USAS Coding Instructions
68 Contract Record Inquiry
Inquiry only. The Contract Record Inquiry (68) screen provides contract information by appropriation year (AY) across contract vendors or at individual vendor levels and can be used as a tool to assist agencies in monitoring and tracking contract financial activity.
The 68 screen displays data from the contract financial (CF) table.
Related screens:
TEXAS S068 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: CONTRACT RECORD INQUIRY PROD
AGENCY: CONTRACT NO: AY:
AMENDMENT NO: CHANGE NO: TYPE: COMP NO:
DESCRIPTION:
VENDOR NO/MC: NAME:
INQ TYPE: (MA,PA,YA,CB,PY,PP) INQ YEAR: INQ MONTH:
CONTRACT BUDGET: CONTRACT AMT:
CONT UNTRACKED AMT: CONTRACT BALANCE:
VENDOR LEVEL EXP:
BT TITLE AMOUNT BT TITLE AMOUNT
F1-HELP F3-END F4-INTERRUPT F7-BKWD F8-FRWD F10-30B F12-30
Note: Contract budgets are established directly on the 30 screen. Budgets other than a contract budget are established through transaction entry.
AGENCY (Required for recall)
Enter the three-digit agency number assigned to the agency.
CONTRACT NO (Required for recall)
Enter the 10-digit alphanumeric contract number from the 30 screen.
AY (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.
AMENDMENT NO (System generated)
Displays the amendment number from the 30 screen.
CHANGE NO (System generated)
Displays the change number from the 30 screen.
TYPE (System generated)
Displays the contract type from the 30 screen.
COMP NO (System generated)
Displays the comptroller contract number from the 30 screen.
DESCRIPTION (System Generated)
Displays the first three lines of the contract description from the 30 screen.
VENDOR NO/MC (Optional for recall)
Note: This is a split field. The first field is the vendor/payee number (VENDOR NO), and the second field is the vendor/payee mail code (MC).
Enter the 11-digit vendor/payee number or leave blank. If left blank, the information displayed reflects activity for the contract across all vendors and mail codes. The vendor/payee number must be either a valid TINS or USAS vendor/payee number. USAS vendor/payee numbers start with a zero and cannot be used to process payment-generating transactions. TINS vendor/payee numbers start with 1, 3 or 7.
Enter the three-character alphanumeric vendor/payee mail code or leave blank. The mail code identifies the vendor/payee’s mailing address for payment distribution. A single vendor/payee may have multiple mail codes. For contract inquiry purposes, a blank mail code on the 68 screen represents all valid mail codes for the specified vendor/payee, and the expenditure detail presented on the screen is summed across all mail codes for that vendor/payee number.
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.
CONTRACT BUDGET (System generated)
Displays the amount budgeted for the contract from the 30 screen.
CONTRACT AMT (System generated)
Displays the contract amount from the 30 screen.
CONT UNTRACKED AMT (System generated)
Displays the contract untracked amount from the 30 screen.
CONTRACT BALANCE (Calculated balance – System generated)
Displays the remaining budget balance. This amount is calculated across vendors for a specified contract and AY. For Inquiry Screen Algorithms, please see USAS Reference.
VENDOR LEVEL EXP (Calculated balance – System generated)
Displays the vendor/payee level expenditures for the vendor/payee number recalled. 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 for the contract and AY.
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. |
| F7 | (Bkwd) Retrieves the previous page of recalled information. The F7 function allows users to scroll backward through previously recalled contract data at either a vendor/payee level when no mail code is entered or at a vendor/payee mail code level. |
| F8 | (Frwd) Retrieves the following page of information. The F8 function allows users to scroll forward through contract data at either a vendor/payee level when no mail code is entered or at a vendor/payee mail code level. |
| F10 | (30B) Automatically links to the Contract Multi-Vendor Profile (30B). If a contract record has been recalled and is displayed on the 68 screen when the F10 key is pressed, then the agency number, contract number and AY will be carried over to the 30B screen |
| F12 | (30) Automatically links to the Contract Profile (30). If a contract record has been recalled and is displayed on the 68 screen when the F12 key is pressed, the agency number, contract number and AY will be carried over to the 30 screen. |