Summary
This article provides information on how to find out about, and fix, common errors in Gateway reports.
How do I know if there are errors in the report I've just submitted?
Once you select 'Submit', the report automatically goes through a validation process to check for any errors. This process usually takes around 30 seconds but could take up to 10 minutes.
After you have submitted the report, allow time for the system to run the validation process. Then refresh the page and check the document status, then refresh the page and check the 'Status' column in DXP Ngā Kete.
The process is complete when the template document status says 'Submitted'.
The table below shows the types of document status in DXP Ngā Kete and what they mean.
| Document status | Description |
Draft | The template has been edited and uploaded by the provider but not yet submitted. |
Submitted | The data submission has passed validation and has been submitted. |
Revise | The data submission has been submitted but requires an amendment by the provider. |
Under Review | The data submission has been submitted and is being reviewed by TEC. |
Review Complete | The data submission has been reviewed. |
What do I do if the document status says 'Revise'?
This means the validation process has found some errors in the report. This is not unusual for most users. However, these errors will need to be corrected before you resubmit the report.
Instructions on how to correct errors are available in the DXP Ngā Kete User Guides.
- Open the 'Data Submissions' dropdown
- Click on 'Gateway'
- Scroll down to the 'View errors and edit data' section.
Common errors
Dates:
Dates may cause an error when:
- The date format is not dd/mm/yyyy
- The date is not a valid date (eg, 31/02/2026)
- The date field is left blank
- Note: Sometimes it's ok to leave the date field blank. But if a field needs to have a date entered and the field is left blank, it will cause an error.
- The placement start date or end date is after the reporting date (ie, a future date)
- If the date is in the future, leave the field blank
- If the date is in the past but was entered incorrectly, correct the date.
Date of birth (Actuals report):
The date of birth may cause an error when:
- it is Americanised (eg, 05/30/2005 instead of 30/05/2005)
- Check that the date matches the date on your records
- If applicable, re-order the day and month in the date field to the non-Americanised date.
- it does not match the date we have on our records (aligning with the learner's National Student Number or NSN)
- Check if the date matches the date on your records
- If it matches the date on your records, and is not Americanised, please contact us on 0800 601 301 or customerservice@tec.govt.nz.
Learner outcomes (Actuals report):
In the end-of-year Actuals report, both of the outcome fields need to be populated (ie, do not leave any blank cells).
Use the appropriate option from the dropdown list, or use:
- 'Not applicable' if the outcome column is not relevant
- 'Not known' if the learner's outcome is not yet known, eg, it is less than 3 months since they ended the placement.
For more information see KA-02585 'Gateway - Actuals reports: How to report learner outcomes'.
Unit Standards:
The Unit Standard ID field will fail validation if:
a. multiple unit standards have been entered in one cell.
- To fix, use a new row for each unit standard.
b. the same unit standard and National Student Number (NSN) have been duplicated in more than one row.
- To fix, remove any rows where the unit standard ID and the NSN are duplicated in another row.
Further information
For more information, please contact us on 0800 601 301 or email customerservice@tec.govt.nz.