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USAS Internal Transaction File Maintenance and Super Security Delete Process

FPP Q.001

Reimbursement/Third-party Documents

Reimbursement/third-party payment documents use balancing T-code pairs 226/904, 246/903, 247/904 or 264/905.

  • T-codes 2XX record the detailed expenditure information (“detail transactions”).
  • T-codes 90X record the TIN of the entity that will receive the payment (“summary transaction”).
  • There can be multiple detail transactions in a document, but only one summary transaction.

These types of documents are called “balancing documents” because the detail transaction totals must balance with the summary transaction.

  • The summary (T-code 90X) transaction amount must be the net total of the detail transaction (T-code 2XX) amounts. Count the “R” transactions as negative amounts to arrive at the net total.
  • The document amount is the absolute total of ALL the transactions. Do not count the “R” transactions as negatives; sum all the transaction amounts as positives to arrive at the document amount.

Troubleshooting Edit Mode 3 Batches

When transactions in a reimbursement/third-party document have errors and the batch is in edit mode 3, the transactions may only be deleted if it is an "all post" document type. "All post" documents require all transactions within a document to be error-free and the document in balance before any transactions within the document will post. This allows the transaction and document amounts on the summary transaction to be updated after deletions of the detail transactions to keep the document in balance. Current "all post" document types:

  • Document Type 5 (for institutions of higher education only).
  • Document Type 6 (for all agencies).

Generally, for documents that are not "all post," transactions must not be deleted (or transaction amounts changed) when the batch is in edit mode 3. Deletions will cause the document to become unbalanced, which prevents further batch releases.

The only scenario in which it is safe to delete transactions from a document that is not "all post" in an edit mode 3 batch is when:

  • All transactions within the document are being deleted.
    –AND–
  • The document has not been partially paid.
    • Look up the document on the 37 screen and look for the presence of Action Codes 255 or 260 to verify if a payment has been made for the document.

If some transactions will remain in the document to process, or if the document has partially paid, do not delete any transactions. Instead, use one of the following options:

  1. Correct the underlying errors rather than deleting transactions. This measure keeps the document in balance so the batch can be released and all transactions in the batch can continue processing.
  2. If the errors cannot be fixed or the errored transactions should not process:
    1. Keep releasing the batch until the errored transactions are the only remaining unposted transactions in the batch (all other transactions in the document and in the batch have posted or paid).
    2. Delete the errored transaction(s). A batch release is not necessary, as the remaining transactions in the batch are posted, so the batch will process to edit mode 4 (fully posted) during that night’s cycle.
    3. After the nightly cycle, verify the batch is in edit mode 4. Once the batch is in edit mode 4, any transactions that need to be deleted must be done through the Super Security Delete (SSD) process.