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1. Introduction
This guide addresses the various error messages that can occur when submitting invoices from SCView to USAS. Understanding these error codes and their solutions is essential for maintaining smooth invoice processing workflows. This FAQ provides explanations for common submission failures and step-by-step solutions to resolve each issue, helping you quickly identify problems and take appropriate corrective action to ensure successful invoice processing.
2. FAQ
Q: What does "Submission Failed: Invoice for PO already on file" mean?
A: The invoice number has already been used for this specific PO. You will need to confirm in USAS web if the invoice already exists. If the invoice was already entered, you are attempting to put in a duplicate and can remove the invoice from workflow. If the invoice is different than what is on file, you can use a different invoice number or add additional characters to allow the invoice to submit.
Q: What does "Submission Failed: Invoice error, purchase order item is completely filled" mean?
A: USAS is reporting back that one of the lines you are attempting to post against has already been marked as full, regardless of the remaining encumbrance. If you are trying to submit a line with $0 but it still has a status and it is against a line that was marked as full, the invoice will fail. Lines being submitted must go against a line that is either new or partial. A line that was previously marked as full can only be made partial or new again by deleting the invoice that is causing the line to be read as full. If a check has already posted against the invoice, you will need to contact your ITC to make changes or post against a different line.
Q: What does "Submission Failed: Vendor number ###### is a Multi-Vendor and may not be used to post invoices or checks" mean?
A: When the invoice was posted to USAS, the vendor number index was not updated from the original multi-vendor value. Update the vendor number index to reflect the vendor number being paid and resubmit.
Q: What does "Submission Failed: Invoice date not in proper range or is invalid" mean?
A: The invoice date was typed incorrectly and/or is outside of the current fiscal year. Update the invoice date index to reflect a valid date and resubmit.
Q: What does "Submission Failed: Vendor number cannot be different from vendor on PO file!" mean?
A: The PO in USAS has a different vendor number than what is indexed in SCView. Make sure the vendor on file in USAS matches the vendor number in SCView and resubmit. On the invoice confirmation screen, make sure the vendor number does not revert back to the incorrect vendor number from old indexes/invoices before submitting.
Q: What does "Submission Failed: Invalid invoice status, must be 'P', 'F' or 'C'" mean?
A: One or more invoice lines were submitted with an amount greater than 0 without a status. Each line being submitted must have a status of partial, full, or cancel. Edit the lower lines on the invoice confirmation screen prior to confirming submission.
Q: What does "Submission Failed: Vendor number ###### not on file" mean?
A: The vendor being submitted against is no longer a valid vendor or has been moved to an inactive status. Verify in USAS and then resubmit once the vendor has been restored as a valid vendor.
Q: What does "Submission Failed: org.exolab.castor.xml.MarshalException:" mean?
A: This is a USAS code error. Please contact SC Support or reach out to your ITC for assistance.
Q: What does "Submission Failed: Unexpected response. Invoice element not returned" mean?
A: The lower line items for an invoice were not available to be read by the system. This usually occurs when an invoice enters the system outside of SCScan. To remedy this, the invoice can either be re-scanned and indexed, or the SYNC button can be used next to the lower line items to pull them in. Once the lower line items exist, they must be edited on the invoice confirmation screen.
Q: What does "Submission failed: PO Item(s)# X are not invoiceable!" mean?
A: The line referenced is marked Full in USAS, preventing the line from posting.
Q: What does "Submission failed: Error: Invoice XXXX with date XX/XX/XXXX cannot contain full invoice items with a date prior to any partial invoice item dates for all associated Invoices from Rule 'Require full invoice items to be after partials'" mean?
A: An invoice line has a full date before a partial date. USAS does not allow lines to be marked Partial after a line has been marked Full.
Q: What does "Invoice.postingPeriod: may not be null (Value: 'null')" mean?
A: The Invoice Date is not within the current open month. Please change the date to be within the Current and Open month in USAS.
Q: What does "Submission Failed: java.lang.NullPointerException" mean?
A: The line items are not synced with USAS. Please Sync the invoice.
Q: What does "Submission Failed: Contact Support" or "Submission Failed:" mean?
A: Please contact the SC Support team.
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