​Enter a Batch Header


Enter accounting transactions in STARS in a batch. A batch consists of, in general, Batch Header information (which includes your Agency Code, a Batch Type, a Batch Number), the number of transactions in the batch and the total amount of the transactions. The type of transactions (including any reversal transactions) will determine the Batch Type.

Every batch must have at least a Batch Type, and each transaction a Transaction Code, whether entered directly in STARS, uploaded from an agency’s interface file, or uploaded from Payment Services.

You may use the Batch Header Input PDF form to help create your batch. This gives you a way to fill out the important elements of the batch, and review it, without actually entering it in STARS. Then enter the batch in STARS on the BATCH HEADER ENTRY (S500) screen, and enter the individual transactions of the batch on subsequent data entry screens.

Enter a Batch Header (S500)

1.      From the STARS Main Menu, type D in the FUNCTION field, then press ENTER.

VERSION 3.1                     STARS--MAIN MENU                         S010 

 FUNCTION: D                                                                  

                       D     DATA ENTRY                                       

                       F     FIXED ASSET ACCOUNTING                           

                       I     ONLINE FILE INQUIRY                              

                       R     REPORTING                                        

                       S     SYSTEM MANAGEMENT                                

                       T     TABLE MAINTENANCE                                

                       W     WARRANTS                                         

                       Z     SIGN OFF                                         


2.      On the STARS FINANCIAL TRANSACTION DATA ENTRY MENU (S013), type 50 in the FUNCTION field, and then press ENTER.



FUNCTION: 50                                                                     

                      50  ENTER ACCOUNTING TRANSACTION BATCH                  

                      51  CHANGE BATCH OR VIEW DETAIL TRANS                   

                      52  VIEW BATCH SUMMARY                                  

                      53  VIEW OR SELECT BATCH HEADERS                        

                      54  ENTER ERROR CORRECTIONS                             

                      55  RECURRING TRANSACTIONS                              

                      99  SIGN OFF                                            


3.      STARS automatically populates some fields of the BATCH HEADER ENTRY (S500) screen. (You can press ENTER and STARS will automatically enter any necessary fields and highlight the required fields.)

VERSION 3.1           STARS--BATCH HEADER ENTRY                          S500 

  AGENCY: 230                                                      

  BATCH DATE: 08171999                                                  

  BATCH TYPE: 5                                                        

  BATCH NUMBER: 505                                                        

  BATCH COUNT: 4                                                        

  BATCH AMOUNT: 809.00                                                    

   BATCH EDIT MODE: 1                                (0=NO EDIT/POST, 1=EDIT, 2=EDIT/POST)           

  EFFECTIVE DATE: 081799                           (MMDDYY, DEFAULTS TO TODAYS DATE)           

  BFY: 00                               (BUDGET FY DEFAULTS  TO CURRENT FY)         

  APPROVAL LEVEL: 0                                (0-9, DEFAULT TO 0)     


4.      For most agencies, STARS automatically fills in the AGENCY field with your three-digit agency code. If not, enter your agency code.

5.      STARS automatically displays the current date in the BATCH DATE, but you can manually enter one in MMDDYYYY format. This is the date you enter the batch. It helps to prevent creating a duplicate batch.

6.      Enter a one-character BATCH TYPE. This field will allow any character, so be sure to use a valid batch type.

7.      Enter a BATCH NUMBER, up to three digits, to identify the batch. If you only use one or two digits, STARS will automatically add leading zeros to make up three digits.

8.      Enter the number of transactions in the batch in the BATCH COUNT (up to five-digits). After you enter all of the transactions, STARS will automatically calculate the number of transactions you entered and compare the total to this BATCH COUNT.

9.      Enter the total dollar amount (up to eighteen digits) of the transactions in the BATCH AMOUNT field. Include a decimal, but do not use commas, dollar signs, or negative signs. After you enter all of the transactions, STARS will automatically calculate the total amount of the individual transactions you entered and compare the total to this BATCH AMOUNT.

10.  STARS displays BATCH EDIT MODE 1 in the BATCH EDIT MODE field by default. Enter a different edit mode if needed:

a.       Use edit mode 1 for normal batch entries.

b.      Use edit mode 0 to enter data without edits to the tables during data entry.

c.       Only the State Controller’s Office will use Edit mode 2.

11.  STARS displays the current date in the EFFECTIVE DATE field, but you can manually enter one in MMDDYYYY format. The Effective Date determines if the transactions post in the prior month or the current month. You can enter a transaction with a prior month effective date only within the first three days of the current month. This is when STARS considers the prior month to still be “open”.

12.  By default STARS displays the current budget fiscal year in the BFY field. You can manually enter the two digit BFY if needed.

13.  STARS will automatically update the APPROVAL LEVEL field depending on the transactions entered in the batch. You would not normally need to enter anything is this field.

14.  After entering the batch header, press ENTER. If any data is missing or incorrect, you will see an error message at the bottom of the screen. Once you fix the errors, save your batch header.

a.       If you enter a J or an I BATCH TYPE, another list of data entry fields will be displayed when you press ENTER. These are used to enter checks, currency, etc. A message “Please Enter Treasurers Information,” will be displayed at the bottom of your screen. 

b.      Enter the amounts from your Batch Header form in each field except the TOTAL field. You must enter a numeric amount in every field, so enter a zero (0) in the fields with blank amounts and press ENTER. The TOTAL field will be automatically calculated. The following are the data field descriptions for the J or I BATCH TYPE:

      • CHECKS - Enter the total amount of CHECKS. If there are no Checks, enter zero (0).
      • CURRENCY - Enter the total amount of CURRENCY. If there is no Currency, enter zero (0).
      • COIN - Enter the total amount of COIN. If there are no Coins, enter zero (0).
      • WARRANTS - Enter the total amount of WARRANTS. If there are no Warrants, enter zero (0).
      • TOTAL - The total field will be automatically calculated when you press the ENTER.

Selecting a Batch Type

Specify the BATCH TYPE on Batch Header Entry (S500) screen. This will determine the type of data entry transaction screen that will be displayed after saving the Batch Header Entry screen (these are described below). The batch type field will allow any character, so be sure to use a valid batch type. The following are the most common batch types: 

  • 1 = Budgetary
  • 2 = Revenue, Receivable
  • 3 = Expenditure, Disbursement, Encumbrance, Pre-Encumbrance
  • 4 = Expenditure, Disbursement, Encumbrance, Pre-Encumbrance
  • 5 = General Purpose
  • I  = Insufficient Check Return
  • J  = Cash Receipts
  • K = Purchase of Investment

If you use any other Batch Type and press ENTER, the General Purpose Transaction Entry screen will be displayed, which is Batch Type 5. You could use a Batch Type 5 for any of the batch types except I, J, or K batch types.

Some agencies use the Batch Type 5 for all transactions (except I, J, or K batches) so that data entry personnel only have to know how to use the General Purpose Transaction screen. However, there are more data fields to fill in for a Batch Type 5.

Be sure the Batch Type you use has all of the data fields needed for the transaction. For example, Batch Type 1 and 2 do not have a DISB-METH, so you could not request a warrant be returned to your office. If you are not sure what to use, use a Batch Type 5 (unless you are taking transactions to the State Treasurer’s Office). 

All of the Batch Types are on the Batch Header PDF form for reference, including the State Controller’s Office special purpose Batch Types they use to create control reports for balancing purposes. Do not use those batch types.