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USAS Coding Instructions

39 Approvals by Document

Centrally and agency used. The Approvals by Document (39) screen is used by central personnel and oversight agencies to review documents online and to add electronic approval action codes to documents. It is also used by oversight staff to re-examine a document’s required approval actions and to remove actions the system no longer requires. Additionally, this screen is used by agencies to flag documents that did not receive pre-audit approval as being corrected and ready for re-audit. The information displayed on this screen is retrieved from the document header table and the internal transaction (IT) file.

Note: Multiple documents can be flagged for re-audit via the Multiple Document Tracking (38) screen.

 LINK TO:                     APPROVALS BY DOCUMENT                        PROD 
 AGY:     DOC NO:          FY:    AGENCY/ACTION CODE:                           
 ENTERED DOC AMT:                   COMPUTED DOC AMT:                           
 BATCH-      AGY:        DATE:          TYPE:     NO:     CT:                   
    DOC DT  SERV DT     PAYEE NO / MC               PAYEE NAME              TRAN
    DESCRIPTION                    REQ NO                 PCC                   

ACTION (Required)
Enter the one-character action code.

A Add a new document tracking action*
B Next unapproved document in batch*
N Next unapproved document*
R Recall the transactions related to a document
D Delete document header (not allowed if detail transactions exist)*
E Central and oversight agencies use only – Re-examine document for required approvals. The re-examine action adds or removes required actions based on changes that have occurred within the document or due to changes on the Document Control Profile (33) and Doc Tracking Payee/Compt Object Profile (33A) screens.*

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

AGENCY (Control key – Required)
Enter the three-digit document agency number.

DOC NO (Control key – Required)
Enter the document number (up to eight-characters).

FY (Control key – 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.

AGENCY/ACTION CODE (Required to add an action code)

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.

System-Generated Document Header Elements

The system-generated elements listed below are generated from the document header table.

ENTERED DOC AMT (System generated)
Displays the entered document amount based on the original batch header.

COMPUTED DOC AMT (System generated)
Displays the computed document amount based on the cumulative dollar amount of transactions entered in the document as computed by the system.

BATCH AGY (System generated)
Displays the batch agency number.

BATCH DATE (System generated)
Displays the batch date.

BATCH TYPE (System generated)
Displays the batch type.

BATCH NO (System generated)
Displays the three-digit batch number.

CT (System generated)
Displays the computed number of transactions in the recalled document.

S (Optional)
Enter any single character in the selection (S) field to select a transaction. This field allows for the selection of a specified transaction for further inquiry using the function keys at the bottom of the screen.

System-Generated Detail Transaction Elements

The system generated elements listed below are retrieved from the USAS IT file.

SEQ (System generated)
Displays the transaction sequence number.

SFX (System generated)
Displays the document suffix number.

AGY (System generated)
Displays the financial agency.

TC (System generated)
Displays the transaction code.

INDEX (System generated)
Displays the index.

PCA (System generated)
Displays the program cost account.

AP NO (System generated)
Displays the appropriation number.

APFND (System generated)
Displays the appropriated fund.

AY (System generated)
Displays the appropriation year.

COBJ (System generated)
Displays the comptroller object.

AMOUNT (System generated)
Displays the amount.

R (System generated)
Displays the reversal indicator, if applicable.

ERRS TRANS (System generated)
Displays the transaction error code.

  Blank – Transaction processed successfully and is in edit mode 2 or 4.
U Transaction is unprocessed and is in edit mode 0 or 1.
Y Transaction is in error and does not require pre-approval to post. The transaction is in edit mode 3.
P Transaction is in error and requires pre-approval to post. The transaction is in edit mode 3.

DOC DT (System generated)
Displays the document date.

SERV DT (System generated)
Displays the service date.

PAYEE NO/MC (System generated)
Displays the payee/vendor number and mail code.

PAYEE NAME (System generated)
Displays the payee/vendor name.

DESCRIPTION (System generated)
Displays the transaction description (up to 30 characters).

REQ NO (System generated)
Displays the requisition number.

PCC (System generated)
Displays the purchase category code.

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.
F7 (Back) Retrieves the prior page of information.
F8 (Forward) Retrieves the following page of information.
F9 (Doc Trk) Automatically links to the Document Tracking Inquiry (37) screen. If a document has been recalled on the 39 screen when the F9 key is pressed, the document header information will be carried over to the 37 screen.
F10 (Rcall) Automatically links to the Recall a Batch for Correction (510) screen. If a document has been recalled and a transaction line has been selected on the 39 screen when the F10 key is pressed, the batch header information and the transaction sequence number will be carried over to the 510 screen.
F11 (Dtl) Automatically links to the View A Batch (520) screen. If a document has been recalled and displayed on the 39 screen, batch header information (such as batch agency, batch date, batch type and batch number) will be carried over to the 520 screen. If the document is no longer on the IT file, no information will be carried over to the 520 screen.
F12 (Text) Automatically links to the Legal/Descriptive Text (19) screen. If a document has been recalled and is displayed on the 39 screen, the document agency, current document number and fiscal year will be carried over to the 19 screen.
Glenn Hegar
Texas Comptroller of Public Accounts
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