USAS Coding Instructions
33 Document Control Profile
Centrally defined. The Document Control Profile (33) screen defines valid document types and their processing rules. Document types are generally defined on a statewide basis but can be defined at an agency level. The document type is the first character for all USAS document numbers. A transaction will not be allowed to process if the document type has not been defined on the 33 profile.
Document processing rules controlled by this profile include:
- Whether the document type will be tracked in the USAS document tracking subsystem,
- Required document level approval and re-approval actions,
- Whether all transactions in the document must be error free before any of those transactions can post,
- Whether approvals and/or text are required at a transaction level and
- Payment liquidation tolerance limits.
TEXAS S033 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: DOCUMENT CONTROL PROFILE PROD
ACTION: (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
AGENCY: DOCUMENT TYPE:
DESCRIPTION:
BALANCING INDICATOR: (Y/N) GSC APPROVAL INDICATOR: (Y/N)
TRACKING INDICATOR: (Y/N) ALL POST INDICATOR: (Y/N)
REQ APPROVAL ACTION: REQUIRED OBJ INDICATOR: (B/O/N/T)
NORMAL HR:
SEC OF STATE:
REQ REAPPROVAL ACTION:
LOW NORMAL $ AMT: HIGH NORMAL $ AMT:
TOLERANCE $: (FORMAT 9999; BLANK MEANS NO CONTROL)
TOLERANCE %: (FORMAT 9.99; BLANK MEANS NO CONTROL)
STATUS CODE:
EFF START DATE: EFF END DATE: LAST PROC DATE:
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Approval actions listed on the 33 profile are required at a document level. However, when the REQUIRED OBJ INDICATOR is not set to N, transaction level required approval actions are applied, and the transaction level approvals are centrally defined on the Doc Tracking Payee/Compt Object Profile (33A) and the Comptroller Object Relationship Edit Profile (8C). The Doc Tracking Payee/Compt Object Listing Profile (33B) can be used to inquire on transaction level required approval actions centrally defined on the 33A.
Note: The document agency is used during transaction processing to check for required approval actions on the 33 and 33A. The transaction processing edit against the 8C is determined by the transaction’s financial agency.
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.
AGENCY (Control key – Required)
Enter the three-digit agency number assigned to the agency. An agency number of 000 indicates that this profile record is centrally defined and may be applied to all agencies. However, if an agency specific (agency number other than 000) profile record is created, it will override the statewide profile record for the same document type.
DOCUMENT TYPE (Control key – Required)
Enter the one-character document type.
| A | Appropriation budget |
|---|---|
| B | Original appropriation budget |
| C | Warrant cancellation |
| D | Deposit requiring state treasury approval |
| E | Encumbrance |
| F | Deposit pre-approved by state treasury |
| G | System generated |
| I | Automatic prompt payment interest |
| J | Journal voucher |
| K | Expenditure transfer voucher |
| L | Revenue/expenditure adjustment |
| M | Manual expedite |
| O | Foundation school payment (Texas Education Agency only) |
| P | Pre-encumbrance |
| R | Returned monies |
| S | Statistical |
| T | Interagency transaction voucher |
| U | Tracked docs not requiring comptroller approval |
| W | Expenditure adjustment (state treasury only) |
| X | Direct deposit electronic payment |
| Y | System generated (untracked) |
| 1 | Travel voucher |
| 2 | Purchase voucher – Comptroller’s Statewide Procurement Division (SPD) (formerly TPASS) post-audit |
| 4 | Payroll |
| 5 | Reimbursement (payroll) |
| 6 | Reimbursement (non-payroll) |
| 7 | Annuitant payroll |
| 8 | Payroll (USPS and SPRS) |
| 9 | Purchase voucher-exempt from title 10 |
DESCRIPTION (Required to add new record)
Enter the document description (up to 40 characters).
BALANCING INDICATOR (Required to add new record if the tracking indicator is Y)
Enter the one-character balancing indicator or leave blank when the TRACKING INDICATOR is N.
Blank – Not applicable. The TRACKING INDICATOR is N. |
|
| Y | Yes. The entered amount of the document must equal the computed amount of the document to give final approval to this document. |
| N | No. The entered amount does not have to equal the computed amount to give final approval to this document. |
GSC APPROVAL INDICATOR (Required to add new record)
Enter the one-character Comptroller’s SPD approval indicator.
| Y | Yes. The document requires a purchase category code (PCC) and a requisition number. |
|---|---|
| N | No. The document does not require a PCC or a requisition number. |
TRACKING INDICATOR (Required to add new record)
Enter the one-character tracking indicator to determine whether the document type is tracked in the USAS document tracking subsystem. The Document Tracking Inquiry (37) screen only provides information on tracked documents.
| Y | Yes. Document type will be tracked. The BALANCING INDICATOR must be Y or N. |
|---|---|
| N | No. Document type will not be tracked. The BALANCING INDICATOR must be blank. |
ALL POST INDICATOR (Required to add new record)
Enter the one-character all-post indicator.
| Y | Yes. All transactions within the document must be error free before any of the transactions in that document can post, generate a payment (if applicable) and go to history. |
|---|---|
| N | No. The document can have some transactions that are error free, approved, posted, paid and have gone to history while other transactions in that document are on hold in error status or awaiting approvals. |
REQ APPROVAL ACTION (Optional)
Note: This is a split field. The first field is used to enter connectors for the required approval actions. The second field is used to enter the required approval action code.
Enter the two-digit connector that will precede each required approval action. Connectors serve to separate the approval actions. They also identify if an approval action is always required or if different approval actions are acceptable.
- Connectors must be numeric values greater than or equal to the previous connector values.
- If the connectors are different, all of the approval actions listed will be required.
For example:
01 123 02 456 03 789
All three required approval actions (123, 456 and 789) are required. - If the any two or more connectors are the same, only one of the required approval actions with the same connector is required.
For example:
Y 01 123 01 456 02 789
Either approval action 123 or 456 is required, along with approval action 789.
Enter the three digit required approval action. Up to 20 connector/approval actions can be defined for a document type. Statewide approval actions are centrally defined on the Action Code Profile (D44) under agency 000.
Note: Required approval actions do not prevent documents from posting, unless the document type is included on the Agency Profile (D02) in the DOC TYPES REQ. APPROVAL TO POST field, but will prevent the document from paying and/or going to history until the required approvals are met. The required approvals are reflected on the 37 screen.
REQUIRED OBJ INDICATOR (Required to add new record)
Enter the one-character object indicator. Required object indicators determine whether or not approvals, descriptive/legal text or both are required by the 33A screen.
| B | The system will look for any required approval actions, including descriptive/legal text, listed on the 33 and 33A screens. |
|---|---|
| O | The system will look for any required approval actions listed on the 33 and 33A screens but will ignore any descriptive/legal text requirements on the 33A screen. |
| N | The system will look for any required approval actions listed on the 33 screen but not the 33A screen. |
| T | The system will look for required approval action codes on the 33 screen and only action code 220 (Descriptive/Legal Text) on the 33A screen. |
Note: Approvals required due to the value in the REQUIRED OBJ INDICATOR field on the 33 and the 33A screens do not prevent the transaction from posting, unless the document type is included on the D02 profile in the DOC TYPES REQ. APPROVAL TO POST field, but will prevent the transaction from paying and/or going to history until the required approvals are met. The required approvals are reflected on the 37 screen. Comptroller object restrictions on the 8C screen will prevent the transaction from posting.
NORMAL HR (Optional)
Enter the two-digit normal hours or leave blank.
- There are 20 normal hour status positions available: one for each required action code field.
- The normal hour status establishes an expected turnaround time for each required action code. Normal hours are not required for each action code. However, there must be a corresponding action code for each normal hours status created.
- The Document Status Exception (DAFR7730) and the Agency Documentation Status Exception (DAFR7760) reports can be requested centrally to track documents that have exceeded the established turn around time (normal hours).
SEC OF STATE (Optional)
Enter the three-digit Secretary of State (SOS) action code centrally defined on the D44 screen if SOS approval is required for this document type.
REQ REAPPROVAL ACTION (Optional)
Enter the re-approval actions listed (up to three actions). Re-approval is required on a document that previously has been fully approved and then changed.
Note: The requirement for re-approval will not prevent the document or transaction from posting. The re-approval requirement will prevent the document/transaction from paying or going to history.
LOW NORMAL $ AMT (Optional)
Enter the low normal dollar amount (up to 13 digits, allowing two digits for decimal places) or leave blank. If left blank, the field will default to zero (00000000000.00). The low normal dollar amount provides exception reporting for those documents that do not meet a minimum dollar amount.
HIGH NORMAL $ AMT (Optional)
Enter the high normal dollar amount (up to 13 digits, allowing two digits for decimal places) or leave blank. If left blank, the field will default to zero (00000000000.00). The high normal dollar amount provides exception reporting for those documents that exceed a maximum dollar amount.
TOLERANCE $ (Optional)
Enter the tolerance dollar amount (up to four digits) or leave blank. All zeroes in this field is acceptable. The tolerance dollar amount establishes liquidation tolerance limits for encumbrances, pre-encumbrances and deposits.
TOLERANCE % (Optional)
Enter the tolerance percent (up to four digits) or leave blank. If left blank, the field will default to 0.00. This field must be in 9.99 format. The tolerance percentage establishes liquidation tolerance limits for encumbrances, pre-encumbrances and deposits.
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. |