Automated invoice data validations

If the cost center should be active

1. Reactivate the cost center.
2. Navigate to Admin > Security > Cost Centers.
3. Review and update the cost center status.

If the invoicing cost center came from the assignment

1. Amend the assignment.
2. Update the cost center to an active value.
3. Use an effective date earlier than the week ending on the submitted timesheet.
4. Save the assignment.

If the invoicing cost center came from the timesheet

1. Select an active cost center on the timesheet.
2. Resubmit the timesheet for approval.

If the invoicing cost center came from an assignment cost allocation string

1. Amend the assignment.
2. Update the cost allocation string with an active cost center.
3. Use an effective date earlier than the assignment start date.
4. Save the assignment.

If the invoicing cost center came from a timesheet cost allocation string

1. Correct the allocation details.
2. Update the cost center to an active value.
3. Resubmit the timesheet if required.

1. Review the supplier identified in the validation message.
2. Associate the required funding model with the supplier record.
3. Save the supplier record.
4. Allow the timesheet to process during the next invoice batch.

1. Navigate to Admin > Security.
2. Select Suppliers.
3. Locate the supplier identified in the validation.
4. Open the supplier record.
5. Select Edit.
6. Enter a value in the External Code field.
7. Save the supplier record.
8. Allow the timesheet to process during the next invoice batch.

Work with your Client Operations Manager (COM) to determine the appropriate configuration. 

1. Review the overtime configuration for the program.
2. Determine whether overtime should be calculated automatically or entered manually.
3. Reprocess the impacted timesheet after the configuration is corrected.

If automatic overtime calculations are intended:

• Remove overtime earning codes from time entry.

If manual overtime entry is intended:

• Disable automatic overtime calculation.

If the double-time calculation is incorrect

1. Amend the assignment.
2. Review the overtime rule configuration.
3. Correct the overtime rule.
4. Use an effective date earlier than the submitted timesheet.
5. Save the assignment.

If the double-time calculation is correct

1. Open the assignment rate card.
2. Add the required double-time rate.
3. Save the assignment.
4. Reprocess the timesheet.

If the overtime calculation is incorrect

1. Amend the assignment.
2. Review the overtime rule configuration.
3. Correct the overtime rule.
4. Use an effective date earlier than the submitted timesheet.
5. Save the assignment.

If the overtime calculation is correct

1. Open the assignment rate card.
2. Add the required overtime rate.
3. Save the assignment.
4. Reprocess the timesheet.

If the earning code on the timesheet is incorrect

1. Update the timesheet using the correct earning code.
2. Resubmit the timesheet for approval.

If the earning code on the timesheet is correct

1. Amend the assignment.
2. Add the earning code to the assignment rate card.
3. Use an effective date earlier than the submitted timesheet period.
4. Save the assignment.
5. Reprocess the timesheet.

1. Open the assignment associated with the timesheet.
2. Amend the assignment.
3. Enter the required PO number.
4. Use an effective date earlier than the submitted timesheet period.
5. Save the assignment.
6. Allow the timesheet to process during the next invoice batch.

1. Amend the assignment.
2. Populate the required CDF values.
3. Use an effective date earlier than the submitted timesheet.
4. Save the assignment.
5. Allow the timesheet to process during the next invoice batch.

If the required CDF value is missing from the assigned cost center

1. Add the required CDF value to the cost center.
2. Save the cost center record.
3. Allow the timesheet to reprocess during the next invoice batch.

If another valid cost center should be used

1. Amend the assignment.
2. Update the assignment to use a cost center that contains the required CDF values.
3. Use an effective date earlier than the submitted timesheet.
4. Save the assignment.
5. Allow the timesheet to process during the next invoice batch.

1. Locate the project associated with the timesheet.
2. Amend the project.
3. Add the required project CDF values.
4. Save the project.
5. Allow the timesheet to reprocess during the next invoice batch.

1. Locate the supplier identified in the validation.
2. Update the supplier record with the required CDF values.
3. Save the supplier record.
4. Allow the timesheet to process during the next invoice batch.

If the double-time calculation is incorrect

1. Amend the assignment.
2. Review and correct the overtime rule.
3. Save the assignment.

If the double-time calculation is correct

1. Open the assignment rate card.
2. Add the required weekly double-time rate.
3. Save the assignment.
4. Allow the timesheet to process during the next invoice batch.

If the overtime calculation is incorrect

1. Amend the assignment.
2. Review and correct the overtime rule.
3. Save the assignment.

If the overtime calculation is correct

1. Open the assignment rate card.
2. Add the required weekly overtime rate.
3. Save the assignment.
4. Allow the timesheet to process during the next invoice batch.

If the assignment status is correct

1. Determine whether an active replacement assignment exists.
2. Resubmit the timesheet against an active assignment if permitted by your organization's business process.
3. Complete any required approvals.

If the assignment status was changed in error

1. Review the assignment status.
2. Restore the assignment to a valid status, if appropriate
3. Confirm the assignment is eligible for invoicing.
4. Reprocess the timesheet.

If the assignment was terminated

1. Resubmit the timesheet under an active assignment.
2. Complete any required approvals.

If billing details changed

1. Reverse or correct the billing changes.
2. Resubmit the timesheet.
3. Reapprove the timesheet.

If the assignment start date changed

1. Update the start date so it falls on or before the first day reported on the timesheet.
2. Save the assignment.
3. Resubmit and reapprove the timesheet.

If the GL code should originate from another related record according to your organization's configuration, update the appropriate source record and verify the correct GL code is available for invoicing.  

1. Review the assignment associated with the timesheet.
2. Verify whether a GL code is required based on your organization's invoicing configuration.
3. Amend the assignment and add the required GL code.
4. Use an effective date earlier than the submitted timesheet period.
5. Save the assignment changes.
6. Reprocess or resubmit the timesheet as required by your organization's approval process.

If the assignment end date was changed in error

1. Review the assignment associated with the timesheet.
2. Confirm the assignment should remain active for the affected work dates.
3. Amend the assignment and update the end date to include the impacted timesheet period.
4. Save the assignment changes.
5. Allow the timesheet to be included in the next invoice batch.

If the assignment end date is correct

1. Review the timesheet entries that occur after the assignment end date.
2. Determine whether the work should be associated with a different active assignment.
3. Correct or remove the invalid time entries according to your organization's business process.
4. Resubmit and reapprove the timesheet if required.
5. Allow the corrected timesheet to be included in the next invoice batch.

If the assignment was terminated and no replacement assignment exists

1. Reject the timesheet.
2. Review the impacted work with the program office or assignment owner.
3. Determine whether the hours should be corrected, reassigned, or excluded from invoicing.

Additional considerations

• This validation evaluates whether submitted work dates occur after the assignment's current end date.
• Assignment amendments made after timesheet approval may trigger this validation during invoice processing.
• Review assignment end-date changes, supplier transitions, and mass updates when investigating this issue.

Add or import the Accounts Payable (AP) code to the supplier legal entity associated with the timesheet.

1. Navigate to Admin > Security > Suppliers.
2. Locate the supplier identified in the validation message and review the supplier record.
3. Add the AP code.
4. Save the supplier record.
5. Allow the timesheet to process during the next invoice batch.

Clients and Program Office Users 

• Create a Service Request ticket and then contact your Client Operations Manager.

Finance System Admins with a Finance System Integrator Certification

Verify that a volume discount calendar exists for the supplier and covers the timesheet transaction date.

1. From your Enterprise dashboard, select Admin > Security > Suppliers.
2. Locate the supplier identified in the validation message.
3. Review the supplier's volume discount configuration and confirm that an active volume discount calendar exists for the timesheet date.
4. If a volume discount calendar is missing or inactive, add or update the appropriate volume discount configuration
5. Allow the timesheet to reprocess in the next invoice batch.

Add or import the supplier’s external code to their Admin/Security record. 

1. Navigate to Admin > Security.
2. Select Suppliers from the Security Administration page.
3. Locate and review the supplier identified in the validation message.
4. Select Edit on the View Organization Details page.
5. Add the required value to the External Code field.
6. Select OK to save the supplier record.
7. Allow the timesheet to reprocess during the next invoice batch.

1. Review the cost allocation values associated with the timesheet.
2. Identify the allocation component identified in the validation message.
3. Verify that all allocation components are active and available for the timesheet period.
4. Correct any invalid cost allocation values.
5. Select OK to save the updated allocation information.
6. Resubmit and reapprove the timesheet if required.

1. Review the Cost Allocation template associated with the assignment or timesheet.
2. Determine whether the template is still active and available for invoicing.
3. Update the assignment to use a supported Cost Allocation template.
4. Ensure the effective date precedes the submitted timesheet period.
5. Select OK to save the assignment changes.
6. Resubmit and reapprove the timesheet if required.

1. Amend the assignment.
2. Populate the required CDF values.
3. Use an effective date earlier than the submitted expense.
4. Save the assignment.
5. Allow the expense to reprocess during the next invoice batch.

If the required CDF value is missing from the assigned cost center

1. Add the required CDF value to the cost center.
2. Save the cost center record.
3. Allow the expense to reprocess during the next invoice batch.

If another valid cost center should be used

1. Amend the assignment.
2. Update the assignment to use a cost center that contains the required CDF values.
3. Use an effective date earlier than the submitted expense.
4. Save the assignment.
5. Allow the expense to process during the next invoice batch.

1. Locate the project associated with the expense.
2. Amend the project.
3. Add the required project CDF values.
4. Save the project.
5. Allow the expense to reprocess during the next invoice batch.

1. Locate the supplier identified in the validation.
2. Update the supplier record with the required CDF values.
3. Save the supplier record.
4. Allow the expense to reprocess during the next invoice batch.

1. Associate the required funding model with the supplier identified in the validation.
2. Save the supplier record.
3. Allow the expense to reprocess during the next invoice batch.

1. Create separate vouchers that align expenses to a single billing period.
2. Move expense line items into the appropriate voucher.
3. Submit each voucher for approval.
4. Allow the corrected vouchers to process in the next invoice batch.

If you are unsure which billing period applies

1. Create single-day vouchers for the affected expenses.
2. Submit each voucher for approval.
3. Allow the approved corrected vouchers to reprocess in the next invoice batch.

If the assignment status is correct

1. Determine whether an active replacement assignment exists.
2. Resubmit the expense against an active assignment if permitted by your organization's business process.
3. Complete any required approvals.

If the assignment status was changed in error

1. Review the assignment status.
2. Restore the assignment to a valid status, if appropriate
3. Confirm the assignment is eligible for invoicing.
4. Reprocess the expense.

If the GL code should originate from another related record according to your organization's configuration, update the appropriate source record and verify the correct GL code is available for invoicing. 

1. Review the assignment associated with the expense.
2. Verify that a valid GL code exists on the assignment.
3. Amend the assignment and add the required GL code if necessary.
4. Use an effective date earlier than the expense transaction date.
5. Select OK to save the assignment changes.
6. Allow the expense to reprocess in the next invoice batch.

Add or import the Accounts Payable (AP) code to the supplier legal entity associated with the expense.

1. Navigate to Admin > Security > Suppliers.
2. Locate the supplier identified in the validation message and review the supplier record.
3. Add the AP code.
4. Save the supplier record.
5. Allow the expense to reprocess during the next invoice batch.

1. Review the cost allocation values associated with the expense.
2. Identify any inactive, expired, or invalid allocation components.
3. Correct the allocation values as needed.
4. Save the updated allocation information.
5. Resubmit or reprocess the expense according to your organization's business process.

1. Review the Cost Allocation template associated with the expense.
2. Determine whether the template is active and supported.
3. Update the expense or related assignment to use a valid template.
4. Save the changes.
5. Allow the expense to reprocess in the next invoice batch.

1. Identify the supplier referenced in the validation message.
2. Review the supplier's financial configuration.
3. Associate the required funding model with the supplier record identified in the validation.
4. Save the supplier record.
5. Allow the milestone to reprocess during the next invoice batch.

1. Review the supplier invoice number identified in the validation message and determine whether the invoice number is intentionally duplicated.

2. If the invoice number was entered incorrectly, cancel the milestone payment. Then recreate the milestone payment with a new unique supplier invoice number as required by your business process. 

Add project CDF data to the project identified in the error message.

1. Search for and open the project.
2. Go to the project profile.
3. Select Manage Project.
4. Choose Amend SOW or Amend Project.
5. Update the applicable fields.
6. Submit the amendment for any required approvals or vendor review.
7. Allow the milestone payment to reprocess during the next invoice batch.

1. Locate the supplier identified in the validation.
2. Update the supplier record with the required CDF values.
3. Save the supplier record.
4. Allow the milestone to reprocess during the next invoice batch.​​​​​

​​​​​​Add or import the Accounts Payable (AP) code for the supplier legal entity associated with the milestone.​

1. Navigate to Admin > Security > Suppliers.
2. Locate the supplier identified in the validation message and review the supplier record.
3. Add the AP code.
4. Save the supplier record.
5. Allow the milestone payment to reprocess during the next invoice batch.

1. Cancel the milestone payment identified in the error.
2. Recreate the milestone payment with a new unique supplier invoice number as required by your business process. 
3. After the supplier invoice number is added, save the changes
4. Allow the milestone payment to reprocess during the next invoice batch.

Clients and Program Office Users 

• Create a Service Request ticket and then contact your Client Operations Manager.

Finance System Admins with a Finance System Integrator Certification

Verify that a volume discount calendar exists for the supplier and covers the milestone transaction date.

1. From your Enterprise dashboard, select Admin > Security > Suppliers.
2. Locate the supplier identified in the validation message.
3. Review the supplier's volume discount configuration and confirm that an active volume discount calendar exists for the milestone date.
4. If a volume discount calendar is missing or inactive, add or update the appropriate volume discount configuration
5. Allow the milestone payment to reprocess in the next invoice batch.

Add or import the supplier’s external code to the supplier identified in the error to their Admin/Security record. 

1. Navigate to Admin > Security.
2. Select Suppliers from the Security Administration page.
3. Locate and review the supplier identified in the validation message.
4. Select Edit on the View Organization Details page.
5. Add the required value to the External Code field.
6. Select OK to save the supplier record.
7. Allow the milestone payment to process during the next invoice batch.

if the GL code should originate from another related record according to your organization's configuration, update the appropriate source record and verify the correct GL code is available for invoicing.  

1. Review the project associated with the milestone.
2. Verify that a valid GL code exists on the project.
3. Add or update the required GL code.
4. Save the project changes.
5. Allow the milestone payment to reprocess during the next invoice batch.

1. Review the cost allocation values associated with the milestone.
2. Identify invalid or inactive allocation components.
3. Correct any unsupported allocation values.
4. Save the updated milestone information.
5. Allow the milestone payment to reprocess during the next invoice batch.

1. Review the Cost Allocation template associated with the milestone.
2. Verify that the template remains active and supported.
3. Replace the unsupported template with a valid template.
4. Save the milestone changes.
5. Allow the milestone payment to reprocess during the next invoice batch.

1. Amend the assignment.
2. Populate the required CDF values.
3. Use an effective date earlier than the submitted miscellaneous fee.
4. Save the assignment.
5. Allow the miscellaneous fee to reprocess during the next invoice batch.

If the required CDF value is missing from the assigned cost center

1. Add the required CDF value to the cost center.
2. Save the cost center record.
3. Allow the miscellaneous fee to reprocess during the next invoice batch.

If another valid cost center should be used

1. Amend the assignment.
2. Update the assignment to use a cost center that contains the required CDF values.
3. Use an effective date earlier than the submitted miscellaneous fee.
4. Save the assignment.
5. Allow the miscellaneous fee to process during the next invoice batch.

1. Locate the project associated with the miscellaneous fee.
2. Amend the project.
3. Add the required project CDF values.
4. Save the project.
5. Allow the miscellaneous fee to reprocess during the next invoice batch.

1. Locate the supplier identified in the validation.
2. Update the supplier record with the required CDF values.
3. Save the supplier record.
4. Allow the miscellaneous fee to reprocess during the next invoice batch.

1. Identify the supplier referenced in the validation message.
2. Review the supplier's financial configuration.
3. Associate the required funding model with the supplier record identified in the validation.
4. Save the supplier record.
5. Allow the miscellaneous fee to process during the next invoice batch.

If the assignment status is correct

1. Determine whether an active replacement assignment exists.
2. Resubmit the miscellaneous fee against an active assignment if permitted by your organization's business process.
3. Complete any required approvals.

If the assignment status was changed in error

1. Review the assignment status.
2. Restore the assignment to a valid status, if appropriate
3. Confirm the assignment is eligible for invoicing.
4. Reprocess the miscellaneous fee.

​​​​​​Add or import the Accounts Payable (AP) code for the supplier legal entity associated with the miscellaneous fee.​

1. Navigate to Admin > Security > Suppliers.
2. Locate the supplier identified in the validation message and review the supplier record.
3. Add the AP code.
4. Save the supplier record.
5. Allow the miscellaneous fee payment to reprocess during the next invoice batch.

Add or import the supplier’s external code to their Admin/Security record. 

1. Navigate to Admin > Security.
2. Select Suppliers from the Security Administration page.
3. Locate and review the supplier identified in the validation message.
4. Select Edit on the View Organization Details page.
5. Add the required value to the External Code field.
6. Select OK to save the supplier record.
7. Allow the miscellaneous fee to reprocess during the next invoice batch.

If the GL code should originate from another related record according to your organization's configuration, update the appropriate source record and verify the correct GL code is available for invoicing. 

1. Review the assignment associated with the miscellaneous fee.
2. Verify that a valid GL code exists on the assignment.
3. Amend the assignment and add the required GL code if necessary.
4. Use an effective date earlier than the miscellaneous fee transaction date.
5. Save the assignment changes.
6. Allow the miscellaneous fee to reprocess during the next invoice batch.

1. Review the cost allocation values associated with the miscellaneous fee.
2. Identify invalid, inactive, or unsupported allocation components.
3. Correct the allocation values as needed.
4. Save the updated information.
5. Allow the miscellaneous fee to reprocess during the next invoice batch.

Issue

An expense or a miscellaneous fee has entries billed to an inactive cost center. The cause of the error varies based on how the cost center was captured for invoicing. For example, from an assignment, a cost allocation value on an assignment, or a cost allocation value on an expense or a miscellaneous fee.

Potential solutions

• If you determine the cost center is actually correct and should be active, you must reactivate the cost center. Select Admin > Security, and then select Cost Centers to review your cost center data. To activate a cost center, complete these steps from the Security Administration > Cost Centers page.
  1. Locate and open the cost center you want to reactivate from the list at the bottom of the Cost Centers page. A View Cost Center Details page displays.
  2. Select Edit. An Edit Cost Center page displays.
  3. Select the Active checkbox, and then select OK.
• If the invoicing cost center came from an assignment, amend the assignment so that the cost center is active with an effective date earlier than the submitted expense or voucher.
• If the invoicing cost center came from a cost allocation string on an assignment, amend the cost center string on the assignment to an active cost center with an effective date earlier than the assignment start date. Find out how in this article.
• If the invoicing cost center came from an expense, the contingent talent or the program office must choose a different, active cost center for the expense entry, and then resubmit the expense.
• If the invoicing cost center came from a cost allocation string on a miscellaneous fee, amend the cost center string on the assignment to an active cost center with an effective date earlier than the miscellaneous fee submit date.

Issue

A milestone payment has entries billed to an inactive cost center. The cause of the error varies based on how the cost center was captured for invoicing. For example, from a cost center or a cost allocation value on a project or a milestone payment.

Potential solutions

• If the invoicing cost center came from a milestone payment approval, amend the milestone so that the cost center is active with an effective date earlier than the submitted milestone payment.
• If the invoicing cost center came from a cost allocation string on a milestone payment approval, amend the cost center string on the milestone to an active cost center with an effective date earlier than the submitted milestone payment.
• If the invoicing cost center came from a milestone, amend the milestone so that the cost center is active with an effective date earlier than the submitted milestone payment.
• If the invoicing cost center came from a cost allocation string on a milestone, amend the cost center string on the milestone to an active cost center with an effective date earlier than the submitted milestone payment.
• If the invoicing cost center came from the project, amend the project so that the cost center is active with an effective date earlier than the submitted milestone payment.
• If the invoicing cost center came from a cost allocation string on a project, amend the cost center string on the project to an active cost center with an effective date earlier than the submitted milestone payment.