Skip to content
Breadcrumbs

USAS Internal Transaction File Maintenance and Super Security Delete Process

FPP Q.001

Review USAS 530 Screen

Review the View Batch Headers (530) screen to determine any necessary corrective actions for pending batches.

Use the SORT field to sort batches in a particular order (such as by date, batch type or status) to assist with analysis.

TEXAS  S530           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM AM 
 LINK TO:                     VIEW BATCH HEADERS                           PROD 
                                                                                
 ACTION: N (F=FIRST PAGE, N=NEXT PAGE, S=SELECT BATCH)                          
   SORT:   (D=DATE T=TYPE N=NMBR S=STATUS B=BAL M=MODE F=FPP BLANK=DEFAULT)     
 BATCH AGENCY: 123                                            PRINTER ID:       
   ...BATCH ID...               EFF  ENTERED   ENTERED     COMP        COMP     
 S  DATE TYP NO  STA BAL MD FPP DATE  COUNT    AMOUNT      COUNT      AMOUNT    
   MMDDYY 4  501  P   Y   4  # MMDDYY 00005 00000167600.00 00005  00000167600.00
   MMDDYY 4  501  P   Y   4    MMDDYY 00001 00000010000.00 00001  00000010000.00
   MMDDYY 4  501  P   Y   4  * MMDDYY 00005 00000049550.57 00005  00000049550.57
   MMDDYY 2  609  H   N   3    MMDDYY 00070 00000000697.68 00070  00000000697.68
   MMDDYY 2  608  H   Y   3    MMDDYY 00022 00116009746.52 00022  00116009746.52
   MMDDYY 4  698  H   N   1    MMDDYY 00015 00004231629.82 00015  00004231629.82
   MMDDYY 2  608  H   Y   0    MMDDYY 00018 00002604421.68 00018  00002604421.68
   MMDDYY 2  609  H   Y   2    MMDDYY 00086 00000000209.18 00086  00000000209.18
   MMDDYY 2  611  R   Y   0    MMDDYY 00002 00000004635.24 00002  00000004635.24
                                                                                
                                                                                
                                                                                
 * = FAILED PAYMENT PROCESSING (FPP) ERRORS; # = NEGATIVE BALANCE ERROR(S)      
                                                                                
 TO VIEW ADDITIONAL SUMMARY RECORDS, PRESS ENTER                                
 F1-HELP F3-END F4-INTERRUPT F8-DOC/TRACK F9-BALANCING F10-RECALL F11-DETAILS

Refer to the following columns for specific batch information:

  • STA – Batch Status indicator
    • H – The batch is on hold and must be released to process through cycle.
    • A – One or more documents in the batch require an approval to complete processing.
      • The Unapproved Documents Report (DAFR7700) is a requestable report helpful for reviewing documents requiring approvals or re-approvals, including descriptive/legal text (DLT). This report can be ordered on the Report Request Profile (91).
      • For additional information on determining specific required approvals for a document, see Review Document Tracking Inquiry (37) Screen.
    • P – The batch has posted fully, and payments are pending.
    • R – The batch is released to process during the batch cycle.
    • D – The batch is marked for deletion.
  • BAL – Batch Balance indicator
    • Y – The batch is balanced.
    • N – The batch is not in balance. Possible reasons and solutions:
      • The batch needs to be released. Batches that have never been released will also be unbalanced.
      • The ENTERED COUNT and ENTERED AMOUNT do not match the COMPUTED COUNT and COMPUTED AMOUNT. If the values need to be updated, see Rebalance and Release Batch.
      • The total of cash transactions, such as for journal and expenditure transfer vouchers, does not net to zero. Update transaction amounts as necessary.
      • The transactions with agency general ledger accounts (AGLs) are out of balance. Update transactions as necessary.
      • The document amount does not equal the absolute total of the transaction amounts within the document. Transactions with the reversal indicator (“R”) are counted as positive amounts for the purpose of computing the document amount. Update the document amount as necessary.
  • MD – Batch Edit Mode indicator
    • 0 – No data or funding edits have been done. Batch must be released to process through cycle for data and funding edits, posting and payment processing.
    • 1 – Data edits done online but batch must be released to process through cycle for funding edits, posting, and payment processing.
    • 2 – Data and funding edits done online, and batch has posted. Batch must be released to process through cycle for payment processing.
    • 3 – Some transactions are in error status and cannot process until fixed. Batches must be re-released to process through the nightly cycle.

      Note: A batch remains in edit mode 3 if any of the transactions within the batch are in error status. Therefore, an edit mode 3 batch can contain both posted and unposted transactions. Verify if a transaction is posted by inquiring on the Accounting Event Record Inquiry (84), Vendor Transaction Inquiry (85), or Document Transaction Inquiry (86) screens. Only posted transactions appear on these screens.

    • 4 – All transactions have posted but have not finished or paid.
      • Batches in edit mode 4 do not need to be balanced or released.
      • Transactions in edit mode 4 batches cannot be changed. Transactions that need to be deleted must go through the Super Security Delete (SSD) Process.
      • These transactions may be pending due to required approvals, a future payment due date, or payment processing errors.
        • Review the FPP column and the payment processing reports to verify if transactions are pending due to errors.
        • If the value in the STA field is an A, one or more documents require an approval before the batch can complete processing and pay.
  • FPP – Failed Payment Processing Error indicator
    • Payments have not been generated for these transactions.
    • * = Failed payment processing errors, generally for failed funding edits.
    • # = Negative payment processing errors.
      • Indicates the net payment to the vendor is negative.
      • USAS cannot issue negative payments, so net negative payment transactions stay on the IT file until sufficient positive payment transactions are processed to create a net positive payment.
      • Negative payments mean the state is owed money, and each day that a negative payment sits on the IT file, the state loses potential interest revenue.
      • If the negative payment(s) cannot process and you need assistance with collecting the overpayment, see Accounting for Uncollectible Accounts (APS 027) (FPP C.001).