Payment FAQs

It usually takes three business days.  The "cleared date" on an EFT transaction is always three business days after the issue date.  The funds may show up on the vendor's bank account as pending a day before the cleared date.  

Duplicate Vendor Invoice Numbers can be entered for payment, but only if they are using separate vendor codes.

Example:  Target Corp and Walmart could both submit an invoice of 123456789 and both would be paid for that invoice number because they are separate vendors.  If however, 2 people (or one person for that matter) enter 123456789 for the same vendor (ex. Walmart) the first payment made would go final and any additional attempts to submit transactions or approve transactions with the vendor invoice number for Walmart would error out. 

To activate a discontinued or inactive vendor, please send an email to state_centralapproval@state.co.us, and include an updated W9 form for the vendor. 

The department would want to use a handling code for how they would want the Warrant handled. This is in case the EFT is returned and payment is resent via warrant. The EFT format will ignore the field populated with a mail handling code.

If a Payment Request Matching did not generate, you will want to review and ensure that the:

• Requirements have been met for the matching manager (IN-PO for 2-way and IN-RC-PO for a 3-way match).  

• PO or the specific commodity line has not been closed.  

• IN-RC-PO has all the dates lined up.  (Example: You cannot pay before the PO is effective.)

If your issue has not been resolved after following these three steps, you will want to contact the CORE Help (core.help@state.co.us) and please provide the following: 

• Dept Code

• Transaction Code

• Transaction ID

• Error Message Code (as applicable)

Payments for an RQS will use the ordering address, not a payment address. 

PPD (Prearranged Payment and Deposit) is the format ACH originators (e.g. the State of Colorado) need to use for individuals. CCD (Cash Concentration and Disbursement) entries are used for companies or organizations. The Central Accounting and Vendor Operations (CAVO) determines which to use by looking at the vendor record's Taxpayer ID Number (TIN) type. CCD is for EINs (corporations), and PPD is for SSNs (individuals).

The Disbursement Format should be should be left blank and allowed to auto-populate. If bank information is available then the field will automatically populate with the correct file format (CCD or PPD) for EFT. If there is no bank information then Disbursement Format will populate with WARR for warrant.

The EFT Disbursement Format is set up on the VCUST table when the EFT is added. It should not be changed by the payment creator. CAVO follows National Automated Clearing House Association (NACHA) rules for the file format based on the TIN type of the vendor.

There is a 60 character limit including spaces.  

Check reconciliation (CHREC) is for transactions that are warranted but not cashed. Paid check (PDCHK) is for transactions that are cashed.  

DC-002 - Aged Open Transactions.