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USAS Coding Instructions

D3Ø Purge Criteria Profile

Centrally defined. The Purge Criteria Profile (D3Ø) screen is referenced by the USAS purge programs to establish the length of time that information will be available for online retrieval. Not all USAS purge programs reference this profile.

 LINK TO:                    PURGE CRITERIA PROFILE                        PROD 
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
       TABLE ID:      (SUCH AS AP, RR, ETC...)                                  
      RETENTION:      (NUMBER OF YEARS OR DAYS)                                 
                                                         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)
Enter the two-character financial table or other table ID.

AB Agency budget
AE Accounting event
AF Agency fund
AP Appropriation
CC Cash control
CF Contract
CO Contract and contact multi-vendor
CT Payment cancellation
DF Document*
DT Document tracking*
FA Fixed asset
GL General ledger
GP Grant
HD Document header*
IT Not currently in use
LF Payee limit*
P All other profiles
PAY Profiles with appropriation year or FY in the key
PF Property
PJ Project
PM Payment control*
RR Report request profile
TL Table log*

Note: Indicates that purge criteria are currently centrally defined on the D3Ø screen. The document financial (DF) table purge program is not currently in use.

TYPE (Required to add new record if the table ID is AP)
Enter the one-character appropriation type as centrally defined on the Titles Profile (D53) under TABLE ID APTY.

1 Operating
2 Construction
3 Higher education

DESC (Required to add new record)
Enter the description of the purge (up to 40 characters).

RETENTION (Required to add new record)
Enter the four-digit retention period, which is stated in days or years. For example, the document header (DH) table is purged based on a retention stated in years.

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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