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USAS Coding Instructions

8C Comptroller Object Relationship Edit Profile

Centrally defined. The Comptroller Object Relationship Edit Profile (8C) is used to establish relationships to be used in transaction entry. This screen controls which agencies may use specified comptroller objects and/or which appropriated funds can be used with specified appropriation year (AY) and comptroller objects. If a transaction contains an AY and comptroller object combination that is not allowed based on the criteria on the 8C screen, the transaction will receive a fatal processing error.

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

This profile is included in the annual USAS profile rollover. Profile rollover creates new profile records to be used in the next fiscal year (FY) and AY based on existing profile records for the current FY and AY.

 TEXAS  S08C           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:           COMPTROLLER OBJECT RELATIONSHIP EDIT PROFILE           PROD 
                                                                                
 ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                        
                                                                                
               APPN YEAR:                  COMP OBJ:                            
                                                                                
 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                                                                    
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
  APPD FUND                                                                     
                                                         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.

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

APPN YEAR (Control key – Required)
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.

COMP OBJ (Control key – Required)
Enter the four-digit comptroller object. Comptroller objects are centrally defined on the Comptroller Object Profile (D10).

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

AGENCY CODES (Required if no appropriated fund codes are entered — Otherwise optional)
Enter the three-character agency number or number range.

• There are 60 code fields available for use.
• Each agency code or range of agency codes must be separated by comas, and ranges must be identified with a dash.
  
  For example:
  
  

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

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

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

• At least one agency or appropriated fund must be entered. If AGENCY is left blank, then APPD FUND must be entered.
• The appropriated fund(s) must be set up on the Appropriated Fund Profile (D22).
• There are nine 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

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

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