Financial Records System Manual

Chapter 13 - Correcting Errors: What Do All Those Messages Mean?
GENERAL
Based on the volume of input to the FRS, there will be an occasional error that needs correcting. Errors may occur for many different reasons but can be categorized as follows:
  1. Interactive input that failed system edits.
  2. Batch input that failed system edits.
  3. Input that passed system edits but was incorrect for other reasons.
Interactive Input That Fails System Edits
Data entered interactively must satisfy system edits before it will be accepted. The edits match input data against tables in the FRS to verify accuracy. When the data input fails system edits, a message number will appear at the top of the screen. To view the message, move the cursor to the message number and use the PF2 key. An explanation will appear on the screen.
Several types of messages are displayed on the screen
W-Messages are warning messages. Warning messages do not prevent the continuation of keying. They merely warn the user that there may be a problem. An example of a warning message is W-FF047 EXPENDITURE ACCOUNT OVER BUDGET.
R-messages indicate that the input has failed system edits and has been rejected. When an R-message exists, the input error must be corrected before keying may be continued. In most instances, an R-message is an indication that an incorrect account number, account control or subcode was entered. An example of a reject message is R-FF053 INVALID ACCOUNT NUMBER.
I-Messages are Information Messages. These messages tell users about what the program processed. They imply that the program processed successfully, but a noteworthy condition occurred.
Batch Input That Fails System Edits
Data entered via batches must satisfy the same system edits as interactive input, however, the timing and means of communication is different. Errors resulting from batch input are printed on the Daily Diagnostic report (FBD010). I-Messages indicate that a noteworthy condition occurred. A-Messages are abort messages. They indicate that a program found a serious error while processing (or trying to process). Immediate corrective action should be taken. W-Messages indicate a warning message and R-Messages indicate that the input data was rejected by system edits. R-Messages may be followed by an S-Message which indicates the input data was assigned to a Suspense Account and Listing (FBD016) until a correction is submitted.
Suspense items are corrected by Business and Financial Services or the originating department. If an S-message appears on your Daily Diagnostic, please contact Financial Reporting & Analysis for assistance.
Rejected items not affecting a suspense account should be corrected by using the interactive journal entry correction screen (Screen Number 014) See Chapter 14 on "Screen Navigation" and Financial Procedure Instruction FPI H-6.
Suspense Listing
Items rejected by the FRS and assigned to the suspense file are listed daily in the Suspense Listing (FBD016). They are also identified in the Daily Diagnostic Report (FBD010) with an "S" prefix. Suspense items failed to meet an FRS edit check. The specific reason for failure is explained by the error message on the Daily Diagnostic Report (FBD010). This message precedes the "S" prefix suspense item and is identified by an "R" prefix.
Suspense items may be corrected either interactively or manually. Transaction code 3X, 4X and 6X suspense items may all be corrected. Screen number 017 should be used for interactive corrections and a standard 3X, 4X or 6X journal entry form is used for manual corrections. Suspense correcting entries are just like any other journal entries except that the suspense account must be entered for either the debit or credit account, whichever is appropriate, and the "S" reference number from the FBD016 Report must be entered in the reference field # 2 so that FRS knows which suspense item is being corrected. An * identifies which side (debit or credit) of the original entry that must be corrected. The correction, like the original entry, must pass all FRS edit checks. The Suspense Listing is maintained on Screen 9I or 043.
Other Errors
Errors may also occur that pass all system edits. Improper accounts and subcodes that are valid in the FRS may be erroneously entered on input documents. Errors of this type are more difficult to find. They require careful analysis of FBM090 and FBM091 reports. They may be corrected by using the interactive journal entry screen (Screen Number 014) or via the Correcting Journal Entry screens in CIS. See Chapter 14 on "Screen Navigation" and Financial Procedure Instruction FPI H-6.
SCREEN 017 SUSPENSE UPDATE
Screen 017 SUSPENSE CORRECTIONS
This screen is used to correct journal entries that have been processed to suspense. A batch must be opened (screen 30) prior to using this screen.
The bank number of the suspense entry and the bank number of the batch header - screen 30 - must be equal. Business and Financial Services is the only department authorized to process entries to banks other than bank 30.
  1. Position the cursor after SCREEN and type 017. Press the ENTER key.
  2. TAB to the SUSPENSE NUMBER field and type in the 6 character suspense number. Press the ENTER key. Screen 09I OR 043 can be used to determine the suspense number.
  3. The entry is retrieved from suspense and displayed. The cursor is positioned on the account that is incorrect. Key in the correct account number/subcode and press the ENTER key. If the entry is successfully processed an ENTRY ENTERED OKAY message is displayed. Only the incorrect account number can be corrected. All other fields cannot be modified.
SCREEN 043 SUSPENSE RECORD LISTING
Screen 09I or 043 SUSPENSE RECORD LISTING
This screen is used to view a listing of all transactions that have been rejected by the system and processed to suspense. Items that have been rejected by the FRS System are assigned to the suspense file. These entries are identified on the Daily Diagnostic Report (FBD010) with a message number beginning with *S. Suspense items failed to meet an FRS edit, such as, an incorrect account number or subcode. Payroll suspense entries are posted to 020001-1600, all other suspense entries are posted to 020010-1600.
  1. Press ENTER, the F7 Key (Page Backward) or F8 Key (Page Forward) to page through suspense. Entries are listed in reverse chronological order. The most recent entries are listed first. Suspense entries that have been corrected are noted with DELete in the far right column. Corrected items are removed from the suspense listing nightly.
  2. Optional, position cursor at FY field and enter the prior or current fiscal year to view only the suspense entries for that year. Enter FY 1995/96 as 96.
  3. Optional, position cursor at BATCH field and input 1 to 6 characters of the batch reference to view entries from specific batches. enter C to view all entries in any batch starting with C enter CA to view all entries in any batch starting with CA etc.
To correct suspense entries, note the SUSPENSE NUMBER of the item and go to screen 017 to post the correction. The BANK NUMBER of the entry (bank 30 is used if the bank number is blank) and the BANK NUMBER entered on the batch header - screen 030 - must be equal.