This bulletin explains questions that are often received on the Central Accounting System (CAS) Information Center and is intended to assist agencies in resolving their own similar questions.

Many agencies have their own network, gateway to the CAS, and help desk. Agencies should call their own help desk before calling the Accounting Information Center at OSC. Attachment A is our most current listing of Agency Help Desk phone numbers.

Questions about printer jams, reprinting of reports, security and technical problems, as well as a list of telephone numbers are addressed in bulletin A-374R1. Please refer to the bulletin when there are questions regarding the Network.

After rejecting a Quick Pay document, the certifier must remember to recap (PF05) and release the batch. If the batch is not released, it will continue to appear on the VOU452 - Quick Pay Voucher Backlog Report. Refer to bulletin A-310 for further Quick Pay information.

The CAS has an Inquiry Menu that can be used by agencies for various questions. Explanations of system error messages, batch status, and voucher status are just a few of the accessible selections. Agencies should familiarize themselves with this menu to obtain information on their accounting transactions.

Agencies frequently request a copy of a BCL. Since a BCL for an error-free batch cannot be recreated, a Batch List may be used in lieu of the BCL. To obtain a Batch List, go to the Batch Status selection on the Inquiry menu. Enter the required information and the batch status will be displayed. Press PF02 to print a Batch List. This can be attached to documents that are sent to OSC. In addition, the information that appears on the screen can also be printed. However, this printout is for agency use only.

There are two ways to delete a document.

The first way to delete a document from a batch is by going to the appropriate 'Correct' conversation (i.e. Voucher Correct, Quick Pay Correct, Journal Voucher Correct, etc.).

1. On the Select Screen type in the Batch Agency ID Number and Batch Number. If you know the Document Number or Document Sequence Number of the document to be deleted, you can also key in that information.
   
2. Press 'ENTER'. If the Document Number or Document Sequence Number is keyed, that document will be displayed. If no document information is keyed, the first document in that batch that is in error will appear on the screen.
   
3. Move the cursor to the command input area on the document that is to be deleted. (See Example 1 on Attachment B.) This is the area located at the very bottom of the screen. Type in the Agency Code, Batch Number (this must be 6 characters -- if not -- fill in with the space bar at the end) and the Document Sequence Number (all 3 digits/including leading zeroes). This is the information that appears on the top of the screen when you look at the document online. (See example 2 on Attachment B.) This data should be entered as one string of characters.

EXAMPLES:

02000AJK20 002-- Batch # is only 5 characters; space bar is used for the 6th position. 02000AJK201002--Batch # is the full 6 characters.

4. Press the PF07 DELVOU key to delete the document. Message number 170-'DOCUMENT DELETED' will be displayed; recap and release the batch.

1. Go to the appropriate 'Correct' select screen.
   
2. Type in the Batch Agency ID Number and Batch Number. PF07DELDOCS appears at the bottom of the screen if this option is available. Press the PF07 key.
   
3. A new screen will appear prompting for the Document Sequence Number and Document Number. Key the information for one or more documents and press PF07, then recap and release the batch.

To delete charges, invoices or payees from a document, display the document in the 'Correct' conversation as explained in DELETING DOCUMENTS, above. Enter the Sequence Number of the transaction to be deleted in the command input area. Press the PF08 'DELTXNS' function key. The transaction will be deleted from the screen.

NOTE:

-- After deleting documents or transactions from a batch, the batch header information may have to be changed also. These changes are done in the Batch Header Correct conversation.

-- In order to access any document in a 'Correct' conversation, the batch must be in a suspended batch status or the document must be in error.

Further information on ONLINE corrections is available in Volume III of the CAS User Procedure Manual, Encumbrances and Expenditures-Online.