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USAS Coding Instructions

28A Transaction Code Decision Profile

Centrally defined. The Transaction Code Decision Profile (28A) screen provides substantial flexibility in defining how accounting events are to be recorded in USAS. The profile consists of several distinct segments including general ledger (GL) accounts, transaction edit indicators, special transaction processing indicators and the file posting indicator segment that controls the financial table posting.

 TEXAS  S28A           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:               TRANSACTION CODE DECISION PROFILE                  PROD 
 ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                        
 TRAN CODE:     TITLE:                                                          
 GENERAL LEDGER   DR-1:      CR-1:      DR-2:      CR-2:                        
        POSTING   DR-3:      CR-3:      DR-4:      CR-4:                        
 TRANS     DOCD   PDDT   SVDT   CDOC   RDOC   MODI   AGCY    IDX    PCA   COBJ  
 ED IND:   AOBJ   RVRS    PDT     CI   1099   WARR   INVC   VNUM   VNAM   VADD  
  RQDT    DMETH   APN#   FUND    GLA    AGL   GRNT   SUBG   PROJ   MULT    DI#  
 POST SEQ:   REG NO:   WW IND:   D/I:   WAR CANCL TC:     PYTC:     FUTMY:      
 GEN TC:      GEN ACCR TC:      GEN TC2:     INTERFACE IND:                    
 PAY LIQ TC:          BALTC:       AFRTC:       INTTC:                          
            A/S  BT  MATCH GLA DOC     A/S  BT  MATCH GLA DOC                   
         DF:                                                    AGY GL:         
 FILE    AP:                                                                    
 POSTING AB:                                                                    
 INDS:   CC:                                                                    
         GP:                                                                    
         PJ:                                                                    
         CF:                                             STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-28B PROFILE F11-28C DESC            
 

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.

TRAN CODE (Control key – Required)
Enter the three-digit transaction code. See the T-Code Reference Guide for a list of valid values.

TITLE (Required to add new record)
Enter the transaction code title (up to 40 characters).

General Ledger Posting Segment

The general ledger posting segment is used to identify the general ledger account impact of the transaction. Up to four debit/credit pairs may be specified.

The fourth pair of GL accounts is used to indicate to the system that the document liquidation logic for pre-encumbrances and encumbrances is to be used. This enables the user to code a modifier of P (Partial) or F (Final), and the system will compute the appropriate liquidation amount. If accounts are coded in this pair, the system will use the information stored in the accounting event (AE) table record when building the liquidation portion of the accounting transaction. There are edits in the system to verify that only pre-encumbrance and encumbrance accounts and their appropriate offsets are coded in this pair. The corresponding functionality for accounts receivable is not available.

When the GLA transaction edit indicator is equal to N (GL account not allowed to be supplied by user) or is blank, all general ledger accounts must be paired. For example, if DR 2 contains an entry, then CR 2 must also contain one.

When the GLA transaction edit indicator is equal to I or R, it is possible to leave one side of a debit/credit pair blank. There must be an entry in DR 1 or CR 1 (but not both), and all other GL accounts must be blank or paired. Using a one-sided transaction code on a transaction will require the user to supply the balancing GL account. The GL accounts that can be used are identified on the corresponding Trans Code Options Profile (28B). This capability offers significant flexibility, but must be used carefully due to the potential financial impact.

GENERAL LEDGER POSTING (Required to add new record)
Enter up to eight four-digit general ledger account numbers. All general ledger account numbers are centrally defined on the Comptroller General Ledger Account Profile (D31) screen.

Transaction Edit Indicators

The transaction edit indicators segment is used to specify the data element coding requirements of each transaction.

  Blank – The data element is optional and may be coded on input, looked up from a table or left blank.
I Required on the transaction and must be coded on input.
R Required on the transaction, but may either be coded on input or looked up (inferred) based on one of the other data elements recorded on input.
N Not allowed to be present on the accounting transaction regardless of whether the data element is coded on input or looked up from a system table.
B Allows element to bypass Texas Identification Number System (TINS) edits (used only with the VENDOR/PAYEE NUMBER field in select circumstances such as payroll and lottery payments).

TRANSACTION EDIT INDICATOR (Optional)
Enter the one-character transaction edit indicator for each data element. Certain data elements, such as current document and program cost account (PCA), should always be coded as required.

The indicators relate to the following data elements:

DOCD Document date
PDDT Payment due date
SVDT Service date
CDOC Current document number
RDOC Reference document number
MODI Modifier code
AGCY Agency
IDX Index
PCA Program cost account
COBJ Comptroller object
AOBJ Agency object
RVRS Reverse indicator
PDT Payment distribution type
CI Capitalization indicator
1099 1099 indicator
WARR Warrant number
INVC Invoice number
VNUM Vendor/payee number
VNAM Vendor/payee name
VADD Vendor/payee address
RQDT Requested payment date
DMETH Disbursement method indicator
APN# Appropriation number
FUND Fund
GLA General ledger account
AGL Agency general ledger account
GRNT Grant number
SUBG Subgrantee number
PROJ Project number
MULT Multipurpose code
DI# Debt/investment number – Not currently in use

Note: For detailed field definitions, see the descriptions for the Transaction Entry screens.

Special Transaction Processing Indicators

POST SEQ (Required to add new record)
Enter the one-character posting sequence indicator between 1 and 9. This is used when transactions are posted in batch mode (edit mode 0) or posted online (edit modes 0 and 1). Edit mode 2 is not affected by the posting sequence since it posts to the financial tables when the transaction is entered. This field indicates the order of posting of a T-code within a document and enables T-codes to be sorted and posted in a predefined sequence for batch processing.

REG NO (Required to add new record)
Enter the one-character register number. This is used to classify transactions into one of six transaction registers. Processed transactions are reported by Daily Transaction Registers (DAFR8200) and Transaction Registers – Monthly (DAFR8240).

1 Budgetary
2 Encumbrances/pre-encumbrances/expenditures
3 Revenue/receipts
4 Cost allocation/grant project billing
5 Journal entry
6 Warrant writing

WW IND (Required to add new record)
Enter the one-character warrant writing indicator as listed in the Titles Profile (D53) under TABLE ID PPØ1. This is used to classify the type of expenditure or warrant transaction.

A Payroll reimbursement total
B Regular reimbursement total
C Payroll IRS deduction payment
D Payroll reimbursement detail transaction
E Regular reimbursement detail transaction
F Payroll 401(k) paid to administrator
G Payroll ERS and TRS deductions
H USPS DD issues and adjustments*
I USPS/SPRS warrant issues and adjustments
M Manual warrants
X DD bills and travel paid*
0 No payment*
1 Positive payment amount
2 Negative payment amount (credit memo)
3 Summary payee number payments
4 Payment for direct deposit amounts
5 Payroll gross pay
6 Payroll net pay
7 Payroll other deductions
8 Payroll 401(k) deduction/loan repay
9 Payroll 401(k) payable to administration

*Note: Warrant write indicators that do not generate a payment.

D/I (Optional – For informational purposes only)
Enter the one-character direct/indirect indicator.

  Blank – Not applicable
D Direct costs
I Indirect costs

Note: The D/I field on the 28A screen is used to populate the direct/indirect field on the general ledger table. The General Ledger Record Inquiry (65) screen uses the value in the direct/indirect field to categorize amounts as either direct or indirect. A blank value in the D/I field on the 28A screen will result in a blank value on the general ledger table, and the amount will be categorized as direct on the 65 screen.

WAR CANCL TC (Optional)
Enter the three-digit warrant cancellation transaction code. The T-code entered must be centrally defined on the 28A profile. This is the T-code that the system will use to generate a cancellation transaction if a cancellation is entered on either the Single Payment Cancellation (44) or Document/Payment Range Cancellation (45) screens or via the Treasury Operations’ Web Warrant Inquiry and Cancellation System (WWIC) for USAS payments.

Note: The GL impact is automatically reversed on these system-generated transactions.

PYTC (Optional)
Enter the three-digit transaction code, if different, to be used on transactions with prior year effective dates.

FUTMY (Required to add new record)
Enter the one-character future month/year indicator.

Y Yes. The T-code can be used on transactions with future month or future year effective dates.
N No. The T-code cannot be used on transactions with future month or future year effective dates.

GEN TC (Optional)
Enter the three-digit generated transaction code or leave blank. The T-code entered must be centrally defined on the 28A screen. This is used to generate a second transaction either during the same IEU cycle (e.g., due to/due from transactions) or during the next IEU cycle (e.g., end-of-year encumbrance reporting).

GEN ACCR TC (Optional)
Enter the three-digit generated accrual transaction code. The T-code entered must be centrally defined on the 28A screen. This code is used to generate accrued transactions, such as pending transmittals for PR 401(k).

GEN TC2 (Optional)
Enter the three-digit generated transaction code 2 (formerly FACTS TC). The GEN TC2 field is used to create system-generated transactions to reclassify receivables for 401(k) and PR direct deposits to cash in state treasury and for a cash cost allocation of cash refunds and interagency payments.

INTERFACE IND (Optional)
Enter the single-character indicators (up to 20 indicators). Currently, only four of the 20 fields are defined.

Indicator Position Description Valid Values and Description
1 Used for the Cash Flow Unload file.
B Refund of interagency transfers
R Refund of revenue or expenditures
T Interagency transfer
S 902 Sweep
Blank Not applicable.
2 and 3 Used to verify the compatibility of T-codes for RTI transactions such as federal pass-throughs, ITVs and due to/due from transactions. Interface indicator 2 of the originating T-code must match the interface indicator 3 of the T-code on the RTI. Also used in conjunction with the Titles Profile (D53) to designate system generated T-codes for the RTI process. (See D53 table IDs, RTI and RTI2.)  
4 Determines whether state and/or local funds can be used with the transaction code.
B Both state treasury and local funds are allowed
L Local funds only
Blank State treasury funds only
5 Designates a RTI T-code used to create a payment to funds held outside of the state treasury. T-codes with a value of L will generate RTI transactions and either a warrant or direct deposit payment.
L T-code is used for RTI payments to funds held outside of the state treasury (local funds).
Blank Not applicable.
7 Used to link in and out balancing T-codes for the AGL balancing programs. The value in this field is used with documents that contain balancing T-codes and where the AGL field on the 28A is I, R or blank.
I In
O Out

PAY LIQ TC (Required if warrant write indicator is other than 0)
Enter the three-digit transaction code used on the generated transaction to liquidate the accrued expenditure or vouchers payable.

Note: For RTI/ITV transactions, the value in this field will be replaced with the T-code inferred from the Titles Profile (53) TABLE ID RTI and RTI2.

BALTC (Optional)
Enter the three-digit balancing transaction code. The T-code entered must be centrally defined on the 28A screen or leave blank. Entering a transaction code in this field invokes a system edit that will link the two transaction codes, and require that the amount of transactions for each transaction code (balancing transaction code and the entry transaction code) are equal within a document.

AFRTC (Optional)
Enter the three-digit annual financial report (AFR) transaction code. This field is used, along with the Appropriation AFR T-code/COBJ Profile (2ØB), to generate an AFR transaction to post the financial impact for appropriated fund 0001 (General Revenue) budgetary activity. When a budgetary transaction is entered using this T-code, USAS will generate a AFR transaction using the AFRTC if one is listed here.

If this field is blank, no AFR transaction will be generated.

INTTC (Optional)
Enter the three-digit interest transaction code or F to be used if the expenditure transaction requires an automated late payment interest transaction to be generated.

  Blank (Default) – Automated late payment interest is not normally applicable.
  Any valid T-code – Identifies the T-code to use when automated late payment interest is applicable.
F Identifies the transaction code to use in generating an automated late payment interest transaction if the originating principal transaction T-code has a blank INTTC and the IC field on the transaction has a F to force calculating and posting of automated late payment interest.

AGY GL (Optional)
Enter the one-character agency general ledger indicator. Agency general ledgers can support only one of the eight general ledger accounts listed under the general ledger posting.

This field identifies which GL account on the T-code can be supported by an agency GL. If an agency GL is designated in this field, then the AGL field in the transaction indicator section cannot have an N (Not allowed).

1 DR1
2 CR1
3 DR2
4 CR2
5 DR3
6 CR3
7 DR4
8 CR4
A 1st pair of GL accounts
B 2nd pair of GL accounts
C 3rd pair of GL accounts
D 4th pair of GL accounts
E All GL accounts on the T-code

For RTI transactions such as federal pass-throughs, ITVs and due to/due froms, the agency number and fund will post to the general ledger account based on the AGY GL indicator.

Note: For a detailed field definition, see the descriptions for the Transaction Entry screens.

File Posting Indicators

This segment contains the rules for posting the transaction to the USAS financial tables. The file posting indicators are not used to control posting to the general ledger and accounting event tables. These tables are automatically updated for every transaction to maintain a complete audit trail.

The accounting impact should be consistent between the financial tables. That is, if a transaction increases expenditures on one financial table, it should have a similar impact on all other applicable tables.

USAS will edit the file posting indicators on the 28A against the D31 to ensure that the financial tables and balance types entered in the file posting indicator section are allowed for the general ledger account associated with the T-code.

Seven sets of table posting indicators control posting to the:

  • Document financial (DF) table,
  • Appropriation (AP) table – Posting to the agency fund table (AF) is controlled by posting to the AP,
  • Agency budget (AB) table,
  • Cash control (CC) table,
  • Grant (GP) table,
  • Project (PJ) table and
  • Contract financial (CF) table.

For the GP, PJ and CF tables, posting is based on a combination of the table posting indicators and the presence of a grant, project or contract number on the accounting transaction. Both must be present before a posting will occur. Therefore, if the transaction would normally post to the GP, PJ or CF tables, these indicators should always be coded.

The file posting indicator segment consists of one column for the table designation and two columns per table for indicators. Each of the indicators occurs twice for each of the affected tables, allowing for updating the same table with two postings from one transaction. For example, an encumbrance can be liquidated and an expenditure can be recorded in the appropriation (AP) table by one transaction.

BT (Whether this field is required, optional or not allowed is dependent on the D31 profile for the listed GLs)
Enter the two-digit balance type. Balance types are used to group similar types of financial activity and are defined for each primary financial table. For example on the AP, BTØ1 groups appropriation original budget activity and BT15 groups cash expenditure activity. Balance types are centrally defined on the Balance Type Profile (DØ5).

MATCH (Optional)
Enter the one-character match control posting indicator. This is only used for the document financial (DF) table to ensure that documents are correctly updated. For example, an encumbrance liquidation must find the original encumbrance in the DF table, so the encumbrance document balance can be adjusted by the liquidation transaction.

  Blank – No match control.
M Detail transaction must find a matching record.
N Detail transaction must not find a matching record.

GLA (Optional)
Enter the one-digit general ledger account posting indicator. This field identifies which GL account (1–8) listed in the General Ledger Posting Segment on the 28A to use as a reference point for the DF table.

1 DR 1
2 CR 1
3 DR 2
4 CR 2
5 DR 3
6 CR 3
7 DR 4
8 CR 4

DOC (Optional)
Enter the one-digit document number posting indicator to determine the document number used to post to the DF table.

  Blank – No document number used
1 Current document number – The CDOC field in the transaction edit indicator section of the 28A screen must be I. This will post the transaction to the current document number in the DF table.
2 Reference document number – The RDOC field in the transaction edit indicator section of the 28A screen must be I or R. This will post the liquidation to the original (reference) document in the DF table.
3 Warrant number – Not currently in use. If the document number posting indicator is a 3, the WARRANT field in the transaction edit indicator section of the 28A screen must be I.

STATUS CODE (Optional)
Enter the one-character status code.

A Active (Default)
I Inactive

Note: The status code may be used in lieu of deleting a profile record to prevent the system from using the profile record for system processing. Set the status to I to inactivate profiles no longer in use.

EFF START DATE (Optional)
Enter the eight-digit effective start date (MMDDYYYY), which identifies when the information established on the profile record becomes accessible for system processing. Leaving this field blank causes the vendor/payee number to become immediately available for system processing, and the effective start date defaults to the current date.

EFF END DATE (Optional)
Enter the eight-digit effective end date (MMDDYYYY), which identifies when the profile record is no longer accessible for system processing. Leaving this field blank causes the profile to have no effective end date; therefore, any system processing using the profile record will not be restricted by the effective end date.

LAST PROC DATE (System generated)
Displays the last process date. The system defaults to the last date (MMDDYYYY) that any online modification (add or change) was made to the profile record.

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.
F10 (Process) Automatically links to the Trans Code Options Profile (28B) screen. If a profile record has been recalled and is displayed on the 28A screen when the F10 key is pressed, that profile record will be automatically recalled.
F11 (28C) Automatically links to the Trans Code Description (28C) screen. If a profile record has been recalled and is displayed on the 28A screen when the F11 key is pressed, that profile record will be automatically recalled.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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