Change Transactions in a Batch

Introduction

You can change transactions in most batches. Do not change transactions in a P-Card (*), G, Z, or Q batch. Contact the DSA Helpline for assistance with those batch types. To change a transaction, first select a batch in the VIEW OR SELECT BATCH HEADERS (S0530) screen. This will open the VIEW BATCH SUMMARY (S520) screen. From there, open the CHANGE BATCH OR VIEW DETAIL TRANSACTIONS (S510) screen to change a transaction. You will then need to update the batch header’s Entered Count and Amount.

Open the View or Select Batch Headers (S530 screen)

1.  From the STARS Main Menu, type D in the FUNCTION field and press ENTER. The FINANCIAL TRANSACTION DATA ENTRY (S013) screen will open.

VERSION 3.1       STARS--FINANCIAL TRANSACTION DATA ENTRY MENU          S013

FUNCTION: 53

                      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

 

2. Type 53 in the FUNCTION field and press ENTER to open VIEW OR SELECT BATCH HEADERS (S0530) screen. The first 13 batches for your agency will be displayed.  To view more batches, type N in the FUNCTION field and press ENTER.

3. To be able to select a batch header, type S in the FUNCTION field.

4. Press TAB until the cursor is to the left of the DATE of a batch, type an S or X and press ENTER. The batch will open in the VIEW BATCH SUMMARY (S520) screen.

 

VERSION 3.1         STARS--VIEW OR SELECT BATCH HEADERS                 S530                                                                               

 FUNCTION:S (F=FIRST PAGE, N=NEXT PAGE, S=SELECT BATCH)                 

           AGENCY:  230                                                        

S ----BATCH ID----      BATCH EFFECT  ENTERED     ENTERED        COMPUTED       

    DATE   TYPNOMODESTABALDATEALCOUNT      AMOUNT          AMOUNT      

  07291999 4 403   3   H   Y 072999 0 00001 0000006981.00   0000006981.00     

x 08011999 2 101   2   H   N 080199 3 00001 0000000555.35   0000001444.23     

  08031999 5 405   3   H   Y 080399 3 00004 0000130050.00   0000130050.00     

  

Open the View the Batch Summary (S520 Screen) 

  1. On the VIEW BATCH SUMMARY (S520) screen, take note of the sequence number (in the SEQ column) of the transaction to change. You will use this on the next screen.
  2. Press F10 to open the CHANGE BATCH OR VIEW DETAIL TRANSACTIONS S510 screen.

VERSION 3.1              STARS--VIEW BATCH SUMMARY                      S520 

 FUNCTION: F (F=FIRST PAGE, N=NEXT PAGE)                                      

 BATCH-ID:   AGCY 230 DATE 08171999 TYPE 5 BATCH-NO 505 SEQUENCE 00001        

 EFF-DATE 081799 STATUS H DISB METHOD   MODE 1                                

                             EXP/REV BUDG             CURRENT                 

 SEQ  TC  R  PCN INDEX  PCA SOBJ/DTL UNIT FUND/DTL   DOCUMENT        AMOUNT   

00001 230         1000 01331 5410    CCAA 0001      EXP0000101 0000000300.00  

00002 230         1000 01331 5410    CCAA 0001      EXP0000202 0000000100.00  

00003 230         1000 01337 5150    CCAA 0349 07   EXP0000303 0000000100.00  

00004 230         1000 01301 5070    CCAA 0001      EXP0000404 0000000309.00  

                                                                              

      BATCH BALANCE                                                            

        ENTERED COUNT:  00004           ENTERED AMOUNT:  0000000809.00        

        COMPUTED COUNT: 00004           COMPUTED AMOUNT: 0000000809.00        

                                                         INTERRUPT:           

 PF9=BATCH BALANCING, PF10=CHG BATCH/VIEW DETAILS, PF12=VIEW/SELECT HEADERS   

 

Change the Batch Transaction

  1. On the S510 screen, type C in the FUNCT field.

  2. Type the sequence number of the transaction to change in the SEQUENCE NUMBER field and press ENTER.

  3. Depending on the batch type, a TRANSACTION ENTRY screen will open. Make changes to the transaction as needed.
     

VERSION 3.1        STARS--GENERAL PURPOSE TRANSACTION ENTRY             S501 

BATCH: AGY 230 DATE08171999 TYPE 5 NO 505 MODE MASTER EDIT ONLY SEQ-NO 00001

                                                                              

CUR-DOC/SFX: EXP00001 01 TRANS-CODE: 230          RVS:      DISB-METH:        

REF-DOC/SFX:                    MOD:              BFY: 00    GAAP IND:        

INDEX      : 1000 HEADQUARTERS              SEC AGENCY:                       

PCA        : 01331                              SUBSID:         PCN:          

EXP-SUB-OBJ/DET: 5410    OFFICE SUPPLIES                                      

REV-SUBOBJ/DET:                                                               

AMOUNT   : 0000000300.00        WARR-NO:                BU: CCAA    GLA:      

DOC TOTAL: 0000000000.00          PROP#:              CMP#:          CI:      

INV-NO : 23456000000000 INV-DESC :                                            

VEND-NO: 800000000 00      NAME  : OFFICE PRODUCTS INC                  

                           NAME 2:                                            

                           ADDR  : PO BOX 1                                

                           CITY  : POCATELLO       STATE: ID ZIP: 83204        

GRANT/PH:              PROJ/PH:              FUND/DET: 0001       F/O:        

     MPC:                  LOC:                   FAC:            TSK:        

DOC-DATE:        EFF-DATE: 081799 DUE-DATE:            INTERRUPT:             

 

4. After making changes, press F5 to have STARS perform look ups to review and validate your data entry.

5. Press F1 or ENTER to save the transaction.  The bottom of the TRANSACTION ENTRY screen will read, “Transaction Successfully Changed.” 

Change the Batch Header

  1. While on the TRANSACTION ENTRY screen, press F10 to open the S510 screen.
  2. Type B in the FUNCTION field and then press ENTER.
  3. On the CHANGE BATCH HEADER S511 screen, change the Enter Count and Amount to match the Computed Count and Amount.
  4. Press ENTER. The batch will be updated and you will be returned to the S510 screen.
  5. The batch should be ready to be released.

VERSION 3.1                 STARS--CHANGE BATCH HEADER                 S511 

  ENTER CHANGES - PRESS ENTER WHEN COMPLETE, PRESS PF10 TO CANCEL CHANGE      

      BATCH DEPARTMENT:     230                                               

      BATCH DATE:           08171999                                           

      BATCH TYPE:           5                                                 

      BATCH EDIT MODE:      1                                                 

      BATCH NUMBER:         505                                                

      EFFECTIVE DATE:       081799                                            

   APPROVAL LEVEL:          7                                                 

              

      BATCH BALANCE                                                           

          ENTERED COUNT:    00005 ENTERED AMOUNT:  000000909.00                 

         COMPUTED COUNT:    00005 COMPUTED AMOUNT: 000000909.00