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USAS Coding Instructions

8E Organization Code Relationship Edit Profile

Note: This profile is not currently in use.

Centrally defined. The Organization Code Relationship Edit Profile (8E) screen is used to include or exclude appropriated funds and/or comptroller objects for use with specified organization codes on transactions processed in USAS.

Note: The transaction processing edit against the 8E 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 appropriation year (AY) based on existing profile records for the current FY and AY.

 TEXAS  S08E           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:          ORGANIZATION CODE RELATIONSHIP EDIT PROFILE             PROD 
                                                                                
 ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                        
                                                                                
 AGENCY:         APPN YEAR:         ORGANIZATION CODE:                          
                                                                                
 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.

*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.

APPN YEAR (Control key — Required)
Enter the two-digit appropriation year that relates to the organization code to be entered. The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.

ORGANIZATION CODE (Control key – Required)
Enter the four-digit organization code. Organization codes are agency defined on the Organization Code Profile (D03).

APPROP 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.

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. If the AY COBJ combination is left blank, then APPROP FUND must be entered.
• The appropriated funds 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 objects that are to be included and or excluded.

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.

• Either 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 (D10) 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 I   3004 - 3020 , 3102 , 3149 , 3151 - 3289

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