Transaction menu contains the entity's daily functions for expenditure and receipt processing. The The Transaction menu includes the following program options (you can click on a link below to take you to that chapter).
Distributions/Error Corrections
A crosswalk of the Transaction menu options and their Classic counterparts is available below. For a printable version of the crosswalk, click here.
USAS |
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Transaction Options |
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Definition |
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Query only grid allowing you to filter existing transactions under the TRANSACTIONS menu. You can query on POs, invoices, disbursements, receipts, refunds, transfers and distributions. |
Creating an invoice to prepare the PO for payment. |
CKPROC
CHKSEQ
VOIDCK
RCNCLE/AUTOREC
Users have the ability to create Disbursements through the Payables interface. Check number are assigned via Disbursements grid. Resequence checks, voiding checks, manually reconciling as well as auto-reconciling checks are done via the Disbursements grid as well. |
Allows user to re-distribute expenditures if the expenditures are charged to more accounts than the purchase order was originally issued for or to correct an error in a previous expense. |
As invoice items are filled via AP Invoice they will appear as a "payable" under the Payables query. Users have the ability to |
create Disbursements through the Payables interface. |
A pending transaction is a transaction that is currently sitting out there from a different system/software waiting to be posted to USAS. For example a payroll file from USPS-R. | |
USASCN's POSCN option
A purchase order is a document authorizing a seller to deliver goods, with payment to be made at a later date. Monies are encumbered when a purchase order is created. |
A receipt is the process of posting monies received by the district. A reduction of expenditure is the process of reducing an already posted expenditure. |
A refund is the process of returning money previously receipted into the system. The refund module has the option of creating a refund check to a specified vendor. |
USASWEB's Requisition option
USASCN's REQSCN option
A requisition is a formal document requesting goods or services that may be converted to a purchase order once it has been approved by the appropriate parties. |
Transfers/Advances |
are used to transfer money from one fund account to another or to advance cash |
between the funds. A transfer is considered a permanent movement of money, whereas an advance is expected to be repaid back to the originating fund. |