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USAS Coding Instructions

D61 Current Date Profile

Centrally defined. The Current Date Profile (D61) screen defines valid dates in USAS and includes a series of indicators that control system processing.

 TEXAS    SD61         UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                     CURRENT DATE PROFILE                         PROD 
                                                                                
 ACTION:     (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                      
                 AGENCY:        (MUST BE 000 OR IN D02 AGENCY PROFILE)          
           CURRENT DATE:                                                        
                  TITLE:                                                        
          NEXT EFF DATE:                                                        
            TYPE OF DAY:        (W=WEEKDAY, E=WEEKEND)                          
           FISCAL MONTH:                                                        
            FISCAL YEAR:                                                        
          FISCAL JULIAN:        (STARTING WITH 001 AS 1ST DAY OF FISCAL YEAR)   
   DIR DEP PMT DEADLINE:          (IN ORDER TO SETTLE BY “CURRENT DATE”)        
      WARRANT DIST DATE:          (WHEN GENERATED IN “CURRENT DATE” CYCLE)      
                                                                                
          INDICATE IF CURRENT DATE IS THE END OF ANY PERIOD BELOW (Y/N):        
                   WEEK:                                                        
                  MONTH:                                                        
                QUARTER:                                                        
                   YEAR:                                 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 000.

CURRENT DATE (Control key – Required)
Enter the eight-digit current date (MMDDYYYY). The month must be from 01 to 12, and the day must be from 01 to 31.

For example: 10022010

TITLE (Required to add new record)
Enter the current date title (MONTH D(D), YYYY). Enter the day of the month with no leading zero.

For example: October 2, 2010

NEXT EFF DATE (Required to add new record)
Enter the eight-digit next effective date (MMDDYYYY). It must be greater than the current date, and should be the next date a normal batch cycle is run.

For example: If the current date is 10022010 (Saturday), then the next effective date is 10042010 (Monday), the first working day following the weekend.

TYPE OF DAY (Required to add new record)
Enter the one-character type of day indicator.

W Weekday
E Weekend

For example: The type of day for 10022010 is E (Weekend).

FISCAL MONTH (Required to add new record)
Enter the two-digit fiscal month, which must be from 01 to 13 (with 01 for September and 12 for August). The 13th fiscal period is allowed for year-end adjustments and accruals.

For example: The fiscal month for 10022010 is 02.

FISCAL YEAR (Required to add new record)
Enter the two-digit fiscal year (FY). An FY is a 12-month period used to identify the accounting year. FYs are used in GAAP-based reports. The FY for the state of Texas begins Sept. 1 and ends Aug. 31.

For example: The FY for 10022010 is 11.

FISCAL JULIAN (Required to add new record)
Enter the three-digit fiscal Julian day. It must be between 001 and 366.

For example: The fiscal Julian date for 10022010 is 032.

DIR DEP PMT DEADLINE (Required to add new record)
Enter the eight-digit date (MMDDYYYY) that is needed to achieve CURRENT DATE settlement of direct deposit payments. This date is used for payments to determine when the system should transmit direct deposit payments electronically to the bank in order to settle by the CURRENT DATE. This date also represents the cycle date by which the payment transaction must be error-free, fully-approved and posted.

For example: The direct deposit payment deadline for 10022010 is 09302010.

WARRANT DIST DATE (Required if type of day is weekday)
Enter the eight-digit date (MMDDYYYY), which identifies when the warrant will be available for distribution, if generated in the CURRENT DATE cycle. This is the date that will appear on the warrant and will also function as the end date for late payment interest calculation for warrants.

For example: The warrant distribution date for 10042010 is 10052010. The WARRANT DISTRIBUTION DATE for 10022010 would be blank since the TYPE OF DAY is E (weekend).

WEEK (Required to add new record)
Enter the one-character week-end indicator.

Y Yes. The current date is the end of the week.
N No. The current date is not the end of the week.

MONTH (Required to add new record)
Enter the one-character month-end indicator.

Y Yes. The current date is the end of the month.
N No. The current date is not the end of the month.

QUARTER (Required to add new record)
Enter the one-character quarter-end indicator.

Y Yes. The current date is the end of the quarter.
N No. The current date is not the end of the quarter.

Note: If the current date is the end of the quarter, then the current date must also be the end of the month.

YEAR (Required to add new record)
Enter the one-character year-end indicator.

Y Yes. The current date is the end of the year.
N No. The current date is not the end of the year.

Note: If the current date is the end of the year, then the current date must also be the end of the month and the quarter.

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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