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USAS Coding Instructions

D30 Purge Criteria Profile

Centrally defined. The Purge Criteria Profile (D30) 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.

 TEXAS  SD30           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                    PURGE CRITERIA PROFILE                        PROD 
                                                                                
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
                                                                                
       TABLE ID:      (SUCH AS AP, RR, ETC...)                                  
                                                                                
           TYPE:                                                                
                                                                                
           DESC:                                                                
                                                                                
      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.

*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.

Note: Indicates that purge criteria are currently centrally defined on the D30 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.

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.

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