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USAS Coding Instructions

19 (519) Legal/Descriptive Text

Agency defined. The Legal/Descriptive Text (19) screen provides a mechanism to attach additional descriptive information to a document. This information may include the legal cite to support the financial transaction, an explanation of the transaction, and required descriptive information to meet purchase or audit requirements. This screen is also used by oversight agencies to add audit review comments and findings. The addition of text on the 19 screen generates an approval action code of 220 Descriptive/Legal Text that is included on the Document Tracking Inquiry (37) screen. Only tracked documents can be viewed on the 37 screen.

To access this screen:

  • Press the F7 key on the financial transaction data entry screens. The document agency, document number and fiscal year (FY) will be carried to the 19 screen.
  • Press the F7 key on the 37 screen. The document agency, document number and fiscal year (FY) will be carried to the 19 screen.
  • Select option 19 on the Transaction Entry Submenu.
  • Enter 19 in the LINK TO field to link directly to this screen.
 TEXAS  S519           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                    LEGAL / DESCRIPTIVE TEXT                      PROD 
                                                                                
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
    AGY:        CUR DOC NUMBER:            FY:                                  
                                                                                
 ---------------------------  DESCRIPTION  ---------------------------          
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 F1-HELP  F3-END  F4-INTERRUPT  F6-PROCESS                                      
 

ACTION (Required)
Enter the one-character action code.

A Add a new record
C Change an existing record*
D Delete an existing record*
N Next – Recall next record
R Recall

*Note: Record must be recalled before this action can be performed.

AGY (Control key – Required)
Enter the three-digit document agency associated with the current document number and FY. If accessed from a document tracking or transaction entry screen, the document agency will be carried over to the 19 screen.

CUR DOC NUMBER (Control key – Required)
Enter the eight-character current document number. If accessed from a document tracking or transaction entry screen, the current document number will be carried over to the 19 screen.

FY (Control key – Required)
Enter the two-digit fiscal year. If accessed from a document tracking or transaction entry screen, the FY of the document will be carried over to the 19 screen.

DESCRIPTION (Required)
Enter the descriptive/legal text (up to 748 characters – 11 lines of 68 characters each).

Function Key Definitions

F1 (Help) Automatically links to the News/Help Table (90) screen. Will transfer to the appropriate type of help depending upon the screen and activity the user is on at the time F1 is pressed.
F3 (End) Returns the screen to the menu associated with that screen.
F4 (Interrupt) Initiates or ends an active interrupt. When ending an active interrupt, F4 returns the user to the original screen showing the same information as was on the screen when the active interrupt was initiated. This does not undo the last action.
F6 (Process) Submits transaction data to the edit process. If the edit process is successful, an acceptance message is produced, and the profile record information is stored in the system. If the edit process is not successful, an error message(s) will result. Retains current information on the screen upon completion of processing.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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