USAS User’s Manual –
Chapter 9 – Financial Inquiry
Overview of Financial Inquiry
About this Chapter
Financial inquiry provides the capability to view financial balances and transactions. It also assists users in transaction entry, error correction, and account monitoring. Inquiry capability is intended to augment, not replace, USAS reporting.
Accessing Financial Inquiry Screens
Inquiry screens can be accessed using the following methods of navigation.- A user may select ‘O’ on the Main Menu to view the financial inquiry submenu and then view the desired inquiry screen by selecting the screen’s number.
- A user may also use the shortcut of linking to ‘MO.’
- A user may also use ‘Link To’ or ‘Interrupt’ to directly go to the desired inquiry screen.
Note: Whether or not a user can view an inquiry screen is determined by the logon user ID, user class, and the associated 96B Security Profile.
Inquiry Screen Standards
Each inquiry screen is merely an inquiry into one of the USAS Financial Tables. For example, the 59 Appropriation Summary and the 62 Appropriation Record Inquiry screens are inquiries on the balances maintained in the Appropriation Financial Table.
To determine which financial table is being accessed, look on the Financial Inquiry Menu (option ‘O’ on the USAS Main Menu); the table is abbreviated in the column next to the screen listing. For example, the 62 Appropriation Record Inquiry screen comes from the Appropriation (AP) Table.
A picture of the USAS Financial Inquiry Menu screen
TEXAS S014 UNIFORM STATEWIDE ACCOUNTING SYSTEM 09/27/95 05:33 PM
LINK TO: FINANCIAL INQUIRY MENU PROD
ENTER SCREEN ID:
61 AGENCY BUDGET RECORD (AB) 66 GRANT RECORD (GP)
62 APPROPRIATION RECORD (AP) 68 CONTRACT RECORD (CF)
59 APPROPRIATION SUMMARY (AP)
46 CASH EXPENDITURES BY MONTH (GL) 69 AGENCY/FUND RECORD (AF)
47 CASH REVENUES BY MONTH (GL) 58 AGENCY/FUND SUMMARY (AF)
49A REVENUE OR EXPENDITURE (GL)
80 PROJECT RECORD (PJ)
63 CASH CONTROL RECORD (CC)
57 CASH CONTROL SUMMARY (CC) 84 ACCOUNTING EVENT RECORD (AE)
85 VENDOR TRANSACTIONS (AE)
64 DOCUMENT RECORD (DF) 86 DOCUMENT TRANSACTIONS (AE)
56 GENERAL LEDGER SUMMARY (GL)
65 GENERAL LEDGER RECORD (GL)
F1-HELP F3-END F4-INTERRUPT
Table IDs include:
AB Agency Budget Table CF Contract Table
AE Accounting Event Table DF Document Table
AF Agency Fund Table GL General Ledger Table
AP Appropriation Table GP Grant/Phase Table
CC Cash Control Table PJ Project Table
Control Key
The Control Key is a combination of elements creating a unique record in the Financial Table. Each screen has its own unique control key. The control key for the 62 Appropriation Record Inquiry screen is highlighted below.
A picture of the USAS Appropriation Record Inquiry screen
TEXAS S062 UNIFORM STATEWIDE ACCOUNTING SYSTEM 11/14/95 04:26 PM LINK TO: APPROPRIATION RECORD INQUIRY PROD AGY: APPN YEAR: APPN #: APPR FUND: FUND: COMP SRCE/GRP: LBB/COMP OBJ: PRG CD: LVL: ORG CD: LVL: INQ TYPE: CB INQ YEAR: 96 INQ MONTH: 11 NET CASH ACT: REM CASH BASIS BUDG: APPN CASH AVAIL: REM ACCR BASIS BUDG: APPN ACCR CSH AVAIL: REM ENC BASIS BUDG: APPN ENC CASH AVAIL: BT TITLE AMOUNT BT TITLE AMOUNT F1-HELP F3-END F4-INTERRUPT F8-FRWD
Access Paths
Access Paths are the required elements that must be entered to view the information in an inquiry screen. An access path is a subset of the control key that allows efficient inquiry. Each inquiry screen has at least one access path; some have several. If an appropriate access path is entered, the first record meeting the search criteria provided by the access path will be retrieved. The user can then press F8 to scroll through additional records.
In the example below, the access path used is Agency, Appropriation Year, and Appropriation Number. The record retrieved is the first Appropriated Fund associated with that Appropriation. In this example, the first Appropriated Fund is 0001 General Revenue.
A picture of the USAS Appropriation Record Inquiry screen
TEXAS S062 UNIFORM STATEWIDE ACCOUNTING SYSTEM 11/14/95 04:26 PM LINK TO: APPROPRIATION RECORD INQUIRY PROD AGY: 121 APPN YEAR: 96 APPN #: 11002 EDUCATION & TRAINING APPR FUND: 0001 FUND: COMP SRCE/GRP: LBB/COMP OBJ: PRG CD: LVL: ORG CD: LVL: INQ TYPE: CB INQ YEAR: 96 INQ MONTH: 11 NET CASH ACT: 29,356.06- REM CASH BASIS BUDG: 160,643.94 APPN CASH AVAIL: 160,643.94 REM ACCR BASIS BUDG: 160,643.94 APPN ACCR CSH AVAIL: 160,643.94 REM ENC BASIS BUDG: 159,987.94 APPN ENC CASH AVAIL: 159,987.94 BT TITLE AMOUNT BT TITLE AMOUNT 01 APPROP ORIGINAL B 190,000.00 15 CASH EXPENDITURES 28,645.98 16 CASH RSRVD - PAYR 710.08 18 ENCUMBRNCES OUTST 656.00 F1-HELP F3-END F4-INTERRUPT F8-FRWD
Press F8 to scroll to the next Appropriated Fund in that Appropriation.
A picture of the USAS Appropriation Record Inquiry screen
TEXAS S062 UNIFORM STATEWIDE ACCOUNTING SYSTEM 11/14/95 04:27 PM
LINK TO: APPROPRIATION RECORD INQUIRY PROD
AGY: 121 APPN YEAR: 96 APPN #: 11002 EDUCATION & TRAINING
APPR FUND: 0119 FUND: COMP SRCE/GRP: LBB/COMP OBJ:
PRG CD: LVL: ORG CD: LVL:
INQ TYPE: CB INQ YEAR: 96 INQ MONTH: 11 NET CASH ACT: 28,694.84
REM CASH BASIS BUDG: 78,524.84 APPN CASH AVAIL: 28,694.84
REM ACCR BASIS BUDG: 78,524.84 APPN ACCR CSH AVAIL: 28,694.84
REM ENC BASIS BUDG: 78,524.84 APPN ENC CASH AVAIL: 28,694.84
BT TITLE AMOUNT BT TITLE AMOUNT
01 APPROP ORIGINAL B 60,000.00
06 UNEXPENED BALANCE 35,000.00
11 EST COLLECTD REVE 95,000.00
12 CASH REVENUES 45,170.00
14 ACCRUED REVENUES 907.24
15 CASH EXPENDITURES 14,156.66
16 CASH RSRVD - PAYR 2,318.50
F1-HELP F3-END F4-INTERRUPT F8-FRWD
To successfully inquire on inquiry screens, the user must understand the level at which information is posted (or stored). A user can only make an inquiry at the level the information was stored on the financial table which is accessed by a particular inquiry screen. The reason that some screens have many access paths is that information can be posted at many levels.
Note: Not all access paths for a particular inquiry screen will successfully recall inquiry information. Which access paths are valid depends on how the information was stored on the financial table. Chapter 12 – Understanding Financial Tables in the USAS User’s Manual explains posting levels in detail.
For example, statewide policy dictates that on the Appropriation Financial Table (AP), the Appropriated Fund information is retained but Agency Fund detail is not. Since the AP table is the data source for the 62 Appropriation Record Detail inquiry screen, the user cannot successfully retrieve information that is Agency Fund specific using this inquiry screen.
Inquiring at the Appropriated Fund level will retrieve the desired information:
A picture of the USAS Appropriation Record Inquiry screen
TEXAS S062 UNIFORM STATEWIDE ACCOUNTING SYSTEM 11/15/95 11:08 AM
LINK TO: APPROPRIATION RECORD INQUIRY PROD
AGY: 100 APPN YEAR: 96 APPN #: 11001 GENERAL BUDGET
APPR FUND: 5555 FUND: COMP SRCE/GRP: LBB/COMP OBJ:
PRG CD: LVL: ORG CD: LVL:
INQ TYPE: CB INQ YEAR: 96 INQ MONTH: 11 NET CASH ACT: 256,445,703.61
REM CASH BASIS BUDG: 256,445,703.61 APPN CASH AVAIL: 256,445,703.61
REM ACCR BASIS BUDG: 256,445,703.61 APPN ACCR CSH AVAIL: 256,445,703.61
REM ENC BASIS BUDG: 256,445,703.61 APPN ENC CASH AVAIL: 256,445,703.61
BT TITLE AMOUNT BT TITLE AMOUNT
12 CASH REVENUES 437,537,857.04
15 CASH EXPENDITURES 85,255,770.43
17 ACCRUED EXPENDITU .00
21 CASH TRANSFERS OU 95,836,383.00
F1-HELP F3-END F4-INTERRUPT F8-FRWD
In the following example, the user tried to inquire at the Agency Fund detail level. Since that level of detail is not retained on the AP table, the message ‘NO RECORD FOUND’ appears at the bottom of the inquiry screen:
A picture of the USAS Appropriation Record Inquiry screen
TEXAS S062 UNIFORM STATEWIDE ACCOUNTING SYSTEM 11/15/95 11:13 AM LINK TO: APPROPRIATION RECORD INQUIRY PROD AGY: 100 APPN YEAR: 96 APPN #: 11001 GENERAL BUDGET APPR FUND: FUND: 5555 COMP SRCE/GRP: LBB/COMP OBJ: PRG CD: LVL: ORG CD: LVL: INQ TYPE: CB INQ YEAR: 96 INQ MONTH: 11 NET CASH ACT: .00 REM CASH BASIS BUDG: .00 APPN CASH AVAIL: .00 REM ACCR BASIS BUDG: .00 APPN ACCR CSH AVAIL: .00 REM ENC BASIS BUDG: .00 APPN ENC CASH AVAIL: .00 BT TITLE AMOUNT BT TITLE AMOUNT NO RECORD FOUND F1-HELP F3-END F4-INTERRUPT F8-FRWD
Inquiry Type
An inquiry type is a combination of year and activity. It defines the period of time to be selected for inquiry. The following are valid inquiry types and the information displayed on each type.
- MA — Selected month’s activity
- YA — Year-to-date activity
- CB — Inception-to-date balance; default inquiry type
- PA — Prior year activity
- PY — Prior year balances
- PP — Prior prior year balances
Inquiry Year
The Inquiry Year identifies the fiscal year to be selected for inquiry. This will be the current open fiscal year. The prior fiscal year can also be used until the prior year data has been archived.
For example: To recall information for the period September 1, 1995-August 31, 1996, inquiry year ‘96’ would be entered.
Inquiry Month
The Inquiry Month identifies the calendar month to be selected for inquiry.
Note: On USAS inquiry screens, the inquiry month is a calendar month, instead of a fiscal month. This is one of the only instances where calendar month is used in the system. Month ‘13’ is used to display adjustment period balances.
For example: To recall information for the month of September 1995, the inquiry month would be ‘09.’
Balance Type and Title (BT)
Some inquiry screens display Balance Types that have been posted to the Financial Table. The title of the balance type is also displayed. The amount associated with the balance type is the cumulative total of all transactions posted to the balance type for that record in the financial table.
Calculated Balances
Most inquiry screens contain one or more calculated amounts. These are called Calculated Balances. The calculations are based on the amounts shown for each balance type for that record (row) on the financial table. The algorithms for each calculated balance can be found in the discussion for each inquiry screen and in the USAS Reference Guide.