SmartFusion > Tools > Data Validator

Recent Updates: 
6.73
- Fixed an erroneous data validation where fixed amount transaction was being incorrectly considered a transaction type. This resulted in data validation errors claiming that the transaction was setup as 2 types (for example, a charge and a fixed amount transaction). 

6.56 
- Added validation for deposit payment distributions that come from more than one payment  

6.52 
- For customers with weighted distribution turned on, data validator does not occur when rebuilding entries during invalid paid flags or transaction distribution issues. It is not necessary for rebuilding history.    

6.46 
- Missing Commission Payouts has been optimized to only display the first tax year missing payout were found in.

6.35 
- Changed validation for duplicate property ids as it now includes the additional id.

6.22 
- Corrected validator that checked for transaction codes that had duplicate or no type specified.  In this case the fixed transaction code was not being taken into account and special was still being checked as a transaction code and it is not.
- Made validator for payment transaction validation more efficient by not reporting on each individual issue of the distributions which made it run multiple times for each UB customer location, Tax property tax bill, or AR customer instead of just once which fixes all of them.

Introduction

The Data Validator tool helps identify issues where the data in the SmartFusion database is invalid. Some issues can be addressed by the tool but due to the risk of permanent data loss, only SmartFusion Administrators have access to the feature.

Explanation

All possible validations are listed on the left of the screen and are defaulted to be run. Any validations not desired to be run can be unchecked. By using the context menu in the check list (right click with mouse) user can select/unselect all of the validations.

Data validation support exists for the following issues:

  • Exemption/Levy Distribution
  • Invalid Paid Flags
  • Positive Payments
  • Transaction Code
  • Transaction Distribution
  • Exemption Code is associated with an unique Transaction Code

    This is flagged when the receipt type for Tax Payments is Standard Tax Bill Receipt and there are multiple exemption schedules that use the same transaction code. This is only a problem for this specific receipt based on what needs to print. All other receipt types are fine and the warning will not be displayed.

  • Duplicate Property Id /Tax Type / Additional Id Properties
  • Blank Property Ids
  • Commission Rates without highest rate set up
  • Payments and Ad Valorem entries that do not have commission payouts associated for clients using commissions

Data validation does not redistribute using weighted distribution when processing records that have invalid paid flags or transaction distribution issues. Weighted distribution only needs to occur when first taking in payments and not during rebuilding history.

Validation for ACA Filing Processes

Data validation will also detect the following warnings that would prevent data from being sent to the IRS during the ACA Electronic and paper filing processes:

Covered Individual Future DOB

  • Error Message: "This Covered individual has a Date of Birth in the future. This is not a valid DOB for IRS XML Submission. Please correct this Covered Individual's DOB in the Insurance & Benefits Module Enter/Edit Benefits window." "

Covered Individual Missing DOB and SSN

  • Error Message: "This Employee has a Dependent missing a Date of Birth and SSN. The IRS requires DOB or SSN for a valid electronic submission. Please correct this Employee's dependent details in the Insurance & Benefits Module Enter/Edit Benefits window."

Covered Individual Missing Name

  • Error Message: "This Employee has a covered individual with an SSN but no name. This is not valid for IRS electronic submission. Please correct this Employee's dependent names in the Insurance & Benefits Module Enter/Edit Benefits window."

Covered Individual Old DOB

  • Error Message: "This Covered Individual has a Date of Birth older than 120 years. This is not a valid DOB for IRS XML submission. Please correct this Covered Individual's DOB in the Insurance & Benefits Module Enter/Edit Benefits window."

Covered Individual SSN Incorrect Length

  • Error Message: "This Covered Individual has an SSN that is too short or long. This is not a valid SSN for electronic filing with the IRS. Please correct this Covered Individual's SSN in the Insurance & Benefits Module Enter/Edit Benefits window."

Covered Individual SSN has Alpha Characters

  • Error Message: "This Covered Individual has an SSN with alphabetic characters. This is not a valid SSN for electronic filing with the IRS. Please correct this Covered Individual's SSN in the Insurance & Benefits Module Enter/Edit Benefits window."

Sequential Covered Individual SSN

  • ex: 123456789. 234567890, 098765432, etc
  • Error Message: "This covered individual has a sequential SSN. This is not a valid SSN for electronic filing with the IRS. Please update the Covered Individual SSN in the Insurance & Benefits Module Enter/Edit Benefits window."

Single Digit Covered Individual SSN

  • ex: 111111111, 222222222, 999999999, etc ...
  • Error Message: "This Covered Individual has an SSN with a single digit repeated 9 times. This is not a valid SSN for electronic filing with the IRS. Please update the Covered Individual SSN in the Insurance & Benefits Module Enter/Edit Benefits window."

Employee DOB is in the Future

  • Error Message: "This Employee has a Date of Birth that is in the Future. This is not a valid Date of Birth for electronic filing with the IRS. Please update the employee's DOB in the Payroll Module Enter/Edit Employee Master window."

Employee Mailing Address is missing

  • Error Message: "This Employee is missing a mailing address. This is not valid for electronic filing with the IRS. Please update the employee's mailing address in the Payroll Module Enter/Edit Employee Master window".

Employee must have SSN or DOB

  • Error Message: "This employee has a name but is missing an SSN and Date of Birth. This is not valid for electronic filing with the IRS. Please update the employee's SSN and/or Date of Birth in the Payroll Module Enter/Edit Employee Master window".

Employee Name is Null

  • Error Message: This Employee is missing a Name. This is not valid for electronic filing with the IRS. Please update the employee's name in the Payroll Module Enter/Edit Employee Master window".

Employee DOB is too old

  • Error Message: "This Employee has a Date of Birth that is over 120 years old. This is not a valid Date of Birth for electronic filing with the IRS. Please update the employee's DOB in the Payroll Module Enter/Edit Employee Master window."

Employee SSN is Missing

  • Error Message: "This employee does not have an SSN. This is not valid for electronic filing with the IRS. Please update the employee's SSN in the Payroll Module Enter/Edit Employee Master window".

Employee SSN Incorrect Length

  • Error Message: "This Employee has an SSN that is too short or too long. This is not a valid SSN for electronic filing with the IRS. Please update the employee's SSN in the Payroll Module Enter/Edit Employee Master window."

Employee SSN has Alpha Characters

  • Error Message: "This Employee has an SSN with alphabetic characters. This is not a valid SSN for electronic filing with the IRS. Please update the employee's SSN in the Payroll Module Enter/Edit Employee Master window."

Sequential Employee SSN

  • ex: 123456789. 234567890, 098765432, etc
  • Error Message: "This employee has a sequential SSN. This is not a valid SSN for electronic filing with the IRS. Please update the employee's SSN in the Payroll Module Enter/Edit Employee Master window".

Single Digit Employee SSN

  • ex: 111111111, 222222222, 999999999, etc ...
  • Error Message: "This Employee has an SSN with a single digit repeated 9 times. This is not a valid SSN for electronic filing with the IRS. Please update the employee's SSN in the Payroll Module Enter/Edit Employee Master window."

Organization EIN Incorrect Length

  • Error Message: "The Organization EIN is too short or too long. This is not valid for electronic filing with the IRS. Please correct the Organization's EIN (nine digits) in the System Settings."

Organization EIN has Alpha Characters

  • Error Message: "The Organization EIN has alpha characters. This is not valid for electronic filing with the IRS. Please correct the Organization's EIN (nine digits) in the System Settings."

Null EIN

  • Error Message: "The Organization EIN is missing. This is not valid for electronic filing with the IRS. Please correct the Organization's EIN in the System Settings."

Sequential Organization EIN

  • Error Message: "This employer has a sequential SSN. This is not a valid SSN for electronic filing with the IRS. Please update the employer's EIN in the System Settings Organization Settings".

Single Digit Organization EIN

  • Error Message: "The Organization EIN is a single digit (111111111). This is not valid for electronic filing with the IRS. Please correct the Organization's EIN (nine digits) in the System Settings."

Employer Mailing Address is Missing

  • Error Message: This Employer is missing a mailing address. This is not valid for electronic filing with the IRS. Please update the employer's mailing address in the System Settings Organization Settings."

Employer Name Missing

  • Error Message: "The Employer Name is missing. This not valid for IRS electronic submission. Please correct the Organization's name in System Settings."​

MEC is Incorrect

  • Error Message: "This Employee's Benefit Minimum Employee Contribution is less than zero. This is not valid for electronic filing with the IRS. Please correct this Employee's MEC benefit amounts in the Insurance & Benefits Module Enter/Edit Benefits window."

Other Validations

Deposit Payment Distribution Issues

  • Error Message: "This account has a deposit payment distribution from more than one payment"

Duplicate Property Id /Tax Type / Additional Id Issues

  • Error Message: "Duplicate property id / tax type / additional id exists"

Exemption Code Issues

  • Error Message: "This Exemption Code is associated with a Transaction Code that is already associated by another Exemption Code. It is recommended to have each Exemption Code associated with a unique Transaction Code. Please update the Exemption Schedule parameter."

Transaction Code Multiple Type Issues

  • Error Message: "This transaction code has been configured with more than one type." or ""This transaction code has not been configured with a type." User to verify transaction code specified.

See Data Validation for more details.