Enter a Batch Header and Transactions​

Introduction

Enter 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. See Enter a Batch Header.

 

Every batch must have at least a Batch Type, and each transaction a Transaction Code. After entering all transactions in a batch, press F1 to save the batch.

  

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 Transactions on Transaction Data Entry Screens

After saving the Batch Header, a transaction entry screen will be displayed based upon the Batch Type. The different transaction entry screens do not all have the same fields. In addition, the required and enterable fields vary depending on the Transaction Code used. After entering all transactions in a batch, press F1 to save the batch.

 

Many general purpose budget, receipts, expenditures, disbursements, and transactions are entered as a Batch Type 5 and the transactions entered on the General Purpose Transaction Entry screen.

Batch Type 1 - Budgetary Transaction Entry (S503)

Use the BUDGETARY TRANSACTION ENTRY screen for most budgetary transactions.

STARS enters the Agency, Date, the Type, Mode, and the BFY and the EFF-DATE from the batch header. Additionally, a sequence number (SEQ-NO) is assigned for each transaction. The Sequence Number uniquely identifies each transaction within the batch and is extremely important in error correction. After entering all transactions in a batch, press F1 to save the batch.

 

VERSION 3.1             STARS--BUDGETARY TRANSACTION ENTRY              S503  

BATCH: AGY  230 DATE 11101999 TYPE 1 NO 040 MODE MASTER EDIT ON SEQ-NO 00001  

CUR-DOC/SFX:                  TRANS-CODE:          RVS:        BFY: 00        

INDEX      :                                                                  

PCA        :                                                                   

EXP-SUB-OBJ/DET:                                                              

REV-SUB-OBJ/DET:                                                              

AMOUNT   : 0000000000.00                       BUDGET UNIT:                   

DOC TOTAL: 0000000000.00                                                      

DESCRIPTION:                                                                  

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

DOC-DATE:             EFF-DATE: 111099                                        

                                                         INTERRUPT:           

 

Batch Type 2 - Revenue/Receipts Transaction Entry (S504)

The REVENUE/RECEIPTS TRANSACTION ENTRY screen is used to add most revenue and receipts, except cash. STARS enters the Agency, Date, the Type, Mode, and the BFY and the EFF-DATE from the batch header. Additionally, a sequence number (SEQ-NO) is assigned for each transaction. The Sequence Number uniquely identifies each transaction within the batch and is extremely important in error correction. After entering all transactions in a batch, press F1 to save the batch.

 

VERSION 3.1        STARS--REVENUE/RECEIPTS TRANSACTION ENTRY            S504  

BATCH: AGY  230 DATE 11101999 TYPE 2 NO 040 MODE MASTER EDIT ON SEQ-NO 00001  

CUR-DOC/SFX:             TRANS-CODE:               RVS:                       

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

PCA        :                                    SUBSID:             PCN:      

REV-SUB-OBJ/DET:                                                              

EXP-SUB-OBJ/DET:                                                              

AMOUNT   : 0000000000.00                   BUDGET UNIT:                       

DOC TOTAL: 0000000000.00                         PROP#:              CMP#:    

INV-NO   :                  INV-DESC:                                          

VENDOR-NO:                     NAME:                                          

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

                           LOC:                  FAC:            TASK:        

 

Batch Type 3 and 4 - Pre-Enc/Enc/Expend Transaction Entry (S505)

The PRE-ENC/ENC/EXPEND TRANSACTION ENTRY screen is used for both batch types 3 and 4.  STARS enters the Agency, Date, the Type, Mode, and the BFY and the EFF-DATE from the batch header. Additionally, a sequence number (SEQ-NO) is assigned for each transaction. The Sequence Number uniquely identifies each transaction within the batch and is extremely important in error correction. After entering all transactions in a batch, press F1 to save the batch.
 

VERSION 3.1        STARS--PRE-ENC/ENC/EXPEND TRANSACTION ENTRY           S505 

BATCH: AGY 280 DATE 11101999 TYPE 4 NO 040 MODE MASTER EDIT ON   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-SUB-OBJ/DET:                                                              

AMOUNT   : 0000000000.00        WARR-NO:                BU:                   

DOC TOTAL: 0000000000.00          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:                                                                     

 

Batch Type 5 - General Purpose Transaction Entry screen (S501)

Enter most general purpose expenditures, disbursements, and adjustments using screen S501. 

VERSION 3.1        STARS--GENERAL PURPOSE TRANSACTION ENTRY              S501 

BATCH: AGY 230 DATE 08171999 TYPE 5 NO 505 MODE MASTER EDIT ONLY   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: 081799 DUE-DATE:            INTERRUPT:             

ENTER=RETURN FRESH SCREEN, PF1=RETURN FILLED SCREEN, PF5=REVIEW BEFORE POST PF9=BATCH BALANCING   


STARS puts the batch header information (Agency, Batch Date, the Batch Type, and Batch Mode) on the line below the screen title. These cannot be changed. Additionally, a sequence number (SEQ-NO) is assigned for each transaction. The Sequence Number uniquely identifies each transaction within the batch and is extremely important when you need to correct an. STARS also enters the BFY and the EFF-DATE from the batch header, but these can be changed. After entering all transactions in a batch, press F1 to save the batch. 

Check Your Data Entry Using F5 and Table Look Ups

To review your data entry before saving a transaction, press F5. STARS will check your data entry against existing STARS tables, but it does not save the transaction. STARS automatically completes certain title fields, such as the Index, PCA title, or Expenditure Subobject title, based on table “look ups”. STARS looks up and automatically enters the name and address of the vendor based on the vendor number entered and if it is in the Vendor Edit Table.

 

STARS will look up the PCA or Index codes and then populate other data elements on the transaction screen such as the Budget Unit, Fund, Grant, Project, etc. based on the PCA or Index table. STARS will also update to the structure levels such as Function, Activity, Program, Element, etc. that are used in reports.

 

If there are errors in your data entry, error messages will be displayed at the bottom of the STARS screen.

 

Saving Transactions

Save a Transaction Using the F1 key

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.

 

VERSION 3.1        STARS--GENERAL PURPOSE TRANSACTION ENTRY              S501 

BATCH: AGY 230 DATE 08171999 TYPE 5 NO 505 MODE MASTER EDIT ONLY  SEQ-NO 00002

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

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

INDEX      :                                SEC AGENCY:                       

PCA        : 01331                              SUBSID:         PCN:          

EXP-SUB-OBJ/DET: 5410    OFFICE SUPPLIES                                       

REV-SUBOBJ/DET:                                                               

AMOUNT   :                      WARR-NO:                BU:         GLA:      

DOC TOTAL: 0000000300.00          PROP#:              CMP#:          CI:       

INV-NO : 12345600000000  INV-DESC : OFFICE SUPPLIES                            

VEND-NO: 800000000 00         NAME  :                                            

                            NAME 2:                                           

                            ADDR  :                                           

                            CITY  :                 STATE:    ZIP:             

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

     MPC:                  LOC:                   FAC:            TSK:        

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

TRANSACTION SUCCESSFULLY WRITTEN                                              

ENTER=RETURN FRESH SCREEN, PF1=RETURN FILLED SCREEN, PF5=REVIEW BEFORE POST   

 

Save a Transaction Using the ENTER key

Press ENTER to save the transaction and clear all data fields except the BFY and EFF-DATE, giving you a new screen to enter a new transaction. Use this if you have a completely different transaction to enter and to prevent accidentally leaving incorrect data elements on screen.

Look Up Error Message Definitions

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      

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

     MPC:                  LOC:                   FAC:            TSK:        

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.                 

                                                         INTERRUPT:    ACTIVE 

 

Possible Dup Payment Message

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.  

 

VERSION 3.1        STARS--GENERAL PURPOSE TRANSACTION ENTRY              S501 

BATCH: AGY 230 DATE 08251999 TYPE 5 NO 101 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      :                                SEC AGENCY:                       

PCA        : 01331                              SUBSID:         PCN:          

EXP-SUB-OBJ/DET: 5410    OFFICE SUPPLIES                                      

REV-SUBOBJ/DET:                                                                

AMOUNT   :                      WARR-NO:                BU:         GLA:      

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

INV-NO : FCS 7 11-03-98 INV-DESC :                                             

VEND-NO: 100000000 00      NAME  :                                            

                            NAME 2:                                           

                            ADDR  :                                            

                            CITY  :                 STATE:    ZIP:            

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

     MPC:                  LOC:                   FAC:            TSK:        

DOC-DATE:        EFF-DATE: 082599 DUE-DATE:            INTERRUPT:             

WX7  POSSIBLE DUP PAYMENT                                                     

TRANSACTION SUCCESSFULLY WRITTEN....WITH WARNING MESSAGES                                          

 

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.