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USAS Coding Instructions

D32 Agency General Ledger Account Profile

Agency defined. The Agency General Ledger Account Profile (D32) screen allows an agency to establish its own general ledger (GL) accounts that support certain comptroller GL accounts. An agency general ledger (AGL) can be used to divide comptroller GL accounts into greater detail for the agency’s internal tracking.

Note: For a detailed field definition, see the descriptions for the Transaction Entry screens.

 TEXAS  SD32           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:             AGENCY GENERAL LEDGER ACCOUNT PROFILE                PROD 
                                                                                
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
                                                                                
                  AGENCY:     (MUST BE 000 OR IN D02 AGENCY PROFILE)            
                                                                                
   AGENCY GENERAL LEDGER:                                                       
                                                                                
                   TITLE:                                                       
                                                                                
        COMPT GL ACCOUNT:      (MUST BE IN D31 COMPT GL ACCOUNT PROFILE)        
                                                                                
           GAAP GL CLASS:     (SYSTEM GENERATED)                                
        GAAP GL CATEGORY:    (SYSTEM GENERATED)                                 
         NACUBO GL CLASS:    (SYSTEM GENERATED)                                 
      NACUBO GL CATEGORY:    (SYSTEM GENERATED)                                 
                                                                                
                                                                                
                                                         STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                               
                                                                               
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS                                         
 
  • Agencies can set up AGL accounts on the D32 to support comptroller GL accounts if the Comptroller General Ledger Account Profile (D31) G/L EDIT TYPE is A (Agency) for the GL account.
  • Centrally, AGL accounts can be set up on the D32 to apply statewide if the D31 G/L EDIT TYPE is S (Statewide) for the GL account.
  • AGL accounts cannot be set up on the D32 if the D31 G/L EDIT TYPE is D (Due to/due from). Instead these AGLs are entered directly in the transaction in a specified format.

Comptroller GL Accounts That Allow Agency-Defined AGLs

Not all comptroller general ledger accounts are allowed to be supported by AGL accounts. Whether an AGL can be used to support a particular comptroller GL is determined by the G/L EDIT TYPE field on the D31 screen and transaction code used. A listing of comptroller GL accounts that can be supported by agency-defined AGLs (D31 G/L EDIT TYPE is A) follows.

0230 Accounts receivable – Billed
0231 Accounts receivable – Unbilled
0232 Accounts receivable – License, fees and permits
0233 Accounts receivable – Sales of goods and services
0234 Accounts receivable – Tuition
0236 Accounts receivable – Returned checks
0237 Accounts receivable – Settlement of claims
0238 Accounts receivable – Other revenues
0240 Federal receivable
0241 Federal receivable – Unbilled
0270 Other receivables
0306 Non-current interfund receivable
0320 Land
0325 Buildings and building improvements
0327 Facilities and other improvements
0328 Accumulated depreciable – Facilities and other improvements
0330 Accumulated depreciable – Buildings and building improvements
0335 Infrastructure – Depreciable
0340 Accumulated depreciable – Infrastructure depreciable
0345 Furniture/equipment
0350 Accumulated depreciable – Furniture/equipment
0355 Vehicles, boats and aircraft
0356 Accumulated depreciable – Vehicles, boats and aircraft
0360 Library books – Nondepreciable
0361 Library books – Depreciable
1009 Vouchers payable
1010 Accounts payable
1011 Investment trade payable
1046 Deferred revenues
1131 Non-current interfund payable
1141 Investments pooled for others
9190 Expenditures billed
9191 Offset
9192 Statistics billed
9193 Statistics billed

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.

AGENCY (Control key – Required)
Enter the three-digit agency number assigned to the agency for agency-defined AGLs (D31 G/L EDIT TYPE of A). Enter the agency number of 000 for centrally defined AGL accounts (D31 G/L EDIT TYPE of S).

Note: AGL account profiles cannot be set up for AGL accounts that infer comptroller general ledger accounts with a G/L EDIT TYPE of D (Due to/due from).

AGENCY GENERAL LEDGER (Control key – Required)
Enter the agency general ledger account number (up to eight digits). Trailing spaces are allowed.

TITLE (Required)
Enter the agency general ledger title (up to 40 characters).

COMPT GL ACCOUNT (Required)
Enter the four-digit comptroller general ledger account that this AGL account will support. The G/L EDIT TYPE field must be set to A (Agency) on the D31 screen.

Note: If a comptroller GL is associated with an AGL on the D32, then whenever that AGL is entered in transaction entry, the COMPTROLLER GL field on the transaction must be either blank or the same as the one associated with the AGL on the D32.

GAAP GL CLASS (System generated)
Displays the generally accepted accounting principles (GAAP) GL class inferred by the comptroller general ledger account that was entered in the COMPT GL ACCOUNT field.

GAAP GL CATEGORY (System generated)
Displays the GAAP GL category inferred by the comptroller general ledger account that was entered in the COMPT GL ACCOUNT field.

NACUBO GL CLASS (System generated)
Displays the National Association of College and University Business Officers (NACUBO) general ledger class inferred by the comptroller GL account that was entered in the COMPT GL ACCOUNT field.

NACUBO GL CLASS CATEGORY (System generated)
Displays the NACUBO general ledger class category inferred by the comptroller GL account that was entered in the COMPT GL ACCOUNT field.

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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