TE Errors - Assistant Secretary of the Army



FISCAL CODE EDITS (TE) CYCLE ERRORS

Verified and Updated November 2007

Contents

FISCAL CODE EDITS (TE) CYCLE Page

A. Management Decision Package (MDEP) Errors 3

a. MDEP Error Code Legend 3

b. Example of Error code “H” 4

c. Example of Error Code “I” 5

B. Functional Cost Account (FCA) Errors 6

a. Functional Cost Account Code Error Legend 6

b. Example of Error Code “B” 6

c. Example of Error Code “C” 7

d. Example of Error Code “D” 7

e. Example of Error Code “E” 8

C. Appropriation Errors 9

a. Appropriation Error Code Legend 9

b. Example of Error Code “A” 9

c. Example of Error Code “B”…………………………………………………………10

d. Example of Error Code “C” 10

e. Example of Error Code “D” 11

f. Example of Error Code “E” 11

g. Example of Error Code “F” 12

h. Example of Error Code “G” 14

Tables

Acronym Table 15

Fiscal Code Edits (TE) CYCLE

Fiscal code edits (TE Cycle): In order to assist with the correction of errors prior to month end reporting, this job should be run approximately four days prior to running the cleanup cycles.

NOTE 1: Maintain complete documentation of all error corrections made (with signatures) in a central location. Documentation should include copies of error report, error correction input, and results.

NOTE 2: The TE cycle edits on the first nineteen positions of the appropriation: Department (DPT), (Fiscal Year (FY), Basic Symbol Number (BSN), LIMIT (LMT), and Army Management Structure (AMS)). If the TE cycle cannot match the first nineteen positions with the TE tables, the cycle will not change the levels but will report on the AVK-969 as error code "G". However at fiscal year end conversion, the cycle will default to levels in Chapter 20 of the STANFINS User Manual. Therefore, if you have funding Account Processing Codes (APCs) set-up with AMS at three positions at fiscal year end, the TE cycle will default and report incorrectly on the AVK030 Report.

The three reports generated from the TE cycle are the AVK978, AVK959, and AVK969. Listed below are the following errors that can occur:

A. Management Decision Package (MDEP) Errors:

MDEP errors can be identified on the AVK978 report that is produced from the TE Cycle. There are nine error codes on this report. Error code H (see figure 1) and error code I (see figure 3) require action.

|LEGEND MDEP ERROR CODE |

|A |INVALID MDEP/LC COMBINATION – MDEP WAS CHANGED TO BLANK; REQUIRES NO USER CORRECTION. |

|B |MDEP WAS BLANKED OUT; LC 12 & 13 WITH AMS STARTING WITH 999 MDEP MUST BE BLANK; REQUIRES NO USER CORRECTION |

|C |MDEP WAS BLANKED OUT; INVALID MDEP/RD COMBINATION; REQUIRES NO USER CORRECTION. |

|D |MDEP WAS BLANKED OUT; INVALID MDEP/DPT COMBINATION; ONLY DPT 21 & 97 NEED MDEP; REQUIRES NO USER CORRECTION. |

|E |MDEP WAS BLANKED OUT; FY IS INVALID FOR THIS MDEP; REQUIRES NO USER CORRECTION. |

|F |MDEP WAS BLANKED OUT; WRONG MDEP FOR THIS BS; REQUIRES NO USER CORRECTION. |

|G |MDEP WAS BLANKED OUT; WRONG MDEP FOR THIS BS/LMT COMBINATION; REQUIRES NO USER CORRECTION. |

|H |WRONG MDEP FOR THIS BS/LMT COMBINATION; REQUIRES USER RESEARCH AND CORRECTION. |

|I |WRONG MDEP FOR THIS BS/LMT/FY COMBINATION; REQUIRES USER RESEARCH AND CORRECTION. |

NOTE: Error codes A through G - although the system “blanked out” the MDEP, errors may still exist within the APC. Verify all the fields of the APC record.

Figure 1.

Example of Error code “H”:

ERROR CODES APC LC AMS RD DPT FY BS LMT MDEP

H APTJ 01 113 0 21 2001 2020 0000 RH12*

Step 1 – Validate APC input from source documentation.

Step 2 - Verify the MDEP is valid.

Use the following instructions to validate a MDEP:

To verify the MDEP you will need to open the MDEP chapter of the DFAS 37-100-** (2c-mdep1). In this example, the MDEP is RH12 (see figure 2). Query the chapter to locate the MDEP. The beginning fiscal year (BGFY) and the terminated fiscal year (TMFY) columns provide the beginning FY and the termination FY for each MDEP. If the TMFY column states “OPEN” the MDEP is currently valid. The successor (SUCC) column shows that a new MDEP has been established.

Figure 2.

| | | | | | | |

|SMDEP |MDEP |PEG |BGFY |TMFY |SUCC |TITLE |

| | | | | | | |

|RH** |RH** |TT | | | |INTELLIGENCE ELECTRONIC WAREFARE |

| | | | | | | |

| |RH10 |TT |1991 |2001 |GPIR |REDTRAIN |

| | | | | | | |

| |RH12 |TT |1991 |2001 |GPIS |TROJAN |

Step 3 – Query the APC Master file for similar BSN and MDEP combinations to identify if the limit is incorrect. If there are no records found in the query, contact the program director for assistance.

Example of Error code “I”:

ERROR CODES APC LC AMS RD DPT FY BS LMT MDEP

I A4AH 25 528 0 21 2000 2035 0000 RH02*

Step 1 – Validate APC input from source documentation.

Step 2 - Verify the MDEP is valid. To verify that the MDEP is valid, go to the MDEP chapter of the DFAS 37-100-** (2c-mdep1.*01). The MDEP in this example is RH02. Query the chapter to locate the MDEP. The BGFY and the TMFY columns provide the beginning FY and the termination FY.

Figure 4.

| | | | | | | |

|SMDEP |MDEP |PEG |BGFY |TMFY |SUCC |TITLE |

| | | | | | | |

|RH** |RH** | |1992 |OPEN | |INTELLIGENCE ELECTRONIC WAREFARE |

| | | | | | | |

| |RH01 |EE |1991 |OPEN | |TACTICAL INTELLIGENCE & EXPLOITATION |

| | | | | | | |

| |RH02 |EE |1991 |1998 |RH01 |TACTICAL INTEL SPT |

Step 3 – Query the APC Master file for similar BSN/MDEP/FY combinations to identify if the limit is incorrect. If there are no records found in the query, contact the program director for assistance.

In this example, the MDEP RH02 is invalid for FY 00. The correct MDEP should be RH01 (see figure 4.)

B. Functional Cost Account (FCA) Errors:

FCA errors are identified on the AVK-959 Report that is produced from the TE Cycle. There are nine error codes on this report.

|Legend FUNCTIONAL COST ACCOUNT CODE ERRORS |

|A |CANNOT USE SECONDARY FCA CODE IN POSITION 58-63 IF PRIMARY FCA CODE FIELD 129-133 IS BLANK. REQUIRES CORRECTION. |

|B |INVALID PRIMARY FCA CODE/LEDGER CODE. FCA CODE DELETED. |

|C |INVALID PRIMARY FCA CODE. REQUIRES CORRECTION. |

|D |INVALID PRIMARY FCA CODE/MDEP. REQUIRES CORRECTION. |

|E |INVALID PRIMARY FCA CODE/FY. REQUIRES CORRECTION. |

|F |INVALID SECONDARY FCA CODE/LEDGER CODE. FCA CODE DELETED. |

|G |INVALID SECONDARY FCA CODE. REQUIRES CORRECTION. |

|H |INVALID SECONDARY FCA CODE/MDEP. REQUIRES CORRECTION. |

|I |INVALID SECONDARY FCA CODE/FY. REQUIRES CORRECTION |

Error Code A: Stipulates that a primary FCA must be established before a secondary FCA can be used.

Error Code B: States an invalid primary FCA Code/Ledger Code. FCA Code Deleted.

Figure 5.

Example of error code "B":

ERROR SECONDARY

CODE FY APC LC FCA FCA MDEP

B 2002 843R 14 F2345*

Step 1 - The FCA was deleted. Ledger code 14 does not require an FCA

Error Code C: States MDEP was blanked out. Invalid MDEP/RD combination..

Figure 6.

Example of error code "C":

ERROR SECONDARY

CODE FY APC LC FCA FCA MDEP

C 2002 RA4F 01 EA37B* GPCI

Step 1 - Validate Functional Cost Account

To verify the FCA, go to the FCA chapter of the DFAS 37-100-** (2d-fca). The FCA in this example is EA37B. Query the chapter to locate the FCA. The BGFY and the TMFY columns provide the beginning FY and the termination FY.

The FCA in this example is not found in the FCA chapter. Contact the program director to obtain a valid FCA.

Error Code D: MDEP was blanked out. Invalid MDEP/DPT combination. Only DPT 21 & 97 have a MDEP.

Figure 7.

Example of error code "D":

ERROR SECONDARY

CODE FY APC LC FCA FCA MDEP

D 2002 CW5A 01 F1302* GPCI*

Step 1 - Validate the Functional Cost Account. Same procedure as step 1 above

The excerpt below is from the DFAS 37-100-** (see figure 8) and shows that some FCAs have a relationship with a specific MDEP. For this example, the FCA F1302 is valid from 1998 to present. It is still open but must have an MDEP of VYUG.

Note: Some FCAs require a relation to the MDEP. The MDEP column shows the relationship to the FCA code.

| | | | | | |

|SFCA |BGFY |TMFY |SUCC |MDEP |TITLE/COST USAGE |

| | | | | | |

|F1302 |1998 |OPEN | |VYUG |OPERATION JOINT GUARD (OJG) |

| | | | | |DEPLOYMENT/REDEPLOYMENT |

| | | | | | |

| | | | | |Cost incurred in actual deployment (i.e., movement) of the force from |

| | | | | |home station to the AOR and in redeployment (i.e., movement) of the |

| | | | | |force from the AOR back to home station, to include transportation of |

| | | | | |personnel and material. |

MDEP was blanked out. FY is invalid for this MDEP.

Error Code E: Invalid primary FSC Code/FY.

Figure 9.

Example of error code “E”:

ERROR SECONDARY PRIMARY

CODE FY APC LC FCA FCA MDEP

E 2002* CW4L 01 EM24B* GPCI

Step 1 - Validate the Functional Cost Account - same as step 1 above.

The excerpt below (Figure 10) is from the DFAS 37-100-** (see figure 10) and shows that the FCA EM24B was valid from 1996 - 2000 but is not valid for FY 2002.

Figure 10.

| | | | | |

|CODE |BGFY |TMFY | |TITLE |

| | | | | |

|EM24B |1996 |2000 | |Civilian Training |

| | | | | |

| | | | |Costs associated with training civilian personnel in the necessary skills, |

| | | | |knowledge and abilities required to carry out the unit’s mission. Includes |

| | | | |TDY costs for schools and other sources of training. |

Step 2 – Based on the program director’s guidance, the FCA will either be removed or replaced with a valid FCA.

Use the above steps to assist in researching and correcting all other error codes.

C. Appropriation Errors:

Appropriation errors can be identified on the AVK-969 report that is produced from the TE Cycle. There are seven error codes on this report.

|LEGEND APPROPRIATION ERROR CODE DESCRIPTION |

|A |LEDGER CODE INVALID FOR FUND ENTITY. |

|B |THIS MASTER FILE EDIT RECORD DOES NOT MATCH DA EDIT CRITERIA FOR THE DPT/FY/BS/LIMIT COMBINATION. DO NOT USE THIS APC/CXW ACCTG|

| |CLASS/CUST # PENDING PROOF THAT DA EDIT CRITERIA IS INCORRECT. IF YOUR MASTER RECORD IS INCORRECT – REVERSE ALL PREVIOUSLY |

| |PROCESSED INPUT PRIOR TO DELETING OR CHANGING THE MASTER RECORD. |

|C |CANNOT ASSIGN APPN CODE FOR DP, FY, & BS (AXW REC DROPPED, FXW REC FLAGGED) -MUST BE CORRECTED BY PHASE II. |

|D |SYSTEM DOES NOT VALIDATE LEDGER CODE FOR ADVANCE OR DECENTRALIZED LEDGERS, PERFORM MANUAL VALIDATION. |

|E |APC WAS IN DELETED STATUS. |

|F |APC RECORD REQUIRES AN MDEP(RCN) CODE. |

|G |UNABLE TO ASSIGN REPORTING LEVELS TO AXW RECORD DUE TO INVALID DPT, FY, BS, LMT, OR AMS (1-8) |

Error Code A: Ledger code is invalid for the fund entity.

Figure 11.

EXAMPLE OF ERROR CODE “A”

FILE DP FY BS LIMIT LC APC/CUST AMS ERROR CODES

AXW 21 0 2040 0000 01 B1B1 A E

Step 1 - Validate the ledger code and Basic Symbol Number (BSN) combination.

Assignment of a ledger code is determined by the BSN. In this example, the BSN is 2040. Using the following link to the Standard Finance System (STANFINS) User Manual:

to locate the type of funds and annotate the ledger code associated with it. The following is an excerpt from the STANFINS Users Manual on the above web site:

Chapter 8-11 General Ledgers (EXCERPT)

w. File AXUAVK-23 (Research, Development, Test, and Evaluation (RDTE)).

Transactions citing basic symbol 2040, reimbursement designator "O," the

Supervisory Operating Agency (OA) code, and the installation’s Fiscal Station Number (FSN).

Step 2 - For this example the ledger code should be 23. Prior to making ledger code corrections, all transactions MUST be backed out. Once the transactions are backed out, make the change and then put all transactions back in. If all transactions are not reversed and re-input, there will be an LXG/BXU Reconciliation (AVK 569) out-of-balance.

Error Code B: This master filed edit record does not match DA edit criteria for the DPT/FY/BS/Limit combination.

Figure 12.

EXAMPLE OF ERROR CODE “B”:

FILE DP FY BS LIMIT LC APC/CUST AMS ERROR CODES

AXW 97 X 2020 0000 01 X3CN B

Step 1 - Validate the department and BSN combination. Query the DFAS 37-100-** or the DoD FMR 7097.01 to locate the BSN used. Normally the regulations will define which department/BSN combinations are valid.

Step 2 - If the department/BSN combination is correct, validate the BSN/Limit combination. Using the appropriate regulation, find the chapter that coincides with the BSN used. Review to see if limits are to be used in conjunction with the BSN cited.

Step 3 - Be sure to follow the instructions in the AVK-969 error code legend. “IF YOUR MASTER RECORD IS INCORRECT - REVERSE ALL PREVIOUSLY PROCESSED INPUT PRIOR TO DELETING OR CHANGING THE MASTER RECORD.”

Error Code C: Cannot assign APPN Code for DPT, FY and BSN (AXW Record dropped, FXW Record flagged). .

Figure 13.

EXAMPLE OF ERROR CODE “C”:

FILE DP FY BS LIMIT LC APC/CUST AMS ERROR CODES

FXW 21 2 1099 0000 14 9RA012 A B C

Step 1 - In this example, the department, fiscal year and BSN combination is not valid. Further research with the program manager is needed to determine which element needs to be corrected.

Error Code D: System does not validate ledger code for advance or decentralized ledgers.

Figure 14.

EXAMPLE OF ERROR CODE “D”:

FILE DP FY BS LIMIT LC APC/CUST AMS ERROR CODES

AXW 21 0 2020 0000 17 OYAE D

There are certain APCs that are established for special uses such as advances. In this example, the ledger code 17 is one of those special uses. See the following excerpt from the STANFINS User Manual:

Chapter 8-11 General Ledgers (EXCERPT)

q. File AXUAVK-17 (Advances to Travelers). Transactions citing allotment

serial 9930, budget project 0930, and the installation’s FSN.

Per the description on this error code, "system does not validate ledger codes for advance or decentralized ledgers, perform manual validation". Validate all elements manually using the APC Standard Operating Procedure (SOP) as a guide.

Error Code E: APC was in a deleted status.

EXAMPLE OF ERROR CODE “E”:

FILE DP FY BS LIMIT LC APC/CUST AMS ERROR CODES

AXW 97 2 0100 5600 25 AKFM 0121732S E G

Step 1 – Even if the APC is not needed, it must be re-established, corrected and then put back into a deleted status. Using the Terminal Application Process System (TAPS) mode 5 and function 1, input the FY, APC and Correction Code (CORR CODE) “A” to add the APC. Using the current information, need to input only the M2 card to re-establish an APC.

Step 2 - Next, research corrections needed (see examples of other error codes) and input into TAPS using the same mode and function but with a CORR CODE of “C”.

Step 3 - After corrections are completed, re-delete the APC by using the same TAPS mode and function but change the CORR CODE to “D”. This process takes three cycles, one to re-establish the APC, second cycle to correct erroneous data, and third to delete the APC again.

Note: When changing a limit do not put the BSN on the M2 Correction card. Transactions will error because BSN can not be changed once established.

Error Code F: APC record requires an MDEP (RCN) code.

Figure 16.

EXAMPLE OF ERROR CODE “F”:

FILE DP FY BS LIMIT LC APC/CUST AMS ERROR CODES

AXW 97 X 0833 0102 25 9ZXA 7030000 F

Step 1 - See the following excerpt from the DFAS 37-100-** which outlines which BSNs require an MDEP for reporting purposes. If the appropriation with an error code of "F" falls in this category, an MDEP must be assigned. Coordinate with the program manager to assign a valid MDEP.

Figure 17.

| |b. |MDEP reporting is required for selected Army and Defense appropriations while they are in an unexpired account |

| | |status. |

| | | |

| | |They are as follows: |

| | | |

|ARMY |

| Treasury Symbol APPN Appropriation Titles |

| |21 * 0390 |CAMD |Chemical Agents and Munitions Destruction, Army (multi-year) |

| |21 * 1705 |NBPR |National Board for the Promotion of Rifle Practice, Army |

| |21 * 2010 |MPA |Military Pay, Army |

| |21 * 2020 |O&M |Operation and Maintenance, Army |

| |21 * 2031 |APA |Aircraft Procurement, Army |

| |21 * 2032 |APA |Missile Procurement, Army |

| |21 * 2033 |APA |Procurement of Weapons and Tracked Combat Vehicles, Army |

| |21 * 2034 |APA |Procurement of Ammunition, Army |

| |21 * 2035 |APA |Other Procurement, Army |

| |21 * 2040 |RDTE |Research, Development, Test, and Evaluation, Army |

| |21 * 2050 |MCA |Military Construction, Army |

| |21 * 2060 |MPA |National Guard Personnel, Army |

| |21 * 2065 |O&M |Operation and Maintenance, Army National Guard |

| |21 * 2070 |MPA |Military Pay, Army Reserve |

| |21 * 2080 |O&M |Operation and Maintenance, Army Reserve |

| |21 * 2085 |MCA |Military Construction, Army National Guard |

| |21 * 2086 |MCA |Military Construction, Army Reserve |

| |21 * 7020 |MCA |Family Housing, Army (Military Construction) |

| |21 * 7025 |O&M |Family Housing, Army (Operation and Maintenance) |

|DEFENSE |

Treasury Symbol APPN Appropriation Titles

| |97 * 0130 |DHP |Defense Health Program, Defense |

| |97 X 0833 |ERFD |Emergency Response Fund, Defense |

| |97 X 4090 |HAF |Homeowners Assistance Fund, Defense |

| |97 X 4930.A*** |DBOF |Defense Business Operations Fund, Defense |

Error Code G: Unable to assign reporting levels to AXW record due to invalid DPT, FY. BS, LMT, or AMS (1-8).

Figure 18.

EXAMPLE OF ERROR CODE “G”:

FILE DP FY BS LIMIT LC APC/CUST AMS ERROR CODES

AXW 21 2 2020 0000 01 D2LT 33475100 G

Step 1 - Validate the following: DPT, FY, BSN, LMT and AMS fields. Using the appropriate regulation, query the chapters related to these fields. More detailed instructions can be found in the APC SOP. Once the errors have been identified, input the corrections via TAPS using mode 5, function 1 and a CORR CODE of “C”.

NOTE: Upon completion of all research, corrections to the APC Master File will be input via TAPS using mode 5 and function 1. If the data in a specific field needs to be removed insert an “*” in the first position of that field.

|Acronym Table |

|AMS |Army Management Structure |

|APC |Account Processing Code |

|BGFY |Beginning Fiscal Year |

|BSN |Basic Symbol Number |

|BXU |General Ledger |

|CORR CODE |Correction code |

|DFAS |Defense Finance & Accounting Services |

|DPT |Department |

|FCA |Functional Cost Account |

|FSN |Fiscal Station Number |

|FY |Fiscal Year |

|LMT |Limit |

|LXG |Non Stock Fund Orders and Payables File |

|MDEP |Management Decision Package |

|OA |Operating Agency |

|RCN |Record Control Number |

|RDTE |Research, Development, Test & Evaluation |

|SOP |Standard Operating Procedure |

|STANFINS |Standard Finance System |

|SUCC |Successor |

|TAPS |Terminal Application Process System |

|TE |Fiscal Code Edits |

|TMFY |Terminated Fiscal Year |

-----------------------

Figure 3.

Figure 8.

Figure 15.

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