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USAS Coding Instructions

34 Vendor Profile

Centrally and agency defined. The Vendor Profile (34) screen provides vendor/payee information from two sources: USAS and the Texas Identification Number System (TINS).

TEXAS  S034         UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM AM 
 LINK TO:                       VENDOR PROFILE                           PROD 
                                                                                
 ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                        
                                                                                
              AGENCY:                                                           
 VENDOR NO/MAIL CODE:                    ORIGINAL VN NO:                        
         VENDOR NAME:                                                           
         SEARCH NAME:                                                           
            ADDRESS1:                                                           
            ADDRESS2:                                                           
            ADDRESS3:                                                           
            ADDRESS4:                                                           
                CITY:                          STATE:    ZIP CODE:              
               PHONE:                                                           
      OWNERSHIP CODE:          PAYMENT DIST CODE:       VENDOR TYPE:            
                                                                                
                                                                                
                                                                                
  SECURITY-  TYPE:               SOURCE:                 STATUS CODE: A         
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS F9-S03A F10-S03N                        
                     
 

USAS vendors/payees:

  • Records are defined in USAS.
  • Number begins with a zero.
  • Records are not contained in TINS. USAS vendors/payees are also called non-TINS vendors/payees.
  • USAS vendors/payees may be added, changed, deleted and viewed on the 34 screen.
  • USAS vendors/payees cannot be used to process payment-generating transactions, but may be used for other agency purposes.

TINS vendors/payees:

  • Records are defined in TINS.
  • Number begins with 1, 3 or 7.
  • Records are not contained in USAS. The 34 screen retrieves the records from TINS.
  • Records may only be viewed but cannot be set up or changed through USAS.

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

A Add a new record
C Change an existing record*
D Delete an existing record*
N Next – Recall next record

Note: For USAS vendor/payee numbers, the agency number is a required field for the next action to display information.

R Recall

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

AGY (Required to add or recall USAS record)

  • For USAS vendor/payee record entry or recall, enter the three-digit agency number assigned to the agency.
  • When recalling a TINS vendor/payee record, this field must be blank.

VENDOR NO/MAIL CODE (Required to add USAS vendor/payee or optional to recall USAS vendor/payee – Required to recall TINS vendor/payee)

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 (MAIL CODE).

Enter the 11-digit vendor/payee number. The vendor/payee number must be either a valid TINS or USAS vendor/payee number. TINS vendor/payee numbers may be recalled with 1, 2, 3 or 7. USAS vendor/payee numbers start with a zero and cannot be used to process payment generating transactions. New USAS vendor/payee numbers are agency defined.

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. If a vendor/payee number starting with 2 is entered in the VENDOR NO field:

  • The new vendor/payee number starting with 7 is displayed in the VENDOR NO field

    –AND–

  • The SSN- or ITIN-based vendor/payee number starting with 2 is displayed in the ORIGINAL VN NO field.
    • If a blank or incorrect check digit is entered for a vendor/payee number starting with 2, the vendor/payee number with the correct check digit is displayed in the ORIGINAL VN NO field.
    • This field does not display unless a valid vendor/payee number starting with 2 is entered in the VENDOR NO field.

Enter the three-character alphanumeric vendor/payee MAIL CODE. The mail code identifies the vendor/payee’s mailing address for payment distribution.

A single vendor/payee may have multiple mail codes. Enter N (Next) in the ACTION field to scroll through each mail code for the record displayed.

When recalling a vendor/payee profile and the vendor/payee number or mail code is not known, the number may be looked up on the Vendor Alpha Inquiry (3A) or Vendor Number Inquiry (3N) screens.

Note: For USAS vendor/payee inquiry, enter the agency number and USAS vendor/payee number. For USAS vendor/payee numbers if the vendor/payee number and mail code are left blank, the first record for the specified agency will be retrieved.

When recalling a TINS vendor/payee record, leave the agency number blank and enter the TINS vendor/payee number.

ORIGINAL VN NO (Display determined by user entry)

  • Displays only when a vendor/payee number starting with 2 is entered in the VENDOR NO field.
  • The new vendor/payee number starting with 7 is displayed in the VENDOR NO field, and the SSN- or ITIN-based number starting with 2 is displayed in the ORIGINAL VN NO field.
  • If a vendor/payee number starting with 1, 3 or 7 is entered in the VENDOR NO field, the ORIGINAL VN NO field is not displayed.

VENDOR NAME (Required to add USAS record)

  • For a new USAS vendor/payee, enter the vendor/payee name (up to 50 characters).
  • When recalling a USAS or TINS vendor/payee record, the system displays the vendor/payee name retrieved from USAS or TINS.

SEARCH NAME (Required to add USAS record)

  • For a new USAS vendor/payee, enter the vendor/payee name (up to 20 characters) for the name search function available on other screens, such as the 3A.

    Note: If the USAS vendor/payee name is changed, the search name must also be updated to make the name displayed on the 3A consistent with the vendor/payee name.

  • When recalling a USAS or TINS vendor/payee record, the system displays the first 20 characters of the vendor/payee name retrieved from USAS or TINS.

ADDRESS 1 (Required to add USAS record)

  • For a new USAS vendor/payee, enter the vendor/payee’s address (up to 50 characters).
  • When recalling a USAS or TINS vendor/payee record, the system displays the first line of the vendor/payee address retrieved from USAS or TINS, if available in TINS.

ADDRESS 2 (Optional for USAS record)

  • For a new USAS vendor/payee, enter the second line of the vendor/payee’s address (up to 50 characters).
  • When recalling a USAS or TINS vendor/payee record, the system displays the second line of the vendor/payee address retrieved from USAS or TINS.

ADDRESS 3 (Optional for USAS record)

  • For a new USAS vendor/payee, enter the third line of the vendor/payee’s address (up to 50 characters).
  • When recalling a USAS or TINS vendor/payee record, the system displays the third line of the vendor/payee address retrieved from USAS or TINS.

ADDRESS 4 (Optional for USAS record)

  • For a new USAS vendor/payee, enter the fourth line of the vendor/payee’s address (up to 50 characters).
  • When recalling a USAS or TINS vendor/payee record, the system displays the fourth line of the vendor/payee address retrieved from USAS or TINS.

CITY (Required to add USAS record)

  • For a new USAS vendor/payee, enter the city (up to 20 characters).
  • When recalling a USAS or TINS vendor/payee record, the system displays the city retrieved from USAS or TINS.

STATE (Required to add USAS record)

  • For a new USAS vendor/payee, enter the two-character state abbreviation.
  • When recalling a USAS or TINS vendor/payee record, the system displays the state abbreviation retrieved from USAS or TINS.

ZIP CODE (Required to add USAS record)

  • For a new USAS vendor/payee, enter the five- or nine-digit ZIP code. The five-digit code is required.
  • When recalling a USAS or TINS vendor/payee record, the system displays the ZIP code retrieved from USAS or TINS.

PHONE (Optional for USAS record)

  • For a new USAS vendor/payee, enter the three-digit area code and seven-digit phone number.
  • When recalling a USAS vendor/payee record, the system displays the phone number if it has been entered into USAS.
  • When recalling a TINS vendor/payee record, the vendor/payee phone number is not retrieved from TINS. This field will be blank.

OWNERSHIP CODE (Required to add USAS record – For informational purposes only)

  • For a new USAS vendor/payee, enter the one-character ownership code.
    A Professional association
    C Professional corporation
    E State employee
    F Financial institution
    G Governmental entity
    I Individual recipient
    L Texas Limited Partnership
    N Other
    O Out-of-state corporation
    P Partnership
    R Foreign entity (outside of the USA)
    S Sole ownership
    T Texas corporation
    U State agency/institution of higher education
  • When recalling a USAS or TINS vendor/payee record, the system displays the ownership code retrieved from USAS or TINS.

PAYMENT DIST CODE (System generated for TINS record)

  • For USAS vendors/payees, this field will be blank.
  • When recalling a TINS vendor/payee record, the system displays the payment distribution type (PDT) retrieved from TINS. Only the USAS PDTs that have an equivalent in TINS will appear here, although there are additional USAS PDTs that can be used for transaction entry.
    PDT Code Description
    R Return to agency
    RH Return to agency — Warrant hold
    D Direct deposit
    DH Direct deposit – Warrant hold

VENDOR TYPE (Required to add USAS record – For informational purposes only)

  • For a new USAS vendor/payee, enter the one-digit vendor/payee type.

    1 Employee
    2 Federal agency
    3 State agency
    4 Local government
    5 Vendor/payee – business
    6 Vendor/payee – individual
    7 Other
  • When recalling a USAS vendor/payee record, the system displays the vendor/payee type retrieved from USAS.
  • When recalling a TINS vendor/payee record, the vendor/payee type is not retrieved from TINS. This field will be blank.

SECURITY – TYPE (Optional for USAS record – For informational purposes only)

  • For USAS vendors/payees, enter the one-digit security code.
    0 No security
    1 Low level security
    2 High level security
  • When recalling a USAS vendor/payee record, the system displays the security type if it has been entered into USAS.
  • When recalling a TINS vendor/payee record, the system displays the TINS security level code retrieved from TINS.

    Note: Update to TINS records are not performed on this screen. They must be processed in the TINS system.

    0 Anyone can view this record; any source agency can update the TINS record.
    1 Anyone can view this record; only the source agency (security source) can update the TINS record.
    2 Only the source agency (security source) can view this record, and only the source agency can update this TINS record.

    Note: A user other than the source agency (security source) will not be able to view TINS vendors/payees with a security level of 2 on the 34 screen, and the message Mail Code Secured will appear.

SECURITY – SOURCE (Required to add USAS record if security type has been entered – For informational purposes only)

  • For a new USAS vendor/payee, if SECURITY – TYPE has been entered, enter the three-digit agency number (security source) assigned to the agency.
  • When recalling a USAS vendor/payee record, the system displays the security source if it has been entered into USAS.
  • When recalling a TINS vendor/payee record, the system displays the security source that requested a security type of 1 or 2 in TINS.

    Note: Payroll mail codes in TINS will have a security source of SPS, SPR or CSO.

STATUS CODE (Optional for USAS record)

  • For USAS vendors/payees, 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.

  • When recalling a USAS vendor/payee record, the system displays the status code retrieved from USAS.
  • When recalling a TINS vendor/payee record, the status will always be active (A). Inactive TINS vendors/payees are not retrieved.

EFF START DATE (Optional for USAS record)

  • For a new USAS vendor/payee, enter the eight-digit effective start date (MMDDYYYY) that identifies when the vendor/payee number 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.
  • When recalling a TINS vendor/payee record, the effective start date is not retrieved from TINS. This field will be blank.

EFF END DATE (Optional to add USAS record)

  • For a new USAS vendor/payee, enter the eight-digit effective end date (MMDDYYYY) that identifies when the vendor/payee number 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.
  • When recalling a USAS vendor/payee record, the system displays the effective end date if it has been entered into USAS.
  • When recalling a TINS vendor/payee record, the effective end date is not retrieved from TINS. This field will be blank.

LAST PROC DATE (System generated for USAS record)

  • For USAS vendors/payees, the system displays the last process date (MMDDYYYY) that any modification (add or change) was made to the screen profile.
  • When recalling a TINS vendor/payee record, the last process date is not retrieved from TINS. This field will be blank.

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.
F9 (SØ3A) Retrieves the Vendor Alpha Inquiry (3A) screen. If a vendor/payee has been recalled and is displayed on the 34 screen, then that vendor/payee will be automatically recalled on the 3A screen by pressing F9.
F10 (SØ3N) Retrieves the Vendor Number Inquiry (3N) screen. If a vendor/payee has been recalled and is displayed on the 34 screen, then that vendor/payee will be automatically carried over to the 3N screen by pressing F10.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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