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USAS Coding Instructions

36 Payee Amount Limit Profile

Centrally defined. The Payee Amount Limit Profile (36) screen is used to limit summary vendor/payee transaction amounts processed for summary vendor/payee numbers. To set up a vendor/payee number on this profile, the vendor/payee must exist in the Texas Identification Number System (TINS). TINS vendor/payee numbers start with 1, 3 or 7. The Vendor Profile (34) can be used to verify that the vendor/payee number exists in TINS.

Records on this profile are not automatically updated when records are changed or deleted in TINS. Therefore, records on this screen must be manually updated.

 TEXAS  S036           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM  
 LINK TO:                  PAYEE AMOUNT LIMIT PROFILE                      PROD 
                                                                                
 ACTION:     (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                      
                                                                                
 PAYEE NO/MAIL CODE:                                                            
         PAYEE NAME:                                                            
             AGENCY:       (MUST BE IN D02 PROFILE)                             
       AMOUNT LIMIT:                                                            
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                         STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS                                         
 

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: 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.

PAYEE NO/MAIL CODE (Control key – Required)

Note: This is a split field. The first field is the vendor/payee number (PAYEE NO), and the second field is the vendor/payee mail code (MAIL CODE).

Enter the TINS 11-digit vendor/payee number. The vendor/payee number must be a valid TINS number. If the payee number and mail code are left blank when recalling a record, the first record will be retrieved.

Enter the three-character alphanumeric vendor/payee mail code. The vendor/payee number and mail code combination must exist in TINS. 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.

PAYEE NAME (System generated)
Displays the vendor/payee name recalled from TINS.

Note: When a profile record is added to the 36 screen, the payee/vendor name is looked up in TINS and then stored as part of the profile record. Therefore, any subsequent update to the payee/vendor name in TINS will not be automatically reflected on this screen. The vendor/payee name must be manually updated.

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

AMOUNT LIMIT (Required to add new record)
Enter the maximum amount limit (up to eight digits) for summary vendor/payee transactions. The amount must be in whole dollars.

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.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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