USAS Coding Instructions
65 General Ledger Record Inquiry
Inquiry only. The General Ledger Record Inquiry (65) screen provides summarized beginning/ending balances and the debit or credit activity for a specified general ledger account at a coding block level. Coding block level fields included on this screen are index and program cost account (PCA), comptroller/agency objects, organization and program codes, grant/phase and project/phase, subgrantee, contract number and debt/investment issue.
The 65 screen displays data from the general ledger (GL) detail table. In order to recall data at a lower level than GL or a GL/agency general ledger (AGL) combination, the entire coding block posted to the GL table must be entered for the system to find a match on the GL table. After a record has been successfully recalled, the user can scroll forward from this point but will not be able to scroll beyond the entered GL/AGL combination.
Note: If no records that meet the recall criteria, the user will receive the message: No Records Found.
TEXAS S065 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: GENERAL LEDGER RECORD INQUIRY PROD
AGY: COMP/AGY GL:
INDEX: PCA: COMP/AGY OBJ: ORG CODE:
PGM CD: APPN YR: APPN NO: APPD FUND:
FUND: GRANT/PH: SUBGRANTEE:
PROJ/PH: AGY CD – 1: 2: 3:
NACUBO SUBFUND: FUNCTION:
TC: CONTRACT: DEBT/INV#:
INQ TYPE: (MA, PA, YA, CB)
INQ YEAR: INQ MONTH:
DIRECT INDIRECT BALANCE
BEG BAL
DR
CR
END BAL
F1-HELP F3-END F4-INTERRUPT F8-FRWD
Scrolling Information:
- The system builds a data set based on the original recall criteria.
- The data set begins with the value in the
INDEXfield and ends with the value in theDEBT/INV#field. This data set includes the record that met the recall criteria and any records greater than the recall record within the GL/AGL combination entered. - The values in each of the detail-level fields are combined in the order shown on the screen (left to right; top to bottom) to create a row (string of numbers) on the data set table.
- Scrolling forward using F8 will recall the next record (string of numbers).
AGY (Required for recall)
Enter the three-digit agency number assigned to the agency.
COMP/AGY GL (Required for recall/Optional for recall)
Note: This is a split field. The first field is the comptroller general ledger account number (COMP GL), and the second field is the agency general ledger account number (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).
INDEX (Required for detail-level recall)
Enter the five-digit index. Index codes are agency defined on the Index Code Profile (24).
PCA (Required for detail-level recall)
Enter the five-digit program cost account. PCAs are agency defined on the Program Cost Account Profile (26).
COMP/AGY OBJ (Required for detail-level 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).
ORG CODE (Required for detail-level recall)
Enter the four-digit organization code. Organization codes are agency defined on the Organization Code Profile (D03). The ORG CODE entered must be the organization code associated with the index entered on the screen.
PGM CD (Required for detail-level recall)
Enter the four-digit program code. Program codes are agency defined on the Program Code Profile (D04). The PGM CD entered must be the program code associated with the PCA entered on the screen.
APPN YR (Required for detail-level 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.
APPN NO (Required for detail-level recall)
Enter the five-digit appropriation number. Appropriation numbers are centrally defined on the Appropriation Profile (20).
APPD FUND (Required for detail-level recall)
Enter the four-digit appropriated fund. Appropriated funds are centrally defined on the Appropriated Fund Profile (D22).
FUND (Required for detail-level recall)
Enter the four-digit fund. Funds are agency defined on the Fund Profile (D23).
GRANT/PH (Required for detail-level recall)
Note: This is a split field. The first field is the grant number (GRANT), and the second field is the grant phase (GRANT PH).
Enter the six-character alphanumeric grant number and the two-digit grant phase. Grant number and phase combinations are agency defined on the Grant Control Profile Maintenance/Inquiry (29) screen.
SUBGRANTEE (Required for detail-level recall)
Enter the subgrantee ID number (up to 14 digits). The subgrantee ID numbers are agency defined on the Subgrantee Control Profile (31).
PROJ/PH (Required for detail-level recall)
Note: This is a split field. The first field is the project number (PROJ), and the second field is the project phase (PROJ PH).
Enter the six-digit project number and the two-digit project phase. Project number and phase combinations are agency defined on the Project Control Profile (27).
AGY CD 1 (Required for detail-level recall)
Enter the four-digit agency code 1. Agency code 1s are agency defined on the Agency Code 1 Profile (D26).
AGY CD 2 (Required for detail-level recall)
Enter the four-digit agency code 2. Agency code 2s are agency defined on the Agency Code 2 Profile (D27).
AGY CD 3 (Required for detail-level recall)
Enter the six-digit agency code 3. Agency code 3s are agency defined on the Agency Code 3 Profile (D36).
NACUBO SUBFUND (Required for detail-level recall)
Enter the four-digit National Association of College and University Business Officers (NACUBO) subfund. NACUBO subfunds are centrally defined on the NACUBO Subfund Profile (D38).
FUNCTION (Required for detail-level recall)
Enter the four-digit NACUBO function. NACUBO functions are centrally defined on the NACUBO Function Profile (D54).
TC (Required for detail-level recall)
Enter the three-digit transaction code. Transaction codes are centrally defined on the transaction code profiles (28A, 28B and 28C).
CONTRACT (Required for detail-level recall)
Enter the contract number (up to 10 digits). Contract numbers are agency defined on the Contract Profile (30).
DEBT/INV # (Required for detail-level recall)
Enter the debit/investment number (up to nine digits). Debit/investment numbers are agency defined on the Debt/Investment Profile (D29).
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. |
| 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.
BEG BAL (System generated)
Displays the beginning balance.
DR (System generated)
Displays the debit amount.
CR (System generated)
Displays the credit amount.
END BAL (System generated)
Displays the ending balance.
DIRECT (System generated)
Displays the direct amount.
INDIRECT (System generated)
Displays the indirect amount.
Note: The D/I field on the 28A screen is used to populate the direct/indirect field on the general ledger table. The 65 screen uses the value in the direct/indirect field to categorize amounts as either direct or indirect. A blank value in the D/I field on the 28A screen will result in a blank value on the general ledger table, and the amount will be categorized as direct on the 65 screen.
BALANCE (System generated)
Displays the 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. |
| F8 | (Frwd) Retrieves the next sequential record within the GL/AGL combination entered. See scrolling information for details. |