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CALSTARS (California State Accounting & Reporting System)

Frequently Asked Questions

 

Click on one of the topics below:

 Budget Sequence Number

 CALSTARS Reports

 Claim Schedule Process

 Cost Allocation

 Document File

 Error File Correction

 Miscellaneous

 Security

 Upload Process

 Year End Close, Year End Open

Budget Sequence

  1. How is the Budget Sequence number for an appropriation transaction determined?

Use Budget Sequence number 001 for the initial authorization after Budget Revision (BR) 1. For Subsequent BRs, use the Budget Sequence number assigned to the BR by your agency's Budget Office. For Executive Orders, use the assigned Budget Sequence number on the CALSTARS website at www.dof.ca.gov/html/calstars/calsdocs/optools/budgetsequencenumbers.htm. If you are unable to determine the appropriate Budget Sequence, contact the CALSTARS Hotline at (916) 327-0100 or e-mail at Hotline@dof.ca.gov.

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CALSTARS Reports
  1. Why do the Operating  File Reports (Q10, Q16, etc.) not show the same amount of personal services costs as the labor  reports  (L01/L02)?

The only transactions that post to the labor reports are those generated by the CALSTARS Labor Subsystem. If personal services expenditures are manually  posted to CALSTARS, they are displayed on the Operating  File reports, but are not displayed on the Labor reports. If labor transactions appear on the Error  File, classification information such as Index, PCA and Agency Objects may be changed during the Error File Correction process. This may cause a difference between the labor reports and the Operating File reports. The labor reports show the original Labor Subsystem  transactions. The Operating File reports include the impact of the corrected transactions and manually posted transactions.

  1. Why does the amount of Expenditures (GL 9000) on the G01, Trial Balance of General Ledger Accounts, not agree with the amount of Expenditures on the G02, Pre-Closing Trial Balance?
Expenditures on the Pre-Closing Trial Balance are budgetary expenditures and include General Ledgers 6150-Encumbrances, 6151-Annual Allocated Encumbrances, 6152-Start-of-Year Encumbrances, and 9000-Expenditures.

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Claim Schedule Process

  1. How is an entire claim schedule or an individual item within a claim schedule deleted from the Claim Schedule Maintenance Screen (B.2)?
  1. To delete an entire claim schedule, enter DELETE, DEL, or D  in the Maint Operator column of the line containing the Claim Schedule number. This means the claim schedule or the transaction within a claim schedule is no longer available for print.

  1. To delete an individual item within a claim schedule, use the Insert function to create a transaction. Enter an I in the F column on the line containing the Claim Schedule number. A new trans ID will appear. Change the sequence number to the transaction that corresponds to the transaction you want to delete. Verify the sequence number by reviewing the Claim Schedule Requiring Action (CSBW01-1) Report  or the Claim Schedule Preview (CSBW08-1) Report. 

Note:

  1. All Claim Schedules listed on the Claim Schedule Maintenance Screen, B.2, contain Sequence 00000, and
  2. Deleting transactions from the Claim Schedule Subsystem does not delete the previously posted expenditure transactions. Therefore, additional action  may be required.

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Cost Allocation
  1. How can it be determined if cost allocation/fund split (CA/FS) is completed? What should be done if it isn't?
On the current year OC Table, the Run Cost indicator automatically resets to N upon completion of all steps requested. The Last Step Run field will display the number of the last Cost Allocation step completed if Fund Split was not requested. If Cost Allocation and Fund Split were requested, the Last Step Run Field will display 'FS'.

If Cost Allocation/Fund Split errors occur, the Run Cost indicator will display an M. Errors may occur, for example, if a PCA is inactive or an Appropriation Symbol has reverted. All CA/FS errors must be corrected prior to restarting CA/FS. To restart CA/FS, key a C in the Function  field and a C in the Run Cost indicator field. After all FS errors are cleared from the Error File, order a Q21 by fund to verify that  the D fund source accounts (if applicable) are zero.

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Document File
  1. Should a TC 912 be used to change a PCA number on a document?
No. A TC 912 should only be used to add the S (Save) Modifier or to add/change the Vendor Number. Non-informational data should never be changed using a TC  912. For example, if a PCA is changed using a TC 912, the document may likely be liquidated or reversed with a different PCA than the PCA the document was originally established with. This causes an inconsistency between the Document file and the Operating file.

When using a TC 912  to add/change the S modifier or Vendor Number, it is important that all remaining data is entered exactly as it was originally entered on the document, except the amount which must be zero. Use the F4 Document File retrieval  feature to ensure that the information is not changed.  For information on the Document File Retrieval feature, refer to Volume 1, Chapter IX, of the CALSTARS Procedures Manual.

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Error File Correction

  1. What causes the OPT OBJ DTL NOT D11 (E67) error message for a TC 362 (automated posting of a CD102)? What should be done?

When a claim schedule is paid by the SCO, a Notice of Claims Filed (CD102) form is sent by the SCO to the agency. If an agency has their OC Table CD 102 indicator set to a Y, TC 362 transactions are automatically generated from the monthly CD 102 electronic file received from the SCO. When a TC 362 does not match the Document File, the Claim Schedule Subsystem inserts an Object Detail Code 000 into the transaction. This forces the non-matched transaction to the Error File with an E67 error message.

These non-match errors occur when a claim schedule is not posted in CALSTARS, when a claim schedule was paid from a different FY or  appropriation than what was recorded in CALSTARS, or when a claim schedule is split. Analyze the transactions to determine the cause of the error(s). Enter the missing claim schedule(s) or correct the claim schedule transaction(s) in CALSTARS. The transaction(s) may be deleted from the Error file and manually posted or the following steps must be taken to clear the Error File:

  1. Enter an I (insert) in the S(status) column next to the transaction ID to add an additional line. Type Fund Segment in the Data Element No/Name field. Enter the appropriate Appropriation Symbol, Fund, Fund Source, Method, and Fund Detail. If no Fund Detail exists for the transaction, space through the 10th and 11th position.
  2. Enter Detail Correction Number 26 in the Data Element No/Name field  and a $ in the Data Element Value column on the Error Correction Screen to delete the Object Detail code 000.

Note that if there are multiple errors, it may be faster to delete the errors from the Error File and prepare a batch of manual TC 252s to record the CD 102 entries.

  1. There are Cost Allocation transactions on the Error  File. Cost Allocation did not complete; the Run Cost indicator on the OC Table displays M and the Last Step Run indicator does not show FS. What should be done?
Correct the errors using the Error File Correction process. When the errors are cleared from the CALSTARS Edit Activity Error report, set the Run Cost indicator on the OC Table to Y, A or C.
  1. What causes the AP Date Not In Range (EA7) error message to appear on the error file in July? What should be done?

Normally, agencies set their reverting appropriations to revert as of June 30. When transactions are entered after June 30 and the Document Date field is blank or contains a date after June 30, the system rejects the transaction because the date of the transaction is past the ending date shown on the AS Table Revision Date. To correct this error, either change or add a Document Date prior to July 1 or change the Appropriation Symbol Reversion Date to a date equal to or later than the transaction date.

  1. How is the Fiscal Month, Claim Schedule Number or Check Number corrected using the Error File Correction process?
The Fiscal Month (FM) or Claim Schedule number may be corrected through the Error File Correction process when the Batch Header is on the Error File. The Sequence Number for a Batch Header transaction on the Error File is '00000'.

To correct the FM or Claim Schedule Number, key the appropriate correction number in the Data Elem No/Name field on the Error Correction screen (Command C.3) and the correct FM or Claim Schedule Number in the Data Element Value field. This information must be keyed on the Batch Header transaction line. When a batch level correction is used, all transactions in the batch are corrected. Refer to the CALSTARS Procedures Manual (CPM), Volume 4, Chapter III for coding information.

If the Batch Header is not on the Error File, the FM may be corrected by keying a group level correction in one of the transactions within the batch. To do a group level correction, change the Sequence Number in the Transaction ID to '00000'. Key GR16 in the Data Elem No/Name field on the Error Correction screen (Command C.3) and the correct FM in the Data Element Value field. The group level correction will correct the FM for all transactions within the batch that were on the Error File.

The Check Number cannot be corrected via the Error File. Delete the transaction from the Error File and key the transaction with the correct Check Number.

  1. What causes a Budseq Required (EX1) or Budseq Tble No Match (EX4) error message for TC 680? What should be done?

These error messages are typically received when continuing appropriation balances roll forward to the new fiscal year. If a Budseq Required (EX1) error message is received, add a Budget Sequence number of 001 to the transaction. If a Budseq Tble No Match (EX4) error message is received, set up the corresponding Budget Sequence Table record with the new fiscal year for the appropriation.

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Miscellaneous

  1. What time is the cutoff for setting my OC Table to run Cost Allocation, Labor Distribution, or YEC/YEO, Monday - Friday, year-round?
  • Cost Allocation-----------------10:00 AM
  • Labor Distribution----------------3:00 PM
  • YEC/YEO-----------------------6:00 PM
On the last working day of each month, nightly processing begins at 5:00 PM rather than 6:00 PM.

Additional dates and times are scheduled for the Year-end Close period. These are announced each year in the Schedule For Year-end Closing COM, which is available on our CALSTARS website at www.dof.ca.gov/html/calstars/coms.htm.

  1. Where can information be obtained that describes the purpose of a Transaction Code?

Read the comments section on the Transaction Code (TC) in the CALSTARS Procedures Manual, Volume 5. The comments section describes each TC's purpose and includes coding tips and helpful information.

The CALSTARS Procedures Manual, Volume5, is available on our CALSTARS website atwww.dof.ca.gov/accounting/calstars/faq/cpm.php.

  1. A Controller's Journal Entry (JE) shows expenditures posting to a non-shared fund. The Organization Code on the JE is not the agency's. What should be done?

If the JE is not posted, the General Ledger balances for Cash and Fund Balance will not agree with the Controller's. The JE affects the General Ledger balance, but does not post to any of the agency's appropriations.

The following two Transaction Codes are available for posting these transactions:

TC 581-Decrease Fund Balance


Dr 5530 Fund Balance-Unappropriated

Cr 1140 Cash in State Treasury

TC 582-Decrease Retained Earnings

Dr 5540 Retained Earnings
Cr 1140 Cash in State Treasury
These TCs are used to record SCO journal entries that decrease the agency's Fund Balance or Retained Earning, but do not impact the agency's Organization Code (Org Code). These journal entries are typically for the following adjustments: 

Prorata (Org Code 9990)
GAAP Reporting or Century Change (Org Code 0840)
Rural Health Care Assessment (Org Code 8380)
Board of Control (Org Code 8700).

A Subsidiary Code is required on these transactions. The Subsidiary Code identifies the type of adjustment. Agencies may use their own numbering conventions when establishing the Subsidiary Code(s); however, use the following titles:

Pro Rata
GAAP Reporting
Century Change
Rural Health Care Assessment 
Board of Control Claim

The Subsidiary Code title(s) and corresponding amount(s) is displayed on the Year-End Report 9 (G04) as Adjustments To Fund Balance.

The transaction illustrations for these TCs are available in the CALSTARS Procedures Manual, Volume 5, which may be accessed at www.dof.ca.gov/accounting/calstars/faq/cpm.php.

  1. Why did a Natural Error 932 occur which then automatically returns the user to the Main Menu screen? There were no apparent errors.

There are occasions when CALSTARS staff must replace a Natural program during the day. When this occurs, the Natural Error 932 is displayed and you are returned to the Main Menu screen.

Unfortunately, agencies are inconvenienced when this maintenance is performed. However, the advantage to performing system maintenance during the day is that unanticipated problems can be quickly corrected. To minimize any inconvenience to CALSTARS agencies, most maintenance is performed during the evening or early morning hours when user activity is low. Also, programs are replaced during the day only when absolutely necessary. 

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Security

  1. What should be done when your CALSTARS password is revoked?

Contact your agency's Security Officer to reset the password.

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Upload Process

  1. An agency would like to start submitting financial transactions, accounting table maintenance, or labor table maintenance (timesheets) electronically. What steps are needed?
Please call (916) 445-0211, Ext. 2811, and ask for the Systems Support Unit Manager or e-mail calstars@dof.ca.gov for more information.
  1. What time is the cutoff for submitting FTPs for external financial transactions, table maintenance, or labor table maintenance (timesheets)?

Normal Time

  • Transactions and accounting table maintenance  5:30 PM

  • Labor table maintenance                                   2:30 PM

Last Working Day of the Month

  • Transactions and accounting table maintenance  4:30 PM

  • Labor table maintenance                                   4:30 PM

Day before Thanksgiving, Christmas,  New Years

  • Transactions and accounting table maintenance  11:30 AM

  • Labor table maintenance                                   11:30 AM

Saturdays (during Year End only)

  • Transactions and accounting table maintenance  12:30 PM

  • Labor table maintenance                                   12:30 PM

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Year End Close, Year End Open (YEC/YEO)

  1. Where does YEC/YEO fit in the CALSTARS processing cycle? When does it run? What time should the Run YEC indicator be set to run YEC/YEO?

The following processes are run in the order listed:

Table Maintenance
YEC/YEO
Error Correction Process

Note that Error File corrections are processed after YEC/YEO. Any transactions on the Error File that affect YEC/YEO must be cleared before the Run YEC indicator is set.

YEC/YEO runs after the Table Maintenance Process, which begins at 6:00 PM. The indicator for YEC/YEO may be set anytime during the day before the system begins nightly processing at 6:00 PM.

  1. The RUN YEC indicator is set to a C; but the process did not run. Why?

Review the CFY010-1, Preliminary YEC Processing Report, to determine the reason YEC did not run and refer to the following steps:

  1. If a YEC authorization was not requested, call the Hotline at (916) 327-0100 to have a CALSTARS analyst set the YEC authorization.

  2. If a YEC authorization was requested and YEC did not run, call the Hotline at (916) 327-0100 to find out why.

  3. If there is current year activity in the reverting appropriation, reverse all current year activity for the reverting appropriation or perform Appropriation Symbol Table maintenance.

  4. Change the associated reverting Appropriation Symbol Table record Reversion Date to a later date and the Reversion Indicator to a value other than 1 until the YEC process is complete.

  5. After all changes and corrections are posted and verified, call the Hotline at (916) 327-0100  to have a CALSTARS analyst reset the YEC authorization.

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