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USAS Profile Review and Cleanup Procedures –
Internal Transaction (IT) File Cleanup

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Background

Internal Transaction Types

The Uniform Statewide Accounting System (USAS) Internal Transaction (IT) file is a temporary file used to store transactions while they are being processed. This includes transactions awaiting:

  • Release
  • Oversight approval
  • Error correction
  • Rebalancing
  • Future dates

Maintain your IT File Daily

Agencies and institutions are required to review their transactions on the USAS IT File daily and must complete the maintenance tasks necessary to keep the file current. Staff can refer to the USAS View Batch Headers (530) screen and to daily IT file control reports to find the appropriate actions for transactions needing attention.

Examples include:

  • Batch/Document Processing Summary (DAFR2021)
  • Agency Batch Error Report (DAFR2151)
  • USAS Transaction Aging Report (DAFR2221)
  • USAS IT File Status Report (DAFR3331)
  • Payment Error Comparison Report (DAFR3521)
  • Transactions Cancelled for Negative Balances (DAFR3601)
  • Fund Control Errors Occurring During Pmt Processing (DAFR3631)

IT file cleanup becomes more important as transactions become older than 60 days. Transactions are more difficult to process when activity related to them crosses fiscal months and/or fiscal years due to fiscal periods being closed in USAS.

Every effort should be made to ensure all current year (CY) documents on the IT file are successfully processed and written to history before Aug. 31, 20CY. It is especially crucial that transactions posting to cash (GL 0045 – cash in state treasury) are successfully posted, processed and written to history prior to Aug. 31, 20CY.

For more information, see USAS Internal Transaction File Maintenance and Super Security Delete Process (FPP Q.001).

Risk Areas

ABEST Reconciliation

After final information is transferred to the Automated Budget and Evaluation System for Texas (ABEST), the USAS database needs to remain constant for that accounting period for historical purposes. This historical data integrity will be disturbed if posted batches on the IT file are subsequently super security deleted.

Transactions in edit modes 2 or 4 are posted regardless of whether they have been released or require approvals and are therefore included in data transferred to ABEST. If you perform Super Security Deletes (SSDs) after a reconciliation period is closed on transactions that remain on the IT file and do not write to history, ABEST and USAS will no longer contain complementary data.

AFR Reconciliation

Transactions in edit mode 2 or 4 are posted and included in USAS financial reports used for reconciliation purposes, regardless of whether they have been released or require approvals. Therefore, an agency could reconcile to USAS based on balances including posted transactions remaining on the IT file that subsequently undergo SSDs.

This would usually also affect fund balance and create the need for a restatement in the following year. If a posted transaction must be deleted with an SSD after the AFR submission, contact your agency’s financial reporting analyst.

System Performance

System performance and the length of run time for the nightly IEU cycle is affected by the size of the IT file.

Debt Collection Responsibility

Agencies are responsible for collection of accounts receivable-type transactions left on the IT file.

The Office of the Attorney General has legislative authority to prescribe procedures for debt collection, which can be found in Texas Administrative Code, Title 1, Part 3, Chapter 59, Section 59.2: Collection Process: Uniform Guidelines and Referral of Delinquent Collections. Agencies must follow these guidelines regarding receivables left on the IT file that are super security deleted. Accounts receivable should be set up to replace these transactions.

For more information, see Accounting for Uncollectible Accounts (APS 027) (FPP C.001).