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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
Segregations - Batch Correction		 Section
5.2400

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

     The splitting of a batch of documents may be done only after all possible corrections have been made to the batch.  Those documents which have errors requiring additional investigation may be split from the batch using the standard Batch Split procedure (A.0300).  This procedure may be found in the Standard Procedures in the Management Reference Guide.

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