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USAS Coding Instructions

38 Multiple Document Tracking

Centrally and agency used. The Multiple Document Tracking (38) screen is used to add approval and pre-approval action codes to one or more documents. Agencies can use the 38 screen to facilitate central approval. For example, by adding the appropriate action code, agencies can notify the Fiscal Management Division of changes made to the document per purchase audit results. This will identify the document as being ready for re-audit. The 38 screen is also used to assign archive reference numbers to one or more documents. Archive reference numbers are assigned and used centrally for referencing and retrieving paper documents stored by the Comptroller’s office.

If a document ID is entered that is not already on the document header table such as when adding a pre-approval, a document header will be created and posted to the table.

Note: No document or transaction level data are displayed on this screen. The Approvals by Document (39) screen can be used to view document or transaction data before adding approval action codes.

 LINK TO:                  MULTIPLE DOCUMENT TRACKING                      PROD 
  AGENCY/ACTION CODE:          USER ID:            FY:                           
     TAPE NO:                                                                   
        STARTING ARCHIVE REF NO:               **LAST NUMBER ENTERED**          


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 Action Code Profile (D44). For central action codes the agency must be 000. The agency/action code combination of 000/099 is used by agencies to flag documents that did not receive pre-audit approval as being corrected and ready for re-audit. 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 ID of the user signed onto the system.

FY (Required)
Enter the two-digit fiscal year (FY). A fiscal year is a 12-month period used to identify the accounting year. Fiscal years are used in generally accepted accounting principles (GAAP)-based reports. The FY for the state of Texas begins Sept. 1 and ends Aug. 31.

TAPE NO (Optional)
Enter the tape number (up to nine alphanumeric characters). If numeric characters are entered and do not fill the entire nine characters, zeros will be filled in for the blanks. If alpha characters are entered, there is no zero fill. Embedded spaces are allowed.

Note: Tape transmission of USAS data has been replaced with electronic file transfer protocol (FTP).

STARTING ARCHIVE REF NO (Required for adding archive reference numbers with F8 key – Ignored for adding action codes using F6 key)
Enter the six-character starting archive reference number.

  • The number may be six numeric characters or the first character may be alpha with the remaining five characters numeric.
  • If less than six numeric characters are entered, the system will right justify the entry and left fill with zeros.
  • If an alpha character is entered in the first space, it will remain in the first space. For example, if A1 is entered and F8 is pressed, the archive reference number will be reformatted to A00001.

Note: The user should double check the STARTING ARCHIVE REF NO as the system does not edit this number for duplicates. This field is only used for adding archive reference numbers. To add the archive reference number to the document, the F6 key must be pressed after generating the archive reference numbers using the F8 key. If the F8 key is not used, any entry in this field is ignored.

AGY (Required)
Enter the three-digit document agency number for the document that the user wishes to update with an action code or an archive reference number.

DOC NO (Required)
Enter the eight-character document number that the user wishes to update with an action code or an archive reference number. The first digit of the document number represents the document type, and this document type must have a Y in the TRACKING INDICATOR field on the Document Control Profile (33).

ARCHIVE REF NO (System generated)
Displays 14 sequential archive reference numbers beginning with the STARTING ARCHIVE REF NO when a STARTING ARCHIVE REF NO is entered and F8 is pressed.

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.
F8 (Archive) If the transaction successfully passes the edits, the archive reference number will be incremented automatically beginning with the STARTING ARCHIVE REF NO, and data will be redisplayed on the screen.
F10 (Recall) Automatically links to the Recall a Batch for Correction (510) screen.
F11 (Details) Automatically links to the View a Batch (520) screen.
F12 (Headers) Automatically links to the View Batch Headers (530) screen.
Glenn Hegar
Texas Comptroller of Public Accounts
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