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USAS Coding Instructions

91 Report Request Profile

Agency defined. The Report Request Profile (91) screen enables the user to request reports and requestable extracts using selection criteria centrally defined on the Report Control Profile (D64). Within the parameters of the D64 profile, the user may customize items related to:

  • Time frame – Appropriation year (AY), period and fiscal year (FY).
  • Level of detail – Organization level, program level, object level, fund level, etc.
  • Special selects – Agency, program code, fund, object, ranges, etc.

For a listing of USAS extracts that require a report request to be set up on the 91 profile, see the USAS Reference. File layouts and field definitions for all extracts are included in the USAS Interface Manual (login required).

 TEXAS  S091       UNIFORM STATEWIDE ACCOUNTING SYSTEM        MM/DD/YY HH:MM PM 
 LINK TO:                REPORT REQUEST PROFILE                            PROD 
                                                                                
 ACTION:   (A=ADD,  C=CHANGE,  D=DELETE,  N=NEXT,  R=RECALL)                    
                                                                                
      AGENCY:         REQUESTOR:           REPORT ID:          REQUEST NO:      
   APPN YEAR:            PERIOD:                  FY:     FREQUENCY:            
                                                                                
 LEVEL –   ORG:   PROGRAM:   OBJECT:   FUND:   NACUBO FUND:   GL ACCT:          
         GRANT:   PROJECT:                                                      
 AGENCY GROUP:           CONFIDENTIAL INFO:   ( P,T,B,N )                       
 SPECIAL SELECTS –                                                              
       AGENCY:                               ORG CODE:                          
 PROGRAM CODE:                            NACUBO FUND:                          
  APPROP FUND:                                   FUND:                          
  COMP OBJECT:                             AGY OBJECT:                          
      GL ACCT:                            AGY GL ACCT:                          
        GRANT:                                PROJECT:                          
   SPEC SEL 1:                             SPEC SEL 2:                          
 LST RUN DATE:          LINES:                          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.

Control Key

The control key (agency, requestor, report ID and request number) uniquely identifies each report request. Whenever a report is generated, the control key data is printed in the top left corner of the report in the following order: report ID, agency, requestor and request number.

AGENCY (Control key – Required)
Enter the three-digit agency number assigned to the agency. This is the agency number that will be used to look up distribution information for the report on the Report Distribution Profile (95).

REQUESTOR (Control key – Required)
Enter the requestor (up to four alphanumeric characters) that identifies the user requesting the report to be generated.

Note: For the GL extract (DAFXTGLX), the profile titles extract, and the contract extracts (DAFXTØ3Ø and DAFXTCFX), the requestor must be entered as EXT.

REPORT ID (Control key – Required)
Enter the eight-character report ID to identify the report or requestable extract to be generated. Report IDs are centrally defined on the D64 profile.

REQUEST NO (Control key – Required)
Enter the two-digit request number that uniquely identifies multiple report requests within the same agency/requestor/report ID. This lets agencies request the same standard financial report with different levels of detail or report options.

Interval Options (Time Frame and Frequency)

APPN YEAR (Variable depending on the report requested)
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.

PERIOD (Variable depending on the report requested)
Enter the two-character period that indicates the time frame the financial report data covers.

  Blank – Not applicable
PM Prior month
CM Current month
PY Prior year cumulative balances
CY Current year cumulative balances – will also contain amounts posted in future periods
01–13 Specific fiscal month (September is fiscal month 01, October is fiscal month 02, etc.)
Q1 1st quarter
Q2 2nd quarter
Q3 3rd quarter
Q4 4th quarter
CQ Current quarter
PQ Prior quarter

Note: Quarters are exclusive. Information is for the specified quarter only and is not cumulative.

FY (Variable depending on the report requested – Required if a month or quarter is specified in the period field)
Enter the two-digit fiscal year. An FY is a 12-month period used to identify the accounting year. FYs are used in GAAP-based reports. The FY for the state of Texas begins Sept. 1 and ends August 31.

FREQUENCY (Required)
Enter the eight-digit date (MMDDYYYY) for a specific day, or enter daily, weekly, monthly, quarterly or annually. This field determines how often the report should be generated.

Level Options (Level of Detail on Report)

ORG (Variable depending on the report requested)
Enter the one-digit organization level that identifies the level of organizational detail to be printed on the requested report.

  Blank – Level options not allowed per D64
0 None
1 Agency group
2 Agency
3–9 Levels 2–8
A Level 9

PROGRAM (Variable depending on the report requested)
Enter the one-digit program level that identifies the level of program detail to be printed on the requested report.

  Blank – Level options not allowed per D64
0 None
1 Agency goals
2 Agency objectives
3 Agency strategies
4–9 Agency-defined program levels

OBJECT (Variable depending on the report requested)
Enter the one-digit object level that identifies the object level to be printed on the requested report.

  Blank – Level options not allowed per D64
0 None
1 Generally accepted accounting principles (GAAP)/ National Association of College and University Business Officers (NACUBO) category
2 GAAP/NACUBO source/object/grant object
3 Comptroller object
4 Agency object

FUND (Variable depending on the report requested)
Enter the one-digit fund level that identifies the level of fund detail to be printed on the requested report.

  Blank   Level options not allowed per D64
0 None
1 GAAP fund group
2 GAAP fund type/state fund group
3 GAAP fund/appropriated fund
4 Fund

NACUBO FUND (Variable depending on the report requested)
Enter the one-digit NACUBO fund level that identifies the level of NACUBO detail to be printed on the requested report.

  Blank – Level options not allowed per D64
0 None
1 NACUBO fund group
2 NACUBO fund
3 NACUBO subfund

GL ACCT (Variable depending on the report requested)
Enter the one-digit general ledger (GL) account level that identifies the level of GL detail to be printed on the requested report.

  Blank — Level options not allowed per D64
0 None
1 GAAP/NACUBO GL account category
2 GAAP/NACUBO GL account class
3 Comptroller GL account
4 Agency GL account

GRANT (Variable depending on the report requested)
Enter the one-digit grant level that identifies the level of grant detail to be printed on the requested report.

  Blank – Level options not allowed per D64
0 No grant number
1 Grant number
2 Grant number and phase

PROJECT (Variable depending on the report requested)
Enter the one-digit project level that identifies the level of project detail to be printed on the requested report.

  Blank – Level options not allowed per D64
0 No project number
1 Project number
2 Project number and phase

AGENCY GROUP (Variable depending on the user’s security profile)
Enter the two-digit agency group that appears on the user’s Security Profile (96A) or leave blank. To generate a report by agency group, enter the agency group designated by the user’s 96A screen, and enter the corresponding low to high range of agency numbers in the SPECIAL SELECTS AGENCY field.

CONFIDENTIAL INFO (Required)
Enter the one-character confidential information indicator to determine whether the user can access vendor/payee information (vendor/payee name and number) for confidential batches. USAS will verify the user’s security access on the Security Profile (96A) before allowing a report request that includes confidential information.

P Allow access to vendor/payee information for confidential payroll batches (Batch types S, 6 and U).
T Allow access to vendor/payee information for confidential tort batches (Batch types 7 and V).
B Allow access to vendor/payee information for confidential payroll and tort batches (Batch types S, 6, U, 7 and V).
N Allow no access to vendor/payee information for confidential payroll and tort batches.

Note: When restricted, the vendor/payee information will not appear on inquiry screens and reports.

Special Selection Options (Special Selects)

Special selection options are appropriate for many reports. These options allow the user to limit the report to a single classification value or a range of values (for example, a single comptroller object or range of comptroller objects). There are two fields for each option. To designate a single value, enter the value in the first field. To designate a range of values, enter the starting (low) value in the first field and the ending (high) value in the second field.

AGENCY (Variable depending on the report requested)
Enter the three-digit agency number or an agency range. Agency numbers are centrally defined on the Agency Profile (DØ2). Which agency or range of agencies can be entered in this field is dependent on the user’s security set up on the 96A profile.

ORG CODE (Variable depending on the report requested)
Enter the four-digit organization code or an organization code range. Organization codes are agency defined on the Organization Code Profile (DØ3). If ORG CODE is entered, the SPECIAL SELECTS AGENCY field must also be entered.

PROGRAM CODE (Variable depending on the report requested)
Enter the four-digit program code or a program code range. Program codes are agency defined on the Program Code Profile (DØ4). If PROGRAM CODE is entered, the SPECIAL SELECTS AGENCY field must also be entered.

NACUBO FUND (Variable depending on the report requested)
Enter the four-digit NACUBO fund or a NACUBO fund range. NACUBO funds are centrally defined on the NACUBO Fund Profile (D18).

APPROP FUND (Variable depending on the report requested)
Enter the four-digit appropriated fund or an appropriated fund range. Appropriated funds are centrally defined on the Appropriated Fund Profile (D22).

FUND (Variable depending on the report requested)
Enter the four-digit fund or a fund range. Funds are agency defined on the Fund Profile (D23). If FUND is entered, the SPECIAL SELECTS AGENCY field must also be entered.

COMP OBJECT (Variable depending on the report requested)
Enter the four-digit comptroller object or a comptroller object range. Comptroller objects are centrally defined on the Comptroller Object Profile (D1Ø).

AGY OBJECT (Variable depending on the report requested)
Enter the four-digit agency object or an agency object range. Agency objects are agency defined on the Agency Object Profile (D11). If AGY OBJECT is entered, the SPECIAL SELECTS AGENCY field must also be entered.

GL ACCT (Variable depending on the report requested)
Enter the four-digit general ledger account number or a general ledger account number range. GL accounts are centrally defined on the Comptroller General Ledger Account Profile (D31).

AGY GL ACCT (Variable depending on the report requested)
Enter the agency general ledger account number (up to eight digits) or an agency general ledger account number range. Agency GL accounts are agency defined on the Agency General Ledger Account Profile (D32).

GRANT (Variable depending on the report requested)
Enter the six-character alphanumeric grant number or grant number range. Grant numbers are agency defined on the Grant Control Profile Maintenance/Inquiry (29) screen.

PROJECT (Variable depending on the report requested)
Enter the six-digit project number or project number range. Project numbers are agency defined on the Project Control Profile (27).

SPEC SEL 1 (Variable depending on the report requested)
Enter the alphanumeric special select 1 value or a special select 1 range. Special select 1 consists of two fields (up to 10 alphanumeric characters each). The valid values for this field are specific to each report and are centrally defined on the News/Help Table (90) screen. To view report help on the 90 screen, enter the report ID in the keyword field in the following format: DAFRXXXX (for example, DAFR7450).

SPEC SEL 2 (Variable depending on the report requested)
Enter the alphanumeric special select 2 value or a special select 2 range. Special select 2 consists of two fields (up to 10 alphanumeric characters each). The valid values for this field are specific to each report and are centrally defined on the 90 screen. To view report help on the 90 screen, enter the report ID in the keyword field in the following format: DAFRXXXX (for example, DAFR7450).

Report Status Information

LST RUN DATE (System generated)
Displays the last date report was run (MMDDYYYY). This field will be blank if the status code is inactive (I).

LINES (System generated)
Displays the number of lines generated during the last report run. If the report was not generated, the number of lines will be zero.

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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