USAS User’s Manual –
Chapter 6 – Transaction Codes
Overview of Transaction Codes
About this Chapter
This chapter explains the manner in which Transaction Codes (T-Codes) define USAS accounting events.
Transaction Codes and Related Profiles
T-Codes are three-digit numbers used to determine the accounting impact of each USAS transaction. For each transaction, T-Codes determine:
- Impact on General Ledger Accounts
- Financial table posting
- Object codes and valid batch and document types
- Data elements required to process transactions
- Data element editing requirements
Transaction codes are established by the Comptroller’s office in the 28A/28B Transaction Code Decision Profile.
The following profiles are discussed in this chapter:
- 28A/28B Transaction Code Decision Profile
- D31 Comptroller General Ledger Account Profile
- D10 Comptroller Object Profile
- D05 Balance Type Profile
28A Transaction Code Decision Profile
The 28A Transaction Code Decision Profile determines the accounting impact of each T-Code.
The 28A Profile is divided into four element categories:
- General Ledger impact
- Transaction edit indicators
- Special indicators
- Financial table posting indicators
A picture of the USAS Transaction Code Decision Profile screen
TEXAS S28A UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/12/95 02:11 PM
LINK TO: TRANSACTION CODE DECISION PROFILE PROD
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
TRAN CODE: TITLE:
GENERAL LEDGER DR-1: CR-1: DR-2: CR-2:
POSTING DR-3: CR-3: DR-4: CR-4:
TRANS DOCD DUDT SVDT CDOC RDOC MODI AGCY IDX PCA COBJ
EDIT AOBJ RVRS PDT CI 1099 WARR INVC VNUM VNAM VADD
INDS: DMETH APN# FUND GLA AGL GRNT SUBG PROJ MULT DI#
POST SEQ: REG NO: WW IND: D/I: WAR CANCL TC: PYTC: FUTMY:
GEN TC: GEN ACCR TC: FACTS TC: INTERFACE IND:
PAY LIQ TC: BALANCING TC:
A/S BT MATCH GLA DOC A/S BT MATCH GLA DOC
DF:
FILE AP:
POSTING AB:
INDS: CC:
GP:
PJ:
AGY GL: STATUS CODE: A
EFF START DATE: 10121995 EFF END DATE: LAST PROC DATE:
F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-28B PROFILE
Transaction Code and General Ledger Impact
A picture of the USAS Transaction Code Decision Profile screen
TEXAS S28A UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/12/95 02:18 PM LINK TO: TRANSACTION CODE DECISION PROFILE PROD ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL) TRAN CODE: 231 TITLE: VOUCHER PAYABLE - ENCUMBERED GENERAL LEDGER DR-1: 5501 CR-1: 1009 DR-2: CR-2: POSTING DR-3: CR-3: DR-4: 9005 CR-4: 9001 TRANS DOCD DUDT SVDT R CDOC I RDOC I MODI I AGCY R IDX PCA R COBJ R EDIT AOBJ RVRS PDT CI 1099 WARR INVC VNUM R VNAM R VADD INDS:DMETH R APN# R FUND R GLA N AGL GRNT SUBG PROJ MULT DI# POST SEQ: 4 REG NO: 2 WW IND: 1 D/I: D WAR CANCL TC: 951 PYTC: FUTMY: N GEN TC: GEN ACCR TC: FACTS TC: INTERFACE IND: 1 PAY LIQ TC: 380 BALANCING TC: A/S BT MATCH GLA DOC A/S BT MATCH GLA DOC DF: + 03 M 8 2 + 04 M 8 2 FILE AP: - 18 + 17 POSTING AB: - 18 + 17 INDS: CC: GP: - 18 + 17 PJ: - 18 + 17 AGY GL: 2 STATUS CODE: A EFF START DATE: 09011994 EFF END DATE: LAST PROC DATE: 08221995 Z06 RECORD SUCCESSFULLY RECALLED F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-28B PROFILE
Highlighted Elements
- Tran Code
- T-Codes are organized into the following groups:
001–099 Budgetary 100–199 Revenues, Receipts 200–299 Pre-Encumbrances, Encumbrances, Expenditures, Disbursements 300–399 System-Generated Transactions 400–599 Journal Voucher 600–699 Prior-Year Balances/Generic 700–799 Grants, Projects 801–903 Payroll 904 Non-Payroll Reimbursement 921–933 ITVs 950–959 Cancellations 960–980 System-Generated Transactions Note: Valid T-Codes are listed in the USAS T-Code Reference Guide.
- General Ledger Posting
- Up to four pairs of debit and credit T-Codes can be used to determine General Ledger Accounting impact. The fourth pair is reserved for liquidating pre-encumbrances and encumbrances. Valid General Ledger Accounts and descriptions can be viewed on the D31 General Ledger Account Profile.
Transaction Edit Indicators
A picture of the USAS Transaction Code Decision Profile screen
TEXAS S28A UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/12/95 02:18 PM
LINK TO: TRANSACTION CODE DECISION PROFILE PROD
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
TRAN CODE: 231 TITLE: VOUCHER PAYABLE - ENCUMBERED
GENERAL LEDGER DR-1: 5501 CR-1: 1009 DR-2: CR-2
POSTING DR-3: CR-3: DR-4: 9005 CR-4: 9001
TRANS DODC DUDT SVDT R CDOC I RDOC I MODI I AGCY R IDX PCA R COBJ R
EDIT AOBJ RVRS PDR CI 1099 WARR INVC VNUM R VNAM R VADD
INDS: DMETH R APN# R FUND R GLA N AGL GRNT SUBG PROJ MULT DI#
POST SEQ: 4 REG NO: 2 WW IND: 1 D/I: D WAR CANCL TC: 951 PYTC: FUTMY: N
GEN TC: GEN ACCR TC: FACTS TC: INTERFACE IND: 1
PAY LIQ TC: 380 BALANCING TC:
A/S BT MATCH GLA DOC A/S BT MATCH GLA DOC
DF: + 03 M 8 2 + 04 M 8 2
FILE AP: - 18 + 17
POSTING AB: - 18 + 17
INDS: CC:
GP: - 18 + 17
PJ: - 18 + 17
AGY GL: 2 STATUS CODE: A
EFF START DATE: 09011994 EFF END DATE: LAST PROC DATE: 08221995
Z06 RECORD SUCCESSFULLY RECALLED
F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-28B PROFILE
Highlighted Elements
- Trans Edit Inds
- Transaction Edit Indicators control entry requirements for data elements. Valid Edit Indicator values:
B unique element on Vendor Number. Bypasses TINS validation of vendor number (Payroll and Lottery only). I must be input on the transaction and not inferred from another element. R required on the transaction, but can be input on the transaction or inferred from another element. N not allowed on the transaction. Blank the data element is optional and can be input, inferred, or left blank. Data elements affected by these indicators:
INDICATOR DATA ELEMENT DOCD Document Date DUDT Due Date SVDT Service Date CDOC Current Document Number RDOC Reference Document Number MODI Modifier Code AGCY Agency IDX Index Code PCA Program Cost Account COBJ Comptroller Object AOBJ Agency Object RVR Reverse Code PDT Payment Distribution Type CI Capitalized/Inventory Ind 1099 1099 Indicator WARR Warrant Number INVC Invoice Number VNUM Vendor Number VNAM Vendor Name VADD Vendor Address DMETH Disbursement Method Ind APN# Appropriation Number FUND Fund GLA General Ledger Account AGL Agency General Ledger Acct GRNT Grant Number SUBG Sub-Grantee Number PROJ Project Number MULT Multipurpose Code DI# Debt/Investment Number Note: NACUBO Sub-Fund, Purchase Category Code (PCC), and Requisition Number are determined by profile indicator settings and do not appear on this list. If the D02 Agency Profile indicates that the agency is Higher Education, then NACUBO Sub-Fund will be required. PCC and Requisition Number are required if the GSC approval indicator is set to ‘Y’ on the 33 Document Control Profile.
Note: For more information, see Transaction Entry in the USAS Coding Instructions.