Rule: If blank or not a valid value (also cannot be OSPC or @@@@) and Training organisation identifier cannot be found on TGA
Error: Postcode must not be blank or invalid. Please refer to the AVETMISS systems files on the NCVER Portal for a list of valid codes.
Error Message: Postcode ([value]) must not be blank or invalid. Please refer to the AVETMISS systems files on the NCVER Portal for a list of valid codes.
How to correct: Update your postcode to a valid postcode-locality match. Locality is in the address line 3 field on the organisation record (Setup tab > Organisation)

Rule: If not one record per unique Training Organisation Identifier
Error: Training Organisation Identifier can only be listed once in this file. Please remove or correct the duplicate entry.
Error Message: Training Organisation Identifier ([value]) can only be listed once in this file. Please remove or correct the duplicate entry.

Rule: If blank
Error: Training Organisation Identifier must not be blank. This is the code used to identify your training organisation on TGA.
Error Message: Training Organisation Identifier must not be blank. This is the code used to identify your training organisation on TGA.
How to correct: Check the address you have on training.gov.au and ensure that this matches that data stored in Address Line 1 in the organisation record (Setup tab > Organisation)

Rule: If not one associated record on the Training Organisation Delivery Location (NAT00020) file or Qualification Completed (NAT00130) file
Error: Training Organisation Identifier must exist in the Training Organisation Delivery Location file or the Qualification Completed file. Please ensure your NAT files contain either an enrolment or program completion record for this Training organisation identifier.
Error Message: Training Organisation Identifier ([value]) must exist in the Training Organisation Delivery Location file or the Qualification Completed file. Please ensure your NAT files contain either an enrolment or program completion record for this Training organisation identifier. To solve in coursesales.com it might be that location or program records are not located in their respective files, or perhaps you don't have the RTO identifier in the "External Identifier 1" field on the organisation record (visit Setup >Organisation)

Rule: If not blank and Training Organisation Identifier does not match any RTO code on the TGA list
Error: Training Organisation Identifier must exist on the TGA list of RTOs. Please use the Training Organisation Identifier listed for your RTO on TGA.
Error Message: Training Organisation Identifier ([value]) must exist on the TGA list of RTOs. Please use the Training Organisation Identifier listed for your RTO on TGA
How to correct: You need to update your RTO identifier within CourseSales.com organisation record to match that found on the training.gov.au site.(Setup tab > Organisation; Field: External Identifier 1)

Rule: Training organisation identifier must match the data submitter code associated with organisation's AVS profile.
Error: Training organisation identifier must match the organisation registered for this AVS user. Please use the Training Organisation Identifier listed for this RTO on TGA.
Error Message: Training organisation identifier ([value]) must match the organisation registered for this AVS user. Please use the Training Organisation Identifier listed for this RTO on TGA.

Rule: If blank
Error: Training Organisation Name must not be blank
Error Message: Training Organisation Name must not be blank

Rule: Training Organisation Name must match that listed on the TGA for this Training Organisation Identifier. May have 2 valid names
Error: Training Organisation Name must match the name listed for this Training Organisation Identifier on TGA.
Error Message: Training Organisation Name ([value]) must match the name listed for this Training Organisation Identifier ([value]) on TGA.
How to correct: You need to update your organisation name within CourseSales.com organisation record to match that found on the training.gov.au site. (Setup tab > Organisation)

Rule: If blank and postcode is not OSPC
Error: Address - Suburb Locality or Town must not be blank
Error Message: Address - Suburb Locality or Town must not be blank

Rule: If Postcode not OSPC and Address - Suburb Locality or Town does not match the Postcode defined by Australia Post
Error: Address and Postcode in combination must match the Australia Post postcode reference list. Please refer to http://auspost.com.au/postcode for the correct postcode for this address location.
Error Message: Address Suburb Locality or Town and Postcode in combination ([value], [value]) must match the Australia Post postcode reference list. Please refer to http://auspost.com.au/postcode for the correct postcode for this address location.

Rule: If blank or not a valid value ('@@@@' and '0000' invalid for this file)
Error: Country Identifier is invalid for this file. Please refer to the AVETMISS systems files page on the NCVER Portal for a list of valid codes.
Error Message: Country Identifier ([value]) is invalid for this file. Please refer to the AVETMISS systems files page on the NCVER Portal for a list of valid codes.
How to correct:This means one of your Locations does not have a Country specified. You might also see the error 4665 - fixing 3715 might fix 4665 too. By default this should be mandatory and set to Australia. Using the Client Identifier look up the contact, then find the Document, the course date of that document then the venue of the course date. Edit the location to include the correct country value. Alternatively look through your locations to confirm they have the correct country on each. (To make this easier in the future you can select the fields to have 'summary' ticked - save and publish the location option form to display the information when viewing the option lists).

Rule: If Postcode is 'OSPC'. Country Identifier cannot be '1100', '1101', '1102', '1199'
Error: Country Identifier must not be 1100, 1101, 1102 or 1199 if Postcode is OSPC. Please change either Country Identifier or Postcode value.
Error Message: Country Identifier ([value]) must not be 1100, 1101, 1102 or 1199 if Postcode is OSPC. Please change either Country Identifier or Postcode value.

Rule: If Postcode is a valid Australian Postcode then Country Identifier must be '1100', '1101', '1102' or '1199'
Error: Country Identifier must be 1100, 1101, 1102 or 1199 when Postcode is a valid Australian postcode. Please change either Country Identifier or Postcode value.
Error Message: Country Identifier ([value]) must be 1100, 1101, 1102 or 1199 when Postcode is a valid Australian postcode. Please change either Country Identifier or Postcode value.
How to correct:Basically this means you have selected a postcode in Australia but this does not match the county. You might also see the error 3715 - fixing 4665 might fix 3715 too. By default Country should be mandatory and set to Australia. Using the Client Identifier look up the contact, then find the Document, the course date of that document then the venue of the course date. Edit the location to include the correct country value. Alternatively look through your locations to confirm they have the correct country on each. (To make this easier in the future you can select the fields to have 'summary' ticked - save and publish the location option form to display the information when viewing the option lists).

Rule: If blank or not a valid value
Error: Invalid Postcode. Please refer to the AVETMISS systems files on the NCVER Portal for a list of valid codes.
Error Message: Invalid Postcode ([value]). Please refer to the AVETMISS systems files on the NCVER Portal for a list of valid codes.
How to correct: Update the postcode to a valid postcode-locality match. This postcode does not exist and needs to be corrected. To avoid this happening in the future make your document and contact forms validate postcode and localities for both private and public versions of the forms. Ensure you update the document which should then update the contact record using the most appropriate step eg: "Update student details"

Rule: If not blank and Postcode defined by Australia Post as having category 'Post Office Boxes'
Error: Postcode is categorised as Post Office Boxes, only postcodes with a category of Delivery Area can be used for this file. The delivery location address must be the physical address location
Error Message: Postcode ([value]) is categorised as Post Office Boxes, only postcodes with a category of Delivery Area can be used for this file. The delivery location address must be the physical address location
How to fix:Fixing this error involves checking values in Publish > Options > Locations list. This can be helped by editing the Form on Locations and ticking 'summary' on all those fields you are investigating - these values will then display in the list of locations, so rather than opening each location you can quickly scan the list.

Rule: If @@@@
Error: Postcode should not be unspecified. Please select a valid postcode.
Error Message: Postcode ([value]) should not be unspecified. Please select a valid postcode.
How to fix:Fixing this error involves checking values in Publish > Options > Locations list. This can be helped by editing the Form on Locations and ticking 'summary' on all those fields you are investigating - these values will then display in the list of locations, so rather than opening each location you can quickly scan the list.

Rule: If not blank and not a valid value
Error: Invalid State Identifier. Please refer to the AVETMISS Data element definitions on the NCVER Portal for a list of valid codes.
Error Message: Invalid State Identifier ([value]). Please refer to the AVETMISS Data element definitions on the NCVER Portal for a list of valid codes.
How to fix: Fixing this error involves checking values in Publish > Options > Locations list. This can be helped by editing the Form on Locations and ticking 'summary' on all those fields you are investigating - these values will then display in the list of locations, so rather than opening each location you can quickly scan for those that (in this case) have the correct State Identifier.

Rule: If blank or not consistent with Postcode (OSPC must have id of 09 or 99)
Error: State Identifier must be consistent with Postcode and Address Location on the postcode reference list. Please refer to http://auspost.com.au/postcode for the correct state for this address location and postcode.
Error Message: State Identifier ([value]) must be consistent with Postcode ([value]) on the postcode reference list. Please refer to http://auspost.com.au/postcode for the correct state for this address location and postcode.
How to fix: This means that somehow the postcode or the state has been incorrectly entered so that the postcode does not match the state in which it is located. Update the state or the postcode on the location option (Publish tab > Options, view the locations). To avoid this happening in the future make your location option form validate postcode and localities.

Rule: If Training Organisation Delivery Location Identifier is not unique for Training organisation identifier
Error: Only one record is permitted for Training Organisation Delivery Location Identifier for each Training organisation identifier
Error Message: Only one record is permitted for Training Organisation Delivery Location Identifier ([value]) for each Training organisation identifier
How to fix: The Training Organisation Delivery Location Identifier is a unique identifier for the location of where the training is delivered, eg: QLD, 4061, HeadOffice. Fixing this error involves checking values in Publish > Options > Locations list. This can be helped by editing the Form on Locations and ticking 'summary' on all those fields you are investigating - these values will then display in the list of locations, so rather than opening each location you can quickly scan for those that (in this case) have the same Training Organisation Delivery Location Identifier.

Rule: If blank
Error: Training Organisation Delivery Location Identifier must not be blank
Error Message: Training Organisation Delivery Location Identifier must not be blank

Rule: If not at least one associated Training Organisation Delivery Location Identifier on the Training Activity (NAT00120) file
Error: Training Organisation Delivery Location Identifier does not exist in the NAT00120 Training Activity file. Please either remove this record from this file or add the corresponding enrolment records to the NAT00120 file.
Error Message: Training Organisation Delivery Location Identifier ([value]) does not exist in the NAT00120 Training Activity file. Please either remove this record from this file or add the corresponding enrolment records to the NAT00120 file.

Rule: If blank
Error: Training Organisation Delivery Location Name must not be blank
Error Message: Training Organisation Delivery Location Name must not be blank
How to fix:Fixing this error involves checking values in Publish > Options > Locations list. This can be helped by editing the Form on Locations and ticking 'summary' on all those fields you are investigating - these values will then display in the list of locations, so rather than opening each location you can quickly scan the list.

Rule: If not one associated record on the Training Organisation file (NAT00010) file or Training organisation file (NAT00010A) file
Error: Training Organisation Identifier must also be listed in the Training Organisation file. Please ensure you have the correct Training organisation identifier.
Error Message: Training Organisation Identifier ([value]) must also be listed in the Training Organisation file. Please ensure you have the correct Training organisation identifier.
How to fix:Fixing this error involves checking values in Publish > Options > Locations list. This can be helped by editing the Form on Locations and ticking 'summary' on all those fields you are investigating - these values will then display in the list of locations, so rather than opening each location you can quickly scan the list.

Rule: If not blank and not in range '0000' to '3000'
Error: Program Nominal Hours should be between 0000 and 3000 hrs
Error Message: Program Nominal Hours ([value]) should be between 0000 and 3000 hours
How to correct: Edit the Qualification Option records to include the Nominal values for the qualification. To fix this in the future make this field mandatory. (Publish tab > Options, visit the list of Qualifications.) It might also help to check 'summary' for the field Nominal Hours - so these can be displayed in the list of options (not tree view).

Rule: If blank or not a valid value
Error: Program Nominal Hours is invalid. Please provide a numeric value.
Error Message: Program Nominal Hours ([value]) is invalid. Please provide a numeric value.

Rule: If not blank and greater than '6000'
Error: Nominal Hours must not be greater than 6000 hours. Please adjust.
Error Message: Nominal Hours ([value]) must not be greater than 6000 hours. Please adjust.

Rule: If Program Identifier is not unique
Error: Only one record per unique Program Identifier is required.
Error Message: Only one record per unique Program Identifier ([value]) is required.

Rule: If blank
Error: Program Identifier must not be blank
Error Message: Program Identifier must not be blank

Rule: If not at least associated Program Identifier on either the Training Activity (NAT00120) file or the Program Completed file (NAT00130) file
Error: Program Identifier for at least one record in the NAT00120 Training Activity file or the NAT00130 Program Completed file. If there are no enrolments or program completions for this program, it does not need to appear in this file.
Error Message: Program Identifier ([value]) must be listed for at least one record in the NAT00120 Training Activity file or the NAT00130 Program Completed file. If there are no enrolments or program completions for this program, it does not need to appear in this file.

Rule: If not on the TGA master list of Nationally Accredited Qualifications, Nationaly Recognised Accredited Courses and National Recognised Skill Sets
Error: Program Identifier must be a valid qualification, course or skill set code listed on Training.gov.au
Error Message: Program Identifier ([value]) must be a valid qualification, course or skill set code listed on Training.gov.au

Rule: If blank
Error: Program Name must not be blank
Error Message: Program Name must not be blank

Rule: The Program name does not match the listed TGA Program name
Error: Program Name must match that listed on the master list for this Program identifier
Error Message: Program identifier ([value]) exists on the TGA master lists of Programs, therefore the Program name ([value]) must match that listed on the master lists

Rule: If not blank and greater than '400' and less than '1500'
Error: Nominal Hours should not be greater than 400 hours
Error Message: Nominal Hours ([value]) should not be greater than 400 hours

Rule: Nominal hours must not be blank or invalid except if the Subject Identifier is a code listed on the TGA master list which exists in NCVER's nationally agreed hours table.
Error: Nominal hours must not be blank or invalid. Please see the AVETMISS Data element definitions on the NCVER Portal for guidelines on providing Nominal hours.
Error Message: Nominal hours ([value]) must not be blank or invalid. Please see the AVETMISS Data element definitions on the NCVER Portal for guidelines on providing Nominal hours.

Rule: If over 1500 hours
Error: Nominal hours must not be over 1500 hours
Error Message: Nominal hours ([value]) must not over 1500 hours

Rule: Subject Field of Education Identifier must not be blank or invalid except if the Subject Identifier can be found on Training.gov.au's list of Subjects as a Unit of Competency, OR if the Subject Identifier can be found on Training.gov.au's list of Subjects as an Accredited Unit with a populated (i.e. non blank) Field of Education Identifier. Must be 6 digits not ending in "0"
Error: Invalid Subject Field of Education Identifier for this Subject Identifier
Error Message: Invalid Subject Field of Education Identifier ([value]). Please refer to the AVETMISS systems files on the NCVER Portal for a list of valid codes.

Rule: If not one record per unique Subject Identifier
Error: Only one record is permitted for Subject Identifier, please remove the duplicate record.
Error Message: Only one record is permitted for Subject Identifier ([value]), please remove the duplicate record.

Rule: If blank
Error: Subject Identifier must not be blank
Error Message: Subject Identifier must not be blank

Rule: If not at least one associated record on the Training Activity (NAT00120) file
Error: Subject Identifier must be listed for at least one record in the NAT00120 Training Activity file. If there are no enrolments for this subject, it does not need to appear in this file.
Error Message: Subject Identifier ([value]) must be listed for at least one record in the NAT00120 Training Activity file. If there are no enrolments for this subject, it does not need to appear in this file.
How to correct: It could be that one of your locations does not have the necessary Identifiers or required information for AVETMISS exports. If you check your locations or fix them as part of addressing another issue (you are likely to see errors for the NAT0120 file if this is the reason) this error will be fixed. (Publish tab > Options, visit the list of Locations.) It might also help to check 'summary' for the identifier fields - so these can be displayed in the list of options (not tree view). This should not occur normally though - please contact us if these suggestions do not fix the issue.

It is also possible that an activity which should be exported is not.

Rule: If Subject identifier appears on the TGA master list of Qualifictions, Courses or Skill Sets
Error: Invalid Subject Identifier - Subject Identifier must not be a Program Identifier which can be found on Training.gov.au
Error Message: Invalid Subject Identifier ([value]) - Subject Identifier must not be a Program Identifier which can be found on Training.gov.au

Rule: If blank
Error: Subject Name must not be blank
Error Message: Subject Name must not be blank

Rule: If Subject identifier is on the TGA Units of Competency or Accredited Units master list, but the Subject name does not match the listed TGA Subject name.
Error: Subject name for this Subject identifier does not match the subject name listed on training.gov.au. Please correct either Subject Identifier or Subject Name.
Error Message: Subject name ([value]) for this Subject identifier ([value]) does not match the subject name listed on training.gov.au. Please correct either Subject Identifier or Subject Name.
How to fix: Likely that a module which requires a different form (as these are not listed in training.gov.au) this could be due to imported data (where importing modules is tricky) and changing the form, then adding the necessary data will make this work. Alternatively it could be that the identifier is not correct, or the name is incorrect - but exporting with a name that does not match exactly should work (if the ID is correct)

Rule: If blank or not a valid value and Subject Identifier cannot be found on TGA
Error: VET Flag must be Y or N
Error Message: VET Flag ([value]) must be Y or N

Rule: If blank and Postcode not equal to @@@@ or OSPC
Error: Address - Suburb, Locality or Town must not be blank
Error Message: Address - Suburb, Locality or Town must not be blank

Rule: If Postcode is not @@@@ or OSPC, and Address - Suburb, Locality or Town does not match the Postcode specified by Australia Post
Error: Address - Suburb Locality or Town and Postcode in combination must match the Australia Post postcode reference list. Please refer to http://auspost.com.au/postcode for the correct postcode for this address location.
Error Message: Address - Suburb Locality or Town and Postcode in combination ([value], [value]) must match the Australia Post postcode reference list. Please refer to http://auspost.com.au/postcode for the correct postcode for this address location.

Rule: When Collection Year is after 2014, Address Street Name must not be blank except where Postcode is OSPC or @@@@
Error: Address Street Name must not be blank
Error Message: Address Street Name must not be blank

Rule: When Collection Year is after 2014, Address Street Number must not be blank except where Postcode is OSPC or @@@@
Error: Address Street Number must not be blank
Error Message: Address Street Number must not be blank

Rule: If blank or not a valid value
Error: At School Flag must be N or Y or @
Error Message: At School Flag ([value]) must be N or Y or @

Rule: If Highest School Level Completed = '02' and At School Flag is not equal to 'N'
Error: Highest School Level Completed is 02 therefore At School Flag must be N. Please correct either Highest School Level Completed or At School Flag.
Error Message: Highest School Level Completed is 02 therefore At School Flag ([value]) must be N. Please correct either Highest School Level Completed or At School Flag.
How to correct: Update the contact with the correct value for Highest School Level Completed or At School Flag. To prevent this in the future make this field mandatory on document forms.

Rule: If At School Flag = N and Age < 15
Error: It is expected that the At School Flag is Y when age is less than 15 years old
Error Message: It is expected that the At School Flag ([value]) is Y when age is less than 15 years old
How to correct: Perhaps the date of birth is incorrect? If not and the person is not at a school don’t worry - this just a warning and can be ignored. Validation should already capture this.

Rule: If not blank and not one record per unique Client Identifier
Error: Only one record is permitted for Client Identifier
Error Message: Only one record is permitted for Client Identifier ([value])
How to correct: If you have the Client Identifier value on your documents and contacts it is likely that you have inadvertently used the same identifier with multiple clients. Find the Contact, and change the Client Identifier. To stop this happening in the future use the internal Contactid within coursesales.com by just removing the Client Identifier field from the contact form. Easy!

Rule: If not blank and not at least one associated Client Identifier on either the Training Activity (NAT00120) file or the Program Completed (NAT00130) file
Error: Client Identifier must exist in the Training Activity file or Program Completed file
Error Message: Client Identifier ([value]) must exist in the Training Activity file or Program Completed file

Rule: If blank or contains spaces
Error: Client Identifier must not have any spaces
Error Message: Client Identifier ([value]) must not have any spaces

Rule: If not blank and not at least one associated Client Identifier on the Client Postal Details (NAT00085) file, if this mandatory file is submitted
Error: Client Identifier must exist in the Client Postal Details file
Error Message: Client Identifier ([value]) must exist in the Client Postal Details file

Rule: If the sum of the nominal hours (from NAT00060 file) for all enrolments within a collection year (excluding those with Outcome identifier - national of 51, 52, 60, 61 and 85) for this client exceeds 1500.
Error: Client's total enrolment hours should not exceed 1500.
Error Message: Client's total enrolment hours should not exceed 1500.
How to correct: This warning is produced if the sum of the nominal hours (from NAT00060 file) for all enrolments (excluding those with Outcome identifier – national of 60 and 61) for a client exceeds 1000. To fix this look at the named client and see if a) there are enrolments that are erroneous or b) the nominal hours are incorrect on the Course Module for the Units/Modules. If everything looks in order just ignore this warning. Even with this warning the files can be validated.

Rule: If Client identifier is identifical to Unique student identifier within a record
Error: Client identifier cannot be the same as Unique student identifier
Error Message: Client identifier ([value]) cannot be the same as Unique student identifier

Rule: If blank or not a valid value
Error: Invalid Country Identifier
Error Message: Invalid Country Identifier ([value])

Rule: If Age < 10
Error: Client's age should be 10 or older.
Error Message: Check Date of Birth ([value]) - client's age should be 10 or older

Rule: If Age is greater than 99 years
Error: Check Date of Birth - age must not be greater than 99
Error Message: Check Date of Birth ([value]) - age must not be greater than 99

Rule: If blank or not a valid value
Error: Invalid Date of Birth
Error Message: Invalid Date of Birth ([value])

Rule: Year of Birth >= Collection Year [ie. Age <=0]
Error: Year of Date of Birth must not be later than or the same as the Collection Year
Error Message: Date of Birth year ([value]) must not be later than or the same as the Collection Year

Rule: If blank or not a valid value
Error: Disability Flag must be N or Y or @
Error Message: Disability Flag ([value]) must be N or Y or @

Rule: If value is not Y but there is a corresponding Client Identifier on the Client Disability (NAT00090) file
Error: Disability flag is N but there are disability records for Client identifier in the Disability (NAT00090) file
Error Message: Disability flag is N but there are disability records for Client identifier ([value]) in the Disability (NAT00090) file

Rule: If value is Y and there is no corresponding Client Identifier on the Client Disability (NAT00090) file
Error: Disability flag is Y but there are no disability records for Client identifier in the Disability (NAT00090) file
Error Message: Disability flag is Y but there are no disability records for Client identifier ([value]) in the Disability (NAT00090) file
How to correct: Somehow the data is not correct - perhaps it was an import error? Reset the value with a selection on the contact and then it should work!

Rule: If blank or not a valid value
Error: Gender must be M, F or @
Error Message: Gender ([value]) must be M, F or @
How to correct: This value has not been added, to correct open the contact and choose Male or Female or leave blank.

Rule: If blank or not a valid value
Error: Invalid Highest School Level Completed Identifier
Error Message: Invalid Highest School Level Completed Identifier ([value])
How to correct: Somehow the data is not correct - perhaps it was an import error? Reset the value with a selection on the contact and then it should work!

Rule: If blank or not a valid value
Error: Invalid Indigenous Status Identifier
Error Message: Invalid Indigenous Status Identifier ([value])

Rule: If Indigenous Status Identifier is equal to 1, 2 or 3 and Country Identifier is not 1100, 1101, 1102, 1603, 1199 or @@@@
Error: Country Identifier should be 1100 1101 1102 1603 1199 @@@@ if Indigenous Status Identifier is 1, 2 or 3
Error Message: Country Identifier ([value]) should be 1100 1101 1102 1603 1199 @@@@ if Indigenous Status Identifier ([value]) is 1, 2 or 3
How to correct: This is a warning only - even with this warning the files can be validated. This warning means that if the Indigenous Status is Yes, Aboriginal (1), Yes, Torres Strait Islander (2) or Yes, Aboriginal AND Torres Strait Islander (3) it then expects that the Country Identifier should be 1100 Australia (includes External Territories), 1101 Australia, 1102 Norfolk Island, 1603 Australian Antarctic Territory or 1199 Australian External Territories, nec. To fix this visit the named contact and adjust the Indigenous Status Identifier.

Rule: If blank or not a valid value
Error: Invalid Labour Force Status Identifier
Error Message: Invalid Labour Force Status Identifier ([value])

Rule: If blank or not a valid value
Error: Invalid Language Identifier
Error Message: Invalid Language Identifier ([value])

Rule: Name for Encryption is blank or contains no alphabetic characters
Error: Name for Encryption should contain alphabetic characters only
Error Message: Name for Encryption ([value]) should contain alphabetic characters only

Rule: Name for Encryption must contain a comma
Error: Name for Encryption must contain a comma. Please contact your student management system for assistance.
Error Message: Name for Encryption ([value]) must contain a comma. Please contact your student management system for assistance.
How to correct: You can safely ignore this warning and submit your data - it is asking for a comma in a field that is generated with surname and last name of the student. It is not mandatory.

Rule: If blank or not a valid value
Error: Invalid Postcode
Error Message: Invalid Postcode ([value])
How to correct: Update the postcode to a valid postcode-locality match. This postcode does not exist and needs to be corrected. To avoid this happening in the future make your document and contact forms validate postcode and localities for both private and public versions of the forms. Ensure you update the document which should then update the contact record using the most appropriate step eg: "Update student details"

Rule: If blank or not a valid value
Error: Prior Educational Achievement Flag must be N or Y or @
Error Message: Prior Educational Achievement Flag ([value]) must be N or Y or @

Rule: If Age <=10 and the Prior Educational Achievement Flag = 'Y' and Prior Educational Achievement Identifier other than '990' recorded on the Client Prior Educational Achievement (NAT00100) file
Error: Prior Educational Achievement Identifier must be 990 for this Client Identifier when age is less or equal to 10 years
Error Message: Prior Educational Achievement Identifier must be 990 for this Client Identifier ([value]) when Age is less or equal to 10 years, (Date of Birth ([value]))

Rule: If value is not Y but there is a corresponding Client Identifier on the Client Prior Educational Achievement (NAT00100) file
Error: Prior educational achievement flag is N but there are prior educational achievement records for Client identifier in the Prior Educational Achievement Flag (NAT00100) file
Error Message: Prior educational achievement flag is N but there are prior educational achievement records for Client identifier ([value]) in the Prior Educational Achievement Flag (NAT00100) file

Rule: If value is Y and there is no corresponding Client Identifier on the Client Prior Educational Achievement (NAT00100) file
Error: Prior educational achievement flag is Y but there are no prior educational records for Client identifier in the Prior Educational Achievement Flag (NAT00100) file
Error Message: Prior educational achievement flag is Y but there are no prior educational records for Client identifier in the Prior Educational Achievement Flag (NAT00100) file

Rule: If blank or not consistent with Postcode and Address Location except where State Identifier is @@ or Postcode is @@@@
Error: The State identifier does not correspond with the Postcode and Address Location
Error Message: The State identifier ([value]) does not correspond with Postcode ([value]) and Address Location ([value])
How to correct: This means that somehow the postcode or the state has been incorrectly entered so that the postcode does not match the state in which it is located. Update the state or the postcode on the contact. This fix will also correct the NAT0085 error that will also be present. To avoid this happening in the future make your document and contact forms validate postcode and localities for both private and public versions of the forms.

Rule: State Identifier must be '99' when Postcode is OSPC
Error: State Identifier must be 99 if Postcode is OSPC
Error Message: State Identifier ([value]) must be 99 if Postcode is OSPC

Rule: If blank or not a valid value
Error: Invalid State Identifier
Error Message: Invalid State Identifier ([value])

Rule: This rule applies to State Training Authorities only: If the field is not blank, the value must match the reference list
Error: This rule applies to State Training Authorities only: Invalid Statistical Area Level 1 Identifier
Error Message: This rule applies to State Training Authorities only: Invalid Statistical Area Level 1 Identifier ([value])

Rule: This rule applies to State Training Authorities only: If the field is not blank, the value must match the reference list
Error: This rule applies to State Training Authorities only: Invalid Statistical Area Level 2 Identifier
Error Message: This rule applies to State Training Authorities only: Invalid Statistical Area Level 2 Identifier ([value])

Rule: If blank, unless Date of Birth indicates client will be under 15 at the end of the collection year, or invalid.
Error: Survey contact status must not be blank (for clients 15 or over as at 31 Dec of the collection year) or invalid.
Error Message: Survey contact status ([value]) must not be blank (for clients 15 or over as at 31 Dec of the collection year) or invalid.
How to correct: Update on the documents and contact. To fix this for future entries choose a default value for this field, and ensure this field is on all document forms and is on the contact form.

Rule: If 'M' and Date of Birth indicates client is 15 or older
Error: If 'M' and Date of Birth indicates client will be 15 or older by the end of the collection year.
Error Message: Survey contact status 'M' must not be used if the Client identifier's ([value]) Date of Birth ([value]) means they will be 15 or older by the end of the collection year.

Rule: If 'O' and Client Postcode does not = OSPC
Error: Survey contact status 'O' is inconsistent with Postcode for this Client identifier
Error Message: Survey contact status 'O' is inconsistent with Postcode ([value]) for this Client identifier

Rule: The USI must not be blank if the Program Identifier is on Training.gov.au AND The Program Completed is in or after 2015 AND The Issued Flag is Y
Error: Unique Student identifier must not be blank for nationally recognised training when a qualification has been issued.
Error Message: Unique Student identifier for Client identifier ([value]) must not be blank for nationally recognised training when a qualification has been issued.

Rule: USI must be in the correct format or be a valid exemption code in the classification scheme
Error: Invalid format for Unique Student Identifier.
Error Message: Invalid format for Unique Student Identifier ([value])
How to correct: While the USIs are not checked for validity against name and birth dates they are checked to see if they match the database of USI values. If you get this error you are reporting a USI that does not exist - and you need to validate the USI via the USI website. If the history of the document shows that it has been validated check the versions of the document for when it was validated, then check that value against the value causing the error. It is like that the USI was changed.

Rule: This Warning is specific to STAs and Board of Studies: USI should be unique for each combination of Name for encryption, Sex and Date of birth unless Sex = @ or Date of birth = @@@@@@@@.
Error: Unique student identifier should be unique for each Name for encryption, Gender & Date of birth combination (STA-specific).
Error Message: Unique student identifier values should be unique for each Name for encryption, Gender ([value]) & Date of birth ([value]) combination (STA-specific).
How to correct: Somehow the same student has two contact records, likely because they have two documents that generated contacts with different matching rules or the student entered different information in each case. Track down the two contacts with the same USI, choose to keep one (add to the first name so you can distinguish it) and move the document from the contact you do not wish to keep to the contact you do with to keep. Finally inactivate the contact that no longer has documents and make sure that the names are returned to normal.

Rule: This Error is specific to NCVER registered RTOs and self-registered AVS users: USI should be unique for each combination of Name for encryption, Sex and Date of birth unless Sex = @ or Date of birth = @@@@@@@@.
Error: Unique student identifier should be unique for each Name for encryption, Gender & Date of birth combination.
Error Message: Unique student identifier values should be unique for each Name for encryption, Gender ([value]) & Date of birth ([value]) combination.
How to correct: Perhaps the same student has two contact records, likely because they have two documents that generated contacts with different matching rules or the student entered different information in each case. Track down the two contacts with the same USI, choose to keep one (add to the first name so you can distinguish it) and move the document from the contact you do not wish to keep to the contact you do with to keep. Finally inactivate the contact that no longer has documents and make sure that the names are returned to normal. The configuration should be using the USI to uniquely identify contacts - perhaps the setup needs to be updated.

Rule: This Warning is specific to STAs and Boards of Studies: Name for encryption, Sex & Date of birth combination should be unique for each USI, if USI field is not blank
Error: Name for encryption, Gender & Date of birth combination should be unique for each Unique student identifier.
Error Message: Name for encryption, Gender & Date of birth combination should be unique for Unique student identifier ([value]).
How to correct: This error can happen when a document does not have a contact associated with it - and CourseSales.com is guessing as to which it should be matching (usually using the rules that match a document to a contact, ie email address or sequential number etc). This error message can also occur if there is another document that the contact is also linked to, and this contains the same information - for example when an email address is updated and a new contact is created then two documents link to the same account (similar to above) or both contacts are being used in the NAT0080 file because it is unclear which should be used. Solution; View the contact that is creating the error, use a unique value eg surname, to see if you can track down a document that does not have the correct contact associated to it. It is difficult to stop this happening in the future as email addresses will change. Making the changes mentioned in ‘Duplicate enrolment records found for Client Identifier on Training organisation delivery location identifier, Subject Identifier Program Identifier, Activity Start Date’, will help.


It is possible that you have a setting on your web browser that pre-fills in forms, that is what could be happening here.

More information here

Rule: If = INTOFF and client Postcode does not equal OSPC
Error: INTOFF is not a valid Unique student identifier for this Client identifier due to their Postcode
Error Message: INTOFF is not a valid Unique student identifier for this Client identifier ([value]) due to their Postcode ([value])

Rule: If Unique student identifier is blank for more than or equal to allowed number of Client identifiers, where Client identifiers meet any of the following scenarios: Has a record with a subject listed on TGA in the NAT00120 file and Outcome ID does not = 85; Has a record with a program listed on TGA in the NAT00130 file which has an Issued Flag = N. This rule only runs if client count is at least 100.
Error: Your data contains too many blank USIs where USIs are expected. If blanks are due to subject statements of attainment or programs not having been issued, please contact NCVER's Client Support team to discuss.
Error Message: Your data contains too many blank USIs where USIs are expected. If blanks are due to subject statements of attainment or programs not having been issued, please contact NCVER's Client Support team to discuss.

Rule: If Unique student identifier is blank for less than the allowed number of Client identifiers where Client identifier meets any of the following scenarios: Has a record with a subject listed on TGA in the NAT00120 file and Outcome ID does not = 85; Has a record with a program listed on TGA in the NAT00130 file which has an Issued Flag = N. This rule only runs if client count is at least 100.
Error: Your data contains blank USIs for clients expected to have a USI. Where possible, populate with the USI or the appropriate exemption value.
Error Message: Your data contains blank USIs for clients expected to have a USI. Where possible, populate with the USI or the appropriate exemption value.

Rule: Client count is fewer than 100, and Unique Student Identifier is blank for any of the following scenarios: Has a record with a subject listed on TGA in the NAT00120 file and Outcome ID does not = 85; Has a record with a program listed on TGA in the NAT00130 file which has an Issued Flag = N.
Error: Your data contains blank USIs for clients expected to have a USI. Where possible, populate with the USI or the appropriate exemption value.
Error Message: Your data contains blank USIs for clients expected to have a USI. Where possible, populate with the USI or the appropriate exemption value.

Rule: If Unique student identifier = SHORT and client has enrolment activity in the NAT00120 file with an Activity end date in 2018 or higher, or records in the NAT00130 file with a Date Program Completed which falls within or after 2018.
Error: USI exemption code 'SHORT' is only valid if activity occurred prior to 2018.
Error Message: USI exemption code 'SHORT' is only valid for this Client identifier ([value]) if activity occurred prior to 2018.

Rule: If blank
Error: Address - Suburb, Locality or Town must not be blank
Error Message: Address - Suburb, Locality or Town must not be blank
How to correct: Self explanatory - if you wish to prevent this make both the Address Street Number and Address Street Name mandatory fields. To fix update the Contact record. To avoid this happening in the future make your document and contact forms validate postcode and localities for both private and public versions of the forms.

Rule: If not blank and Address - Suburb, Locality or Town does not exist on the Australia Post listing unless postcode is OSPC or @@@@
Error: Address - Suburb, Locality or Town must exist on the Australia Post suburb listing
Error Message: Address - Suburb, Locality or Town ([value]) must exist on the Australia Post suburb listing
How to correct: There is likely to be a spelling mistake of the Suburb, Locality or Town, or it is just incorrect. Correct this on the contact. To avoid this happening in the future make your document and contact forms validate postcode and localities for both private and public versions of the forms.

Rule: If Postcode is not @@@@ or OSPC, and Address - Suburb, Locality or Town does not match the Postcode specified by Australia Post
Error: Address Location and Postcode in combination must match the Australia Post postcode reference list
Error Message: Address Location and Postcode in combination ([value], [value]) must match the Australia Post postcode reference list

Rule: Address Street Name must not be blank if Address Street Number is not blank
Error: Address Street Name is blank. There must be an Address Street Name if there is an Address Street Number
Error Message: Address Street Name is blank. There must be an Address Street Name if there is an Address Street Number
How to correct: Self explanatory - if you wish to prevent this make both the Address Street Number and Address Street Name mandatory fields. To fix update the Contact record. To avoid this happening in the future make your document and contact forms validate postcode and localities for both private and public versions of the forms.

Rule: Address Street Name or Address Postal Delivery Box must be populated
Error: Address Street Name or Address Postal Delivery Box must be populated
Error Message: Address Street Name or Address Postal Delivery Box must be populated

Rule: Address Street Number should not be blank if Address Street Name is not blank
Error: Address Street Number should not be blank if Address Street Name is not blank
Error Message: Address Street Number should not be blank if Address Street Name is not blank
How to correct: You could remove the street name or add in the valid street address number. If you wish to prevent this make both the Address Street Number and Address Street Name mandatory fields. To fix update the Contact record. Even with this warning the files can be validated.

Rule: Should not contain the words 'Deceased', 'N/A', 'NULL', 'Do not mail', 'Do not use', '%', '@', '#', '$', '*'
Error: Client First Given Name must not contain illegal characters
Error Message: Client First Given Name ([value]) must not contain invalid words
How to correct: This probably means that someone used a keyboard or character set while filling in your form that is not the same as that which is accepted by NCVER in their NAT files.

To understand and troubleshoot this error you must understand the message and guidance about how to fix it. For example if the guidance says: “Record number (489) contains at least one illegal character in field (Telephone Number [Mobile]) from field position (1)” this means that you need to open the NAT file and go to line 489. The first number on each line of the NAT0080 and NAT00085 files is the contactId. Use this number to find the contact in CourseSales.com - and correct the field, ie Telephone Number [Mobile] - by removing what is there, and re-typing it. If you fix this once it should update both NAT00080 and NAT00085 file errors.

Rule: If not blank and not one record per unique Client Identifier
Error: Only one record is permitted for Client Identifier
Error Message: Only one record is permitted for Client Identifier ([value])
How to correct: If you have the Client Identifier value on your documents and contacts it is likely that you have inadvertently used the same identifier with multiple clients. Find the Contact, and change the Client Identifier. To stop this happening in the future use the internal Contactid within coursesales.com by just removing the Client Identifier field from the contact form. Easy!

Rule: If not at least one associated Client Identifier on the Client (NAT00080) file
Error: Client Identifier must also exist in the Client file
Error Message: Client Identifier ([value]) must also exist in the Client file
How to correct: Usually this is because the NAT files were downloaded from CourseSales.com before they could be created. Be sure to wait until you receive the email notification that the reporting has completed, and that when you download the file you overwrite any existing files you intend to replace.

Rule: Should not contain the words 'Deceased', 'N/A', 'NULL', 'Do not mail', 'Do not use', '%', '@', '#', '$', '*'
Error: Client Last Name must not contain illegal characters
Error Message: Client Last Name ([value]) must not contain invalid words
How to correct: This probably means that someone used a keyboard or character set while filling in your form that is not the same as that which is accepted by NCVER in their NAT files.

To understand and troubleshoot this error you must understand the message and guidance about how to fix it. For example if the guidance says: “Record number (489) contains at least one illegal character in field (Telephone Number [Mobile]) from field position (1)” this means that you need to open the NAT file and go to line 489. The first number on each line of the NAT0080 and NAT00085 files is the contactId. Use this number to find the contact in CourseSales.com - and correct the field, ie Telephone Number [Mobile] - by removing what is there, and re-typing it. If you fix this once it should update both NAT00080 and NAT00085 file errors.

Rule: If blank or contains numerics
Error: Client Last Name must not be blank or contain numbers
Error Message: Client Last Name ([value]) must not be blank or contain numbers
How to correct: If you have clients with just one name it is necessary to include that name in the Last Name field. First Name can be left blank.

Rule: If not blank and is not valid
Error: Email Address must contain the @ character
Error Message: Email Address ([value]) must contain the @ character
How to correct: Perhaps there is no validation on the email? If not then it is likely that someone has entered something other than an email address here. Update the Contact record. To avoid this happening in the future add an email validation on the field within the document forms.

Rule: If not blank and is not valid
Error: Email Address [alternative] must contain the @ character
Error Message: Email Address [alternative] ([value]) must contain the @ character

Rule: If blank or less than 4 digits
Error: Invalid Postcode
Error Message: Invalid Postcode ([value])
How to correct: Update the postcode to a valid postcode-locality match. This postcode does not exist and needs to be corrected. To avoid this happening in the future make your document and contact forms validate postcode and localities for both private and public versions of the forms. Ensure you update the document which should then update the contact record using the most appropriate step eg: "Update student details"

Rule: If not blank and not a valid value
Error: Invalid Postcode
Error Message: Invalid Postcode ([value])

Rule: If blank or not consistent with Postcode except where State Identifier is @@ or Postcode is @@@@
Error: State Identifier must be consistent with Postcode and Address Postal Location
Error Message: State Identifier ([value]) must be consistent with Postcode ([value]) and Address Postal Location ([value])
How to correct: This means that somehow the postcode or the state has been incorrectly entered so that the postcode does not match the state in which it is located. Update the state or the postcode on the contact. This fix will also correct the NAT0080 error that will also be present. To avoid this happening in the future make your document and contact forms validate postcode and localities for both private and public versions of the forms.

Rule: If blank or not a valid value
Error: Invalid State Identifier
Error Message: Invalid State Identifier ([value])

Rule: If not blank and contains alphabetic characters
Error: Telephone Number [Home] contains non numeric characters
Error Message: Telephone Number [Home] ([value]) contains non numeric characters
How to correct: It is likely that someone has put brackets or dashes in the phone number. Correct on the contact. You may wish to change the field type to “Phone” to prevent this in the future, and republish the forms.

Rule: If not blank and contains alphabetic characters
Error: Telephone Number [Mobile] contains non numeric characters
Error Message: Telephone Number [Mobile] ([value]) contains non numeric characters
How to correct: It is likely that someone has put brackets or dashes in the phone number. Correct on the contact. You may wish to change the field type to “Phone” to prevent this in the future, and republish the forms.

Rule: If not blank and contains alphabetic characters
Error: Telephone Number [Work] contains non numeric characters
Error Message: Telephone Number [Work] ([value]) contains non numeric characters
How to correct: It is likely that someone has put brackets or dashes in the phone number. Correct on the contact. You may wish to change the field type to “Phone” to prevent this in the future, and republish the forms.

Rule: If not a valid Australian mobile number
Error: This field must be a valid Australian mobile phone number
Error Message: Telephone Number [Mobile] ([value]) must be a valid Australian mobile phone number
How to correct: It might be that someone has entered a foreign phone numbers or the 0 has been lost or people are using a different format eg 61424240684 - this is just a warning and can be ignored.

Rule: More than one record exists for this Client/Disability combination
Error: Only one record is permitted for each unique Client Identifier and Disability Type Identifier combination
Error Message: Only one record is permitted for each unique Client Identifier ([value]) and Disability Type Identifier combination ([value])

Rule: If Disability Flag for this Client Identifier on the Client (NAT00080) file is not Y
Error: Client identifier is on the Client Disability file but the Disability Flag is not 'Y' on the Client file
Error Message: Client identifier ([value]) is on the Client Disability file but the Disability Flag is not 'Y' on the Client file

Rule: If doesn't exist in the Client (NAT00080) file
Error: Client Identifier must also exist in the Client file
Error Message: Client Identifier ([value]) must also exist in the Client file

Rule: If blank or not a valid value
Error: Invalid Disability Type Identifier
Error Message: Invalid Disability Type Identifier ([value])

Rule: More than one record exists for this Client Identifier/Prior Educational Achievement Identifier combination
Error: Only one record is permitted for each unique Client Identifier and Prior Educational Achievement Identifier combination
Error Message: Only one record is permitted for each unique Client Identifier ([value]) and Prior Educational Achievement Identifier combination ([value])

Rule: If Prior Educational Achievement Flag for this Client Identifier on the Client (NAT00080) file is not Y
Error: Prior educational achievement identifier must be Y for this Client identifier on the Client (NAT00080) file if there is an entry for this client in this file
Error Message: Prior educational achievement identifier must be Y for this Client identifier ([value]) on the Client (NAT00080) file if there is an entry for this client in this file
How to fix:

Rule: If Client Identifier is not in the Client (NAT00080) file
Error: Client Identifier must also exist in the Client file
Error Message: Client Identifier ([value]) must also exist in the Client file

Rule: If blank or not a valid value
Error: Invalid Prior Educational Achievement Identifier
Error Message: Invalid Prior Educational Achievement Identifier ([value])

Rule: If blank or not a valid value
Error: Invalid Activity End Date
Error Message: Invalid Activity End Date ([value])

Rule: Date should not be before start of Collection Period
Error: Activity End Date must not be before the Collection Period Start Date
Error Message: Activity End Date ([value]) must not be before the Collection Period Start Date

Rule: If > collection year end date and Outcome Identifier - National not = 70 or 85
Error: Activity End Date is after the Collection Year End Date therefore Outcome Identifier - National must not be a final outcome
Error Message: Activity End Date ([value]) is after the Collection Year End Date therefore Outcome Identifier - National ([value]) must not be a final outcome
How to correct: You need to either edit the Document Topic end date for the unit on the document for the contact being referred to or adjust the outcome to one that is not final ie not successful nor failure but Not Yet Started.

Rule: If date < final month of the collection period and has an Outcome Identifier - National = 70
Error: Outcome ID - 70 should not be used for this Activity End Date when submitting to the end of year collection.
Error Message: Outcome ID - 70 should not be used for this Activity End Date ([value]) when submitting to the end of year collection.
How to correct: For each of the records with this error there is a Document Topic an outcome of ‘Continuing enrolment’; basically this error is saying you can’t have the activity ending before the Collection Year End Date. By definition continuing enrolment means that they are expected to end BEYOND the current reporting period. It is possible that there is no Activity End Date value or field on the Document Topic - that means the date used is the Course Date start and end dates. To fix this you need to either:

a) have an activity end date on the Topic form, with a value in that field that is later than the current Collection End Year Date. eg: for reporting 1/1/2017 to 31/12/2017 the topic Activity End Date must be 1/1/2018 or later.

b) change the outcome to be any other than ‘Continuing enrolment (70) here is the complete list of outcomes:

20 — Competency achieved/pass

30 — Competency not achieved/fail

40 — Withdrawn/discontinued

51 — Recognition of prior learning granted

52 — Recognition of prior learning not granted

60 — Credit transfer/national recognition

70 — Continuing enrolment

90 — Not yet available

Rule: If (Activity End Date - Activity Start Date) > 5 years ie. Time between ASD and AED spans more than 5 years
Error: Time between Activity End Date and Activity Start Date must not be greater than 5 years
Error Message: Time between Activity End Date ([value]) and Activity Start Date ([value]) must not be greater than 5 years

Rule: If date < or = to the collection period end date and has an Outcome Identifier - National = 70
Error: Outcome ID - 70 should not be used for this Activity End Date, unless reporting an Interim collection for future dated activity.
Error Message: Outcome ID - 70 should not be used for this Activity End Date ([value]), unless reporting an Interim collection for future dated activity.
How to correct: Outcome Identifier 70 (Continuing enrolment) should not have a Activity End Date in the future - perhaps you selected to do government reporting by mistake within CourseSales.com?

Rule: If date is in the final month of the collection year and has an Outcome Identifier - National = 70
Error: Outcome ID - 70 should not be used when Activity End Date is in the collection year. If you choose to proceed with this submission, this outcome can be updated via the USI Transcript Updates tool in AVS.
Error Message: Outcome ID - 70 should not be used when Activity End Date ([value]) is in the collection year. If you choose to proceed with this submission, this outcome can be updated via the USI Transcript Updates tool in AVS.

Rule: If Activity End Date < collection period end date, and Outcome identifier - national = 85
Error: It is expected that Outcome identifier - national should not be 85 when Activity end date is prior to the collection period end date. This warning may be ignored if this is activity which did not occur but cannot be removed from your submission.
Error Message: It is expected that Outcome identifier - national should not be 85 when Activity end date ([value]) is prior to the collection period end date. This warning may be ignored if this is activity which did not occur but cannot be removed from your submission.

Rule: If blank or not a valid value
Error: Invalid Activity Start Date
Error Message: Invalid Activity Start Date ([value])

Rule: If > Collection Period End Date where Outcome identifier - national is not 85
Error: Activity Start Date must not be after the Collection Period End Date
Error Message: Activity Start Date ([value]) must not be after the Collection Period End Date

Rule: If date < (Collection Period Start Date - 5 years)
Error: Activity Start Date must not be more than 5 years before the Collection Period Start Date
Error Message: Activity Start Date ([value]) must not be more than 5 years before the Collection Period Start Date

Rule: If > Activity End Date
Error: Activity End Date must not be before the Activity Start Date
Error Message: Activity End Date ([value]) must not be before the Activity Start Date ([value])

Rule: If Client Identifiers included in this file are not on the Client (NAT00080) file
Error: Client Identifier must also exist in the Client file
Error Message: Client Identifier ([value]) must also exist in the Client file

Rule: If duplicate records found based on: Training organisation identifier, Client Identifier, Subject Identifier, Program Identifier (noting this can be blank), Activity Start Date
Error: Duplicate enrolment records found for Client Identifier on Training Organisation Identifier, Subject Identifier, Program Identifier, Activity Start Date
Error Message: Duplicate enrolment records found for Client Identifier on Training organisation identifier, Subject Identifier Program Identifier, Activity Start Date
How to correct:

This means that there are two (or more) enrolments of the same unit associated with the same individual.

This could mean that someone is using the same email address eg info@gracedental.com, as someone else, and both of these people have booked on the same course, therefore both records are linked to the same contact. This means that many documents that are linked to one contact - and these documents use the same email address but are actually different people.

Check that there are not two document topics of the same type on the document for the student.

The process rules are setup to match using email addresses. Basically if a group of students uses the same email addresses then all those documents will be matched to the one contact.

Dealing with the current documents that are linked to the same contact.

Navigate to the documents that are linked to the common contact

Remove the contact from the documents you want to unlink, add a unique email address

Save the document, wait for the new contact to be created. See Wrong Documents linked to Contact

Dealing with future students signing up for courses that use the same email address.

Change Match Contact Using Rule to "Use Email and Name to find the Contact", this means that even if the same email is used we now also include the name as a unique identifier.

Change the Unique Identifier to not be email address eg: Next sequential number, Client Identifier or Unique Student Identifier.

Tell students they MUST sign up with their own email address

Just deal with this at reporting time - creating dummy unique email addresses for double ups as necessary.

If you do thee first two options, ensure that when making these changes you do so on every process rule.

Rule: If client has a record with Funding Source = 20 - Domestic Client - Other Revenue and USI = INTOFF
Error: INTOFF is not a valid Unique student identifier for this Client identifier due to the Funding Source 20 on Subject Identifier
Error Message: INTOFF is not a valid Unique student identifier for this Client identifier ([value]) due to their Funding Source ([value]) on Subject identifier ([value])

Rule: If not blank, there must be a corresponding Training Contract Identifier
Error: Training Contract Identifier must not be blank when there is a corresponding Client Identifier - Apprenticeships
Error Message: Training Contract Identifier must not be blank when there is a corresponding Client Identifier - Apprenticeships ([value])

Rule: If blank or not a valid value
Error: Invalid Commencing Program Identifier
Error Message: Invalid Commencing Program Identifier ([value])

Rule: If Commencing Program Identifier not 8 and Program Identifier is blank
Error: Commencing Program Identifier must be 8 if the Program Identifier is blank
Error Message: Commencing Program Identifier ([value]) must be 8 if the Program Identifier is blank
How to correct: If the program identifier is blank in the course module it means that this activity is not part of a program, eg diploma or certificate. Usually this occurs when a training organisation is delivering single unit of competency courses like First Aid etc. The solution is to edit the documents, change the Commencing Program Identifier to the value “Unit of competency or module enrolment only” Other values for this field are: 3: Commencing enrolment in the program and 4 Continuing enrolment in the program from a previous year.

Rule: If Commencing Program Identifier equals 8 and Program Identifier not blank
Error: Commencing Program Identifier must not be 8 if Program Identifier is not blank
Error Message: Commencing Program Identifier must not be 8 if Program Identifier ([value]) is not blank

Rule: When Program Identifier is not blank and Commencing program ID = 3 or 4, Commencing Program Identifier must be identical for each unique Client identifier and Program identifier combination
Error: Commencing Program Identifier must be the same for all of a client's subject enrolments in a Program Identifier.
Error Message: Commencing Program Identifier ([value]) must be the same for all of a Client Identifier's ([value]) subject enrolments in a Program Identifier ([value]).

Rule: When Commencing Program Identifier is '3' and Activity End Date is => current Collection Year, the Activity start date must be in the current collection year, unless Outcome ID = 85.
Error: Activity Start Date must be in the current collection year when Commencing Program Identifier is 3 and Activity End Date is greater than or equal to the current collection year.
Error Message: Activity Start Date ([value]) must be in the current collection year when Commencing Program Identifier is 3 and Activity End Date ([value]) is greater than or equal to the current collection year.
How to correct: Commencing Program Identifier is 3 (Commencing enrolment in the program) - perhaps you selected to do government reporting by mistake within CourseSales.com?

Rule: If Outcome Identifier - National = 51, 52 or 60 and Delivery Mode Identifier is not NNN
Error: Delivery Mode Identifier must be NNN if Outcome Identifier - National is 51, 52 or 60
Error Message: Delivery Mode Identifier ([value]) must be NNN if Outcome Identifier - National is 51, 52 or 60
How to correct: Delivery Mode Identifier 90 (Not applicable, recognition of prior learning/credit transfer) if Outcome Identifier is 51 (Recognition of prior learning granted), 52 (Recognition of prior learning not granted) or 60 (Credit transfer/national recognition). To ensure that this does not happen again you could create a default value for Delivery Mode Identifier, note that a new course module may be required if you wish to have these outcomes.

Rule: If blank or not a valid value
Error: Invalid Delivery Mode Identifier
Error Message: Invalid Delivery Mode Identifier ([value])
How to correct: Update the course modules to include the correct information regarding Delivery Mode Identifier, perhaps this information has been left blank.

Rule: If blank or not a valid value
Error: Invalid Funding Source - National
Error Message: Invalid Funding Source - National ([value])

Rule: If = 30 and Postcode on the Client (NAT00080) file does not equal OSPC
Error: Funding Source - National is 30 therefore Postcode on the Client file must be OSPC. State identifier must also be updated to 99 accordingly.
Error Message: Funding Source - National is 30 therefore Postcode on the Client file must be OSPC. State identifier must also be updated to 99 accordingly.

Rule: If Specific Funding Identifier is not blank, Funding Source - National must be 13
Error: A Specific Funding Identifier has been entered, therefore Funding Source - National should be '13' or the Specific Funding Identifier should be deleted
Error Message: A Specific Funding Identifier has been entered, therefore Funding Source - National ([value]) should be '13' or the Specific Funding Identifier should be deleted

Rule: If Funding source - national is "11", "13" or "15" and corresponding Training organisation delivery location identifier has a State identifier of 99 in the NAT00020 file.
Error: This Funding source - national code is invalid for enrolments with an offshore Training organisation delivery location identifier.
Error Message: This Funding source - national code ([value]) is invalid for enrolments with an offshore Training organisation delivery location identifier ([value]).

Rule: If training organisation type not equal to 31 and Funding source - national = 80
Error: This Funding source - national code may only be used by TAFE to report activity that it has conducted on behalf of another organisation.
Error Message: This Funding source - national code ([value]) may only be used by a TAFE to report activity that it has conducted on behalf of another organisation.

Rule: This rule identifies the reporting of multiple instances of the same Subject identifier for the same Unique student identifier (excluding exempt or blank USIs) by a registered training organisation, where the dates overlap.
Error: This rule will trigger where at least one instance of the Subject identifier has an Activity start date that is before the Activity end date of another instance of that same Subject identifier. It will not trigger if the Activity start date is on or after the Activity end date.
Error Message: TBS
How to correct: Adjust the Document Topics to include the correct start and end dates of the Topic activities. It appears that you have the student doing the same unit at the same time! Perhaps there are two enrolments or the same unit is within two different qualifications, perhaps remove one or change one to a credit transfer.

Rule: This rule identifies the reporting of multiple instances of the same Subject identifier for the same Client identifier (where the Unique student identifier is an exemption code or blank) by a registered training organisation, where the dates overlap.
Error: This rule will trigger where at least one instance of the Subject identifier has an Activity start date that is before the Activity end date of another instance of that same Subject identifier. It will not trigger if the Activity start date is on or after the Activity end date.
Error Message: TBS
How to fix: Adjust the Document Topics to include the correct start and end dates of the Topic activities. Ite appears that you have the student doing the same unit at the same time!

Rule: If organisation submitter type = RTO and Funding source - national = 11 or 15.
Error: Record for this Client Identifier contains publicly funded data. Please be aware that this data must be submitted via your state training authority and cannot be submitted via AVS.
Error Message: Record for this Client Identifier ([value]) contains publicly funded data. Please be aware that this data must be submitted via your state training authority and cannot be submitted via AVS.
How to correct:Ask yourself if you have students who receive funding or if you receive funding for your students. If you do then this message is expected and you should be reporting to your state training authority. If not then you must have a field that you do not require which also have a value in it. Examples of where this information might be coming from include:

Document, Contact

Specific funding identifier

Funding source - state training authority

Training contract identifier

Purchasing contract identifier

Purchasing contract schedule identifier

Client identifier - apprenticeships

Fee exemption/concession type identifier

Statistical area level 1 identifier

Statistical area level 2 identifier

Document Topics

Outcome identifier - training organisation

Hours attended

Purchasing contract identifier

To reduce the chances of this error appearing again (if you do not intend on delivering funded training) is to remove these fields from your documents/contacts etc.

Rule: If Delivery Mode Identifier = NNN and Outcome Identifier - National does not equal to 51, 52, 60,70 or 85
Error: Outcome Identifier - National must be 51, 52, 60, 70 or 85 when Delivery Mode Identifier is NNN
Error Message: Outcome Identifier - National ([value]) must be 51, 52, 60, 70 or 85 when Delivery Mode Identifier is NNN
How to fix: This means that while you have set up the Unit to be 'Not applicable (for RPL or Credit transfer)' you have actually awarded an outcome that is NOT Recognition of Prior Learning (RPL) or Credit. Adjust the outcome on the unit to be RPL or credit, or adjust the course module to not be 'Not applicable (for RPL or Credit transfer)'. There is no need to create course modules that use Not applicable (for RPL or Credit transfer) - the RPL or Credit transfer is taken from the outcome and the Delivery mode identifier is updated automatically.

Rule: If not blank and not a valid value
Error: Invalid Outcome Identifier - National
Error Message: Invalid Outcome Identifier - National ([value])

Rule: If blank
Error: Outcome Identifier - National must not be blank
Error Message: Outcome Identifier - National must not be blank
How to correct: There must be an Outcome -National field value that is blank. In future add a guidance into the process steps that at the end of each course when checking off the students an outcome is applied, see Edit a Document Topic - for outcomes and units of competency

Rule: If record has an Outcome identifier - national = 70, but Training organisation identifier has other records where Outcome identifier - national = 41.
Error: A record cannot be reported with a continuing outcome (Outcome identifier - national = 70) if the training organisation has other records with an outcome '41 - Withdrawn/discontinued due to RTO closure'. When the RTO has closed down, all unfinished training should be reported with outcome '41'.
Error Message: A record cannot be reported with Outcome identifier - national = 70 if the training organisation has other records with an outcome '41 - Withdrawn/discontinued due to RTO closure'. When the RTO has closed down, all unfinished training should be reported with outcome = 41

Rule: If Program Identifiers included in this file are not on the Program (NAT00030) file or Program (NAT00030A) file
Error: Program Identifier must also exist in the Program file
Error Message: Program Identifier ([value]) must also exist in the Program file
How to correct: Perhaps there is not sufficient information in the qualifications record to export, this error should not appear, if this suggestion does not remove this error then please contact us.

Rule: If Program Identifier is blank and the Client Identifier - Apprenticeships and Training Contract Identifier are not blank
Error: If the Program Identifier field is blank then Client Identifier - Apprenticeships and Training Contract Identifier must also be blank
Error Message: If the Program Identifier field is blank then Client Identifier - Apprenticeships ([value]) and Training Contract Identifier ([value]) must also be blank

Rule: If Organisation identifier does not exist on TGA then Program identifier must not exist on TGA.
Error: Accredited training cannot be delivered by a non-accredited training organisation.
Error Message: Accredited Program ([value]) cannot be delivered by a non-accredited training organisation ([value])

Rule: If Funding Source - National = 13 it is expected Specific Funding Identifier is not blank
Error: Specific Funding Identifier must be a valid value if Funding Source - National is 13
Error Message: Specific Funding Identifier ([value]) must be a valid value if Funding Source - National is 13

Rule: If Specific funding identifier is 91 or 92 or 93 and RTO ID is not 60131
Error: Specific Funding Identifier is only for use by Australian Maritime College (RTO ID 60131)
Error Message: Specific funding identifier ([value]) is only for use by Australian Maritime College (RTO ID 60131)

Rule: If Specific Funding Identifier is '13' or '31' and Activity Start Date >= 1/1/2015.
Error: Specific Funding Identifier is not valid for activity from 2015
Error Message: Specific Funding Identifier ([value]) is not valid for activity from 2015

Rule: If not blank and not a valid value
Error: Invalid Study Reason Identifier
Error Message: Invalid Study Reason Identifier ([value])

Rule: When Subject identifier is on the TGA master list of subjects, if Outcome Identifier - National is 61 (superseded subject) and there is no second enrolment record listed with the same Client Identifier and a superseding Subject Identifier as per classification table holding superseded and superseding subject.
Error: Outcome Identifier - National '61' (Superseded subject) is invalid for this Subject Identifier if there is no enrolment in a replacement unit.
Error Message: Outcome Identifier - National '61' (Superseded subject) is invalid for this Subject Identifier ([value]) if there is no enrolment in a replacement unit.

Rule: When Subject identifier is on the TGA master list of subjects, if Outcome Identifier - National is 61 (Superseded subject) and Subject Identifier is not found on the TGA classification list of superseded subjects
Error: Subject Identifier is not listed as superseded on the TGA master list therefore Outcome Identifier 61 (Superseded subject) is invalid.
Error Message: Subject Identifier ([value]) is not listed as superseded on the TGA master list therefore Outcome Identifier 61 (Superseded subject) is invalid.

Rule: If Subject Identifiers included in this file are not on the Subject (NAT00060) file
Error: Subject Identifier must also exist in the Subject file
Error Message: Subject Identifier ([value]) must also exist in the Subject file
How to correct:

Perhaps you have not included information on your course module eg: VET Flag

You could be using Module forms (ie for activities other than units) - these need to have a full name in them as well as their identifier. Either add the value to the field, or if the field is not present add it there. See Modules instead of Units of Competency.

Rule: If the record's Subject Identifier is identical to the record's Program Identifier, where Subject identifier is not on the TGA master list of Units of Competency or Accredited Units
Error: Subject Identifier must not match Program Identifier
Error Message: Subject Identifier ([value]) must not match Program Identifier

Rule: If Organisation identifier does not exist on TGA then Subject identifier must not exist on TGA.
Error: Accredited training cannot be delivered by a non-accredited training organisation.
Error Message: Accredited Subject ([value]) cannot be delivered by a non-accredited training organisation ([value])

Rule: If not blank, there must be a corresponding Client Identifier - Apprenticeships
Error: Client Identifier - Apprenticeships must not be blank when there is a Training Contract Identifier
Error Message: Client Identifier - Apprenticeships must not be blank when there is a corresponding Training Contract Identifier ([value])

Rule: For each unique Program Identifier/Client Identifier combination the Training Contract Identifier and Client Identifier - Apprenticeships must be the same
Error: It is expected that the Training Contract Identifier and Client Identifier - Apprenticeships are the same between records for this Client Identifier/Program Identifier combination
Error Message: It is expected that the Training Contract Identifier and Client Identifier - Apprenticeships are the same between records for this Client Identifier/Program Identifier combination ([value], [value])

Rule: If not blank and the Recognition Status Identifier on the Program (NAT00030A) file is not equal to '11' or '12'
Error: If Training Contract Identifier is not blank, the corresponding Program Recognition Identifier in the Program file must be 11 or 12
Error Message: If Training Contract Identifier is not blank, the corresponding Program Recognition Identifier in the Program file must be 11 or 12

Rule: If any Training Organisation Delivery Location Identifier/Training Organisation identifier combination included in this file is not on the Training Organisation Delivery Location (NAT00020) file
Error: Training Organisation Delivery Location Identifier and Training Organisation Identifier combination must also exist in the Training Organisation Delivery Location file
Error Message: Training Organisation Delivery Location Identifier ([value]) and Training Organisation Identifier ([value]) combination must also exist in the Training Organisation Delivery Location file
How to correct: This means that your some or all of your venues don’t have a location specified that includes AVETMISS Data, specifically the Delivery Location Identifier. Open all the locations and see if there are any missing fields that should be filled in. If you have locations that you should not be used consider making these inactive - this could help avoid accidently using locations that should not be used. It is recommended to use few locations, and perhaps group them, eg use ‘Brisbane’ instead of ‘Ashgrove’, ‘Woolloongabba’, ‘Red Hill’, ‘The Gap’.

Rule: If blank or not a valid value
Error: VET In Schools Flag must be a valid value
Error Message: VET In Schools Flag ([value]) must be a valid value.
How to correct: This means that either the VET in Schools Flag field is not on the Contact Form or if it is, the contact does not have a value selected. Solution: Edit the Contact Form and then (once added or it it exists already) open the contact and select a value, to prevent this from happening in the future make the VET in Schools Flag Field field mandatory for Private Submit on the Document Form.

Rule: Multiple Successful Completions
Error: Warning: Multiple Successful Completions
Error Message: It is expected that a client (XXXXXXXX) would only undertake full training and assessment and/or undergo recognition of prior learning once for a Subject identifier (XXXXXXXX) at a Training organisation (XXXXX)
How to fix within coursesales.com

This is just a warning - if you wish to ignore this it should not stop you submitting your AVETMISS files to NCVER.

If you wish to fix this - it is likely that you have issued the same unit to the same student, perhaps on multiple courses. Remove the outcome on the duplicated document topic(s), alternatively remove the duplicated document topic(s) from the document.

Rule: If Client Identifiers included in this file are not on the Client (NAT00080) file
Error: Client Identifier must also exist in the Client file
Error Message: Client Identifier ([value]) must also exist in the Client file

Rule: If Date Program Completed is within the Collection Year, a Client Identifier record must exist in the Training Activity (NAT00120) file
Error: There must be a corresponding record for Client Identifier in the Training Activity file when the Date Program Completed is within the Collection Year
Error Message: There must be a corresponding record for Client Identifier in the Training Activity file when the Date Program Completed is within the Collection Year
How to correct: Perhaps the course date is not marked 'completed' and therefore the course date is not being included in the reporting range and topics are not being reported as they should (you should see corresponding error 4006) - change the status of the course date to 'completed' (and change back again if required, use the bulk change tool to make your life easier!). Perhaps there are not Document Topics with an activity end date that falls within the reporting range, on the document topic related to the program id adjust the date or add an outcome and end date that falls within the reporting range.

Rule: If duplicate records (based on Program Identifier + Client Identifier)
Error: Only one record is permitted for each unique Program Identifier and Client Identifier combination
Error Message: Only one record is permitted for each unique Program Identifier and Client Identifier combination ([value], [value])

Rule: If duplicate records (based on Program Identifier + Client Identifier + Date program completed)
Error: Only one record is permitted for each unique Program Identifier, Date program completed and Client Identifier combination
Error Message: Only one record is permitted for each unique Qualification/Course Identifier, Date program completed and Client Identifier combination ([value], [value], [value])

Rule: If < (Collection Year - 10)
Error: Date Program Completed must not be more than 10 years before the Collection Year
Error Message: Date Program Completed ([value]) must not be more than 10 years before the Collection Year

Rule: If blank or not a valid value
Error: Date program completed must be between 01/01/1900 and 31/12/9999
Error Message: Date program completed ([value]) must be between 01/01/1900 and 31/12/9999

Rule: If blank or not a valid value
Error: Date program completed must be between 01/01/1900 and 31/12/9999
Error Message: Date program completed ([value]) must be between 01/01/1900 and 31/12/9999

Rule: If > Collection Year
Error: Date Program Completed must not be after the end of the Collection Year
Error Message: Date Program Completed ([value]) must not be after the end of the Collection Year

Rule: If blank or not a valid value
Error: Issued Flag must be Y or N
Error Message: Issued Flag ([value]) must be Y or N

Rule: If Program Identifiers included in this file are not on the Program (NAT00030) file or Program (NAT00030A) file
Error: Program Identifier must also exist in the Program file
Error Message: Program Identifier ([value]) must also exist in the Program file
How to correct: Perhaps the course date is not marked 'completed' and therefore the course date is not being included in the reporting range and topics are not being reported as they should (you should see corresponding error 4017) - change the status of the course date to 'completed' (and change back again if required, use the bulk change tool to make your life easier!). Perhaps there are not Document Topics with an activity end date that falls within the reporting range, on the document topic related to the program id adjust the date or add an outcome and end date that falls within the reporting range.

Rule: If Program Identifier exists in the Program (NAT00030A) file and the VET Flag on the Program (NAT00030A) file = N
Error: Program Identifier exists on the Program file therefore the VET Flag on the Program File must be Y
Error Message: Program Identifier ([value]) exists on the Program file therefore the VET Flag on the Program File must be Y

Rule: If Training Organisation Identifier included in this file are not on the Training Organisation (NAT00010) file or Training Organisation (NAT00010A) file
Error: Training Organisation Identifier does not exist in the Training Organisation file
Error Message: Training Organisation Identifier ([value]) does not exist in the Training Organisation file