USAS User’s Manual –
Chapter 10 – Document Tracking (continued)
Document Tracking Profiles
About these Profiles
The Document Tracking subsystem uses profiles to:
- Define valid actions (D44 Action Code Profile).
- Define processing rules for each type of document tracked (33 Document Control Profile).
- Define individuals authorized to record actions and/or approve documents (96A Security Profile and D66 User Class Profile).
The Document Tracking subsystem uses the following profiles:
- 33 Document Control Profile
- D44 Action Code Profile
- D66 User Class Profile
- D51 Error Code Profile
- 96A Security Profile
- D53 Title Profile
- 35 Batch Tracking and Electronic Approvals/Release for Processing
USAS Document Types
See the USAS Reference Guide for the Submission Chart which lists valid document types.
D44 Action Code Profile
The D44 Action Code Profile establishes and maintains valid action codes related to certain document types. This profile is maintained centrally for numeric action codes.
A picture of the USAS Action Code Profile screen
TEXAS SD44 UNIFORM STATEWIDE ACCOUNTING SYSTEM 09/06/95 08:27 AM .
LINK TO: ACTION CODE PROFILE
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
AGENCY: 000 (MUST BE “000” OR IN D02 AGENCY PROFILE)
ACTION CODE: 825
DESCRIPTION: APPROVED FOR PROCESSING - TREASURY
LEVEL IND: E (B=BATCH, D=DOCUMENT, E=EITHER)
.
TYPE: C (A=AGENCY, B=BOTH, C=COMPTROLLER)
NORMAL HOURS STATUS: 14
STATUS CODE: A
EFF START DATE: 09011991 EFF END DATE: 08311999 LAST PROC DATE: 09011995
Z26 RECORD NOT FOUND - NEXT RECORD RECALLED
PLEASE ENTER FUNCTION
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Highlighted Elements
Highlighted elements include:
- Action Code-defines valid actions to be used by the Document Tracking subsystem.
Note: Central function action codes are three-digit numbers (for example: 001, 002, 255).
- Level Ind-determines whether the action applies to a batch, a document, or either one.
- Type-determines if the action code is for central agencies, state agencies, including institutions of higher education, or both. Currently only central action codes are being used.
- Normal Hour Status-represents the acceptable number of hours a document
should remain in a particular action code.
Note: The system can assign action codes at a transaction level (for example, error action codes); however, these action codes will be reflected at a higher document or batch level.
33 Document Control Profile
The 33 Document Control Profile establishes processing rules and action codes required for each document type, such as deposits, journal vouchers, miscellaneous claims, and pre-encumbrances. This profile is maintained centrally.
Note: Central agency designation on this profile is 000.
A picture of the USAS Document Control Profile screen
TEXAS S033 UNIFORM STATEWIDE ACCOUNTING SYSTEM 09/06/95 08:29 AM
LINK TO: DOCUMENT CONTROL PROFILE
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
AGENCY: 000 DOCUMENT TYPE: D
DESCRIPTION: DEPOSITS REQUIRING APPROVAL
BALANCING INDICATOR: Y (Y/N) GSC APPROVAL INDICATOR: N (Y/N)
TRACKING INDICATOR: Y (Y/N) ALL POST INDICATOR: N
REQ APPROVAL ACTION: REQUIRED OBJ INDICATOR: N (B/O/N/T)
01 825
NORMAL HR:
SEC of STATE:
REQ REAPPROVAL ACTION: 825
LOW NORMAL $ AMT: 00000000000.00 HIGH NORMAL $ AMT: 00000000000.00
TOLERANCE $: 0100 (FORMAT 9999; BLANK MEANS NO CONTROL)
TOLERANCE %: 0.10 (FORMAT 9.99; BLANK MEANS NO CONTROL)
STATUS CODE: A
EFF START DATE: 09011991 EFF END DATE: 08311999 LAST PROC DATE: 09031995
Z06 RECORD SUCCESSFULLY RECALLED
PLEASE ENTER FUNCTION
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Highlighted Elements
Highlighted elements include:
- Agency–indicates the Document Agency used during transaction entry, not the Batch Agency or the Financial Agency.
- Balancing Indicator–determines if the document’s ‘entered amount’ must equal the ‘computed amount’ before the document can be released.
- TFC Approval Indicator–determines whether the document must be audited by the Texas Facilities Commission. This field will be set to ‘Y’ for document types which are pre-audited (Document Type 3) or post-audited (Document Type 2) by the TFC.
- Tracking Indicator–determines if the document type will be tracked. Most system-generated transactions will probably not be tracked (for example: payment of vouchers payable, document type Y). If the tracking indicator is set to N, the balancing indicator must also be set to N.
- All Post Indicator–determines if all transactions within a document must be error-free to post. The document type is the first character of the document number.
- Req Approval Action–displays a series of actions required to approve a certain type of document. These must be only numeric central action codes and a connector must be between codes. The connectors are elements assigned to each action code, making it possible for the same task to be completed by different individuals with the same outcome. Connectors are used to identify whether an action is always required or whether different action codes are acceptable for that approval action. Connectors must be numeric values greater than or equal to the previous connector values.
- Required Obj Indicator–determines if approvals and descriptive/legal text are required by object
code. Object code is at a greater level of detail than document type. The values include:
- B–Both approval and text are required at the object level
- O–Approvals are required at the object level
- N–Neither approvals nor text are required at the object level
- T–Text is required at the object level
- Normal Hr-represents the acceptable number of hours a document can remain in a particular action
code. This is the ceiling or turnaround time for an action code.
Note: If this field is blank, no edit on the Normal Hour status will be performed.
- Secretary of State-identifies whether the document type requires approval by the Secretary of State's office. Secretary of State approval applies to the Comptroller’s office only.
- Required Reapproval Action-the action code that must be entered to reapprove a document if it was once fully approved and then changed.
- Tolerance $ and %-establishes liquidation tolerance limits for encumbrances, pre-encumbrances, and deposits. For deposits the tolerance amount and percentage is applied to differences between the Treasury deposit slip and the agency deposit voucher.
D66 User Class Profile
The D66 User Class Profile identifies T-Codes and action code ranges that are available to a specific user class. This profile is maintained centrally.
A picture of the USAS Class Profile Maintenance screen
TEXAS SD66 UNIFORM STATEWIDE ACCOUNTING SYSTEM 09/06/95 08:33 AM
LINK TO: USER CLASS PROFILE MAINTENANCE
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
USER CLASS: 67
TITLE: AGENCY CASHIER
I/E (I=INCLUDE,E=EXCLUDE)
ENTER TRANSACTION CODES SEPARATED WITH EITHER “-” OR “,”.
I 178, 188 , 195 - 196 , 413 , 414
ENTER ACTION CODES SEPARATED WITH EITHER “-” OR “,”.
E 000 000 - 000 999
STATUS CODE: A
EFF START DATE: 10071991 EFF END DATE: LAST PROC DATE: 09011995
Z06 RECORD SUCCESSFULLY RECALLED
PLEASE ENTER FUNCTION
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Highlighted Elements
Highlighted elements include:
- Transaction Codes-identify the transaction codes that can be used or excluded from a user class.
- Action Codes-determine the allowable action codes or the excluded action codes for a particular
user class.
Note: For most user classes, all centrally defined action codes will be excluded. For user classes specified for oversight functions (Treasury) or central audit approvals (travel and purchase audits), certain ranges of action codes will be included.
D51 Error Code Profile
The D51 Error Code Profile establishes error codes that are generated as a result of an error. This profile relates to error codes where an action code has been established in the D44 Action Code Profile.
The D51 Error Code Profile provides an error code-to-action code crosswalk.
A picture of the USAS Error Code Profile screen
TEXAS SD51 UNIFORM STATEWIDE ACCOUNTING SYSTEM 09/06/95 08:36 AM
LINK TO: ERROR CODE PROFILE
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
ERROR CODE: F05 ERROR MESSAGE: CUM DOC BAL NEG
ERROR SEV IND: (E=FATAL ELEMENT ERROR, W=NONFATAL ELEMENT ERR,
F=FATAL FUND CONTROL, K=NONFATAL FUND CTL,
B=BATCH LEVEL, J=DEFAULT USED,
C=CORRECTION ERROR, R=REJECT FROM SYSTEM
BLANK=OTHER)
ACTION CODE: 154
RESPONSIBILITY CODE: Z
STATUS CODE: A
EFF START DATE: 06081990 EFF END DATE: LAST PROC DATE: 09011995
Z06 RECORD SUCCESSFULLY RECALLED
PLEASE ENTER FUNCTION
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Highlighted Elements
Highlighted elements include:
- Error Code—a three-digit alphanumeric character displayed when the system detects an error.
- Error Message—a 20-byte message that briefly explains the error code.
- Error Sev Ind—indicates the severity of an error. Some examples include fatal, warning, default, etc.
- Action Code—a three-byte code added to error codes. These codes relate to document tracking. This is the action code that corresponds to the error code.
Note: An error code can be looked up online in error code help using the 90 News/Help screen. Error Action Codes cannot be looked up in error code help. They must be recalled on the D44 Action Code Profile.
96A Security Profile
For Document Tracking, the 96A Security Profile allows an action code agency and action code to be added to the user ID.
A picture of the USAS Security Profile screen
TEXAS S96A UNIFORM STATEWIDE ACCOUNTING SYSTEM 09/06/95 08:38 AM
LINK TO: SECURITY PROFILE
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
USER ID: JUSE067 USER CLASS: 67 AGENCY: 999 NAME: JOE USER
ACCOUNTING TRANS: 0 BATCH EDIT MODE: 2
RELEASE FLAG: 1 DISBURSEMENT METHOD: 2
AGY GROUP: WORK HOUR: 0800 1700
RANGE 1: 999 WORK DAY: A
RANGE 2: PRINTER ID:
SECURITY AGENCY: 999 DEFAULT
SECURITY ORG: ACTION CODE AGENCY:
SECURITY ORG: ACTION CODE:
PRIOR MO POST IND: Y
PRIOR YR POST IND: N WARRANT PFX IND: N (0,2,3,7,9,N)
FUND OVERRIDE: CONFIDENTIAL IND: P (P=PAYR T=TORT B=BOTH)
BATCH TYPES: # ($=SYS.GEN., %=ALL, #=ALL BUT 4 AND 6)
STATUS CODE: A
EFF START DATE: 01011990 EFF END DATE: LAST PROC DATE: 09011995
Z06 RECORD SUCCESSFULLY RECALLED
PLEASE ENTER FUNCTION
F1-HELP F3-END F4-INTERRUPT F6-PROCESS F8-SECURITY
Highlighted Elements
Highlighted elements include:
- Action Code Agency—determines the agency responsible for the action code.
- Action Code—the action code associated with a particular Central agency function.
D53 Titles Profile
The D53 Titles Profile is used to store the document tracking action codes (DTAC) table ID for document tracking.
Normally, this profile houses common system-generated action codes that appear in USAS.
A picture of the USAS Titles Profile screen
TEXAS SD53 UNIFORM STATEWIDE ACCOUNTING SYSTEM 02/06/95 09:20 AM
LINK TO: TITLES PROFILE
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
TABLE ID: DTAC
KEY: ADD
TITLE: 200 TRANSACTION ADDED TO ACCT FILES
STATUS CODE: A
EFF START DATE: 10011991 EFF END DATE: LAST PROC DATE: 10191995
Z06 RECORD SUCCESSFULLY RECALLED
PLEASE ENTER FUNCTION
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Highlighted Element
Highlighted element include:
- Table ID—indicates system-generated action codes. The codes correspond to the following actions: Add, Change, and Delete.
When DTAC is in the Table ID field, the following information appears in the Key/Title fields:
- Action Code 200—Transaction Added
- Action Code 205—Transaction Changed After Original Entry
- Action Code 210—Transaction Deleted