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USAS Coding Instructions

D64 Report Control Profile

Centrally defined. The Report Control Profile (D64) screen is used to identify the options available for all USAS reports. Report requests for requestable reports and extracts (REQUESTABLE INDICATOR of 1 or 2) are entered on the Report Request Profile (91) and are edited against the D64 for the requested report. In addition, a REPORT ID must be established on this profile before it can be used on the Report Distribution Profile (95). A D64 profile is centrally defined for every available report in USAS.

 TEXAS  SD64       UNIFORM STATEWIDE ACCOUNTING SYSTEM        MM/DD/YY HH:MM PM 
 LINK TO:                 REPORT CONTROL PROFILE                           PROD 
        ACTION:   (A=ADD,  C=CHANGE,  D=DELETE,  N=NEXT,  R=RECALL)             
        REPORT ID:                                                              
  REQUESTABLE IND:   (0=NOT, 1=CENTRALLY, 2=REQUESTABLE BY ALL)  CONF:          
 PRINT REMOTE IND:   (Y=YES, N=NO)   PRINTER TYPE:    (L=LOW, M=MEDIUM, H=HIGH) 
 INTERVAL OPTIONS    (R=REQUIRED, O=OPTIONAL, N=NOT ALLOWED)-                   
    TIMEFRAME –         AP YEAR:   PERIOD:                                      
    FREQUENCY – MMDDYY:   DAILY:   WEEKLY:   MONTHLY:   QUARTERLY:   ANNUALLY:  
 LEVEL OPTIONS  (N=NOT ALLOWED OR LOW AND HIGH VALUE ALLOWED)-                  
 LO – ORG:   PGM:   OBJ:   FUND:   NACUBO FUND:   GL ACCT:   GRANT:   PROJ:     
 HI – ORG:   PGM:   OBJ:   FUND:   NACUBO FUND:   GL ACCT:   GRANT:   PROJ:     
 SPECIAL SELECTS  (R=REQUIRED, O=OPTIONAL, N=NOT ALLOWED)-                      
           AGENCY:               ORG CODE:      AE:      DF:      PJ:           
     PROGRAM CODE:            NACUBO FUND:      AF:      GL:                    
      APPROP FUND:                   FUND:      AB:      GP:                    
      COMP OBJECT:          AGENCY OBJECT:      AP:      IV:                    
          GL ACCT:         AGENCY GL ACCT:      CC:      CF:                    
            GRANT:                PROJECT:                                      
 SPECIAL SELECT 1:    EDIT:     SPECIAL SELECT 2:    EDIT:     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
R Recall

*Note: Record must be recalled before this action can be performed.

REPORT ID (Control key – Required)
Enter the eight-character report ID to identify the standard financial report to be generated. The first four characters of this field must be alphabetic with no spaces. The last four characters must be alphanumeric with no spaces.

DAFQXXXØ Profile reports
DAFRXXXX Financial reports
DAFXTXXX Extract reports

If adding a new record, enter the report title (up to 50 characters) in the untitled field following REPORT ID.

Note: The report title will be displayed on recall.

REQUESTABLE INDICATOR (Required to add new record)
Enter the one-digit requestable indicator to identify the level of requestability for the report.

0 Not requestable or control report
1 Centrally requestable
2 Requestable by all

Note: A 0 or 1 restricts use of the 91 profile for this report to users with central agency security on the Security Profile (96A).

CONF (Required to add new record)
Enter the one-character confidentiality indicator.

Y Yes. Confidential information is contained in the report.
N No. Confidential information is not contained in the report.

PRINT REMOTE IND (Required to add new record
Enter the one-character print remote indicator.

Y Yes. Allow remote printing.
N No. Do not allow remote printing.

Note: Only Y for remote printing can be entered.

PRINTER TYPE (Required to add new record)
Enter the one-character printer type to identify the speed of the printer.

L Low
M Medium
H High

Interval Options (Time Frame and Frequency)

Time Frame

AP YEAR (Required to add new record)
Enter the one-character appropriation year indicator. The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.

R Required
O Optional
N Not allowed or control report

PERIOD (Required to add new record)
Enter the one-character period indicator. Period refers to the period of time reflected on the report.

R Required
O Optional
N Not allowed or control report

Frequency

Note: If one frequency is set to R, all other frequencies must be set to N.

MMDDYY (Required to add new record)
Enter the one-character specific date frequency (a one-time request) indicator.

R Required
O Optional
N Not allowed or control report

DAILY (Required to add new record)
Enter the one-character daily frequency indicator.

R Required
O Optional
N Not allowed or control report

WEEKLY (Required to add new record)
Enter the one-character weekly frequency indicator.

R Required
O Optional
N Not allowed or control report

MONTHLY (Required to add new record)
Enter the one-character monthly frequency indicator.

R Required
O Optional
N Not allowed or control report

QUARTERLY (Required to add new record)
Enter the one-character quarterly frequency indicator.

R Required
O Optional
N Not allowed or control report

ANNUALLY (Required to add new record)
Enter the one-character annual frequency indicator.

R Required
O Optional
N Not allowed or control report

Level Options (Low to High Ranges)

ORG (Required to add new record)
Enter the one-character organization structure (see Data Classification Structure on the USAS Reference page) level option.

0 None
1 Agency group
2 Agency
3 Level 2
4 Level 3
5 Level 4
6 Level 5
7 Level 6
8 Level 7
9 Level 8
A Level 9
N Not allowed or control report

PGM (Required to add new record)
Enter the one-character program structure level option.

0 None
1 Agency goals
2 Agency objectives
3 Agency strategies
4–9 Agency defined
N Not allowed or control report

OBJ (Required to add new record)
Enter the one-character object structure (see Data Classification Structure on the USAS Reference page) level option.

0 None
1 Generally accepted accounting principles (GAAP)/National Association of College and University Business Officers (NACUBO) category
2 GAAP/NACUBO source/object/grant object
3 Comptroller object
4 Agency object
N Not allowed or control report

FUND (Required to add new record)
Enter the one-character fund structure (see Data Classification Structure on the USAS Reference page) level option.

0 None
1 GAAP fund group
2 GAAP fund type/state fund group
3 GAAP fund/appropriated fund
4 Fund
N Not allowed or control report

NACUBO FUND (Required to add new record)
Enter the one-character NACUBO fund structure (see Data Classification Structure on the USAS Reference page) level option.

0 None
1 NACUBO fund group
2 NACUBO fund
3 NACUBO subfund
N Not allowed or control report

GL ACCT (Required to add new record)
Enter the one-character general ledger account structure (see Data Classification Structure on the USAS Reference page) level option.


0 None
1 GAAP/NACUBO account category
2 GAAP/NACUBO account class
3 Comptroller GL account
4 Agency GL account
N Not allowed or control report

GRANT (Required to add new record)
Enter the one-character grant structure level option.

0 No grant number
1 Grant number
2 Grant number and phase
N Not allowed or control report

PROJ (Required to add new record)
Enter the one-character project structure level option.

0 No project number
1 Project number
2 Project number and phase
N Not allowed or control report

Special Selects

AGENCY (Required to add new record)
Enter the one-character agency number indicator.

R Required
O Optional
N Not allowed or control report

ORG CODE (Required to add new record)
Enter the one-character organization code indicator.

R Required
O Optional
N Not allowed or control report

PROGRAM CODE (Required to add new record)
Enter the one-character program code indicator.

R Required
O Optional
N Not allowed or control report

NACUBO FUND (Required to add new record)
Enter the one-character NACUBO fund indicator.

R Required
O Optional
N Not allowed or control report

APPROP FUND (Required to add new record)
Enter the one-character appropriated fund indicator.

R Required
O Optional
N Not allowed or control report

FUND (Required to add new record)
Enter the one-character fund indicator.

R Required
O Optional
N Not allowed or control report

COMP OBJECT (Required to add new record)
Enter the one-character comptroller object indicator.

R Required
O Optional
N Not allowed or control report

AGENCY OBJECT (Required to add new record)
Enter the one-character agency object indicator.

R Required
O Optional
N Not allowed or control report

GL ACCT (Required to add new record)
Enter the one-character general ledger account indicator.

R Required
O Optional
N Not allowed or control report

AGENCY GL ACCT (Required to add new record)
Enter the one-character agency general ledger account indicator.

R Required
O Optional
N Not allowed or control report

GRANT (Required to add new record)
Enter the one-character grant indicator.

R Required
O Optional
N Not allowed or control report

PROJECT (Required to add new record)
Enter the one-character project indicator.

R Required
O Optional
N Not allowed or control report

SPECIAL SELECT 1 (Required to add new record)
Enter the one-character special select 1 indicator.

R Required
O Optional
N Not allowed or control report

Note: The special select 1 values to use on the 91 profile are specific to each report and are identified on the News/Help Table (90) screen. To view report help on the 90 screen, enter the report ID in the KEYWORD field in the following format: DAFRXXXX (for example, DAFR7450).

SPECIAL SELECT 1 – EDIT (Optional)
Enter the special select 1 edit indicator (up to two characters). The first character determines the format of the special select 1 to be entered on the 91 profile.

  Blank – No edits performed
A Alpha characters only
D Date format (MMDDYYYY)
N Numeric only

The second character determines the number of characters that may be entered in the SPECIAL SELECT field on the 91 profile and must be blank or 0–9.

Note: If D is entered as the first digit, the second digit will default to H representing a default of eight digits for the date format.

SPECIAL SELECT 2 (Required)
Enter the one-character special select 2 indicator.

R Required
O Optional
N Not allowed or control report

Note: The special select 2 values to use on the 91 screen are specific to each report and are identified on the 90 screen. To view report help on the 90 screen, enter the report ID in the KEYWORD field in the following format: DAFRXXXX (for example, DAFR7450).

SPECIAL SELECT 2 – EDIT (Optional)
Enter the special select 2 edit indicator (up to two characters). The first character determines the format of the special select 2 to be entered on the 91 profile.

  Blank – No edits performed
A Alpha characters only
D Date format (MMDDYYYY)
N Numeric only

The second character determines the number of characters that may be entered in the SPECIAL SELECT field on the 91 profile and must be blank or 0–9.

Note: If D is entered as the first digit, the second digit will default to H representing a default of eight digits for the date format.

FINANCIAL TABLE INDICATORS (Required to add new record)
This subsection indicates what financial tables are used for a specific report. This information is used by USAS to extract data in the report programs. There is no corresponding field on the 91 screen.

Financial Tables
AE Accounting event
AF Agency fund
AB Agency budget
AP Appropriation
CC Cash control
DF Document
GL General ledger
GP Grant
IV Invoice
CF Contract
PJ Project

Enter the one-character financial table indicator for each financial table. For control reports, set all financial table indicators to N.

Y Yes. Include the financial table.
N No. Do not include the financial table.

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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