Transaction Validation Business Rules

The transaction validation process checks to make sure that accounting string values (such as account, object code and sub-object code) are valid. It also ensures that the transaction has proper identifying information (such as a document number, document type and origination code indicating the system it came from) attached.

Because some systems may not be capable of providing all of the information required to post a General Ledger transaction, 'Scrubber' may assign some attributes to complete the transaction.

If necessary, 'Scrubber' can assign a fiscal year, fiscal period, and transaction date to a transaction based on the system date (which is determined by the date on which the batch process is run). It can also assign an object code type based on the object code of the transaction.

Sample of transaction validation business rules and error messages:

No

Rule

Action or ERROR MESSAGE

1

Origin code must exist in the Origin Code table.

ORIGIN CODE NOT IN THE ORIGIN TABLE

2

Document number is required.

DOCUMENT NUMBER IS REQUIRED

3

Chart code must exist in the Chart table.

CHART CODE NOT IN THE CHART TABLE

4

Chart code must be 'Active.'

CHART CODE IS NOT ACTIVE

5

Account number must exist in the Account table.

ACCOUNT NUMBER IS NOT IN THE ACCOUNT TABLE

6

If the Origin code indicates a Kuali e-doc or an institution-selected external application source, the account must be 'Open', unless the document type is 'Year-End Closing' and the balance type indicates beginning balance.

ORIGIN CODE CANNOT HAVE A CLOSED ACCOUNT

7

If a sub-account is entered, it must exist in the Sub-Account table.

SUB-ACCOUNT IS NOT IN SUB-ACCOUNT TABLE

8

If a sub-account is entered, it must be 'Active.'

SUB-ACCOUNT CODE IS NOT ACTIVE

9

Object code must exist in the Object Code table.

OBJECT CODE IS NOT IN THE OBJECT CODE TABLE

10

If a sub-object code is entered, it must exist in the Sub-Object Code table.

Action: If Sub Object Code is null/blank or if it doesn't exist in table, dashes are substituted.

11

Balance type must exist in the Balance Type table.

BALANCE TYPE CODE IS NOT IN THE BALANCE TYPE TABLE

12

Object type code must exist in the Object Type table.

OBJECT TYPE CODE IS NOT IN THE OBJECT TYPE TABLE

13

Fiscal year must exist in the Options Maintenance table.

FISCAL YEAR IS NOT IN THE OPTIONS MAINTENANCE TABLE

14

Fiscal period code must exist in the Accounting Period table

FISCAL PERIOD CODE IS NOT IN THE ACCOUNTING PERIOD TABLE

15

Fiscal period must be 'Open.'

FISCAL PERIOD IS CLOSED

16

Transaction entry sequence number must be numeric.

Action: If null/blank/non-numeric, zeroes are substituted.

17

Transaction ledger entry amount must be numeric.

LEDGER AMOUNT IS NOT NUMERIC

18

If Balance type offset generation attribute is 'Y' or 'C', then transaction ledger entry amount must be greater than or equal to zero.

NEGATIVE AMOUNT IS INVALID WHEN OFFSET GENERATION CODE=Y OR C

19

If Balance type offset generation attribute is 'N', then Transaction debit/credit code must be blank or null.

DEBIT/CREDIT CODE MUST BE SPACE

20

If Balance type offset generation attribute is not 'N', then transaction debit/credit code must be 'C' or 'D.'

DEBIT/CREDIT CODE IS NOT D OR C

21

Transaction date must exist in the University Date table.

In this case the invalid date will be replaced with the current date.

22

Document type must exist in the Document Type table.

DOCUMENT TYPE IS NOT IN THE DOCUMENT TYPE TABLE

23

If a project code is entered, it must exist in the Project Code table.

PROJECT CODE IS NOT IN THE PROJECT CODE TABLE

24

If a project code is entered, it must be 'Active.'

PROJECT CODE IS CLOSED

25

If reference document number is not blank or null, then reference document type must exist in the Document Type table.

REFERENCE DOCUMENT TYPE IS NOT IN THE DOCUMENT TYPE TABLE

26

If reference document number is not blank or null, then reference origin code must exist in the Origin Code table.

REFERENCE ORIGINATION CODE IS NOT IN THE ORIGIN CODE TABLE

27

If transaction encumbrance update code is 'R', then reference document number must not be blank or null.

REFERENCE DOCUMENT NUMBER CANNOT BE SPACE

28

If reversal date is entered, it must exist in the University Date table

REVERSAL DATE IS NOT IN THE UNIVERSITY DATE TABLE

29

If balance type encumbrance indicator is 'Y' and object type fund balance indicator is 'Y', then transaction encumbrance update code must be 'D', 'R', or 'N.'

ENCUMBRANCE UPDATE CODE IS NOT=D OR R OR N

30

If object type code is expense type and balance type code is 'Actuals' or 'Encumbrance,' then sub-fund group must exist in the Sub-Fund Group table.
(Sub-fund group is determined via account number.)

SUB-FUND GROUP IS NOT IN THE SUB-FUND GROUP TABLE

More:

Continuation Account for Expired Account