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FIRMS Edit Errors

FIRMS Edit Errors . Sherry Pickering, Chancellor’s Office. Types of Error Messages. There are four types of edits: Valid values Business Rules - Accounting Business Rules - Budget Comparison Errors. Valid Values Error. Very Rare CO Maintained Example would be an invalid Program Code

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FIRMS Edit Errors

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  1. FIRMS Edit Errors Sherry Pickering, Chancellor’s Office

  2. Types of Error Messages • There are four types of edits: • Valid values • Business Rules - Accounting • Business Rules - Budget • Comparison Errors

  3. Valid Values Error • Very Rare • CO Maintained • Example would be an invalid Program Code • To Fix • Call CO – John Kochumman (562) 951-4622 • Re-Run Attribute Build • Re-Extract

  4. Chancellor’s Office FIRMS Reporting Elements

  5. Business Rules - Accounting • These rules check that data complies to standard business practice and combination edits • Examples • Reimbursed Activity Program Code 1100 must = 0 • Scholarship and fellowship program code can only use financial aid object codes • FTE can only be on salary and wages object codes

  6. Business Rules - Budget • These rules check that data complies to standard business practice • Examples • Reported current budget for GF appropriations must be equal to budget allocations reported on Systemwide Allocation Control Report • Total amount for SUG must be equal to or greater than the systemwide budget allocations

  7. Comparison Errors • Most comparisons involve campus data only – Due To/From, Transfers In/Out, A/R and Reimbursed Activity • Comparisons using a central validation table include: Fund Balance Clearing, Equity and Budget Validation

  8. Chancellor’s Office FIRMS Validation Edits • http://www.calstate.edu/CIM/financialAssets/firms/validation_rules.pdf

  9. FIRMS Error Examples Combination Error Business Rule Comparison Error

  10. CSU_FIRMS_FILE & FIRMS Edit Error • In addition to researching errors using the CSU_FNAT and CSU_AAT tables, CSU_FIRMS_FILE custom table has been added to help error clean-up • With CSU_FIRMS_FILE – Local values for Fund, Account and Department are returned using the extract line number

  11. CSU_FIRMS_FILE & FIRMS Edit Error

  12. CSU_FIRMS_FILE & FIRMS Edit Error

  13. CSU_FIRMS_FILE & FIRMS Edit Error

  14. Error options • Accrue in XXCSU – reversing next period • Process in XXCMP in next period • Underive XXCSU • Process in XXCMP in Current Period • Re-derive • If program code only • Process correcting journal in XXCSU Only • Correct Derivation rule in error for next time

  15. What are the options for correcting? • Depending on error • If a monthly “check” fix in XXCMP in the subsequent month. • If a submission month make determination based upon type of error • Ex. If the A/R Reserve account is more than the actual A/R account fix in XXCSU as a reversal entry and then fix in XXCMP the subsequent month.

  16. What are the options for correcting? • A decision to reopen the BU is a decision made by the Financial Managers based upon the severity of the problem and how it will effect the campus reporting. • Ex. Missed subsystem feed, re-open month even though it wasn’t a submission month

  17. What are the options for correcting? • At year end the production environment is cloned • Check errors in the clone • Once clean we close the BU and submit • Any errors after this point the business unit would be opened to make corrections

  18. Resources FIS 8.4 CDIP BPP – Month & Year-End Procedures FUG 2004-05 Year-End FIRMS Derivation Presentation FIS 8.4 CDIP BPP – FIRMS/GAAP Submission FIRMS Data Submission Procedure FUG Training Feb 27 – 28, 2006

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