Step 4 – Enter the Batch Header
When similar transactions are grouped into a batch, information about the transactions is entered on a batch header. This batch header information becomes part of every transaction included in the batch.
Navigation to Batch Header
- From the USAS Main Menu, type D (Data Entry of Financial Transactions) in the ENTER SELECTION field.
- Press Enter.
- From the Financial Transaction Data Entry menu, type 50 (Enter Accounting Transaction) in the ENTER SCREEN ID field.
- Press Enter.
The following screens demonstrate the steps toward entering transactions in USAS.
MAIN MENU Screen
TEXAS S010 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY 02:27 PM LINK TO: MAIN MENU PROD ENTER SELECTION: D C COST ALLOCATION PROFILE D DATA ENTRY OF FINANCIAL TRANSACTIONS F FIXED ASSET SYBSYSTEM G GRANT/PROJECT SUBSYSTEM O ONLINE FINANCIAL INQUIRY P PROFILE MAINTENANCE FOR CORE SYSTEM Q AUXILLARY PROFILE MAINTENANCE R REPORTING S SYSTEM MANGEMENT T DOCUMENT TRACKING W PAYMENT PROCESSING Z SIGN OFF F1-HELP F3-END F4-INTERRUPT
FINANCIAL TRANSACTION DATA ENTRY MENU Screen
TEXAS S013 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY 02:27 PM LINK TO: FINANCIAL TRANSACTION DATA ENTRY MENU PROD ENTER SELECTION: 50 50 ENTER ACCOUNTING TRANSACTION 51 RECALL A BATCH FOR CORRECTION 52 VIEW A BATCH 53 VIEW BATCH HEADERS 55 RECURRING TRANSACTION PROFILE 93 RECURRING TRANSACTION REQUEST 15 INVOICE DETAIL 19 LEGAL / DESCRIPTIVE TEXT F1-HELP F3-END F4-INTERRUPT
Data Elements
Enter the data elements on the Batch Header Entry screen as follows (the other fields are optional):
- Batch agency
- Batch date (defaults to current date)
- Batch type
- Budgetary
- Revenue
- Encumbrances
- Expenditures
- Journal Vouchers
- Payroll
- Torts
- Balancing Journal Vouchers (edit mode 2 only)
- Batch number
- Batch edit mode – Edit modes indicate when the transaction will be edited and posted during the nightly Input, Edit, and Update (IEU) cycle.
- 0 – Transaction information is not edited against the appropriate profile screens, nor is the availability of funding verified online.
- 1 – Transaction information is edited against the appropriate profile screens, but the availability of funding is not verified online. Editing and posting occurs during the nightly IEU cycle.
- 2 – Transaction information is edited against the appropriate profile screens, availability of funds is verified and is posted in real-time. This is the most volatile of the three input edit modes, as the effect of the entry takes place immediately.
- Batch count (optional)
- Batch amount (optional)
The following is an example of a completed batch header screen.
BATCH HEADER ENTRY Screen
TEXAS S500 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY 02:27 PM
LINK TO: BATCH HEADER ENTRY PROD
BATCH AGENCY: XXX (SIGN ON AGENCY)
BATCH DATE: (MMDDYY, DEFAULTS TO TODAYS DATE)
BATCH TYPE: 4
BATCH NUMBER: 001
BATCH EDIT MODE: 2
BATCH COUNT: 00001 BATCH AMOUNT: 350.00
PAYMENT DIST TYPE: (MUST BE VALID IN D53 TITLES PROFILE)
DISB METH IND: (H, M, R, E, C OR SPACE)
EFFECTIVE DATE: (MMDDYY, DEFAULTS TO TODAYS DATE)
FAST ENTRY: (M/S/ )
USER ID: TEST111
USER CLASS: 79
ACTION CODE AGENCY:
ACTION CODE:
F1-HELP F3-END F4-INTERRUPT