Transcript Using combo edits to Reduce Chartfield Errors

Using Combo Edits to Reduce
Chartfield Errors
What is a Combo Edit and How
Will It Affect Departments?
• UTShare System Rule implemented:
– Require specific information on a transaction
• Example - require a function code on an expense
– Disallow certain information
• Example - disallow use of an account number when
using a certain fund
What UTShare transactions will
be affected by Combo Edits?
• This change affects all modules.
• If you get an error that references a combo
edit rule, departments will need to fix the
error before the transaction can be saved.
How Do I Recognize a Combo
Edit Error?
• Here is a link to a word document that will
provide examples of combo edit errors:
– Combo Edit AP Error Example
How Do I Recognize a Combo
Edit Error?
• Error message
– References the specific Rule within the body of the message
– Also references the line number
– May be slightly different between modules, but will always reference
the Rule
• Note – not all UTShare errors are Combo Edit errors
What are the specific Combo Edit Rules
and what do we do to correct it?
• Refer to the Rule listing - will be posted on:
– FAR website
– Accounting Services Office website under Tips and Tricks
• The Rule is referenced in the left column of the table.
• In many of these cases, a chartfield string is missing.
Using the Speedtype will help alleviate these errors.
• In other cases, an account is being used that needs to be
corrected.
What are the specific Combo Edit Rules
and what do we do to correct it?
EXAMPLES ONLY – REFER TO COMPLETE LISTING OF RULES
Rule
DEPT_REQ
What Causes this Error
How To Fix
A department is always required on revenue
and expense transactions.
The department is missing. Please use a
speedtype wherever possible to avoid this
error. If a speedtype can’t be used for the
particular transaction, please add the
department.
GIFTS_OPER
Account 45100 (gifts for operations) is only
valid on funds 5500 and 5600.
Either the cost center or the account needs
to be changed. Gifts can only be reported
in Gift or Endowment funds.
PCARD
The PCard default account must be changed.
Account 67660 is the default for all PCard
transactions. That account is invalid and
must be changed to the proper account for
the expenditure.
When will these be
implemented?
• Combo Edits will go into effect for UTSA on
Monday, January 25, 2016
• Email with the same information, as well as the
full rule listing, was sent to following distribution
lists:
– DTS
– Purchasing
– Account reconciler
QUESTIONS???