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USAS Internal Transaction File Maintenance and Super Security Delete Process

FPP Q.001

Review Document Tracking Inquiry (37) Screen

The 37 screen provides information such as balance, status, and actions associated with a document.

TEXAS  S037          UNIFORM STATEWIDE ACCOUNTING SYSTEM     MM/DD/YY HH:MM AM 
 LINK TO:                  DOCUMENT TRACKING INQUIRY                       PROD 
         AGY: 123        DOC NO: 21111111  FY: 25  STATUS: Y                    
     TAPE NO:           DOC AMT:         50,383.50  ARCHIVE REF NO:             
 BATCH - AGY: 123          DATE: 110724  TYPE: 4       NO: 601                  
 RQ ACT:                                                                        
                                                                                
 REQUIRED REAPPROVAL ACTIONS:                       NET AMT:         50,383.50  
 FNL APRVL: 110724  NET CASH:              0.00    PD TO DT:              0.00  
 COMPUTED COUNT: 00001  COMPUTED AMOUNT:         50,383.50   SEC OF STATE:      
  * * * * * * * * * * * * * * *  ACTION HISTORY  * * * * * * * * * * * * * * *  
   DATE      TIME     AGY CODE USER ID     DATE      TIME     AGY CODE USER ID  
 11/07/24 16:26:52:20 000 201 AAAA999    12/05/24 09:54:29:12 000 201 AAAA999   
 11/07/24 20:26:16:18 000 200 TAPE123    12/06/24 20:23:47:14 000 232 SYSTPAYM  
 11/07/24 20:33:30:70 000 152 NNNSYSTM   12/09/24 20:33:52:07 000 232 SYSTPAYM  
 11/12/24 12:26:06:92 000 201 AAAA999                                           
 11/12/24 20:54:43:58 000 152 NNNSYSTM                                          
 11/15/24 12:53:35:44 000 201 ABBB998                                           
 11/15/24 20:43:37:79 000 152 NNNSYSTM                                          
 11/20/24 09:18:36:76 000 201 ABBB998                                           
 11/20/24 20:57:14:79 000 152 NNNSYSTM                                          
 Z06 RECORD SUCCESSFULLY RECALLED                                               
 PLEASE ENTER FUNCTION                                   * NO MORE ACTIONS *    
 F1-HLP F3-END F4-INT F5-S086 F7-TEXT F8-FWD F9-DOC AP F10-RCL F11-DTLS F12-HDRS
  • STATUS – Displays document status.
    • Y = Document is fully approved.
    • N = Document is not fully approved or is not balanced and released.
    • R = Document requires re-approval.
    • T = Document requires Descriptive/Legal Text (DLT). This is based on the controls set by the Doc Tracking Payee/Compt Object Profile (33A).
  • DOC AMT – Displays absolute total amount of all transactions within a document.
    • To arrive at the absolute total, transactions using the “R” Reversal Indicator are counted as positives.
    • This amount is helpful for determining the amount USAS has computed when troubleshooting the error message Warning…Document XXXXXXXX Not in Balance on the Batch Balancing (502) screen.
  • RQ ACT – Displays the required action codes to approve the document.
  • REQUIRED REAPPROVAL ACTIONS – Displays the required action codes to reapprove a document if it was once approved and then was changed.
  • PD TO DT – Displays the cumulative amount of payments made to date.
  • ACTION HISTORY – Displays information for each stage the document has completed in USAS.
    • CODE – Displays the action taken by either a person or a system process.
    • USER ID – Displays the user ID of who or what completed the action. A user ID may belong to a person (AAAA999) or a system ID (for example, NNNSYSTM or SYSTPAYM).