Lesson 7: Entering an ITV

Example: Federal Pass-Through Funds (cont.)

Pre-Enc/Enc/Expend Transaction Entry screen

After entries on the Batch Header Entry screen are completed and you press Enter, USAS goes to the Pre-Enc / Enc / Expend Transaction Entry screen. This is where the transaction is processed.

When T-code 268 is entered with the other information on this screen and you press F6 to process the transaction, a payment or warrant/direct deposit is produced. Remember to enter a description (the highlighted description below is a good example).

Purchase Voucher form

The information on the Purchase Voucher form (73-170), shown in the list below and on the sample form is used to complete the Pre-Enc / Enc / Expend Transaction Entry screen.

• Agency number: 407
• Current document number: T9000400
• Texas identification number: 34014014012 - 000 (Vendor number)
• PDT: T
• Payee name / address: Texas Chili Cookoff Commission
• RTI: 151515
• Document amount: $128,000.00
• TC: 268
• PCA: 01050
• AY: 12
• COBJ: 7971
• Amount: 128,000.00
• Invoice number: 22000 / RTI 151515
• Description: Federal grant money for ALN # 84.032 RTI #151515
• Agency use: Federal Grant
• Description of goods or services: Pass-Through of Federal Funds

Purchase Voucher Form

Key fields

• The BATCH: DATE and EFF DATE fields default to the current date.
• The DOC DATE is not needed.
• The VEND/MC field is inferred from the Vendor/Payee Number (see VEND/MC field).

Pre-Enc/Enc/Expend Transaction Entry Screen

TEXAS  S505         UNIFORM STATEWIDE ACCOUNTING SYSTEM  12/12/11 HH:MM PM
 LINK TO:           PRE-ENC/ENC/EXPEND TRANSACTION ENTRY              PROD 
                                                                               
BATCH: AGENCY 407 DATE XXXXXX TYPE 4 NO 905 SEQ NO 00001 MODE MASTER EDIT ONLY
  DOC DATE:         EFF DATE: 121211  PMT DUE DATE: 123111  SERV DATE: 113011
   DOC/SFX: T9000400 001  REF DOC/SFX:                      DISC DATE:  
 TRAN CODE: 268                                   IC:    RQD PMT DATE: 121311
     INDEX:                                       MOD:     AGENCY: 407  AY: 12
       PCA: 01050                                 PCC:     REQ NO:    
 COMP/AGY OBJ: 7971                                    NACUBO SUBFUND: 
    AMOUNT: 128000.00       RVS:    DISC:               1099:    FO:    PDT: T
 DOC COUNT:       DOC AMT: 128000.00      DOC AGY: 407 CI:    PROP #:  
   INV NO: 22000/RTI 151515                INV DT: 121111       CONF:  
     DESC: FEDERAL GRANT MONEY FOR ALN#84.032    
     DESC:      RTI#151515                                            
 VEND/MC: 34014014012 000 NM:                              
 APPN NO:               FUND:              ORIG PMT DATE: 
 CONT NO:            WARR NO:                         
 GL AC/AGY:                                         
  GRANT NO/PH:            SUB GRANTEE:                PROJ NO/PH:  
  MPCD:             AGY CD-1:     2:     3:       DI:          RTI: 151515
                                                                     
 F1-HELP F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BALANCING F10-RTI F12-ADDR 

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