How do I fix workbook validation errors?

Workbook validation errors usually occur when required fields are missing, references don’t match, or the structure of the Excel template has been changed. The FAC system relies on the workbook’s exact format to validate your submission.

Below are the most common issues and how to fix them.

Award and Finding References

• Award references and finding references must be unique.

• Do not reuse the same reference number across multiple rows.

• Use letters and numbers only.

• Do not use special characters such as:

  • #

  • /

  • \

  • *

  • punctuation or symbols

Example (acceptable):

• 2024-001

Example (not acceptable):

• #2024-001

• Finding/1

References must match exactly across tabs (for example, between Federal Awards, Findings, and Corrective Action Plan). Any mismatch will cause the workbook to fail validation.

Do Not Delete or Modify Calculated Cells

Some cells in the workbook perform automatic calculations or contain formulas required for validation.

• Do not erase or overwrite these cells.

• Do not copy and paste values over formula cells.

• If a calculated cell looks incorrect, check the source data in other fields instead of editing the formula.

Deleting or changing these cells can cause errors that cannot be fixed without restoring the original template.

Using “N/A” and Dropdown Menus

For fields that are not applicable:

• Use the dropdown menu and select “N/A” when available.

• Do not leave required dropdown fields blank.

• Do not type “N/A” manually unless the instructions explicitly say to do so.

Clearing or Removing Incorrect Rows

If you entered incorrect data in a row:

To clear a row:

• Delete the cell contents only (use Delete or Clear Contents).

• Do not delete the entire row unless instructed.

If you deleted a row by mistake:

• Insert a new row in the same location.

• Re-enter the required data.

• Make sure the row order and formatting match the surrounding rows.

Deleting rows improperly can break hidden references used by the workbook.

General Best Practices

• Always start from a fresh copy of the FAC Excel template.

• Avoid copying data directly from PDFs or Word documents (this can introduce hidden characters).

• Do not rename or reorder worksheet tabs

• Do not insert, remove, or rearrange columns

• Do enter 0 in required numeric fields instead of leaving them blank

If validation errors persist after checking these items, send the FAC Helpdesk ALL of your workbooks not just the problem one(s).