Correcting Cash Advance Errors for Travelers
Purpose: Use this document as a reference for resolving Cash Advance errors using the Classic Navigation (Menu) in ctcLink.
Audience: All Staff
Navigation: FSCM > Employee Self Service >Travel and Expenses > Cash Advance > Create/Modify
- The Cash Advance search page displays. Select the Find an Existing Value tab.
- Enter Search Criteria to identify your cash advance.
- Select the Search button.
- Select a Cash Advance to modify.
- The Modify Cash Advance page displays.
- Some Errors are displayed when Save for Later is selected, and some when Submit Cash Advance is selected.
- In this example, select the error flag(s) icon on the left side of the page, to open the Cash Advance Line Errors window to review an explanation of the error(s).
If an error is triggered by one of these methods, an error flag may display to the left of the expense line. You may also see red highlighted fields, indicating where there is missing information, and/or a pop-up error window.
- The Cash Advance Line Errors window displays, take a note or screenshot of the error(s).
Error example: missing a required field value, like the 'Class' field. For more information on combo errors, please refer to QRG Combo Edit Rule Errors for GL Combo Edit Rule errors.
- The error listed in this example below is: Combo error for fields ACCOUNT/ CLASS_FLD/ DEPTID/ FUND_CODE/ OPERATING_UNIT/ CHARTFIELD2 in group A - which indicates that one of the required fields listed is missing a value. If you have entered a value in Account, Class, Dept, Fund, Oper Unit, and State Purpose and the error will not clear, submit a FSCM > Travel and Expenses Service Desk Ticket for assistance with the error.
- To correct this error: select the Return button to return to the Modify Cash Advance page to make your corrections, such as adding a missing value.
Error example: using HCM or Payroll departments within the Accounting Details.
- Error: Combo error for fields OPERATING_UNIT/ DEPTID in group HCM_DEPTS - this error indicates that you are not allowed to use a HCM department in expense transactions. You will need to update the Dept field to a non HCM dept (If you haven’t already, validate the Chartfield values with your supervisor).
- To correct this error: select the Return button to return to the Modify Cash Advance page to make corrections, such as updating the Dept field value.
Error example: when you have two different ChartStrings or Accounting Details ChartFields within a single Cash Advance.
- Error: Highlighted accounting field for line 2 is different from line 1. (10502,637). Accounting Details should be same for all lines of a Cash Advance - this error is highlighting (red highlight) a discrepancy in the Dept field between two Cash Advance lines. The red highlight will display only one field error at a time, therefore when you make corrections, compare each field and not just the red highlighted field. (this example also has an Oper Unit value discrepancy).
- To correct this error: select the OK button to return to the Modify Cash Advance page and make corrections, such as updating the Accounting field values to be the same for each line.
- Once you’ve completed making corrections, select Save for Later again.
- If Save for Later uncovers no errors, select Summary and Submit.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial Via Panopto
View the external link to Correcting Cash Advance Errors for Travelers. This link will open in a new window.
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