Costing Report Typical Errors with Solutions
Errors/Exceptions/Rejections with Solutions
Could not find PAYID TOCS in Location File
In the Location Code Database page 2 under PAYID enter the following information: Field 01 = TOCS, Field 02 = Cost Centre and in Field 03 = GL/SL Account
Employee has Lump Sum Function Line-For Line #
The function line defined to be used is a lump sum type, it is not valid to do timesheet entries against a lump sum function line
Skipping Dispatch, REP EMP does not exist in Payroll: TOCS
The employee will need to be added into the TOCS Payroll
OPS Storage Banks Exceeded
Payroll will need to investigate the employee’s storage bank balance
Invalid Storage Bank Setup on Pay Code
Bank Transaction not set with “W” or “D”
This employee has dispatches on Absence Dates
Review the employee’s absence and dispatch records to determine if the entries are correct
Skipped because not Authorized
*happens when the principal in the AMW has authorized the week and a new absence was entered for that week. The system will automatically put the absence (s) to the following week for approval. If they do not get approved, the error will occur. The school should go into AMW and authorize the absence or whomever is running the costing may go into the AMW Web Unauthorized Carry Forward Entry Utility choose the employee and date, choose “Y” to indicate the absence/dispatch is authorized
Ran the Final Costing in the wrong pay period
Rerun the costing in final using the correct pay period
Employee on Leave
The option to pay inactive employee(s) is not turned on
Invalid Pay Type-For Function Line #
The pay type (fixed, annual salary, hourly, part-time or contract) is not valid on the selected function line
The pay period is for Feb 1-28, 20## And weekending date is Friday, March 3, 20##. What do I enter for the weekending date in the Costing
Use February 28, 20##, otherwise you would pull data for the March 1-3 dates
Employee is on-leave with benefits
Warning only that the employee is on-leave with benefits
Invalid Pay Cycle Code
Pay cycle not in payroll database
Invalid Pay Code “N” on Money only Pay Code
Money only pay code is setup with a type of “N”
Absence is missing a required leave
Required leave has not been entered for this employee
Extra time was entered
“extra time” entry was detected (this is because the dispatch source code is set to B or P
Invalid Occupation Code
Review the employee’s function line to ensure the correct occupation code is attached
No valid Storage Banks(s) found for pay code
Employee does not have any of the storage banks for this entry
Day Count Exception
Displays when day count is one of days in Field 12 of 11,4,2,2—Field 12= (ABS/REP) Exception Days for Costing [/##/##/]/6/19/
Employee not in Cycle
For function line # - Pay cycle for selected function line is not in cycle for the pay period
Can not find a match for grid ??????, Master Function Line Used
Check to ensure employee has grid ??????? in their function line. Review the Absence/Dispatch screen and the absence detail to verify that it is the correct position code being used for the employee. Ensure that the employee is in the correct pay cycle for the pay period
Invalid Entry—Zero Hours
Review/Change the Absence/Replacement entry - check to see if the absence is an Amendment, the letter “A” will be found on the far left side of the absence/replacement entry—could be the employee was paid in error on the last pay run and now the entry is reversed caused negative earnings - check the costing report to see if the absence code is a LWOP pay code
Invalid Cost Centre
Ensure a valid Cost Centre is attached to either the absence code, location code database or on the employee function line
Invalid hours - on Function Line
The hours on the selected function line are invalid
Invalid GL
Review the absence/dispatch screen - does the GL need to be hard coded in field 27 or if this is an issue for multiple employees , has the GL changed since the entry was made (review with finance) - was it overridden on the absence/dispatch entry incorrectly—review the set-up in the profiles
Unable to find pay start-End Dates for Cycle “S”
Review with payroll to verify the cycle is valid for the pay period - Payroll can either create a new function line that is in cycle for pay period or correct the code in the function line
Employee has no Function Lines
A function line is required to be created for the employee
Invalid selected Function Line #
The function line defined to be used is invalid
Invalid Pay Code
Pay Code is a non numeric or not in the database
You have duplicate absence being interfaced into payroll
Will happen when the final timesheet interface was still processing and another preliminary timesheet interface is ran. The final process marks the records as interfaced and purges the data from the costing file. But when the preliminary is ran again immediately it can re-pick the records that the final has not finished processing
Not in Cycle for Future Period-Cycle 1
The dates chosen to pull in do not fall within dates of the payroll calendar
Invalid Pay Cycle-for Function Line #
Pay cycle for selected function line is empty or invalid
Employee Terminated
Employee is terminated in the corresponding payroll—ensure this is the correct employee—if so, unterminate the employee
Entry date beyond pay end date
The timesheet date is a future date and future entries are disabled under 4,1,5 field 43 in the Users Specific parameter Profile in OPS
Invalid Shift Code
Ensure that the employee has been set up with valid shift code on their function line
Invalid Transaction Type for Process
Transaction type must be “T”
No Valid Storage Bank(s) Balance found for Pay Code
There are no or not enough storage bank balance found to process this entry
Zero money on money only Pay Code
Pay Code is money only & entry has no monies
Invalid Calculation Type on Pay Code
The calculation type on the pay code is invalid
Absence Code not interfacing
Ensure the payroll information is entered on the Absence Code