Questions, Comments, or Corrections? Let us know!

Why do I have an “Invalid Code” error for this code: 01-2-06404-237?

The problem with this code is that Federal disbursements do not need the Increase Retirement Contribution Contribution (Object Code 237) broken out.   100% of the Retirement Contributions for employees paid out of a Federal Program should be recorded in the 23X series.



I just uploaded the account coding for our ESU. The report stated that I had an invalid agency code. I do know that I have used the correct ESU agency code.

The AFR system currently is set up to test school district coding only.

The AFR Upload system does not have ESU Agency IDs  or the ESU Master List activated at this point.   We anticipate this to be available in early fall.

When you uploaded your csv file, your ESU account list was compared to the District Master Code List, not the ESU Master List.

ESUs will be notified when they can upload a test file.



How do we fix the codes that are listed as “Invalid Codes” in the error message after we upload our AFR codes into the AFR Upload Test Site?

The AFR system generates a list of codes identified as “Invalid Codes” for those that will not be accepted by the AFR system.

The majority of the invalid code message are due to:

  • Inappropriate combination of fund, function codes and object codes.  Here are some common examples of inappropriate combinations:
    • Object code 630 Food should not be coded into the Special Building Fund.
    • Object Code 105 Superintendent salary (and benefits) should only appear in Disbursement Function 2320 Executive Administration.
  • Object codes that were eliminated from the original Master Code List (posted in September 2018) when the Master Code List posted in June 2019.
  • No leading “dash” for the coding string.
  • Revenue reported by school level
  • School ID Number does not match NDE Information
    • Go to NDE ADVISOR Resource Page and click on “All District and School Codes (Excel).”

Here are the steps to correct invalid codes:

  • Review each invalid code identified by looking up the function and object codes the Users’ Manual.
    • If the function and or object code(s) do not appear in the Users’ Manual, it means that this code does not exist.  You will need to find an existing code that best fits your needs.
  • Confirm the code combination exists in the 2018/19 Master Code List.
    • The Master Code List is set up with a filter at the top of both columns so you can determine whether the combination of fund/function/object code exists.
  • If the school ID appears as invalid, find your school codes, go to NDE ADVISOR Resource Page and click on “All District and School Codes (Excel)”  and find the correct code.

Once the invalid codes have been corrected in your financial software, export a new csv file and go through the steps to upload again.

If you do not see a list of “Invalid Codes,” you will be able to continue through the system to view the various reports to verify the uploaded data.



Will the AFR System “round” financial data that is being uploaded?

Yes.  All of the amounts uploaded into the AFR System will be immediately rounded to the nearest whole number.



Where do we upload our test file to assure that all of our account codes will be accepted by the AFR System?

To test your financial coding, upload your csv file at  https://afreven.education.ne.gov/uploadafrfile_Test

After uploading your csv file into this testing site, the AFR system will likely generate a list of codes identified as “Invalid Codes” for those that will not be accepted by the AFR system.

Here are the steps to correct invalid codes:

The majority of the invalid code message are due to:

  • Inappropriate combination of fund, function codes and object codes.  Here are some common examples of inappropriate combinations:
    • Object code 630 Food should not be coded into the Special Building Fund.
    • Object Code 105 Superintendent salary (and benefits) should only appear in Disbursement Function 2320 Executive Administration.
  • Object codes that were eliminated from the original Master Code List (posted in September 2018) when the Master Code List posted in June 2019.
  • No leading “dash” for the coding string.
  • Revenue reported by school level

Once the invalid codes have been corrected, go through the steps to upload again.

If you do not see a list of “Invalid Codes,” you will be able to continue through the system to view the various reports to verify the uploaded data.

If you’re still uncertain, please contact Janice Eret or Bill Biven for assistance.

 



Should the AFR flat file (csv) generated by my financial software be opened to review before uploading into AFR System?

No, this file should not be opened.  If revisions need to be made to your financial data, make those changes through your software in order to generate a new csv file to upload.

If this csv file is opened in a program such as Excel, the data will be reformatted and will not be recognized by the AFR Upload System.



I got errors on the AFR Upload. How do I resolve these errors so I can complete the upload?

There are several possible issues –

  • Corrupt File: The  AFR Flat File might be corrupt or not formatted correctly. Re-upload a new csv file from your financial software.
  • Invalid Account Codes:  An invalid account code appears in your csv upload file.
    • Compare the list generated in the error message to the 2018/19 Master Account Code list.
      • Review the Function Code and the Object Code description in the Users’ Manual
      • If the account code doesn’t not appear in the 2018/19 Master Account Code List, you will need to find a code on the 2018/19 Master Account Code List that will fit your purpose.  You also may have to contact your vendor if you are unable to make the correction.
  • Invalid Agency IDs:  District or School ID number do not match NDE’s school ID numbers.


Can we upload a separate file for the funds that are not in our financial software?

The AFR System has been programmed so that each time a file is uploaded into the AFR System, the previous file information is overwritten.  Therefore, all of the information must be contained in one file to upload.  If some of your funds are not included in your financial software,  ask your software vendor to help you enter year-end totals into the appropriate disbursement object codes and revenue codes.  Next year, you should have all of your funds brought into your financial software.



Do all of our funds’ transactions need to be included in the AFR Upload System?

Yes.  The AFR flat file (generated by your software to upload into the AFR) must include financial transactions for all district funds.  If some of your funds are not included in your financial software, ask your software provider to help you enter year-end totals in each of the appropriate revenue codes and disbursement object codes for those funds.   When the 2019/20 year begins, each transaction should be entered for all funds.