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