FAQ

Frequent SAP Integration Failure Messages:

Why is the amount I obligated via Time and Money not appearing in the Budget Change Total Cost Limit field of my new budget version?

Remember that the Budget Change Total Cost Limit field does not populate with the new data from Time & Money until you OPEN that budget version.  If the Budget Change Total Cost Limit is not correct after you open your newly created budget version, there are two possible reasons that could cause this: 

  1. The new budget version was created before the Time & Money document was completed.  To correct this, take the following steps:
  • Cancel the budget version that is currently “In Progress.”
  • Create a new budget version. 
  • The Budget Change Total Cost limit should display correctly, reflecting the amount you obligated in Time & Money.
  1. The latest child version is not finalized, and you are currently attempting to create a budget version in the last finalized child version instead of the SAVED (pending) version where the obligated funds were applied. Please note that when performing a regular Award Search, only the latest FINALIZED child version is displayed in the results – the search won’t return a pending version.  Check the amounts obligated in the finalized child’s Award tab – do they include the funds you added via Time & Money? If not, it’s likely that there’s a pending version of the child.  To access the un-finalized child version, click on the EDIT button on the finalized version.  You will be asked by the system if you want to EDIT the existing Pending Version.  Answer – YES.  Make sure all the edits necessary are complete and finalize this child version.  The obligated amounts of your T&M document will be reflected on the Award tab and the Budget Change Total Cost Limit of the new Budget Version.

 Why am I getting an Incident Report when I try to transmit an Award to SAP?

The four most frequent causes of this Incident Report are the following:

1)      A newly created child (does not currently have an Account ID/Sponsored Program #) that is being interfaced does not have a budget version.  All new children require a budget version the first time it is interfaced so that TDC and F&A budget amounts, Rate, Base and On/Off campus flag are transmitted appropriately to SAP.  The TDC and F&A budget amounts can remain at zero if no funds have been obligated via T&M, but a budget version is still needed upon interfacing a new child.

2)      The AVC Indicator was not completed on the Parent (Grant) Award.  Edit the Parent Award and select 0, 100, or 125% on the Payment, Reports and Terms tab.  Finalize and re-transmit.

3)      The Payment/Invoice Frequency was not completed on the Parent (Grant) Award.  Edit the Parent Award and select the Frequency for the Payment on the Payment, Reports and Terms tab. 

4)      Cost Sharing was added to an existing Parent (Grant) Award that is being transmitted to SAP.  See Cost Sharing FAQ below for workaround.

If you have checked all of these fields, please submit a ticket in Service Now by clicking on the Provide Feedback link in the upper right hand corner.

Why am I getting an Incident Report when I try to add a transaction line in my Time and Money document?

The dollar amount fields (i.e. Obligated Direct, Obligated Indirect, Anticipated Direct, Anticipated Indirect) are very sensitive when adding a transaction.  The fields cannot be blank, so if no funds are to be added to a field (i.e. Anticipated Directs), make sure to leave them with the value at “0.00.”  Also, if a space is inserted prior to the dollar amount, anywhere within the dollar amount, or after the dollar amount, an Incident Report will be generated.  This frequently occurs when copying and pasting from another program.

Users may also receive an incident report when entering several deobligation transactions (i.e., from multiple children) on one Time & Money document. Deobligations from more than one child should be done using separate Time & Money documents to avoid this error.

Why am I getting an Incident Report when I try to Blanket Approve/Finalize a Time and Money document or an Award Document?

This Incident Report occurs when someone besides the initiator of a T&M version or Award version attempts to Blanket Approve/Finalize the version.  To determine who the initiator of the document currently in a SAVED status is, navigate to the Route Log of the document.  The Route Log is one of the lower panels on the T&M document and is found in the Award Actions tab of the Award document. 

Open the Route Log and determine who the Initiator of the document is from the first subpanel.  Make note of the Document ID which is the name of the first subpanel (displayed as ID: 125827), save your data entry changes, and close out of the document.  Contact the document Initiator and provide them with Document ID so they can Blanket Approve/Finalize the document. 

If you are contacted by a user to resolve Blanket Approve/Finalize a document, search for the document via the doc search button found in the upper left hand corner of the application.  Enter the Document ID that was provided to you in the Document/Notification ID field.  Click on the Document ID link found in the search results to open the document currently in a SAVED status.  Make sure all data entry is complete and Blanket Approve/finalize the document.  Let the user know you have finalized the document.

Why am I getting an Incident Report when I try to submit a budget version and place it in a “To Be Posted” status?

This Incident Report occurs when someone besides the initiator of a Budget document attempts to submit the budget to place it in “To Be Posted” status.  Make sure your budget is complete and all validations have passed since someone else will be submitting the budget for you.  To determine who the initiator of the document currently in a SAVED status is, navigate to the Route Log of the document. The Route Log is found in the Budget Actions tab of the Budget document. 

Open the Route Log and determine who the Initiator of the document is from the first subpanel.  Make note of the Document ID which is the name of the first subpanel (displayed as ID: 125827) and close out of the document.  Contact the document Initiator and provide them with Document ID so they can submit the budget document. 

If you contacted by a user to resolve this issue, search for the document via the doc search button found in the upper left hand corner of the application.  Enter the Document ID that was provided to you in the Document/Notification ID field, click on the Document ID link found in the search results to open the budget document currently in a SAVED status.  Go to Budget Actions and click the Submit button.  Let the user know you have submitted the budget and it is in a “To be Posted” status.

How do I make sure my rates are correct in KCRM and SAP?   How do I enter the rates for a “stepped-up” rate and a “non-stepped-up” rate?

If a child award has a stepped up rate, meaning it is subject to our Federally Negotiated Indirect Cost Rate Agreement, the appropriate field needs to be selected in the child’s Payment, Reports and Terms tab of the child.  Under the Payment and Invoice Panel, make sure the appropriate date of the Federally Negotiated Agreement date is selected.   Example: Selecting 02/04/2011 sends the B001 Costing Sheet to SAP upon interfacing the award.  When creating your budget version, as long as your Rates have been synced, no edits to the Rates tab are necessary since the configured rates are aligned with the negotiated rates.

If a child award does not have a stepped-up-rate, meaning the rate is constant through the life of an award, the Federally Negotiated Agreement date field in the child’s Payment, Reports and Term tab should remain as N/A – Not Applicable.  In the budget version Rates tab, all of the rate lines for the appropriate base need to be updated with the constant rate.  Example:  If the award has a constant rate of 63.5% MTDC, then the Applicable Rate field for all MTDC rate lines (current and out years) must be updated to 63.5%. 

What fields can’t be change on an existing Parent (Grant) or Child (Sponsored Program) in KCRM because they are kill fields in SAP?

If a change to these data elements is required, the Parent (Grant) must be closed and a new Parent (Grant) must be created:

1)      Sponsor (Sponsor)

2)      Account Type (Federal/Non-Federal)

3)      DHHS LOC (if applicable)

4)      Payment Basis (Billing Rule)

If a change to these data elements is required, the Child (Sponsored Program) must be closed and a new Child (Sponsored Program) must be created

1)      Child Type (except when a child in KCRM becomes a group node and the Account ID/Sponsored Program number will be moved to a newly created Child).

2)      Campus (Business Area) – The Campus would change automatically if the Lead Unit is moved from one Campus to another.

3)      Activity Type (Functional Area)

4)      Lead Unit (Fund Center)

I edited an award document that does not actually require any changes.  How do I cancel this version of the award document?

If you edit an award document that does not require any changes, it is actually best NOT to cancel (by cancel we mean clicking on the Cancel button in the Award Actions tab) the award document.  Cancelling an award in this fashion can cause incorrect data to display in the Business Warehouse.  So if you edit an award that does not require any changes, it is best to leave the data as is, and Blanket Approve/Finalize the version.  Creating a new identical version of an award document does not cause any issues in KCRM, SAP or the Business Warehouse.

How do I cancel a Parent Award (Grant) or Child Award (Sponsored Program)?

  • To cancel a Parent Award (Grant), the Award Status field in the KCRM parent award document should be set to Cancelled.  The Cancelled status should be used when a Parent has been created in error.  If the Grant to be cancelled already exists in SAP, the award record must be interfaced to change the Grant status in SAP to Cancelled.
  • To cancel a Child Award (Sponsored Program), the Award Status field in the KCRM child award document should be set to Cancelled.  The Cancelled status should be used when a Parent or Child has been created in error.  If funds have been obligated to the child, they should be deobligated (either moved out of the award altogether or moved to another child), and a budget version created to reduce the detailed budget correspondingly. If the sponsored program to be cancelled already exists in SAP, the award record must be interfaced to SAP. While there is no Cancelled status in SAP at the sponsored program level, interfacing a child with cancelled status will cause all the sponsored classes associated with that sponsored program to be turned off.

Since we currently can’t interface an existing grant to add a cost sharing sponsored program or increase/decrease the budget on an existing cost sharing sponsored program, how do we handle these business scenarios?

Until further notice, the interface does not support adding a cost-sharing sponsored program to an existing grant or increasing/decreasing the budget for an existing cost-sharing sponsored program in SAP.  Therefore, the following workaround needs to be completed by OSP/PAFO users:

  • If OSP has added cost sharing data to a parent award/grant that does not already have a cost-sharing sponsored program associated with it, PAFO will not be able to successfully interface the record. OSP should enter the appropriate data into KCRM; however, before the record can be interfaced by PAFO, the dollar amount must be deleted from the Commitments tab.  PAFO staff should be sure to make a note of the data before deleting it. PAFO staff should then Blanket Approve/Finalize the Parent Award and interface the record. PAFO staff will thencreate the cost-share sponsored program manually in SAP.  Printing the RFDF will provide PAFO with the required fields needed to create the CS1 account. After the cost-sharing sponsored program is created in SAP, PAFO staff should edit the parent award record again to enter the dollar amount and corresponding SAP sponsored program number on the Commitments tab.
  • If OSP has increased or decreased the cost-sharing budget, the Commitments tab in KCRM should represent the resulting total amount of cost sharing. However, it will be important to also note the change amount because PAFO will need the change amount to finish the process in SAP. PAFO can interface the award as usual, as the interface will always send only $0.00 TDC for cost-sharing sponsored programs when interfacing a modification. PAFO will need to modify the cost-sharing sponsored program manually in SAP.  

How does data entry affect the Award Details report in the Business Warehouse?

When entering an award action in KCRM, it’s important to keep in mind the relationship between award data entry and the BW Award Detail report (replacement for the legacy monthly report). The award detail report uses the following six transaction types on the Time and Money document to record and display funds awarded to the university:

  • Advance Account
  • New
  • Renewal
  • Continuation
  • Supplement
  • Increment

When a user creates a new Time & Money document and selects one of the above transaction types, the report model will sum the direct and F&A costs obligated to all child awards on that Time & Money document and record the total as one award, associated with the date the document was finalized. No other transaction types (correction, rebudget, no-cost extension, etc.) will be picked up by the report.

Where is the best place to add comments? 

Communication between OSP and PAFO on a certain transaction (New, Continuation, Increment, etc.) should be placed in the Detail and Dates Current Action Comment section found on the Parent Award tab.  This will be the first page PAFO staff opens up and a user can quickly read any comments provided by OSP that can help PAFO understand the current transaction that is taking place.  These comments are not currently visible to the rest of the research community.

A user can enter comments specifically related to Time and Money actions on the Time and Money document Award Hierarchy panel Comment field.  All of Time and Money document’s transaction comments can be viewed in the T&M’s History Panel or the Award document’s History tab.  These comments are not visible to the rest of the research community.

Comments entered in the Comments, Notes, and Attachment tabs under General Comments or Fiscal Report Comments are also stored in the system and a history of these comments across award versions can easily be seen by clicking the View History button found to the right of the comments on this tab.  The latest comments entered in the General Comments or Fiscal Report Comments are printed on the Award Notification PDF and therefore are visible by the research community.

What do I do if the amount of F&A auto-calculated by the Award Budget doesn’t match the amount of F&A in the sponsor-approved budget?

When this situation occurs, a manual workaround is needed. The basic steps for the workaround are below; however, the concept can be modified as appropriate to suit the specific situation:

1. Add the direct costs to the budget. For each direct cost item, open the line item details sub-panel, and then the rate classes subpanel beneath that. Uncheck the “apply rate” box (see the screen shot below). By doing this, you are telling the system not to calculate any F&A on these items at all.
2. Figure out the direct cost amount that will generate the amount of F&A authorized by the sponsor. (F&A amount / rate = DC)
3. Add a “conversion balancing item” (a choice in the drop-down under Other Directs) for that amount of direct costs. That will generate the proper amount of F&A.
4. Add another “conversion balancing item” as a negative amount, to zero out the direct costs you added in step 3. This time, however, uncheck the “apply rate” box mentioned above in step one. This will remove the direct costs only. You should be left with the correct amount of direct, and the correct amount of IDC.

IDC WorkaroundFrequently Asked Questions:

What data elements are essential for the correct processing of clinical trials?

The following data is necessary to set up a clinical trial correctly:

1. All lead units must have a 255 start number. Do not enter a lead unit with a 257 start number. If you have any questions on how to find the correct lead unit touch base with Sarah Sohm.
2. Activity type: Always Choose Research. Do not use any other activity type.
3. Budget Version: Parameters: F&A Rate and Under Recovery F&A rate: Always use TDC in the drop down box.

SAP integration failure messages: [Sponsored Program Failure Message: 009500300392] – Rate 0XX.X0 is not a valid Overhead Rate for Internal Orders for SP 200300-00002

This integration failure message means that the Overhead (F&A) Rate that is being sent over to SAP on the referenced child award does not exist in SAP.  First, you should make sure the Applicable Rate has been entered correctly (no typo) in the Rates Tab of the Budget document. 

If it is correct, this means the Overhead Rate (%) is unusual enough that did not get inputted into SAP prior to go-live.  The rate must be in SAP for the KCRM-SAP interface to transmit successfully.  Please submit a Service-Now ticket to the KCRM team and copy the SAP integration failure message into the body of the ticket.  We will work with the SAP GM team to have the rate inserted in SAP and advise when the award is ready to be re-transmitted. 

SAP integration failure messages: [Sponsored Program Failure Message: 009500300457] – Rate is not a valid Overhead Rate for Internal Orders for SP 200370-00002

This integration failure message is very similar to the #1 but the error does not list an actual rate for the Overhead (F&A). In this case, the interface did not send a value for the Overhead Rate. In other words, the value was NULL.

This error occurs when an update on a Child/Sponsored Program is being transmitted that does not have a change in budget, meaning a budget in a “To Be Posted” status. The KCRM team has put in a fix that sends the Overhead Rate from the previously sent transmission, but we still need to make sure the fix is applied appropriately to all awards.

Until we make sure the fix is applied, the user can work around this error message by creating a budget version for zero direct and indirect dollars. A Time and Money should not be created and a new version of the child is not needed. Simply create a new budget version (suggested name – “Interface Work around”) and make sure your On/Off Campus flag, Rate Type (MTDC, TDC, etc), and the Overhead Rate is set appropriately so the correct values are interfaced over to SAP upon transmission. Remember, if the award is subject to our rate agreement, then this value must be set in the Payment, Reports and Terms tab at the Child/Sponsored Program.

SAP integration failure messages: [Grant Failure Message: 00000000000050200534] – Error in creating Budget for Grant 50200534 [Grant Failure Message: 50200534] – Posting date in line item 1 does not lie within from_date and to_date [Grant Failure Message: 50200534] – Posting date in line item 2 does not lie within from_date and to_date [Grant Failure Message: 50200534] – No instance of object type BudgetEntryDocGM has been created. External reference: [Grant Failure Message: 50200534] – Error in creating Budget for Grant 50200534

This integration failure message means that the Obligation Start Date on the grant is too far in advance to interface the award.  SAP only allows us to create a grant up to three months in advance of the Obligation Start Date on the grant.  Check to make sure your Obligation Start Date is correct.  If it is correct, it will be necessary to hold off on the award set up until three months before the Obligation Start Date.

SAP integration failure messages: [Grant Failure Message: 00000000000055200434] – Error in creating Budget for Grant 55200434 [Grant Failure Message: 55200434] – Fund 2500000001 is not maintained in grant 00000000000055200434 [Grant Failure Message: 55200434] – Fund 2500000001 is not maintained in grant 00000000000055200434 [Grant Failure Message: 55200434] – Fund 2500000001 is not maintained in grant 00000000000055200434 [Grant Failure Message: 55200434] – Error in creating Budget for Grant 55200434

This integration failure messages means that the Grant Type, Federal (50) or Non-Federal (55) does correspond to the Fund Number associated with the award.  As the error message states, SAP cannot have a grant 55200434 with a Fund Number of 2500000001 and vice versa.  The underlined digits have to match.  This integration failure message appears only during the creation of a new award and occurs when these elements do no match.  

The KCRM team is currently working on putting a validation in place when a user clicks on the “Validate for Transmission” button.   Until the validation is in place, the transmission to SAP will set up the Grant and the Sponsored Program, with the wrong Fund Number, but fail to fail to post the budget.  Since there are no charges posted to the Sponsored Program/Internal Order, we are able to manually update (not via the interface) the Fund Number directly in SAP. 

Please submit a Service-Now ticket to the KCRM team and copy the SAP integration failure message into the body of the ticket and we will work with SAP GM team to have the Fund Number updated in SAP.  We will then contact you to re-transmit which will allow the budget to be created in SAP and for you to finish your process.

SAP integration failure messages: [Grant Failure Message: 00000000000055103125] – Error in updating Grant 55103125 for KC 103125 [Grant Failure Message: 55103125] – Entries to be changed from table FUNDS not found in target system [Grant Failure Message: 55103125] – Error in updating Grant 55103125 for KC 103125

This integration failure messages means that the Fund Number which is being sent over the interface does not match the Fund Number that is in SAP.  The Fund Number is derived from the Sponsor or the Prime Sponsor, if one exists (i.e. DHHS = 2500000001, Indusry = 25500000013).  This failure message has often appeared when users are trying to add a prime sponsor to an existing award that did not contain a prime sponsor at time of go-live. 

Unfortunately, since the data was not there in the legacy system and conversion, the Fund Number in SAP reflects the Fund Number of the Sponsor and cannot be changed to the Fund Number of the Prime Sponsor.   The KCRM team suggests entering comments in the system to identify the prime sponsor and that the award is in fact, a subaward. 

SAP integration failure messages: [Grant Failure Message: 00000000000050200274] – Error in creating Budget for Grant 50200274 [Grant Failure Message: 50200274] – No instance of object type BudgetEntryDocGM has been created. External reference: [Grant Failure Message: 50200274] – Overall budget exceeded by 7,905.93 USD (GM PB Availability Control) for several document items from item 000001 on [Grant Failure Message: 50200274] – Error in creating Budget for Grant 50200274

This integration failure message appears when a new child/sponsored program is being transmitted but the child in KCRM does not have a budget version.   This means that a user completed a Time and Money document, obligating funds (e.g. in the error message for 7,905.93) to the child but did not create a budget version.   To correct the error, complete the budget version for the appropriate amount of obligated funds and re-transmit to SAP.