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USAS Coding Instructions

33A Doc Tracking Payee/Compt Object Profile

Centrally defined, update access is restricted to security agency 000. The Doc Tracking Payee/Compt Object Profile (33A) screen is used to define required action codes based on the transaction’s document agency, appropriation year (AY), comptroller object, payee and amount. The Doc Tracking Payee/ Compt Object Listing Profile (33B) is used to inquire on transaction level required approval actions defined on the 33A.

The action codes on this screen are only applied to a transaction if the REQUIRED OBJ INDICATOR for a document type on the Document Control Profile (33) is B, O or T. If the indicator is T, only the requirement of action code 220 (Descriptive/Legal Text) will be considered.

Note: The document agency is used during transaction processing to check for required approval actions on the 33 and 33A.

 TEXAS  S33A          UNIFORM STATEWIDE ACCOUNTING SYSTEM     MM/DD/YY HH:MM PM 
 LINK TO:           DOC TRACKING PAYEE / COMPT OBJECT PROFILE              PROD 
                                                                                
 ACTION:     (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                      
                                                                                
                                                                                
                                                                                
          ACTION                                                                
          CODE    AGY RANGE    AY    COBJ RANGE     PAYEE     / MC              
                      –                   –                                     
                                                                                
                                                                                
          TOLERANCE AMT:                                                        
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
  LAST USER ID:                                          STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
                                                                                
 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.

ACTION CODE (Required to add new record)
Enter the three-digit action code that will be required for the associated agency range and any values entered in the optional fields on the 33A.

For valid values, go online in USAS to the Action Code Profile (D44). Enter 000 for agency and the desired action code or press Enter to recall the first action code. Enter N (Next) in the ACTION field to scroll through the listing.

AGY RANGE (Required to add new record)

Note: This is a split field. The first field is the low document agency value, and second field (after the hyphen) is the high document agency value.

Enter the three-digit document agency number to define the range of agencies to apply the action code edit. If the action is to be applied to a single agency, then the low value and the high value will be the same agency number.

AY (Optional)
Enter the two-digit appropriation year or leave blank. If the AY is blank, the related action code will be required for all AYs.

COBJ RANGE (Optional)

Note: This is a split field. The first field is the low comptroller object value, and the second field (after the hyphen) is the high comptroller object value.

Enter the four-digit comptroller objects to define the range of comptroller objects to apply the action code edit. If the action is to be applied to a single comptroller object, then the low value and the high value will be the same comptroller object.

If not entered the system will default to 0001 – 9999 (all comptroller objects).

PAYEE (Optional)
Enter the 11-digit payee/vendor number or leave blank. The payee/vendor number must be either a valid TINS or USAS payee/vendor number. USAS payee/vendor numbers start with a zero and cannot be used to process payment-generating transactions. TINS vendor/payee numbers start with 1, 3 or 7.

MC (Optional if payee number is entered – Not allowed if the payee number is blank)
Enter the three-character alphanumeric payee/vendor mail code or leave blank. If a payee/vendor number is entered and the mail code is left blank, then the related approval action(s) will be required for all mail codes for that payee/vendor. The mail code identifies the payee/vendor’s mailing address or electronic payment routing instructions for payment distribution. A single payee/vendor may have multiple mail codes.

TOLERANCE AMT (Optional)
Enter the tolerance amount (up to 10 digits and two decimal places) or leave blank. The tolerance amount sets the threshold for when the listed action codes must be present in document tracking for the document to process. That is, the approval action code will only be required if the transaction amount is equal to or greater than the tolerance amount.

LAST USER ID (System generated)
Displays the seven-character user ID associated with the most recent add or change action processed for the profile record.

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.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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