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Glenn Hegar  ·  Texas Comptroller of Public Accounts

USAS Accounting and Payment Control

FPP B.005

Preventative Control: Edit for Document Tracking Control

Agencies may elect to have the document tracking control edit on the Agency Profile (DØ2) set to either:

  • Prevent a user from releasing a batch that the same user entered or altered for the agency, or
  • Warn the user when the same user attempts to release his or her own entries or changes.

The document tracking control edit triggers a message on the Batch Balancing (502) screen:

  • If the agency chooses to prevent the user who entered or changed a batch from releasing a batch, USAS displays the message: Different User Must Release Batch. The batch is not released.
  • If the agency chooses to warn when the user who entered or changed a batch is releasing a batch, USAS displays the message: Same Person Should Not Enter/Change a Transaction Then Release. Press Enter to Continue. The batch is then released.
  • If the agency selects neither option, then USAS functions as usual without additional warnings or controls.

To invoke this edit, agencies must request an update to Position 18 of the Data-Related Errors section of the DØ2 profile by emailing usas.maintenance@cpa.texas.gov. Requests should include the preferred edit option: Blank (Fatal) or W (Warning). I (Ignore) is the default value.

These edits cannot be used with system-generated/alpha batch types, but can be used with these batch types:

  • 1 – Budgetary
  • 2 – Revenue
  • 3 – Encumbrance
  • 4 – Expenditures
  • 5 – Journal Vouchers
  • 6 – Payroll
  • 7 – Torts
  • 8 – Journal Voucher Balancing

The edit is triggered when a user who entered or altered any transaction in the batch tries to release a batch. Re-computing a batch or scrolling through a batch in change or in view mode does not trigger the edit. Oversight staff cannot override the edit.

This control was implemented with Application Change Request (ACR) 23765.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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