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FIRMS Edit Errors

Learn about the types of errors in the FIRMS system, such as valid values and business rule discrepancies, with examples and resolution steps provided. Explore different error correction options and resources available for fixing issues efficiently.

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FIRMS Edit Errors

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  1. FIRMS Edit Errors Sherry Pickering, Chancellor’s Office

  2. Types of Error Messages • There are four types of edits: • Valid values • Business Rules - Accounting • Business Rules - Budget • Comparison Errors

  3. Valid Values Error • Very Rare • CO Maintained • Example would be an invalid Program Code • To Fix • Call CO – John Kochumman (562) 951-4622 • Re-Run Attribute Build • Re-Extract

  4. Chancellor’s Office FIRMS Reporting Elements

  5. Business Rules - Accounting • These rules check that data complies to standard business practice and combination edits • Examples • Reimbursed Activity Program Code 1100 must = 0 • Scholarship and fellowship program code can only use financial aid object codes • FTE can only be on salary and wages object codes

  6. Business Rules - Budget • These rules check that data complies to standard business practice • Examples • Reported current budget for GF appropriations must be equal to budget allocations reported on Systemwide Allocation Control Report • Total amount for SUG must be equal to or greater than the systemwide budget allocations

  7. Comparison Errors • Most comparisons involve campus data only – Due To/From, Transfers In/Out, A/R and Reimbursed Activity • Comparisons using a central validation table include: Fund Balance Clearing, Equity and Budget Validation

  8. Chancellor’s Office FIRMS Validation Edits • http://www.calstate.edu/CIM/financialAssets/firms/validation_rules.pdf

  9. FIRMS Error Examples Combination Error Business Rule Comparison Error

  10. CSU_FIRMS_FILE & FIRMS Edit Error • In addition to researching errors using the CSU_FNAT and CSU_AAT tables, CSU_FIRMS_FILE custom table has been added to help error clean-up • With CSU_FIRMS_FILE – Local values for Fund, Account and Department are returned using the extract line number

  11. CSU_FIRMS_FILE & FIRMS Edit Error

  12. CSU_FIRMS_FILE & FIRMS Edit Error

  13. CSU_FIRMS_FILE & FIRMS Edit Error

  14. Error options • Accrue in XXCSU – reversing next period • Process in XXCMP in next period • Underive XXCSU • Process in XXCMP in Current Period • Re-derive • If program code only • Process correcting journal in XXCSU Only • Correct Derivation rule in error for next time

  15. What are the options for correcting? • Depending on error • If a monthly “check” fix in XXCMP in the subsequent month. • If a submission month make determination based upon type of error • Ex. If the A/R Reserve account is more than the actual A/R account fix in XXCSU as a reversal entry and then fix in XXCMP the subsequent month.

  16. What are the options for correcting? • A decision to reopen the BU is a decision made by the Financial Managers based upon the severity of the problem and how it will effect the campus reporting. • Ex. Missed subsystem feed, re-open month even though it wasn’t a submission month

  17. What are the options for correcting? • At year end the production environment is cloned • Check errors in the clone • Once clean we close the BU and submit • Any errors after this point the business unit would be opened to make corrections

  18. Resources FIS 8.4 CDIP BPP – Month & Year-End Procedures FUG 2004-05 Year-End FIRMS Derivation Presentation FIS 8.4 CDIP BPP – FIRMS/GAAP Submission FIRMS Data Submission Procedure FUG Training Feb 27 – 28, 2006

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