SubAward Error Message Guide

Error Message Received What Does This Error Mean? How to Correct the Error
Award Contract is closed or on hold Award or SubK GR line associated with the supplier contract or supplier invoice is closed or on hold. Confirm
  • it is the correct COA AND
  • The transaction should be posted during that period

If both are correct, contact the SPFA accountant to determine if the Award or SubK GR line end date should be adjusted.

Inactive Grant cannot be charged SubK GR line is inactive Confirm
  • it is the correct COA AND
  • The transaction should be posted during that period

If both are correct, contact the SPFA accountant to determine if the Award or SubK GR line end date should be adjusted.

Fund must be sponsored when only a Grant is used When COA only includes Grants and no YD or Gift Segments, then the FUND must be a sponsored Fund Sponsored Funds are FD02, FD28 or FD29
Invoice date is outside of award line date Invoice date is outside of the Award line date Confirm invoice is appropriate for that period. If yes, the budget date on the invoice can be adjusted. Please see training guide: Invoice Date Outside of Grant Dates
Fund must be non-sponsored when split between Grant COA and YD or Gift When charging includes a Grant COA and either a YD or Gift on an additional line, FUND must be a Non-Sponsored line Fund cannot be FD02, FD28 or FD29
Spend is not allowed for this grant Grant was not setup to accept this Spend Category Contact SPFA to determine if this is an Award Set up error.
Supplier invoice current date is after award line end date Transaction was not approved before the Supplier Contract end date to process expenses to a grant/award Confirm
  • it is the correct COA AND
  • The transaction should be posted during that period

If both are correct, contact the SPFA accountant to determine if the Award or SubK GR line end date should be adjusted.

Invoice amount is greater than the balance amount remaining on the supplier contract (Supplier Invoice Event) The invoice is for more money than what remains on the Supplier Contract and a Supplier Contract cannot be overdrawn. Confirm
  • it is the correct COA AND
  • the PI approves paying the overage

If both are correct, submit a ticket to the FSC requesting the invoice be unmatched and money be added to the supplier contract.

Supplier Contract required when using SC217 If SC217 is used, a Supplier Contract must be matched so that it can be charged accordingly. The Supplier Contract must be provided when using SC217.
Confirm
  • it is the correct Spend Category AND
  • the amounts are correct

Supplier Contract (CON-xxxxxxxx) is included on the Subaward agreement. If still unsure of Supplier Contract number, contact the OSP Subaward Manager. If an unmatch or rematch is required, contact AP via sharedservices@yale.edu.

Supplier Invoice Worktags must match the associated Supplier Contract Worktags The COA (charging instructions) on the invoice do not match the COA on the Supplier Contract. If you receive this error, the Supplier Invoice COA values are different from the Supplier Contract; this invoice is matched too. If the COA on the Supplier Contract is incorrect, please contact the OSP Subaward Manager. If an unmatch or rematch is required, contact AP via sharedservices@yale.edu
Errors only seen by AP
Award Line lifecycle is closed Award or award line associated with the supplier contract or supplier invoice is closed or on hold. If you receive this error, the Supplier Invoice must be matched to the Supplier Contract. If it cannot be matched to the Supplier Contract, use the generic COA and route to department for review.
Supplier invoice Created on Date is after the award Line end date Invoices charged to a grant cannot be created after the “Award line end date” AP will put on default COA and in comments and include error message; send to DBO asking for correct charging instructions. DBO should confirm the correct COA and the transaction should be posted during that period and return to AP. AP will then match the invoice and return to DBO for processing.
Supplier Contract must be specified for Subaward related adjustments If processing a credit using SC217, the Supplier Contract must be included in the header of the Supplier Invoice Adjustment. If you receive this error, the Supplier Invoice Adjustment must be matched to the Supplier Contract to the transaction header.
If it cannot be matched to the Supplier Contract, AP will put on default COA and in comments and include error message; send to DBO asking for correct charging instructions.
DBO should confirm the correct COA and the transaction should be posted during that period and return to AP. AP will then match the invoice and return to DBO for processing.