How to Resolve COA/POETAF Failed Validation Errors in Concur


Overview


This article is intended to guide the Concur user in resolving COA and POETAF validation error alerts that result from chart string errors

Critical Concepts


Steps to Take


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

 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Funds 20001, 20003, 20401, 20402, 20701, 20702 have been disabled for transaction posting - meaning they are no longer valid to use in Concur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

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 OPAFS

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 OPAFS

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 OPAFS

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 IPPS

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 OPAFS

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. The value of the attribute ContractNumber isn't valid. 

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 OPAFS

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



If you still have questions or need additional assistance, please submit a ticket or call the IPPS Help Desk at (858) 534-9494