AUTOMATED SYSTEM INPUT

GENERAL

Turnaround time for STARS transactions submitted to the Comptroller General's Office can be significantly reduced by submitting them electronically. It should be noted that all requirements for paper documentation of the transactions must still be satisfied. Currently, Journal Vouchers (batch type 0), complete IDT's (batch type 4), and Disbursement Vouchers (batch type 6) can be submitted electronically. Any agency desiring to submit transactions electronically must first submit a test file to the Comptroller General's Office for approval to go to production.

The electronic file along with the "Transmittal Control Sheet" should be delivered to the Data Processing Division of the Comptroller General's Office. All accompanying paper documentation and a copy of the "Transmittal Control Sheet" should be delivered to either Central State Audit (IDT's & Disbursement Vouchers) or Central State Accounting (Journal Vouchers).

Upon receipt of the file in data processing, it will be loaded to a pending audit file and checked against a "Transmittal Control Sheet". Each batch on the file will then be audited and released for processing into STARS individually.

DOCUMENT

All documents will be BATCHED. The size of each batch can vary from one document to 999 documents per batch. The physical size of a batch must be easily managed; therefore, the majority of the batches should contain less than 50 documents. Likewise, an excessive number of very small batches are not recommended. Each type of document must be batched separately, e.g., vouchers, IDT's, etc.

Each document accompanying magnetic data should be the finished product, ready for filing by the Comptroller's Office. The document ID numbers (warrant number) authorized for the agency's use must be entered in the appropriate area on the document. Documents must be arranged in the same order as entered on the dataset.

A listing of the data on the dataset should contain at least the elements as indicated on the sample "Agency Transmittal Report" in the STARS Agency User's Manual.

AGENCY TRANSMITTAL REPORT

The example for this page was intentionally removed for the CD-ROM and Internet versions of the manual. Please refer to the paper version of the manual to see examples.

MAGNETIC MEDIUMS

The Comptroller General's Office is equipped to receive electronic input on a variety of mediums. These include direct input via IBM standard label 9 tract reel tapes (1600 or 6250 BPI) or IBM 3480 or compatible cartridge tapes. The internal data set name must be 'ACTTRANS' and the data should be blocked at 13 records per block. Input may also be sent on MS-DOS compatible  3 1/2 inch  diskettes or lomega Zip disks.  Files should be in ASCII format and named 'ACTTRANS'. An external label must be affixed to the tape, cartridge, or disk which identifies it as STARS input and indicates the affected agency, date, and volume number if applicable. Other options are  to transfer the file to the Comptroller General's Office via bulk data transfer or use shared DASD. In order to use  either  method, the agency must have an electronic connection to OIR.

Whatever medium is used, the data on the file should be sorted in ascending order by transaction ID (bytes 2-21).

The tape, cartridge or diskette can be picked up from the Comptroller General's Data Processing Division, on the next working day after it is loaded to the pending audit file for processing into STARS.

IMPLEMENTING MAGNETIC MEDIA PROCESSING

In order to implement this input method with an agency, a meeting must be scheduled between the agency's data processing and accounting personnel and the staff of the Comptroller General's Office.

At least two procedural walk-throughs from beginning to end will be performed before production begins. All representatives from the above offices must give approval that the necessary testing has been successfully completed and the system is ready for production.

TRANSMITTAL CONTROL FORMAT

The Transmittal Control format (Batch Record) is shown in Batch Record Layout Section of the STARS Agency User's Manual. The individual field definitions for the Batch Record are listed in Batch Record Instructions Section. The "FIELD NAME" is descriptive of the field as it appears in the Batch Record Layout shown in the STARS Agency User's Manual. The "TYPE/SIZE" reflects the required data format, whether alpha, numeric, or alpha-numeric, as well as the number of characters in the field and any special character format. The "FROM" and "TO" columns reflect the beginning and ending field positions as they also appear on the Batch Record Layout Section in the STARS Agency User's Manual. The "DESCRIPTION" of the field defines the use and edit requirements for the field. As particular input documents are used, further restrictions are placed on some fields. These restrictions are enumerated in the "DOCUMENT PREPARATION" Section of the STARS Agency User's Manual.

The Transmittal Control STARS Form 100 Section references a sample of the actual Transmittal Control input document, STARS Form 100. The circled numbers on this sample reference the field number under the "NO." heading in the BATCH RECORD INSTRUCTIONS Section.

BATCH RECORD LAYOUT

The example for this page was intentionally removed for the CD-ROM and Internet versions of the manual. Please refer to the paper version of the manual to see examples.

BATCH RECORD INSTRUCTIONS

NO.

FIELD NAME

TYPE/SIZE

FROM

TO

DESCRIPTION

ID PORTION
1 Data Type

A

1

1

Enter "T".
2 Batch Agency

A99

2

4

This is the Agency number of the agency submitting the batch.
3 Batch Date

9(6)

5

10

This is the date corresponding to the batching process performed by the agency. Format is YY/MM/DD. This may be the date the computer created the record.
4 Batch Type

9

11

11

Enter "6" for Contingent Voucher Batch.
5 Batch Number

999

12

14

This is the three-digit batch number controlled by the agency which corresponds to the first three digits of every Warrant Number within this batch. The first batch number on each tape will be "001". For each batch on the tape, this will be incremented by 1 until the maximum of 999 is reached.
6 Sequence Number

999

15

17

Enter zeros.
7 Line Number

999

18

20

Enter zeros.
8 Duplicate Record

X

21

21

Enter an "A" Indicator.
9 Record Type

X

22

22

Enter space.
10 Trailer Type

X

23

23

Enter space.
11 Trailer Flag

X

24

24

Enter space.
12 Lump-Sum Edit Indicator

X

25

25

Enter a space.
DATA PORTION
13 Agency Batch Number

X(7)

26

32

This is any agency assigned agency controlled batch number corresponding to that agency's batch numbering system.
14 Total Batch Hash

9(11)V99

33

45

This is a hash Amount total of all transaction amounts in this batch. (Field 33 - see Voucher-STARS Form 60).
15 Total Net Amount

9(11)V99

46

58

This is a net total of all dollar figures in a batch. (Field 32 - see Voucher-STARS Form 60).
16 Filler

X(122)

59

180

Enter spaces.

TRANSMITTAL CONTROL STARS FORM 100

HEADER FORMAT

The Header Record Layout Section of the Stars Agency User's Manual outlines the Header Record layout. The individual field definitions for the Header Record are listed in the Header Record Instructions Section. The same explanations given in the Transmittal Control Format Section for page-heading definitions pertain to the Header Record page-heading definitions.

The Voucher-STARS Form 60 Section (after the Header Record Instructions Section) contains an example of a STARS voucher indicating the data used in creating a Header Record.

HEADER RECORD LAYOUT

The example for this page was intentionally removed for the CD-ROM and Internet versions of the manual. Please refer to the paper version of the manual to see examples.

HEADER RECORD INSTRUCTIONS

NO. FIELD NAME TYPE/SIZE FROM TO DESCRIPTION
ID PORTION
1 Data Type

A

1

1

Enter "T".
2 Batch Agency

A99

2

4

Must be same as item 2 on Batch Record.
3 Batch Date

9(6)

5

10

Must be same as item 3 on Batch Record.
4 Batch Type

9

11

11

Must be same as item 4 on Batch Record.
5 Batch Number

999

12

14

Must be same number as item 5 on Batch Record.
6 Sequence Number

999

15

17

Each document within a batch will be sequentially numbered starting with 001 and incremented by 1 until the end of the batch is reached. Maximum number documents per batch is 999. No numbers will be skipped.
7 Line Number

999

18

20

Enter zeros.
8 Duplicate Record Indicator

X

21

21

Enter an "A".
9 Record Type

X

22

22

Enter a space if there are no appropriate trailer records otherwise, enter the appropriate character indicating a particular sub-system or trailer record.
10 Trailer Type

X

23

23

Enter space.
11 Trailer Flag

X

24

24

Enter space.
12 Lump Sum Edit

X

25

25

Non lump-sum agencies enter a space. Lump-sum agencies enter "1".
DATA PORTION
20 Agency Voucher

X(7)

26

32

Enter the agency assigned document number.
21 Payee

X(26)

33

58

Enter the name of the person or vendor who is to receive payment or making refund. If payee is not appropriate, enter a title of some sort.
22 Vendor Number/ Social Security Number

9(9)

59

67

Enter the vendor number (i.e., Federal ID number) or social security number of the payee.
23 V/S

X

68

68

If the number in Field 22 is a vendor number, enter a "V". If the number is a social security number, enter an "S". Valid entries are "V," "S," "F," "I", and "C".
24 1099 Indicator

X

69

69

Leave blank. This field will be set by the Comptroller General's Office based on the SLN indicator entered on the detail record. See the Detail Record Instructions Section.
25 Street Address

X(20)

70

89

Enter the number and street name of the address to which payment will or could be mailed or enter spaces.
26 Vendor Reference Number

X(8)

90

97

Enter the payee reference number, which is any number issued by the payee in regard to an invoice, i.e., any number that would assist the vendor/payee in identifying what is being paid such as invoice number. Use of this field is optional.
27 C-C-D Code

X(4)

98

101

Enter the four-digit code that represents the city, county or district that is being paid.
28 City

X(18)

102

119

Enter the name of the city to which payment will be mailed. Otherwise, enter spaces.
29 State

AA

120

121

Enter the two-digit alpha character abbreviations (recognized by the U. S. Postal System) for the state to which payment will or could be mailed. Otherwise, enter spaces.
30 Zip Code

9(9)

122

130

Enter the five-digit or nine-digit code authorized by the U. S. Postal System for the zone to which payment will or could be mailed. Right justify with leading zeros. Otherwise, enter 0's.
31 Check Number

X(9)

131

139

This field is used for manual checks that have been preassigned before updating the computer system or canceled check number. It normally is space filled.
32 Document Net Amount

S9(10)V99

140

151

Enter the net total of all transactions of this document.
33 Total Hash Transaction Amount

9(10)V99

152

163

Hash total of all transactions on this document.
34 Internal Activity Flag

X

164

164 This field indicates whether the accounting activity is internal ('I"), external ("E") or neither (space). Enter "I" or "E" on Journal Vouchers (batch type "0") that affect expenditure or revenue activity. Leave blank on all other documents.
35 Filler

X(16)

165

180

Enter spaces.

VOUCHER-STARS FORM 60

DETAIL FORMAT

The STARS Agency User's Manual outlines the Detail Record Layout. The individual field definitions for the Detail Record are listed in the Detail Record Instructions Section. The same explanations given in the Transmittal Control Format Section for page-heading definitions pertains to the Detail Record page-heading definitions.

The Voucher-Stars Form 60 Section (after the Detail Record Instructions) contains an example of a STARS voucher indicating the data used in creating a Detail Record.

DETAIL RECORD LAYOUT

The example for this page was intentionally removed for the CD-ROM and Internet versions of the manual. Please refer to the paper version of the manual to see examples.

DETAIL RECORD INSTRUCTIONS

NO. FIELD NAME

TYPE/SIZE

FROM

TO

DESCRIPTION

ID PORTION
1 Data Type

A

1

1

Enter "T".
2 Batch Agency

A99

2

4

Must be same as item 2 on Batch and Header Record.
3 Batch Date

9(6)

5

10

Must be same as item 3 on Batch and Header Record.
4 Batch Type

9

11

11

Must be same as item 4 on Batch and Header Record.
5 Batch Number

999

12

14

Must be same as item 5 on Batch and Header Record.
6 Sequence Number

999

15

17

Must be same as item 6 on Header Record.
7 Line Number

999

18

20

Each line or transaction within a document will be sequentially numbered starting with 001 and incremented by 1 until the end of the document is reached. Maximum lines per document is 999. No numbers will be skipped.
8 Duplicate Record Indicator

X

21

21

Enter an "A".
9 Record Type

X

22

22

Must be same as item 9 on Header Record.
10 Trailer Type

X

23

23

Enter space.
11 Trailer Flag

X

24

24

Enter space.
12 Lump Sum Edit Indicator

X

25

25

Must be the same as item 12 on Header Record.
DATA PORTION
50 Funding Fiscal Month

99

26

27

Enter State Funding Fiscal Month (01-13). July = 01, Aug = 02, etc.
51 Transaction Code

999

28

30

Enter the appropriate transaction code.
52 Agency Number

A99

31

33

Enter the Agency Number of the Agency affected by this transaction.
53 Mini-Code

9(4)

34

37

Enter the appropriate four-digit code which represents program and organization data.
54 Subfund Detail Code

9(4)

38

41

Enter appropriate four-digit code which represents fund data.
55 Subsidiary Account Number

9(6)

42

47

When required, enter the appropriate six-digit number which identifies the subsidiary account.
56 Encumbrance Number

X(7)

48

54

Provisions are made for encumbrance accounting. When implemented, enter the appropriate purchase order or contract number for which the disbursement is being made. This column must used when disbursing or repaying travel advances. Enter the agency voucher number of the initial travel cash advance for the disbursement of the advance and on all vouchers making repayment of the travel advance.
57 Mod

X

55

55

Enter the appropriate alpha code, if an entry has been coded in the encumbrance number field. The alpha codes are as follows: Blank-Not Applicable or initial encumbrance.
P-Partial
F-Final
C-Close
A-Activate
58 Filler

XXX

56

58

Enter spaces.
59 Project Code

(4)

59

62

Required for Federal grants and contracts, and capital projects. Enter the appropriate four-digit number which identifies the project for which a disbursement is being made.
60 Project Phase

XX

63

64

Enter the two-digit code which indicates the Federal funding fiscal year and cross reference code.
61 Agency Reference Number

X(7)

65

71

Enter the agency reference number for the particular line item, such as purchase order number, contract number or vendor invoice number.
62 Object Code

9(4)

72

75

Enter the four-digit code as required to indicate the type of expenditure or revenue. Minor object code must not be zeros if an expenditure.
63 Detail Object Code

99

76

77

Enter the two-digit code as required to indicate the detail type of expenditure or revenue.
64 Transaction Amount

9(10)V99

78

89

Enter the dollar and cents amount of the transaction. Maximum amount is 9,999,999,999.99. Do not enter punctuation and leave unsigned. If a travel transaction and payee is a vendor, the amount pertains to the person performing the travel the same as type, miles, or trips.
65 Multi-Purpose

X(10)

90

99

Enter any alpha-numeric data that relates to the transaction. Maximum length is 10 positions. Use of this field is optional.
66 Social Security

9(9)

100

108

For travel vouchers with a vendor as payee or IRS reportable vouchers, enter the social security number of the traveler/payee.
67 SLN

X

109

109

For all travel and IRS reportable vouchers, if a traveler/payee is a state employee, enter an "S". If the traveler/payee is a legislator, enter an "L". If the traveler/payee is neither, enter an "N". When one of these three indicators is entered on non-travel line items, the 1099 Indicator will be set to indicate that the line item is IRS reportable.
68
69
70
Traveler's Name

X(18)

110

127

For travel vouchers with vendor as payee, enter the last name (surname), first initial, and middle initial of given name of traveler or last name, first name and initial.
71 Number of Miles/Number of Trips

9(4)

128

131

Enter the number of air travels taken or the number of miles traveled. A maximum of four digits (9999) may be entered. If miles, the maximum rate times miles cannot be exceeded. If miles, the amount is a whole number - any fraction part of a number will be rounded to the nearest whole number. If number of trips the amount is always in hundredths-always include two decimal points.
72 CGR (Reverse)

X

132

132

Leave blank normally.
73 General Ledger Number

XXX

133

135

Enter the appropriate general ledger number if Transaction Code is 090 (debit general ledger) or 095 (credit general ledger). A debit and a credit transaction is required whenever this field is used. With all other transaction codes, enter spaces.
74 Filler

X

136

136

Enter spaces.
75 Filler

X(44)

137

180

Enter spaces.

VOUCHER - STARS FORM 60

TRAILER RECORD FORMAT

A trailer record is an extension of the header record for a document. On a document header record there are only 26 characters for the payee name and 20 characters for a street address. When the payee, the address, or both are too long to fit into the allotted space on a header record, it will be necessary to create a trailer record or records. The information on a trailer record is used to print the payee (or payees) name and the payee address on the check to be produced for the document by the State Treasurer's Office. There is also a trailer record available which allows invoice numbers, invoice amounts, and invoice dates to be processed through the Comptroller General's system so that they can be printed on the check stub by the State Treasurer's Office. Up to 120 invoice numbers can be printed on the check stub. Beginning July 1, 2001, another type of trailer is available to allow payments to be made via Electronic Data Interchange (EDI). It can also be used for payment by check and in the future should be used to replace the invoice trailer record to print invoice data on the check stubs. An indicator on the trailer record determines whether the payment is to be made via EDI or check. Also, a vendor must be on file with the State Treasurer’s Office as an EDI vendor before a payment is made electronically. If the indicator on the trailer record is for an EDI payment, but the vendor is not on the State Treasurer’s EDI vendor file, the payment will be made by check.

When using trailer records, there are two indicators that must be used to identify them. The first indicator is that all records for a document should have an 'A' in the record type field. The second indicator is the trailer type which is used to identify the type of trailer record. All trailer records for a long address or payee should have either a '1' or '2' in the trailer type field. The user may use a type '1' trailer record or a type '2' trailer record for a document, but not both. The invoice trailer record must have a '3' in the trailer type field. An invoice trailer record can be used along with a type '1' or a type '2' trailer record. The EDI invoice trailer record available on July 1, 2001, should have a ‘4’ in the trailer type field. It can be used along with a type ‘1’ or a type ‘2’ trailer record. The EDI invoice trailer record (trailer type ‘4’) supercedes the invoice trailer record (trailer type ‘3’).

The formats for the trailer record(s) are shown in the Trailer Record Layout Section of the STARS Agency User's Manual. The Trailer Record Instructions and Field Explanations are included in the Trailer Record Instructions Section.

TRAILER RECORD LAYOUT

The examples for these pages were intentionally removed for the CD-ROM and Internet versions of the manual. Please refer to the paper version of the manual to see examples.

TRAILER RECORD INSTRUCTIONS

COMMON INFORMATION FOR ALL TRAILER TYPES

Certain information which is required on a trailer record is common to all types of trailer records. For example, all records require a Transaction ID. The following data should be used on all records:

NO.

FIELD NAME

TYPE/SIZE

FROM

TO

DESCRIPTION

ID PORTION
1 Data Type

X

1

1

Enter "T" to indicate tape.
2 Batch Agency

X99

2

4

Must be same as item 2 on Batch, Header and Detail Record.
3 Batch Date

9(6)

5

10

Must be same as item 3 on Batch, Header and Detail Record.
4 Batch Type

9

11

11

Must be same as item 4 on Batch Header and Detail Record.
5 Batch Number

999

12

14

Must be same as item 5 on Batch Header and Detail Record.
6 Sequence Number

999

15

17

Must be same as item 6 on the Header and Detail Record.
7 Line Number

999

18

20

Must continue incrementing sequentially by 1 from the last Line Number (item 7) produced on the Detail Record.
8 Duplicate Record Indicator

X

21

21

Enter "A".
9 Record Type

X

22

22

Must be same as item 9 on Header and Detail Record.
10 Trailer Type

X

23

23

Enter appropriate code to identify the type of Trailer Record. Either '1', '2',  '3' or '4'.
11 Trailer Flag

X

24

24

Enter appropriate code. Special payment to identify multiple trailers.
12 Lump Sum Indicator

X

25

25

Must be same as item 12 on the Document Record.

Trailer Type 1 (Two Line Address)

Trailer type '1' trailer records are to be used only when there is a need for a street address longer than 20 characters or if there is a need to print 2 lines for the address on the check to be printed for this document. There can be only 1 trailer record of this type for a document. When this type of trailer record is used, the address on the header record will be disregarded. The data portion of this type of trailer record would begin in column 26 of the 180 byte input record. Enter the first line of the address exactly as it should be printed on the check in bytes 56 - 85. Enter the second line of the address exactly as it should be printed on the check in bytes 26 - 55. Both of these fields are 30 bytes long. An example of the two situations requiring a trailer type '1' record would be:

Address Longer than 20 characters:
(Enter in bytes 56 - 85)

2200 North Main Broad Street

Two Line Address:
(Enter the first line in bytes 56 - 85 and the second in bytes 26 - 55)

Apartment 2500
New South Ocean Boulevard

The data portion of a trailer type '1' record should be formatted as follows:

NO. FIELD NAME

TYPE/SIZE

FROM

TO

DESCRIPTION

120 Address Line 1

X(30)

26

55

Enter line 1 of the address exactly as it is to be printed.
121 Street Address

X(30)

56

85

Enter street address exactly as it is to be printed.
122 Filler

X(95)

86

180

Enter spaces.

Trailer Type 2 (Multi Payee and/or Long Address)

Trailer type '2' trailer records are to be used when there is a need for a payee longer than 26 characters, multiple payees, a street address longer than 20 characters, or multiple lines for the address on the check to be printed for this document. There can be up to three trailer records of this type for a document. When this type of trailer record is used, the payee, the address, the city, the state, and the zip code should always be entered. Therefore, if the payee is only 20 characters long and fits into the allotted space on the header record, but the address is four lines long, all fields including the payee must be entered on the trailer record(s). Each field on the first trailer record should be used before creating a second trailer record. Each field on the second trailer record should be used before creating a third trailer record. Each field on the trailer records will be printed as a separate line on the check for this document. There is a possibility of nine printed lines on a check, so the data portions of each trailer record is broken into segments for each line.

In the following example it is necessary to use two trailer type '2' records for a document having a payee longer than 26 characters. The check printed for this document would have four lines printed on it. Also, note that in this example, not all of the space available on the second trailer record is being used.

Trailer Record Number 1

Bytes 26 - 65 John Doe
Bytes 66 - 112 DBA/John Doe's Dry Cleaning and Storage
Bytes 113 - 151 244 South Main Street

Trailer Record Number 2

Bytes 26 - 64 Columbia, S.C. 29210

As previously stated, there may be up to three trailer type '2' records used for a document. The data portion of the three trailer records is formatted as follows:

NO. FIELD NAME

TYPE/SIZE

FROM

TO

DESCRIPTION

Trailer Record Number 1
100 Line 1

X(40)

26

65

Enter data exactly as it is to be printed on the check.
101 Line 2

X(47)

66

112

"
102 Line 3

X(39)

113

151

"
103 Filler

X(29)

152

180

Enter Spaces.

Trailer Record Number 2 (only if trailer record 1 is full)

104 Line 4

X(39)

26

64

Enter data exactly as it is to be printed on the check.
105 Line 5

X(47)

65

111

"
106 Line 6

X(36)

112

147

"
107 Line 7

X(20)

148

167

"
108 Filler

X(13)

168

180

Enter spaces.

Trailer Record Number 3 (only if trailer record 2 is full)

109 Line 8 X(28) 26 53 Enter data exactly as it is to be printed on the check
110 Line 9 X(37) 54 90 "
111 Filler X(90) 91 100 Enter spaces.

Trailer Type 3 (Invoice Record)

Trailer type '3' trailer records are to be used to print invoice numbers, amounts, and dates on the check stub for a payment to a vendor so that the vendor is able to identify the invoices being paid. One invoice trailer record can be used for up to 4 invoice number, date, and amount groups. All 3 fields must be entered for each group if the group is to be printed on the check stub. Since up to 120 groups can be printed on a check stub, up to 30 (30 x 4 = 120) of these records may be processed for a document. All 4 groups on an invoice record should be used before creating another invoice record. The record should be filled with data beginning in byte 26. The portion of the record not used should be filled with spaces.

The data portion of the invoice trailer records is formatted as follows:

FIELD NAME

TYPE/SIZE

FROM

TO

DESCRIPTION

1st Invoice Date

X(8)

26

33

Enter date as YYYYMMDD.
1st Invoice Number

X(15)

34

48

Free format.
1st Invoice Amount

9(9)V99

49

59

Must be filled with numeric digits.
2nd Invoice Date

X(8)

60

67

Enter date as YYYYMMDD.
2nd Invoice Number

X(15)

68

82

Free format.
2nd Invoice Amount

9(9)V99

83

93

Must be filled with numeric digits.
3rd Invoice Date

X(8)

94

101

Enter date as YYYYMMDD.
3rd Invoice Number

X(15)

102

116

Free format.
3rd Invoice Amount

9(9)V99

117

127

Must be filled with numeric digits.
4th Invoice Date

X(8)

128

135

Enter date as YYYYMMDD.
4th Invoice Number

X(15)

136

150

Free format.
4th Invoice Amount

9(9)V99

151

161

Must be filled with numeric digits.
Filler

X(19)

162

180

Enter spaces.

Trailer Type 4 (EDI Invoice Record)

Trailer type '4' trailer records may be used to make payments to vendors by Electronic Data Interchange depositing funds directly into a vendor’s bank account and thereby eliminating a printed check, or they may be used to replace trailer type ‘3’ trailer records to print invoice numbers, amounts, and dates on the check stub. A value of ‘EDI’ in the EDI Indicator field should be used on the first trailer type ‘4’ record if the payment is to made electronically. A value of ‘CHK’ in this field will cause a check to be printed and the invoice data to be printed on the check stub. One EDI invoice trailer record can be used for up to 2 occurrences of customer reference number, invoice number, invoice date, and invoice amount groups. If ‘EDI’ is entered in the EDI Indicator field, one of the following has to be true: (1) the customer reference number is entered and the 3 invoice data fields are left blank, or (2) the customer reference number is blank and the 3 invoice data fields are entered, or (3) all 4 fields are entered. If ‘CHK’ is entered in the EDI Indicator field, then the invoice data fields are the only fields that should contain data. Customer Reference Number should be blank in this case. When any of the 3 invoice data fields are used, all 3 fields must be entered. Up to 120 groups of customer reference and invoice data can be processed through STARS. Since one trailer record can contain 2 groups of the data, up to 60 (60 x 2 = 120) of these trailer records may be processed for a document. Both groups of data on an EDI invoice record should be used before creating another EDI invoice record. The record should be filled with data beginning in byte 26. The EDI Indicator field is ignored on all but the first EDI trailer record and therefore should be blank on these records. The portion of the record not used should be filled with spaces.

The data portion of the EDI invoice trailer records is formatted as follows:

FIELD NAME

TYPE/SIZE

FROM

TO

DESCRIPTION

EDI Indicator

X(3)

26

28

If payment is to be made by EDI, then this field should contain the characters ‘EDI’. A value of ‘CHK’ indicates that this payment will be made by check.  Use these values on the first record only.  Fill with spaces on all other records.

1st Customer Reference Number

X(30)

29

58

The customer reference number for an EDI payment.  This field should be blank if ‘CHK’ is used in the EDI or Indicator.

1st Invoice Date

X(8)

59

66

Enter date as YYYYMMDD.
1st Invoice Number

X(15)

67

81

Free format.

1st Invoice Amount

9(9)V99

82

92

Must be filled with numeric digits.

2nd Customer Reference Number

X30

93

122

The customer reference number for an EDI payment.  This field should be blank if ‘CHK’ is used in the EDI or Indicator.
2nd Invoice Date

X(8)

123

130

Enter date as YYYYMMDD.

2nd Invoice Number

X(15)

131

145

Free format.

2nd Invoice Amount

9(9)V99

146

156

Must be filled with numeric digits.

Filler

X(19)

157

180

Enter spaces.

STARS OUTPUT RECORD FORMAT

The STARS Output Record Format is shown in the Output History Record Layout Section of the STARS Agency User's Manual.

STARS electronic output will be furnished daily, monthly, or upon request. Only valid transactions posted to STARS will be created on this dataset. The check number and check date will be inserted, if applicable.

In order to obtain a dataset from STARS, a written request must be made to the Comptroller General indicating the medium, the frequency, and number of blank tapes or diskettes to be stored in Room 400K Wade Hampton Building. It will be the agency's responsibility to ensure that a minimum of six tapes or diskettes or Zip disks are on-hand. This file is also available via bulk data transfer or shard DASD.

STARS output datasets will normally be created automatically based upon a frequency key in the system and should be available for the agency the first workday following the frequency. In order to maintain a stock level, an agency should replace a volume as it is used.

All output tapes will have the standard internal IBM labels using the name "CSA.CSA066CD.OATAPE", odd parity, 9-tract and 1600 BPI record length will be 300, block 10 (300 X 10). Monthly datasets are normally available on the 5th workday of the following month.

OUTPUT HISTORY RECORD LAYOUT

The example for this page was intentionally removed for the CD-ROM and Internet versions of the manual. Please refer to the paper version of the manual to see examples.

OUTPUT AGENCY RECORD DESCRIPTION

FIELD NAME

TYPE/SIZE

FROM

TO

DESCRIPTION

NA

X(25)

1

25

This section includes the fields needed to identify a transaction. It includes Data Type and Transaction ID. See the description on the Detail Record
Agency Number

A99

26

28

The agency affected by the transaction.
Agency Voucher

X(7)

29

35

The agency assigned document number.
Payee

X(26)

36

61

The name of the person or vendor who is to receive payment or making refund.
Vendor Number/Social Security Number

9(9)

62

70

The vendor number (i.e., Federal ID number) or social security number of the payee.
V/S

X

71

71

Vendor check digit. Valid entries are "V", "S", "F", "I", and "C".
1099 Indicator

X

72

72

This field is set by the Comptroller General's Office based on SLN indicator entered on the detail record. See Detail Record Instructions.
Street Address

X(20)

73

92

The number and street name of the address to which payment will or could be mailed.
Vendor Reference Number

X(8)

93

100

The payee reference number, which is any number issued by the payee in regard to an invoice, i.e., any number  that would assist the vendor/payee in identifying what is being paid such as invoice number. Use of this field is optional.
C-C-D Code X(4) 101 104 The four-digit code that represents the city, county or district that is being paid.
City X(18) 105 122 The name of the city to which payment will or could be mailed.
State AA 123 124 The two-digit alpha character abbreviations (recognized by the U. S. Postal System) for the state to which payment will or could be mailed.
Zip Code 9(9) 125 133 The 5 digit or 9 digit code authorized by the U. S. Postal System for the zone to which payment will or could be mailed.
Check No. X(9) 134 142 Check number of the check issued, canceled or returned.
Document Net Amount 9(10)V99 143 154 Duplicated from the Header Record or Re-computed.
Funding Fiscal Month 99 155 156 State Funding Fiscal Month (01-13).
Transaction Code 999 157 159 Transaction Code.
Mini-Code 9(4) 160 163 The four-digit code which represents program and organization data.
Subfund Detail Code 9(4) 164 167 Four-digit code which represents fund date.
Subsidiary Account Number 9(6) 168 173 The six-digit number which identifies the subsidiary account.
Encumbrance Number X(7) 174 180 The agency voucher number of the initial travel cash advance for the disbursement of the advance.
Mod X 181 181 If an entry has been coded in the encumbrance number field, the alpha-codes are as follows: Blank-Not Applicable or initial encumbrance.
P-Partial
F-Final
C-Close
A-Activate
Internal Activity Flag X 182 182 This field indicates whether the accounting activity is internal ("I"), external ("E") or neither (space).
FILLER X(2) 183 184 Blank.
Project Code (4) 185 188 Four-digit number which identifies the project for which a disbursement is being made.
Project Phase XX 189 190 The two-digit code which indicates the Federal funding fiscal  year and cross reference code.
Agency Reference X(7) 191 197 The agency reference number for the particular line item, such as purchase order number, contract number or vendor  invoice number.
Object Code 9(4) 198 201 The four-digit code to indicate the type of expenditure or revenue. Minor object code must not be zeros if an expenditure.
Detail Object Code 99 202 203 The two-digit code to indicate the detail type of expenditure or revenue. 
Transaction Amount 9(10)V99 204 215 The dollar and cents amount of the transaction.
Multi-Purpose X(10) 216 225 Alpha-numeric data that relates to the transaction input by the agency.
Social Security Number 9(9) 226 234 The social Security number of the traveler/payee.
SLN X 235 235 For all travel and IRS reportable vouchers, indicates whether a travel/payee  is a state employee ("S"). legislator ("L"), or neither ("N").
Traveler's Name X(18) 236 253 Last name, first and middle initial of the traveler.
Number of Miles/Number of Trips 9(4) 254 257 The number of air travels taken or the number of miles traveled.
CGR X 258 258 Reverse. "R" if the transaction posted with a reverse effect.
NA NA 264 266 Reserved.
GL ACCT 1 X(3) 264 266 The General Ledger account debited by the transaction.
GL ACCT 2

X(3)

267

269

The General Ledger account credited by the transaction.
Filler

X(8)

270

277

Spaces.
Tape Output Day- Julian

9(3)

278

280

This is the Julian Date of the out put tape transfer.
Agency Batch Number

X(7)

281

287

Same as Field 13 on Batch Record.
Net Balancing Indicator

X

288

288

R = add; N = subtract. If the CG's reverse code is R then the opposite of the above is true.
Check Date

9(6)

289

294

Date the check was issued by the Treasurer. Format is MM/DD/YY.
Process Date

9(6)

295

300

Date this transaction was processed by the Comptroller General. Format is YY/MM/DD.