USAS Coding Instructions
501, 503, 504, 505, 506, 507 and 509
Transaction Entry
Agency and centrally used. This section covers the following screens and includes field descriptions listed in alphabetical order:
- JV Transaction Entry (501)
- Budgetary Transaction Entry (503)
- Revenue/Receipts Transaction Entry (504)
- Preenc/Enc/Expend (Pre-Encumbrance/Encumbrance/Expenditure)
- Transaction Entry (505)
- Single Vendor Fast Entry (506)
- Multiple Vendor Fast Entry (507)
- Balanced JV Transaction Entry (509)
With the exception of the fast entry screens (506 and 507), USAS uses the batch type to select FAST ENTRY field on Batch Header Entry (500) screen.
| Batch Type | Related Input Screen | ||
|---|---|---|---|
| 1 | Budgetary | 503 | Budgetary trans entry |
| 2 | Revenue/receipts | 504 | Revenue/receipts trans entry |
| 3 | Pre-encumbrance/encumbrance | 505 | Preenc/enc/expenditure |
| 4 | Expenditure/disbursements | 505 | Preenc/enc/expenditure |
| 5 | Journal vouchers | 501 | Journal voucher trans entry |
| 6 | Payroll reimbursements | 505 | Preenc/enc/expenditure |
| 7 | Torts | 505 | Preenc/enc/expenditure |
| 8 | Journal voucher (JV) balancing | 509 | Balanced JV trans entry |
Note: Users cannot link directly to a transaction entry screen.
501 Journal Voucher Transaction Entry
TEXAS S501 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: JOURNAL VOUCHER TRANSACTION ENTRY PROD
BATCH: AGENCY DATE TYPE NO SEQ NO MODE
DOC DATE : EFF DATE: DUE DATE: SERV DATE:
CUR DOC/SFX: REF DOC/SFX: AGENCY:
TRANS CODE:
INDEX:
PCA: AY:
COMP/AGY OBJ: NACUBO SUBFUND:
AMOUNT: RVS: FUND OVRD:
DOC COUNT: DOC AMT: DOC AGY:
VEND/MC: 1099:
GL ACCT/AGY:
DESCRIPTION:
DEBT/INVEST ISSUE #:
APPN NO:
FUND:
GRANT NO/PH: PROJ NO/PH:
RTI:
F1-HELP F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BALANCING F10-RTI
503 Budgetary Transaction Entry
TEXAS S503 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: BUDGETARY TRANSACTION ENTRY PROD
BATCH: AGENCY DATE TYPE NO SEQ NO MODE
DOC DATE: EFF DATE:
CUR DOC/SFX: REF DOC/SFX: AGENCY:
TRANS CODE:
INDEX:
PCA: AY:
COMP/AGY OBJ: NACUBO SUBFUND:
AMOUNT: RVS: FUND OVRD:
DOC COUNT: DOC AMT: DOC AGY:
DESCRIPTION:
APPN NO: FUND: GL ACCT/AGY:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH:
MPCD: AGY CD-1: 2: 3: RTI:
F1-HELP F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BALANCING F10-RTI
504 Revenue/Receipts Transaction Entry
TEXAS S504 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: REVENUE/RECEIPTS TRANSACTION ENTRY PROD
BATCH: AGENCY DATE TYPE NO SEQ NO
DOC DATE : EFF DATE: DUE DATE: SERV DATE:
CUR DOC/SFX: REF DOC/SFX: AGENCY:
TRANS CODE:
INDEX:
PCA: AY:
COMP/AGY OBJ: NACUBO SUBFUND:
AMOUNT: RVS: DESC:
DOC COUNT: DOC AMT: DOC AGY: FUND OVRD: CONF:
VEND/MC: NM:
PMT TYPE: INT TM: ADD1:
BANK: ADD2:
DISC DT: TM: ADD3:
PEN DT: TM: ADD4:
PEN AMT: CITY: ST: ZIP:
DI#: APPN NO: FUND: GL ACCT/AGY:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH:
MPCD: AGY CD-1: 2: 3: RTI:
F1-HELP F2-INVOICE F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BAL F10-RTI
505 Pre-Enc/Enc/Expend Transaction Entry
TEXAS S505 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: PRE-ENC/ENC/EXPEND TRANSACTION ENTRY PROD
BATCH: AGENCY DATE TYPE NO SEQ NO MODE
DOC DATE: EFF DATE: PMT DUE DATE: SERV DATE:
DOC/SFX: REF DOC/SFX: DISC DATE:
TRAN CODE: IC: RQD PMT DATE:
INDEX: MOD: AGENCY: AY:
PCA: PCC: REQ NO:
COMP/AGY OBJ: NACUBO SUBFUND:
AMOUNT: RVS: DISC: 1099: FO: PDT:
DOC COUNT: DOC AMT: DOC AGY: CI: PROP #:
INV NO: INV DT: CONF:
DESC:
DESC:
VEND/MC: NM:
APPN NO: FUND: ORIG PMT DATE:
CONT NO: WARR NO:
GL AC/AGY:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH:
MPCD: AGY CD-1: 2: 3: DI: RTI:
F1-HELP F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BALANCING F10-RTI F12-ADDR
505B Pre-Enc/Enc/Expend Transaction Entry Vendor Address
TEXAS S505 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: PRE-ENC/ENC/EXPEND TRANSACTION ENTRY PROD
BATCH: AGENCY DATE TYPE NO SEQ NO
DOC/SFX: REF DOC/SFX:
VEND/MC:
VEND NM:
ADDR 1:
ADDR 2:
ADDR 3:
ADDR 4:
CITY: ST ZIP
VENDOR TYPE:
TO PROCESS ANY CHANGES MADE ON THIS
SCREEN RETURN TO 505
F4-INTERRUPT F12-505
506 Single Vendor Fast Entry
TEXAS S506 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: SINGLE VENDOR FAST ENTRY PROD
BATCH: AGY DATE TYPE NO MODE RTI:
RT AMT: DATE-DOC: EFF: DUE: SRV:
CUR DOC: DOC CNT: DOC AMT: DOC AGY:
V/MC: PDT: PCC: REQ NO: NAC SFD:
SEQ SFX INDEX PCA AY COBJ AOBJ AMOUNT R REF DOC/SFX M AGY TC ERR CD
001
002
003
004
005
006
007
008
009
010
011
012
013
F1-HELP F2-REPEAT F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BALANCE F10-RTI
507 Multiple Vendor Fast Entry
TEXAS S507 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: MULTIPLE VENDOR FAST ENTRY PROD
BATCH: AGY DATE TYPE NO MODE RTI:
RT AMT: DATE-DOC: EFF: DUE: SRV:
AGY: CUR DOC: DOC AMT: DOC AGY: AY: PCC:
REF DOC: M: TC: INDEX: PCA: REQ NO:
NAC SFD:
SEQ CSFX VENDOR NO/MC AMOUNT R PDT COBJ AOBJ RSFX ERROR CD
001
002
003
004
005
006
007
008
009
010
011
012
013
F1-HELP F2-REPEAT F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BALANCE F10-RTI
509 Balanced JV Transaction Entry
TEXAS S509 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: BALANCED JV TRANSACTION ENTRY PROD
BATCH: AGENCY DATE TYPE NO SEQ NO MODE:
CURRENT DOC: EFF DATE: DOC DATE: DOC AGY:
TRANS AMT: DOC AMT: DOC COUNT: FO:
INV NO: DESC:
* * * * * * * * * * * * * * * TRANSACTION 1 * * * * * * * * * * * * * * *
SFX: AGENCY: TC: REF DOC/SFX: MOD: SERV DATE:
IDX: PCA: AY: COMP/AGY OBJ: APPN: FUND:
VEND/MC: VEND NAME:
GL ACCT/AGY: GRANT NO/PH: SUB GRANTEE:
PROJECT NO/PH: NAC SUBFUND: DEBT/INVEST: RVS:
CONT NO: MPCD: AGY CODE – 1: 2: 3:
* * * * * * * * * * * * * * * TRANSACTION 2 * * * * * * * * * * * * * * *
SFX: AGENCY: TC: REF DOC/SFX: MOD: SERV DATE:
IDX: PCA: AY: COMP/AGY OBJ: APPN: FUND:
VEND/MC: VEND NAME:
GL ACCT/AGY: GRANT NO/PH: SUB GRANTEE:
PROJECT NO/PH: NAC SUBFUND: DEBT/INVEST: RVS:
CONT NO: MPCD: AGY CODE – 1: 2: 3:
F1-HELP F3-END F4-INIT F5-EDIT F6-PROCESS F9-BALANCING
Batch Level Elements
BATCH AGENCY (System generated)
Displays the batch agency from the batch header.
BATCH DATE (System generated)
Displays the batch date from the batch header.
BATCH TYPE (System generated)
Displays the batch type from the batch header.
BATCH NO (System generated)
Displays the batch number from the batch header.
BATCH SEQ NO (System generated)
Displays the batch sequence number. Each transaction in the batch will have an unique sequential transaction sequence number. For online entry, the system automatically increments the sequence number for each entered transaction. For batches sent electronically for USAS processing, the transaction sequence number is provided by the user and must be unique for each transaction in the batch. The sequence number and the batch ID (batch agency, batch date, batch type and batch number) uniquely identify each transaction entered in USAS.
BATCH MODE (System generated)
Displays the current batch edit mode.
Accounting Transaction Elements
The coding instructions for each of the elements on accounting transactions are shown in this section in alphabetical order. Not all elements are available for all transaction entry screens. Depending on the particular transaction being entered, elements could be required (either entered or looked up), optional or not allowed. The requirements are controlled in the Transaction Code Decision Profile (28A) for each transaction code used in USAS.
Note: Within each field description, the first occurrence of a screen reference, acronym or abbreviation is written out, and subsequent occurrences are abbreviated.
1099 (Optional)
Enter the one-character 1099 indicator. If the 1099 indicator is not entered, the value will default from the Comptroller Object Profile (D10).
| A | 1099-MISC Box 10 Attorney fees |
|---|---|
| B | 1099-NEC Box 1 Non-employee compensation |
| I | 1099-INT Box 1 Interest income |
| N | Object is not 1099 reportable |
| 1 | 1099-MISC Box 1 Rents |
| 2 | 1099-MISC Box 2 Royalties |
| 3 | 1099-MISC Box 3 Other income |
| 4 | 1099-MISC Box 4 Federal income tax withheld |
| 5 | 1099-MISC Box 5 Fishing boat proceeds |
| 6 | 1099-MISC Box 6 Medical and health care payments |
| 7 | 1099-MISC Box 7 Payer made direct sales of $5,000 or more of consumer products to a buyer (recipient) for resale |
| 8 | 1099-MISC Box 8 Substitute payments in lieu of dividends or interest |
| 9 | 1099-MISC Box 9 Crop insurance proceeds |
ADD1 or ADDR 1 (Optional)
Enter the address line 1 or leave blank to be looked up by vendor/payee number. The address identifies the address of the vendor/payee. Except as noted following the discussion of ADD4, a manually entered address will be overwritten by the look-up information stored in either the Texas Identification Number System (TINS) or USAS for that vendor/payee number and mail code combination.
ADD2 or ADDR 2 (Optional)
Enter the address line 2 or leave blank to be looked up by vendor/payee number. The address identifies the second line of a vendor/payee’s address, if needed. Except as noted following the discussion of ADD4, a manually entered address will be overwritten by the look-up information stored in either TINS or USAS for that vendor/payee number and mail code combination.
ADD3 or ADDR 3 (Optional)
Enter the address line 3 or leave blank to be looked up by vendor/payee number. The address identifies the third line of a vendor/payee’s address, if needed. Except as noted following the discussion of ADD4, a manually entered address will be overwritten by the look-up information stored in either TINS or USAS for that vendor/payee number and mail code combination.
ADD4 or ADDR 4 (Optional)
Enter the address line 4 or leave blank to be looked up by vendor/payee number. The address identifies the fourth line of a vendor/payee’s address, if needed. Except as noted below, a manually entered address will be overwritten by the look-up information stored in either TINS or USAS for that vendor/payee number and mail code combination.
Note: Although address fields 1-4 are usually looked up by the vendor/payee number, USAS will allow and retain an entered vendor/payee name and address under certain circumstances. For example, when a Comptroller-assigned summary vendor/payee number and the appropriate summary vendor/payee transaction codes are used, the vendor/payee name and address must be entered on the transaction and will not be overwritten by TINS.
When this is the case, agencies must not enter supplemental confidential data in the name or address fields. For more information, see the Confidential Information section of TexPayment Resource.
AGENCY (Required)
Displays the three-digit number assigned to the user’s default agency, as identified by the Security Profile (96A) for the user ID and user class. Enter a different three-digit agency number if needed.
This is the financial agency. This field identifies the agency whose accounting data will be impacted by the transaction. The financial agency may be different from the batch agency and document agency. For example, if the Comptroller’s office enters a transaction for another agency (for example, 123), the batch agency would be 902, and the agency for the transaction would be 123.
AGY CD-1 or AGY CODE 1 (Optional)
Enter the four-character agency code 1 number or leave blank. Agency code 1 values are agency defined on the Agency Code 1 Profile (D26). This field can either be user entered on a transaction or inferred by USAS based on the Index Code Profile (24) or the Program Cost Account Profile (26). User entered values in transaction entry will override inferred values on the 24 or 26 profiles. The agency code 1 number can be used for any coding purpose.
AGY CD-2 or AGY CODE 2 (Optional)
Enter the four-character agency code 2 number or leave blank. Agency code 2 values are agency defined on the Agency Code 2 Profile (D27). This field can either be user entered on a transaction or inferred by USAS based on the Index Code Profile (24) or the Program Cost Account Profile (26). User entered values in transaction entry will override inferred values on the 24 or 26 profiles. The agency code 2 number can be used for any coding purpose.
AGY CD-3 or AGY CODE 3 (Optional)
Enter the six-character agency code 3 number or leave blank. Agency code 3 values are agency defined on the Agency Code 3 Profile (D36). This field can either be user entered on a transaction or inferred by USAS based on the Index Code Profile (24) or the Program Cost Account Profile (26). User entered values in transaction entry will override inferred values on the 24 or 26 profiles. The agency code 3 number can be used for any coding purpose.
AMOUNT (Required)
Enter the amount (up to 11 digits and two decimal places). The amount is required for all transactions. If no decimal is entered, the system will automatically count back two digits to place the decimal. For example, 1000, 10.00 or 10. will all be read by the system as 10.00. Commas are not allowed.
Note: Entry of a negative signed transaction amount is not allowed. To reverse the accounting impact of a transaction code, use a reverse (RVS) code of R.
APPN NUMBER (Optional)
Enter the five-digit appropriation number or leave blank. Appropriation numbers are centrally defined on the Appropriation Number Profile (20). This field can either be user entered on a transaction or inferred by USAS based on the Index Code Profile (24) or the Program Cost Account Profile (26). User entered values in transaction entry will override inferred values on the 24 or 26 profiles. This number is assigned by the Comptroller’s office and identifies each budgeted line item in the General Appropriations Act (GAA), as well as other appropriated items belonging to the agency.
AY (Required)
Enter the two-digit appropriation year (AY). The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.
BANK (Optional – For informational purposes only)
Enter the 13-character bank identification number. This field is available on the Revenue/Receipts Trans Entry (504) screen. The banking information for expenditure transactions is supplied by TINS and is not stored in USAS.
CITY (Optional)
Enter the city (up to 20 characters) or leave blank to be looked up by the vendor/payee number. Except as noted below, a manually entered city will be overwritten by the look-up information stored in either TINS or USAS for that vendor/payee mail code combination.
Note: Although the city is usually looked up by the vendor/payee number, USAS will allow and retain an entered vendor/payee name and address under certain circumstances. For example, when a Comptroller-assigned summary vendor/payee number and the appropriate summary vendor/payee transaction codes are used, the vendor/payee city must be entered on the transaction and will not be overwritten by TINS.
When this is the case, agencies must not enter supplemental confidential data in the name or address fields. For more information, see the Confidential Information section of TexPayment Resource.
CI (Optional)
Enter the one-character capitalization indicator.
| Blank – Not applicable | |
| C | Capitalized asset |
| I | Inventoried asset |
| M | Cost of maintenance for capitalized or inventoried asset |
COMP/AGY OBJECT (Optional)
Note: This is a split field. The first field is the comptroller object (COMP OBJECT), and the second field is the agency object (AGY OBJECT).
Enter the four-digit comptroller object and/or a four-digit agency object. Comptroller objects are centrally defined on the Comptroller Object Profile (D10). agency objects are agency defined on the Agency Object Profile (D11). When both the comptroller object and agency object are entered on the transaction, the entered comptroller object must equal the comptroller object inferred, if any, by the agency object and be within the allowed comptroller object groups on the Transaction Code Options Profile (28B).
The 28B profile defines the groups of comptroller objects that are allowed (included) or not allowed (excluded) for each transaction. That is, only comptroller objects included in the object groups indicated on the 28B for the transaction code are valid for the transaction. This is to ensure that the object used is consistent with the type of transaction.
The Comptroller Object Relationship Edit Profile (8C) can further restrict the usage of a comptroller object on a transaction by controlling which agencies can process transactions with certain comptroller objects. The Document Tracking Payee/Comptroller Object Profile (33A) can add required approvals based on the comptroller object on the transaction. Additionally, the Appropriation Number Profile (20) can restrict comptroller objects by appropriation number and AY.
CONF (Optional – Required by policy)
Enter the one-character confidential indicator according to the rules in USAS and CAPPS Financials Confidentiality Indicator (FPP E.045). The confidential indicator can be entered on the Revenue/Receipts Transaction Entry (504) or Pre-Enc/Enc/Expend Transaction Entry (505) screens and should be used to flag expenditures and expenditure refunds as follows:
| Blank (Default). Transaction contains no confidential information. | |
| Y | Yes. Transaction is confidential as defined by the Texas Public Information Act. |
| S | Some confidential information. The transaction contains some confidential information, but not in these fields: vendor/payee name, comptroller object, payment written date, transaction amount and agency. |
| N | No. Transaction contains no confidential information. |
The data entered in this field are reflected on the Single Payment Cancellation (44) screen. No USAS security restrictions are placed on a transaction based on the CONF value. Although the field is for informational purposes only in USAS, several other applications use this indicator:
- Where the Money Goes online state expenditure database
- Treasury Operations’ Web Warrant Inquiry and Cancellation System (WWIC)
- Open Records Requests
- Texas Identification Number System (TINS)
CONT NO (Optional)
Enter the alphanumeric contract number (up to 10 characters). Contract numbers are agency defined on the Contract Profile (30). Expenditures and encumbrances can be controlled against a contract budget amount on the 30 screen if the budget check indicator on the 30 screen is set to yes.
CSFX (Required)
Enter the three-digit current document suffix. The suffix is required when the current document number is entered. Document suffixes are either user defined or system generated and are used to identify individual transactions within a document.
CUR DOC/SFX or DOC/SFX (Required)
Note: This is a split field. The first field is the current document number (CUR DOC or DOC), and the second field is the current document suffix (SFX).
Enter the eight-character current document number and three-digit current document suffix. The current document number is automatically left justified.
The first digit of the current document number is the document type. The document type provides a means for categorizing documents. For example, originating encumbrance transactions are identified with a document type of E. The allowed document types are controlled by the T-code. Valid document types are listed on the Document Control Profile (33). For a listing of document types allowed by T-code, go online in USAS to the Trans Code Options Profile (28B) and enter the desired T-code.
After the document type, the remaining seven alphanumeric characters of the current document number are user defined.
Note: For deposit documents, the remaining seven characters must be all numeric. For system generated documents, the system will assign the document number.
The suffix is required when the current document number is entered. Document suffixes are either user defined or system generated and are used to identify individual transactions within a document.
DEBT/INVEST ISSUE # or DI # or DEBIT INVEST (Not currently in use)
Enter the nine-character debt/investment issue number. Debt/investment issue numbers are agency defined on the Debt/Investment Profile (D29). This element can be used on either bonds payable or investment transactions. For example, on debt transactions the debt/investment issue number categorizes the debt as either general obligation, revenue or other.
DESC or DESCRIPTION (Optional)
Enter the description for the transaction (up to 80 characters). The agency may code this field to provide information about the transaction being entered. For payment transactions, the invoice description field can be used to supply payees/vendors with payment-related information needed to reconcile payments.
Note: Data items such as the first five digits of the Social Security number, date of birth, driver’s license number, credit card number, direct deposit or routing information, medical information or other sensitive information as described in Business and Commerce Code Section 521.002 must not be entered into a field not specifically created for that information unless explicitly allowed by Comptroller policy. Medical information includes any Protected Health Information (PHI) covered under the Privacy Rule in the Health Insurance Portability and Accountability Act (HIPAA).
The entire description is stored on the USAS accounting event table. The first 30 characters will be displayed on the Accounting Event Record Inquiry (84) screen. When entered on a payable transaction, the first 35 characters will be included on the USAS warrant stub. All 80 characters are included on direct deposit addenda records and the Search State Payments Issued application.
For more information, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).
DISCOUNT or DISC (Optional – For informational purposes only)
Enter the 13-digit discount amount or leave blank. Since this element is for informational purposes only, it does not reduce a payment made to a vendor/payee. If no decimal is entered, the system will automatically count back two digits to place the decimal. For example, 1000, 10.00 or 10. will all be read by the system as 10.00. Commas are not allowed.
DISC DT (Optional – For informational purposes only)
Enter the six-character discount date or leave blank. This is the date that the discount becomes effective.
DISC TM (Optional – For informational purposes only)
Enter the two-digit discount percentage terms or leave blank.
DOC AGY (Required)
Enter the three-digit document agency number. This field is automatically populated with the three-digit number used on the batch header. Enter a different three-digit agency number if needed. The document agency represents the agency that created and is responsible for the document. This is the agency number that will be used to recall a document on the Document Tracking Inquiry (37) screen.
DOC AMT (Required)
Enter the document amount (up to 11 digits and two decimal places). The document amount is the sum of all transactions entered for a particular document number without regard to the accounting impact. That is, the document amount is the absolute value of all transactions within the document. If the document requires balancing in document tracking, the USAS-calculated amount of all the transactions for the document must equal the entered amount in order for the batch to be balanced and released. A negative amount cannot be entered. If no decimal is entered, the system will automatically count back two digits to place the decimal. For example, 1000, 10.00 or 10. will all be read by the system as 10.00. Commas are not allowed.
DOC COUNT or DOC CNT (System generated)
Displays the document count, which is a count of all transactions within a document.
DOC DATE (Optional)
Enter the six-digit document date (MMDDYY). For goods and service transactions, the document date is used to report the order date. For payroll transactions, the document date must be the payroll period end date, which is edited against the Payroll Date Profile (D62) to determine the type of payroll (for example, monthly or bimonthly). Typically, for non-goods or service transactions, the document date identifies the date the document was created and is not edited against the Current Date Profile (D61) or D62 profile.
Note: For document type 5 – Payroll (Reimbursements and Adjustments) and document type 7 – (Annuitant Payroll) transactions, DOC DATE is limited to 45 days from the EFF DATE per the System Management Profile (97). This date is then edited against the Current Date Profile (D61) to verify the date entered is valid.
DOC/SFX (Required)
See entry for CUR DOC/SFX.
EFF DATE (Optional)
Enter the six-digit effective date (MMDDYY) or use the system-generated default of the effective date from the batch header. A different effective date may be entered on each transaction within a batch, and it will override the batch header effective date for that transaction.
The effective date determines:
- The initial date the transaction can be accessed for processing in USAS.
- If the
PMT DUE DATEorRQD PMT DATEfields are populated on a transaction, the value in theEFF DATEfield is ignored.
- If the
- The fiscal month and fiscal year the transaction will post.
- If a month or year is closed or future or prior month/year postings are not allowed, the system edits against the effective date to determine if the transaction can be posted.
Post dated cash transactions:
USAS will not allow cash transactions to be post dated for the following GL accounts. If a cash transaction is entered with an effective date not equal to the current date, USAS will automatically update the effective date to the current date.
| 0045 | Cash in State Treasury |
|---|---|
| 0052 | Cash in U.S. Treasury |
Future dated cash transactions:
USAS will not allow future dated cash transactions (GL account 0045) for the following document types. If a cash transaction is entered with an effective date not equal to the current date, USAS will automatically update the effective date to the current date.
| J | Journal vouchers |
|---|---|
| K | Expenditure transfer vouchers |
ERROR CD or ERR CD (System generated – On the fast entry screens only)
Displays the first two transaction processing error codes encountered (if any) when the system attempted to process the transaction. These error codes are also included in the error codes displayed at the bottom of the transaction entry screen.
FUND (Optional)
Enter the four-digit fund or leave blank. This field can either be user entered on a transaction or inferred by USAS based on the Index Code Profile (24) or the Program Cost Account Profile (26). User entered values in transaction entry will override inferred values on the 24 or 26 profiles. Funds are agency defined on the Fund Profile (D23).
FUND OVRD or FO (Optional)
Enter the one-character fund override indicator. The fund override indicator allows the system to override a fund-control edit in order to post an accounting transaction. The Security Profile (96A) controls this option.
| Blank – Transaction posts normally. | |
| W | Central use only – Overrides fund control edits and forces the transactions to post. |
| D | Allows the override of transaction effective date errors to backdate cash. Not currently in use. |
| A | Allows fund override for agency budgets. |
| X | Not currently in use. |
GL ACCT/AGY (Optional)
Note: This is a split field. The first field is the comptroller general ledger account (GL ACCT), and the second field is the agency general ledger account (AGY).
Comptroller general ledger account:
- Enter the four-digit comptroller general ledger (GL) account number or leave blank to be looked up by the T-code. The GL account is normally not coded on input. General ledger accounts are centrally defined on the Comptroller General Ledger Account Profile (D31). See the Comptroller Manual of Accounts (Volume I) for a listing of GL accounts.
- Transactions using transaction codes where only one side of the GL impact is defined use this field to specify the GL account for the other side of the entry.
- When a comptroller GL account is required to be supplied by the user, the comptroller GL accounts included or excluded for a specific transaction code are identified on the Trans Code Options Profile (28B).
Agency general ledger account:
The requirements for agency general ledger account entry are dependent on the purpose of the agency general ledger account information.
- Agency GL accounts can be used to support comptroller GL accounts where the comptroller GL account
G/L EDIT TYPEfield on the D31 is A (Agency level) or S (Statewide level). For information on setting up these agency GL accounts refer to the Agency General Ledger Profile (D32). - Agency GL accounts can also be used to provide identifying information for interfund and interagency activity. This information is used to identify eliminating entries for the Annual Comprehensive Financial Report (ACFR). When the agency GL account field is used for this purpose, the comptroller GL account
G/L EDIT TYPEfield on the D31 screen is D (Due to/due from and transfer transactions), and no agency GL account is set up on the D32 profile.
Agency GL accounts used to support comptroller GL accounts:
Enter the agency general ledger account number (up to eight digits). The AGY GL field on the Transaction Code Decision Profile (28A) identifies which GL account the agency general ledger account will be associated with.
Note: An agency GL account will be required if there is a D32 screen that infers the comptroller general ledger account identified in the AGY GL field on the 28A screen. The agency GL account and comptroller GL account combination used on the transaction must match the combination set up on the D32.
Agency GL accounts used to provide identifying information for ACFR eliminating entries:
Note: For these ACFR-eliminating entries, no agency GL account is set up on the D32 profile.
For transactions where the document type is T or the payment distribution type (PDT) is T on the originating transaction, the system will automatically populate the agency general ledger field on the system-generated transactions for the originating agency and the non-originating agency using the following format:
- The first three characters are the three-digit agency number assigned to the opposite agency, which must be a valid USAS agency.
- The second four characters are the four-digit fund of the opposite agency, which must be a valid USAS fund for the agency number.
- The last character is 0.
For transactions such as appropriation budget transfers where the agency general ledger account is required (AGL is R or I) and the PDT is not allowed on the 28A, enter the agency general ledger account number (up to eight digits) on both sides of the transaction using the following format:
- For the first three characters: Enter the three-digit agency number assigned to the opposite agency, which must be a valid USAS agency.
- For the second four characters: Enter the four-digit fund of the opposite transaction, which must be a valid USAS fund for the opposite agency number.
- For the last character: Enter 0.
GRANT NO/PH (Optional)
Note: This is a split field. The first field is the grant number (GRANT NO), and the second field is the grant phase (GRANT PH).
Enter the six-character alphanumeric grant number and the two-digit grant phase. Grant number and phase combinations are agency defined on the Grant Control Profile Maintenance/Inquiry (29) screen. This field can either be user entered on a transaction or inferred by the Index Code Profile (24), Program Cost Account Profile (26), Project Control Profile (27) or Subgrantee Control Profile (31). User-entered values in transaction entry will override inferred values on the 24, 26, 27 or 31 profiles.
The 29 screen defines how costs are accumulated for each grant. The grant number and phase elements are set up as a means for accumulating grant expenditures, revenues, receipts, budgets and statistical information. When the grant number and phase are coded or inferred on accounting transactions, the financial or statistical data are recorded in the grant financial (GP) table.
IC (Optional – Restricted)
Enter the three-character interest control (IC) and reason code applicable to expenditure transactions or leave blank for the system-generated default. The INTEREST CONTROL field on the Security Profile (96A) controls whether or not a value can be entered in this field. The IC field is divided into a single character IC flag and a two-character IC reason code used to override the automated interest system default value.
Valid values for the IC flag (First character of IC field):
| Blank (Default). Note: After editing the transaction, the system will populate this field with either Y (Yes) or N (No) to designate whether automated late payment interest should be calculated if the payment is late. |
|
| A | User entered – Allow scheduling of a future payment date even though doing so will cause the payment to be late and automated late payment interest to accrue. |
| F | User entered – Force interest calculation regardless of any or all indicators on the Agency Profile (D02), Comptroller Object Profile (D10) and/or Transaction Code Decision Profile (28A) specifying that late payment interest should be calculated if the payment is late. Will not override System Management Profile (97) indicator. |
| R | User entered – Refuse to calculate interest regardless of any or all indicators on the D02, D10, 28A and/or 33 screens. This value is used to specify that late payment interest is not applicable for the transaction. |
| Y | System generated – Yes. Late payment interest will be calculated if the payment is late. |
| N | System generated – No. No late payment interest should be calculated if the payment is late. |
The IC flag, if other than the default (or a system-generated value), must be followed by a valid IC reason code. The second and third characters of the IC field are used to enter the IC reason code. For Interest Control Reason Codes, please see USAS Reference.
INDEX or IDX (Optional)
Enter the five-digit index. Index codes are agency defined on the Index Code Profile (24). This field can either be user entered on a transaction or inferred by USAS based on the Program Cost Account Profile (26). User entered values in transaction entry will override inferred values on the 24 or 26 profiles. The index is required to be entered or inferred when the agency budget by organization indicator is Y (Yes) on the Agency Control Profile (25) and the agency budget (AB) table posting indicators on the Transaction Code Decision Profile (28A) are not blank.
INT TM (Optional – For informational purposes only)
Enter the two-digit interest term.
INV DATE (Optional)
Enter the six-digit invoice date (MMDDYY). This field is not edited against the Current Date Profile (D61) or Payroll Date Profile (D62).
INV NO (Optional)
Enter the invoice number (up to 30 alphanumeric characters). The invoice number is required for expenditure transactions based on the T-code. This field is also used for the employee sequence number on payroll transactions.
For payment transactions, the invoice number field can be used to supply payees/vendors with payment-related information needed to reconcile payments. When entered on a payable transaction, all 30 characters will be included on the USAS warrant stub, direct deposit addenda records and the Search State Payments Issued application.
Note: Data items such as the first five digits of the Social Security number, date of birth, driver’s license number, credit card number, direct deposit or routing information, medical information or other sensitive information as described in Business and Commerce Code Section 521.002 must not be entered into a field not specifically created for that information unless explicitly allowed by Comptroller policy. Medical information includes any Protected Health Information (PHI) covered under the Privacy Rule in the Health Insurance Portability and Accountability Act (HIPAA).
For more information, see USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023).
MOD (Optional)
Enter the one-character modifier. A modifier is required on encumbrance transactions referencing pre-encumbrances and on expenditure transactions referencing encumbrances. The modifier identifies how the pre-encumbrance or encumbrance liquidation document should be posted to the document financial table (DF).
| Blank – Defaults to P for partial liquidation. | |
| F | Final liquidation – The transaction represents a final payment on the pre-encumbrance or encumbrance and the document will be set to closed status on the document financial table. Any remaining balance on the pre-encumbrance or encumbrance will be liquidated. |
| P | Partial liquidation – The transaction represents a partial payment on the pre-encumbrance or encumbrance document. Only the amount of the transaction will be liquidated up to the amount of the outstanding encumbrance balance. |
| A | Activate a previously closed pre-encumbrance or encumbrance document. |
| C | Close a pre-encumbrance or encumbrance document to preclude further posting (used for final receipts). C is used to close a pre-encumbrance or encumbrance document if a modifier of F was not used on the final expenditure transaction. The document will be set to closed status on the document financial table. Any remaining balance on the document will not be liquidated. |
Note: The corresponding functionality for accounts receivable is not available.
MPCD (Optional)
Enter the multipurpose code (up to 10 characters) or leave blank. This field can either be user entered on a transaction or inferred by USAS based on the Index Code Profile (24) or the Program Cost Account Profile (26). User-entered values in transaction entry will override inferred values on the 24 or 26 profiles. This is an agency-defined field that can be used for any coding purpose. Since there is no corresponding USAS profile, no validation edits will be performed.
NACUBO SUBFUND or NAC SFD (Optional – For internal use by institutions of higher education only)
Enter the four-digit National Association of College and University Business Officers (NACUBO) subfund from the NACUBO Subfund Profile (D38).
ORIG PMT DATE (Restricted)
Note: This field is used only for payments to replace a lost or stolen warrant.
Enter the six-digit date that the warrant was originally issued (MMDDYY). This field is restricted to transactions for replacement warrants (payment distribution type V). The original payment date can be found online on the Single Payment Cancellation (44) in the ISSUE DATE field and on the Accounting Event Record Inquiry (84) screen in the PAYMENT DT field.
For original payment transactions that included automated late payment interest, the original payment date provides the system look up to determine the original payment distribution date. The original payment distribution date is used as the end date for the replacement interest calculation, and the payment due date on the replacement transaction is used as the start date. For replacement warrants, the payment due date should be the same as on the original transaction. This ensures that the amount of interest calculated for the replacement warrant is the same as on the original warrant.
PCA (Required)
Enter the five-digit program cost account or leave blank to be inferred. Program cost accounts are agency defined on the Program Cost Account Profile (26). A PCA is required to be either manually entered or inferred for every transaction in USAS. The PCA is used to update the agency’s strategic budget structure as required by the Legislature. This field can either be user entered on a transaction or inferred by USAS based on the Index Code Profile (24). User entered values in transaction entry will override inferred values on the 24 or 26 profiles. The PCA is required in order to infer the National Association of College and University Business Officers (NACUBO) fund and the NACUBO function.
PCC (Optional)
Enter the one-character Comptroller’s Statewide Procurement Division (SPD) purchase category code (PCC). The PCC is used to document the purchase method, commodity type and dollar category of purchases. (SPD was formerly TPASS.)
- A PCC is required for transactions with a
GSC APPROVAL INDICATORon the Document Control Profile (33) set to Y. - For valid values, go online in USAS to the Titles Profile (D53) and enter PCC2 in the
TABLE IDfield. Enter N (Next) in theACTIONfield to scroll through the listing.
PDT (Optional – Used with TINS vendors/payees)
Enter the payment distribution type (up to two characters) or leave blank to be looked up in TINS for each detail transaction. For Payment Distribution Types, please see USAS Reference. The PDT identifies how transactions will be combined for warrants and direct deposits, whether a payment will be issued in the form of a warrant or direct deposit and how warrants will be sorted and routed. If the PDT is coded on the batch header, all the transactions in the batch will default to the PDT coded on the batch header. The PDT is edited against the vendor/payee information in TINS.
PEN AMT (Optional – For informational purposes only)
Enter the penalty amount (up to 11 digits and two decimal places).
This field is also used by USAS to report the amount of automated late payment interest paid on a late transaction. If late payment interest is paid on the transaction, USAS will replace any user-entered value with the system-generated interest amount.
PEN DT (Optional – For informational purposes only)
Enter the six-digit penalty date (MMDDYY). This is the date that the penalty becomes effective.
PEN TM (Optional – For informational purposes only)
Enter the two-digit penalty percentage terms.
PMT DUE DATE (Required for expenditure transactions)
Enter the six-digit payment due date (MMDDYY). If there is no requested payment date entered, the payment due date identifies for the system when USAS should generate a payment. For automated late payment interest, the payment due date determines when payment for a transaction becomes late and determines the start date for calculating automated late payment interest.
For replacement warrants, the payment due date should be the same as on the original transaction. For original warrant transactions that included automated late payment interest, the payment due date is used as the start date for the replacement interest calculation, and the original payment distribution date, as determined by the ORIG PMT DATE, is used as the end date. This ensures that the amount of interest calculated for the replacement warrant is the same as on the original warrant.
Note: For document type 5 – Payroll (Reimbursements and Adjustments) and document type 7 – Annuitant Payroll transactions, PMT DUE DATE is limited to 45 days from the EFF DATE per the System Management Profile (97). This date is then edited against the Current Date Profile (D61) to verify the date entered is valid.
PMT TYPE (Optional – For informational purposes only)
Enter the one-digit cash receipt payment type.
| 1 | Cash |
|---|---|
| 2 | Checks |
| 3 | U.S. Treasury checks/letters of credit |
| 4 | State warrants |
PROJECT NO/PH (Optional)
Note: This is a split field. The first field is the project number (PROJECT NO), and the second field is the project phase (PROJECT PH).
Enter the six-digit project number and the two-digit project phase. Project number and phase combinations are agency defined on the Project Control Profile (27). This field can either be user entered on a transaction or inferred by USAS based on the Index Code Profile (24), Program Cost Account Profile (26) or Grant Control Profile Maintenance/Inquiry (29) screens. User entered values in transaction entry will override inferred values on the 24, 26 or 29 screens.
The 27 screen defines how costs are accumulated. The project number and phase elements are set up as a means for accumulating project expenditures, revenues, budgets and statistical information in USAS.
When the project number and phase are coded or inferred on accounting transactions, the financial or statistical data are recorded in the project financial (PJ) table.
PROP # (Optional – For informational purposes only)
Enter the 10-character property number.
REF DOC/SFX or REF DOC and RSFX (Optional)
Note: REF DOC/SFX is a split field. The first field is the reference document number (REF DOC), and the second field is the reference document suffix (SFX).
Enter the eight-character reference document number and the three-digit reference document suffix. The reference document number identifies a document that has been previously entered in USAS. It represents the current document number of the original transaction.
Examples of reference documents:
- When entering the original encumbrance document, there will be no reference document and suffix. When entering a vouchers payable against this encumbrance, the document number/suffix of the original encumbrance would be entered in the reference doc/suffix field. The system can then adjust/liquidate the original encumbrance on the document financial (DF) table for the expenditure payment. In this example, the transaction code will require that the reference document entered on the vouchers payable transaction matches with a previously entered document posted to the DF.
- When entering an appropriation budget adjustment, the reference document will be the document number of the original budget entry. In this example, the transaction code does not require that the reference document number match a previously entered document.
The suffix is required when the reference document number is entered. Document suffixes are either user defined or system generated and are used to identify individual transactions within a document.
REQ NO (Optional)
Enter the 11-character requisition number, which is agency defined to meet the Comptroller’s SPD format criteria.
- A requisition number is required for transactions with a
GSC APPROVAL INDICATORon the Document Control Profile (33) set to Y. - A requisition number is required for transactions when a PCC is entered on the transaction.
RQD PMT DATE (Optional)
Enter the six-digit requested payment date (MMDDYY) to establish a payment distribution date different than the payment due date. The requested payment date will override the payment due date only for payment distribution. The requested payment date does not affect the automated interest computation. If there is a requested payment date, the system will attempt to pay the expenditure based on that date, not the payment due date.
RT AMT (Not currently in use)
Enter the recurring transaction amount.
RTI (Optional)
Enter the six-digit recurring transaction index (RTI). RTIs are agency defined on the Recurring Transaction Profile (55). The 55 screen is used as a coding reduction tool that predefines the coding block elements for recurring transactions. The recurring transaction index is used in the automated interagency transaction process. This process includes the payment of goods and services, pass-through transactions and transfers between agencies. RTIs allow the non-entering agency to specify the exact coding block to be used for its side of the transaction without compromising an agency’s security.
RVS (Optional)
Enter the one-character reverse code (R) or leave blank. A value of R reverses the accounting impact of the transaction. After a transaction is processed using the F6 key, this field will be blank.
SERV DATE (Optional)
Enter the six-digit service date (MMDDYY). This date identifies the date for which goods or services are received or rendered, and is required by the Comptroller’s office when entering purchase and travel vouchers. The service date for purchased items would be the day the merchandise was received. For recurring expenses such as rent, the service date is the last day of service. This date is edited against the Current Date Profile (D61) to verify the date entered is valid. Typically this field is not edited against the Payroll Date Profile (D62).
The service date is used to edit against the final post date on the Project Control Profile (27) and Grant Control Profile Maintenance/Inquiry (29) screens if the service date control indicator in the related profile is Y. The service date is also used to edit against the Contract Profile (30) to ensure contract payments are within the contract start and end dates.
SFX (Required)
Enter the three-digit document suffix. The suffix is required when the document number is entered. Document suffixes are either user defined or system generated and are used to identify individual transactions within a document.
ST (Optional)
Enter the two-character state abbreviation or leave blank to be looked up by the vendor/payee number. Except as noted below, a manually entered state will be overwritten by the look-up information stored in either TINS or USAS for that vendor/payee mail code combination.
Note: Although the state is usually looked up by the vendor/payee number, USAS will allow and retain an entered vendor/payee name and address under certain circumstances. For example, when a Comptroller-assigned summary vendor/payee number and the appropriate summary vendor/payee transaction codes are used, the vendor/payee state must be entered on the transaction and will not be overwritten by TINS.
SUB GRANTEE (Optional)
Enter the 14-digit subgrantee number. Subgrantee numbers are agency defined on the Subgrantee Profile (31). Subgrantees are other agencies or entities who receive portions of pass-through grants. The grant must account for advances and expenditures made to the subgrantees.
TRANS CODE (Required)
Enter the three-digit transaction code. T-codes are centrally defined on the transaction code profiles (28A, 28B and 28C). The T-code identifies the accounting impact (debits and credits) to be recorded in USAS. The T-code keyed in determines how the rest of the transaction will be entered and which elements are required or are not allowed for the transaction, such as the valid document types, batch types and comptroller objects.
VEND/MC (Optional)
Note: This is a split field. The first field is the vendor/payee number (VEND), and the second field is the mail code (MC).
Enter the 11-digit vendor/payee number. The vendor/payee number must be either a valid TINS or USAS vendor/payee number. USAS vendor/payee numbers start with a zero and cannot be used to process payment generating transactions. The vendor/payee number identifies the vendor/payee from whom a purchase was made or who rendered a service. Generally, expenditure and encumbrance transactions will require a vendor/payee number.
Enter the three-character alphanumeric vendor/payee mail code. 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.
The vendor/payee number and mail code provide unique identifiers for the vendor/payee. If the vendor/payee number is entered, the corresponding mail code is required. If the existing USAS or TINS vendor/payee number or mail code is not known, the number may be looked up on the Vendor Alpha Inquiry (3A) or Vendor Number Inquiry (3N) screens. The Vendor Profile (34) can provide additional information.
VEND NAME or VEND NM (Optional)
Enter the vendor/payee name (up to 50 characters) or leave blank to be looked up by the vendor/payee number. Except as noted below, a manually entered vendor/payee name will be overwritten by the look-up information stored in either TINS or USAS for that vendor/payee mail code combination.
Note: Although the vendor/payee name is usually looked up by the vendor/payee number, USAS will allow and retain an entered vendor/payee name and address under certain circumstances. For example, when a Comptroller-assigned summary vendor/payee number and the appropriate summary vendor/payee transaction codes are used, the vendor/payee name must be entered on the transaction and will not be overwritten by TINS.
VENDOR TYPE (Optional)
Enter the one-character vendor type. This field designates the addenda type record format to be used with the transaction. The addenda type record layout is set up on the Payment Addenda Record Type Profile (D52).
The title of the payment addenda record type will be displayed following the VENDOR TYPE field (up to 50 characters).
WARR NO (Restricted, central use only – Required for canceled and manual warrants)
Enter the nine-digit warrant number. If the disbursement method indicator is M for a manual warrant or C for a payment cancellation, then the warrant number is required; otherwise, the warrant number is system generated.
ZIP (Optional)
Enter the nine-digit ZIP code or leave blank to be looked up by the vendor/payee number. The first five digits are required; the last four digits are optional. Except as noted below, a manually entered ZIP code will be overwritten by the look-up information stored in either TINS or USAS for that vendor/payee mail code combination.
Note: Although the ZIP code is usually looked up by the vendor/payee number, USAS will allow and retain an entered vendor/payee name and address under certain circumstances. For example, when a Comptroller-assigned summary vendor/payee number and the appropriate summary vendor/payee transaction codes are used, the vendor/payee ZIP code must be entered on the transaction and will not be overwritten by TINS.
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. |
|---|---|
| F2 | (Invoice) Accessed on the Revenue/Receipts Transaction Entry (504) screen. Automatically links to the Invoice Entry (15) screen. The batch ID (batch agency, date, type and number) and the document number and suffix will be carried to the 15 screen when F2 is pressed. |
| F2 | (Repeat) Repeats rows on the Single Vendor Fast Entry (506) and Multiple Vendor Fast Entry (507) screens. |
| 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. |
| F5 | (Edit) Retrieves coding block information from the document financial (DF) table based on the reference document/suffix entered and will perform data element edits without posting the transaction. When F5 is used to retrieve the reference document coding block information, data fields previously manually entered on the transaction entry screen (such as AY, PCA, comptroller object, appropriation number and fund number) will be overwritten by the retrieved values. Informational fields (such as PCC, requisition number, invoice number, date and description) are not overwritten. When using the F5 function to retrieve the reference document coding block information, all fields should be verified before processing the transaction. For transactions without reference documents or with a reference document that is not posted to the DF, F5 will perform most of the data element edits without posting the transaction. |
| F6 | (Process) Submits transaction data to the edit process. If the edit process is successful, an acceptance message is produced and the transaction record information is stored in the system. If the edit process is not successful, an error message will result and be displayed at the bottom of the screen. Retains current information on the screen upon completion of processing. |
| F7 | (Text) Automatically links to the Legal/Descriptive Text (19) screen. The document agency number, document number and FY will be carried to the 19 screen when F7 is pressed. |
| F9 | (Balancing) Automatically links to the Batch Balancing (502) screen. |
| F10 | (RTI) Automatically links to coding block information recorded in the Recurring Transactions Profile (55). |
| F12 | (Address) Pre-Enc/Enc/Expend Transaction Entry (505) screen only. Toggles between the two parts of this screen: the 505 main entry screen and the 505B vendor/payee address portion. |