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USAS Coding Instructions

8A Agency Relationship Edit Profile

Note: This profile is not currently in use.

Centrally defined. The Agency Relationship Edit Profile (8A) screen is used to restrict an agency’s use of appropriated funds and/or comptroller objects on transactions processed in USAS. Appropriated fund and comptroller objects may be entered as individual values or as ranges of values. Only one 8A profile can be defined per agency.

Note: The transaction processing edit against the 8A profile is determined by the transaction’s financial agency.

 TEXAS  S08A           UNIFORM STATEWIDE ACCOUNTING SYSTEM    12/06/04 11:41 AM 
 LINK TO:               AGENCY RELATIONSHIP EDIT PROFILE                   PROD 
                                                                                
 ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                        
                                                                                
 AGENCY:                                                                        
                                                                                
 I/E (I=INCLUDE, E=EXCLUDE)                                                     
 ENTER CODES SEPARATED WITH EITHER “-” OR “,”.                                  
 EXAMPLE: I 088-099,198-269,299,300-399                                         
                                                                                
             I/E  ---------------------CODES----------------------------------  
 APPROP FUND                                                                    
                                                                                
                                                                                
 AY      COBJ                                                                   
                                                                                
                                                                                
                                                                                
                                                         STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS                                         
 

ACTION (Required)
Enter the one-character action code.

A Add a new record
C Change an existing record*
D Delete an existing record*
N Next – Recall next record

Note: The agency number is a required field for the next action to display information.

R Recall

*Note: Record must be recalled before this action can be performed.

AGENCY (Control key – Required)
Enter the three-digit agency number assigned to the agency.

APPROP FUND I/E (Required if appropriated fund codes are entered)
Enter the single character to either include (I) or exclude (E) appropriated funds. The character entered in this field will apply to the subsequent appropriated funds.

APPROP FUND CODES (Required if no comptroller objects are entered – Otherwise optional)
Enter the four-digit appropriated fund number or range of appropriated funds.

  • At least one appropriated fund or AY COBJ combination must be entered to add a new record. If the AY COBJ combination is left blank, then APPROP FUND must be entered.
  • The appropriated fund(s) must be centrally defined on the Appropriated Fund Profile (D22).
  • There are 26 code fields available for use.
  • Each appropriated fund or range of appropriated funds must be separated by commas, and ranges must be identified with a dash.

    For example:

                  I/E ---------------------CODES--------------------------------
      APPROP FUND  I  0001 , 0862 , 0866 - 0884 , 0903
    

AY (Required if comptroller objects are entered)
Enter the two-digit appropriation year for the comptroller object or range of comptroller objects that are to be included and/or excluded. The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.

COBJ I/E (Required if comptroller objects are entered)
Enter the single character to either include (I) or exclude (E) comptroller objects. The character entered in this field will apply to the subsequent comptroller objects.

COBJ CODES (Required if no appropriated fund codes are entered – Otherwise optional)
Enter the four-digit comptroller object or object range.

  • At least one appropriated fund or AY comptroller object combination must be entered. If APPROP FUND is left blank, then the AY COBJ combination must be entered.
  • The comptroller objects must be centrally defined on the Comptroller Object Profile (D1Ø) for the AY specified.
  • There are 26 code fields available for use.
  • Each comptroller object or range of comptroller objects must be separated by commas, and ranges must be identified with a dash.

    For example:

                    I/E ---------------------CODES--------------------------------
        APPROP FUND
        
        AY 06   COBJ E   3004 - 3020 , 3102, 3149 , 3151 - 3289
        

STATUS CODE (Optional)
Enter the one-character status code.

A Active (Default)
I Inactive

Note: The status code may be used in lieu of deleting a profile record to prevent the system from using the profile record for system processing. Set the status to I to inactivate profiles no longer in use.

EFF START DATE (Optional)
Enter the eight-digit effective start date (MMDDYYYY), which identifies when the information established on the profile record becomes accessible for system processing. Leaving this field blank causes the vendor/payee number to become immediately available for system processing, and the effective start date defaults to the current date.

EFF END DATE (Optional)
Enter the eight-digit effective end date (MMDDYYYY), which identifies when the profile record is no longer accessible for system processing. Leaving this field blank causes the profile to have no effective end date; therefore, any system processing using the profile record will not be restricted by the effective end date.

LAST PROC DATE (System generated)
Displays the last process date. The system defaults to the last date (MMDDYYYY) that any online modification (add or change) was made to the profile record.

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.
F6 (Process) Submits transaction data to the edit process. If the edit process is successful, an acceptance message is produced, and the profile record information is stored in the system. If the edit process is not successful, an error message(s) will result. Retains current information on the screen upon completion of processing.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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