The Bureau of Accounting Systems has received many requests from Agency Finance Officers for assistance in preventing charges to certain cost centers. Effective 11/01/93, agencies will be able to inactivate cost centers and prevent certain transactions from processing against them.

Agencies will be able to inactivate a cost center using the Cost Center Profile Conversation on Menu 3 as follows:

1. To add a new cost center with an inactive cost center status, use the Cost Center Profile Conversation as usual, except the letter 'I' should be entered in the Cost Center Status field.
2. To change an existing cost center from an 'A' status (Active) to an 'I' status (Inactive) or vice versa, enter action code 'C' in the Cost Center Profile Conversation. Also enter the following fields:
   
                  Cost Center, Effective Date, and Cost Center Status.
   
   Once inactivated, the cost center will remain inactive until it is reactivated using the change procedure.

The following documents will not process if one or more cost centers on the document has an 'I' in the Cost Center Status. Error message, 928-"CC STATUS = I" will appear on the BCL for these documents.

Encumbrances, including purchase orders, contracts and T-contracts, will reject if any inactive CC is charged. If a cost center has been inactivated after the initial encumbrance has processed, any changes (increases or decreases) to the original amount will generate an error message and the document will not process.

Vouchers, including Quick Pay Vouchers and Quick Pay Travel Vouchers, will reject if any inactive cost center is charged.

Refunds of Appropriations will reject if any inactive cost center is credited.

Journal Vouchers and Cost Center Transfers edits will not allow positive charges (+'s on the JV and CC Transfer) to a cost center with an 'I' status. However, credits will be permitted (-'s on the JV and CC transfer).

The following transaction types will not be affected by inactive cost center edits (i.e. documents will process even if an inactive cost center is charged/credited): deposits of revenues, revenue transfers, and charges made through the State's Payroll System.

The following transaction types will not be affected by inactive cost center edits (i.e. documents will process even if an inactive cost center is charged/credited): deposits of revenues, revenue transfers, and charges made through the State's Payroll System.

Cost Center Profile Inquiry:

Changes have been made to display the Cost Center Status field on the Cost Center Profile Inquiry screen. This inquiry should be used if there is any question as to the status of a cost center.

For those agencies that use bulkload to process Cost Center Profile transactions, tape specifications have been modified to allow entry of the new cost center status, 'I'. These modified specifications are being sent to agency technical contacts.