A quick guide to AVETMISS reporting with aXcelerate

December 12, 2019

End of year reporting can be a tricky and stressful time for RTOs. An entire year’s worth of data has to be submitted to NCVER, which is no small task. Hours are spent reviewing errors and submitting to the AVS validation tool, over and over until your patience hangs by a thread.

Thankfully, we’ve set up this handy guide to help make NCVER reporting a breeze.

Before starting, we suggest that you use our NCVER integration. If you’re yet to set this up, here’s some instructions.

This guide is a straightforward step-by-step process, if you’re looking for something that has more details, check out our General AVETMISS Reporting help guide.

1) aXcelerate pre-validation tool

Firstly, you can use our pre-validation tool to validate your data. This will identify errors to be fixed.

  1. Go to Reports > AVETMISS
  2. Set the Validation Type to aXcelerate 
  3. Set the Collect Type to End of Year 
  4. Set the State/Reporting Format to National (NCVER)
  5. Toggle any Funding Sources you may wish to switch on or off
  6. Click Run AVETMISS Report   

2) aXcelerate NCVER integration

Once your report is error-free, you can validate your data with NCVER itself, using our NCVER integration.

  1. Reports > AVETMISS
  2. Set the Validation Type to Upload to NCVER
  3. Select your NCVER Collection Period
  4. Click Run AVETMISS Report
  5. Set any Optional Flags and Optional Checks as required
  6. Click Validate 

3) Submit to NCVER

Once you’ve confirmed there’s no errors after using our pre-validation and NCVER validation tools, you’re ready to submit the data to NCVER.

  1. Go to Reports > AVETMISS
  2. Set the Validation Type to aXcelerate 
  3. Set the Collect Type to End of Year 
  4. Set the State/Reporting Format to National (NCVER)
  5. Toggle any Funding Sources you may wish to switch on or off
  6. Click Run AVETMISS Report 
  7. Click Download NATFiles 
  8. Log into the AVS Portal 
  9. Select New Collection 
  10. Select the validation year and period (2018 and Jan - Dec) 
  11. Click on ‘Add Files’ and upload the NATFiles you downloaded earlier 
  12. Click on ‘Upload Files’ to confirm these files 
  13. Select ‘Validate’ 
  14. Once the validation is complete, you may be presented with warnings or errors 
  15. Whilst correcting errors, you may need to repeat these steps until all files are valid 
  16. Hit ‘Finalise Submission’  

Submission to NCVER is due by 28th February 2020.

Common AVETMISS errors & solutions 

Stuck on errors? Here’s some common errors that come up, and how to fix them.

For more info on AVETMISS errors, refer to our Troubleshooting AVETMISS Report Errors guide.

Nominal Hours must not be blank (NAT00060 - Subject)
Refer: https://www.ncver.edu.au/__data/assets/file/0025/56446/Nationally-agreed-hours.txt

Blank/Unverified USI (NAT00080 - Client)

  • If you have permission from the student Create USI via USI Creation Data
  • Verify USI by clicking ‘Verify’ on the client page
  • Search the USI via the USI Portal

Address Street Name or Address postal delivery box must be populated (NAT00085 - Client Postal Details)
Fill in both the primary postal address and street address in full

Activity End Date has elapsed (NAT000120 - Training Activity)
This means the end date of the unit has passed, review the students training plan and update the end date as required 

Activity Start Date must not be in the past for not-started outcomes (NAT000120 - Training Activity)
The start date of the unit needs to be updated to reflect a future date. Or, if the unit has commenced, change this to a continuing outcome 

Outcome NYA (90) is no longer valid (NAT000120 - Training Activity)
NYA is no longer supported this should be changed to reflect NYS (85).

This can be done in bulk per class via the ‘Bulk Actions’ tool.

Interim outcome CA is not valid within the collection year for end of year submissions (NAT000120 - Training Activity)
This error refers to the unit end date. 

When the unit outcome is listed as CA and we are submitting an ‘End of Year’ collection, the end date must be in the following year. 

Only one record is permitted for subject identifier (NAT000120 - Training Activity)
This error will occur if a student has the same unit reported twice, regardless of the result. e.g.

BSBADM301 - Competent
BSBADM301 - Credit Transfer 

Only one instance of the unit should be reported.

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