This bulletin describes an Easy Contract Payment (ECP) entry process which will be available in the Voucher and Quick Pay Voucher entry conversations beginning April 5, 1995. This process will benefit agencies by reducing both keystrokes and keying errors on all contract payments, including P-Contracts.

To use the new process, agencies enter Contract Originating Agency Code, Contract Number and Payee ID on the ECP entry screen. The system then compares the data in these three fields to data in the Contract Master file. When a match is found, the CAS will 'map' appropriate voucher data which resides in the Contract Master file to the voucher entry screen. (If any data in the Contract Master file is inaccurate, agencies must submit an AC340 to correct the fields.) Remaining fields can be entered either on this new ECP entry screen or on the regular voucher/payment screen.

ECP entry screens (Exhibits A and B) have been PAYMENT ENTRY developed for the regular and Quick Pay voucher entry conversations. To access the ECP entry screen, press PF02 from either the Batch Header or Voucher/Payment screen. The top portion of the screen must be entered. Complete line 1 if the payment is for a regular contract or line 2 for a P-Contract. Error messages will appear at the bottom of the screen as a result of:

• an incomplete entry;
• an entry on both lines;
• an inactive contract;
• no matching agency and contract number on the Contract Master file;
• no matching agency, contract number and payee ID combination on the Contract Master file.

The bottom portion of the new screen contains the remaining payment fields which do not reside in the Contract Master file. These fields can be completed on this screen or on the voucher/payment screen. Edits on the voucher/payment screen have not been changed.

Press PF12 or ENTER to return to the voucher/payment screen once the fields on the ECP entry screen are completed. Upon returning, all information from the Contract Master file and the bottom portion of the ECP entry screen will be displayed on the voucher/payment screen. Exhibit C shows a completed voucher/payment screen. Continue as usual, entering charges, invoices and/or payments.

The ECP entry process can be used for any or all documents in a batch. Once a voucher is completed, press PF02 to access the ECP entry screen or press ENTER to access the voucher/payment screen for the next voucher.

Agencies must prepare and enter the AC340 documents for T-Contracts as follows:

Payee ID is required for all new (Action Code 'A') contract transactions. Payee ID can be changed with a change (Action Code 'C') contract transaction. Agencies must ensure Payee ID is correct in each of their Contract Master records.

Payee Address should conform to US Postal Service addressing standards explained in bulletins A-265, A-296 and A-332 and should be the contractor's "Remit To" address if this differs from the contractor's address. This is imperative since the contract record will be the source of the address to which checks will be mailed.

State and Zip Code are required for domestic addresses but these fields must be blank for foreign address unless an asterisk is entered in a field to remove previously entered data as explained at the end of this section. When an address is foreign, Route Code 'F' must be entered.

Interest Eligible Code is required on all vouchers pursuant to NYS Prompt Payment legislation. It is now required on all new (Action Code 'A') T-Contract transactions. It is also required on all changes (Action Code 'C') to existing T-Contracts that do not contain an Interest Eligible code.

IRS Code, Stat Type, Indicator-Statewide, Indicator-Department Codes should be entered as would be applicable on voucher transactions.

Route Code requires agency entry of 'F' if the contractor's mailing address is foreign. Agencies may not enter any other Route Code.

Also, agencies are able to remove previously entered data from the following fields in the Contract Master file:

Payee ID ADD
Payee Name 2
Street Address 2
State (enter * for foreign addresses only)
Zip Code (enter * for foreign addresses only)
IRS Code
Stat Type
Route Code

Entering an asterisk (*) in the first position of any of these fields on a T-Contract Change transaction replaces data previously posted to that field in the Contract Master record with blanks.