Common BFS1 Errors and How to Resolve Them

If you are a Change Order Preparer in BearBUY, please use this web page as a guide when resolving BFS1 errors. Notifications from bfs1@berkeley.edu are sent out after conducting PO change orders incorrectly.

If you need further assistance with interpreting and resolving your BFS1 errors, please email bearbuyhelp@berkeley.edu.

Address Related

Error Meaning Resolution

Error changing value. {UC_PO_EXPRESS_CI.PO_LINE(1).PO_LINE_SHIP(1).PO_LINE_DISTRIB(1).LOCATION} (91,34)

 Invalid Final Destination Code. It was entered wrong.
  1. Search for the building or room number to locate the Final Destination Code.
    1. If found, update Final Destination Code accordingly.
    2. If not found, delete whatever was entered.
  2. Finalize and dispatch PO to BFS.

1. Invalid Ship-to code (xxxxxxxxxx) for PO = BB0xxxxxxx (25000,162)

OR

2. Error changing value. {UC_PO_EXPRESS_CI.PO_LINE(1).PO_LINE_SHIP(1).SHIPTO_ID} (91,34) Error changing value. {UC_PO_EXPRESS_CI.PO_LINE(1).PO_LINE_SHIP(1).SHIPTO_ID} (91,34)

 Invalid Ship-To Address Code. It was entered wrong.
  1. Search for the building or room number to update Ship-To Address Code accordingly.
  2. Finalize and dispatch PO to BFS.

Chartstring Related

Error Meaning Resolution
Error changing value:

{UC_PO_EXPRESS_CI.PO_LINE(1).PO_LINE_SHIP(1).PO_LINE_DISTRIB(2).CHARTFIELD1} (91,34)		 The new chartfield has an effective date AFTER the PO date in BearBUY. In this example, the new CF1 had an effective date after the PO date in BearBUY.

The new chartfield could be either the Account Code, Dept ID, Fund Code, CF1 or CF2.
  1. Look up the PO in BearBUY and click on the History tab to see what chartfield was recently updated.
  2. Look up the new chartfield in BFS to see the effective date.
  3. Send an email to bearbuyhelp@berkeley.edu with the following information: 
    1. PO Number and PO date (from BearBUY) New chartfield and effective date (from BFS).
    2. Request to update the PO date in BFS to after the effective date of the new chartfield. 
  4. Once the PO date in BFS has been updated, you will receive an email from ServiceNow stating that the changes in the PO has been successfully dispatched from BearBUY to BFS.
A Distribution was changed (chartfields) but has been vouchered. PO/Line = BB0xxxxxxx/1. Cannot be updated. (25000,190) The chartstring was changed, either the header or line level, AFTER the PO or PO line has been vouchered. The line number is indicated after the dash.
  1. Change the chartfield(s), either at the header or line level, back to original chartstring to match paid vouchers.
  2. Finalize and dispatch PO to BFS.
Correct ChartFields Combination on Line Number: 2 Schedule Number: 1 Distribution Line Number: 2 for Chartfields: FUND_CODE/ PROJECT_ID/ ACCOUNT in Group: REQ_CG_PC1. (10208,66) The fund involved is a Contracts & Grant (C&G) Fund. The chartstring is not on the Crosswalk/Mapping Table.
  1. The RA must submit a zero budget upload to get the chartstring with the C&G Fund in the Crosswalk/Mapping Table.
  2. After you receive confirmation from the RA that the chartstring is in the Crosswalk/Mapping Table, finalize and dispatch PO to BFS.
Amount vouchered against Distrib line > the PO Distrib Merch amt. (25000,174) The COA split, either in the header or line level, in BearBUY does not match the COA split in BFS.
  1. Search the PO in BearBUY.
  2. Search the PO in BFS.
  3. Match the COA split in the PO line in BFS to that in the PO line in BearBUY.
  4. Finalize and dispatch PO to BFS.
Error on line 2. Amount on schedule 1 (xxx.xx), not equal to the sum of distributions (xxx.xx). (10200,103) The COA was split by amount. The amount in each split does not add up to the total amount in the PO. The line number is indicated after the dash.
  1. Change the COA split, either in the header or line level, from "By Amount" to "By %".
  2. Finalize and dispatch PO to BFS.
Amount vouchered against Distrib line > the PO Distrib Merch amt. Distrib-amt=xxxx.xx, Vouchered=xxxx.xx (25000,174)
  1. The vouchered amount is more than the PO line.
    OR
  2. The COA split, either at the header or line level, in the PO does not matched the COA split in the PO in BFS.
  1. Update the amount in the PO line to match the vouchered amount in the Invoice tab. 
    OR
  2. Update the COA split at the line to match the COA split amount at the line in the PO in BFS.
  3. Finalize and dispatch PO to BFS.
Distribution lines for PO line 1 have duplicate chartfields. (25000,232)

There was a duplicate chartstring split either at the header or line level.
The line number is indicated in the error message itself. In the error example to the left, the line indicated in the error message is line 1.
  1. Search the PO in BearBUY.
  2. Remove the duplicate chartstring (header or line level).
  3. Finalize and dispatch PO to BFS.

Line Related

Error Meaning Resolution
The line has a cancelled status in PS. Cannot be reopened. PO/line = BB0xxxxxxx/1 (25000,200) Line was cancelled in the PO before the PO was successfully dispatched to BFS. Meaning, the line does not exist in the PO in BFS. The line number is indicated after the forward slash (/).
  1. Uncancel line in PO in BearBUY.
  2. Finalize PO to dispatch from BeatBUY to BFS.
  3. Wait 45 minutes to make sure the uncancelled line in the PO is in BFS.
  4. Re-cancel line in PO in BearBUY.
  5. Re-finalize PO to dispatch from BearBUY to BFS.
  6. Check BFS to make sure cancelled line in PO in BearBUY is also cancelled in BFS.
  7. Finalize and dispatch PO to BFS.
Quantity or Amount is required. (10200,207)
OR
No charge item cannot be distributed by Amount on line 2, schedule 1 (10200,458)		 One of the lines in the PO is $0.00. BFS will not accept a zero dollar amount on PO lines.
  1. Update amount in the line to $1.00. 
    Note: $1.00 is more divisible than $0.01 if there are multiples chartstrings.
  2. Finalize and dispatch PO to BFS.
Cannot reduce PO Quantity below Vouchered Quantity (2) on line 1, sched 1. (10200,563) Quantity in the form was reduced below the numbers of vouchers against a certain line.
  1. Update the quantity in the line to match the number in the parenthesis.
  2. Finalize and dispatch PO to BFS.
Changes related to Taxes are not allowed in the SUT page. (10200,860)
Error changing value. {UC_PO_EXPRESS_CI.PO_LINE(1).PO_LINE_SHIP(1).SUT_APPLICABILITY} (91,34)
OR
Cannot select tax exempt flag when PO is vouchered with (xxx.xx) tax applicable on line 1, sched 1. (10200,644)		 The tax flag was changed on a line in a PO. Meaning if the line was marked taxable, it was changed to un-taxable and vice versa.
  1. Change the tax flag back to original tax status by either checking or unchecking the taxable box.
  2. Finalize and dispatch PO to BFS.
Errors in Buyer Id for PO = BB0xxxxxxx (25000,154) Buyer is no longer active in BearBUY.
  1. Update Buyer's information
  2. Finalize and dispatch PO to BFS.
The Amt-only flag has changed for PO/Line = BB0xxxxxxx/00001. Please do this change manually. (25000,231)

The quantity in the line in a PO was increased from 1 to a number greater than 1. 

Note: When the quantity in the form is 1, it turns the PO into an amount only PO.
  1. Reduce the quantity in the line back to 1.
  2. Finalize and dispatch PO to BFS.
Error changing value. {UC_PO_EXPRESS_CI.PO_LINE(2).PO_LINE_SHIP(1).PO_LINE_DISTRIB(1).ACCOUNT} (91,34)

The Account Code is a budsum Account Code.

Note: Budsum Account Codes are Budgetary account codes to establish the budget for a Contract & Grants Fund during the budget uploads. They should not be used for purchasing.
  1. Update the Account Code accordingly.
  2. Finalize and dispatch PO to BFS.
Error changing value. {UC_PO_EXPRESS_CI.PO_LINE(6).PO_LINE_SHIP(1).PO_LINE_DISTRIB(1).CAP_SEQUENCE} (91,34) Invalid Fabrication Code.
  1. Search and update the Fabrication Code accordingly.
  2. Finalize and dispatch PO to BFS.
Error changing value. {UC_PO_EXPRESS_CI.PO_LINE(1).CATEGORY_CD} (91,34) Invalid Commodity Code.
  1. Search and update the Commodity Code accordingly.
  2. Finalize and dispatch PO to BFS.
Error changing value. {UC_PO_EXPRESS_CI.VENDOR_ID} (91,34) Selected Supplier is no longer active.
  1. Look up the Supplier in BearBUY.
  2. Send an email to bearbuyhelp@berkeley.edu with the following information:
    1. PO Number
    2. Name of Supplier
    3. Request to re-activate the supplier.
  3. Once the supplier has been re-activated, you will receive an email from ServiceNow stating the supplier has been re-activated.
  4. Finalize and dispatch PO to BFS.
Invalid Payment Terms for PO = BB01444931 (25000,163) Payment term entered on PO in BearBUY does not exist in BFS.
  1. Update payment term accordingly.
  2. Finalize and dispatch PO to BFS.