USAS Overview – Topic Descriptions

Security

Users must clear two levels of security before gaining access to USAS. The first level controls access to the Comptroller's mainframe and is a gateway to various Comptroller applications. The second level of security controls access within the USAS application.

Navigation

Navigation in USAS is done by using menus or directly linking to the desired screen by using the screen ID.

Transaction Entry

USAS requires all financial updates to be entered with a three-digit transaction code. Transaction codes (T-codes) set up data element requirements for transactions and indicate the way financial tables will be updated. This section covers the six steps required to process a financial T-code, from identifying the correct transaction to balancing and releasing the batch.

Profile Screens

USAS has profile screens to accommodate the diversity of agencies while providing uniform processing and statewide financial reporting. Profile screens contain no financial information. Instead, they establish and control processing rules. These rules can affect how a document type, error message or transaction code is processed. They can even affect how a financial table is posted. By incorporating related processing rules into a hierarchy, profile screens provide the system with needed flexibility while retaining appropriate control.

Error Correction

When and how an agency receives error messages in USAS depends on the edit mode in which the transaction was originally submitted. The edit mode on the batch header decides if the batch will be edited for data element and funding errors immediately online or during the nightly batch cycle. Either way, agencies are given an opportunity to correct their errors. If a transaction posts incorrectly, a journal voucher is used to correct the error.

Document Tracking

Document tracking is an online subsystem that enables users to monitor a document as it travels through the manual and automated processes of USAS. Using document tracking allows you to determine the status of a document and to see where it is in the approval process.

Inquiry Screens/Financial Tables

Inquiry screens enable users to view data on financial tables. The financial tables capture and store financial information. They are used to perform funding edits and display system balances to assist you in monitoring financial activity. This detailed information is also available for retrieval on reports.

Reports/Financial Statements

USAS generates two types of reports: control and requestable. Control reports are automatically generated based on data conditions present during a processing cycle. Requestable reports are generated at an agency's request, based on the user's criteria. Once a transaction has posted to the financial tables, it may be included in all future reports.

Your agency's financial statements are requestable reports. USAS provides either generally accepted accounting principles (GAAP) or cash basis reports, just as the inquiry screens provide cash and GAAP-basis balances.

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