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USAS Coding Instructions

8B Appropriated Fund Relationship Edit Profile

Centrally defined. The Appropriated Fund Relationship Edit Profile (8B) screen is used to restrict an agency’s use of an appropriated fund or to restrict the use of particular comptroller objects, program codes and/or organization codes with designated appropriated funds on transactions processed in USAS. The screen allows the appropriated fund restrictions to be set for all agencies, for ranges of agencies or for just one particular agency.

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

 TEXAS  S08B           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:           APPROPRIATED FUND RELATIONSHIP EDIT PROFILE            PROD 
                                                                                
 ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                        
                                                                                
   APPROP FUND:            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----------------------------------  
      AGENCY                                                                    
                                                                                
 AY      COBJ                                                                   
                                                                                
         PROG                                                                   
                                                                                
          ORG                                                                   
                                                                                
                                                         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
R Recall

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

APPROP FUND (Control key – Required)
Enter the four-digit appropriated fund. Appropriated funds are centrally defined on the Appropriated Fund Profile (D22).

AGENCY (Control key – Required if program or organization codes are entered)
Enter the three-digit agency number to identify the agency associated with the organization (ORG) or program (PROG) codes entered. Agency is optional when COBJs are specified. The control key agency restricts the use of an appropriated fund to only one agency if all the fields in the lower portion of the 8B screen are left blank.

AGENCY I/E (Required if agency codes are entered)
Enter the single character to either include (I) or exclude (E) agencies. The character entered in this field will apply to the subsequent agencies.

AGENCY CODES (Required if no comptroller object, program or organization codes are entered – Otherwise optional)

  • If the AGENCY field in the control key is entered, this field must be blank.
  • If AGENCY is not entered in the control key, one or more of the following code fields must be entered: AGENCY AY COBJ combination, AGENCY AY PROG combination or AGENCY AY ORG combination.
  • There are 20 code fields available for use.
  • Each agency number or range of agency numbers must be separated by commas, and ranges must be identified with a dash.

    For example:

                 I/E ---------------------CODES--------------------------------
        AGENCY    I   241 - 243 , 405 , 450 - 455 , 601 , 709 - 789

AY (Required if comptroller object, program or organization codes are entered)
Enter the two-digit appropriation year for the COBJ, program and/or organization codes 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 agency, program or organization codes are entered – Otherwise optional)
Enter the four-digit comptroller object or object range. Comptroller objects are centrally defined on the Comptroller Object Profile (D1Ø).

  • At least one AGENCY AY COBJ combination, AGENCY AY PROG combination or AGENCY AY ORG combination must be entered. If AGENCY is not entered in the control key, then one or more of the following code fields must be entered: AY COBJ combination, AGENCY AY PROG combination or AGENCY AY ORG combination.
  • The comptroller objects must be centrally defined on the D1Ø profile for the AY specified.
  • There are 18 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--------------------------------
          AGENCY
          
       AY 06 COBJ I   3004 - 3020 , 3102 , 3149 , 3151 - 3289

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

PROG CODES (Required if no agency, comptroller object or organization codes are entered – Otherwise optional)
Enter the four-digit program code or code range. Program codes are agency defined on the Program Code Profile (DØ4).

  • If the agency is not entered in the control key, one or more of the following code fields must be entered: AGENCY AY COBJ combination, AGENCY AY PROG combination or AGENCY AY ORG combination.
  • There are 18 code fields available for use.
  • Each program code or range of program codes must be separated by commas, and ranges must be identified with a dash.

    For example:

                 I/E ---------------------CODES--------------------------------
    AGENCY AY 06 COBJ PROG I 1001 - 1003 , 1005 , 1502 , 1504 - 1507

ORG I/E (Required if organization codes are entered)
Enter the single character for either include (I) or exclude (E) organization codes. The character entered in this field will apply to the subsequent organization codes.

ORG CODES (Required if no agency, comptroller object or program codes are entered – Otherwise optional)
Enter the four-character organization code or code range. Organization codes are agency defined on the Organization Code Profile (DØ3).

  • If agency is not entered in the control key, one or more of the following code fields must be entered: AY COBJ combination, AGENCY AY PROG combination or AGENCY AY ORG combination.
  • There are 18 code fields available for use.
  • Each organization code or range of organization codes must be separated by commas, and ranges must be identified with a dash.

    For example:

                 I/E ---------------------CODES--------------------------------
          AGENCY
        
       AY 06 COBJ
       
             PROG
        
              ORG I   0040 - 0060 , 0082 , 0085 , 0090 - 0093

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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