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USAS Coding Instructions

D14 GAAP GL Account Class Profile

Centrally defined. The GAAP GL Account Class Profile (D14) screen contains the generally accepted accounting principles (GAAP) general ledger (GL) account class and the roll-up to the general ledger GAAP account category. This information is used on the Comptroller General Ledger Account Profile (D31) to group comptroller general ledger accounts for an agency’s annual financial report and the statewide Comprehensive Annual Financial Report (CAFR).

 LINK TO:                 GAAP GL ACCOUNT CLASS PROFILE                    PROD 
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
         GL GAAP ACCOUNT CLASS:                                                 
               ADDITIONAL TEXT:                                                 
                       CAFR GL:            (MUST BE IN D53-CAFR)                
                                                         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.

GL GAAP ACCOUNT CLASS (Control key – Required)
Enter the three-digit general ledger GAAP account class. This element is used to group similar D31 profiles on the balance sheet DAFRs for all fund types.

For example: The D31 – 0010 Cash on Hand rolls to the D14 – 001 CA Cash on Hand which in turn rolls to the GAAP GL Account Category Profile (D13) – 01 Current Assets.

TITLE (Required to add new record)
Enter the GAAP general ledger account class title (up to 40 characters).

Enter additional text (up to 40 characters). This element provides for an additional line that does not have financial information. This information can be used as a heading row such as “Receivables:” on the CAFR.

GL GAAP ACCOUNT CATEGORY (Required to add new record)
Enter the two-digit general ledger GAAP account category. See the D13 profile for a listing of valid values. This is the highest level of the general ledger account structure (see Data Classification Structure on the USAS Reference page).

CAFR GL (Required to add new record)
Enter the CAFR general ledger account (up to 10 characters). Recommended value: 00000000 (eight zeros). The value entered must exist on the Titles Profile (D53) under the TABLE ID of CAFR. This field was designed to establish a crosswalk between USAS and the CAFR reporting system.

Note: This field is not currently used to generate the CAFR.

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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