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DoIT TRAINING CENTER

OFFICE OF INFORMATION TECHNOLOGY

R*STARS Transaction Entry

Financial Management Information System

TABLE OF CONTENTSR*STARS TRANSACTION ENTRY

Transaction Entry and Transaction Batching . . . . . . . . . . . . . . . . . . . . . . . . . 1‐1 Step #1 Determine the Accounting Event . . . . . . . . . . . . . . . . . . . . . . . . . 1‐2 Step #2 Determine the Transaction Code . . . . . . . . . . . . . . . . . . . . . . . . . 2‐1 Step #3 Create the Batch Header . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3‐1 Entering A Deposit Transaction Step #4 Create the Transaction Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4‐1 Step #5 Add a Note to the Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5‐1 Step #6 View the Transaction Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6‐1 Step #7 Balance the Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7‐1 Step #8 Release the Batch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8‐1 Creating Other Types of Batches . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9‐1 Entering a Journal Entry Transaction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9‐1 Entering an Accounts Receivable Transaction . . . . . . . . . . . . . . . . . . . . . . . . . 9‐9 Using Data Element Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10‐1

i Table of Contents

1 ‐ 1 Transaction Entry and Transaction Batching

TRANSACTION ENTRY AND BATCHINGR*STARS TRANSACTION ENTRY

Transaction Entry and Transaction Batching Transaction Entry is the process of entering accounting events into the R*STARS database. The appropriate general ledger accounts, program codes, indexes, comptroller objects and agency objects are charged. All transactions must be batched before entering them in R*STARS. The batching process begins with grouping like, but unique, transactions together. For example, Journal Entries may be processed together in one batch, but Journal Entries and Deposits may not be processed together. Batching requires that all batches start with a Batch Header (screen 500‐Batch Header Entry) and then Transaction Entry (screens 501, 502, 503, 504, 505, or 509) where the details of the batch are created. Transaction entry creates entries for budget, revenue and cash receipts, journal entries, (adjusting entries and intra/interagency transfers), pre‐encumbrances, encumbrances, and expenditure activities. Transaction entry begins with determining the type of accounting event that will be created. There are eight steps involved in transaction entry. These eight steps will be detailed in the following pages.

1. Determine the accounting event to be recorded and the appropriate User Class needed to create the transaction.

2. Determine the appropriate transaction code to record the accounting event.

3. Create the Batch Header Entry (screen 500). 4. Create the transaction detail entry. 5. Add a note to the transaction. 6. View the transaction details on View a Batch (screen 520). 7. Balance the batch. 8. Release the batch.

1 ‐ 2 Step1

STEP #1 DETERMINE THE ACCOUNTING EVENTR*STARS TRANSACTION ENTRY

Step #1 Determine the Accounting Event to be Recorded and the Appropriate User Class Needed to Create the Transaction

The User Classes available to a user are established in their R*STARS security profile. The User Classes are displayed on the FMIS Title Screen as you enter R*STARS after you select F3‐R*STARS from the Master System Menu. User Classes are based on the job function of the user and are selected by the FMIS Functional Coordinator and/or the FMIS Security Officer. Users may be assigned more than one User Class. The user’s primary User Class defaults into the User Class field and any alternate classes are displayed in the Alternate Classes field.

The primary User Class is 01 and the alternate User Classes are 02, 11, 99

1 ‐ 3 Step1


In order to change the User Class that is controlling the user’s access within the system, the desired User Class must be typed in the User Class field and then the user can press <Enter>. From the FMIS Title screen, select the “01” User Class and press <Enter>. You will now be at the R*STARS Main Menu, screen 000. The User Class selected when creating a transaction determines the transaction codes to which you will have access. For example, User Class 08 is typically assigned to an employee responsible for journal entries. By using User Class 08, the employee is restricted to the only the transaction codes that create journal entries.

1 ‐ 4 Step1


R*STARS profile D66‐User Class Profile Maintenance serves as the master list of all valid User Classes, it defines the transaction codes that a user may use or not use, and it defines the action codes that a user may use or not use. Let’s explore the link between an employee’s User Class and the transaction codes that the employee may access. Type “D66” in the Link To: field and press <Enter>. Type “01” in the User Class field and press <Enter>.

Type “01” in the User Class field and press <Enter>. User Class 01 is excluded from creating transactions with transaction codes 001-019, 358-399, and 595-799.

It is important to determine whether the transaction codes are “I” included or “E” excluded.

User Class “01” is excluded from creating transactions with transaction code 001‐019, 358‐399, 595‐799. They have access to all other transaction codes. It is important to note whether the transaction codes are “I” included or “E” excluded. Press F5‐Next to view additional User Classes.

1 ‐ 5 Step1


User Class 06 is reserved for creating Accounts Receivable transactions and has access to only transaction codes 100-150 and 801-808.

User Class 06 is used for Accounts Receivable processing. Users with only User Class 06 are restricted to creating transactions with transactions codes 100‐150 and 801‐808. These transaction codes are used for creating and adjusting Accounts Receivable transactions. If you try to create a batch with the incorrect user class for the transaction codes you are using in the batch, you will receive the error “EQ8 INV TC/USER CLS COMB” when saving the transaction. Additionally, you cannot change the User Class on the batch header screen, so the batch header must be deleted and recreated with the correct User Class.

1 ‐ 6 Step1


Changing your User Class once you are logged into R*STARS is easy. Press the “Home” key, which puts your cursor in the Link To: field. Type “UC” in the Link To: field and press <Enter>.

Type “UC” in the Link To: field and press <Enter>. The system will advance you to the FMIS Title Screen where you may change your User Class.

The system will advance you to the FMIS Title Screen. Type the desired User Class in the User Class field and press <Enter>.

1 ‐ 7 Step1


Commonly Used User Classes, Descriptions and Functions

User Class Description Functions 01 Master User Class Access to most t‐codes‐high level

management activities 03 Appropriations Loading and adjustments to appropriations 04 Agency Level Budgets Agency Budget activities 05 Grants/Project Budgets Grants/Project Management activities 06 Accounts Receivable Accounts Receivable data entry 07 Cash Receipts Cash Receipts data entry 08 Journal Entry Journal Entry data entry 09 Working Fund Working Funds data entry 11‐19 Same as 01‐09 with Level 1 Agency Level Approval 21‐29 Same as 01‐09 with Level 2 Agency Level Approval 89 Action Code 123 Agency Level Approval for Payment Transmittals 90 Inquiry Inquiry Only‐No Data Entry 99 Adpics Transaction Entry ADPICS to R*STARS interface

2 ‐ 1 Step2

STEP #2 DETERMINE THE TRANSACTION CODE R*STARS TRANSACTION ENTRY

Step #2

Determine the Appropriate Transaction Code to Record the Accounting Event From the R*STARS Main Menu (screen 000), type 28A in the Link To: field and press <Enter>.

To access the Transaction Code Decision Profile, Type “28a” in the Link To: field and press <Enter>.

2 ‐ 2 Step2


To retrieve information on transaction code 190, type “190” in the Trans Code field and press <Enter>.

Type transaction code 190 in the Trans Code field and press <Enter>.

We will divide the 28A profile into three sections:

1. Transaction Code 2. General Ledger Posting 3. Transaction Edit Indicators

2 ‐ 3 Step2


Transaction Code R*STARS profile 28A/B Transaction Code Decision Profile serves as the master list of all available transaction codes. A sample numbering convention is: Transaction Codes Description

001‐099 Budgetary 100‐199 Revenues, Receipts 200‐299 Pre‐Encumbrances, Encumbrances, Expenditures,

Disbursements 300‐399 System Generated Transactions 400‐599 Journal Vouchers 600‐699 Start of Year Balances 800‐820 Treasurer’s T‐Codes 850‐903 Miscellaneous

General Ledger Posting T‐Codes (Transaction Codes) are three digit elements that determine the accounting impact (debits and credits) of each financial transaction entered. Up to four pairs of debits and credits can be entered to determine the general ledger accounting impact. The D31 Comptroller General Ledger Account Profile will provide additional information about the general ledge accounts, including the title of the general ledger.

2 ‐ 4 Step2


Transaction Edit Indicators T‐codes determine which data elements are required, optional, and not allowed when creating a transaction. A one character edit indicator is entered to control whether data elements that impact a transaction are required, not allowed, or optional. Valid values are: I Must be INPUT on the transaction R REQUIRED element on the transaction, but may either be input or looked up by another data element N NOT ALLOWED to be present on the transaction BLANK Optional element on the transaction. May be left blank,

input or looked up

2 ‐ 5 Step2


The Transaction Edit Indicator elements are all found on a typical transaction entry screen. It is important to know which elements will be input, required, not allowed, or left blank as you create your transaction. Below is a table listing the abbreviations of each indicator and the name of the data element in a typical transaction. DOCD ‐ Document Date WARR ‐ Warrant Number DUDT ‐ Due Date INVC ‐ Invoice Number SVDT ‐ Service Date VNUM ‐ Vendor Number CDOC ‐ Current Document # VNAM ‐ Vendor Name RDOC ‐ Reference Document VADD ‐ Vendor Address MODI ‐ Modifier DMETH

‐ Disbursement Method

AGCY ‐ Agency APN# ‐ Appropriation Number IDX ‐ Index Code FUND Fund PCA ‐ Program Cost Account GLA ‐ General Ledger Account COBJ ‐ Comptroller Object AGL ‐ Agency General Ledger

Account AOBJ ‐ Agency Object GRNT ‐ Grant Number RVRS ‐ Reverse Code SUBG ‐ Subgrantee Number PDT ‐ Payment Distribution

Type PROJ ‐ Project Number

CI ‐ Capitalized/Inventory Indicator

MULT ‐ Multipurpose Code

1099 ‐ 1099 Indicator DI# ‐ Debt/Investment Number

2 ‐ 6 Step2


Tran Code Number and Title of Tran Code

Data elements that are input, required, not allowed, or blank in transaction entry are determined in the Trans Edit Inds fields.

General Ledger debits and credits that determine the accounting impact of the transaction.

The other indicators on the 28A screen are beyond the scope of this class and are defined in the R*STARS Data Entry Guide, sections 3‐17 through 3‐19.

2 ‐ 7 Step2


To access the 28B screen, press F6-28B.

To access the 28B Tran Code Description Profile, press F6‐28B from the 28A screen. The 28B Trans Code Description Profile provides a further explanation of the use of the transaction code and defines valid Doc Types, Batch Types, GL Account Codes, and Comptroller Objects.

2 ‐ 8 Step2


The 28B screen provides a description of the Trans Code, valid GL Account Codes, Comptroller Objects, Doc Types, and Batch Types.

Of particular interest in batch creation will be the valid doc types and batch types. The Doc Type listed on the 28B profile will become the first two digits of the Current Document Number (Curr Doc) when creating transaction details. The Batch Type listed on the 28B profile will be used to complete the batch header screen. In addition, the Batch Type entered on the Batch Header (500) screen determines which Transaction Entry Detail screen is accessed after the Batch Header is saved.

2 ‐ 9 Step2


Type “90” in the Link To: field and press <Enter>.

Type “90” in the Link To: field and press <Enter> to access the 90 News/Help Table.

2 ‐ 10 Step2


In the Keyword Field, type “Batchtype” and press <Enter>.

In the Keyword field type “Batchtype” and press <Enter>.

Press F5‐Next Record to view additional pages of batch types and related data entry screens.

2 ‐ 11 Step2


Batch Type 1 on the 500 Batch Header Entry screen advances to detail transaction entry screen 503‐Budgetary Transaction Entry.

Batch Type 2 on the 500 Batch Header Entry screen advances to detail transaction entry screen 504‐Revenue/Receipts Transaction Entry.

2 ‐ 12 Step2


Batch Type 3 on the 500 Batch Header Entry screen advances to detail transaction entry screen 505‐Pre‐Enc/Enc/Expend Transaction Entry.


2 ‐ 13 Step2


Batch Type 5 on the 500 Batch Header Entry screen advances to detail transaction entry screen 501‐Journal Voucher Transaction Entry.

Batch Type G on the 500 Batch Header Entry screen advances to detail transaction entry screen 509‐Companion Transaction Entry.

3 ‐ 1 Step3

STEP #3 CREATE THE BATCH HEADER R*STARS TRANSACTION ENTRY

Step #3

Create the Batch Header Entry (Screen 500)

Press <Home> and type “500” in the Link To: field and press <Enter>.

The Batch ID is the batch agency, date, type, and number. The Batch ID must be unique to each batch created. One of the four data elements must change each time a batch header is created.

Batch ID Batch Agency – This is a required field and will default to the User’s Security Agency associated with their logon ID in their security profile. Batch Date – This is a required field and has the MMDDYY format. This field will default to the current effective date. This field identifies the date the batch will be processed by the R*STARS batch cycle. If a future date is used, the batch will not process until the future date is reached. Batch Type – This is a required field that identifies the type of transaction being created. The batch type is determined by the 28B Trans Code Description Profile “valid batch type” field. It also determines the data entry screen that will be accessed when the batch header screen is saved. Batch Number – This is a required field that is selected by the batch agency.

3 ‐ 2 Step3


You may press “F10‐SAVE”, which will default some of the information in the Batch ID.

The Batch Count field is optional and up to five digits may be entered. The Batch Amount is optional and up to eleven digits with a two digit decimal may be entered. Both the Batch Count and Batch Amount fields aid in batch balancing.

The Batch Edit Mode defaults from the user’s security profile. It determines whether the transactions entered will edit and/or post online.

Batch Count – This is an optional field. Enter the total number of transactions in the batch. Batch Amount – This is an optional field. Enter the total amount of all transactions in the batch with a two digit decimal. This is an absolute amount that does not consider positive and negative values in the batch. Although the Batch Count and Batch Amount are optional fields, it is recommended that you complete these fields as they aid in confirming that all transactions have been entered. Batch Edit Mode – This field is required and will default from the user’s security profile. The valid values for Edit Mode Indicators are:

0 – No online editing or posting 1 – Online editing, posting performed during the nightly batch cycle 2 – online editing and online posting

3 ‐ 3 Step3


The User ID and name of the person creating the batch is displayed. The User Class used to create the batch is displayed. Be sure this is the correct User Class/Transaction Code combination.

User ID – The User ID and name of the person creating the batch header will default from the user’s security profile. User Class – The User Class under which the person accessed the Batch Header is displayed. This is a good place to check to make sure that you are logged in with the correct User Class for the transaction code you will be using on the transaction detail screen.

3 ‐ 4 Step3


The information entered on the Batch Header Screen is automatically carried over to every transaction entered in the batch. R*STARS automatically assigns a Sequence Number to each transaction within the batch. The Batch ID with the Sequence Number becomes the Transaction ID.

The Batch ID and Sequence Numbers are the

Transaction ID

The Batch Header 500 Screen BATCH ID

BATCH AGENCY BATCH DATE MMDDYY BATCH TYPE BATCH NUMBER

Seq #00003

Seq #00002

Seq #00001

3 ‐ 5 Step3


Entering a Deposit Transaction in R*STARS

Let’s record a deposit transaction into the R*STARS system. We have determined that we should use User Class 01 to create the transaction with a 190 t‐code. Press the <Home> key and type “UC” in the Link To: field and press <Enter>. Type “01” in the User Class field and press <Enter>. At the R*STARS Main Menu, type “500” in the Link To: field and press <Enter> to access the Batch Header Entry 500 screen. Press F10‐SAVE to default some of the data elements. From the 28B screen for t‐code 190, the valid batch type is “2”. We will type “2” in the Batch Type field. The Batch Number will be 456.

3 ‐ 6 Step3


After accessing the Batch Header Entry 500 screen, press F10-SAVE to default some of the data elements. The Batch Type will be 2 and the Batch Number will be 456.

Press F10-SAVE to save the Batch Header Entry screen and advance to the transaction entry screen.

Since the Batch Count and Batch Amount fields are optional, we will not complete these fields. Press F10‐SAVE to save the Batch Header and advance to the transaction entry screen.

4 ‐ 1 Step4

STEP #4 CREATE THE TRANSACTION DETAILSR*STARS TRANSACTION ENTRY

Step #4

Create the Transaction Detail Data Entry If the information entered on the Batch Header is valid, R*STARS automatically advances to one of the data entry screens. The key fields from the batch header are automatically carried forward at the top of the screen and cannot be changed. The sequence number automatically advances one number for each transaction entered. The data entry screen may contain many blank fields, as some transactions require only a few data elements.

Note the screen number and title. The type of transaction entry screen that you advance to depends upon the batch type entered on the Batch Header.

After saving the Batch Header Entry 500 screen, the system advances to the transaction entry screen. The Batch ID is carried forward and the Seq No is assigned. The edit mode of the batch is also carried forward from the Batch Header.

Let’s create the transaction detail by entering the required data elements as follows: Doc Date Today’s Date Curr Doc/Sfx DTXXX(your initials)001/001

(The Curr Doc number for deposits is usually “DT” plus the deposit ticket number used for the deposit with the bank.)

4 ‐ 2 Step4


Trans Code 190 PCA 10015 Agy Obj 8118 Amount $100.00 Doc Amt $100.00 Press F4‐EDIT to edit the transaction. F4‐EDIT will retrieve all the financial classification elements for the agency.

When F4-Edit is pressed, the system will retrieve financial classification elements and may display errors at the bottom of the screen.

Since there are no errors, press F10‐SAVE to save the transaction and advance to the next sequence number.

4 ‐ 3 Step4


You must receive the message “Transaction Successfully Written”. The system will advance to sequence number 00002 to complete the next transaction.

You must receive “Transaction Successfully Written”. Note that the system advances to the next sequence. You are ready to complete sequence number 00002.

5 ‐ 1 Step5

STEP #5 ADD A NOTE TO THE TRANSACTIONR*STARS TRANSACTION ENTRY

Step #5 Add a Note to the Transaction

You may choose to add an electronic note to the transaction. This is an optional step. This note will become a permanent part of the document and can always be viewed from the Document Tracking Inquiry (screen 37). From the transaction detail screen you are working on, press <Home> and type “NOTE” in the Link To: field. Press F9‐Interrupt to execute the Link feature.

To access the Notepad of a document, press <Home> and type the word “NOTE” in the Link To: field and press F9-Interrupt.

The system will advance to screen 103‐the Electronic Notepad. The Reference ID is your Batch Agency, Document Number, and Fiscal Year of the document. Press <TAB> to place the cursor in an enterable field and type the note. For this exercise, type:

5 ‐ 2 Step5

STEP #5 ADD A NOTE TO THE TRANSACTIONR*STARS TRANSACTION ENTRY

“This deposit reflects payment for a FMIS training class.” After you have finished the note, press F10‐SAVE to save the notepad.

After advancing to the Electronic Notepad screen, the system displays the Reference ID of your document. Press <TAB> to position the cursor in an enterable field and begin typing the note. Press F10-SAVE to save the notepad.

You should receive the message “Record Successfully Added” at the bottom of the screen. Press F9‐Interrupt to return to the transaction detail screen.

6 ‐ 1 Step6

STEP #6 VIEW THE TRANSACTION DETAILSR*STARS TRANSACTION ENTRY

Step #6 View the Transaction Details on View a Batch (Screen 520)

From the transaction detail screen press F7‐DETAILS to advance to the View a Batch (Screen 520).

Press F7-Details to advance to the View a Batch (screen 520). This screen will allow you to confirm that all the transaction details are correct.

Confirm that the transaction details are correct.

6 ‐ 2 Step6

STEP #6 VIEW THE TRANSACTION DETAILSR*STARS TRANSACTION ENTRY

On the View a Batch (screen 520), confirm that all transaction details are correct.

7 ‐ 1 Step7

STEP #7 BALANCE THE BATCHR*STARS TRANSACTION ENTRY

Step #7 Balance the Batch When all transactions in the batch are entered, the batch must be balanced. Batch balancing helps ensure that all transactions are entered for the correct amounts by verifying that the entered amounts total to the batch header amount (if entered by the user on the batch header). Additionally, if the Document Balance Indicator on the Document Control Profile (33 screen) is “Y” for any document type in the batch, the computed “DOC AMT” must equal the total of the amounts for all suffixes in the Current Document Number. The batch balancing function must be performed to allow batch update transactions to be released for posting in the nightly batch cycle. From the View a Batch (screen 520), press F6‐BALANCING to access the Batch Balancing (screen 502).

Press F6-Balancing to access the 502 Batch Balancing screen.

7 ‐ 2 Step7

STEP #7 BALANCE THE BATCHR*STARS TRANSACTION ENTRY

After pressing F6‐Balancing, the system will advance to Batch Balancing (screen 502) and display the message “This Batch is Balanced…..Please Select Appropriate Action”.

This batch is balanced and ready to be released.

If the batch is out of balance, you should attempt to correct the balancing error. Batch balancing will be discussed in the Error Correction class in more detail.

8 ‐ 1 Step8

STEP #8 RELEASE THE BATCHR*STARS TRANSACTION ENTRY

Step #8 Release the Batch

After the batch has been balanced, you should select F6‐Release to release the batch to the nightly batch cycle for processing.

Press F6-Release to release the batch to the nightly batch cycle for processing

The system will display the message “Batch Has Been Successfully Released”.

8 ‐ 2 Step8

STEP #8 RELEASE THE BATCHR*STARS TRANSACTION ENTRY

This batch has been successfully released to the nightly batch cycle for processing

9 ‐ 1 othertypesof batches

CREATING OTHER TYPES OF BATCHESR*STARS TRANSACTION ENTRY

Creating Other Types of Batches

In our previous example, we created a deposit transaction. Now let’s create some additional batches for journal entry and accounts receivable transactions. We will use the eight‐step method described in this manual to create these two transaction types. Entering a Journal Entry Transaction in R*STARS

Step 1. Determine the Accounting Event to be recorded and the appropriate User Class needed to create the transaction. In this example, last month we created an expenditure transaction for $100.00 with the incorrect PCA in the accounting information. We should have used PCA 10016 but, in error, we used PCA 10015 on the accounting line of the voucher. We need to decrease expenditures to PCA 10015 and increase expenditures to PCA 10016. The accounting event has been determined to be a journal entry. The user class that we will use is User Class 01. We could also use User Class 08 to create a journal entry transaction. Step 2. Determine the appropriate transaction code to record the accounting event. The transaction codes we will use in this example are 412 (expenditure adjustment decrease) for PCA 10015 and 413 (expenditure adjustment increase) for PCA 10016. Step 3. Create the Batch Header (screen 500). Link to the Batch Header Entry (screen 500). Press F10‐SAVE to default some of the information. The Trans Code Description Profile (screen 28B) for these two transaction codes, list valid batch types as 4, 5, and G. Use Batch Type 5 for this example. The agency will determine the Batch Number.



After accessing the 500 Batch Header Entry screen, press F10-Save to default some of the information. In this example, use Batch Type 5 and Batch Number 001. Notice that the edit mode is “2”. This is incorrect for a journal entry batch and will have to be changed to edit mode 1. After making this change, press F10-Save to save the header

The screen will advance to Journal Voucher Transaction Entry (screen 501). Remember, the screen accessed after the Batch Header Entry screen is saved is based on the Batch Type selected on the Batch Header Entry screen. In this case, Batch Type 5 advances to screen 501.



Step 4. Create the Transaction Detail Data Entry

Add the following data elements to the transaction: Doc Date Today’s Date Curr Doc/Sfx JE_________/001 Trans Code 412 PCA 10015 Agy Obj 0808 Amount $100.00 Doc Amt $200.00 Press F4-Edit and F10-Save to create the transaction.

The system will display the message “Transaction Successfully Written” and advance to sequence 00002.

The system displays the message “Transaction Successfully Written” and advances to sequence number 00002.

Notice the system created the Curr Doc number automatically. The Current Document Increment (D59) screen has been set up for journal entries.



When entering the required data elements, we entered “JE” in the Curr Doc/Sfx field. Notice that the system completed the number. This is because our agency has set up automatic document numbering for journal entries on the Current Document Increment (screen D59). Enter the required data elements in sequence 00002 for the second side of the transaction.

Enter the required data elements for the second side of the transaction: Doc Date Today’s Date Trans Code 413 PCA 10016 Amount $100.00 Press F4-Edit and F10-Save to create the transaction.

The system will display the message “Transaction Successfully Written” and advance to sequence number 00003.



Step 5. Add a Note to the transaction. Press <Home> and type “Note” in the Link To: field and press F9‐Interrupt. Type the following note on screen 103‐The Electronic Notepad. “Voucher #V4000234 was created with the incorrect PCA. This journal entry will correct that error. PCA that should be used is 10016”.

After accessing the Electronic Notepad, type the note and press F10-Save to save the note. The system will display the following message.

Since you are in an “active interrupt”, press F9‐Int to return to the transaction detail entry screen you were previously on.



Step 6. View the transaction details on View a Batch (screen 520).

Confirm that the details of transaction are correct.

Are the details of the transaction correct?

Press F7-Details to advance to the View a Batch (screen 520) to confirm the transaction details.



Step 7. Balance the Batch. If the details of the transaction look correct, press F6‐Balancing to balance the batch.

You should receive the message “This Batch is Balanced…..Please Select Appropriate Action.



Step 8. Release the Batch. If the batch is in balance, press F6‐Release to release the batch for processing in the nightly batch cycle.

You should receive the message “Batch Has Been Successfully Released”. The batch will be processed in the next nightly batch cycle.



Entering an Accounts Receivable Transaction in R*STARS Step 1. Determine the Accounting Event to be recorded and the appropriate User Class needed to create the transaction. In this example, we are anticipating revenue from education materials that customer Cathy Jackson will be purchasing. The accounting event has been determined to be an accounts receivable transaction. The User Class that we will use is User Class 01. We could also use User Class 06 to create an accounts receivable transaction. Step 2. Determine the appropriate transaction code to record the accounting event. The transaction code we will use in this example is 103. Step 3. Create the Batch Header (screen 500). Link to the Batch Header Entry (screen 500). Press F10‐SAVE to default some of the information. The Trans Code Description Profile (28B screen) for this transaction code, list the valid batch type as 2. Use Batch Type 2 for this example. The agency will determine the Batch Number.

After accessing the 500 Batch Header Entry screen, press F10-Save to default some of the information. In this example, use Batch Type 2 and Batch Number 001. Notice that the edit mode is “2”. This is correct for an account receivable batch. After making this change, press F10-Save to save the header.



Step 4. Create the Transaction Detail Data Entry

Add the following data elements to the transaction: Doc Date Today’s Date Due Date 1 Month from Today Curr Doc/Sfx AA_________/001 Trans Code 103 PCA 10015 Agy Obj 8118 Amount $59.99 Doc Amt $59.99 Vend/MC 1002463854 000 Press F4-Edit and F10-Save to create the transaction.

The system will display the message “Transaction Successfully Written” and advance to sequence 00002.



The system displays the message “Transaction Successfully Written” and advances to sequence number 00002. The system automatically

assigned the Curr Doc number because the Current Document Number Increment (D59) screen was set up for accounts receivables.



Step 5. Add a Note to the transaction. Press <Home> and type “Note” in the Link To: field and press F9‐Interrupt. Type the following note on screen 103‐The Electronic Notepad. “Deposit to reflect anticipated revenue from sale of education materials to Cathy Jackson”.

After accessing the Electronic Notepad, type the note and press F10-Save to save the note. The system will display the following message.

Since you are in an “active interrupt”, press F9‐Int to return to the transaction detail entry screen you were previously on.



Step 6. View the transaction details on View a Batch (screen 520).

Press F7-Details to advance to the View a Batch (screen 520) to confirm the transaction details.



Confirm that the details of transaction are correct.

Are the details of the transaction correct?



Step 7. Balance the Batch. If the details of the transaction look correct, press F6‐Balancing to balance the batch.

You should receive the message “This Batch is Balanced…..Please Select Appropriate Action.



Step 8. Release the Batch. If the batch is in balance, press F6‐Release to release the batch for processing in the nightly batch cycle.

You should receive the message “Batch Has Been Successfully Released”. The batch will be processed in the next nightly batch cycle.

10 ‐ 1 dataelementhelp

USING DATA ELEMENT HELPR*STARS TRANSACTION ENTRY

Using Data Element Help

The R*STARS system provides users with four types of online help. Error Code Help, Screen Help, and Report Help were covered in detail in the Introduction to FMIS class. The fourth type of help available to users is Data Element Help. This help allows the user to “interrupt” to a profile screen and select valid data elements and return them to the transaction entry screen. A list of valid values for the following six data elements can be acquired through this process in R*STARS: Index PCA Comptroller Object Agency Object Vendor Number Vendor Name Data Element Help can be activated from the transaction detail entry screens by placing the cursor on one of the above fields and pressing F1‐Help. Let’s demonstrate Data Element Help by creating a cash receipts batch.



Link to the Batch Header Entry (screen 500) and press F10‐Save to default some of the information. The Batch Type will be 2 and the Batch Number will be 005.

After accessing the Batch Header Entry (screen 500), press F10-Save to default some of the information. Use Batch Type 2 and Batch Number 005. Press F10-Save to save the Batch Header screen.



Complete the required data elements and position the cursor in the “Index” field.

Complete the required data elements: Doc Date Today’s Date Curr Doc/Sfx DT_______/001 Trans Code 180 Position the cursor in the “Index” field and press F1-Help to access Data Element Help to select the correct Index.



The system will advance to the Index Selection (screen 77). Tab and type “S” in the S (Select) column next to the Index you would like to select and press F9‐Interrupt to return the Index to the transaction detail entry screen.

Tab and type “S” in the S (Select) column next to the Index you would like to select and press F9-Interrupt to return the Index to the transaction detail entry screen.



The system will return the Index back to the transaction detail entry screen.

The system will return the Index you selected to the transaction detail entry screen.

In addition to the Index field, the same process applies to data element fields—PCA, Comptroller Object, Agency Object, Vendor Number, and Vendor Name. Simply place the cursor on any of those fields, press F1‐Help to access Data Element Help. Tab and select the element, press F9‐Interrupt to return the data element to the transaction detail entry screen.

2 ‐ 1 Step2


Step #2

Determine the Appropriate Transaction Code to Record the Accounting Event From the R*STARS Main Menu (screen 000), type 28A in the Link To: field and press <Enter>.

To access the Transaction Code Decision Profile, Type “28a” in the Link To: field and press <Enter>.