Procedures - Agency Batch COA Maintenance

Overview

When agencies need to perform maintenance on a large volume of financial distributions, batch transactions can be created to perform the necessary maintenance. The batch maintenance process will reduce the need to process similar updates online.

Transactions will be batched according to a prescribed record layout. The transactions will be placed in a data set using OSC-naming conventions. These transactions will be included in the nightly OSC process. Contact the OSC Support Services Center at 919-875-HELP to perform Batch COA Maintenance. Simple requests for Batch COA Maintenance should be made at least one business day in advance, complex requests for Batch COA Maintenance should be made several business days in advance.

Batch Load Options

The following GL maintenance may be performed in a batch:

•  Accounting Distribution:
  • Add Company/Account/Center Combinations
  • Change Company/Account/Center Combinations
  • Deactivate Company/Account/Center Combinations
• AA Accounts:
  • Add AA accounts
  • Change AA accounts
• Centers:
  • Add a center description
  • Change a center description
• Center Elements:
  • Add a center element description
  • Change a center element description
• Grants:
  • Add Next Fiscal Year Grant accounts and accounting distributions

Maintenance for GL Records on NCAS

Batch COA maintenance may be required for COA records on the NCAS. OSC will need information about the records you need changed or deactivated. This can consist of accounting distributions related to a particular center, or a fund or a budget code. Examples of such batches are :

• The accounting distribution for a particular center needs to be recreated with 30 new centers.
• For a particular company all 9 digit centers need their GL accounting distributions deactivated and loaded with the center trimmed to 8 digits.

Maintenance for GL Records New to NCAS

GL batch maintenance may be necessary for GL records new to the NCAS. For revenue and expenditure accounts OSC needs only the 43 and 53 accounts and will at your request add the encumbrance accounts or the complete family of accounts. OSC needs the following data in an Excel spreadsheet.  

• AA Accounts: 4 digit company, 6-11 digit account and maximum 25 digit description.
• Add or Change Company/Account/Center Combinations - 4 digit company, 6-1 digit account, 4-12 digit center and an optional 6 digit activate and deactivate date. To add a combination, the account should already be added for the agency on the NCAS.
• Deactivate Company/Account/Center Combinations - 4 digit company, 6-11 digit account, 4-12 digit center and an optional 6 digit activate and deactivate date.
• Center Elements- 4 digit company, 1 digit alphabetic prefix, 1-8 digit center element and a maximum 40 digit description.
• Center Descriptions- 4 digit company, 4-12 digit center and a maximum 40 digit description.

SUMMARY

It can take several days for Batch COA Maintenace to be performed. OSC will contact an agency when the batch is placed into the production cycle. The next day the agency along with OSC should review the batch proof list to verify the Batch COA Maintenance.