70002 - 77999). Correct the Fund value. |
Revenue DeptID is invalid |
The Revenue Class must be valid. Verify and correct the Class value. |
| Revenue Program Code is invalid | The Revenue Program code must be valid. Verify and correct the Program code. |
| Revenue Project/Grant is invalid | The Revenue Project/Grant must be valid. Verify and correct the Project/Grant value. |
| Project/Grant is required | A Project/Grant value is required if the Fund code is either 20000 or 25000 and the Account value is in the 400000 - 499999 range. |
| Revenue Account is invalid | The Revenue Account must be valid. Verify and correct the Account value. |
Revenue ChartField Combination Edit Errors
Certain ChartField values are not compatible with others. To prevent transactions with invalid ChartField combinations from being processed, the system contains edit rules. The ChartField combinations in your SUB transaction are verified against these rules by the Edit process contained within the File Attach process. If you have transaction errors, use this list of ChartField Combination Edit Rules to determine how to verify or correct the ChartField combination.
| Message Text | Explanation |
|---|---|
| Revenue ChartField Combo Edit Failed: ADMIN | The Revenue Supplier DeptID is not allowed with Class 6xxxx. |
| Revenue ChartField Combo Edit Failed: INST_RSRCH | The Revenue Supplier DeptID is not allowed with Classes 1xxxx or 21xxx. |
| Revenue ChartField Combo Edit Failed: LIBRARY | The Revenue Supplier DeptID is not allowed with Class 41xxx. |
| Revenue ChartField Combo Edit Failed: HSG_UN_FND | The Revenue Supplier Funds 55xxx are only allowed with Class 923xx. |
| Revenue ChartField Combo Edit Failed: HOSP_FND | The Revenue Supplier Funds 56xxx are only allowed with Classes 311xx or 71xxx |
| Revenue ChartField Combo Edit Failed: HOSP_ORG | The Revenue Supplier DeptID is not allowed with Hospital Funds. |
| Revenue ChartField Combo Edit Failed: OTHER_FND | A Class is required for the Revenue Supplier Fund. A Class with ‘x’ on the end is not allowed with Funds 20000 or 25000. |
| Revenue ChartField Combo Edit Failed: GN_FND_TRF | The Revenue Supplier Account value is not allowed with Funds 20000 – 99900. |
| Revenue ChartField Combo Edit Failed: GFTS_GRNTS | The Revenue Supplier Gift Account value is not allowed with Funds 10000, 20000, or 25000. |
| Revenue ChartField Combo Edit Failed: CONSTRUCTN | The Revenue Supplier Account value is only allowed with Funds 80000, 80500, and 81000. |
| Revenue ChartField Combo Edit Failed: PLANT_TRSF | The Revenue Supplier Account value must use Class 73000 with all Funds except 5xxxx, 80500, 82500, and 84000. |
| Revenue ChartField Combo Edit Failed: AUXILIARY | The Revenue Supplier Class values 92310 and 92320 are only allowed with Funds 5xxxx and 83000. |
| Revenue ChartField Combo Edit Failed: MHC_DEPT | The Revenue Supplier DeptID is not allowed with Fund 56500. |
| Revenue ChartField Combo Edit Failed: GENRL_ACCT | The Revenue Supplier Account value used in the transaction is not allowed with Fund 10000. |
| Revenue ChartField Combo Edit Failed: ERFGFT_ACCT | The Revenue Supplier Account value used in the transaction is not allowed with Fund 30000. |
| Revenue ChartField Combo Edit Failed: DESIG_ACCT | The Revenue Supplier Account value used in the transaction is not allowed with Fund 40000. |
| Revenue ChartField Combo Edit Failed: AUXIL_ACCT | The Revenue Supplier Account value used in the transaction is not allowed with Funds 5xxxx. |
| Revenue ChartField Combo Edit Failed: STLOAN_ACCT | The Revenue Supplier Account value used in the transaction is not allowed with Funds 6xxxx. |
| Revenue ChartField Combo Edit Failed: ENDOW_ACCT | The Revenue Supplier Account value used in the transaction is not allowed with Funds 7xxxx. |
| Revenue ChartField Combo Edit Failed: PLTRSV_ACCT | The Revenue Supplier Account value used in the transaction is not allowed with Funds 82000 and 83000. |
| Revenue ChartField Combo Edit Failed: AGENCY_ACCT | The Revenue Supplier Account value used in the transaction is not allowed with Fund 90000. |
Expense ChartField Errors
| Message Text | Explanation |
|---|---|
Account is invalid or blank |
The Account field is either blank or an invalid Account value has been entered. Either run and review the Valid Account Report or contact Financial Operations or Financial Analysis for help in identifying an applicable Account value. |
Fund Code is invalid or blank |
The Fund Code field is either blank or an invalid Fund value has been entered. Contact the customer for a valid Fund code. |
Endowment Fund not allowed for expense |
This is an Endowment Fund code. SUB Expense not allowed against Endowment Funds (Funds 70002 - 77999). Contact the customer for the correct Fund code. |
DeptID is invalid or blank |
The DeptID field is either blank or an invalid DeptID has been entered. Contact the customer for correct DeptID. |
| Class is invalid | The value entered in the Class field is not a valid value. Contact the customer for the correct Class value. |
| Program Code is invalid | The value entered in the Program Code field is not a valid value. Contact the customer for the correct Program code. |
| Program Code is required | A Program code is required if the Fund code is in the 10000 - 55999, 80000, 90000 range and Account code is in the 500000 - 799999 range. |
| Project/Grant is invalid | The value entered in the Project/Grant field is not a valid value. Contact the customer for the correct Project/Grant. |
Expense ChartField Combination Edit Errors
If you receive any of the following errors, contact the customer to verify and/or correct the ChartField combination.
| Message Text | Explanation |
|---|---|
ChartField Combo Edit Failed: ADMIN |
The DeptID used in transaction is not allowed with Class 6xxxx. |
ChartField Combo Edit Failed: INST_RSRCH |
The DeptID used in transaction is not allowed with Classes 1xxxx or 21xxx. |
ChartField Combo Edit Failed: LIBRARY |
The DeptID used in transaction is not allowed with Class 41xxx. |
ChartField Combo Edit Failed: HSG_UN_FND |
Funds 55xxx are only allowed with Class 923xx. |
| ChartField Combo Edit Failed: HOSP_FND | Funds 56xxx are only allowed with Classes 311xx or 71xxx. |
| ChartField Combo Edit Failed: HOSP_ORG | The DeptID used in transaction is not allowed with Hospital Funds. |
| ChartField Combo Edit Failed: OTHER_FND | A Class is required for the Fund code. A Class with ‘x’ on the end is not allowed with Funds 20000 or 25000. |
| ChartField Combo Edit Failed: GN_FND_TRF | The Revenue Account value used in the transaction is not allowed with Fund codes 20000 – 99900. |
| ChartField Combo Edit Failed: GFTS_GRNTS | The Gift Revenue Account value used in the transaction is not allowed with Funds 10000, 20000, or 25000. |
| ChartField Combo Edit Failed: CONSTRUCTN | The Expense Account value used in the transaction is only allowed with Funds 80000, 80500 and 81000. |
| ChartField Combo Edit Failed: PLANT_TRSF | The Expense Account value must use Class 73000 with all Funds except 5xxxx, 80500, 82500, and 84000. |
| ChartField Combo Edit Failed: AUXILIARY | Class values 92310 and 92320 are only allowed with Funds 5xxxx and 83000. |
| ChartField Combo Edit Failed: MHC_DEPT | The DeptID used in the transaction is not allowed with Fund 56500. |
| ChartField Combo Edit Failed: BLANK_PJGR | A Project/Grant value is required with Funds 20000, 25000, 80500, or 82500. |
| ChartField Combo Edit Failed: LIBRY_ACCT | Account values 615585, 615593, and 615595 are only allowed for use by U-M Library Departments. |
| ChartField Combo Edit Failed: GENRL_ACCT | The Account value used in the transaction is not allowed with Fund 10000. |
| ChartField Combo Edit Failed: ERFGFT_ACCT | The Account value used in the transaction is not allowed with Fund 30000. |
| ChartField Combo Edit Failed: DESIG_ACCT | The Account value used in the transaction is not allowed with Fund 40000. |
| ChartField Combo Edit Failed: AUXIL_ACCT | The Account value used in the transaction is not allowed with Funds 5xxxx. |
| ChartField Combo Edit Failed: STLOAN_ACCT | The Account value used in the transaction is not allowed with Funds 6xxxx. |
| ChartField Combo Edit Failed: ENDOW_ACCT | The Account value used in the transaction is not allowed with Funds 7xxxx. |
| ChartField Combo Edit Failed: PLTRSV_ACCT | The Account value used in the transaction is not allowed with Funds 82000 and 83000. |
| ChartField Combo Edit Failed: AGENCY_ACCT | The Account value used in the transaction is not allowed with Fund 90000. |
Customer ShortCode Errors
| Message Text | Explanation |
|---|---|
ShortCode is invalid |
The ShortCode is invalid. Contact the customer to verify and/or correct the ShortCode value. |
Fund Code associated with ShortCode is invalid or blank |
The ShortCode is either missing or has an invalid Fund value associated with it. Contact the customer to verify and/or correct the ShortCode value. |
DeptID associated with ShortCode is invalid or blank |
The ShortCode is either missing or has an invalid DeptID associated with it. Contact the customer to verify and/or correct the ShortCode value. |
Class associated with ShortCode is invalid |
The ShortCode has an invalid Class value associated with it. Contact the customer to verify and/or correct the ShortCode value. |
| Project/Grant associated with ShortCode is invalid | The ShortCode has an invalid Project/Grant value associated with it. Contact the customer to verify and/or correct the ShortCode value. |
| Project/Grant associated with ShortCode is required | The ShortCode is missing a required Project/Grant value (required if Fund code is 20000 or 25000 and the Account code is in the 400000 - 499999 range). Contact the customer to verify and/or correct the ShortCode value. |
| Program Code associated with ShortCode is invalid | The ShortCode has an invalid Program code associated with it. Contact the customer to verify and/or correct the ShortCode value. |
| Program Code associated with ShortCode is required | The ShortCode requires that a Program Code be associated with it (required if Fund code is in the 10000 - 55999, 80000, 90000 range and Account value is in the 500000 - 799999 range). Contact the customer to verify and/or correct the ShortCode value. |
ShortCode ChartField Combination Edit Errors
If you receive any of the following errors, verify the ShortCode and/or contact the customer to verify and/or correct the ShortCode.
| Message Text | Explanation |
|---|---|
ShortCode ChartField Combo Edit Failed: ADMIN |
The DeptID used in transaction is not allowed with Class 6xxxx. |
ShortCode ChartField Combo Edit Failed: INST_RSRCH |
The DeptID used in transaction is not allowed with Classes 1xxxx or 21xxx. |
ShortCode ChartField Combo Edit Failed: LIBRARY |
Revenue is not allowed against Endowment Funds (Funds 70002 - 77999). Correct the Fund value. |
ShortCode ChartField Combo Edit Failed: HSG_UN_FND |
Funds 55xxx are only allowed with Class 923xx. |
| ShortCode ChartField Combo Edit Failed: HOSP_FND | Funds 56xxx are only allowed with Classes 311xx or 71xxx. |
| ShortCode ChartField Combo Edit Failed: HOSP_ORG | The DeptID used in transaction is not allowed with Hospital Funds. |
| ShortCode ChartField Combo Edit Failed: OTHER_FND | A Class is required for the Fund code. A Class with ‘x’ on the end is not allowed with Funds 20000 or 25000. |
| ShortCode ChartField Combo Edit Failed: GN_FND_TRFShortCode ChartField Combo Edit Failed: GN_FND_TRF | The Revenue Account value used in the transaction is not allowed with Fund codes 20000 – 99900. |
| ShortCode ChartField Combo Edit Failed: GFTS_GRNTS | The Gift Revenue Account value used in the transaction is not allowed with Funds 10000, 20000, or 25000. |
| ShortCode ChartField Combo Edit Failed: CONSTRUCTN | The Expense Account value used in the transaction is only allowed with Funds 80000, 80500 and 81000. |
| ShortCode ChartField Combo Edit Failed: PLANT_TRSF | The Expense Account value must use Class 73000 with all Funds except 5xxxx, 80500, 82500, and 84000. |
| ShortCode ChartField Combo Edit Failed: AUXILIARY | Class values 92310 and 92320 are only allowed with Funds 5xxxx and 83000. |
| ShortCode ChartField Combo Edit Failed: MHC_DEPT | The DeptID used in the transaction is not allowed with Fund 56500. |
| ShortCode ChartField Combo Edit Failed: BLANK_PJGR | The Project/Grant value associated with the ShortCode is missing. A Project/Grant value is required with Funds 20000, 25000, 80500, or 82500 and expense Account values (500000 - 799999 range). |
| ShortCode ChartField Combo Edit Failed: LIBRY_ACCT | Account values 615585, 615593, and 615595 are only allowed for use by U-M Library Departments. |
| ShortCode ChartField Combo Edit Failed: GENRL_ACCT | The Account value used in the transaction is not allowed with Fund 10000. |
| ShortCode ChartField Combo Edit Failed: DESIG_ACCT | The Account value used in the transaction is not allowed with Fund 40000. |
| ShortCode ChartField Combo Edit Failed: AUXIL_ACCT | The Account value used in the transaction is not allowed with Funds 5xxxx. |
| ShortCode ChartField Combo Edit Failed: STLOAN_ACCT | The Account value used in the transaction is not allowed with Funds 6xxxx. |
| ShortCode ChartField Combo Edit Failed: ENDOW_ACCT | The Account value used in the transaction is not allowed with Funds 7xxxx. |
| ShortCode ChartField Combo Edit Failed: PLTRSV_ACCT | The Account value used in the transaction is not allowed with Funds 82000 and 83000. |
| ShortCode ChartField Combo Edit Failed: AGENCY_ACCT | The Account value used in the transaction is not allowed with Fund 90000. |
Other Voucher Entry Errors
| Message Text | Explanation |
|---|---|
Invoice Date format is invalid |
The Invoice Date field requires that a date be entered in the valid format. The valid format is YYYY/MM/DD. |
Invoice Date is blank |
The Invoice Date field requires that a date be entered in the valid format. The valid format is YYYY/MM/DD. |
Invoice Date Year out of range |
Either the year is wrong, or the Invoice Date is not in the valid format. |
Invoice Date Month out of range |
The month entered for the Invoice Date is not in the acceptable range (1-12). |
| Invoice Date Day out of range | The day entered for the Invoice Date is not in the acceptable range for the designated month. |
| Merchandise Amount is blank | Merchandise Amount is a required field. |
| Merchandise Amount not equal to Quantity * Unit Price | Merchandise Amount must equal Quantity Vouchered * Unit Price. |
Warning Messages
The following warning messages will not cause a record to fail. However, they may result in the transaction being recorded differently than anticipated.
| Message Text | Explanation |
|---|---|
Uniqname is invalid |
If the entered Uniqname is not a valid University uniqname, the Uniqname field will be blank in the record. The uniqname appears in the Comments field instead. Character length available for other information in the Comments field is reduced by whatever space is taken up by the uniqname. The uniqname and comments are separated by an asterisk. |
Location Code is invalid |
If the Location Code is invalid, the Voucher record will be accepted, but the Location Code field will be blank. |