Select a Batch on the VIEW OR SELECT BATCH HEADERS Screen (S530)

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

1. 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.
2. To be able to select a batch header, type S in the FUNCTION field.
3. 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   TYP NO MODE STA BAL DATE AL COUNT      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     

Review the VIEW BATCH SUMMARY (S520)

On the View Batch Summary S520 screen, you can review transactions by sequence number, including the basic fiscal coding and the amount. Note the Sequence Number (SEQ) of a transaction you want to review.

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   

Review Individual Transactions

The View mode does not change any of the data elements on the data entry screen or override the approval levels. You will be able to see any warning or error messages on this screen. If users want to check the detail transactions on a released batch, please use View mode - using Change mode could put the batch on Hold.

1. On the View Batch Summary S520 screen, press F10 to open the CHANGE BATCH OR VIEW DETAIL TRANSACTIONS S510 screen.
2. Type V in the FUNCT field and then enter the sequence number of the transaction you want to review. Then press ENTER. You can leave the SEQUENCE NUMBER blank and press ENTER and the first transaction in the batch will open.

VERSION 3.1     STARS--CHANGE BATCH OR VIEW DETAIL TRANSACTIONS      S510 

FUNCT: V (A=ADD TRAN,B=CHG HDR,C=CHG TRAN, D=DEL TRAN, R=RECOMP,V=VIEW TRAN) 

      AGENCY:                       230                                               

      BATCH DATE:               08171999                                          

      BATCH TYPE:               5                                                 

      BATCH NUMBER:         505                                               

      SEQUENCE NUMBER:        1  (ENTER IF TRANS: CHANGE, DELETE, OR VIEW)    

      BATCH BALANCE                                                           

        ENTERED COUNT:         00004  ENTERED AMOUNT:    0000000809.00              

        COMPUTED COUNT:     00004  COMPUTED AMOUNT: 0000000809.00              

                                                                                              INTERRUPT:             

 Depending on the batch type, a TRANSACTION ENTRY screen will open.

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:             

1. Review the transactions details.
2. If necessary, press F8 to view the next transaction in the batch.
3. When finished, press F10 to return to the S510 screen.

Review and Release a Batch

1. While on the S510 Screen, press F9 to open the STARS BATCH BALANCING (S502) screen.  Note the message at the bottom of the screen which may read, This Batch is Balanced" or “Warning… Batch Not in Balance".
2. Type R in the FUNCTION field and press ENTER. There are several important sections to review on the S502 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                                                            

 BATCH BALANCE                                                                

               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                                         

                                                       INTERRUPT:             

1. The FUNCTION field commands are HOLD, RELEASE, OVERRIDE, and DELETE.
2. In the BATCH BALANCE section, be sure the ENTERED counts and amounts and the COMPUTED counts and amounts are equal. If they are not, the batch cannot process.
3. The BATCH APPROVED BY area shows the Operator initials of last person who approved the batch and their approval levels (AL1, AL2, etc.). Included in this area are the Operator initials of those who have added or changed a transaction in the batch. 
4. The BATCH OPER-ID area shows Batch Operator ID of the person who created the batch header.  If this person enters transactions for which they are not authorized, the transactions will not process in the nightly IEU - even if someone else recalls the batch and enters the transactions
5. The USER APPROVAL LEVEL and REQUIRED APPROVAL LEVEL areas show the approval level of the last person who approved the batch.  When you release the batch, it also will put your release level in the User Approval Level field showing you are the last one to release the batch. This level will go back to “0" if someone makes changes to the batch. This record allows those reviewing and releasing the batch to know who completed each process of the batch. If the User Approval Level matches or exceeds the Required Approval Level of the batch, the batch will release for processing.
6. To release the batch, enter R in the FUNCTION field and press ENTER. (You can initially release or delete all edit modes on this screen.
7. You should see the message “Batch Has Been Successfully Released" and your Operator ID initials in the Batch Approved By field.

Put a Batch on Hold 

If a batch is in Edit Mode 0, 1 or 2, you can place the batch on hold.

1. Select the batch on the S530 screen, view the batch summary on the S520 screen, and then press F10 to open the S510 screen.
2. While on the S510 Screen, press F9 to open the STARS BATCH BALANCING (S502) screen.
3. Type H in the FUNCTION field, and then press ENTER. This will place the batch on hold and the batch will not process until the batch is re-released.

This is not the case for those batches in Edit Mode 3.  When you release a batch in Edit Mode 3, it creates a RELEASE transaction on the S540 screen that you must delete.  Otherwise, the batch will process because the S540 screen takes precedence over the rest of the batch.

Override a Batch 

Only the State Controller's Office can use the Override function.  The override mode allows a batch that is not in balance to release.

Releasing a Batch on the S540 Screen (Edit Mode 3)

When you release a batch in Edit Mode 3, it creates a RELEASE transaction on the S540 screen.

To verify that your batch will release, either open the ENTER ERROR CORRECTION TRANSACTIONS screen (S540) from the STARS Data Entry menu (FUNCTION: 54) or interrupt to 54.

On the S540 screen, type R in the FUNCTION field, the agency number in the AGENCY field (if necessary), and press ENTER. A list of the batch transactions that will release is displayed. The batch header, shown as sequence number 00000, and the batch number will release in the nightly IEU processing.

VERSION 3.1      STARS--ENTER ERROR CORRECTION TRANSACTIONS             S540 

FUNCTION: R (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----------

  19990817 5 505 00000 0 RELEASE                 

 

Stop an Edit Mode 3 Batch from the Release

If you have accidentally released an Edit Mode 3 batch, you can remove this release from the S540 screen as long as you do it on the same day you did the release (before the nightly IEU processing). From the S540 screen, type C in the FUNCTION field, and then press TAB to move the cursor to the C Column and next to the transaction. Type D in the space next to the transaction, and then press ENTER. Putting the batch on Hold will not take the release off the Edit Mode 3 batch.

Edit Mode 3 Batch Invalid Month Message

If you try to release an Edit Mode 3 batch that has a Batch Effective Date in a prior month that is closed, you will get a message, “Invalid Month".  You can change the Batch Effective Date on the S540 screen. STARS processes all S540 screen items in the nightly IEU before processing the rest of the batch.

Approval Levels