Combination editing changes for FY2015

What is combination editing?

Combination editing is a set of rules used to improve integrity of accounting information as it is entered into the financial system.

Who needs to know this information?

All preparers of transactions need to be aware of updates made to combination editing. Anyone administering interfaced subsidiary systems will need to be mindful of new combination editing rules.

What's changing?

Starting on July 1, 2014, people will see new or different messages resulting from combination editing due to changes made to the system rules. These changes were made as a result of feedback from the University community that the error messages were difficult to understand. In all but one instance the rules themselves are not changing, rather the error message abbreviation has been updated.

  • Combination edit descriptions will be changing for FY15.
  • A new combination edit is being added to require a Project when working with fund codes that begin with 3xxx.

New descriptions

ACDPTFD_RQ (Account, DeptID, Fund required)

(formerly known as ACCTDEPTFD)

The transaction is missing a required Fund, DeptID, or an Account code. This edit helps ensure the required Account, Fund, and DeptID are present for all accounting entries. All transactions require a Fund, DeptID, and Account code.

Sample of several strings that wouldn't pass this combination edit:

Error Fund DeptID Program Project Account CF1 CF2 Fin EmplID CS
X 1000   20135   720101        
X   10005 20135   720101        
X     20135   720101        
X         720101        


CS_RQ_PGPJ (Cost Share requires Program and Project)

(formerly known as CS_VALID)

The transaction appears to be a Cost Share. The ChartField string requires both a Program and a Project code. If CS exists, then both Program and Project are required.

Sample of several strings that wouldn't pass this combination edit:

Error Fund DeptID Program Project Account CF1 CF2 Fin EmplID CS
X 1000 10005 20135   720101       CS
X 1000 10005   00000006 720101       CS

CS_RQ_PGPJ (Cost Share requires Program and Project)

(formerly known as CS_VALID)

The transaction appears to be a Cost Share. The ChartField string requires both a Program and a Project code. If CS exists, then both Program and Project are required.

Sample of several strings that wouldn't pass this combination edit:

Error Fund DeptID Program Project Account CF1 CF2 Fin EmplID CS
X 1000 10005 20135 00000006 720101        

FDSPR_NOPG (Fund is sponsored, no Program)

(formerly known as FUNDPROG)

The transaction appears to be sponsored. The ChartField string contains a sponsored Fund code (begins with 3xxx) but there is a Program code instead of a Project. If the Fund is sponsored, Program must be blank.

Sample of a string that wouldn't pass this combination edit:

Error Fund DeptID Program Project Account CF1 CF2 Fin EmplID CS
X 3000 10005 20135   720101        

PG_RQ_FEID (Program requires Fin EmplID)

(formerly known as PRGFNEMPID)

The Program code being used also requires a Fin EmplID. A valid Fin EmplID ChartField value is required when using specific Program values.

Sample of a string that wouldn't pass this combination edit:

Error Fund DeptID Program Project Account CF1 CF2 Fin EmplID CS
X 1000 10005 20089   720101        

AC_NO_PGPJ (Account is cash: no Program or Project)

(formerly known as ACCT_CASH)

The Account code being used does not allow the use of either a Program or Project. If Account is cash, Program and Project must be blank.

Sample of a string that wouldn't pass this combination edit:

Error Fund DeptID Program Project Account CF1 CF2 Fin EmplID CS
X 1000 10005 20135   110011        

PGORPJ_RQ (Program or Project required)

(formerly known as ACTNONCASH)

The Account code being used requires the use of either a Program or Project. If Account is non-cash, then Program or Project is required.

Sample of a string that wouldn't pass this combination edit:

Error Fund DeptID Program Project Account CF1 CF2 Fin EmplID CS
X 1000 10005     720101        

New Combination Edit

FDPJ_RQ_PG

There will be a new system-wide rule that prevents use of a string that contains a non-sponsored Fund, a Project, and no Program code. This rule requires a Program code when a current non-sponsored Fund (1XXX range) and Project are entered.

The ChartField string contains a current non-sponsored Fund and Project. Either:

  • Change the Fund to a sponsored Fund (3xxx) OR
  • Remove the Project and use a Program instead OR
  • This is Cost Share, include a Program code and CS value

Sample of a string that wouldn't pass this combination edit:

Error Fund DeptID Program Project Account CF1 CF2 Fin EmplID CS
X 1000 10005   00000006 720101