DBA Modify Sub Menu

The DBA modify sub menu allows modification to certain records that contain errors in identification and status which have posted to the RRACS general ledger. As a general rule maintain source journal data can be modified. However, ledger classification or dollar amount cannot be modified. Erroneous ledger classification or dollar amount data requires a reversal journal action. All modifications begin with journal number series 902.

This table describes the steps required to modify a posted journal Record.

Step

Prompt

Description/Action

Select

DBA Main Menu

Select Modify.

List Source Journal

Process Type

Select process type from list box which requires modification.

OK Button

Account Period

Current account period is default period; if other than current period, enter correct period.

Tab Key

Previously selected source journal type will be indicated; If incorrect, Exit to prior journal.

Tab Key

Highlight Transaction Type from list box, if unknown, select None. None will generate all transactions that have posted for the selected process type. (If None is used, expect an extended period of response time.)

Tab Key

Document Number

Enter document number, if known.

Tab Key

Enter Area Office if known.

Tab Key

Status

Select Open or Closed (Mandatory selection).

List

Select List from Action Bar.

List Source Journal

List source journal provides summary of activity for process/transaction type. List box will display all records pertaining to the transactions.

No input Required

Display Source Journal

For detail of specific transaction, highlight transaction and select...

Display Button

Display Source Journal

Displays journal entry detail for selected transaction and associated journal(s) related to the transaction in the posting (journal) number list box. Highlight journal number to be modified; to display original journal, select Review Journal.

Review Journal Button

To modify original journal, highlight journal number to be modified and select...

Modify Button

DBA Maintain Transaction

Highlight process/transaction type to be modified.

Action and Edit

Original maintain source journal will be displayed; modifications can be made to any input field allowed for the selected process/transaction type. Make required modification; if correct select OK; if incorrect, select Cancel.

OK or Cancel Button

To modify journal Entry, select journal entry to be modified from list box, select...

Edit Button

DBA Maintain Journal Entry

Original journal Entry journal will be displayed; Modifications can be made to any input field allowed for the selected process/transaction type. Make required modification; if correct select OK; if incorrect, select Cancel.

OK or Cancel Button

Maintain Transaction

Message

Review modifications, if correct select Message to enter up to 256 characters of audit trail information (Mandatory Input), select...

OK Button

Post

If correct, select...

Post Button

CIR/CASHLINK Research option is for research only. No modifications are allowed

No modifications are allowed for Batch activities.

This table identifies attributes (entry fields) for all process types which can be modified using DBA Modify Menu.

Source Journal

Document ID

Alternate Document ID

High Check Number

Low Check Number

External Agency Code

External Appropriation Symbol

Federal Reserve Bank (FRB)

FRB Batch Date

Cycle

Prepare or Confirm Dates

Journal Entry Journal

Area Office or Field Office Code

Items

Document Locator Number (DLN)

State

Each modification is limited to one correction at a time. If multiple errors occur on one journal, one correction at a time must be performed. Prepare date must be the last item modified for multiple corrections.

If the modification is done incorrectly, correction modification must be made to original journal; system will not allow modifications to 902 journal series.

Disregard any alpha characters on high or low check numbers. Only numeric input is allowed.

District Office on inventories should not be modified. Close the inventory then reopen with correct D.O.

Erroneous Refunds should not be reversed. Close the case and then reopen.

This table lists modification notes/restrictions which apply to process types.

Process Type

Notes/Restrictions

Assessments

Can be modified as long as a 23 C Certificate has not been generated, printed and signed. Once the assessment has been generated, the Document ID may not be modified.

Abatements

Can be modified as long as the F2188 Abatement Certificate has not been generated, printed, and signed. Once the abatement has been generated, the Document ID may not be modified.

Deposit

Once a deposit has been confirmed, the Document Number and Prepare Date can be changed.

Disbursements

When the Document ID is modified, the system will automatically modify the Document ID's for all associated Process Types (Application and NTRR line Data).

Deposit Funds, Loss and Inventory

When a Document ID is modified, the system will automatically modify all associated journal entries.