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USAS Coding Instructions

30B Contract Multi-Vendor Profile

Agency defined. The Contract Multi-Vendor Profile (30B) screen allows multiple vendor/payee numbers to be associated with one contract number and appropriation year (AY). The first vendor/payee number and mail code is the primary vendor/payee for the contract previously set up on the Contract Profile (30). Up to 22 vendor/payee entries can be included on this profile.

Related screens:

This profile is included in the annual USAS profile rollover. Profile rollover creates new profile records to be used in the next fiscal year (FY) and AY based on existing profile records for the current FY and AY.

 TEXAS    S30B         UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                 CONTRACT MULTI-VENDOR PROFILE                    PROD 
                                                                                
 ACTION:     (D=DEL ALL, N=NEXT, R=RECALL)                                      
             (VENDOR LEVEL ACTIONS: A=ADD VNDR, C=CHNG VNDR, V=DEL VNDR)        
 AGENCY:                CONTRACT NO:                AY:               PAGE:     
  S     VENDOR NO   MC    VENDOR NAME                                           
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                         STATUS CODE:           
                                                      LAST PROC DATE:           
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS F7-BACK F8-FWRD F10-30 F12-68           
 

This screen includes:

ACTION (Required)
Enter the one-character action code.

Screen level actions:

D Delete all nonprimary vendor/payee numbers for this contract and AY*
N Next – Recall next record

Note: The agency number is a required field for the next action to display information.

R Recall

Vendor/payee level actions:

A Add vendor/payee to the contract*
C Change an existing record*
V Delete vendor – Delete selected vendor/payee(s)*

*Note: Record must be recalled before this action can be performed.

AGENCY (Control key ” Required)
Enter the three-digit agency number assigned to the agency.

CONTRACT NO (Control key – Required)
Enter the contract number. Contract numbers are agency defined on the 30 screen.

AY (Control key – Required)
Enter the two-digit appropriation year. The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.

PAGE (System generated)
Displays the page number (page 1 or page 2) related to the data shown on the screen.

S (Optional)
Enter any single character in the selection (S) field to select the row for vendor/payee level processing. Multiple rows may be selected when performing a vendor/payee level change or delete. A single row may be selected for inquiry using the F12 key.

VENDOR NO (Required to add new record)
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 1, 3 or 7.

MC (Optional)
Enter the three-character alphanumeric vendor/payee mail code or leave blank. The mail code identifies the vendor/payee’s mailing address or electronic payment routing instructions for payment distribution. A single vendor/payee may have multiple mail codes. For contract edit purposes, a blank mail code on the 30B screen represents all valid mail codes for the specified vendor/payee.

VENDOR NAME (System generated)
Displays the vendor/payee name (up to 40 characters).

STATUS CODE (Optional)
Enter the one-character status code.

A Active (Default)
I Inactive

Note: The status code may be used in lieu of deleting a profile record to prevent the system from using the profile record for system processing. Set the status to I to inactivate profiles no longer in use.

EFF START DATE (Optional)
Enter the eight-digit effective start date (MMDDYYYY), which identifies when the information established on the profile record becomes accessible for system processing. Leaving this field blank causes the vendor/payee number to become immediately available for system processing, and the effective start date defaults to the current date.

EFF END DATE (Optional)
Enter the eight-digit effective end date (MMDDYYYY), which identifies when the profile record is no longer accessible for system processing. Leaving this field blank causes the profile to have no effective end date; therefore, any system processing using the profile record will not be restricted by the effective end date.

LAST PROC DATE (System generated)
Displays the last process date. The system defaults to the last date (MMDDYYYY) that any online modification (add or change) was made to the profile record.

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.
F6 (Process) Submits transaction data to the edit process. If the edit process is successful, an acceptance message is produced, and the profile record information is stored in the system. If the edit process is not successful, an error message(s) will result. Retains current information on the screen upon completion of processing.
F7 (Back) This action will allow a user to scroll to the first page of multiple vendors/payees established for the contract if the user is on the second page.

Note: The 30B screen displays the page number (either page 1 or page 2).

F8 (Fwrd) This action will allow a user to scroll to the second page of multiple vendors/payees established for the contract if there are more than 11 vendor/payee records for the contract.

Note: The 30B screen displays the page number (either page 1 or page 2).

F10 (30) Automatically links to the Contract Profile (30). If a profile record has been recalled and is displayed on 30B screen when the F10 key is pressed, the agency number, contract number and AY will be carried over to the 30 screen.
F12 (68) Automatically links to the Contract Record Inquiry (68) screen. If a profile record has been recalled and is displayed on the 30B screen when the F12 key is pressed, the agency number, contract number, AY and vendor/payee number (if one has been selected) will be carried over to the 68 screen.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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