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.

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.

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

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.

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 4:00 p.m. to ensure same day processing.

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	530 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.

To ensure same-day processing, submit this form by 4 p.m. Any submissions received after 4 p.m. may not process until the next business day.

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).

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 the Payment Error Comparison Report (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 the Fund Control Errors Occurring During Pmt Processing (DAFR3631).
    • # = Negative payment processing error(s).
      • Refer to the Transactions Cancelled for Negative Balances (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.