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USAS Coding Instructions

520 View a Batch

Agency and centrally used. The View a Batch (520) screen allows users to see all of the transactions in the batch that still remain on the internal transaction (IT) file. The error (E) column on this screen will identify transactions that are in error or are failing to pay due to errors incurred during payment processing. There are two different views of the screen available: Ref Doc/Sfx (Reference Document) and Pay Date. Access to the different views is controlled by the value entered in the ACTION field.

The 520 allows inquiry/viewing of transactions. No changes to the transactions are allowed, and the batch release flag is not changed on the View Batch Headers (530) screen.

To access this screen:

  • Press the F11 key on the financial transaction data entry screens,
  • Press the F11 key on the Document Tracking Inquiry (37) screen or
  • Select option 52 View a Batch on the Transaction Entry Submenu.

View a Batch: Ref Doc/Sfx View

 TEXAS  S520           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                          VIEW A BATCH                            PROD 
                                                                                
 ACTION:     (F=FIRST PAGE, N=NEXT PAGE, D=PAY DATE VIEW,    S=SELECT DETAIL)   
 BATCH ID: AGENCY     DATE        TYPE   NO     SEQUENCE                        
 MODE                 EFF DATE            STATUS              PRINTER ID        
                                                                                
 S  SEQ  CUR DOC/SFX  REF DOC/SFX  AGY TC  INDEX  PCA  AY COBJ        AMOUNT R E
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
    ENTERED COUNT:                            ENTERED AMOUNT:      
   COMPUTED COUNT:                           COMPUTED AMOUNT:      
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F8-DOC/TRACK F9-BALANCING F10-RECALL F12-HEADERS   
 

View a Batch: Pay Date View

 TEXAS  S520           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                          VIEW A BATCH                            PROD 
                                                                                
 ACTION:     (F=FIRST PAGE, N=NEXT PAGE, R=REF DOC/SFX VIEW, S=SELECT DETAIL)   
 BATCH ID: AGENCY     DATE        TYPE   NO     SEQUENCE                        
 MODE                 EFF DATE            STATUS              PRINTER ID        
                                                                                
 S  SEQ  CUR DOC/SFX   PAY DATE    AGY TC  INDEX  PCA  AY COBJ        AMOUNT R E
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
    ENTERED COUNT:                             ENTERED AMOUNT:      
   COMPUTED COUNT:                            COMPUTED AMOUNT:      
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F8-DOC/TRACK F9-BALANCING F10-RECALL F12-HEADERS   
 

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

F First page
N Next page – Recall next record
D Pay Date view
R Ref Doc/Sfx view
S Select detail*

*Note: To use the select detail action, enter S in the ACTION field, enter any single character in the selection (S) field to select a transaction, and then press Enter. The system will bring up the transaction entry screen for the selected sequence number in view mode.

BATCH ID (Required)
Enter the batch ID (batch agency, batch date, batch type and batch number) to recall a batch.

AGENCY (Required)
Enter the three-digit batch agency associated with the batch to be viewed.

DATE (Required)
Enter the six-digit batch date (MMDDYY) associated with the batch to be viewed.

TYPE (Required)
Enter the one-character batch type associated with the batch to be viewed. For Batch Types, please see USAS Reference.

NO (Required)
Enter the three-digit agency-defined batch number associated with the batch to be viewed.

SEQUENCE (Optional)
Enter the specific sequence number to begin the transaction listing or leave blank to let default. The default is the lowest sequence number available, 00001.

Note: The batch ID and sequence number may be automatically populated from related screens by using the function keys on the financial transaction data entry screens and the 37 screen.

MODE (System generated)
Displays the edit mode of the batch as reflected in the IT file from the 530 screen. For Batch Edit Modes, please see USAS Reference.

EFF DATE (System generated)
Displays the effective date of the batch based on the batch header.

STATUS (System generated)
Displays the status of the batch as reflected on the IT file from the 530 screen.

H Batch on hold and will not process during the batch cycle.
R Batch released to process during the batch cycle.
A Batch waiting for approval actions.
P Batch is posted; payment pending.
D Batch is marked for deletion.

PRINTER ID (System generated – Not currently in use)
Displays the printer ID.

S (Optional)
Enter any single character in the selection (S) field to select a transaction. This field allows for the selection of a specified transaction for further inquiry using either the select detail action or the function keys at the bottom of the screen.

SEQ (System generated)
Displays the transaction sequence number.

CUR DOC/SFX (System generated)
Displays the current document number/suffix at the transaction level.

REF DOC/SFX (System generated)
Displays the reference document number/suffix at the transaction level when the Ref Doc/Sfx view is selected.

PAY DATE (System generated)
Displays the pay date the system will use to determine when the transaction should go through the payment processing cycle. This will be either the payment due date or, if present, the requested payment date. The PAY DATE field is displayed when the Pay Date view is selected.

AGY (System generated)
Displays the financial agency at the transaction level.

TC (System generated)
Displays the transaction code at the transaction level.

INDEX (System generated)
Displays the index at the transaction level.

PCA (System generated)
Displays the program cost account at the transaction level.

AY (System generated)
Displays the appropriation year at the transaction level.

COBJ (System generated)
Displays the comptroller object at the transaction level.

AMOUNT (System generated)
Displays the amount at the transaction level.

R (System generated)
Displays the reverse indicator at the transaction level.

E (System generated)
Displays the single character to identify transactions that are in error status or failing to generate a payment.

  Blank – No errors found.
N Transaction is failing to pay due to a negative balance.
P Transaction is failing to pay due to payment processing errors (for example, failing funding edits.)
X Transaction failed to post due to data element or funding edits.

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.

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 Recall a Batch for Correction (510) screen.

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 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.

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. If a batch has been recalled and a transaction line has been selected on the 520 screen when the F8 key is pressed, the document header information will be carried over to the 37 screen.
F9 (Balancing) Automatically links to the Batch Balancing (502) screen. If a batch has been recalled on the 520 screen when the F9 key is pressed, the batch header information will be carried over to the 502 screen.
F10 (Recall) Automatically links to the Recall a Batch for Correction (510) screen. If a batch has been recalled and a transaction line has been selected on the 520 screen when the F10 key is pressed, the batch header information and the transaction sequence number will be carried over to the 510 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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