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USAS Coding Instructions

61 Agency Budget Record Inquiry

Inquiry only. The Agency Budget Record Inquiry (61) screen provides financial balances for the agency budget.

The 61 screen displays data from the agency budget (AB) financial table. The ability to recall data on this screen is dependent on agency-defined posting levels for the AB table. Refer to individual fields for information on the related posting level indicator.

To recall data on the 61 screen, the user may enter the full key or the required elements plus any one of the optional elements.

The full key for the 61 screen is:

  • Agency,
  • Appropriation year,
  • Organization code,
  • Program code,
  • Appropriated fund or fund and
  • Comptroller source/group, Legislative Budget Board (LBB) object, comptroller object, agency object or agency object group.

In order to recall data using the full key, the entire coding block posted to the AB table must be entered for the system to find a match on the AB table.

 TEXAS  S061           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                AGENCY BUDGET RECORD INQUIRY                      PROD 
                                                                                
       AGENCY:         APPN YEAR:                                               
     ORG CODE:          PGM CODE:              AP FUND:               FUND:     
 COMP SRC/GRP:           LBB/COMP/AGY OBJ:                   AGY OBJ GROUP:     
    ORG LEVEL:                                                                  
    PGM LEVEL:                                                                  
     INQ TYPE:         (MA, PA, YA, CB, PY, PP)                                 
     INQ YEAR:         INQ MONTH:                                               
 AGENCY BUDG AVAILABLE:                    AGENCY BUDG PERCENT AVAIL:           
                                                                                
 BT       TITLE                  AMOUNT  BT       TITLE                  AMOUNT 
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F8-FRWD                                            
 

AGENCY (Required for recall)
Enter the three-digit agency number assigned to the agency.


APPN YEAR (Required 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.

ORG CODE (Optional for recall – Determined by agency-defined posting levels)
Enter the four-digit organization code. Organization codes are agency defined on the Organization Code Profile (DØ3).

The ability to recall data on this screen by organization code is dependent on the agency-defined posting level indicator on the Index Code Profile (24) in the AGCY BUD ORG LVL IND field.

PGM CODE (Optional for recall – Determined by agency-defined posting levels)
Enter the four-digit program code. Program codes are agency defined on the Program Code Profile (DØ4).

The ability to recall data on this screen by program code is dependent on the agency-defined posting level indicator on the Program Cost Account Profile (26) in the AGCY BUD PRG LEVEL IND field.

AP FUND (Optional for recall – Determined by agency-defined posting levels)
Enter the four-digit appropriated fund. Appropriated funds are centrally defined on the Appropriated Fund Profile (D22).

The ability to recall data on this screen by appropriated fund or fund is dependent on the agency-defined posting level indicators on the Fund Profile (D23) in the AGENCY BUDGET field.

FUND (Optional for recall – Determined by agency-defined posting levels)
Enter the four-digit fund. Funds are agency defined on the D23 screen.

The ability to recall data on this screen by appropriated fund or fund is dependent on the agency-defined posting level indicators on the D23 screen in the AGENCY BUDGET field.

COMP SRC/GRP (Optional for recall – Determined by agency-defined posting levels)
Enter the four-digit comptroller source/group. Comptroller source/groups are centrally defined on the Comptroller Source/Group Profile (DØ9).

The ability to recall data on this screen by comptroller source/group, LBB object, comptroller object, agency object or agency object group is dependent on the agency-defined posting level indicators on the Appropriation Number Profile (20) in the AGY BDG INDS – OBJ LVL field.

LBB/COMP/AGY OBJ (Optional for recall – Determined by agency-defined posting levels)

Note: This is a split field. The first field is the LBB object (LBB OBJ), the second field is the comptroller object (COMP OBJ) and the third field is the agency object (AGY OBJ).

Enter the four-digit LBB object. LBB objects are centrally defined on the LBB Object Profile (DØ1).

Enter the four-digit comptroller object. Comptroller objects are centrally defined on the Comptroller Object Profile (D1Ø).

Enter the four-digit agency object. Agency objects are agency defined on the Agency Object Profile (D11).

The ability to recall data on this screen by comptroller source/group, LBB object, comptroller object, agency object or agency object group is dependent on the agency-defined posting level indicators on the 20 screen in the AGY BDG INDS – OBJ LVL field.

AGY OBJ GROUP (Optional for recall – Determined by agency-defined posting levels)
Enter the related two-digit agency object group. Agency object groups are agency defined on Agency Object Group Profile (D25).

The ability to recall data on this screen by comptroller source/group, LBB object, comptroller object, agency object or agency object group is dependent on the agency-defined posting level indicators on the 20 screen in the AGY BDG INDS – OBJ LVL field.

ORG LEVEL (System generated)
Displays the level of the organization structure (see Data Classification Structure on the USAS Reference page) and title, based on the organization code.

The title of the organization code will be displayed following the organization code level (up to 40 characters).

PGM LEVEL (System generated)
Displays the level of the strategic (program) structure (see Data Classification Structure on the USAS Reference page) and title, based on the program code.

The title of the program code will be displayed following the program code level (up to 40 characters).

INQ TYPE (Required for recall)
Enter the two-character inquiry type. The inquiry type is a combination of year and activity. It defines the period of time in which the inquiry will be made.

CB Current balance (Default). Displays the cumulative activity through the requested INQ YEAR and INQ MONTH.
MA Monthly activity. Displays the month’s activity for the requested INQ YEAR and INQ MONTH.
PA Prior activity. Displays the prior year’s activity for the requested INQ YEAR (including month 13 activity*) without regard to INQ MONTH.
PP Prior prior. Displays the prior prior year’s cumulative activity for the requested INQ YEAR (including month 13 activity*) without regard to INQ MONTH.
PY Prior year. Displays the prior year’s cumulative activity for the requested INQ YEAR (including month 13 activity*) without regard to INQ MONTH.
YA Year activity. Displays the year-to-date activity for the requested INQ YEAR and INQ MONTH.

*Note: Month 13 reflects activity occurring in the financial reporting adjustment period of 08/32/YYYY.

INQ YEAR (Required for recall)
Enter the two-digit fiscal year of the inquiry. The fiscal year is the year used in the generally accepted accounting principles (GAAP)-based financial reports and spans September through August. The INQ YEAR defaults to current fiscal year based on the current year indicator on the System Management Profile (97).

INQ MONTH (Required for recall)
Enter the two-digit calendar month of the inquiry. An INQ MONTH of 13 is a valid value and reflects activity occurring in the financial reporting adjustment period of 08/32/YYYY. The INQ MONTH defaults to current calendar month based on the current month indicator on the 97 profile.

AGENCY BUDGET AVAILABLE (Calculated balance – System generated)
Displays the agency budget available. For Inquiry Screen Algorithms, please see USAS Reference.

AGENCY BUDGET PERCENT AVAILABLE (Calculated balance – System generated)
Displays the agency budget percent available. For Inquiry Screen Algorithms, please see USAS Reference.

BT (System generated)
Displays the balance type number. For Balance Types, please see Balance Type Profile (DØ5).

TITLE (System generated)
Displays the title of the balance type from the Balance Type Profile (DØ5).

AMOUNT (System generated)
Displays the cumulative total of all applicable transactions for the specified balance type.

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 (Frwd) Retrieves the next sequential record within the single optional element initially used for data recall on the 61 screen.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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