Change the Batch Effective Date
A transaction may be in error if it posts after STARS closes the month of the transaction’s Batch Effective Date (“Effect Date” on the S530 screen). Although you may change effective dates on individual transactions in a batch, a batch in error will not process until you change the Batch Effective Date.
The person with release authority must release the batch that is in error and then change the Batch Effective Date on a Batch Header.
If a batch is not in error, the Batch Effective Date cannot be changed. If you need to change the Batch Effective Date, the batch will have to be deleted and re-entered with the correct Batch Effective Date.
Click here to watch a video tutorial about changing the Batch Effective Date.
The batch must first be released in order to create an error correction transaction:
1. Type 53 in the FUNCTION field of the STARS main menu.
2. Type S in the FUNCTION field on the S530 VIEW OR SELECT BATCH HEADERS screen.
Press TAB until the cursor is on the same line as the Edit Mode 3 batch, and then type S and then press ENTER.
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 TYP NO MODE STA BAL DATE AL COUNT AMOUNT AMOUNT
07271999 5 401 3 H Y 072799 0 00001 0000015000.00 0000015000.00
s 07291999 4 403 3 H Y 072999 0 00001 0000006981.00 0000006981.00
08171999 5 505 1 H Y 081799 3 00004 0000000809.00 0000000809.00
INTERRUPT:
NO MORE BATCHES FOR THIS AGENCY
PF9=BATCH BALANCING, PF10=CHG BATCH/VIEW DETAILS, PF11=VIEW BATCH SUMMARY
VERSION 3.1 STARS--VIEW BATCH SUMMARY S520
FUNCTION: F (F=FIRST PAGE, N=NEXT PAGE)
BATCH-ID: AGCY 200 DATE 01172014 TYPE 5 BATCH-NO 453 SEQUENCE 00001
EFF-DATE 011714 STATUS R DISB METHOD MODE 3
EXP/REV BUDG CURRENT
SEQ TC R PCN INDEX PCA SOBJ/DTL UNIT FUND/DTL DOCUMENT AMOUNT
0010 230 9200 50000 7081 05 ADAI 0462 20 STARS45310 0000000274.00
BATCH BALANCE
ENTERED COUNT: 00001 ENTERED AMOUNT: 0000000274.00
COMPUTED COUNT: 00001 COMPUTED AMOUNT: 0000000274.00
PF9=BATCH BALANCING, PF10=CHG BATCH/VIEW DETAILS, PF12=VIEW/SELECT HEADERS
5. On the BATCH BALANCING screen, type R in the FUNCTION field and then press ENTER. The message “Batch Has Been Successfully Released Error Correction Release Transaction Has Been Created” is displayed at the bottom of the screen.
VERSION 3.1 STARS--BATCH BALANCING S502
FUNCTION: R (H=HOLD, R=RELEASE, O=OVERRIDE, D=DELETE)
(BLANK FUNCTION RETURNS TO BATCH HEADER ENTRY)
BATCH AGENCY: 230
BATCH DATE: 08171999
BATCH TYPE: 5
BATCH NUMBER: 505
ENTERED COUNT: 00004 ENTERED AMOUNT: 0000000809.00
COMPUTED COUNT: 00004 COMPUTED AMOUNT: 0000000809.00
BATCH APPROVED BY: BATCH OPER-ID: DBK
GJM XYS
AL1 AL2 AL3 AL4 AL5 AL6 AL7 AL8 AL9
USER APPROVAL LEVEL: 2
REQUIRED APPROVAL LEVEL: 3
BATCH HAS BEEN SUCCESSFULLY RELEASED
ERROR CORRECTION RELEASE TRANSACTION HAS BEEN CREATED
Once the batch is released, it can be changed on the S540 screen:
1. Press HOME (which puts the cursor in the FUNCTION field), then SHIFT+TAB to move the cursor to INTERRUPT field.
2. Type 54 in the INTERRUPT field and then press ENTER.
3. On the Enter Error Correction Transactions S540 screen, type R in the FUNCTION field, and then press ENTER.
4. Type A in the FUNCTION field.
5. Press TAB to move the cursor to the C column next to the batch, and then type an A next to the batch.
6. Press TAB to move to the NUMBER/NAME column. RELEASE will be displayed in the field
VERSION 3.1 STARS--ENTER ERROR CORRECTION TRANSACTIONS S540
FUNCTION: A (A=ADD, C=CHANGE, F=FRESH SCREEN, R=RECALL) AGENCY: 230
------TRANS ID------ DATA ELEMENT DATA ELEMENT
C DATE TYP NO SEQ DUP---NUMBER/NAME-----------------CORRECTION------------
A 20080309 5 001 00000 0 RELEASE
8. Delete or type over the word “RELEASE” and then type “BATCH EFF DATE” (without quotes).
9. Press TAB to move the cursor to the Correction column and type a new date in YYYYMMDD format.
C DATE TYP NO SEQ DUP---NUMBER/NAME------- ---------CORRECTION------------
A 20080309 5 001 00000 0 BATCH EFF DATE 20080401
C DATE TYP NO SEQ DUP---NUMBER/NAME---- -------------CORRECTION-----------
INTERRUPT: ACTIVE
VALID TRANSACTIONS ADDED/CHANGED
11. Type R in the FUNCTION field, and then press ENTER to confirm the change. You will see two batch headers - both the BATCH EFFECTIVE DATE transaction and the RELEASE transaction.
12. Since the INTERRUPT is still active, press F4 to return to the S502 BATCH BALANCING screen. You will not see any immediate updates here or on the 53 screen. The STARS transactions must process overnight.