Error and Warning Messages in the VaCMS

Code Number

Message

Description

Resolution Type

Tips

Error 100 messages

Specific message varies

Error 100 messages are generic error messages related to a VaCMS System Navigation error and may appear on any VaCMS screen.

Worker Action or Technical Solution

If you receive an error 100 message, repeat the previous actions taken in the VaCMS. If the error message appears again after the second attempt, request technical assistance. When submitting a Help Desk ticket, be sure to capture and submit the full error message. 

Code Number

Message

Description

Resolution Type

Tips

Error 500 messages

Specific message varies

Error 500 messages are generic error messages related to a VaCMS printing error and may appear on any VaCMS screen.

Worker Action or Technical Solution

If you receive an error 500 message, repeat the previous actions taken in the VaCMS.  If the error message appears again after the second attempt, request technical assistance. When submitting a Help Desk ticket, be sure to capture and submit the full error message.

3013

"Cannot run eligibility for closed case. Please perform reinstate action before running eligibility."

This is an error message that may appear on the “Client Information – Run Eligibility” screen. These errors are generally caused when a second action is started before the initial action was stopped, or before eligibility was run.

Technical Solution

To avoid this error message, end an action before changing case actions using the “stop” icon or run eligibility after completing the action. Please note this applies to any case action conducted in VaCMS (for example, updating a telephone number).

4028

"Cannot proceed with disposition due to data integrity in dt8000_075 for edg [specific EDG number] and trace id [specific trace id]."

This is an error message that may appear on the “Certification” page for Eligibility, and occurs less frequently.

Technical Solution

If this error appears, please request a Help Desk ticket for technical assistance.

12013

"No cases are associated to the selected individual."

This is an error message that may appear during file clearance if "yes" is selected as the answer to the "File Clearance – Summary” page question, “Do you want to view associated cases?", and yet there are no associated cases.

Technical Solution

You may confirm whether a case already exists in the VaCMS for the client before completing file clearance by conducting a Client and Case Inquiry. If it is confirmed that a case exists for the client, but it is not appearing during File Clearance, please submit a ticket for technical assistance.

20805

"Case / application number does not exist."

This is a warning message that may appear on the “Case Action” screen.

Worker Action / Data Update

If you receive this warning message, verify the case / application number, or use the search icon (magnifying glass) to search by client name or other search criteria.

Code Number

Message

Description

Resolution Type

Tips

21614

"Cannot use ‘Reinstate’ case action on an open case."

This is an error message that may appear on the “Case Action” screen.

Technical Solution

To avoid this error message, end an action before changing case actions using the “stop” icon or run eligibility after completing the action.

21650

"Cannot move to Case Change / Closure Case action using an Application Number."

This is a warning message that may appear on the “Case Action” screen.

Worker Action or Supervisor Override

If a change is needed on an application, select “Application / Screening” from the Left Navigation menu and update the application.

If an application needs further updates to data collection, select “Intake / Screening” as the desired action step.

If a case needs to be closed, verify that you are attempting to close a case, and not an application (the case number begins with a “1” instead of a “T”).  If the case is still an application, you may deny the application by selecting “Application / Screening” from the Left Navigation, menu and then “Application Disposition.”

30005

“30005   History Runtime Exception (30005) occurred. Please contact System Administrator.”

This error may occur on any VaCMS screen.

Technical Solution

If this error message appears, repeat the previous actions taken in the VaCMS.  If the error message appears again after the second attempt, please request technical assistance.

DC3112

"One or more individuals has not been file cleared. Please edit appropriate record."

This warning message may appear on the “Register Client – Summary” or “Maintain Client – Summary” page during registration.

Worker Action or Supervisor Override

If you receive this warning message, edit the information for the client(s) and ensure that the File Clearance process has been completed for each client.

Code Number

Message

Description

Resolution Type

Tips

DCAC03

"Selected Client ID is already present in VaCMS."

This is an error message that may appear on the “File Clearance – Results” screen. This was a frequent error message prior to March 2013 due to issues associated with the Customer Portal that were later resolved by an update to VaCMS.

Technical Solution

You may confirm whether a case already exists in the VaCMS for the client before completing file clearance by conducting a Client and / or Case Inquiry.

ED011

"Invalid Program Category."

This is an error message that may appear on the “Run Eligibility” or “Wrap Up – Run Eligibility” screen.

Worker Action / Data Update

To address this error message, follow the steps outlined in the QRG titled, "Resolving the ‘Invalid Program Category Error Message’", located on SPARK.

EN311

"Vendor ID is a mandatory field."

This warning message may appear on the “Authorization Status Information” screen.

Worker Action / Data Update

If you receive this warning message, enter a valid Vendor ID or use the search icon to select a vendor by name, then click “Save + Continue”.
Please note that a Vendor ID is not a required field for a waiting list screening.

EN312

"Status effective date must be after the child’s eligibility effective date."

This is an error message that may appear on the “Authorization Status” screen when the effective date for the authorization is before the eligibility effective date for the child.

Worker Action / Data Update

If you receive this error message, verify the dates and adjust as needed before approving the authorization. Please remember that authorizations are approved overnight.

EN313

"Reason is mandatory while updating an authorization."

This warning message may appear on the “Authorization Status Information” screen.

Worker Action or Supervisor Override

If you receive this warning message, select a reason from the dropdown menu, then click “Save + Continue”.

EN314

"Vendor Relationship to Child must be entered for all unregulated and unlicensed vendors."

This is an error message that may appear on the “Authorization Status Information” screen.

Worker Action / Data Update / Technical Solution

If you receive this error message for an unregulated vendor, update the field for the "Vendor relationship to Child", then click “Save + Continue”. If this error message appears for a regulated vendor, please seek technical assistance.

Code Number

Message

Description

Resolution Type

Tips

EN316

"An authorization for the same child, case and vendor combination already exists."

This is an error message that may appear on the “Authorization Status Information” screen.

Worker Action / Data Update

If an authorization for the same child and vendor combination already exists in the same fiscal year, edit the existing authorization. A new authorization should only be initiated when the child, vendor, locality or fiscal year changes.

EN317

"Warning-Existing authorization is updated and the status effective date has not been changed."

This is a warning message that may occur on the Authorization Status page, and generally means that the update has been entered incorrectly.

Worker Action / Data Update

If you receive this warning message, verify that the effective date is accurate and proceed to approve the updated authorization.

EN320

"The reason is not valid for the current change in authorization status."

This is an error message that may appear on the “Authorization Status” screen.

Worker Action / Data Update

If you receive this error message, update the reason selected and click “Save + Continue” to proceed.

EN321

"Authorizations can only be created for the current fiscal year."

This is an error message that may appear on the “Authorization Status Information” screen.

Worker Action / Data Update

If you receive this error message, confirm the effective date of the authorization, as it relates to the fiscal year, and update as needed.

ENC01

"New date must be greater than existing end date."

This is an error message that may appear on the “Authorization Status Information” screen or the “Authorization Co-pay Assessment” detail screen.

Worker Action / Data Update

If you receive this error message, verify that the date was entered correctly.  An authorization may not be backdated to an earlier date after it is approved; however, an effective begin date in the past may be entered initially, prior to the authorization being approved. If, however, the authorization is approved, you may not backdate the authorization status to an earlier date. Please note that the authorization co-pay amount may not be retroactively updated.

Code Number

Message

Description

Resolution Type

Tips

ENCOD61

"The sum of all authorization co-pay amounts does not equal the family co-pay amount. Please click Save + Continue to confirm."

This warning message may appear on the “Authorization Co-Pay Assessment Detail” screen.

Worker Action / Data Update

The VaCMS will allow you to continue by clicking "Save + Continue." If the sum of the authorization co-pays for the children does not equal the family co-pay, you will receive an alert daily until the co-pays are in agreement.

ENRF04

"Registration fee cannot be checked for Wait List Authorization without a Vendor."

This is an error message that may appear on the “Authorization Funding Program Information” screen.

Worker Action / Data Update

Vendors are not required to be selected when authorizing to the Waiting List.

ENRFA01

"Are you sure you want to remove the authorization period? Click ‘Remove Auth Period’ to confirm."

This is a warning that appears on the “Authorization Status Information” screen anytime you delete a future authorization.

Worker Action / Data Update

When you receive this warning, click “Remove Auth Period” a second time to confirm that you wish to remove this future authorization.

ENSSC87

"The standard schedule date cannot be after the authorization discontinued date /end of the fiscal year."

This is an error message that may appear on the “Need for Services Standard Schedule” screen.

Worker Action / Data Update

If you receive this error message, verify that the dates entered on the standard schedule are correct and ensure that they fall within the current fiscal year.

GL004

"Invalid Entry: Valid Entry can only be Alpha Numeric and spaces for ‘Street #’ field."

This error may appear on the “Register Address” screen.

Worker Action / Data Update

If you receive this error message, verify that the correct characters are entered in the address fields, update as needed, and then select “Save + Continue." Note that only letters, numbers, and spaces may be entered in the address fields on the "Register Address" screen.

GL021

"’Client Program Request Date for the Client’ cannot be prior to the Request date of the program; ‘Date Requested’ cannot be prior to ‘Effective Begin Date’ in Program – Individuals Page."

This warning message may appear on the “Program Request” screen.

Worker Action / Data Update

If you receive this warning message, check to ensure that the “Effective Begin Date” is not later than the “Client Program Request Date.” Once any necessary date updates have been made, select, “Save + Continue.”

Code Number

Message

Description

Resolution Type

Tips

GL038

“Please enter valid characters for ‘Attn / Care Of’ field.”

This error may appear on the “Household Address” screen.

Worker Action / Data Update

If you receive this error message, verify that the correct characters have been entered in the “Attn / Care of” fields, update as needed, and then select “Save + Continue.” Period (.), comma (,), forward slash (/) or dash (-) are the only acceptable characters for this field, other than numbers, letters, and spaces.

GL051

“Please select value for ‘Pay Verification’ field.”

This warning message may appear on the “Employment – Pay Details” screen.

Worker Action / Data Update

If you receive this warning, update the “Pay Verification” field by selecting an option from the dropdown menu, then click “Save + Continue.”

PTMAJ06

“Service Period does not exist on original payment. Please enter a valid service period for the adjustment.”

This is an error message that may appear on the “Manual Adjustment” screen.

N/A

If you receive this error message, verify that you are attempting to create an adjustment for a service period which is part of the original payment. Otherwise, please note that adjustments cannot be made for service periods outside of the original payment. If you need to adjust a payment for a period outside of original payment period, please contact your Regional Consultant.

N/A

“The information was not able to be processed. Please try again, or contact the Help Desk for additional support.”

This is an error message that may appear on any VaCMS screen.

Technical Solution

If this error message appears, attempt to repeat the actions taken. If the error message appears after the second attempt, request technical assistance.