USAS Internal Transaction File Maintenance and Super Security Delete Process

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.

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.
    • Review the payment processing reports to verify if payments are pending due to errors. For additional information, see Review Control Detailed Accounting Financial Reports (DAFRs).
  • 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.
    • Batches submitted via input record (INREC) use edit mode 0. Review the Batch/Document Processing Summary (DAFR2021) report to verify there were no issues with INREC batches. For more information, see Review Control Detailed Accounting Financial Reports (DAFRs).
  • 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.
    • Review the Agency Batch Error Report (DAFR2151) for transactions in which errors were detected during cycle. For additional information, see Review Control Detailed Accounting Financial reports (DAFRs).

    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.
    • To identify the specific failed funding errors, refer to the Fund Control Errors Occurring During Pmt Processing (DAFR3631) report. For additional information, see Review Control Detailed Accounting Financial reports (DAFRs).
  • # = 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).

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.
  • Use the Action Code Profile (D44) to look up action code descriptions. When inquiring on the D44 screen, enter ‘000’ in the AGENCY field.
  • For additional information on required approvals, see USAS Comptroller Objects That Require Pre-Payment Audit and/or Descriptive/Legal Text for Purchase Documents (FPP I.008).
• 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).

Review Control Detailed Accounting Financial Reports (DAFRs)

Several control DAFRs generated after each USAS cycle help identify transaction statuses and errors.

• DAFR for reviewing batches submitted via INREC file to USAS by external systems:

  • Batch/Document Processing Summary (DAFR2021) – Displays the processing status of INRECS 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.

    Common messages appearing in the STATUS column of this report:

    • PROCESSED – The batch and document passed the general edits.
    • HELD – BATCH NOT RELEASED – The batch was held due to the batch not being pre-released.
    • REJ – NO VALID TRANS – The batch header/document header was rejected due to no valid transactions received.
    • REJ – NO BATCH HEADER – The batch was rejected due to no valid batch header received.
    • REJ – BATCH ID NOT UNIQUE – The batch was rejected because the batch ID was previously used.

      Note: A batch ID can never be reused, even if the batch was subsequently deleted after being created.

    • HELD – BATCH OUT OF BALANCE – The batch was held due to batch amounts being out of balance.
    • REJ – DOC ID NOT UNIQUE – The document header was rejected because the document ID was processed in a previous nightly batch cycle.
    • REJ – NO DOCUMENT HEADER – The document was rejected due to no valid document header received.
    • HELD – DOC OUT OF BALANCE – The batch was held due to document amounts being out of balance.
    • HELD – REIMBURSEMENTS OOB – The sum of the detail transaction amounts in a reimbursement/third-party document does not equal the summary transaction amount within the document.
    • REJ – DUPLICATE DOC HDR – The document was rejected because the document header was entered twice within the same nightly batch cycle.
    • REJ – DUPLICATE BATCH HEADER – The batch was rejected because the batch header was entered twice within the same nightly batch cycle.
    • HELD – DUP REIMB SUMMARY – The batch was held because a document within the batch contained more than one reimbursement summary T-code.
    • HELD – TREASURY CASH OOB – For journal vouchers (document types J and K), the net of the transactions posting to cash does not equal zero within a document.
    • REJ – NO TXNS FOR DOC HDR – The document was rejected because no transactions were received for a given document header.
    • HELD – AGL OUT OF BALANCE – The batch was held because the AGLs are out of balance within the document.
• DAFR for reviewing funding and data element errors (unposted transactions):
  • Agency Batch Error Report (DAFR2151) – Displays transactions with funding and/or data-related errors detected during the nightly USAS cycle, including failed system-generated interest transactions. For a detailed explanation of error codes displayed in the ERRORS column of the report:
    1. Navigate to the News/Help Table (90) screen.
    2. Enter the three-character error code in the KEYWORD field.
    3. Press Enter.
• DAFRs for reviewing batches remaining on the IT file after cycle:
  • 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.
• DAFRs for reviewing payment processing errors:
  • 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.

DAFRs are included in the report files created after each USAS cycle. Agency technical staff can retrieve the report files from the Comptroller mainframe server daily. For additional information, see Requirements for Transmitting Comptroller Information Over Public Networks and Downloading Mainframe Reports Using Secure File Transfer Protocol (SFTP) (FPP N.007) (login required).

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.

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.

Changing or Deleting Transactions

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:

1. Navigate to the Batch Balancing (502) screen.
2. Enter D in the ACTION field and press Enter.
3. Review messages at the bottom of the screen to ensure the batch was successfully deleted.

A batch delete can only be done if no transactions in the batch have posted. If you attempt a batch delete and the message Details Have Posted – Can’t Delete Header or similar displays, attempt a transaction-level delete for each transaction that needs deletion.

Note: A value of D in the STA field of the 530 screen displays for successful batch deletes. The empty batch header will process off the IT file during the next nightly cycle. If the batch header remains on the 530 screen after the nightly cycle, see Processing Empty Batch Headers. Do not submit super security delete (SSD) requests for empty batch headers.

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.

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. Requests must be received by 2 p.m. to ensure same day processing. Forms submitted after 2 p.m. may not be processed the same day, depending on the complexity and the necessary time to review and process the request.

Follow the instructions on page 2 of the form to enter the appropriate values in each field.

Section 1: SSD Details

All fields must be completed for each transaction or range of transactions to be deleted.

• Obtain the information to complete fields 1, 4, 5 and 6 from the USAS 530 – View Batch Headers screen.

  Field Number/Title on SSD Form	530 Screen Field Reference
  Field 1. Agency number (for Batch)	BATCH AGENCY
  Field 4. Batch date	BATCH DATE
  Field 5. Batch type	TYP
  Field 6. Batch no.	BATCH NO

• Obtain the information to complete fields 7 through 11 from the USAS 520 – View a Batch screen.

  Field Number/Title on SSD Form	520 Screen Field Reference
  Field 7. Seq. no. (from) Field 8. Seq. no. (to)	SEQ
  Field 9. Doc no. Field 10. SFX no. (from) Field 11. SFX no. (to)	CUR DOC/SFX
  Field 12. Amount	AMOUNT

• If deleting one transaction:
  • Enter the same sequence number in fields 7 and 8.
  • Enter the same suffix number in fields 10 and 11.
• If deleting a range of transactions:
  • Enter the starting sequence number in field 7 and the ending sequence number in field 8.
  • Enter the starting suffix number in field 10 and the ending suffix number in field 11.
  • If deleting all suffixes in a document (without skips), enter “all” for the suffix.
  • If deleting multiple ranges or there are skips in the range to be deleted, enter each complete range on a separate line.
• Enter the amount (in dollars and cents) for each transaction being deleted in field 12. If deleting a range of transactions, enter the absolute sum of all transactions.
• Enter the reason the deletion(s) is necessary in field 13.

Section 2: Alternate Contact (Optional)

This optional section may be used to appoint an alternate contact for the SSD request. USAS Maintenance staff may contact this person if there are questions on the form and the original submitter is unavailable.

Section 3: Approved By

All fields must be completed. This section indicates who is approving the SSD request. Enter the name of the approver exactly as it appears on the voucher signature cards or in USAS, as follows:

• If a batch type of 4, 6, or 7 is entered in the Batch type field (field 5), the name and signature must match the approval signature on the voucher signature card on file at the Comptroller’s office.
  — or —
• For all other batch types entered in Batch type field (field 5), the authorized approver must have a USAS Security Profile (96A) screen with release authority for the batch type.

The approver must authorize this form by one of the following methods:

• Physically signing in the provided area. (Physically signed forms must be scanned by the submitting agency so they can be emailed as a PDF document to USAS Maintenance.)
• Digitally signing in the provided area.
• Emailing the unsigned form directly from the approver’s governmental email account.

Incomplete or incorrect forms will be rejected by USAS Maintenance. The submitter must correct the form, including approval, and resubmit the form to USAS Maintenance.

Do not send emails to USAS Maintenance using encryption, and do not submit any supporting documentation, such as USAS screenshots, with the SSD submission. This documentation could potentially contain confidential or sensitive information and is not necessary for USAS Maintenance to complete the SSD request.

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. Existing transactions in frozen cash batches 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).

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:

• Payments awaiting a future payment due date.
  • Navigate to the View A Batch (520) screen and enter D in the ACTION field to display the PAY DATE field.
  • Refer to DAFR3521.
• Documents awaiting approvals.
  • Navigate to the Document Tracking Inquiry (37) screen and review for:
    • STATUS = T or RQ ACT = 220: Descriptive/legal text (DLT) required.
    • RQ ACT or REQUIRED REAPPROVAL ACTIONS: Other required approvals.
  • For additional information, see USAS Comptroller Objects That Require Pre-Payment Audit and/or Descriptive/Legal Text for Purchase Documents (FPP I.008).
• Payment processing errors.
  • Review the View Batch Headers (530) screen FPP field:
    • * = Failed payment processing error(s).
      • Refer to DAFR3631.
    • # = Negative payment processing error(s).
      • Refer to DAFR3601.

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.