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Fix ACA Companion Application Employee Sync Errors

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Overview

This article provides solutions to common errors encountered during the ACA Companion Application employee migration process that syncs employees from the core application to the ACA Companion. This migration process will try to sync every employee record in the core application with a valid SSN and create a record for them in the ACA Companion. 

 

Demo Video

This video demonstrates how to resolve migration errors when synchronizing ACA data.

 

 

In This Article...

 

Fix Errors Caused by Duplicate Social Security Numbers

 

Fix Errors Caused by Multiple or Missing Primary Addresses

 

 

 

Fix Errors Caused by Duplicate Social Security Numbers

 

Run the ACA Companion Employee Sync Error Advanced Query

This section describes the process of finding the employee records that are causing the errors and exporting them to an Excel spreadsheet.

 

  1. Click Reports in the Avionté application Main Menu.

  2. Click on ACA Companion Employee Sync Error in the list of reports.

  3. Select the desired lookup criteria. All Employees will show results for all employees in the system. To show only results for a specific year, select Paycheck Year for the LookUp Criteria, and then enter the desired year. 






  4. Click Run Query.






  5. Click the Options tab.






  6. Click Export to Excel.





  7. Navigate to the desired location and save the file.

 

 

Make changes to Employee Records

This section describes the actions required to change the employee records.

 

There are three columns in the spreadsheet that will be used to identify and fix the errors.

 

 

 

Column Name Description
FieldInError Indicates where the mismatch occurs by displaying “Name”, “Address” or both.
EmployeeGroupID Employee records that share an SSN will be assigned the same Group ID number.
PrimaryRecord A "P" in this column marks a record as the primary record. This is either the record most recently paid or, if no records with this SSN have been paid, the one most recently edited. This record will overwrite all others with this SSN during the employee migration process. Only one primary record can exist per SSN.

 

 

  1. Use Excel or another spreadsheet application to open the file that was saved in the previous section.

  2. Locate records that share a Group ID number.

     

     



  3. Choose the row that will be the primary record for the employee. The primary record will overwrite all other records with this SSN during the employee migration process.

  4. Update the primary record with the most current and accurate employee information.

  5. Repeat these actions for all records in the report.

  6. Save the updated Excel file.

 

 

Import the updated spreadsheet

This section describes the process of importing the updated spreadsheet back into Avionté.

 

  1. Click Import Export in the Avionté application Main Menu.

  2. Click on the Actions menu.




  3. Select Import Export Batch Wizard. The Import Export Batch wizard will display.




  4. In the Description field, enter a brief description, e.g., ACA Correction.

  5. From the Mapping Group drop-down menu, select the first entry that appears in the drop-down menu.  (The query requires that an option be chosen from this menu, but the actual mapping group selected has no effect on the outcome of the process).

  6. From the Processing Method drop-down menu, select ACA Employee Sync Error Import.

  7. Click the Browse button.

  8. Navigate to the update Excel spreadsheet and click Open.

  9. Verify that Worksheet Contains Column Names in First Row is checked.

  10. Click Finish to save the settings and close the Import Export Batch wizard.

  11. Click Process Import Export Batch.




  12. The system will display any errors discovered in the content of the spreadsheet. Resolve any errors and repeat steps 1 to 10 above. If errors are encountered, they must be resolved and the preceding steps must be repeated before continuing to the next step. See the Troubleshooting section below to view common errors and their solutions.

  13. Once all errors have been resolved, click Process Batch to import the data from the spreadsheet.



 

 

 

Troubleshooting

The table below contains common error messages, their causes, and instruction for how to resolve them.

Error Message Cause Resolution
Unable to locate employee. Check that the EmployeeID exists and was not modified from the export. The EmployeeID was modified between exporting and importing Change back to original EmployeeID
Multiple employee records matching this EmployeeSSNGroup are marked as the PrimaryRecord. Multiple employees with one SSN or SSNGroup are marked with a “P”. Verify that the group has only one record with a "P" in the PrimaryRecord column.
No employee records matching this EmployeeSSNGroup are marked as the PrimaryRecord. No changes will be made to this record. No employees in an employee group are marked with a “P”. Verify that the group has one record with a "P" in the Primary Record column.
FieldInError can only be "Name", "Address", or a combination of both. The FieldInError column has been modified. Locate the data that was changed and restore the original value.

 

 

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Fix Errors Caused by Multiple or Missing Primary Addresses

 

Run the ACA Companion Employee Sync Primary Address Error Advanced Query

This section describes the process of finding the employee records that are causing the errors.

 

  1. Click Reports in the Avionté application Main Menu.

  2. Click on ACA Companion Employee Sync Primary Address Error in the list of reports.

  3. Click Run Query.

     

     



 

 

Make changes to Employee Records

This section describes the actions required to change the employee records.

 

  1. The ErrorMessage column shows the cause of the error for each record in the report.

     

     

     



  2. Choose a row to edit, noting the error message.

  3. Double-click on the row. This opens the employee record.

  4. Update the employee's record with the required changes indicated in the error message.

  5. Repeat these actions for each row in the report.

 

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