USAS User’s Manual –
Chapter 8 – Error Correction (continued)
Recalling a Batch for Correction
510 Recall a Batch Correction Screen
Corrections to transactions are made on transaction entry for screens under the Recall Correction process. To determine the transaction entry screen to select for the correction process, the batch ID must be entered on the 510 Recall a Batch for Correction screen. Only one batch header or detail transaction can be corrected at a time. Batch Type determines which transaction entry screen is selected for correction.
TEXAS S510 UNIFORM STATEWIDE ACCOUNTING SYSTEM 09/28/95 12:57 PM LINK TO: RECALL A BATCH FOR CORRECTION ACTION:(A=ADD TXN,B=CHNG HDR,C=CHNG TXN,D=DEL TXN,R=RECOMP,V=VIEW,S=SS DEL) BATCH AGENCY: 100 BATCH DATE: 092895 BATCH TYPE: 1 BATCH NUMBER: 100 SEQUENCE NUMBER: 00001 (REQUIRED IF CHANGING, DELETING, OR VIEWING A TRANS) BATCH BALANCING- ENTERED COUNT: ENTERED AMOUNT: COMPUTED COUNT: COMPUTED AMOUNT: PAYMENT DIST TYPE: DISB METH IND: ORIGINAL USER ID: USER CLASS: LAST USER ID: F1-HELP F3-END F4-INTERRUPT F8-DOC/TRACK F9-BALANCING F11-DETAILS F12-HEADERS
Note: A document within a batch may go to the History File if the batch is released and the document is fully approved and error-free, while other documents within the batch contain errors or are unapproved. Users will not be able to use this screen for transactions or batches that have been sent to History.
Super Security
Super Security Delete allows users to request a single Delete transaction or entire documents that have been approved, but have not been paid, to be deleted. It can also be used to delete unapproved transactions or documents. Posted transactions or documents must be super security deleted.
Note: While agencies can request a Super Security Delete, the function can only be performed by the Comptroller’s office. (Only batches in balance can be Super Security Document deleted.)
Super Security Delete will delete posted transactions that have been entered in any Edit Mode 0, 1, or 2 (that have not been paid). Only approved transactions that are Edit Mode 2 or 4 will show up on the History file as deleted by Super Security. On transaction level deletes, the system reverses the impact of the transactions at the time of the delete and immediately removes them from the internal transaction (IT) file.
On document level deletes, the system flags the document to be deleted and the document is removed after the batch IEU processing cycle.
When a document is Super Security deleted, the transactions of the document will still go to History for audit trail purposes. The terminal ID of the transactions will be flagged with ‘SSTD’ (Super Security Transaction Delete) or ‘SSDD’ (Super Security Document Delete).
If all transactions for a document are Super Security deleted, the document header will be deleted immediately. After the document header is deleted, the document number may be reused. The batch header will be removed after the IEU cycle.
Notification of Errors Detected During Audit
Errors can also be located by using the DAFR7700 USAS Unapproved Documents Report. This report lists all outstanding purchase and travel documents that require a pre-payment audit by the Comptroller’s office. Documents remain on the report until approved by a purchase or travel auditor.
After correcting the document, agencies will enter an action code into the system using the 38 Multiple Document Tracking and the 39 Approvals by Document tracking screen that signals the document has been corrected. Entering the, action code will move the document to the corrected document section on the report and notify the purchase or travel auditor that the document is ready for pre-audit. These documents will show up on the next day’s report for the Comptroller’s office and the document will receive a priority status.
For the appropriate action code, please refer to the Action Code listing in the USAS Reference Guide. For an example of the DAFR7700, please refer to the USAS Reports Guide.