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USAS Coding Instructions

D52 Payment Addenda Record Type Profile

Centrally defined. The Payment Addenda Record Type Profile (D52) screen is used to define the fields for the Automated Clearing House (ACH) entry detail addenda record (“seven record”). Addenda detail records adhere to National Automated Clearing House Association (NACHA) standards. The maximum length of the addenda record is 80 characters.

 TEXAS   D52           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:              PAYMENT ADDENDA RECORD TYPE PROFILE                 PROD 
                                                                                
 ACTION: R  (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
                                                                                
 ADDENDA TYPE:     TITLE:                                                       
 SEGMENT ID:       DEFAULT CONF IND:    DOC TYPES:                              
                                                                                
 FIELD    TITLE                            USE  EDIT  MIN  MAX                  
   1                                                                            
   2                                                                            
   3                                                                            
   4                                                                            
   5                                                                            
   6                                                                            
   7                                                                            
   8                                                                            
   9                                                                            
  10                                                                            
                                                         STATUS CODE:  A        
  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.

ADDENDA TYPE (Control key – Required)
Enter the one-character addenda type, such as C for child support.

TITLE (Required to add new record)
Enter the payment addenda record type title (up to 50 characters).

SEGMENT ID (Required to add new record)
Enter the three-character segment ID. The segment ID determines which ACH seven record (entry detail addenda record) layout is used to create the ACH addenda record. This field adheres to the standard record layout provided by NACHA.

Note: These special characters are not allowed: * ~ \

DEFAULT CONF IND (Optional)
Enter the one-character default confidential indicator. If the confidential indicator on the transaction is left blank, the confidential indicator will default to this value.

  Blank. Do not default the confidentiality indicator.
Y Yes. Transaction is confidential as defined by the Texas Public Information Act.
SSome confidential information. The transaction contains some confidential information, but not in these fields: vendor/payee name, comptroller object, payment written date, transaction amount and agency.
N No. Transaction contains no confidential information.

DOC TYPES (Required to add new record)
Enter the one-character document type (up to 10 document types). Document types are centrally defined on the Document Control Profile (33). Only the document types listed in this field can be used on transactions with a VENDOR TYPE on the Pre-Enc/Enc/Expend Transaction Entry Vendor Address (505B) screen equal to the ADDENDA TYPE.

FIELD TITLE (Optional – Required if the USE indicator is O, R or T)
Enter the title to apply to the corresponding addenda record field (up to 30 characters).

USE (Required)
Enter the one-character use indicator.

N Not used (Default).
O A user-entered value is optional. The associated data can be blank as long as the number of spaces meets the corresponding MIN and MAX criteria.
R A user-entered value is required.
T The value entered must equal the adjacent TITLE field.

EDIT (Optional – Required if the USE indicator is O or R)
Enter the one-character field edit value. When the corresponding USE field is O (optional), the associated data can be blank as long as the number of spaces meet the corresponding MIN and MAX criteria.

A Only alpha characters are allowed.
D Only a date in YYYYMMDD format is allowed.
N Only numeric characters are allowed.
P Only numeric characters and an optional decimal point are allowed.
T Any text characters are allowed except: * ~ \
X Only N or blank are allowed.
Y Only Y or blank are allowed.
Z Only Y or N are allowed.

MIN (Optional – Required if the USE indicator is O, R or T)
Enter minimum number of characters for the corresponding FIELD number (up to two digits).

MAX (Optional – Required if the USE indicator is O, R or T)
Enter maximum number of characters for the corresponding FIELD number (up to two digits).

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.

Note: The transaction’s payment due date (PMT DUE DATE) must fall between the addenda type effective start and end dates.

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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