UCPath Chartstring Validations Errors in OFC Troubleshooting Guide


Overview

This article serves as a guide to address chartstring combination code validation errors encountered while entering funding transactions in UCPath. It provides step-by-step instructions and troubleshooting tips to help ensure transactions process smoothly.

Essential Information

Beginning in November 2023, a new chartstring web-service validation runs behind the scenes. This change increases the chance of incorrect CoA combinations, so it’s important to verify you’re using the correct elements. If a Project value is entered, only PTF is sent to PPM for validation; if no Project value is entered, all elements except PTF are validated. 

Transactors can use the Project COA Lookup within the Project Information Lookup Panorama Report in the Business Analytics Hub to verify the UCPath Fund for their project.

Troubleshooting Validation Errors

Error MessageProblemCauseSolution
“Project not allowed on MED Center, Population Health or Physician Group Entity.”Error received during chartstring validation.Health System Entity 16143, 16144, or 16242 was used in a chartstring with a Project. Health system entities do not use projects.Ensure you’re entering the correct chartstring elements. Use the COA Lookup Report to confirm the full chartstring for the Project, and enter each element as it appears on the report.
“Expenditure item date isn’t within the {date range}.”Error received during chartstring validation.The expenditure item date (or earnings end date) in UCPath is not within the project task period in Oracle PPM.

Use another project task, or:

  • Sponsored: Contact Sponsored Project Funds (SPF) to review dates.
  • General: Use the Project and Award Data Update Application (PADUA) to update start/end dates if appropriate.
“Invalid Combo Code.”Error received during chartstring validation in Direct Retro (old tool).One or more elements of the chartstring are not valid with another segment(s).Confirm that the chartstring is valid using the Combo Code and Chartstring Validation report. If invalid, select another valid chartstring.
“The expenditure failed project-level transaction controls.”Error received during chartstring validation.The expenditure type is not allowed on the project due to transaction control.Contact SPF (Sponsored) or ICA (General) to review transaction controls if the cost is appropriate to the project.
“The expenditure item date is outside the project dates.”Error received during chartstring validation.The expenditure item date is not within the project/task period.

Use another project task, or:

  • Sponsored: Contact SPF.
  • General: Use PADUA to update project start/end dates if appropriate.
“Can’t charge to the Project because the Project Status doesn’t allow you to create transactions.”Error received during chartstring validation.The project has been closed in Oracle.

Use another project, or:

  • Sponsored: Contact SPF.
  • General: Use PADUA and coordinate with SPF to update the project status if appropriate.
“Can’t charge to the {TASK_NUMBER} task because it’s defined as a nonchargeable task.”Error received during chartstring validation.The task is not chargeable.

Use another project task, or:

  • Sponsored: Contact SPF
  • General: Use PADUA to update the project task if appropriate
Cross Validation Rule (CVR) Errors

One of these errors was received during chartstring validation:

  • The account and activity code selected cannot be used together
  • The function and account code selected cannot be used together
  • The Teaching Hospital Function can only be used with the Medical Center Entity
  • The Entity and Financial Unit selected cannot be used together
  • The Account and Financial Unit selected cannot be used with the Foundation Agency Fund
  • Function cannot be '000' for expenses
  • The account and gift fund used cannot be used together
  • The Fund, Financial Unit, and Account code selected cannot be used together
  • The sponsored Fund selected requires a project to be used
  • The Account code cannot be used with the Fund selected
  • The Sponsored Research Fund and Function selected cannot be used together
  • The Sponsored Research Fund and Account Code selected cannot be used together
  • Entity 00000 cannot be used on this transaction. Use a different Entity.
  • Financial Unit 0000000 cannot be used on this transaction. Use a different Financial Unit.
  • Fund 00000 cannot be used on this transaction. Use a different Fund.
  • The Entity and Function selected cannot be used together
  • The Account code cannot be used with the Function selected
  • The Medical Center must use the Teaching Hospital Function on expenses
Oracle Cross Validation Rules prevent certain chartstring elements from being used together for compliance, reporting, or other reasons.Follow the error message prompt and adjust your chartstring accordingly.

Questions?

If you still have questions or need additional assistance, please submit a ticket.