USAS and CAPPS Financials Invoice Number Field Requirements
Issued: Sept. 25, 1998
Updated: Oct. 5, 2018 – View Changes
For expenditure assistance, contact:
Your agency’s Purchase and Travel contact
For questions on the Protected Health Information prohibition, contact:
The Comptroller’s Privacy Officer at (512) 936-4365 or email@example.com
For questions on procurement or travel cards, contact:
Statewide Procurement Division (SPD) Contract Support at
(512) 463-3435 or firstname.lastname@example.org
State agencies and institutions of higher education entering data in USAS and CAPPS Financials
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 invoice number field in USAS and 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:
|2||Purchase Voucher – Subject to procurement rules|
|9||Purchase Voucher – Exempt from procurement rules|
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:
Use the INV NO field on the Preenc/Enc/Expend Transaction Entry (505) screen. The field can take a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum DESC field.
In CAPPS Financials
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 can take a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum Invoice Description field.
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 can take a maximum of 30 characters. If you need to provide additional payment-related information, use the 80-character-maximum Invoice Description field.
|10/05/2018||Updated Confidential Information section disallowed data list|
|10/06/2017||Updated contact info|
|12/15/2016||Updated Overview and CBA/CLIBA Number sections for clarity|
|08/10/2015||Updated FPP to include CAPPS Financials invoice number field requirements|