​Projects and Project Numbe​​rs (Codes)


Projects can be used to record, maintain, and report on related revenues and expenditures. The Project file postings are controlled by a series of indicators and data stored in the Project Control Table Maintenance screen S027 (see below). Start and End Dates are used to open and close the Project in order to post financial transactions. 

You cannot control the Projects based on available cash, and Projects cannot post to the General Ledger file. However, you can set up a Grant under a specific Project, since Grants can have controls by Fund/Grant and can report on the General Ledger File (for trial balances). 

Projects can be purged anytime as long as there are no records on the Document File (S064) that reference those Projects.  

Reports can be run in IBIS and in Online Reporting that will show your agency structure.

Relationships to Other Tables

The Project Control Table uses the Project Descriptor Table (D42) and, if a Grant is involved, the Grant Control Table S029.

Find If Transaction Codes Post to the Project File

  1. From the STARS main menu, enter S (System Managment) in the FUNCTION field and press ENTER.
  2. Then enter 28 in the FUNCTION field to view the Transacton Code Decision Table Maintenance screen S028.
  3. Enter R in the Function field, enter the transaction code in the TRAN-CODE field, then press ENTER.
  4. The Project File posting will be in the POSTING section as PJ, and shows which field on the Project File that the transaction code posts to.

Also, you can refer to the DAFR8640 Transaction Code Decision Table report or DAFR8740 GL to TC report.

If you need any of the following transaction codes processed, please contact SCO, Statewide Accounting.

  • 912 Rec PY Billable & Expendable Budget – Subgrantee/Project
  • 913 Record PY Amount Billed – Subgrantee/Project
  • 914 Record PY Receipts/Collections – Subgrantee/Project
  • 915 Record Prior Year Expendable Subgrantee/Project Budget
  • 919 Record PY Cash Expenditures – Subgrantee/Project

Project Descriptor Table – D42

 Set up a six-character Project Number (project code) and a Title on the Project Descriptor Table (D42). The Title will be printed on STARS DAFR reports. No other controls are involved on this table.

On the Descriptor Table Maintenance screen S023, enter 42 in the TABLE-ID-NUMBER field.

The KEY DATA must be your three digit Agency Code, then your six-character Project Number.


Project Control Table Maintenance/Inquiry Screen S027

With proper security levels set up, agencies can enter their own Project Numbers (project codes) on the PROJECT CONTROL TABLE MAINTENANCE S027 screen.


 FUNCTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                    

 AGCY: 000 PROJECT-NO:        PROJECT-PHASE:                        PRI:      

 VENDOR:                     VEND-FYE-MO:                                     

DESCRIPTION:                                          PROJECT-TYPE:           

START DATE:        END-DATE:        LOOKUP GRANT-NO:        GRANT-PH:         


PROJECT MANAGER                                          ORC:                 

               * * * * * * * * * BILLING INFO * * * * * * * * *               

METHOD:   CYCLE:   MMDD: 1      2      3      4      VENDOR #:                 

RANGE  LOW EXP-SOBJ-DTL:         HIGH EXP-SOBJ-DTL:         RATE:             

               * * * * * * * * * BUYER`S SEGMENT * * * * * * * *              

             AGCY:     CUR DOC:      SFX:         TC:   INDEX:               

            EXPSBJ:         ED:     FABC:        PCA:    FUND:      FD:    

              PROJ:        PPH:    GRANT:        GPH:    TASK:               

           REF DOC:       RSFX:      FAC:        LOC:     CRC:             

              * * * * * * * * * SELLER`S SEGMENT * * * * * * * * *            

            CUR DOC:        SFX:        TC:      INDEX:                 

             EXPSBJ:         ED:       PCA:       FUND:      FD:              

             REVSBJ:      RD:          REF-DOC:             RSFX:


The following are descriptions of data on the Project Control Table Maintenance/Inquiry screen S027.





Enter the one character FUNCTION code:

A – ADD a new record

C – CHANGE an existing record

DELETE is not used.  You can remove Project records through the Project purge process.


For the following data (Control Key), once they are added, they cannot be changed.




Enter your three-digit Agency code.


Enter the six-character Project Number (project code).


The two-alphanumeric Project Phase that uniquely identifies a Project. You could use the same Project Number with individual Project Phases. If you are not identifying the Project by Phases, enter zeros (00) in the Project Phase field.

You can set up budgets for Project and Phases in order to track or control the amount of expenditures per Project and Phase. Depending on the controls in the Grant Control Table, it will determine whether postings to the Grant/Phase can exceed the amount of the Project budget.


The following are Information or Lookup data used to reduce manual data entry.




If the Project type is ‘6’ (subgrantee), enter the nine-digit Vendor Number and two-digit Vendor Number Sfx of the subgrantee.  Otherwise, it must be blank.  See the PRJ TYPE below.


If the Project type is ‘6’ (subgrantee), enter the two-digit Vendor Fiscal Year End Month showing when the subgrantee's fiscal year ends.  If this is not a subgrantee, this field must be blank.


Enter the Project Description, up to forty-characters.


Enter the one-digit Project Type that identifies the record as being a Project or Work Authorization:

1 – Other Project – Use for Projects not otherwise classified below.

2 – Capital Project – Use for capital Projects.

3 – Work Authorization To Be Billed By Task – Use for jobs billed to another agency or billed to another Project within the same agency.  Billable budgets are restricted to Phase level only.

4 – Work Authorization – Use for jobs billed to another agency or billed to another Project within the same agency.  If billed, you normally generate one charge transaction and multiple recovery transactions.

5 – External Project – Use for Projects performed on behalf of an external organization.  If billed, you have one charge and multiple recovery transactions reported, but not automatically posted.

6 – Subgrantee – Use for subgrantee Projects.  The VENDOR NUMBER and VEND-FYE-MO must be entered, as well as the following CATALOG NUMBER.


Enter the six-digit Project Start Date (MMDDYY) or leave blank.  If entered, this date identifies the effective start date for posting to the Project.  You cannot make postings to this Project before the effective start date.  If you do not enter a start date, postings can begin any time.


Enter the six-digit Project End Date (MMDDYY) or leave blank.  If entered, this date identifies the effective end date for posting to the Project.  You cannot make postings to this Project after the effective end date.  If you do not enter an end date, you can make postings any time.




Enter the six-character Lookup Grant Number and the two-alphanumeric Lookup Grant Phase or leave both fields blank. 

STARS uses the Lookup Grant Number/Phase to associate a Grant/Phase with the Project/Phase defined in the Project Control Table.  When you post transactions to the Project records, STARS simultaneously posts the Grant with the same transaction information.  You must have the Grant set up on your agency’s Grant Control (29) Table before you can enter this lookup.


The following factors will influence decisions about which level expenditure and revenue object post level indicator to use.

  • Once you enter these indicators, do not change them even at year-end, since Projects are not restricted to fiscal years.  If you must make a change, we recommend making the change on the Project for the new Project year. 

  • The level on the Project Control Table will be the level displayed on the "online" Project File Inquiry screens (80 and 81).

  • If a lot of detail is required for reporting purposes, then this indicator must reflect that degree of detail.  Reports can give information at more summarized levels, but reports cannot be requested for a lower level of detail than is posted to the file.  This level should be the lowest level of detail that you want on your reports and online.




Enter the one-character Expenditure Object Posting Level indicator that determines the Expenditure Object level that STARS will post transactions to the Project File and if it posts with a Fund. 

Note:  You must post your Project budgets at this level if you are using fatal controls.  When budgets are not used, this indicator should be set at the lowest level desired for reporting and online inquiry.

         FUND       OBJECT LEVEL

0 – No FUND    No Exp Object

1 – No FUND    EXP OBJECT level


3 – No FUND    EXP SUBOBJECT level



A – FUND         No Exp Object

B – FUND         EXP OBJECT level


D – FUND         EXP SUBOBJECT level



Enter the one-digit Revenue Object Posting Level indicator that identifies the level of Revenue Object that STARS will post a Project in the Project File.  The types of indicators are as follows:


0 – No Rev Object

1 – REV OBJECT level





Enter the one-digit Budget Control Type indicator. Identifies whether STARS will control the Project Expendable Budget Control on a fatal or warning basis, if at all. Values are as follows:

0 – NONE - No Control. All transactions will post and STARS will issue no error messages. You can make postings in excess of the Project budget.

1 – FATAL - Fatal Control.  Expenditures over the Project budget will not post and STARS will issue a fatal error message. You must enter a large enough Project expendable budget to allow an expenditure transaction to post against the Project.

2 – WARNING - Warning Control.  Expenditures over the Project budget will post and STARS will issue a warning error message. To avoid constant generation of warning messages, you should enter adequate expendable budgets.

See the chapter for more information.

NOTE:  You can change the budget control type without problems to the reporting or online screens.  Enter budgets into STARS through the standard data entry process.


The following data are Information or Lookup used to reduce coding on transactions:




Enter the eight-character Catalog (CFDA) Number or leave blank.  You should use catalog numbers on all Federal Grants, especially for the subgrantee Project type.


Enter the one-character Purge Indicator.

N – Project not ready for purge.  Use for new Project setups.

Y – Project closed, ready for purge.  The GL file is not involved.


Enter the name of the Project Manager up to forty characters or leave blank.  Identifies the Project manager or other optional information.


Enter the four-digit Organization Reporting Category or leave blank.  Provides a statewide code that may be used for accumulating Project information across agencies.  Most agencies would not use this unless instructed by another agency needing to accumulate this information across agencies.


The following define if, how, and when the Project will be billed. 





The one-digit Billing Method indicator. The default is

0 – Project not billed

This cannot be changed


The one-digit Billing Cycle. The default is:

0 ‑ Project not billed

This cannot be changed


The BUYER'S SEGMENT and the SELLER'S SEGMENT are not currently being used.

Adjusting or Correcting Projects

Correcting the Project Control table will not correct transactions that have already processed in STARS.  In order to correct prior postings, complete the following steps:

Day 1 – Reversing the Incorrect Transactions

  1. Set this table to the incorrect controls.

  2. Enter adjusting entries to reverse out the posted transaction.

  3. Release the batch for processing in the nightly processing.

You should not release any other batches that day that might post to the incorrect Project. If you do, they will process under the incorrect controls and will have to be reversed.

Day 2 – Re-Entering the Old Transactions

  1. Set this table to the correct controls.

  2. Enter adjusting entries to re-post the old transactions to the correct controls.

  3. Release the batch, as well as other batches you have held, for processing in the nightly processing.

NOTE:  Your online information for transactions that have already posted will be at the original level that at which you set up the Projects.


STARS Table Reports can be run in IBIS.

In Online Reporting on the SCO Web site, DAFR Reports (below) are available.

Project Classification Reports



Project Control Table Listing Report

Shows a list of Projects set up on the Project Control (27) Table.



Descriptor Table Report

D42 – List of all Project titles


Other Project Reports



Active Project Revenue and Expenditures

Summary report showing revenues and expenditures based on how STARS posts the information to the Project file.



Project Transaction Analysis

Detail report showing all transactions for a period based on Project number.


Project Purge Reports



Project Control Purge Indicator Report

Shows all Projects regardless of the type of purge indicator.  Used to indicate changes needed to the PI (purge indicator) field on the Project Control Table.  PI’s need to be changed to Y in order for the Project to be purged.



Project Control Purge Report

Lists all Projects with a purge indicator of “Y”.  Projects that have a balance in the document file will not purge.  If not, this report shows the GL accounts that need to be cleared before the end of the fiscal year before the system can purge the Project.