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USAS Coding Instructions

DØ5 Balance Type Profile

Centrally defined. The Balance Type Profile (DØ5) screen serves as the master list of valid balance types maintained for each financial table.

Balance types group similar financial activities as defined on the Transaction Code Decision Profile (28A). Balance types are also used to calculate budget and cash balances displayed on USAS inquiry screens and various reports.

 LINK TO:                     BALANCE TYPE PROFILE                         PROD 
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
               TABLE ID:    (DF, AP, AB, CC, GP, PF, PJ, CF)                    
           BALANCE TYPE:                                                        
                                                         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
R Recall

*Note: Record must be recalled before this action can be performed.

TABLE ID (Control key – Required)

DF Document table
AP Appropriation table
AB Agency budget table
CC Cash control table
GP Grant table
PF Property financial table – Not currently in use
PJ Project table
CF Contract financial table

BALANCE TYPE (Control key – Required)
Enter the two-digit balance type, which must be greater than 00 and less than 41. Where the balance type applies to more than one table, it must be set up separately for each table. The financial tables corresponding to each balance type are indicated with the valid values below.

Note: All balance types that update to the appropriation (AP) table also update to the agency fund (AF) table.

Balance Type Related Financial Table
01 Appropriation original budget AP
02 Appropriation revisions AP
03 Appropriation transfers out AP
04 Appropriation transfers in AP
05 Unexpended balance out AP
06 Unexpended balance in AP
07 Appropriation collected lapse AP
08 Appropriation committed lapse AP
09 Agency original budget AB
10 Agency budget revision AB
11 Estimated collected revenue AB, AP, GP, PJ
12 Cash revenues AB, AP, CC, GP, PJ
13 Excess collected revenue posted AP
14 Accrued revenues AB, AP, GP, PJ
15 Cash expenditures AB, AP, CC, CF, GP, PJ
16 Cash reserved – payroll AB, AP, CC, GP, PJ
17 Accrued expenditures AB, AP, CF, GP, PJ
18 Encumbrances outstanding AB, AP, CF, GP, PJ
19 Pre-encumbrances outstanding AB, AP, CF, GP, PJ
20 Cash transfer in AP, CC
21 Cash transfer out AP, CC
22 Cost allocation memo expended AP, GP, PJ
23 Allotment AP
24 Agency budget allotted AB
25 Billable budget GP, PJ
26 Expendable budget GP, PJ
27 Advances made GP, PJ
28 Amount billed GP, PJ
29 Units budgeted GP, PJ
30 Units accumulated GP, PJ
31 Expenditures/statistics billed GP, PJ
32 General revenue/interfund borrow AP, CC
33 Payroll 401(k) and direct deposit pending AP, CC
34 Contract retainage CF

The document table (DF) uses a different set of balance types than the other primary financial tables.

Balance Type Related Financial Table
01 Original amount DF
02 Adjustments DF
03 Liquidations DF
04 Collections/payments DF

TITLE (Required to add new record)
Enter the balance type title (up to 20 characters).

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.

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
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