Full Account Structure - Troubleshooting - System Error Messages

Not on chart of accounts

The entered account code is not defined in the Account List (chart of accounts).

Add the account on the Account List or Account Components (Level 2) pages as applicable. Ensure the code matches what is being entered.

Account not allowed for requisitions/purchase orders/payments

The account does not have the correct values for the transaction type selected in the fields in the Allowed for Use In section on the Account List page.

On the Account List page, select the correct options required for the transaction. Use an account authorized for that purpose.

Must be an asset account

The cash or disbursement account entered is not within the asset account range defined in the Fund Accounting Profile.

Enter an account that falls within the Assets range defined on the Funds / Accounts tab on the Fund Accounting Profile page, or update the range if the account is correct.

Must enter cash account

The Cash field must be populated, but was left blank.

Enter a valid cash account (from the Account List) in the Cash field on the Funds / Accounts tab on the Fund Accounting Profile page.

Exceeds cash balance - Current balance is [amount]

The transaction would cause the budget unit’s cash balance to go negative. The Check Cash Balance field is set to W - Warning or F - Fatal.

Reduce the transaction amount, use a different key organization/cash account with sufficient balance, or adjust cash (e.g., receipts); or change the Check Cash Balance field value for that key organization on the Organization Chart page if policy allows.

Exceeds encumbrance balance

The payment or allocation exceeds the encumbered amount for that organization/account.

Reduce the amount, correct the key organization/account to one with sufficient encumbrance, or increase the encumbrance. Ensure you are not paying more than the original PO/requisition.

Exceeds project balance - Current balance is [amount]

The transaction would exceed the project balance for the budget unit-linked project.

Reduce the amount, use a different organization/project with sufficient balance, or increase the project budget.

Check Project Link and Default Project fields on the Organization Chart page.

Must enter a reporting year

A reporting year is required for the Translation table or FAS reporting setup, but was not entered.

Enter the required reporting year on the page that validates it.

Must enter reporting period

A reporting period is required, but was not entered.

Enter the required reporting period on the page that validates it.

Start position must be less than end position

For the Translation table segment definition, the start position is greater than or equal to the end position.

In the Organization Levels section on the Fund Accounting Profile - Translation page (or state-specific position setup), set the Start field to less than the End field for each segment (e.g., fund, function, object, account).

Must enter end position if start position entered

The start position was entered, but the end position was left blank for a segment.

Enter the End field value for the same segment in the Organization Levels section on the Fund Accounting Profile - Translation page.

Must enter start position if end position entered

The end position was entered, but the start position was left blank for a segment.

Enter the Start field value for the same segment in the Organization Levels section on the Fund Accounting Profile - Translation page.

Must enter start position

A required start position for a segment is missing.

Enter the Start field value for the segment in the Organization Levels section on the Fund Accounting Profile - Translation page or position setup.

Must enter end position

A required end position for a segment is missing.

Enter the End field value for the segment in the Organization Levels section on the Fund Accounting Profile - Translation page or position setup.

Account length cannot be greater than [n]

The account segment length defined in the Translation table exceeds the maximum allowed.

Reduce the account segment length (end position minus start position + 1) so it does not exceed the maximum. Adjust the Translation table or position setup.

Position cannot be greater than length of [full account]

A start or end position in the Translation table is beyond the length of the full-account string.

Set the Start and End fields for each segment to values that fall within the full account length (e.g., key organization + account). Ensure the total length does not exceed system limits.

Organization not found / Invalid key organization

The budget unit (key organization) entered is not on the Organization Chart for the fiscal year.

Add the Key Organization on the Organization Chart page for the correct Year, or have the user select a valid key organization from the list. Ensure all segment codes exist on the Account Components page.

Invalid account / Account not found

The account code is not on the Account List or Account Components (Level 2) page.

Add the account to the Account List or Account Components (Level 2) page.

Populate the fields in the Allowed for Use In section on the Account List page as needed.

Full Account Format option not available / grayed out

The Full Account Format checkbox cannot be selected on the Fund Accounting Profile – System Options tab.

The state_fullacct table controls this feature. Confirm with support that Full Account Format is enabled for your state. Add or update the state_fullacct table if you are the administrator.

Translation table validation failed (Full Account Format)

Saving Full Account Format failed because the Translation table is missing or invalid for the year.

Configure the Translation table for the fiscal year and ledger. Ensure segment start/end positions are correct; then enable Full Account Format again.

Cannot turn off Full Account Format

The system does not allow clearing the Full Account Format option.

When Use Fund Only is off, Full Account Format must stay on. To turn off Full Account Format, first turn Use Fund Only on (only if that is acceptable for your configuration).