Vendor group error messages

When you update and reconcile transactions in a group, invoices with errors are not processed into live transactions. You might encounter some of these status and error messages during update and reconciliation.

Status messages

If trade invoice and purchase order amounts are out of tolerance, the vendor files are updated and the invoice is placed on hold since reconciliation did not occur. The invoice remains in the group with one of these status message noted:

  • *05 APET Inv Not Found. Contact Support***
  • *10 Group Update Error***
  • *15 Reconciliation Error. PO Closed, Cancelled, or Not Found.***
  • *20 Reconciliation Errors. Manually Review***
  • *50 Reconciliation Error. PO Stage Not Received***

To access detailed error information , select the line with the status message and then click View Errors.

Group entry, invoice entry, additional information

Message # Error Message Reason for Error
  ***Invalid*** An invalid vendor number was specified.
1119 Operator Security Prohibits Posting Credits The Do Not Allow User to Post Credits option in SA Operator Setup is selected, and you selected either Misc Credit or Credit Memo.
2100 Required Entry You have not selected a group to process.
2100 Required Entry You must specify an invoice number if it is not manual payment or rebate, or if it is a manual payment and the new invoice option is selected.
2100 Required Entry You must specify a vendor number,
2100 Required Entry You have not specified values in these fields when you created a manual address: Name, Address, City, State, and Zip
2100 Required Entry If processing a manual payment, you did not selected a bank or specify a check number.
3112 Must Not Be Equal 0 Invoice Amount = 0
4305 Bank not setup in check reconciliation - CRSB When processing manual payments, the bank number you selected cannot be found.
5345 Discount Amount Cannot Be Greater Than Apply Amount or Negative When processing a manual transaction, the discount amount is less than zero or greater than the payment amount.
5359 Vendor Not Active The vendor number that you specified has a status of inactive.
5409 Invoice Already Exists In A Batch The invoice exists in character AP batch.
5472 Invoice Already Exists in APEI Group The invoice number already exists in this group or another Vendor Invoice Center Entry group.
5503 AP Invoice is in Use by Another User xxx The invoice is locked by another user. xxx is replaced by initials of the operator who has locked the invoice.
6633 Cannot Add/Change Exp Addon To Invoice in Update Stg – Post To GL Dist The invoice is in update stage. You must manually post the GL entry for the addon.
8074 A change is in process. Do you want to cancel this change? When entering a transaction in one window in Vendor Invoice Center Entry, you attempted to access a different window in Vendor Invoice Center Entry.
8639 Warning: Inactive Transaction With That Number Exists The invoice number exists in accounts payable with an inactive status.
8689 Warning: Active Invoice Already Exists The invoice number already exists in accounts payable with an active status.

Manual payment

Message # Error Message Reason for Error
5356 Must Be Less Than or Equal to Sch. Payment Amount And Not Less Than Zero The amount is less than zero or greater than the scheduled payment amount.
5446 Must Be Less Than or Equal to Eligible Discount The discount is less than zero or greater than the accounts payable transaction discount amount.
5483 Invoice Payment Schedule Not Found You entered an invoice with no scheduled payment records.
5484 Invoice Already Paid On This Check Number The invoice has already been selected to be paid on this check.

Terms and split terms

Message # Error Message Reason for Error
2100 Required Field You must specify a Due Date.
2100 Required Field You must specify a Discount Date if you specified a Discount Amount.
3100 Must Be > 0 The number of payments must be greater than zero.
3100 Must Be >0 The payment days must be greater than zero.
5345 Discount cannot be greater than sched pay amount or negative The discount amount is negative or is greater than the schedule pay amount.
5350 Payment amount > invoice amount Schedule payment amount is greater than the invoice amount.
5394 Discount Date cannot be before invoice date The discount date is less than the invoice date.
5396 Due Date cannot be before invoice date The due date is less than the invoice date.
5482 Split Payment Not Allowed on Misc Credit Only one scheduled payment record is allowed for Misc Credit transactions.
5784 Sched Pay amount < 0 The schedule payment amount that you specified is less than or equal to zero.

Final update - update process that creates live invoice transactions

Message # Error Message Reason for Error
1017 <group> Invoice Group Is For Module <modulename> The group name is used by another module, such as GL or Customer.
1185 <group> Reserved For <user> This group can only be used for the user specified in Vendor Invoice Group Entry.
2002 Invalid Period Invalid accounting period was specified.
4007 Division # Not Set Up in System Table The division number that you specified is not set up in SA Table Code Value Setup.
4031 Terms Type Not Set Up in System Table The terms type that you specified is not set up in SA Table Code Value Setup.
4300 Account Code Not Set Up in the Chart of Accounts The account code is not set up in GL Account Setup.
4301 Vendor Number Not Set Up in Vendor Setup – APSVR The vendor number on the invoice is not set up in Vendor Setup
4305 Bank Not Set Up in Check Reconciliation – CRSB The bank that is assigned to the manual payment is not defined in CR Bank Setup.
4311 General Ledger Suspense Accounts Not Found – GLSA The General Ledger Suspense account does not exist in GL Account Setup.
4345 <group> Invoice Group Not Found The invoice group name does not exist in Vendor Invoice Group Entry.
4346 <group> Invoice Group In Use By <user> This group is currently being accessed by another user.
5011 No Journal Open A journal must be opened to process update.
5341 Active Invoice # Already Exists Duplicate Invoice # exists in Vendor Transaction Entry.
5349 Cannot Split an Immediate Pay Invoice The invoice cannot be split.
5352 Cannot Dispute an Immediate Pay Item The transaction cannot be disputed.
5353 Taxes Must Be Less Than Invoice Amount The tax amount is greater than the invoice amount.
5359 Vendor Not Active The vendor number on the invoice is inactive.
5361 Bank Not Active The bank that is assigned to the manual payment is inactive.
5373 Check Number Not Valid or Already in Use The check number must be changed.
5391 Cannot Post, All 999 Misc Credits Are in Use The maximum number of miscellaneous credits already exist.
5485 No Active, Non-Suspended Transactions Exist Selection To Be Processed The selected set does not contain active, non-suspended transactions to be processed.
5486 <group name> Invoice Group was posted in the past 30 days. In the case of recurring payables, this indicates that this group was posted in the past 30 days.
5487 Invoice is Suspended A suspended invoice cannot be processed.
5488 Maximum Recurring Postings Have Been Reached The group was posted the maximum number of times for the recurring group.
5489 Invoice Amount Cannot Be Negative The invoice amount must be 0 or greater .
5490 Amount Cannot Be Zero for an Expense Invoice The invoice amount must be greater than 0..
5491 Scheduled Payments Not = Invoice Amount When you split a payment, the total amount of the new payments must equal the amount of the original payment.
5492 Scheduled Payments Not = Invoice Discount When you split a payment, the total discount of the new payments must equal the discount on the original payment.
5493 Capitalized Addon Records Are Not Allowed You are trying to capitalize an addon when your options do not allow capitalized addons.
5494 Expensed Addon Records Are Not Allowed You are trying to expense an addon when your options do not allow expense addons.
5495 Add-On/PO Discount Records Are Not Allowed  
5496 PO Discount Records Are Not Allowed  
5497 PO Allocation Records Are Not Allowed  
5498 G/L Distribution Out Of Balance  
5499 Recurring Manual Checks can only be for New Invoices  
5952 Cannot Process, Invalid Transaction Type  
7015 Cannot Process, Invalid Processing Type  
  PO Not found An invoice was entered for a purchase order that does not exist.

Reconciliation error processing by exception

The Final Update and Reconciliation process updates an Error Log file with all errors for a particular invoice. You can view the errors in the grid in Vendor Invoice Center Entry. There are two types of errors: update errors and reconciliation errors. Because an invoice with update errors cannot enter the reconciliation process, invoices with update errors cannot have reconciliation errors.