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ACR 60472 – USAS System Change
Effective May 20, 2021

Introduction

Application Change Request (ACR) 60472 for the Uniform Statewide Accounting System (USAS) provides the option for agencies to reserve batch numbers for the exclusive use of input record (INREC) files. This change is effective May 20, 2021.

Background

Agencies enter accounting transactions into USAS either through online entry or through the submission of INREC files. Both methods require the creation of a batch header that includes the batch ID, which is a unique batch identifier consisting of the batch agency, batch date, batch type and batch number. Once a batch ID is created, it cannot be used again, even if the batch header is subsequently deleted.

Issue

When a batch ID is created through online entry via the Batch Header Entry (500) screen and later an INREC file is submitted containing a batch header record that uses the same batch ID, USAS rejects the INREC file with a duplicate batch ID error and the associated transactions are not processed in USAS.

This creates a delay of at least one business day in the processing of the transactions, since the agency must resubmit the transactions using a different batch ID. This can result in the generation of prompt payment interest, default deposit postings, and funding or budget errors.

For the CAPPS-Financials team, creating a new batch header record for the INREC file is a highly labor-intensive process. To rectify this issue, the CAPPS-Financials team requested implementation of a mechanism to reserve a specific block of batch numbers only to be used for the submission of INREC files by the CAPPS agencies.

Solution

Through discussion and analysis, it was determined that this edit could be useful for all agencies and should allow for a flexible process for agencies to reserve batch numbers for INREC files.

As a result, a new Titles (D53) profile, Table ID: EXBN, was created that allows agencies to reserve up to five single or five ranges of batch numbers exclusively for INREC files. Once batch numbers are reserved, those batch numbers may only be used for INREC files. USAS issues a fatal error when a user attempts to create a batch ID directly in USAS through the 500 screen that uses a reserved batch number. The user must enter a different (unreserved) batch number to proceed with the online data entry.

Note: This edit is not invoked when adding new transactions to an already-existing batch via the Recall A Batch For Correction (510) screen, even if the batch uses a reserved batch number.

Actions Needed

Agencies must email their appropriation control officer requesting the establishment of the D53 profile to reserve their INREC batch numbers. The request must include:

Note: The CAPPS-Financials team is working with the CAPPS agencies for the initial batch number reservations.

For More Information

Contact your appropriation control officer with questions on reserving batch numbers.