USAS User’s Manual –
Chapter 11 – Payment Processing (continued)
Payment Cancellation
About this Procedure
Occasionally, payments must be canceled for various reasons, such as when a warrant is lost. Payments can be canceled by three methods:
- Single payment cancellation (44 Single Payment Cancellation screen).
- Cancellation by range of payment numbers (45 Document/Payment Range Cancellation screen).
- Cancellation by document ID (45 Document/Payment Range Cancellation screen).
Cancellations use the Warrant Cancel T-Code. This is found on the 28A Transaction Code Decision Profile for the T-Code on the original transaction. Cancellation transactions generally debit Cash and credit Cash Expenditure accounts.
Note: Payment cancellations are entered Centrally by the Fiscal Management Division at the Comptroller’s office.
Example: Link To the 28A Profile and recall T-Code 225.
A picture of the Transaction Code Decision Profile screen
TEXAS S28A UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/05/95 09:23 AM
LINK TO: TRANSACTION CODE DECISION PROFILE PROD
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
TRAN CODE: 225 TITLE: ESTABLISH VOUCHERS PAYABLE
GENERAL LEDGER DR-1: 5501 CR-1: 1009 DR-2: CR-2:
POSTING DR-3: CR-3: DR-4: CR-4:
TRANS DOCD DUDT SVDT I CDOC I RDOC MODI N AGCY R IDX PCA R COBJ R
EDIT AOBJ RVRS PDT CI 1099 WARR INVC VNUM I VNAM R VADD
INDS: DMETH R APN# R FUND R GLA N AGL GRNT SUBG PROJ MULT DI#
POST SEQ: 1 REG NO: 2 WW IND: 1 D/I: D WAR CANCL TC: 951 PYTC: FUTMY: N
GEN TC: GEN ACCR TC: FACTS TC: INTERFACE IND: 1
PAY LIQ TC: 380 BALANCING TC:
A/S BT MATCH GLA DOC A/S BT MATCH GLA DOC
DF:
FILE AP: + 17
POSTING AB: + 17
INDS: CC:
GP: + 17
PJ: + 17
AGY GL: 2 STATUS CODE: A
EFF START DATE: 09011994 EFF END DATE: LAST PROC DATE: 07031995
Z06 RECORD SUCCESSFULLY RECALLED
F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-28B PROFILE
The warrant cancellation T-Code for T-Code 225 Vouchers Payable is 951 Warrant Cancellation-Expenditures.
Example: Recall T-Code 951.
A picture of the Transaction Code Decision Profile screen
TEXAS S28A UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/05/95 09:26 AM LINK TO: TRANSACTION CODE DECISION PROFILE PROD ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL) TRAN CODE: 951 TITLE: WARRANT CANCELLATION - EXPENDITURES GENERAL LEDGER DR-1: 5500 CR-1: 0045 DR-2: CR-2: POSTING DR-3: CR-3: DR-4: CR-4: TRANS DOCD DUDT SVDT CDOC I RDOC MODI AGCY R IDX PCA R COBJ R EDIT AOBJ RVRS PDT CI 1099 WARR I INVC VNUM I VNAM VADD INDS: DMETH APN# R FUND R GLA AGL N GRNT SUBG PROJ MULT DI# POST SEQ: 1 REG NO: 2 WW IND: 0 D/I: D WAR CANCL TC: PYTC: FUTMY: Y GEN TC: GEN ACCR TC: FACTS TC: 032 INTERFACE IND: PAY LIQ TC: BALANCING TC: A/S BT MATCH GLA DOC A/S BT MATCH GLA DOC DF: FILE AP: + 15 POSTING AB: + 15 INDS: CC: GP: + 15 PJ: + 15 AGY GL: STATUS CODE: A EFF START DATE: 09011994 EFF END DATE: LAST PROC DATE: 04281995 Z06 RECORD SUCCESSFULLY RECALLED F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-28B PROFILE
Note: For payment cancellation transaction codes (only), the General Ledger impact is automatically reversed during processing.
For example, for T-Code 951 Warrant Cancellation- Expenditures, the 28A Profile shows the DR as 5500 Expenditure Control-Cash and the corresponding CR as 0045 Cash in State Treasury. In effect, this would double the accounting impact for the expenditure. However, when the USAS program detects a payment cancellation T-Code (950-956 and 958), it reverses the General Ledger impact so the DR is 0045 (refunding cash for amount canceled) and the CR is 5500, which nets out the cash expenditure to zero.
Note: Non-payroll direct deposits (such as purchases and travel) cannot be canceled through USAS. Agencies must coordinate with the Fiscal Management Division of the Comptroller’s office for non-payroll direct deposit adjustments/cancellations.
Payroll document cancellations use reversals of the original transaction processed for the payroll. Payroll direct deposit transactions cannot be canceled once the transmittal date for the direct deposit has passed.
Note: Cancellations are performed online by the Comptroller’s office. The payment cancellation voucher and the warrant to be canceled are submitted by the agency.
Single Payment cancellations are entered on the 44 Single Payment Cancellation screen by the Fiscal Management Division of the Comptroller’s office.
Range of Payment and Document ID cancellations are entered on the 45 Document Payment Range Cancellation screen by the Fiscal Management Division of the Comptroller’s office.
Stop Payments must still be sent to the Treasury for processing.
Funds from warrants which have exceeded the statute of limitations (considered void) are credited back to the Agency Fund and the corresponding Appropriated Fund.
Note: All FACTS warrants have exceeded the statute of limitations.