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Glenn Hegar  ·  Texas Comptroller of Public Accounts

USAS and CAPPS Financials Invoice Number Field Requirements

Issued: Sept. 25, 1998
Updated: Oct. 6, 2017 – View Changes

FPP E.023

Overview

Applicable to

State agencies and institutions of higher education entering data in USAS and CAPPS Financials

Policy

Valid invoice number field entries are required for certain transactions in the Uniform Statewide Accounting System (USAS) and the Financials application of the Centralized Accounting and Payroll/Personnel System (CAPPS Financials).

Payees must be able to identify and reconcile payments they receive from state agencies and institutions of higher education (agencies). The invoice number field in USAS and CAPPS Financials should be used to provide payees with the payment-related information they need to reconcile payments.

Note: As outlined in this fiscal policy and procedure (FPP), payment-related information must not include any confidential or Protected Health Information.

The invoice number is mandatory for both online and batch processing of the following document types:

Document
Type
Description
1 Travel Voucher
2 Purchase Voucher – Subject to procurement rules
6 Reimbursement (Non-Payroll)
9 Purchase Voucher – Exempt from procurement rules

Procedure

Payment-related information may include:

  • Invoice number
  • Customer account number (other than complete CBA and CLIBA numbers and bank account numbers)
  • Contract number
  • Purchase order number
  • Other information the payee has requested for reconciliation purposes

To provide payees with the payment-related information needed to reconcile payments:

In USAS

Use the INV NO field on the Preenc/Enc/Expend Transaction Entry (505) screen. The field can take a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum DESC field.

In CAPPS Financials

Single-vendor vouchers

For single-vendor vouchers (such as the Regular Voucher style), use the Invoice No field on the voucher header under the Invoice Information tab on the Accounts Payable / Regular Entry screen. The field can take a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum Invoice Description field.

CAPPS Financials Screen Shot as described above

CAPPS Financials Screen Shot as described above

Multi-vendor vouchers

For multi-vendor vouchers (such as the Procard Voucher style), use the Invoice field on the voucher line under the Invoice Information tab on the Accounts Payable / Regular Entry screen. The field can take a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum Invoice Description field.

CAPPS Financials Screen Shot as described above

CAPPS Financials Screen Shot as described above

Changes to this document
10/06/2017 Updated contact info
12/15/2016 Updated Overview and CBA/CLIBA Number sections for clarity
08/10/2015 Updated FPP to include CAPPS Financials invoice number field requirements
10/06/2014 Updated SSN references in light of the Payee Number Conversion
11/10/2011 Added section on Protected Health Information Prohibition and updated Doc Type Description table and Confidential Information section
05/16/2011 Updated Confidential Information and payee access to payment-related information and added CBA and CLIBA Numbers section
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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