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Home > Fiscal Year End > Job Aids > Roll and Contract Roll: Errors and Resolutions
Roll errors and resolutions are listed below.
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Roll and Contract Roll Exception Errors
As part of the year-end Roll process, CORE creates a new version of the rolled document(s) which houses the accounting lines that were set to roll; either as part of the standard roll or the Contract roll process. For any number of reasons, these new versions of the rolled transaction(s) may fail which will result in those accounting lines remaining in the FY2024 fiscal year until the new version of the transaction is validated and submitted.
The FY Roll/Contract Roll Exception reports provide detail of the transaction/accounting lines that encountered errors. The information below provides more detail regarding each of these errors, as well as resolutions that will allow you to validate and submit the transaction so that the Roll process can be completed for those transactions/accounting lines. Please note that any transactions that failed the Contract Roll process (identified by an error on the “Contract Roll Exceptions 2025 PRD-Final” transaction) will need to have their “Out-year” entries liquidated to $0.00 and will need to be manually entered with the appropriate Event Type (PR05) and “Reserved Funding” setting (No) for FY2025. The instructions located at the end of this document provide further clarification regarding these entries.
Error: Must finalize referenced Commodity Line since all Accounting Lines will be closed. (A1579)
Resolution: This accounting line error may appear on a rolled (but rejected) Award transaction if the RQS “Ref Type” associated with it is identified as a “Partial” reference and the accounting line on the associated was lapsed. In these instances, you will need to navigate to the Reference tab of the Commodity section, and then update the “Ref Type” from Partial:
To Final:
Then navigate to the Reference tab of the accounting line associated with the commodity line and do the same thing:
Error: Expiration Date must be equal to or greater than Service To Date (A1650)
Resolution: The date in the “Expiration Date" field of your header must be corrected to be either the same day or farther in the future than the date in the "Service To" field of the commodity line with the most distant “Service To” date. If you have multiple commodity lines, then you will need to use the date on the commodity line that is the furthest out into the future, as the guideline to correct the Expiration Date information.
Header:
Commodity Line:
In the screenshots above, the Expiration Date would have to be updated.
Error(s): Obligation Amt Adjusted for Out-year cannot be greater than Not to Exceed Amount (A2223)
Resolution: This error is generated when the amount in the "Not to Exceed Amount" field of the header is lower than the “Actual Amount” of the transaction. This can be resolved by either increasing the amount in the "Not to Exceed Amount" field to the “Actual Amount” (also in the header) or just deleting the amount from the "Not to Exceed Amount" field altogether.
Error: Invalid Event Type. (A1315)
Resolution: This error could be present on rolled Inventory PO's in cases where the allowable Event Type for these types of transactions was incorrectly updated when the transaction was initially created. To address this issue, please email core.help@state.co.us.
Error(s): Funding Profile cannot be inferred for Accounting line 1 (A1631)
Resolution: Inconsistent setup of Chart of Account elements (i.e.: setting up a Major program as eligible for reimbursable with its associated Program not being eligible, missing funding profile, missing FPI* table, etc.) can be causes of this error. For specific instructions regarding this issue, please email core.help@state.co.us.
Error: Vendor is required per options on Event Type/Transaction Control (A2416)
Resolution: These errors come as the result of a Vendor being discontinued in the Vendor/Customer table. To liquidate the transaction, the vendor must be reactivated so that the transaction can be fully liquidated. Once the ABDL/CBDL has been processed, the Vendor must then again be deactivated again so that nobody accidentally assigns it to another transaction. Please contact state_centralapproval@state.co.us for assistance with the coordination of this type of liquidation.
Errors: Legal Name is different from the latest final version of the document (A4252)
Resolution: You will want to read over the Job Aid: Overriding Error A4252 - Legal Name is different from the latest version of the transaction (A4252) which can be found on the Procurement page under the Procurement Document Errors section.
Error: The Billing Location and Billing Location Type does not exist on the Location Table. (A1714)
Resolution: This error will affect rolled transactions or CBDL transactions associated with lapses. The error is generated when shipping or billing values applied to a transaction no longer exist on the PLOC (Procurement Location) table. An override can be applied by someone with Level 5 (or higher) access to bypass the error in the case of lapses with a CBDL to finish the liquidation of the line. Another option in the case of lapses, and the preferable option in the case of rolls, would be to either update the outdated shipping/billing location on one or both transactions to active PLOC entries.
Error(s): Address Code is invalid (A5965) / No active address exists for this Vendor, Address ID, and this transaction type. (A843) / The Address does not exist on the Address Table. (A2461) / R_AD not found for PO_DOC_VEND. -These may appear together.
Resolution: A new valid address code must be picked from the Address Code field of the Vendor section of the rejected transaction before it can be validated and submitted.
Error: Funding Total does not equal Commodity Line Total (A159)
Resolution: Please contact core.help@state.co.us for assistance with this issue.
Error: Inactive Stock Item (A2646)
Resolution: This error is due to an item being inactive in the INVN table. The entry must be activated in this table in order to make any updates to the transaction.
All errors on Contract Roll exception transactions
Resolution: Transactions that encountered errors identified on the Contract Roll exception spreadsheets will need to have one or more of the above resolutions applied to them before they can be validated and submitted. Because the Contract Roll process did not allow “Out-year” accounting lines on these transactions to be updated properly (Event Type updated from a PR08 to a PR05 and the Reserved Funding setting updated from a “Yes” to a “No”), they will need to be processed manually. To manually process any accounting line set up with a PR08 event type, lower the amount of any PR08 accounting lines on transactions identified on the Contract Roll exception transaction down to $0.00, then insert a new accounting line with the standard PR05 event type and a Reserved Funding setting of “No” and the dollar amount that was on the accounting line that you reduced to $0 for the FY2025.
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