Basic Data Entry For A Batch Type 5
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.
VERSION 3.1 STARS--FINANCIAL TRANSACTION DATA ENTRY MENU S013
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 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:
· Use edit mode 1 for normal batch entries.
· Use edit mode 0 to enter data without edits to the tables during data entry.
· 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.
· 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.
Several data fields from the Batch Header Entry screen are entered automatically AGY, DATE, TYPE, NO, MODE, and SEQ-NO.
When you enter transactions on the S501 screen, press F5 and STARS will check your data entry and automatically complete certain other fields.
General Purpose Transaction Entry Screen (batch type 5)
VERSION 3.1 STARS--GENERAL PURPOSE TRANSACTION ENTRY S501
BATCH: AGY DATE TYPE NO MODE SEQ-NO 00001
CUR-DOC/SFX: TRANS-CODE: RVS: DISB-METH:
REF-DOC/SFX: MOD: BFY: 00 GAAP IND:
INDEX : SEC AGENCY:
PCA : SUBSID: PCN:
EXP-SUB-OBJ/DET:
REV-SUBOBJ/DET:
AMOUNT : WARR-NO: BU: GLA:
DOC TOTAL: PROP#: CMP#: CI:
INV-NO : INV-DESC :
VEND-NO: NAME :
NAME 2:
ADDR :
CITY : STATE: ZIP:
GRANT/PH: PROJ/PH: FUND/DET: F/O:
MPC: LOC: FAC: TSK:
DOC-DATE: EFF-DATE: 110299 DUE-DATE: INTERRUPT:
If error messages are displayed at the bottom of the screen, you can look up an error message code using the STARS online help function. See below.
The Transaction Code will determine which data fields are required - you can also refer to the DAFR8640 Transaction Code Decision Table Report in Online Reporting. The following are definitions and use of the General Purpose Transaction data fields.
BATCH
DATE
TYPE
NO
These fields become the Transaction ID on many reports. STARS requires that each transaction have a unique Transaction ID (thus at least one of the fields must be different).
MODE
The edit mode status of the batch.
SEQ-NO
The Sequence number automatically increments by one each time you enter a transaction. Sequence numbers are not reused - they remain with the transaction even if you delete it. The Sequence Number uniquely identifies each transaction within the batch and is extremely important in error correction.
CUR-DOC/SFX
Enter an eight-character Current Document Number and two-digit Suffix number. STARS uses the suffix number to identify different transactions if you are using the same Current Document number for multiple transactions.
TRANS-CODE
Enter a three-character Transaction Code. This code determines to what General Ledger accounts and STARS files the transaction will post. It governs which data entry fields you need or if you are allowed to enter data. It also determines whether STARS will generate a warrant or another transaction code.
RVS
The one-character Reversal indicator will change the debits and credits of a Transaction Code. Leave this field blank unless you are entering an “R” reversal. You must use the space bar to clear this field.
DISB-METH
The one-character Disbursement Method Indicator (DMI) is used to sort the warrants that are processed daily. You must use the space bar to clear this field.
REF-DOC/SFX
STARS uses the eight-character Reference Document Number and two-digit Suffix when posting information to existing Document File records. This tells the system to which existing document number to post the transaction.
MOD
STARS uses the one-character Modifier field to close or re-open a document on the Document File. You must use the space bar to clear this field. Modifier “F” (final) closes a document where modifier “A” opens a closed document.
BFY
Every STARS transaction requires a two-digit Budget Fiscal Year. This tells STARS which year to post the transaction. STARS normally defaults to the current BFY unless you override it when you are making a payment to a prior year encumbrance.
GAAP IND
The one-character GAAP Indicator helps your agency track transactions at the end of one year and the beginning of the next year. Your agency will use this entering data into the Comprehensive Annual Financial Report to show accruals. Use the space bar to clear this field.
INDEX/PCA
STARS requires most of the transactions to have both a four-character alphanumeric Index and a five-character alphanumeric PCA. The Index or PCA are codes used by your agency to identify certain programs (PCA) or organization (Index) structure.
SEC AGENCY
The three-digit Second Agency is required on transactions where an agency is billing another agency or transferring cash to another agency. This allows the system to know the other state agency that is involved in the transaction.
SUBSID
The seven-digit Subsidiary number identifies subsidiary accounts for transactions that allow an agency to track amounts separately by a unique subsidiary number within a general ledger account.
PCN
The four-digit PCN identifies the payroll Position Control Number when doing transactions that post to payroll subobjects (4000 – 4999).
EXP-SUB-OBJ/DET
STARS uses the four-digit Expenditure Subobject and two-digit Detail to identify the payment category such as office supplies, accounting services, etc.
REV-SUBOBJ/DET
STARS uses the four-digit Revenue Subobject and the two-digit Detail to identify the category of the receipt received.
AMOUNT
Every STARS transaction requires an Amount. Exclude commas, dollar signs, and negatives from your entries.
WARR-NO
STARS automatically issues the nine digit warrant number on payments your agency makes. These data entry Warrant Numbers are entered when the State Controller’s Office or an agency with special permission issues a manual warrant. Agencies will not normally enter the Warrant Number.
BU
STARS may look up the four-digit Budget Unit using your Index or PCA information. The only time you will have to manually enter a Budget Unit is when entering budgetary batches.
GLA
Agencies will not normally enter the four-digit General Ledger Account. The State Controller’s Office will enter this field on transactions that only SCO can enter.
DOC TOTAL
The eighteen-digit Document Total accumulates all of the transactions entered using the same document number.
PROP# / COMP#
The ten-character Property Number and the two-digit Component Number identify an asset. STARS requires this number on most of the Capital Outlay subobjects and can also transfer this number to the Fixed Asset System.
CI
The one-character Capitalization Indicator is used to post an Operating Expenditures (5000 – 5999) to the Fixed Asset System. If you enter a CI, you must also enter the Property and Component Number.
INV-NO
The fourteen-character Invoice Number will print on the warrant stub as information to the vendor that you are paying.
INV-DESC
The thirty-character Invoice Description will print on the warrant stub.
VEND-NO
STARS uses the nine-character Vendor Number and the two-character Suffix to look up the name and address on the Vendor Edit Table (S021) in order to send the payment to the correct vendor and location.
NAME
STARS typically looks up the forty-character Vendor Name from the Vendor Edit Table (SO21). However, if you use a transaction code that does not allow the vendor number, you must manually enter the Vendor Name. This is the name STARS uses for tax reporting to the IRS. This name and the Vendor Number must match the IRS or SSN files.
NAME 2
STARS typically looks up the forty-character Vendor Name 2 from the Vendor Edit Table (table 21). However if you use a transaction code that does not allow the vendor number, you must manually enter the Vendor Name 2, if needed. The Vendor Name 2 is usually the business name for the sole-proprietor or partnership. It could also be the affiliated business name of a large corporation (the corporation name would be in Name and the business name would be in Name 2). STARS sends this name to the IRS for informational purposes only.
ADDR / CITY / STATE / ZIP
STARS looks up the forty-character Address, the fifteen-character City, the two-character State, and the nine-character Zip Code (zip plus 4) fields from the Vendor Edit Table. However, if you use a transaction code that does not allow the vendor number, you must manually enter the Address, City, State, and Zip Code.
GRANT/PH
STARS can look up the six-character Grant and two-character Phase using your Index or PCA information. You can also enter it manually or overwrite the looked up Grant and Phase.
PROJ/PH
STARS can look up the six-character Project and two-character Phase using your Index or PCA information. You can also enter it manually or overwrite the current Project and Phase.
FUND/DET
STARS typically looks up the four-digit Fund and two-digit Detail using your Index or PCA information. The only time you should have to enter a Fund or Detail when entering budgetary batches.
F/O
The one-character Fund Override allows the transaction to process although there is not enough cash or appropriation available. You will see a fund override “W” on all TC 326 (payroll) transactions. This allows payroll to post although your agency does not have sufficient cash or appropriation.
MPC
The ten-character Multi-Purpose Code is available for agency use. It is also used for MER (miscellaneous encumbrance requisitions) documentation when setting up an encumbrance expected to go across fiscal years. The DAFR6870 (Expenditure Report by Multipurpose Code) is available for reporting this field.
LOC / FAC / TASK
STARS can look up the six-character Location, the four-character Facility, and the four-character Task; however, they are often manually entered. Each agency defines these fields as they need them to identify certain transactions for grouping.
DOC-DATE
STARS uses the Document Date to age the accounts receivables and payables from documents on the Document File. This is the date the receivable/payable began, not when entered into the system.
EFF-DATE
STARS uses the six-digit Effective Date to post the transaction on a specific date, and usually used to post in either 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”.
DUE-DATE
STARS uses the six-digit Due Date on special transaction codes in order to print a future date on the warrant.
INTERRUPT
The two-character Interrupt field on the bottom left of the screen is used to go to another screen in STARS (defined by its screen number).
E.g., Type 2A in the Interrupt field to go to the Vendor Alpha Index Inquiry screen. Enter R to recall the vendor, enter the name in the Sort Seq field and press ENTER. Press TAB to move the cursor next to the vendor name. Type an X to select the vendor and then press F4 to return to the General Purpose Transaction screen. This will automatically copy the vendor information to the General Purpose Transaction screen.
If any error messages have been resolved and you have reviewed the transaction thoroughly, press F1 to save. Note in the example below the message, "Transaction Successfully Written”.
Use F1 to leave the transaction displayed on screen. You could then re-use the transaction for a similar transaction with a different Document Number, such as the a transaction with the same Transaction Code, BFY, PCA, Expenditure Subobject, Vendor Number, Effective Date, etc. This will reduce your data entry keystrokes and reduce data entry errors.
Error messages generally mean you need either to add missing data elements or to correct data elements. The error messages include an alphanumeric code and a very short description. You can look up error message codes in STARS for a complete description. If you notice an error message referring to the PCA or Index along with other error messages, fix the PCA or Index error first. Since STARS performs look ups based on PCA or Index and automatically fills in other data elements, fixing these may automatically correct any other data entry errors.
Below is an example of some error messages:
ADDR : PO BOX 1447
CITY : POCATELLO STATE: ID ZIP: 83204
DOC-DATE: EFF-DATE: 081799 DUE-DATE: INTERRUPT:
E47 INDEX BLANK E51 BUDGET UNIT BLANK E57 FUND BLANK
E64 PCA REQUIRED
ENTER=RETURN FRESH SCREEN, PF1=RETURN FILLED SCREEN, PF5=REVIEW BEFORE POST
On the STARS main menu, select S System Maintenance, then 90 News/Help Table Maintenance. Enter an R in the FUNCTION field and the error code in the KEYWORD field and press ENTER.
To look up an error message code while on a data entry screen, use the STARS online help function:
1. Make a note of the alphanumeric error message code, e.g., E64.
2. Press HOME, then press SHIFT+TAB to move your cursor to the INTERRUPT field.
3. Type 90 and press ENTER.
4. On the NEWS/HELP TABLE (S090) screen, type R in the FUNCTION field.
5. Type the alphanumeric error code in the KEYWORD field, and press ENTER. The explanation will be displayed.
6. Press F4 to return to the S501 screen.
7. Correct the data elements and press F5 again to review your corrections.
VERSION 3.1 STARS--NEWS/HELP TABLE S090
FUNCTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, P=PRIOR, R=RECALL)
KEYWORD: E64 PAGE: 001
CODE: E64 PCA REQUIRED
DATA ELEMENT: PCA-NO
EXPLANATION: THE TRANSACTION CODE INDICATES THE PCA NUMBER MUST BE
ENTERED OR BE CAPABLE OF BEING LOOKED UP IN THE INDEX
CODE (IC) OR ORGANIZATION CONTROL (OC) TABLES.
During the reviewing of a transaction, another important warning message may appear at the bottom of your screen - WX7 POSSIBLE DUP PAYMENT. This message tells you that the Vendor Number and the Invoice Number already exist in the vendor payment file because of a prior payment entry. This is just a warning message - the transaction will still post.
You can still save your transaction; however, if you are paying an invoice for the first time, verify that the payment has not already been made. At times, you may pay one invoice with more than one PCA or Index. In this case, the vendor number and invoice number is the same for more than one transaction, therefore prompting the WX7 warning message on subsequent entries.