USAS User’s Manual –
Chapter 9 – Financial Inquiry (continued)
USAS Inquiry Screens – Archiving
Screen Agency Impact
46 Expenditure Detail by Month All Current and prior year
47 Revenue Detail by Month All Current and prior year
49 Appropriation/Object Detail All Current and prior year
56 General Ledger Summary All Current and prior year
•62 Appropriation Record All After yearly archive, current
year only, can use Inquiry
types CB, MA, PY, PP
84 Accounting Event Record Internal Inquiry limited to 14 months
after transaction month close
Rpt/HEd Inquiry limited to 2 months
after transaction month close
85 Vendor Tracking Internal Inquiry limited to 14 months
after transaction month close
Rpt/HEd Inquiry limited to 2 months
after transaction month close
86 Document Transaction Internal Inquiry limited to 14 months
after transaction month close
Rpt/HEd Inquiry limited to 2 months
• The impact of archiving for all inquiry screens not listed is the same as that shown for the 62 Appropriation Record.
The archiving of prior fiscal year data (yearly archiving) takes place within a month after the prior fiscal year has undergone the final year-end closing.
Note: The screens in Transaction Entry can be used to view a batch, etc., until the document or batch goes to history. In other words, if it is not on the IT View Batch Headers, the user cannot use the View the Batch screen. After a batch/document has gone to history, the user must rely on the other inquiry screens. The 37 Document Tracking Inquiry screen has a 60-day purge. The USAS financial inquiry screens can be used until the purge criteria for the document is reached. After that time, the user must rely on a hard copy of the document.
Purge Criteria:- Reporting Agencies-two months after transaction month close.
- Higher Education-two months after transaction month close.
- Internal-transaction year is less than the prior fiscal year. For example in September, 1996, fiscal year 1995 records will be archived.