financial services center training facility austin, tx presents a/o oct 2008

FINANCIAL SERVICES CENTER

TRAINING FACILITYAUSTIN, TXPRESENTS

A/O Oct 2008

WELCOME TO THE FINANCIAL $ERVICE$ CENTER

AUSTIN, TEXAS

TABLE OF CONTENTS

Page No:

Section 1

Introduction 1-1 thru 1-2Section 2

FMS Basics 2-1 thru 2-27

Section 3Obligations 3-1 thru 3-38

Establish/Modify/Cancel Obligations Section 4

Receivers/Accruals 4-1 thru 4-25Establish/Modify/Cancel Receivers and Accruals

Section 5Payments 5-1 thru 5-42

Establish/Modify/Cancel Payments Section 6

Advances 6-1 thru 6-21 Direct DisbursementsAdvance Payments

Section 7Cash Receipts/Transfers (CRs/TRs) 7-1 thru 7-15

Establish/Modify/Cancel CRs/TRs

Section 8 Receivables 8-1 thru 8-18Billing Documents – Establish/Modify/CancelWrite-offs – Establish/Modify/Cancel

Section 9FMS Tables 9-1 thru 9-31

Section 10Error Codes 10-1 thru 10-12

WEBSITEShttp://www.va.gov/publ/direc/finance/finance.htm

VA Directives, Handbooks, Bulletins

http://www.fsc.va.gov/FSC homepage

http://vaww1.va.gov/fmshome/Under FMS Services Home, FMS Users Guide and Monthly Reports can be accessed.

http://vaww.fscdirect.fsc.va.govFMS GL and Proforma

http://vaww.fscdirect.fsc.va.gov/newsflashNews Flash location

http://austin.aac.va.govEOS API for RSD reports

https://vaww.snapwebfms.aac.va.govArchive Reports

http://www.va.gov/publ/direc/finance/finance.htm

http://www.fsc.va.gov/

http://vaww1.va.gov/fmshome/

http://vaww.fscdirect.fsc.va.gov/

http://vaww.fscdirect.fsc.va.gov/newsflash

http://austin.aac.va.gov/

https://vaww.snapwebfms.aac.va.gov/

FSC ContactsVISN/Organization Nationwide Accountant

VISNs: 1, 7, 9, 16, 17Area Office: Central, EasternOther Stations: 101, 785

Primary: Anita Aleman (512) 460-5176Alternate: Veronica Carmicheal (512) 460-5411

VISNs: 2, 4, 5, 8, 10, 20, 99 Primary: Sandra Gibson (512) 460-5012Alternate: Brenda Burton (512) 460-5308

VISNs: 18, 21, 22, 23Area Office: Southern, Western

Primary: Brenda Burton (512) 460-5308Alternate: Sandra Gibson (512) 460-5012

VISNs: 3, 6, 12, 15, 19Other Stations: 102, 104, 105, 200, 201, 203, 281, 282, 283, 284, 285, 389, 705, 774, 775, 786, 787, 788, 789, 790, 791, 793, 794, 795, 796, 797, 799

Primary: Veronica Carmicheal (512) 460-5411Alternate: Anita Aleman (512) 460-5176

VISN: 11 Primary: Melinda Parker (512) 460-5527Alternate: Michael Moore (512) 460-5243

Supervisor Crystal Russell (512) 460-5135

Introduction

Class Schedule: Class start: 8:30 a.m.

Class ends: 4:00 p.m.

Objective: To provide the participants with the basic procedures for navigating through FMS.

Course Overview: •FMS Basics•Obligations Establish new obligations

Modify/Cancel existing obligationsStatus of obligations

•Receivers/Accruals•Payments

Receiving reportsPayment vouchersModifications

•AdvancesOffsets

•Cash Receipts/Transfers•Receivables•FMS Tables•FMS Error Codes•Summary

1-1

At completion of this course the student will be able to:•Establish obligations•Process receivers against obligations•Process payments•Create and offset advances•Navigate through FMS/interpret selected FMS tables•Analyze and process rejected documents

1-2

FMS Basics

LOGGING ON TO FMS

Reach the VACCESS screen according to your field station's local procedures (screen may differ slightly from one station to another).

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Welcome to VACCESS Timesharing at AUSTIN

Terminal: TCPI0486 26-FEB-2008 10.46.35

** This is a US Federal Government Computer System. Unauthorized use is **

** prohibited and subject to prosecution. Use may be subject to monitoring.**

To select a facility enter the first letter or press the PF key indicated. FACILITY SELECTIONS

PF FACILITY STATUS PF FACILITY STATUS

1 H - HELP 6 F*- FALCON (AUSFAL) ACTIVE

2 T - TSO (AUSTSO) ACTIVE 7 I - IDMS REMOTE (AUSRPM) ACTIVE

3 R - ROSCOE (AUSROS) ACTIVE 8 C - PROD CICS (PAID) ACTIVE

9 B - BIRLS/LRA (AUSWPM) ACTIVE

5 P - PROD IDMS (AUSPPM) ACTIVE

SELECTION ==>

You may enter USERID and PASSWORD on facilities without * for express signon

USERID ==> PASSWORD ==>

LOGGING ON TO FMS

• At the REQUEST/SELECTION ==> prompt, type FMS and press TAB to move to USERID. ( ENTER.)

• At the USERID ==> prompt, type Your User ID and press TAB to move to PASSWORD.

• At the PASSWORD ==> prompt, type Your Password and press ENTER (or your terminal's equivalent key.

• If you entered your User ID and Password incorrectly, you will receive an error message: “Password is Incorrect”. The Screen shown below will appear.

• If you entered your User ID and Password correctly, the system will briefly display the "SIGN-ON IS COMPLETE" screen. The VA screen shown on page B-7 should appear.

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LOGGING ON TO FMS

Terminal: L486T106 SYP 27-JAN-2006 08.28.08 ** This is a US Federal Government Computer System. Unauthorized use is ** ** prohibited and subject to prosecution. Use may be subject to monitoring.** Welcome to VACCESS at AUSTIN To select an online facility press the appropriate PF key or enter the first letter of the facility name on the REQUEST line. Enter H or PF1 for more info. PF01/13 HELP PF06/18 FALCON ACTIVE PF02/14 TSO ACTIVE PF07/19 IDMS REMOTE ACTIVE PF03/15 ROSCOE ACTIVE PF08/20 CICS ACTIVE PF09/21 WIDMS/BIRLS ACTIVE PF05/17 PROD IDMS ACTIVE PF10/22 DEVELOP IDMS ACTIVE (AUSPPM-CAPP,CALM) Request ==> FMS (FMSG for training database) =============================================================================== ===============================================================================

USERID ==> S104rmj PASSWORD ==> ******** (Enter instead of PF key logon

LOG ON

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LOGGING ON TO FMS

SIGNON FOR CICS/TS 2.3 APPLID ACICF VASNPM1 WELCOME TO CICS/TS2.3 FMS PRODUCTION Type your userid and password, then press ENTER: Userid ......... Groupid ...... Password ....... New Password ....... Re-enter new password... ***NOTE*** If CHANGING your password: Please re-enter it on this screen before pressing ENTER. DFHCE3520 Please type your userid and password PF3 Exit If the system does not display a message, contact the Austin Help Desk (512-326-6780) and describe the message that is displayed.Enter your User ID, press TAB, and enter your password.After correctly entering your User ID and password, press ENTER.The system will briefly display a message containing information about your last log-in, then a screen with the message "SIGN-ON IS COMPLETE" will appear. Type FFSL and press ENTER.If the system does not display a message containing "SIGN-ON IS COMPLETE", contact the Austin Help Desk (512-326-6780) and describe the message that is displayed. .

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DFHCE3549 Sign-on is complete.

FFSL ENTER

FFSL = Federal Financial System Login

Normally not required for “live” sign-on – only for the training database

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LOGGING ON TO FMS ########## ############### DEPARTMENT OF ############ ################# VETERANS AFFAIRS # ###### ## ###### ### ###### ## ###### FINANCIAL ##### ###### ## # ###### MANAGEMENT ###### ###### ## ### ###### SYSTEM ###### ####### ##### ###### ###### ##### ####### ###### ###### ### ######### ###### ###### # ########### ##### FRONT END MENU/ ###### ## ### LOGON PROCESSOR ###### #### # ###################################### ############## #################### ENTER SERVICE REQUESTED (T = TABLES / MTI X = EXIT): t ENTER APPLICATION LETTER P = PRODUCTION : p ((a) used in training database) USERID: S104RMJ

At the VA Screen, type T for "Tables/MTI" in the ENTER SERVICE REQUESTED field. Type P for "Production" in the ENTER APPLICATION LETTER field. Press ENTER.

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Note – this is the normal FMS screen. When going into the training databasethere will be more choices to choose from but enter “a”.

LOGGING ON TO FMS

ACTION: S TABLEID: FFS1 USERID: S104 RMJ @ @ FFFFFFFFFFFFF MMMM MMMM SSSSSS @ @ FFFFFFFFFFFFF MMMMM MMMMM SSS SSS @ @ @ FFF MMMMMM MMMMMM SSS SSS @ @ @ FFF MMMMMMM MMMMMMM SSS @ @ @ FFFFFFFFFFFF MMM MMM MMM MMM SSS @ @ @ @ FFFFFFFFFFF MMM MMM MMM MMM SSS @ @ @ @ FFF MMM MMM MMM MMM SSS @ @ @ @ FFF MMM MMM MMM MMM SSS SSS @ @ @ @ @ FFF MMM MMMMMMM MMM SSS SSS @ @ @ @ @ FFF MMM MMMMMM MMM SSSSSS @ @ @ @ @ @ @ @ @ @ @ F I N A N C I A L M A N A G E M E N T S Y S T E M TYPE AN "X" ( ) MAIN MENU NEXT TO THE OPTION ( ) GENERAL MESSAGES YOU WISH TO PERFORM --> ( ) ADMIN/OFFICE MESSAGES

The FFS1 Table is the entry screen for the Master Table Inquiry (MTI) facility of FMS. From this screen a user may reach all other FMS Tables by using the N command.

The ACTION field appears in the upper-left corner of all FMS Table Inquiry Screens. By typing the appropriate Master Table Inquiry (MTI) command in the ACTION field, you may move between tables and view table records in a variety of ways.

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LOGGING OFF FROM FMS

########## ############### DEPARTMENT OF ############ ################# VETERANS AFFAIRS # ###### ## ###### ### ###### ## ###### FINANCIAL ##### ###### ## # ###### MANAGEMENT ###### ###### ## ### ###### SYSTEM ###### ####### ##### ###### ###### ##### ####### ###### ###### ### ######### ###### ###### # ########### ##### FRONT END MENU/ ###### ## ### LOGON PROCESSOR ###### #### # ###################################### ############## #################### ENTER SERVICE REQUESTED (T = TABLES / MTI X = EXIT): ENTER APPLICATION LETTER P = PRODUCTION : USERID: S104RMJ

VA ScreenAt the VA Screen, type X in the ENTER SERVICE REQUESTED field.Press ENTER, a blank screen should appear.At the blank screen, type BYE or Logoff. Press ENTER.

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If on a screen put an “E” on the Action line, Press Enter. This will take you to this screen.

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Actions are entered in the "Action" field located in the upper lefthand corner of all FMS tables.

Action DescriptionE This action has 3 functions (1) Exit or end FMS tables (2) Return to document previously paused from (3) Exit out of Zoom modeG Get record(s) based on full key onlyL Allows a user to leaf from table to table N This action has 2 functions (1) Next (2) NewR Refills the table with the next sequential recordS Used to scan the table for specific informationZ Zoom allows user to toggle between tables without losing uncommitted data

Shift < Used to display up to four screens back when scanning and refilling table entriesShift > Used to display the next screen of data when scanning and refilling table entries

The following commands are used on the SUSF table by entering an "S" in the "Action" field with either the alias or the full command name in the "Function"field. With each command the user must also select the document to be updated by moving the cursor to the SEL field and place and "X" on the line of thedocument to be selected. Some commands (as noted) allow the user to select multiple documents or batches to be processed at once.

Alias Function/DescriptionAC ACCESS. Takes user into the document or batch that has been selected. If the document has not been processed PASS2 the user will be in correction mode.A APPROVE. Applies the user's approval to all selected documents. Multiple documents may be approved at one time.C COPY. Used to copy data from an existing document to a new document. D DELETE. Marks the selected document or batch for deletion. Multiple documents may be deleted at one time.F FREE. Unlocks a document that is "In Use" making it accessible.H HOLD. Changes the status of all selected documents to "HELD". Multiple documents may be held.N NEW. Creates a new document. The user must enter a new document ID number in the Key Specification Area.O OVERRIDE. Applies the user's override authority to all selected documents. Multiple documents may be overrode.R RUN. Processes a document or batch for database updates (PASS2).S SCAN. Allows a user to view a document in "Read Only" mode.

UNA UNAPPROVE. Removes a user's approval authority from all selected documents/batches. Multiple documents may be selected.UND UNDELETED. Changes the status of all selected documents/batches from "DELET" to "HELD". Multiple documents may be selected.

Master Table Inquiry

Easydoc Commands

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These commands are used in the Document "Action" field located in the upper left hand corner of all documents. The command can can be accessed by typing either the full command name or by using the alias command.

Alias Command/DescriptionAB APPROVE BAT. User's approval authority applied to the current batch.BB BOTTOM BAT. The last screen of the batch is displayed.DB DELETE BAT. The status of the current batch is changed to "DELET". D DUP LINE. The detail line (where cursor is located) is copied within the document and inserted immediately following

the duplicated line.EB EDIT BAT. An edit is performed on the current batch.

F xxxx FINISH (to a table). The system exits the document and specified table. HB HOLD BAT. The status of the current batch is changed to "HELD".M MORE. The error message of the screen is refilled. The system automatically inserts this function on the screen

when current screen's error message has overflowed.NEW NEW. A blank data entry screen is provided to the user.N x NEXT (to a line). Display is moved forward the number of lines, x, specified.RB RUN BAT. The batch is processed (ran) through PASS2 to update the FMS tables.TB TOP BAT. Display is repositioned to the document header of the first document in batch.UB UNAPPROVE BAT. Approval authority is removed frm the current batch.

UNDELB UNDELETE BAT. Changes the status of the current batch from "DELET" to "HELD".A APPROVE DOC. User's approval authority applied to the current document.B BOTTOM DOC. The last screen of the document is displayed.DD DELETE DOC. The status of the document is changed to "DELET". DL DELETE LINE. The detail line where cursor is located is removed.DIS DISCARD. Document fields are cleared of data. System discards data entered since the last edit date.E EDIT DOC. An edit is performed on the document.F FINISH. The system exits the document and returns to Tables. G GET. When the document ID is keyed in the DOCID field, the requested document is displayed.H HOLD DOC. The status of the document is changed to "HELD".HE HOLD DOC/END. Status of document is changed to "HELD" and system returns to the FMS tables.IL INSERT LINE. A detail line, where the cursor is located, is added to the document.N NEXT. The next screen in the document is displayed.O OVERRIDE DOC. The user's override authority is applied to the document.

P xxxx PAUSE. When user identifies a Table name, as indicated by xxxx, FMS leaves the document and moves to the table. Action E will return user to document.

R RUN DOC. The document is processed through PASS2 to update the FMS tables.T TOP DOC. Document header screen is displayed. UD UNAPPROVE DOC. Approval authority is removed from the document.

UNDEL UNDELETE DOC. Changes the status of the document from "DELET" to "HELD".

Document Commands

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1 Beginning a NEW document from the FMS Tables

Users may begin document processing from an FMS Table screen.* Type "L" in the "Action" field* Type the desired Transaction Code (e.g.MO, RC, PV etc.) in the Table ID field* Space through the remaining two characters of the displayed Table ID.* Press Enter.

FMS takes the user to a blank document input screen.* Verify that NEW is displayed in the COMMND field.* TAB to the DOCID field.* Type in the A/O code and the unique Document ID number.* Press Enter.

The Document ID is stored on SUSF. The screen is ready for data entry.* Key in data required according to the Quick Reference Guide.* Complete document data entry with the appropriate processing command (e.g. SAVE, Hold DOC, Edit Doc or Run Doc).* Type END in the COMMND field to return to the FMS Tables.

2 Beginning a NEW document from any FMS Document Screens

Once a user has completed the data entry and processing of one document, another document may be started by using the NEW command again.* Finish the current document with an appropriate processing command (e.g. SAVE, Hold Doc, Edit Doc, or Run Doc).* Type NEW in the COMMND field.* TAB to the DOC ID field.* Type in the new Transaction Code, A/O code, and Document ID number.* Press Enter.

A new document input screen, ready for data entry, is presented. Complete data entry, process the document, and either use END command to return to FMS Tables or the NEW comand to continue creating documents.

3 Processing a Document PASS1, the EDIT DOC Step

Once data entry has been completed on a document, follow these steps to process the document through PASS1 and schedule the document for overnight PASS2 processing.* Complete data entry of all required data fields.* Press the HOME key.* Type EDIT DOC or E in the COMMND field.* Press Enter.

If FMS detects no errors, a message indicating a successful edit will appear at the bottom of the screen and the document status changes to SCHED (scheduled for overnight processing).

If errors are found during the edit process, the document status changes the REJCT and error messages are displayed at the bottom of the screen. Correct the mistakes by typing over the invalid data and completing all required fields. Use the EDIT DOC (E) to correct and edit the document until a successful edit has been completed.

Once a successful edit has occurred, process the document through PASS2 using the RUN DOC "R" command (see instructions below) or use the HOLD DOC (H) command to hold the document for future editing and/or corrections.

Using FMS Document Commands

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4 Processing a Document PASS2, RUN DOC Updates to the FMS Tables

Follow the steps detailed above until a successful edit has been completed.* Type RUN DOC or "R" in the COMMND field.* Press Enter.

FMS displays a message indicating the document has processed successfully and updated the FMS Tables, and the document status changes to ACCPT.* Type END in the COMMND field to return to the FMS Tables.

* Type NEW in the COMMND field and a new Document ID number to begin a new document.

5 GET a Document for Correction or Updates

Begin from any FMS Table screen.* Type "L" in the Action field.* Type the desired Transaction Code (e.g. MO, RC, PV) in the Table ID field.* Space through the remaining two characters of the displayed Table ID.* Press Enter.

FMS takes the user to a blank document input screen.* Type GET or G in the COMMND field.* TAB to the DOCID field.* Type in the A/O code and the Document ID number of the document to be retrieved.* Press Enter.

FMS retrieves the document from SUSF. Verify the document status is NOT ACCPT. The information recorded in ACCEPTED documentshas already updated FMS Tables and cannot be changed. Follow instructions for Modifying FMS Documents.* Perform the necessary corrections by typing over the existing data.* Complete document data entry with the appropriate processing command (e.g. SAVE, Hold Doc, Edit Doc, or Run Doc).* Type END in the COMMND field to return to the FMS Tables.

* Type GET (G) in the COMMND field to access another document.

6 Copy Line Data with the DUP LINE Command

Users can copy line data from screen to screen.* Complete the data entry for at least one detail line.* Press the HOME key.* Type DUP LINE in the COMMND field.* TAB cursor to the LINE field of the completed data line.* Press Enter.

FMS duplicates the line data on the next line of the document.

or

or

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7 PAUSE Out of a Document and Move to a FMS Table

This command may be used anytime during original data entry or during correction of a FMS document. The PAUSE command temporarilyfreezes the work in progress on the document screen, allowing a user to perform table look-ups, and returning to the document to continuedata entry. Note: If a Table Id is not identified with the PAUSE command, FMS will send the user to the EZPM Table. Use an Action of "N"and type the Table ID desired. Press Enter .* At any point in document data entry, type "P" followed by a space and a FMS Table ID in the COMMND field (e.g. P boct).* Press Enter.* FMS Leafs the user to the table identified. The user may proceed to any other FMS Table as needed.* To end the PAUSE session and return to the document, type "E" in the Action field.* Press Enter.

FMS returns the user to the document input screen.

8 SAVE or DISCARD Data Input

If a user tries to end document entry or document corrections without first processing the data (with a command of HOLD, EDIT, or RUN), FMS willprompt the user to either SAVE or DISCARD the work performed on the document.

To SAVE the information entered since the last edit:* Type SAVE in the COMMND field.* Press Enter.

FMS stores all work performed on the document during the current session and the document status is changed to HELD. User must specify whether the END command to return to FMS Tables or the NEW command to begin a new document.

To DISCARD the information entered since the last edit:* Type DISCARD or DIS in the COMMND field.* Press Enter.

FMS displays a message indicating the information typed has been discarded.

9 Add a NEW LINE to an Existing Document

If a user processes a document before finishing all of the key entry, the NEW LINE command must be used to insert additional lines to the document.

Use the ACCESS command to retrieve the document from SUSF or follow the steps above to GET a document.* Type NEXT or "N" in the COMMND field and press ENTER as needed to move to the screen where the necessary line is to be added.* Type NEW LINE or "NL" in the COMMND field.* TAB cursor to the detail line that the new line should follow.* Press Enter.

FMS presents a blank line screen to the user. Complete data entry and process the document as desired.

10 DELETE LINE from an Existing Document

Use the ACCESS command to retrieve the document from SUSF or follow the steps above to GET a document.* Type NEXT or "N" in the COMMND field and press ENTER as needed to move to the screen where the unnecessary line is located.* Type DELETE LINE or DL in the COMMND field.* TAB cursor to the detail line that is to be removed.* Press Enter.

FMS deletes the line.

11 APPROVE a FMS Document

Some documents require an authorized user to apply an approval before FMS can process the document through PASS2.

The authorized user may ACCESS the document from SUSF or follow the steps above to GET a document. Once the information hasbeen reviewed for accuracy, the approval may be applied.* Type APPROVE DOC or "A" in the COMMND field.* Press Enter.

FMS displays a message indicating the approval has been applied. Process the document through PASS2 with the RUN command,or schedule the document for overnight processing with the EDIT command.

Note: This command can also be performed on the Document Suspense File (SUSF).

12 UNAPPROVE an FMS Document

If fatal errors were unknowingly present when an approval was applied, the approval must be removed before those errors can be corrected.

The authorized user may ACCESS the document from SUSF or follow the steps above to GET a document.* Type UNAPPROVE DOC or UNA in the COMMND field.* Press Enter.

FMS displays a message indicating the approval has been approved. Correct all errors, apply the approval once more, and process thedocument.


13 Apply an OVERRIDE to an Error Message

When overrideable errors are generated, FMS requires an authorized user to apply an override to the document before it will process the document.Verify that all fatal errors have been corrected prior to applying an override.* Type OVERRIDE DOC or "O" in the COMMND field.* Press Enter.

FMS displays a message indicating the override has been applied. Process the document through PASS2 with the RUN command or schedule thedocument for overnight processing wit the EDIT command.


14 END Document Processing and Return to the FMS Tables

Once a user is finished creating, correcting, and processing a document, the END command is used to return to the FMS Tables. A processingaction such as HOLD, EDIT, or RUN must be performed on the document prior to using the END command.* Type END in the COMMND field.* Press Enter.

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Some Common Leafing Relationships If viewing a More information record in…. is available in…. Obligations OBLH OBLL Budget to Obligations: SAOB OBLH Payment Vouchers: PVHT PVLT Imprest Fund: IFHT IFLT Billing Documents: ARHT ARLT Cash Receipts: CRHT CRLT Receivers: RCHT RCLA Checks: CHKH CHKL EFT: EFTH EFTL Vendors: VNAM VEN2 In addition to leafing between Header and Line Tables, L can also be used to leaf from tables to a new document: Type L in the ACTION field. Type the Transaction Code of the document in the TABLEID field. Press ENTER. The corresponding document input screen will appear.

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The Zoom Command FMS has the capability of “stacking” up to five table query sessions. With the Zoom command, you can refer to other tables without ending the initial table query session and “losing your place” in the initial table. The Zoom command (Z) “freezes” the data on a table screen, allowing you to leave the current table and later returning to the same record on that table. This command is especially useful when determining valid reference table codes (such as Fund or Station numbers). No more than five tables can be “stacked” on top of each other with the Zoom command. The first table from which you Zoom is counted as the first table in the “stack”. To Zoom from one table to another, follow these steps:

Enter a Z for Zoom in the ACTION field of the current table. Enter the Table ID of the desired table in the TABLEID field. Press ENTER. The table you specified in the previous step will be

displayed. Use other MTI commands to query the currently displayed table. To return to the initial table, enter E for Exit in the ACTION field. Press ENTER. This ends the Zoom session and returns you to the record

you were viewing on the initial table. The table that you return to has all the data that your were viewing before you performed the Zoom command.

NOTE: FMS allows you to Zoom up to four times, “stacking” up to five tables on top of one another. In order to Zoom from table to table, enter Z in the ACTION field. To end each stacked Zoom session, enter E for Exit in the ACTION field. You must exit each Zoom session separately to return to your initial session.

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For the instructions listed below, assume the user is at SUSF and the Action displayed is "S".

Create a new document by COPYING an existing document.* TAB to line 00 (the Key Specification Area).* Type a TRANS CODE, A/O and Number for the document to be copied in the Document ID columns.* Press Enter.

The document to be copied appears on Line 01.

* TAB to the Command field.* Type COPY.* TAB to Line 00 (the Key Specification Area).* Type in a Trans code, A/O, and Number for the new document to be copied in the Document ID columns.* TAB to Line 01 (or to the line which displays the document to be copied).* Type "X" in the SEL field.* Press Enter.

FMS presents the new document; complete with the copied data. At this point, the document has no status. Make necessary changes and process the document. Use the END command to return to the Suspense File.

DO NOT COPY A DOCUMENT THAT WAS CREATED BY AN INTERFACE.

Suspense File Commands

7.1

DOCUMENT SUSPENSE FILE (SUSF) FIELD DESCRIPTIONSACTION: S SCREEN: SUSF USERID: R047 SJF DOCUMENT SUSPENSE INDEX 1 COMMAND: SUBMIT STATION: ‑‑‑BATCH ID‑‑‑ ‑‑‑‑DOCUMENT ID‑‑‑‑‑ LAST LAST PROCESS SEL TC A/O NUMBER TC A/O NUMBER STAT APPRV DATE USER DATE ‑ ‑‑ ‑‑‑‑ ‑‑‑‑‑‑ ‑‑ ‑‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑ ‑‑‑‑‑ ‑‑‑‑‑‑ ‑‑‑‑‑‑‑‑ ‑‑‑‑‑ 00‑ . .. .... ...... .. .... ............ ..... ..... ...... ........ ..... 01‑ . .. .... ...... .. .... ............ ..... ..... ...... ........ ..... 02‑ . .. .... ...... .. .... ............ ..... ..... ...... ........ ..... 03‑ . .. .... ...... .. .... ............ ..... ..... ...... ........ .....

FIELD NAME DESCRIPTION

COMMAND Use the COMMAND field to specify special SUSF commands to begin data entry, correction, or processing of a batch or document, or to change the status of a batch or document.

SUBMIT STATION FMS uses the SUBMIT STATION field when the "New" or "Copy" commands are used in order to verify a user's authority for creating documents.

00 Line 00 is referred to as the KEY SPECIFICATION AREA. Use this line to identify the batch or document ID to be scanned or created or when using the NEW command to create a new document.

SEL When a command is entered, such as SCAN or ACCESS, identify the document to be viewed by placing an "X " in the corresponding SELECTION field. Multiple documents may be selected with some command codes, such as APPROVE and DELETE.

BATCH ID The BATCH ID uniquely identifies each batch of documents or a modification document.

DOCUMENT ID The DOCUMENT ID uniquely identifies each document that has been created in FMS.

STAT The STATUS of the batch or document is displayed in this column. Due to the high volume of documents on the Document Suspense File Screens (SUSF, SUS2, and SUSA), do not scan for the STATUS of a document.

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ACTION: S SCREEN: SUSF USERID: R047 SJF DOCUMENT SUSPENSE INDEX 1 COMMAND: SUBMIT STATION: ‑‑‑BATCH ID‑‑‑ ‑‑‑‑DOCUMENT ID‑‑‑‑‑ LAST LAST PROCESS SEL TC A/O NUMBER TC A/O NUMBER STAT APPRV DATE USER DATE ‑ ‑‑ ‑‑‑‑ ‑‑‑‑‑‑ ‑‑ ‑‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑ ‑‑‑‑‑ ‑‑‑‑‑‑ ‑‑‑‑‑‑‑‑ ‑‑‑‑‑ 00‑ . .. .... ...... .. .... ............ ..... ..... ...... ........ ..... 01‑ . .. .... ...... .. .... ............ ..... ..... ...... ........ ..... 02‑ . .. .... ...... .. .... ............ ..... ..... ...... ........ ..... 03‑ . .. .... ...... .. .... ............ ..... ..... ...... ........ .....

FIELD NAME DESCRIPTION

APPRV In the APPRV field, approval flags are displayed for each document that is listed on the screen.O = Approval not requiredA = Approval not applied, but one is requiredY = Approval appliedN = Approval applied and subsequently removed

LAST DATE The LAST DATE field displays the last date a change was made to the document.

LAST USER The User ID of the last person to change the document is displayed in the LAST USER field.

NOTE: These fields are identical to those found on the Accepted Document Suspense File (SUSA).

2-19

INTERPRETING FMS ERROR CODES All FMS error messages are preceded by a seven or eight character code. Each code identifies the area on the screen where the error may be found and what type of error was found, e.g., a warning, overrideable, or fatal error. Consult the Error Inquiry Table (ERRG) for a more detailed explanation or error messages. LOCATION OF ERROR: First Character Location of Error Example A = General Application/ A - - CQ93 System Message H = Document Header Error H - - CV9AE – INVALID DOCU B = Batch Header Error B - - CD02E – INVALID CURR # = Line Number Error 01 - - SC03W – INSUFFICIENT TYPE OF ERROR: Last Character Error Type FMS Reaction # = GENERAL Reports the status of the document. No action required by the user. Example: (A- -CQ93) W = WARNING FMS will process the document. Example: (01-SC03W) O = OVERRIDEABLE Authorized user must override in order for

processing to begin. Example: (01-SC03O) E = FATAL Error must be corrected in order to process. Example: (01-CE21E)

2-20

Standard General Ledger

•General Ledger (GL)•History

In early 1984, an interagency group was formed at the direction of the Office of Management and Budget

(OMB) under the leadership of the Department of Treasury. OMB tasked the group to develop a

standard general ledger (SGL) chart of accounts for Government-wide use by modifying the currently

existing Department of Defense Uniform Chart of Accounts.•Purpose

The purpose of the U.S. Government Standard General Ledger (USGSGL) is to provide a uniform chart of accounts and supporting transactions to be used to standardize federal agency accounting and to support the preparation of standard external reports. The SGL accounts meet the basic financial statement and budget execution reporting requirements of departments and agencies.

•Chart of Accounts1000 – Assets2000 – Liabilities3000 – Equity of the U.S. Government4000 – Budgetary5000 – Revenue6000 – Expense7000 – Gains/Losses/Extraordinary Items, etc.9000 – Statistical/Memorandum Accounts

•FMS Compliance with the USGL

The FMS GL fully complies with the USSGL and supports all of the VA’s business processes by:

1. Automatically posting the debits and credits for every transaction recorded in FMS

2. Accommodating VA’s desire to post transactions according to vendor, fund, project, and/or BOC

3. Maintaining on-line account balances and trial balances at many different levels of detail

4. Maintaining complete and detailed audit trails of all budget and financial transactions

5. Producing external reports which meet OMB and Treasury requirements, including supporting

information and data for the SF-224 Statement of Transactions and the FACTS I/GFRS/FACTS II reporting.

2-21

Standard General Ledger (cont)

2-22

FMS Common Posting Process

Miscellaneous Order (MO) Transaction Code: MO Document Number: 567A41001 Transaction Type: 01 Line Number: 001 Amount: 964.00

1

Accounting Entries Definition Table (ACED)

Transaction Code: MO Transaction Type: 01 Accounting Entry ID: 2000

2

Accounting Entries Table (ACEN) Accounting Entry ID: 2000 Accounting Event: SP02 Journal Code: GENJ Debits: 4610 Credits: 480F – Fed Vendor or 480N–Non Fed Vendor

3

General Journal (GENJ) MO 567A41001 01 001 4610 964.00 + MO 567A41001 01 001 480F 964.00 – or 480N

4

On-line General Ledger Balances General Ledger Balance Table (GLBL) Monthly Summary General Ledger Balances Table

(MSGL) General Ledger Trial Balance By Station Table

(GLTS) General Ledger Balances with Accounting Distributions and Vendor Details Table (GLDB)

4

Document Numbering System

2-23

The Department of Veterans Affairs uses a single numbering plan to facilitate the processing of payment documents through the Computer Assisted PaymentProcessing System (CAPPS) and the Financial Management System (FMS). Uniformity of document numbering benefits all system users.

This numbering plan is known as the “Common Numbering System”. It establishesA unique reference number under which all financial transactions will be processed.The common number for the CAPPS system consists of a 9-digit alphanumericcode which cannot be duplicated. The first three positions of the common numberwill consist of the numeric station number. The fourth position consists of an alphacode which identifies the appropriation/fund and/or document type. The fifth position will normally consist of the fiscal year of the appropriation. The appropriatefiscal year will be coded for “No-Year” appropriation instead of an “X”. The remaining four positions (sixth through ninth positions) will be numeric in accordancewith established block schemes.

Use of the basic common numbering plan is mandatory. Alpha characters are notpermissible in the last four positions for obligation documents requiring processingby FSC. Field stations, at their discretion, may allocate blocks of numbers for local use as long as overall document numbering stays within mandatory categories.In the case where there is a need for more than the assigned numbers in an alphaseries, the particular alpha character and the fiscal year will be reversed. However, this should not be done until that point in the fiscal year is reached where the originally assigned block is being exceeded.

Further guidance is in OFM Bulletin 95GA1-14 and MP-4, Part V Change 203.

Bulletin Board Messages

2-24

1. Exit FMS, by typing an “x” in the enter service requested field.

########## ############### DEPARTMENT OF ############ ################# VETERANS AFFAIRS # ###### ## ###### ### ###### ## ###### FINANCIAL ##### ###### ## # ###### MANAGEMENT ###### ###### ## ### ###### SYSTEM ###### ####### ##### ###### ###### ##### ####### ###### ###### ### ######### ###### ###### # ########### ##### FRONT END MENU/ ###### ## ### LOGON PROCESSOR ###### #### # ###################################### ############## #################### ENTER SERVICE REQUESTED (T = TABLES / MTI X = EXIT): X ENTER APPLICATION LETTER P = PRODUCTION :

USERID: S104CH1

2. A blank screen will appear. On the black screen type “qtbr” and press enter

qtbr

Bulletin Board Messages (cont)

2-25

QUICK CONF 4.3.2 -- MAIN MENU -- PANEL: CM20 Selection ==> U B) Broadcast a conference F) Request a conference I) Print screen R) Start recording S) Scripts U) Bulletin board browse COPYRIGHT (C) IBS CORPORATION 1990-98 - ALL RIGHTS RESERVED

PF: 3 Quit

3. In the selection field, type “U” for bulletin board browse option & press enter.


2-26

QUICK CONF 4.3.2 -- BULLETIN BOARD DIRECTORY -- PANEL: CBB0 Active (Y,N) ==> Y Expires (HH:MM,SHUT,NEVER) ==> * Redisplay (A,N) ==> * Sel BB # Description Userid Act Expires Redisp. 0000 GENERIC BULLETIN BOARD S104EUR Y NEVER A S0001 S104RAB Y NEVER A 0002 S104RAB Y NEVER A 0004 S104EUR Y NEVER A 0005 S104RAB Y NEVER A 0006 S104RAB Y NEVER A 0007 S104RAB Y NEVER A 0008 S104RAB Y NEVER A 0009 S104ELF Y NEVER A 0023 S104ELF Y NEVER A 0027 S104EF2 Y NEVER A S=Select Locate BB # ==>

QTE0047 BOTTOM OF THE ITEMS.

4. Place a “s” beside the message that you want to see, press enter to review the message. Or, you maywish to place the “s” next to the first message and when it appears, continue by hitting “enter” aftereach message and each message may be viewed in order.


2-27

5. When finished viewing, press PF3 three times until the screen below appears:

QTE0001 QUICK CONF ENDED.

6. Press the Pause/Break button to clear the screen, & type “ffsl” and enter to go back into FMS.

ffsl

Obligations

•What is an obligation document?

A document that obligates funds for a specific purpose.

•There are four types of orders used for this purpose:

1. Miscellaneous Order (MO) – obligates funds and reduces the available

budgetary amounts for the purchase of various goods.

2. Service Order (SO) - obligates funds and reduces the available budgetary

amounts for the purchase of various services and obligates funds for

services that need to be accrued (automatic or manual).

3. Construction Contract Order (CO) - obligates funds and reduces the

available budgetary amounts for contracts – discussed in more detail in the

“Construction Accounting” class.

4. Architect-Engineer Order (AO) - obligates funds and reduces the

available budgetary amounts for architect-engineer contracts – discussed in

more detail in the “Construction Accounting” class.

3-1

OBLIGATIONS DATA ENTRY

Topic Page Source Document VA Action

0. Overview

1. Entering a Miscellaneous Order (MO) Order for Supplies or Services, VA 2138 (for supplies)- or -

Request, Turn-in and Receipt for Property or Services, VA 2237 (with receipt data for supplies)

-or-Estimated Miscellaneous Obligation or Change in Obligation, VA

1358 (subsistence)

Record an order for supplies

2. Entering a Service Order (SO) Order for Supplies or Services, VA 2138 (for services)-or-

Estimated Miscellaneous Obligation or Change in Obligation, VA 1358-or-

Government Bill of Lading (GBL), SF 1103 (if non-travel related)

Record an order for services

3. Entering a Contract Order (CO) or an Architect-Engineer Order (AO)

Solicitation, Offer, and Award, SF 1442-or-

Architect-Engineer Contract, SF 252

Record a construction contract obligation-or-

Record an architect contract-or-

Record an engineer contract

4. Modifying a Miscellaneous Order (MO) Order for Supplies or Services, VA 2138 (for supplies - revised)- or -

Request, Turn-in and Receipt for Property or Services, VA 2237 (with receipt data for supplies - revised)

Modify an order for supplies

3-2

OBLIGATIONS DATA ENTRY (cont)

5. Modifying a Service Order (SO), a Contract Order (CO), or an Architect-Engineer Order (AO)

Order for Supplies or Services, VA 2138 (for services - revised)-or-

Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (revised)

-or-Government Bill of Lading (GBL), SF 1103 (if non-travel related - revised)

-or-Amendment of Solicitation / Modification of Contract, SF 30

-or-Field Change Order (FCO)

-or-Field Supplemental Agreement (FSA)

-or-Central Office Change Order (COCO)

-or-Central Office Supplemental Agreement (COSA)

Modify an order for services-or-

Modify a construction contract-or-

Modify an architect contract-or-

Modify an engineer contract

6. Canceling an Obligation (MO, SO, CO, or AO) Written notification for full de-obligation Cancel an obligation

3-3

THE ORDERS HEADER TABLE

ACTION: R TABLEID: OBLH USERID: S438 BAM *** ORDERS HEADER INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER TRANS CODE: MO ORDER NUMBER: 438A91281 TRANS TYPE: 01 SUB STN: VENDOR CODE: MISCN CONTRACT NO: AUTO ACCRUE: N NAME: SYNECTICS MEDICAL, INC. ALT PAYEE: / ORIGINAL AMT: 53,930.00 PO DATE: 10 28 08 AMENDMENT AMT: -53,930.00 ORDERED AMT: 0.00 BEGIN DATE: 10 28 08 CLOSED AMT: 0.00 END DATE: ACCRUED AMT: 0.00 NO CONTRACT MONTHS: EXPENDED AMT: 0.00 FOB: OUTSTANDING AMT: 0.00 CLOSED DATE: 11 15 08 MISC REF AMT: 0.00 DISC %: 0.000 DAYS: 00 P/E TERM: 00 HOLDBACK AMT: 0.00 ADVANCED AMT: 0.00 DOC TYPE: COMMENTS: OUT ADVANCE AMT: 0.00 RESP PERSON:

Orders Header Table (OBLH)

Table Description

This table lists all outstanding and some recently closed obligation documents. All information is derived from the header section of the obligation document and related payable transactions.

Table Uses Tracks and verifies obligation documents.

Monitors receiver or payment activity that liquidates obligations.3-4

OBLH

Table Updated by

•All accepted obligation documents (MO, SO, CO, AO).•Modifications to existing obligation documents.•All related payables transactions.

Table Key FieldsNote:

"Leafing" from the Purchase Order Accounting Line Table (OBLL) is an easy way to access the information on this table.

•Document ID (TRANS CODE and ORDER NUMBER)Field Descriptions

•The TRANS CODE is the unique code that identifies this obligation (i.e. MO for Miscellaneous Order).•The ORDER NUMBER is the unique document number assigned to this obligation. •The TRANS TYPE is the transaction type used to post the general ledger for this order. Codes are defined on the Accounting Entries Definition Table (ACED) by transaction code and transaction type.•The SUB STN is the submitting station field on the original entry document.•The VENDOR CODE is the code that identifies the vendor for this obligation (see p. 3-8 for vendor information)•The CONTRACT NO is the awarded contract number.•The AUTO ACCRUE is the Auto Accrue Indicator setting on the Service Order (SO) document, Contract Order (CO) document, and Architect-Engineer Order (AO) document, which indicates whether Receiver Accrual (AR) documents are automatically generated.

3-5

Field Descriptions (cont)

•The NAME is the vendor name associated with the vendor code, as derived from VEN2. If a miscellaneous vendor code was entered on the obligation document, this field will contain the vendor name that was entered at that time.•The ALT PAYEE displays a vendor code if an alternate payee is authorized for this obligation.•The ORIGINAL AMT is the original obligation amount.•The AMENDMENT AMT is the sum of all amendments to this obligation.•The ORDERED AMT is the sum of the original and amendment amounts.•The CLOSED AMT is the amount of this obligation that has been closed. It is equal to the total amount expended and accrued until the obligation is finally closed. When the obligation is finally closed, this amount is set equal to the total order amount, even if the expended amount is more or less than the total order amount.•The ACCRUED AMT is the total accrued amount of all the lines on this obligation. It is updated by receiver (RT, RC, AR) documents. The accrued amount is reduced when a receiver (RT, RC, AR) document is liquidated (i.e. referenced on a payment document).•The EXPENDED AMT is the total amount expended to date on this obligation. It is updated by payment (CT, CV, PV, MV, DD, DV, AV, NC, HV, CN) documents.

3-6


•The OUTSTANDING AMT is the Undelivered Order Amount.•The MISC REF AMT is the amount if a payable references this obligation with the reference Line Number in MMM. This field is updated instead of the Closed Amount field.•The HOLDBACK AMT is often called the Retainage Amount. It is the amount held back for later payment.•The ADVANCED AMT is the sum of advances issued against this obligation.•The OUT ADVANCE AMT is the outstanding unliquidated amount of all advances issued against this obligation.•The PO DATE is the date of the obligation.•The BEGIN DATE along with END DATE is used to calculate the number of contract months, if the Auto Accrue Indicator field is set to Y.•The NO CONTRACT MONTHS is the number of contract months calculated from Begin Date to End Date of the service order.•The FOB, if displayed, designates a certain party as responsible for shipping charges of the goods. If the buyer is responsible for the goods, there must be an accompanying 991 line on the Purchase Order Accounting Line Table (OBLL). Valid FOB codes can be found on the Freight On Board Table (FOBT). •The CLOSED DATE is the date when all accounting lines were closed on this obligation.•The DISC % reflects the discount percentage associated with this obligation.

3-7


•The DAYS reflects the number of days after the invoice date that a discount will be applied.•The P/E TERM is the PROX or EOM term used to determine the discount expiration date. You cannot have both DISCOUNT DAYS and the PROX/EOM term fields entered for the same obligation.•The DOC TYPE was used for documents converted from CALM. •The COMMENTS reflects any comments that were entered on the obligation document.•The RESP PERSON is the person to whom questions about this obligation should be addressed.

*for non-IFCAP stationsAdditions, deletions and changes to the FMS Vendor File must be made through FSC Vendorizing Staff. Additions, deletions, and changes are made to the Centralized Vendor File, which updates the Custom Vendor Reference Data Screen 2 and 3 (VEN2 & VEN3). The user may view these records on VEN2 and VEN3. The user accesses VEN2 for information while the system accesses the Centralized Vendor File for processing.To request an addition, deletion, or change to the FMS Vendor File, submit a fax request, with a copy of the invoice (if applicable), to the FSC Vendorizing Staff, (104/0473C2), fax number (512) 460-5221. The request should include the tax id number and the "remit to" address. IFCAP 5.0 stations also have the option of requesting vendor additions or changes through IFCAP. If you have any questions regarding vendor requests, please contact the FSC Vendorizing Staff at (512) 460-5409.

3-8

THE PURCHASE ORDER ACCOUNTING LINE TABLE (OBLL)

ACTION: R TABLEID: OBLL USERID: S438 BAM *** PURCHASE ORDER ACCOUNTING LINE INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER, LINE NUMBER TRANS CODE: MO ORDER NUMBER: 438A95219 01‑ LINE NO: 001 BFYS: 09 FUND: 0160A1 DESCR: ORIG LINE AMT: 23.43 ADM/OFF: 10 AMENDMENT LINE AMT: 0.00 STATION: 438 / CLSD BFYS: PO LINE AMT: 23.43 COST CTR: 822300 / CLSD FUND: CLOSED AMT: 0.00 FCP/PRJ: 990099999 ACCRUED AMT: 0.00 BOC /SUB: 2632 / JOB NO: EXPENDED AMT: 0.00 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 23.43 LAST CHANGE STATUS: HOLDBACK AMT: 0.00 02‑ LINE NO: BFYS: FUND: DESCR: ORIG LINE AMT: ADM/OFF: AMENDMENT LINE AMT: STATION: / CLSD BFYS: PO LINE AMT: COST CTR: / CLSD FUND: CLOSED AMT: FCP/PRJ: ACCRUED AMT: BOC /SUB: / JOB NO: EXPENDED AMT: REPT CATG: ASSOC ORD: OUTSTNDNG AMT: LAST CHANGE STATUS: HOLDBACK AMT: 02‑*L009 HEADER CHANGE

Purchase Order Accounting Line Table (OBLL)

Table Description •This table contains the detailed accounting data regarding the obligation line. It contains the accounting distribution and corresponding amounts for each line of the obligation.

Table Uses•Tracks and verifies obligation documents at the line level.

3-9

OBLL

Table Updated by

•All accepted obligation documents (MO, SO, CO, AO).•Modifications to existing obligation documents.•All related payables transactions.

Table Key FieldsNote:

"Leafing" from the Orders Header Table (OBLH) is an easy way to access the information on this table.

•Document ID (TRANS CODE and ORDER NUMBER)•Line Number (LINE NO)

Field Descriptions•The TRANS CODE is the unique code that identifies this obligation, (i.e. MO for a Miscellaneous Order).•The ORDER NUMBER is the unique document number assigned to this obligation. •The LINE NO is the number of the accounting line on the obligation.•The BFYS indicates the budget fiscal year(s) that apply to this obligation.•The FUND reflects the fund code affected by this obligation **.•The DESCR reflects any description entered concerning this obligation.•The ADM/OFF reflects the Administration/Staff Office affected by this obligation **.•The STATION is the station affected by this obligation **.•The CLSD BFYS is the closed budget fiscal year(s) if this obligation is attributable to a closed fund.

3-10


•The COST CTR is the Cost Center affected by this obligation **.•The CLSD FUND is the closed fund if this obligation is attributable to a closed fund.•The FCP/PRJ is the ACC, the Organization, or the Project Number affected by this obligation **.•The BOC/SUB is the budget object code or revenue source of this obligation **.•The JOB NO is the job number affected by this obligation.•The REPT CATG reflects the accounting distribution entered on the order transaction screen or inferred from the reference requisition.•The ASSOC ORD is the transaction code and document number of an order that is associated with this order.•The LAST CHANGE STATUS indicates whether the order has been changed since it was input.•The ORIG LINE AMT is the original obligation amount for this line.•The AMENDMENT LINE AMT is the sum of all amendments to this obligation line.•The PO LINE AMT is the sum of the original and amendment amounts for this line.•The CLOSED AMT is the amount of this obligation line that has been closed. It is equal to the total amount expended and accrued until the obligation is finally closed. When the obligation is finally closed, this amount is set equal to the PO LINE AMOUNT, even if the expended amount is more or less than the PO LINE AMOUNT.

3-11


•The ACCRUED AMT is the total accrued amount for this obligation line. It is updated by the Receiver (RT, RC, AR) documents. The accrued amount is reduced when a Receiver (RT, RC, AR) document is liquidated (i.e. referenced on a payment document).•The EXPENDED AMT is the total amount expended to date on this obligation line. It is updated by payment (CT, CV, PV, MV, DD, DV, AV, NC, HV, CN) documents.•The OUTSTNDNG AMT is the Undelivered Order Amount.•The HOLDBACK AMT is often called the Retainage Amount. It is the amount held back for later payment.

** Accounting Codes are used to indicate the accounting distribution associated with each document. When entering the accounting codes, enter only those which are relevant to the budget affected by the document. Fund codes (FUND) represent various combinations of an appropriation code, category, and limitation. The new budget structure uses the FMS "Fund Code" to identify the limitation code in addition to the appropriation and apportionment codes, (e.g. 0160A1). An Administration/Staff Office (A/O) code stands for the Administration or Staff Office that manages a given fund. A/O codes are also used to identify the user entering a document.

A/O04 – FSC/VACO Finance10 – Medical Centers20 – VBA Veterans Benefit Admin40 – National Cemetery50 – Office of Inspector General90 – OAMM/Supply Fund (4537B)08 – Construction (if CO is funding)02 – District Counsel

Station Numbers (STATION/SAT) are the three-character identifiers assigned to each VA station.Budget Object Codes (BOC/SUB) are four-character fields used to identify goods and services purchased with Federal funds. The first two digits of each BOC (referred to as the object class) are standard within the Federal government.Cost Centers (COST CTR/SUB) are six-character, non-budgetary, organization codes used to record expenditures of funds by various organizations within VA. Table CCCT gives the associated Fund.Fund Control Point (FCP) – also known as Accounting Classification Codes (ACC) – this is comprised of four codes with the following format:

Character Description 1-2 Program Code 3-4 Sub-program Code 5-7 Organization Code 8-9 Activity Code

3-12

APPLICATION TABLE DESCRIPTIONS

TABLE NAME TABLEID DESCRIPTION

Orders Header Table OBLH Provides information on obligation amounts, including outstanding, recently closed, and expended amounts for the entire obligation.

Purchase Order Accounting Line Table

OBLL Provides information on obligation amounts, including outstanding, recently closed, and expended amounts for each line of the obligation.

Suballowance Spending Control Table

SASP Provides the Status of Funds for fund controlpoints and the undelivered ordered and expended amounts for each suballowance.

Project Suballowance Spending Control Table

SAS2* Alternate view of SASP, provides information on available project suballowance balances.

Suballowance Obligation Inquiry Table

SAOB Provides information on all obligation documents accepted against a given suballowance.

Sub-Project Table SPRJ* Provides allotment budget for Project/Control Points including accounting distribution data, budgeted amount, unliquidated obligations, expenditures and available amount.

Installation Wide Project - Project Cross- Reference Table

IWPX* Provides information on unobligated balances by projects and control point for budget fiscal years.

Project Spending By Period Cross-Reference Table

PSDP* Reflects all spending documents by period that reference a subproject.

Spending Control Document Cross-Reference Table

Document Cross- Reference Table

SPDX* Reflects all spending documents processed against a certain allowance or suballowance subproject.

* For construction and parking garage appropriations only.3-13

DXRF Provides general information about all accepted FMS documents that referencethe document specified by the user in the key fields.

This is an example of what a completed MO looks like out of FMS. Use MO for purchasing of goods.

Problem #1

3-14

COMMND: DOCID: MO 10 523A910_ _ STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08

MISCELLANEOUS ORDER INPUT SCREEN TRANS TYPE: 01 MO DATE: ACCT PRD: ACTION: E SUB STN: 523 VENDOR CODE: 630635264 NAME: ELEC COMMUNICATION SYSTEMS CONTRACT NO: ADDR1: 2906 BRADY STREET BEGIN DATE: END DATE: ADDR2: DISC %: DAYS: CITY/ST/ZIP: DAVENPORT IA 52803 P/E TERM: FOB: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 1000.00 BFYS: FUND: 01- LINE: 001 BFYS: 09 FUND: 0162A1 STATION/SAT: 523 / FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 857500 / BOC/SUB: 2301 / REPT CATG: LINE AMOUNT: 1000.00 I/D: I CLSD BFYS: DESCR: CLSD FUND:

3-15


MISCELLANEOUS ORDER INPUT SCREEN TRANS TYPE: 01 MO DATE: ACCT PRD: ACTION: E SUB STN: 523 VENDOR CODE: 741022751 NAME: WARREN ELEC CO CONTRACT NO: ADDR1: PO BOX 200022 BEGIN DATE: END DATE: ADDR2: DISC %: DAYS: CITY/ST/ZIP: HOUSTON TX 772160022 P/E TERM: FOB: O ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 3090.00 BFYS: 09 FUND: 0160A1 01- LINE: 001 BFYS: FUND: STATION/SAT: 523 / FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 822300 / BOC/SUB: 2632 / REPT CATG: LINE AMOUNT: 3000.00 I/D: CLSD BFYS: DESCR: CLSD FUND:


MISCELLANEOUS ORDER INPUT SCREEN TRANS TYPE: 01 MO DATE: ACCT PRD: ACTION: E SUB STN: 523 VENDOR CODE: 741022751 NAME: WARREN ELEC CO CONTRACT NO: ADDR1: PO BOX 200022 BEGIN DATE: END DATE: ADDR2: DISC %: DAYS: CITY/ST/ZIP: HOUSTON TX 772160022 P/E TERM: FOB: O ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 3090.00 BFYS: 09 FUND: 0160A1 01- LINE: 991 BFYS: FUND: STATION/SAT: 523 / FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 822300 / BOC/SUB: 2632 / REPT CATG: LINE AMOUNT: 90.00 I/D: CLSD BFYS: DESCR: CLSD FUND:

Problem #2Example of entering a MO with 2 lines

THIS REJECT CAN BE OVERIDDEN AND PROCESSED IF ON A PRIOR YEAR AS LONG AS THE BOC WAS VALID FOR THAT YEAR. BUT IF YOU GET THIS ON A CURRENT YEAR OBLIGATION YOU NEED TO USE A DIFFERENT BOC. SEE PAGE 9-11 FOR BOCT TABLE SHOWING A DEACTIVATED BOC.

Problem #3

3-16


MISCELLANEOUS ORDER INPUT SCREEN TRANS TYPE: 01 MO DATE: ACCT PRD: ACTION: E SUB STN: 523 VENDOR CODE: 132646870 NAME: HOWMEDICA CONTRACT NO: ADDR1: 359 VETERANS BLVD BEGIN DATE: END DATE: ADDR2: DISC %: DAYS: CITY/ST/ZIP: RUTHERFORD NJ 070702584 P/E TERM: FOB: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 500.00 BFYS: FUND: 01- LINE: 001 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 / FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 827200 / BOC/SUB: 2660 / REPT CATG: LINE AMOUNT: 500.00 I/D: CLSD BFYS: DESCR: CLSD FUND: 01 – ZJBLO – DEACTIVATED BOC/LIMITATION

3-17

ACTION: R TABLEID: OBLH USERID: S104 FSC *** ORDERS HEADER INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER TRANS CODE: MO ORDER NUMBER: 523A910_ _ TRANS TYPE: 01 SUB STN: 523 VENDOR CODE: MISCN CONTRACT NO: AUTO ACCRUE: N NAME: MISC COMMERCIAL VENDOR ALT PAYEE: / ORIGINAL AMT: 1000.00 PO DATE: 10 15 08 AMENDMENT AMT: 0.00 LAST ACTIVITY DATE: ORDERED AMT: 1000.00 BEGIN DATE: 10 15 08 CLOSED AMT: 0.00 END DATE: 10 15 08 ACCRUED AMT: 0.00 NO CONTRACT MONTHS: EXPENDED AMT: 0.00 FOB: OUTSTANDING AMT: 1000.00 CLOSED DATE: MISC REF AMT: 0.00 DISC %: 0.000 DAYS: 00 P/E TERM: 00 HOLDBACK AMT: 0.00 ADVANCED AMT: 0.00 DOC TYPE: COMMENTS: OUT ADVANCE AMT: 0.00 RESP PERSON:

ACTION: R TABLEID: OBLL USERID: S104 FSC *** PURCHASE ORDER ACCOUNTING LINE INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER, LINE NUMBER TRANS CODE: MO ORDER NUMBER: 523A910_ _ 01- LINE NO: 001 BFYS: 09 FUND: 0162A1 DESCR: ORIG LINE AMT: 1000.00 ADM/OFF: 10 AMENDMENT LINE AMT: STATION: 523 / CLSD BFYS: PO LINE AMT: 1000.00 COST CTR: 857500 / CLSD FUND: CLOSED AMT: 0.00 FCP/PRJ: 010022300 ACCRUED AMT: 0.00 BOC /SUB: 2661 / JOB NO: EXPENDED AMT: 0.00 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 1000.00 LAST CHANGE STATUS: HOLDBACK AMT: 0.00 02- LINE NO: BFYS: FUND: DESCR: ORIG LINE AMT: ADM/OFF: AMENDMENT LINE AMT: STATION: / CLSD BFYS: PO LINE AMT: COST CTR: / CLSD FUND: CLOSED AMT: FCP/PRJ: ACCRUED AMT: BOC /SUB: / JOB NO: EXPENDED AMT: REPT CATG: ASSOC ORD: OUTSTNDNG AMT: LAST CHANGE STATUS: HOLDBACK AMT:

Shows tables relating to Problem #1

QUICK REFERENCE GUIDEMISCELLANEOUS ORDER

MO

Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document.

DOCID: Enter MO.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.

Press > > ENTER < <. Document ID is stored and screen is ready for data entry.

MO Header Fields

1. TRANS TYPE Enter the transaction type. See page 3-38 for transaction types.

2. MO DATE Enter the date of the transaction (MM DD YY), if different from today's date.

3. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) For Supply Fund Obligations to Depot enter "DEPOT"; to VAMC Supply Warehouse enter "WAREHOUSE".If the vendor is unknown at the time of the obligation or is a one-time only vendor, you may use a miscellaneous vendor code.

MISCN - for commercial (non-government) vendors If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin and enter a miscellaneous vendor code. You may not enter a miscellaneous vendor code and an Alt Payee.

4. END DATE Enter the scheduled delivery date (MM DD YY).

5. DISC % Enter the discount percentage (include 3 decimal places) if a discount is offered (e.g. 5% = 5.000). If Net 30, leave blank. If a discount percentage is entered, either Discount Days or a P/E term is required.

6. DAYS Enter the number of discount days if a discount is offered. You can not enter Discount Days and a P/E term.

3-18

QUICK REFERENCE GUIDE MISCELLANEOUS ORDER MO

MO Header Fields (cont)

7. P/E TERM Enter the PROX or EOM term used to determine the discount expiration date. Thediscount expiration date is calculated as the nth day of the next month after the invoicemonth. For example a P/E 20 with an invoice date of 07/15/94 would result in a

discountexpiration date of 08/20/94. You can not enter Discount Days and a P/E term.

8. FOB Enter a valid freight on board point (FOBT Table).O - for origin (must have accompanying 991 line)D - for destination (cannot have accompanying 991 line).

9. ALT PAYEE Enter the vendor code of the alternate vendor. You may not enter a miscellaneousvendor code.

10. DOC TOTAL Enter the total amount of the obligation, net of applicable discounts unless obligating forsupply fund.Enter the amount with a decimal point and two digits for cents. Do not enter dollarsigns, negative signs, or commas.

11. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year,

and the same BFYS is used for all lines of this document.

12. FUND Enter the fund code for this obligation (FUND Table), if the same FUND is used for alllines of this document.

3-19

QUICK REFERENCE GUIDE MISCELLANEOUS ORDER

MO

MO Line Fields

13. LINE Enter the line number of the document.001 - for line 1002 - for line 2, etc.991 - for shipping charges

14. BFYS Enter only if different than the BFYS on the header.

15. FUND Enter only if different than the FUND on the header (FUND Table).

16. STATION/SAT Enter the station number for this obligation line (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later.

17. FCP/PRJ Enter the ACC, the Organization Code, or the Project Number for this obligation line (PGMT Table).

18. JOB NO Enter the job number for this obligation line (JOBT Table).

19. COST CTR/SUB Enter the Cost Center for this obligation line (ORGN Table), and 00 for the SUB Cost Center.

20. BOC/SUB Enter the budget object code (subaccount) for this obligation line (BOCT Table). For shipping lines for Supply Fund, enter "2299" for the BOC. For all other shipping lines (line 991), enter the same BOC as the goods being purchased.

21. LINE AMOUNT Enter the amount of this obligation line, net of applicable discounts unless obligating for supply fund. The line amount can be zero dollars on shipping lines (line 991). Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

22. CLSD BFYS Enter the closed budget fiscal year(s) if this document is attributable to a closed fund and a subclass fund is entered in the FUND field.

23. DESCR Enter a description of this obligation line.

24. CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field.

Repeat line fields if there are additional lines to be entered.3-20

Obligations (cont) QUICK REFERENCE GUIDE MISCELLANEOUS ORDER

MO

Command Codes

Pause (P)Edit Doc (E)Run Doc (R)Hold (H)

Pause to tablesEdit the document (SCHED)Process the document (ACCPT)Place the document on hold (HELD)

Tables Updated

Table IDOBLHOBLLSPDXDXRFVXRFSAOBSASPIWPXSPRJ

Table NameOrders Header TablePurchase Order Accounting Line TableSpending Control Document Cross-Reference TableDocument Cross-Reference TableVendor Document Cross-Reference TableSuballowance Obligation Inquiry TableSuballowance Spending Control TableInstallation Wide Project-Project Cross-Reference Table (construction and parking garage only)Sub-Project Table (construction and parking garage only)

Error Messages

Pause to the On-line Error Guide (P ERRG) for solutions to error messages.

3-21

Modify MO

3-22

COMMND: NEW DOCID: MO 10 523A919_ _ STATUS: 000-000 OF 000 BATID: MO 10 523FSC SUB STN: 10/17/08 MISCELLANEOUS ORDER INPUT SCREEN TRANS TYPE: MO DATE: ACCT PRD: ACTION: SUB STN: VENDOR CODE: NAME: CONTRACT NO: ADDR1: BEGIN DATE: END DATE: ADDR2: DISC %: DAYS: CITY/ST/ZIP: P/E TERM: FOB: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: BFYS: FUND: 01- LINE: BFYS: FUND: STATION/SAT: / FCP/PRJ: JOB NO: COST CTR/SUB: / BOC/SUB: / REPT CATG: LINE AMOUNT: I/D: CLSD BFYS: DESCR: CLSD FUND:

Note – when in the “new” command, after entering the DOCID and BATID, enter twice and the next screen appears.

3-23

COMMND: DOCID: MO 10 523A919_ _ STATUS: ACCPT 001-001 OF 001 BATID: MO 10 523FSC SUB STN: 10/15/08

MISCELLANEOUS ORDER INPUT SCREEN TRANS TYPE: MO DATE: ACCT PRD: ACTION: M SUB STN: 523 VENDOR CODE: NAME: CONTRACT NO: ADDR1: BEGIN DATE: END DATE: ADDR2: DISC %: DAYS: CITY/ST/ZIP: P/E TERM: FOB: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 0.00 BFYS: FUND: 01- LINE: 001 BFYS: FUND: STATION/SAT: / FCP/PRJ: JOB NO: COST CTR/SUB: / BOC/SUB: / REPT CATG: LINE AMOUNT: 500.00 I/D: D CLSD BFYS: DESCR: CLSD FUND:


MISCELLANEOUS ORDER INPUT SCREEN TRANS TYPE: MO DATE: ACCT PRD: ACTION: M SUB STN: 523 VENDOR CODE: NAME: CONTRACT NO: ADDR1: BEGIN DATE: END DATE: ADDR2: DISC %: DAYS: CITY/ST/ZIP: P/E TERM: FOB: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 0.00 BFYS: FUND: 01- LINE: 002 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 / FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 827200 / BOC/SUB: 2666 / REPT CATG: LINE AMOUNT: 500.00 I/D: I CLSD BFYS: DESCR: CLSD FUND:

These show modifying a MO – decreasing line 001 increasing line 002. Remember, when modifying a batch number must be used. No related problem – used for discussion purposes.

QUICK REFERENCE GUIDEMODIFY MISCELLANEOUS ORDER

MOD MO

COMMND: Enter the command code to start a NEW document or GET an existing document.

DOCID: Enter MO.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.

BATID: Enter MO.Enter the Administrative Office which is entering this document.Press TAB.Enter the batch number.

Document Input Screen

Press > > ENTER < <. Document ID is stored.Press > > ENTER < < again to bypass the batch header screen.

Modified MO Header Fields

1. MO DATE Enter the amended date of the obligation (MM DD YY), if applicable.

2. ACTION Enter the action code.M - for modifications or cancellations of the obligation's residual balance

3. DISC %/DAYS Enter the amended values, if applicable. You cannot enter Discount Days and a P/E Term.

4. P/E TERM Enter the amended value, if applicable. You cannot enter Discount Days and a P/E Term.

5. FOB Enter the amended freight on board point (FOBT Table), if applicable.O - for origin (must have accompanying 991 line)D - for destination (cannot have accompanying 991 line)* - for no FOB, if a value was originally entered

3-24

QUICK REFERENCE GUIDEMODIFY MISCELLANEOUS ORDER MOD MO

6. ALT PAYEE Enter the amended vendor code of the alternate vendor, if applicable. You may notenter a miscellaneous vendor code.

7. DOC TOTAL Enter the total amendment amount, without the +/- sign, of the obligation.Enter the amount with a decimal point and two digits for cents. Do not enterdollar signs, negative signs, or commas.

8. LINE Enter the line number of the line to be changed or added.001 - for line 1002 - for line 2, etc.991 - for shipping charges

Modified MO Header Fields (cont)

Modified MO Line Fields

9.* BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year.

10.* FUND Enter the fund code for this obligation (FUND Table).

11.* STATION/SAT Enter the station number for this obligation line (ORGN Table). Enter a satellite station

number only if you work at an integrated station and the BFY of the document is 96 or later.

12.* FCP/PRJ Enter the ACC, the Organization Code, or the Project Number for this obligation line (PGMT Table).

13.* JOB NO Enter the job number for this obligation line (JOBT Table).

14.* COST CTR/SUB Enter the Cost Center for this obligation line (ORGN Table), and 00 for the SUB Cost Center.

15.* BOC/SUB Enter the budget object code (sub account) for this obligation line (BOCT Table). For shipping lines (line 991), enter the same BOC as the goods being purchased.

3-25

QUICK REFERENCE GUIDE

MODIFY MISCELLANEOUS ORDER MOD MO

Modified MO Line Fields (cont)

16. LINE AMOUNT Enter the amendment amount, without the +/- sign, of this obligation line (applying applicable discounts).Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

17. I/D Enter the increase/decrease indicator.I - for increaseD - for decrease

18.* CLSD BFYS Enter the closed budget fiscal year(s) if this document is attributable to a closed fund and a subclass fund is entered in the FUND field.

19.* CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field.

*Enter only if adding a new line. These fields may not be modified on an existing line. Repeat line fields if there are additional lines to be modified.

3-26

QUICK REFERENCE GUIDEMODIFY MISCELLANEOUS ORDER

MOD MO

Command Codes

Pause (P)Edit Bat (EB)Run Bat (RB)Hold (H)

Pause to tablesEdit the batch document (SCHED)Process the batch document (ACCPT)Place the batch document on hold (HELD)

Tables Updated

Table IDOBLHOBLLSAOBSPDXDXRFVXRFIWPXSPRJ

Table NameOrders Header TablePurchase Order Accounting Line TableSuballowance Obligation Inquiry TableSpending Control Document Cross-Reference TableDocument Cross-Reference TableVendor Document Cross-Reference TableInstallation Wide Project-Project Cross-Reference Table (construction and parking garage only)Sub-Project Table (construction and parking garage only)

Error Messages


3-27

Canceling an Obligation

TO CANCEL AN OBLIGATION WITH NO EXPENSES AGAINST IT

Problem #4

Reference Problem #3 p 3-16

3-28


MISCELLANEOUS ORDER INPUT SCREEN TRANS TYPE: MO DATE: ACCT PRD: ACTION: X SUB STN: 523 VENDOR CODE: NAME: CONTRACT NO: ADDR1: BEGIN DATE: END DATE: ADDR2: DISC %: DAYS: CITY/ST/ZIP: P/E TERM: FOB: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: BFYS: FUND: 01- LINE: BFYS: FUND: STATION/SAT: / FCP/PRJ: JOB NO: COST CTR/SUB: / BOC/SUB: / REPT CATG: LINE AMOUNT: I/D: CLSD BFYS: DESCR: CLSD FUND:

QUICK REFERENCE GUIDECANCEL OBLIGATION CANCEL



DOCID: Enter MO, SO, CO or AO.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.

BATID: Enter MO or SO or CO or AO.Enter the Administrative Office which is entering this document.Press TAB.Enter the batch number.


Modified MO/SO/CO/AO Header Fields

1. MO DATE Enter the amended date of the obligation (MM DD YY), if applicable. During the end-of-month overlap period, enter the last day of the previous month, if this transaction should be in the previous accounting period.

2. ACTION Enter the action code.X - for cancellations

NOTE: When the document is cancelled twice with two different batch numbers the document number can be used again.

3-29

QUICK REFERENCE GUIDECANCEL OBLIGATION CANCEL

Command Codes



Tables Updated

Table IDOBLHOBLLSAOBSPDXDXRFVXRFIWPXSPRJ

Table NameOrders Header TablePurchase Order Accounting Line TableSuballowance Obligation Inquiry TableSpending Control Document Cross-Reference TableDocument Cross-Reference TableVendor Document Cross-Reference TableInstallation Wide Project-Project Cross-Reference Table (construction and parking garage only)Sub-Project Table (construction and parking garage only)

Error Messages


3-30

3-31

COMMND: DOCID: SO 10 523C975_ _ STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08

SERVICE ORDER INPUT SCREEN TRANS TYPE: 01 SO DATE: ACCT PRD: ACTION: E SUB STN: 523 VENDOR CODE: 061080324 NAME: NOVA MED CORP CONTRACT NO: ADDR1: 50RIDGEFIELD AVE BEGIN DATE: 10 15 08 AUTO ACCRUE: Y ADDR2: END DATE: 12 01 08 FOB: CITY/ST/ZIP: BRIDGEPORT CT 06610 DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 30000.00 BFYS: FUND: 01- LINE: 001 BFYS: 09 FUND: 0162A1 STATION/SAT: 523 / FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 854100 / BOC/SUB: 2520 / REPT CATG: LINE AMOUNT: 25000.00 I/D: CLSD BFYS: DESCR: CLSD FUND: 01- 02- LINE: 002 BFYS: 09 FUND: 0162A1 STATION/SAT: 523 / FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 852100 / BOC/SUB: 2520 / REPT CATG: LINE AMOUNT: 5000.00 I/D: CLSD BFYS: DESCR: CLSD FUND:

This is an example of what a completed SO looks like out of FMS. Use SO for purchasing of services.

Problem #5

SO SAMPLE FOR EMPLOYEE Problem #6

3-32


SERVICE ORDER INPUT SCREEN TRANS TYPE: 01 SO DATE: ACCT PRD: ACTION: E SUB STN: 523 VENDOR CODE: GOLDKG NAME: KATHY G GOLD CONTRACT NO: ADDR1: 110 GOLD NUGGETT RD BEGIN DATE: 10 15 08 AUTO ACCRUE: N ADDR2: END DATE: FOB: CITY/ST/ZIP: WIMBERLEY TX 786760000 DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 120.00 BFYS: FUND: 01- LINE: 001 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 / FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 860200 / BOC/SUB: 2584 / REPT CATG: LINE AMOUNT: 120.00 I/D: CLSD BFYS: DESCR: TUITION CLSD FUND:

This is an example of a Prior year obligation.

Problem #7

3-33


SERVICE ORDER INPUT SCREEN TRANS TYPE: 01 SO DATE: ACCT PRD: ACTION: E SUB STN: 523 VENDOR CODE: 123123122 NAME: PATS PICKLE POT CONTRACT NO: ADDR1: 1234 DILL DRIVE BEGIN DATE: 09 15 08 AUTO ACCRUE: Y ADDR2: END DATE: 09 30 08 FOB: CITY/ST/ZIP: VLASICK TX 78727 DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 1500.00 BFYS: FUND: 01- LINE: 001 BFYS: 08 FUND: 0160A1 STATION/SAT: 523 / FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 822300 / BOC/SUB: 2580 / REPT CATG: LINE AMOUNT: 1500.00 I/D: CLSD BFYS: DESCR: CLSD FUND:

QUICK REFERENCE GUIDESERVICE ORDER SO



DOCID: Enter SO.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.


SO Header Fields


2. SO DATE Enter the date of the transaction (MM DD YY), if different from today's date.

3. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.)If the vendor is unknown at the time of the obligation or is a one-time only vendor, you may use a miscellaneous vendor code.

MISCN - for commercial (non-government) vendors

If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin and enter a miscellaneous vendor code. You may not enter a miscellaneous vendor code and an Alt Payee.

4. CONTRACT NO Enter the contract number (without dashes).

5. BEGIN DATE Enter the starting date of the accrual (MM DD YY) for automatic accruals; enter obligation date if not an accrual.

3-34

QUICK REFERENCE GUIDESERVICE ORDER

SO

SO Header Fields (cont)

6. AUTO ACCRUE Leave blank to automatically accrue or enter N to not accrue.

7. END DATE Enter the ending date of the accrual (MM DD YY) for automatic accruals; leave blank if not an

accrual.

8. DISC % Enter the discount percentage (include 3 decimal places) if a discount is offered (e.g. 5% = 5.000).If Net 30, leave blank. If a discount percentage is entered, either Discount Days or a P/E termIs required.

9. DAYS Enter the number of discount days if a discount is offered. You can not enter Discount Daysand a P/E term.

10. P/E TERM Enter the PROX or EOM term used to determine the discount expiration date. The discountexpiration date is calculated as the nth day of the next month after the invoice month. Forexample a P/E 20 with an invoice date of 07/15/94 would result in a discount expiration date

of08/20/94. You can not enter Discount Days and a P/E term.

11. ALT PAYEE Enter the vendor code of the alternate vendor. You may not enter a miscellaneous vendor code.

12. DOC TOTAL Enter the total amount of the obligation, net of applicable discounts. Enter the amount with a decimal point and two digits for cents. Do not enter dollar

signs,negative signs, or commas.

13. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year, andthe same BFYS is used for all lines of this document.

14. FUND Enter the fund code for this obligation (FUND Table), if the same FUND is used for all lines of

this document. 3-35


SO Line Fields

15. LINE Enter the line number of the document.001 - for line 1002 - for line 2, etc.



18. STATION/SAT Enter the station number for this obligation line (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later.

19. FCP/PRJ Enter the ACC, the Organization Code, or the Project Number for this obligation line (PGMT Table).

20. JOB NO Enter the job number for this obligation line (JOBT Table).

21. COST CTR/SUB Enter the Cost Center for this obligation line (ORGN Table), and 00 for the SUB Cost Center.

22. BOC/SUB Enter the budget object code (subaccount) for this obligation line (BOCT Table). Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

23. LINE AMOUNT Enter the amount of this obligation line (applying applicable discounts).

24. CLSD BFYS Enter the closed budget fiscal year(s) if this document is attributable to a closed fund and a subclass fund is entered in the FUND field.

25. DESCR Enter a description of this obligation line.

26. CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field.

Repeat line fields if there are additional lines to be entered.3-36


Command Codes



Tables Updated

Table ID OBLH OBLL SAOB SPDX DXRF VXRF SASP IWPX

SPRJ

Table NameOrders Header TablePurchase Order Accounting Line TableSuballowance Obligation Inquiry TableSpending Control Document Cross-Reference TableDocument Cross-Reference TableVendor Document Cross-Reference TableSuballowance Spending Control TableInstallation Wide Project-Project Cross-Reference Table (construction and parking garage only)Sub-Project Table (construction and parking garage only)

Error Messages


3-37

TRANSACTION TYPES/SGL EXAMPLESMiscellaneous Order (MO)

01 - for miscellaneous orders Vendor Cat – N DR – 4610 CR - 480N

Service Order (SO) 01 - for service orders

Vendor Cat – N DR – 4610 CR - 480N02 - for disbursements from Treasury funds

3-38

http://vaww.fscdirect.fsc.va.gov – to find the FMS GL and Proforma

http://vaww.fscdirect.fsc.va.gov/

Receivers/Accruals

4-1

•What is a Receiver document?

The Receiver document is an important facet of the FMS purchasing cycle. VA will use this document to record the receipt and acceptance of goods. In addition, the receiver updates the FMS system tables upon document acceptance, providing accurate, up-to-the-minute information on the statusof funds.

•There are 3 types of Receiver documents used for this purpose:

1. RT document – records the receipt and acceptance of goods with a Document Locator Number (DLN), maintaining accrual information for goods, and posting the accrued expenditure and liquidating

the referenced obligation. Scenario – The VA obligates funds for the purchase of supplies. The supplies are received, but the entire order is not filled. A receiver document is processed referencing the obligation and recording a DLN to show the partial receipt of supplies.2. RC document – records the receipt and acceptance of goods without a DLN, maintaining accrual information for goods, and posting the accrued expenditure and liquidating the referenced obligation. Scenario – The VA obligates funds for the purchase of supplies from another government agency. The supplies are received, but the entire order is not filled. A receiver document is processed referencing the obligation and not recording a DLN to show the partial receipt of supplies.3. AR document – used for posting the accrued expenditure and liquidating the referenced obligation. Generated by SO, CO, and AO documents, if entered with an auto accrue flag of “Y”. AR documents can also be entered manually when the auto accrue flag on the obligation document is “N”. Scenario – The VA obligates funds for an elevator maintenance contract. The contract spans twelve months. At the end of each month, the system will automatically generate an accrual for this obligation. The system will reverse the accrual at the beginning of the following month.

RECEIVERS DATA ENTRY


0. Overview

1. Entering a Receiver (RT) Document with a DLN

Order for Supplies or Services, VA 2138 (with receipt data for supplies),-or-

Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt data for supplies)

-or-Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with

receipt data)

Record the receipt of goods with a DLN

2. Entering a Receiver (RC) Document without a DLN

Order for Supplies or Services, VA 2138 (with receipt data for supplies),-or-

Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt data for supplies)

-or-Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with

receipt data)

Record the receipt of goods without a DLN

3. Modifying a Receiver (RT or RC) Document Order for Supplies or Services, VA 2138 (with receipt data for supplies - revised)-or-

Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt data for supplies - revised)-or-

Adjustment Voucher, VA 90-140-or-Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with

receipt data)

Modify the receipt of goods

4. Canceling a Receiver (RT or RC) Document Adjust Voucher for Cancellation, VA 90-140 Cancel the receipt of goods

5. Entering, Modifying, or Canceling a Receiver Accrual (AR) Document

Notification of Manual AccrualSF-1358 (marked for Accruals)

Record the receipt of services

4-2

COMMND: DOCID: RC 10 523A909_ _01 STATUS: ACCPT 001-001 OF 002 BATID: SUB STN: 10/15/08 RECEIVER INPUT SCREEN TRANS TYPE: 01 RECVD DATE: * ACCT PRD: * ACTION: E SUB STN: 523 REF DOC: MO 523A909_ _ VENDOR CODE: 741022751 PPAY TYPE: RECEIVED BY: LLA NAME: WARREN ELEC CO CLEAR ALL: ADDR1: PO BOX 200022 DOC TOTAL: 3090.00 ADDR2: CITY/ST/ZIP: HOUSTON TX 772160022 01- LINE: 001 REF LINE: 001 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 / FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 822300 / BOC/SUB: 2632 / REPT CATG: LINE AMOUNT: 3000.00 P/F: I/D: CLSD BFYS: LIQ AMOUNT: CLSD FUND: OUTST OBLIG: 3000.00 DESCR:

*ITS VERY IMPORTANT TO ENTER THE DATE THAT THE GOODS WERE ACTUALLY RECEIVED. IF A RECEIVED DATE IS FROM A PRIOR MONTH THAN CURRENTLY PROCESSING, YOU WILL NEED TO ENTER THE CURRENT ACCOUNTING

PERIOD (ACCT PRD:) FIELD. Problem #8

Reference Problem #2 p 3-154-3

COMMND: DOCID: RC 10 523A909_ _01 STATUS: ACCPT 002-002 OF 002 BATID: SUB STN: 10/15/08 RECEIVER INPUT SCREEN TRANS TYPE: 01 RECVD DATE: ACCT PRD: ACTION: E SUB STN: 523 REF DOC: MO 523A909_ _ VENDOR CODE: 741022751 PPAY TYPE: RECEIVED BY: LLA NAME: WARREN ELEC CO CLEAR ALL: ADDR1: PO BOX 200022 DOC TOTAL: 3090.00 ADDR2: CITY/ST/ZIP: HOUSTON TX 772160022 01- LINE: 991 REF LINE: 991 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 / FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 822300 / BOC/SUB: 2632 / REPT CATG: LINE AMOUNT: 90.00 P/F: I/D: CLSD BFYS: LIQ AMOUNT: CLSD FUND: OUTST OBLIG: 90.00 DESCR:

RC


DOCID: Enter RC.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.


QUICK REFERENCE GUIDE RECEIVER DOCUMENT (WITHOUT A DLN)


RC Header Fields


2. RECVD DATE Enter only if the date on which the goods were received (MM DD YY) is different from today's date.

3. REF DOC Enter the transaction code and document number of the obligation being referenced.

4. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM) if the vendor code of the referenced obligation is miscellaneous, otherwise, leave blank. (PF9 key to pause and go to VNAM.)

5. PPAY TYPE Enter the Prompt Payment Type found on the Prompt Payment Table (PPAY) if not entering this field on the payment document.

4-4

RC

6. RECEIVED BY Enter the name of the person receiving the goods.

7. (VENDOR) NAME Enter the vendor name if the vendor code is miscellaneous, otherwise, leave blank.

8.* CLEAR ALL Enter A if receiving the entire amount of the unliquidated order. If Clear All is used, no document total or accounting lines are necessary.

9. DOC TOTAL Enter the total amount of the receiver. Enter the amount with a decimal point and two digits for cents. Do

not enter dollar signs, negative signs, or commas.

*If this field is entered, the system checks for obligation shipping lines with a zero line amount. If found, a receiver line which references line 991 will be created in RCLA for zero dollars.

RC Header Fields (cont)


RC Line Fields

10. LINE Enter the line number of the document. 001 - for line 1002 - for line 2, etc.

991 - for line which references an obligation line with a Freight on Board (FOB) code which designates the buyer as responsible for shipping charges

11. REF LINE Enter the line number of the obligation to be liquidated. Must be line 991 if referencing an obligation line with a Freight on Board (FOB) code which designates the buyer as responsible for shipping charges (OBLL Table).

12. LINE AMOUNT Enter the amount of this receiver line. Line 991 will be subject to a special shipping liquidation tolerance.

Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

4-5

RC

RC Line Fields (cont)

13. P/F Enter P for partial (default if line amount is less than the outstanding obligation line) or F for final (default if line amount is equal to outstanding obligation line). If amount is less than or greater than the outstanding obligation, and the user wishes to close the outstanding obligation, F must be entered.

14. LIQ AMOUNT Enter the amount of the obligation to be liquidated if different than the LINE AMOUNT. Line 991 will be subject to a special shipping liquidation tolerance.

Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

15. DESCR Enter a description of this receiver line.

Repeat line fields if there are additional lines to be entered.


Command Codes



Tables Updated

Table IDRCHTRCLAOBLHOBLLDXRFVXRF

Table NameReceiver Header TableReceiver Accounting Line TableObligation Header Table Obligation Line Table Document Cross-Reference TableVendor Document Cross-Reference Table

Error Messages

Pause to the On-line Error Guide (P ERRG) for solutions to error messages.4-6

RC08E- NEED TO CHECK OBLL FOR ACCOUNTING LINE. IF IT IS A FREIGHT LINE YOUR LINE NUMBER AND REFERENCE LINE SHOULD BE 991. (SEE PROCEDURES GUIDE 4-7) NOTE: RT’S ARE INPUT THRU IFCAP AND REJECT INTO FMS. HOWEVER THEY CAN BE INPUT ON LINE. Used for discussion purposes – no related problem.

4-7

COMMND: DOCID: RT 10 523A910_ _01 STATUS: REJCT 001-001 OF 002 BATID: SUB STN: 10/15/08 RECEIVING REPORT INPUT SCREEN TRANS TYPE: 01 RECVD DATE: 10 15 08 ACCT PD: ACTION E SUB STN: 523 REF DOC: MO 523A910_ _ VENDOR CODE: 630635264 PPAY TYPE: A RECEIVED BY: GENE AUTRY NAME: ELEC COMMUNICATION SYSTEMS RECEIVER DLN: 27588110038 ADDR1: 2906 BRADY STREET CLEAR ALL: ADDR2: DOC TOTAL: 1000.00 CITY/ST/ZIP: DAVENPORT IA 52803 01- LINE: 001 REF LINE: 001 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 / FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 820300 / 00 BOC/SUB: 3133 / REPT CATG: LINE AMOUNT: 1000.00 P/F: F I/D: I CLSD BFYS: LIQ AMOUNT: CLSD FUND: OUTST OBLIG: 1000.00 DESCR:

COMMND: DOCID: RT 10 529A910_ _01 STATUS: REJCT 002-002 OF 002 BATID: SUB STN: 10/15/08 RECEIVING REPORT INPUT SCREEN TRANS TYPE: 01 RECVD DATE: 10 15 08 ACCT PD: ACTION E SUB STN: 523 REF DOC: MO 523A910_ _ VENDOR CODE: 630635264 PPAY TYPE: A RECEIVED BY: GENE AUTRY NAME: ELEC COMMUNICATION SYSTEMS RECEIVER DLN: 27588110038 ADDR1: 2906 BRADY STREET CLEAR ALL: ADDR2: DOC TOTAL: 1000.00 CITY/ST/ZIP: DAVENPORT IA 52803 01- LINE: 001 REF LINE: 001 BFYS: FUND: STATION/SAT: / FCP/PRJ: JOB NO: COST CTR/SUB: / BOC/SUB: / REPT CATG: LINE AMOUNT: 0.00 P/F: F I/D: I CLSD BFYS: LIQ AMOUNT: CLSD FUND: OUTST OBLIG: 0.00 DESCR 01- RC80E-REF ORD ACCTG LINE NOT FOUND 01- CE32E-MISSING FUND 01- CE18E-MISSING BOC 01- CE29E-MISSING STATION

QUICK REFERENCE GUIDERECEIVER DOCUMENT (WITH DLN)

RT



DOCID: Enter RT.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.

Press > > ENTER < <. Document ID is stored and screen is ready for data entry.RT Header Fields


2. RECVD DATE Enter only if the date on which the goods were received (MM DD YY) is different from today's date.

3. REF DOC Enter the transaction code and document number of the obligation being referenced.

4. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM) if the vendor code of the referenced obligation is miscellaneous, otherwise, leave blank. (PF9 key to pause and go to VNAM.)

5. PPAY TYPE Enter the Prompt Payment Type found on the Prompt Payment Table (PPAY) if not entering this field on the payment document.


7. (VENDOR) NAME Enter the vendor name if the vendor code is miscellaneous, otherwise, leave blank.

4-8


RT

RT Header Fields (cont)

8. RECEIVER DLN Enter the Document Locator Number. This number consists of:Julian Day (3 characters) 1-4 for Fin CtrLast digit of Calendar Year (1 character) 5 for VBAInput Origin (1 character) 6 for Champ VA

5 for VBA 7 for VHA 7 for VHA 8 for IFCAP

Station (3 characters) 9 for EDI Inv Sequential # (3 characters - DLN log) 0 for Conversion

*9. CLEAR ALL Enter A if receiving the entire amount of the unliquidated order. If Clear All is used, no document total or accounting lines are necessary.

10. DOC TOTAL Enter the total amount of the receiver.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

* If this field is entered, the system checks for obligation shipping lines with a zero line amount. If found, a receiver line which references line 991 will be created in RCLA for zero dollars.

RT Line Fields

11. LINE Enter the line number of the document. 001 - for line 1002 - for line 2, etc.991 - for line which references an obligation line with a Freight on Board

(FOB) code which designates the buyer as responsible for shipping charges

12. REF LINE Enter the line number of the obligation to be liquidated. Must be line 991 if referencing an obligation line with a Freight on Board (FOB) code which designates the buyer as responsible for shipping charges (OBLL Table).

4-9


RT

RT Line Fields (cont)

13. LINE AMOUNT Enter the amount of the receiver line. Line 991 will be subject to a special shipping liquidation tolerance.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

14. P/F Enter P for partial (default if line amount is less than the outstanding obligation line) or F for final (default if line amount is equal to outstanding obligation line). If the amount is less than or greater than the outstanding obligation, and the user wishes to close the outstanding obligation, F must be entered.

15. LIQ AMOUNT Enter the amount of the obligation to be liquidated if different than the LINE AMOUNT. Line 991 will be subject to a special shipping liquidation tolerance.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.



Command Codes



4-10


RT

Tables Updated



Error Messages


4-11

QUICK REFERENCE GUIDEMODIFY RECEIVER DOCUMENT

MOD RT/RC



DOCID: Enter RT or RC.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.

To modify a document that is ACCPT:

BATID: Enter RT or RC.Enter the Administrative Office which is entering this document.Press TAB.Enter the batch number.


Modified Receiver Header Fields

1. RECVD DATE Enter the date on which the goods were received (MM DD YY), if this field was entered incorrectly on the original document.

2. ACTION Enter the action code.M - for modifications or cancellations of the receiver's residual balance

3. (VENDOR) NAME Enter the amended vendor name if applicable. The vendor name may only be modified if a miscellaneous vendor code was used.

4-12


MOD RT/RC

Modified Receiver Header Fields (cont)

4. PPAY TYPE Enter the amended Prompt Pay Type found on the Prompt Payment Table (PPAY), if applicable.


6. DOC TOTAL Enter the total amount of all amendments, without the +/- sign, to this receiver.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

Modified Receiver Line Fields

7. LINE Enter the line number of the line to be changed or added.

8.* REF LINE Enter the line number of the obligation to be liquidated. Must be line 991 if referencing an obligation line with a Freight on Board (FOB) code which designates the buyer as responsible for shipping charges (OBLL Table).

*Enter only if adding a new line. These fields may not be modified on an existing line.

4-13


MOD RT/RC

Modified Receiver Line Fields (cont)

9. LINE AMOUNT Enter the amendment amount, without the +/- sign, for this receiver line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

10. I/D Enter the increase/decrease indicator.I - for increaseD - for decrease

11. P/F Enter P for partial (default if line amount is less than the outstanding obligation line) or F for final (default if line amount is equal to outstanding obligation line). If amount is less than or greater than the outstanding obligation, and the user wishes to close the outstanding obligation, F must be entered.

12. LIQ AMOUNT Enter the amount of the obligation to be liquidated if different than the LINE AMOUNT. Line 991 will be subject to a special shipping liquidation tolerance.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.


Repeat line fields if there are additional lines to be modified.

4-14


MOD RT/RC

Command Codes



Tables Updated



Error Messages


4-15

QUICK REFERENCE GUIDECANCEL RECEIVER DOCUMENT

CANCELRT/RC



DOCID: Enter RT or RC.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.

To cancel a document that is ACCPT:

BATID: Enter RT or RC.Enter the Administrative Office which is entering this document.Press TAB.Enter the batch number.


Receiver Header Fields

1. RECVD DATE Enter the date on which the receiver was canceled (MM DD YY).

2. ACTION Enter the action code.X - for cancellations of a full receiver (see modify section for all other

changes)NOTE: When the document is cancelled twice with two different batch numbers the document number can be used again.

4-16

QUICK REFERENCE GUIDECANCEL RECEIVER DOCUMENT

CANCELRT/RC

Command Codes



Tables Updated



Error Messages


4-17

Accruals Accruals

Rejected AR

REJECT: CPM02 – TRAN CODE/TYPE NOT IN ACED – NEED TO CHECK ACED FOR TRANS CODE, TRANS TYPE, VENDOR CODE, BOC AND FUND CAT TO SEE WHAT GENERATED THE REJECT.

4-18

COMMND: DOCID: AR 10 523C8010112 STATUS: REJCT 001-001 OF 001 BATID: SUB STN: 10/15/08 RECEIVER ACCRUAL INPUT SCREEN TRANS TYPE: 01 RECVD DATE: ACCT PRD: REV PD: ACTION: E REF DOC: SO 523C80101 VENDOR CODE: GOLDKG SUB STN: 104 RECEIVED BY: LA NAME: KATHY G GOLD CLEAR ALL: ADDR1: 110 GOLD NUGGET RD ADDR2: DOC TOTAL: 120.00 CITY/ST/ZIP: WIMBERLEY TX 482030000 01- LINE: 001 REF LINE: 001 BFYS: 08 FUND: 0162A1 STATION/SAT: 523 / FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 854100 / BOC/SUB: 2584 / REPT CATG: CLSD BFYS: CLSD FUND: LINE AMOUNT: 120.00 P/F: I/D: OUTST OBLIG: 120.00 DESCR: A--*HP03-DOCUMENT ERRORS DETECTED 01-CPM02-TRAN CODE/TYPE NOT IN ACED

4-19

COMMND: DOCID: AR 10 523C851_ _12 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08

RECEIVER ACCRUAL INPUT SCREEN

TRANS TYPE: 01 RECVD DATE: ACCT PRD: REV PD: ACTION: REF DOC: SO 523C851_ _ VENDOR CODE: 123123122 SUB STN: 523 RECEIVED BY: FSC NAME: PATS PICKLE POT CLEAR ALL: ADDR1: 1234 DILL DRIVE ADDR2: DOC TOTAL: 1500.00 CITY/ST/ZIP: VLASICK TX 78727 01- LINE: 001 REF LINE: 001 BFYS: 08 FUND: 0160A1 STATION/SAT: 523 / FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 822300 / BOC/SUB: 2580 / REPT CATG: CLSD BFYS: CLSD FUND: LINE AMOUNT: 1500.00 P/F: I/D: OUTST OBLIG: 0.00 DESCR: ACCRUAL

This is an example of a prior year accrual. Problem #9


QUICK REFERENCE GUIDERECEIVER ACCRUAL


COMMND:Enter the command code to start a NEW document or GET an existing document.

DOCID: Enter AR.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.

To modify or cancel a document that is ACCPT:

BATID: Enter AR.Enter the Administrative Office which is entering this document.Press TAB.Enter the batch number.

Press > > ENTER < < Document ID is stored.Press > > ENTER < < again to bypass the batch header screen.

AR Header Fields

1. TRANS TYPE Enter the transaction type. See page 4-25

2. RECVD DATE Enter only if the date of the accrual (MM DD YY) is different from today's date.

3. REV PD Enter the accounting period in which the accrual will be reversed (FM FY). Leave blank if the accrual should not be reversed automatically.

4-20

AREntering/

Modifying/Canceling


AR Header Fields (cont)

4. ACTION Enter the action code.E - for original entry (default)M - for modificationsX - for cancellations

5. REF DOC Enter the transaction code and document number of the document being referenced. Transaction code must be SO or AO.

6. RECEIVED BY Enter "MANUALACC". This will distinguish a manually entered accrual from an automatically generated accrual.

7. DOC TOTAL Enter the total amount of the accrual.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

AR Line Fields

8. LINE Enter the line number of the document.

9. REF LINE Enter the line number of the document being referenced.

10. LINE AMOUNT Enter the amount of this accrual line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.


4-21

AREntering/

Modifying/Canceling


Command Codes

Pause (P)Edit Doc (E)Run Doc (R)Hold (H)Edit Bat (EB)Run Bat (RB)

Pause to tablesEdit the document (SCHED)Process the document (ACCPT)Place the document on hold (HELD)Edit the batch document (SCHED)Process the batch document (ACCPT)

Tables Updated

Table IDRVDCRCHTRCLAOBLHOBLLDXRFVXRF

Table NameReversing Document TableReceiver Header TableReceiver Accounting Line TableObligation Header Table Obligation Line Table Document Cross-Reference TableVendor Document Cross-Reference Table

Error Messages


4-22

AREntering/

Modifying/Canceling

SAMPLEMODIFYING ‘AR’ TO DECREASE

Problem #10Reference Problem #9 p 3-33

Note: To determine the dollar amount of what needs to be decreased or increased:Take the current line amount, subtract the new amount of the line.

The line amount is not a “replacement field”. Enter the adjusting dollar amount with theI or D indicator. The FMS system will make the adjustment.

4-23

COMMND: DOCID: AR 10 523C851_ _12 STATUS: ACCPT 000-000 OF 001 BATID: AR 10 FSC001 SUB STN: 10/15/08

RECEIVER ACCRUAL INPUT SCREEN TRANS TYPE: RECVD DATE: ACCT PRD: REV PD: ACTION: M REF DOC: SO 523C851_ _ VENDOR CODE: 123123122 SUB STN: 523 RECEIVED BY: AUTOACCRUE NAME: PATS PICKLE POT CLEAR ALL: ADDR1: 1234 DILL DRIVE ADDR2: DOC TOTAL: 500.00 CITY/ST/ZIP: VLASICK TX 78727 01- LINE: 001 REF LINE: 001 BFYS: 08 FUND: 0160A1 STATION/SAT: 523 / FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 822300 / 00 BOC/SUB: 2580 / REPT CATG: CLSD BFYS: CLSD FUND: LINE AMOUNT: 500.00 P/F: I/D: D OUTST OBLIG: 0.00 DESCR: ACCRUAL

TOPIC 6: TRANSACTION TYPES/SGL EXAMPLES

Receiver (RT) Document 01 - for accrued expenditure for goods Vendor Cat – N DR - 6100 CR - 2111 DR - 4610 CR - 490N DR - 3107 CR – 5700

Receiver (RC) Document 01 - for accrued expenditure for goods Vendor Cat – N DR - 6100 CR - 2111 DR - 4610 CR - 490N DR - 3107 CR - 5700

Receiver Accrual (AR) Document 01 - for accrued expenditure for services Vendor Cat – N DR - 6100 CR - 2191 DR - 4610 CR - 490N DR - 3107 CR - 5700

4-24

Payments

The Accounts Payable Subsystem records payments to vendors for services renderedor goods received, direct disbursements to government vendors, and reimbursementsto Agent Cashiers for imprest fund disbursements. Accounts payable tracks andreports on goods and services received.

•There are six FMS payment documents used for:

1. Payment Voucher (PV) – recording a payment for goods or services that do

not require a DLN, recording a payment that is not generated from the CAPP

system, offsetting an account receivable, and recording a credit memo.

Scenario – Goods have been received at a VA medical center. A PV is

entered to reduce the obligation or receiver and pay the vendor.

2. Suspense Payment Voucher (PS) – recording a payment made out of suspense or

Personal Funds of Patients (PFOP).

Scenario – The IRS has garnished a VA employee’s wages for taxes owed. VA will

withhold those wages and place them in the Suspense Fund. VA will then pay the IRS

the amount withheld for suspense using a PS document.

3. Certified Payment Voucher (CT) – recording payment of a certified vendor invoice,

which requires DLN, referencing an established obligation to record an expenditure in

conjunction with a certified vendor invoice, which requires DLN, and recording a credit

memo, which requires DLN.

Scenario – A SO has been entered into FMS to obligate funds for telephone services for a

Regional Office. When the invoice is received, a CT that references the SO will be entered.

4. Direct Disbursement (DD) – recording expenditures for invoices from other government

agencies.

Scenario – The Hampton VAMC receives a service from another agency. The other

agency submits an SF-1081 to the Medical Center to obtain reimbursement from VA for

the services provided. The VAMC processes a DD to record the expense.

5-1

5. Advance Voucher (AV) – the issuing or offsetting an advance for books or periodicals.

Scenario – The Administrative Division at a VA Regional Office is ordering encyclopedias. An

obligation was previously entered. An AV is entered to issue an advance to the vendor.

6. Advance Direct Disbursement (DV) – recording advances and advance offsets for invoice issuances

form other government agencies.

Scenario – An advance is issued to another government agency by Austin on behalf of the

Jacksonville Regional Office. This advance is recorded by Austin with a DV document and offset by

the RO with a DV document.

5-2

PAYMENTS DATA ENTRY


0. Overview

1. Entering a Payment Voucher (PV) Invoice

-or-Voucher and Schedule of Withdrawals and Credits, SF-1081

-or-Paid Billing Statement for IPAC Transactions

-or-Simplified Billing Register

-or-Simplified Billing List

Record an expenditure for Non-CAPP Payments

-or-Non-Certified Payments without DLN

-or-Credit Memos

-or-Receivable Offsets

2. Entering a Suspense Payment Voucher (PS)

Authorizing Suspense Fund Payment Documents Record an expenditure for payment from Suspense Fund

3. Entering a Certified Payment Voucher (CT)

Certified Invoice

-or-Voucher for Transfers Between Appropriations and/or Funds, SF-1080

-or-Verbal/written notification of receivable offset

Record an expenditure for Certified Payments with DLN

4. Entering a Direct Disbursement (DD)

Voucher and Schedule of Withdrawals and Credits, SF-1081




Record an expenditure and related disbursements for goods received from Other Government Agencies (OGAs)

5-3

PAYMENTS

DATA ENTRY (cont)

5. Entering an Advance Voucher (AV)

Obligating document Matched Non-Certified Invoice and Receiving Report (if referencing a Receiver [RT] which references a Miscellaneous Order), SF-2138

-or-Invoice

Issue an advance for Books or Periodicals

-or-Offset an advance for Books or Periodicals

-or-Issue an advance for Travelers Checks

6. Entering an Advance Direct Disbursement (DV)

Voucher and Schedule of Withdrawals and Credits, SF-1081




-or-Reconciled Quarterly Reimbursable Work Authority

Record an advance for Quarterly Reimbursable Work Authority (RWA)

-or-Record an advance offset for Quarterly Reimbursable Work Authority (RWA)

7. Entering an Imprest Fund Reimbursement (IF)

Cashier Reimbursement Voucher and/or Accountability Report, SF-1129

orAdvance of Funds Application and Account, SF-1038

orClaim for Reimbursement and Expenditures on Official Business, SF-1164

Reimburse Agent Cashier

5-4

PAYMENTS DATA ENTRY (cont)

8. Entering an Internal Voucher (IV) Issue Book Issuing stock to using service

9. Entering a No Check Disbursement (NC) Document

GELCO disbursement of PFOP-or-Invoice (for Manila)

-or-Voucher and Schedule of Withdrawals and Credits, SF-1081 (for Manila)

-or-Paid Billing Statement for IPAC Transactions (for Manila)

-or-Simplified Billing Register (for Manila)

-or-Simplified Billing List (for Manila)

-or-Obligating document Matched Non-Certified Invoice and Receiving Report (if referencing a Receiver [RC] which references a Miscellaneous Order), SF-2138 (for Manila)

PFOP withdrawal (GELCO)-or-Record an expenditure for Non-CAPP Payments

-or-Non-Certified Payments without DLN

-or-Credit Memos

-or-Receivable Offsets

-or-Issue an advance for Books or Periodicals

-or-Offset an advance for Books or Periodicals

-or-Issue an advance for Travelers Checks

5-5


5-6

10. Modifying a PV/PS/CT/DD/AV/DV/IF/IV/NC Document (Provided check not disbursed/in transit)

Certified Invoice (revised)

- or -Voucher for Transfers Between Appropriations and/or Funds, SF-1080

- or - Voucher and Schedule of Withdrawals and Credits, SF-1081

- or -Cashier Reimbursement Voucher and/or Accountability Report, SF-1129

- or -Reconciled Quarterly Reimbursable Work Authority (RWA)

Payment adjustment

11. Canceling a PV/PS/CT/DD/AV/DV/IF/IV/NC/MV/PG Document(Provided check not disbursed/in transit)

Certified Invoice (revised)

- or -Voucher for Transfers Between Appropriations and/or Funds, SF-1080

- or - Voucher and Schedule of Withdrawals and Credits, SF-1081

- or -Cashier Reimbursement Voucher and/or Accountability Report, SF-1129

- or -Reconciled Quarterly Reimbursable Work Authority (RWA)

Payment cancellation


PAYMENT DOCUMENT DATES DATE FIELD DESCRIPTION PV Date The date on which the payment voucher is entered into FMS. This field does

not affect Prompt Pay calculations or payment scheduling. Acceptance/ Delivery Date The date on which the goods or services are accepted. Enter the certification

date if certification occurred within seven days of the performance of services; enter the seventh day after the performance of services if certification occurred more than seven days past the performance of services. This date does affect Prompt Pay calculations and payment scheduling.

Vendor Invoice The date on the vendor invoice. This date does affect payment Date scheduling when there is a discount offered. Log Date The date on which the VA received the vendor invoice. If unknown, enter the

date on the vendor invoice. This date does affect Prompt Pay calculations and payment scheduling.

Note: The Prompt Pay Date will be calculated using the latest (most recent) of either the

Acceptance/Delivery Date, the Vendor Invoice date, and the Log Date.

5-7

5-7a

FSC NEWS FLASH

FY 2004 Issue 54 Austin, Texas May 27, 2004

Interest Penalties and Discounts Lost Information on Certified Invoices

In order to avoid interest penalties and lost discounts, the FSC would like to ensure that all necessary information is included on certified invoices initially received by the station and forwarded to the FSC for payment. Please ensure that the stamp is placed on the front of the document. Stamps that are placed on the back of the document will not be scanned in the Document Management System correctly. The certified stamps should include all of the information below: Certified Invoice Stamp: Invoice Date________________________________ Log Date/ (Date Invoice Received)______________ Accp/Del Date (Date Svcs Rendered)_________________ P.O./Obligation Number (Complete 9 Digits)___________________________ Amount Approved____________________________ Printed Name, Signature and Date____________________________ Station Number ______________________ Please contact Clint Loeser at (512) 460-5019 with any questions or concerns regarding this issue.


PAYMENT SCHEDULING DATE DETERMINATION

CALCULATION OF SCHEDULED PAYMENT DATE WITHOUT A DISCOUNT:

The Later of:

Log Date or

Acceptance Date

+

Prompt Pay- Early

Payment Days (PPAY)

-

Select Days

(DOPT)

=

Scheduled

Payment Date

25 = normal payments 9 = certain contracts

2 days

(Allows one week

for mailing)

CALCULATION OF SCHEDULED PAYMENT DATE WITH A DISCOUNT:

Vendor

Invoice Date

+

Number of Discount

Days

-

Select Days

(DOPT)

=

Scheduled

Payment Date

2 days

(Allows one week

for mailing)

5-8

5-9

FMS PROMPT PAY TABLE (PPAY)

Prompt Pay Type Description Prompt Pay Days Early Pay Days Interest # of Days Trigger Date Flag Pay $ Interest

A All Other (Default) 30 5 0 L Yes

CConstruction Contract Progress Payments 14 5 0 L Yes

D Dairy Products 10 5 0 L Yes

EExempt from Prompt

Pay 7 5 23 L NO

I FEE with Interest 30 5 0 L Yes

M Meat 7 5 0 L Yes

N Fee with NO Interest 30 5 0 L NO

OOlder Payments - Prior

to 7/1/93 30 5 0 L Yes (old)

P Produce 10 5 0 L Yes

R Recurring Payments 15 5 0 L Yes

V Prime Vendors 15 5 15 I Yes

X Pay Immediate IFCAP 7 5 23 L Yes

Z Pre Prompt Pay Orders 30 5 0 L NO



Voucher Header Table PVHT Records summary of information about outstanding and disbursed payable documents.

Voucher Line Table PVLT Shows details of outstanding and closed voucher lines. Most information comes from the line level of the voucher transaction.

Unpaid Voucher Table UPVT Provides on-line inquiry into all unpaid vouchers.

EFT Header Table EFTH Provides the payee's name, address, and amount for a specific check.

EFT Detail Table EFTL Provides information about the individual vouchers that make up the dollar total for a check.

Receiver Header Table RCHT Provides the date goods are received against specific order lines as well as the vendor code, the initials of the person who accepted the order, and the carrier name and identification number.

Receiver Line Table RCLA Provides listing of outstanding and recently closed receiver lines. Accrued, vouchered, and closed amounts also appear.

Orders Header Table OBLH Provides information on summary obligation amounts, including outstanding, recently closed, and expended amounts for the entire obligation document.

Purchase Order Accounting Line Table

OBLL Provides information on detail obligation amounts, including outstanding, recently closed, and expended amounts for each line of the obligation document.

Advance Cross-Reference Table

ADVX Provides information about all documents associated with the advance or obligation entered on the header line.

Advance Offset Inquiry Table

ADV2 Provides consolidated information about outstanding advances and referenced obligations entered on the header line.

Imprest Fund Header Table

IFHT Records summary of information about outstanding and disbursed Imprest Fund documents.

5-10

APPLICATION TABLE DESCRIPTIONS (cont)

Imprest Fund Line Table IFLT Shows details of Imprest Fund Voucher lines. Most information comes from the line level of the Imprest Fund transaction.

Document Cross-Reference Table

DXRF Provides information about transactions related to a specific document.

Vendor Document Cross-Reference Table

VXRF Provides information about transactions related to a specific vendor.

Internal Voucher Line Table

IVLT Provides Internal Voucher (IV) information (buyer & seller related).

Progress Payment Voucher Header Table

PGHT Provides Progress Payment Voucher (PG) information. (Used for Construction)


5-11

Custom Vendor Reference VEN2 Provides alternate view of the Centralized Vendor file. Data Screen 2 Displays codes for vendors and organizations to which the VA makes payments.

Vendor Name Table VNAM The Vendor Name Table (VNAM) is an alternate view of the Custom Vendor Reference Data Screen 2 (VEN2), listing the vendors in alphabetical order. To locate the appropriate vendor code, scan this table for the vendor name.

Check Header Screen CHKH The Check Header screen maintains a record for each check that was issued. The system checks the combination of the disbursing office code, the check/Header Table

(CHKH)/EFT Heading Table (EFTH). The Check Cancellation Indicator on the Check Header Table (CHKH) (or the EFT Cancellation Indicator on EFTH) is set to Y.

Disbursing Office symbol for VA is 220.

Check Detail Screen CHKL The Check Detail Screen lists all the vouchers that were paid by this check.

IF NO LINE TYPE “F” IS ENTERED IT WILL REJECT WITH CODE CVX4E-LINE TYPE MUST BE EQUAL TO F (F - for lines which do not qualify for discounts see page 5-19). 5-12

COMMND: DOCID: PV 10 523A909_ _01 STATUS: REJECT 001-001 OF 002 BATID: SUB STN: 11/03/08

PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 PV DATE: ACCT PRD: ACTION: SUB STN: 523 VENDOR CODE: 741022751 NAME: WARREN ELEC CO BENEFICIARY: PPAY TYPE: ADDR1: PO BOX 200022 SCHD PMT DATE: FISCAL APRV ADDR2: DOC TOTAL: 3090.00 CITY/ST/ZIP: HOUSTON TX 77216002 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: 001 REF DOC: RC 523A909_ _01 REF LINE: 001 ACCP/DEL DATE: 10 01 08 VENDOR INV: ABC123__ INV DATE: 10 01 08 LOG DATE: 10 02 08 REF VEND CODE: 741022751 REF VEND NAME: WARREN ELEC CO LINE AMOUNT: 3000.00 I/D: P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: 3090.00 LINE TYPE: INT RSN: DISC RSN: BFYS: 09 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 822300 BOC/SUB: 2632 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: Problem

#11Reference

Problem #8P 4-3

COMMND: DOCID: PV 10 523A909_ _01 STATUS: REJECT 002-002 OF 002 BATID: SUB STN: 11/03/08

PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 PV DATE: ACCT PRD: ACTION: SUB STN: 523 VENDOR CODE: 741022751 NAME: WARREN ELEC CO BENEFICIARY: PPAY TYPE: ADDR1: PO BOX 200022 SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: 3090.00 CITY/ST/ZIP: HOUSTON TX 77216002 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: 991 REF DOC: RC 523A909_ _01 REF LINE: 991 ACCP/DEL DATE: 10 01 08 VENDOR INV: ABC123__ INV DATE: 10 01 08 LOG DATE: 10 02 08 REF VEND CODE: 042786186 REF VEND NAME: WARREN ELEC CO LINE AMOUNT: 90.00 I/D: P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: 3090.00 LINE TYPE: F INT RSN: DISC RSN: BFYS: 09 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 822300 BOC/SUB: 2632 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 01-CVX4E – LINE TYPE MUST BE EQUAL TO F

*Numeric partial numbers will be generated starting with 01 and ending with 99. When Partial Number 99 is reached, alpha and alphanumeric partial numbers will be generated starting with AA through A9, BA through B9, etc., and ending with ZA through Z9. Alpha and alphanumeric including the letter O will not be generated to avoid confusion with the numeric value 0 (zero). This numbering scheme will provide a maximum of 974 sequential partial number values for a Document ID prefix.

5-13

This is a payment for a vendor invoice. Problem #12


Note – If the vendor code is unknown while processing a payment, pause (P) space type in VNAM on COMMND line. This will take you to the vendor name screen. Scan on vendor name, change the action to “k”, take curser to the vendor code and hit enter. It will automatically put the vendor code on the PV.

COMMND: DOCID: PV 10 523A910_ _01* STATUS: ACCEPT 001-001 OF 001 BATID: SUB STN: 11/03/08

PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 PV DATE: ACCT PRD: ACTION: SUB STN: 523 VENDOR CODE: 630635264 NAME: ELEC COMMUNICATION SYSTEMS BENEFICIARY: PPAY TYPE: ADDR1: 2906 BRADY STREET SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: 1000.00 CITY/ST/ZIP: DAVENPORT IA 52803 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: 001 REF DOC: MO 523A910_ _ REF LINE: 001 ACCP/DEL DATE: 10 04 08 VENDOR INV: DEF456__ INV DATE: 10 13 08 LOG DATE: 10 15 08 REF VEND CODE: REF VEND NAME: LINE AMOUNT: 1000.00 I/D: P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: 0.00 LINE TYPE: INT RSN: DISC RSN: BFYS: 09 FUND: 0162A1 STATION/SAT: 523 FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 857500 BOC/SUB: 2301 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

5-14

This is a prior year invoice payment. Problem #13


COMMND: DOCID: PV 10 523C851_ _01 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 11/03/08

PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 PV DATE: ACCT PRD: ACTION: SUB STN: 523 VENDOR CODE: 123123122 NAME: PATS PICKLE POT BENEFICIARY: PPAY TYPE: ADDR1: 1234 DILL DRIVE SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: 1000.00 CITY/ST/ZIP: VLASICK TX 78727 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: 001 REF DOC: AR 523C851_ _12 REF LINE: 001 ACCP/DEL DATE: 10 04 08 VENDOR INV: JKL789__ INV DATE: 10 08 08 LOG DATE: 10 15 08 REF VEND CODE: REF VEND NAME: LINE AMOUNT: 1000.00 I/D: P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: 0.0 LINE TYPE: INT RSN: DISC RSN: BFYS: 08 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: 0100501X3 J OB NO: COST CTR/SUB: 822300 BOC/SUB: 2580 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

5-15

Payment for a SO. Problem #14


COMMND: DOCID: PV 10 523C975_ _01 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 11/05/08

PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 PV DATE: ACCT PRD: ACTION: SUB STN: 523 VENDOR CODE: 061080324 NAME: NOVA MED CORP BENEFICIARY: PPAY TYPE: ADDR1: 50 RIDGEFIELD AVE SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: 30000.00 CITY/ST/ZIP: BRIDGEPORT CT 06610 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: 001 REF DOC: SO 523C975_ _ REF LINE: 001 ACCP/DEL DATE: 10 03 08 VENDOR INV: GHI789___ INV DATE: 10 08 08 LOG DATE: 10 15 08 REF VEND CODE: REF VEND NAME: LINE AMOUNT: 25000.00 I/D: P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: 25000.00 LINE TYPE: INT RSN: DISC RSN: BFYS: 09 FUND: 0162A1 STATION/SAT: 523 FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 854100 00 BOC/SUB: 2520 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 02- LINE: 002 REF DOC: SO 523C975_ _ REF LINE: 002 ACCP/DEL DATE: 10 03 08 VENDOR INV: GHI789___ INV DATE: 10 08 08 LOG DATE: 10 15 08 REF VEND CODE: REF VEND NAME: LINE AMOUNT: 5000.00 I/D: P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: 5000.00 LINE TYPE: INT RSN: DISC RSN: BFYS: 09 FUND: 0162A1 STATION/SAT: 523 FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 852100 00 BOC/SUB: 2520 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

QUICK REFERENCE GUIDEPAYMENT VOUCHER

PV



DOCID: Enter PV.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.


PV Header Fields


2. PV DATE Enter the date of the voucher (MM DD YY), if different from today's date.

3. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin.

4. PPAY TYPE Enter the prompt pay type (PPAY Table).

5-16

QUICK REFERENCE GUIDEPAYMENT VOUCHER (cont)

PV

PV Header Fields (cont)

5. DOC TOTAL Enter the total amount of the voucher. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. If paying more than one invoice enter the total of all invoices.

6. COMMENT TO PRINT Leave blank. This field overrides payment information on checks.



9. P/E TERM Enter the PROX or EOM term used to determine the discount expiration date. The discount expiration date is calculated as the nth day of the next month after the invoice month. For example a P/E 20 with an invoice date of 07/15/94 would result in a discount expiration date of 08/20/94. You can not enter Discount Days and a P/E term.

10. AMT Enter the discount if a discount is offered. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. If net 30, leave blank. Do not code both discount percent and discount amount.

5-17


PV

PV Line Fields

11. LINE Enter the line of the document. 001 - for line 1002 - for line 2, etc.991 - for shipping charges

12.* REF DOC Enter the transaction code and the document number of the document being referenced.

13. REF LINE Enter the line number of the document being referenced. Must be line number 991 if referencing a shipping line (OBLL Table, RCLA Table, or ARLT Table).

14. ACCP/DEL DATE Enter the certification date (MM DD YY) on the invoice if certification occurred within seven days of the performance of services; otherwise, enter the seventh day after the performance of services. Leave blank for receivable offsets or if referencing a receiver.

15. VENDOR INV Do not use spaces in the payment voucher “VENDOR INV” field. Enter the vendor invoice number. For utility payments, enter the account number. Leave blank for receivable offsets.

16. INV DATE Enter the vendor invoice date (MM DD YY). Leave blank for receivable offsets.

17. LOG DATE Enter the date (MM DD YY) on which the invoice was received by the VA. If unknown, use the date on the vendor invoice. Leave blank for receivable offsets.

5-18


PV

PV Line Fields (cont)

18. LINE AMOUNT Enter the amount of this voucher line. Line number 991 will be subject to a special shipping liquidation tolerance. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

19. I/D Enter the increase/decrease indicator for credit memos or receivable offsets.I - for increaseD - for decrease

20. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document, and the user wishes to close the outstanding document, F must be entered.

21. LIQ AMOUNT Enter the amount of the obligation or receiver line to be liquidated if different than the LINE AMOUNT. Line 991 will be subject to a special shipping liquidation tolerance. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

22. DESCR Enter a description of the goods or services purchased.

23. LINE TYPE Defines the type of payment line.N - for normal payment lines (default)I - for manual interest paymentsP - for manual penalty paymentsF - for penalties which do not qualify for discounts

24. INT RSN Enter the reason code for the interest (IRCT Table), if applicable.

25. DISC RSN Enter the reason code for discount lost (DLRC Table), if applicable.


5-19


PV

Command Codes

Pause (P)Edit (E)Run Doc (R)Hold (H)


Tables Updated

Table IDPVHTPVLTUPVTEFTHEFTLOBLHOBLL

RCHTRCLA

DXRFVXRFVCTI

Table NamePayment Voucher Header Table Payment Voucher Line Table Unpaid Voucher Table EFT Header (if a check will not be issued)EFT Line (if a check will not be issued)Obligation Header TableObligation Line TableReceiver Header Table Receiver Accounting Line TableDocument Cross-Reference TableVendor Cross-Reference TableVoucher Tracking Table

Error Messages


*If the related Service Order (SO) is prior year, verify on OBLH the accrued amount. If there is an accrued amount reference the Accrual Receiver (AR) document. Leaf to DXRF to find the document number.

5-20

A “PS’ DOCUMENT IS USED WHEN RECORDING A PAYMENT MADE OUT OF SUSPENSE OR PFOP (PERSONAL FUNDS OF PATIENTS). IF THE “PS” DOCUMENT IS OVER $500.00 IT WILL HAVE TO BE APPROVED BY YOUR STATIONS APPROVING OFFICIAL.

Problem #15

5-21

COMMND: DOCID: PS 10 5230844_ __ _ STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 11/03/08

PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 PV DATE: ACCT PRD: ACTION: SUB STN: 523 VENDOR CODE: MISCVET NAME: AUDIE MURPHY BENEFICIARY: PPAY TYPE: ADDR1: 12 JALAPENO ST SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: 25.00 CITY/ST/ZIP: SAN ANTONIO TX 78989 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: 001 REF DOC: REF LINE: ACCP/DEL DATE: VENDOR INV: OVERPAYMENT INV DATE: 10 08 08 LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 25.00 I/D: P/F: UNAPPL DEP NO: 523448301 LIQ AMOUNT: DESCR: OUTST OBLIG: 0.00 LINE TYPE: INT RSN: DISC RSN: BFYS: 09 FUND: 3875 STATION/SAT: 523 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

QUICK REFERENCE GUIDESUSPENSE PAYMENT VOUCHER

PS



DOCID: Enter PS.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.

Press > > ENTER < <. Document ID is stored and screen is ready for data entry.PS Header Fields


2. PV DATE Enter the date of the voucher (MM DD YY), if different from today's date.

3. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.)If the vendor is unknown at the time of the payment voucher or is a one-time only vendor, you may use a miscellaneous vendor code.

MISCVET - for veteransMISTORT - for tort claimsMISCE - for employeesMISCN - for commercial (non-government) vendors

4. NAME Enter the name of the payee if a miscellaneous vendor code is used.

5. ADDR1, ADDR2, CITY/ST/ZIP Enter the address of the payee if a miscellaneous vendor code is used; otherwise, leave blank.

6. DOC TOTAL Enter the total amount of the voucher.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

5-22

QUICK REFERENCE GUIDESUSPENSE PAYMENT VOUCHER (cont)

PS

PS Line Fields


8. VENDOR INV Do not use spaces in the payment voucher “VNEDOR INV” field. Enter the vendor invoice number. If paying a veteran, enter the veteran's social security number. If disbursing Treasury funds leave blank.

9. INV DATE Enter the vendor invoice date (MM DD YY). If paying a veteran, enter the date of the request for payment. If disbursing Treasury funds leave blank.

10. LINE AMOUNT Enter the amount of this voucher line.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

11. UNAPPL DEP NO Enter the number that identifies the unapplied deposit item, if applicable. An E in position 4 designates it as an employee transaction.

12. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year.

13. FUND Enter "3875" if payee is the VA or another government agency.Enter "6020" for PFOP payments.[1]

14. STATION/SAT Enter the station number for this voucher line (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later.


5-23

QUICK REFERENCE GUIDESUSPENSE PAYMENT VOUCHER (cont)

PS

Command Codes



Tables Updated

Table IDPVHTPVLTUPVTEFTHEFTLDXRFVXRFVCTIUDDTUDST

Table NamePayment Voucher Header Table Payment Voucher Line Table Unpaid Voucher TableEFT Header (if a check will not be issued)EFT Line (if a check will not be issued)Document Cross-Reference TableVendor Cross-Reference TableVoucher Tracking TableUnapplied Deposit Detail Table Outstanding Unapplied Deposit Summary Table

Error Messages


[1]A Standard Voucher (SV) must be entered before entering the Suspense Payment Voucher (PS) for the PFOP fund unless replenishing the Agent Cashier. See the Funds Overview Section for information on PFOP special processing and the Miscellaneous Transactions Data Entry Section for information on recording the SV document for PFOP.

5-24

This is modifying a PV.TO CHANGE SCHEDULE PAYMENT DATE OF AN ACCEPTED DOCUMENT.

NOTE: DATE CAN BE MODIFIED IF NOT IN TRANSIT OR DISBURSED.

Problem #15aReference Problem #11 p 5-12

This will not have an affect on the general ledger as only thedate is changing.

5-25

COMMND: DOCID: PV 10 523A909_ _01 STATUS: ACCPT 001-001 OF 001 BATID: PV 10 FSC001 SUB STN: 11/05/08

PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: PV DATE: ACCT PRD: ACTION: M SUB STN: 523 VENDOR CODE: 741022751 NAME: WARREN ELEC CO BENEFICIARY: PPAY TYPE: ADDR1: PO BOX 200022 SCHD PMT DATE: * FISCAL APRV: Y ADDR2: DOC TOTAL: 0.00 CITY/ST/ZIP: HOUSTON TX 772160022 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: REF DOC: REF LINE: ACCP/DEL DATE: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: I/D: PF: ANAPPL DEP NO: LIQ AMOUNT: DESCR: INT RSN: DISC RSN:

OUTST OBLIG: LINE TYPE: BFYS: FUND: STATION/SAT: FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: DESCR:

* Instructor will provide date.

QUICK REFERENCE GUIDE MODIFY PAYMENT DOCUMENTS(Provided that the transaction is not in transit or disbursed)

MODIFYPAYMENTS



DOCID: Enter PV, PS, CT, DD, AV, DV, IF, IV, or NC.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.

To modify a document that is ACCPT:

BATID: Enter PV, PS, CT, DD, AV, DV, IF, IV, or NC.Enter the Administrative Office which is entering this document.Press TAB.Enter the batch number.

Press >> ENTER <<. Document ID and Batch ID are stored on SUSF.Press >> ENTER << again to bypass the batch header screen, if applicable, and retrieve the payment input screen.

Modified Payment Header Fields

1. PV DATE Enter the date of the modified payment (MM DD YY), if different from today's date.

2. ACTION Enter the action code: M - for modifying a payment document

3. VENDOR CODE Enter the vendor code that appeared on the original payment document. This field may not be modified. If the vendor code needs to be changed, the payment document must be canceled and reentered with the correct vendor code.

5-26

3a. SCHD PMT DATE Enter the revised schedule date – MM DD YY – this can only happen provided that a check has not been disbursed. Added by FSC – not part of

guidance.

4. DOC TOTAL Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.Enter the total amount of the lines on the payment modification document. For example:

Line 001 - Decrease of 100.00Line 002 - Increase of 30.00DOC TOTAL: $70.00

QUICK REFERENCE GUIDE MODIFY PAYMENT DOCUMENTS(Provided that the transaction is not in transit or disbursed) MODIFY

PAYMENTS

Modified Payment Line Fields

5. LINE Enter the number of the line to be changed or added.

6. LINE AMOUNT Enter the amendment amount of the voucher line without the +/- sign. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

7. I/D Enter the increase/decrease indicator for modification only.I - for increase (default)D - for decrease

8. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document and the user wishes to close the outstanding document, F must be entered.

9. UNAPPL DEP NO Enter the Unapplied Deposit Number, if applicable.

10. LIQ AMOUNT Enter the amended liquidated amount for this payment document, if different than the LINE AMOUNT.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

11. INT RSN Enter the reason code for interest (IRCT Table), if applicable.


5-27

Modified Payment Header Fields (cont)

QUICK REFERENCE GUIDE MODIFY PAYMENT DOCUMENTS(Provided that the transaction is not in transit or disbursed)

MODIFYPAYMENTS

Command Codes



Tables Updated

Table IDPVHTPVLTUPVTOBLHOBLLRCHTRCLAUDDTUDST

Table NamePayment Voucher Header TablePayment Voucher Line TableUnpaid Vouchers TableObligation Header TableObligation Line Table Receiver Header Table (if receiver referenced)Receiver Accounting Line Table (if receiver referenced)Unapplied Deposit Detail Table Outstanding Unapplied Deposit Summary Table

Error Messages


5-28

CHECK VEN2 TO FIND CORRECT EMPLOYEE CODE AND THEN DO AN EDIT TO SEE HOW MANY ERRORS THIS CORRECTS.

LOOK ON VCT2 TO SEE IF THIS COMBINATION OF INVOICE NUMBER AND DLN HAVE BEEN USED BEFORE. EITHER THE INVOICE NUMBER OR THE DLN WILL NEED TO BE CHANGED. EXAMPLE: IF THIS PERSON HAS BEEN PAID

TUITION BEFORE THEN YOU CAN ADD SOMETHING TO MAKE THE INVOICE NUMBER DIFFERENT (A DATE, ETC).

No problem – only for discussion5-29

COMMND: DOCID: CT 10 523C901_ _01 STATUS: REJECT BATID: SUB STN: 1 1/5/08

CERTIFIED PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 CT DATE: ACCT PRD: ACTION: SUB STN: 523 VENDOR CODE: GOLDK PPAY TYPE: NAME: BENEFICIARY: ADDR1: SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: 120.00 CITY/ST/ZIP: VENDOR INV: INV DATE: INV DLN: CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: H—A232E-VENDOR ID NOT IN VENDOR TABLE H—CV04E-NAME AND ADDRESS REQUIRED H—T733E-INVALID VENDOR/PROV CODE

COMMND: DOCID: CT 10 523C901_ _01 STATUS: REJECT 001-001 OF 001 BATID: SUB STN: 11/5/08 01- LINE: 001 REF DOC: SO 523C901_ _ REF LINE: 001 ACCP/DEL DATE: 11 15 08 VENDOR INV: TUITION INV DATE: 10 30 08 LOG DATE: 10 15 08 INV DLN: 31497523001 INT REASON: DISC RSN: LINE TYPE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 120.00 I/D: P/F: LIQ AMOUNT: DESCR: OUTST OBLIG: 120.00 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 824100 00 BOC/SUB: 2584 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 01-CV280-VEND ID NOT =REF VEND/ALT ID 01-CVXSE-DUPLICATE INV DLN NOT ALLOWED 01-CV84E-VEND INVOICE NOT IN VIHT 01-CPM02-TRANS CODE/TYPE NOT IN ACED

QUICK REFERENCE GUIDECERTIFIED PAYMENT VOUCHER

CT



DOCID: Enter CT.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.


CT Header Fields


2. CT DATE The date of the voucher (MM DD YY), if different from today's date.


4. PPAY TYPE Enter the prompt pay type (PPAY Table).

5. DOC TOTAL Enter the total amount of the voucher. If paying more than one invoice enter the total amount of all invoices. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

6. COMMENT TO PRINT Leave blank. This field overrides payment information on checks.


5-30

QUICK REFERENCE GUIDECERTIFIED PAYMENT VOUCHER (cont)

CT


9. P/E TERM Enter the PROX or EOM term used to determine the discount expiration date. The discount expiration date is calculated as the nth day of the next month after the invoice month. For example a P/E 20 with an invoice date of 07/15/94 would result in a discount expiration date of 08/20/94. You can not enter Discount Days and a P/E term.

10. AMT Enter the discount amount if a discount is offered. If Net 30, leave blank. Do not code both discount percent and discount amount.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

CT Header Fields (cont)

CT Line Fields


12. REF DOC Enter the transaction code and document number of the service order being referenced.

13. REF LINE Enter the line number of the document being referenced (OBLL Table).

14. ACCP/DEL DATE Enter the certification date (MM DD YY) on the invoice if certification occurred within seven days of the performance of services; otherwise, enter the seventh day after the performance of services. Leave blank for receivable offsets or if referencing a receiver.

15. VENDOR INV Do not use spaces in the payment voucher “VENDOR INV” field. Enter the vendor invoice number. For utility payments, enter the account number.

5-31


CT

CT Line Fields (cont)

16. INV DATE Enter the vendor invoice date (MM DD YY).

17. LOG DATE Enter the date (MM DD YY) on which the invoice was received by the VA. If unknown, use the date on the vendor invoice.

18. INV DLN Enter the invoice document locator number.Julian Day (3 characters)Last Digit of (1 character) Calendar YearInput Origin (1 character -- 5 for VBA)Station Number (3 characters)Sequential Number (3 characters -- from DLN log)

19. INT REASON Enter the reason code for interest delay (IRCT Table), if applicable.


21. LINE TYPE Enter the type of payment line.N - for normal payment lines (default)I - for manual interest paymentsP - for manual penalty paymentsF - for freight

22. LINE AMOUNT Enter the amount of this voucher line.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

5-32


CT

CT Line Fields (cont)

23. I/D Enter the increase/decrease indicator for credit memos only.I - for increase

D - for decrease

24. P/F Enter P for partial (default if line amount is less than the outstanding reference line) of F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document, and the user wishes to close the outstanding document, F must be entered.

25. LIQ AMOUNT Enter the amount to be liquidated if different than the line amount.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

26. DESCR Enter a description of the services purchased.


Command Codes



5-33


CT

Tables Updated

Table IDPVHTPVLTUPVTEFTHEFTLOBLHOBLLDXRFVXRFVCTI

Table NamePayment Voucher Header Table Payment Voucher Line Table Unpaid Voucher Table EFT Header (if a check will not be issued)EFT Line (if a check will not be issued)Obligation Header TableObligation Line TableDocument Cross-Reference TableVendor Cross-Reference TableVoucher Tracking Table

Error Messages


5-34

TOPIC 15:TRANSACTION TYPES/SGL EXAMPLESPayment Voucher (PV)

01 - for expendituresVendor Cat – N DR - 6100 CR - 2122 DR - 4610 CR - 490N DR - 3107 CR - 5700

03 - for receivable offsets and credit memos04 - for payment of voucher S&R direct delivery - OGA05 - for payment of voucher S&R direct delivery - VA07 - for scheduling loan payment; transportation - all others - Supply Fund08 - for transportation - silver - Supply Fund09 – for S&R Drop Shipment10 - for NAC VA Holdback11 - for NAC OGA Holdback

Suspense Fund Voucher (PS) 01 - for Suspense and PFOP payments

Vendor Cat – N DR - 2400 CR - 212202 - for disbursements from Treasury funds

Certified Payment Voucher (CT) 01 - for expenditures or credit memos02 – for receivable offsets03 – for principal payments04 – for Interest Payments

Direct Disbursement (DD) 11 - for payment of subsidy for default to Transitional Housing financing account 12 - for payment of subsidy for interest to Transitional Housing financing accountAdvance Voucher (AV) 01 - for an advance issuance 03 - for an advance offsetAdvance Direct Disbursement Voucher (DV) 01 - for an advance issuance 03 - for an advance offset 05 - for direct disbursement of workers compensation

5-35

TOPIC 15:TRANSACTION TYPES (cont)

Imprest Fund Reimbursement (IF) 01 - for a non-travel expenditure02 - for a travel advance and expenditure04 - for a travel advance paid by GELCO draft15 - for Manila Travel Advances (No Check/Non-224)16 - for Manila Purchase and Hire

5-36

Researching for Check or Trace Number

5-37

When you find the payment you need to “L” to PVHT then bring your cursor down to the payment (anywhere on that line) and hit enter.

ACTION: R TABLEID: DXRF USERID: S104 FSC *** DOCUMENT CROSS REFERENCE INQUIRY SCREEN *** KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION TRANS CODE: SO TRANS NUMBER: 523C60003 DOC TOTAL: 14,820.00 OUTST AMT: 101.45 REF TRANS ID ACCEP DOC F/B/A TC NUMBER DATE ACT VENDOR AMOUNT ----- ----------------- -------- --- ------------ ----------------- 01- F PV 523C6000394 12 27 05 E 042786287 457.00 LAST BATCH NUMBER: CLEARING ACTION: 02- F PV 523C6000395 12 27 05 E 042786287 25.00 LAST BATCH NUMBER: CLEARING ACTION: 03- F PV 523C6000396 01 18 06 E MISCN 990.00 LAST BATCH NUMBER: CLEARING ACTION: 04- F PV 523C6000397 04 09 06 E 260001024 275.00 LAST BATCH NUMBER: CLEARING ACTION: 05- F PV 523C6000398 04 09 06 E 260001024 225.00 LAST BATCH NUMBER: CLEARING ACTION: 06- F PV 523C6000399 05 23 06 E 042786287 75.00 LAST BATCH NUMBER: CLEARING ACTION:

5-38

ACTION: R TABLEID: PVHT USERID: S104 FSC *** VOUCHER HEADER INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, VOUCHER NO, TRAVEL ADV NO VENDOR CODE: 260001024 TRANS CODE: PV VOUCHER NO: 523C6000398 NAME: MOBILITY & MORE TRAVEL ADV NO: ADDR1: *** PAID BY EFT *** NO CHK DISB: N ADDR2: D.O.: 220 ADDR3: FA IND: CITY/ST/ZIP: OCR PRINT: N DESCRIPTION: PROMPT PAY TYPE: E CHECK TYPE: N VOUCHER TYPE: 1 FEE CODE: CORSPDNCE VENDOR CODE: AGREEMENT NO: FORCE CHECK: N DISB RUN NO: 00000 SCHD FISC YR: SCHD CATG: A SCHD TYPE: M SCHD NO: VOUCHER DATE: 04 09 06 MANUAL ADDR CHANGE: N VOUCHER AMT: 225.00 SCHD DATE: 04 09 06 FISCAL APRV: HOLDBACK AMT: 0.00 CLOSED DATE: 04 11 06 DISB INFO CHANGED: N CLOSED AMT: 225.00 BENEFICIARY: OUTST AMT: 0.00 ACCT STN: 523 SUBMIT STN: 523 IN TRANSIT AMT: 0.00 DIRECT DISB NO: ADV LIQ AMT: 0.00 INTR AGCY SYMBOL: LIQ AMT: 225.00 COMMENTS TO PRINT: DISC %/DAYS/PE TERM: 0.000 / 00 / 00 ; 0.000 / 00 / 00 ; 0.000 / 00 / 00

This is the PVHT and has a closed date. The closed date means you can get the check number. From here “L” to the VXDD table. You need the go thru this table because you need the schedule date to get the check or trace number.

5-39

ACTION: R TABLEID: VXDD USERID: S104 FSC *** PAYMENT VOUCHER LINE - DISB DOCUMENT CROSS REFERENCE INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, PAYMENT VOUCHER NUM, TRAVEL ADVANCE NUMBER, PAYMENT VOUCHER LINE, REC TYPE, FY, DISB DOCUMENT NUMBER VENDOR CODE: 260001024 TC: PV NUMBER: 523C6000398 TRAVEL ADVANCE NUM: TREAS POST POST BACK REC ACT TREAS DET EXP OUT LN TYP FY DOC NUMBER AMOUNT IND IND IND IND IND --- --- -- -------------- ------------------- --- ---- --- --- ---- 01- 001 P 06 A M 020409101 225.00 C Y Y F N 02- 03- 04-

From this table “L” to the TSCL table for Check number or Trace number.

ACTION: R TABLEID: TSCL USERID: S104 FSC *** TREASURY SCHEDULE CONTROL LINE INQUIRY SCREEN *** KEY IS FY, SCHEDULE CAT, SCHEDULE TYPE, SCHEDULE NUMBER, VENDOR CODE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NO, PAYMENT VOUCHER LINE, REC TYP FY: 02 SCHEDULE CAT: A SCHEDULE TYPE: M SCHEDULE NUMBER: 020409101 INDICATORS - TREAS ACT: C POST TREAS ACT: Y POST DETAILS: Y EXP: F BACKOUT: N CONF/REJ DATE: 04 11 06 P CHECK/ O -----------PAYMENT VOUCHER------------REC PAYMENT TRACE S VENDOR CODE TC NUMBER ADV NO LN TYP AMOUNT NUMBER T ------------ -- ----------- ------ --- - ----------------- -------- - 260001024 PV 523C6000398 001 P 225.00 0391203 Y 260001024 PV 523C60105DZ 001 P 1,777.00 0391204 Y 260001024 PV 523C6010614 001 P 95.00 0391205 Y 260001024 PV 523C6010615 001 P 75.00 0391206 Y 260001024 PV 523C6010616 001 P 75.00 0391207 Y 260001024 PV 523C6010617 001 P 75.00 0391208 Y 260001024 PV 523C6010618 001 P 75.00 0391209 Y 260001024 PV 523C6010619 001 P 175.00 0391210 Y

This table has your Check number or Trace number. A Check number has 8 digits, and the Trace number is 7 digits. If it has an 8 digits write it down and go to the CHKH (header table) and CHKL (line table) for check information. If it has a 7 digit number write, it down and go the EFTH (header table) and EFTL (line table) for EFT information. Note this is an EFT payment.

5-40

5-41

ACTION: R TABLEID: EFTH USERID: S104 CH1 *** EFT HEADER INQUIRY SCREEN *** KEY IS TRACE NUMBER, CONFIRM DATE, D.O. 01- TRACE NUMBER: 0391203 CONFIRM DATE: 04 11 06 D.O.: 220 SCHD FISC YEAR: 06 SCHD CAT: A SCHD TYP: M AGENCY SCHEDULE NO: 020409101 AMOUNT: 225.00 CANCELED IND: N VENDOR CODE: 260001024 REASON CODE: PAYEE NAME: MOBILITY & MORE VENDOR BANK NAME: DANVERS SAVINGS BANK ABA NUMBER: 21137116 2 CITY/STATE: DANVERS MA ACCOUNT TYPE: C ACCOUNT NUMBER: 35303472 CORR BANK NAME: CORR ABA NUMB:

ACTION: R TABLEID: EFTL USERID: S104 CH1 *** EFT DETAIL INQUIRY SCREEN *** KEY IS TRACE NUMBER, CONFIRM DATE, DISB OFFICE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NUM, PAYMENT VOUCHER LINE, REC TYP TRACE NUMBER: 0391203 CONFIRM DATE: 04 11 06 DISB OFFICE: 220 EFT AMOUNT: 225.00 --------PAYMENT VOUCHER------- REC TC NUMBER ADV NUM LINE TYP AMOUNT -- ----------- ------- ---- --- ------------------- 01- PV 523C6000398 001 P 225.00 02- 02-*L009 HEADER CHANGE

5-42

ACTION: R TABLEID: CHKH USERID: S104 CH1 *** CHECK HEADER INQUIRY SCREEN *** KEY IS CHECK NUMBER, CONFIRM DATE, D.O. 01- CHECK NUMBER: 78419652 CONFIRM DATE: 10 20 06 D.O.: 220 SCHD FISC YEAR: 07 SCHD CAT: T SCHD TYP: M AGENCY SCHEDULE NO: 071018401 AMOUNT: 227.05 CANCELED IND: N VENDOR CODE: 431260358 15 REASON CODE: PAYEE NAME: VETERANS CANTEEN SVC MANUAL CHECK IND: ADDR1: VAMC 523 ADDR2: 150 S HUNTINGTON AVE CITY/ST/ZIP: BOSTON MA 021304885 02- CHECK NUMBER: 78419653 CONFIRM DATE: 10 20 06 D.O.: 220 SCHD FISC YEAR: 07 SCHD CAT: T SCHD TYP: M AGENCY SCHEDULE NO: 071018401 AMOUNT: 353.24 CANCELED IND: N VENDOR CODE: 431260358 19 REASON CODE: PAYEE NAME: VETERANS CANTEEN SVC MANUAL CHECK IND: ADDR1: VAMC 673 ADDR2: 13000 BRUCE B DOWNS BLVD CITY/ST/ZIP: TAMPA FL 336124745

ACTION: R TABLEID: CHKL USERID: S104 CH1 *** CHECK DETAIL INQUIRY SCREEN *** KEY IS CHECK NUMBER, CONFIRM DATE, DISB OFFICE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NUM, PAYMENT VOUCHER LINE, REC TYP CHECK NUMBER: 78419652 CONFIRM DATE: 10 20 06 DISB OFFICE: 220 CHECK AMOUNT: 227.05 --------PAYMENT VOUCHER------- REC TC NUMBER ADV NUM LINE TYP AMOUNT -- ----------- ------- ---- --- ------------------- 01- PV 523C6136836 001 P 11.40 02- PV 523C7005902 001 P 88.10 03- PV 523C7005903 001 P 127.55 04- 04-*L009 HEADER CHANGE

Advances

CONVENIENCE CHECKS

Each station will liquidate the Convenience Check (CB) advance by using the FMS AcceptedDocument Processing by Station Report as a source document and manually enteringa TR document to offset each advance, and entering either an Imprest Fund (IF),a Baseline Travel Voucher (TY), a Direct Disbursement (DD). The Voucher Header Table (PVHT) must have data in the Closed Date field before the CB can be offset. UseUS Bank vendor ID, the trans code of CB and Convenience Check Voucher Number to check this table.

• Record a travel advance issued via a Convenience Check draft (IF).• Record a travel reimbursement paid via a Convenience Check draft (TY).• Record a non-travel expense paid via a Convenience Check (DD).• Record a convenience check advance (CB).

6-1

CBs are generated by FSC only. However, rejects are worked by the station.NEVER DELETE CBs.

ACTION: R TABLEID: PVHT USERID: S104 FSC *** VOUCHER HEADER INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, VOUCHER NO, TRAVEL ADV NO VENDOR CODE: 310841368 TRANS CODE: CB VOUCHER NO: 5234535C001 NAME: U S Bank TRAVEL ADV NO: ADDR1: 809 S 60TH ST NO CHK DISB: N ADDR2: D.O.: 220 ADDR3: FA IND: CITY/ST/ZIP: West Allis WI 532143363 OCR PRINT: N DESCRIPTION: PROMPT PAY TYPE: CHECK TYPE: N VOUCHER TYPE: 1 FEE CODE: CORSPDNCE VENDOR CODE: AGREEMENT NO: FORCE CHECK: N DISB RUN NO: 00000 SCHD FISC YR: SCHD CATG: SCHD TYPE: SCHD NO: VOUCHER DATE: 12 01 05 MANUAL ADDR CHANGE: N VOUCHER AMT: 200.00 SCHD DATE: FISCAL APRV: HOLDBACK AMT: 0.00 CLOSED DATE: 12 01 05 DISB INFO CHANGED: N CLOSED AMT: 0.00 BENEFICIARY: OUTST AMT: 0.00 ACCT STN: 523 SUBMIT STN: 523 IN TRANSIT AMT: 200.00 DIRECT DISB NO: CCC51130 ADV LIQ AMT: 0.00 INTR AGCY SYMBOL: LIQ AMT: 0.00 COMMENTS TO PRINT: DISC %/DAYS/PE TERM: 0.000 / 00 / 00 ; 0.000 / 00 / 00 ; 0.000 / 00 / 00

ACTION: R TABLEID: PVLT USERID: S104 FSC *** VOUCHER LINE INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, VOUCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER VENDOR CODE: 310841368 TRANS CODE: CB VOUCHER NO: 5234535C001 TRAVEL ADV NO: LINE NO: 001 VENDOR INV: 52383693001 VI LINE NO: INV DATE: 11 30 05 LOG DATE: 11 30 05 ACCP/DEL DATE: BFYS: 06 FUND: 0160A1 TRANS TYPE: 01 ADM/OFF: 10 STATION/SAT: 523 LINE AMT: 200.00 FCP/PRJ: JOB NO: CLOSED AMT: 0.00 COST CTR/SUB: BOC/SUB: DISB AMT: 0.00 REV SRCE/SUB: REPT CAT: IN TRANSIT AMT: 200.00 REF DOC NO: REF DOC LINE: ADV LIQ AMT: 0.00 REF ADV NO: REF ADV LINE: LIQ AMT: 0.00 PAY ADV: P ADV: OVRD ACCT: CLSD BFYS: CLSD FUND: DESCRIPTION: 113005 PATS PICKLE POT OVERRIDE OFFSET ACCT: RELATED GBL: QTY: 0.00 PROMPT PAY: N DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE: INTEREST REASON: UNAPPLIED DEPOSIT NO:

This advance cannot be offset since it is showing the MONEY IS STILL IN TRANSIT6-2

ACTION: R TABLEID: ADVX USERID: S104 FSC *** ADVANCE CROSS REFERENCE INQUIRY SCREEN **

KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF TRANS ID, ACCEPT DATE, DOC ACTION TRANS CODE: CB TRANS NUMBER: 5234535C001 ADV TOTAL: 200.00 LINE NUMBER: 001 ADV USED: 200.00 VENDOR CODE: 310841368 OUTST ADV AMT: 0.00 --REF ADV/OBL ID-- --REF TRANS ID-- ACCEPT DOC TC NUMBER LN TC NUMBER LN DATE ACT AMOUNT -- ----------- --- -- ----------- --- -------- --- ---------------- 01- 12 01 05 E 200.00 REF VENDOR CODE: CLEAR ACT: 02- TR 52314383_ _ 001 12 03 05 E -200.00 REF VENDOR CODE: CLEAR ACT: 03- REF VENDOR CODE: CLEAR ACT: 04- REF VENDOR CODE: CLEAR ACT: 05- REF VENDOR CODE: CLEAR ACT:

6-3

This table is showing a convenience check offset.

*DIRECT DISB NO. SHOULD ALWAYS BEGIN WITH YOUR STATION NUMBER.

OFFSETTING CONVENIENCE CHECKSThis transaction will expense the convenience check and a TR-15 with an additional TR because a 2 sided entry needs to be completed to keep 224 in balance.To offset the advance and record the expense, process a DD-03 transaction referencing both the advance (CB) and the obligation. This will offset the advance and record the expense all on one document and the TR-15 will not need to be processed. It is always a good idea to enter something in the description field for future reference

6-4

COMMND: DOCID: DD 10 523C851_ _ STATUS: ACCPT BATID: SUB STN: 11/03/08

DIRECT DISBURSEMENT INPUT SCREEN BATCH DATE: NUM DOCS: NET: TRANS TYPE: 03 DD DATE: ACCT PRD: ACTION: SUB STN: 523 BFYS: FUND: COMMENTS: VENDOR CODE: 123123122 NAME: PATS PICKLE POT * DIRECT DISB NO: 523C851_ _ INTR-AGCY SYMBOL: DISB OFFICE: DOC TOTAL: 500.00 AGREEMENT NO: ADV LIQ AMT: REF DOC NO:

COMMND: DOCID: DD 10 523C851_ _ STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 11/03/08 01- LINE: 001 REF DOC: SO 523C851_ _ REF LINE: 001 ACCP DATE: PAY ADV: REF ADV: REF ADV LINE: INV DATE: 10 08 08 VENDOR INV NO/LINE: JKL789__ LOG DATE: 10 10 08 T/T: 03 BFYS: 08 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 822300 BOC/SUB: 2580 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: GL ACCOUNT: DESCR: LINE AMOUNT: 500.00 I/D: P/F: INT REASON: LIQ AMOUNT: QUANTITY: ADV: UNAPPLIED DEP NO:

Problem #16Reference

Problem #7

QUICK REFERENCE GUIDEDIRECT DISBURSEMENT

DD



DOCID: Enter DD.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.


DD Header Fields

1. TRANS TYPE Enter the transaction type on the header if the same for all lines. See page 6-21 for transaction types.

2. DD DATE Enter the date voucher (MM DD YY), if different from today's date..

3.* BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year, and the same BFYS is used for all lines on this document.

4.* FUND Enter the fund code for this transaction (FUND Table), if the same FUND is used for all lines on this document.


6. DIRECT DISB NO Enter the Assigned Control Number from the source documents.

6-5


DD

7. DOC TOTAL Enter the total amount of the direct disbursement. If paying more than one voucher enter the total of all vouchers.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

8. REF DOC NO If applicable, enter the transaction code and document number of the document being referenced on the header if the same for all lines.

DD Header Fields (cont)

DD Line Fields

9. LINE Enter the line number of the document.001 - for line 1002 - for line 2, etc.991 - for shipping charges

10. REF DOC If applicable, enter the transaction code and document number of the document being referenced, if different than the REF DOC on the header.

*Enter these fields if not referencing another document

11. REF LINE Enter the line number of the document being referenced (OBLL Table or RCLA Table), if applicable.

12. ACCP DATE Enter the certification date (MM DD YY) on the invoice if certification occurred within seven days of the performance of services; otherwise, enter the seventh day after the performance of services. Leave blank for receivable offsets or if referencing a receiver.

13. INV DATE Enter the invoice date (MM DD YY).

14. VENDOR INV NO/LINE Do not use spaces in the payment voucher “VNEDOR INV” field. Enter the Billing Agency Voucher Number. For an expenditure paid by GELCO advance enter the vendor invoice number.

15. LOG DATE Enter the date (MM DD YY) on which the invoice was received by the VA. If unknown, use the date on the vendor invoice.

6-6


DD

DD Line Fields (cont)

23. DESCR Enter a brief description of the line.

24. LINE AMOUNT Enter the amount of this direct disbursement line. Line number 991 will be subject to a special liquidation tolerance. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas

25. I/D Enter the increase/decrease indicator for modifications.I - for increaseD - for decrease

* Enter these fields if not referencing another document

16. T/T Enter the transaction type if different than the TRANS TYPE on the header. See page 6-21 for transaction types.

17.* BFYS Enter the budget fiscal year(s), if not referencing a document.

18.* FUND Enter the fund code (FUND Table), if not referencing a document.

19.* STATION/SAT Enter the station number (ORGN Table), if not referencing a document. Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later.

20.* FCP/PRJ Enter the ACC or the Organization Code (PGMT Table), if not referencing a document.

21.* COST CTR/SUB Enter the Cost Center (ORGN Table), if not referencing a document, and 00 for the SUB Cost Center.

22.* BOC/SUB Enter the budget object code (subaccount) (BOCT Table), if not referencing a document.

6-7


DD

DD Line Fields (cont)

26. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document, and the user wishes to close the outstanding document, F must be entered.

27. LIQ AMOUNT Enter the amount of the obligation or receiver to be liquidated if different than the LINE AMOUNT. Line number 991 will be subject to a special shipping liquidation tolerance.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

28. UNAPPLIED DEP NO Enter the number that identifies the unapplied deposit item. An E in position 4 designates it as an employee transaction.


Command Codes



Tables Updated

Table IDPVHTPVLTOBLHOBLLRCHTRCLADXRFVXRF

Table NamePayment Voucher Header TablePayment Voucher Line TableObligation Header Table Obligation Line Table Receiver Header Table (if receiver referenced)Receiver Accounting Line Table (if receiver referenced)Document Cross-Reference TableVendor Cross-Reference Table

Error Messages

Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 6-8

6-9

COMMND: DOCID: AV 10 523C975_ _01 STATUS: ACCPT BATID: SUB STN: 10/15/08

ADVANCE VOUCHER INPUT SCREEN BATCH DATE: NUM DOCS: NET: TRANS TYPE: 01 AV DATE: ACCT PRD: ACTION: SUB STN: 523 REF DOC: VENDOR CODE: 061080324 ACCP/DEL DATE: NAME: NOVA MED CORP VENDOR INV: ADDR1: 501 RIDGEFIELD AVE INV DATE: PPAY TYPE: ADDR2: LOG DATE: CITY/ST/ZIP: BRIDGEPORT CT 06610 BENEFICIARY: ADV LIQ TOTAL: DOCUMENT TOTAL: 2000.00 BFYS: FUND: SCHD PYMT DATE: FISCAL APRV: CHECK TYPE: COMMENT TO PRINT:

COMMND: DOCID: AV 10 523C975_ _01 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08 01- LINE: 001 REF DOC: REF LINE: ACCP/DEL DATE: T/T: 01 REF ADV: REF ADV LINE: PAY ADV: P REF VEND CODE: REF VEND NAME: LINE AMOUNT: 2000.00 I/D: P/F: LIQ AMOUNT: DESCR: OUTST OBLIG: 0.00 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 02- LINE: REF DOC: REF LINE: ACCP/DEL DATE: T/T: REF ADV: REF ADV LINE: PAY ADV: REF VEND CODE: REF VEND NAME: LINE AMOUNT: I/D: P/F: LIQ AMOUNT: DESCR: OUTST OBLIG: BFYS: FUND: STATION/SAT: FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

AV issues a checkto a vendor

QUICK REFERENCE GUIDEADVANCE VOUCHER

AV



DOCID: Enter AV.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.


AV Header Fields


2. AV DATE Enter the date of the advance issuance or offset (MM DD YY), if different from today's date.

3. REF DOC Enter the transaction code and document number of the obligation being referenced on the header if the same for all lines.


5. VENDOR INV Do not use spaces in the payment voucher “VNEDOR INV” field. Enter the vendor invoice number, for an advance offset only. For advance issuance, enter this field if invoice number is known.

6-10


AV

AV Header Fields (cont)

6. INV DATE Enter the invoice date (MM DD YY), for an advance offset only.

7. LOG DATE Enter the date of the obligation for an advance issuance (MM DD YY), or the received date for an advance offset.

8. ADV LIQ TOTAL Enter the total of all advance offset lines entered on this document. If issuing an advance, leave blank.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

9. DOCUMENT TOTAL Enter the total amount of the advance issuance or offset.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

10. COMMENT TO PRINT Leave blank. This field overrides the payment information on checks.

11. ACC/DEL DATE During the End-of-Month overlap, enter the last day of the previous month if accounting period is filled in for the previous month on the header

AV Line Fields


13. REF DOC Enter the transaction code and document number of the obligation being referenced, if different than the REF DOC on the header.

14. REF LINE Enter the line number of the obligation being referenced for an advance offset only (OBLL Table or RCLA Table).

6-11


AV

AV Line Fields (cont)


16. REF ADV Enter the transaction code and document number of the AV document which issued the advance, for an advance offset only (ADV2 Table).

17. REF ADV LINE Enter the line number of the document used to issue the advance, for an advance offset only (ADV2 Table).

18. PAY ADV Enter the pay advance indicator, for an advance issuance only (PADV Table). Failure to enter this field will result in the advance not being recorded on the ADVX table, and therefore not being offset.

C - for construction P - for purchaseO - for other

19. LINE AMOUNT Enter the amount of this advance issuance or advance offset line.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

20. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document, and the user wishes to close the outstanding document, F must be entered. If issuing an advance, leave blank.

21. LIQ AMOUNT Enter the amount of the obligation to be liquidated if different than the LINE AMOUNT.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

22. DESCR Enter a description of this advance issuance or advance offset.

6-12


AV

AV Line Fields (cont)

23. BFYS Enter the budget fiscal year(s) for an advance issuance only.

24. FUND Enter the fund code for an advance issuance only (FUND Table).

25. STATION/SAT Enter the station number for an advance issuance only (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later.

26. FCP/PRJ Enter the Project Number for an advance issuance only (construction appropriations) (PGMT Table).


Command Codes



Tables Updated

Table IDADVXADV2PVHTPVLTOBLHOBLLRCHTRCLADXRFVXRF

Table NameAdvance Cross-Reference TableAdvance Offset Inquiry TablePayment Voucher Header TablePayment Voucher Line TableObligation Header Table Obligation Line Table Receiver Header Table (if receiver referenced) Receiver Accounting Line Table (if receiver referenced)Document Cross-Reference TableVendor Cross-Reference Table

Error Messages


6-13

6-14

COMMND: DOCID: AV 10 523C975_ _01 STATUS: ACCPT BATID: SUB STN: 10/15/08

ADVANCE VOUCHER INPUT SCREEN BATCH DATE: NUM DOCS: NET: TRANS TYPE: 03 AV DATE: ACCT PRD: ACTION: SUB STN: 523 REF DOC: VENDOR CODE: 061080324 ACCP/DEL DATE: NAME: NOVA MED CORP VENDOR INV: ADDR1: 501 RIDGEFIELD AVE INV DATE: 10 15 08 PPAY TYPE: ADDR2: LOG DATE: 10 15 08 CITY/ST/ZIP: BRIDGEPORT CT 06610 BENEFICIARY: ADV LIQ TOTAL: 2000.00 DOCUMENT TOTAL: 2000.00 BFYS: FUND: SCHD PYMT DATE: FISCAL APRV: CHECK TYPE: COMMENT TO PRINT:

Offsetting the AV

advance.

COMMND: DOCID: AV 10 523C975_ _01 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08 01- LINE: 001 REF DOC: SO 523C975_ _ REF LINE: 001 ACCP/DEL DATE: T/T: 03 REF ADV: AV 523C975_ _01 REF ADV LINE: 001 PAY ADV: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 2000.00 I/D: P/F: LIQ AMOUNT: DESCR: OUTST OBLIG: 0.00 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 822400 00 BOC/SUB: 2584 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 02- LINE: REF DOC: REF LINE: ACCP/DEL DATE: T/T: REF ADV: REF ADV LINE: PAY ADV: REF VEND CODE: REF VEND NAME: LINE AMOUNT: I/D: P/F: F LIQ AMOUNT: DESCR: OUTST OBLIG: BFYS: FUND: STATION/SAT: FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

ACTION: R TABLEID: ADVX USERID: S104 FSC *** ADVANCE CROSS REFERENCE INQUIRY SCREEN ** KEY IS TRANS ID, LINE NUMBER,VENDOR CODE,REF ADV/OBL ID, REF VENDOR CODE, REF TRANS ID, ACCEPT DATE, DOC ACTION TRANS CODE: DF TRANS NUMBER: 523MP0002 ADV TOTAL: 16,876.13 LINE NUMBER: 001 ADV USED: 16,876.13 VENDOR CODE: MOTORPOOL OUTST ADV AMT: 0.00 --REF ADV/OBL ID-- --REF TRANS ID-- ACCEPT DOC TC NUMBER LN TC NUMBER LN DATE ACT AMOUNT -- ----------- --- -- ----------- --- -------- --- ---------------- 01- SO 523B69002 DV 523B6900201 001 10 07 07 E -2,523.40 REF VENDOR CODE: MISCN CLEAR ACT: 02- SO 523B69003 10 07 07 E 233.10 REF VENDOR CODE: MISCN CLEAR ACT: 03- SO 523B69003 DV 523B6900301 001 10 07 07 E -233.10 REF VENDOR CODE: MISCN CLEAR ACT: 04- SO 523B69008 10 07 07 E 298.50 REF VENDOR CODE: MISCN CLEAR ACT: 05- SO 523B69008 DV 523B6900801 001 10 07 07 E -298.50 REF VENDOR CODE: MISCN CLEAR ACT:

THE ADVX PROVIDES INFORMATION ON YOUR ADVANCES. THE BOLDED DV DOCUMENT SHOWS ONE EXAMPLE OF A TRANSACTION THAT IS OFFSETTING THIS ADVANCE AND THE DATE IT WAS DONE.

6-15

6-16

COMMND: DOCID: DV 10 523C975_ _ STATUS: ACCPT BATID: SUB STN: 1 0/15/08

ADVANCE DIRECT DISBURSEMENT VOUCHER INPUT SCREEN

BATCH DATE: NUM DOCS: NET: TRANS TYPE: DV DATE: ACCT PRD: ACTION: SUB STN: 523 REF DOC: VENDOR CODE: MOTORPOOL NAME: FED ADV LIQ TOTAL: 1000.00 DOCUMENT TOTAL: 1000.00 BFYS: FUND: DIRECT DISB #: N0054298 INTR-AGCY SYMBOL: DISB OFFICE:

COMMND: DOCID: DV 10 523C975_ _ STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08 01- LINE: 001 REF DOC: SO 523C775_ _ REF LINE: 001 ACCP/DEL DATE: T/T: 03 REF ADV: DF 523MP6012 REF ADV LINE: 001 PAY ADV: VENDOR INV: INV DATE: LOG DATE: LINE AMOUNT: 1000.00 I/D: P/F: LIQ AMOUNT: DESCR: BFYS: 09 FUND: 0162A1 STATION/SAT: 523 FCP/PRJ: 010050169 JOB NO: COST CTR/SUB: 852100 00 BOC/SUB: 2130 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 02- LINE: REF DOC: REF LINE: ACCP/DEL DATE: T/T: REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: INV DATE: LOG DATE: LINE AMOUNT: I/D: P/F: LIQ AMOUNT: DESCR: BFYS: FUND: STATION/SAT: FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

This shows the actual offset of an advance.

Typically payment is processed thru IPAC.

QUICK REFERENCE GUIDEADVANCE DIRECT DISBURSEMENT

DV



DOCID: Enter DV.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.


DV Header Fields

1. T/T Enter the transaction type on the header if the same for all lines. See page 6-21 for transaction types.

2. DV DATE Enter the date of the voucher (MM DD YY), if different from today's date.

3. REF DOC Enter the transaction code and document number of the obligation or receiver being referenced on the header if the same for all lines.


5. ADV LIQ TOTAL Enter the total amount of the advance offset lines entered on this document. If issuing an advance, leave blank.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

6. DOCUMENT TOTAL Enter the total amount of the advance issuance or offset.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

7. DIRECT DISB # Enter the Assigned Control Number from the source documents.

6-17


DV

DV Line Fields


9. REF DOC Enter the transaction code and document number of the obligation or receiver being referenced, if different than the REF DOC on the header.

10. REF LINE Enter the line number of the obligation or receiver being referenced, for an advance offset only (OBLL Table or RCLA Table).

11. ACCP/DEL DATE During the End-of-Month overlap, enter the last day of the previous month if accounting period is filled in for the previous month on the header.


13. REF ADV Enter the transaction code and document number of the document which issued the advance, for an advance offset only (ADV2 Table).

14. REF ADV LINE Enter the line number of the document used to issue the advance, for an advance offset only (ADV2 Table).

15. PAY ADV Enter the pay advance indicator, for an advance issuance only (PADV Table). Failure to enter this field will result in the advance not being recorded on the ADVX table, and therefore not being offset.

C - for constructionP - for purchase

16. VENDOR INV Do not use spaces in the payment voucher “VNEDOR INV” field. Enter the vendor invoice number from the source document for an advance offset only.

17. INV DATE Enter the vendor invoice date (MM DD YY), for an advance offset only.

6-18


DV

DV Line Fields (cont)

18.

LOG DATE

Enter the date (MM DD YY) of the obligation for an advance issuance, or the received date for an advance offset.

19. LINE AMOUNT Enter the amount of the advance issuance or offset line.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

20. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document and the user wishes to close the outstanding document, F must be entered. If issuing an advance, leave blank.

21. LIQ AMOUNT Enter the amount of the obligation or receiver being liquidated if different than the LINE AMOUNT.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.22. BFYS Enter the budget fiscal year(s) for an advance issuance only.

23. FUND Enter the fund code (FUND Table), for an advance issuance only.

24. STATION/SAT Enter the station number for an advance issuance only (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later.

25. FCP/PRJ Enter the Project Number for an advance issuance only (constructions appropriations) (PGMT Table).


6-19


DV

Command Codes



Tables Updated

Table IDPVHTPVLTOBLHOBLLRCHTRCLAADVXADV2DXRFVXRF

Table NamePayment Voucher Header TablePayment Voucher Line TableObligation Header Table Obligation Line Table Receiver Header Table (if receiver referenced)Receiver Accounting Line Table (if receiver referenced)Advance Cross-Reference TableAdvance Offset Inquiry TableDocument Cross-Reference TableVendor Cross-Reference Table

Error Messages


6-20

TRANSACTION TYPES/SGL EXAMPLES

Direct Disbursement (DD)

03 – for expenditures (no check issued) Vendor Cat – N DR - 6100 CR - 1021 DR - 4610 CR - 490P DR - 3107 CR - 570011 – for payment of subsidy for default to Transitional Housing financing account12 – for payment of subsidy for interest to Transitional Housing financing account

Advance Voucher (AV)

01 – for an advance issuance Vendor Cat – N DR - 1412 CR - 2122 03 – for an advance offset Vendor Cat – N DR - 6100 CR - 1021 DR - 4610 CR - 490P DR - 3107 CR - 5700

Advance Direct Disbursement Voucher (DV)

01 – for an advance issuance03 – for an advance offset Vendor Cat – G DR - 6100 CR - 1021 DR - 4610 CR – 490G DR - 3107 CR - 570005 – for direct disbursement of workers compensation

6-21

Cash Receipts/Transfers

(CRs/TRs)

FMS TRANSACTION CODES:

Cash Receipts (CRs) AND Transfers (TRs)

Note: For cash receipts recorded on SF-215 Deposit Ticket or SF-5515 Debit voucher, use a“CR” transaction. All others will use the “TR” transaction for non-cash receipts andtransfers.

7-1

The Cash Receipt (CR) is used for: Recording all money (cash or check) collected from the public, VA employees, and other agencies.

Typical Scenario1) The VA receives a refund from an overpaid vendor. A Cash Receipt (CR) is entered to record the refund collection.2) The VA receives a cash collection from the Department of Commerce for goods sold.3) The VA receives a cash donation for the General Post Fund.

The Transfer Receipt (TR) is used for:Recording transfer money collected.

Typical Scenario:

1. The VA receives IPAC from other government agency and it belongs to Station 104.

*Fund: 3875 is a temporary account and needs to be moved as soon as possible.

PAYMENTS DATA ENTRY

7-2

CASH RECEIPT AND TRANSFER ENTRYTopic Page Source Document VA Action

1. Entering, Modifying, or Canceling a Cash Receipt (CR)

Deposit Ticket, SF-215 -or-

Field Service Receipt - General, VA 1027

-or- Journal Voucher, SF-1017-G

-or-Debit Voucher, SF-5515


-or-Accepted Document Processing by Station Report (RGSGDPV)

Record a Cash Receipt

2. Entering, Modifying, or Canceling a Transfer Receipt (TR)

Journal Voucher, SF-1017-G

-or-Paid Billing Statement for SIBAC Transactions


- or-Simplified Billing List

-or- Accepted Document Processing by Station Report (RGSGDPV)

Record a Transfer Receipt

Suspense Funds

7-3

Unidentified deposits received by the station are put into the suspense funds (3875).

This is only to be used temporarily and should be moved as soon as possibleinto the correct appropriation as this shows on the financial indicator report.

When putting the deposit into suspense funds, understand the tables it updates:

UDDT – unapplied deposit detail inquiry screenUDST – unapplied deposit summary inquiry screen

Once the research has been completed and the correct fund is identified a two line TR is completed:

Line 001 – to move it out of suspense funds (24)Line 002 – to put it into the correct fund (18)

*WHEN MAKING INPUT INTO FMS, IT IS IMPORTANT NOT TO PRECEDE THE DOCUMENT NUMBER PLACED IN THE DEPOSIT NUMBER FIELD WITH YOUR STATION NUMBER. In doing so , it prevents the automatic matching of your document and becomes a reconciling item for the Station and FSC.

MUST USE CR 17 T/T TO PUT FUNDS INTO

SUSPENSE

7-4

COMMND: DOCID: CR 10 5234483_ _ STATUS: ACCPT BATID: SUB STN: 11/03/08

CASH RECEIPT INPUT SCREEN BATCH DATE: NUM DOCS: NET: CR DATE: ACCTG PRD: ACTION: SUB STN: 523 TRANS TYPE: BFYS: FUND: CASH ACCT: DEP NUMBER: 4483_ _ * DOC TYPE: BILL FUND: DOC TOTAL: 5205.00 DISB OFFICE: ACCOMPLISHED DATE: 10 10 08

COMMND: DOCID: CR 10 5234483_ _ STATUS: ACCPT 001-002 OF 002 BATID: SUB STN: 11/03/08 01- LINE: 001 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 23 BFYS: 05 FUND: 528701 STATION/SAT: 523 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: 8001 CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: MISCN AMOUNT: 5000.00 I/D: UNAPPLIED DEP NO: AGR NO: DESCR: 02- LINE: 002 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 17 BFYS: 09 FUND: 3875 STATION/SAT: 523 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: AMOUNT: 205.00 I/D: UNAPPLIED DEP NO: 5234483_ _ AGR NO: DESCR:

Problem #17(No reference problem)

7-5

ACTION: R TABLEID: UDDT USERID: S104 FSC UNAPPLIED DEPOSIT DETAIL INQUIRY SCREEN KEY IS STATION, UNAPPLIED DEPOSIT NO, FUND, DATE, DOCUMENT ID, LN, VENDOR CODE STATION: 523 TRANSFERS IN: 205.00 UNAPPLIED DEPOSIT NO: 5234483_ _ TRANSFERS OUT: 0.00 FUND: 3875 BALANCE: 205.00 DATE DOCUMENT ID LN VENDOR CODE VENDOR NAME AMOUNT -------- -------------- --- ------------ ------------------ --------------- 01- 10 10 08 CR 5234483_ _ 001 205.00 02- 03- 04- 05- 06- 07- 08- 09- 10- 11- 12-

This is the table updated by the CR.

MOVING MONEY FROM SUSPENSE 3875 TO MED CARE 0160A1. 7-6

COMMND: DOCID: TR 10 5234483_ _ STATUS: REJCT BATID: SUB STN: 11/03/08

CASH RECEIPT INPUT SCREEN BATCH DATE: NUM DOCS: NET: CR DATE: 10 28 08 ACCTG PRD: ACTION: SUB STN: 523 TRANS TYPE: BFYS: FUND: CASH ACCT: DEP NUMBER: 4483_ _ DOC TYPE: BILL FUND: DOC TOTAL: 0.00 DISB OFFICE: 220 ACCOMPLISHED DATE: 10 08 08 REF DOC:

COMMND: DOCID: TR 10 5234483_ _ STATUS: REJCT 001-002 OF 002 BATID: SUB STN: 11/03/08 01- LINE: 001 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 24 BFYS: 09 FUND: 3875 STATION/SAT: 523 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: AMOUNT: 205.00 I/D: D UNAPPLIED DEP NO: 5234483_ _ AGR NO: DESCR: RETURNED TO CP 220 02- LINE: 002 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 18 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: 010022300 JOB NO: COST CTR/SUB: 822300 BOC/SUB: 2580 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: MISCN AMOUNT: 205.00 I/D: I UNAPPLIED DEP NO: AGR NO: DESCR:

Problem #18Unapplied Deposit No.

from Problem #17P 7-4

TRs must always have 2 sides

A TR must always have 2 sides.

OFFSETTING CONVENIENCE CHECKSCVZKE-ADV LIQ AMT>CLOSED AMT (PVLT) – CANNOT LIQUIDATE ADVANCE UNTIL IT IS CLOSED ON PLVT TABLE. IF TR 15 IS USED TO OFFSET CONVENIENCE CHECK, ANOTHER TRANSACTION MUST BE USED TO EXPENSE THE ADVANCE (EXAMPLE: DD 03).

7-7

*It is always a good idea to enter something in the description field for future reference.

COMMND: DOCID: TR 10 523836390_ _ STATUS: HELD BATID: SUB STN: 10/03/08

CASH RECEIPT INPUT SCREEN BATCH DATE: NUM DOCS: NET: CR DATE: ACCTG PRD: ACTION: SUB STN: 523 TRANS TYPE: BFYS: 09 FUND: 0160A1 CASH ACCT: DEP NUMBER: 52383693001 DOC TYPE: BILL FUND: DOC TOTAL: 200.00 DISB OFFICE: 220 ACCOMPLISHED DATE: 10 03 08 REF DOC:

COMMND: DOCID: TR 10 52383639001 STATUS: HELD 001-001 OF 001 BATID: SUB STN: 10/03/08 01- LINE: 001 REF TC: CB REF DOC NO: 52383639001 REF LINE: 001 TRANS TYPE: 15 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: Y ADV: ADV NO: TRAV TYPE: VND/PRV: 460358360 AMOUNT: 200.00 I/D: UNAPPLIED DEP NO: AGR NO: DESCR: TPD 911* 02- LINE: REF TC: REF DOC NO: REF LINE: TRANS TYPE: BFYS: FUND: STATION/SAT: FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: AMOUNT: I/D: UNAPPLIED DEP NO: AGR NO: DESCR: 01-CVZKE-ADV LIQ AMT > CLOSD AMT (PVLT)

QUICK REFERENCE GUIDECASH RECEIPT

CR/TREnter/Modify/Cancel

Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document.

DOCID: Enter CR or TR.Enter the Administrative Office which is entering this document.Press TAB.

Enter the document number. See Section 2-22-Document Numbers.


BATID: Enter CR or TR.Enter the Administrative Office which is entering this document.Press TAB.Enter the batch number.

Press > > ENTER < <. Document ID is stored.CR/TR Header Fields

1. CR/TR DATE Enter the date of the receipt (MM DD YY), if different from today's date. If the date of deposit is not entered in the Document Date field, it must be entered in the Accomplished Date field in order to be properly reported on the SF-224.


3. TRANS TYPE Enter the transaction type on the header if the same for all lines. See page 7-12 thru 7-14 for transaction types.

4.* BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year, and the same BFYS is used for all lines of this document. Enter 94 for Supply Fund and General Post Fund. This field must be entered if referencing an NC, GV, or TO advance document.

5.* FUND Enter the fund code for this receipt (FUND Table), if the same FUND is used for all lines of this document. This field must be entered if referencing an NC, GV, or TO advance document.

7-8


CR/TR

CR/TR Header Fields (cont)

6. DEP NUMBER For deposits or debit vouchers, this field should have six digits. Enter the SF-215 Number or the SF-5515 Debit Voucher Number with a zero at the beginning of the number. For GELCO advance offsets enter the GV number.

7. DOC TOTAL Enter the total amount of the receipt.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

8. ACCOMPLISHED DATE

Enter the deposit date (MM DD YY). For GELCO advance offsets, leave blank.

9. REF DOC If applicable, enter the transaction code and document number of the document being referenced on the header if the same for all lines.

CR/TR Line Fields


11. REF TC If applicable, enter the transaction code of the document being referenced, if different than the REF DOC transaction code on the header.

12. REF DOC NO If applicable, enter the document number of the document being referenced, if different than the REF DOC number on the header.

13. REF LINE Enter the line number of the document being referenced, if applicable. Do not enter if the transaction is an advance repayment.

14. TRANS TYPE Enter the transaction type if different than the TRANS TYPE on the header. See page 7-12 thru 7-14 for transaction types.

15.* BFYS Enter only if different than the BFYS on the header. This field must be entered if referencing an NC, GV, or TO advance document.

7-9



CR/TR

CR/TR Line Fields (cont)

16.* FUND Enter only if different than the FUND on the header (FUND Table). This field must be entered if referencing an NC, GV, or TO advance document.

17.* STATION/SAT Enter the station number for this receipt line (ORGN Table). This field must be entered if referencing an NC, GV, or TO advance document. Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later.

18.* FCP/PRJ Enter the ACC, the Organization Code, or the Project Number for this receipt line (PGMT Table). This field must be entered if referencing an NC or TO advance document.

19.* JOB NO Enter the job number for this receipt line (JOBT Table).

20.* COST CTR/SUB Enter the Cost Center for this receipt line (ORGN Table), and 00 for the SUB Cost Center.

21.* BOC/SUB Enter the budget object code (subaccount) (BOCT Table), for Refund of Expenditure and Expenditure Transfers only.

22.* REV SRCE/SUB Enter the Revenue Source Code (RSRC Table) for revenue recognition and receivable reimbursements. For revenue into GPF and CWT unavailable, leave blank.

1000 - for General Fund Receipts and VBA MCCR8023 - for Compensated Work Therapy9046 - for General Post Fund - General Donations

9041 - for General Post Fund - Specific DonationsSFCS - Supply Fund Sales - COST

SFPR - Supply Fund Sales - VALUATION

23.* CLSD BFYS Enter the closed budget fiscal year(s) if this attributable to a closed fund and a subclass fund is entered in the FUND field.

24.* CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field.

25. CHECK NO Enter the number of the check received.

7-10



CR/TR

CR/TR Line Fields (cont)

26. ADV IND Enter "Y" to offset an advance. Do not enter “Y” if reclassifying a travel advance.

27. ADV NO Enter the number of the travel advance existing on the Travel Advance Line Table (TALT), for Travel Advance Repayment only.

28. TRAV TYPE Enter the travel type as defined on the TTYP Table, for Travel Advance Repayment only.

29. VND/PRV Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor code is unknown, you may use a miscellaneous vendor code.

30. AMOUNT Enter the amount of this receipt line.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

31. I/D D - for Cash Receipts transfers out of Suspense Fund[1]

32. UNAPPLIED DEP NO Enter the number that identifies the unapplied deposit item. An E in position 4 designates it as a employee transaction..

33. DESCR Enter a description of this receipt line.

*Enter these fields if not referencing another document.

Repeat line fields if there are additional lines to be entered or modified.

[1]For employee payroll refund transfers out of Suspense Fund.

7-11



CR/TR

Command Codes



Tables Updated

Table IDCRHTCRLTARHTARLTARH2OBDTREVBDXRFVXRFUDDTUDST

Table NameCash Receipt Header TableCash Receipt Line TableAccounts Receivable Header Inquiry TableAccounts Receivable Line Inquiry TableReceivable Header Data Entry TableOpen Billing Documents TableRevenue Budget Inquiry TableDocument Cross-Reference TableVendor Cross-Reference TableUnapplied Deposit Detail Table (UDDT) Outstanding Unapplied Deposit Summary Table (UDST)

If Travel Advance Repayment:

Table IDTADVTAHTTALT

Table NameTravel Advance Balance TableTravel Advance Header TableTravel Advance Line Table

Error Messages


7-12


TRANSACTION TYPES/SGL EXAMPLESCash Receipt (CR)

*C4 - for Offset of a "NC" Advance C5 - for GELCO Advance Offset of a "NC" Advance

E4 – Reimbursement (Manila only) E6 – Cash Proceeds – Sale of Excess Property E8 - Cash Receipt from Sale of Non-capitalized Property*01 - for Refund of Expenditure*02 - for Travel Advance Repayment*03 - for Interest, Handling, and Penalties*04 - for Other Revenue (including Jury Duty Receipts and Parking Fees)*05 - for Reimbursements Collected*12 - for Overpayment Offset of a GV Advance*17 - for Miscellaneous Cash Receipts (Suspense Funds, Patients' Fund receipts, and Clearing Funds), or reversing GSA advances when advance has not been expensed

Vendor Cat – N DR - 1022 CR - 2400*20 - for Refund of Payroll Expenditure *23 - for MCCF and General Fund Receipts

Vendor Cat – N DR - 1013 CR - 5201 DR - 425P CR - 4210 26 - for Reimbursement LGY Credit Report 34 – Reimbursement GOALS 35 - for Non-224 Cash Receipts (Suspense Funds and Clearing Funds) 40 - for Supply Fund Sale to OGA - Cost (Enter on line 001, 003, etc.) 41 - for Supply Fund Sale to OGA - Valuation (Enter on line 002, 004, etc.) 42 - for Supply Fund Sale to VA - Cost (Enter on line 001, 003, etc.) 43 - for Supply Fund Sale to VA - Valuation (Enter on line 002, 004, etc.)*44 - for Supply Fund Sale to Canteen - Cost (Enter on line 001, 003, etc.)*45 - for Supply Fund Sale to Canteen - Valuation (Enter on line 002, 004, etc.)*46 - for Refund Lease Expense Package*51 - for General Cash Donations - Available (GPF)*53 - for Specific Cash Donations - Available (GPF)*60 - for Compensated Work Therapy (CWT) cash receipts 62 - for Receipt of Trust Supplies/Property *67 - for Cash collected Escrow Fund 6019

* If you are using these transaction types you must have a SF-215 deposit ticket or a SF-5515 debit voucher as a source document. For more specific information, refer to “Collections” in Section F - Funds Overview

7-13

Cash Receipt (CR) for Supply Depot

A4 – Sale Valuation – OGA CashA5 – S&R Direct Delivery Equipment – OGA CashA6 – Direct Delivery – All Other OGA CashA7 – for SDC General Supplies – OGA CashA8 – Sale S&R Repairs – OGA CashA9 – Sale OGA Surcharge – OGA CashB1 – Sale SDC Medicine Drugs – OGA Cash B2 – Sale SDC Al Other Medical – OGA CashB3 – Sale SDC Subsistence OGA CashB4 – Sale Direct Delivery OGA NON OPACB5 – S&R Sales OGA NON OPACB6 – S&R Sales VA Credit CardB7 – S&R Sales OGA Credit CardC1 – Cash Receipt - CanteenDA – Commodities Cost DDCDB – DDC MarkupDC – Custom Hearing DDCD1 – Commodities Cost VA DDCD2 – Commodities Cost OPAC DDCD3 - Custom Hearing VA DDCD4 – Custom Hearing OPAC DDC62 - for S&R direct delivery of equipment sale - VA -Cost63 - for S&R direct delivery of equipment sale - OGA - Cost64 - for direct delivery medical sale to VA - Cost65 - for direct delivery medical sale to OGA - CostK6 - for SDC sale to VA- General Supplies - Cost67 - for SDC sale to OGA - General Supplies - Cost68 - for reimbursable collection - Other69 - for reimbursable collection - Federal70 - for reimbursable - Contract Fees - OGA71 - for reimbursable - Contract Fees - VA

72 - for reimbursable - Audit Recovery 73 - for reimbursable - Rental Income74 - for reimbursable - Aggregate Contract DiscountsL5 - for sale to VA/OGA - Fastrack76 - for sale to OGA - Surcharge79 - for Q&A inspection charges to Non-Federal

7-14

Cash Receipt (CR) for Supply Depot (cont)

80 - for SDC sale to OGA - Med/Drug - Cost 81 - for SDC sale to VA - Med/Drug - Cost82 - for SDC sale to OGA - Other Med - Cost83 - for SDC sale to VA - Other Med - Cost84 - for SDC sale to OGA - Subsistence - Cost85 - for SDC sale to VA - Subsistence - Cost86 - for Direct Delivery Equipment Subsistence sale to OGA - Cost87 - for Direct Delivery Equipment Subsistence sale to VA - Cost88 - for SDC sale to OGA- Flags - Cost89 - for SDC sale to VA - Flags - Cost90 - for S&R sale - VA - Repairs91 - for S&R sale - OGA – Repairs

Transfers (TR) 15 - for convenience check advance offsets

Vendor Cat – N DR – NULL CR - NULL06 – transfers to suspense - transit 18 - for exp. Transfer – cash transfer

Vendor Cat – N DR - 1021 CR - 6100 DR - 490P CR - 4610 DR - 5700 CR - 310724 - for transfers to/from the suspense fund, patients’ funds

Vendor Cat – N DR - 1021 CR - 240025- for transfer from PFOP to GPF - specific26 - for reimbursement LGY credit report33 - for cash receipt general fund receipts – transfers – MCCR consolidated billing sites35 - for non-224 cash receipts (suspense funds and clearing funds)61 - for compensated work therapy (CWT) cash receipts from operations within the Medical Center – available (Fed and Non Fed)65 - for payroll refund – transfers75 – for reimbursement – transfers76 – for transfers from CWT to GPFE2 – employee advance repayment

7-15

Receivables

The Accounts Receivable Subsystem is the FMS method for recording and managing outstanding receivables and accurately applying cash receipts. The VA will use this subsystem to record the amounts billed and collected, including revenue transactions for services rendered, vendor refunds, balance sheet transfers, and cash advances. The Accounts Receivable Subsystem allows the VA to account for these billings and collections for financial accounting and reporting purposes.

•There are three FMS Accounts Receivable documents used for:

1. Billing Document (BD) – recording billed amounts for services rendered or overpayments due.

Scenario

1. The VA received an invoice from a vendor for $1,000. An error was made, and the vendor

was accidentally paid $1,200. A “Bill for Collection” is prepared, and a BD is entered to

record the accounts receivable for the $200 that is due from the vendor.

2. The VA establishes a Supply Fund Bill for Collection for goods sold to the Department of

Commerce (Other Government Agency – OGA).

2. Cash Receipt (CR) – recording all money collected from the public, VA employees, and other agencies

– IPAC.

Scenario

1. The VA receives a refund from an overpaid vendor. A CR is entered to record the refund

collection.

2. The VA receives a cash collection from the Department of Commerce for goods sold.

3. The VA receives a cash donation for the General Post Fund.

3. Write-off (WR) – recording all refund and receivable write-off transactions when it is determined that a

receivable has become uncollectable.

Scenario

The VA determines that an accounts receivable established for a vendor is uncollectable and

will be written off. A WR document is entered to record the vendor refund receivable write-

off.

8-1

8-2

ACCOUNTS RECEIVABLE DATA ENTRY


1. Entering, Modifying, or Canceling a Billing Document (BD)

Debt Collection Letter (OF 1114), SF-1080,

-or-Journal Voucher, 1017-G

Record a Bill for Collection

2. Entering, Modifying, or Canceling a Cash Receipt (CR)

Deposit Ticket, SF-215 -or-

Field Service Receipt - General, VA 1027

-or- Journal Voucher, SF-1017-G

-or-Debit Voucher, SF-5515




- or-Simplified Billing List

-or- Accepted Document Processing by Station Report (RGSGDPV)

Record a Cash Receipt

3. Entering, Modifying, or Canceling a Write-off (WR) document

Memorandum from Accounting Service -or-

Letter from District Counsel -or -

Letter from Department of Justice

Record an Accounts Receivable Write-off document

8-3


TABLE NAME TABLE ID DESCRIPTION

Accounts Receivable Header Inquiry Table

ARHT Provides summary information on all outstanding and some recently closed accounts receivable documents.

Receivable Header Data Entry Screen

ARH2 Allows users to update various fields related to an accounts receivable.

Accounts Receivable Line Charges Table

ARLC Provides overdue charges information for the SF-220.9 report, including the amount charged and collected for interest, administrative, and penalty displayed for each Billing Document line.

Accounts Receivable Line Inquiry Table

ARLT Provides detail information on all outstanding and some recently closed accounts receivable documents.

Cash Receipt Header Inquiry Table

CRHT Provides summary information on cash receipts entered in FMS.

Cash Receipts Line Inquiry Table

CRLT Provides detail information on cash receipt documents entered in FMS, including accounting distribution information, the dollar amount received and reference information (if applicable).

Fiscal Year Charges Table

FYCT Provides overdue charges information for the 220.9 report, including interest, administrative and penalty amounts.

Outstanding Billing Document Table

OBDT Stores outstanding Billing Documents. Cash receipts which fully close a Billing Document will result in the record being deleted from this table.

8-4

COMMND: DOCID: BD 10 523K9051_ _ STATUS: ACCPT BATID: SUB STN: 10/15/08

BILLING DOCUMENT INPUT SCREEN

BATCH DATE: NUM DOCS: NET: BD DATE: ACCT PRD: ACTION: SUB STN: 523 TRANS TYPE: BFYS: FUND: DOC TOTAL: 1000.00 DOC TYPE: COMMENTS: REF DOC: PAYMENT OFFSET: Y BILL PRINT FLAG: N COLL DUE DATE: INT RATE: 5.000 TEXT TYPE: AGREEMENT NO: WAIVER FLAG: PAYER CODE: 123123122 PAYER NAME: PATS PICKLE POT ADDR1: 1234 DILL DRIVE ADRR2: CITY/ST/ZIP: VLASICK TX 78727 - CAUSE OF OVERPYMT: CASE HISTORY FLAG: N

COMMND: DOCID: BD 10 523K9051_ _ STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08 01- LINE: 001 BFYS: 09 FUND: 0160A1 TRANS TYPE: 01 STATION/SAT: 523 FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 822300 BOC/SUB: 2580 REPT CATG: REV SRCE/SUB: CLSD BFYS: TEXT TYPE: INT RATE: 5.000 CLSD FUND: AMOUNT: 1000.00 I/D: GL ACCT: DESCR: PV 523C851_ _01 REF DOC: REF LN: ADVANCE NO: TRAV TYPE: SOURCE: TYPE OF OVERPYMT: ACTION OUT: 02- LINE: BFYS: FUND: TRANS TYPE: STATION/SAT: FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: TEXT TYPE: INT RATE: CLSD FUND: AMOUNT: I/D: GL ACCT: DESCR: REF DOC: REF LN: ADVANCE NO: TRAV TYPE: SOURCE: TYPE OF OVERPYMT: ACTION OUT:

Problem #19Reference Problem #13P 5-14

Recording a BD to record a bill of collection.

8-5

ACTION: R TABLEID: ARHT USERID: S104 FSC *** RECEIVABLE HEADER INQUIRY SCREEN *** KEY IS TRANS CODE, DOC NO TRANS CODE: BD DOC NUM: 523K9051_ _ DOC TYPE: SUB STN: 523 DOCUMENT DATE: 10 15 08 COMMENTS: PAYER CODE/NAME: 123123122 / PATS PICKLE POT ADDR1: 1234 DILL DRIVE ADDR2: CITY/ST/ZIP: VLASIC TX 78727 0001 COLL DUE DATE: LAST BILL DATE/AMT: / 0.00 PRINT BILL: N BILL PRINT DATE: BILLED AMT: 1000.00 INT RATE: 0.000 INT APPLY DATE: INTEREST AMT: 0.00 TEXT TYPE: ADM CHGS APPLY DATE: ADM CHGS AMT: 0.00 WAIVER FLAG: W PEN APPLY DATE: PENALTY AMT: 0.00 DUNNING COUNT: 00 LAST DUN DATE: TOTAL AMT: 1000.00 OVERDUE STATUS: OVERDUE DATE: COLLECTED AMT: 0.00 WRITE-OFF FLAG: WRITE-OFF DATE: WRITE-OFF AMT: 0.00 WRITE-OFF REASON: DOC CLOSE DATE: OFFSET AMT: 0.00 OFFSET: Y OFFSET APPLIED: 0.00 CLOSED AMT: 0.00 OVRPYMT CAUSE: CASE HISTORY FLAG: N REPRINT BILL AMT: 0.00 AGREEMENT NO: OUTSTANDING RECV AMT: 1000.00

ACTION: R TABLEID: ARLT USERID: S104 FSC *** RECEIVABLE LINE INQUIRY SCREEN *** KEY IS TRANS CODE, DOCUMENT NO, LINE 01- TRANS CODE: BD DOC NO: 523K9051_ _ LINE: 001 BFYS: 09 FUND: 0160A1 TRANS TYPE: 01 STATION/SAT: 523 / FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 854100 / BOC/SUB: 2580 / REPT CATG: REV SRCE/SUB: TEXT TYPE: UPD BUD: N CLSD BFYS: CLSD FUND: REF INVOICE: REF INV LINE: GL ACCT: REF TC: REF NO: REF LINE: LINE AMT: 1000.00 DESCR: AR_INTERFACE COLLECTED AMT: 0.00 INT RATE: 0.000 CLOSED AMT: 0.00 ADV NO: WRITE-OFF AMT: 0.00 TRVL TYPE: OFFSET AMT: 0.00 SOURCE: OFFSET APPLIED: 0.00 TYPE OF OVERPYMT: OUTSTND RECV AMT: 1000.00 ACTION OUT:

Shows tables affected

TOPIC 1: ENTERING/MODIFYING/CANCELING A BILLING DOCUMENT (BD)COMMND: ............... DOCID: BD ... ............ STATUS: BATID: .. .... ...... SUB STN: ....... 10/03/07 BILLING DOCUMENT INPUT SCREEN BATCH DATE: .. .. .. NUM DOCS: ..... NET: ............... BD DATE: .. .. .. ACCT PRD: .. .. ACTION: . SUB STN: ....... TRANS TYPE: .. BFYS: .. .. FUND: ...... DOC TOTAL: ............... DOC TYPE: . COMMENTS: ....... REF DOC: .. ........... PAYMENT OFFSET: . BILL PRINT FLAG: . COLL DUE DATE: .. .. .. INT RATE: ....... TEXT TYPE: .. AGREEMENT NO: ............... WAIVER FLAG: .. PAYER CODE: ......... .. PAYER NAME: .............................. ADDR1: .............................. ADRR2: .............................. CITY/ST/ZIP: ................... .. ..... - ..... CAUSE OF OVERPYMT: ... ........................ CASE HISTORY FLAG: .

Billing Document Header Screen

COMMND: ............... DOCID: BD .... ............ STATUS: 000-000 OF 000 BATID: .. .... ....... SUB STN: ....... 10/03/07 01- LINE: ... BFYS: .. .. FUND: ...... TRANS TYPE: .. STATION/SAT: ....... .. FCP/PRJ: ......... JOB NO: ........ COST CTR/SUB: ....... .. BOC/SUB: .... .. REPT CATG: .... REV SRCE/SUB: .... .. CLSD BFYS: .. .. TEXT TYPE: .. INT RATE: ....... CLSD FUND: ...... AMOUNT: ............... I/D: . GL ACCT: .... DESCR: .............................. REF DOC: .. ........... REF LN: ... ADVANCE NO: ...... TRAV TYPE: ... SOURCE: .... TYPE OF OVERPYMT: ... ACTION OUT: ... 02- LINE: ... BFYS: .. .. FUND: ...... TRANS TYPE: .. STATION/SAT: ....... .. FCP/PRJ: ......... JOB NO: ........ COST CTR/SUB: ....... .. BOC/SUB: .... .. REPT CATG: ..... REV SRCE/SUB: .... .. CLSD BFYS: .. .. TEXT TYPE: .. INT RATE: ....... CLSD FUND: ...... AMOUNT: ............... I/D: . GL ACCT: .... DESCR: .............................. REF DOC: .. REF LN: ... ADVANCE NO: ...... TRAV TYPE: ... SOURCE: .... TYPE OF OVERPYMT: . ACTION OUT: ...

Billing Document Line Screen

8-6

QUICK REFERENCE GUIDEBILLING DOCUMENT

BDEntry/Modify/Cancel



DOCID: Enter BD.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.


BATID: Enter BD.Enter the Administrative Office which is entering this document.Press TAB.Enter the batch number.

Press > > ENTER < <. Document ID is stored.

BD Header Fields

1. BD DATE Enter the date of the document (MM DD YY), if different from today's date.


3. TRANS TYPE Enter the transaction type on the header if the same for all lines. See page 8-17 thru 8-18 for transaction types.

4. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year, and the same BFYS is used for all lines of this document.

5. FUND Enter the fund code for this document (FUND Table), if the same FUND is used for all lines of this document.

6. DOC TOTAL Enter the total amount of the document.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

8-7


BILLING DOCUMENT

BD Header Fields (cont)

7. REF DOC Enter the transaction code and document number of the document being referenced on the header if the same for all lines, for Expenditure Refunds and Reclassification of Travel Advances Only.

8. PAYMENT OFFSET Enter Y to offset a payment, otherwise leave blank.

9. PAYER CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) For Expenditure Transfers, enter the vendor code of the station to which the expenditure is being transferred. For Supply Fund Sales to other government agencies enter the agency vendor code. For Supply Fund Sales to Canteen Service enter the VCS vendor code. For Supply Fund Sales to VA stations enter VAH vendor code.

10. PAYER NAME Enter the payer name if the payer code is a miscellaneous code, otherwise, leave blank.

11. ADDR1, ADDR2, CITY/ST/ZIP

Enter the address fields if a miscellaneous vendor code is used.

BD Line Fields

12. LINE Enter the line number of the document. 001 - for line 1002 - for line 2, etc.



15. TRANS TYPE Enter the transaction type if different than the TRANS TYPE on the header. See page 8-17 thru 8-18 for transaction types.

16. STATION/SAT Enter the station number for this document line (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later.

8-8



BILLING DOCUMENT

BD Line Fields (cont)

17. FCP/PRJ Enter the ACC, the Organization Code, or the Project Number (PGMT Table) for Expenditure Refunds, Expenditure Transfers, and Supply Fund Sales only.

18. JOB NO Enter the job number for this document line (JOBT Table), for Expenditure Refunds, Expenditure Transfers, and Supply Fund Sales only.

19. COST CTR/SUB Enter the Cost Center (ORGN Table), and 00 for the Sub Cost Center for Expenditure Refunds and Expenditure Transfers only.

20. BOC/SUB Enter the budget object code (subaccount) (BOCT Table), for Expenditure Refunds, Expenditure Reimbursements, and Expenditure Transfers only. If using a payroll BOC, a sub-BOC is required. For Supply Fund Expenditure Refunds use:

2299 - Shipping & Handling2696 - Subsistence2697 - Medicines, Drugs, & Chemicals2698 - Medical Supplies2699 - Other Supplies

21. REV SRCE/SUB Enter the Revenue Source Code (RSRC Table) for Revenue Recognition, Receivable Reimbursements, General Fund Receipts, and Supply Fund Sales only.

1000 - for General Fund ReceiptsSFCS - for Supply Fund Sale to OGA - Cost, Supply Fund Sale to VA - Cost, and Supply Fund Sale to Canteen - CostSFPR - for Supply Fund Sale to OGA - Valuation, Supply Fund Sale to VA - Valuation, and Supply Fund Sale toCanteen - Valuation.

22. CLSD BFYS Enter the closed budget fiscal year(s) if this document is attributable to a closed fund and a subclass fund is entered in the FUND field, for Expenditure Refunds and Expenditure Transfers only.

23. CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field, for Expenditure Refunds and Expenditure Transfers only.

24. AMOUNT Enter the amount of this document line.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

8-9



BILLING DOCUMENT

BD Line Fields (cont)

25. I/D Enter the increase/decrease indicator for modifications only.I - for increaseD - for decrease

26. DESCR Enter a description of the document line.

27. REF DOC Enter the transaction code and document number of the document being referenced if different than the REF DOC on the header, for Expenditure Refunds and Reclassification of Travel Advances only.

28. REF LN Enter the line number of the document being referenced, for Expenditure Refunds and Reclassification of Travel Advances only.

29. ADVANCE NO Enter the number of the travel advance being reclassified for Reclassification of Travel Advances only.

30. TRAV TYPE Enter the travel type of the travel advance being reclassified, for Reclassification of Travel Advances only.

TDY - for temporary dutyPCS - for relocation travel


Command Codes



8-10



BILLING DOCUMENT

Tables Updated

Table IDARHTARLTARH2OBDTREVBDXRFVXRF

Table NameAccounts Receivable Header Inquiry TableAccounts Receivable Line Inquiry TableReceivable Header Data Entry TableOpen Billing Documents Table Revenue Budget Inquiry TableDocument Cross-Reference TableVendor Cross-Reference Table

If Expenditure Refund:

Table IDAPPRALOTSALTALLWSASPSAS2

Table NameAppropriation/Apportionment Inquiry TableAllotment Inquiry TableSuballotment Inquiry TableAllowance Inquiry TableSuballowance Inquiry TableProject Suballowance Inquiry Table

If Travel Advance Reclassification:

Table IDTAHTTALTTADVTOHT

Table NameTravel Advance Header Table Travel Advance Line TableTravel Advance Table Travel Order Header Table

Error Messages


8-11


8-12

COMMND: DOCID: WR 10 523K9051_ _ STATUS: ACCPT BATID: SUB STN: 10/15/08 CASH RECEIPT INPUT SCREEN BATCH DATE: NUM DOCS: NET: CR DATE: ACCTG PRD: ACTION: SUB STN: 523 TRANS TYPE: BFYS: FUND: CASH ACCT: DEP NUMBER: K9051_ _ DOC TYPE: BILL FUND: DOC TOTAL: 1000.00 DISB OFFICE: 220 ACCOMPLISHED DATE: 10 15 08 REF DOC:

COMMND: DOCID: WR 10 523K9051_ _ STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08 01- LINE: 001 REF TC: BD REF DOC NO: 523K9051_ _ REF LINE: 001 TRANS TYPE: 01 BFYS: 09 FUND: 0160A1 STATION/SAT: 523 FCP/PRJ: 0100501X3 JOB NO: COST CTR/SUB: 822300 BOC/SUB: 2580 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: 123123122 AMOUNT: 1000.00 I/D: UNAPPLIED DEP NO: AGR NO: DESCR: AR_INTERFACE 02- LINE: REF TC: REF DOC NO: REF LINE: TRANS TYPE: BFYS: FUND: STATION/SAT: FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: AMOUNT: I/D: UNAPPLIED DEP NO: AGR NO: DESCR:

When the VA determines that an accounts receivable established for a vendor is uncollectable and will be written off, a write-off(WR) document is entered to record the vendor refund receivable write-off. A government receivable cannot be written off. To remove the BD modify to zero. Cannot write off employee BD, must have approval of Director or someone of higher authority.

Problem #20Reference Problem #19

P 8-4


WRITE-OFF WR

Enter/Modify/Cancel



DOCID: Enter WR.Enter the Administrative Office which is entering this document.Press TAB.Enter the document number. See Section 2-22-Document Numbers.


BATID: Enter WR.Enter the Administrative Office which is entering this document.Press TAB.Enter the batch number.

Press > > ENTER < <. Document ID is stored.

WR Header Fields

1. CR DATE Enter the date of the document (MM DD YY), if different from today's date.



4. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year and the same BFYS is used for all lines of this document.

5. FUND Enter the fund code (FUND Table) if the same fund is used for all lines of the document.

6. DEP NUMBER Enter the bill number.

7. DOC TOTAL Enter the total amount of the write-off.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.

8-13


WRITE-OFF

WR Header Fields (cont)

8. ACCOMPLISHED DATE Enter the write-off date (MM DD YY).

9. REF DOC If applicable, enter the transaction code and document number of the document being referenced on the header if the same for all lines.

WR Line Fields


11. REF TC Enter the transaction code of the billing document being referenced, if different than the REF DOC transaction code on the header.

12. REF DOC NO Enter the document number of the billing document being referenced, if different from the REF DOC number on the header.

13. REF LINE Enter the line number of the billing document being referenced.

14. TRANS TYPE Enter the transaction type if different than the TRANS TYPE on the header. See page 8-18 for transaction types.

15. VND/PRV Enter the vendor code found on the Vendor Name Table (VNAM), if applicable. (PF9 key to pause and go to VNAM.)

16. AMOUNT Enter the amount of this write-off line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.


18. DESCR Enter a description of this write-off line.

8-14

WREnter/Modify/Cancel

QUICK REFERENCE GUIDEWRITE-OFF

WR Line Fields - to Write-off the Uncollectible Principal and Interest Amount

19. LINE Enter the line number of the document001 - for line 1002 - for line 2, etc.

20. TRANS TYPE Enter the transaction type if different than the TRANS TYPE on the header. See page 8-18 for transaction types.

21. BFYS Enter the budget fiscal year for this transaction if different than the current fiscal year.

22. FUND Enter the fund code for this document (FUND Table).

23. STATION Enter the station number used for this fund (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later.

24. AMOUNT Enter the amount of this write-off line.Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas.


26. DESCR Enter the reason for the write-off.


Command Codes



8-15



WRITE-OFF

Tables Updated

Table ID Table Name

CRHT Cash Receipt Header Table

CRLT Cash Receipt Line Table

ARHT Accounts Receivable Header Inquiry Table

ARLT Accounts Receivable Line Inquiry Table

ARH2 Receivable Header Data Entry Table

OBDT Open Billing Documents Table

REVB Revenue Budget Inquiry Table

DXRF Document Cross-Reference Table

VXRF Vendor Cross-Reference Table

Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages.

8-16


TOPIC 4: TRANSACTION TYPES/SGL EXAMPLESBilling Document (BD)

A1 – Supply Fund Refunds – Printing and ReproductionBE – Supply Fund Unearned Interest RevenueC1 – Supply Fund Canteen Service - CostC5 – Supply Fund S&R Sales VA Credit CardC6 – Supply Fund S&R Sales OGA Credit CardC9 – Supply Fund Canteen Service MarkupD1 – Supply Fund Commodities Cost VA DDCD2 – Supply Fund Commodities Cost D3 – Supply Fund Custom Hearing Costs VA DDCD4 – Supply Fund DDC Receivable Cost01 - for refund of expenditure

Vendor Cat - N DR - 1313 CR - 6100 DR - 9945 CR - 9946 02 - for reimbursement of revenue05 - for reclassification of travel advances09 - for General Fund Receipts receivables10 - for Compensated Work Therapy (CWT) receivables20 - for refund of payroll expenditure25 - for PFOP accounts receivable40 - for Supply Fund Sale to OGA - Cost (Enter on line 001, 003, etc.)41 - for Supply Fund Sale to OGA - Valuation (Enter on line 002, 004, etc.)42 - for Supply Fund Sale to VA - Cost (Enter on line 001, 003, etc.)43 - for Supply Fund Sale to VA - Valuation (Enter on line 002, 004, etc.)44 - for Supply Fund Sale to Canteen - Cost (Enter on line 001, 003, etc.)45 - for Supply Fund Sale to Canteen - Valuation (Enter on line 002, 004, etc.)47 – For Supply Fund sale of Depot scrap55 – for General Post Fund accrued interest

8-17

Billing Document (BD) (cont)

62 - for S&R direct delivery equipment sale - VA Cost63 - for S&R direct delivery equipment sale - OGA Cost64 - for S&R direct delivery medical sale - VA Cost65 - for S&R direct delivery medical sale - OGA Cost67 - for SDC sale to OGA - General Supplies - Cost70 - for Supply Fund Reimbursement contract fees - OGA72 – for Supply Fund Reimbursement Audit Recovery73 – for Supply Fund Rental Income74 – for Supply Fund Aggregate Contract Discounts76 - for sale to OGA - Surcharge79 - for Q&A inspection charges to Non-Federal8A – for Supply Fund Lease Agreements80 - for SDC sale to OGA - Med/Drug - Cost81 - for SDC sale to VA - Med/Drug - Cost82 - for SDC sale to OGA - Other Med - Cost83 - for SDC sale to VA - Other Med - Cost84 - for SDC sale to OGA - Subsistence - Cost85 - for SDC sale to VA - Subsistence - Cost86 - for Direct Delivery Equipment sale to OGA - Cost87 - for Direct Delivery Equipment sale to VA - Cost88 - for sale to OGA-Flags - Cost89 - for sale to VA-Flags - Cost90 - for S&R sale-VA-repairs91 - for S&R sale-OGA-repairsL5 - for sale to VA/OGA – Fastrack

8-18

Write-Off (WR) Document 01 - for refund receivable write-offs

Vendor Cat – N DR - 1329 CR - 610002 - for reimbursement receivable write-offs and 04 - for receivable write-offs and General Fund receipts write-offs (AR

System)05 - for employee advance write-offs06- for contractual adjustments10 - for CWT Reimbursements20 - for refund of payroll expense21 - for uncorrectable interest22 - for uncorrectable principal23 - for tort feasor write-offs

FMS Tables

THE DOCUMENT CROSS-

REFERENCE TABLE (DXRF) DXRF

ACTION: R TABLEID: DXRF USERID: S301 BAM

*** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***

KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION

TRANS CODE: RT TRANS NUMBER: 301J8004201 DOC TOTAL: 96.21

OUTST AMT: 0.00

REF TRANS ID ACCEP DOC

F/B/A TC NUMBER DATE ACT VENDOR AMOUNT

‑‑‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑‑‑‑ ‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑

01‑ B MO 301J80042 03 24 08 E 112724281 01 100.18

LAST BATCH NUMBER: CLEARING ACTION:

02‑ B MO 301J80042 03 25 08 S 112724281 01 ‑3.97


03‑ F CV 301J8004201 03 25 08 E 112724281 03 96.21


04‑


05‑


06‑


Document Cross-Reference Table (DXRF)

Table Description This table provides general information about all accepted FMS documents that reference the document specified by the user in the key fields. For example, if an obligation document is specified, this table will provide a list of all receiver or payment voucher documents processed against the obligation. If a receiver document is specified, the table will provide a list of all obligations and payment vouchers processed against the receiver.

9-1

THE DOCUMENT CROSS-


Table Uses •Determines what documents have been processed against a specific document (a historical record of an obligation).•Obtains document IDs of documents referencing a specific document for use in other table queries.•Obtains general/summary information about a given document and those that reference it.

Table Updated by •All accepted FMS documents that reference another FMS document.

Table Key Fields •Document ID (TRANS CODE and TRANS NUMBER)•Forward/Backward Pointer (F/B/A)•Reference Transaction Code (REF TRANS ID TC NUMBER)•Reference Transaction Acceptance Date (ACCEP DATE)•Reference Transaction Document Action (DOC ACT)

Field Descriptions •The TRANS CODE is a two digit code that identifies the document.•The TRANS NUMBER is a unique number assigned to the document.•The DOC TOTAL provides the total amount of the document.•The OUTST AMT provides the outstanding amount of the document.•The F/B/A field indicates if the document listed under REF TRANS ID was processed before (B = Backward Reference) or after (F = Forward Reference) the scanned document. This field will show A if the document did not have a reference.•The REF TRANS ID TC NUMBER provides the transaction code and Document ID of the document which referenced (or was referenced by) the scanned document.•The ACCEP DATE indicates the actual date the transaction was processed. This is not necessarily the date coded on the document.

9-2

THE DOCUMENT CROSS-



•The DOC ACT indicates the document action code (E = original entry; M = amendment or modification; X = cancellation; S = system generated modification or cancellation).•The VENDOR field reflects the vendor code referenced in the transaction.•The AMOUNT indicates the amount of the transaction. •The LAST BATCH NUMBER indicates the last modification to the scanned document on a given date (Acceptance Date). (Modifications made on the same day are accumulated.) •The CLEARING ACTION indicates when the document was cleared from the open tables

9-3

ACTION: R TABLEID: ACED USERID: S104 FSC ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC, PROJECT POST TYPE, FUND CATEGORY VENDOR PROMPT TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG -- ---- ---- ------ ------ --------- ---- ---------- ------ 01- 09 PV 01 G 2300 N DESCRIPTION PAY VOUCHER - OP EXPENSE 02- 09 PV 01 G B 0060 N DESCRIPTION PAY VOUCHER - OP EXPENSE 03- 09 PV 01 G C 2300 N DESCRIPTION PAY VOUCHER - OP EXPENSE 04- 09 PV 01 G E 2337 N DESCRIPTION PAY VOUCHER - OP EXPENSE 05- 09 PV 01 G F 0138 N DESCRIPTION PAY VOUCHER - OP EXPENSE 06- 09 PV 01 G J 0138 N DESCRIPTION PAY VOUCHER - OP EXPENSE

THIS TABLE MUST HAVE THE REQUIRED ELEMENTS TO PROCESS A DOCUMENT. YOU WILL NEED TO CHECK THE TRANS CODE, TRANS TYPE, VENDOR CAT AND FUND CATEGORY. LEAF TO ACEN FOR GENERAL LEDGER ENTRIES. 9-4

ACTION: R TABLEID: ACED USERID: S104 FSC ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC, PROJECT POST TYPE, FUND CATEGORY VENDOR PROMPT TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG -- ---- ---- ------ ------ --------- ---- ---------- ------ 01- 09 CT 01 E 2307 N DESCRIPTION PAY VOUCHER - CERTIFIED 02- 09 CT 01 E A 0145 N DESCRIPTION PAY VOUCHER - CERTIFIED 03- 09 CT 01 E E 2327 N DESCRIPTION PAY VOUCHER - CERTIFIED 04- 09 CT 01 E F 0145 N DESCRIPTION PAY VOUCHER - CERTIFIED 05- 09 CT 01 E J 0145 N DESCRIPTION PAY VOUCHER - CERTIFIED 06- 09 CT 01 E K 0145 N DESCRIPTION PAY VOUCHER - CERTIFIED

TRANS CODE: PV, T/T: 01, VEND CAT: G, FUND CAT: BLANK

TRANS CODE: CT, T/T: 01, VEND CAT: E, FUND CAT: BLANKTHIS TABLE TELLS YOU WHAT GENERAL LEDGERS YOUR TRANSACTION WILL HIT.LEAF TO ACEV FOR ACCOUNTING EVENT REQUIREMENTS.

9-5

ACTION: R TABLEID: ACEN USERID: S104 FSC ACCOUNTING ENTRIES REFERENCE DATA SCREEN KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER FISCAL YEAR: 08 ACCOUNTING ENTRY ID: 2300 ACCOUNTING EVENT TYPE: SP03 SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP -------- ------- -------- ---- ---- -------- ---- ---- -------- --- --- 01- 001 GENJ D 6100 22 N 2121 02 N N N 02- 002 GENJ D 4610 44 N 490F 48 N N N 03- 003 GENJ D 3107 03 N 5700 31 N N N 04- 05- 06- 07- 08- 09- 10- 11-

ACTION: R TABLEID: ACEN USERID: S104 FSC ACCOUNTING ENTRIES REFERENCE DATA SCREEN KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER FISCAL YEAR: 08 ACCOUNTING ENTRY ID: 2307 ACCOUNTING EVENT TYPE: SP03 SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP -------- ------- -------- ---- ---- -------- ---- ---- -------- --- --- 01- 001 GENJ D 6100 22 N 2122 02 N N N 02- 002 GENJ D 4610 44 N 490N 48 N N N 03- 003 GENJ D 3107 03 N 5700 31 N N N 04- 05- 06- 07- 08- 09- 10- 11-

THE BOC MUST BE POSTED ON THE ACEV IF THERE IS A “Y” ON THIS TABLE AND “Y” ON THE BOCT TABLE.

ACTION: S TABLEID: ACEV USERID: S104 FSC ACCOUNTING EVENT TYPE REFERENCE DATA SCREEN KEY IS ACCOUNTING EVENT TYPE H- ACCOUNTING POST FLAGS REQD EVENT VEND BOC PROJECT FUND CAT FIELD DESCRIPTION ---------- ---- --- ------- -------- ----- ------------------------------ 01- SP03 Y Y N Y Y EXPENDITURE/EXPENSE 02- SP04 N Y N Y Y EXPENSE ONLY 03- SP05 Y N N Y N BALANCE SHEET TRANSFER 04- SP06 N N N Y Y REVENUE REFUND 05- SP07 N N N N N REFUND REIM BILLED EXPEND 06- SP08 N N N N N REFUND REIM BS TRANSFER BILL 07- SP09 N N N N N REFUND REIM REVENUE BILLING 08- SV99 N Y N Y N MISCELLANEOUS 09- TK01 N N N N N TICKETS - PAYABLE 10- TK02 N N N N N TICKETS - PREPAID 11- VS01 N N N N N VOUCHER SELECTION 12- VS02 N N N N N DISCOUNT TAKEN 13- VS03 N N N N N DISCOUNT LOST 14- 15-

9-6

USE THIS TABLE FOR DESCRIPTION OF FUND CATEGORY

9-7

ACTION: R TABLEID: FCAT USERID: S104 FSC FUND CATEGORY REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, FUND CATEGORY FUND CAT FY FUND CAT NAME SHORT NAME POSTING -- -------- ------------------------------ ------------ ------- 01- 09 NA VETERANS CANTEEN SERVICES VCS Y 02- 09 NB REIMBURSABLE APPROPRIATIONS REIMBURSABLE Y 03- 09 NC CONSTRUCTION FUNDS CONSTRUCTION Y 04- 09 ND PERSONAL FUNDS OF PATIENTS PFOP Y 05- 09 NE EXPIRED AUTHORITY EXPIRED FUND Y 06- 09 NF SUPPLY FUND SUPPLY FUND Y 07- 09 NG GENERAL FUND RECEIPTS GENERAL FUND Y 08- 09 NH GENERAL FUND RECEIPTS - AR GFR - AR Y 09- 09 NJ COMPENSATED WORK THERAPY (CWT) CWT Y 10- 09 NK FRANCHISE FUND FRANCH FUND Y 11- 09 NL LOAN GUARANTY - MLAC LGY - MLAC Y 12- 09 NM MCCF COLLECTION FUND MCCF Y 13- 09 NO OFHEO OFHEO Y

ACTION: R TABLEID: FCAT USERID: S104 FSC FUND CATEGORY REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, FUND CATEGORY FUND CAT FY FUND CAT NAME SHORT NAME POSTING -- -------- ------------------------------ ------------ ------- 01- 09 NP GEN POST FUND/NAT CEM GIFT GPF/NCS GIFT Y 02- 09 NQ GEN POST FUND - GEN DONATION GPF/GENERAL Y 03- 09 NR REGULAR REGULAR N 04- 09 NS SUSPENSE SUSPENSE Y 05- 09 NT CLEARING/FUNDS IN TRANSIT CLEARING/FIT Y 06- 09 NV VBA - CP&E BENEFITS SYTEMS VBA-CP&E BEN Y 07- 09 NW ESCROW FUNDS ESCROW FUNDS Y 08- 09 NZ AMAF AMAF Y 09-

CURRENT YEAR MEDICAL CARE HAS A BLANK FUND CATEGORY.

PRIOR YEAR MEDICAL CARE IS EXPIRED AND HAS A “E” FUND CATEGORY.USE THIS TABLE TO FIND THE FUND CATEGORY.

9-8

ACTION: R TABLEID: FUND USERID: S104 FSC FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 09 FUND: 0160A1 FUND TYPE: G BUD CAT: B DEACT DATE: NO YEAR: N CARRYOVER: N REVOLVING: N CLOSE LVL: S TREASURY FUND TYPE: A FUND NAME: MEDICAL SREVICES- LMT1 TREASURY SYMBOL: 3690160 SHORT NAME: MED SVCS-LM1 FUND CLASS: 01 FUND CATEGORY: FUND GROUP: AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: - - OMB ID CODE: 1000 SUBCLASS: N BUREAU CODE: - - ALLOW UNOBLIG EXP AGST EXPRD: N CONTROL OPTIONS - APPROPRIATION: P APPORTIONMENT: P ALLOTMENT: P SUB-ALLOTMENT: P ALLOWANCE: P REVENUE BUD: N DIMENSIONS - ALLOTMENT SUB-ALLOTMENT ADM/OFF: Y Y ALLOWANCE STATION: N Y PGM DEF PROGRAM/DEF: N / N / PCLS LIMITATION: N N UNAPPLIED DEPOSIT OPT: N MEMO DEPRECIATION TRANS TYPE: RPT224 COLUMN IND: D INTEREST BFYS: 09 FUND: 0160A1 STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:

ACTION: R TABLEID: FUND USERID: S104 FSC FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 08 FUND: 0160A1 FUND TYPE: G BUD CAT: B DEACT DATE: NO YEAR: N CARRYOVER: N REVOLVING: CLOSE LVL: S TREASURY FUND TYPE: A FUND NAME: MEDICAL SERVICES- LMT1 TREASURY SYMBOL: 3680160 SHORT NAME: MED SVCS-LM1 FUND CLASS: 01 FUND CATEGORY: E FUND GROUP: AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: - - OMB ID CODE: 1000 SUBCLASS: N BUREAU CODE: - - ALLOW UNOBLIG EXP AGST EXPRD: Y CONTROL OPTIONS - APPROPRIATION: C APPORTIONMENT: C ALLOTMENT: C SUB-ALLOTMENT: C ALLOWANCE: P REVENUE BUD: N DIMENSIONS - ALLOTMENT SUB-ALLOTMENT ADM/OFF: Y Y ALLOWANCE STATION: N Y PGM DEF PROGRAM/DEF: N / N / PCLS LIMITATION: N N UNAPPLIED DEPOSIT OPT: N MEMO DEPRECIATION TRANS TYPE: RPT224 COLUMN IND: D INTEREST BFYS: 08 FUND: 0160A1 STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:

THIS HELPS US ON ACED TO KNOW WHAT FUNDS GO WITH EACH FUND CATEGORY.

9-9

ACTION: R TABLEID: FCAT USERID: S104 FSC FUND CATEGORY REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, FUND CATEGORY FY FUND CAT NAME FUND -- -------- ------------------------------ -------------- 01- 09 NA VETERANS CANTEEN SERVICES 4014C 02- 09 NB REIMBURSABLE APPROPRIATIONS 4018 03- 09 NC CONSTRUCTION FUNDS 0110-0111-4538 04- 09 ND PERSONAL FUNDS OF PATIENTS 6020-6020P 05- 09 NE EXPIRED AUTHORITY 06- 09 NF SUPPLY FUND 4537B-4537F 07- 09 NG GENERAL FUND RECEIPTS 0891-3102 08- 09 NH GENERAL FUND RECEIPTS - AR 0869-3220P 09- 09 NJ COMPENSATED WORK THERAPY (CWT) 4048 10- 09 NK FRANCHISE FUND 4539-4539V 11- 09 NL LOAN GUARANTY - MLAC 4025-4258 12- 09 NM MCCF COLLECTION FUND 528701-545901 13- 09 NO OFHEO 01- 09 NP GEN POST FUND/NAT CEM GIFT 8180S 02- 09 NQ GEN POST FUND - GEN DONATION 8180G 03- 09 NR REGULAR 04- 09 NS SUSPENSE/TRANSIT/ESCROW 3875-6501-6501E 05- 09 NT CLEARING/FUNDS IN TRANSIT 3878-3845 06- 09 NV VBA - CP&E BENEFITS SYTEMS 07- 09 NW ESCROW FUNDS 6019 08- 09 NZ AMAF

IF BOC POST FLAG IS SET TO “Y” ON THIS TABLE AND ON THE ACEV TABLE THEN THE BOC MUST BE POSTED ON THE ACED TABLE. IF EITHER TABLE HAS A “N” THEN THE BOC DOES NOT NEED TO BE POSTED ON THE ACED.

9-10

ACTION: R TABLEID: BOCT USERID: S104 FSC BUDGET OBJECT CODE REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE FED BOC SUB BOC OBL=REST BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG POST EXP LKUP DEACT FY CODE CLS CLS IND IND IND FLAG FLAG LMT FLAG BOC FLAG DATE -- ---- --- --- --- --- ---- ------ ---- ---- ---- ---- ---- -------- 01- 09 2580 250 25 N N C N N 25 N Y N NAME: NON-MED CONTRACT & AGREEMENTS SHORT: NON-MED CNT 02- 09 2581 250 25 N N C N N 25 N Y N NAME: CONTRACTS & AGRMTS-INDIVIDUALS SHORT: CONT & AGRMT 03- 09 2582 250 25 N N P N N 25 N Y N NAME: INCENTIVE THERAPY SHORT: INCENTIVE TH 04- 09 2583 250 25 N N N Y N 25 N Y N NAME: CONT & AGRMT-TUIT & REG (GOVT) SHORT: TUITION&REGI 05- 09 2584 250 25 N N N Y N 25 N Y N NAME: CONT & AGRMT-TUIT & REG (COMM) SHORT: REP ALLOWANC 06- 09 2585 250 25 N N C N N 25 N Y N NAME: COLLEGE WORK-STUDY PROGRAM SHORT: WORK-STDY PG 07- 09 2586 250 25 N N M N N 25 N Y N NAME: SHARING MED RESOURCE-38USC5051 SHORT: SHARING MED

ACTION: R TABLEID: BOCT USERID: S104 FSC BUDGET OBJECT CODE REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE FED BOC SUB BOC OBL= REST BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG POST EXP LKUP DEACT FY CODE CLS CLS IND IND IND FLAG FLAG LMT FLAG BOC FLAG DATE -- ---- --- --- --- --- ---- ------ ---- ---- ---- ---- ---- -------- 01- 09 2220 220 22 N N C N N 22 Y N N NAME: OTHER SHIPMENTS SHORT: OTH SHIPMENT 02- 09 2224 220 22 N N C N N 22 Y N N NAME: OTHER SHIPMENTS-PERS PROP CAP SHORT: OTH SHIP-PER 03- 09 2225 220 22 N N C N N 22 Y N N NAME: OTHER SHIPMENTS-REAL PROP CAP SHORT: OTH SHP-REAL 04- 09 2226 220 22 N N C N N 22 Y N N NAME: OTHER SHIP-ADP NONEX EQ-CAP SHORT: OTH SHIP-ADP 05- 09 2227 220 22 N N C N N 22 Y N N 05 25 00 NAME: OTHER SHIP-TRUST EQUIP-CAP SHORT: OTH SH-TR EQ 06- 09 2230 220 22 N N C Y N 22 N Y N NAME: SHIP OF HSEHLDS & PERSNL EFFEC SHORT: SHIPMENT HHG 07- 09 2231 220 22 N N C Y N 22 N Y N NAME: SHIP OF VEHICLES - PCS TRAVEL SHORT: SHIP VEH-PCS

ONCE A BOC HAS BEEN DEACTIVATED YOU CANNOT USE IT ON A NEW OBLIGATION.

9-11

ACTION: R TABLEID: FVLT USERID: S104 CH1 *** FEE VOUCHER LETTER INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, VOUCHER NO, LINE NUMBER VENDOR CODE: 112650500 TRANS CODE: FV VOUCHER NO: 5239M000395 LINE NUMBER: 001 VETERAN ID: 123456789 VETERAN NAME: ROGERS VETERAN INTLS: R L SERVICE DATE: 09 01 98 SERVICE DATE TO: SUSPENSE CODE: PRESCRIP NO: AMT CLAIMED: 0.00 CPT CODE: H5200 REIMB VENDOR NAME:

This is the table used to make inquiries on CHAMPVA Payments

This is the table used to make inquiries on FEE service payments

9-12

ACTION: R TABLEID: VTXT USERID: S104 CH1 VOUCHER TEXT DATA ENTRY SCREEN KEY IS VENDOR CODE, TRANS CODE, VCHR NO, TRAVEL ADV NUMBER, TEXT LINE VENDOR CODE: 752732072 TRANS CODE: HV VOUCHER NUMBER: 74190042939 TRAVEL ADVANCE NUMBER: TEXT TEXT LINE ------------------------------------------------------- ---- 01- 74190042939*00A7BB* 0001 02- BW81921 123456789 ROGERS, ROY L 042098 73.87 0002 03- 04- 05- 06- 07- 08- 09- 10- 11- 12- 13- 03-*L009 HEADER CHANGE

FMS Quick Reference Tables

Budget QueriesALLW The allowance table

>>Type BFY, Fund, A/O, Sta, FCP/Project

SAOP Suballowance options table


SASP Suballowance spending control table


SAS2 Project suballowance spending control table


SAOB Suballowance obligation inquiry table


SPDX Spending control document cross-ref table


SPRJ The Sub-project table (for construction only)


IWPX Installation wide project-project cross-ref table

>>Type Installation wide project (construction)

Travel QueriesTOHT Travel Order header table

>>Type Trans code & Travel order number

TOLT Travel Order line table

>>Type Trans code & Travel order number

TAHT Travel Advance header table

>>Type Empl code, Tvl type & Travel order

TALT Travel Advance line table


TADV Travel Advance table


TVHT Travel Voucher header table

>>Type Empl code, Trans code & number

TVAT Travel Voucher accounting line table

>>Type Empl code, Trans code & number

TPLT Travel related payment voucher line table

>>Type Vendor code, trans code & number

9-13

FMS Quick Reference Tables (cont)

Obligation QueriesOBLH The Purchase order header table

>>Type Trans code & Order numberOBLL The Purchase order accounting line

table>>Type Trans code & Order number

DXRF The Document cross reference table >>Type Trans code & Order number

Receiver QueriesRCHT The Receiver header table

>>Type Trans code & Receiver number

RCLA The Receiver accounting line table >>Type Trans code & Receiver

number

Vendor QueriesVEN2 The Customer vendor reference data

screen>>Type FMS vendor code

VNAM The Vendor name>>Type vendor name

VXRF The Vendor document cross reference table

>>Type FMS vendor code & trans ID

Payment Queries>>TYPE VENDOR CODE & DOC ID

PVHT Voucher header table (schedule date)PVLT Voucher line table (invoice #, date, etc.)VXDD Pymt Voucher line-disb doc cross

referenceIVCH Invoice-Voucher-Check-EFT cross ref

table

>>TYPE TRANS ID, LINE, VENDOR CODE

ADVX Advance cross reference tableADV2 Advance offset inquiry table

>>TYPE TRANS CODE & DOCUMENT

IDIFHT Imprest Fund header tableIFLT Imprest line table

>>TYPE CHECK NUMBERCHKH Check header tableCHKL Check detail line table

>>TYPE SCHEDULE DATEUPVT Unpaid voucher table

CRHT & CRLT – shows WR, TRsARHT/ARLT – Ref BD – will show write off amt and date

9-14


Accounts PayableTable TitleIFHT Imprest Fund Header TableIFLT Imprest Fund Line TableFVLT Fee Voucher Letter Inquiry ScreenPGHT Progress Payment Voucher Header

Inquiry ScreenPVC2 Voucher Contract Holdback Release

Inquiry ScreenPVL2 Voucher Line/DLN Inquiry ScreenIVLT Internal Voucher TablePVCH Voucher Holdback TablePVHT Voucher Header TablePVLT Voucher Line Table

Accounts ReceivableARCL Accounts Receivable Case HistoryARHT Receivable Header TableARLT Receivable Line TableCRHT Cash Receipt Header TableCRLT Cash Receipt Line Table

Automated DisbursementsTable TitleCHKH Check Header TableCHKL Check Detail TableCSUM Check Summary TableREPL Checks Awaiting Replacement Inquiry

ScreenVCHK Payment Voucher Line to Check Cross-

Reference TableVPYA Vendor Prior Calendar 1099 Amounts

Inquiry ScreenVXDD Payment Voucher Line – Disb.

Document Cross Reference Inquiry ScreenEFTH EFT Header TableEFTL EFT Detail TableERPL Replace EFT TableIVCH Invoice-Payment Voucher-Check/EFT

Cross- Reference TablePPST Prompt Pay Summary TablePPS2 Prompt Pay Summary Table – Screen 2PPS3 Prompt Pay Summary Table – Screen 3REPL Checks Awaiting Replacement TableTSCH Treasury Schedule Control Header

Table

9-15


Budget ExecutionTable TitleALLW Allowance Inquiry ScreenALOT Allotment Inquiry ScreenAPOR Apportionment Inquiry ScreenAPPR Appropriation Inquiry ScreenATHT Appropriation Transfers Header Inquiry

ScreenATLT Appropriation Transfers Line Inquiry

ScreenFAPP Fiscal Year Appropriation Inquiry

ScreenFAPR Fiscal Year Appropriation Inquiry

ScreenPHIS Project Funding History Inquiry ScreenREVB Revenue Budget Inquiry ScreenSAFR Suballowance Forward Reference

Inquiry ScreenSALT Suballotment Inquiry ScreenSASP Suballowance Spending Control

Inquiry ScreenSAS2 PCAS Suballowance Spending Control

Inquiry ScreenSAST Suballowance Structure Inquiry ScreenSPDX Spending Control Document Cross

Reference Inquiry Screen

Cost AllocationTable TitleCAGL Cost Allocation General Ledger TableOBRV Object/Revenue Class TablePACC Cost Allocation-Pool Accumulation

TableTOTL Allocation Totals Table

External ReportingRCLX Report Extract Cell Cross-Reference

Table

Fixed AssetsFAS1 Fixed Asset Summary Table (1 of 2)FAS2 Fixed Asset Summary Table (2 of 2)FBT1 Fixed Asset Betterment Table (1 of 2)FBT2 Fixed Asset Betterment Table (2 of 2)

General LedgerGLBL General Ledger Balance TableGLDB General Ledger Detail Balance TableJVLT Journal Voucher & Standard Journal

TableMSGL Monthly Summary General Ledger

Balance Table

9-16


General System

Table TitleACTI Accountable Document Table

DXRF Document Tracking Table

ERRG Error Guide Table

VEN2 Customer Vendor Reference Data Screen 2

VEN3 Customer Vendor Reference Data Screen 2

VNAM Vendor Name Table

VZIP Zip Code-Vendor Name Inquiry Screen

VXRF Vendor Document Cross-Reference Table

CSNV Chain Store Number Crosswalk Inquiry Screen

ONDS On-Line Document Processing Statistics

ONST On-Line DBIO Statistics Table

TSRT Treasury Symbol Roll-up Inquiry Screen

TSFY Treasury Symbol & Fiscal Year Appropriation Inquiry Screen

Project Cost Accounting

Table TitlePSDP Project Spending by Period Cross-

Reference Table

PSDX Project Spending Cross-Reference Table

9-17


Purchasing

Table TitleADVX Advance Cross Reference Inquiry

Screen

ADV2 Advance Offset Inquiry Screen

CONT Contract Summary Inquiry Screen

CPOH Commodity Purchase Order Header Table

OBL2 FMS Baseline Orders Header Inquiry Screen

OBLH Orders Header Table

OBLL Purchase Order Accounting Line Table

SAOB Suballowance Obligation Inquiry Screen

PROH Printing Order Header Table

RCHT Receiver Header Table

RCLA Receiver Accounting Line Table

TROH Training Order Header Table

VIHT Vendor Invoice Header Table

Travel

Table TitleVILT Vendor Invoice Line Table

TADV Travel Advance Table

TAHT Travel Advance Header Table

TALT Travel Advance Line Table

TBHT Transportation Billing Header Table

TBLT Transportation Billing Line Table

TNHT Transportation Invoice Header Table

TNLT Transportation Invoice Line Table

TOHT Travel Order Header Table

TOLT Travel Order Line Table

TPLT Travel-Related voucher Line Table

TSUS Travel Suspended Payments Table

TVAT Travel Voucher Accounting Line Table

TVHT Travel Voucher Header Table

9-18

FMS Transaction FMS Transaction CodesCodes

9-19

TC DescriptionAA APPROPRIATION / APPORTIONMENTAC ALLOTMENTAD TREASURY SCHED CONFIRMATIONAL ALLOWANCEAO ARCHITECT & ENGINEER ORDERAR RECEIVER ACCRUALAT ALLOWANCE TRANSFERSAV ADVANCE VOUCHERSAW APPROVED (PENDING) WARRANTSAX ALLOWANCE TRANSFERAY ALLOWANCEBD BILLING DOCUMENTSBK BILLING DOCUMENTSBL STANDARD VOUCHERBV BALANCED STANDARD VOUCHERCB CITIBANK CONVENIENCE CHECKSCC CREDIT CARD TRANS CD PRIME VEND TRANS CF FEDERAL CREDITSCG FEE BASIS - PURCHASE CARDCH PROJECT CHARGESCK CASH RECEIPTCN C&A PAYMENT VOUCHERCO CONTRACT ORDERCP CHECK POSTINGCQ FLEET - PURCHASE CARDCR CASH RECEIPTCS CANTEEN STANDARD VOUCHERCT CERTIFIED PAYMENT VOUCHERCV PAYMENT VOUCHER (CAPP)CX CHECK CANCELLATIONDC ECS DISCOUNT/INTERESTDD DIRECT DISBURSEMENTDF FEDERAL DIRECT DISBURSEMENTDV DIRECT DISBURSEMENT - ADVANCEEB EXP TNFR BETWEEN STA -BALANCEDEC ELECT CERT - ECS PAYMENTER ESTIMATED AGREEMENTSET EXPENDITURE TRANSFEREV EXEMPT VOUCHEREW EXP TNFR WITHIN STA - BALANCEDEZ EXEMPT VOUCHERFA FA ACQUISITIONFB FA BETTERMENTFC FA MODIFICATIONFD FA DISPOSITIONFP FEDERAL ADVANCEFR FA TRANSFERFS FA INTERNAL SALEFV FEE PAYMENT VOUCHER

TC DescriptionGV GELCO ADV VOUCHERHT 1VA + FUNDHV CHAMPVA PAYMENT VOUCHERIF IMPREST FUND TRANSACTIONIM INTERNAL VOUCHERIS SUPPLY FUND IVIV INTERNAL VOUCHERJA GENERAL LEDGER JV'SJB STANDARD VOUCHERJV GENERAL LEDGER JV'SLA APPROVE/POST ALLOWANCESLC LS&C PAYMENT VOUCHERLG LGY PLS PAYMENT VOUCHERLM LGY MANUAL PAYMENT VOUCHERLN NO CHECK TRANSACTION-LGYLR LGY PMS CASH RECEIPTLV TRAVEL VOUCHERMC MANUAL CHECKMO MISCELLANEOUS ORDERMR CASH RECEIPTS MANUAL LGYMV MULTI-PURPOSE VOUCHERMZ MISCELLANEOUS ORDER- BASELINENC NO CHECK TRANSACTIONOK OVERCOLLECTION PAYMENTOP OVERCOLLECTION PAYMENTOS TOP OFFSETPA PEND/APPR/POST APPORTIONMENTSPB COAST GUARD PAYMENT VOUCHERPC EXTENDED PURCHASE ORDERPD PRIME VENDOR DISBURSEMENT- EDIPG PROGRESS PAYMENT VOUCHERPM LGY PAYMENT - CPTSPO PRINTING PURCHASE ORDER

PP SYSTEM-GENERATED PAYROLL DOCU

PR SYSTEM-GENERATED PAYROLL DOCUPS SUSPENSE FUND VOUCHERPT PROJECT TRANSFERPV PAYMENT VOUCHERPW PENDING WARRANTPZ PAYMENT VOUCHER (BASELINE)RA BILLABLE AGREEMENTRB POST REVENUE BUDGETRC RECEIVERSRD DIRECT EXPENSE RECEIVERRF FEDERAL RELOCATION VOUCHERRO RELOCATION ORDER/ADVANCE (PCS)RT RECEIVERS (CAPP)RV RELOCATION VOUCHERRZ RECEIVERS (BASELINE)

TC DescriptionSA SUBALLOWANCE

SE STANDARD VOUCHER-EXPENSE ONLYSK STANDARD VOUCHERSL SUBALLOTMENTSN STANDARD VOUCHERSO SERVICE ORDERSP PRIME VENDOR PAYMENT VOUCHERST SUBALLOWANCE TRANSFERSV STANDARD VOUCHERSX SUBALLOWANCE TRANSFERSY SUBALLOWANCESZ SERVICE ORDER (BASELINE)TA APPROPRIATION TRANSFERTB TRANSPORTATION BILLING DOCSTC APPROVED APPR TRANSFERTD TRANSPORTATION ADVANCETG TRAINING PURCHASE ORDERTI TRAVEL INTEREST/PYMT SELCTNTK CASH RECEIPTTL TRAVEL-RELATED PAYMENT VOUCHER

TM TRAVEL-RELATED PAYMENT VOUCHERTN TRANSPORTATION INVOICETO TRAVEL ORDER / ADVANCE (TDY)TP TRAVEL-RELATED PAYMENT VOUCHERTR CASH RECEIPTTS TRANSIT SUSPENSE PAYMENTTV TRAVEL VOUCHERTY TRAVEL VOUCHER-BASELINETZ TRAVEL ORDER/ADV(TDY)-BASELINEUE SYSTEM-GENERATED PAYROLL DOCVA CHAPTER 18 INTERFACEVB CP&E INTERFACE - CHAPTER 18VC CP&E INTERFACE - COMP & PENVD DOT COAST GUARD INTERFACEVE CP&E INTERFACE - CHAPTER 34/35VF CREDIT REFORM INTERFACE-4112VG INSURANCE INTERFACEVH LGY LOAN SALES INTERFACEVI VENDOR INVOICEVL LOAN GUARANTY (LGY) INTERFACEVM MANILA EDUCATION CH. 34 I/FVO VACO BUDGET INTERFACEVP VA ADMINISTRATIVE LEVEL I/FVR REPS INTERFACEVS PROMPT PAY-SYS GEN-INTERESTVT SMOCTA INTERFACEVU CP&E INTERFACE - CHAPTER 30VV CP&E INTERFACE - CHAPTER 31VX 1606 INTERFACE - CHAPTER 32VY CP&E INTERFACE - CHAPTER 32WK WRITE-OFFSWO WORK ORDERWR WRITE-OFFSWV WINRS PAYMENT VOUCHERXR CHECK CANCEL RECONCILIATION

FMS Tables and Respective Subsystem by Table ID

TABLE TABLE TableCODE NAME SUBSYSTEM

ABCP ABC PARAMETERS INVENTORYACCT ACCOUNT TYPE GENERAL LEDGER ACED ACCOUNTING ENTRIES DEFINITION GENERAL LEDGER ACEN ACCOUNTING ENTRIES GENERAL LEDGER ACEV ACCOUNTING EVENT GENERAL LEDGER ACTE ACCOUNTABLE DOCUMENT DATA ENTRY DOC TRACKING ACTI ACCOUNTABLE DOCUMENT DOC TRACKING ACTO ACT TRANSACTION OPTIONS CORE ACTP ACT PARAMETERS CORE ACTT ACTION OUT RECEIVABLES ADEF APPLICATION DEFINITION CORE ADJC ADJUSTMENT CODE INVENTORY ADNL AUTOMATIC DOCUMENT NUMBERING LEDGER CORE ADNT AUTOMATIC DOCUMENT NUMBERING CORE ADVX ADVANCE CROSS REFERENCE PURCHASING ADV2 ADVANCE OFFSET INQUIRY PURCHASING AFND ALLOCATION OPTIONS – FUND GENERAL AGCY AGENCY GENERAL ALLC ALLOCATION CONTROL GROUP COST ALLOC ALLW ALLOWANCE BUDGETALOG APPROVAL LOGGING TABLE COREALOT ALLOTMENT BUDGETAOPT BUDGET OPTIONS GENERALAPID APPLICATION ID TABLE COREAPLT APPROPRIATION/PUBLIC LAW BUDGETAPOR APPORTIONMENT BUDGETAPPL DEBT APPEAL RECEIVABLESAPPR APPROPRIATION BUDGETAPRD ACCOUNTING PERIOD GENERALAPRV APPROVAL COREARCL ACCOUNTS RECEIVABLE CASE HISTORY LINE RECEIVABLESARDT ACCOUNT REFERRAL DESTINATION RECEIVABLESAREF ACCOUNTS RECEIVABLE REFERRAL RECEIVABLESAREP ACCOUNTS RECEIVABLE REFERRAL PARAMETER RECEIVABLES ARHT ACCOUNTS RECEIVABLE HEADER RECEIVABLESARH2 RECEIVABLE HEADER DATA ENTRY RECEIVABLESARLC ACCOUNTS RECEIVABLE LINE CHARGES RECEIVABLESARLT ACCOUNTS RECEIVABLE LINE RECEIVABLESAROP ACCOUNTS RECEIVABLE CONTROL OPTIONS RECEIVABLES ARTX ACCOUNTS RECEIVABLE TEXT RECEIVABLESATHT APPROPRIATION TRANSFERS HEADER BUDGETATLC ATTRIBUTE LOCATION REPORT DISTATLT APPROPRIATION TRANSFERS LINE BUDGETAUDT TRAVEL VOUCHER AUDIT CONTROL TRAVEL

9-20

FMS Tables and Respective Subsystem by Table ID (cont)

TABLE TABLE TABLECODE NAME SUBSYSTEM

BASI BLANKET AGREEMENTSUMMARY PURCHASING BASM BLANKET AGREEMENT SUMMARY PURCHASING BATX BLANKET AGREEMENT TEXT PURCHASING BAVC BLANKET AGREEMENT VENDOR COMMODITY PURCHASING BCAA ALLOTMENT LOAD AUTHORIZATION BUDGET PREP BCAL ALLOTMENT LOAD PARAMETER BUDGET PREP BDAY BEGIN DAY CORE BIDD BIDDERS PURCHASING BOCT BUDGET OBJECT/LIMITATION GENERAL BOOT BOOT DEFINITION (VSAM) COREBOOV BOOT DEFINITION (VSAM ONLY) CORE BOPT BUDGET PREPARATION OPTIONS BUDGET PREPBPIA BUDGET PREP INITIALIZATION AUTHORIZATION BUDGET PREPBPIT BUDGET PREP INITIALIZATION PARAMETER BUDGET PREPBTXT BUDGET TEXT BUDGETBURU BUREAU REFERENCE GENERALBUYT BUYER PURCHASINGCAAT COST ALLOCATION ACCOUNT TYPE GENERALCADO COST ALLOCATION DISTRIBUTION OPTIONS COST ALLOCCADT CUSTOMER ACCOUNTING DISTRIBUTION PROJECT COSTCAFP CUSTOMER AGREEMENT/BFY/FUND PROJECT COSTCAGL COST ALLOCATION GENERAL LEDGER COST ALLOCCAHT CUSTOMER AGREEMENT HEADER PROJECT COSTCALT CUSTOMER AGREEMENT LINE PROJECT COSTCAOT CUSTOMER/AGREEMENT/OBJECT PROJECT COSTCAPS COST ALLOCATION POOL SEQUENCE COST ALLOCCAPT CUSTOMER/AGREEMENT/PROJECT PROJECT COSTCARR CARRIER CODE PURCHASINGCAUS CAUSE OF OVERPAYMENT RECEIVABLESCBLK CHECK BLOCK DISBURSEMENTSCCCT COST CENTER CONVERSION GENERALCCIT CASH COLLECTION INPUT RECEIVABLESCFPJ CLEARED FISCAL YEAR/PROJECTS PROJECT COSTCHGT CHARGE CLASS PROJECT COSTCHKH CHECK HEADER DISBURSEMENTS CHKL CHECK LINE DISBURSEMENTSCLDT CALENDAR DATE GENERALCLTX CLAUSE TEXT PURCHASINGCMMT CHECK COMMENT TRAVELCOLM COLUMN REPORTERCOLN COLUMN‑NAME REPORTERCOMM COMMODITY PURCHASINGCOND SPECIAL CONDITION PURCHASINGCONT CONTRACT SUMMARY INQUIRY TABLE PURCHASINGCPOH COMMODITY PURCHASE ORDER HEADER PURCHASINGCRHT CASH RECEIPT HEADER RECEIVABLESCRLT CASH RECEIPT LINE RECEIVABLESCSUM CHECK SUMMARY DISBURSEMENTS

9-21



CTYC CUSTOMER TYPE CATEGORY PAYABLESCTYP CUSTOMER TYPE PAYABLESCSVN CHAIN STORE NUMBER CROSSWALK TABLE GENERALCXLT CHECK CANCELLATION LINE DISBURSEMENTSCXRC CHECK AND EFT CANCELLATION REASON CODE DISBURSEMENTSDACT DOCUMENT TRACKING ACTIVITY DOCTRACKING DATE DATE COREDBTT DISBURSEMENTS EFFECTIVE TRANS TYPE DISBURSEMENTSDCTE DOCUMENT NUMBER TRACKING DATA ENTRY DOC TRACKINGDCTI DOCUMENT NUMBER TRACKING DOC TRACKINGDISB DISBURSING OFFICE DISBURSEMENTSDISC DISCOUNT TYPE PURCHASINGDLR CDISCOUNT LOST REASON CODE GENERALDMSS ADMIN/OFFICE MESSAGES GENERALDOCT DOCUMENT TYPE GENERALDOEJ DETAIL OBJECT JUSTIFICATION BUDGET PREPDOES DETAIL OBJECT EXPENSE BUDGET PREPDOPT DISBURSING OPTIONS DISBURSEMENTSDPTX DEFAULT PAYMENT TEXT PAYABLESDVAL DEFAULT VALUES GENERALDVAS ADM/OFF ALLOWANCE SUBMISSION BUDGETDVND DUPLICATE VENDOR CODE GENERALDVOT DEFAULT VALUE OPTIONS GENERALDVSN ADMINISTRATION/STAFF OFFICE GENERALDXRF DOCUMENT CROSS REFERENCE GENERALEFTH EFT HEADER DISBURSEMENTSEFTL EFT LINE DISBURSEMENTSERRG ERROR GUIDE INQUIRY TABLE ERROR GUIDEESSN EMPLOYEE SOCIAL SECURITY NUMBER CROSS GENERAL ETAB REFERENCE TABLEETAB ERROR COREEZPM EASYDOC PARAMETERS COREFAAC FIXED ASSET ACCOUNTING CODES FIXED ASSETS FADM FIXED ASSET ACQUISITION/DISPOSITION FIXED ASSETSFAGP FIXED ASSET GROUP FIXED ASSETS FAPP FISCAL YEAR APPROPRIATION BUDGET FAPR FISCAL YEAR APPORTIONMENT BUDGET FAS1 FIXED ASSET SUMMARY (ONE OF TWO) FIXED ASSETS FAS 2FIXED ASSET SUMMARY (TWO OF TWO) FIXED ASSETS FATB FACTS AUTOMATED TRIAL BALANCE EXT REPORTING FATY FIXED ASSET TYPE FIXED ASSETS FBT1 FIXED ASSET BETTERMENT (ONE OF TWO) FIXED ASSETS FBT2 FIXED ASSET BETTERMENT (TWO OF TWO) FIXED ASSETS FCAT FUND CATEGORY GENERAL FCLG FIXED ASSET COMMODITY FIXED ASSETS FCLS FUND CLASS GENERAL

9-22



FDE2 FILE DEFINITION - PART 2 CORE FDEF FILE DEFINITION CORE FDEV FILE DEFINITION INFORMATION FOR VSAM COREFDEX FILE EXTENSION (IDMS ONLY) COREFDFT FIVE DAY FACTOR INVENTORY FECT FEE CODE GENERALFEPT FRONT END PARAMETER COREFFTB FACTS FFS TRIAL BALANCE EXT REPORTINGFGCS FIXED ASSET GROUP CLASS FIXED ASSETSFGCT FIXED ASSET GROUP CATEGORY FIXED ASSETSFGLX FACTS GENERAL LEDGER CROSSWALK EXT REPORTINGFGRP FUND GROUP GENERALFLCS FIXED ASSET LOCATION CLASS FIXED ASSETSFLCT FIXED ASSET LOCATION CATEGORY FIXED ASSETS FLOC FIXED ASSET LOCATION FIXED ASSETSFOBT FREIGHT ON BOARD PURCHASINGFOR2 FORMAT DEFINITION – 2 COREFORM FORMAT DEFINITION COREFPCA BFY/PROJECT/CUSTOMER/AGREEMENT PROJECT COSTFPCX BFY PROJECT/CUSTOMER/AGREEMENT EXCESS PROJECT COSTFPRJ BUDGET FISCAL YEAR PROJECT PROJECT COSTFSCT FEE SUSPENSE CODE GENERALFSPL FUND SPLIT GENERALFSYM FUND TREASURY SYMBOL EXT REPORTINGFSYR FISCAL YEAR GENERALFTEA FTE AUTHORIZED BUDGET PREPFTET FTE BUDGET PREPFTYP FUND TYPE GENERALFUND FUND GENERALFUNX FACTS FUND CROSSWALK EXT REPORTINGFVAL FIXED ASSET VALUATION FIXED ASSETSFVA FEE VENDOR APPROVAL TABLE GENERALFVLT FEE VOUCHER LETTER PAYABLESFYCT FISCAL YEAR CHARGES RECEIVABLESGCAT GENERAL LEDGER CATEGORY GENERAL LEDGERGCLS GENERAL LEDGER CLASS GENERAL LEDGERGGRP GENERAL LEDGER GROUP GENERAL LEDGERGLAC GENERAL LEDGER ACCOUNT GENERAL LEDGERGLBL GENERAL LEDGER BALANCE GENERAL LEDGERGLDB GENERAL LEDGER DETAIL BALANCE GENERAL LEDGERGLTS GENERAL LEDGER TRIAL BALANCE BY STATION GENERAL LEDGERGLTT EFFECTIVE TRANSACTION TYPE DEFINITION GENERALGMSS GENERAL MESSAGES GENERALGRAB GRAB TABLE COREGRPT GENERAL REPORTING CATEGORY GENERALGTRH GTR HEADER TRAVELGTRT GTR TICKET TRAVELGTSM GUEST TREASURY EXT REPORTING9-23



HELP HELP CORE IFFT NTERFACE FIELD TABLE GENERALIFHT IMPREST FUND HEADER PAYABLESIFLT IMPREST FUND LINE PAYABLESIFST INTERFACE SEGMENT TABLE GENERALIFTT INTERFACE TRANSACTION TABLE GENERALINBT INSTALLMENT BILLING AND PAYMENT RECEIVABLESINCH PHYSICAL COUNT HISTORY INVENTORYINCO INDEX‑COLUMN REPORTERINDX INDEX REPORTERINF1 PHYSICAL INVENTORY FREEZE (2 OF 2) INVENTORYINH1 INVENTORY ISSUES AND HITS-YEAR 1 INVENTORYINH2 INVENTORY ISSUES AND HITS-YEAR 2 INVENTORYINH3 INVENTORY ISSUES AND HITS-YEAR 3 INVENTORYINV1 INVENTORY (2 OF 3) INVENTORYINV2 INVENTORY (3 OF 3) INVENTORYINV3 INVENTORY MAINTENANCE INVENTORYINVF PHYSICAL INVENTORY FREEZE (1 OF 2) INVENTORYINVN INVENTORY (1 OF 3) INVENTORYIRCT INTEREST REASON CODE GENERAL

9-24



IPRJ INCEPTION-TO-DATE PROJECT PROJECT COSTIRSC IRS CATEGORY TRAVELIVAP IFCAP VENDOR APPROVAL TABLE GENERALIVCH INVOICE‑VOUCHER‑CHECK CROSS‑REFERENCE DISBURSEMENTSIVLT INTERNAL VOUCHER PAYABLESIWPT INSTALLATION‑WIDE PROJECT PROJECT COSTIWPX INSTALLATION-WIDE PROJ - PROJ CROSS REF PROJECT COSTJCLT JCL COREJOBT JOB NUMBER GENERALJVLT JOURNAL VOUCHER LINE GENERAL LEDGERLEAF LEAF CORELEVL LEVEL BUDGET PREPMDEP MANUAL DEPRECIATION FIXED ASSETSMDIA MEDIA REPORT DISTMODP MODEL PROFILE GENERALMSGL MONTHLY SUMMARY GENERAL LEDGER GENERAL LEDGERNCRT NEXT CRT COREOBDT OUTSTANDING BILLING DOCUMENTS RECEIVABLESOBLC PURCHASE ORDER COMMODITY LINE PURCHASINGOBLH ORDERS HEADER PURCHASINGOBLL PURCAHSE ORDER ACCOUNTING LINE PURCHASINGOBL2 FMS BASELINE ORDERS HEADER PURCHASINGOBRV OBJECT REVENUE CLASS COST ALLOCOCAT FEDERAL OBJECT CLASS GENERALOCLS OBJECT CLASS GENERALOCRT OFFLINE CRT COREODPO PURCHASE ORDER PRINTING PURCHASINGODPP PRELIMINARY ON-DEMAND PURCHASE ORDER PURCHASINGODRQ ON-DEMAND REQUISITION PRINT PURCHASINGODTO TRAVEL ORDER PRINTING TRAVELOEPA OBJECT EXPENSE AUTHORIZED BUDGET PREPOEPS OBJECT EXPENSE BUDGET PREPOGRP OBJECT GROUP GENERALOLOG OVERRIDE LOG COREONDS ONLINE DOCUMENT PROCESSING STATISTICS CORE/GENERALONST ONLINE DBIO STATISTICS CORE/GENERALORAS STATION ALLOWANCE SUBMISSION BUDGET

9-25



ORGN STATION/COST CENTER GENERALOSCT OVERDUE STATUS CODE RECEIVABLESOSRC OPEN STOCK REQUISITION LINE TIME INVENTORYOSRH OPEN STOCK REQUISITION HEADER INVENTORYOSRI OPEN STOCK ITEM ISSUES INVENTORYOSRL OPEN STOCK REQUISITION ACCOUNTING LINE INVENTORYOTRH OPEN STOCK TRANSFER HEADER INVENTORYOTRL OPEN STOCK TRANSFER LINE INVENTORYOTYP OBJECT TYPE GENERALPACC POOL ACCUMULATION COST ALLOCPADV PAY ADVANCE TYPE INDICATOR PAYABLESPAPP PENDING APPROPRIATION BUDGETPAY2 PAY SCALE HEADER BUDGET PREPPAYS PAY SCALE BUDGET PREPPBDF POOL/BASE DEFINITION COST ALLOCPBFR POOL/BASE FORWARD REFERENCE COST ALLOCPCAT PROGRAM CATEGORY GENERALPCBT PCAS BUDGET CORRECTION PROJECT COSTPCLS PROGRAM CLASS GENERALPCUS PROJECT/CUSTOMER/AGREEMENT PROJECT COSTPDES PROJECT DESCRIPTION PROJECT COSTPFND PROJECT OPTIONS ‑ FUND PROJECT COSTPFDP ROGRAM FUNCTION DEFINITION GENERALPGMT FCP/PROJECT GENERALPGRP PROGRAM GROUP GENERALPGHT PROGRESS PAYMENT VOUCHER HEADER PAYABLES PGTT PROGRESS PAYMENT VOUCHER TRANSACTION TYPE GENERALPHIA PHASE INITIALIZATION AUTHORIZATION BUDGET PREPPHIS PROJECT FUNDING HISTORY BUDGETPHIT PHASE INITIALIZATION PARAMETER BUDGET PREPPHSE PHASE BUDGET PREPPJCA PROJECT CATEGORY PROJECT COSTPJCL PROJECT CLASS PROJECT COSTPJGR PROJECT GROUP PROJECT COSTPJTY PROJECT TYPE PROJECT COSTPKRC PACKET RECIPIENT REPORT DISTPNCW PROJECT NUMBER CROSSWALK GENERALPOBH OBLIGATION PLAN HEADER INPUT PLANNINGPOBL OBLIGATION PLAN DETAIL INPUT PLANNINGPOBT PURCHASING ORDER BUILD PURCHASINGPOPR PURCHASE ORDER PREPARATION PURCHASINGPOTH OUTLAY PLAN HEADER INPUT PLANNINGPOTL OUTLAY PLAN DETAIL INPUT PLANNINGPDES PROJECT DESCRIPTION PROJECT COSTPFND PROJECT OPTIONS ‑ FUND PROJECT COSTPFDF ROGRAM FUNCTION DEFINITION GENERAL

9-26



PGMT FCP/PROJECT GENERALPGRP PROGRAM GROUP GENERALPGHT PROGRESS PAYMENT VOUCHER HEADER PAYABLES PGTT PROGRESS PAYMENT VOUCHER TRANSACTION TYPE GENERALPHIA PHASE INITIALIZATION AUTHORIZATION BUDGET PREPPHIS PROJECT FUNDING HISTORY BUDGETPHIT PHASE INITIALIZATION PARAMETER BUDGET PREPPHSE PHASE BUDGET PREPPJCA PROJECT CATEGORY PROJECT COSTPJCL PROJECT CLASS PROJECT COSTPJGR PROJECT GROUP PROJECT COSTPJTY PROJECT TYPE PROJECT COSTPKRC PACKET RECIPIENT REPORT DISTPNCW PROJECT NUMBER CROSSWALK GENERALPOBH OBLIGATION PLAN HEADER INPUT PLANNINGPOBL OBLIGATION PLAN DETAIL INPUT PLANNINGPOBT PURCHASING ORDER BUILD PURCHASINGPOPR PURCHASE ORDER PREPARATION PURCHASINGPOTH OUTLAY PLAN HEADER INPUT PLANNINGPOTL OUTLAY PLAN DETAIL INPUT PLANNINGPPAY PROMPT PAY PARAMETERS GENERAL PPDT PROMPT PAY DETAI DISBURSEMENTS PPST PROMPT PAY SUMMARY DISBURSEMENTS PPS2 PROMPT PAY SUMMARY - SCREEN DISBURSEMENTS PPS3 PROMPT PAY SUMMARY - SCREEN 3 DISBURSEMENTS PRJO PROJECT OPTIONS PROJECT COST PRJ2 BASELINE PROJECT REFERENCE DATA SCREEN PROJECT COST PROH PRINTING ORDER HEADER PURCHASING PROJ PROJECT REFERENCE DATA SCREEN PROJECT COST PSDP PROJECT SPENDING BY PERIOD CROSS- REPROJECT COST PSDX PROJECT SPENDING CROSS-REFERENCE PROJECT COST PSTA PROJECT STATUS PROJECT COST PTEX PURCHASE ORDER TEXT PURCHASING PTYP PROGRAM TYPE GENERAL PVCH VOUCHER HOLDBACK PAYABLES PVC2 VOUCHER CONTRACT HOLDBACK RELEASE PAYABLES PVHT PAYMENT VOUCHER HEADER PAYABLES PVLT PAYMENT VOUCHER LINE PAYABLES PVL2 VOUCHER LINE/DLN PAYABLES RCAT REVENUE SOURCE CATEGORY GENERAL RCHT RECEIVER HEADER PURCHASING RCLA RECEIVER ACCOUNTING LINE PURCHASING RCLD REPORT EXTRACT CELL DEFINITION EXT REPORTING RCLS REVENUE SOURCE CLASS GENERAL RCLT RECEIVER LINE PURCHASING RCLX REPORT EXTRACT GENERAL LEDGER CROSS REF EXT REPORTING RCOL REPORT COLUMN EXT REPORTING

9-27



RDEF REPORT DEFINITION EXT REPORTING RECR RECURRING CASH RECEIPT RECEIVABLES REJV RECURRING JV AND SV GENERAL LEDGER REMO RECURRING MISCELLANEOUS ORDER PURCHASING REPL CHECKS AWAITING REPLACEMENT DISBURSEMENTS REPT REPORT CORE REPV RECURRING PV PAYABLES REQC REQUISITION COMMODITY LINE PURCHASING REQH REQUISITION HEADER PURCHASING REQL REQUISITION ACCOUNTING LINE PURCHASING RESP RESPONSIBLE PERSON DOC TRACKING REST RESTRICTIONS GENERAL REVB REVENUE BUDGET BUDGET RFLC REPORT FILE LOCATION REPORT DIST RGRP REVENUE SOURCE GROUP GENERAL RLIN REPORT LINE EXT REPORTING RLIT REPORT LITERAL GENERAL RPEX REPORT EXTRACT EXT REPORTING RPE2 REPORT EXTRACT DATA ENTRY EXT REPORTING RPGI REPORT GROUP REPORT ID REPORT DIST RPGP REPORT GROUP REPORT DIST RPID REPORT ID REPORT DIST RPTG REPORTING CATEGORY GENERAL RQST REQUISITION STATUS PURCHASING RSCD REASON CODE DOC TRACKING RSEC REPORT SECTION EXT REPORTING RSRC REVENUE SOURCE GENERAL RSTA REQUISITION STATUS CODE PURCHASING RTXT REPORT TEXT EXT REPORTING RUNP RUN PARAMETERS GENERAL RVDC REVERSING DOCUMENT GENERAL LEDGER RXTX REQUISITION TEXT PURCHASING SAFR SUBALLOWANCE FORWARD REFERENCE BUDGET SAIN SUBALLOWANCE BUDGET SAOB SUBALLOWANCE OBLIGATION INQUIRY PURCHASING SALT SUBALLOTMENT BUDGET SAOP SUBALLOWANCE OPTIONS BUDGET SASP SUBALLOWANCE SPENDING CONTROL BUDGET SAS2 PROJECT SUBALLOWANCE SPENDING CONTROL BUDGET SAST SUBALLOWANCE STRUCTURE BUDGET SCHD SF‑1166 SCHEDULE NUMBER DISBURSEMENTS

9-28

FMS Tables and Respective Subsystem by Table ID (cont)TABLE TABLE TABLECODE NAME SUBSYTEM

SEC1 CORE SECURITY 1 CORE SEC2 CORE SECURITY 2 CORE SECT SECURITY TRACKING TABLE GENERAL SFBB SF-133 BEGINNING BALANCE AMOUNTS EXT REPORTING SFBE SF‑133 BUDGETARY RESOURCES EXT REPORTING SFBN SF-133 FOOTNOTE INFORMATION EXT REPORTING SFB2 SF‑133 STATUS OF BUDGETARY RESOURCES EXT REPORTING SFB3 SF‑133 RELATION OF OBLG/OUTLAYS/EXPEND EXT REPORTING SFB4 SF-133 PREPARER'S INFORMATION EXT REPORTING SHIP SHIPPING ADDRESS PURCHASING SJDF SUBSIDIARY JOURNAL DEFINITION GENERAL SLOG SECURITY VIOLATIONS LOG CORE SLRC SUSPENSE LETTER REASON CODE DOC TRACKING SLVL SUBALLOTMENT LEVEL BUDGET SOBJ SUB OBJECT GENERAL SOPT SYSTEM CONTROL OPTIONS GENERAL SORG SATELLITE STATION/SUB COST CENTER GENERAL SPDX SPENDING DOCUMENT CROSS REFERENCE BUDGET SPRJ SUB-PROJECT REFERENCE DATA SCREEN PROJECT COST SRCE SOURCE RECEIVABLES SREV SUB REVENUE SOURCE GENERAL STAB SECURITY CORE STA2 STATION SECURITY GENERAL STAP STATUS OF PROJECT TABLE PROJECT COSTSTCT STATE CODE GENERALSTDS STANDARD DESCRIPTION PURCHASINGSUSA ACCEPTED DOCUMENT SUSPENSE FILE GENERAL SUSF DOCUMENT SUSPENSE INDEX 1 GENERALSUS2 DOCUMENT SUSPENSE INDEX 2 GENERALTABL TABLE REPORTERTADV TRAVEL ADVANCE TRAVELTHAT TRAVEL ADVANCE HEADER TRAVELTALT TRAVEL ADVANCE LINE TRAVELTAXT TAX TRAVELTBDI TABLE‑DIRECTORY REPORTERTBHT TRANSPORTATION BILLING HEADER TRAVELTBLT TRANSPORTATION BILLING LINE TRAVELTCAT TRANSACTION CATEGORY GENERALTCKD TICKET DOCUMENT LINE TRAVELTCKT TICKET TRAVELTDE2 TABLEDEF CORETDEF TABLE DEFINITION CORETDES TRAVEL DESCRIPTION TRAVELTETM TRAVEL EXPENSE TYPE MATCH TRAVELTFSA TRIAL FUND SPLIT AUTHORIZED BUDGET PREPTFST TRIAL FUND SPLIT BUDGET PREPTFTP TREASURY FUND TYPE GENERAL

9-29



TINT TAXPAYER IDENTIFICATION NUMBER CROSS GENERALTKTR TICKET TRANSFER TRAVEL TLOC TRAVEL LOCATION TRAVEL TMOD TRAVEL MODE TRAVEL TNHT TRANSPORTATION INVOICE HEADER TRAVEL TNLT TRANSPORTATION INVOICE LINE TRAVEL TOFF TREASURY OFFSET SETTINGS TABLE DISBURSEMENTS TOFM TO/FROM DOC TRACKING TOHT TRAVEL ORDER HEADER TRAVEL TOLT TRAVEL ORDER LINE TRAVEL TOTL ALLOCATION TOTALS COST ALLOC TOTX TRAVEL ORDER TEXT TRAVEL TPDC TRAVEL PER DIEM RATE CODE TRAVEL TPLT TRAVEL RELATED PAYMENT LINE TRAVEL TPRP TRAVEL PURPOSE TRAVEL TROH TRAINING OBLIGATION HEADER PURCHASING TROL TRAVEL ROLE TRAVEL TSAT PCS AUTHORIZATION TRAVEL TSCE SF‑1167 TREASURY SCHEDULE CONTROL DISBURSEMENTS TSCH TREASURY SCHEDULE HEADER DISBURSEMENTS TSCL TREASURY SCHEDULE LINE DISBURSEMENTS TSCR TREASURY SCHEDULE REJECTION DISBURSEMENTSTSFY TREASURY SYMBOL ROLL-UP BY FISCAL YEAR GENERAL TSNY TREASURY SYMBOL ROLL-UP - NO-YEAR FUNDS GENERAL TSPC TRAVEL SPECIAL OPTIONS TRAVEL TSRT TREASURY SYMBOL ROLL-UP GENERAL TSUS TRAVEL SUSPENDED PAYMENTS TRAVEL TSYF TREASURY – FUND GENERAL TSYM TREASURY SYMBOL EXT REPORTING TTYP TRAVEL TYPE TRAVEL TVAE TRAVEL VOUCHER ACCOUNTING ENTRIES TRAVEL TVAT TRAVEL VOUCHER ACCOUNTING LINE TRAVEL TVHT TRAVEL VOUCHER HEADER TRAVEL TVST TRAVEL VOUCHER STATISTICS LINE TRAVEL TVTT TRAVEL VOUCHER TICKET LINE TRAVEL TWPT TAX WITHHOLDING PAYMENT TABLE TRAVEL TXRC TRAVEL EXCEPTION REASON CODE TRAVEL TXTP TEXT TYPE PURCHASING TYOP TYPE OF OVERPAYMENT RECEIVABLES UAPL APPLICATION ID MAINTENANCE CORE UDDT UNAPPLIED DEPOSIT DETAIL GENERAL UDST OUTSTANDING UNAPPLIED DEPOSIT SUMMARY GENERAL UNIT UNIT OF MEASURE PURCHASING UPVT UNPAID VOUCHERS PAYABLES URQS REQUISITION STATUS UPDATE PURCHASING USID USERID SECURITY CORE

9-30



VCHK VOUCHER/CHECK CROSS REFERENCE DISBURSEMENTS VCOM VENDOR COMMODITY PURCHASING VCTE VOUCHER TRACKING DATA ENTRY DOC TRACKING VCTI VOUCHER TRACKING DOC TRACKING VCT2 VOUCHER TRACKING/DLN DOC TRACKING VEND VENDOR REFERENCE DATA SCREEN GENERAL VEN2 CUSTOM VENDOR REFERENCE DATA SCREEN 2 GENERAL VEN3 CUSTOM VENDOR REFERENCE DATA SCREEN 3 GENERAL VIHT VENDOR INVOICE HEADER PURCHASING VILT VENDOR INVOICE LINE PURCHASING VNAM VENDOR NAME CROSS REFERENCE GENERAL VOID VOID CHECKS DISBURSEMENTS VPYA VENDOR PRIOR CALENDAR YEAR 1099 AMOUNTS DISBURSEMENTS VPYI VENDOR PRIOR CY 1099 INTEREST AMOUNTS DISBURSEMENTS VRPT VENDOR REPORTING TABLE GENERAL VTXT PAYMENT VOUCHER TEXT PAYABLES VTYP VENDOR TYPE GENERAL VXDD VOUCHER/DISBURSEMENT DOCUMENT CROSS REF DISBURSEMENTS VXRF VENDOR CROSS REFERENCE GENERALVZIP ZIP CODE - VENDOR NAME GENERALWEQA WORKLOAD EQUATION AUTHORIZED BUDGET PREP WEQU WORKLOAD EQUATION BUDGET PREP WHER WHERE CORE WHOM FOR WHOM CORE WHSE WAREHOUSE PURCHASING WHSG WAREHOUSE GROUP PURCHASING WKCA WORKLOAD CATEGORY BUDGET PREP WKCD WORKLOAD CODE BUDGET PREP WKCL WORKLOAD CLASS BUDGET PREP WORC WRITE‑OFF REASON CODE RECEIVABLES WROT WRITE‑OFF RECEIVABLES WTAT WITHHOLDING TAX ALLOWANCE TRAVEL XBG3 EXTENDED BEGIN DAY - PART 3 CORE XBGN EXTENDED BEGIN DAY CORE XFOR EXTENDED FORMAT DEFINITION CORE YACT YEAR END ACCOUNTS BY FY, FUND, GL ACCT CLOSE ‑ ANNUAL YAC2 YEAR END ACCOUNTS BY FY, GL ACCT, FUND CLOSE ‑ ANNUAL YOPT YEAR END CONTROL OPTIONS CLOSE ‑ ANNUAL ZMAP INTERFACE MAP DATA SCREEN GENERAL ZOOM ZOOM CORE

9-31

Error Codes

ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE ***

KEY IS ERROR CODE

ERROR CODE: CPM02 ERROR MESSAGE: TRAN CODE/TYPE NOT IN ACED

PROBLEM:AN ERROR EXISTS BETWEEN THE TRANSACTION CODE AND TRANSACTON TYPE.THIS ERROR CAN ALSO APPEAR DEPENDING ON THE SETTING OF OPTIONS ON THE ACED TABLE – SUCH AS VENDOR CAT/TYPE, BUDGET OBJECT CODE AND FUND CAT.

SOLUTION:1. CHECK DOCUMENT FOR VALID TRANS CODE/TRANS TYPE.2. CHECK VENDOR CODE ON DOCUMENT WITH VEN2 TABLE FOR VENDOR

TYPE /CAT.3. CHECK BOC POST FLAGE ON BOCT TABLE AND FUND CAT CODE ON FUND

TABLE.4. CHECK ACED FOR VALID VEND CAT/TYPE, BUDGET BOC & FUND CAT – IF

REQUIRED.5. FOR CERTAIN DOCUMENTS, ASSURE THE VND/PRV FIELD IS ENTERED.


KEY IS ERROR CODE

ERROR CODE: CPM14 ERROR MESSAGE: BAD ACCTG EVENT – CHK TRANS TYPE

PROBLEM:THE ACCOUNTING EVENT INFERRED FRM THE ACCOUNTING EVENT TABLE DOES NOT MATCH THE EXPECTED EVENT.

SOLUTION:VERIFY THAT THE TRANSACTION CODE AND TRANSACTION TYPE ARE CORRECT FOR THE TYPE OF TRANSACTION BEING ATTEMPTED. VERIFY THAT THE INFERRED ACCOUNTING EVENT IS A SPENDING EVENT, THE BOC AND STN ARE CODED. VERIFY THAT THE INFERRED ACCOUNTING EVENT IS NOT A SPENDING EVENT, THE BOC AND STN ARE NOT CODED.

10-1


KEY IS ERROR CODE

ERROR CODE: CR36E ERROR MESSAGE: BOTH OBJ & REV SRCE ILLEGAL

PROBLEM:BOTH THE BUDGET OBJECT CODE AND REVENUE SOURCE WERE ENTERED.

SOLUTION:BOTH THE BUDGET OBJECT CODE AND REVENUE SOURCE CANNOT BE CODEDON THE SAME LINE. DELETE EITHER FIELD.


KEY IS ERROR CODE

ERROR CODE: CV998E ERROR MESSAGE: DUPLICATE PV DOC

PROBLEM:THE ACTION IS ‘E’ OR SPACES AND THE PAYMENT VOUCHER HEADER TABLE (PVHT) ENTRY ALREADY EXISTS.

SOLUTION:CHANGE THE DOCUMENT ACTION TO ‘M’ TO MODIFY THE DOCUMENT.

10-2


KEY IS ERROR CODE

ERROR CODE: CV99E ERROR MESSAGE: PV DOC NOT FOUND

PROBLEM:THE ACTON IS ‘M’ OR ‘X’ AND THE PAYMENT VOUCHER HEADER TABLE (PVHT)ENTRY WAS NOT FOUND.

SOLUTION:MAKE SURE THE ACTION IS CORRECT. IF IT IS NOT, FIX DATABASE TO ADD THE PAYMENT VOUCHER HEADER TABLE (PVHT) ENTRY BACK INTO THE DATABASEIF IT MUST BE THERE.


KEY IS ERROR CODE

ERROR CODE: C900E ERROR MESSAGE: DOC TOTAL NOT = DETAIL

PROBLEM:THE DOCUMENT TOTAL IS NOT EQUAL TO THE COMPUTED TOTAL OF THE LINEAMOUNTS.

SOLUTION:CHECK TO ENSURE ALL LINE(S) AMOUNTS ARE CORRECT, THEN ENTER THE CORRECT TOTAL ON THE HEADER.

10-3


KEY IS ERROR CODE

ERROR CODE: CV27E ERROR MESSAGE: REF OBLH ENTRY NOT FOUND

PROBLEM:THE REFERENCE TRANSACTION CODE AND NUMBER ARE NOT FOUND IN THE ORDERS HEADER TABLE (OBLH).

SOLUTION:ENTER A REFERENCE TRANSACTION CODE AND NUMBER WHICH ARE IN THE ORDERS HEADER TABLE (OBLH).


KEY IS ERROR CODE

ERROR CODE: CV29E ERROR MESSAGE: REF OBLL ENTRY NOT FOUND

PROBLEM:THE REFERENCE TRANSACTION CODE, NUMBER, AND LINE ARE NOT FOUND IN THEOBLIGATION ACCOUNTING LINE TABLE (OBLL).

SOLUTION:ENTER A REFERENCE TRANSACTION CODE, NUMBER, AND LINE WHICH ARE IN THE OBLIGATION ACCOUNTING LINE TABLE (OBLL).

10-4


KEY IS ERROR CODE

ERROR CODE: CVX4E ERROR MESSAGE: LINE TYPE MUST BE EQUAL TO F

PROBLEM:A PAYMENT VOCHER DOCUMENT LINE WITH A LINE TYPE NOT EQUAL TO ‘F’ ISREFERENCING A LINE NUMBER 991 OF AN OBLIGATION DOCUMENT OR RECEIVERDOCUMENT WITH A FOB CODE THAT DESIGNATES THE BUYER OF THE GOODS ASRESPONSIBLE FOR SHIPPING CHARGES.

SOLUTION:CHANGE THE LINE TYPE TO EQUAL ‘F’.


KEY IS ERROR CODE

ERROR CODE: CVQCE ERROR MESSAGE: VENDOR ADDRESS CORR ONLY

PROBLEM:THE PAYMENT HOLD INDICATOR ON THE VENDOR TABLE (VEN2) IS ‘C’ FOR CORRESPONDING ADDRESS. THIS ERROR CAN OCCUR ON THE HEADER OF THE PV, IF, TN, AND TP DOCUMENTS.

SOLUTION:MAKE SURE THE VENDOR ON THE DOCUMENT HAS A PAYMENT HOLD INDICATOROF ‘N’ OR ‘Y’ ON THE VENDOR TABLE (VEN2).

10-5


KEY IS ERROR CODE

ERROR CODE: CVX8E ERROR MESSAGE: SCHD CAT ALLWS ONLY 1 INV/DOC

PROBLEM:AN ELECTRONIC FUND TRANSFER SCHEDULE CATEGORY OF ‘A’ CAN HAVE ONLYONE INVOICE.

SOLUTION:USE THE SAME INVOICE ON EACH LINE.


KEY IS ERROR CODE

ERROR CODE: CVANE ERROR MESSAGE: CANNOT ENTER PPAY TYPE

PROBLEM:THE DOCUMENT ENTERED IS NOT SUBJECT TO PROMPT PAY EITHER BECAUSE OFTHE TRANSACTION CATEGORY, THE VENDOR TYPE, OR THE ACCOUNTING ENTRYDEFINITION.

SOLUTION:DO NOT ENTER A PROMPT PAY TYPE ON THE DOCUMENT.

10-6


KEY IS ERROR CODE

ERROR CODE: CR24E ERROR MESSAGE: ACTION OF ‘X’ NOT ALLOWED

PROBLEM:THE DOCUMENT ACTION IS ‘X’, BUT INE DATA WAS ENTERED.

SOLUTION:WHEN THE DOCUMENT ACTION IS ‘X’ (CANCEL), ENTRY IN THE LINE FIELDS ISPROHIBITED. CHANGE THE DOCUMENT ACTION TO ‘E’ OR ‘M’ OR DELETE ALL LINES TO CANCEL THE DOCUMENT.


KEY IS ERROR CODE

ERROR CODE: CV20E ERROR MESSAGE: CANNOT CANCEL PRTLY CLSD VCHR

PROBLEM:THE ACTION EQUALS ‘S’ AND INTRANSIT OR CLOSED AMOUNTS IS NON-ZERO (FOR THE NORMAL VOUCHER) OR CLOSED AMOUNTS IS NON-ZERO (FOR 1166 VOUCHER).

SOLUTION:CHANGE THE ACTION TO ‘M’ AND MODIFY THE VOUCHER.

10-7


KEY IS ERROR CODE

ERROR CODE: CR45E ERROR MESSAGE: MISSING INC/DEC IND

PROBLEM:THE DOCUMENT ACTION IS ‘M’, BUT THE INCREASE/DECREASE INDICATORWAS NOT ENTERED.

SOLUTION:ENTER ‘I’ (INCREASE) OR ‘D’ (DECREASE) IN THE INCREASE/DECREASE INDICATORFIELD.


KEY IS ERROR CODE

ERROR CODE: C136E ERROR MESSAGE: INVALID SAT-STN

PROBLEM:NO ENTRY EXISTS IN THE SATELLITE STATION/SUB COST CENTER TALBE (SORG) FORTHIS FISCAL YEAR/SATELLITE/STATION CODE COMBINATION.

SOLUTION:ENTER A VALID SATELLITE STATION FROM SORG.

10-8


KEY IS ERROR CODE

ERROR CODE: CVYTWERROR MESSAGE: EXCEEDED LOWER LIMIT LIQ TOL

PROBLEM:THIS IS A WARNING MESSAGE. THIS DOCUMENT WILL CAUSE A NEGATIVE MODIFICATION TO THE OBLIGATION WHICH EXCEEDS TOLERANCE. THE LIQUIDATION AMOUNT MUST BE WITHIN THE BOUNDS OF THE TOLERANCE AMOUNT AND THE TOLERANCE PERCENTAGE ASSOCIATED WITH THAT DOCUMENT IN THE TRANSACTION CATEGORY (TCAT) TABLE.

SOLUTION:PROCESS THIS DOCUMENT.


KEY IS ERROR CODE

ERROR CODE: CVYTO ERROR MESSAGE: EXCEEDED UPPER LIMIT LIQ TOL

PROBLEM:THIS IS AN OVERIDEABLE ERROR. THIS DOCUMENT WILL CAUSE A POSITIVE MODIFICATION TO THE OBLIGATION WHICH EXCEEDS TOLERANCE. THE LIQUIDATION AMOUNT MUST BE WITHIN THE BOUNDS OF THE TOLERANCE. AMONT AND THE TOLERANCE PERCENTAGE ASSOCIATED WITH THAT DOCUMENT IN THE TRANSACTION CATEGORY (TCAT) TABLE.

SOLUTION:CONSULT THE APPROPRIATE PERSONNEL FOR OVERRIDING THIS ERROR.

10-9


KEY IS ERROR CODE

ERROR CODE: CVZNE ERROR MESSAGE: REF ADV NOT FOUND IN PVHT

PROBLEM:THE REFERENCED ADVANCE DOES NOT EXIST IN THE PAYMENT VOUCHER HEADER TABLE (PVHT).

SOLUTION:ENTER A REFERENCE ADVANCE THAT EXISTS IN THE PAYMENT VOUCHER HEADER TABLE (PVHT).


KEY IS ERROR CODE

ERROR CODE: CVZJE ERROR MESSAGE: ADV LIQ AMT > ADV AMT (PVLT)

PROBLEM:THE REFERENCED ADVANCE CANNOT BE LIQUIDATED (OFFSET) FOR MORE THANWAS ADVANCED.

SOLUTION:CORRECT THE ADVANCE LIQUIDATION AMOUNT ON THE OFFSET DOCUMENT.

10-10


KEY IS ERROR CODE

ERROR CODE: CVZHE ERROR MESSAGE: ADV LIQ TOTAL NOT = DETAIL

PROBLEM:THE ADVANCE LIQUIDATION AMOUNT ENTERED ON THE HEADER SCREEN IS NOTEQUAL TO THE SUM OF THE ADVANCE OFFSET LINES CODED ON THE DOCUMENT.

SOLUTION:CHECK ALL AMOUNT FIELDS AND CHANGE THE ADVANCE LIQUIDATION AMOUNTON THE HEADER OR THE INE AMOUNTS ON THE OFFSET DOCUMENT LINES.


KEY IS ERROR CODE

ERROR CODE: CVZKE ERROR MESSAGE: ADV LIQ AMT > CLOSED AMT (PVLT)

PROBLEM:THE REFERENCED ADVANCE CANNOT BE LIQUIDATED UNTIL THE ADVACE ISSUANCE HAS BEEN PAID AND THE CLOSED AMOUNT ON THE PVLT HAS BEEN UPDATED.

SOLUTION:RUN AUTOMATED DISBURSEMENTS TO UPDATE THE CLOSED AMOUNT FOR PVTRANSACTION CATEGORIES. THE ADVANCE OFFSET CAN BE REPROCESSED AFTER DISBURSEMENTS HAS RUN.

10-11


KEY IS ERROR CODE

ERROR CODE: CR33E ERROR MESSAGE: INVALID BD PRECEDENCES

PROBLEM:THE ACCOUNTING DISTRIBUTION OF THE DOCUMENT DOES NOT MATCH THATON THE REFERENCED DOCUMENT.

SOLUTION:CHANGE THE ACCOUNTING CODES TO MATCH THOSE ON THE REFERENCED BILLING DOCUMENT OR LEAVE BLANK TO DEFAULT.


KEY IS ERROR CODE

ERROR CODE: CVYFE ERROR MESSAGE: BD OFFSET NOT PERMITTED

PROBLEM:THE REFERENCED BILLING DOCUMENT (BD) HAS A ‘N’ IN THE OFFSET INDICATOR,WHICH INDICATES THAT THE RECEIVABLE MAY NOT BE OFFSET WITH A PAYABLE.

SOLUTION:THE RECEIVABLE MAY NOT BE REFERENCED BY A PAYABLE. HOWEVER, THE OFFSET INDICATOR FOR THE BD MAY BE CHANGED ON THE ACCOUNTS RECEIVABLEHEADER INQUIRY TABLE (ARH2).

10-12

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