USAS User’s Manual –
Chapter 11 – Payment Processing (continued)
Other Useful Screens In Payment Processing
Inquiry Screens
There are several inquiry screens that the user can use in USAS to track the processing of payments and payment cancellations.
- 37 Document Tracking Inquiry
- 84 Accounting Event Record Inquiry
- 85 Vendor Transaction Inquiry
- 86 Document Transaction Inquiry
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 View Batch Headers (IT), the user cannot use the 52 View a Batch screen (F11), the 51 Recall a Batch for Correction screen (F10), or the Batch Balancing screen (F9). 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-14 months after transaction month close.
37 Document Tracking Inquiry Screen
The 37 Document Tracking Inquiry screen can be used to provide information on what has happened to the document so far. The user can inquire on both the original payment document and the cancellation document.
The following illustrates the process of entering and then canceling a document. The sequence of screens is as follows:
- 37 screen-for the original payment document, including payment (260), prior to a request for cancellation of payment.
- 37 screen-reflecting the cancellation document which was Centrally entered in response to the cancellation request.
Note: To inquire on the cancellation document, the cancellation document number must be provided (contact the Payment Processing/Cancellation Section in the Fiscal Management Division of the Comptroller’s office).
- 37 screen-for the original payment document after the cancellation has been entered.
To inquire on the original payment document:
Link to the 37 screen and recall the document agency, original payment, document number, and fiscal year.
A picture of the Document Tracking Inquiry screen
TEXAS S037 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/01/95 10:34 AM
LINK TO: DOCUMENT TRACKING INQUIRY PROD
AGY: 241 DOC NO: 19611694 FY: 96 STATUS: Y PCC:
TAPE NO: DOC AMT: 394.56 ARCHIVE REF NO:
894720
BATCH - AGY: 241 DATE: 111495 TYPE: 4 NO: 694
RQ ACT: 01 000 02 450
REQUIRED REAPPROVAL ACTIONS: 450 000 NET AMT: 394.56
FNL APRVL: 111795 NET CASH: 0.00 PD TO DT: 394.56
COMPUTED COUNT: 00002 COMPUTED AMOUNT: 394.56 SEC of STATE:
* * * * * * * * * * * * * * * ACTION HISTORY * * * * * * * * * * * * * * *
DATE TIME AGY CODE USER ID DATE TIME AGY CODE USER ID
11/14/95 20:44: 0 000 200 DDDD454
11/14/95 16:50:48 000 201 CCCC395
11/16/95 13:57:49 000 000 MMMM466
11/17/95 11:11:24 000 450 DDDD324
11/18/95 09:37:37 000 255 SYSTPAYM
Z06 RECORD SUCCESSFULLY RECALLED
PLEASE ENTER FUNCTION * NO MORE ACTIONS *
F1-HLP F3-END F4-INT F5-S086 F7-TEXT F8-FWD F9-DOC AP F10-RCL F11-DTLS F12-HDRS
Action Codes from the above screen include:
- 200 Transaction added to accounting files
- 201 Release of batch
- 000 Received Comptroller's office first time (for example, travel documents)
- 450 Approved for payment-travel audit
- 255 Payment issued-error-free transactions only
Note: Action codes are established Centrally on the D44 Action Code Profile. To recall an action code, the agency field must have an agency ‘0’ entered.
- To determine if the document has been paid, look at the Action History section of the screen. If the document has been paid, there will be a payment action code, the date, and the time payment was generated. The Payment Action Codes are listed below:
Action Code Description 250 Manual warrant issued 255 Payment issued-error-free transactions only 260 Payment issued-all transactions
In the example above, there is an action code of 255 in the Action History section. Therefore, payment has been generated only for transactions which are error-free. Those transactions which did not pay must be corrected before payment can be generated.
To inquire on the Payment Cancellation document:
- Link to the 37 screen and recall the cancellation document. Enter in the
original document agency’s number, the cancellation document number, and
the fiscal year.
Note: To obtain the Cancellation Document number, contact the Payment Processing/Cancellation Section in the Fiscal Management Division of the Comptroller’s office.
A picture of the Document Tracking Inquiry screen
TEXAS S037 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/01/95 10:34 AM LINK TO: DOCUMENT TRACKING INQUIRY PROD AGY: 241 DOC NO: C3321127 FY: 96 STATUS: Y PCC: TAPE NO: DOC AMT: 394.56 ARCHIVE REF NO: BATCH - AGY: 241 DATE: 112995 TYPE: W NO: 217 RQ ACT: REQUIRED REAPPROVAL ACTIONS: NET AMT: 394.56- FNL APRVL: 112995 NET CASH: 0.00 PD TO DT: 0.00 COMPUTED COUNT: 00002 COMPUTED AMOUNT: 394.56 SEC of STATE: * * * * * * * * * * * * * * * ACTION HISTORY * * * * * * * * * * * * * * * DATE TIME AGY CODE USER ID DATE TIME AGY CODE USER ID 11/29/95 20:44: 0 000 200 USPS Z06 RECORD SUCCESSFULLY RECALLED PLEASE ENTER FUNCTION * NO MORE ACTIONS * F1-HLP F3-END F4-INT F5-S086 F7-TEXT F8-FWD F9-DOC AP F10-RCL F11-DTLS F12-HDRS
- To determine if the cancellation document must be processed, after
the user has recalled the cancellation document, the user then views the
Action History section of the screen. If the cancellation document has been
processed, there will be an action code of 200, a date, and a time the cancellation
was entered in USAS.
Note: The cancellation document is Centrally entered.
To inquire on the original payment document (after cancellation)
Link to the 37 screen and recall the Document Agency, original payment document number, and fiscal year.
A picture of the Document Tracking Inquiry screen
TEXAS S037 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/01/95 10:34 AM
LINK TO: DOCUMENT TRACKING INQUIRY PROD
AGY: 241 DOC NO: 19611694 FY: 96 STATUS: Y PCC:
TAPE NO: DOC AMT: 394.56 ARCHIVE REF NO:
894720
BATCH - AGY: 241 DATE: 111495 TYPE: 4 NO: 694
RQ ACT: 01 000 02 450
REQUIRED REAPPROVAL ACTIONS: 450 000 NET AMT: 394.56
FNL APRVL: 111795 NET CASH: 0.00 PD TO DT: 394.56
COMPUTED COUNT: 00002 COMPUTED AMOUNT: 394.56 SEC of STATE:
* * * * * * * * * * * * * * * ACTION HISTORY * * * * * * * * * * * * * * *
DATE TIME AGY CODE USER ID DATE TIME AGY CODE USER ID
11/14/95 20:44: 0 000 200 DDDD454
11/14/95 16:50:48 000 201 CCCC395
11/16/95 13:57:49 000 000 MMMM466
11/17/95 11:11:24 000 450 DDDD324
11/18/95 09:37:37 000 260 SYSTPAYM
11/28/95 19:25:28 000 306 ABCD123
11/29/95 19:23:38 000 306 ABCD123
Z06 RECORD SUCCESSFULLY RECALLED
PLEASE ENTER FUNCTION * NO MORE ACTIONS *
F1-HLP F3-END F4-INT F5-S086 F7-TEXT F8-FWD F9-DOC AP F10-RCL F11-DTLS F12-HDRS
To determine if the original payment document has been canceled, refer to the Action History section of the 37 screen. The last lines on the above screen show the payment cancellation action code (306 Payment Cancellation-Stop Payment; Payment Lost/Destroyed).
The cancellation action codes fall within the range of 301 and 330. A listing of cancellation action codes can be found at the bottom of the Payment Cancellation Voucher.
Note: The payment cancellation action codes correspond to the reason codes on the cancellation form.
Note: Currently, the 37 screen will show two lines for the cancellation action code. The first line is when the cancellation document was entered Centrally into USAS. The second line is when the system matched up the cancellation with the original payment document and canceled the original document. There is an ACR pending to show only one line which reflects the system canceling the original document.
84, 85, and 86 Inquiry Screens
The 84, 85, and 86 Inquiry screens function similar to each other. The difference is the way the information is sorted. These screens are also the only online inquiry screens with detailed information (document level). In order to be able to use these screens, the document must have posted. In other words, if the document errors off in batch processing, if the batch was not released, or if the user will not be able to recall it.
With this in mind, a quick way to determine if a document posted is to try to recall it on one of these screens.
When using the 84, 85, and 86 screens for:
Payment Inquires
On the 84 Accounting Event Record Inquiry screen, the following information is needed:
- Transaction ID
- Batch Agency
- Batch Date
- Batch Type
- Batch Number
- System-Generated Sequence Number
Note: The Batch Agency, Batch Date, Batch Type, and Batch Number are all part of the Batch ID.
This information can be found in the following:
- Original Documentation
- Batch Header (plus a Sequence Number)
- 85 Vendor Transaction Inquiry
- 86 Document Transaction Inquiry
A picture of the Accounting Event Inquiry screen
TEXAS S084 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/20/95 12:44 PM
LINK TO: ACCOUNTING EVENT RECORD INQUIRY PROD
BATCH: AGENCY 999 DATE 111495 TYPE 4 NO 694 SEQ NO 00001
GL: DR1 5501 CR1 1009 DR2 CR2 DR3 CR3 DR4 CR4
DOC DATE: 111495 EFF DATE: 111495 DUE DATE: SERV DATE: 103195
CUR DOC/SFX: 19611694 001 REF DOC/SFX: MOD: AGENCY: 123
TRANS CODE: 225 INDEX: PCA: 00413 AY: 96 COMP/AGY OBJ: 7102
AMOUNT: 283.36 RVS: DISCOUNT: .00 FO: PDT: R
CI: PROP #: 1099: REQ NO:
INV-NO: DT: DESC:
VEND/MC: 24555555555 000 NAME: NOEL P CONIFER
CONT NO: CITY: ODEM ST: TX ZIP: 78370 0000
PMT-NO: 118297777 DT: 111795 AP NO: 13002 FUND: 0001 AGY GL:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH:
100413 96
MPCD: AGY CD-1: 2: 3: NACUBO SUBFUND:
DEBT/INVEST ISSUE #: PMT TYPE: INT TM: BK:
DISC-DT: TM: PEN-DT: TM: PEN AMT: .00
LAST PROC - DT: 19951118 TIME: 0231 APPROVAL DT: 111795
RECORD RETRIEVED FROM ACTIVE AE
F1-HELP F3-END F4-INTERRUPT F8-FORWARD F9-S085 F10-S086 F11-S037 F12-S064
A picture of the Vendor Transaction Inquiry screen
TEXAS S085 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/20/95 12:40 PM
LINK TO: VENDOR TRANSACTION INQUIRY PROD
VEND NO/MC: 24555555555 000 AGY: 999 DOC TYPE: 1 STARTING EFF DATE:
VEND NAME: NOEL P CONIFER
S CUR DOC/SFX INVOICE # DUDT TC PDT PMT- # DATE D EFFDT
REF DOC/SFX INDEX PCA AY COBJ AOBJ TRANS AMT R
19611694 001 225 R 118297777 111795 R
00413 96 7102 283.36
19611694 002 225 R 118297777 111795 R
00413 96 7105 111.20
F1-HELP F3-END F4-INTERRUPT F8-FORWARD F9-S084 F10-S086 F11-S037 F12-S064
A picture of the Document Tracking Inquiry screen
TEXAS S086 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/20/95 12:44 PM LINK TO: DOCUMENT TRANSACTION INQUIRY PROD AGENCY: 999 DOCUMENT NO/SUFFIX: 19611694 S -------TRANS ID--------- TC DUE DATE PAYMENT # REF DOC/SFX TRANS AMOUNT R EFF DT APPN M INDEX PCA AY COBJ AOBJ VENDOR NO/MC FUND CUR DOC/SFX 999 11/14/95 4 694 00001 225 118297777 283.36 11/14/95 13002 00413 96 7102 24555555555 000 0001 19611694 001 F1-HELP F3-END F4-INTERRUPT F8-FORWARD F9-S084 F10-S085 F11-S037 F12-S064
Payment Cancellations
The user must have the cancellation document number for the 86 screen.
For a cancellation, the 84, 85, and 86 screens (and the 44/45 screens) will provide the payment document number that the cancellation document applies to. These screens will also connect the original payment number with the cancellation number. Remember, if a user can inquire on the cancellation document on the 84, 85, or 86 screens, the cancellation document has processed and posted in USAS. If the user can successfully recall, then the cancellation is completed.
When inquiring on the Cancellation Document, the Reference Document Number is the original document being canceled.
A picture of the Accounting Event Record Inquiry screen
TEXAS S084 UNIFORM STATEWIDE ACCOUNTING SYSTEM
LINK TO: ACCOUNTING EVENT RECORD INQUIRY
BATCH: AGENCY 999 DATE 112995 TYPE W NO 217 SEQ NO 00001
GL: DR1 5500 CR1 0045 DR2 CR2 DR3 CR3 DR4 CR4
DOC DATE: 111495 EFF DATE: 112995 DUE DATE: SERV DATE: 103195
CUR DOC/SFX: C3321111 001 REF DOC/SFX: 19611694 001 MOD: AGENCY: 999
TRANS CODE: 951 INDEX: PCA: 00413 AY: 96 COMP/AGY OBJ: 7102
AMOUNT: 283.36 RVS: R DISCOUNT: .00 FO: PDT: R
CI: PROP #: 1099: REQ NO:
INV-NO: DT: DESC:
VEND/MC: 24555555555 000 NAME: NOEL P. CONIFER
CONT NO: CITY: ODEM ST: TX ZIP: 78730 0000
PMT-NO: 118297777 DT: AP NO: 13002 FUND: 0001 AGY GL:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH: 100413 96
MPCD: AGY CD-1: 2: 3: NACUBO SUBFUND:
DEBT/INVEST ISSUE #: PMT TYPE: INT TM: BK:
DISC-DT: TM: PEN-DT: TM: PEN AMT: .00
LAST PROC - DT: 19951129 TIME: 2044 APPROVAL DT: 112995
RECORD RETRIEVED FROM ACTIVE AE
F1-HELP F3-END F4-INTERRUPT F8-FORWARD F9-S085 F10-S086 F11-S037 F12-S064
A picture of the Vendor Transaction Inquiry screen
TEXAS S085 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/01/95 10:36 AM
LINK TO: VENDOR TRANSACTION INQUIRY PROD
VEND NO/MC: 24555555555 AGY: 999 DOC TYPE: C STARTING EFF DATE: 112995
VEND NAME: NOEL P. CONIFER
S CUR DOC/SFX INVOICE # DUDT TC PDT PMT- # DATE D EFFDT
REF DOC/SFX INDEX PCA AY COBJ AOBJ TRANS AMT R
C3321127 001 951 R 118297777 C 112995
19611694 001 00413 96 7102 283.36 R
C3321127 001 951 R 118297777 C 112995
19611694 002 00413 96 7105 111.20 R
F1-HELP F3-END F4-INTERRUPT F8-FORWARD F9-S084 F10-S086 F11-S037 F12-S064
A picture of the Document Tracking Inquiry screen
TEXAS S086 UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/01/95 10:39 AM
LINK TO: DOCUMENT TRANSACTION INQUIRY PROD
AGENCY: 999 DOCUMENT NO/SUFFIX: C3321111
S -------TRANS ID--------- TC DUE DATE PAYMENT # REF DOC/SFX TRANS
AMOUNT R
EFF DT APPN M INDEX PCA AY COBJ AOBJ VENDOR NO/MC FUND CUR DOC/SFX
241 11/29/95 W 217 00001 951 118297777 19611694 001 283.36 R
11/29/95 13002 00413 96 7102 24555555555 000 0001 C3321111 001
241 11/29/95 W 217 00002 951 118297777 19611694 002 111.20 R
11/29/95 13002 00413 96 7105 24555555555 000 0001 C3321111 001
F1-HELP F3-END F4-INTERRUPT F8-FORWARD F9-S084 F10-S085 F11-S037 F12-S064
Note: To inquire on a cancellation document, if the cancellation document number is unavailable, go to the 44 Single Payment Cancellation screen and/or the DAFR3221 Payment Cancellation Request Daily Activity Report and the DAFR3252 Agency Payment Cancellation Daily Activity Report.