USAS User’s Manual –
Chapter 7 – Transaction Entry (continued)
Transaction Types
About these Transactions
In USAS, there are several transaction types. Transaction Types are accessed through Batch Type. Each Batch Type is associated with a Transaction Entry screen. The types include:
- Batch Type 1 — Budgetary
- Batch Type 2 — Revenue/Receipts
- Batch Type 3 — Pre-encumbrances/Encumbrances
- Batch Type 4 — Expenditures/Disbursements
- Batch Type 5 — Journal Vouchers
- Batch Type 6 — Payroll
- Batch Type 7 — Torts
- Batch Type 8 — JV Balancing
Batch Type 1-Budgetary
All Batch Type 1 transactions are processed on the 503 Budgetary Transaction Entry screen.
A picture of the Budgetary Transaction Entry screen
TEXAS S503 UNIFORM STATEWIDE ACCOUNTING SYSTEM 04/08/95 11:55 AM
LINK TO: BUDGETARY TRANSACTION ENTRY
BATCH: AGENCY DATE TYPE 1 NO SEQ NO 00001 MODE EDIT AND POST
DOC DATE: EFF DATE:
CUR DOC/SFX: REF DOC/SFX: AGENCY:
TRANS CODE:
INDEX:
PCA: AY:
COMP/AGY OBJ: NACUBO SUBFUND:
AMOUNT: RVS: FUND OVRD:
DOC COUNT: DOC AMT: DOC AGY:
DESCRIPTION:
APPN NO: FUND: GL ACCT/AGY:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH:
MPCD: AGY CD-1: 2: 3: RTI:
F1-HELP F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BALANCING F10-RTI
The following are appropriate Transaction Types for Batch Type 1:
- Original Appropriation Budgets
- Appropriation Budget Adjustments/Transfers Between Agencies
- Appropriation Budget Adjustments/Transfers Within An Agency
- Agency Budgets (Original, Adjustments, Transfers)
Original Appropriation Budget
Appropriation budget original loads will be entered by the agency either electronically (by tape submission) or online. Budgets Agencies will complete the Allocation of Appropriations Report along with a Budget Revision form and submit it to their appropriation control officer (ACO). Original Appropriation Budgets are processed by agencies using Document Type B.
Appropriation Budget Adjustments/Transfers Between Agencies
Budget revisions and adjustments between agencies will be entered Centrally. The completed Budget Revision form must be submitted to the Comptroller’s office. The form and transaction will be reviewed by the agency's ACO. Appropriation Budget Adjustments/Transfers Between Agencies are processed Centrally using Document Type A.
Appropriation Budget Adjustments/Transfers Within an Agency
Budget revisions and adjustments within the agency will be entered by agencies online or by tape submission. The Budget Revision form does not need to be submitted to the Comptroller’s office. Appropriation Budget Adjustments/Transfers Within An Agency are processed by agencies using Document Type A.
Agency Budgets (Original, Adjustments, submitted Transfers)
Agency Budgets are entered into USAS in any edit mode. Agency budgets are optional and do not need the approval of an ACO. Therefore, the document is not to USAS Document Control. Agency budget transactions are processed by agencies using Document Type U.
Type 2-Revenue/Receipts
All Batch Type 2 transactions are processed at the 504 Revenue/Receipts Transaction Entry screen.
A picture of the Revenue/Receipts Transaction Entry screen
TEXAS S504 UNIFORM STATEWIDE ACCOUNTING SYSTEM 04/08/95 11:56 AM
LINK TO: REVENUE/RECEIPTS TRANSACTION ENTRY
BATCH: AGENCY DATE TYPE 2 NO SEQ NO 00001 MODE EDIT AND POST
DOC DATE : EFF DATE: DUE DATE: SERV DATE:
CUR DOC/SFX: REF DOC/SFX: AGENCY:
TRANS CODE:
INDEX:
PCA: AY:
COMP/AGY OBJ: NACUBO SUBFUND:
AMOUNT: RVS: DESC:
DOC COUNT: DOC AMT: DOC AGY: FUND OVRD:
VEND/MC: NM:
PMT TYPE: INT TM: ADD1:
BANK: ADD2:
DISC DT: TM: ADD3:
PEN DT: TM: ADD4:
PEN AMT: CITY: ST: ZIP:
DI#: APPN NO: FUND: GL ACCT/AGY:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH:
MPCD: AGY CD-1: 2: 3: RTI:
F1-HELP F2-INVOICE F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BAL F10-RTI
The following are some appropriate Transaction Types for Batch Type 2:
- Deposits-Entered by Agencies
- Deposits-Preapproved (Includes Wire Transfer To Non-Treasury banks, for Central Use Only)
- Journal Vouchers-Transfers Between Agencies
- Accounts Receivable
- Return Checks
Deposits-Not Preapproved (Deposits Input by Agencies)
Deposits are entered in Edit Mode 1 or as IN records using Document Type D. For deposits, a Treasury deposit slip must be completed and submitted to the state treasury along with corresponding cash/checks. Once the Treasury receives the funds (cash and checks) and the deposit slip, it will enter the deposit into the Treasury's system. USAS will automatically compare the deposit amount to the funds (cash and checks) received. If these do not match, a transaction will be generated that will post to a default agency fund. It is the agency’s responsibility to enter a transaction to move the money from the default fund to the correct fund.
Deposits-Preapproved
Deposits preapproved are processed Centrally using Preapproved Document Type F.
Journal Vouchers-Transfers Agencies
Between Agencies submit journal vouchers to the Comptroller’s office for Central entry. These transactions are processed with Document Type J.
Journal Vouchers-Transfers Within an Agency
Agencies enter Journal Vouchers Within an Agency in any edit mode or through tape using Document Type J. These transactions do not require a journal voucher to be submitted to the Comptroller’s office.
Journal Voucher Balancing
Journal voucher balancing will be accomplished in USAS by using balancing transaction codes and an all-post document.
The all-post indicator is located on the 33 Document Control Profile. The current all-post Document Types are A, J, K, and T. If the indicator is set to yes (Y), then all of the transactions within the document must be error-free and in balance before any transactions within the document will post. If one of the transactions has an error then no transactions within that document will post until the error is corrected.
Balancing transaction codes are linked together for balancing purposes on the 28A Transaction Code Decision Profile. If the Balancing TC (Balancing Transaction Code field) has a transaction code in it, then the recalled transaction code and the transaction code in the Balancing TC field are linked. The offsetting transaction must be either the balancing T-Code or the T-Code with a reversal code.
Note: Cash amounts in Journal Vouchers must net to zero in order to release the batch.
Edit Mode 2
To use Edit Mode 2, balancing T-Codes are required with the use of Batch Type 8. Central Oversite users, defined by having Security Agency of 000, are not subject to this restriction (Edit Mode 2, Batch Type 8).
Edit Mode 0 and 1
Batch Type 8 is not used for Edit Mode 0 or 1. The remaining applicable entry screens are used. Journal Voucher balancing occurs during the nightly processing cycle.
Functional Requirements
Functional Requirements ensure transactions for certain T-Codes balance within a document (for example, cash transfers in = cash transfers out).