USAS User’s Manual –
Chapter 7 – Transaction Entry (continued)

Buying and Selling Agency Responsibilities

Buying Agency Responsibilities

Buying Agency responsibilities includes:

• Entering the transaction online or via magnetic media.
• After receipt of conforming goods and/or services, the buying agency has 30 days from the time of getting the invoice from the selling agency to successfully enter the transfer in USAS.
• The transaction entered is in the form of an expenditure voucher using Batch Type 4. Batch Type 8 is no longer used for ITVs.
• This expenditure voucher can use any of the following document types:

  T		ITV
  1		Travel
  2		Purchase Voucher Post-Audited by GSC
  3		Purchase Voucher Preaudited by GSC
  9		Purchase Voucher Exempt from GSC Audit

  Note:Document Type T is recommended to avoid possible preaudit conditions.

• Allowed transaction codes for the purchase voucher are:

  225		Voucher Payable Not Encumbered
  231		Voucher Payable Encumbered
  228		Vouchers Payable Pre-Encumbered
  249		V/P Contract Payable Retainage

  Note:The system will edit for transaction compatibility between the purchase voucher and the RTI. This edit is accomplished by utilizing the Interface Indicator field’s second of ten positions on the 28A Transaction Code Profile.

• Vendor number is a required field on the purchase voucher and must be the selling agency's vendor number.
• Descriptive/Legal text is required.
• The buying agency must obtain the selling agency’s recurring transaction index (RTI) in order to process the ITV.
• A payment distribution type (PDT) of T is required to be entered on the purchase voucher transaction. This flags the transaction for ITV edits and will prevent a warrant from being produced.

  Note: If document type T is used, the PDT will default to T.

• The Comptroller expenditure object used on the purchase voucher is the specific object that applies to the transaction.

Selling Agency Responsibilities

Selling Agency responsibilities include:

• The selling agency must create at least one Recurring Transaction Index (RTI) profile to tell the system how to split out the receipt of payment.
• The unique identifier (control key) for the 55 RTI profile is Agency and transaction number. Therefore, an agency can set up multiple 55 profiles with the same RTI number. This allows the selling agency to allocate the receipt of funds as needed using a percentage method.

  Note: The RTI is the field supplied to the buying agency which directs the system on how to split the receipt. If two or more profile records are created for the same RTI unintentionally, the system will try to allocate to all 55 profile records with the same RTI.

• The selling agency must provide the RTI to the buying agency in order for the ITV to process.
• A Payment Distribution Type (PDT) of T is required to be entered on the RTI profile record. This flags the transaction for ITV edits.
• The Comptroller Revenue Object used should be the actual object whenever possible. If there is not an appropriate revenue object, then 3765 (Supplies/Equipment/Services) should be used.
• Transaction Code is a required field on the selling agency's RTI.
• Allowed T-Codes for the RTI include:

  970 Receipt of Interagency Payment with increase of appropriation authority

  Note: Use of T-Code 970 will automatically increase the appropriation budget.

  971 Receipt of Interagency Payment (without budget increase)

  972 Receipt of Interagency Payment (refund of expenditure)

  Note: The system will edit for transaction compatibility between the purchase voucher and the RTI. This edit is accomplished by utilizing the Interface Indicator field's second of ten positions on the 28A Transaction Code Profile.

• The RTI can be established to allocate the receipt of payment by either a fixed dollar amount or by percent allocation. Percent allocation is the recommended method. This will allow for amount variations on payment receipts each time the RTI is used.

  Use of the fixed dollar amount method is not recommended. If the amount being paid does not equal the amount on the RTI profile, the generated transaction will not post because it will be out of balance. The correction will be to adjust the amount on the receiving agency's transaction so the amount of the expenditure equals the amount of the receipt.

  Note: The receiving agency (selling) will always receive the amount being paid.

Return to Chapter 7 Table of Contents