I’m going to go out on a limb here and assume most of you have received at least one warning message when attempting to save your Requisition in PS… true?
Let’s cease the confusion and wonderment, and decipher some of these warning messages here and now!
Ever had this one?:
“Warning: Invalid chartfields combination on line number:1, schedule number:1, distribution line number:1…” etc.
This message pops up when you don’t have enough chartfield (account) information on one of the (or the only) line level distribution(s). You will want to review the line level distributions and ensure you fill in the blank fields. Could be happening because you forgot to click override in the Requisition Defaults section, or utilize the Req Defaults section all together!
What about this foreign-language message?:
“Ship-from Country is Required…” etc.
This one used to puzzle me, up until recently! Two reasons you might get this message: 1) The vendor location code (the vendor address) is missing from a field. This really shouldn’t happen too often, as this code is supposed to default into the appropriate fields once you select the vendor. If you get this warning message you’ll want to navigate to the “vendor information” tab at the line level of the Req main page, and ensure every product line (if multiples) has a vendor location code. If one doesn’t, you’ll want to fill it in. 2) Something’s missing from the vendor profile - let me know the vendor details, and I’ll review the profile for the missing link.
How about this friendly pop-up?:
“Requisition message for line number 1: Requisition amount is >= $10,000, ensure 3 quotes are attached….” etc.
This one is actually a fairly friendly message. We thought it might be helpful to have this pop up whenever you’re submitting a Purchase Requisition with a line amount >$10,000… just to remind you to attach competitive quotes you may have obtained, or the Sole Source form you’ve possibly spent time completing. You can still submit the Req w/o these documents, there just might be a delay in your PO approval once the Buyers review the order.
You might see this guy:
“Requestor Item required…” etc.
There’s more to this message, but the specifics escape me at the moment. If you see a similar message appear, it can be deciphered as the system thinks you should enter an Item ID.
At Queen’s we’re not actually using the Item function in PS, so there’s no need to enter a number here. You want to actually customize your Requisition main page to hide that ITEM field, so you’re not tempted to enter something in (even if the vendor has quoted you a specific Item ID - we are just utilizing the Description field on the Requisition main page, so this is where you should enter in all your product/service information).
Click on the yellow “Customize” link found in the dark blue line above the Req line level - find Item on the list of functions to customize, select it, then click “Hidden” in the middle of the screen. Scroll down and find that OK button - click it!
Once back on the Req main page, you’ll notice that the pesky Item field is now hidden. This will be the only time you have to customize this, as your updates will be saved for every future Req you submit.
I’ve seen this next message several times:
“Page inconsistent with database…” etc.
If you’re attempting to make a change to your Req, or even just save it for the first time and you do so right over a new hour change (ie. 10am, 11am, 12pm - etc.), the system might be trying to work with your Req as well. You’ll get the above hefty message if this is the case.
Just ensure you wait a few minutes if you have any updating/saving to do on your Requisition and are approaching a new hour.
Trying to make a change to an existing Open Requisition?:
“The Accounting Date xxx is not open. The open period for QUNIV is from xxx to xxx”.
Sounds like you’ve had your Req on hold for a while! Long enough to pass through into a new accounting period in PeopleSoft. You’ll need to update the Accounting Date to be current (usually just choosing the current date is sufficient), in order for your Requisition to budget check the right period.
These are the major ones I’ve run into… If more happen to haunt my dreams, I won’t keep them to myself!
As always, let me know if you have questions on any of the above information.