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USAS Coding Instructions

502 Batch Balancing

Agency and centrally used. The Batch Balancing (502) screen provides an online mechanism for releasing and verifying balanced batches for processing in USAS. This screen is also used to delete batch headers after all transactions in the batch have been deleted. Batches sent by file transfer from an agency’s accounting system to USAS for processing can be pre-released using the Electronic Approval/Release Processing section of the Batch Tracking (35) screen.

To access this screen:

  • Press the F9 key on the financial transaction data entry screens, or
  • Press the F9 key on the Recall a Batch for Correction (510), View a Batch (520), View Batch Headers (530) or Special Correction Processing (570) screens.
 TEXAS  S502           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                       BATCH BALANCING                            PROD 
                                                                                
 ACTION:   (H=HOLD, R=RELEASE, D=DELETE)                                        
           (BLANK ACTION RETURNS TO BATCH HEADER ENTRY)                         
                                                                                
               BATCH AGENCY:                                                    
                 BATCH DATE:                                                    
                 BATCH TYPE:                                                    
               BATCH NUMBER:                                                    
                                                                                
            BATCH BALANCING:                                                    
              ENTERED COUNT:              ENTERED AMOUNT:                       
             COMPUTED COUNT:             COMPUTED AMOUNT:                       
                                                                                
          PAYMENT DIST TYPE:                                                    
              DISB METH IND:                                                    
           ORIGINAL USER ID:                                                    
                 USER CLASS:                                                    
               LAST USER ID:                                                    
                                                                                
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F8-DOC/TRK  F10-RECALL F11-DETAILS F12-HEADERS     
 

The following system-generated out-of-balance messages will prevent a batch from being released:

  • Warning batch not in balance. If the batch is out of balance, the system-computed count and amount does not equal the user-entered count and amount.
  • Warning…Document XXXXXXXX not in balance. If the document is out of balance, the total amount of the transactions entered as totaled by the system does not equal the user-entered document amount.
  • Warning…Document XXXXXXXX has dup reimb summary. This warning message is generated when a reimbursement document contains more than one summary transaction. Summary transactions are transactions with a transaction code of 903, 904 or 905.
  • Warning…Document XXXXXXXX cash is out of balance. This warning message is generated for documents with document types G, J, K and T when the cumulative increases in cash do not equal the cumulative decreases in cash for general ledger account 0045. The cash impact is determined by the transaction code used on each transaction within the document.
  • Warning…Document XXXXXXXX T-codes are not compatible. This message is generated when non-reimbursement T-codes are included in the same document as reimbursement T-codes. Examples of reimbursement T-codes are: 246/903, 247/904 and 264/905.
  • EAG…AGL out of balance. This message is generated when the transaction’s agency general ledgers (AGLs) are not the opposing transaction’s agency and fund. In addition, this edit will verify that the dollar amounts for opposing AGLs are balanced.

The following system-generated messages may appear when trying release a batch:

  • Different user must release batch. This fatal message is generated when the DATA RELATED ERRORS position 18 on the Agency Profile (DØ2) is blank and the LAST USER ID matches the user ID of the person attempting to release the batch.
  • Same person should not enter/change a transaction then release. This warning message is generated when the DATA RELATED ERRORS position 18 on the DØ2 profile is W and the LAST USER ID matches the user ID of the person attempting to release the batch.

Note: No error message will be generated if the DATA RELATED ERRORS position 18 on the DØ2 profile is I and the LAST USER ID matches the user ID of the person attempting to release the batch.

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

H Hold (Default). The batch is placed in a hold status and will not be accessed for batch processing.
R Release. The batch has been balanced and released, and can be accessed for processing during the batch cycle.
D Delete. The batch has been flagged to be deleted during the batch cycle.

Note: A batch with its transactions can be deleted using this screen only if the batch in question has not been released yet. After releasing, all transactions must be deleted using the Recall a Batch for Correction (510) screen. Then the batch header can be deleted on the 502 screen.

BATCH AGENCY (System generated)
Displays the batch agency.

BATCH DATE (System generated)
Displays the batch date.

BATCH TYPE (System generated)
Displays the batch type.

BATCH NUMBER (System generated)
Displays the batch number.

Batch Balancing

ENTERED COUNT (System generated)
Displays the entered count to be used as a control total. If an optional count is not entered, this count will be zero until the batch is balanced and released. Balancing and releasing the batch will update the zero count to equal the computed count.

ENTERED AMOUNT (System generated)
Displays the entered amount to be used as a control total. If an optional amount is not entered, this amount will be zero until the batch is balanced and released. Balancing and releasing the batch will update the zero amount to equal the computed amount.

COMPUTED COUNT (System generated)
Displays the computed count. The computed count is the number of transactions in the batch as calculated by the system. This count is based on either the batch as originally submitted or the batch as recomputed on the 510 screen.

COMPUTED AMOUNT (System generated)
Displays the computed amount. The computed amount is the total of the transactions in the batch as calculated by the system. This amount is based on either the batch as originally submitted or the batch as recomputed on the 510 screen.

PAYMENT DIST TYPE (System generated)
Displays the batch-level payment distribution type (PDT), if applicable. Batch-level PDTs are optional and are entered on the batch header.

DISB METH IND (System generated)
Displays the disbursement method indicator (DMI). Batch-level DMIs are optional and are entered on the batch header.

ORIGINAL USER ID (System generated)
Displays the user ID of the person who originated the batch. The associated user name will be displayed beside the original user ID.

USER CLASS (System generated)
Displays the sign-on user class of the person who originated the batch.

LAST USER ID (System generated)
Displays the user ID of the last person who either entered, updated or released the batch. The associated user name will be displayed beside the last user ID.

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.
F8 (Doc/Track) Automatically links to the Document Tracking Inquiry (37) screen.
F10 (Recall) Automatically links to the Recall a Batch for Correction (510) screen. If a batch header has been recalled and is displayed on 502 screen when the F10 key is pressed, the batch header information will be carried over to the 510 screen.
F11 (Details) Automatically links to the View a Batch (520) screen. If a batch header has been recalled and is displayed on 502 screen when the F11 key is pressed, the batch header information will be carried over to the 520 screen.
F12 (Headers) Automatically links to the View Batch Headers (530) screen.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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