SYSTEM INPUT
STARS is capable of handling various types of data, such as accounting data, system table maintenance data, system maintenance file data, and report request data. Accounting data refers to the transactions, (such as disbursements, transfers, etc.) prepared by operating agencies. Table maintenance data, which is prepared by the Comptroller General's Office, consists of changes, deletions or additions to the STARS tables. System maintenance file data is coded on a SM input form to update the system maintenance file to initialize or close a fiscal period. Report request data is prepared to request special and non-routine reports.
Data can be entered into STARS via three methods:
Use of on-line data entry equipment is presently restricted to the Comptroller General's Office and the State Treasurer's Office. Input via an automated interface tape is described in the Automated System Input section. Batch entry requires that the operating agencies manually prepare STARS input forms. Detail instructions for preparing STARS input forms are discussed under Document Preparation. However, before attempting to prepare a STARS input form, the preparer should develop a working knowledge of the classification structure.
The input coding requirements reflect the requirements of the classification structure. The coding techniques described below (e.g., mini-codes) reduce the coding requirements to a minimum.
The basis for recording an accounting event is a STARS transaction. A basic transaction consists of six required data elements and several optional data elements. The required data elements are:
- Character - the major classification of revenues or expenditures.
- Major Object - a further refinement of the character classification for revenues and expenditures.
- Minor Object - a further refinement of the major object.
All revenues and expenditures recorded on STARS input forms require a four digit object code. In addition, a two digit detail object is provided for agency use to classify revenues and expenditures at a level below the Statewide classification structure.
The object code is also an application of mini coding.
A STARS input form must be coded to record an accounting transaction. For example, to record a disbursement for the purchase and receipt of office supplies by the Administration and Local Government Division, Comptroller General's Office, the following codes would be entered on a Disbursement Voucher:
TRANS CODE |
AGENCY CODE |
MINI CODE |
SUBFUND CODE |
OBJECT CODE |
TRANSACTION AMOUNT |
|
640 |
E12 |
0077 |
1001 |
0301 |
$75.00 |
After accounting events are recorded on the appropriate STARS input forms, the operating agency personnel must batch the forms and prepare a Transmittal Control (STARS Form 100.) The Journal Voucher, Appropriation/Cash Transfer, Interdepartmental Transfer and Bank Deposit-Revenue forms have header information on the forms that fill the transmittal control requirement. All batches are then forwarded to the Comptroller General's Office; except, Bank Deposit-Revenue forms are sent to the State Treasurer where the following operations are performed:
After the documents are properly recorded and audited, they are forwarded to Data Entry for data conversion. The magnetic tapes (containing accounting data) generated by Data Entry are then forwarded to Data Processing.
INTRODUCTION topics:
Background | Classification Structure | General | Input Documents | Reports | System Input | System Overview |