USAS User’s Manual –
Chapter 7 – Transaction Entry (continued)
How to Enter a Transaction In USAS
About this Procedure
This procedure explains how a generic transaction is entered into USAS.
Note: To simplify this procedure, the generic transaction is an Appropriation Original Expenditure Budget.
- Identify the appropriate transaction code for Appropriation Original Expenditure Budget
- Link To the 28A Transaction Code Decision Profile and recall T-Code 001.
A picture of the USAS Transaction Code Decision Profile
TEXAS S28A UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/23/95 08:46 PM LINK TO: TRANSACTION CODE DECISION PROFILE ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL) TRAN CODE: 001 TITLE: ESTABLISH ORIGINAL EXPENDITURE BUDGET GENERAL LEDGER DR-1: 9055 CR-1: 9060 DR-2: CR-2: POSTING DR-3: CR-3: DR-4: CR-4: TRANS DOCD DUDT N SVDT N CDOC I RDOC MODI N AGCY R IDX PCA R COBJ R EDIT AOBJ RVRS PDT N CI N 1099 N WARR N INVC N VNUM N VNAM N VADD N INDS: DMETH N APN# R FUND R GLA N AGL N GRNT SUBG PROJ MULT DI# N POST SEQ: 1 REG NO: 1 WW IND: 0 D/I: D WAR CANCL TC: PYTC: FUTMY: Y GEN TC: GEN ACCR TC: FACTS TC: 001 INTERFACE IND: PAY LIQ TC: BALANCING TC: A/S BT MATCH GLA DOC A/S BT MATCH GLA DOC DF: FILE AP: + 01 POSTING AB: INDS: CC: GP: PJ: AGY GL: STATUS CODE: A EFF START DATE: 08281990 EFF END DATE: LAST PROC DATE: 10181995 Z06 RECORD SUCCESSFULLY RECALLED F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-28B PROFILE
Note: Current Document Number, Agency, Comptroller Object, Appropriation Number and Fund are required on the transaction. Data elements with edit indicators ‘I’ or ‘R’ must be included on the transaction. Posting is to Balance Type 01 (Original Budget) in the Appropriation Table.
- Press F10 to retrieve the 28B Transaction Code Description Profile.
- The system will retrieve T-Code 001 on the 28B profile. This profile identifies the valid Batch Types and Document Types for
the transaction.
A picture of the USAS Trans Code Description Profile
TEXAS S28B UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/23/95 07:32 PM LINK TO: TRANS CODE DESCRIPTION PROFILE ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL) TRANS CODE: 001 (MUST BE IN 28A TRANSACTION CODE DECISION PROFILE) TO ESTABLISH AN ORIGINAL BUDGET FOR AN APPN ESTABLISHED AS A “COMMITTED REVENUE” APPN. IF THE APPN IS SET UP AS A “COLLECTED REVENUE” APPN, THIS T-CODE MUST BE USED IN COMBINATION WITH T-CODE 003. I/E (I=INCLUDE, E=EXCLUDE) ENTER COMPTROLLER OBJECTS SEPARATED WITH EITHER“-” OR “,”. I 7000 - 7899 ENTER COMPTROLLER GL ACCOUNTS SEPARATED WITH WITHER “-” OR “,”. ENTER UP TO 10 VALID DOCUMENT AND BATCH TYPES. A “%” IN FIRST FIELD MEANS ALL. 1. B 2: 3: 4: 5: 6: 7: 8: 9: 10: 1. 1 2: 3: 4: 5: 6: 7: 8: 9: 10: : STATUS CODE: A EFF START DATE: 08281994 EFF END DATE: LAST PROC DATE: 10141995 Z06 RECORD SUCCESSFULLY RECALLED PLEASE ENTER FUNCTION F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-28A
Note: For this T-Code, Batch Type entered must be 1. The batch type determines which transaction entry screen will be provided for entering all transactions within that batch. For additional information on Batch Types and entry screens, see Transaction Types in this chapter.
Also Note: Document Type B must be used. The document type identifies the type of transaction. It is used to identify and group ‘like’ transactions and allows for controlling similar transactions consistently, through the Document Tracking subsystem. A list of current document types is located in the USAS Reference. The document type must be the first character in the current document number.
- Press F3. Once the requirements for entering an Appropriation Original Expenditure Budget are determined and a form for the document is prepared (if applicable), the transaction can be entered.
- Select D for Data Entry from the Main Menu.
A picture of the USAS Main Menu screen
TEXAS S010 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/23/95 07:57 PM LINK TO: MAIN MENU ENTER SELECTION: D C COST ALLOCATION PROFILES D DATA ENTRY of FINANCIAL TRANSACTIONS F FIXED ASSET SUBSYSTEM G GRANT/PROJECT SUBSYSTEM O ONLINE FINANCIAL INQUIRY P PROFILE MAINTENANCE FOR CORE SYSTEM Q AUXILIARY PROFILE MAINTENANCE R REPORTING S SYSTEM MANAGEMENT T DOCUMENT TRACKING W PAYMENT PROCESSING Z SIGN OFF F1-HELP F3-END F4-INTERRUPTNote: Options listed on the Financial Transaction Data Entry menu are determined by the logon user’s security profile (96 A/B).
A picture of the USAS Financial Transaction Data Entry Menu
TEXAS S013 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/23/95 08:00 PM LINK TO: FINANCIAL TRANSACTION DATA ENTRY MENU ENTER SCREEN ID: 50 50 ENTER ACCOUNTING TRANSACTION 51 RECALL A BATCH FOR CORRECTION 52 VIEW A BATCH 53 VIEW BATCH HEADERS 54 ENTER ERROR CORRECTIONS 55 RECURRING TRANSACTION PROFILE 93 RECURRING TRANSACTION REQUEST 15 INVOICE DETAIL 57 SPECIAL CORRECTION PROCESSING 19 LEGAL / DESCRIPTIVE TEXT F1-HELP F3-END F4-INTERRUPT - Select Screen ID 50. Press Enter.
Note: To directly access the Data Entry screen from any USAS screen, enter in the Link To field and press Enter.
- Enter Batch Header using valid batch type.
Note: 500 Batch Header Entry allows entry of batch header into the system and verifies a batch does not already exist. Typically, several similar documents will be ‘batched’ together, before they are actually entered in USAS. See detailed explanation of Batch Header after Step 12 of this procedure.
Required Fields
- Batch Agency
- Batch Date
- Batch Type*
- Batch Number*
- Batch Edit Mode*
(* Must be manually entered. All other fields can be left blank to default.)
The information entered on the batch header is automatically included on every transaction entered for that batch.
A picture of the USAS Batch Header Entry screen
TEXAS S500 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/18/95 01:22 PM
LINK TO: BATCH HEADER ENTRY
BATCH AGENCY: (LOGON AGENCY)
BATCH DATE: (MMDDYY, DEFAULTS TO TODAYS DATE)
BATCH TYPE: 1
BATCH NUMBER: 001
BATCH EDIT MODE: 1
BATCH COUNT: BATCH AMOUNT:
PAYMENT DIST TYPE: (MUST BE VALID IN D53 TITLES PROFILE)
DISB METH IND: (H, M, R, E, C OR SPACE)
EFFECTIVE DATE: (MMDDYY, DEFAULTS TO TODAYS DATE)
FAST ENTRY: (M/S/ )
USER ID: CLEO555 CHARLES LEONARD
USER CLASS: 79
ACTION CODE AGENCY:
ACTION CODE:
F1-HELP F3-END F4-INTERRUPT
Batch ID
Uniquely identifies a batch of accounting transactions. Consists of the following:- Batch Agency Agency creating or entering the batch. This element can default to the user’s agency identified in the 96A Security Profile record.
- Batch Date Date the batch is created. This element will default to current date (based on the 97 System Management Profile).
- Batch Type Classification of documents. The batch type entered determines which transaction entry screen is displayed.
All transactions entered within a batch must have a valid Batch Type allowed by the transaction code in the 28B Transaction Code Description Profile.
- Batch Number Uniquely identifies a batch within a batch agency, date, and type.
Note: USAS will not allow duplicate batch IDs to be entered in the system.
Batch Count and Amount
Optional elements when transactions are entered online, but required when transactions are submitted through tape. USAS will complete these fields for batches entered online when the batch is released if they are left blank on the batch header.- The count and amount entered on the batch header must equal the system computed count and amount for the batch to balance. If the batch is in balance, then it may be released.
- May be used as a control feature to verify that transactions were correctly entered.
Batch Edit Mode
Identifies whether the transactions will be edited and posted online or through Batch IEU. Valid values are 0, 1, and 2.Payment Distribution Type (PDT)
Identifies how transactions should be combined for warrants and direct deposits. PDT also:- Identifies how warrants should be routed.
- Identifies whether payment will be issued in the form of a warrant or a direct deposit.
- May be entered on either the batch header or on each detail transaction.
Note: Agencies should leave the PDT on the Batch Header blank unless a payee who is normally on direct deposit wants a warrant or the agency wishes to combine payments across documents or appropriated funds.
A current listing of these values is located in the USAS Reference Guide.
Disbursement Method Indicator (DMI)
Identifies how disbursement transactions will be processed.Valid values are:
| H | Hold |
|---|---|
| M | Manual |
| R | Release |
| E | Expedite |
| C | Cancel |
| Blank | No Action |
Allowable DMIs for a particular user are controlled by the Disbursement Field on the user’s 96A Security Profile. (Refer to the USAS Coding Instructions for the 96A Profile in the.)
Note: DMI values M and E are reserved for Central use only. It is recommended that the DMI field on the batch header be left blank. USAS will automatically default the DMI to ‘R’ on payment transactions.
Batch Header Effective Date
Date for which the transactions are posted. May be different from the batch date; will default to current date if left blank. The effective date determines which fiscal month and fiscal year will be posted.Fiscal Month
One of 13 periods in the state’s operating cycle. Used internally by USAS and on selected reports. Examples of fiscal month are listed below:
| 01 | September |
|---|---|
| 04 | December |
| 12 | August |
| 13 | Adjustments |
Fiscal Year
The 13-period operating cycle for the state, from September 1 to August 31 (32).
Any transaction posted with an effective date range of 09/01/95–08/31/96 is posted to the 1996 fiscal year, regardless of the appropriation year.
Example: Effective Date of 01/25/96 posts to Fiscal Month 05 (January) and Fiscal Year 1996.
Note: The 13th period in the fiscal year is used for fiscal year-end adjusting entries.
- The Effective Date entered on the Batch Header will default for all the transactions entered within that batch. The user may override the effective date on detail transactions within the batch.
- When entered online in Edit Mode 0 or 1:
The Batch Header Effective Date determines when the batch will be processed. In other words, a future date will delay processing of the batch. (No impact on Edit Mode 2.) - On IN records:
An Effective Date is required on all transactions coming into USAS for document tracking editing, so the Batch Header Effective Date is never used as a ‘default.’ A future date does delay processing as noted above.
- After all data is input on Batch Header Screen, press Enter.
A picture of the USAS Budgetary Transaction Entry
TEXAS S503 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/23/95 08:04 PM
LINK TO: BUDGETARY TRANSACTION ENTRY
BATCH: AGENCY 999 DATE 082995 TYPE 1 NO 001 SEQ NO 00001 MODE MASTER EDIT ONLY
DOC DATE: EFF DATE: 0082995
CUR DOC/SFX: B1111111 001 REF DOC/SFX: AGENCY: 999
TRANS CODE: 001 ESTABLISH ORIGINAL EXPENDITURE BUDGET
INDEX:
PCA: 01050 ELECTRONIC SIGN AY: 95
COMP/AGY OBJ: 7000 EXPENDITURE BUDGET NACUBO SUBFUND:
AMOUNT: 100000.00 RVS: FUND OVRD:
DOC COUNT: 00001 DOC AMT: 00000100000.00 DOC AGY: 999
DESCRIPTION: ESTAB ORIG APPN BUDGET
APPN NO: 10000 FUND: 0001 GL ACCT/AGY:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH:
MPCD: AGY CD-1: 2: 3: RTI:
TRANSACTION SUCCESSFULLY WRITTEN
F1-HELP F3-END F4-INT F5-EDIT F6-PROCESS F9-BALANCING F10-RTI
Note: The Batch ID and Edit Mode are brought over from the Batch Header Entry screen. The system-generated Transaction Sequence Number defaults to ‘00001’ for the first transaction in the batch. Elements not required for specific transactions do not appear. For example, Vendor Number does not appear on this entry screen because it does not apply to entering a budget transaction.
Transaction Identification
Identified as the Batch ID (Batch Agency, Date, Type, and Number) plus the transaction sequence number. Uniquely identifies each transaction.
- Enter detail transaction using Transaction Code 001-Appropriation Original Budget. The following are some of the data
elements which apply to the entry of an Original Appropriation Budget.
- Document Date
- Effective Date
- Current Document/Suffix
- Agency
- Transaction Code
- Press F6 or Enter to process after all transaction data has been input. If all required data is entered and passes
all data element edits, the message at the bottom of the screen is ‘TRANSACTION SUCCESSFULLY WRITTEN.’
Note: F6 accepts the information and retains data field values on the screen. Enter accepts the information, but blanks out the data fields.
- Press F9 to go to Batch Balancing. See the procedures related to Batch Balancing screen located in this chapter.
502 Batch Balancing Screen
The Batch Balancing screen is accessed by pressing the F9-Balancing key from a transaction entry screen.
A picture of the USAS Batch Balancing
TEXAS S502 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/18/95 02:26 PM
LINK TO: BATCH BALANCING
ACTION: R (H=HOLD, R=RELEASE, D=DELETE)
(BLANK ACTION RETURNS TO BATCH HEADER ENTRY)
BATCH AGENCY: 999
BATCH DATE: 082995
BATCH TYPE: 1
BATCH NUMBER: 001
BATCH BALANCING:
ENTERED COUNT: 00001 ENTERED AMOUNT: 00000100000.00
COMPUTED COUNT: 00001 COMPUTED AMOUNT: 00000100000.00
PAYMENT DIST TYPE:
DISB METH IND:
USER ID: CLEO555 CHARLES LEONARD
USER CLASS: 79
THIS BATCH IS BALANCED...PLEASE SELECT APPROPRIATE ACTION
F1-HELP F3-END F4-INTERRUPT F8-DOC/TRK F10-RECALL F11-DETAILS F12-HEADERS
Highlighted Elements
- R — Allows the user to ‘Release’ the batch for processing. A batch cannot be released unless it is balanced. The release function is controlled by the logon user's security profile. The user releasing the batch is the person certifying the batch.
- H — Allows the user to place the batch ‘On Hold’ until it can be changed or released at a later date. This action is also the default that the system uses if no action is chosen. A batch on hold will not be processed by the system.
- D — Allows the user to ‘Delete’ the Batch Header. A Batch Header cannot be deleted if there are any posted transactions
within that batch. The user must first delete all posted transactions for the batch before the Batch Header may
be deleted. Deleting a batch header will also delete all unposted transactions within the batch.
Note: To meet segregation of duty security audit requirements, it is recommended that the person releasing the batch be someone other than the person who entered the batch.