Purchasing and Accounts Payable Online System (PAS)

Campus departments have access to payment inquiries through the Purchasing and Accounts Payable System (PAS). These inquiries include payment information by budget number and payment information by check number. Actions 6 and 7 from the Requisition Entry Main Menu are used to access these inquiries.

Payment Inquiry by Budget Number

The Payment Inquiry by Budget Number Screen allows you to inquire into payment information either by budget number or by both budget number and requisition number.

To select Payment Inquiry by Budget Number:
Action: [6] Payment Inquiry by Budget Number
[Send]

From this payment inquiry screen, you may request to see:

invoice information by entering only the budget number, or
accounting information by entering the budget number and requisition number.

When you enter both budget number and requisition number, you see accounting information (account codes, as well as task, option, and project codes) for only the requisition selected.

To display invoice information:
"budget number"
[Send]

You may narrow the display of entries by entering the "Latest Invoice Date Requested" field

To start display on a specific date:
"budget number"
"date to begin display"
[Send]

The Payment Inquiry invoice information displays the entries chronologically by check date order, with the most recent check written displayed first.

If there are additional screens of data to view, a "9" will appear in the Action Box.

To view the next screen of data:
[Send]

To view the prior screen of data:
Action: [3] Prior
[Send]

To continue display with a specific requisition number:
"requisition number"
[Send]

As stated earlier, you may request invoice information or accounting information from the Payment Inquiry by Budget Number Screen. Payment Inquiry Accounting Information displays accounting codes not found on the invoice data inquiry. Also notice that the entries are shown for only the specific requisition number entered.

To return to the Payment Inquiry by Budget Number Screen:
Action: [2] Quit
[Send]

To display accounting information:
"budget number" and "requisition number"
[Send]

The accounting information screen will appear.

If there are additional screens of data to view, a "9" will appear in the Action Box.

To view the next screen of data:
[Send]

To view the prior screen of data:
Action: [3] Prior
[Send]

To continue the display with a specific document sequence invoice number:
"document sequence invoice number"
[Send]

To return to the Payment Inquiry by Budget Number Screen:
Action: [2] Quit
[Send]

Payment Inquiry by Check No. or Doc Seq Inv No.

This payment inquiry displays payment information for either the check number entered or the document sequence invoice number entered. To move between these two screens you must clear out conflicting fields with your spacebar.

The document sequence invoice number is assigned to a purchasing transaction when the encumbrance is liquidated, often before the check is written and the check number is available. The document sequence invoice number appears in the Online Financial Information System (OFIS) screens 8 and 9 in IS's Financial System (FIN).

To Select Payment Inquiry by Check No. or Doc Seq Inv No.:
Action: [7] Payment Inquiry by Check No. or Doc Seq Inv No.
[Send]

The Check Inquiry by Check or Document Sequence Invoice Number Screen will appear, allowing you to inquiry by check number or by document sequence invoice number. The following illustrates this screen.

To inquire by check number:
"check number"
[Send]

Payment data requested by check number displays a list of document sequence invoice numbers associated with the check number.

Note: Only data authorized for the user will appear, so the dollar amount total for the displayed document sequence invoice numbers may not balance with the check total.

If there are additional screens of data, a "9" will appear in the Action Box.

To view the next screen of data:
[Send]

To view the prior screen of data:
Action: [3] Prior
[Send]

If you wish to see more detail for a particular document sequence number, you may move to the Check Inquiry by Document Sequence Invoice Number from this screen.

To display the Check Inquiry by Document Sequence Number Screen from the Check Inquiry by Check Number Screen:
"document sequence invoice number" for which you wish to see more detail
[Tab] to the Action Box
[Spacebar] to clear the Action Box
[Send]

To return to the Check Inquiry by Check Number or Document Sequence Number Screen:
Action: [2] Quit
[Send]

You may request accounting information from Check Inquiry by entering the Document Sequence Invoice Number. Check Inquiry Accounting Information displays detail information including accounting codes and project cost account codes.

To inquire by Document Sequence Invoice Number:
"document sequence invoice number"
[Send]

If there are additional screens of data, a "9" will appear in the Action Box.

To view the next screen of data
[Send]

To display the Check Inquiry by Check Number Screen:
[Tab] to the Doc Seq Inv No field
[Spacebar] to clear the Doc Seq Inv No field
[Tab] to the Action Box
Spacebar] to clear the Action Box
[Send]

To return to the Check Inquiry by Check Number or Document Sequence Invoice Number Screen:
Action: [2] Quit
[Send]

PAS-Table of Contents:

About the Admin Systems:

Payment Inquiries

Payment Inquiry by Budget Number

Payment Inquiry by Check No. or Doc Seq Inv No.

Other Topics in this Guide: