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USAS Coding Instructions

45 Document/Payment Range Cancellation

Centrally defined. The Document/Payment Range Cancellation (45) screen provides Comptroller’s office personnel with the ability to request cancellations online in USAS for either an entire document or for a range of direct deposit or warrant payments. Only a range of up to 10 warrants is allowed per request. An unlimited range of direct deposits is allowed. The cancellation request entered on this screen is retrieved during the nightly payment processing batch cycle, and accounting transactions are generated that reverse the accounting impact of the payment liquidation that occurred when the payments were issued.

Agencies may enter cancellations using the Treasury Operations’ Web Warrant Inquiry and Cancellation System (WWIC) for USAS payments.

Note: Only warrants with a payment status of I (warrant issued and outstanding) or S (stop payment issued through the state treasury, eligible for cancellation) can be canceled. The payment status of a warrant can be found on the Single Payment Cancellation (44) screen.

 TEXAS  S045          UNIFORM STATEWIDE ACCOUNTING SYSTEM     MM/DD/YY HH:MM PM 
 LINK TO:             DOCUMENT/PAYMENT RANGE CANCELLATION                  PROD 
                                                                               
 ACTION:     (C=CHANGE, R=RECALL)                                               
                                                                               
               AGY:       DOC NO:            FY:      OVERRIDE:                 
      BEGIN PMT NO:                  END PMT NO:                                
                                                                               
  CANCEL REASON CD:                                                             
                                                                               
 CANCEL DOC NO/SFX:                                                             
             COUNT:                                                             
        PMT AMOUNT:                                                             
        DOC AMOUNT:                                                             
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                               
                                                                                
                                                                               
 F1-HELP  F3-END  F4-INTERRUPT  F6-PROCESS
 

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.

AGY (Required for document level cancellation requests – Not allowed for payment range cancellation requests)
Enter the three-digit document agency number associated with the document to be canceled. Leave blank for payment range cancellations. When this field is entered, the DOC NO and FY fields must also be entered, and BEGIN PMT NO and END PMT NO must be blank.

DOC NO (Required for document level cancellation requests – Not allowed for payment range cancellation requests)
Enter the eight-digit document number of the document to be canceled. Leave blank for payment range cancellations. When this field is entered, the AGY and FY field must also be entered, and BEGIN PMT NO and END PMT NO must be blank.

FY (Required for document level cancellation requests – Not allowed for payment range cancellation requests)
Enter the two-digit fiscal year associated with the document to be canceled. Leave blank for payment range cancellations. When this field is entered, the AGY and DOC NO field must also be entered, and BEGIN PMT NO and END PMT NO must be blank.

OVERRIDE (Optional)
Enter the one-character override indicator. This field allows the Comptroller’s office to override the Treasury Operations’ approval requirements on the cancellation if a critical payment reissue is dependent on the funds made available by the cancellation.

  Blank (Default). Do not override the Treasury Operations’ approval requirements. Blank has the same functionality as N.
Y Yes. Override the Treasury Operations’ approval requirements
N No. Do not override the Treasury Operations’ approval requirements.

BEGIN PMT NO (Required for payment range cancellation requests – Not allowed for document level cancellation requests)
Enter the beginning payment number for the range of payments to be canceled.

  • For a warrant cancellation request, enter the nine-digit warrant number that represents the first payment number in the range being requested for cancellation.
  • For a direct deposit cancellation request, enter two spaces and then the seven-digit direct deposit number.
  • Leave blank for cancellations requested by document number.
  • When this field is entered, the END PMT NO must also be entered, and the AGY, DOC NO and FY fields must blank.

END PMT NO (Required for payment range cancellation requests – Not allowed for document level cancellation requests)
Enter the ending payment number for the range of payments to canceled.

  • For a warrant cancellation request, enter the nine-digit warrant number that represents the last warrant number in the range being requested for cancellation.
  • For a direct deposit cancellation request, enter two spaces and then the seven-digit direct deposit number. Leave blank for cancellations requested by document number.
  • For cancellation of a single payment number enter the same number in the BEG PMT NO and END PMT NO fields.
  • When this field is entered, the BEG PMT NO must also be entered, and the AGY, DOC NO and FY fields must blank.

CANCEL REASON CODE (Required if canceling a document or a payment range)
Enter the three-digit cancellation reason code listed in the Titles Profile (D53) under TABLE ID PPCR.

Payment Cancellations:

301 Incorrect PIN
302 Incorrect amount
303 Unable to deliver payment
304 Payment on hold – Incorrect PIN
305 Payment on hold – Payment canceled by agency
306 Stop payment – Payment lost or destroyed
307 Duplicate payment from state/local funds
308 Payment not due
309 Leave without pay (LWOP)
310 Termination
311 Retirement
312 Deceased
313 Levies – IRS, child support, bankruptcy
314 Incorrect transit number
315 Incorrect/closed account
316 Other

Document Cancellations:

317 Incorrect PIN
318 Incorrect amount
319 Unable to deliver payment
320 Payment on hold – Incorrect PIN
321 Payment on hold – Payment canceled by agency
322 Stop payment – Payment lost or destroyed
323 Duplicate payment from state/local funds
324 Payment not due
325 Leave without pay (LWOP)
326 Termination
327 Retirement
328 Deceased
329 Levies – IRS, child support, bankruptcy
330 Other

CANCEL DOC NO (Required for cancellation requests – Ignored for recall)
Enter the eight-character alphanumeric cancellation document number.

For all non-payroll and non-annuity cancellations:

  • The first character of the cancellation document number must begin with C.
  • The Comptroller’s office will assign the next four characters (characters two through five), using one of the following prefixes and the three-digit calendar Julian date.

    Valid cancellation prefixes:
    C Reserved for future use
    D Direct deposit
    X Centrally entered via the 44 screen
    Z Manual cancellations centrally entered via transaction entry
  • The agency will assign the remaining three characters.

For a cancellation of a document type 4 (payroll):

  • The Comptroller’s office will define the first six characters. Characters one through three are 4CC and characters four through six are the calendar Julian date.
  • The agency will assign the remaining two characters.

For cancellation of a document type 7 (annuity):

  • The Comptroller’s office will define the first six characters. Characters one through three are 7CC and characters four through six are the calendar Julian date.
  • The agency will assign the remaining two characters.

CANCEL DOC SUFFIX (Required for cancellation requests – Ignored for inquiry)
Enter the three-digit cancellation document suffix. Document suffixes are either user defined or system generated and are used to identify individual transactions within a document.

COUNT (System generated)
Displays the count.

  • If a payment range cancellation is entered, the count is the total number of transactions paid by the entered payment range.
  • If a document level cancellation is entered, the count is the computed count for the document without regard to whether a payment has been generated for all the transactions.

PMT AMOUNT (System generated)
Displays the payment amount.

  • If a payment range cancellation is entered, the payment amount is the total of transactions paid by the entered payment range.
  • If a document level cancellation is entered, the payment amount is the computed amount for the document without regard to whether a payment has been generated for all the transactions.

DOC AMOUNT (System generated)
Displays the document amount.

  • If a payment range cancellation is entered, the document amount is the total of transactions paid by the entered payment range.
  • If a document level cancellation is entered, the document amount is the computed amount for the document without regard to whether a payment has been generated for all the transactions.

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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