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USAS Coding Instructions

41 Disbursement Maintenance

Centrally defined. The Disbursement Maintenance (41) screen allows central users to change the disbursement method indicator (DMI) for all transactions in a payment document or for all transactions for a single vendor/payee number and mail code within a payment document. The most common use of this screen is to change the DMI to E (Expedite) to override a future payment due date on posted transaction. In other cases, the DMI may be changed to H (Hold) to delay payment of a document that is posted and error free.

 TEXAS  S041           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                    DISBURSEMENT MAINTENANCE                      PROD 
                                                                               
 ACTION:    (C=CHANGE, R=RECALL)                                                
 AGENCY:      DOC NO:          FY:    VEN NO/MAIL CODE:                         
 DMI:         AMOUNT:                 VENDOR NAME:                              
      APPROVAL DATE:                                                           
  SEQ  SFX AGY  TC INDEX  PCA  AP NO APFND AY COBJ         AMOUNT     R     POST
  DOC DT   SERV DT  VENDOR NO / MC          VENDOR NAME                     IND 
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS F8-NEXT F9-DOCUMENT TRACKING
 

The DMI is originally entered on the batch header or left blank on the batch header to default to R. All transactions within this batch will be created with the same DMI as the batch header. Once entered, the DMI may only be changed using the 41 screen. This ensures that the DMI will remain the same for all transactions for a single vendor/payee number and mail code within a given payment document.

  • Agencies may use this screen for inquiry purposes.
  • If this screen is accessed from an accounting event (AE) table inquiry screen or a transaction entry screen for a posted transaction that includes the document level information, then AGENCY, DOC NO and FY will be carried over from that screen.
  • Vendor/payee level DMI changes are not allowed for pay-in-full documents. For a list of pay-in-full documents types, go online in USAS to the Titles Profile (D53) and enter PPØ3 in the TABLE ID field. Enter N (Next) in the ACTION field to scroll through the listing.

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

C Change an existing 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. This is the document agency.

DOC NO (Control key – Required)
Enter the document number.

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.

VEN NO/MAIL CODE (Optional)

Note: This is a split field. The first field is the vendor/payee number (VEN NO), and the second field is the vendor/payee mail code (MAIL CODE).

Enter the 11-digit vendor/payee number and the three-digit mail code associated with the document to be recalled. The vendor/payee number field is used to specify a vendor/payee within a multi-vendor/payee document. This allows the DMI to be changed at a vendor/payee mail code level within the document instead of for the entire document.

The mail code identifies the vendor/payee’s mailing address or electronic payment routing instructions for payment distribution. A single vendor/payee may have multiple mail codes.

DMI (System generated)
Displays the disbursement method indicator to be used in payment processing. The DMI may be changed to one of the following values.

E Expedite warrant*
H Hold transaction
R Release for an automated warrant

*Note: For the DMI to be changed to E, the transaction must be in either edit mode 2 or 4.

AMOUNT (System generated)
Displays the total for the transactions recalled without regard to the reversal indicator.

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

APPROVAL DATE (System generated)
Displays the approval date.

Note: The following system-generated elements are pulled directly from records on the internal transaction (IT) file. After a transaction has gone to history, no detail information for the document or document and vendor/payee combination can be recalled.

SEQ (System generated)
Displays the sequence.

SFX (System generated)
Displays the document suffix.

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 transaction amount.

R (System generated)
Displays the reversal indicator.

POST IND (System generated)
Displays the posting indicator, which represents the current edit mode (on the IT) of the transaction.

DOC DT (System generated)
Displays the document date.

SERV DT (System generated)
Displays the service date.

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

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

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 (Next) Retrieves the following page of information.
F9 (Document Tracking) Accesses the Document Tracking Inquiry (37) screen. If a document has been recalled and is displayed on the 41 screen when the F9 key is pressed, the agency number, document number and FY will be carried over to the 37 screen.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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