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

Background

Internal Transaction Types

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

These transactions include those 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. Some examples of IT file control reports are:

  • DAFR2021 — Batch/Document Processing Summary
  • DAFR2151 — Agency Batch Error Report
  • DAFR2221 — USAS Transaction Aging Report
  • DAFR3331 — USAS IT File Status Report

Keeping the IT file current makes for a smaller file that:

  • Improves online response time
  • Helps reduce nightly processing cycle time
  • Ensures transactions and payments entered by the cutoff time process the day they are entered

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.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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