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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 Profiles - Batch Correction		 Section
9.2400

     The Batch Correction procedure describes the steps OSC follows to correct a batch of Cost Center Profiles.  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 is found in Standard Procedures in the Management Reference Guide.

     Splitting  batches 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 using the Standard Batch Split Procedure (A.0300).  This procedure is found in Standard Procedures.

Responsibility Action
Document Reviewer 1.  Analyzes errors on the Batch Control List (BCL) using the Error Message Inquiry.  Refer to Standard Procedure A.0400, Batch Control List.
2. Determines corrections to be made.  Corrections may include:
  a.  Correcting fields on the Cost Center Profile
       Documents which were incorrectly
       prepared.
  b. Correcting fields which were entered
       incorrectly.
  c.  Deleting documents which were mistakenly
       entered.
  d.  Deleting entered documents which the
       Document Reviewer determines have errors
       which cannot be corrected.
  e.  Adjusting batch information entered from
       the Batch Transmittal.
  f. Adjusting batch information on the Batch
    Transmittal.
3.  Revises original document if error was due to the document being prepared incorrectly.
4.  Updates batch control information on the Batch Transmittal if necessary.
5.  Write corrections to be entered in the system on the BCL.
6.  Removes the deleted document from the batch.
  a. Writes a description of the problem on the
      Rejection Notice.
  b.  Returns the Cost Center Profile Document
       and the rejection notice to DOB.
7. Forwards the batch with the BCL to the Data Entry Operator.
Data Entry Operator 8.  Receives batch from the Document Review with corrections noted on the BCL.
9.  For errors in batch control information,
     makes the necessary corrections using the Standard Procedure Online Batch Header Correction  (A.1200). 
10.  For documents identified to be in error, enters corrections using established online correction procedures.
11.  Retrieves new BCL from the printer.
  a. Attaches a new BCL to the batch of Cost
      Center Profile Documents.
  b.  Disposes of old BCL.
12.  Forwards the batch of Cost Center Profile Documents, Batch Transmittal and BCL to the Document Reviewer.
Document Reviewer 13.  If the batch is now error free, files the Batch Transmittal and BCL.  The filing sequence is date, batch number.
  a. Stamps the date processed on the Cost
      Center Profile Document in the error free
      batch.
  b. Files the Cost Center Profile Document by
      agency, cost center number.
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 Procedure Batch Split (A.0300).
  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 error free batch, repeat Action #13.