USAS User’s Manual –
Chapter 10 – Document Tracking (continued)
Tracking Functions
About these Functions
Tracking function approval screens or action code entry screens used by the Document Tracking subsystem are:
- 38 Multiple Document Tracking screen (Document Action/Approval)
- 39 Approvals By Document screen (Document Action/Approval)
- 35 Batch Tracking & Electronic Approvals/Release Processing screen
38 Multiple Document Tracking
The 38 Multiple Document Tracking screen provides online entry of action codes and archive reference numbers to update a high volume of documents. This screen will be used by the Comptroller’s office to record the receipt of agency documents and also for the following purposes:
- To provide a means for a document to receive the required approvals (as defined on the 33 Document Control Profile for that document type) before that document is entered in USAS. For example, travel documents require that paper documentation (travel vouchers and backup detail) be received by travel audit before the document is approved to pay. If the paper documentation is received by Comptroller travel audit before the agency has a chance to enter it into USAS, then travel audit can enter the required action code on the 38 and the action code will be held in a file to match up with the document when it is entered.
- To minimize the keystrokes required to update documents.
- To allow documents not previously tracked to be updated.
39 Approvals by Document
The 39 Approvals by Document screen provides the ability to record various actions associated with a document. These actions may result in final approval of a document or merely identify the physical location of a document. This screen also:
- Displays data from the Internal Transaction (IT) File.
- Displays, for inquiry purposes, all transactions associated with a document.
- Provides capability to enter various actions, including approval of a document.
- Provides agencies with a means to flag a document as being corrected based on pre-audit results. This, along with the DAFR7700 USAS Unapproved Documents report, alerts the auditor to verify compliance and approve the document. Agencies use action code 099-Corrected Document-Agency.
35 Batch Tracking
The purpose of the Batch Tracking section of this screen is to facilitate batch approval. It provides online entry of action code agencies and action codes. The action code will be applied to every tracked document in the batch. The following are features of the 35 screen:
- Adds an action code to each document within a batch, except for untracked documents.
- Minimizes the keystrokes required to update documents.
Note: Only action codes with a level indicator equal to B (Batch) or E (Either document or batch) on the D44 Action Code Profile may be entered on this screen.
A picture of the USAS Action Code Profile screen
TEXAS S035 UNIFORM STATEWIDE ACCOUNTING SYSTEM 10/11/95 05:13 PM
LINK TO: BATCH TRACKING PROD
AGENCY/ACTION CODE: USER ID:
BATCH -AGY DATE TYPE NO
** ELECTRONIC APPROVAL/RELEASE PROCESSING **
ACTION: (A=ADD, D=DELETE, R=RECALL, N=NEXT)
BATCH-AGY BATCH-DATE TYPE NO ACTN DT USER ID
F1-HELP F3-END F4-INT F6-PROCESS F10-RECALL F11-DETAILS F12-HEADERS
Electronic Approval/Release Processing
The purpose of the Electronic Approval/Release for Processing section of the 35 Profile is to allow agencies submitting batches electronically (via tape, file transfer, etc.) to pre-release a batch for processing in USAS before that batch is read into the USAS system.
Note: The user ID of the person pre-releasing the batch on the 35 will be attached to the batch as the person approving and certifying the batch as correct.
Note: If the batch (IN record) is not pre-released, then it must be released on the batch balancing screen before it can process in USAS.