Lesson 4: Screen Overviews

50 (505) Screen

This USAS screen is used to enter an Interagency Transaction Voucher (ITV). The payment transaction screen may be familiar to you if you do any kind of USAS payment or expenditure transfer.

Upon entering the ITV, the RTI is at the bottom-right of the screen. A vendor ID is required for this type of payment, usually with the repeating vendor number identifying the agency being paid.

Descriptions of key fields are listed below the screen shot. You can also hover your cursor over purple field names in the screen shot to view descriptions.

50 (505) Screen

TEXAS  S505      UNIFORM STATEWIDE ACCOUNTING SYSTEM   MM/DD/YY 02:26 PM
LINK TO:     PRE-ENC/ENC/EXPEND TRANSACTION ENTRY                   PROD 
                                                                        
BATCH: AGENCY 902 DATE XXXXXX TYPE 4 NO 951 SEQ NO 00001 MODE EDIT AND POST
DOC DATE:          EFF DATE: XXXXXX  PMT DUE DATE: XXXXXX     SERV DATE:
  DOC/SFX: TXXXXXXX XXX  REF DOC/SFX:                         DISC DATE:
TRAN CODE: XXX                                   IC:       RQD PMT DATE:
    INDEX:                                    MOD:     AGENCY: 902  AY: 11  
      PCA: XXXXX                              PCC:     REQ NO:         
COMP/AGY OBJ: 7XXX                                     NACUBO SUBFUND: 
   AMOUNT:          RVS:    DISC:                  1099:    FO:    PDT: T  
DOC COUNT:       DOC AMT: NNN.NN           DOC AGY: 902 CI:   PROP #:  
  INV NO: XXXXXX                            INV DT:             CONF:
    DESC: XXXXXX       
    DESC:                
 VEND/MC: XXXXXXXXXXX XXX                NM: 
 APPN NO:               FUND:             
 CONT NO:            WARR NO:               ORIG PMT DATE:
 GL AC/AGY:                                                   
  GRANT NO/PH:            SUB GRANTEE:                 PROJ NO/PH: 
  MPCD:             AGY CD-1:     2:     3:        DI:        RTI: XXXXXX  
             
                                        
F1-HELP F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BALANCING F10-RTI 
F12-ADDR

Field descriptions

EFF DATE

The six-digit effective date of the transaction should be entered if it differs from the Batch Date. This determines the fiscal period in which the transaction will post to your agency's books.

PMT DUE DATE

Enter the payment due date in this six-digit field for all non-payroll payment generating expenditure transactions (including ITVs).

SERV DATE

For T-code 225 or 231, enter the date services were provided or goods were received.

DOC/SFX

Enter the eight-digit current document number and three-digit current document suffix. The PDT automatically defaults to T when the document type is T.

AGENCY

Enter the agency number of the transaction agency affected by this transaction. This field defaults to the user's agency if left blank.

TRAN CODE

Enter the three-digit transaction code. The T-code identifies the accounting impact (debit/credit) to be recorded in USAS.

RQD PMT DATE

Enter the six-digit requested payment date if this date is other than the payment due date.

AY

Enter the two-digit appropriation year. Defaults to the current appropriation year if left blank.

PCC

Enter the one-character purchase category code. The PCC must be entered if entering a document type 2 or 3 transaction.

PCA

Enter the five-digit program cost account (PCA) number. The PCA updates the agency's strategic structure. It may also infer appropriation number, fund, index, grant number, project number and NACUBO subfund. The NACUBO function may be inferred by the PCA for institutions of higher education.

Note: The PCA is required unless it is inferred by the index code.

REQ NO

Enter up to an eleven-character requisition number required by Comptroller’s Statewide Procurement Division (SPD) if using a document type 2 or 3.

COMP/AGY OBJ

Enter the four-digit expenditure object centrally established on the Comptroller Object Profile (D10). A comptroller object code may be inferred from the agency object code.

AMOUNT

Required. Enter the transaction amount (use up to eleven digits). USAS will assume two decimal places. For example, enter $100 as 10000 or 100.00.

PDT

Enter the payment distribution type T to initiate the interagency transaction process (except T-code 268 Pass-through). If the Document number begins with T, this field automatically defaults to T.

DOC AMT

Enter the total dollar amount of the transactions included in the document. Use the absolute value.

DOC AGY

Enter a three-digit document agency number to represent the agency responsible for the document. This field defaults to the transaction agency.

INV NO

Enter the invoice number provided by the RTI agency for payment of goods and services.

VEND/MC

Enter the RTI agency 11-digit vendor number and three-digit mail code.

APPN NO

Enter the five-digit appropriation number. This may be inferred from the PCA or Index.

FUND

Enter the four-digit fund as established on the Fund Profile (D23) screen. This may be inferred from the PCA, and for payment/transfer interagency transactions, the D23 local fund indicator must be N.

RTI

Enter the six-digit Recurring Transaction Index number communicated by the RTI agency.

Next: Learning Check