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USAS Coding Instructions

97 System Management Profile

Centrally defined. The System Management Profile (97) screen is maintained by USAS central administration. Changes to this profile provide system-level (statewide) control over processing. To provide this control, the 97 screen maintains information regarding:

Accounting periods that are available for posting,
System-level process control indicators and dates,
Current and prior processing cycle end dates and times and
Current and prior cycle numbers.

 TEXAS  S097           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                   SYSTEM MANAGEMENT PROFILE                      PROD 
 ACTION:   (C=CHANGE)                      CONTROL INDICATORS –                 
  CURRENT INDICATORS:                    NEXT AVAILABLE WARRANT NO:             
     FISCAL YEAR:                              NEXT DIR DEP SEQ NO:             
           MONTH:                                                               
        EFF DATE:                                                               
  PRIOR EFF DATE:                             YEAR END CLOSING RUN:             
            TIME:                          NEW YEAR INITIALIZATION:             
                                               COST ALLOCATION RUN:             
  LAST CLOSED-                              GRANT/PROJ BILLING RUN:             
    FISCAL YEAR:                               RECURRING TRANS RUN:             
          MONTH:                      FIXED ASSET DEPRECIATION RUN:             
        PY OPEN:                       FIXED ASSET SUSPENSE RECONC:             
  REPORTING INDICATORS:                  FIXED ASSET SUSPENSE POST:             
   WEEK:        YEAR:                             ONLINE AVAILABLE:             
  MONTH:     QUARTER:                           INTEREST INDICATOR:             
                --------PROCESSING CYCLE INFORMATION---------                   
                CURRENT: DATE:          TIME:       CYCLE:                      
                PRIOR:   DATE:          TIME:       CYCLE:                      
                                                                                
                                                                                
 PLEASE ENTER FUNCTION                                                          
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS

ACTION (Required if changing record)
Enter C to change an existing record.

Note: Only the current 97 profile record is stored on the table. This record is automatically displayed when the screen is accessed.

Current Indicators

FISCAL YEAR (System generated)
Displays the two-digit fiscal year. This field identifies the current fiscal year. The fiscal year is calculated based on the current effective date field on this profile. A fiscal year (FY) is a 12-month period used to identify the accounting year. Fiscal years are used in generally accepted accounting principles (GAAP)-based reports. The FY for the state of Texas begins Sept. 1 and ends Aug. 31.

MONTH (System generated)
Displays the two-digit current fiscal month. The current month is calculated based on the current effective date on this profile.

EFF DATE (Required)
Displays the current effective date that identifies the date for which system processing is performed. This date should normally be the current date, but may be set to any date that exists in the Current Date Profile (D61). Date-oriented system processes use this field as the current date default. The last program in the nightly batch processing cycle retrieves the next effective date from the D61 screen and places it in this field to prepare for the next day’s processing.

Enter the eight-digit effective date if a change to this field is needed (MMDDYYYY).

PRIOR EFF DATE (Required)
Displays the prior effective date (MMDDYYYY) that identifies the previous date for which system processing was performed. The current effective date value is moved to the prior effective date field at the conclusion of the night’s processing cycle.

Enter the eight-digit prior effective date if a change to this field is needed (MMDDYYYY).

TIME (Required)
Displays the last entered time. Enter the current time in military format (0000–2400) if a change to this field is needed. The default value for this field is 1200.

Last Closed Indicators

FISCAL YEAR (Required)
Displays the last closed fiscal year used in the GAAP-based financial reports.

Closing a fiscal year on the 97 screen will prevent transactions from posting to that FY when the LAST CLOSED – PY OPEN field is set to N. When the LAST CLOSED – FISCAL YEAR field is incremented by one on the 97 screen, USAS will automatically update the Agency Control Profile (25) as follows:

The LAST YEAR CLOSED field will be changed to reflect the closed year,
The PY OPEN field will be changed to Y and
The FA CONTROL field will be changed to C.

MONTH (Required)
Displays the last closed month that the system processed.

When the LAST CLOSED – MONTH field is incremented by one on the 97 screen, USAS will automatically update the 25 screen LAST MONTH CLOSED field to reflect the closed month. Closing a month will prevent transactions from posting to that month or any prior months of the current FY.

00	No month has been closed for the current FY
01	September
02	October
03	November
04	December
05	January
06	February
07	March
08	April
09	May
10	June
11	July
12	August

PY OPEN (Required)
Displays the prior fiscal year (PY) open indicator.

Y	Yes. Prior fiscal year is open.
N	No. Prior fiscal year is not open.

When the LAST CLOSED – PY OPEN field is updated to N on the 97 screen, USAS will automatically update the 25 screen PY OPEN field. A value of N will prevent transactions from posting to any period (including period 13 – the year-end adjustment period) in any FY prior to the current FY. Updating the PY OPEN field from N to Y will not update the 25 screen.
When the LAST CLOSED – FISCAL YEAR is set to the prior year and PY OPEN is set to Y, transactions are permitted to post to period 13 of the LAST CLOSED FISCAL YEAR.

Reporting Indicators

WEEK MONTH QUARTER YEAR (Required)
Displays the current report run indicator. Enter the report run indicator if a change to this field is needed. These indicators are used to trigger the execution of reports as established by each agency on the Report Request Profile (91).

Y	Yes. Run reports.
N	No. Do not run reports.

Note: The REPORTING INDS on the 25 screen must also be set to Y for reports to run for the agency.

Control Indicators

NEXT AVAILABLE WARRANT NO (System generated)
Displays the nine-digit next available warrant number for system use. Warrant numbers roll after 169999999 and start over with 100000001.

NEXT DIR DEP SEQ NO (System generated)
Displays the seven-digit next direct deposit sequence number for system use. Direct deposit numbers roll after 5999999 and start over with 0000001.

YEAR END CLOSING RUN (Not currently in use)

NEW YEAR INITIALIZATION (Not currently in use)

COST ALLOCATION RUN (Required)
Displays the current cost allocation run indicator. Enter the one-character cost allocation run indicator if a change to this field is needed. This indicator is checked by the cost allocation programs.

Y	Yes. Run cost allocation.
N	No. Do not run cost allocation.

GRANT/PROJ BILLING RUN (Required – Not currently in use)
Displays the current grant/project billing run indicator. Enter the one-character grant/project billing run indicator if a change to this field is needed. This indicator is checked by the grant/project billing programs.

Y	Yes. Run grant/project billing.
N	No. Do not run grant/project billing.

RECURRING TRANS RUN (Required – Not currently in use)
Displays the current recurring transaction run indicator. Enter the one-character recurring transaction run indicator if a change to this field is needed. This indicator is checked by the recurring transaction programs.

Y	Yes. Run recurring transactions.
N	No. Do not run recurring transactions.

FIXED ASSET DEPRECIATION RUN (Future functionality – Not currently in use)

FIXED ASSET SUSPENSE RECONC (Future functionality – Not currently in use)

FIXED ASSET SUSPENSE POST (Future functionality – Not currently in use)

ONLINE AVAILABLE (Required)
Displays the current online system available indicator. Enter the one-character online system available indicator if a change to this field is needed.

Y	Yes. Online system available.
N	No. Online system not available.

Note: At the start of the batch input edit update (IEU) portion of the nightly system processing cycle, this indicator is automatically set to N. At the end of the processing cycle, the final program sets this indicator to Y. During IEU processing, the online system is not available.

INTEREST INDICATOR (Required)
Displays the current interest indicator. Enter the one-character interest indicator if a change to this field is needed. This system-level field functions as the on/off switch for automated late-payment interest calculations.

Y	Yes. Interest will be calculated in USAS.
N	No. Interest will not be calculated in USAS.

Processing Cycle Information

At the end of a system IEU processing cycle, USAS moves the mainframe system date and time into the CURRENT DATE and TIME fields. It also increments the CURRENT CYCLE field value by one. The previous current date, time and cycle values are moved into the PRIOR DATE, TIME and CYCLE fields.

CURRENT DATE (System generated)
Displays the date (MMDDYYYY) of the most recently completed IEU cycle.

CURRENT TIME (System generated)
Displays the ending time (HH:MM) of the most recently completed IEU cycle.

CURRENT CYCLE NUMBER (System generated)
Displays the four-digit cycle number of the pending IEU cycle. At the end of a system processing cycle, the system increments the current cycle number by one.

PRIOR DATE (System generated)
Displays the date (MMDDYYY) of the IEU cycle prior to the most recently completed IEU cycle.

PRIOR TIME (System generated)
Displays the ending time (HH:MM) of the IEU cycle prior to the most recently completed IEU cycle.

PRIOR CYCLE NUMBER (System generated)
Displays the four-digit cycle number of the most recently completed IEU cycle.

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.