Error - Equipment Code Entered is Not Available For Use

If a retired equipment code is entered, this message displays. This error message disallows further data entry.

1. To change the equipment's status, click Equipment Control > Maintenance > Equipment to open the Equipment File Maintenance screen.
2. In the Status field, enter a different status code, or press F4 or double-click in this field to select from a list of valid equipment status codes.

Error - G/L Account Code Entered Is Not Available For Use

Error - Job Entered Has A Completed Status

Error - Phase Code Entered Is Not Available For Use

Error - Payroll Update to General Ledger is Not Complete

When errors are detected and you do not have access to the G/L Error Correction Screen, Spectrum will provide a warning box that states "Errors exist in the Payroll G/L summary file. You are not authorized to make corrections. Please review the Payroll G/L Report for details and contact your supervisor for assistance. All errors must be corrected before the update can be completed."

Even though you may not have security to make the corrections, the following procedure will assist you in locating the errors in the file.

1. Click OK to close the warning message box and return to the Payroll Payment Processing screen.

2. Click the Payroll Update button.

3. On the Payroll G/L Summary Report starting screen, select the Detail report version.

4. Click the Preview button. All errors in the file will have the word ERROR at the start of the line. Use the search function to locate the errors.

5. In the search box, type the word ERROR and press F4 or double-click on this field to open the search window.

   Note: If you press Enter after entering the search text, the preview window will automatically minimize.

6. Print only the screen(s) with errors on them.

7. Review the errors and contact you supervisor. Your supervisor will want to make these corrections.

8. Once the corrections have been made, go back to Payroll > Data Entry > Payment Processing and click the Payroll Update button.

9. If no more errors are found, the cycle will complete the update.

Error - Operator or routing code is invalid...

When the user or routing code is not found Spectrum will provide a warning box that states "Error – Operator or routing code is invalid. The invoice is now assigned to your invoice approval queue. Click the Distribution button then use the routing sub-window in Invoice Approval to edit the routing list."

This error indicates that either the user is no longer active or that the routing code has been deleted from Spectrum. Any invoices associated with this invalid user or routing code will be transferred to Invoice Approval under your operator code.

1. Click OK on this message and continue updating the pay cycle.

2. Navigate to Accounts Payable > Data Entry > Invoice Entry.

3. Call up your approval queue.

4. Identify the invoices from the pay cycle by resorting the screen on invoice number. Remember that invoices created from payroll will start with PR.

5. Highlight the invoice and click the Distribution button.

6. Next, click the Routing button.

7. Enter the correct information in the Current Invoice Approval Routing window.

8. Click OK twice to save your changes.

Error - Payroll Update - Create A/P Invoices Error Correction Screen

Invoices will be created for the following deductions in the Accounts Payable Invoice Approval screen. A routing code must be entered for each invoice before the update can be completed.

This screen will appear when a deduction to be sent to Accounts Payable exists without a routing code. This can happen if a deduction code was setup without a routing code prior to implementing Invoice Approval and there is no default routing code entered on the Accounts Payable Installation screen.

1. Enter the correct routing code that you want to assign to all detail lines with a blank routing code. Press F4 to view a list of valid routing codes.

2. When complete, click OK to continue updating the pay cycle.

Error - No Changes to Auto Deposit Status Until New Cycle is Set

If you attempt to change the status of an auto deposit setting during payroll processing, this message displays. This error message disallows further data entry.

The Employees > Properties > Auto Deposit window prevents changes to an employee's auto deposit status during certain portions of the payroll cycle. An employee's auto deposit status may still be changed up until checks are calculated, but after that no changes will be permitted until the cycle is cleared or the cycle is returned to Time Card Entry. This provides important protection to ensure that an employee does not receive a check while being included in the auto deposit file.

Error - Errors exist in the Payroll G/L summary file

When errors are detected and you do not have access to the G/L Error Correction screen, Spectrum® will provide the following warning box. "Errors exist in the Payroll G/L summary file. You are not authorized to make corrections. Please review the Payroll G/L Report for details and contact your supervisor for assistance. All errors must be corrected before the update can be completed."

Even though you may not have security to make the corrections, the following procedure will assist you in locating the errors in the file.

1. In the Payroll Update to General Ledger is not complete window, click OK to open the Payment Processing screen.
2. Click the Payroll Update button.
3. On the G/L Summary Report screen, select the Detail report option.
4. Click the Preview button. In the previewed report, all errors in the file will have the word Error at the beginning of the line.
5. In the search field on the main toolbar (the white box next to the binoculars), type the word Error and click the binoculars icon to track down the file errors.
   Note: If you press Enter after typing the search text, the Preview window will automatically minimize.
6. Print only the screen(s) that contain errors.
7. Review the errors and contact you supervisor. Your supervisor will want to make these corrections.
8. Once the corrections have been made, return to Payroll > Data Entry > Payment > Processing and click the Update Payroll button. If no additional errors are found, the cycle will complete the update.

Error - This Check Number Has Already Been Used and Updated

This error message displays when you click the Preview or Print buttons in the Print Checks screen and the check run includes a check number that has been used elsewhere in the software.