How to Troubleshoot Internal Recharge Journal Error Messages
Instructions:
If you receive an error report that is Excel format, find the error code listed in your error report in the list below to view the recommended solutions. The error code can be found under Column C of the Excel error report. Please note that ERR-034 is used for multiple types of CCOA validation errors, and the error message will start with the CCOA chartstring that it applies to.
If you receive an error report that is in PDF format, search for the “Error and Warning Message” to view the recommended solutions. The “Error and Warning Message” can be found under the “Journal Entry Errors and Warnings” section of the PDF error report.
If you receive an error report that is in TXT format, refer to the TXT Error Report section of this document.
If you need further assistance, please contact Erica Vizcaino (evizcaino@ucsb.edu).
"Transaction Date" field is always required since this determines which ledger the journal will post to. Make sure the "Transaction Date" field reflects a date within the open ledger period. If you are not sure which period is open, contact Data Control at gldata@bfs.ucsb.edu.
"Transaction Period" field is always required. Make sure the "Transaction Period" field reflects the service period that the goods/services were provided over.
"Journal Source" field is always required. Make sure the "Journal Source" field reflects the Income & Recharge Center name or title of recharge activity.
"Batch Description" field is always required. Make sure the "Batch Description" field reflects a description of the journal batch.
"Preparer Name" field is always required. Make sure the "Preparer Name" field reflects the name of the person who prepared the Internal Recharge Journal.
"Preparer Email" field is always required. Make sure the "Preparer Email" field reflects the email address of the person who prepared the Internal Recharge Journal.
"Approver Name" field is always required. Make sure the "Approver Name" field reflects the name of the person approving the Internal Recharge Journal.
"Approver Email" field is always required. Make sure the "Approver Email" field reflects the email address of the person approving the Internal Recharge Journal.
"Submitter Name" field is always required. Make sure the "Submitter Name" field reflects the name of the person submitting the Internal Recharge Journal.
"Submitter Email" field is always required. Make sure the "Submitter Email" field reflects the email address of the person submitting the Internal Recharge Journal.
Make sure the Transaction Date reflects a date that is within an open ledger period. For example, if the August 2025 ledger is open, you need to use an August 2025 date. Recommend using the date that you are submitting the journal on. If you are not sure which period is open, contact Data Control at gldata@bfs.ucsb.edu.
"Entity" field is required on all transaction lines with a "D" in Column A. Make sure a valid CCOA Entity value is entered.
"Fund" field is required on all transaction lines with a "D" in Column A. Make sure a valid CCOA Fund value is entered.
"FRU" field is required on all transaction lines with a "D" in Column A. Make sure a valid CCOA FRU value is entered.
"Account" field is required on all transaction lines with a "D" in Column A. Make sure a valid CCOA Account value is entered.
"Purpose" field is required on all transaction lines with a "D" in Column A. Make sure a valid CCOA Purpose value is entered.
"Service Line" field is required on all transaction lines with a "D" in Column A. Make sure all transaction lines have a Service Line entered.
"Transaction Service Date" field is required on all transaction lines with a "D" in Column A. Make sure all transaction lines have a Transaction Service Date entered.
Make sure the Transaction Service Date located in the first Header is in MM/DD/YYYY format.
"Source File Name" field must be unique for each Internal Recharge Journal. Once an Internal Recharge Journal has been successfully uploaded to Oracle, its Source File Name cannot be reused. Update the Source File Name to a new, unique value.
Review file formatting to make sure your headers align with the template. If your file has any returns or tabs, this can cause the data to present incorrectly in the CSV file, leading to an error like this. Ensure that the Record Type field (labeled "T") is located in Column A, with the value "H1" on the first header line and "H2" on the second header line.
The total amount under "Debit Amount" column and total amount under "Credit Amount" column do not match. Make sure that 1) you do not have any formulas creating rounding errors, 2) all transaction lines have a "D" in Column A, and 3) debit and credit amounts are in numeric format. Check the amounts under the actual "Debit Amount" field column and the "Credit Amount" field to make sure they balance.
To ensure separation of duties, the preparer and approver must be separate people. Update the "Preparer Name" field and the "Approver Name" field so that they do not reflect the same person in both roles.
All CCOA Account values on the Internal Recharge Journal must start with 77
A positive value is required under the "Debit Amount" field or "Credit Amount" on all transaction lines with a "D" in Column A. You cannot have a value in both fields for one transaction line. You cannot have a negative value.
A positive value is required under the "Debit Amount" field or "Credit Amount" on all transaction lines with a "D" in Column A. You cannot have a value in both fields for one transaction line. You cannot have a negative value.
"Total Debit" field is required. Make sure that every transaction line has a "D" in Column A. Make sure the amount reflected under the "Total Debit" field in Header (H1) equals the sum of all transaction lines with debit entries.
Make sure that every transaction line has a "D" in Column A. Then, make sure the amount reflected under the "Total Debit" field in the Header (H1) equals the sum of all transaction lines with debit entries.
Make sure the total size of all attachments is less than 5MB.
Make sure the Transaction Date reflects a date that is within an open ledger period. For example, if the August 2025 ledger is open, you need to use an August 2025 date. Recommend using the date that you are submitting the journal on. If you are not sure which period is open, contact Data Control at gldata@bfs.ucsb.edu.
Make sure that every transaction line includes a Transaction Service Date and has a "D" in Column A. Then, make sure the Record Count field reflects the number of debit and credit transaction lines included in the journal.
"Department Contact Name" field is always required. Make sure the "Department Contact Name" field reflects the name of the department contact for questions about the Internal Recharge Journal.
"Department Contact Email" field is always required. Make sure the "Department Contact Email" field reflects the email address of the department contact for questions about the Internal Recharge Journal.
Make sure the formatting for the <Fieldname> field is in numeric format. Refer to the Field Description document for fields that are required to be in numeric format.
Check your Internal Recharge Journal for these CCOA segments. Confirm with the department that manages this chartstring that the chartstring being used is correct. The department that owns the Project will either need to make sure the project is open for transactions or provide another chartstring to use.
Check your Internal Recharge Journal for these CCOA segments. Confirm with the department that manages this chartstring that the chartstring being used is correct. Departments should confirm these segments exist in the CCOA Explorer tool. If it does not, update your data to reflect valid CCOA values. If the value is not in the CCOA Explorer, contact EDM.Functional.Support@bfs.ucsb.edu for support.
Check your Internal Recharge Journal for this CCOA segment. Confirm with the department that manages this chartstring that the chartstring being used is correct. Departments should confirm these segments exist in the CCOA Explorer tool. If it does not, update your data to reflect valid CCOA values. If the value is not in the CCOA Explorer, contact EDM.Functional.Support@bfs.ucsb.edu for support.
Check your Internal Recharge Journal for this CCOA segment. Confirm with the department that manages this chartstring that the chartstring being used is correct. Departments should confirm these segments exist in the CCOA Explorer tool. If it does not, update your data to reflect valid CCOA values. If the value is not in the CCOA Explorer, contact EDM.Functional.Support@bfs.ucsb.edu for support.
Check your Internal Recharge Journal for this CCOA segment. Confirm with the department that manages this chartstring that the chartstring being used is correct. Departments should confirm these segments exist in the CCOA Explorer tool. If it does not, update your data to reflect valid CCOA values. If the value is not in the CCOA Explorer, contact EDM.Functional.Support@bfs.ucsb.edu for support.
Check your Internal Recharge Journal for this CCOA segment. Confirm with the department that manages this chartstring that the chartstring being used is correct. Departments should confirm these segments exist in the CCOA Explorer tool. If it does not, update your data to reflect valid CCOA values. If the value is not in the CCOA Explorer, contact EDM.Functional.Support@bfs.ucsb.edu for support.
A Purpose value must be provided on all recharge transactions. Please ensure all chartstrings included in the journal include a non-zero Purpose value. See the “Purpose” page in the CCOA Explorer for a list of available Purpose values.
Check your Internal Recharge Journal for these CCOA segments. Confirm with the department that manages this chartstring that the chartstring being used is correct. The department that manages this chartstring needs to confirm that the Project Owning Organization FRU assigned to the Project is used. Departments can view the Project Owning Organization FRU for a specific Project in the CCOA Explorer using the “Project Lookup” page (look for "Default FRU" column).
ERR-034: XXXX.XXXXX.XXXXXXX.XXXXXX.XX.XXX.XXXXXXX.XXXXXX.XXXXX - FRU mismatch with Project's Project Owning Organization. Unable to derive a Contract from the input Project.
Check your Internal Recharge Journal for these CCOA segments. Confirm with the department that manages this chartstring that the chartstring being used is correct. The department that manages this chartstring needs to confirm that the Project Owning Organization FRU assigned to the Project is used. Departments can view the Project Owning Organization FRU for a specific Project in the CCOA Explorer using the “Project Lookup” page (look for "Default FRU" column). Departments should confirm these segments exist in the CCOA Explorer tool. If it does not, update your data to reflect valid CCOA values. If the value is not in the CCOA Explorer, contact EDM.Functional.Support@bfs.ucsb.edu for support.
ERR-034: XXXX.XXXXX.XXXXXXX.XXXXXX.XX.XXX.XXXXXXX.XXXXXX.XXXXX - FRU mismatch with Project's Project Owning Organization. Invalid Project Number. Unable to derive a Contract from the input Project. Unable to derive a Business Unit from the input Project.
Check your Internal Recharge Journal for these CCOA segments. Confirm with the department that manages this chartstring that the chartstring being used is correct. The department that manages this chartstring needs to confirm that the Project Owning Organization FRU assigned to the Project is used. Departments can view the Project Owning Organization FRU for a specific Project in the CCOA Explorer using the “Project Lookup” page (look for "Default FRU" column). Departments should confirm these segments exist in the CCOA Explorer tool. If it does not, update your data to reflect valid CCOA values. If the value is not in the CCOA Explorer, contact EDM.Functional.Support@bfs.ucsb.edu for support.
If there is a � sign after the Project value, the combination may be valid but there are some special characters or spaces after the end of the Project value.
ERR-034: XXXX.XXXXX.XXXXXXX.XXXXXX.XX.XXX.XXXXXXX.XXXXXX.XXXXX - You must either enable posting for account {ACCOUNT_VALUE} or modify the account rule assignment to use a different account.
Check your Internal Recharge Journal for this CCOA segment. Confirm with the department that manages this chartstring that the chartstring being used is correct. Departments should confirm these segments exist in the CCOA Explorer tool. If it does not, update your data to reflect valid CCOA values. If the value is not in the CCOA Explorer, contact EDM.Functional.Support@bfs.ucsb.edu for support.
ERR-034: XXXX.XXXXX.XXXXXXX.XXXXXX.XX.XXX.XXXXXXX.XXXXXX.XXXXX - Cross-Validation Rules: Assets(ACCT_1), Liabilities(ACCT_2) and Revenue(ACCT_4 & ACCT_8) accounts should have 00 purpose except for 725011, 725021, 725031, 725041, 725051, 725061, 725071, 725091, 725101, 725111, 725121 (GL-193770962)
Double check the CCOA Account and Purpose values. Internal Recharge journal must use an internal transfer Account that starts with 77 and cannot use 00 Purpose due to cross-validation rule. Confirm with the department that manages this chartstring that the chartstring being used is correct.
ERR-034: XXXX.XXXXX.XXXXXXX.XXXXXX.XX.XXX.XXXXXXX.XXXXXX.XXXXX - The project award does not have a baseline budget.
Confirm with the department that manages this chartstring that the chartstring being used is correct. The department being recharged either needs to establish a budget in PGM or provide another chartstring to recharge.
ERR-034: XXXX.XXXXX.XXXXXXX.XXXXXX.XX.XXX.XXXXXXX.XXXXXX.XXXXX - The sponsored project has one or more funding sources. Select or enter the funding source for this transaction. The value of the attribute Funding Source Name isn't valid.
The Fund used may not be associated with the Project value. Check your Excel file for this segment. Confirm with the department that manages this chartstring that the chartstring being used is correct.
Double check the CCOA Account and Purpose values. Purpose value 66 (Impairment) can only be used with Accounts under 53700B (Impairment of Capital Assets). Internal Recharge journal must use an internal transfer Account that starts with 77 and cannot use 00 Purpose due to cross-validation rule.. Confirm with the department that manages this chartstring that the chartstring being used is correct.
Recharges to a Contract and Grant Fund under 2000B must include a valid sponsored Project value that starts with “E”. Check your Internal Recharge Journal for this CCOA segment. Confirm with the department that manages this chartstring that the chartstring being used is correct. Department to make any necessary updates based on the cross-validation rules.
Recharges to a Contract and Grant Fund under 2000B must include a valid sponsored Project value that starts with “E”. Check your Internal Recharge Journal for this CCOA segment. Confirm with the department that manages this chartstring that the chartstring being used is correct. Department to make any necessary updates based on the cross-validation rules.
Fabrication Account (525910 and 770051) is being used. Transactions using a fabrication Account must include a valid fabrication Project value that starts with “E” or “F”. Internal Recharge journal must use internal transfer Account 770051 for fabrications.
The Transaction Service Date isn't within the start and end date range of the PGM award. Confirm with the department that manages this chartstring that the chartstring being used is correct. The department being recharged either needs to update the date range for their award or provide another chartstring to recharge.
ERR-034: XXXX.XXXXX.XXXXXXX.XXXXXX.XX.XXX.XXXXXXX.XXXXXX.XXXXX -
The project award does not have enough budget. The expenditure item date isn't within the YYYY-MM-DD task transaction start date and YYYY-MM-DD task transaction end 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.
You may disregard the warning about the project award not having sufficient budget, as that is for the department managing the project to address and does not need to be fixed for the journal to be uploaded successfully. However, you must resolve the issue that the Transaction Service Date falls outside the start and end date range of the PGM award. Confirm with the department that manages this chartstring that the chartstring being used is correct. The department being recharged either needs to update the date range for their award or provide another chartstring to recharge.
If using a PGM fund, please confirm that a Project value is entered.
ERR-034: XXXX.XXXXX.XXXXXXX.XXXXXX.XX.XXX.XXXXXXX.XXXXXX.XXXXX - You entered an account combination that's disabled. You must enter a different account combination., Account has expired. The Start Date is after the system date or the End Date is before the system date.
The GL end date for the Project has passed. Projects allow for back-dated entries that are within the award start and end dates until the GL end date has passed. If a back-dated entry has to be posted against the Project, the Award Completion date must be extended. Confirm with the department that manages this chartstring that the chartstring being used is correct. If the chartstring is correct, the department being recharged may need to update the Award Completion date. If the recharge was not processed by the recharge center in a timely manner, the recharge center is responsible for covering the cost.
The Transaction Service Date isn't within the Project/Task transaction start date and Project/Task transaction end date. Confirm with the department that manages this chartstring that the chartstring being used is correct. The department being recharged either needs to update the date range for their award or provide another chartstring to recharge
A value is required under the "Debit Amount" field or "Credit Amount" on all transaction lines with a "D" in Column A. You cannot have a value in both fields for one transaction line. You cannot have a negative value.
This is a warning. It is recommended that the "Trans No/Batch Ref No" field be completed, but it is not required at this time and will not prevent the file from uploading.
This is a warning. The PGM Project award does not have enough budget to cover this expense, and this is the responsibility of the department that manages the chartstring to resolve. No action needed by the recharge center.
This is a warning. The PGM Project award does not have enough budget to cover this expense, and this is the responsibility of the department that manages the chartstring to resolve. No action needed by the recharge center.
Check amounts under the “Debit Amount” field and “Credit Amount” field to ensure the values only have two decimal places. Update the transaction lines to only have two decimal places and confirm your journal is in balance. Because this journal was successfully imported but did not make its way through the full process, the name may be considered used, and so you will need to resubmit the journal as a second submission. To do so, update the Batch Description, Trans No/Batch Ref No, and Source_File_Name from submission “_1” to “_2”. Update the zip file name as well
There are transactions that will be disabled in the GL before the Transaction Date included in the first Header. The GL reads the Transaction Date, while PGM reads the Transaction Service Date. Update the Transaction Date to the day you are submitting the journal for the open period. For example, if you are submitting the journal on 08/25/2025 for the August ledger, use 08/25/2025 as the Transaction Date instead of 08/31/2025. Future dating a journal could cause an error if there is a segment that will be inactivated at the end of the month.
Review entries to ensure no cell contains line breaks created by pressing return/enter.
The data included in a file exceeds the maximum character limits for a particular field. Review your journal against the maximum characters allowed for each field. Refer to the Field Description document (column G) for the maximum character limit.