USAS Coding Instructions
D02 Agency Profile
Centrally defined. The Agency Profile (D02) 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 D02 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 D02 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 |
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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. |
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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. |
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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 Annual Comprehensive Financial Report (ACFR).
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. |
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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 |
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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. |
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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).
060 | Agency pickup (default) |
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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 |
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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 D02 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 D02 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. |
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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)
Enter the one-character financial reporting classification indicator.
B | ACFR and Cash Report |
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C | ACFR only |
R | Cash Report only |
N | Not applicable |
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. |
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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) |
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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. |
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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
D02 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 D02 |
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
D02 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 | F20 | K20 | 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 | F30 | K30 | 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 | F01 | K01 | Doc Bal < 0 |
44 | F02 | K02 | PM Doc Bal < 0 |
45 | F05 | K05 | Cum Doc BT3 Bal < 0 |
46 | F06 | K06 | 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 |