USAS Overview · Detailed Agenda · Contacts

Document Tracking/Inquiry Screens Overview

Note: Field descriptions are available below the screen shot and by hovering your cursor over field names in the screen shot.

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

Each step of document processing is represented by Action Codes, which are listed in USAS Reference.

DOCUMENT TRACKING INQUIRY Screen

TEXAS  S037          UNIFORM STATEWIDE ACCOUNTING SYSTEM     MM/DD/YY 01:47 PM
LINK TO:                  DOCUMENT TRACKING INQUIRY                       PROD
ACTIVE  AGY: xxx        DOC NO: 20118001  FY: 05  STATUS: Y
TAPE NO:           DOC AMT:            321.00  ARCHIVE REF NO:
BATCH - AGY: xxx          DATE:MMDDYY  TYPE: 4       NO: 501
RQ ACT:

REQUIRED REAPPROVAL ACTIONS:                       NET AMT:            321.00
FNL APRVL: 060305  NET CASH:              0.00    PD TO DT:            321.00
COMPUTED COUNT: 00001  COMPUTED AMOUNT:            321.00   SEC OF STATE:
* * * * * * * * * * * * * * *  ACTION HISTORY  * * * * * * * * * * * * * * *
DATE     TIME     AGY CODE USER ID         DATE     TIME   AGY CODE USER ID
MM/DD/YY 14:14:33 000 200  TEST111
MM/DD/YY 14:35:22 000 201  TEST111










* NO "ACTIONS" FOUND   *
F1-HLP F3-END F4-INT F5-S086 F7-TEXT F8-FWD F9-DOC AP F10-RCL F11-DTLS F12-HDRS

Field Descriptions

ACTION CODES: Action codes are established to track and approve documents in USAS. These codes are three-digit numbers assigned manually or by the system, depending on the action they represent.

The Document Tracking Inquiry (37) screen displays the action codes that have been assigned to a document, thereby showing each processing step the document has been through.

The Action Code Profile (D44) screen provides a description of each action code.
ACTION HISTORY: The ACTION HISTORY field of the Document Tracking Inquiry screen lists the action codes already assigned to the document, in chronological order. These action codes indicate how far along the document is in the USAS approval process. They also indicate the dates and times actions took place and show the user IDs of the persons who completed the actions.

Refer to the (Action Code Profile) D44 screen for the meaning of the action codes.
DOCUMENT TYPES: Document types are used to group similar transactions. The document type is indicated by the first character of the document number.

Processing rules for each document type are established on the Document Control Profile (33) screen. A function of processing rules is to establish the required approval and re-approval actions necessary for a document to be approved.
STATUS (System generated): The status of a document can easily be verified on the Document Tracking Inquiry (37) screen.

The STATUS field displays the current status of the document in USAS. The most common status indicators are:

Y – Document fully approved
N – Document not fully approved or document has not been balanced and released
R – Document requires re-approval

Note: The requirement for re-approval (status of R) will not prevent the document or transaction from posting. The re-approval requirement will prevent the document/transaction from paying or going to history. If the document type is included in the DOC TYPES REQ. APPROVAL TO POST field on the Agency Profile (D02), the document will not be allowed to post to the financial tables until all approval or re-approval action codes have been received.

Next: Posted Documents