Registered Training Organisations are required to do a Final Submission each calendar year of their AVETMISS data. This final submission for the calendar will differ from general uploads performed during the year, as it will need to report finalised data and no longer reflects any incomplete information for the reported year.
To assist with this, VETtrak's AVETMISS Generation wizards have a tickbox option to Enforce end of year validation which is automatically toggled on after the 1st of December:
What does it do?
The box activates additional validation rules for your AVETMISS data that will display errors in an AVETMISS generation where you may not anticipate errors. For example:
With the 'Enforce End of Year Validation Box' Un-ticked:
With the 'Enforce End of Year Validation Box' ticked:
The following errors will become visible:
- “Error : This Unit/Module has a continuing result but the finish date is in the current year”
If outcome is 70 or 79, and the unit end date is on or before the end of the generation/collection period
- “Error : This Unit/Module has a 50 result but the finish date is in the current year”
VIC only if outcome is 50, and the unit end date is on or before the end of the generation/collection period
In simple terms, these errors are regarding Unit Activity that have some kind of 'Incomplete' or 'Pending' result/outcome. Using the above example, this will display a message like the following:
'This Unit/Module has a continuing result but the finish date is in the current year'
To fix these errors:
As you are submitting a set of data for the current year, it is expected that any Units that currently do not have a finalised result will need to be amended in one of the following ways:
- Have the Unit Result amended to reflect a final outcome for the current year (whether the unit was completed or not)
- Update the Unit Finish Date to communicate it will be Continuing into the next calendar year
Within the VETtrak Help Centre, we have a range of articles that will assist with identifying which records need to be updated, as well as how to update Unit Finish Dates in bulk should you require:
- NAT Files - Viewing and Fixing AVETMISS Errors/Warnings
- Extend Unit Dates
- NSW: Extend Unit Dates Wizard
What if I am not yet ready to do my Final Submission?
If you are not yet performing your Final AVETMISS generation, you are free to uncheck the Enforce end of year validation box. Doing this will relax the validation and those errors will no longer appear - and no longer stop you from exporting your files.
Just be aware that when it is time to perform your final submission, any errors present when ticking Enforce end of year validation will require to be fixed prior to exporting your NAT files.