USAS and CAPPS Financials Invoice Number Field Requirements

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). Use the INV NO field in USAS or the INVOICE NO field in CAPPS Financials 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:

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 accepts 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 accepts a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum INVOICE DESCRIPTION field.

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 accepts a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum INVOICE DESCRIPTION field.