Recurring transactions are any transactions that occur on a regular basis to the same vendor for the same or differing amounts, such as rent payments, utility payments, etc. You can even use them for monthly interagency billings where you just change the amount per agency.
Your agency maintains these two tables:
The Recurring Transaction Table S550 is in the Data Entry section on the STARS main menu.
1. From the STARS Main Menu, enter 'D' in the FUNCTION field and then press ENTER.
2. Enter '55' in the FUNCTION field and then press ENTER.
3. Enter A in the FUNCTION field and press ENTER.
4. Enter the fiscal coding needed, depending on the transaction code used.
5. Press F1 to save.
VERSION 3.1 STARS--RECURRING TRANSACTION TABLE S550
FUNCTION: (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
AGCY: 230 TRANS-NO/SFX: EF-START-DATE: EF-END-DATE:
TRANS-GENERATE-SCHEDULE (MMDD): 1) 2) 3) 4)
CUR-DOC/SFX: TRANS-CODE: RVS: DISB-METH:
REF-DOC/SFX: MOD: BFY: GAAP IND:
INDEX : SEC AGENCY:
PCA : SUBSID: PCN:
AMOUNT : BU: GLA:
PROP#: CMP#: CI:
INV-NO : INV-DESC :
VEND-NO: NAME :
CITY : STATE: ZIP:
GRANT/PH: PROJ/PH: FUND/DET: F/O:
MPC: LOC: FAC: TSK:
You can use up to four of the TRANS-GENERATE-SCHEDULE (MMDD) fields, and there are two options when entering numbers in those fields. Whichever you choose, the same format must be entered:
The following are examples:
to process on the 7th (week 1)
to process on the 14th (week 2)
to process on the 21st (week 3)
to process on the 28th (week 4)
to process on the 15th
to process for the first quarter (FY)
to process for the second quarter (FY)
to process for the third quarter (FY)
to process for the fourth quarter (FY)
to process on December 31st
to process on August 10th
to process on April 15th
Not all of the fields described below are required - the transaction code (TC) you use will determine which are. If your agency has set up a PCA to look up the Index, Fund, Budget Unit, and Project, you do not want to enter any of those fields.
Enter a one-character FUNCTION code:
A – ADD a new record
C – CHANGE an existing record
D – DELETE an existing record
Enter up to four dates to identify the recurring transaction generate schedule. All four fields must have the same format:
Enter two spaces for the Month (MM) and a two-digit Day (DD)
Enter a two-digit MONTH and two-digit DAY (MMDD)
Enter an eight-character current document number and a two-digit suffix. Use any document number you wish.
STARS uses this number on the Vendor Payment File to list payments to a vendor in order. We recommend you use all eight characters.
Enter the one-character Modifier to cancel an encumbrance document.
F or C – final/cancel (both work the same). Put this on the last payment against the document. If this is a prior year encumbrance, STARS will generate a transaction to liquidate the remaining balance, if any, of the corresponding appropriation.
Blank – not canceling a document.
A – If you finalized a current year document, you can re-open the document with this modifier. This is not applicable to a prior year document.
Enter the two-digit Budget Fiscal Year of posting to a pre-encumbrance or encumbrance.
Use a Current Fiscal Year when you are creating or posting to a pre-encumbrance, or when you are creating an encumbrance.
Use a Current or Prior Fiscal Year when you are posting to an existing document.
Enter the one-character capitalization indicator if the transaction you are entering will not normally go to the Fixed Asset system but you wish it to. You would normally use this field if you had Operating Expenditures (5000 – 5999) that you want to post to the Fixed Asset System. If you enter a CI, you must also enter the Property and Component Number.
W – Asset in Progress
F – Create a record in the FAS hold file
Enter up to a fourteen-character invoice number that will print on the warrant stub. STARS posts this information to the Vendor Payment File. This invoice number appears on daily and expenditure reports.
FOR INTERAGENCY BILLING PAYMENTS: Enter the billing agency's ten-character current document and document suffix, with no spaces between the numbers, from Section A of the interagency bill. This allows STARS to complete the liquidation of the Due From for the billing agency. The invoice number field is required once you have entered the second agency field. The system checks this combination for a match on the Document File before it will allow the TC 240 or TC 241 to process. If you are paying two interagency billings, you should do them on separate transactions since the Invoice Number will be different.
Enter up to a thirty-character invoice description that will print on the warrant stub. Be sure to include enough information to accurately identify the payment. STARS also posts this information to the Vendor Payment File. The invoice description shows on daily and expenditure reports.
Enter the three-digit remittance advice code as defined on the D49. Remittance advice messages may be entered in STARS and retrieved by a three-digit code when it is entered in the invoice description space.
CITY, STAE, ZIP
You cannot enter a vendor NAME if you entered a VEND-NO. If you do you will get an EV5 – Ven Name Not Blank error when you save the recurring transaction.
When the transaction is generated (released) and the batch processes in STARS, the vendor number normally looks up the forty-character vendor name from the Vendor Edit Table (table 21).
If you use a transaction code that does not allow the vendor number for a payment to a vendor, manually enter the vendor Name 2, if there is one. The vendor Name 2 is usually the business name for the sole-proprietor or partnership, or the affiliated business name of a large corporation.
Enter the ten-character Multi-Purpose Code. Enter the MER number in this field if you are planning to enter an encumbrance that you intend to carry into the next fiscal year.
If your agency does not need purchasing information in this field for internal controls, you can use this field however you wish. Leave blank when paying for state contract purchases.
The Recurring Transaction Request Table (Table S093) is in the Table Maintenance section on the STARS main menu.
1. From the STARS Main Menu, enter 'T' in the FUNCTION field and then press ENTER.
2. Enter '93' in the FUNCTION field for Recurring Transaction Request and then press ENTER.
3. Enter an R in the FUNCTION field and the agency number in the AGCY field, and then press ENTER. Each agency has one request table for processing up to six cycle selections, and the capability of excluding or including ten individual transaction numbers.
4. Enter dates\numbers in the FROM DATE MMDD and TO DATE MMDD fields in the CYCLE SELECTION section that correspond with the TRANS-GENERATE-SCHEDULE (MMDD) field of the transactions entered on Table S550. Recurring Transaction Request example
VERSION 3.1 STARS--RECURRING TRANSACTION REQUEST S093
FUNCTION: (A=ADD, C=CHANGE, D=DELETE, R=RECALL)
CYCLE FROM DATE TO DATE TRANS FROM DATE TO DATE TRANS
SELECTION: MMDD MMDD IND MMDD MMDD IND
1 0715 0719 G 4
2 0725 0725 P 5
TRANSACTIONS TO EXCLUDE:
1 2 3 4 5
6 7 8 9 10
TRANSACTIONS TO INCLUDE:
1 2 3 4 5
6 7 8 9 10
For example, enter 0715 in the FROM DATE MMD and 0719 in the TO DATE MMDD to process all transaction on the S550 that fall within this range of dates\numbers in their TRANS-GENERATE-SCHEDULE (MMDD) field.
If you only have one date to schedule, it must be in both the FROM DATE and TO DATE fields.
5. Enter a Transaction Indicator (TRANS IND). This determines how to process the transactions:
6. Press F1 to save.Once the indicator to 'G' is set, the system will create interface transactions to process in STARS. Transactions created from this process will always use a batch type of 'R' for recurring. The operator ID on the transactions will be 'RRR'. This operator ID has an approval level of
Unless you use a transaction code that requires a higher approval level than 4, or if you excluded them in the TRANSACTIONS TO EXCLUDE (see below), the transactions will automatically process without any further approvals. The effective date on the transactions will be the date of the night you request the transactions to generate.
This table allows you to exclude up to ten transaction numbers / suffixes from the TRANS-NO/SFX field of the RECURRING TRANSACTION screen S550, regardless of the TRANS IND values in the CYCLE SELECTION section.
This table allows you to include up to ten additional to ten transaction numbers / suffixes from the TRANS-NO/SFX field of the RECURRING TRANSACTION screen S550. The TRANS ID set in the CYCLE SELECTION applies to these included transaction numbers.
DAFR4201 Recurring Transactions Detail Report lists the transaction number/suffix, transaction code, Index, Fund/dt, reverse indicator, PCA, expenditure subobject, revenue subobject, GI, vendor number/suffix, vendor name, invoice description, amount, type of report (PRO=proof or GEN=generated). This report breaks and totals by Transaction Number, then an agency total.
The DAFR4201 Report is a “system generated" report which will be created anytime the Recurring Transaction process is run and there is data to report. It is not necessary to have a report request or a report distribution setup.
DAFR7101 STARS Daily Transaction will report your generated transactions.
DAFR8820 Recurring Payment Table Listing.
DAFR8830 Recurring Transaction Request.
Recurring transactions will also show on all daily and monthly STARS reports just as if they had been entered directly into the system.