Introduction

To view warrant status in STARS, you will need proper security access to Warrant Status. Ask your security administrator to verify or update you Security Access form.

You can find the status of a warrant by inquiring with a document or warrant number. STARS maintains all outstanding warrants in these warrant files. However, a warrant file inquiry may reply with ‘Warrant Not Found’ because redeemed or cancelled warrants are on STARS only for a period of four months.

After four months, these records are removed from STARS and archived. Warrant information that cannot be found in STARS inquiry screens can be found in IBIS.  Vendor remittance advice can also be found on the Vendor Remittance application. (Warrants are valid for one year, after which they are sent to Unclaimed Property at the State Treasurer's Office.)

Another warrant file is available on the Online File Inquiry screen (I on the STARS Main Menu) - 68 Warrant Writing File Record Inquiry. This lists all transactions on the Warrant Writing Inquiry file, but with detail information on each transaction.

The SCO purges the warrant files on a monthly basis because the files are very large. The SCO and the State Treasurer’s Office maintain the archived warrant information.  If you need information on an archived warrant, e-mail the Accounting help line at servicedesk@sco.idaho.gov.

​STARS

The following screens display the files you use for warrant inquiry.  Type W in the FUNCTION field of the STARS Main Menu to view warrant menu. Type the corresponding number of the inquiry you want, e.g., type 42 for Warrant Writing Inquiry.

The Warrant Menu has four inquiry screens. The first three pertain to warrants, while the fourth pertains to Rotary Sight Drafts.

• 42 Warrant Writing Inquiry – lists all transactions by document number for your agency remaining in the warrant write file due to a negative accumulative total for a specific vendor.
• 47 Warrant Control File Maintenance/Inquiry – lists each warrant and the status of each warrant that is outstanding or been recently redeemed or cancelled.
• 48 Warrant Detail File Summary Inquiry – lists all warrants on the Warrant Control file but with detail information.

Redeemed or cancelled warrant records are available in STARS only for a period of four months.  After four months, these records are removed from STARS. A report on Online Reporting is available for such warrants.

42 Warrant Writing Inquiry

This inquiry lists all transactions, by Document Number for your agency, remaining in the Warrant Write file due to a negative accumulative total for a specific vendor.

To look up a record in the Warrant Writing Inquiry (WW) file, type R in the FUNCTION field, the Document Number, and then press ENTER. You can also enter just R in the FUNCTION field and press ENTER to recall the first record, and then use N in the FUNCTION field to scroll to the next record.

The screen also displays all credit transactions (such as 230Rs) to vendors. Both debit and credit transactions will show in this file until the accumulative debit transactions are greater than the credit transactions.
 

68 Warrant Writing File Record Inquiry

This screen displays more transaction detail than the Warrant Writing inquiry screen 42.

Type I in the FUNCTION field on the STARS Main Menu, and then type 68.

Enter your Agency number and the Document Number and then press ENTER.

47 Warrant Control File Maintenance/Inquiry

This inquiry lists each warrant and the status of each warrant that is outstanding or been recently redeemed or cancelled. To look up a record on the Warrant Control (WC) file, enter the warrant number and press ENTER.

The warrant or EFT number is also the WC file record key.

• Warrant numbers are in the 100000000 – 999999999 range.
• EFT numbers are in the sequence 010000000 – 099999999.
• Expedite warrants are in the 009000000 sequenceIf the vendor receives their payments by EFT, the bank it was sent to is shown in the FINANCIAL INST NAME field
• The warrant status is shown in the respective STATUS fields. NOTE: Due to established internal controls, changes to a warrant’s status is limited to the SCO.
• The O/S IND field shows the status as of the end of the previous month

48 Warrant Detail File Summary Inquiry

This inquiry lists all warrants on the Warrant Control File and displays detail information. Redeemed warrants are kept on the Warrant Detail File for four months. For a copy of a redeemed warrant, contact the State Treasurer’s Office or click here to use the request form on the State Treasure’s Web site.

To look up a record on the Warrant Detail (WD) file, type your Agency number and the warrant number or the agency-assigned Document Number and press ENTER.

If you do not know the warrant number, you can type in your Agency code and the Document Number of the transaction you entered to create the warrant. 

Since this screen includes the Invoice Number and Invoice Description, use this screen to get information for a vendor who has lost the remittance advice. This screen shows the Index, PCA, Invoice Number, Description, and the amount entered on the transaction that created the warrant. 

To select an individual Document Number, type an ‘S’ in the FUNCTION field. Press TAB to the SEL field next to the Document Number, type an S or X, and then press ENTER.  Once the warrant is recalled, you can enter 47 in the INTERRUPT field to interrupt to the Warrant Control File and check the status of the warrant.