USAS User’s Manual –
Chapter 8 – Error Correction (continued)
Errors Detected During Payment Processing
About these Errors
Errors Detected During Payment Processing edits will approve or disallow a payment. This is the second run of funding edits. The first run of funding edits, which determine if a transaction posts, occurs during Batch IEU processing. Cash, accrual, and encumbrance funding edits may be set to a fatal or a warning status. During payment processing, cash funding errors are fatal.
Note: Fund cash must be available during Batch IEU for payroll transactions, but for other transactions, cash need not be available until payment processing.
Error Detection Reports
The DAFR3631 Fund Control Errors Occurring During Payment Processing Report is a daily control report which lists posted transactions lacking either sufficient fund cash or appropriation authority to generate a payment. The DAFR3631 displays errors for the following:
- Document agency
- Current document number
- Fiscal year and appropriation year
- Vendor number
- Appropriation number, appropriated fund, fund
- Organization code, program code, LBB object
- Amount, number of transactions, error messages
See subsequent page in this chapter for an example of the DAFR3631.
Note: The DAFR3631 is a document level report.
Special Note: Payroll transactions will not appear on the DAFR3631 because cash funding is a fatal error for payroll transactions during Batch IEU processing.
The DAFR3601 Transactions Cancelled For Negative Balances Report lists posted payment transactions unable to generate payments because the payment amount indicated is negative. A negative payment amount is usually caused by payment reversals and credit memos not combined with other payments to produce a positive payment amount.
The DAFR3601 displays:
- Document ID
- Vendor number, name, address
- Pay in full document indicator
- Number of transactions with errors
See subsequent page in this chapter for an example of the DAFR3601.
The DAFR3521 Payment Error Comparison Processing Report lists manual warrants with errors and vendors not paid due to transaction errors. The DAFR3521 also displays full payment documents not paid due to transaction errors. The elements on the report are Edit Mode 3 errors or transactions with future due dates. One transaction with an error will prevent payment on a ‘pay in full’ document. A document made up of transactions to one vendor will not be processed if one transaction contains an error.
The DAFR3521 lists errors by:
- Agency Number · Document Number
- Fiscal Year
- Vendor
See subsequent page in this chapter for an example of the DAFR3521.
Error Correction
Access to transactions on the DAFR3631 Fund Control Errors Occurring During Payment Processing Report through a transaction entry screen is not permitted because the transactions have been posted and approved. To correct errors on the DAFR3631, an agency must add fund cash, add budget authority, or have the transactions deleted by the Comptroller’s office. Transactions must be re-entered by the agency after deletion.
Transactions on the DAFR3601 Transactions Cancelled for Negative Balances Report are also posted and not available for online correction. To correct transactions on the DAFR3601, an agency must enter offsetting transactions or have the transactions deleted by the Comptroller's office. Transactions must be re-entered after deletion.
Documents on the DAFR3521 Payment Error Comparison Processing Report are available for online correction.
The DAFR3751 ITV Recurring Transaction Error Report lists RTI processing exceptions when generating the transfer document. This report goes to the selling agency.