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USAS Coding Instructions

D44 Action Code Profile

Centrally defined. The Action Code Profile (D44) screen is used to define action codes that identify specific document or batch level approvals, errors and processing events. The action codes are attached to a document or batch and are used to create a document’s action code audit trail. Only tracked documents can be viewed on the Document Tracking Inquiry (37) screen.

 LINK TO:                     ACTION CODE PROFILE                          PROD 
 ACTION:     (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                      
                      AGENCY:       (MUST BE “000” OR IN DØ2 AGENCY PROFILE)    
                 ACTION CODE:                                                   
                   LEVEL IND:       (B=BATCH, D=DOCUMENT, E=EITHER)             
                        TYPE:       (A=AGENCY, B=BOTH, C=COMPTROLLER)           
         NORMAL HOURS STATUS:                                                   
                                                         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. An agency number of 000 indicates that this action code is centrally defined and is applied to all agencies.

ACTION CODE (Control key – Required)
Enter the three-character action code. Centrally defined action codes (AGENCY is 000) are numeric. Agency-defined action codes (AGENCY is other than 000) are alphabetic.

Note: Agency-defined (alphabetic) action codes are not currently in use.

DESCRIPTION (Required to add new record)
Enter the action code description (up to 40 characters).

LEVEL IND (Required to add new record)
Enter the one-character level indicator to denote whether the action can be applied to a batch, a document or either.

B Batch
D Document
E Either (Batch or document)

TYPE (Required to add new record)
Enter the one-character action type. If the action code is alphabetic, TYPE can be A or B. If the action code is numeric, TYPE must be C.

A Agency only – Not currently in use
B Both agency and Comptroller’s office
C Comptroller’s office or other oversight agency only

NORMAL HOURS STATUS (Not currently in use)
Enter the two-digit normal hours status. This field can be used to track the expected turnaround time of action codes. The normal hours status field on the Document Control Profile (33) will override this field if there is a conflict between the two profiles. The Document Status Exception (DAFR7730) and Agency Documentation Status Exception (DAFR7760) reports can be requested to track documents that have exceeded the normal hours status.

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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