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USAS Coding Instructions

D05 Balance Type Profile

Centrally defined. The Balance Type Profile (D05) 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.

 TEXAS  SD05           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 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:                                                        
                                                                                
                  TITLE:                                                        
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
   FOR DETAIL DESCRIPTION PRESS F1 OR LINK TO NEWS/HELP SCREEN                  
                                                                                
                                                                                
                                                                                
                                                         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.

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.