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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.

Return to Chapter 9 Table of Contents