Procedures for Payment Research

Procedures
for
Payment
Research
GENERAL ACCOUNTING DIVISION
There are several ways to determine whether a
vendor’s invoice has been received and processed
or to determine where it is in the R*STARS
process: R*STARS screens, One Stop Vendor
Payment Inquiry (OSVP) in R*STARS, RAPI
and GAD’s OSVP web site are available to
agencies and vendors, and additional reports are
available in VIEWDIRECT.
To research
payments, the vendor’s Taxpayer Identification
Number (TIN), i.e., Federal Employer
Identification Number or Social Security
Number, must be known. To find the vendor
number, i.e., the TIN, use Screen 3A, Vendor
Alpha Inquiry. The information available when
beginning the search determines which screens to
use first.
R*STARS ONE STOP VENDOR PAYMENT
INQUIRY
(OSVP):
One Stop Vendor Payment Inquiry (OSVP) lists
the status of all vendor transactions (by TIN)
including all documents created for a payment,
i.e., the purchase order, payment transaction,
liability offset, etc. Document number types are
listed on the 33 Screen.
The OSVP system is able to search for vendor
payments using four screens requiring different
information: (1) Vendor Document Inquiry –
searches by vendor number (i.e., TIN without
prefix) and lists all documents, (2) Vendor
Document Details – searches by agency and
document number, (3) Vendor Payment Inquiry searches by check number and (4) Payments by
TIN – lists only payments, by payment number,
to a vendor.
Peter Franchot
Agencies can also request security from their
agency’s FMIS security officer to access the One
Stop Vendor Payment Inquiry (OSVP) on the
General Accounting Division web site at
http://compnet.comp.state.md.us./gad/. User class
90 with “0” access for the OSV Screen is needed.
OSVP includes the status of paid and unpaid
invoices and is available for vendors to view the
status of their invoices.
RAPI-RAPI/R*STARS ARCHIVED
PAYMENTS INQUIRY:
Use this screen when researching older vendor
payments, not in OSVP. After the yearly archive
of data greater than one full fiscal year old,
payments will be held in RAPI for five years and
then dropped. The TIN or BATCH AGENCY
number with either the WARRANT, VOUCHER
or INVOICE number must be entered; also the
date range and W/D (Payments or Documents)
may be entered.
VENDOR TRANSACTION INQUIRY
(Screen 85):
For transaction detail, if you do not know the
R*STARS document number, enter the Vendor
Number (with prefix)/Mail Code (Mail Code is
optional); Financial Agency Code; Doc Type
(ex., D5, V5); Invoice Number (optional); and
Record Type - A (active) or I (inactive). This
screen will link to the Document Tracking
Inquiry (Screen 37); financial agency code must
be changed to batch agency.
DOCUMENT TRANSACTION INQUIRY
(Screens 86 & 84):
On the 86 Screen, type financial agency,
document number and fiscal year. This screen
displays payment number and amount. For more
detail, select a line and press F2. This will link to
the 84 Screen (accounting event record). Find
PMT-NO: (payment number) and date of the
payment. If there is an LO number – it was offset
for a liability. If PMT-NO is blank, check the
payment due date, or Screen 37 to be sure
payment was processed.
This report is put in VIEWDIRECT by batch
agency, monthly (and year end). You may find
vendor payments for a batch agency by selecting
the month needed from the report Version screen.
After you locate the month, use the search
function to find the TIN.
Procedures Manual, Chapter 3 which is on
GAD’s web site. At GAD’s web site, in the left
side column under “State Agencies”, click on
“Forms
and
Manuals”:
http://compnet.comp.state.md.us/gad.
ASSISTANCE INFORMATION
DOCUMENT TRACKING INQUIRY
(Screen 37):
PAYMENTS CAPTURED BY LIABILITY
OFFSET:
To view a document’s history use the 37 Screen,
the Document Tracking Inquiry. The list of
action codes (D44 Screen) will tell you where the
document is in the payment processing cycle:
Payments captured by Liability Offset can be
seen using screens 86, 84, & OSVP. In the
payment number field there will be a Liability
Offset document number beginning with LO or
LF. In R*STARS’ OSVP select screen S002
Vendor Document Details. On this screen, key
the Financial Agency, original document number
and the vendor TIN number and press enter. The
Vendor Document Detail screen will show your
document number with a status code (ST) of 750
and a LR------ or LG----- document number
(Liability Release). The status for the LR
document will be 600, indicating that the
payment, either in full or partially, has been paid.
Transfers of payments for taxes are not shown.
100 Entered by agency
123 Ready to transmit
456 Transmitted to GAD
700 Received at GAD
708 Assigned, Pre Audit
750 Approved by GAD
600 Payment - check/ACH
702 Rejected by GAD
710 – 730 GAD Processing
588 Changed
388 Deleted
SINGLE PAYMENT INQUIRY
(SCREEN 44):
With the 44 screen, payments can be looked up
by the payment (check) number.
DAFR 7930 VENDOR PAYMENT DETAIL
BY VENDOR TIN NUMBER
To locate additional information, reference
http://www.dbm.maryland.gov.
Click on
“Technology” and “Applications Systems
Management (ASM)” for R*STARS application
user and technical subjects.
For detailed
accounting procedures information, reference:
http:compnet.comp.state.md.us/gad/agencyinfo
Questions concerning R*STARS screens, profile
and reports should be directed to the ASM
Service Desk at 410-260-7778. Accounting
questions may be directed to 410-260-7504.
In GAD’s web site, OSVP, in the “unpaid,” there
is a 750-Offset under the Status column to
indicate it was captured for Liability Offset. The
“Paid” screen shows if the payment, or part of it,
was released to the vendor. It will list the
Agency code of E05 / E00 and the Liability
Release (LR or LG) document number, and
reference your agency and original document
number.
Also, offset notification letters sent to the vendors
for state and federal offsets are in ViewDirect and
on GAD’s web site for Federal offsets.
More detailed procedures for research may be
found in the Comptroller’s Accounting
06122008