USAS User’s Manual –
Chapter 7 – Transaction Entry
Overview of Transaction Entry
About this Chapter
Transaction entry involves some key steps, such as working with transaction codes and entering different types of transactions. This chapter covers these steps and also provides detailed information on topics such as transaction types, descriptive/legal text, and USAS fast entry features.
This chapter is divided into two categories:
- Transaction Entry Information
- Transaction Types
Transaction Entry Information
Steps for Entering a Transaction Online in USAS
Initially, the following steps must be completed by an agency before a transaction can be processed in USAS. of the six steps, Step 6 is the most critical step for agencies entering transactions online. In USAS, users cannot release a batch which is not in balance. Releasing a batch in USAS allows that batch to process. Batches which are not released default to a Hold status and will be ignored during the batch posting process.
- Identify the appropriate transaction code for the accounting event. For example, to record a deposit of revenue in the Treasury that does not increase the agency’s appropriation budget, transaction code 195 could be used. See the USAS T-Code Reference Guide for a list of valid transaction codes.
- Identify coding requirements (Review 28A and 28B Transaction Code Profiles).
- What elements are required and must be manually input?
- Required, but could be inferred? Optional? Not allowed?
- What is the batch type? Document type?
- What comptroller object (COBJ) is appropriate?
- Prepare necessary documents.
- Enter batch header.
- Enter accounting transaction.
- Balance and release the batch.
Transactions Requiring USAS Paper Documentation
Agencies will continue to submit the following documents on paper to USAS Document Control, Comptroller of Public Accounts, Fiscal Management Division, LBJ Building:
- Budget Transfers Between Agencies
- Original Budgets
- Payment Cancellations
- Journal Voucher/Transfers Between Agencies
- Travel/Non-Payroll Reimbursement Travel Vouchers
- Payroll Vouchers/Direct Payrolls
- Annuitant Payroll Vouchers
- Miscellaneous Claims and Torts
Note: Payment Cancellations, Budget Transfers Between Agencies, Journal Voucher/Transfers Between Agencies, and Miscellaneous Claims and Torts will be entered Centrally.
Input, Edit, and Update (IEU)
Input, Edit, and Update (IEU) is a group of processes that enable the user to perform online and batch editing and posting of all accounting transactions. IEU is dependent upon the edit mode, which determines if the transaction will be edited and posted immediately, partially edited and not posted immediately, or not edited or posted immediately.
IEU is divided into two areas:
- Online IEU-editing and posting of accounting transactions are performed at the time the user enters the transaction for processing. This allows for an immediate response time (Edit Mode 2).
- Batch IEU-editing and posting of accounting transactions are not performed immediately; they are performed during overnight batch processing (Edit Mode 0 or Edit Mode 1). Edit Mode 1 performs data element edits online and funding edits during the Batch IEU. Posting for Edit Mode 1 occurs during Batch IEU.
Note: The deadline for submitting files for a nightly batch cycle is 4 p.m. daily.
Edit Modes
Edit Modes indicate when the transaction will be edited and posted during IEU. Allowable edit modes are controlled by the user's security profile (96A). An edit mode is entered on the Batch Header Entry screen and identifies whether the transactions will be edited and posted online or during Batch IEU.
- Edit Mode 0 — Transactions entered are not edited or posted online to the financial tables. The editing and posting occurs overnight during Batch IEU.
- Edit Mode 1 — Transactions entered are edited against profiles for data element edits, but are not posted to the financial tables. Funding edits and posting to the financial tables occurs during Batch IEU.
- Edit Mode 2 — Transactions entered are edited against profiles for data element edits, checked for funding, and are posted to the financial tables during online processing.
- Edit Mode 3 — Transactions originally entered in Edit Modes 0 or 1 and detected to be in error by the batch process.
- Edit Mode 4— Transactions originally entered in Edit Modes 0 or 1 and are system error-free and posted. Transactions needing approvals, payment and funding edits, and transactions with future due dates are typical Edit Mode 4 transactions.
Note: Refer to the Agency Transaction and Submission Requirements in the USAS Reference to determine allowable edit modes for the transaction.
Electronic Signature
There are two methods for entering data into USAS: Online or Batch (via tape, diskette, or file transfer). For each, electronic signature is different.
Online
For online entry, the user who releases the batch for processing is the user authorizing/certifying all transactions in the batch.
Batch
For Batch entry, state agencies reporting payment transactions into USAS by tape, diskette, or file transfer must either preauthorize/certify a batch for processing using the 35 Batch Tracking screen or, if the batch has already been read into USAS, then the batch must be released on the Batch Balancing screen (using the same procedure as for online entry).
Regardless of the method of entry (online or batch), the user ID of the person releasing the batch will be attached to the documents within that batch designating the person who authorized/certified the batch.
Note: Batches must be entered in the correct user class. User classes cannot be changed for transactions submitted in batch. The transactions must be deleted and resubmitted with the correct user class.
All-Post Documents
All-Post Documents require all transactions within a document to be error-free and in balance before any transactions within the document will post. JV balancing edits occur online using Batch Type 8, Edit Mode 2. JV balancing edits occur during Batch IEU when transactions are entered using Batch Types 1 through 7, Edit Modes 0 or 1. If the document type being submitted is set up as an all-post document on the 33 Document Control Profile, the number of transactions on these all-post documents is limited to 100 transactions per all-post document. For a current listing, see subsequent page in this chapter.
Note: Batch Type 8 is used with balancing T-Codes only.
Journal Voucher (JV) Balancing
Balancing transaction codes are pairs of transaction codes which are linked together to ensure that the ‘ins’ equal the ‘outs’ within a single document. For example, if the user is doing an expenditure transfer, balancing T-Codes result in the total of the transfer out (407) and the total of the transfer in (408) as being identical amounts within the same document.
In Edit Mode 0 or 1, when using a balancing T-Code for tracked transactions, an all-post document type must be used to ensure that documents will balance and post.
Dates in USAS
There are four different types of dates in USAS. These include:
- Document Date (Order Date)
- Service Date
- Effective Date
- Due Date
Document Date (Order Date)
Document Date determines when goods or services are contracted for or when a purchase order is issued. The Document Date, which is required by Fiscal Management Expenditure Audit for capital outlays, signifies the order date on capital outlay purchases. For payroll vouchers, it is the payroll period end date.
Service Date
Service Date determines when goods and services were provided/ performed. On travel and purchase vouchers, this is the actual date of service/travel or the ‘ending date’ in a range of dates.
Effective Date
Effective Date determines when an accounting event should be recorded according to GAAP. The Effective Date determines which fiscal month and fiscal year a transaction is posted. The Effective Date of a transaction cannot be greater than the last year closed plus two years.
Due Date
Due Date identifies the date the warrant or direct deposit is to be issued on purchase vouchers.