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USAS Coding Instructions

35 Batch Tracking

Centrally defined (Top section). The top section of the Batch Tracking (35) screen may be used to add action codes to each document simultaneously within a batch. Action codes are centrally defined on the Action Code Profile (D44) and are used to identify specific document/batch level approvals, errors and processing events. This process will add the action code to every document within the selected batch. After the action code has been added, it will appear for TRACKING INDICATOR of Y on the Document Control Profile (33).

Agency defined (Bottom section). The electronic approval/release processing section of this screen is used by agencies to pre-release batches that will be sent by file transfer from the agency’s accounting system within the next 14 days. These batches are called input records (INRECs). All batches submitted by INREC must either be pre-released via the 35 screen or online after the batch has been read into USAS via the Batch Balancing (502) screen. If the batch is not pre-released, it will be placed in a hold status until released online. Pre-releasing INREC batches allows batches to process through USAS one day sooner than if the batches are released after being read into USAS.

Note: The electronic approval/release processing section of this screen cannot be used to release a batch that is currently on the USAS internal transaction (IT) file.

 TEXAS  S035          UNIFORM STATEWIDE ACCOUNTING SYSTEM     MM/DD/YY HH:MM PM 
 LINK TO:                        BATCH TRACKING                            PROD 
                                                                                
 AGENCY/ACTION CODE:           USER ID:                                         
                                                                                
    BATCH -AGY      DATE      TYPE     NO                                       
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                  ** ELECTRONIC APPROVAL/RELEASE PROCESSING **                  
                                                                                
 ACTION:     (A=ADD, D=DELETE, R=RECALL, N=NEXT)                                
                                                                                
    BATCH-AGY   BATCH-DATE    TYPE     NO     ACTN DT     USER ID               
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 F1-HELP F3-END F4-INT F6-PROCESS F10-RECALL F11-DETAILS F12-HEADERS
 

Top Section – To Add a Batch Level Action Code to an Existing Batch (Central and Oversight Agency Use Only)

Note: Batch agency, batch date, batch type and batch number represent a unique batch ID.

If the specified batch ID is found on the document header table and an action code is successfully added to the documents within the batch, the message Number of Tracked Documents in Batch: XX is issued. XX is the number of documents that were updated with the action code.

If the specified batch ID is not found on the document header table, the error message No Tracked Documents in Batch will be issued.

AGENCY/ACTION CODE (Required)

Note: This is a split field. The first field is the agency number (AGENCY), and the second field is the action code (ACTION CODE).

Enter the three-digit agency number and three character action code combination that has been set up in the D44 profile. For central action codes the agency must be 000. Only action codes with a D44 level of B (Batch) or E (Either batch or document) may be used on this screen. Action codes with a D44 level of D (Document) are not allowed to be used at the batch level. The action code must also fall within the range of action codes specified on the User Class Profile Maintenance (D66) for the user ID.

Note: Agency-defined (alphabetic) action codes are not currently in use.

USER ID (System generated)
Displays the user who successfully entered the batch level action code.

BATCH AGY (Required)
Enter the three-digit batch agency number of the batch that the user wishes to update with an action code.

BATCH DATE (Required)
Enter the six-digit batch date (MMDDYY) of the batch that the user wishes to update with an action code.

BATCH TYPE (Required)
Enter the one-digit batch type of the batch that the user wishes to update with an action code.

BATCH NO (Required)
Enter the three-digit batch number of the batch that the user wishes to update with an action code.

Electronic Approval/Release Processing (For Agency Use)

Note: Batch agency, batch date, batch type and batch number represent a unique batch ID.

This section of the screen allows agencies to pre-release batches. If after adding the electronic approval/release on this screen the batch ID entered matches one on the INREC submitted by the agency, the batch will be released in the nightly cycle and will go on for further processing.

INREC batches that do not match a pre-entered electronic approval/release will be placed in a Hold status after being read into USAS and will be included on the Batch/Document Processing Summary (DAFR2021) report with a Batch Not Released status message. These batches must be balanced and released online via the 502 screen.

Electronic approval/release records are deleted from this screen 14 days after the record was added based on the action date (ACTN DT) or when they are either deleted by the agency or matched with an INREC.

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

Note: The agency number is a required field for the next action to display information.

R Recall

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

BATCH AGENCY (Control key – Required)
Enter the three-digit batch agency number that applies to the batch to be pre-released.

BATCH DATE (Control key – Required)
Enter the six-digit batch date (MMDDYY) that applies to the batch to be pre-released.

BATCH TYPE (Control key – Required)
Enter the one-character batch type that applies to the batch to be pre-released.

BATCH NO (Control key – Required)
Enter the three-digit batch number that applies to the batch to be pre-released.

ACTN DT (System generated)
Displays the action date. The ACTN DT is the date the pre-release was successfully entered on the 35 screen. Records not matched with an incoming INREC will be deleted from this screen 14 days from this date.

USER ID (System generated)
Displays the user who successfully entered the pre-release for this batch. The user ID will be the ID associated with the user signed onto the system. If the user does not have security on the Security Profile (96A) to release batches, a security violation will appear at the bottom of the screen.

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 (Recall) Automatically links to the Recall a Batch for Correction (510) screen. If a batch header has been recalled and is displayed on 35 screen when the F10 key is pressed, the batch header information will be carried over to the 510 screen.
F11 (Details) Automatically links to the View a Batch (520) screen. If a batch header has been recalled and is displayed on 35 screen when the F11 key is pressed, the batch header information will be carried over to the 520 screen.
F12 (Headers) Automatically links to the View Batch Headers (530) screen.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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