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USAS Internal Transaction File Maintenance and Super Security Delete Process

Issued: Feb. 14, 2001
Updated: May 26, 2023 – View Changes

FPP Q.001

Details

View entire document

Forms

Super Security Delete Request form (73-310)

Contacts

Contact your agency’s appropriation control officer with general USAS questions.

Contact usas.maintenance@cpa.texas.gov with questions on super security deletes.

Overview

Applicable to

State agencies and institutions of higher education.

Background

The Uniform Statewide Accounting System (USAS) Internal Transaction (IT) File is a temporary file used to store transactions while they are being processed. This includes transactions awaiting:

  • Release
  • Oversight approval
  • Error correction
  • Rebalancing
  • Future dates

State agencies and institutions of higher education should review IT File transactions daily and complete the maintenance necessary to keep the file current. This helps:

  • Improve online response time.
  • Reduce nightly processing cycle time.
  • Agencies ensure payments are generated on time.

Daily Maintenance of USAS IT File

Review USAS 530 Screen

Review the View Batch Headers (530) screen to determine any necessary corrective actions for pending batches.
Refer to the following columns for specific batch information:

  • STA – Batch Status indicator
  • BAL – Batch Balance indicator
  • MD – Batch Edit Mode indicator
  • FPP – Failed Payment Processing Error indicator

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

Review Control Detailed Accounting Financial Reports (DAFRs)

Several control DAFRs generated after each USAS cycle help identify transaction statuses and errors. These reports are electronically transmitted daily to each agency:

  • Batch/Document Processing Summary (DAFR2021)–Displays the processing status of Input Records (IN) submitted to USAS from another accounting system, including CAPPS-Financials. This report identifies if a batch and/or document was accepted or rejected for processing in USAS.
  • Agency Batch Error Report (DAFR 2151)–Displays transactions with funding and/or data-related errors detected during the nightly USAS cycle, including failed system-generated interest transactions.
  • USAS Transaction Aging Report (DAFR2221)–Displays outstanding batches and each batch’s processing status.
  • USAS IT Status Report (DAFR3331)–Displays documents in date order with errors detected by the nightly USAS cycles, including funding errors, data element errors and documents requiring approval.
  • Payment Error Comparison Report (DAFR3521)–Displays payment processing errors such as payments not generated due to future payment due dates or fatal funding errors.
  • Transactions Cancelled for Negative Balances (DAFR3601)–Displays transactions that were cancelled (not paid and remaining on the IT file) due to a negative payment balance. A payment cannot be generated for a negative amount. Therefore, if the net total payment amount for a vendor is negative, the payment cannot be generated.
  • Fund Control Errors Occurring During Pmt Processing (DAFR3631)–Displays transactions in which funding errors, vendor errors, and/or document errors were detected during the payment processing cycle. These errors prevented the payments from generating for these transactions.
Note: 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).

Review USAS Frequently Asked Questions

See the USAS Frequently Asked Questions for additional information on troubleshooting transactions on the USAS IT file. Topics include:

  • Payment Due Date and Requested Payment Date Fields.
  • Batch Processing.
  • Interagency Transaction Voucher (ITV) / Recurring Transaction Index (RTI) Process.

Changing or Deleting Transactions

Notes:
  • Never change or delete system-generated (alpha) batch types.
  • Do not delete or change transaction amounts without addressing the effect on balancing transactions within the same document.
  • Do not delete transactions or change transaction amounts in documents using T-codes 246/903, 247/904 or 264/905 when the batch is in MD (edit mode) 3.

Contact your agency’s appropriation control officer for assistance.

To Change a Transaction:

  1. Navigate to the View Batch Headers (530) screen.
  2. Enter S next to the involved batch.
  3. Press F11 to navigate to the View a Batch (520) screen.
  4. Enter S next to the transaction requiring the change.
  5. Press F10 to navigate to the Recall a Batch for Correction (510) screen.
  6. Enter C in the ACTION field and press Enter.
  7. Make the necessary corrections to the transaction.
  8. Press F6 to process the changes.

To Delete Transactions:

Agency users should attempt to delete transactions themselves prior to seeking assistance from the Comptroller’s office.

Batch Delete

To delete all transactions within a batch (edit mode 0 or 1 only):

  • Navigate to the Batch Balancing (502) screen.
  • Enter D in the ACTION field and press Enter.
  • Review messages at the bottom of the screen to ensure the batch was successfully deleted. If error messages display, attempt a transaction-level delete for each transaction that needs deletion.
Transaction-Level Delete
  1. Navigate to the View Batch Headers (530) screen.
  2. Enter S next to the involved batch.
  3. Press F11 to navigate to the View a Batch (520) screen.
  4. Enter S next to the transaction requiring deletion.
  5. Press F10 to navigate to the Recall a Batch for Correction (510) screen.
  6. Enter D in the ACTION field and press Enter.
  7. Review messages at the bottom of the screen to ensure the transaction was successfully deleted.
    • If a security-related message displays, have another agency user with the appropriate security attempt the transaction delete.
    • If the message Change Not Allowed to a Frozen Cash Transaction displays, see Frozen Cash.
    • If the message Change Not Allowed to Final Approved Doc displays, see Super Security Delete (SSD) Process.

Rebalance and Release Batch

Once transactions are changed or deleted in a batch, the batch must be rebalanced and released so it can process through the USAS overnight cycle.

  1. Navigate to the Recall A Batch For Correction (510) screen.
  2. Enter R in the ACTION field and press Enter.
    Batch Header is Computed displays at the bottom of the screen.
  3. Enter B in the ACTION field and press Enter.
  4. Adjust the ENTERED COUNT and ENTERED AMOUNT to match the COMPUTED COUNT and COMPUTED AMOUNT and press Enter.
  5. Press F9 to navigate to the Batch Balancing (502) screen.
  6. Enter R in the ACTION field and press Enter to release the batch for processing.
Note: Batch releases can only be done by a user with the appropriate release authority per the user’s Security Profile (96A).

Super Security Delete (SSD) Process

If after attempting a batch or transaction level delete the message Change Not Allowed to Final Approved Doc displays, email a completed Super Security Delete Request form (73-310) to usas.maintenance@cpa.texas.gov.

Frozen Cash

The message Change Not Allowed to a Frozen Cash Transaction indicates that cash transactions were entered using edit mode 2 and the batch was not balanced and released the same day. Frozen cash batches cannot be released as-is, and the existing transactions cannot be changed or deleted, even with the SSD process.

To process the batch, use one of the three options below:

  1. To emulate a delete: Add reversing transactions to the batch using the same document number to create a net cash effect of zero.
  2. To correct elements of the transactions already entered: Continue entering transactions using the same document number until the desired adjustments are entered. You may also begin a new document to correct the effect of the existing document, if the existing document is balanced.
  3. To release what was entered as-is when USAS prevents a release on a balanced batch: Enter one $0.00 transaction using the same document number and document amount.
    1. If Batch Type 8 was used, two $0.00 transactions must be entered.
    2. If the message Warning…Document XXXXXXXX not in balance appears when the release is attempted, update the Document Amount on the new transaction(s).
The batch must be re-balanced and released.
Note: For all three options, the batch must be released the same day the changes are made to prevent the recurrence of frozen cash.

Contact your agency’s appropriation control officer for additional assistance with frozen cash batches.

H-N-4, H-Y-4, P-N-4 or P-Y-4 Batches

H-N-4, H-Y-4, P-N-4 and P-Y-4 batches are fully posted and do not require a batch release or balancing/re-balancing. USAS attempts to complete processing and generate payments for these batches during each nightly cycle, regardless of the batch status.

Common reasons for these batches to remain on the IT file:

Note: Transactions awaiting a positive payment do not constitute an error. Users must verify if a credit balance is owed to the agency and accommodate any necessary expense recovery before deleting these transactions. For additional information, see Accounting for Uncollectible Accounts (APS 027) (FPP C.001).

Contact your agency’s appropriation control officer for assistance with these batches.

Processing Empty Batch Headers

USAS generally deletes empty batch headers during each nightly cycle. However, if an empty batch header remains on the IT file after the nightly cycle, it must be manually deleted.

To manually delete the batch header:

  1. Access the View Batch Headers (530) screen.
  2. Locate the involved batch.
  3. Enter S next to the located batch.
  4. Press F9 to navigate to the Batch Balancing (502) screen.
  5. Enter D in the ACTION field.
  6. Press Enter.

The value in the STA field of the 530 screen changes to D and the batch header will process off the IT file during the next nightly cycle.

Changes to This Document
Date Updates
05/26/2023 Added Review USAS Frequently Asked Questions subsection
05/27/2022 Added instructions: Review USAS 530 Screen, Review Control DAFRs, Changing or deleting transactions, H-N-4, H-Y-4 or P-N-4 batches, Processing empty batch headers.