USAS User’s Manual –
Chapter 11 – Payment Processing (continued)
Payment Generation Overview
Expenditures entered in USAS establish vouchers payable. When vouchers payable are error-free and fully approved, a payment is automatically generated based on the due date.
Payments will not be generated if the amount is negative or the funds are not available.
For system-generated warrants, the Payment Processing function will generate the liquidation transaction.
System-Generated Payments
USAS automatically generates payments (based on the Due Date of the transaction) for vouchers payable that have been approved through the system’s Payment Processing function.
When warrants or direct deposits are written, the system generates liquidation transactions that are recorded in the USAS financial tables to reflect the disbursement. The coding block on the payment transaction (vouchers payable) is used on the generated transaction.
The USAS system uses information from the 28A Transaction Code Decision Profile to generate the liquidation and payment. Cancellation of payments is also governed by the 28A Profile. (See the Payment Cancellation section of this chapter.)
Example: Link to the 28A Profile and recall T-Code 225-Establish Vouchers Payable. The fields in bold are the T-Codes which will generate the liquidation and payment transactions.
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
Payment of Transaction
On the transaction’s Due Date (if the transaction does not error off), the system will access the original T-code 225 to determine what the Pay Liq TC is. In this example, the Pay Liq TC for 225 is 380.
Example: Recall T-Code 380-Payment of Vouchers Payable.
A picture of the Transaction Code Decision Profile screen
TEXAS S28A UNIFORM STATEWIDE ACCOUNTING SYSTEM 12/05/95 09:27 AM
LINK TO: TRANSACTION CODE DECISION PROFILE PROD
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
TRAN CODE: 380 TITLE: PAYMENT of VOUCHERS PAYABLE
GENERAL LEDGER DR-1: 1009 CR-1: 0045 DR-2: 5500 CR-2: 5501
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 N WARR INVC VNUM VNAM VADD
INDS: DMETH APN# R FUND R GLA N AGL N GRNT SUBG PROJ MULT DI#
POST SEQ: 3 REG NO: 2 WW IND: 0 D/I: D WAR CANCL TC: PYTC: FUTMY: Y
GEN TC: GEN ACCR TC: FACTS TC: INTERFACE IND:
PAY LIQ TC: BALANCING TC:
A/S BT MATCH GLA DOC A/S BT MATCH GLA DOC
DF:
FILE AP: - 17 + 15
POSTING AB: - 17 + 15
INDS: CC: + 15
GP: - 17 + 15
PJ: - 17 + 15
AGY GL: STATUS CODE: A
EFF START DATE: 09011994 EFF END DATE: LAST PROC DATE: 01061995
Z06 RECORD SUCCESSFULLY RECALLED
F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-28B PROFILE
Liquidation and Payment of Voucher Payable
Based on T-Code 380, the system will liquidate the Voucher Payable established with T-Code 225.
To illustrate: T-Code 380’s DR-1 1009 Vouchers Payable liquidates the CR-1 1009 payable established with the 225; T-Code 380’s CR-2 5501 Expenditure Control-Accrued liquidates the DR-1 5501 payable established with the 225. The payment is generated and posted to 5500 Expenditure Control-Cash as a debit (increase in cash expenditures) and 0045 Cash in State Treasury as a credit (reduction in Treasury cash).
The financial tables impacted and the increase/decrease of the different balance types is also determined by the T-Code.
The system generates remittance advice to support each warrant. The description entered on the transaction will appear on remittance advice. Valid document types are listed in the USAS Reference Guide.
Payment Batch Types
Batch types are used to categorize documents in USAS. Listed below are the batch types used in payment processing:
Batch Type Description 4 Expenditures/Disbursements 6 Payroll
Expenditure Documents
Document Types are used to group similar transactions. Therefore, document types function to subdivide a batch into more specific categories than the batch type. Document types are also used to provide processing rules and certain edits for the document. The Transaction Code Profile (28B) establishes the relationship between the allowable batch type and the document types for each transaction code.
There are several document types in USAS which are used for payment transactions; these are listed below:
Doc Type Description
1 Travel
2 Purchases Post-Audited by GSC
3 Purchases Preaudited by GSC
4 Payroll
5 Reimbursement Payroll
6 Reimbursement Document
7 Annuitant Payroll
8 USPS Payroll
9 Purchases exempt from GSC audit by statute
(Legal citation is required to
be included in the Descriptive\Legal Text).
Payment documents are further divided into Pay in Full and Partial Pay documents.
Pay in Full Documents
Pay in Full Documents must be able to pay every transaction on that document. For example, payroll documents are pay in full. If a payroll document consists of ten transactions, all ten must be able to pass the associated funding edits in order for any transaction on that document to be paid. A pay in full document is determined by the D53 Titles Profile table PP03. Listed below are the pay in full document types. All other document types are considered partial pay documents.
Table Key Description 4 Payroll Document Types 5 Payroll Reimbursements 7 Annuitant Payrolls
Partial Pay Documents
Partial Pay Documents do not have to be able to pay all transactions in the document in order for a payment to be generated. For example, travel documents are not pay in full; they are partial pay documents. Therefore, it is not necessary for all transactions in a document to pass the associated funding edits.
Note: System edits will not allow a vendor within a document to be partially paid.
Manual Warrants
Note: Entering manual warrants in USAS is restricted to the Fiscal Management Division of the Comptroller’s office.
A Manual Warrant records emergency warrants.
The DMI must be M for ‘manual’ and may be entered only by the Comptroller’s office in Edit Modes 0, 1, or 2.
The warrant number must be coded when a transaction is entered. The first digit of a manual warrant number is the warrant prefix. Access to these prefixes is controlled by the security established for a given user on the 96A Security Profile.
The T-Code Warrant Writing Indicator (WWI) on the 28A Transaction Decision Profile must be M. To receive a manual warrant, an agency must contact the Payment Processing Section of the Comptroller’s office.
Wire Transfers
Wire Transfers are handled by the state treasury.
Rewrite Warrants
A Rewrite Warrant is a warrant that has been reissued outside of USAS because the original warrant was damaged. The payee is required to return the damaged warrant to the agency. The agency must return the warrant to the Comptroller’s office. The warrant is then rewritten by the Fiscal Management Division of the Comptroller’s office using the same warrant number as the original warrant. The rewrite warrant is returned to the agency for distribution.
Purge Criteria and Retention Criteria
The Payment Control Table is purged weekly during the ‘weekend purge job.’ The decision criteria for purging is:
- If the document status is either Paid (P), Void (V), or Canceled(C); and
- If the warrant date is greater than 60 days.