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USAS Coding Instructions

DØ2 Agency Profile

Centrally defined. The Agency Profile (DØ2) screen represents the first level of the agency’s organization structure (see Data Classification Structure on the USAS Reference page), the levels for generally accepted accounting principles (GAAP), and the levels for cash-basis financial statements. In USAS, the agency number is the primary control point for the agency and determines the existence of the agency in the system. The DØ2 screen is used to provide agency level information for report headings, warrants, etc. An active agency profile record is required for each state agency or institution of higher education to enable USAS processing.

The DØ2 screen is also used to control certain elements in transaction entry such as:

  • Blanking out the payment due date and requested payment date fields after a transaction is successfully processed.
  • Editing to prevent a user from releasing a document that that same user created or edited.
TEXAS  SD02           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM
 LINK TO:                        AGENCY PROFILE                            PROD
                                                                               
 ACTION: R  (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                      
          AGENCY:        TITLE:                                                
  ADDRESS LINE 1:                                                              
  ADDRESS LINE 2:                                                              
  ADDRESS LINE 3:                                                              
            CITY:                         STATE:         ZIP:                  
           PHONE:                                                              
 DOC TYPES REQ. APPROVAL TO POST:                                              
    AGENCY GROUP:      AGENCY TYPE:    AUD:         SURPLUS PROP EXEMPT:       
   GAAP FUNCTION:      CASH BASIS FUNCTION:      LBB FUNCTION:      ACO:       
      INT EXEMPT: _  FA IND: _   USAGE IND: _ (I OR R) DIST: ___ ARTICLE:      
                DATA RELATED  (1-40)                                           
                      ERRORS  (41-80)                                          
                                      1234567890123456789012345678901234567890 
                FUND RELATED  (1-40)                                           
                      ERRORS  (41-80)                                          
     CONTROL INDS-1:   2:    ENTRY IND :                 STATUS CODE: A        
  EFF START DATE: 11072008   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.

AGENCY (Control key – Required)
Enter the three-digit agency number assigned to the agency.

TITLE (Required to add new record)
Enter the agency title (up to 40 characters).

ADDRESS LINE 1 (Required to add new record)
Enter the address line 1 information (up to 40 characters).

ADDRESS LINE 2 (Optional)
Enter the address line 2 information (up to 40 characters).

ADDRESS LINE 3 (Optional)
Enter the address line 3 information (up to 40 characters).

CITY (Required to add new record)
Enter the city (up to 20 characters).

STATE (Required to add new record)
Enter the two-character state abbreviation.

ZIP (Required to add new record)
Enter the ZIP code (up to nine digits). The first five digits are required. The last four digits are optional.

PHONE (Required to add new record)
Enter the 10-digit phone number, beginning with the area code.

DOC TYPES REQ. APPROVAL TO POST (Optional)
Enter up to 15 document types that require pre-approval to post in USAS. See the Document Control Profile (33) for a listing of valid values.

Note: Document types listed in this field will not be allowed to post without meeting approval requirements. This field directly affects the use of edit mode 2 (edit and post transaction at time of online entry) for transactions with these doc types.

AGENCY GROUP (Required to add new record)
Enter the two-digit agency group. See the Agency Group Profile (D12) for a listing of valid values.

AGENCY TYPE (Required to add new record)
Enter the one-character agency type.

H Higher education – Invokes system edits for the National Association of College and University Business Officers (NACUBO) function and the NACUBO subfund for institutions of higher education.
O Other — All state agencies that are not institutions of higher education.

AUD (Required to add new record)
Enter the two-digit code for the auditor assigned to the agency from the Fiscal Management Division of the Comptroller’s office. For valid values, go online in USAS to the Titles Profile (D53) and enter AUDL in the TABLE ID field. Enter N (Next) in the ACTION field to scroll through the listing.

SURPLUS PROP EXEMPT (Required to add new record)
Enter the one-character surplus property exemption indicator to be used for the State Property Accounting (SPA) system.

Y Yes. The agency is exempted by statute from surplus property reporting.
N No. The agency is not exempted by statute from surplus property reporting.
H Institution of higher education. All institutions of higher education are exempted by statute from surplus property reporting.

GAAP FUNCTION (Required to add new record)
Enter the two-digit GAAP function. See the GAAP Function Profile (D71) for a listing of valid values. This field identifies line items for the Comprehensive Annual Financial Report (CAFR).

CASH BASIS FUNCTION (Required to add new record)
Enter the two-digit cash-basis function. For valid values, go online in USAS to the D53 profile and enter CBFN in the TABLE ID field. Enter N (Next) in the ACTION field to scroll through the listing. This field is used for statewide cash basis reports.

LBB FUNCTION (Required to add new record)
Enter the two-digit Legislative Budget Board (LBB) function. For valid values, go online in USAS to the D53 profile and enter LBBF in the TABLE ID field. Enter N (Next) in the ACTION field to scroll through the listing. This field is used to group agencies by functions of government.

ACO (Required to add new record)
Enter the two-digit code for the appropriation control officer (ACO) assigned to the agency from the Fiscal Management Division of the Comptroller’s office. For valid values, go online in USAS to the D53 profile and enter ACOL in the TABLE ID field. Enter N (Next) in the ACTION field to scroll through the listing.

INT EXEMPT (Required to add new record)
Enter the one-character interest exemption indicator. This field allows for automated late payment interest exemption at an agency level.

Y Yes. The system will not calculate late payment interest for any transaction with this agency as the financial agency.
N No. Late payment interest will be calculated, if due.

FA IND (Required to add new record)
Enter the one-character fixed asset indicator.

N Internal entity for SPA reporting
S Reporting entity for SPA reporting
Y Not currently in use.

USAGE IND (Required to add new record)
Enter the one-character usage indicator.

I Internal agency. The agency uses USAS as its accounting system.
R Reporting agency. The agency maintains its own detailed accounting system and reports data to USAS at the minimum required level of detail.

DIST (Central use only)
Displays the primary warrant distribution method submitted by agencies on the Agency Authorization for Warrant Pickup form (74-189) (login required) PDF.

060 Agency pickup (default)
070 Statewide Support Services Division
080 Mail to agency

Note: Agencies must submit an updated Warrant Pickup form to change the primary warrant distribution method.

ARTICLE (Optional)
Enter the two-digit article code from the General Appropriations Act (GAA).

For example:

01 Article I – General Government
02 Article II — Health and Human Services

DATA RELATED ERRORS (1–80) (Optional)
Enter the one-character indicator to determine the severity of the data-related error edit or leave blank for each of the 80 error codes. See DØ2 Data-Related Errors.

  Blank – Fatal
W Warning
I Ignore

Note: To override an edit in the system, enter a value of W or I. If a W is entered, the transactions process with a warning message. If an I is entered, the transactions process with no message.

FUND RELATED ERRORS (1–80) (Optional)
Enter the one-character indicator to determine the severity of the funding-related error edit or leave blank for each of the 80 error codes. See DØ2 Funding-Related Errors.

  Blank – Fatal
W Warning
I Ignore

Note: To override an edit in the system, enter a value of W or I. If a W is entered, the transactions process with a warning message. If an I is entered, the transactions process with no message.

CONTROL INDS-1 (Optional)

Enter the one-character indicator used for CAPPS agencies.

Blank Agency is not a CAPPS agency.
H HX – Include the agency in the statewide History Extract (HX) file generated for CAPPS.
V VX – Include the agency in the statewide HX file generated for CAPPS and also generate the Vendor Extract for the agency.

CONTROL INDS-2 (Optional)
Reserved for future use.

ENTRY IND (Required to add new record)
Enter the one-character entry indicator.

B Blank out. Blanks out the PAYMENT DUE DATE and REQUESTED PAYMENT DATE fields after processing each transaction.
F Fill in. Leaves the PAYMENT DUE DATE and REQUESTED PAYMENT DATE fields populated after processing each transaction.

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.

Data-Related Errors

DØ2 Position Fatal Error Code Warning Error Code Error Message
01 EDN WDN D36 Status Not “A”
02 EDO WDO D26 Status Not “A”
03 EDP WDP D27 Status Not “A”
04 EF5 WF5 Agy Code1 Not in D26
05 EGX WGX Eff Date < D36 Start
06 EGY WGY Eff Date > D36 End
07 EGZ WGZ Eff Date < D26 Start
08 EHA WHA Eff Date > D26 End
09 EHB WHB Eff Date < D27 Start
10 EHC WHC Eff Date > D27 End
11 EL5 WL5 Agy Code3 Not in D36
12 ET5 WT5 Agy Code2 Not in D27
13 EDT WDT AGL 1–3 Not in DØ2
14 EDV WDV AGL 4–7 Not in D23
15 ES3 WS3 Agy GL Not in D32
16 ER1 WR1 IRS 1099 Ind Reqd
17 E81/E79 W81/W79 Vendor Not in 34 (T-code 246 only)
18 NA   Different user must release batch
  NA Same person should not enter/change a transaction then release
19–80 XXX XXX Not used at this time

Fund-Related Errors

DØ2 Position Fatal Error Code Warning Error Code Error Message
01 FL1 KL1 Accr Basis Budg < 0
02 FL2 KL2 PM Accr Basis Budg < 0
03 FL4 KL4 PY Accr Basis Budg < 0
04 FL5 KL5 Accr Csh Avail < 0
05 FL6 KL6 PM Accr Csh Avail < 0
06 FL8 KL8 PY Accr Csh Avail < 0
07 FM1 KM1 Agy Budg < 0
08 FM2 KM2 PM Agy Budg < 0
09 FM4 KM4 PY Agy Budg < 0
10 FN1 KN1 Allotmnt > Agy Budg
11 FN2 KN2 PM Allotmnt > Agy Budg
12 FN4 KN4 PY Allotmnt > Agy Budg
13 FN5 KN5 AB Exp > Allotmnt
14 FN6 KN6 PM AB Exp > Allotmnt
15 FN8 KN8 PY AB Exp > Allotmnt
16 FF5 FF5 Over Payee Limit
17 FO1 KO1 Cash Rev < Est Col Rev
18 FM5 KM5 Excess Rev Avail < 0
19 F17 K17 Allotment > Appn
20 F18 K18 PM Allotment > Appn
21 F2Ø K2Ø PY Allotment > Appn
22 F21 K21 Enc Basis Budg < 0
23 F22 K22 PM Enc Basis Budg < 0
24 F24 K24 PY Enc Basis Budg < 0
25 F25 K25 Adj Agy Budg < 0
26 F26 K26 PM Adj Agy Budg < 0
27 F28 K28 PY Adj Agy Budg < 0
28 F29 K29 Exp > Agy Budg
29 F3Ø K3Ø PM Exp > Agy Budg
30 F32 K32 PY Exp > Agy Budg
31 F41 K41 Grant Budg < 0
32 F42 K42 PM Grant Budg < 0
33 F44 K44 PY Grant Budg < 0
34 F54 K54 Proj/Phase < 0
35 F55 K55 PM Proj/Phase < 0
36 FJ5 KJ5 Enc Cash Avail < 0
37 FJ6 KJ6 PM Enc Cash Avail < 0
38 F57 K57 PY Proj/Phase < 0
39 FJ8 KJ8 PY Enc Cash Avail < 0
40 F81 K81 Exp+Pre Enc > AB
41 F82 K82 PM Exp+Pre Enc > AB
42 F84 K84 PY Exp+Pre Enc > AB
43 FØ1 KØ1 Doc Bal < 0
44 FØ2 KØ2 PM Doc Bal < 0
45 FØ5 KØ5 Cum Doc BT3 Bal < 0
46 FØ6 KØ6 PM Doc BT3 Bal < 0
47 F99 K99 AP Bal Type < 0
48 FC1 KC1 PJ Bal Type < 0
49 FC2 KC2 GP Bal Type < 0
50 F97 K97 CC Bal Type < 0
51 F98 K98 AB Bal Type < 0
52–80 XXX XXX Not used at this time
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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