ELECTRA Edit Errors



ELECTRA Errors

Verified and Updated November 2007

End of Month Edit Errors

Correcting ELECTRA and STANFINS SOP

Purpose: At the end of each month, each field site submits status reports to Departmental Accounting. It is essential that when the ELECTRA Program identifies an edit error, those corrections be processed into ELECTRA and/or Standard Finance System (STANFINS). Changing ELECTRA allows the end of month reports to be consolidated with other Operating Agencies into one large report. Correcting STANFINS will eliminate the error from reoccurring at the end of the next month and reduce the number of errors charged to a field site on the Accounting Quality Index. At year end, the Defense Finance and Accounting Service (DFAS) must prepare the financial statements for the previous year. If all the corrections that were noted during the year have been fixed in the source system (STANFINS), the financial statements will be more accurate and DFAS will receive an Unqualified Opinion on the Department of Defense’s (DoD's) financial statements.

Note: The steps contained in this SOP may NOT correct all the Status CER/Variances. Reference the Quality Team DELMAR SOP for additional instructions.

Note: Multiple Errors are indicated by a “/” (a forward slash) separating the error codes. Refer to the individual error codes to determine the cause of the error. In order to clear a line with multiple errors, both errors must be resolved.

See sample Edit Error Table below.

Note: Maintain paper copies of all Electra error corrections for audit purposes in a central location by team.

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|97X0833 |0000 |1 |76 |000 |02020000000 |26RB |14040 |

| |

|H/V |Y |W |U |S |J |K |X |G |

|AMT/QTY |ASN | | | | | | | |

| | |WGC |SOF |FCA |RDT |UIC |MDEP |PF |

|681.68 |2073 | |2 |F9PS1 |26 |CFA218 | | |

| |

|ERROR |C |0490628 |B0100/C 1 |

TYPES OF ERRORS

Type of Error: A

1. Description: Appropriation

2. Edit errors are created:

a Error in department, fiscal year or basic symbol code combination.

Department - Two digit code which identifies the military department or government entity receiving the appropriation.

Fiscal Year - One digit code which identifies the fiscal year applicable to the appropriation or funds being described by the accounting classification.

Basic Symbol – Four digit code indicating the type of funds or major purpose of the appropriation.

b. Edit tables are incorrect or incomplete.

3. Sample Edit Error Table for Error Code A:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 X0833 |0100 |1 |25 |000 |01010000000 | |30093 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0469404 |A - - - - - - - |

4. Validation/Verification:

a. Query Account Processing Code (APC) Master file in the source system to identify APC(s) with the error.

b. Verify data was input correctly. (Review APC request form from customer if available.)

(1) Validate data to DFAS-IN 37-100-FY.

(a) Open chapter 23 of the regulation and query for the appropriation cited.

-- Table 7 - Army-Expenditure Accounts General Funds (department 21)

-- Table 34 – Office of Secretary of Defense (OSD)-Expenditure Accounts General Funds (department 97)

(b) Fiscal year (FY) will not usually be a problem so concentrate on department and basic symbol combination.

( If combination is valid notify DFAS-IN. DFAS-IN personnel may need to update edit tables to include new appropriation.

(d) If combination is not valid notify the customer. It is possible to look at Funding Authorization Documents (FADs) to detect an error in the appropriation. FADs have the appropriation cited at the top.

5. Steps to correct ELECTRA:

a. Annotate correct data on edit error list prior to entering ELECTRA.

1) In ELECTRA locate the error code to correct. In the Error code column type the correction information.

b. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If there is a disbursement against the invalid appropriation and it is not corrected, this will create a Status/Command Expenditure Report (CER) Variance.

6. Steps to correct STANFINS:

a. Establish a new APC and run a daily cycle.

b. Query the source system (STANFINS) for all transactions with the erroneous appropriation. (See BXU query below)

c. Adjust all transactions made against the erroneous appropriation, they will need to be reversed and re-input after the new APC has been created.

(1) Reverse all disbursement transactions associated with the error. Run a daily cycle (#1).

(2) Query the BXU to be sure the disbursement transactions are zero.

(3) Re-input the transactions with the new APC. Run a daily cycle (#2).

4) Query the BXU to be sure the transactions were processed into the correct appropriation.

d. Mark the erroneous APC for deletion.

BXU QUERY:

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: BXU-TOTAL TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: BXU QUERY FROM INCEPTION

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P ======================================

01 FIND BXUAVK01-R-0## WITH LC = '##' AND FYK = '#' AND BSNK = '####' AND

02 LIMITK = '####' AND AMS11 = '###########' AND ASNK = '####' AND

03 FSNK = '######' AND ODCK = '#' AND APC = '####' AND EOR = '####'

04 SET OBLIG (9.2) = OBLIG-INC + OBLIG-FYTD + OBLIG-CM + DEOB-FYTD + DEOB-CM

05 SET ACCR (9.2) = ACCR-INC + ACCR-FYTD + ACCR-CM

06 SET DISB (9.2) = DISB-INC + DISB-FYTD + DISB-CM-BY-US + DISB-CM-BY-OTH +

07 DISB-CM-BY-INT

08 SET ALLOT (9.2) = ALLT-ORD-INC + ALLT-ORD-FYTD

09 SORT (APC)

10 PRINT TITLE1 'BXU TOTAL FROM INCEPTION' FY APC EOR ODC LC (ALLOT) AVK045MD$

11 (OBLIG) AVK045MD$ (ACCR) AVK045MD$ (DISB) AVK045MD$

=================================E N D======================================

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: APC-JOY TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: APC/LEVELS,CUSTOMER

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND AXW117 WITH APC ='####' CUST-NBR ='######' PD-MAJ ='#' PD-MIN ='#'

02 DEPT ='##' FY = '#' BSN ='####' LIMIT ='####' OA ='##' ASN ='####'

03 RD ='#' PEP ='######' FSN ='######' FAC = '#' AMS11 = '###########'

04 DESCPT = '###########################################' UIC = '######'

05 D-CODE ='#'

06 SORT BY APC

07 PRINT TITLE 'APC MASTER FILE'

08 AMS11 APC UIC RCN FUNC-COST PD-MAJ PD-MIN FY D-CODE DEPT BSN LIMIT PY

09 OA RD ASN RSC1 PEP FSN LC FAC CR-APC CUST-NBR DESCPT

10 MPE-218-ANN EXP-218-ANN EXP-218-MON MPE-218-MON CEIL-218-MON CEIL-218-ANN

11 CDE-78 CAOB-LEVEL FUND-CNTL-LV

=================================E N D======================================

Type of Error: B

1. Description: Incorrect Limitation

2. Edit errors are created:

a. Limit is incorrect in STANFINS (112/218 reports vs. ELECTRA).

b. Monthly edit tables from Indianapolis change.

c. Defense Emergency Relief Fund (DERF) appropriation changes/updates/policy messages

3. Sample Edit Error Table for Error Code B:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|97X0833 |0000 |1 |76 |000 |02020000000 |26RB |14040 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0490628 |B0100/C 1 |

4. Validation/Verification:

a. Verify limit on FAD with DFAS 37-100-FY, and DFAS 7097.01 (Dept 97 only).

b. Verify the RDT level in the Status Edit Tables.

c. The limitation is found on the FAD and has to agree with STANFINS.

d. Verify limit for (Record Data Type) RDT 26 on AVK 329 (218) by appropriation, obligations only. AVK 540 does not report by limit.

5. Steps to correct ELECTRA:

a. If according to the references, the limit is valid based on the total appropriation, notify Budget Execution, Reports Division or Accounting Systems and Procedures in Indianapolis. The limit will be verified for any changes not posted to the regulations and status edit tables. If it is correct, it will be added the same day. Retype the same limit into the error and it will process. (Always asks for copy of guidance if invalid, installations will need copy to validate their information to make corrections.)

b. If the limit is invalid, locate the error code to correct in ELECTRA. In the error code column type the correct information.

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If there is a disbursement against the incorrect limit it will create a Status/CER Variance.

6. Steps to correct STANFINS:

a. If the limit is invalid, search the LXG and BXU.

b. The open lines of obligations and disbursements must be reversed on the LXG.

c. Determine the difference between the LXG and BXU, the remaining balance in BXU must be reversed (TA 20's).

d. Reverse any funding for both ceiling (annual program) and (quarterly) allotment.

e. Correct the APC in STANFINS.

f. Process the reversed lines back into LXG and BXU exactly as reversed.

This query will provide any funds obligated or disbursed in the invalid limit based on the edit error.

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: HOO-218 TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: 218 RECONCILIATION/INCEPTION + FYTD

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND BXU062 WITH FY ='#' BSN ='###' OA ='##' ASN ='####' AMS4 ='####'

02 EOR ='####' ODC ='#' RT ='#' APC ='####' LIMIT ='####' MDEP ='####'

03 SET FUNDS (11.2) = ALLT-ORD-INC + ALLT-ORD-FYTD

04 SET OBLIG (11.2) = OBLIG-INC + OBLIG-FYTD + OBLIG-CM + DEOB-FYTD + DEOB-CM

05 SET ACCR (11.2) = ACCR-INC + ACCR-FYTD + ACCR-CM

06 SET DISB (11.2) = DISB-INC + DISB-FYTD + DISB-CM-BY-US + DISB-CM-BY-OTH

07 + DISB-CM-BY-INT

08 SET HRS (5.2) = WKHRS-FYTD + WKHRS-CM

09 SORT BY FY (LIMIT EOR APC) AMS8

10 PRINT TITLE1 '218 RECONCILIATION/INCEPTION + FYTD (BXU) -FORT HOOD'

11 RT FY LIMIT EOR APC AMS8 (ANN-PROG) PIC '$$$,$$$,$$$,$$9.99-'

12 (FUNDS) AVK062MD$

13 (OBLIG) AVK062MD$

14 (ACCR) AVK062MD$

15 (DISB) AVK062MD$

16 (WKHRS-FYTD) PIC 'ZZ,ZZ9.99' (WKHRS-CM)

17 PIC 'ZZ,ZZ9.99' END-STR MDEP

.. =========================== B O T T O M ==================================

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: APC-JOY TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: APC/LEVELS,CUSTOMER

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND AXW117 WITH APC ='####' CUST-NBR ='######' PD-MAJ ='#' PD-MIN ='#'

02 DEPT ='##' FY = '#' BSN ='####' LIMIT ='####' OA ='##' ASN ='####'

03 RD ='#' PEP ='######' FSN ='######' FAC = '#' AMS11 = '###########'

04 DESCPT = '###########################################' UIC = '######'

05 D-CODE ='#'

06 SORT BY APC

07 PRINT TITLE 'APC MASTER FILE'

08 AMS11 APC UIC RCN FUNC-COST PD-MAJ PD-MIN FY D-CODE DEPT BSN LIMIT PY

09 OA RD ASN RSC1 PEP FSN LC FAC CR-APC CUST-NBR DESCPT

10 MPE-218-ANN EXP-218-ANN EXP-218-MON MPE-218-MON CEIL-218-MON CEIL-218-ANN

11 CDE-78 CAOB-LEVEL FUND-CNTL-LV

=================================E N D======================================

LXG QUERY:

DATAQUERY: EDITOR

------------------------------------------------------------------------------------------------------------------------------

NAME: LXG TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: LXG FOR ERRORS

…...+…...1…...+…...2......+…...3…...+…...4…...+…...5…...+…...6…...+…...7…...+…….

=============================== T O P =====================================

01 FIND LXG### APC = '####' FY = '#' EOE = '####'

02 SORT FY DOC-NO

03 PRINT TITLE 'LXG### EAST DATABASE'

04 FY APC EOE DOC-NO OBLIG AVK039MD$ ACCRUAL AVK039MD$ DISB AVK039MD$

05 ACCT-CLASS

=========================== B O T T O M ==================================

Type of Error: C

1. Description: Program Year

Error in program year. The program year is required only for appropriations that never expire (FY X), yet require fiscal year accountability because of the language in the Appropriation Act. At the current time, there are 9 Department of Defense 97 FY X appropriations and 2 Department of the Army 21 FY X appropriations, which require a Program Year. The Program Year is a single digit character equal to the last digit of the applicable fiscal year. It follows the limit in the accounting classification. If no program year is required, there will be a 0 in that field. See DFAS-IN 37-100-FY.

The program year is also required for Closed Account Adjustments. These are included in current year appropriations under a specific AMSCO (i.e., 451020***** for BSN 2020) and must have a program year of C.

2. Edit errors are created:

a. Program Year is incorrect in STANFINS (112/218 reports vs. ELECTRA).

b. Status edit tables, expenditure edit tables, or regulations not updated to reflect current changes.

c. The AVK331 and 333 (TRC 44 and 45) reports generated from STANFINS do not carry over Program Year on established APCs.

3. Sample Edit Error Table for Error Code C:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|97X0833 |0100 |0 |22 |000 |07120000000 |21T1 |023185 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0150329 |C- |

4. Validation/Verification:

a. The program year is found on the FAD (Funding Authorization Document) and has to agree with STANFINS.

b. Verify that the program year is valid for that appropriation (only those that never expire, i.e., FY X) using AR-37-100-FY and Status Edit Tables.

5. Steps to correct ELECTRA:

a. If according to the references, the program year is valid based on the total appropriation, notify Budget Execution, Reports Division or Accounting Systems and Procedures in Indianapolis. The program year will be verified for any changes not posted to the regulations and status edit tables. If it is correct, it will be added the same day. Retype the same program year into the error and it will process. (Always ask for copy of guidance if invalid, installations will need a copy to validate their information and make corrections.)

b. If the AVK331 and 333 reports from STANFINS do not report the program year (PY), then only ELECTRA is corrected. The data is correct in STANFINS.

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If there is a disbursement against the incorrect program year it will create a Status/CER Variance.

6. Steps to correct STANFINS:

a. If the program year is valid, the STANFINS data does not need to be changed.

b. If the program year is invalid, query the AXW and LXG files to find the APC or APCs with the invalid program year.

c. Do not need to query or change the BXU as the Program Year is not a field in the BXU. The open lines of obligations and disbursements must be reversed in the LXG.

d. Correct the APC in STANFINS.

e. Process the reversed lines back into LXG exactly as reversed.

AXW QUERY:

------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

----------------------------------------------------------------------

NAME: AXW-PY TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: CHECK PY

...+...1...+...2...+...3...+...4...+...5...+...6...+...7...+...

=============================== T O P ================================

01 FIND AXW### RECORDS WITH OA = '22' FY = 'X' BSN = '0833'PY = '0'

02 ASN = '1911' AND LIMIT = '0100' AMS8 = '07120000'

03 SORT AMS8

04 PRINT TITLE1 'AXW FILE PY ERROR'

05 APC FY DEPT BSN LIMIT PY OA ASN AMS8

=========================== B O T T O M ==============================

LXG QUERY:

DATAQUERY: EDITOR

-----------------------------------------------------------------------

NAME: DB-LXG-PY TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: LXG FOR PY

+....1....+....2....+....3....+....4....+....5....+....6....+....7...+

============================== T O P ==================================

01 FIND LXG103 WITH APC = '####' FY = '#' EOE = '####'

02 SORT FY DOC-NO

03 PRINT TITLE 'LXG131 EAST DATABASE'

04 FY APC EOE PY DOC-NO OBLIG AVK039MD$ ACCRUAL AVK039MD$

05 DISB AVK039MD$

=========================== B O T T O M ============================

Type of Error: D

1. Description: Operating Agency (OA)

a. Operating Agency – operating agency ((OA) is a two-digit code that identified:

1) The organization receiving or issuing funds.

2) The organization under whose jurisdiction the installation or activity operates when making deposit fund transactions.

3) The organization having jurisdiction over the installation furnishing the goods or services, or the OA to which authority for furnishing the goods or services was allocated, in a reimbursement transaction.

2. Edit errors are created:

a. Error in operating agency.

b. Edit tables are incorrect or incomplete.

3. Sample Edit Error Table for Error Code D:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 22020 |0000 |0 |02 |000 |12101800000 | |30093 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0469404 |D - - |

4. Validation/Verification:

a. Query APC Master file in STANFINS to identify APC(s) with the error.

b. Verify data was input correctly. (Review APC request form from customer if available.)

c. Validate data to DFAS-IN 37-100-FY.

1) Open chapter 26 of the regulation and query for the operating agency cited.

2) If operating agency is valid notify DFAS-IN. DFAS-IN personnel may need to update edit tables to include new operating agency.

3) If operating agency is not valid notify the customer. It is possible to look at FADs to detect an error in the operating agency.

5. Steps to correct ELECTRA:

a. Annotate correct data on edit error list prior to entering ELECTRA.

b. In ELECTRA locate the error code to correct. In the Error code column type the correction information.

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If there is a disbursement against the invalid operating agency and it is not corrected, this will create a Status/CER Variance.

6. Steps to correct STANFINS:

Query STANFINS for all transactions with the erroneous operating agency. (See BXU query below)

a. If there were no disbursements processed against the erroneous operating agency, correct the APC and run a daily cycle. All transactions should be updated in the BXU.

b. If there were disbursements made against the erroneous operating agency, they will need to be reversed and re-input after the erroneous data has been updated.

1) Reverse all disbursement transactions associated with the error. Run a daily cycle (#1).

2) Query the BXU to be sure the disbursement transactions are zero.

3) Make corrections to the erroneous APC(s) and re-input the transactions. Run a daily cycle (#2).

4) Query the BXU to be sure the transactions were processed into the correct appropriation.

BXU QUERY:

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: BXU-TOTAL TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: BXU QUERY FROM INCEPTION

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P ======================================

01 FIND BXUAVK01-R-0## WITH LC = '##' AND FYK = '#' AND BSNK = '####' AND

02 LIMITK = '####' AND AMS11 = '###########' AND ASNK = '####' AND

03 FSNK = '######' AND ODCK = '#' AND APC = '####' AND EOR = '####'

04 SET OBLIG (9.2) = OBLIG-INC + OBLIG-FYTD + OBLIG-CM + DEOB-FYTD + DEOB-CM

05 SET ACCR (9.2) = ACCR-INC + ACCR-FYTD + ACCR-CM

06 SET DISB (9.2) = DISB-INC + DISB-FYTD + DISB-CM-BY-US + DISB-CM-BY-OTH +

07 DISB-CM-BY-INT

08 SET ALLOT (9.2) = ALLT-ORD-INC + ALLT-ORD-FYTD

09 SORT (APC)

10 PRINT TITLE1 'BXU TOTAL FROM INCEPTION' FY APC EOR ODC LC (ALLOT) AVK045MD$

11 (OBLIG) AVK045MD$ (ACCR) AVK045MD$ (DISB) AVK045MD$

=================================E N D======================================

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: APC-JOY TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: APC/LEVELS,CUSTOMER

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND AXW117 WITH APC ='####' CUST-NBR ='######' PD-MAJ ='#' PD-MIN ='#'

02 DEPT ='##' FY = '#' BSN ='####' LIMIT ='####' OA ='##' ASN ='####'

03 RD ='#' PEP ='######' FSN ='######' FAC = '#' AMS11 = '###########'

04 DESCPT = '###########################################' UIC = '######'

05 D-CODE ='#'

06 SORT BY APC

07 PRINT TITLE 'APC MASTER FILE'

08 AMS11 APC UIC RCN FUNC-COST PD-MAJ PD-MIN FY D-CODE DEPT BSN LIMIT PY

09 OA RD ASN RSC1 PEP FSN LC FAC CR-APC CUST-NBR DESCPT

10 MPE-218-ANN EXP-218-ANN EXP-218-MON MPE-218-MON CEIL-218-MON CEIL-218-ANN

11 CDE-78 CAOB-LEVEL FUND-CNTL-LV

.. ============================B O T T O M====================================

Type of Error: E

1. Description: Invalid Reimbursement Source Code (RSC)

2. Edit errors are created:

a. Invalid RSC assigned to customer number in STANFINS

b. DFAS-IN edit tables/regulations not updated to reflect current change

3. Sample Edit Error Table for Error Code E:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 22020 |0000 |0 |76 |220 |13100000000 | |09177 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0133385 |E--- |

4. Validation/Verification:

a. Validate RSC input from source documentation

b. Verify the RSC by checking the RSC chapter of the DFAS 37-100-FY (29-RSC). In this example, the RSC is 220. Query the chapter to locate the RSC. If the RSC is listed, it’s currently valid. However, the RSC that identifies the appropriation required by the customer that initiated the reimbursable order must be used. Also, if the Billed APC and the Billing APC have the same appropriation use RSC 100 except for Defense Working Capital Fund (DWCF) which will use 1** (**-Alpha) RSC.

5. Steps to correct ELECTRA:

a. In ELECTRA, go to the Edit Errors Menu, and then select the option Edit Error List Already Created. In the error code column input the correct data.

b. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If there is a collection against the incorrect reimbursement source code (RSC) it will create a Status/CER Variance.

6. Steps to correct STANFINS:

a. Query the Annual Reimbursement Program (ARP) Master File (FXW), the BXU and/or ATLAS in STANFINS to identify the transactions with RSC 220 for appropriation 2122020.0000.

b. Reverse the transactions with RSC 220 from STANFINS in one cycle and then change the RSC in another cycle and put the transactions back into STANFINS. This will correct the Status/CER Variances between the RSC on the ELECTRA QLP.

BXU QUERY:

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: 218/REPORT TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: CHECK DATA FOR 218 REPORT

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ============================== T O P ===================================

01 FIND ALL BXU0## RECORDS WITH FY = '#' BSN = #### OA = '##' ASN = ####

02 AMS8 = '########' RT = '#' FSN = '######' EOR = '####' LIMIT = '####'

03 APC = '####'

04 SET FUND1C (9.2) = (ALLT-ORD-INC + ALLT-ORD-FYTD) - OBLIG-INC

05 SET OBLIG (9.2) = OBLIG-FYTD + OBLIG-CM + DEOB-FYTD + DEOB-CM

06 SET DISB (9.2)= DISB-FYTD + DISB-CM-BY-OTH + DISB-CM-BY-US +

07 DISB-CM-BY-INT

08 SET ACCTPAY (9.2) = (ACCR-INC + ACCR-FYTD + ACCR-CM) - (DISB-FYTD +

09 DISB-CM-BY-US + DISB-CM-BY-OTH + DISB-CM-BY-INT + DISB-INC)

10 SET UDO (9.2) = (OBLIG-INC + OBLIG-FYTD + OBLIG-CM +

11 DEOB-FYTD + DEOB-CM) - (ACCR-INC + ACCR-FYTD + ACCR-CM)

12 SORT (FY ACCT-CLASS EOR APC ODC)

13 PRINT FY BSN OA ASN AMS8 APC ODC LC (FUND1C) PIC '$$,$$$,$$$,$$9.99-'

14 (OBLIG)PIC '$$,$$$,$$$,$$9.99-'

15 (DISB)PIC '$$,$$$,$$$,$$9.99-'

16 (UDO)PIC '$$,$$$,$$$,$$9.99-' (ACCTPAY) PIC '$$,$$$,$$$,$$9.99-'

.. ===============================E N D ===================================

FXW QUERY:

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: 112/REPORT TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: CHECK 112 DATA

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ============================= T O P ===================================

01 FIND FXW0## WITH FY = '#' BSN = '####' ASN = '####' OA = '##'

02 CUST-NBR = '######' LIMIT = '####'PEP = '######'RSC = '###'

03 SET OR (9.2) = ORDERS-FYTD + ORDERS-CM

04 SET COLL (9.2) = (COLL-FYTD + COLL-STA-CM + COLL-OTH-CM + COLL-IF-CM +

05 TRANS-FYTD + TRANS-CM)

06 SET REIM (9.2) = REIMB-FYTD + REIMB-CM

07 SET AR (9.2) = ACCT-REC-1OCT + REIM + COLL

08 SET UF (9.2) = UNFIL-ORD-1OCT + OR - REIM

09 SORT FXW0## (FY) (ASN)(OA) (PEP)(RSC)(CUST-NBR)

10. PRINT BY FY BSN ASN OA CUST-NBR PEP FXW044

11 (OR) AVK022MD$

12. (REIM)AVK022MD$ (COLL) AVK022MD$(AR) AVK022MD$ (UF)AVK022MD$

.. ============================= B O T T O M ===================================

Type of Error: F

1. Description: Army Management Structure (AMS)

Description: Error in Army Management Structure Code (AMS/Project Account) reporting levels. The AMS is a data element not to exceed eleven digits which identifies the mission and management levels for various Army organizations and functions. For some appropriations, the AMS is also referred to as the project code. See DFAS-IN 37-100-FY.

2. Edit errors are created:

a. AMS levels (MIL ANN, EXP ANN, EXP MON, MIL MON, CEIL MON and CEIL ANN) are incorrect for a particular APC in STANFINS (112/218 reports vs. ELECTRA).

b. An APC was established with an invalid AMS for that appropriation.

c. Status edit tables, expenditure edit tables, or regulations are not updated to reflect current changes

3. Sample Edit Error Table for Error Code F:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|2122080 |0000 |0 |23 |500 |113R0100000 |21T1 |012102 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0566742 |F----------- |

4. Validation/Verification:

a. Verify that the AMS is valid for that appropriation using AR-37-100-FY and by querying the Expenditure Status Edit Tables

b. The AMS is found on the FAD (Funding Authorization Document) and in DFAS-IN 37-100-FY and has to agree with STANFINS.

c. Verify that the Program Element (PE) corresponds to the AMS.

5. Steps to correct ELECTRA:

a. If according to the references, the AMS is valid based on the appropriation, notify Budget Execution, Reports Division or Accounting Systems and Procedures in Indianapolis that the edit tables are incorrect. The AMS will be verified for any changes not posted to the regulations and status edit tables. If it is correct, it will be added the same day. Retype the same AMS into the error and it will process. (Always ask for copy of guidance if invalid, installations will need a copy to validate their information and make corrections.)

b. Annotate correct data on edit error list prior to entering ELECTRA. In ELECTRA locate the error code to correct.

(1) In the Error code column type the correction information.

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If there is a disbursement against the incorrect Army Management Structure (AMS) code it will create a Status/CER Variance and the DELMARS section needs to be notified.

6. Steps to correct STANFINS:

a. If the AMS is valid, do not need to correct STANFINS.

b. If the AMS is invalid, query the BXU, the LXG and the AXW files.

c. To provide an audit trail, the open lines of obligations and disbursements must be reversed on the LXG.

d. Determine the difference between the LXG and BXU, the remaining balance in BXU must be reversed (TA 20's).

e. Reverse any funding for both ceiling (annual program) and (quarterly) allotment.

f. Correct the APC(s) in the AXW file in STANFINS.

g. Process the reversed lines back into LXG and BXU exactly as reversed.

AXW QUERY:

-----------------------------------------------------------------DQD10

DATAQUERY: EDITOR

----------------------------------------------------------------------

NAME: AXW-PY TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: CHECK AMS

...+...1...+...2...+...3...+...4...+...5...+...6...+...7...+...

=============================== T O P ================================

01 FIND AXW### RECORDS WITH OA = '23' FY = '2' BSN = '2080’

02 ASN = '6500' AND AMS = '113R0100000'

03 SORT AMS

04 PRINT TITLE1 'AXW FILE AMS ERROR'

05 APC FY DEPT BSN LIMIT PY OA ASN AMS

=========================== B O T T O M ==============================

BXU QUERY:

-----------------------------------------------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

---------------------------------------------------------------------------------------------------------------------------

NAME: BXU-AMS TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: CHECK AMS

..….+......1......+…...2…...+…...3…...+......4…...+......5......+…...6…...+......7…...+……

.. ============================= T O P =====================================

01 FIND BXU### RECORDS WITH OA ='##' AND FY = '#' AND BSN = '####' AND

02 ASN = '####' AND RT ='#' AND EOR = '21T1' AND AMS8 = '113R01##'

03 LIMIT ='####' APC = '####'

04 SET OBLIG (9.2) = (OBLIG-FYTD)

05 SET DEOB (9.2) = (DEOB-FYTD)

06 SET DISB (9.2) = (DISB-FYTD)

07 SORT (AMS8) (EOR)

08 PRINT TITLE1 'BXU FILE AMS ERROR'

09 APC FY BSN OA ASN EOR APC AMS8

10 (OBLIG) AVK034MD$ (DEOB) AVK034MD$ (DISB) AVK034MD$

.. ============================= B O T T O M====================================

LXG QUERY:

DATAQUERY: EDITOR

------------------------------------------------------------------------------------------------------------------------------

NAME: LXG TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: LXG FOR ERRORS

…...+…...1…...+…...2......+…...3…...+…...4…...+…...5…...+…...6…...+…...7…...+…….

=============================== T O P =====================================

01 FIND LXG### APC = '####' FY = '#' EOE = '####'

02 SORT FY DOC-NO

03 PRINT TITLE 'LXG### EAST DATABASE'

04 FY APC EOE DOC-NO OBLIG AVK039MD$ ACCRUAL AVK039MD$ DISB AVK039MD$

05 ACCT-CLASS

=========================== B O T T O M ==================================

Type of Error: H

1. Description: Amount

2. Edit errors are created:

a. Error in amount. Money amount not numeric.

b. Error in report transmission.

c. Error in previous correction.

3. Sample Edit Error Table for Error Code H:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 22020 |0000 |0 |02 |000 |12101800000 | |30093 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0469404 |H - - - - - - - - - |

4. Validation/Verification:

a. Query the STANFINS BXU file for all transactions pertaining to the error. Record Data Type (RDT) code will determine what type of transactions to locate.

b. Once correct amount is identified, make correction in ELECTRA.

c. Most likely no error in source system.

5. Steps to correct ELECTRA:

a. Annotate correct data on edit error list prior to entering ELECTRA.

b. In ELECTRA locate the error code to correct. In the Error code column type the correction information.

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

6. Steps to correct STANFINS:

a. No action required.

BXU QUERY:

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: BXU-TOTAL TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: BXU QUERY FROM INCEPTION

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P ======================================

01 FIND BXUAVK01-R-0## WITH LC = '##' AND FYK = '#' AND BSNK = '####' AND

02 LIMITK = '####' AND AMS11 = '###########' AND ASNK = '####' AND

03 FSNK = '######' AND ODCK = '#' AND APC = '####' AND EOR = '####'

04 SET OBLIG (9.2) = OBLIG-INC + OBLIG-FYTD + OBLIG-CM + DEOB-FYTD + DEOB-CM

05 SET ACCR (9.2) = ACCR-INC + ACCR-FYTD + ACCR-CM

06 SET DISB (9.2) = DISB-INC + DISB-FYTD + DISB-CM-BY-US + DISB-CM-BY-OTH +

07 DISB-CM-BY-INT

08 SET ALLOT (9.2) = ALLT-ORD-INC + ALLT-ORD-FYTD

09 SORT (APC)

10 PRINT TITLE1 'BXU TOTAL FROM INCEPTION' FY APC EOR ODC LC (ALLOT) AVK045MD$

11 (OBLIG) AVK045MD$ (ACCR) AVK045MD$ (DISB) AVK045MD$

=================================E N D======================================

Type of Error (Two samples provided): J

1A. Description: Invalid Record Data Type (RDT)

2A. Edit errors are created:

a. When an APC is loaded in AXW file with invalid AMS or AMS with incorrect reporting levels.

3A. Sample A Table for Error Code J due to incorrect AMS level:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 82020 |0000 |0 |03 |000 |43300000000 |2300 |02086 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0512573 |J -- |

4A. Validation/Verification:

a. Check Edit Tables for correct AMS & level for corresponding RDT.

b. Query AXW/BXU files for APC that created errors.

5A. Steps to correct ELECTRA:

a. If according to the references, the AMS is valid based on the appropriation and RDT, notify Budget Execution, Reports Division or Accounting Systems and Procedures in Indianapolis that the edit tables are incorrect. The AMS will be verified for any changes not posted to the regulations and status edit tables. If it is correct, it will be added the same day. Retype the same AMS into the error and it will process. (Always asks for copy of guidance if invalid, installations will need copy to validate their information and make corrections.)

b. If AMS or the reporting levels are invalid, annotate correct data on the edit error list prior to entering ELECTRA. In ELECTRA, locate the error code and correct with a “F”. Then type the correct AMS at the correct level .

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If there is a disbursement against the incorrect Army Management Structure (AMS) code it will create a Status/CER Variance and the DELMARS section needs to be notified.

6A. Steps to correct STANFINS:

a. If the AMS is valid, do not need to correct STANFINS.

b. If the AMS is invalid, query the BXU, the LXG and the AXW files.

c. To provide an audit trail, the open lines of obligations and disbursements must be reversed on the LXG.

d. Determine the difference between the LXG and BXU, the remaining balance in BXU must be reversed (TA 20's).

e. Correct the APC(s) in the AXW file in STANFINS.

f. Process the reversed lines back into LXG and BXU exactly as reversed.

Note: If the reporting level is incorrect, just correct the reporting level.

Type of Error (second sample): J

1B. Description: Invalid Record Data Type (RDT)

2B. Edit errors are created:

a. When a prior year deobligation is recorded in STANFINS via TAPS without an “A” being typed in the Obligation Code (OBS/DEOBS) column.

3B. Sample B Table for Error Code J due to incorrect RDT code:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|2112020 |0000 |0 |57 |000 |99660000000 |2300 |02086 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0512573 |J-- |

4B. Validation/Verification:

a. Verify the RDT with DFAS-IN, 37-1 Appendix S.

b. If AMS and its reporting level is an appropriate match with this particular RDT, then query the BXU and/or the LXG to determine which transaction(s) caused this error.

5B. Steps to correct ELECTRA:

a. In ELECTRA, go to the edit Errors Menu, and then select the option Edit Error List Already Created. In the error code column type in the RDT that corresponds with the amount. (“1J” is an obligation and should be a debit, “1D” is a deobligation and should be a credit)

b. Download changes for ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

6B. Steps to correct STANFINS:

a. If the AMS is 9966, back the transaction out and work the suspense item.

b. If error is because RDT is “1J” with a credit amount, reverse the original transaction and re-input in TAPS including an “A” under the Obligation Code (OBS/DEOBS) column.

c. If error is because RDT is “1D” with a debit amount, reverse the original transaction in TAPS including an “A” under the Obligation Code (OBS/DEOBS) column, and re-input the obligation leaving the Obligation Code (OBS/DEOBS) column blank.

AXW QUERY:

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: APC-JOY TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: APC/LEVELS,CUSTOMER

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND AXW117 WITH APC ='####' CUST-NBR ='######' PD-MAJ ='#' PD-MIN ='#'

02 DEPT ='##' FY = '#' BSN ='####' LIMIT ='####' OA ='##' ASN ='####'

03 RD ='#' PEP ='######' FSN ='######' FAC = '#' AMS11 = '###########'

04 DESCPT = '###########################################' UIC = '######'

05 D-CODE ='#'

06 SORT BY APC

07 PRINT TITLE 'APC MASTER FILE'

08 AMS11 APC UIC RCN FUNC-COST PD-MAJ PD-MIN FY D-CODE DEPT BSN LIMIT PY

09 OA RD ASN RSC1 PEP FSN LC FAC CR-APC CUST-NBR DESCPT

10 MPE-218-ANN EXP-218-ANN EXP-218-MON MPE-218-MON CEIL-218-MON CEIL-218-ANN

11 CDE-78 CAOB-LEVEL FUND-CNTL-LV

.. ================================ B O T T O M=================================

LXG QUERY:

DATAQUERY: EDITOR

------------------------------------------------------------------------------------------------------------------------------

NAME: LXG TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: LXG FOR ERRORS

…...+…...1…...+…...2......+…...3…...+…...4…...+…...5…...+…...6…...+…...7…...+…….

=============================== T O P =====================================

01 FIND LXG### APC = '####' FY = '#' EOE = '####'

02 SORT FY DOC-NO

03 PRINT TITLE 'LXG### EAST DATABASE'

04 FY APC EOE DOC-NO OBLIG AVK039MD$ ACCRUAL AVK039MD$ DISB AVK039MD$

05 ACCT-CLASS

=========================== B O T T O M ==================================

BXU QUERY:

-----------------------------------------------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

---------------------------------------------------------------------------------------------------------------------------

NAME: BXU-AMS TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: CHECK AMS

..….+......1......+…...2…...+…...3…...+......4…...+......5......+…...6…...+......7…...+……

.. ============================= T O P =====================================

01 FIND BXU### RECORDS WITH OA ='##' AND FY = '#' AND BSN = '####' AND

02 ASN = '####' AND RT ='#' AND EOR = '21T1' AND AMS8 = '113R01##'

03 LIMIT ='####' APC = '####'

04 SET OBLIG (9.2) = (OBLIG-FYTD)

05 SET DEOB (9.2) = (DEOB-FYTD)

06 SET DISB (9.2) = (DISB-FYTD)

07 SORT (AMS8) (EOR)

08 PRINT TITLE1 'BXU FILE AMS ERROR'

09 APC FY BSN OA ASN EOR APC AMS8

10 (OBLIG) AVK034MD$ (DEOB) AVK034MD$ (DISB) AVK034MD$

.. ================================ BOTTOM===================================

Type of Error: K

1. Description: Unit Identification Code (UIC) Fails Edit

Description: Indicates that the Unit Identification Code (UIC) is incorrect. The UIC identifies the organizational unit to which an employee is officially assigned by personnel action. The UIC is provided by budget when an APC request is submitted and any regulation, edit table, or the STANFINS Users Manual cannot validate this field. It is a six-character code in which the first character must be "W" and the second through fourth cannot be alphabetic "I" or "O". The source of the UIC code is derived from the third through eight digits of the Table of Distribution and Allowances (TDA) number identifying the organizational unit of employee's assignment.

The ROC (Resource Organizational Code) table is an assignment table for civilian and military pay based on OA FSN ASN and UIC (AR37-100-FY). The new UICs are usually provided by the MACOM to DFAS-IN, Accounting Systems and Procedures at the beginning of the fiscal year. This table only provides a list of UICs that have been provided to DFAS-IN.

2. Edit errors are created:

a. When an APC has a bad UIC assigned to it, or

b. The UIC field is blank

3. Sample Edit Error Table for Error Code K:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

| |

|H/V |Y |W |U |S |J |K |X |G |

|AMT/QTY |ASN | | | | | | | |

| | |WGC |SOF |FCA |RDT |UIC |MDEP |PF |

|25.92 |1050 |1 |D | |1J |W39LAA | | |

| |

|ERROR |C |0344583 |K------ |

4. Validation/Verification:

a. Validate the UIC against the ROC table. If the UIC is not on the ROC table verify with budget. If Budget states UIC is correct, contact Expenditure Division to have UIC added to the ROC table.

5. Steps to correct ELECTRA:

a. Locate the Error code to be corrected in ELECTRA

b. Type the correct information in the Error code column

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden

6. Steps to correct STANFINS:

a. Query the AXW file for the APC(s) that have the erroneous UIC

b. Make correction to the applicable APC(s).

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: JAMES-APCMASTER TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: AXW-APC MASTER FILE

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND AXW029 WITH FSN ='######' RCN = '####'

02 FY ='#' CUST-NBR ='######' FUNC-COST = '#####'

03 APC ='####' PD-MAJ ='#' PD-MIN ='#' UIC = '######'

04 PRINT FY APC FAC D-CODE 'D' ACCT-CLASS AMS CR-FY 'CF' CR-APC 'CAPC'

05 SPEC-PROJ LC RSC1 MPE-218-ANN 'MA' EXP-218-ANN 'EA' PD-MIN CDE-78 CUST-NBR

06 EXP-218-MON 'EM' MPE-218-MON 'MM' DESCPT 'DESCRIPTION' CAOB-LEVEL 'AOB'

07 FUNC-COST RCN 'MDEP' FUND-CNTL-LV 'FCL' TDA GEO-AREA 'GAC' UIC PD-MAJ

08 CEIL-218-MON 'CM' CEIL-218-ANN 'CA'

.. =========================== B O T T O M ==================================

Type of Error: L

1. Description: Age Code

2. Edit errors are created:

a. Invalid Age Code for age of public receivable record on the RCS CSCFA-112 report (Parts III through VIII).

Error in previous correction

3. Sample Edit Error Table for Error Code L:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 22020 |0000 |0 |25 |910 | | |30093 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0666778 |L- |

4. Validation/Verification:

a. Verify age of receivable by looking on 112 report (Parts III through VIII) - AVK295##MH.

b. Locate receivable using data elements in error and verify age code.

c. Age categories are as follows:

A - Not delinquent F - Delinquent 121 - 180 days

B - Delinquent 1 - 30 days G - Delinquent 181 - 360 days

C - Delinquent 31 - 60 days H - Delinquent 361 - 720 days

D - Delinquent 61 - 90 days J - Delinquent 721 - 1080 days

E - Delinquent 91 - 120 days K - Delinquent Over 1080 days

5. Steps to correct ELECTRA:

a. Annotate correct age code on edit error list prior to entering ELECTRA.

b. In ELECTRA locate the error code to correct. In the Error Code column type the correction information.

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

d. Most likely no error in source system.

6. Steps to correct STANFINS:

a. No action required.

Type of Error: M

1. Description: Incorrect Fiscal Station Number (FSN)

2. Edit errors are created:

a. When APC is set up with an incorrect FSN.

3. Sample Edit Error Table for Error Code M:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 22020 |0000 |0 |57 |000 |32173300000 |11BB |12119 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0667777 |M----- |

4. Validation/Verification:

a. Check the FSN against the 37-100-FY chapter 2J.FSN for Army and DOD FMR volume 1, chapter 4 for all services.

Note: The Electra data is routed from Ogden back to the field sites is controlled by the FSN. If an erroneous FSN is submitted, ELECTRA data will not be routed back to the submitting office. It will either go to someone else (if it is their FSN) or go to no one (if it is a totally invalid FSN). The field support personnel in Indianapolis will see it, because their data is routed by OA. Indianapolis will have to determine which FSN submitted the invalid transaction and notify both parties, the valid FSN and the FSN charged with the erroneous transaction.

5. Steps to correct ELECTRA (ELECTRA correction will be performed by the FSN that received the error):

a. If FSN is incorrect, locate the Error Code to be corrected in ELECTRA. Type the correct/valid FSN in the Error Code column.

b. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

6. Steps to correct STANFINS (STANFINS correction will be performed by the FSN that originated the error):

a. If the FSN is invalid, query the AXW to find APC with erroneous FSN.

b. To provide an audit trail, the open lines of obligations and disbursements must be reversed on the LXG.

c. Determine the difference between the LXG and BXU, the remaining balance in BXU must be reversed (TA 20's).

d. Reverse any funding for both ceiling (annual program) and (quarterly) allotment.

e. Correct the FSN in the AXW file in STANFINS.

f. Process the reversed lines back into LXG and BXU exactly as reversed.

AXW Query:

-------------------------------------------------------------------------------

NAME: APC-JOY TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: APC/LEVELS,CUSTOMER

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND AXW117 WITH APC ='####' CUST-NBR ='######' PD-MAJ ='#' PD-MIN ='#'

02 DEPT ='##' FY = '#' BSN ='####' LIMIT ='####' OA ='##' ASN ='####'

03 RD ='#' PEP ='######' FSN ='######' FAC = '#' AMS11 = '###########'

04 DESCPT = '###########################################' UIC = '######'

05 D-CODE ='#'

06 SORT BY APC

07 PRINT TITLE 'APC MASTER FILE'

08 AMS11 APC UIC RCN FUNC-COST PD-MAJ PD-MIN FY D-CODE DEPT BSN LIMIT PY

09 OA RD ASN RSC1 PEP FSN LC FAC CR-APC CUST-NBR DESCPT

10 MPE-218-ANN EXP-218-ANN EXP-218-MON MPE-218-MON CEIL-218-MON CEIL-218-ANN

11 CDE-78 CAOB-LEVEL FUND-CNTL-LV

.. ================================ BOTTOM===================================

LXG QUERY:

DATAQUERY: EDITOR

------------------------------------------------------------------------------------------------------------------------------

NAME: LXG TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: LXG FOR ERRORS

…...+…...1…...+…...2......+…...3…...+…...4…...+…...5…...+…...6…...+…...7…...+…….

=============================== T O P =====================================

01 FIND LXG### APC = '####' FY = '#' EOE = '####'

02 SORT FY DOC-NO

03 PRINT TITLE 'LXG### EAST DATABASE'

04 FY APC EOE DOC-NO OBLIG AVK039MD$ ACCRUAL AVK039MD$ DISB AVK039MD$

05 ACCT-CLASS

=========================== B O T T O M ==================================

BXU QUERY:

-----------------------------------------------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

---------------------------------------------------------------------------------------------------------------------------

NAME: BXU-AMS TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: CHECK AMS

..….+......1......+…...2…...+…...3…...+......4…...+......5......+…...6…...+......7…...+……

.. ============================= T O P =====================================

01 FIND BXU### RECORDS WITH OA ='##' AND FY = '#' AND BSN = '####' AND

02 ASN = '####' AND RT ='#' AND EOR = '21T1' AND AMS8 = '113R01##'

03 LIMIT ='####' APC = '####'

04 SET OBLIG (9.2) = (OBLIG-FYTD)

05 SET DEOB (9.2) = (DEOB-FYTD)

06 SET DISB (9.2) = (DISB-FYTD)

07 SORT (AMS8) (EOR)

08 PRINT TITLE1 'BXU FILE AMS ERROR'

09 APC FY BSN OA ASN EOR APC AMS8

10 (OBLIG) AVK034MD$ (DEOB) AVK034MD$ (DISB) AVK034MD$

----------------------------------------------------------BOTTOM--------------------------------------------------------

Type of Error: Q

1. Description: Number of Accounts

2. Edit errors are created:

a. Field was left blank or non-numeric on the public receivable report.

3. Sample Edit Error Table for Error Code Q:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 02020 |0000 |0 |76 |918 |00000000000 | |09076 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0033506 |Q----- |

4. Validation/Verification:

a. Quarterly requirement for Public Receivable Report.

b. STANFINS submits the data monthly to avoid being missed on the quarter.

5. Steps to correct ELECTRA:

a. ELECTRA automatically deletes this error every month that is NOT an end of quarter.

b. On a quarterly basis, most of these monthly “errors” do NOT appear.

c. If errors do appear on a quarterly basis, annotate "Q00001" on edit error list prior to entering ELECTRA.

d. In ELECTRA locate the error code to correct. In the Error code column type the correction information (Q00001).

e. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

6. Steps to correct STANFINS:

a. No action required.

Type of Error: R

1. Description: Invalid Element of Resource (EOR)

2. Edit errors are created:

a. Invalid EOR

3. Sample Edit Error Table for Error Code R:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 22020 |0000 |0 |03 |000 |11401100000 |43GB |02086 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0404388 |R---- |

4. Validation/Verification:

a. Research EOR in AR 37-100-FY.

b. Query BXU file in STANFINS to find invalid EOR.

c. Check ATLAS and LXG for detail line of accounting.

5. Steps to correct ELECTRA:

a. Locate the Error Code to be corrected in ELECTRA. Type the valid EOR in the Error Code column.

b. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

6. Steps to correct STANFINS:

a. To provide an audit trail, the open lines of obligations and disbursements must be reversed on the LXG.

b. Determine the difference between the LXG and BXU, the remaining balance in BXU must be reversed (TA 20's).

c. Process the reversed lines back into LXG and BXU with the correct EOR.

BXU QUERY:

.. ================================ T O P =====================================

01 FIND BXU117 WITH FY ='#' AND EOR ='####' AND BSN ='####'

02 RT ='#' AND APC ='9TBO' AND OA ='##' AND ASN ='####'

03 SET ACCR (9.2) = ACCR-CM + ACCR-FYTD + ACCR-INC

04 SET OBLIG (9.2) = OBLIG-CM + OBLIG-FYTD + DEOB-CM + DEOB-FYTD +

05 OBLIG-INC

06 SET DISB (9.2) = DISB-FYTD + DISB-CM-BY-US + DISB-CM-BY-INT +

07 DISB-CM-BY-OTH + DISB-INC

08 SET WKHRS-YTD (7) = WKHRS-FYTD + WKHRS-CM

09 SORT BY ASN AMS3 APC EOR MDEP

10 PRINT ASN AMS3 EOR APC (OBLIG) PIC 'Z,ZZZ,ZZ9.99-'

11. (ACCR) PIC 'Z,ZZZ,ZZ9.99-' (DISB) PIC 'Z,ZZZ,ZZ9.99-'

.. ================================ END =====================================

LXG QUERY:

DATAQUERY: EDITOR

------------------------------------------------------------------------------------------------------------------------------

NAME: LXG TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: LXG FOR ERRORS

…...+…...1…...+…...2......+…...3…...+…...4…...+…...5…...+…...6…...+…...7…...+…….

=============================== T O P =====================================

01 FIND LXG### APC = '####' FY = '#' EOE = '####'

02 SORT FY DOC-NO

03 PRINT TITLE 'LXG### EAST DATABASE'

04 FY APC EOE DOC-NO OBLIG AVK039MD$ ACCRUAL AVK039MD$ DISB AVK039MD$

05 ACCT-CLASS

=========================== B O T T O M ==================================

Type of Error: S

1. Description: Functional Cost Accounts:

Indicates that the Functional Cost Account (FCA) is incorrect. The FCA is a five digit code that identifies specific functions within an Army Management Structure Code (AMSCO). It can be associated with a specific Management Decision Package (MDEP).

2. Edit errors are created:

a. When an APC has a bad Functional Cost Account (FCA) assigned to it,

b. When an incorrect MDEP is associated with a specific FCA, or

c. The FCA field is blank

3. Sample Edit Error Table for Error Code S:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 22020 |0000 |0 |03 |000 |11401100000 |21T2 |09057 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0019975 |S------ |

4. Validation/Verification:

a. Validate the FCA to DFAS-IN 37-100-FY

5. Steps to correct ELECTRA:

a. If valid, check to see if a specific MDEP is associated with the assigned FCA

b. Locate the Error code to be corrected in ELECTRA

c. Type the correct FCA and/or MDEP in the Error code column

d. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden

6. Steps to correct STANFINS:

a. Query the AXW file for the APC(s) that have the erroneous FCA and/or MDEP

b. Make correction to the applicable APC(s).

AXW QUERY

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: JAMES-APCMASTER TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: AXW-APC MASTER FILE

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND AXW029 WITH FSN ='######' RCN = '####'

02 FY ='#' CUST-NBR ='######' FUNC-COST = '#####'

03 APC ='####' PD-MAJ ='#' PD-MIN ='#' UIC = '######'

04 PRINT FY APC FAC D-CODE 'D' ACCT-CLASS AMS CR-FY 'CF' CR-APC 'CAPC'

05 SPEC-PROJ LC RSC1 MPE-218-ANN 'MA' EXP-218-ANN 'EA' PD-MIN CDE-78 CUST-NBR

06 EXP-218-MON 'EM' MPE-218-MON 'MM' DESCPT 'DESCRIPTION' CAOB-LEVEL 'AOB'

07 FUNC-COST RCN 'MDEP' FUND-CNTL-LV 'FCL' TDA GEO-AREA 'GAC' UIC PD-MAJ

08 CEIL-218-MON 'CM' CEIL-218-ANN 'CA'

.. =========================== B O T T O M ==================================

Type of Error: T

1. Description: Invalid Geographic Code

2. Edit errors are created:

a. On basic symbol 7025 (Family Housing) when incorrect Geographic Code is used.

3. Sample Edit Error Table for Error Code T:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|2127025 |0000 |0 |89 |000 |19122700000 |2541 |91533 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0160444 |T- |

4. Validation/Verification:

a. Verify the valid Geographic Codes with the AR-37-100-FY and Status Edit Tables.

5. Steps to correct ELECTRA:

a. Change to correct Geographic Code.

Code 1 for CONUS.

Code 2 for Alaska, Hawaii, Puerto Rico and US Possessions.

Code 3 for all others.

b. Annotate correct data on edit error list prior to entering ELECTRA.

1) In ELECTRA locate the error code to correct. In the Error code column type the correction information.

2) Create a download file and forward to appropriate personnel to send back to DFAS-IN for upload.

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If the transaction were left in STANFINS and a change is made to the Geographic Code it will create a Status/CER variance. If the transactions are backed out and the change is made, then it will NOT create a Status/CER variance.

6. Steps to correct STANFINS:

a. Query STANFINS for all transactions with the erroneous Geographic Area Code.

b. All transactions should be reversed from STANFINS before APC is changed and then re-input after change is made.

c. There isn’t a field for the GEO-AREA on the LXG and BXU query, so you must query by APC.

AXW Query

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: MAST-APCMAD08 TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: SEARCH FOR GEO-AREA

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND ALL AXW041 WITH GEO-AREA = '#' AND FY = '2'

02 SORT BY APC

03 PRINT BY FY APC D-CODE BSN GEO-AREA ASN PEP AMS LC

.. ================================ BOTTOM===================================

LXG QUER

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: 218R-MAD3 TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: SEARCH GEO-AREA

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND ALL LXG041 WITH EOE ='####' AND FY ='2'AND APC = '####'

02 SORT BY FY APC

03 PRINT BY FY APC EOE ODC DOC-NO OBLIG PIC 'ZZZ,ZZZ,Z99.99-'

04 DISB PIC 'ZZZ,ZZZ,Z99.99-'

.. ================================ BOTTOM===================================

BXU QUERY

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: 218R-MAD5 TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: BXU EXPENSES GEO-AREA

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND ALL BXUAVK01-R-041 WITH FY = '#'

02 AND AMS = '###########' AND APC = '####'

03 AND EOR = '####'

04 AND ASN = '####'

05 AND ODC = '#'

06 SET OBLIG-TOT (9.2) = (BXU041 OBLIG-FYTD + OBLIG-CM)

07 SET DEOB-TOT (9.2) = (BXU041 DEOB-FYTD + DEOB-CM)

08 SET DISB-TOT (9.2) = (BXU041 DISB-FYTD + DISB-CM-BY-US + DISB-CM-BY-OTH

09 + DISB-CM-BY-INT)

10 SORT BY FY APC

11 PRINT TITLE1 'BXU EXPENSES 218'

12 FY RT APC EOR ODC

13 (OBLIG-TOT) PIC 'ZZ,ZZZ,ZZ9.99-' (DEOB-TOT) PIC 'ZZ,ZZZ,ZZ9.99-'

14 (DISB-TOT) PIC 'ZZ,ZZZ,ZZ9.99-'

.. ================================ END =====================================

Type of Error: U

1. Description: Source of Funds

2. Edit errors are created:

a. Error in source of funds.

b. Source of Funds (SOF) must be "D" (direct), "F" (funded) or "A" (automatic).

c. Error in previous correction.

3. Sample Edit Error Table for Error Code U:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 22020 |0000 |0 |25 |000 |11403400000 | |30093 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0666777 |U - |

4. Validation/Verification:

a. Query the BXU file in STANFINS for all transactions pertaining to the error. RDT code will determine what type of transactions to locate.

b. Verify source of funds authorized on FAD, (i.e. reimbursement authority).

c. No error in source system unless funds not authorized by FAD.

5. Steps to correct ELECTRA:

a. Annotate correct data on edit error list prior to entering ELECTRA.

b. In ELECTRA locate the error code to correct. In the Error code column type the correction information.

c. If the SOF is invalid, delete all entries.

d. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If there is a disbursement /collection against the incorrect Source of Funds it will create a Status/CER Variance.

6. Steps to correct STANFINS:

a. If SOF is not authorized on FAD, reverse all transactions and re-input to a valid SOF, (i.e. if automatic reimbursement is not authorized the TAs 11, 1L, AV, 52, 43 would need to be reversed and TAs 21, 40, etc. and moved to a direct APC).

b. If additional collections are required, amend the MIPR to reflect direct fund site, and process manual 1081’s to collect money to contract. MIPR would have to be amended before 1081’s could be processed. Amend contract to direct appropriation. Move reimbursement collections to contract. Deobligate upon completion of contract.

c. If collections are complete, amend MIPR and contract to direct fund site Deobligate contract and move collections to contract.

d. Amend contract, changing appropriation to authorized reimbursement appropriation. Change customer number collection appropriation to match amended contract. (This is the simplest way to correct.)

BXU QUERY:

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: BXU-TOTAL TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: BXU QUERY FROM INCEPTION

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P ======================================

01 FIND BXUAVK01-R-0## WITH LC = '##' AND FYK = '#' AND BSNK = '####' AND

02 LIMITK = '####' AND AMS11 = '###########' AND ASNK = '####' AND

03 FSNK = '######' AND ODCK = '#' AND APC = '####' AND EOR = '####'

04 SET OBLIG (9.2) = OBLIG-INC + OBLIG-FYTD + OBLIG-CM + DEOB-FYTD + DEOB-CM

05 SET ACCR (9.2) = ACCR-INC + ACCR-FYTD + ACCR-CM

06 SET DISB (9.2) = DISB-INC + DISB-FYTD + DISB-CM-BY-US + DISB-CM-BY-OTH +

07 DISB-CM-BY-INT

08 SET ALLOT (9.2) = ALLT-ORD-INC + ALLT-ORD-FYTD

09 SORT (APC)

10 PRINT TITLE1 'BXU TOTAL FROM INCEPTION' FY APC EOR ODC LC (ALLOT) AVK045MD$

11 (OBLIG) AVK045MD$ (ACCR) AVK045MD$ (DISB) AVK045MD$

==============================E N D==================================

AXW QUERY

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: SCV-APC TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: APC FIND

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P ===================================

01 FIND AXW### WITH FSN ='######' BSN = '####' FY = '#'

02 APC = '####' ASN ='####' AMS = '###########' CUST-NBR = '######'

03 SET COUNT = '1'

04 SORT APC BSN FY FSN

05 PRINT APC FAC D-CODE DEPT FY BSN LIMIT PY OA ASN FSN AMS PEP PD-MAJ PD-MIN

06 RCN FUNC-COST RSC CUST-NBR CR-FY CR-APC LC FYAG DESCPT EXP-218-MON

07 MPE-218-MON CEIL-218-MON EXP-218-ANN MPE-218-ANN CEIL-218-ANN CDE-78

08 UIC FUND-CNTL-LV CAOB-LEVEL RD TDA SPEC-PROJ GEO-AREA (COUNT) PIC 'ZZZ,ZZZ'

.. =========================== B O T T O M ================

Type of Error: W

1. Description: Incorrect Obligation Data Code (ODC) (Within/Outside Government Code)

2. Edit errors are created:

a. Incorrect ODC assigned to transactions in STANFINS

b. DFAS-IN edit tables/regulations not updated to reflect current changes.

3. Sample Edit Error Table for Error Code W:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|21 22020 |0000 |0 |57 |000 |11502400000 |11DB |09038 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0184728 |W- |

4. Validation/Verification:

a. Validate the ODC from source documentation by checking the Element of Resource (EOR).

b. Verify the ODC by checking the Element of Resource (EOR) chapter in DFAS 37-100-FY (2b-eor1/2b-eor2). In this example, the EOR is 11DB and the WGC is 1. Query the chapter to locate the EOR. If the TMFY column states OPEN the EOR is currently valid. Next, check the IO column to determine the correct WGC for the EOR, a "1" (within), "2" (outside) or “*” (can be either ODC “1” or ODC “2”). The correct WGC for the EOR in the sample is 2. Note: ODC codes can also reflect "B” through “Q". Codes “B” through “Q” designate foreign currency.

5. Steps to correct ELECTRA:

a. In ELECTRA locate the Error Code to correct. In the Error Code column type the correct ODC.

b. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

6. Steps to correct STANFINS:

a. Query BXU and/or ATLAS (STANFINS monthly NXG files) to identify the transactions with EOR 11DB and ODC 1.

b. Reverse the transactions with ODC 1 from STANFINS and input the transactions back into STANFINS with ODC 2.

BXU QUERY:

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: 218/REPORT TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: CHECK DATA FOR 218 REPORT

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ============================== T O P ===================================

01 FIND ALL BXU0## RECORDS WITH FY = '#' BSN = #### OA = '##' ASN = ####

02 AMS8 = '########' RT = '#' FSN = '######' EOR = '####' LIMIT = '####'

03 APC = '####'

04 SET FUND1C (9.2) = (ALLT-ORD-INC + ALLT-ORD-FYTD) - OBLIG-INC

05 SET OBLIG (9.2) = OBLIG-FYTD + OBLIG-CM + DEOB-FYTD + DEOB-CM

06 SET DISB (9.2)= DISB-FYTD + DISB-CM-BY-OTH + DISB-CM-BY-US +

07 DISB-CM-BY-INT

08 SET ACCTPAY (9.2) = (ACCR-INC + ACCR-FYTD + ACCR-CM) - (DISB-FYTD +

09 DISB-CM-BY-US + DISB-CM-BY-OTH + DISB-CM-BY-INT + DISB-INC)

10 SET UDO (9.2) = (OBLIG-INC + OBLIG-FYTD + OBLIG-CM +

11 DEOB-FYTD + DEOB-CM) - (ACCR-INC + ACCR-FYTD + ACCR-CM)

12 SORT (FY ACCT-CLASS EOR APC ODC)

13 PRINT FY BSN OA ASN AMS8 APC ODC LC (FUND1C) PIC '$$,$$$,$$$,$$9.99-'

14 (OBLIG)PIC '$$,$$$,$$$,$$9.99-'

15 (DISB)PIC '$$,$$$,$$$,$$9.99-'

16 (UDO)PIC '$$,$$$,$$$,$$9.99-' (ACCTPAY) PIC '$$,$$$,$$$,$$9.99-'

.. ================================ END =====================================

AXW QUERY:

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: APC-JOY TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: APC/LEVELS,CUSTOMER

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND AXW117 WITH APC ='####' CUST-NBR ='######' PD-MAJ ='#' PD-MIN ='#'

02 DEPT ='##' FY = '#' BSN ='####' LIMIT ='####' OA ='##' ASN ='####'

03 RD ='#' PEP ='######' FSN ='######' FAC = '#' AMS11 = '###########'

04 DESCPT = '###########################################' UIC = '######'

05 D-CODE ='#'

06 SORT BY APC

07 PRINT TITLE 'APC MASTER FILE'

08 AMS11 APC UIC RCN FUNC-COST PD-MAJ PD-MIN FY D-CODE DEPT BSN LIMIT PY

09 OA RD ASN RSC1 PEP FSN LC FAC CR-APC CUST-NBR DESCPT

10 MPE-218-ANN EXP-218-ANN EXP-218-MON MPE-218-MON CEIL-218-MON CEIL-218-ANN

11 CDE-78 CAOB-LEVEL FUND-CNTL-LV

-------------------------------------------------------------------------------

.. ================================ END =====================================

Type of Error: X

1. Description: Incorrect Management Decision Package (MDEP)

2. Edit errors are created:

a. MDEP is input to an appropriation that does not require an MDEP (331/333 reports vs. ELECTRA).

b. New APC established with no MDEP.

c. Incorrect MDEP assigned to the appropriation (331/333 reports vs. ELECTRA).

d. Status edit table, expenditure edit tables, or regulations not updated to reflect current changes.

3. Sample Edit Error Table for Error Code X:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|97X0833 |0100 |0 |57 |000 |02010000000 | |23037 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0257694 |X---- |

4. Validation/Verification:

a. Verify that the MDEP is required using AR-37-100-FY

b. Check the AVK 331 and 333 reports from STANFINS

5. Steps to correct ELECTRA:

a. If MDEP is incorrect/invalid or I s not required, locate the Error Code to correct in ELECTRA. In the Error Code column type the correct information. If the MDEP is not required then type “X” and delete anything after that leaving it standing alone.

b. If MDEP is correct but errors out in ELECTRA, contact Budget Execution Team in Indianapolis to report discrepancy.

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

6. Steps to correct STANFINS:

a. If the MDEP is incorrect, query AXW file in STANFINS for all APCs with the incorrect MDEP.

b. Coordinate with Installation and APC master file personnel to correct the APC identified as having erroneous MDEP

This is the query that can be used to search for an APC that contains/does not contain FCA and MDEP based on the appropriation that is creating the edit error.

BXU QUERY:

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: HOO-BXU TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: RECON OF THE BXU AND THE LXG

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ================================ T O P =====================================

01 FIND BXU062 WITH FY ='#' BSN ='####' LIMIT ='####' OA ='##' ASN ='####'

02 AMS4 ='####' EOR ='####' APC ='####' FUNC-COST ='#####' MDEP ='VFRE'

03 SET OBLIG (11.2) = OBLIG-INC + OBLIG-FYTD + OBLIG-CM + DEOB-FYTD + DEOB-CM

04 SET ACCR (11.2) = ACCR-INC + ACCR-FYTD + ACCR-CM

05 SET DISB (11.2) = DISB-INC + DISB-FYTD + DISB-CM-BY-US + DISB-CM-BY-OTH

06 + DISB-CM-BY-INT

07 SET HRS (5.2) = WKHRS-FYTD + WKHRS-CM

08 SORT BY FY (FUNC-COST MDEP APC ) BSN AMS4 EOR ODC LC

09 PRINT TITLE1 'BXU - INCEPTION & CURRENT YEAR TOGETHER -FORT HOOD'

10 FUNC-COST MDEP FY RT EOR ODC APC (OBLIG) PIC '$$$,$$$,$$9.99-' (ACCR)

11. PIC '$$$,$$$,$$9.99-' (DISB) PIC '$$$,$$$,$$9.99-' (HRS) PIC'ZZZ.ZZ9.99'

.. ================================ END =====================================

Type of Error: Y

1. Description: Invalid Allotment Serial Number (ASN)

2. Edit errors are created:

a. When APC or Customer Number is loaded into the master code file with an incorrect ASN.

3. Sample Edit Error Table for Error Code Y:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|2122020 |0000 |0 |22 |000 |43477100000 |11BB |91533 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0160425 |Y---- |

4. Validation/Verification:

a. Verify that the ASN is valid by referencing the FAD and Status Edit Tables for open allotment only.

5. Steps to correct ELECTRA:

a. If the ASN is incorrect change to correct ASN.

b. In ELECTRA locate the error code to correct. In the Error code column, type the correct information.

c. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

Note: If there is a disbursement against the incorrect Allotment Serial Number (ASN) it will create a Status/CER Variance.

6. Steps to correct STANFINS:

a. If the ASN is invalid, search the LXG, FXW and BXU for that APC and Customer Number.

b. Reverse any incorrect transactions.

c. Change APC (master code file) to reflect correct ASN.

d. Process the reversed lines back into the LXG, FXW and BXU.

AXW Query

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: MAST-APCMAD08 TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: SEARCH FOR INVALID ASN

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ============================== T O P ====================================

01 FIND ALL AXW041 WITH ASN ='2000'AND FY ='2'

02 SORT BY APC

03 PRINT BY FY APC D-CODE DEPT BSN LIMIT OA ASN PEP AMS LC

.. ================================ BOTTOM===================================

LXG Query

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: 218R-MAD3 TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: SEARCH FOR INVALID ASN

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

..=============================== T O P ====================================

01 FIND ALL LXG041 WITH EOE ='####' AND FY ='2'AND ASN = '2000'

02 SORT BY FY APC

03 PRINT BY FY APC EOE ODC DOC-NO OBLIG PIC 'ZZZ,ZZZ,Z99.99-'

04 DISB PIC 'ZZZ,ZZZ,Z99.99-'

.. ================================ BOTTOM===================================

BXU Query

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: 218R-MAD5 TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: BXU INVALID ASN

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. =============================== T O P ===================================

01 FIND ALL BXUAVK01-R-041 WITH FY = '2'

02 AND AMS = '###########' AND APC = '####'

03 AND EOR = '####'

04 AND ASN = '2000'

05 AND ODC = '#'

06 SET OBLIG-TOT (9.2) = (BXU041 OBLIG-FYTD + OBLIG-CM)

07 SET DEOB-TOT (9.2) = (BXU041 DEOB-FYTD + DEOB-CM)

08 SET DISB-TOT (9.2) = (BXU041 DISB-FYTD + DISB-CM-BY-US + DISB-CM-BY-OTH

09 + DISB-CM-BY-INT)

10 SORT BY FY APC

11 PRINT TITLE1 'BXU EXPENSES 218'

12 FY RT APC EOR ODC

13 (OBLIG-TOT) PIC 'ZZ,ZZZ,ZZ9.99-' (DEOB-TOT) PIC 'ZZ,ZZZ,ZZ9.99-'

14 (DISB-TOT) PIC 'ZZ,ZZZ,ZZ9.99-'

. ================================ BOTTOM===================================

FXW QUERY:

--------------------------------------------------------------------------DQD10

DATAQUERY: EDITOR

-------------------------------------------------------------------------------

NAME: 112/REPORT TYPE: QUERY STATUS: PUBLIC

DESCRIPTION: CHECK 112 DATA

....+....1....+....2....+....3....+....4....+....5....+....6....+....7....+.

.. ============================= T O P ===================================

01 FIND FXW0## WITH FY = '#' BSN = '####' ASN = '####' OA = '##'

02 CUST-NBR = '######' LIMIT = '####'PEP = '######'RSC = '###'

03 SET OR (9.2) = ORDERS-FYTD + ORDERS-CM

04 SET COLL (9.2) = (COLL-FYTD + COLL-STA-CM + COLL-OTH-CM + COLL-IF-CM +

05 TRANS-FYTD + TRANS-CM)

06 SET REIM (9.2) = REIMB-FYTD + REIMB-CM

07 SET AR (9.2) = ACCT-REC-1OCT + REIM + COLL

08 SET UF (9.2) = UNFIL-ORD-1OCT + OR - REIM

09 SORT FXW0## (FY) (ASN)(OA) (PEP)(RSC)(CUST-NBR)

10 PRINT BY FY BSN ASN OA CUST-NBR PEP FXW044

11 (OR) AVK022MD$

12. (REIM)AVK022MD$ (COLL) AVK022MD$(AR) AVK022MD$ (UF)AVK022MD$

.. ================================ BOTTOM===================================

Type of Error: Z

1. Description: Duplicate Record

2. Edit errors are created:

a. When Transaction Reporting Codes (TRCs) are added and same amount appears with the same TRC.

3. Sample Edit Error Table for Error Code Z:

|EDIT ERROR TABLE |

|A |B |C |D |E |F |R |M |

|APPN |LIMIT |PY |OA |RSC |AMS |EOR |FSN |

|2122020 |0000 |0 |22 |000 |43477100000 |11BB |91533 |

| |

|H/V |

|AMT/QTY |

|ERROR |C |0160413 |Z-------------- |

4. Validation/Verification:

a. Verify the duplicate record with the original STANFINS file.

5. Steps to correct ELECTRA:

a. In ELECTRA locate the error code to correct. In the Error code column type D.

b. Download changes from ELECTRA and provide information to site POC for consolidation and uploading to Ogden.

6. Steps to correct STANFINS:

a. No action required.

|Acronym Table |

|AMS |Army Management Structure |

|AMSCO |Army Management Structure Code |

|APC |Account Processing Code |

|ARP |Annual Reimbursement Program |

|ASN |Allotment Serial Number |

|CER |Command Expenditure Reports |

|DERF |Defense Emergency Relief Fund |

|DFAS |Defense Finance & Accounting Services |

|DoD |Department of Defense |

|DWCF |Defense Working Capital Fund |

|EOR |Element of Resource |

|FAC |Fiscal Action Code |

|FAD |Funding Authorization Document |

|FCA |Functional Cost Account |

|FY |Fiscal Year |

|MDEP |Management Decision Package |

|OA |Operating Agency |

|ODC |Obligation Data Code |

|OSD |Office of Secretary of Defense |

|PY |Program Year |

|RDT |Record Data Type |

|RSC |Reimbursement Source Code |

|SOF |Source of Funds |

|STANFINS |Standard Finance System |

|TA |Type Actions |

|TDA |Table of Distribution and Allowances |

|TRC |Transaction Reporting Code |

|UIC |Unit Identification Code |

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