I just uploaded my csv file and the system gave me an “Error #102.” When I clicked the link for more info, a list of accounts says “-1101, -1102, -1104, etc. That’s not what my upload file has as account codes. What happened to my information?

This error message was generated because the information in the file has been corrupted.

The most common cause of this issue is due to the csv file  exported out of your financial software for uploading was likely opened (after it was created) in Excel instead of WordPad or NotePad.

If this file is opened in Excel, the account code string is read as a formula since there is a leading dash “-” in the account string.

We strongly recommend districts to not open their csv export file in order to avoid this issue.  However, districts may need to manually add some coding if one of their funds are not yet included in their financial software or to enter information into the Bonds Outstanding at the End of the Year line in either the Bond Fund or the Qualified Capital Purpose Undertaking Fund (07-2-99200-000 or 09-2-99200-000).

If you need to open up your csv file, go into either WordPad or NotePad to find your file and open it through one of those programs.  Be sure the file name has .csv at the end to ensure that the file saves as a csv.

If these steps do not resolve this issue, contact your software vendor as soon as possible.



When I do a test upload of my account codes into the test site, I get an error that says “Error 101 – Invalid Agency ID.” I am using Agency IDs that have been assigned by NDE. Why is this error appearing?

There are a several possible reasons that this error is being generated after uploading your file:

  1.  The Agency ID may be incomplete.  It should be appear in this format:  XX-XXXX-XXX   which is   “County Number” – “School Number” – “School/District Level”
  2.  The Agency ID is not correct.   If your file does not include your specific Agency ID isn’t correct for your district, it will not be recognized by the system.
  3.  An Agency ID for an Alternative, SPED, or Focus Program has been included in the AFR that was uploaded.   Since there is no membership associated with this programs, no expenditures can be reported with that Agency ID.  Expenditures for these schools/programs must be allocated back to the individual student’s originating school.


After uploading our district account code list, we are getting “Invalid Code Errors” for many of our codes. How do we figure out what codes are acceptable to be uploaded?

To see what object codes are available in all of the school district funds, view the 2018/19 Master Account Code List and using the filter function located on Row 1.

For example, to see all of the available codes in the General Fund for a specific function code (i.e. 2510 Fiscal Services), click the down arrow next to Account Code at the top of Column A,  enter 01-2-02510- into the “Search” box, and click “OK.”  All of the object codes under 2510 will appear.

To see all of the revenue codes available in the Activity Fund, enter 01-1-0 into the “Search” box and click “OK.”  All of the General Fund Revenue codes will appear.

To go back to the complete list of account codes, click the down arrow in Column A and click “Clear Filter.”



I uploaded my file and keep getting “An Invalid Error” for disbursements in my Activities Fund. I’m using 05-2-2190-610.

The problem is with the Disbursement Function Code 2190.  The only Disbursement Function Codes that available are 2900 Other Support Services and 3200 Enterprise Operations.  Use the Filter Function in the top row of the Master Code List to see what codes are available to use in each fund.



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.