Budget & Finance Knowledge Base - How to Resolve COA/POETAF Failed Validation Errors in Concur

Overview

This article guides the Concur user in resolving COA and POETAF validation error alerts that result from chart string errors.

Essential Information

After a Request or Expense Report is submitted, chart string information is validated against data in Oracle.
- This process is called External Validation.
- In this process, the system verifies:
  - That the chart string is filled out completely with UCSD values (and not UCOP values).
  - That the chart string is an acceptable chart string (for example, some Funds and Functions cannot be used in the same chart string).
- This process takes anywhere from a minute to a few hours.
If there is an error with the chart string, Concur will send the Request or Expense Report back to the user with an error message.
- A COA Failed Validation error means that the issue is located within the Chart of Accounts information (Fund, Financial Unit, Approver, Function, Program, Location, Project).
- A POETAF Failed Validation error means that the issue is located within the POETAF information (Project, Expenditure Type, Task, Funding Source).
For more information on editing Concur documents, KB0032247: How to Edit and Delete Concur Requests and Expense Reports.
- To determine specific information to input for your chart string values, speak with your Fund Manager.
- If you do not know who your Fund Manager is, speak with your supervisor or Financial Unit Approver.
If the error message contains OP anywhere, e.g. POETAF Failed Validation [1001051.3.OP-534.], this means that a UCOP chart string value has been used as we currently share our instance of Concur with Office of the President.
- For guidance on how to resolve the error, please refer to KB0032131: How to Check Concur Documents for UCOP Chartstring Values.
For more information on Sponsored Projects Finance (formerly OPAFS), review their Blink page.

Next Steps

Below is a list of common COA and POETAF errors and how to resolve them.

This list is subject to change as IPPS identifies more validation resolutions:

Error	What it Means	How to Resolve it
CoA Failed Validation: Account {GL_ACCOUNT_NAME} has expired. The Start Date is after the system date or the End Date is before the system date.	This error message usually is regarding the Fund	1. Confirm with your Fund Manager/Financial Unit Approver that you are using the correct Fund 2. If the error persists, submit a Services & Support ticket to IPPS
CoA Failed Validation: You're using a segment value that doesn't exist.	This means that a COA value is missing	1. Ensure that all required fields (including the Fund value) are filled out 2. If you have confirmed that all the fields are filled out, submit a Services & Support ticket to IPPS
CoA Failed Validation: The segment value xxx for the segment SEGMENTx is invalid.	This means that a COA value is invalid	1. Confirm with your Fund Manager/Financial Unit Approver that all of your chart string values are correct and active in Oracle 2. If this error persists, submit a Services & Support ticket to IPPS
CoA Failed Validation: You entered an account combination that's disabled. You must enter a different account combination (Funds 20001, 20003, 20401, 20402, 20701, 20702) or Concur System: CoA Failed Validation: Cross-Validation Rules: Transactions unallowed on UCPath Specific Funds (GL-1547858127)	Funds 20001, 20003, 20401, 20402, 20701, 20702 have been disabled for transaction posting - meaning they are no longer valid to use in Concur They are Funds specifically used for UCPath	1. Go to your Concur document and update the Fund to a valid, allowable Fund 20001 => 20000 20003 => 20000 20401 => 20400 20402 => 20400 20701 => 20700 20702 => 20700 20703 = > 20700 2. If you are unsure, speak to your Fund Manager/Financial Unit Approver to receive a new Fund value 3. For any further questions on this, please submit a Services & Support ticket to Sponsored Projects Finance (SPF)
CoA Failed Validation: You entered an account combination that's disabled. You must enter a different account combination (when Fund is 20000, 20400, or 20700) or CoA Failed Validation : Cross-Validation Rules: Project required on chart string for SP (GL-114889660)	Funds 20000, 20400, and 20700 can only be used with a Project	1. Confirm with your Fund Manager/Financial Unit Approver that your Fund value is correct a. If the value is correct, please add a Project and Task to your Report Header or Allocation 2. For any further questions on this, please submit a Services & Support ticket to Sponsored Projects Finance (SPF)
CoA Failed Validation : Cross-Validation Rules: Function cannot be '000' for expenses (GL-1326701571)	This means that no Function value was added, or a Function value of 000 was entered	1. Confirm with your Fund Manager/Financial Unit Approver the proper Function to add to the document 2. Replace all the 000 Functions with the proper function number 3. If you are unable to change the values, submit a Services & Support ticket to IPPS
CoA Failed Validation [00000.1000174.536001.440.000.C72880.2017938] : Cross-Validation Rules: Fund 00000 cannot be used on this transaction. Use a different Fund. (GL-1656643969)	This means that Fund 00000 cannot be used if the Account code begins with a "5" All Expense Types in Concur (except for Personal/Non-Reimbursable) begin with a "5"	1. Confirm with your Fund Manager/Financial Unit Approver the proper Fund to add to the document 2. Replace all the 00000 Funds with the proper Fund number
POETAF Failed Validation: The expenditure failed project-level transaction controls.	This error message is regarding the transaction controls set up on your Project in Oracle	1. Confirm with your Fund Manager/Financial Unit Approver about any expenditure types or account codes that may not be allowed on your Project a. You may also refer to this page on Project Transaction Controls 2. If you believe that the Expenditure Type chosen should be allowed on your Project, please submit a Services & Support ticket to Sponsored Projects Finance (SPF)
POETAF Failed Validation: You can't charge to this task because charges aren't allowed from the provider business unit to this task. You can't charge to this project because charges aren't allowed from the provider business unit to this project.	This is an error message meaning that this Project is not set up to be used in Concur We may be able to remove these Projects from Concur at a future date	1. Confirm with your Fund Manager/Financial Unit Approver that the Project is correct and should be used in Concur 2. If the problem persists and it is a Medical Center project, contact HC Disbursements at hcdisb@health.ucsd.edu a. Ensure to provide the Project number
POETAF Failed Validation: The expenditure item date is after the award end date XXXX-XX-XX. Create transactions prior to the award end date. The task isn't active as of the expenditure item date. The expenditure item date is outside the project dates. Update the project start and finish dates or the expenditure item date of the transaction.	This is an error related to the Project value All Awards and Projects have a start date and an end date Non-Sponsored Projects active prior to 7/1/20 were loaded into Oracle with a start date of 04/01/2020	1. Ensure that all Transaction dates and Trip Dates (for Travel Expense Reports) fall within the Project dates and the Award dates a. If you need assistance finding the start and end dates for your Projects, contact your Fund Manager/Financial Unit Approver 2. Best practice is to change the Project number in Concur or the dates of the Project in Oracle a. If needed, you can change the Expense dates in Concur to a date within the Project timeline, noting the original date of the Expense i. Expense dates for University Cards (T&E Card, Procurement Card) cannot be changed 3. If you are unable to change the dates, submit a Services & Support ticket to Sponsored Projects Finance (SPF) if it's for a sponsored fund. For non-sponsored projects, you can update the Project dates in PADUA.
POETAF Failed Validation: The expenditure item date isn't within the {TASK_TXN_START_DATE} task transaction start date and {TASK_TXN_END_DATE} task transaction end date	This is an error related to the Task value All Tasks have a start date and an end date that may differ from the Project start date and end date	1. Ensure that all Transaction dates and Trip Dates (for Travel Expense Reports) fall within the Task dates a. If you need assistance finding the start and end dates for your Tasks, contact your Fund Manager/Financial Unit Approver 2. Best practice is to change the Task number in Concur or the dates of the Task in Oracle a. If needed, you can change the Expense dates in Concur to a date within the Task timeline, noting the original date of the Expense i. Expense dates for University Cards (T&E Card, Procurement Card) cannot be changed 3. If you are unable to change the dates, submit a Services & Support ticket to IPPS
POETAF Failed Validation: The expenditure type isn't active as of the expenditure item date. Revise either the expenditure item date or the active dates of the expenditure type.	This is an error related to the Project value All Awards and Projects have a start date and an end date Non-Sponsored Projects active prior to 7/1/20 were loaded into Oracle with a start date of 04/01/2020	1. Ensure that all Transaction dates and Trip Dates (for Travel Expense Reports) fall within the Project dates and the Award dates a. If you need assistance finding the start and end dates for your Projects, contact your Fund Manager/Financial Unit Approver 2. Best practice is to change the Project number in Concur or the dates of the Project in Oracle a. If needed, you can change the Expense dates in Concur to a date within the Project timeline, noting the original date of the Expense i. Expense dates for University Cards (T&E Card, Procurement Card) cannot be changed 3. If you are unable to change the dates, submit a Services & Support ticket to IPPS
POETAF Failed Validation: You can't charge to this task because the task is defined as a nonchargeable task.	This is an error related to the Task value	1. Confirm with your Fund Manager that your Project and Task values are correct and set up correctly in Oracle 2. If the error persists, submit a Services & Support ticket to Sponsored Projects Finance (SPF)
POETAF Failed Validation [XXXXXXX.1..XXXXXXX] : The expenditure type doesn't exist because it doesn't have a valid expenditure type ID	This is an error related to the Expenditure Type value The chart string appearing in Concur would read [PROJECT.TASK.EXPENDITURE TYPE.FUNDING SOURCE] Two dots after the Task value indicates that the Expenditure Type is missing	1. Double check all of your Expenses and Allocations in your Request or Report to ensure that an Expenditure Type was chosen a. To add in an Expenditure Type to a Request, please click on an Expense line/entry, select Allocate from the bottom right-hand corner of the screen, and add in an Expenditure Type 2. Resubmit the Request or Expense Report 3. If the error persists, submit a Services & Support ticket to IPPS
POETAF Failed Validation: You must provide a value for the FundingSourceName attribute.	This is an error related to the Funding Source not being provided All Sponsored Projects (name beginning with SP) must have a Funding Source value input in Concur	1. Double check the Report Header and Allocations to ensure that a Funding Source was chosen 2. Resubmit the Request or Expense Report 3. If the error persists, submit a Services & Support ticket to IPPS
POETAF Failed Validation: All the contract lines associated to the sponsored project transaction are closed	This is an error related to the Project value	1. Confirm with your Fund Manager that your Project values are correct and set up correctly in Oracle 2. If the error persists, submit a Services & Support ticket to Sponsored Projects Finance (SPF)
COA Financial Unit Approver Error: One or more Cost objects could not be approved by the right authority. The expense report has been moved to the next workflow. No approvers were found for cost object.	This alert only happens after the document goes through workflow and is not an auto-reject during validation with Oracle. May occur when the system cannot locate the proper approver or does not recognize the selected approver as valid IPPS will identify the need to send back to user for correction	1. Double check that you select a valid approver from drop-down menu, below the gray line 2. Maintain internal controls, do not select the user/payee of the Concur document nor an approver that directly/indirectly reports to the user/payee 3. If sent back to user, update the approver and double-check the Approval Flow/Report Timeline

Questions?

If you need any additional assistance, please submit a ticket here, or call the IPPS Help Desk at (858) 534-9494.