Solving Common Batch Edit Mode 3 Problems
Edit Mode 3 batches are those that have errors. You can make several changes to a batch that is in error before the nightly IEU processes (approximately end of business day).
Figure 1 - Data Entry Menu screen example
VERSION 3.1 STARS--FINANCIAL TRANSACTION DATA ENTRY MENU S013
FUNCTION:
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
83 ZP FILE MAINTENANCE
99 SIGN OFF
The Enter Error Correction Transactions S540 screen is most often used to make a change to the Batch Header and the transactions. Although you may change all of the transactions to a particular date, the batch will not process until you change the Batch Effective Date on the S540 screen. In order to do this, the batch must first be released in order to create an error correction transaction.
Figure 2 - S540 screen example
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------------
20080727 5 401 00002 0 DELETE
20080727 5 401 00003 0 DELETE
INTERRUPT: ACTIVE
NO MORE ERROR CORRECTION TRANSACTIONS FOR YOUR AGENCY
Also, if you are on the CHANGE BATCH or VIEW DETAIL TRANSACTIONS S510 screen, you can press F11 to see the View Batch Summary screen and the Batch Effective Date and the Edit Mode. (You can also press F12 to see the View/Select Headers screen and note the Effective Date column and the Mode column for Edit Mode. Do not refer to the date in the Batch ID column.)
Figure 3 - S510 screen example
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: 000
BATCH DATE: ????????
BATCH TYPE: ?
BATCH NUMBER:
SEQUENCE NUMBER: 1 (ENTER IF TRANS: CHANGE, DELETE, OR VIEW)
BATCH BALANCE
ENTERED COUNT: 00000 ENTERED AMOUNT: 000000000000000000
COMPUTED COUNT: 00000 COMPUTED AMOUNT: 000000000000000000
INTERRUPT:
PLEASE CORRECT HIGH-LIGHTED FIELDS AND RE-SUBMIT
PF9=BATCH BALANCING, PF11=VIEW BATCH SUMMARY, PF12=VIEW/SELECT HEADERS
If you tried to release a batch on, for example, August after the July files have been closed, the batch would error with an “Invalid Month" error message. The batch will not process until the person who enters batches changes the Batch Header and transactions' EFFECTIVE DATE to an August date on the S540 screen. (STARS files are usually open for three working days after the end of the month.) People who release batches cannot make this change. Although you can change all of the transactions to an August date, the batch will not process until you change the Batch Effective Date. Once changed, the person with release permissions must release the batch.
Figure 4 - S540 screen Release message example
FUNCTION: A (A=ADD, C=CHANGE, F=FRESH SCREEN, R=RECALL) AGENCY: 230
C DATE TYP NO SEQ DUP---NUMBER/NAME-----------------CORRECTION------------
A 20080309 5 001 00000 0 RELEASE
13. Delete the word RELEASE and type “BATCH EFF DATE" (without quotes).
14. Press TAB to move the cursor to the Correction column and type a new date in YYYYMMDD format.
Figure 5 - S540 screen Correction column example
C DATE TYP NO SEQ DUP---NUMBER/NAME------- ---------CORRECTION------------
A 20080309 5 001 00000 0 Batch EFF DATE 20080401
15. Press ENTER to save the changes and verify that the message, "Valid Transactions Added/Changed", is displayed at the bottom of the screen.
Figure 6 - Screen S540 Transactions Added message example
C DATE TYP NO SEQ DUP---NUMBER/NAME---- -------------CORRECTION-----------
VALID TRANSACTIONS ADDED/CHANGED
16. 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.
17. 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 because STARS transactions process overnight.
If you delete a transaction in Edit Mode 3, it creates a DELETE transaction on the Enter Error Correction Transactions S540 screen. You can remove the DELETE as long as you do it on the same day you originally deleted it.
1. Type 54 in the FUNCTION field of the STARS main menu.
Figure 7 - Data Entry menu example
FUNCTION:54
2. Type R in the FUNCTION field (if necessary, also type your agency number in the AGENCY field) and press ENTER. STARS displays a list of the error transactions.
Figure 8 - S540 Recall function example
In the example above, sequence numbers (SEQ) 00002 and 00003 would be deleted (DELETE) from batch number (under the NO column) 401 if no changes are made.If, for example, you determine that sequence 00003 should have been deleted instead of sequence 00002, you will need to 'undo' or remove the DELETE on sequence 00002.
In the example above, sequence numbers (SEQ) 00002 and 00003 would be deleted (DELETE) from batch number (under the NO column) 401 if no changes are made.
If, for example, you determine that sequence 00003 should have been deleted instead of sequence 00002, you will need to 'undo' or remove the DELETE on sequence 00002.
Figure 9 - S540 screen Delete example
FUNCTION: C (A=ADD, C=CHANGE, F=FRESH SCREEN, R=RECALL) AGENCY: 230
D 20080727 5 401 00002 0 DELETE
You should see the VALID TRANSACTIONS ADDED/CHANGEDmessage at the bottom of the screen. Figure 10 - Screen S540 Transactions Added message example
3. To confirm that STARS has removed the transaction, Type R in the FUNCTION field and press ENTER. The delete transaction should no longer appear on the screen.
Figure 11 - S540 screen Recall example
When you release a batch in Edit Mode 3, it creates a RELEASE transaction on the Enter Error Correction Transactions S540 screen.
1. Type 54 in the FUNCTION field of the STARS main menu.
2. Type R in the FUNCTION field (if necessary, also type your agency number in the AGENCY field) and then press ENTER. STARS displays a listing of the batch transactions that will process in the next nightly IEU processing. In the example below, batch number 505 should not have been released. Sequence Number 00000 indicates a Batch Header transaction, and that batch number 505 will release in the nightly IEU processing.
Figure 12 - S540 screen Recall example
20050817 5 505 00000 0 RELEASE
3. To remove the released Batch Header (sequence 00000), type C in the FUNCTION field then press TAB
to move the cursor to the C Column and next to the transaction.
4. Type D in the space next to the transaction, and then press ENTER.
Figure 13 - S540 screen Delete example
D 20050817 5 505 00000 0 RELEASE
You should then see the Valid Transactions Added/Changed message on the bottom of the screen.Figure 14 - Screen S540 Transactions Added message example
You should then see the Valid Transactions Added/Changed message on the bottom of the screen.
Figure 14 - Screen S540 Transactions Added message example
5. To confirm that STARS has removed the transaction, Type R in the FUNCTION field and press ENTER. The transaction should no longer appear on the screen.
Figure 15 - S540 screen Recall example