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USAS Coding Instructions

85 Vendor Transaction Inquiry

Inquiry only. The Vendor Transaction Inquiry (85) screen provides a multiple record inquiry into the accounting event (AE) table based on the vendor/payee number, agency, document type (the first digit of the current document number), current document number and/or transaction effective date. This screen displays up to six transactions at a time. Additional transactions can be viewed by using F8 to scroll forward. The transactions are in effective date order, starting from current to oldest.

This screen can be used to respond to vendor/payee questions regarding status of payments. Only transactions with vendor/payee numbers are displayed on this screen.

The 85 screen pulls information from either the active or inactive AE table, depending on where the transaction is stored.

Note: For detailed field definitions, see the descriptions for the Transaction Entry screens.

 TEXAS  S085           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                   VENDOR TRANSACTION INQUIRY                     PROD 
                                                      NEXT RECORD NO: 0000001                                  
  VEND NO/MC:                 AGY:     DOC TYPE:     ENDING EFF DATE:           
  VEND NAME:                                          CUR DOC:                  
 S CUR DOC/SFX     INVOICE #    PDDT  TC  PDT  PMT- #   DATE  D EFFDT           
               REF DOC/SFX  INDEX  PCA  AY COBJ AOBJ  CONF FUND  TRANS AMT     R
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F8-FORWARD  F9-S084 F10-S086 F11-S037 F12-S064
 

VEND NO/MC (Required for recall/Optional for recall)

Note: This is a split field. The first field is the vendor/payee number (VENDOR NO), and the second field is the vendor/payee mail code (MC). The VENDOR NO is a required field, and the MC is an optional field.

Enter the 11-digit vendor/payee number. The vendor/payee number must be either a valid TINS or USAS vendor/payee number. USAS vendor/payee numbers start with a zero and cannot be used to process payment-generating transactions. TINS vendor/payee numbers start with a 1, 3 or 7.

Note: TINS vendor/payee numbers starting with 2 were based on a Social Security number (SSN) or Individual Taxpayer Identification Number (ITIN). Effective March 2014, the Comptroller’s office replaced SSN- or ITIN-based numbers starting with 2 with randomly assigned numbers that start with 7. Either the old number starting with 2 or the new number starting with 7 may be entered to recall records for a vendor/payee.

Enter the three-character alphanumeric mail code in the MC field. Entering a mail code provides a starting point for the vendor/payee data recall. If a single vendor/payee has multiple mail codes, entering a specific mail code does not limit the data recalled to just that mail code. If the MC field is left blank, all mail codes are recalled.

AGY (Required for recall)
Enter the three-digit financial agency number assigned to the agency.

DOC TYPE (Optional for recall)
Enter the one-character alphanumeric document type or leave blank for all document types. Document types are centrally defined on the Document Control Profile (33).

ENDING EFF DATE (Optional for recall)
Enter the six-digit effective end date (MMDDYY) or leave blank to recall from the current date back. The ending effective date provides a reference point for the system to select a data set for a specified time period. The system then searches that data set for those accounting events matching the remainder of the control key. Only transactions with the entered effective date or earlier will be recalled.

VEND NAME (System generated)
Displays the vendor/payee name.

CUR DOC (Optional for recall)
Enter the eight-digit current document number. If a current document number is entered, only transactions related to that document are recalled, and the DOC TYPE field is populated with the associated document type.

S (Optional)
Enter any single character in the selection (S) field to select a transaction. This field allows for the selection of a specified transaction for further inquiry using the function keys at the bottom of the screen.

CUR DOC/SFX (System generated)
Displays the current document number and suffix.

INVOICE # (System generated)
Displays the invoice number.

PDDT (System generated)
Displays the payment due date.

TC (System generated)
Displays the transaction code.

PDT (System generated)
Displays the payment distribution type.

PMT # (System generated)
Displays the nine-digit warrant number or seven-digit direct deposit number.

DATE (System generated)
Displays the date that the payment was generated.

D (System generated)
Displays the disbursement method indicator (DMI).

EFFDT (System generated)
Displays the effective date of transaction.

REF DOC/SFX (System generated)
Displays the reference document number and suffix.

INDEX (System generated)
Displays the index.

PCA (System generated)
Displays the program cost account.

AY (System generated)
Displays the appropriation year.

COBJ (System generated)
Displays the comptroller object.

AOBJ (System generated)
Displays the agency object.

CONF (System generated)
Displays the confidential indicator.

FUND (System generated)
Displays the fund number.

TRANS AMT (System generated)
Displays the transaction amount.

R (System generated)
Displays the reverse indicator.

Function Key Definitions

F1 (Help) Automatically links to the News/Help Table (90) screen. Will transfer to the appropriate type of help depending upon the screen and activity the user is on at the time F1 is pressed.
F3 (End) Returns the screen to the menu associated with that screen.
F4 (Interrupt) Initiates or ends an active interrupt. When ending an active interrupt, F4 returns the user to the original screen showing the same information as was on the screen when the active interrupt was initiated. This does not undo the last action.
F8 (Forward) Retrieves the following page of information.
F9 (SØ84) Automatically links to the Accounting Event Inquiry (84) screen. If a displayed transaction is selected, the transaction ID will be carried over to the 84 screen.
F10 (SØ86) Automatically links to the Document Transaction Inquiry (86) screen. If a displayed transaction is selected, the agency number and document number will be carried over to the 86 screen.
F11 (SØ37) Automatically links to the Document Tracking Inquiry (37) screen. If a displayed transaction is selected, the agency number, document number and fiscal year will be carried over to the 37 screen.
F12 (SØ64) Automatically links to the Document Record Inquiry (64) screen. If a displayed transaction is selected, the agency number and document number will be carried over to the 64 screen.

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Susan Combs
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.state.tx.us
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