USAS User’s Manual –
Chapter 7 – Transaction Entry (continued)
How to Enter Descriptive/Legal Text
About this Procedure
Descriptive/Legal Text (DLT) may be added at any time prior to or after processing the transaction. Text will be limited to a maximum of 748 characters (11 lines of 68 characters each).
Purge Criteria
Text will be purged after 14 days if no transactions are found for the document and its associated text. The system matches agency number, current document number, and fiscal year elements of the document and the text.
- Use Method 1, 2, 3, or 4 of the ‘How To Access Descriptive/Legal Text’ procedure in this chapter.
A picture of the USAS Legal/Descriptive Text screen
TEXAS S519 UNIFORM STATEWIDE ACCOUNTING SYSTEM 04/28/93 01:41 PM LINK TO: LEGAL / DESCRIPTIVE TEXT ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL) AGY: CUR DOC NUMBER: FY: --------------------------- DESCRIPTION --------------------------- F1-HELP F3-END F4-INTERRUPT F6-PROCESS
- Change the action to ‘A’ to add text.
- Type the Agency Number, Current Document Number, and Fiscal Year.
Note: Agency, Current Document Number, and Fiscal Year must be entered unless interrupting to DLT from a Transaction Entry screen (Method 2).
- Type the descriptive or legal text associated with the transaction.
Note: There are 11 available lines for text to be entered. If the text exceeds 11 lines of data, agencies must split the transactions into separate documents.
- Press Enter or F6 to process the record.
Descriptive/Legal Text Input Record
The Descriptive/Legal Text Input (IN) Record can be received on the same tape as the corresponding vouchers or on a separate tape including only DLT.
Record Length-800 Bytes Blocked
| Field | Length | Value | Description |
|---|---|---|---|
| Record ID | 1 | X as DLT |
Identifies the Record |
| Document Agency | 3 | ||
| Document Number | 8 | ||
| Fiscal Year | 2 | ||
| 11 Detail Lines | 748 (68) | Detail Lines of 68 characters for a total of 748 | |
| Filler | 38 |
Note: The Document Number and the ‘X’ identifying the record as DLT must be submitted in UPPER CASE LETTERS.
Access to Descriptive/Legal Text
On the 37 Document Tracking Inquiry screen, a status code of ‘T’ or a required action code of 220 will identify when DLT is required.
The text information will be kept online for sixty (60) days for inquiry and update purposes. The 60 day criteria is based on the latest date of the following three dates: DLT entry date, final approval date, or payment date. After this time, the system will send the text portion of the transaction to a History File. Once a document has gone to history, the submitting agency will not be allowed to make changes to the DLT.
- Status Code T indicates that DLT is required due to the comptroller object associated with a transaction within the document.
- Action Code 220, highlighted in the RQ ACT (required action) field, indicates that DLT is required for the document due to the document type used in
Note: Documents or objects that require DLT will not be fully approved until the text has been added.
A picture of the USAS Document Tracking Inquiry screen
TEXAS S037 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/13/95 02:17 PM
LINK TO: DOCUMENT TRACKING INQUIRY PROD
AGY: 999 DOC NO: J1111111 FY: 95 STATUS: T PCC:
TAPE NO: DOC AMT: 100,000 ARCHIVE REF NO:
BATCH - AGY: 999 DATE: 082295 TYPE: 4 NO: 002
RQ ACT: 01 220
REQUIRED REAPPROVAL ACTIONS: NET AMT:
COMPUTED COUNT: 00003 COMPUTED AMOUNT: 100,000 SEC of STATE:
* * * * * * * * * * * * * * * ACTION HISTORY * * * * * * * * * * * * * *
*
DATE TIME AGY CODE USER ID DATE TIME AGY CODE
USER ID
08/22/95 15:08:34 000 200 CMYE111
08/22/95 15:08:34 000 201 CLEO555
Z06 RECORD SUCCESSFULLY RECALLED
PLEASE ENTER FUNCTION · NO MORE ACTIONS ·
F1-HLP F3-END F4-INT F5-S086 F7-TEXT F8-FWD F9-DOC AP F10-RCL F11-DTLS F12-HDRS
Note: A transaction must be released, error-free, and fully approved to generate a payment and/or go to History.
Descriptive/Legal Text Reports
Two types of reports are available for information:
- Control Reports
- Requestable Descriptive/Legal Text Reports
Control Reports
Four control reports are generated for Descriptive/Legal Text:
- DAFR2501 — Legal Descriptive Text Process indicates whether text submitted in the IN Format was successfully processed. This report includes Document Agency, Document Number, Fiscal Year, Total Text Lines, and Document Header.
- DAFR2502 — Legal Descriptive Text Error indicates whether text records submitted in the IN Format were rejected for errors, such as a missing document number or an invalid agency number. It includes Document Agency, Document Number, Fiscal Year, and Error Messages. The agency is responsible for resubmitting the text information.
- DAFR2503 — DLT Purge for Dates Prior to MM/DD/YYYY indicates when text submitted has been deleted. Text is deleted 14 days after entry if no match is found between a financial transaction and the associated text. Match criteria is based on Agency, Document Number and Fiscal Year. The report includes Document Agency, Document Number, Fiscal Year, and DLT Effective Date.
- DAFR2511 — Legal Descriptive Text History Purge displays text that has been purged to the DLT History File and is no longer available online. All purged text, whether submitted in the IN Format or entered on- line, will appear on this report. Text will be purged to the DLT History File when the effective date of the transaction is 60 days prior to the current effective date. (The date of the transaction is the date that is the most recent of the following three: entry date, approval date, or payment date).
Requestable Descriptive/Legal Text Report
- DAFR2550 — Legal Descriptive Text History Report by Agency displays every transaction on the History File that falls within a specified Document Range, Agency, and Fiscal Year. This criteria is entered in the Special Select 1 and 2 fields on the 91 Report Request Profile. The report displays transaction level information (including text) that will be used for open records requests when the information is no longer available online.