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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Payee Inquiry Screens
Vendor Payment Information Menu (PAYVEN)

Vendor Payment Information Menu (PAYVEN) is the starting point for detailed payment inquiry. The PAYVEN screen provides a menu for entry of selected criteria for search of payment information.

This screen combines payment detail from Payee Payment Information (PYWRNT), Prior Fiscal Year Payment Information (PFYWRT) and some Uniform Statewide Accounting System inquiry screens.

  • PAYVEN only displays bills (vendor) and employee travel payments. Payroll and annuity payments cannot be searched through PAYVEN but can be searched on the PYWRNT and PFYWRT screens.
  • As with PYWRNT and PFYWRT, only the current and three prior fiscal years can be searched on PAYVEN.
  • PAYVEN provides the Confidential Indicator submitted to USAS and should be used to determine the confidentiality of payments before releasing payment information.

PAYVEN automatically calculates the check digit for a TIN.

Sub-Screens PYVEN1, PYVEN2 and PYVEN3

The PAYVEN screen provides access to three sub-screens that cannot be accessed through Line 1 entry.

Sub-Screen Description
Vendor Payment Level Information (PYVEN1) Displays a list of payments based on the criteria entered on PAYVEN
Vendor Document Level Payment Information (PYVEN2) Displays the document level information for a payment number that can be selected on PYVEN1
Vendor Invoice Level Payment Information (PYVEN3) Displays the invoice level information for a document number that can be selected on PYVEN2

Two examples of the PAYVEN search are provided to show the use of the optional search criteria.

Access

PAYVEN may be accessed either through the INQMEN or a Line 1 entry from any TINS screen.

Steps:

  1. Follow the instructions for the INQMEN Menu

    –OR–

    Enter PAYVEN.(10- or 11-digit TIN) in Line 1 along with the options desired to narrow the search.

    If the TIN is… Then enter… Notes
    EIN-based,
    • 1 + nine-digit EIN or
    • 1 + nine-digit EIN + check digit
    TINS calculates the check digit when a 10-digit TIN is entered.
    Comptroller-assigned, 11-digit TIN that begins with 3  
    A 7 TIN for payees who provide an SSN or ITIN,
    • 11-digit TIN that begins with 7

      OR

    • 2 + nine-digit SSN or ITIN or
    • 2 + nine-digit SSN or ITIN + check digit

    Note: When entering a 2-based TIN that is on file, the inquiry results display the assigned 11-digit 7 TIN.

    Press Enter to display PAYVEN with the TIN information.


  2. MAILCODE (Optional): If desired, enter the three-digit mail code:
    If the inquiry is for… Then…
    All mail codes of a TIN,
    • Leave the MAILCODE field blank if using INQMEN

      OR

    • Use PAYVEN.(10- or 11-digit TIN) for Line 1 entry
    A specific mail code,
    • Fill in the MAILCODE field if using INQMEN

      OR

    • Use PAYVEN.(10- or 11-digit TIN).(three-digit mail code) for Line 1 entry

    Note: The mail code entered will appear on PAYVEN. If you need to search for other mail codes on the TIN, you can backspace over the mail code to broaden the search to all the TIN’s payments.

    Press Enter to display PAYVEN with the TIN information.

    Note: TINS displays the message Modify Criteria or No Payment Detail Found when:
    • No payments have been issued to the payee
    • The payment type is not maintained on PAYVEN (such as state employee or annuity payroll)
    • The volume of payment records exceeds the display capacity
  3. Use the direction message keys to navigate through the screen information.

PAYVEN Search with Blank Optional Fields

The PAYVEN screen allows you to search for specific detailed information. Only the PAYEE NUMBER field is required. Two examples of PAYVEN search results are provided to show the difference between leaving the optional fields blank and filling them in.

Screen Example (PAYVEN with Blank Optional Fields)

PAYVEN.1XXXXXXXXX6                                                MM/DD/YY  
                          VENDOR PAYMENT INFORMATION MENU

  (REQUIRED)
  PAYEE NUMBER:  1XXXXXXXXX6  

  (OPTIONAL)
     MAIL CODE:  ___
   PAYMENT AMT:  0.00_____  +OR- $ 0.00
    PAYMENT NO:  _________                                                      
   DOCUMENT NO:  ________                                                       
    INVOICE NO:  ______________________________                                 
     AGENCY NO:  ___                                                            
   FISCAL YEAR:  __  PAYMENT DATE RANGE:  FROM:  MM/DD/YYYY  TO:  MM/DD/YYYY
   TYPE OF PMT:  _   D=DIRECT DEPOSIT    (NOTE: DATE RANGE DEFAULT 6 MONTHS)    
                     W=WARRANT




  PF3=QUIT       PF4=INQMEN       PF6=RESET SCR         PRESS <ENTER> TO PROCESS   

Note: The PAYMENT DATE RANGE defaults to show all payments within the last six months.

Steps (Blank Optional Fields):

  1. Enter the PAYEE NUMBER and press Enter. One of the sub-screens will appear:
    If… And… Then TINS displays…
    More than one payment was issued to the payee, None of the optional fields is entered, PYVEN1 – Vendor Payment Level Information
    Only one payment was issued to the payee, The payment was issued from two or more documents, PYVEN2 – Vendor Document Level Payment Information (bypassing PYVEN1)
    Only one payment was issued to the payee, The payment was issued from only one document, PYVEN3 – Vendor Invoice Level Information (bypassing PYVEN1 and PYVEN2)
  2. Use the direction message keys to navigate through the screen information.

Screen Example (PYVEN1)

PYVEN1.1XXXXXXXXX6                                                            
                        VENDOR PAYMENT LEVEL INFORMATION                      
                                                                1 THRU 5 OF 5 
 PAYEE NUMBER: 1XXXXXXXXX6          IAT IND:      TAXPAYER NUMBER:            
    MAIL CODE: ALL  TYPE OF PMT: DIR DEP & WARRANT    HOLD STATUS:            
   PAYEE NAME: NAME OF PAYEE                            DIST TYPE: DIR DEP    
                                                                              
SEL PMT NO.    PMT DATE   AGY  FUND  FY DIST       PMT AMT         INT PD  CI 
_  XXXXXXXXX  MM/DD/YYYY  XXX  0001  YY  RA         440.12          0.00    N 
 _ XXXXXXXXX  MM/DD/YYYY  XXX  0001  YY  RA          40.12          0.00    N 
X  XXXXXXX    MM/DD/YYYY  XXX  0001  YY  DD       3,889.12          0.06    N
_  XXXXXXX    MM/DD/YYYY  XXX  0001  YY  DD       1,234.56          0.00    N
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
  PF3=QUIT  PF5=PAYVEN  PF9=BKWD SCR                                            

Steps (PYVEN1):

  1. Tab to the SEL (Select) field for the payment number being researched and enter X to select that payment number.
  2. Press Enter, and another sub-screen will appear:
    • PYVEN2 if the selected payment was issued from two or more documents
    • PYVEN3 if the selected payment was issued from only one document

    Note: Once a payment number is selected from PYVEN1, the mail code for that payment automatically displays with the TIN on Line 1 and in the MAIL CODE fields on PYVEN2 and PYVEN3.

  3. Use the direction message keys to navigate through the screen information.

Screen Field Descriptions (PYVEN1)

PAYEE NUMBER
Displays the 11-digit TIN.

IAT IND
Displays the International ACH Transaction (IAT) indicator. The Office of Foreign Assets Control (OFAC) requires that all payments transmitted outside the U.S. be identified and monitored. The indicator ensures due diligence with OFAC compliance.

The indicator will be Y (Yes) if the payee indicates state direct deposit payments are destined to be transferred outside the U.S.; otherwise the field will be blank.

TAXPAYER NUMBER
Displays the Comptroller’s 11-digit taxpayer number assigned for reporting of state taxes. This field is blank if the payee has not been assigned a taxpayer number.

MAIL CODE
Displays the word All when a mail code is not specified on PAYVEN.

TYPE OF PMT
Displays Dir Dep & Warrant if the TYPE OF PMT field is blank on PAYVEN.

HOLD STATUS
Displays the message On Hold If the TIN is on hold. This field is blank if the TIN is not on hold.

PAYEE NAME
Defaults to the payee name for the first mail code on the Payee Mail Code Information (PYADDR) screen when a mail code is not specified.

DIST TYPE
Displays the distribution type for a mail code when specified on PAYVEN. The field is blank in the example because no mail code was specified on PAYVEN.

SEL (Select)
Displays an entry field for selection of a payment number listed under the PMT NO. column.

PMT NO.
Displays the Comptroller-assigned nine-digit warrant number or seven-digit direct deposit payment number when the TYPE OF PAYMENT is not specified on PAYVEN.

AGY
Displays the three-digit number of the agency that issued the payment.

FUND
Displays the fund number from which the payment was issued. This field is blank if the payment applies to multiple funds.

FY
Displays the two-digit fiscal year from which the payment was issued.

DIST
Displays a two-character distribution type for a payment number.

  • RA: Return to Agency
  • RH: Return Hold
  • DD: Direct Deposit
  • DH: Direct Deposit on Hold

PMT AMT
Displays the amount of the payment, including late payment interest when applicable.

INT PD
Displays the total amount of late payment interest paid on the selected payment number when applicable.

CI
Displays a one-character confidential indicator:

  • Y (Yes) for Confidential
  • S for Some Confidential Information or
  • N for Non-Confidential Payments

Note: Please see USAS and CAPPS Financials Confidentiality Indicator (FPP E.045) for additional information.

DIRECTION MESSAGE KEYS
Displays page direction and program function keys. See Direction Message Keys for descriptions.

Screen Example (PYVEN2)

PYVEN2.1XXXXXXXXX6.000
                      VENDOR DOCUMENT LEVEL PAYMENT INFORMATION
                                                                1 THRU 2 OF 2 
PAYEE NUMBER: 1XXXXXXXXX6                      TAXPAYER NUMBER: 1XXXXXXXXX6
   MAIL CODE: 000       TYPE OF PMT: DIRECT DEPOSIT     HOLD STATUS:
  PAYEE NAME: NAME OF PAYEE          DIST TYPE: DIR DEP

   PMT NO.     PMT DATE    AGY   FUND   FY   DIST     PMT AMT      INT PD  CI
   XXXXXXX     MM/DD/YYYY  XXX   0001   YY    DD     3,889.12        0.06  N


  SEL   DOC NO     FUND  FY   AGY   AGY NAME
   X   XXXXXXXX    0001  YY   XXX   AGENCY A
   _   XXXXXXXX    0001  YY   XXX   AGENCY A
 






PF3=QUIT     PF5=PAYVEN     PF8=FRWD     PF9=BKWD SCR     PF11=BOT   PF12=ALL

Steps (PYVEN2):

  1. Tab to the SEL (Select) field for the payment number being researched and enter X to select that payment number.
  2. Press Enter to display PYVEN3 with invoice level information.
  3. Use the direction message keys to navigate through the screen information.

Screen Field Descriptions (PYVEN2)

PAYEE NUMBER
Displays the 11-digit TIN.

TAXPAYER NUMBER
Displays the Comptroller’s 11-digit taxpayer number assigned for reporting of state taxes. This field is blank if the payee has not been assigned a taxpayer number.

MAIL CODE
Displays the three-digit mail code for that payment.

Note: This field is auto-filled based on the payment number selected on PYVEN1, even if it was not specified on PAYVEN. The mail code is also automatically displayed after the TIN on Line 1.

TYPE OF PMT
Displays Dir Dep & Warrant if the TYPE OF PMT field is blank on PAYVEN.

HOLD STATUS
Displays the message On Hold if the TIN is on hold. The field is blank if the TIN is not on hold.

PAYEE NAME
Displays the payee name for the mail code paid on the selected payment number. If the mail code has maximum security Level 2 and the securing source is not the viewing agency number, the message Secured Mail Code is displayed instead of the payee name.

DIST TYPE
Displays the current payment distribution type for the mail code displayed or selected.

Distribution Type Description
RTN TO AGY Warrants are issued to the payee and returned to the issuing agency for distribution to the payee
RTN HOLD The payee is on Hold due to a state debt(s) where warrants are issued and held at the Comptroller’s office
DIR DEP The payee is set up for direct deposit where payments are distributed to the payee via direct deposit
DIR DEP HOLD The payee is set up for direct deposit, but warrants are issued and held at the Comptroller’s office due to the payee’s Hold status for a state debt(s)

Note: The payment distribution type for the selected payment number is displayed in the DIST column.

PMT NO.
Displays the Comptroller-assigned nine-digit warrant or seven-digit direct deposit payment number.

PMT DATE
Displays the date the payment was issued.

AGY
Displays the three-digit number of the agency that issued the payment.

FUND
Displays the fund number from which the payment was issued. This field is blank if the payment applies to multiple funds.

FY
Displays the two-digit fiscal year from which the payment was issued.

DIST
Displays a two-character code for the payment number selected.

  • RA: Return to Agency
  • RH: Return Hold
  • DD: Direct Deposit
  • DH: Direct Deposit on Hold

PMT AMT
Displays the amount of the payment number selected, including late payment interest when applicable.

INT PD
Shows the total amount of late payment interest paid on the selected payment number when applicable.

CI
Displays a one-character confidential indicator:

  • Y (Yes) for Confidential
  • S for Some Confidential Information or
  • N for Non-Confidential Payments

Note: Please see USAS and CAPPS Financials Confidentiality Indicator (FPP E.045) for additional information.

SEL (Select)
Displays an entry field for selection of a document number listed under the Doc No. column.

DOC NO
Displays the document numbers assigned by the paying agency for the selected payment number.

The following criteria apply for transactions processed on a reimbursement document, which requires a pair of T-codes — one T-code to post charges to a TIN/mail code and one T-code for the TIN/mail code receiving the payment (see PYWRNT, PFYWRT and PVOUIN).

  • Reimbursement DOC NO:
    • Displays only for the TIN/mail code that received the payment
    • Does not display for the TIN/mail code that received the charges
  • Cancellation DOC NO, prefixed with a C for payments issued on a reimbursement document:
    • Displays only for the TIN/mail code that received the payment
    • Does not display for the TIN/mail code that received the charges

FUND
Displays the fund number from which the payment was issued. This field is blank if the payment applies to multiple funds.

FY
Displays the two-digit fiscal year from which the payment was issued.

AGY
Displays the three-digit number of the agency that issued the payment.

AGY NAME
Displays the name of the issuing agency.

Screen Example (PYVEN3)

PYVEN3.1XXXXXXXXX6.000
                      VENDOR INVOICE LEVEL PAYMENT INFORMATION
                                                               1 THRU 1 OF 1 
  PAYEE NUMBER: 1XXXXXXXXX6                      TAXPAYER NUMBER: 1XXXXXXXXX6
     MAIL CODE: 000   TYPE OF PMT:  DIRECT DEPOSIT       HOLD STATUS:
    PAYEE NAME: NAME OF PAYEE                            DIST TYPE: DIR DEP
                                                         PMT DATE: MM/DD/YYYY
PMT #: XXXXXXX  DOC #: XXXXXXXX  DIST DATE   DIST: DD   PMT AMT    INT PD  CI
XXX  AGENCY A                    MM/DD/YYYY            3,889.12      0.06   N

  INV NO: 249638                                       3,300.46     0.03    N
  4 WORK STATIONS

  INV NO: 250000                                         588.66     0.03    N
  4 CHAIRS



  PF3=QUIT        PF5=PAYVEN      PF9=BKWD SCR

Screen Field Descriptions (PYVEN3)

PAYEE NUMBER
Displays the 11-digit TIN.

TAXPAYER NUMBER
Displays the Comptroller’s 11-digit taxpayer number assigned for reporting of state taxes. This field is blank if the payee has not been assigned a taxpayer number.

MAIL CODE
Displays the three-digit mail code for that payment.

Note: This field is auto-filled based on the payment number selected on PYVEN1, even if it was not specified on PAYVEN. The mail code is also automatically displayed on Line 1 after the TIN.

TYPE OF PMT
Displays Dir Dep & Warrant if the TYPE OF PMT field is blank on PAYVEN.

HOLD STATUS
Displays the message On Hold if the TIN is on hold. The field is blank if the TIN is not on hold.

PAYEE NAME
Displays the payee name for the mail code paid on the selected payment number. If the mail code has maximum security Level 2 and the securing source is not the viewing agency number, the message Secured Mail Code is displayed instead of the payee name.

DIST TYPE
Displays the current payment distribution type for the mail code displayed.

Distribution Type Description
RTN TO AGY Warrants are issued to the payee and returned to the issuing agency for distribution to the payee
RTN HOLD The payee is on Hold due to a state debt(s) where warrants are issued and held at the Comptroller’s office
DIR DEP The payee is set up for direct deposit where payments are distributed to the payee via direct deposit
DIR DEP HOLD The payee is set up for direct deposit, but warrants are issued and held at the Comptroller’s office due to the payee’s Hold status for a state debt(s)

Note: The payment distribution type for the selected payment number is displayed in the DIST field.

PMT DATE
Displays the date the payment was issued.

PMT#
Displays either the Comptroller-assigned nine-digit warrant number or the seven-digit direct deposit payment number.

DOC#
Displays the document number assigned by the issuing agency.

DIST DATE
Displays the distribution date, which is the next business day after the payment was issued.

DIST
Displays a two-character code for the payment number selected.

  • RA: Return to Agency
  • RH: Return Hold
  • DD: Direct Deposit
  • DH: Direct Deposit on Hold

PMT AMT
The first amount under this column is the total amount of the payment, which may include interest. The amount(s) displayed below the total payment amount apply to the individual invoice number(s) displayed to the left of each subsequent payment amount.

INT PD
The first amount under this column is the total interest amount that is included in the total payment amount. The amount(s) displayed below the total interest amount apply to each individual invoice number(s) displayed to the left of each subsequent interest amount.

CI
Displays a one-character confidential indicator:

  • Y (Yes) for Confidential
  • S for Some Confidential Information or
  • N for Non-Confidential Payments

Note: Please see USAS and CAPPS Financials Confidentiality Indicator (FPP E.045) for additional information.

INV NO
Displays the invoice number(s) entered in the Uniform Statewide Accounting System (USAS) by the issuing agency.

Note: Invoice number is a required field in USAS. See USAS and CAPPS Financials Invoice Number Field Requirements (FPP E.023), which also covers the invoice description.

INV DESCRIPTION
Displays up to 76 characters of the invoice description if submitted to USAS by the issuing agency. If no description was submitted, TINS displays the message Not Available.

DIRECTION MESSAGE KEYS
Displays page direction and program function keys. See Direction Message Keys for descriptions.

PAYVEN Search Using the Optional Fields

The optional fields on PAYVEN allow you to narrow the search with specific criteria such as payment number, document number or invoice number. The more information entered, the more precise the search and the fewer results will display. Entering fewer optional fields will broaden the search.

Note: The INVOICE NO must be typed exactly as it was submitted in USAS for the search to find the payment.

Screen Example (PAYVEN with Optional Search Fields)

PAYVEN.1XXXXXXXXX6                                                MM/DD/YY  
                          VENDOR PAYMENT INFORMATION MENU

  (REQUIRED)
  PAYEE NUMBER:  1XXXXXXXXX6  

  (OPTIONAL)
     MAIL CODE:  ___
   PAYMENT AMT:  0.00_____  +OR- $ 0.00
    PAYMENT NO:  _________                                                      
   DOCUMENT NO:  ________                                                       
    INVOICE NO:  ______________________________                                 
     AGENCY NO:  ___                                                            
   FISCAL YEAR:  __  PAYMENT DATE RANGE:  FROM:  MM/DD/YYYY  TO:  MM/DD/YYYY
   TYPE OF PMT:  _   D=DIRECT DEPOSIT    (NOTE: DATE RANGE DEFAULT 6 MONTHS)    
                     W=WARRANT


  PF3=QUIT     PF4=INQMEN     PF6=RESET SCR       PRESS <ENTER> TO PROCESS   

Steps (Optional Search Fields):

  1. MAIL CODE: Enter a mail code to display only the payments issued to that mail code.
  2. PAYMENT AMT: Enter a specific payment amount or use the +OR- field to indicate an amount range that allows for late payment interest. For example, entering “20.00 +OR- $ 5.00” would display all payments from $15 to $25.
  3. PAYMENT NO: Enter the Comptroller-assigned, nine-digit warrant number or the seven-digit direct deposit payment number to be searched.
  4. DOCUMENT NO: Enter the document number assigned by the agency that issued the payment.
  5. INVOICE NO: Enter the invoice number submitted in USAS by the issuing agency.
  6. AGENCY NO: Enter the three-digit number of the agency that issued the payment.
  7. FISCAL YEAR: Enter a two-digit number to indicate the payment fiscal year.
  8. PAYMENT DATE RANGE: Leave this field blank to default to the last six months of payments or enter a specific beginning and/or end date.
  9. TYPE OF PMT: Enter D to search only direct deposit payments or W to search only warrants.
  10. Use the direction message keys to navigate through the screen information.

Screen Example (Sample Scenario)

Here is an example of a specific search scenario: You need to find a specific direct deposit payment number for an approximate amount of $2,220.

PAYVEN.1XXXXXXXXX6                                                MM/DD/YY  
                          VENDOR PAYMENT INFORMATION MENU

  (REQUIRED)
  PAYEE NUMBER:  1XXXXXXXXX6  

  (OPTIONAL)
     MAIL CODE:  ___
   PAYMENT AMT:  2220.00_____  +OR- $ 20.00
    PAYMENT NO:  _________                                                      
   DOCUMENT NO:  ________                                                       
    INVOICE NO:  ______________________________                                 
     AGENCY NO:  ___                                                            
   FISCAL YEAR:  __  PAYMENT DATE RANGE:  FROM:  MM/DD/YYYY  TO:  MM/DD/YYYY
   TYPE OF PMT:  D   D=DIRECT DEPOSIT    (NOTE: DATE RANGE DEFAULT 6 MONTHS)    
                     W=WARRANT




  PF3=QUIT       PF4=INQMEN       PF6=RESET SCR         PRESS <ENTER> TO PROCESS   

Steps (Sample Scenario):

  1. PAYMENT AMT: Enter the amount desired. All these formats are acceptable:
    • 2220 (no punctuation)
    • $2220 (with the dollar sign)
    • 2,220 (with a comma)
    • 2220.00 (with a decimal point)
    • $2,220.00 (with the dollar sign, comma, and decimal point)
  2. PAYMENT AMT +OR-: Enter 20.00 in the +OR- field to account for the possible inclusion of late payment interest.
  3. TYPE OF PMT: Enter D for direct deposit.
  4. Press Enter to search. One of the sub-screens (PYVEN1, PYVEN2 or PYVEN3) will display. If no payment information is found, TINS will display the message Modify Criteria or No Payment Detail Found.

    Note: The INVOICE NO must be typed exactly as it was submitted in USAS for TINS to find the payment.

    If the payment amount entered matches… And the payment was issued from… Then TINS displays…
    Multiple payment numbers,   PYVEN1 – Vendor Payment Level Information
    Only one payment number, Two or more documents, PYVEN2 – Vendor Document Level Payment Information (bypassing PYVEN1)
    Only one payment number, Only one document, PYVEN3 – Vendor Invoice Level Information (bypassing PYVEN1 and PYVEN2)
  5. Use the direction message keys to navigate through the screen information.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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