1. Press Re-enter. The STS Re-Entry mode starts which automatically selects all items for re-entry. This is an excellent way to verify all items in the batch, or a limited range of items.
2. Press Continue. The item Re-Entry Form appears.

Item Re-Entry

The item reentry form enables the user to re-enter the amounts again and identify the wrong entry in the process. This form has three parts.

The first, topmost part exhibits the Item entry details as are in the Edit Batch Details form. It has a New Amount column in which the new amount entries are made and compared with the previous entries simultaneously.

The central part of the form shows the "Re-entry range statistics". It keeps the user informed about the number of items for which New amount field has been re-entered. Variance shows the difference between the Item count and Balance in the entries previously made and the Item count and Balance of the re-entries.

The lower part of the form - "Batch Statistics", shows the Item Count and Balance as is given in the Batch Header. The variance here is shown between the Batch header Item Count and Balance and the re-entered Item Count and balance.

Example Re-Entry Screen



 

The above screen shows that the first item has already been re-entered and found correct. The next item is now in the Current row.

Steps to re-enter items for validation

1. ReEnter the amount (in New Amount) for the item in the Current row.
2. Press Next
3. If the amount for the current item re-entered in the New Amount field is the same as the one entered in the New Batch form, next item will come to the current row.
4. Press Close to go to the Batch Items form.

Amount Is Different Form

In the Re-entry form, when the amount (of a particular entry) in the Item entry form differs from the New Amount STS automatically brings up the "Amount is Different" Form.

Amount is Different Example

If the item amount is 9 in the Batch Entry form, and the re-entered amount in the

Re-entry form is 10 the following "Amount is different" Form appears when "Next" is pressed:



Steps when Amount is Different form appears

 

1. Choose any of the options from the "Action" list to edit the original data.

Or…

1. Edit the amount field.
2. Choose any of the options from the "Action" list to edit the original data.

• Identify Items using Quick Filters and Custom Queries
• Review Item information directly in the spreadsheet view
• Open Batch Detail information using Batch Review
• Reassign Selected Items to a new Owner
• Write-Off Selected Items
• Match Selected Item to Any Other Outstanding Items (Force)

• Click on Notes.
• In the following screen that appears type in the note for that entry.

• Press Save & Add, to save the note and add to the list.

• Press Save to save the note and keep editing the same item.

All	Exhibits all entries irrespective of the Item status.
Active (A)	An Item is active if it has not been cleared – uncleared entries are active Items.
System Cleared (S)	STS System automatically clears entries having logical counterparts. These are marked as System cleared.
Difference (D)	Certain entries might be cleared through "force matching"-i.e.- all the parameters of the entries might not match but the two (or more) items may be cleared by the user. Such entries are cleared irrespective of the difference in the amount (+ value or – value).
Matched (M)	Two entries are marked "Matched" by the system when they are cleared on the basis of their equal amounts (one being +value and the other-value), ignoring all other parameters.
Loss (L) or Gain (G)	If an item is forced matched and cleared by itself it is marked as Loss or Gain by STS System depending on weather it is debit or credit.

1. Click the drop down listbox.
2. Select any available option from the list.
3. Enter an amount or value, if required.
4. Use any combination of fields.
5. Press Refresh.

• Irrespective of the Item Status (All),
• And made at the Dallas Cost Center,
• And which have been Assigned to or the Owner of which is MicheleH,
• And which have been entered by LornaM,
• And entered on the specified date (01/24/98) only,
• And with Item Amount greater than or equal to $200.

• Custom Query Conditions

• Custom Sort Key

1. Select a Comparison Field

The comparison field is the field by which the user wishes to compare, or view a list. The user may wish to view a list of items according to any of the following comparison fields:

 

Account Number

A 16 digit number that identifies each item as belonging to a specific Credit Card Account Number. STS has a check digit validation test for STS Account Numbers; if an Account Number does not pass the test the system warns the user by sending in the message. The user may wish to view a list of items with a unique Account Number, or items with the Account Numbers ranging between two values.

 

Control Number

Control numbers follow a standard format of six numbers. They are divided into ranges according to department or function and never overlap. Thus, each item has a unique control number which in turn falls in the range of control numbers that have been allotted to the department or Cost Center where the item is entered.

 

Batch ID

It is auto generated by the system for each new batch that is created.

 

Item ID

It is auto generated by the system for each item.

 

Match ID

ItemID that item is matched with.

 

Item Status:

An item may be active (A), or cleared through any of the following – Auto-Cleared, Manual, Difference, Loss, Gain. The user may view a list by giving item status as a criterion in the Query Builder.

Amount

The user may wish to set up a criterion in the Query Builder wherein the amount of the items may be involved.

 

Entry Date

Date on which the batch/item entry was made in STS.

 

 

Entry By

Name of the user, login ID of the user who entered the batch/item.

 

Resolution Date

Date on which the item was resolved (cleared).

 

Resolution By

Name of the user who resolved the item.

 

Item Note

A note may be written to an item/batch or a group of items/batches. The user may view a list of items selecting the Item Note as a criterion.

 

Owner

Each item/batch is allotted to an owner. Owner is an option field to choose from while building a query.

 

Last Change Date

Date on which any changes were made to an item/batch detail, example- re-assignment of batch/item to a new owner.

 

Last Change By

Name of the user who last made the changes to an item/batch detail, example- re-assignment of item/batch to a new owner.

 

Edited

Item has been edited.

 

Item Open

An item which is active and is presently open (being review for clearing).

 

Item Open By

Name of the user who is logged in and has Item Open.

 

Write-Off Amount

When items are Force Cleared, certain amount may be written off (since the two items may not have equal amount). Such an amount is called the Write-Off amount. The user may use this field as a criterion in the Query Builder.

 

2. Select a Criteria (Comparison Method)

The user may choose any one of the available criteria for comparison of values or text.

If a value comparison is being formed, the standard comparison rules for numbers apply.

Examples: 1 < 2 1 is less than 2

1 ≥ 1 1 is greater than or equal to 1

0 <> 1 0 is not equal to 1

 

If a text comparison is being formed, comparison rules apply according to alphabetical order.

Examples: Jones < Smith "Jones" is less than "Smith"

Jones ≥ Jones "Jones" is greater than or equal to "Jones"

ALPHA > A3 "ALPHA" is greater than "A3"

Alpha < Alps "Alpha" is less than "Alps"

Alpha < ALPHA "Alpha" is less than "ALPHA"

Gamma < Gammas "Gamma" is less than "Gammas"

 

 

Null is another comparison type, which implies "empty". Null need not be chosen for required fields, such as the Amount field, because they can never be Null. It is of special consequence when the user wishes to find a list of items/batches with missing values for the fields like Last Change By.

 

3. Input a Comparison Value

The Comparison Value is the value or text that is being sought or excluded for all possibilities in the comparison field being used. In the example below, the Account Number is input to find only the items with that Account Number.

 

4. Click the "Add to List" button

• Select Account Number from the drop-down listbox in the Comparison Field.
• Since the user wishes to view only numbers starting with specified digits - 54 and 46
• Select Like from the Criteria drop-down listbox.
• In the Comparison value enter 54.
• Press Add to list
• Select And
• Repeat the earlier steps, replacing the Comparison value with 42.
• Press Add to list.
• Press OK

1. Click to unfold the Field drop-down listbox.
2. Choose a field (by clicking) from the list.
3. Choose Ascending/Descending from the order field to display the list according to ascending or descending order.
4. Click on Add to List to add the entry.
5. You can add as many fields as you like to build your custom sort key, though one or two is optimal.
6. To remove a criterion from the custom sort key, highlight the criterion and click Remove.
7. Click OK to complete the Custom Query and run the query.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Chapter 5 - Item Clearing

The Item Clearing Form allows a selected outstanding item from the Item Browser to be matched with other outstanding items according to an entirely different set of conditions. Default conditions for matching items are pre-populated based on the source item’s Account Number and Control Number. Unmatched Balance reflects the total amount left to match. If this amount is not zero when the user clicks the "Clear Item" button, the user must either mark the matched items as pending, or Write-Off the remaining balance.

The lower portion of the form exhibits the item that is to be cleared. In the upper portion of the form the user may fill in a criterion to get an Item Matching list, to match/force match and clear the selected item. A single item may be cleared against one or more items.

Example of Item Clearing Screen

 



 

 

Steps to clear a suspense item

1. Quick Filters - Fill in the criterion of selection in the Quick Filters (using the same procedure as in the STS Items Form).

Show Items Having Same window – Provides an option to view items with the same Account Number and/or Control number.

2. Check/uncheck the Account Number and/or Control number field.
3. Amount Filters- From the drop-down listbox choose All or enter a comparison amount in the Item Amount Range in the Amount filters.
4. User Filters – These are similar to the User filters in the STS Items List Form and involve the same procedures.
5. Click on Refresh.

• Click on refresh after any changes made in the filters to view the refreshed list.