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USAS Coding Instructions

D11 Agency Object Profile

Agency defined. The Agency Object Profile (D11) screen allows agencies to define revenue, expenditure and statistical agency objects at greater, lesser or the same level of detail as comptroller objects. This screen also allows users to combine agency objects into agency groups for agency reporting and tracking purposes.

Agency objects can be set up to infer a comptroller object. However, if an agency object is directly linked to a comptroller object on the D11 profile, any transaction entered using that agency object will not be allowed to post to another comptroller object.

The Agency Control Profile (25) determines the requirements for agency objects on accounting transactions.

This profile is included in the annual USAS profile rollover. Profile rollover creates new profile records to be used in the next fiscal year (FY) and appropriation year (AY) based on existing profile records for the current FY and AY.

 TEXAS  SD11           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                     AGENCY OBJECT PROFILE                        PROD 
                                                                                
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
                                                                                
                  AGENCY:     (MUST BE IN D02 AGENCY PROFILE)                   
      APPROPRIATION YEAR:                                                       
           AGENCY OBJECT:                                                       
                   TITLE:                                                       
     AGENCY OBJECT GROUP:        (BLANK OR MUST BE IN D25 AGENCY OBJECT GROUP)  
      COMPTROLLER OBJECT:      (BLANK OR MUST BE IN D10)                        
             OBJECT TYPE:     (E=EXP, R=REV, S=STAT)                            
           GAAP CATEGORY:      (SYSTEM GENERATED)                               
      GAAP SOURCE/OBJECT:      (BLANK OR SYSTEM GENERATED)                      
       COMP SOURCE/GROUP:      (BLANK OR SYSTEM GENERATED)                      
         NACUBO CATEGORY:      (BLANK OR SYSTEM GENERATED)                      
       NACUBO SOURCE/OBJ:      (BLANK OR SYSTEM GENERATED)                      
                                                                                
                                                                                
                                                         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

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.

APPROPRIATION YEAR (Control key – Required)
Enter the two-digit appropriation year. The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.

AGENCY OBJECT (Control key – Required)
Enter the four-digit agency object.

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

AGENCY OBJECT GROUP (Optional)
Enter the two-digit agency object group. Agency object groups are agency defined on the Agency Object Group Profile (D25). The agency object group is used to combine agency objects for reporting and tracking purposes.

COMPTROLLER OBJECT (Optional)
Enter the four-digit comptroller object to be associated with this agency object or leave blank. This is the comptroller object that will be inferred (defaulted) whenever this agency object is used and the COMPTROLLER OBJECT field is left blank on a transaction. System edits will prevent posting of transactions with a manually entered comptroller object if that comptroller object does not match the comptroller object inferred. Comptroller objects are centrally defined on the Comptroller Object Profile (D1Ø).

OBJECT TYPE (Required if no comptroller object is entered)
Enter the one-character object type for the agency object. If a comptroller object is entered on the D11 profile, any agency object type entered here must be the same as the object type on the D1Ø profile.

E Expenditure
R Revenue
S Statistic

Note: If a comptroller object is entered, the object type can be left blank, and the system will default to the comptroller object type on the D1Ø screen.

GAAP CATEGORY (System generated if a comptroller object is entered)
Displays the generally accepted accounting principles (GAAP) category inferred by the comptroller object.

GAAP SOURCE/OBJECT (System generated if a comptroller object is entered)
Displays the GAAP source/object inferred by the comptroller object.

COMP SOURCE/OBJECT (System generated if a comptroller object is entered)
Displays the comptroller source/object inferred by the comptroller object.

NACUBO CATEGORY (System generated if a comptroller object is entered)
Displays the National Association of College and University Business Officers (NACUBO) category inferred by the comptroller object.

NACUBO SOURCE/OBJECT (System generated if a comptroller object is entered)
Displays the NACUBO source/object inferred by the comptroller object.

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.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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