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New York State Accounting System User Procedures Manual

Volume Name
APPROPRIATIONS, SEGREGATIONS, COST CENTERS		 Volume
II		 Date
4/1/82
Section Name
Cost Center Plans - Batch Correction		 Section
10.2300

     The Batch Correction procedure describes the steps OSC follows to correct a batch of Cost Center Plan Documents.  The steps include writing the corrections on the Batch Control List (BCL), making corrections in the system. retrieval of the new BCL and routing.

     The steps for using the terminal to correct information from the Batch Transmittal are described in the Online Batch Header Correction procedure (A.1200).  This procedure may be found  in the Standard Procedures in the Management Reference Guide.

     Splitting batches should only be done after all possible corrections have been made to the batch.  Those documents which have errors requiring additional information can be split from the batch using the standard Batch Split procedure (A.0300) found in Standard Procedures.

Responsibility Action
Document Reviewer 1.  Analyzes errors on the BCL using the System Message Inquiry.  Refer to procedure A.0400, Batch Control List, in the Standard Procedures.
2.  Determines corrections to be made.  Corrections to the batch may include:
  a.  Adding Cost Center Plan Documents to the
       batch.
  b.  Correcting fields on Cost Center Plan
       Documents in the batch.
  c.  Correcting fields which were incorrectly
       entered.
  d.  Deleting Cost Center Plan Documents which
       were mistakenly entered.
  e.  Deleting Cost Center Plan Documents which
       the Document Reviewer determines has
      errors which cannot be corrected.
  f.  Adjusting batch control information entered
      from the Batch Transmittal.
  g. Adjusting incorrect batch control information
      on the Batch Transmittal.
3.  Revises original Cost Center Plan Document if error was due to incorrect preparation.
    4.  Updates batch control information on the Batch Transmittal if necessary.
5.  Writes corrections to be entered in the system on the BCL.
6.  Removes deleted Cost Center Plan Document from the batch.
  a.  Writes a description of the problem on the
       Rejection Notice.
  b. Returns the document and the Rejection
      Notice to the Originating Agency.
7.  Forwards the batch with the BCL to the Data Entry Operator.
Data Entry Operator 8.  Receives BCL from the Document Reviewer with corrections noted on the BCL.
9.  For errors in batch control amounts, enters corrections using the Online Batch Header Correction procedure (A.1200).  This procedure is found in Standard Procedures.
10.  For a batch with document errors shown on the BCL, enters corrections using established online correction procedures.
11.  Retrieves new BCL from the printer.
  a.  Attaches new BCL to the batch of Cost
       Center Plan Documents.
  b.  Disposes of old BCL.
12.  Forwards the batch of Cost Center Plan Documents, Batch Transmittal and BCL's to the Document Reviewer.
13.  If the batch is now error free, files the batch.
  a.  Files the Batch Transmittal and BCL.  The
        filing sequence is date, batch number.
  b.  Files the Cost Center Plan Document by
       agency, cost center number, year.
14.  If the batch has errors which can be immediately corrected, repeat the procedure beginning with Action #1.
15. If the only errors in the bath are errors which will require additional investigation, separate documents into two new batches using the standard Batch Split procedure (A.0300).  This procedure may be found in Standard Procedures in the Management Reference Guide.
  a.  For the batch requiring additional
       investigation, obtain necessary information
       to resolve the problem and repeat this
      procedure beginning with Action #1.
  b.  For the error free batch, repeat Action #13.