USAS Coding Instructions
56 General Ledger Summary Inquiry
Inquiry only. The General Ledger Summary Inquiry (56) screen provides summary balances and debit/credit activity by agency for each fiscal month by fiscal year (FY), appropriated fund and/or fund, general ledger (GL) account or agency GL account, comptroller and/or agency object, appropriation by appropriation year (AY) and National Association of College and University Business Officers (NACUBO) subfund.
The 56 screen displays data from the GL summary table for all GL accounts. The GL summary table is only updated via the nightly input edit update (IEU) cycle.
A positive sign in the DEBIT, CREDIT or the ENDING BALANCE field identifies amounts that are the same as the normal balance (debit or credit) for the GL account entered. For example, a positive sign in the DEBIT column indicates that the normal balance for the GL account entered is a debit, and amounts in the CREDIT column will be negative.
A negative sign in the DEBIT, CREDIT or the ENDING BALANCE field identifies amounts that are opposite the normal balance (debit or credit) for the GL account entered. For example, a negative sign in the DEBIT column indicates that the normal balance for the GL account is a credit, and amounts in the CREDIT column will be positive.
The normal balance (debit or credit) for a GL account is determined by the value entered in the NORMAL BALANCE field on the General Ledger Profile (D31) screen.
TEXAS S056 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: GENERAL LEDGER SUMMARY INQUIRY
AGY: FY: APPD FUND: FUND: COMP/AGY GL:
GL TITLE:
COMP/AGY OBJ: AY: APPN: NAC SUBFUND:
DEBIT CREDIT ENDING BALANCE
PY BAL
SEP
OCT
NOV
DEC
JAN
FEB
MAR
APR
MAY
JUN
JUL
AUG
ADJ
F1-HELP F3-END F4-INTERRUPT
When the report route agency on the Appropriated Fund Profile (D22) is included in the AGY GROUP or RANGE 1/RANGE 2 or as the SECURITY AGENCY on the user’s Security Profile (96A), this inquiry screen can be used to view shared appropriated fund activity for each agency that operates out of that appropriated fund.
AGY (Required for recall)
Enter the three-digit agency number assigned to the agency.
FY (Required for recall)
Enter the two-digit fiscal year. A fiscal year is a 12-month period used to identify the accounting year. Fiscal years are used in generally accepted accounting principles (GAAP)-based reports. The FY for the state of Texas begins Sept. 1 and ends Aug. 31.
APPD FUND (Optional for recall)
Enter the four-digit appropriated fund. Appropriated funds are centrally defined on the Appropriated Fund Profile (D22).
The APPD FUND data displayed can also be further split into specific funds that share the appropriated fund.
Note: If the APPD FUND is left blank, then FUND will be required.
FUND (Optional for recall)
Enter the four-digit fund. Funds are agency defined on the Fund Profile (D23).
Note: If the FUND is left blank, then APPD FUND will be required.
COMP/AGY GL (Required for recall/Optional for recall)
Note: This is a split field. The first field is the comptroller GL account (COMP GL), and second field is the agency GL account (AGY GL). The COMP GL is a required field, and the AGY GL is an optional field.
Enter the four-digit comptroller general ledger account number. Comptroller GL accounts are centrally defined on the Comptroller General Ledger Account Profile (D31).
Enter the agency general ledger account number (up to eight digits). Agency GL accounts are agency defined on the Agency General Ledger Account Profile (D32).
GL TITLE (System generated)
Displays the general ledger account title for GL account entered in the COMP/AGY GL field. If an agency GL account is entered, the title recalled will be the title associated with the agency GL.
COMP/AGY OBJ (Optional for recall)
Note: This is a split field. The first field is the comptroller object (COMP OBJ), and the second field is the agency object (AGY OBJ).
Enter the four-digit comptroller object. Comptroller objects are centrally defined on the Comptroller Object Profile (D10).
Enter the four-digit agency object. Agency objects are agency defined on the Agency Object Profile (D11).
AY (Optional for recall)
Enter the two-digit appropriation year. The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.
Note: If AY is entered, then APPN will be required.
APPN (Optional for recall)
Enter the five-digit appropriation number. Appropriation numbers are centrally defined on the Appropriation Profile (20).
Note: If APPN is entered, then AY will be required.
NAC SUBFUND (Optional for recall – For use by institutions of higher education only)
Enter the four-digit NACUBO subfund. NACUBO subfunds are centrally defined on the NACUBO Subfund Profile (D38).
DEBIT (System generated)
Displays the cumulative debit activity by fiscal month. This field is signed based on the normal balance for the comptroller GL account.
CREDIT (System generated)
Displays the cumulative credit activity by fiscal month. This field is signed based on the normal balance for the comptroller GL account.
ENDING BALANCE (System generated)
Displays the cumulative ending balance for each period.
PY BAL (System generated)
Displays the prior fiscal year’s ending balance.
Note: For GL accounts included in the Fund Balance GL Account for Closing Entry section on the GAAP Fund Type Profile (D21):
Between the date of the USAS year-end cash close on Aug. 31 and when the GL close program is run, the ADJ ENDING BALANCE for the prior FY will not reflect the closing adjustment to the fund balance (FB). However, the PY BAL ENDING BALANCE for the current FY will include closing adjustments. The GL close program generates a closing entry for nominal activity and posts it to the adjustment (ADJ) period for the prior FY on these fund balance GL accounts. Once the GL close program has been run, the prior FY ADJ ENDING BALANCE will equal the current FY PY BAL ENDING BALANCE.
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. |