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Glenn Hegar  ·  Texas Comptroller of Public Accounts

USAS Document Tracking Screens

Screen What You Need What You Get
33 Document Control Profile
  • AGENCY000
  • Document Type
Identifies the document type and document controls and approvals required.
37 Document Tracking Inquiry
  • AGENCY
  • Document No
  • Fiscal Year (FY)

Note: You may navigate to this screen from the 53 by selecting the batch, then selecting the document line on the 52 screen and press F8.

Status
Y – Fully approved
N – Not fully approved
R – Requires reapproval
T – DLT required at object level
C – Corrected awaiting Fiscal Management approval
D – Rejected by Fiscal Management-awaiting agency
E & F – Rejected by Fiscal Management -agency made correction- awaiting reapproval

Required Action – Refer to D44 screen
Actions History – date, time, agency, action code, and user ID.

Retention: Once document has gone to history – 13 months for Internal agencies and 3 months for External agencies.

D44 Action Code Profile
  • AGENCY NO.000
  • ACTION CODE
Gives description of action code from 37 screen.
39 Approvals by Document
  • AGENCY NO.
  • DOCUMENT NO.
  • FY

Note: You must recall a document prior to entry of an approval code.

Used by oversight agencies to add electronic approvals. It is also used to provide agencies with a means to flag a document as being corrected based on preaudit results.
53

52

50
View Batch Header

View a Batch

Expend Transaction Entry
  • AGENCY NO.
  • SORT (OPTIONAL)

Note: To go from the 53 screen to the 52 screen select the batch and F11. To review the transaction line on the 50 screen, select and press enter.

On the 53 screen the FPP (Failed Payment Processing) column shows the following:
* the batches contains at least one transactions with a funding error
# the batches contains at least one transactions whose net amount was negative
On the 52 screen the E (Error) column shows the following:
N flags negative balance transactions
P flags payments failing payment processing
X flags transactions with a fatal data element
On the 52 screen an option to view the Pay Day is given, which is either the payment due date or requested payment date if populated.
53 screen – all batches that have NOT processed.

Status & Mode
A-4 – Batch or Doc. need approval. Posted to GL, AP and AE tables but will not write to history w/o required action code.
H-0, H-1 – Batch has not been released.
H-2 – Batch has not been released but is posted to GL, AP and AE tables.
H-3 – Batch has been released in a previous cycle and did not process because of errors.
P-2 – Batch is posted, edit mode 2, held for future date.
P-4 – Batch is posted, but held for funding or future date.
R-0, R-1, R-2 – Batch has been released but has not processed.
R-3 – Batch has errored off and has been re-released.
52 screen – list all unprocessed documents and transaction lines.
50 screen – shows the transaction line entered and error codes. Error codes can be reviewed on the 90 screen.
84 Accounting Event Record (AE) TRANSACTION ID (BATCH AGENCY, BATCH DATE, BATCH TYPE, BATCH NUMBER, and BATCH SEQUENCE NUMBER)

Note: The transaction ID can be looked up on the 86 screen or if it is before the batch has gone to history on the 53Ø screen (IT).

Displays transaction-level information (inferred or manually entered). Only posted transactions can be recalled on this screen. The 37, 64, 85, and 86 screens are function-key accessible from this screen.

Retention – On the 84, 85, 86 and 88 screens the retention period is 13 months for Internal agencies and 3 months for External agencies.
85 Vendor Transaction (AE)
  • VENDOR/PAYEE NUMBER and MAIL CODE, AGENCY, DOCUMENT TYPE
  • VENDOR/PAYEE NUMBER and MAIL CODE, AGENCY, DOCUMENT TYPE, STARTING EFFECTIVE DATE
Lists all documents of a specified document type for a vendor/mail code by agency. Can be restricted by starting date. This screen provides vendor payment information. The 37, 64, 84, and 86 screens are function-key accessible from this screen.

Note: If MAIL CODE and/or DOC TYPE are blank, the screen will provide all mail codes and/or document types for a specified vendor.

86 Document Transaction (AE)
  • AGENCY, DOCUMENT NUMBER
  • AGENCY, DOCUMENT NUMBER, DOCUMENT SUFFIX
Lists by transaction ID all or only a specified transaction(s) for a document by agency. Also contains payment information. The 37, 64, 84, and 85 screens are function-key accessible from this screen.
88 Accounting Event Inquiry (AE) Required fields: SCREEN TYPE
AGENCY, FISCAL YEAR, APPROPRIATION YEAR, EFFECTIVE DATE, APPROPRIATED FUND

Valid values:
AP – Appropriation
CA – Cash
EX – Expenditures
EN – Encumbrances

Optional fields: EFFECTIVE DATE, CURRENT DOCUMENT NUMBER, CURRENT DOCUMENT SUFFIX, REF DOC NUMBER, T-CODE, ORG CODE, PROGRAM CODE, REVERSAL INDICATOR, APPROPRIATION NUMBER, COMP OBJECT, AGENCY OBJECT, AMOUNT
Effective date, current document number, current document suffix, ref doc number, T-code, org code, program code, reversal indicator, appropriation number, comp object, agency object, amount. The 86 screen is function-key accessible from this screen.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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