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USAS Coding Instructions

500 Batch Header Entry

Agency and centrally used. The Batch Header Entry (500) screen provides a way for USAS to identify all the transactions that belong within a single batch. The batch ID created on the batch header will be affixed to each of the transactions within the batch. The batch header also provides the option of entering batch transaction counts and total batch amounts to be used for verification during batch balancing. The batch ID consists of:

  • Batch agency,
  • Batch date,
  • Batch type and
  • Batch number.

After a batch ID has been entered in USAS, it cannot be reused even if the batch was later deleted.

Note: The only fields that can be changed once a batch header has been processed are the entered BATCH COUNT, BATCH AMOUNT, PAYMENT DIST TYPE and EFFECTIVE DATE. To change any other fields on the batch header, the batch must be deleted (including the batch header and all transactions), and re-entered with a new batch ID.

To access this screen, select option 50 Enter Accounting Transaction on the Transaction Entry Submenu.

 TEXAS  S500           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                      BATCH HEADER ENTRY                          PROD 
                                                                                
           BATCH AGENCY:                  (SIGN ON AGENCY)                      
             BATCH DATE:                  (MMDDYY, DEFAULTS TO TODAYS DATE)     
             BATCH TYPE:                                                        
           BATCH NUMBER:                                                        
        BATCH EDIT MODE:                                                        
                                                                                
            BATCH COUNT:                  BATCH AMOUNT:                         
                                                                                
      PAYMENT DIST TYPE:                  (MUST BE VALID IN D53 TITLES PROFILE) 
          DISB METH IND:                  (H, M, R, E, C OR SPACE)              
         EFFECTIVE DATE:                  (MMDDYY, DEFAULTS TO TODAYS DATE)     
             FAST ENTRY:                  (M/S/ )                               
                USER ID:                                                        
             USER CLASS:                                                        
     ACTION CODE AGENCY:                                                        
            ACTION CODE:                                                        
                                                                                
                                                                                
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT                                                    
 

BATCH AGENCY (System generated or entered by the user)
Enter the three-digit batch agency number or leave blank to default to the agency number associated with the user ID and user class. If a user logs on with a security agency number of 000, the user must enter the desired agency number.

BATCH DATE (System generated or entered by the user)
Enter the six-digit batch date (MMDDYY) to identify the date the batch is entered into USAS or leave blank to default to the current system management date.

BATCH TYPE (Required)
Enter the one-character batch type. For Batch Types, please see USAS Reference. System-generated batch types are not allowed on user-entered batches.

The batch type identifies the type of transactions in the batch. Each batch will contain only one batch type for all transactions in that batch. The batch type must be valid for all of the transactions in the batch based on the Transaction Code Options Profile (28B).

BATCH NUMBER (Required)
Enter the three-digit agency-defined batch number. The batch number must be a unique number for the batch agency, batch date and batch type.

BATCH EDIT MODE (Required)
Enter the single-digit edit mode.

0 Edit mode 0 transactions are captured, but not edited or posted until the batch is balanced and released to a batch cycle. Includes all file transfers.
1 Edit mode 1 performs data edits online. Funding edits and posting do not occur until the batch is balanced and released to a batch cycle.
2 Edit mode 2 performs data and funding edits and posts online. Transactions cannot complete processing and go to history unless the batch is balanced and released to a batch cycle.

BATCH COUNT (Optional)
Enter the number of transactions in the batch (up to five digits).

BATCH AMOUNT (Optional)
Enter the total amount of all transactions in the batch (up to 11 digits and two decimal places). This is an absolute amount that does not consider positives or negatives.

The batch count and the batch amount are control figures entered by the user. These values are displayed on the Batch Balancing (502) screen and are used to determine if the batch is in balance.

PAYMENT DIST TYPE (Optional)
Enter the payment distribution type (PDT) or leave blank for USAS to look up the PDT in the Texas Identification Number System (TINS) for each detail transaction. The recommended value is blank. For Payment Distribution Types, please see USAS Reference. If a PDT is entered on the batch header, all transactions in the batch will default to the PDT coded on the batch header.

This field determines:

  • What type of payment to make – warrant, direct deposit or none.
  • Which transactions to include in the payment – cross funds, cross documents, etc.
  • How to distribute the payment – retain for agency pick up, send to agency, etc.

DISB METH IND (Optional)
Enter the one-character disbursement method indicator. This field determines how a transaction will be processed in USAS and subsequently in the payment subsystem.

  Blank – Defaults to R
H Hold
M Manual – Will not generate a payment during the batch cycle because one was already manually produced before the transaction completed its system processing.
R Release
E Central use only – Expedited warrant. The warrant will be processed the same day the DMI of E was entered regardless of the due date.
C Central use only – Cancel

EFFECTIVE DATE (System generated or entered by the user)
Enter the effective date (MMDDYY) or use the default of the current system management date. This date determines the date the batch is edited for processing and will be used as the default effective date for the transactions in the batch. The effective date defaulted from the batch header can be overwritten on a transaction level.

FAST ENTRY (Optional)
Enter the one-character fast entry indicator. Fast entry can only be used with edit modes 0 and 1.

M Multi-vendor/payee fast entry screen
S Single-vendor/payee fast entry screen

USER ID (System generated based on the user’s sign-on ID)
Displays the user ID (up to eight characters). The associated user name will be displayed beside the user ID.

USER CLASS (System generated based on the user’s sign-on user class)
Displays the two-digit user class.

ACTION CODE AGENCY (Not currently in use)

ACTION CODE (Not currently in use)

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.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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