USAS User’s Manual –
Chapter 9 – Financial Inquiry (continued)
Primary/Secondary — Impact of Archiving
Online Inquiry
Prior year data can be accessed online via the General Ledger Summary Table using the 56 General Ledger Summary Inquiry screen.
A picture of the USAS General Ledger Summary screen
TEXAS S056 UNIFORM STATEWIDE ACCOUNTING SYSTEM 02/07/95 09:00 AM LINK TO GENERAL LEDGER SUMMARY INQUIRY PROD ACTIVE AGY: XXX FY: 94 APPD FUND: 0001 FUND: COMP/AGY GL: 5500 GL TITLE: EXPENDITURE CONTROL - CASH COMP/AGY OBJ: 7302 AY: APPN: NAC SUBFUND: BEG BALANCE DR CR END BALANCE SEP 0.00 39,315.90 0.00 39,315.90 OCT 39,315.90 1,501.43 0.00 40,817.33 NOV 40,817.33 86,311.03 0.00 127,128.36 DEC 127,128.36 37,337.09 0.00 164,465.45 JAN 164,465.45 75,746.86 0.00 240,212.31 FEB 240,212.31 30,695.12 0.00 270,907.43 MAR 270,907.43 20,640.19 0.00 291,547.62 APR 291,547.62 55,123.14 265.00- 346,405.76 MAY 346,405.76 134,335.53 110,857.45- 369,883.84 JUN 369,883.84 38,490.20 8.75- 408,365.29 JUL 408,365.29 171,772.79 107,814.96- 472,323.12 AUG 472,323.12 141,657.04 17,447.93- 596,532.23 ADJ 596,532.23 0.00 0.00 596,532.23
- All agencies and all other inquiries (except AE): Online access will be limited to prior year-ending balance information only.
- Inquiry type is PY, inquiry year is the current open year, and inquiry month will default to
current month.
Note: On USAS inquiry screens, the inquiry month is a calendar month, instead of fiscal month. For example: 02 = February.
A picture of the USAS Appropriation Record Inquiry screen
TEXAS S062 UNIFORM STATEWIDE ACCOUNTING SYSTEM 02/07/95 09:14 AM
LINK TO: APPROPRIATION RECORD INQUIRY PROD
AGY: XXX APPN YEAR: 94 APPN #: 13001 LEGAL SERVICES
APPR FUND: 0001 FUND: COMP SRCE/GRP: LBB/COMP OBJ:
PRG CD: LVL: ORG CD: LVL:
INQ TYPE: PY INQ YEAR: 95 INQ MONTH: 02 NET CASH ACT: 14,716,114.60-
REM CASH BASIS BUDG: 268,745.75 APPN CASH AVAIL: 274,854.83
REM ACCR BASIS BUDG: 141,540.29 APPN ACCR CSH AVAIL: 147,649.37
REM ENC BASIS BUDG: 2,016,026.97 APPN ENC CASH AVAIL: 2,022,136.05
BT TITLE AMOUNT BT TITLE AMOUNT
01 APPROP ORIGINAL B 39,123,892.89 17 ACCRUED EXPENDITU 127,205.46
02 APPROP REVISIONS 1,765,319.60 18 ENCUMBRNCES OUTST 1,874,486.68-
03 APPROP TRSFRS OUT 30,008,002.88 20 CASH TRANSFERS IN .00
04 APPROP TRSFRS IN 18,509,997.93 22 COST ALLOC MEMO E 12,113,298.64
11 EST COLLECTD REVE 14,400,238.11
12 CASH REVENUES 16,445,323.27
13 EXS COLCTD REV PO 2,038,976.08
14 ACCRUED REVENUES 263,963.85
15 CASH EXPENDITURES 29,146,868.20
16 CASH RSRVD - PAYR 2,014,569.67
F1-HELP F3-END F4-INTERRUPT F8-FRWD
The above inquiry provides Fiscal Year-End 94 information as of the close of Period 13.
Example of an incorrect inquiry:
A picture of the USAS Appropriation Record Inquiry screen
TEXAS S062 UNIFORM STATEWIDE ACCOUNTING SYSTEM 02/07/95 09:12 AM LINK TO: APPROPRIATION RECORD INQUIRY PROD AGY: XXX APPN YEAR: 94 APPN #: 13001 LEGAL SERVICES APPR FUND: 0001 FUND: COMP SRCE/GRP: LBB/COMP OBJ: PRG CD: LVL: ORG CD: LVL: INQ TYPE: CB INQ YEAR: 94 INQ MONTH: 08 NET CASH ACT: 14,716,114.60- REM CASH BASIS BUDG: 268,745.75 APPN CASH AVAIL: 274,854.83 REM ACCR BASIS BUDG: 141,540.29 APPN ACCR CSH AVAIL: 147,649.37 REM ENC BASIS BUDG: 2,016,026.97 APPN ENC CASH AVAIL: 2,022,136.05 BT TITLE AMOUNT BT TITLE AMOUNT No Record Found F1-HELP F3-END F4-INTERRUPT F8-FRWD
Note: The message ‘NO RECORD FOUND’ appears because the user cannot inquire on a specific month of FY94.
The following inquiry screens use the Accounting Event (AE) table.
- 84 — Accounting Event Records (transaction level inquiry)
- 85 — Vendor Transactions
- 86 — Document Transactions
Archiving Differences
Archiving differs between internal agencies and reporting/higher education agencies as follows:
- Internal agencies can inquire online using the above screens for 14 months after the month is closed.
- Reporting/higher education agencies can inquire online using the above screens for two months after the month of entry is closed.
Note: Which fiscal month a transaction is posted to is dependent on the transaction’s effective date.