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USAS Coding Instructions

66 Grant Record Inquiry

Inquiry only. The Grant Record Inquiry (66) screen provides the expenditure budget balance for a grant.

The 66 screen displays data from the grant financial (GP) table. The ability to recall data on this screen is dependent on agency-defined posting levels for the GP table. Refer to individual fields for information on the related posting level indicator.

To recall data on the 66 screen, the user may enter the full key or the required elements plus any one of the optional elements.

The full key for the 66 screen is:

  • Agency,
  • Grant,
  • Phase,
  • Fund and
  • Comptroller object, agency object or grant object.

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

 TEXAS  S066           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                   GRANT RECORD INQUIRY                           PROD 
                                                                                
     AGENCY:      GRANT NO/PH:                                                  
       FUND:      COMP AGY/OBJ:           GRANT OBJECT:                         
                                                                                
         TITLE:                                                                 
     GRANT CAT:                                                                 
    GRANTOR ID:                                                                 
  GRANTOR NAME:                                                                 
    GRANT TYPE:                                                                 
      INQ TYPE:                    (MA, PA, YA, CB, PY, PP)                     
      INQ YEAR:       INQ MONTH:      EXPEND BUDGET BALANCE:                    
                                                                                
 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.

GRANT NO/PH (Required for recall/Optional for recall)

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). The GRANT NO is a required field, and the GRANT PH is an optional field.

Enter the six-character alphanumeric grant number and the two-digit grant phase. The grant number and phase combination is agency defined on the Grant Control Profile Maintenance/Inquiry (29) screen.

The ability to recall data on this screen by grant phase is dependent on the agency-defined posting level indicators on the Grant Number Profile (D47) in the GRANT PH BUDGET LEVEL IND field.

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

The ability to recall data on this screen by fund, comptroller object, agency object or grant object is dependent on the agency-defined posting level indicators on the 29 screen in the EXP POST LEVEL IND and the REV POST LEVEL IND fields.

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

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 (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 fund, comptroller object, agency object or grant object is dependent on the agency-defined posting level indicators on the 29 screen in the EXP POST LEVEL IND and the REV POST LEVEL IND fields.

GRANT OBJECT (Optional for recall – Determined by agency-defined posting levels)
Enter the grant object (up to six digits). Grant objects are agency defined on the Grant Object Profile (D48).

The ability to recall data on this screen by fund, comptroller object, agency object or grant object is dependent on the agency-defined posting level indicators on the 29 screen in the EXP POST LEVEL IND and the REV POST LEVEL IND fields.

TITLE (System generated)
Displays the grant title from the D47 profile.

GRANT CAT (System generated)
Displays the grant category from the D47 profile.

GRANTOR ID (System generated)
Displays the grantor ID from the D47 profile.

GRANTOR NAME (System generated)
Displays the grantor name from the Grantor Profile (D28).

GRANT TYPE (System generated)
Displays the grant type from the D47 profile.

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.

EXPEND BUDGET BAL (Calculated balance – System generated)
Displays the expendable budget 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 (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 following page of information. When agency, grant number and phase (phase may be blank if no phase was posted to GP) are entered, F8 retrieves the next sequential record for that grant and phase on the 66 screen.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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