Getting Help with the Default Funding Update

If you are experiencing problems with the Shop@UW Default Funding Update Application or have questions, please contact Shop@UW Customer Service at 608-497-4400 or 800-662-1727 or by e-mail at ShopUW@bussvc.wisc.edu.

The Step by Step User Guide with screenshots can assist with many aspects of the application. Otherwise, the most common errors will be related to the funding edits as described below.

List of Possible Funding Errors

This document provides information about several funding editing error messages that can be generated by the Shop@UW Default Funding Update Application. A printable list of all funding errors is also available as an eight-page PDF.

Index

  1. ChartField Error: Account Code is budgetary only
  2. ChartField Error: DeptID not valid
  3. ChartField Error: Fund not valid
  4. ChartField Error: MSN(E03) DeptID invalid for fund projectID
  5. ChartField Error: MSN(E04) Program invalid for fund/projectID
  6. ChartField Error: ORGEDIT: Fund-Program invalid for Dept
  7. ChartField Error: Program not valid
  8. ChartField Error: Project ID not valid
  9. ChartField Error: Project is inactive
  10. ChartField Error: The payment dates outside the proj dates
  11. ChartField Error: The end dates are outside the project dates
  12. ChartField Error: Today's date (jrnl date) is outside proj dates
  13. ChartField Error: Wrong Program for the Account

1 — ChartField Error: Account Code is Budgetary Only

Account Code is Budgetary Only

The account code you have entered is not valid for use. Please make sure that you have entered a valid four digit account code.

Please contact your Dean's Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information for assistance.

Return to index.

2 — ChartField Error: DeptID Not Valid

Department ID Not Valid

The Department ID entered does not exist or a legacy UDDS (beginning with "A") was used instead of your SFS Department ID. You must enter a valid Department ID.

Please contact your Dean's Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information for assistance.

Return to index.

3 — ChartField Error: Fund Not Valid

Fund Not Valid

You must enter a valid 3 digit fund number as part of the funding string. Check the fund entered to verify that it is correct.

Please contact your Dean's Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information for assistance.

Return to index.

4 — ChartField Error: MSN(E03) Program Invalid for Fund/ProjectID

Program Invalid for Fund/Project ID

This error can occur if the combination of the Department ID, fund, and Project ID is not allowed to be used together. Basically, the Department ID is not allowed to spend against the type of fund you are trying to use associated with the project ID that was entered. First verify that you have entered the Department ID, fund, and Project ID correctly.

If you are still having difficulty, contact your Dean's or Director's office to determine what Project ID should be used. If you are at UW-Madison you may also contact Research and Sponsored Programs (RSP) for further assistance at 262-3822.

Return to index.

5 — ChartField Error: MSN(E04) Program Invalid for Fund/ProjectID

Program Invalid for Fund/Project ID

This error can occur if the 1 digit Program Code you are trying to use is not allowed to be used with your project ID and funding source. Only certain Program Codes can be used for this type of funding. Contact your Dean's or Director's office to determine what Program codes are allowable with that Project ID. UW-Madison customers may also contact Research and Sponsored Programs (RSP) at 262-3822 for further assistance with Project ID issues.

Return to index.

6 — ChartField Error: ORGEDIT: Fund-Program Invalid for Dept

Fund-Program Invalid for Department

The department entered into the funding field is not able to use the combination of values entered into the Fund and Program fields. Certain departments have specific funds that are available to them and that can only be used with specific program codes.

Please contact your Dean's Office or Division Office for questions regarding funding. UW-Madison customers may also refer See Accounting Services Coding Information for assistance.

Return to index.

7 — ChartField Error: Program Not Valid

Program Not Valid

You must enter a valid Program code as part of the funding string. Check the 1 digit Program Code to verify that it is correct.

Please contact your Dean's Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information for assistance.

Return to index.

8 — ChartField Error: Project ID Not Valid

Project ID Not Valid

This error can occur if the project ID you are using does not exist yet in the system or has been entered incorrectly.

Contact your Dean's or Director's office to determine what Project ID should be used. UW-Madison customers may also contact Research and Sponsored Programs (RSP) at 262-3822 for further assistance with Project ID issues.

Return to index.

9 — ChartField Error: Project is Inactive

Project is Inactive

The Project ID you are attempting to use is not currently active. Contact your Dean or Director's office to determine what Project ID should be used. UW-Madison customers may also contact Research and Sponsored Programs (RSP) at 262-3822 for further assistance with Project ID issues.

Return to index.

10 — ChartField Error: End Dates are Outside the Project Dates

End Dates are Outside the Project Dates

This error can occur if the project ID you are using is invalid or if the project has closed or ended and is not available. Verify that the Project ID you are entering is correct. This error can also occur if you do not enter the full 7 digit Project ID and instead enter the 4 digit Legacy Account such as HN44 instead of 144HN44. If you are still having difficulty, contact your Dean's or Director's office to determine what Project ID should be used. If you are at UW-Madison you may also contact Research and Sponsored Programs (RSP) for further assistance at 262-3822.

Return to index.

11 — ChartField Error: Payment Dates Outside the Project Dates

Payment Dates Outside Project Dates

Today's date does not fall within the specified dates of spending for the grant. Be sure that your funding is valid for the current fiscal year. You may not yet be authorized to spend from this project. Contact your Dean's or Director's office to determine what Project ID should be used. If you are at UW-Madison and you know that you should be able to spend against these funds or have been granted pre-award spending on this project, contact Research and Sponsored Programs (RSP) for further assistance at 262-3822 and ask the accountant that handles your project to make sure the dates are entered correctly to allow spending.

Return to index.

12 — ChartField Error: Today's Date (Jrnl Date) is Outside Project Dates

Today's Date is Outside Project Dates

Spending is not currently allowed on the project ID that has been entered in the funding field. Be sure that today's date is within the project dates and that your funding is valid for the current fiscal year. Otherwise, you may not yet be authorized to spend from this project. Contact your Dean's or Director's office to determine what Project ID should be used. If you are at UW-Madison only and you know that you should be able to spend against these funds or have been granted pre-award spending on this project, contact Research and Sponsored Programs (RSP) for further assistance at 262-3822 and ask the accountant that handles your project to make sure the dates are entered correctly to allow pre-award spending.

Return to index.

13 — ChartField Error: Wrong Program for the Account

Wrong Program for the Account

This error is encountered if the 1 digit SFS Program Code entered is not allowable for use with the Account specified. Only certain Program Codes can be used with certain Accounts.

Please contact your Dean's Office or Division Office for questions regarding funding. UW-Madison customers may also refer to Accounting Services Coding Information.

Return to index.

Getting Help with the Default Funding Update