USAS Coding Instructions
63 Cash Control Record Inquiry
Inquiry only. The Cash Control Record Inquiry (63) screen provides cash activity at an agency or statewide level, by appropriated fund or fund, and by appropriation year (AY).
The 63 screen displays data from the cash control (CC) financial table. The ability to recall data on this screen by agency, appropriated fund or fund or grant number is dependent on how the data is posted to the CC table. The posting levels for the CC table are controlled centrally on the Appropriated Fund Profile (D22). Refer to individual fields for information on the related posting level indicator.
Comptroller’s office policy determines whether data on the CC table will be stored at an agency-specific level or as statewide balances. Most data for this table are stored at a statewide level. Only the following appropriated funds will post agency and fund to the CC table:
- 0807 – Child Support Employee Deductions – Offset Account
- 0900 – Departmental Suspense
- 0980 – Direct Deposit Correction Account
Note: Except for the three appropriated funds listed above, the amounts shown on this screen reflect totals for the state, not just a single agency.
TEXAS S063 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: CASH CONTROL RECORD INQUIRY PROD
AGENCY: AP YR: APPR FUND: FUND: GRANT NO/PHASE:
INQ TYPE: (MA, PA, YA, CB, PY, PP)
INQ YEAR: INQ MONTH: AVAIL CASH BAL:
FUND CASH BAL:
BT TITLE AMOUNT BT TITLE AMOUNT
F1-HELP F3-END F4-INTERRUPT F8-FRWD
AGENCY (Optional for recall – Determined by centrally defined posting levels)
Enter the three-digit agency number assigned to the agency for agency-level inquiry on funds that infer appropriated funds 0807, 0900 and 0980, or leave blank for statewide inquiry.
The ability to recall data on this screen by agency number is dependent on centrally defined posting level indicators for the CASH CONTROL ORG LEVEL IND field on the D22 screen. Records on the CC table that have an agency number have fund posted to the CC table instead of appropriated fund.
Note: To recall data at the fund and/or grant level, AGENCY must be entered.
AP YR (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.
APPR FUND (Optional for recall – Determined by centrally defined posting levels)
Enter the four-digit appropriated fund. Appropriated funds are centrally defined on the D22 screen.
The ability to recall data on this screen by appropriated fund or fund is dependent on centrally defined posting level indicators for the CASH CONTROL ORG LEVEL IND field on the D22 screen. Records on the CC table that are posted at the fund level instead of appropriated fund include agency number.
Note: Enter either APPR FUND or FUND but not both.
FUND (Optional for recall – Determined by centrally defined posting levels)
Enter the four-digit fund number for agency-level inquiry on funds that infer appropriated funds 0807, 0900 and 0980. Fund numbers are agency defined on the Fund Profile (D23).
The ability to recall data on this screen by appropriated fund or fund is dependent on centrally defined posting level indicators for the CASH CONTROL ORG LEVEL IND field on the D22 screen. Records on the CC table that are posted at the fund level instead of appropriated fund include agency number.
Note: Enter either APPR FUND or FUND but not both. AGENCY is required to recall data at the fund level.
GRANT NO/PH (Optional for recall – Determined by centrally defined posting levels)
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 phase. CC posting level controls for grant number and phase are found on the Grant Control Profile Maintenance/Inquiry (29) screen by the CASH CTL POST IND.
Note: AGENCY is required to recall data at the grant level.
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.
AVAIL CASH BAL (Calculated balance – System generated)
Displays the available cash balance. For Inquiry Screen Algorithms, please see USAS Reference.
FUND CASH BAL (Calculated balance – System generated)
Displays the fund cash balance. For Inquiry Screen Algorithms, please see USAS Reference.
BT (System generated)
Displays the balance type information. For Balance Types, please see Balance Type Profile (D05).
TITLE (System generated)
Displays the title of the balance type from the Balance Type Profile (D05).
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 following page of information. If the appropriated fund is blank for the initial financial data recall, F8 will retrieve the next record for the agency, AY and appropriation number. |