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Glenn Hegar  ·  Texas Comptroller of Public Accounts

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.

Chapter 6 Continued

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