IFCAP Integrated Funds Control Distribution, Accounting Activity And Procurement Part 1 – Control Point Users.

IFCAP Integrated Funds Control Distribution, Accounting Activity And Procurement Part 1 – Control Point Users

Objectives Provide an understanding of the roles and responsibilities of Control Point Users. Provide an understanding of menu options that are located in the IFCAP program, a module of VISTA, and options available to staff designated as a Control Point User. Upon completion of this course a Control Point User will be able to identify their role and responsibility and initiate and research transactions entered into the system.

COURSE OUTLINE Overview Control Point Clerk Control Point Official
Running Balances

Websites - VA Directives, Handbooks, Bulletins - FSC homepage/Training - Alerts – Cost Center and Budget Object Codes Policy – Cost Centers – Budget Object Codes

Websites – Control Point Requestor - Control Point Clerk - Control Point Official - Purchase Card Procedures - Use of Estimated Miscellaneous Obligation VA documents library will also have other technical guides for other components of IFCAP if you are interested in reviewing them CCR is an Acquisition requirement and vendors are required to register in the CCR and if they aren’t Acquisition will not procure from them. This is the website vendors will need in order to register in CCR. – VA Handbook Use and management of government purchase card – Central Contract Registration

Overview

ACRONYMS & ABBREVIATIONS
BOC – Budget Object Codes CC – Cost Center CPC – Control Point Clerk CPO – Control Point Official FCP – Fund Control Point FSC – Finance Service Center IFCAP – Integrated Fund Control Point and Procurement MO – Miscellaneous Order OLCS – On Line Certification System PC – Purchase Card PO – Purchase Order RR – Receiving Report SO – Service Order VISN – Veteran Integrated Service Network VISTA – Veteran Health Information System and Technology Architecture 1358 – Estimated Miscellaneous Order 2237 – Purchase Order These abbreviations will be used during the course of this presentation. Please bookmark this page if you are not familiar with these abbreviations and acronyms.

VISTA VS. IFCAP VISTA – VETERANS HEALTH INFORMATION SYSTEMS
AND TECHNOLOGY ARCHITECTURE IFCAP – INTEGRATED FUNDS DISTRIBUTION CONTROL POINT ACTIVITY ACCOUNTING AND PROCUREMENT TERMS OFTEN USED INTERCHANGEABLY REALLY ARE DIFFERENT THINGS VISTA – OVERALL SYSTEM OF WHICH IFCAP IS ONE SYSTEM WITHIN VISTA Most people refer to VISTA and IFCAP as the same system. IFCAP is really a program within the VISTA system. Other programs such as Prosthetics, PAID, as well as healthcare programs also reside in the VISTA system.

IFCAP FUNCTIONS ORIGINALLY DESIGNED TO:
AUTOMATE A&MM & FISCAL FUNCTIONS PROCUREMENT PROCESSING OBLIGATION PROCESSING RECEIVING PROCESSING PAYMENT PROCESSING SHARE PROCUREMENT INFORMATION IFCAP serves as a bridge from the service to A&MM and then to Fiscal in order to procure goods or services for the requesting service in need. It was designed to eliminate the physical paper flow between the various departments.

IFCAP MODULES FUNDS DISTRIBUTION (Accounting/Budget)
CONTROL POINT ACTIVITY (Control Point User) PROCUREMENT (Acquisitions) ACCOUNTING (Accounting) INVENTORY (Logistics) RFQ (Request for Quotes) (Acquisitions) PURCHASE CARD (Control Point User; Accounting) DELIVERY ORDERS (Acquisitions) The IFCAP package automated certain functions in Acquisition and Materiel Management (A&MM), Fiscal Service, and in all of the services that request supplies and services on Veterans Affairs (VA) Form The goal of IFCAP is to integrate these three areas and allow users to share procurement information. IFCAP has the following components or “modules.”

VISTA FUNCTIONS DESIGNED TO ENCOMPASS MULTIPLE SYSTEMS
INCLUDING: ACCOUNTS RECEIVABLE DSS AEMS/MERS FEE BASIS INTEGRATED BILLING PATIENT FUNDS MANY OTHER SYSTEMS THESE SYSTEMS WILL NOT BE DISCUSSED IN THE FOLLOWING PRESENTATIONS

SECURITY ACCESS THREE LEVELS OF SECURITY: SYSTEM ACCESS
MENUS AND SECURITY KEYS ELECTRONIC SIGNATURE CODES EVERY USER WILL BE ASSIGNED A LEVEL OF SECURITY DEPENDING ON THE FUNCTIONS OF THE USER IFCAP has levels of security for all users. For instance, many of the areas require that a user gain access via a security key (assigned by an Application Coordinator, Site Manager, or IRM, depending on protocol). Some users may not have access to areas in IFCAP that are restricted to certain personnel. Some users may not have access to information that requires security measures and security checks. Your electronic signature code is one of the measures used to authenticate approval.

SYSTEM ACCESS SYSTEM ACCESS IS SAME FOR VISTA AND IFCAP
ACCESS CODE AND VERIFY CODE REQUIRED VERIFY CODES WILL CHANGE - CHOSEN BY USER After a user enters the proper access and verify codes, IFCAP will display a menu. The menu presents only those options that a user has been assigned (security keys are the method by which a user may access certain options). Most users may never view many menu options.

MENUS AND SECURITY KEYS
BASED ON JOB FUNCTIONS MENUS ARE ASSIGNED SOME MENUS REQUIRE A SECURITY KEY TO BE GIVEN IN ORDER TO WORK. IF A KEY IS REQUIRED MENU OPTION WILL NOT APPEAR UNTIL KEY IS GRANTED SECURITY KEYS ASSIST IN RESTRICTING MENU OPTIONS SECURITY KEYS ALSO LINK TO MAILGROUPS ALLOWING RECEIPT OF CONFIRMATIONS OF TRANSMISSIONS Some IFCAP menus and options are restricted through the implementation of a “lock.” Only those users who hold the appropriate security key for the locked option (such as supervisors and their designees) are granted access to that option. Users that do not hold the appropriate key will not see the option on their menus. In addition, the system verifies that the user holds the proper security key before permitting the user access to a restricted option. You should carefully examine the use of each security key and identify those users who should be holders of each security key. Security keys can be associated with mail groups, menu options and users. IFCAP transmits data to the Austin Automation Center (AAC). Transmitting data to AAC may require (for each type of document), several domains, security keys, and mail groups. The mail group members will be the recipients of MSC Confirmation Messages coming from the AAC verifying the receipt of transmissions from your facility. Please have your Site Manager or IRM add the identified IFCAP users as members to the mail groups and ensure that each is assigned the appropriate security key(s).

ELECTRONIC SIGNATURE CODE
ALLOWS DOCUMENTS TO BE PASSED TO THE NEXT LEVEL. ELECTRONIC SIGNATURE CODES ARE REQUIRED FOR: BUDGET ANALYST CONTROL POINT OFFICIALS PURCHASING AGENT ACCOUNTING TECHNICIANS WAREHOUSE WORKERS PURCHASE CARD HOLDERS DELIVERY ORDER USERS The final level of security in IFCAP involves the use of electronic signatures. The electronic signature code is not visible to the screen and is encrypted rendering them unreadable even when viewed in the user file by those with the highest levels of access. This signature code enables the system to limit to authorized individuals only, the ability to review or electronically pass a document to the next level of processing. Electronic signature codes are required by IFCAP at every level a signature would be required on paper. Therefore, electronic signature codes are assigned to: Budget Analysts for distributing funds to control points Control Point Officials for approving requests Purchasing Agents for processing of purchase orders Accounting Technicians for obligating documents and authorizing payments Warehouse workers for receiving purchases Purchase Card holders for processing credit card orders Delivery Order users to process delivery orders against existing contracts NOTE: IN THE FUTURE ELECTRONIC SIGNATURES WILL BE REQUIRED FOR CONTROL POINT CLERKS DUE TO ENFORCEMENT OF SEPARATION OF DUTIES

SITE PARAMETERS THERE ARE NUMEROUS SITE PARAMETERS THAT ARE SET UP IN IFCAP WHICH DETERMINE HOW THE SYSTEM HANDLES VARIOUS DOCUMENTS PARAMETERS INCLUDE (NOT ALL INCLUSIVE LIST) STATION NUMBERS (PRIMARY & SECONDARY) RECEIVING ADDRESS INVOICE ADDRESS (primary should be Austin, secondary station) FISCAL VENDOR ACCESS (y/n can fiscal staff enter vendors) CODE SHEET RETENTION FMS PAYMENTS BY STATION (A = all, C=certified, N=no payments) RECEIVING BEFORE OBLIGATION (allow receipt of goods prior to obligation) RECEIVING REPORT TRANS METHOD (manually mail, batch process, or each) SUPPLY ENTER BOC (does supply have to enter a BOC before release to Fiscal) PRINT FMS VENDOR ID (does the vendor print on the purchase order) DISPLAY UNOBLIGATED BALANCE (allows acctg tech to see CP balances when signing the order) PRINTERS FOR DOCUMENTS (CAN BE TURNED ON/OFF) DELIVERY HOURS The IFCAP Application Coordinator will use the Site Parameters menu option to record the basic information used by IFCAP: station numbers, medical center receiving address, delivery hours, invoicing address, and so on. This option also allows you to designate particular printers for specific print jobs after completion of the work. At the STATION NUMBERS (PRIMARY & SECONDARY): prompt, enter your three digit station number for that facility. At the RECEIVING LOCATION: prompt, The first entry should be the Main receiving location at your site. At the MAIL INVOICE LOCATION: prompt, the first entry should be for FMS in Austin, TX. At the FMS PAYMENT BY STATION: prompt, enter A for all payments, C for Certified only, or N for no payments. At the RECEIPT BEFORE OBLIGATION OK?: prompt, if your site does not want to permit receiving to be done before obligation enter N or NO. If you want to allow users to enter receiving reports before the Accounting Technician obligates funds for the order enter Y or YES. At the RECEIVING REPORT TRANS METHOD: prompt, select the method you will use to transmit receiving reports to Austin: 0 (zero) if you will continue to mail your receiving reports. 1 to electronically transmit each receiving report as they are created. 2 to have receiving reports put into a batch for transmission. It is strongly recommended that you use the batch release method. At the SUPPLY ENTER BOC: prompt, answer Y or YES if you wish to require A&MM to enter a Budget Object Code (BOC) on orders before they are signed and released. At the PRINT FMS VENDOR ID: prompt, answers Y or YES if you wish to have the FMS Vendor ID print on purchase orders.

ESTABLISH COMMON NUMBERS
ENABLES AUTOMATIC NUMBERING OF PURCHASE ORDERS, REQUISITIONS, PURCHASE CARD ORDERS, DELIVERY ORDERS, 1358’S ASSIGNED TO EITHER A&MM OR FISCAL OR PC HOLDERS CAN ONLY SELECT FROM THE NUMBERS ASSIGNED ENTER THE FIRST TWO – THREE DIGITS AND THE NEXT NUMBER IS AUTOMATICALLY ASSIGNED This option is used to establish the method for automatic numbering of purchase orders, requisitions, purchase card orders, delivery orders and 1358 obligations. You must specify the using Section from A&MM or Fiscal Services that is responsible for assigning each Procurement Accounting Transaction (PAT) number series, as well as the fiscal year for which it is to be used. This specification will enable IFCAP to automatically generate PAT numbers for users in those sections. This prevents Purchasing Agents from selecting the common numbering series that was set aside for Accounting Technicians to use and vice versa. When entering a new purchase order, the Purchasing Agent enters the first two or three digits of the common numbering series assigned to Purchasing Agents. IFCAP provides the next number in the series. Use the same procedure when selecting a PAT number for a Requisition or 1358.

HOW TO ESTABLISH COMMON NUMBERS
Select IFCAP Application Coordinator Menu Option: establish Common Number Series Select PAT NUMBER COMMON NUMBERING SERIES: 610-A1 Are you adding ‘610-A1’ as a new PAT NUMBER (the 286TH)? No// Y (Yes) COMMON NUMBERING SERIES: 610-A1// LOWER BOUND: 1 UPPER BOUND: 9999 NEXT NUMBER: 1 USING SECTION: ?? PERSONAL PROPERTY PURCHASING & CONTRACTING IMPREST FUNDS CLERK ACCOUNTING TECHNICIAN ACCOUNTS RECEIVABLE PC AUTHORIZED BUYER 7 DO AUTHORIZED BUYER USING SECTION: PUR PURCHASING & CONTRACTING// FISCAL YEAR: 11

COMMON NUMBERS PURCHASE CARD NUMBERS ARE ASSIGNED
APPROPR. MISC. NON‑FED RR CERT. FedRR 36_0160 A_0000-A_9999 C_0000-C_9999 B_0000-B_9999 36_0162 36_0152 36_/_0161 D_0000-D_4999 D_5000-D_7999 D_8000-D_9999 36_0151 J_0000-J_4999 J_5000-J_7999 J_8000-J_9999 36X4539 36_0129 B_8000-B_9999 36_0170 36X4537 G_0000-G_4999 G_5000-G_7999 G_8000-G_9999 36X4537 1VA+ 36X8180 H_0000-H_4999 H_5000-H_7999 H_8000-H_9999 36X6020 F_0000-F_4999 F_5000-F_7999 F_8000-F_9999 36_/_0181 (used by 101 only) M_0000-M_4999 M_5000-M_7999 M_8000-M_9999 36_/_0183 N_0000-N_4999 N_5000-N_7999 N_8000-N_9999 36X0102G 36X0102H 36_0165 U_0000-U_4999 U_5000-U_7999 36_0167 S_0000-S_4999 S_5000-S_7999 S_8000-S_9999 36X0110 X_0000-X_4999 X_5000-X_7999 36X0111 Z_0000-Z_4999 Z_5000-Z_7999 36X0160X4 (CWT) L_0000-L_4999 L_5000-L_7999 L_8000-L_9999 No Charge Orders NC0000-NC9999 All Travel T_0000-T_9999 Station Receivables K_0000 Receivables _K0000 Imprest Fund IF_0000 Subsistence W_0000-W_9999 PURCHASE CARD NUMBERS ARE ASSIGNED AT EACH FACILITY AND ARE NOT STANDARD NUMBERS

TYPES OF OBLIGATIONS Purchase Card Orders
-Up to authorized limits not to exceed $3,000 with the exception of prosthetics and procurement Purchase Requests (VA Form ) -Used for all items over $3,000 not identified as an exception in VA Handbook 4533 -Used if vendor does not accept a purchase card VA Form -1358’s are used to estimate variable quantity contracts -Limited usage as defined by VA Policy Vol. II, Ch 6: Misc Obligations (Dated August 2010) -Link:

FUNDING OVERVIEW Veterans Health Appropriation- Administration
(Allotment – A LOT) Department of Veterans Affairs (APPR/APOR) Appropriation- Apportionment Med Salaries (Suballowance - SASP) ACC OC All Other (Allowance - ALLW) Program Class 0100 Congress passes the appropriation. Appropriation goes to OMB (Office of Management and Budget) who then divides the appropriation into quarterly apportionments and distributes to agency. VA receives the appropriation/apportionment and Allots the funds to VHA, VBA, and NCS. VHA suballots funds to the VISN/Medical Centers. VHA also determines how much funds should be distributed to certain programs (Allowance level) within the Suballotment Medical Center then suballows funds into various FCP/ACCs to budget for supplies, salaries, and all other expenditures. Station 691 (Suballotment - SALT)

FUNDING OVERVIEW FCP within IFCAP is a 3or 4 digits
FCP’s are funded quarterly based on the annual allocation of funds If additional funds are required FCP’s will need to submit a request through their local resource allocation process FCP’s should not exceed established budget allocation IFCAP FCPs crosswalk with FMS ACCs. If a control point clerk or official needs a copy of the specific crosswalk for their facility, they should contact their accounting office or budget analyst. The crosswalk is essentially the daily Status of Allowance for that facility.

PROCESS OVERVIEW Budget distributed to facility from Veterans Integrated Service Network (VISN) Facility distributes funds to service/service lines Fund Control Point (FCP) Transactions are created to order goods and services Purchase orders are processed through Acquisitions & Logistics to obligate funds – 1358’s processed through Fiscal – Purchase Card orders are completed by the Card Holder Purchase orders are passed to Fiscal for obligation and recording to the Financial Management System Goods and services are received and invoices are processed

BASIC COSTING COMPONENTS Fund Control Point (FCP)
Facility level distribution of funds Cost Center Description of VA activity Budget Object Code Detail level by the type of good/service The Cost Center is usually the “where”. What service are we buying this good/service for? The BOC is usually the “what”. What are we buying? The FCP is a mechanism for the facility to budget funds to specific programs, projects, or departments.

CONTROL POINT USER ROLES Fund Control Point Requestors
-Enter requests for a control point Fund Control Point Clerks - Enter request for control points assigned to user - Review and process requests from control point requestors - Places orders using purchase card Fund Control Point Officials - Approve requests from Clerks - Certifies invoices approves purchase card orders - Manages FCP budget

CONTROL POINT CLERK

CONTROL POINT CLERK FUNCTIONS
Convert temporary requests from Control Point Requestor into permanent requests Enter request for their control points through 2237, 1358’s or purchase card to procure necessary supplies Monitor Control Point Balance and alert Control Point Official of projected shortfalls Work in conjunction with logistics and fiscal on required vendor information Transactions created by the Control Point Clerk level, require the Control Point Official to approve all transactions before transmitting them to Personal Property Management (2237 forms and Issue Book requests) or Accounting (1358 forms). Fund Control Point Clerk Functions

MENU OPTIONS Process a Request Menu
This menu contains options for processing transaction requests. Display Control Point Activity Menu This menu displays request/transaction information. Funds Control Menu This menu contains options used to balance the Control Point. Status of Requests Report Menu This menu contains options to generate reports of the requests for the Control Point. Record Date Received by Service Menu This menu allows you to record the receipt of items ordered on IFCAP transactions.

TRANSACTION FLOW Fund Control Point Balances will be affected when the transaction is input Fund Control Point Officials will have to review and approve the request in order for the request to move to the next level in the process will be forwarded to acquisition and 1358’s will forward to accounting. For 2237’s once completed by acquisitions the request will be forwarded to Accounting and will be reviewed for accuracy of costing information and processed into the financial system of record

2237 FOR GOODS A VA Form for goods received is assigned an “MO” miscellaneous obligation number. A Receiving Report is required for items that are delivered to the facility Invoices are sent to the Financial Service Center (FSC) by the vendor, and matched with the receiving report so the vendor can be paid If there is no receiving report processed, the vendor cannot be paid If the obligation number on the invoice is incorrect the vendor cannot be paid

2237 FOR SERVICES A VA Form for services received is assigned an “SO” service obligation number. Invoices are sent to the Financial Service Center (FSC) by the vendor and are input into OLCS for payment certification If the obligation number on the invoice is incorrect the vendor cannot be paid

2237 FOLLOW UP Follow- up is routinely done by Accounting to ensure:
Receiving reports are prepared Invoices are received OLCS certifications are completed timely If excess funds remain after final payment, the fund control point official must provide a written request to procurement to decrease and close out the obligation Accounting has the authority to decrease balances of 10% NTE $500 with documentation reflecting all goods/items have been received. Amendments from Acquisition is not required.

2237 FLOWCHART Logistics assigns P/O#.
Austin pays bill 2237 goes to Logistics Logistics assigns P/O#. Logistics sends to Fiscal Next day: F16’s arrive in . Now F16=RB If Goods, Order is Delivered to Warehouse Warehouse enters receiving report in IFCAP Receiving Report sent to Austin sets up Payable CPO approves 2237 and Commits Funds on Running Balance Report If Service, invoice is sent to Austin. Fiscal audits and obligates P/O and transmits to FMS. Funds are now Obligated. - shows on Running Balance CPC enters 2237 to request goods or services

F16 Sample Difference is amount of daily transactions processed
Subj: F16/LSD # [# ] 04 Sep 10 03:17 CST 31 lines From: In 'IN' basket. Page 1 *New* 2FPC1176 LSD. RBEACCV 506 10 0160A1 10 REPORT ID: RBEACCV *** DEPARTMENT OF VETERANS AFFAIRS *** PAGE: 1 RSD FORM: F20D DAILY ACTIVITY BY ACCOUNT CLASSIFICATION CODE RUN DATE: 09/04/10 AS OF 09/03/10 STN: 506 VA ANN ARBOR HEALTHCARE SYSTEM BFYS: 10 A/O: 10 FUND CODE: 0160A1 QTR: 4 VETERANS HEALTH ADMIN MEDICAL SERVICES - LMT1 ACCOUNT CLASSIFICATION CODE: ACC NAME: CARDIAC CATHERIZATION UNOBLIGATED FYTD SUMMARY BUDGET CEILING OBLIGATIONS BALANCE BEGINNING BALANCE 1,775,250.00 1,684,504.44 90,745.56 ENDING BALANCE 1,775,250.00 1,689,169.27 86,080.73 DAILY ITEM DETAIL FOR SEPTEMBER CEILING ADJUSTMENT ADJUSTMENT TRANSACTION DOCUMENT ID DATE VENDOR NAME BOC SUB-BOC COST AMOUNT OBLIGATION CENTER AMOUNT MO 506A08053 09/03/10 CARDINAL HLTH MED PRODS &SVCS 0.00 CC 09/03/10 U S BANK 0.00 2,644.00 CC 09/03/10 U S BANK 0.00 1,700.00 TOTAL ADJUSTMENTS 4,664.83 Difference is amount of daily transactions processed The F16 utilizes the 9 digit ACC code from FMS and this is where as a CPC you will need the crosswalk between the FMS code and the IFCAP fund control point.

ENTER 2237 NON REPETITIVE ORDER
Select Process a Request Menu Option: NEW 2237 (Service) Request Select STATION NUMBER: WASHINGTON,DC Select FISCAL YEAR: 11// Select QUARTER: 1// Select CONTROL POINT: ?? Supply Special CANTEEN ISC2 060 FISCAL SVC SURGERY Select CONTROL POINT 118 SURGERY A This transaction is assigned transaction number: The form types 1358 and NO FORM are no longer used within this option FORM TYPE: ??

2 NON-REPETITIVE (2237) ORDER 3 REPETITIVE (PR CARD) ORDER
Choose from: NON-REPETITIVE (2237) ORDER REPETITIVE (PR CARD) ORDER REPETITIVE AND NON-REP ORDER ISSUE BOOK/INTERVAL ISSUE FORM TYPE: 2 NON-REPETITIVE (2237) ORDER CLASSIFICATION OF REQUEST: SORT GROUP: DATE OF REQUEST: T// (OCT 10, 2010) REQUESTOR: Walter REQUESTING SERVICE: ??? This is the name of the service that submitted this request. Fields are normally left blank At the Classification of Request: prompt, create a classification name for the request if you like, or press the Enter key to skip this prompt. The Classification of Request: prompt allows you to create reports that group requests by categories that YOU define. Enter a sort group at the Sort Group: prompt if this purchase is assigned to a project, office, or some other category for which a sort group has been created. If this purchase does not belong to a sort group, just press the Enter key. Sort groups are used to generate expense reports for projects and offices. Make sure that you include all applicable purchases in the sort group and exclude all purchases that do not belong to the sort group. Enter your name at the Requestor: prompt. At the Requesting Service: prompt, enter the name or the number of the service that will use the item. Enter the date required.

GERIATRICS AND EXTENDED CARE 180 INFORMATION SYSTEMS CENTER 162-2
CHOOSE FROM: A&MM BLIND REHABILITATION CHIEF OF STAFF DENTAL ENGINEERING FISCAL GERIATRICS AND EXTENDED CARE INFORMATION SYSTEMS CENTER LABORATORY REQUESTING SERVICE: 113 LABORATORY Enter the priority of the request. Priorities are based on the days remaining before the delivery date requested for the item. The priority categories in IFCAP, ranging from shortest to longest delivery time remaining, are “Emergency”, “Special” and “Standard”. Different stations assign different time durations to these categories. Check with your Logistics/Fiscal office to determine the durations at your station for these categories. DATE REQUIRED: T+12 (OCT 22, 2010) PRIORITY OF REQUEST: ST// ??? This is the urgency or priority for this request. CHOOSE FROM: EM EMERGENCY SP SPECIAL ST STANDARD PRIORITY OF REQUEST: ST// STANDARD Work with purchasing & contracting to determine Definition. Not standardized at all sites. Typical Timeframes Emergent – 5 days; Special – 5-20 days Standard – 30 days

1>These are special remarks. EDIT Option: COST CENTER: ???
ANSWER WITH COST CENTER CHOOSE FROM: Office of Director for Operations Medical Service COST CENTER: Medical Service Consult the cost center handbook to select the correct cost center if assigned multiple cost centers VENDOR: Medical Supplies Management// VENDOR ADDRESS1: Bluhill Rd. VENDOR ADDRESS2: VENDOR CITY: Silver Spring VENDOR STATE: MD MARYLAND VENDOR ZIP CODE: VENDOR CONTACT: Bethany VENDOR PHONE NO.: (501) Select LINE ITEM NUMBER: 1 LINE ITEM NUMBER: 1// At the Special Remarks: prompt, enter any special handling information about the item, such as whether the item needs refrigeration, special handling, or if a VA employee has to go to the vendor to get the item. The Purchasing Agent can transfer these remarks to the purchase order that the vendor receives. Enter the cost center at the Cost Center: prompt if this purchase is assigned to a section or service that has a cost center defined in IFCAP for their expenses. Cost centers allow Fiscal staff to create total expense records for a section or service. If a vendor is not in the Vendor File then you will get the following prompts to complete. Should work with the individual responsible for the vendor file to add vendors correctly.

This is the unit of measurement for items being procured.
DESCRIPTION: 1>Gauze Bandages EDIT Option: QUANTITY: 400 UNIT OF PURCHASE: ??? This is the unit of measurement for items being procured. e.g., each, dozen, box, bottle, case, pound (lb.), square ft., etc. CHOOSE FROM: AM AMPOULE AT ASSORTMENT AY ASSEMBLY LB POUND UNIT OF PURCHASE: BX BOX Provide as much information as possible To thoroughly describe the item For the description be sure to provide as much specific information as possible STOCK NUMBER: EST. ITEM (UNIT) COST: 20 Be sure to reference the BOC handbook in Order to accurately identify the appropriate BOC BOC: ???

Major budget object code classifications are:
10 thru 13 - Personal Services and Benefits 21 - Travel and Transportation of Persons 22 - Transportation of Things 23 - Rent, Communications, and Utilities 24 - Printing and Reproduction 25 - Other Services 26 - Supplies and Materials 31 thru 33 - Acquisition of Capital Assets CHOOSE FROM: 2610 Provisions 2622 Tabulating Paper-Not Custom Printed 2623 ADP Recording Media 2624 ADP Software 2626 Test of ADP Software and equipment 2631 Drugs, Medicines and Chemical Supplies 2660 Operating Supplies and Materials ANSWER WITH BUDGET OBJECT CODE BOC: Operating Supplies and Materials BOC’s can be limited to certain CP’s. Don’t automatically accept the default

Select DELIVERY SCHEDULE:
Select LINE ITEM NUMBER: COMMITTED (ESTIMATED) COST: 16000// DATE COMMITTED: TODAY// (OCT 10, 2010) TRANSACTION BEG BAL: Select SUB-CONTROL POINT: EST. SHIPPING AND/OR HANDLING: 40 DELIVER TO/LOCATION: Bldg.40 JUSTIFICATION: 1>Gauze Bandages to contain bleeding when taking blood for tests 2> EDIT Option: REQUESTOR: ORIGINATOR OF REQUEST:

COMMENTS: 1> Would you like to review this request? No// (No) Current Control Point balance: $ Estimated cost of this request: $ Is this request ready for approval? Yes// (Yes) Would you like to enter another request? YES// n (NO)

ENTER A TRANSACTION REPETITIVE
Select Control Point Clerk's Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report Select Process a Request Menu Option: NEW 2237 (Service) Request If EVERY item in your request is in the Item Master File, you can create a Repetitive Order request. You can also create a Repetitive and Non-Repetitive Order request, even if you found matches for all of your items on the Item Master File.

Select FISCAL YEAR: 11// Select QUARTER: 1// Select CONTROL POINT: FISCAL SVC A 1) 688-SURGERY PRIMARY 2) 688-LAB PRIMARY Select INVENTORY POINT: (1-2): LAB PRIMARY This transaction is assigned transaction number: The form types 1358 and NO FORM are no longer used within this option FORM TYPE: ??? Choose from: NON-REPETITIVE (2237) ORDER REPETITIVE (PR CARD) ORDER REPETITIVE AND NON-REP ORDER ISSUE BOOK/INTERVAL ISSUE FORM TYPE: 3 REPETITIVE (PR CARD) ORDER

CLASSIFICATION OF REQUEST:
SORT GROUP: ??? DATE OF REQUEST: T// (October 5, 2010) REQUESTOR: Mickey Mouse REQUESTING SERVICE: ??? This is the name of the service that submitted this request. CHOOSE FROM: A&MM BLIND REHABILITATION CANTEEN SERVICE ENDOCRINOLOGY RESEARCH E FISCAL LABORATORY At the Classification of Request: prompt, create a classification name for the request if you like, or press the Enter key to skip this prompt. The Classification of Request: prompt allows you to create reports that group requests by categories that YOU define. Enter a sort group at the Sort Group: prompt if this purchase is assigned to a project, office, or some other category for which a sort group has been created. If this purchase does not belong to a sort group, just press the Enter key. Sort groups are used to generate expense reports for projects and offices. Make sure that you include all applicable purchases in the sort group and exclude all purchases that do not belong to the sort group.

REQUESTING SERVICE: Laboratory 113 DATE REQUIRED: T+12 (Oct 17, 2010)
PRIORITY OF REQUEST: ST// ??? This is the urgency or priority for this request. CHOOSE FROM: EM EMERGENCY SP SPECIAL ST STANDARD PRIORITY OF REQUEST: ST// STANDARD SPECIAL REMARKS: 1>These are special remarks. EDIT Option Enter your name at the Requestor: prompt. At the Requesting Service: prompt, enter the name or the number of the service that will use the item. Enter the date required. Enter the priority of the request. Priorities are based on the days remaining before the delivery date requested for the item. The priority categories in IFCAP, ranging from shortest to longest delivery time remaining, are “Emergency”, “Special” and “Standard”. Different stations assign different time durations to these categories. Check with your Logistics/Fiscal office to determine the durations at your station for these categories. At the Special Remarks: prompt, enter any special handling information about the item, such as whether the item needs refrigeration, special handling, or if a VA employee has to go to the vendor to get the item. The Purchasing Agent can transfer these remarks to the purchase order that the vendor receives.

Select the appropriate cost center for this request
ANSWER WITH COST CENTER CHOOSE FROM: Office of Director for Operations LAB COST CENTER: LAB SPECIAL REMARKS: 1>These are special remarks. 2> EDIT Option: VENDOR: ALLEN SYSTEMS GROUP VENDOR ADDRESS1: 3900 RESERVOIR ROAD// VENDOR ADDRESS2: SUITE 200// VENDOR ADDRESS3: VENDOR CITY: WASHINGTON// VENDOR STATE: DISTRICT OF COLUMBIA// VENDOR ZIP CODE: 20008// VENDOR CONTACT: MR. PRICE / VENDOR PHONE NO.: Enter the cost center at the Cost Center: prompt if this purchase is assigned to a section or service that has a cost center defined in IFCAP for their expenses. Cost centers allow Fiscal staff to create total expense records for a section or service. At the Vendor: prompt, enter the name of the vendor, or the first few letters of the name of the vendor's name. You can type three question marks (???) at the prompt to list all the vendors in the system.

Select LINE ITEM NUMBER: 1 LINE ITEM NUMBER: 1//
ITEM MASTER FILE NO.: ??? ANSWER WITH ITEM MASTER NUMBER, OR SHORT DESCRIPTION, OR VENDOR STOCK #, OR NDC, OR NSN DO YOU WANT THE ENTIRE ITEM MASTER LIST? y (YES) CHOOSE FROM: TEST ITEM #10 ETHER U/P: 1/BT METHANOL U/P: 1/BT ITEM MASTER FILE NO.: ETHER U/P: 1/BT 210 At the Item Master File No.: prompt, enter the number of the item you are requesting. After you select an item, IFCAP will display what unit of sale the vendor uses to sell the item and if you have to buy the item by a specific multiple. In the example below, the unit is per can, but the item must be ordered in multiples of six, so the user would enter a multiple of six at the Quantity: prompt. Many repetitive items will have a mandatory source of the warehouse, meaning that the warehouse supplies this item. If the item you want is not a warehouse item, you must enter the vendor name after you enter the item number. If you don not know who the vendor should be for that item, press the Enter key at the vendor prompt and IFCAP will list the available vendors for the item. You can add another repetitive item at the Select Item: prompt or press the Enter key to stop adding items. IFCAP will determine the cost of the items. At the Would You Like To Create Another Repetitive Item List Entry?: prompt, answer Y to add another item or N to return to the Repetitive Item List Menu. At the Would you like to see the procurement history for this item?: prompt, enter Y if you want to know the date, vendor, quantity ordered, item price or total purchase price of this item the last five times it was requested. Would you like to see the procurement history for this item? NO// y (YES) A history for this item does not yet exist. NOTE: This item has a packaging multiple/unit of purchase of 1/BT BOC: ??

Major budget object code classifications are:
10 thru 13 - Personal Services and Benefits 21 - Travel and Transportation of Persons 22 - Transportation of Things 23 - Rent, Communications, and Utilities 24 - Printing and Reproduction 25 - Other Services 26 - Supplies and Materials 31 thru 33 - Acquisition of Capital Assets ANSWER WITH BUDGET OBJECT CODE CHOOSE FROM: 2343 ADP Equipment Rental 2632 Other Medical and Dental Supplies BOC: Other Medical and Dental Supplies QUANTITY: 1 QTY BEG BAL: 1 Enter a budget object code (BOC). Budget object codes are defined and describe what type of item or service you are requesting. Enter a quantity. This quantity represents numbers of units, so if you order one unit that has forty items per unit (say, syringes per box), then you are going to receive 40 syringes.

Select DELIVERY SCHEDULE: Select LINE ITEM NUMBER:
COMMITTED (ESTIMATED) COST: 5// 100 $ DATE COMMITTED: T+12 (Oct 17, 2010) TRANSACTION BEG BAL: Select SUB-CONTROL POINT: DELIVER TO/LOCATION: Fiscal Office (02) JUSTIFICATION: 1>We're out of ether. 2> EDIT Option: ORIGINATOR OF REQUEST: MS. BEASLEY COMMENTS: 1> Would you like to review this request? No// (No) Current Control Point balance: $ Estimated cost of this request: $100.00 Is this request ready for approval? Yes// N (No) Would you like to edit another request? YES// n (NO) At the Select Delivery Schedule: prompt, press the Enter key if you want all the items on your request delivered at once. If you select a delivery schedule, you are notifying the vendor that you want them to deliver different amounts of the items on different days. For example, if you want to order 100 cases of computer paper, but do not want all of it delivered at once, you can “stagger” the delivery by entering 1 at the Select Delivery Schedule: prompt. Enter a date and the amount you would like delivered on that date, enter 2 at the next Select Delivery Schedule: prompt and enter a date and the amount you would like delivered on that date, etc. Make sure that the total number of items among all the delivery dates equals the total number of items you are ordering. At the Select Line Item Number: prompt, enter “2” if you want another item on this request. Otherwise, hit the Enter key. Enter the location you want the item to be delivered at the Deliver to/Location: prompt. At the Justification: prompt, enter your name and telephone number and information about how the item will be used. This will help the Personal Property Management Accountable Officer. The PPM Accountable Officer will adjust your request to save money, solicit another vendor or purchase a similar item if there is a problem with the vendor or item you specified. Explaining how you plan to use the item will help the VA acquire the item faster and cheaper. Enter your name at the Originator of Request: prompt. Add comments if you like. Enter N at the Would You Like To Edit Another Request?: prompt to return to the Requestor's Menu.

CONVERT TEMPORARY TRANSACTION TO PERMANENT TRANSACTION
You have 1 request(s) to be approved for CP Estimated $: Approve Requests Requests Ready for Approval List Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point Users

Select Control Point Clerk’s Menu Option: Process a Request Menu
New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report Select Process a Request Menu Option: Change Existing Transaction Number

Select STATION NUMBER: 688 WASHINGTON,DC
Select CONTROL POINT: MISC OFFICE SUPPLIES Select the existing transaction number to be replaced Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: ?? Attempting lookup in transaction file. Attempting lookup using TEMP 1 TEMP NO OBL 2 TEMP NO OBL HERMAN MILLER INC ergonomic chair CHOOSE 1-2: 1 TEMP NO 1 OB Would you like to review this request? NO// (NO) Enter the information for the new transaction number Select STATION NUMBER: 688// WASHINGTON,DC Select FISCAL YEAR: 11// Select QUARTER: 1// Select CONTROL POINT: 022 MISC OFFICE SUPPLIES// Old transaction TEMP NO 1is now cancelled. Transaction ‘TEMP NO 1’has been replaced by transaction

Would you like to edit this request? NO// Y (YES)
FORM TYPE: REPETITIVE AND NON-REP ORDER// CLASSIFICATION OF REQUEST: SORT GROUP: DATE OF REQUEST: REQUESTING SERVICE: DATE REQUIRED: T+15// OCT 30, 2010 PRIORITY OF REQUEST: EMERGENCY// Continue through all the prompts and make all the necessary changes

EDIT A REQUEST Edit a Request (Section) Delete a Request (Section)
Enter a Request (Section) Edit a Request (Section) Delete a Request (Section) New 1358 Request (Section) Edit 1358 Request (Section) Request Status Report (Section) Print/Display Request Form (Section) Copy a Transaction (Section) Item History Select Requestor's Menu Option: Edit a Request (Section) For the transaction number, use an uppercase alpha as the first character, and then 2-16 uppercase or numeric characters, as in ADP1. Select TRANSACTION: WER1234 WER OBL DEFENSE LOGISTIC AGE FORM TYPE: REPETITIVE AND NON-REP ORDER// The rest of the screens are omitted because it is identical to Enter a 2237.

CANCEL TRANSACTION WITH PERMANENT NUMBER
Select Control Point Official's Menu Option: Approve Requests Requests Ready for Approval List Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point Users Record Receipt of Multiple Delivery Schedule Items Multiple Delivery Schedule List Select Control Point Official’s Menu Option: Process a Request Menu

New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report Select Process A Request Menu Option: Cancel Transaction with Permanent Number

Select CONTROL POINT: 526 AFC EC SUPP 4539 04 F005 F00500005
Select TRANSACTION: OBL HERMAN MILLER INC ergonomic chair OBL ALLEN SYSTEMS GROUP OBL MEDICAL GAS MANAGEME Gauze Bandages OBL OBL INTER IMAGE, INC. CHOOSE 1-5: 4 Cancel this transaction? No// y (Yes) Enter comments for this cancellation COMMENTS: No existing text Edit? NO//

MONITOR STATUS OF ORDERS Select Control Point Clerk Menu:
You have 3 request(s) to be approved for CP Estimated $: Approve Requests Requests Ready for Approval List Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point Users Select Control Point Clerk's Menu Option: Display Control Point Activity Menu Purchase Order Status Transaction Status Report Running Balances Temporary Transaction Listing Item History PPM Status of Transactions Report Select Display Control Point Activity Menu Option: Purchase Order Status

Select STATION NUMBER: 688// WASHINGTON,DC
Select CONTROL POINT: 101 LAB TESTING 101 Select PURCHASE ORDER NUMBER: ??? CHOOSE FROM: 688-A ST Pending Fiscal Action FCP: $ 78.12 688-A ST Pending Fiscal Action FCP: $ 90 688-A ST Complete Order Received (Amended) FCP: $ 30 688-A ST Complete Order Received FCP: $ 30 Select PURCHASE ORDER NUMBER: A A ST Pending Fiscal \Action FCP: $ 90

TRANSACTION STATUS REPORT Select Control Point Clerk’s Menu Option:
Approve Requests Requests Ready for Approval List Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point Users Select Control Point Clerk's Menu Option: Display Control Point Activity Menu Purchase Order Status Transaction Status Report Running Balances Temporary Transaction Listing Item History PPM Status of Transactions Report Select Display Control Point Activity Menu Option: Transaction Status Report

Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: ALLEN
Searching for a Sort Group, (pointed-to by SORT GROUP) Searching for a Work Order, (pointed-to by SORT GROUP) SYSTEMS GROUP OBL ALLEN SYSTEMS GROUP DEVICE: HOME// LAT RIGHT MARGIN: 80// OBLIGATION TRANSACTION STATUS DISPLAY OCT 30, Transaction Number: Transaction Type: OBLIGATION A&MM Status: Order Not Completely Prepared Temporary Trans. Number: THX-1138

OBLIGATION TRANSACTION STATUS DISPLAY OCT 30, 2010 @14:18:43
Transaction Number: Transaction Type: OBLIGATION A&MM Status: Temporary Trans. Number: Form Type: REPETITIVE (PR CARD) ORDER Date of Request: Oct 5, Date Required: FEB 9,2011 Est. Delivery Date: Date Received: Vendor: ALLEN SYSTEMS GROUP P.O. Vendor: Committed (Estimated) Cost: $ Date Committed: Obligated (Actual) Cost: $ Date Obligated: Purchase Order/Obligation No.: Accounting Data: 36X4539 FMS $ Amount: $ FMS Date: FMS Transaction Code: Return to Service Comments: Comments:

Requestor: Form Type: REPETITIVE (PR CARD) ORDER
Requestor's Title: Requesting Service: Approving Official: Inventory Dist. Point: Appr. Official's Title: Cost Center: FIN SYS DEV & OP Date Signed (Approved): Deliver To/Location: Classification of Request: Sort Group:

STATUS OF ALL OBLIGATION TRANSACTIONS
Select Control Point Clerk’s Menu Option: Approve Requests Requests Ready for Approval List Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point Users Select Control Point Clerk's Menu Option: Status of Requests Reports Menu Print/Display Request Form Status of All Obligation Transactions Requests Ready for Approval List PO with Associated Transactions Select Status of Requests Reports Menu Option: Status of All Obligation Transactions

Select FISCAL YEAR: 11// Select QUARTER: 2// Select CONTROL POINT: 526 AFC EC SUPP F005 F DEVICE: TELNET DEVICE Right Margin: 80// STATUS OF OBLIGATION TRANSACTIONS CP: 526 AFC EC SUPP FY: 11 FEB 9, :23 PAGE 1 PRIORITY DATE OF DATE DATE DATE RECEIVED TRANS # REQUEST SIGNED REQUIRED DELIVERED BY SVC VENDOR STATUS OBLIGATION# SORT GROUP FIRST LINE ITEM DESCRIPTION COMMENTS STANDARD /25/ /24/11 Ruedel Pending Accountable Officer Sig. STANDARD /11/11 HERMAN MILLER INC ergonomic chair

ORDER STATUS The following slides present all the different status and a brief description of each status. Status of Request, Transaction, or Purchase Order Description of Status Assigned to PPM Clerk PPM Clerk will create a requisition or purchase card order from a Government Vendor Assigned to Purchasing Agent Purchase Order will be placed Cancelled Cancelled request. Contact control point clerk or Accounting Technician for explanation. Cancelled Order Cancelled order. Contact control point clerk or purchaser for information. Complete Order Received Entire order was received. Complete Order Received (Amended) Same as above, but the Purchaser made a change to the Purchase Order.

Complete Order Received But Not Obligated
Entire order has been received by order has not been obligated. Contact Fiscal or Purchaser for information. Forward to Imprest Funds Agent Purchaser will create order for payment by cash/check/draft. Held for Review in Personal Prop. Accountable Office is holding the 2237 for review. Held in P&C Pending Return of Quotations Purchasing Agent is awaiting quote(s) from Vendor(s). Issue Pending Delivery From Warehouse Request is being filled in the Warehouse. Issue Request Pending Fiscal Action This status is not used. Currently, Fiscal Service does not process issue book orders. Obligated Fiscal has processed the 1358 transaction. Obligated - Awaiting Invoice Fiscal is awaiting certification of Invoice to make payment to Vendor Order Not Completely Prepared The Purchasing Agent has assigned a Purchase Order number to it, but has not electronically signed it yet.

Ordered (No Fiscal Action Required)
This status means that Fiscal processing of the order is not required. Ordered (No Fiscal Action) - Amended Order did not require action by Fiscal but the original order has been changed. Ordered and Obligated Order has been placed with Vendor and obligated by Fiscal or Purchaser. Ordered and Obligated (Amended) Same as above, but the Purchaser made a change to the Purchase Order. Paid (Complete Order Received) A purchase card order that has been paid in full and the entire order has been received. Corrective action will be needed. Paid (Complete Order Received) - Amended A purchase card order that has been paid in full and the entire order has been received but the original order has been changed. Corrective action will be needed. Paid - Not Received A purchase card order that has been paid in full but the shipment has not been received.

Paid - Not Received - Amended
A purchase card order that has been paid in full but the order has not been received and the original order has been changed. Paid (Partial Receipt) A purchase card order that has been paid in full and a partial shipment has been received. Paid (Partial Receipt) - Amended A purchase card order that has been paid in full and a partial shipment has been received and the original order has been changed. Partial Issue Delivered Issue has been partially filled and delivered by Warehouse. Partial Order Received Part of the goods have been received by Warehouse or Purchaser. Partial Order Received (Amended) Same as above, but the Purchaser has changed the Purchase Order. Partial Payment (Complete Rec) A purchase card order has been partially paid and the entire order has been received.

Partial Payment (Complete Rec) - Amended
A purchase card order has been partially paid and the entire order has been received but, the original order has been changed. . Partial Payment Not Received A purchase card order has been partially paid but nothing has been received yet. Partial Payment Not Received - Amended A purchase card order has been partially paid but nothing has been received yet and the original order has been changed. Partial Payment (Partial Receipt) A purchase card order has been partially paid and partial shipment has been received.

Partial Payment (Partial Receipt) - Amended
A purchase card order has been partially paid and partial shipment has been received. but the original order has been changed. Partial Received (No Fiscal Action Req) Same as Partial Order Received but no fiscal action is required. Partial Received But Not Obligated Same as Partial Order Received, but the funds have not been obligated yet. Pending Accountable Officer Signature Request has not been signed in PPM. Pending CP Official’s Signature Request has not been signed by CP Official yet. Pending Completion by CP Clerk Control Point Official has not marked the transaction as ready for approval by CP Official. Pending Completion by Requestor The Requestor has not completed the temporary request. Pending Contracting Officers Signature The Purchasing Agent has not electronically signed the purchase order yet.

Pending Fiscal Action The Accounting Technician has not obligated the order or 1358, or processed the General Post Fund (GPF) transaction. Pending PPM Clerk Signature The PPM Clerk has not electronically signed the requisition yet. Reconciled The Purchase card order has been paid in full and the complete order has been received. Reconciled - Amended The Purchase card order has been paid in full and completely received and the original order has been changed.. Request Clarification by Service for P&C The Purchasing Agent is waiting for information from the CP Official or Clerk before completing the order. Returned to Service by P&C The 2237 request has been returned to the Service by the Purchasing Agent.

Returned to Service by Fiscal
The 1358 transaction or GPF transaction was returned to the Service by the Accounting Technician. Returned to Service by PPM The 2237 was returned to the Service by the PPM clerk. Returned to Supply (Pending Signature) The order or requisition was returned to the A&MM section by the Accounting Technician. Sent to Purchasing and Contracting The Accountable Officer has passed the to the Purchasing and Contracting section for placement of the order. Transaction Complete All necessary processing has been completed on the order. (i.e. ordered, obligated, received) A 1358 or Certified Type purchase order will move to this status as soon as it is obligated. Transaction Complete (Amended) Same as above, but the Purchaser has changed the Purchase Order.

OUTSTANDING APPROVED REQUESTS (2237)
Select Control Point Clerk’s Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report Select Process a Request Menu Option: Outstanding Approved Requests Report

Select STATION NUMBER: 515// BATTLE CREEK, MI
Select FISCAL YEAR: 11// Select QUARTER: 3// Select CONTROL POINT: 022 MISC OFFICE SUPPLIES// DEVICE: HOME// LAT RIGHT MARGIN: 80// OUTSTANDING APPROVED REQUEST REPORT - CP MAY 8, PAGE 1 TRANSACTION NUMBER TRANSACTION STATUS VENDOR DATE SIGNED EST. DEL. DATE PO # DATE OBL DATE REQ. OBL STAPLES A End of processing

REQUESTS READY FOR APPROVAL
Select Control Point Clerk's Menu Option: Status of Requests Reports Menu Print/Display Request Form Status of All Obligation Transactions Requests Ready for Approval List PO with Associated Transactions Select Status of Requests Reports Menu Option: Requests Ready for Approval List Select CONTROL POINT: 101 LAB TESTING 101 DEVICE: LAT RIGHT MARGIN: 80//

REQUESTS TO BE APPROVED LIST FEB 10,2011 11:21 PAGE 1
TRANSACTION NUMBER TYPE FORM TYPE REQUESTOR REQUESTED REQUIRED EST COST VENDOR FIRST ITEM DESCRIPTION OBL NON-REPETITIVE (2237) ORDER RUEDEL,KAREN L FEB 9, MAR 11, MEDICAL GAS MANAGEMENT INC Gauze Bandages OBL NON-REPETITIVE (2237) ORDER RUEDEL,KAREN L FEB 9, MAR 11, HERMAN MILLER INC ergonomic chair OBL ORDER RUEDEL,KAREN L FEB 9, INTER IMAGE, INC Audio visual equipment

PURCHASE ORDER STATUS (2237)
Select Control Point Clerk’s Menu Option: Display Control Point Activity Menu Purchase Order Status Transaction Status Report Running Balances Temporary Transaction Listing Item History PPM Status of Transactions Report Select Display Control Point Activity Menu Option: Purchase Order Status

Select CONTROL POINT: 101 LAB TESTING 101//
Select PURCHASE ORDER NUMBER: ??? CHOOSE FROM: 688-A CI Ordered and Obligated (Amended) FCP: $ 688-A ST Complete Order Received But Not Ob FCP: $ 76.10 688-A ST Complete Order Received But Not Ob FCP: $ 12.30 688-A ST Complete Order Received But Not Ob FCP: $ 10.00 688-A ST Partial Order Received (Amended) FCP: $ 33.00 688-A ST Complete Order Received FCP: $ 12.30 688-A ST Complete Order Received FCP: $ 25.00 688-A ST Cancelled Order FCP: $ 0.00 688-A ST Partial Order Received (Amended) FCP: $ 20.00 Select PURCHASE ORDER NUMBER: A A ST Complete Order Received But Not Ob FCP: $ 10.00

1358 PROCESS Prior to submitting a 1358 request, the FCP clerk must ensure it complies with VA Policy Vol. II, Ch 6: Misc Obligations 1358 requests must have a specific purpose and contain the appropriate reference and period of performance as defined in VA Policy Vol. II, Ch 6: Misc Obligations The estimated miscellaneous obligation is for the purpose of providing an obligation control document to be used as a means of recording an estimate of obligations to be incurred during a period of time

1358 PROCESS The Fund Control Point Official will approve the request
It is then electronically forwarded to Fiscal service for review of costing and documentation. If correct, it will be obligated and transmitted to financial system of record When the obligation number is assigned by Fiscal an is generated via VistA to the FCP Clerk and FCP Official notifying them of the obligation number

SEPARATION OF DUTIES Under VA Financial Policy and Procedures, Volume II, Chapter 6 all steps involved in processing a 1358 obligation and payment must be preformed by different individuals including; Requestor Approving Official Obligator Payment Official (Certifier) Link:

1358 MONTHLY PROCESSING All 1358’s must be submitted to Fiscal in the first 5 business days of the month During the last 5 business days of the month open 1358’s must be reviewed and adjusted If bills pending exceed the amount open, then an increase needs to be processed using the “increase/decrease adjustment” option in the 1358 menu. If bills pending are less than the amount open, then a decrease would need to be processed The Increase/Decrease amount effects your overall fund control point balance If you increase your 1358, it will decrease your fund control point balance by that amount

FLOW CHART FOR 1358 CPO Approves
Austin pays bill Clerk estimates monthly expense & inputs 1358 . CPO Approves which commits funds on Running Balance. 1358 Goes to Fiscal Fiscal assigns obligation # and transmits to FMS. Funds are now obligated – shows on Running Balance. Now CPCs can create authorizations CPC/CPOs receive telling you what the # is for this 1358. Next day: F16’s arrive in . Now F16=RB Vendor sends invoice to Austin.

1358 REQUEST Select Process a Request Menu Option: 1358 Request Menu
New 1358 Request Increase/Decrease Adjustment Edit 1358 Request Create/Edit Authorization Daily Activity Enter/Edit Display 1358 Balance List 1358's with Open Authorizations Print 1358 Print Obligated 1358s Recalculate 1358 Balance Select 1358 Request Menu Option: NEW 1358 Request Select FISCAL YEAR: 11// Select QUARTER: 1// Select CONTROL POINT: FISCAL SVC A This transaction is assigned Transaction number: Select New 1358 Request from the Control Point Clerk’s Menu. Enter a station number, fiscal year, quarter, and Control Point. Assign a transaction number to your request. Write this number down. You will need this number to determine the status of your request.

CLASSIFICATION OF REQUEST: SORT GROUP:
REQUESTOR: ADAMS, JOHN W DATE OF REQUEST: T// (OCT 15, 2010) DATE COMMITTED: 10/01/10// (OCT 1, 2010) COMMITTED (ESTIMATED) COST: ??? This is the estimated amount of the committed cost of the requested item(s). COMMITTED (ESTIMATED) COST: 414 $ The Classification of Request: prompt allows you to create reports that group requests by categories that YOU define. Enter a sort group at the Sort Group: prompt if this purchase is assigned to a project, office, or some other category for which a sort group has been created. If this purchase does not belong to a sort group, just press the Enter key. Sort groups are used to generate expense reports for projects and offices. Make sure that you include all applicable purchases in the sort group and exclude all purchases that do not belong to the sort group. Enter your name at the Requestor: prompt. Press the Enter key at the Date of Request: prompt to accept the default date of today. Enter the date that you want to commit funds to your request at the Date Committed: prompt, or press the Enter key to accept the default of the first date of the current month. Enter the total cost in dollars for the item at the Committed (Estimated) Cost: prompt. Enter the cost center at the Cost Center: prompt. Cost centers allow Fiscal staff to create total expense records for a section or service. Note: In IFCAP V. 5.1, the last two digits of the cost center, if anything other than "00" will be the 'sub-cost center' that is sent to FMS. IFCAP will not use a 'sub-cost center' field, but will send FMS the last two digits of the cost center as the FMS 'sub-cost center' field, unless the last two digits of the cost center are '00'. COST CENTER: ??? ANSWER WITH COST CENTER CHOOSE FROM: PHARMACY SERVICES FACILITIES MANAGEMENT

COST CENTER: 822400 Pharmacy Services
BOC1: 2580 Miscellaneous Contractual Services by Individuals, Institu and Organiz Select SUB-CONTROL POINT: Do you want to enter a vendor for this 1358 request? NO// Y (YES) VENDOR: PharmX NO. 7 SPECIAL FACTORS: ORDERING ADDRESS: 4 HIGH ST AUSTIN, TX 75434 ...OK? YES// (YES) Enter a budget object code (BOC) at the BOC1: prompt. Enter the amount of the item you want to attribute to the budget object code at the BOC1 Amount: prompt. You may also enter a Sub-control Point if you like. IFCAP will ask you if you want to enter a vendor for the request. You may or may not, depending on whether there is a single vendor or multiple vendors for the service. If there is only one vendor, enter the vendor name at the prompt. If there are multiple vendors, leave this field blank. You can assign a vendor that’s already in IFCAP, or create a new vendor for this order. Enter the vendor address and contact information if this is a new vendor. Enter the contract number for the vendor. VENDOR CONTRACT NUMBER: ??? ANSWER WITH CONTRACT /BOA NUMBER CHOOSE FROM: D EXP. DATE: TK EXP. DATE: % 25 DAYS VENDOR CONTRACT NUMBER: TK EXP. DATE: % 25 DAYS

ORIGINATOR OF REQUEST: JOHN DOE COMMENTS: Edit? NO// YES
PURPOSE: No existing text Edit? NO// YES Establish 1358 for pharmacy prime vendor for the month of February 2011. ORIGINATOR OF REQUEST: JOHN DOE COMMENTS: Edit? NO// YES Would you like to review this request? No// Is this request ready for approval? Yes or No At the Purpose: prompt, explain the purpose of the order. The purpose will be specific and contain adequate reference and the period of performance. Enter your name at the Originator Of Request: prompt. Add comments if you like. Enter N at the Would You Like To Enter Another Request?: prompt to return to the Requestor's Menu.

CONVERSION OF 1358 TO PERMANENT NUMBER Approve Requests
Requests Ready for Approval List Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point User Select Control Point Clerk's Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report Select Process a Request Menu Option: Change Existing Transaction Number

Select CONTROL POINT: 101 LAB TESTING 101
Select the existing transaction number to be replaced Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: WER513 WER OBL Would you like to review this request? NO// Y (YES) DEVICE: HOME// LAT RIGHT MARGIN: 80// WER OCT 1, PAGE 1 _____________________________________________________________________________ ESTIMATED MISCELLANEOUS OBLIGATION OR CHANGE IN OBLIGATION ____________________________________________________________________________ Requestor: |Date Requested: |Obligation No ____________________________________________________________________________ Vendor: |Contract Number: ________________________________________________________________________________ Name and Title Approving Off.: |Signature: |Date Signed: | | _______________________________________________________________________________ FUND CERTIFICATION: The supplies and services listed on this request are properly chargeable to the following allotments, the available balances of which are sufficient to cover the cost thereof, and funds have been obligated. Appropriation & Acct. Symbols: |Obligated By: |Date Obligated: | | Enter a station number and a Control Point. Enter the temporary transaction number of the request you wish to forward to the Control Point Official for approval. If you do not know the number of the request, enter two question marks at the prompt and IFCAP will list the available transactions. IFCAP will ask you if you would like to review the request, and will allow you to enter new information for the transaction.

Would you like to edit this request? NO// Y (YES)
WER PAGE 2 ______________________________________________________________________________ ESTIMATED MISCELLANEOUS OBLIGATION OR CHANGE IN OBLIGATION Purpose: Daily Record entries have not yet been entered for this request. The total committed cost of this request is $0.00 _____________________________________________________________________________ VA FORM a-ADP (NOV 1987) Transaction 'WER513' has been replaced by transaction Would you like to edit this request? NO// Y (YES) FORM TYPE: 1358 ORDER// MONTH OF 1358: OCT// CLASSIFICATION OF REQUEST: SORT GROUP: REQUESTOR: DATE OF REQUEST: TODAY// (OCT 21, 2010) DATE COMMITTED: // (OCT 01, 2010) IFCAP will then assign a permanent transaction number to the transaction. This is the number you will use for future reference to this request. IFCAP will allow you to edit the features of the request, including, the quantity of the items, and the vendor. Make sure that the item or service is available from the vendor, that the Control Point has sufficient funds to cover the request, and that the information about the items or services on the request is correct.

COMMITTED (ESTIMATED) COST: ??
TYPE A NUMBER BETWEEN 0 AND COMMITTED (ESTIMATED) COST: $ COST CENTER: ?? Select the appropriate cost center for this request ANSWER WITH COST CENTER CHOOSE FROM: MEDICAL SERVICE OIT OFFICE ACQUISITIONS FACILITY MANAGEMENT COST CENTER: OIT office BOC1: 2343 ADP Equipment Rental BOC1 $ AMOUNT: $ TRANSACTION BEG BAL:

Select SUB-CONTROL POINT:
Do you want to enter a vendor for this 1358 request? NO// Y (YES) VENDOR: ??? ANSWER WITH VENDOR NUMBER, OR SYNONYM, OR FMS VENDOR CODE DO YOU WANT THE ENTIRE VENDOR LIST? Y (YES) CHOOSE FROM: 1 AUDIO VISUAL SUPPLIES NO. 1 SPECIAL FACTORS: ORDERING ADDRESS: 991 MAIN STREET SILVER SPRING, MD 20910 A1 AV SUPPLIES NO. 2 ORDERING ADDRESS: 1234 STATE STREET WASHINGTON, DC 20422 For 1358 requests, additional information concerning vendors may be entered in the Purpose field. VENDOR: 1 AUDIO VISUAL SUPPLIES NO. 1

SPECIAL FACTORS: ORDERING ADDRESS: 991 MAIN STREET SILVER SPRING, MD 20910 VENDOR CONTRACT NUMBER: ??? ANSWER WITH CONTRACT NUMBER CHOOSE FROM: 12/12/ EXP. DATE: A EXP. DATE: A EXP. DATE: C EXP. DATE: G EXP. DATE: H EXP. DATE: VENDOR CONTRACT NUMBER: A 1 A EXP. DATE: 2 A EXP. DATE: CHOOSE 1-2: 2 PURPOSE: 1>Medical Supply Service Contract 2>

EDIT Option: COMMENTS: 1> Would you like to review this request? NO// (NO) The current balance for this control point is: $ The estimated cost of this request is: $ Is this request ready for transmission to A&MM/Fiscal? NO// Y (YES) Is this request ready for approval? NO// Y (YES) Would you like to replace another transaction number? NO// (NO)

ADJUSTING 1358’s Select Control Point Clerk's Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report Select Process a Request Menu Option: 1358 Request Menu

New 1358 Request Increase/Decrease Adjustment Edit 1358 Request Create/Edit Authorization Daily Activity Enter/Edit Display 1358 Balance List Open 1358s Print 1358 Print Obligated 1358s Recalculate 1358 Balance Select 1358 Request Menu Option: Increase/Decrease Adjustment Select FISCAL YEAR: 11// Select QUARTER: 2// Select CONTROL POINT: 101 Telecommunications Select OBLIGATION NUMBER: ???

CHOOSE FROM: C OBL LONG LASTING TELEPHO C15005 C OBL LONG LASTING TELEPHO C15006 C OBL LONG LASTING TELEPHO C15007 C OBL LONG LASTING TELEPHO C15009 C OBL LONG LASTING TELEPHO C15010 Select OBLIGATION NUMBER: C OBL LONG LASTING TELEPHO C15005 Original Obligation Amount: $ 1, Service Balance: $ 1,000.00 Fiscal's 1358 Balance: $ 1,000.00 This transaction is assigned transaction number: CLASSIFICATION OF REQUEST: Phone Services SORT GROUP: REQUESTOR: Smith, John DATE OF REQUEST: JAN 9,2011// (JAN 09, 2011) COST CENTER: Office of Director Replace

DATE OBL ADJUSTED: T (JAN 09, 2010)
ADJUSTMENT $ AMOUNT: 410 $ BOC1: 2543 Maintenance and Repair Services Replace BOC1 $ AMOUNT: 410// $ TRANSACTION BEG BAL: Select SUB-CONTROL POINT: PURPOSE: 1>Phone Service repairs 2> EDIT Option: COMMENTS: 1>VA Police case number Would you like to review this request? NO// Is this request ready for approval? YES// (YES) Is this request ready for transmission to A&MM/Fiscal? NO// Y (YES) Enter ELECTRONIC SIGNATURE CODE: Thank you. Enter another increase/decrease adjustment? NO//

CREATE AUTHORIZATION Select Control Point Clerk’s Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report

Select Process a Request Menu Option: 1358 Request Menu
New 1358 Request Increase/Decrease Adjustment Edit 1358 Request Create/Edit Authorization Daily Activity Enter/Edit Display 1358 Balance List 1358’s with Open Authorizations Print 1358 Print Obligated 1358s Recalculate 1358 Balance Select 1358 Request Menu Option: Create/Edit Authorization

Select STATION NUMBER: 503 ALTOONA, PA
Select CONTROL POINT: 022 PHARMACY Select OBLIGATION NUMBER: ? ANSWER WITH CONTROL POINT ACTIVITY PURCHASE ORDER/OBLIGATION NO DO YOU WANT THE ENTIRE CONTROL POINT ACTIVITY LIST? Y (YES) CHOOSE FROM: C OBL C10032 C OBL C10033 C OBL C10034 C OBL C10035 C OBL C10036 Select OBLIGATION NUMBER: C OBL C00033 Would you like to EDIT or CREATE an Authorization: CREATE Enter a Station number and a Control Point. Enter an obligation number. If you do not know the obligation number, type three question marks and IFCAP will list the available obligations. The obligation number is the number assigned to the transaction by Fiscal Service. Would you like to EDIT or CREATE an Authorization: N If you want to EDIT an existing authorization type 'E' If you want to CREATE a NEW authorization type 'C'

This entry has been assigned transaction number: 0003
Obligation amount: $ Fiscal balance: $ Service balance: $ AUTHORIZATION AMOUNT: ( ): 200 REFERENCE: P1234 COMMENTS: OR press <RETURN> IFCAP will assign a transaction number to the entry, and display the obligation amount, the fiscal balance, and the service balance. The fiscal balance is the dollar amount Fiscal Service shows is still available to the Control Point after the entry has been obligated by Fiscal Service. The fiscal balance is what the Accounting Technician will read to determine if the Control Point has sufficient funds to meet the obligation. The service balance is what you have committed, the dollar amount left in the Control Point minus the non-obligated committed funds. Enter the recipient of the funds and any additional information that would aid in the processing of this transaction at the Reference: prompt (e.g., patient name, patient Social Security Number, or Vendor). Add comments if you like. At the Would you like to EDIT or CREATE an Authorization: prompt, enter “E” to edit an authorization or “C” to create an authorization, or press the Enter key to return to the 1358 Request Menu. An authorization is a unique number that IFCAP uses to record individual charges against a 1358.

DAILY ACTIVITY Select Control Point Clerk’s Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report

New 1358 Request Increase/Decrease Adjustment Edit 1358 Request Create/Edit Authorization Daily Activity Enter/Edit Display 1358 Balance List 1358’s with Open Authorizations Print 1358 Print Obligated 1358s Recalculate 1358 Balance Select 1358 Request Menu Option: Daily Activity Enter/Edit

Select CONTROL POINT: 022 PHARMACY Select OBLIGATION NUMBER: ??? CHOOSE FROM: C OBL C10032 C OBL C10033 C OBL C10034 C OBL C10035 Select OBLIGATION NUMBER: C OBL C10033 1 Create a NEW bill activity 2 Edit existing bill activity 3 QUIT Select ACTION: (1-3): 1 Enter a Station number, a Control Point, and an obligation number. If you do not know the obligation number, enter three question marks at the prompt and IFCAP will list the available obligations. At the Select Action: prompt, enter 1 to create a new bill activity, enter 2 to edit an existing bill activity, or enter 3 to quit and return to the 1358 Request Menu.

Select AUTHORIZATION: ??? CHOOSE FROM: 311 503-C10033-0003
...Excuse me, This may take a few moments... Authorization amount : $ Authorization balance: $ Daily Records: This DAILY ACTIVITY ENTRY has been assigned: 503-C Is this the final daily activity? NO// YES Daily Activity AMOUNT: ( ): 200 VENDOR INVOICE NUMBER: REFERENCE: Enter an authorization. An authorization is a unique number that IFCAP uses to record individual charges against a If you do not know the authorization, enter three question marks and IFCAP will list the available authorizations. IFCAP will list the amount of the authorization and the current balance of the authorization. IFCAP will also list any daily records of transactions posted against the authorization. Note: You must deduct the dollar amount for each invoice you receive from the balance of the If you mark the 1358 as complete, you will no longer be able to edit or access that 1358. IFCAP will assign a number to the daily activity entry. Enter N at the Is this the final daily activity?: prompt to create another entry. Enter the amount of the activity at the Daily Activity Amount: prompt. Do not exceed the authorization balance. You may enter a vendor invoice number, a reference, and a description if you like. If the amount of the daily activity that you create is equal to the authorization balance, IFCAP will ask you to confirm that you want to clear the balance on the authorization and mark it as complete. IFCAP will then return to the 1358 Request Menu.

DESCRIPTION: This will zero out the balance on this authorization and mark this authorization as complete. Do you want to continue? YES REFERENCE: COMMENTS: Authorization balance has been reduced to ZERO, and this authorization has been marked as complete.

RECALCULATE 1358 Select Control Point Clerk’s Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report

New 1358 Request Increase/Decrease Adjustment Edit 1358 Request Create/Edit Authorization Daily Activity Enter/Edit Display 1358 Balance List 1358’s with Open Authorizations Print 1358 Print Obligated 1358s Recalculate 1358 Balance Select 1358 Request Menu Option: Recalculate 1358 Balance

Select CONTROL POINT: 039 Med/Surg Supplies Select OBLIGATION NUMBER: C Obligated FCP: $ 5.00 503-C15004 OBLIGATION BALANCES OBLIGATION AMOUNT: $ SERVICE BALANCE: $ 0.90 LIQUIDATION BALANCE: $ TOTAL LIQUIDATIONS: $ 0.00 AUTHORIZATION BALANCE(S): 503-C AMOUNT: $ BALANCE: $ PYMT: $2.00 503-C AMOUNT: $ BALANCE: $ PYMT: $2.10 __________ __________ __________ $ $ $4.10 Enter a Station number, a Control Point, and an obligation number. If you do not know the obligation number, enter three question marks and IFCAP will list the available obligation numbers. Once you enter an obligation number, IFCAP will list the Fund Control Point that funds it and the current balance, and will return to the 1358 Request Menu.

DISPLAY 1358 BALANCE Select Control Point Clerk’s Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report

New 1358 Request Increase/Decrease Adjustment Edit 1358 Request Create/Edit Authorization Daily Activity Enter/Edit Display 1358 Balance List 1358’s with Open Authorizations Print 1358 Recalculate 1358 Balance Select 1358 Request Menu Option: Display 1358 Balance

Select CONTROL POINT: 039 BIRMINGHAM ISC Select OBLIGATION NUMBER: C Obligated FCP: $ 5.00 503-C10004 OBLIGATION BALANCES OBLIGATION AMOUNT: $ SERVICE BALANCE: $ 0.90 LIQUIDATION BALANCE: $ TOTAL LIQUIDATIONS: $ 0.00 AUTHORIZATION BALANCE(S): 503-C AMOUNT: $ BALANCE: $ PYMT: $2.00 503-C AMOUNT: $ BALANCE: $ PYMT: $2.10 __________ __________ __________ $ $ $4.10 New 1358 Request Enter a Station number, a Control Point, and an obligation number. If you do not know the obligation number, enter three question marks and IFCAP will list the available obligation numbers. Once you enter an obligation number, IFCAP will list the Fund Control Point that funds it and the current balance, and will return to the 1358 Request Menu.

LIST OPEN 1358’s Select Control Point Clerk’s Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report

New 1358 Request Increase/Decrease Adjustment Edit 1358 Request Create/Edit Authorization Daily Activity Enter/Edit Display 1358 Balance List 1358’s with Open Authorizations Print 1358 Print Obligated 1358s Recalculate 1358 Balance Select 1358 Request Menu Option: List 1358s with Open Authorizations

Select STATION NUMBER: 503 ALTOONA, PA Select FISCAL YEAR: 11//
Select QUARTER: 4// Select CONTROL POINT: 022 PHARMACY DEVICE: LAT RIGHT MARGIN: 80// OPEN 1358 DAILY RECORDS OCT 8, :29 PAGE 1 AUTHORIZATION AUTHORIZATION # BALANCE REFERENCE 503-C FED EX 503-C UPS 503-C FED EX 503-C FED EX 503-C FED EX 503-C UPS 503-C FED EX 503-C TRAINING ENTRY 503-C ENTERY 2 Enter a Station number, fiscal year and fiscal quarter. Enter a Control Point. If you do not know the Control Point enter three question marks and IFCAP will list the available Control Points. IFCAP will print or display an “Open 1358 Daily Record,” listing each authorization, the balance remaining on the authorization, and the reference. After printing or displaying the record, IFCAP will return to the 1358 Request Menu.

MONITOR 1358 STATUS Select Control Point Clerk's Menu Option: Process a Request Menu Select Process a Request Menu Option: 1358 Request Menu Select 1358 Request Menu Option: Print 1358 Select STATION NUMBER: 688 Select CONTROL POINT: 060 FISCAL A Select OBLIGATION NUMBER: C OBL A1 Office Supplies C15026 Would you like to print the Description field for each 1358 Daily Record entry? No// Y(Yes) Would you like to print the daily records for each authorization? NO// YES Would you like to print descriptions for each detailed daily record? NO// YES DEVICE: HOME// UCX/TELNET Right Margin: 80// Enter a Control Point. Enter the obligation number of the If you do not know the obligation number, enter three question marks and IFCAP will list the available 1358s.

ESTIMATED MISCELLANEOUS OBLIGATION OR CHANGE IN OBLIGATION
Jan PAGE 1 ________________________________________________________________________________ ESTIMATED MISCELLANEOUS OBLIGATION OR CHANGE IN OBLIGATION Originator of Request: CURTIN,EDNA Requestor: |Date Requested: |Obligation No.: AVIS L |JAN 09, | 688-C15026 Vendor: |Contract Number: A1 Office Supplies |GS F Name and Title Approving Off.: |Signature: |Date Signed: Marissa Friends |/ES/Marissa F |JAN 09, Service Chief ________________________________________________________________________________ FUND CERTIFICATION: The supplies and services listed on this request are properly chargeable to the following allotments, the available balances of which are sufficient to cover the cost thereof, and funds have been obligated. Appropriation & Acct. Symbols: |Obligated By: |Date Obligated: |/ES/Lisa Busybee |JAN 09, 2011 Purpose: Tort Claims ____________________________________________________________________________ ESTIMATED OBLIGATION RECAP DATE REF# CPA# AMOUNT BALANCE 04/ $ $ 03/ $ $ Look at the Authorization and Order Record. It will list all the entries and their cost for the quarter.

Purchase Card Options

PURCHASE CARD REFERENCES
4080 Handbook Government Purchase Card Procedures OF Bulletin 09047E3.01 Revised guidance to VA Handbook 4080 Government Purchase Card Procedures VA Handbook Use and management of government purchase program

PURCHASE CARD PAYMENTS
Cardholder will receive a message through VistA that a charge has been received Cardholder reconciles the charge to the appropriate Purchase Order with 5 working days When final payment is made the reconciliation is sent to the Approving Official Approving Official has 14 days to approve the reconciliation

FLOW CHART FOR PURCHASE CARDS Enter new Detailed Purchase Card Order
Item received by cardholder (recommend processing receiving report) CPC verifies vendor & availability of funds. Enter new Detailed Purchase Card Order PO# is created Funds are Committed (recommend requesting a RR to be processed) Oracle data is received by Station (funds are obligated) F16 Prints Data received from Austin FSC CPC annotates order on transaction log ** Mandatory ** Purchase Card Holder has 10 days to reconcile Oracle Data CPC annotates completed order on transaction log. Approving Official has 14 days to approve from reconciliation date

ENTERING A DETAILED PURCHASE CARD ORDER
Select Purchase Card Menu Option: Process Purchase Card Menu New Simplified Purchase Card Order Edit Simplified Purchase Card Order New Detailed Purchase Card Order Edit Detailed Purchase Card Order Amendment To Purchase Card Order Adjustment Voucher To Purchase Card Order Receive Purchase Card Order Item Display Vendor Display Create P/C Order From Repetitive Item List Convert P/C Order To 2237 Request Convert P/C Order to a Delivery Order Cancel An Incomplete PC Order Convert Temporary 2237 to PC Request Select Process Purchase Card Menu Option: New Detailed Purchase Card Order Facilities should be using this option not the simplified. simplified should only be used by Prosthetics. Using the detailed purchase order is the only way to actually see what is being purchased and validate appropriateness If you need to record the purchase of goods or services that will be delivered after purchase, or you are tracking items in an inventory point create a detailed purchase card order. You should also create a detailed purchase card order if you need to enter information about specific items on the order. Note: Use of the Detailed Purchase Card Order updates the Procurement History File in Austin. Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC ENTER A NEW PURCHASE ORDER NUMBER OR A COMMON NUMBERING SERIES

PURCHASE ORDER: 1E 688-1E PC AUTHORIZED BUYER
For Purchase Card orders there is not a standardized common numbering system. Facilities are allowed to choose a numbering system that will work for them. The numbers used should not be anything that is already identified in the common numbering schema. PURCHASE ORDER: 1E E PC AUTHORIZED BUYER Are you adding '688-1E0296' as a new Purchase Order number ? Y (YES) PURCHASE CARD NAME: INDIANA P.O. DATE: OCT 8,2010// (OCT 8, 2010) ESTIMATED ORDER?: N// NO PCDO VENDOR: AMSCO1 INTERNATIONAL AMSCO1 INTERNATIONAL EDIPH: NO: 40179 ORD ADD:2424 WEST 23RD STREET FMS:AMER STERILIZER CO VA CODE: FAX: ...OK? Yes// (Yes) SOURCE CODE: B// Fed.Supply Sched.or OGA Contracts FCP: 256 MULTI-YEAR ONE Replace B EA 01EA44175 Enter a year in the following sequence of years. First Year of the Multi-Appropriation (36_/_0160): 2011// Enter a station number if prompted. Enter the purchase order number series. This will be a common number series already defined for use on purchase card orders at your station. IFCAP will generate the next available purchase order number and prompt you, ‘Are you adding (PO #) as a new Purchase Order Number? Enter a substation, if applicable. If you have more than one Purchase Card, enter the Purchase Card name you are using to purchase the items or services at the Purchase Card Name: prompt. The option is “case-sensitive”. Enter the date of the order at the P.O. Date: prompt. Enter N at the Estimated Order?: Answer Y if the quantity is estimated or the due to the service an exact price cannot be given at the time of the order. Enter the Source Code. Enter ?? If you are not sure of the source code options. This will give you a list of codes. Enter the vendor for the Purchase Card order at the PCDO Vendor: prompt Enter the Fund Control Point for the order at the FCP: prompt. IFCAP will use the information associated with the Purchase Card as the default value for this prompt. Make sure that you change the value if it is different from the default.

COST CENTER: 820200//Surgical Service REQUESTING SERVICE:Surgery
CLASSIFICATION OF REQUEST: SUPPLIES RECEIVING REQUIRED?: Y YES F.O.B. POINT: DESTINATION// DESTINATION DELIVERY DATE: OCT 18,2010// (OCT ) PROPOSAL: N/A// EST. SHIPPING AND/OR HANDLING Make sure Yes – discussed In later slides. Enter the Cost Center. Cost centers allow Fiscal staff to create total expense records for a section or service. IFCAP will use the information associated with the Purchase Card as the default value for this prompt. Make sure that you change the value if it is different from the default. Enter the Requesting Service. Enter the service that has requested the goods being ordered. At the Classification of Request: prompt, create a classification name for the request if you like, or press <Enter> to skip this prompt. The Classification of Request: prompt allows you to create reports that group requests by categories that YOU define. Enter Y at the Receiving Required?: prompt if this Purchase Card order is for goods or services that have not yet been received and you wish to record the receipt as part of the record. You will then be offered the Delivery Location: prompt. Enter the building, floor and/or room number the items are to be delivered to. Enter O for origin at the F.O.B. (Freight On Board) Point: prompt if additional freight charges are due to the carrier at the time of delivery. Enter D for destination if no additional freight charges are due at time of delivery. Enter the date that the purchase is due at the Delivery Date: prompt. Enter the name of the vendor representative that quoted the purchase price at the Proposal: prompt, and the date of the quote or a quote number if they are available (for example, 'telephone quote IFVENDOR,ONE quote #001 dated '). Enter the estimated shipping and handling charges. If shipping and handling charges are entered you will have to enter a Shipping BOC as well.

Select LINE ITEM NUMBER: 1
ITEM MASTER FILE NO.: BATTERY,ALK,AAA,1.5V NIF# DESCRIPTION: BATTERY, ALKALINE, AAA SIZE, 1.5 VOLTS Edit? NO// QUANTITY: 12 UNIT OF PURCHASE: EA// ACTUAL UNIT COST: $3.5000// PACKAGING MULTIPLE: 12// UNIT CONVERSION FACTOR: 1// VENDOR STOCK NUMBER: FSC/PSC: 6135// CONTRACT/BOA #: // BOC: 2660 Operating Supplies and Materials 2660 Operating Supplies and Materials Select LINE ITEM NUMBER: COMMENTS: No existing text If a simplified purchase order is used then cannot put in detail about item being ordered - it would reflect something like supplies. No way to audit that item is appropriate or is cost appropriately. Enter the line item number of the item you want to add to the Purchase Card order at the Select Line Item Number: prompt. Enter the Item Master File number of the item if there is an Item Master File number associated with the item. If there is none, hit “ENTER” Enter a description of the first item order at the Description: prompt. If you used an Item Master Number the description information will appear automatically. Enter the quantity of the item to be ordered at the “Quantity”: prompt. At the “Unit Of Purchase”: prompt, enter the unit used to buy the item, such as box, each, pound, etc. Enter the unit cost of the item, not including delivery, at the Actual Unit Cost: prompt. Enter the number of units per shipping package at the Packaging Multiple: prompt. Enter the factor that you use to convert the packaging multiple to the unit of purchase at the Unit Conversion Factor: prompt. At the Vendor Stock Number: prompt, enter the stock number supplied by the vendor for the item. Enter the Federal Supply Classification (FSC) for an item, or the Product Service Code (PSC) for a service. IFCAP might display some additional prompts based on your entry. At the Contract/BOA #: prompt, enter a contract number if the purchase price and vendor is established by a purchasing contract with that vendor. Enter the Budget Object Code classification for the item at the BOC: prompt. If you do not know the Budget Object Code, enter two question marks at the prompt and IFCAP will display the available Budget Object Codes. Repeat steps 17 through 28 for each line item that you want to add. Enter comments if you like.

Select SUB-CONTROL POINT: BUSINESS TYPE: 1 SMALL
SORT GROUP: Select SUB-CONTROL POINT: BUSINESS TYPE: 1 SMALL This P.O. must be reported to the FPDS system. CONTRACT/BOA: Possible Method/Type Codes: A1,B1,C1,D1,E1 ITEM: 1, AMOUNT: 42 TYPE CODE: D1// DEL ORDER - EXCEPT FOR FSS//SMALL BUSINESS Possible Competitive Status/Business codes: X1,Y1,Z1 COMP. STATUS/BUSINESS: Y1// NOT COMPETED//SMALL BUSINESS Possible Preference Program Codes: J,M,O,HP,8A,HS3,HZS,RSB,VSS Enter a sort group at the Sort Group: prompt if this purchase is assigned to a project, office, or some other category for which a sort group has been created. If this purchase does not belong to a sort group, just press <Enter>. Sort groups are used to generate expense reports for projects and offices. Make sure that you include all applicable purchases in the sort group and exclude all purchases that do not belong to the sort group. Enter a Sub-Control Point if you are using that feature. Enter the Type Code. This is the procurement method/type of business. Enter the Competitive Status. A double question mark may be entered for a list of possible entries. Enter the Preference Program Code. A double question mark may be entered for a list of possible codes. Only the listed codes are allowed. Enter the reason the order was not competed. PREF. PROGRAM: M (A) PROGRAM Following Socioeconomic Group Codes brought over from Vendor File: W WOMAN-OWNED SM BUS S VETERAN-OWNED SM BUSINESS HZ HUBZONE SMALL BUSINESS CONCERN REASON NOT COMPETED: SP2// Simplified acquisition threshold non competitive. Report this code for a non competitive acquisition when the simplified acquisition procedures in FAR 13.3 are used.

SOLICITATION PROCEDURE: SP1// Simplified Acquisition Procedure FAR 13.
NUMBER OF OFFERS: 1// SOLICITATION PROCEDURE: SP1// Simplified Acquisition Procedure FAR 13. FUNDING AGENCY CODE: MULTIYEAR: N// NO PERF. BASED SERVICE CONTRACT: N// FOR THIS CONTRACT 50% OR LESS IS PERF. BASED Enter the number of vendors submitting a bid. Enter the solicitation procedures. Solicitation procedures are to be used for orders under and over $25K. Enter a Funding Agency Code. This is a 4-character code from FIPS Pub. 95 to indicate the funding agency. Leave this field blank, if funding was not provided by another agency. Enter Yes or No, depending on whether this is a multi-year contract. Enter NA, if this is not a service contract; yes, if 50% or more of this contract is performance based; and no, if 50% or less of this contract is performance based.

Review Purchase Card Order ? YES// (YES)
PC ORDER: 688-1E STATUS: Order Not Completely Prepared M.O.P.: PURCHASE CARD LAST PARTIAL RECD.: REQUESTING SERVICE: ENGINEERING VENDOR: AMSCO1 INTERNATIONAL SHIP TO: 2424 WEST 23RD STREET V.A. Medical Center VA ACCT # FMS Vendor Code: *EDI ORDER* DO NOT MAIL ________________________________________________________________ FOB POINT: DESTINATION |PROPOSAL: N/A |AUTHORITY: COST CENTER: | | TYPE: DELIVERY ORDER | |BUYER: DELIVER ON/BEFORE 10/18/ |CONTRACT: | IFCAP USER ONE DISCOUNT TERM: | |DATE:10/8/2010 APP: | | | |TOTAL: You may review the Purchase Card order if you like.

ITEM DESCRIPTION QTY UNIT COST COST
UNIT TOTAL ITEM DESCRIPTION QTY UNIT COST COST 1 BATTERY, ALKALINE, AAA SIZE, EA 1.5 VOLTS NSN: Items per EA: 12 BOC: CONTRACT: END OF DISPLAY--PRESS RETURN OR ENTER '^' TO HALT: ***** TAKE NOTE ***** This order will not be sent via EDI. To place a Purchase Card order via EDI please use the Purchasing Agent Menu. Enter ELECTRONIC SIGNATURE CODE: Thank you. Enter your electronic signature code. You may send the Purchase Card order to a printer if you like. IFCAP will display the cost of the request and the current Control Point balance. Enter another purchase order number at the Purchase Order: prompt, or press <Enter> to return to the Purchase Card Menu. Cost of this request: $42.00 Current Control Point Balance: $ ...now generating the PHA transaction ...now generating the FPDS message for the AAC

EDIT PURCHASE CARD TRANSACTION
There are three ways to change Purchase Card orders: Editing a Purchase Card order is changing the order before you certify the Purchase Card order with your electronic signature code. 2. Amending a Purchase Card order is changing a Purchase Card order after you have certified the purchase order with your electronic signature code and prior to receipt of items/services. 3. Adjusting a Purchase Card order is decreasing the quantity received on a receiving report for a Purchase Card order. Editing a Purchase Card order will allow you to change the order before you certify it with your electronic signature code. All previously entered data will appear as default data. Note: the control point clerk is the individual signing the order, the Control point official does not sign the order until it is reconciled.

EDIT PRIOR TO SIGNATURE
Select Purchase Card Menu Option: Process Purchase Card Menu New Simplified Purchase Card Order Edit Simplified Purchase Card Order New Detailed Purchase Card Order Edit Detailed Purchase Card Order Amendment To Purchase Card Order Adjustment Voucher To Purchase Card Order Receive Purchase Card Order Item Display Vendor Display Create P/C Order From Repetitive Item List Convert P/C Order To 2237 Request Convert P/C Order to a Delivery Order Cancel An Incomplete PC Order Convert Temporary 2237 to PC Request Select Process Purchase Card Menu Option: Edit Detailed Purchase Card Order

PURCHASE CARD NAME: INDIANA// INDIANA P.O. DATE: OCT 8, 2010//
P.O./REQ.NO.: 688-1E E PC Order Not Completely Prepared FCP: $ 42.00 PURCHASE CARD NAME: INDIANA// INDIANA P.O. DATE: OCT 8, 2010// ESTIMATED ORDER?: N// PCDO VENDOR: AMSCO1 INTERNATIONAL// SOURCE CODE: B// FCP: 256 MULTI-YEAR ONE Replace COST CENTER: // REQUESTING SERVICE:SURGERY CLASSIFICATION OF REQUEST: SUPPLIES// RECEIVING REQUIRED?: N// F.O.B. POINT: DESTINATION// DELIVERY DATE: OCT 18, 2010// PROPOSAL: N/A// EST. SHIPPING AND/OR HANDLING You must know the PO # of the request. If you do not then you can use the ?? To see what is available. Once you have pulled the order up – what has been input will be displayed and the necessary information can be changed Enter a station number if prompted. Enter the number of the purchase order or requisition associated with the Purchase Card order at the P.O./REQ.NO.: prompt. You can enter a question mark at the Substation: prompt to see a list of available substations. (Only appears if site has invoked the sub-station functionality) Enter the Purchase Card name. Enter the date of the order at the P.O. Date: prompt. Enter N at the Estimated Order?: Answer Y if the quantity is estimated or due to the service an exact price cannot be given at the time of the order. Enter the vendor for the Purchase Card order at the PCDO Vendor: prompt. Enter the Fund Control Point for the purchase at the FCP: prompt. Enter the Cost Center. Cost centers allow Fiscal staff to create total expense records for a section or service. Enter the service requesting the order at the Request for Service: prompt. At the Classification of Request: prompt, enter a classification name for the request if you like, or press <Enter> to skip this prompt. The Classification of Request: prompt allows you to create reports that group requests by categories that YOU define. Enter Y at the Receiving Required?: prompt if this Purchase Card order is for goods or services that have not yet been received. Enter the Delivery Location at the Delivery Location: prompt, Enter where you want the VENDOR to deliver the purchase at the Ship To: prompt. Enter O for origin at the F.O.B. (Freight On Board) Point: prompt if additional freight charges are due to the carrier at the time of delivery. Enter the date that the purchase is due at the Delivery Date: prompt. Enter the estimated shipping and handling charges.

Select LINE ITEM NUMBER: 1// LINE ITEM NUMBER: 1//
ITEM MASTER FILE NO.: 14// .. DESCRIPTION: BATTERY, ALKALINE, AAA SIZE, 1.5 VOLTS Edit? NO// QUANTITY: 12// UNIT OF PURCHASE: EA// ACTUAL UNIT COST: $3.5000// PACKAGING MULTIPLE: 12// UNIT CONVERSION FACTOR: 1// VENDOR STOCK NUMBER: FSC/PSC: 6135// CONTRACT/BOA #: // Enter the line item number of the item you want to edit or add to the Purchase Card order at the Select Line Item Number: prompt. Enter the Item Master File number of the item. Enter a description of the item at the Description: prompt if you didn’t enter an Item Master File number. Enter the number of units of purchase received at the Quantity: prompt. At the Unit Of Purchase: prompt, enter the unit used to buy the item, such as box, each, pound, etc. Enter the unit cost of the item, not including delivery, at the Actual Unit Cost: prompt. Enter the number of units per shipping package at the Packaging Multiple: prompt. Enter the factor that you use to convert the packaging multiple to the unit of purchase at the Unit Conversion Factor: prompt. At the Vendor Stock Number: prompt, enter the stock number supplied by the vendor for the item. Enter the Federal Supply Classification (FSC) for an item, or the Product Service Code (PSC) for a service. IFCAP might display some additional prompts based on your entry. At the Contract: prompt, enter a contract number if the purchase price and vendor is established by a purchasing contract with that vendor.

BOC: 2660 Operating Supplies and Materials Replace
Select LINE ITEM NUMBER: COMMENTS: No existing text Edit? NO// SORT GROUP: Select SUB-CONTROL POINT: BUSINESS TYPE: 1 SMALL This P.O. must be reported to the FPDS system. CONTRACT/BOA: Possible Method/Type Codes: A1,B1,C1,D1,E1 ITEM: 1, AMOUNT: 42 TYPE CODE: D1// DEL ORDER - EXCEPT FOR FSS//SMALL BUSINESS Possible Competitive Status/Business codes: X1,Y1,Z1 COMP. STATUS/BUSINESS: Y1// NOT COMPETED//SMALL BUSINESS Possible Preference Program Codes: J,M,O,HP,8A,HS3,HZS,RSB,VSS Enter the Budget Object Code classification for the item at the BOC: prompt. If you do not know the Budget Object Code, enter two question marks at the prompt and IFCAP will display the available Budget Object Codes. Add comments if you like. Enter a sort group at the Sort Group: prompt if this purchase is assigned to a project, office, or some other category for which a sort group has been created. If this purchase does not belong to a sort group, just press <Enter>. Sort groups are used to generate expense reports for projects and offices. Make sure that you include all applicable purchases in the sort group and exclude all purchases that do not belong to the sort group. At the Select Sub-Control Point: prompt, you can associate this purchase with a category of purchases defined for the Fund Control Point. This allows you to group similar purchases together. Enter the Type Code. This is the procurement method/type of business. Enter the Competitive Status. A double question mark may be entered for a list of possible entries. Enter the Preference Program Code. A double question mark may be entered for a list of possible codes. Only the listed codes are allowed.

PREF. PROGRAM: M 8 (A) PROGRAM
Following Socioeconomic Group Codes brought over from Vendor File: W WOMAN-OWNED SM BUS S VETERAN-OWNED SM BUSINESS HZ HUBZONE SMALL BUSINESS CONCERN REASON NOT COMPETED: SP2// Simplified acquisition threshold non competitive. Report this code for a non competitive acquisition when the simplified acquisition procedures in FAR 13.3 are used. NUMBER OF OFFERS: 1// SOLICITATION PROCEDURE: SP1// Simplified Acquisition Procedure FAR 13. FUNDING AGENCY CODE: MULTIYEAR: N// NO Enter the reason the order was not competed. Enter the number of vendors submitting a bid. Enter the solicitation procedures. Solicitation procedures are to be used for orders under and over $25K Enter a Funding Agency Code. This is a 4-character code from FIPS Pub. 95 to indicate the funding agency. Leave this field blank, if funding was not provided by another agency. Enter Yes or No, depending on whether this is a multi-year contract.

Review Purchase Card Order ? YES// (YES)
PERF. BASED SERVICE CONTRACT: N// FOR THIS CONTRACT 50% OR LESS IS PERF. BASED Review Purchase Card Order ? YES// (YES) PC ORDER: 688-1E STATUS: Order Not Completely Prepared M.O.P.: PURCHASE CARD LAST PARTIAL RECD.: REQUESTING SERVICE: ENGINEERING VENDOR: IFVENDOR ONE SHIP TO: 2424 WEST 23RD STREET V.A. Medical Center VA ACCT # FMS Vendor Code: Enter NA, if this is not a service contract; yes, if 50% or more of this contract is performance based; and no, if 50% or less of this contract is performance based. If you enter Y at the Review Purchase Card Order?: prompt, IFCAP will display the Purchase Card order to your screen.

*EDI ORDER* DO NOT MAIL ___________________________________________________________________ FOB POINT: DESTINATION |PROPOSAL: N/A |AUTHORITY: COST CENTER: | | TYPE: DELIVERY ORDER | |BUYER: DELIVER ON/BEFORE 10/18/ |CONTRACT: | IFCAP USER ONE DISCOUNT TERM: | |DATE: 10/8/2010 APP: | | | |TOTAL: ENTER '^' TO HALT: UNIT TOTAL ITEM DESCRIPTION QTY UNIT COST COST 1 BATTERY, ALKALINE, AAA SIZE, EA 1.5 VOLTS NSN: Items per EA: 12 BOC: CONTRACT: END OF DISPLAY--PRESS RETURN OR ENTER '^' TO HALT: ***** TAKE NOTE ***** This order will not be sent via EDI. To place a Purchase Card order via EDI please use the Purchasing Agent Menu. Enter ELECTRONIC SIGNATURE CODE: Thank you. Print Purchase Card Order ? YES// n (NO) Cost of this request: $42.00 Current Control Point Balance: $ ...now generating the PHA transaction ...now generating the FPDS message for the AAC Enter your electronic signature code. You may print the Purchase Card order if you like. IFCAP will display the cost of the request and the balance of the Control Point that will fund the request. Other messages related to Inventory point due-ins and PHA transactions may appear. Enter the output device for the Purchase Card order at the Queue On Device: prompt. IFCAP will print or display the Purchase Card order on the output device you selected. Enter another purchase order number at the Purchase Order: prompt, or press <Enter> to return to the Process Purchase Card

AMENDING ORDERS AFTER SIGNATURE
There will be times when it will be necessary to amend a Purchase Card order. Purchase card order amendments will be allowed for the following: LINE ITEM ADD: This amendment adds a line item to the Purchase Card order. Purchase Card Users can only add line items on Detailed Purchase Card Orders. LINE ITEM DELETE: This amendment deletes a line item to the Purchase Card order. Purchase Card Users can only delete line items on Detailed Purchase Card Orders. LINE ITEM EDIT: This amendment edits a line item on the Purchase Card order. Purchase Card Users can only edit line items on Detailed Purchase Card Orders. FCP CHANGE (Limited to authorized buyer information/list.) This amendment changes the Fund Control Point on a Purchase Card order.

VENDOR CHANGE: This amendment changes the vendor on a Purchase Card order.
CANCEL P/C ORDER: This amendment cancels a Purchase Card order. F.O.B. EDIT: This amendment changes the Freight On Board charges from Origin to Destination or vice versa. Purchase Card Users can only change Freight on Board charges on Detailed Purchase Card Orders.

AMENDMENT STATUS Upon approval of the amendment, IFCAP will permit the user to select the appropriate status for the document. Status selection offered will depend on what the status was, when the user started the amendment. The following is a partial list of possible choices: Cancelled Order Complete Order Received (Amended) Ordered (No Fiscal Action)-Amended Partial Order Received (Amended) Partial Payment (Not Received) – Amended Transaction Complete (Amended) Often times amendments are processed at the same time a reconciliation Is being performed in order to clear the item and show it as fully received and Reconciled Often individuals will receive an order as a partial instead of complete or they will reconcile an item as a partial payment instead of a complete payment.

ENTERING AMENDMENT FOR PURCHASE CARD
Select Purchase Card Menu Option: Process Purchase Card Menu New Simplified Purchase Card Order Edit Simplified Purchase Card Order New Detailed Purchase Card Order Edit Detailed Purchase Card Order Amendment To Purchase Card Order Adjustment Voucher To Purchase Card Order Receive Purchase Card Order Item Display Vendor Display Create P/C Order From Repetitive Item List Convert P/C Order To 2237 Request Convert P/C Order to a Delivery Order Cancel An Incomplete PC Order Convert Temporary 2237 to PC Request Select Process Purchase Card Menu Option: Amendment To Purchase Card Order Editing a Purchase Card order will allow you to change the order before you certify it with your electronic signature code. All previously entered data will appear as default data.

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC
PURCHASE ORDER: P10501 Amendment Number: 1 ...copying Purchase Order into work file... ...EXCUSE ME, HOLD ON... EFFECTIVE DATE: TODAY// (OCT 15, 2010) AUTHORITY: D// OTHER (specify type of modification and authority) TYPE COMMENTS: CONTRACTOR REQUIRED TO SIGN?: NO// NO Select one of the following: F.C.P. Edit Change VENDOR AUTHORITY Edit LINE ITEM Edit Select TYPE OF AMENDMENT NUMBER: 4 LINE ITEM Edit ...HMMM, JUST A MOMENT PLEASE... Most common reason For an amendment is to Change something regarding a line item Enter a station number if prompted. Enter a Purchase Card order number, or enter two question marks to see a list of available purchase orders. If there is an amendment pending for the purchase order, IFCAP will ask you if you want to edit it. If no amendment is pending IFCAP will assign an amendment number for this transaction. At the Effective Date: prompt, enter the date that the amendment will take effect, or press <Enter> to accept the default of today's date. At the Authority: prompt, enter the authority by which you amend the Purchase Card order. If you do not know the applicable authorization, enter two question marks and IFCAP will list the available authority categories. Press <Enter> to accept the default value of “D”. If you are canceling the order, change the value to “E”. Enter comments about the amendment if you like at the Type Comments: prompt. At the Contractor Required To Sign?: prompt, enter Y if the contractor has to sign the amendment showing that they accept the terms of the amendment. IFCAP will display a list of the amendment types you can create. At the Type Of Amendment Number: prompt, enter the number corresponding to the type of amendment you want to create.

PACKAGING MULTIPLE: 1// UNIT CONVERSION FACTOR: 1//
Select ITEM: 1 TEST ITEM MASTER FILE NO.: DESCRIPTION: 1>TEST EDIT Option: QUANTITY: 1// 2 UNIT OF PURCHASE: EA// ACTUAL UNIT COST: $ // 11.50 PACKAGING MULTIPLE: 1// UNIT CONVERSION FACTOR: 1// VENDOR STOCK NUMBER: FSC/PSC: 9999// CONTRACT/BOA: BOC: 2660 Operating Supplies and Materials Select TYPE OF AMENDMENT NUMBER: AMENDMENT/ADJUSTMENT STATUS: Ordered (No Fiscal Action)-Amended // JUSTIFICATION: tst Review Amendment ? YES// (YES) In this example, we are amending line item #1. Once selected, this will take you through the prompts so that you may change any fields that need to be edited. IFCAP will display the edit prompt(s) that correspond to the amendment type you selected. If you would like to amend the Purchase Card order in another way, enter another amendment type at the Select Type Of Amendment Number: prompt. You may enter the new status of the Purchase Card order at the Amendment/Adjustment Status: prompt, or enter a question mark to see a list of valid status. Enter a justification for the amendment. You may review the amendment if you like. If you entered Y at the Review Amendment?: prompt, IFCAP will display the amendment on the screen.

2. MOD. NO.: | 3. EFFECTIVE DATE: | 4. REQUISITION/P.O. REQ. NO.:
_______________________________________________________________________________ 8. NAME AND ADDRESS OF CONTRACTOR | 10A. MODIFICATION OF CONTRACT/ORDER IFVENDOR,SIX | NO. 688-P15011 1000 S BOULEVARD |______________________________________ SUITE | 10B. DATED (See Item 13) 10/1/2010 ROOM 100, POD | ANYTOWN, GA | _____________________________________________________________________ 12. ACCOUNTING AND APPROPRIATION DATA (If required) Increase $ TOTAL AMOUNT: $ D. OTHER (specify type of modification and authority) IMPORTANT: Contractor is not required to sign this document and return copies to the issuing office. 14. DESCRIPTION OF MODIFICATION (organized by UCF section heading, including contract subject matter where feasible.)

____________________________________________________________
**Currently: Item No Item Master File No BOC: 2660 TEST KITS Items per EA: NSN: 1 EA at $ = $ **Will now be AMENDED to read: 2 EA $ = $ *

ADDED THROUGH AMENDMENT*
Authority Edit is OTHER (specify type of modification and authority) Except as provided herein, all terms and conditions of the document referenced in Item 10A, as heretofore changed, remains unchanged and in full force and effect. _____________________________________________________________________________ JUSTIFICATION: price change CONTRACTING OFFICER: Joe Blue Approve Amendment number 1: ? NO// y (YES) Enter ELECTRONIC SIGNATURE CODE: Thank you. ...copying amendment information back to Purchase Order file... ...EXCUSE ME, JUST A MOMENT PLEASE... ...checking on due-ins at inventory point(s)... ...now creating entry in File 410 for the amendment... SEND TO SUPPLY QUEUE ON DEVICE: UCX/TELNET If you are satisfied with the amendment, enter Y at the Approve and print Amendment number (#)?: prompt. Enter your electronic signature code. At the Queue On Device: prompt, enter the output device for the amendment. IFCAP will print the amendment on the output device you selected. Enter another station number if prompted, to amend another Purchase Card order, or enter a caret (^) to return to the Process Purchase Card Menu.

ADJUSTMENT VOUCHER Use this option to decrease the quantity received on a receiving report for a Purchase Card order. Select Purchase Card Menu Option: Process Purchase Card Menu New Simplified Purchase Card Order Edit Simplified Purchase Card Order New Detailed Purchase Card Order Edit Detailed Purchase Card Order Amendment To Purchase Card Order Adjustment Voucher To Purchase Card Order Receive Purchase Card Order Item Display Vendor Display Create P/C Order From Repetitive Item List Convert P/C Order To 2237 Request Convert P/C Order to a Delivery Order Cancel An Incomplete PC Order Select Process Purchase Card Menu Option: Adjustment Voucher to Purchase Card Order Use this option to decrease the quantity received on a receiving report for a Purchase Card order. This option will follow the prompts of the current Adjustment Voucher option.

Select STATION NUMBER ('^' TO EXIT): 658// SALEM, VA
PURCHASE ORDER: P PC Partial Order Received (Amended) FCP: $ A1 SUPPLIES Adjustment number: 2 Do you wish to continue? YES// (YES) EFFECTIVE DATE: t (OCT 15, 2010) AMENDMENT/ADJUSTMENT STATUS: ? Enter the status the purchase will have after it is amended. Answer with PURCHASE ORDER STATUS NAME, or SUPPLY STATUS ORDER Do you want the entire PURCHASE ORDER STATUS List? y (Yes) Choose from: Complete Order Received (Amended) Ordered (No Fiscal Action)-Amended Partial Order Received (Amended) Transaction Complete (Amended) Enter a station number if prompted. Enter the Purchase Card order you wish to adjust at the Purchase Order: prompt, or enter two question marks to see a list of available purchase orders. IFCAP will display the Adjustment number it is working on. You will be prompted ‘Do you wish to continue? Yes//’. Accept the default of Yes to continue with the adjustment voucher. At the Effective Date: prompt, enter the date that the adjustment will take effect. You may enter the new status of the Purchase Card order at the Amendment/Adjustment Status: prompt, or enter a question mark to see a list of valid status.

AMENDMENT/ADJUSTMENT STATUS: 26 Partial Order Received (Amended) 26
Select PARTIAL DATE: t OCT 15, 2010 ...HMMM, HOLD ON... Select ITEM: 1 QTY BEING RECEIVED: 2// 1 Select ITEM: Review Adjustment ? YES// (YES) ADJUSTMENT VOUCHER 10/3/10 Adjustment Voucher for Purchase Order 658-P15138 Item No. 1 CUTTER WIRE KIRSCHNER Items per EA: STK#: 3 EA at $ = $ ORIGINALLY QTY RECEIVED = 2 ,COST = $ 246.4 will now read: QTY RECEIVED=1, COST=$123.2 Enter the date of the receiving report you wish to adjust at the Select Partial Date: prompt. If you do not know the report date, enter three question marks and IFCAP will list the available dates. Enter the sequence number of the item you want to adjust (e.g., 1 for the first item on the purchase order) at the Select Item: prompt. Enter the new quantity at the QTY Being Received: prompt. This value has to be smaller than the quantity on the receiving report. Press Enter at the Select Item: prompt when you are through entering items for adjustment. You may review the adjustment if you like. IFCAP will display the adjustment voucher.

This Receiving Report will now read: Total Amount: 123.2
Vendor: A1 SUPPLIES APPROPRIATION: This Receiving Report will now read: Total Amount: 123.2 CONTRACTING OFFICER: Janie Beanstalk Edit Description ? NO// (NO) Approve and print Adjustment no.: 2? NO// y (YES) Enter ELECTRONIC SIGNATURE CODE: Thank you. ...HMMM, LET ME THINK ABOUT THAT A MOMENT... ...please wait while I update the due-ins at the inventory points... SEND TO SUPPLY QUEUE ON DEVICE: ;80;999 TELNET SUBJECT: ADJUSTMENT VOUCHER You may also edit the description of the adjustment. Confirm that you want to approve the adjustment by entering Y at the Approve And Print (In Fiscal And Supply) Adjustment No. (#)?: prompt. Enter your electronic signature. Enter an output device for the adjustment voucher. IFCAP will print or display the adjustment voucher on the output device you selected. You may enter another purchase order at the Purchase Order: prompt, or press <Enter> to return to the Process Purchase Card Menu.

Adjustment Voucher for Purchase Order 658-P15138
Item No. 1 CUTTER WIRE KIRSCHNER Items per EA: STK#: 3 EA at $ = $ ORIGINALLY QTY RECEIVED = 2 ,COST = $ 246.4 will now read: QTY RECEIVED=1, COST=$123.2 Vendor: IFVENDOR,NINE APPROPRIATION: This Receiving Report will now read: Total Amount: 123.2 _____________________________________________________________________________ Approve subject to final action on R/S on items indicated | DATE | P.O. NO. _______________________________________________________________| | SIGNATURE OF CONTRACTING OFFICER | | | | /ES/ IFBUYER,SIX 10/13/ | 10/13/10 | _________________________________________________________

CONVERT PURCHASE CARD ORDER TO 2237
Select Purchase Card Menu Option: Process Purchase Card Menu New Simplified Purchase Card Order Edit Simplified Purchase Card Order New Detailed Purchase Card Order Edit Detailed Purchase Card Order Amendment To Purchase Card Order Adjustment Voucher To Purchase Card Order Receive Purchase Card Order Item Display Vendor Display Create P/C Order From Repetitive Item List Convert P/C Order To 2237 Request Convert P/C Order to a Delivery Order Cancel An Incomplete PC Order Convert Temporary 2237 to PC Request Select Process Purchase Card Menu Option: Convert P/C Order To 2237 Request This option will allow the user to convert the “unsigned” Purchase Card order back into a This might be necessary if the Vendor will not accept a credit card, or the user has exceeded their Single or Monthly Purchase Limit. This option will allow the user to convert the “unsigned” Purchase Card order back into a This might be necessary if the Vendor will not accept a credit card, or the user has exceeded their Single or Monthly Purchase Limit. The use of this option will eliminate the need to reenter all the order data.

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC
P.O./REQ. NO.: P P PC Order Not Completely Prepared FCP: $ $ $ 4.50 Use transaction to access this record from your fund control point. Conversion completed. NOTE: Use the Control Point options to edit and complete the 2237 once the request has been converted

PROCESS RECEIVING REPORT
Select Purchase Card Menu Option: Process Purchase Card Menu New Simplified Purchase Card Order Edit Simplified Purchase Card Order New Detailed Purchase Card Order Edit Detailed Purchase Card Order Amendment To Purchase Card Order Adjustment Voucher To Purchase Card Order Receive Purchase Card Order Item Display Vendor Display Create P/C Order From Repetitive Item List Convert P/C Order To 2237 Request Convert P/C Order to a Delivery Order Cancel An Incomplete PC Order Select Process Purchase Card Menu Option: Receive Purchase Card Order It is recommended to use the receipt required and have users process receiving reports in order to track the number of items that are being received as well as what items are received. When inputting a detailed purchase order there is an option to select if a receiving report is required. It is recommended that Yes be selected. The cardholder will then process receivers as goods are received. The “Receive Purchase Card Order” option allows individuals with Purchase Card authority to receive goods within their area. The option is similar to the current Warehouse Receiving option but is limited to PURCHASE CARD orders that the user has set up for DIRECT delivery. The warehouse staff will record the receipt of items delivered to them using existing options in the Warehouse Menu. The Receive Purchase Card Order option also allows the user to update the due-ins in the Inventory Package thus eliminating the need to receive twice (once in the Purchase Card program and once in the Inventory Program). If the order is received in the warehouse, the warehouse will utilize their Warehouse Receiving option to receive the goods; however, there would still be a need for the authorized buyer to receive the goods into the Inventory Package. It will not be necessary for the approving official to "sign off" at the receiving process. The approving official will "approve" through the reconciliation process. There will be the capability to process partials on Purchase Card orders. If a partial is processed, the status will be updated to Partial Order Received. If the order is received as complete, the status of the order will be updated to Complete Order Received. There will be no receiving document printed in Fiscal and no FMS document created and transmitted to Austin.

(658) Primary Inventory Point: SPD SURGERY
PURCHASE ORDER: P PC Ordered (No Fiscal Action Required FCP: $ A1 SUPPLIES I N V E N T O R Y version 5.0 (658) Primary Inventory Point: SPD SURGERY PA/PPM/AUTHORIZED BUYER: Janie Beanstalk REVIEW PURCHASE ORDER? NO// (NO) DATE RECEIVED: TODAY// (OCT 13,2010) LINE ITEM: 1 Item: CUTTER WIRE KIRSCHNER STK#: NSN: CUTTER WIRE KIRSCHNER UNIT OF PRCH: EA QTY ORDERED: PREVIOUSLY RECEIVED: 0 QTY BEING RECEIVED: AMOUNT: LINE ITEM: PURCHASE ORDER: 658-P STATUS: Ordered (No Fiscal Action Required) Enter a Purchase Card order number. You can review the Purchase Card order if you like. Enter the date you received the goods at the Date Received: prompt. Enter the line item number for the items at the Line Item: prompt. Enter the quantity that you are receiving. Repeat steps to enter additional line items.

PROCESSING: PURCHASE CARD PARTIAL: 1 10/3/10
UNIT QTY TOTAL ITEM DESCRIPTION QTY UNIT COST REC COST 1 CUTTER WIRE KIRSCHNER EA Total Amount: Approve this receiving report ? YES// (YES) Enter ELECTRONIC SIGNATURE CODE: Thank you. DC Distribution Cost EE E/E Inventory Item RO Receive Order Purchase Order Receipt Oct 03, :15: Page: 1 of 1 INVENTORY: 658-SPD PO: 658-P VENDOR: A1 SUPPLIES PARTIAL: 1 DATE: OCT 13, 2010 LINECNT: 1 TOTAL AMT: 246.4 LINE DESCRIPTION IM# POQTY CONV RECQTY AVGCOST UNITCOST TOTCOST 1 CUTTER-WIRE-KIRSCH Enter ?? for more actions Select Item(s): Quit// QUIT IFCAP will display the receiving report. You can approve the Receiving Report by entering a Yes at the prompt and by then entering your electronic signature code. If the item is part of the Inventory Point attached to the order, the GIP Receipt screen will open and the item may be received into the Inventory. If you choose to print an additional copy of the receiving report enter a device at the prompt. Enter another Purchase Card order at the Purchase Card Order: prompt, or press <Enter> to return to the Process Purchase Card Menu.

RECONCILIATION Purchase Card Reports Menu ...
Approving Official Menu ... Process Purchase Card Menu ... Purchase Card Display/Print Menu ... Reconciliation Menu ... Select Purchase Card Menu Option: Reconciliation Menu Reconciliation Edit/Remove Reconciliation ET-FMS Document Display Daily Purchase Card Charges Statement The contracted credit card company transmits Purchase Card order transactions to the Credit Card System (CCS) at the Austin Finance Center (AFC). This computer updates its database and sends the payment transactions to FMS. The AFC system also transmits purchase date, amount and vendor information to IFCAP in a transaction called a CC document. FMS records the payment transactions and formats the transactions into F16 Transactions that FMS sends to IFCAP. IFCAP processes the F16 entry and posts it to the FMS transaction portion of the Running Balance. IFCAP stores the CC transactions from the CCS system in the Reconciliation File. Purchase Card Users reconcile the transaction records in the Reconciliation File with the Purchase Card orders they entered in IFCAP. If the accounting data differs, IFCAP will create an Expenditure Transfer (ET) document and transmit it to FMS to correct FMS Control Point records. IFCAP will also correct its own Control Point Records. IFCAP is presumed to have the correct set of accounting data. Note: You must reconcile your transaction records in a timely manner. When you go to your Purchase Card menu and you have payment documents to reconcile, a bulletin will appear stating “You have (number) transaction(s) to reconcile (date range).” The number states how many payment documents you have to reconcile and the date range states the range you will print in the Daily Purchase Card Charges Statement. Reconciliation data will be transmitted from the contracted credit card company into the Credit Card System (CCS ) in Austin. This information includes: RETAIL ID; PURCHASE DATE; PURCHASE CARD NUMBER; DOLLAR AMOUNT and VENDOR NAME. The CCS database will create what is known as a CC# which begins with C. The next three digits are the station number, the next digit is the last digit of the calendar year, the next three digits are the Julian date and the remaining digits are a sequential number. (Example: C ) The CCS database will transmit this information to the FMS system, which will, in turn, generate an F16 document back to IFCAP. The contracted credit card company’s system will also send Credit Card Registration data through the CCS system to IFCAP. This data will update the Purchase Card Information File (440.5) in IFCAP.

Select Reconciliation Menu Option: Reconciliation
Select STATION NUMBER: 688 Select one of the following: Auto Charge Selection Manual Charge Selection Reconcile by Purchase Card Order # Select Number: 1 Auto Charge Selection Reconcile for your own Purchase Card orders? If you are an Approving Official for the service, IFCAP will ask you if you want to reconcile for your own Purchase Card orders. If you do, enter Yes. If you are the Approving Official for another Cardholder and you want to Reconcile orders for that person, enter No. You will then be asked to enter a Cardholder’s name. IFCAP will display the first payment document. The entry will show the Vendor Name, Purchase Date and Amount and may include the Purchase Order Number. If a match is found, the user will be prompted with the order and default of YES. If it is not the correct order, answer N and IFCAP will continue the matching process. IFCAP will then begin a matching process. IFCAP will attempt to find an existing purchase order with the same Credit Card Number and Purchase Order # that is on the payment entry. If no match is found, IFCAP will then search for a match using the Credit Card Number and the Amount of the Purchase Card Order. If a dollar Range has been defined in File 411 the matching process will look for Amounts, which fall within the Range specified. If no match is found, IFCAP will then do the matching process again using any other Credit Card that is assigned to the CARDHOLDER. If IFCAP finds potential matches, IFCAP will display a list of possible Purchase Card orders. 3 ways to reconcile manual reconciliation is recommended due to auto reconciliation will select the incorrect transactions and then the control point clerk will have to unreconcile the charges the begin again.

AUTO RECONCILIATION Reconcile Doc: C Purchase Date: OCT 9, 2010 Vendor Name: Veteran Imaging Products P.O.#: 688-P15202 TXN REF: A $Amount: 2.00 to this IFCAP Purchase Card order: IFCAP Order FCP: 221 SUPPLY B (REV) Purchase Date: OCT 10, 2010 Vendor Name: Veterans Imaging Products P.O.#: 688-P15050 STATUS: Ordered (No Fiscal Action Required) $Amount: 2.00 Total Reconciled Charges: 0.00 The CC-credit card # and Purchase Card order card # are different. ____________________________________________________________________________ Action Code: RC: Reconcile DO: Display Order ND: Next Document RS: Reselect RD: Redisplay Data DC: Display Charges Action: rc COMPLETE ORDER RECEIVED: NO// y YES WARNING: If a credit or additional charge is expected against this order number do NOT respond YES. FINAL CHARGE: NO// y YES COMMENTS: 1> EDIT Option: Generating ET-document to FMS... AUTO reconciliation ends. Enter the sequence number associated with the Purchase Card order you want to reconcile, or enter ND to see the next payment document. IFCAP will display the next payment document Select DO at the Action Code: prompt to display the purchase order. Enter DC at the Action Code: prompt to display any previously reconciled charges for this order. Enter RS at the Action Code: prompt to reselect the purchase document and start the matching process over. Enter RD at the Action Code: prompt to Redisplay Data. Enter RC at the Action Code: prompt to Reconcile the payment with the selected Purchase Card order. If the Purchase Order is a Simplified Order or a Detailed Order and the Receiving Required response was N, the Complete Order Received?: prompt will appear. Enter Y if the item(s) you are receiving are the last of the outstanding items for the order. Enter Y at the Final Payment: prompt ONLY if you do not expect any more payments or credits to the Purchase Card order you selected. If you indicate all the merchandise is received but you indicate the payment is NOT the Final you will receive this prompt: Are You Going To Dispute This Charge?: Enter Yes or NO as applicable. If there is a difference between the accounting elements on the Purchase Card Order in IFCAP and the accounting elements on the payment charge an Expenditure Transfer (ET) document will be created automatically and sent to FMS in Austin. (IFCAP is presumed to have the correct set of accounting elements.)

MANUAL RECONCILIATION (preferred method)
You are reconciling this credit card CHARGE: Reconcile Doc: C Purchase Date:OCT 9, 2010 Vendor Name: A1 SUPPLIES P.O.#: TXN REF: Y $Amount: to this IFCAP Purchase Card order: IFCAP Order FCP: 221 SUPPLY B (REV) Purchase Date: OCT 9, 2010 Vendor Name: A1 SUPPLIES P.O.#: 688-P15024 STATUS: Ordered (No Fiscal Action Required) $Amount: Total Reconciled Charges: 0.00 WARNING: The CC-charge amount and Purchase Card order amount are different. _____________________________________________________________________________ Action Code: RC: Reconcile DO: Display Order ND: Next Document RS: Reselect RD: Redisplay Data DC: Display Should we really say that this is the preferred method??? If you are an Approving Official for the service, IFCAP will ask you if you want to reconcile for your own Purchase Card orders. If you do, enter Yes. If you are the Approving Official for another Cardholder and you want to Reconcile orders for that person, enter No. You will then be asked to enter a Cardholder’s name. IFCAP will display the first payment document. IFCAP will display a listing of any Unreconciled payment charges for the cardholder selected. User can select the payment charge to be reconciled. IFCAP will attempt to find an existing Purchase Card Order with the same Credit Card Number and Amount. If a dollar Range has been defined in File 411 the matching process will look for Amounts, which fall within the Range, specified. If no match is found, IFCAP will list any open Purchase Card order, which has the same Credit Card number. User can select the Purchase Card order they wish to reconcile to the payment charge. Select DO at the Action Code: prompt to display the purchase order. Enter DC at the Action Code: prompt to display any previously reconciled charges for this order. Enter RS at the Action Code: prompt to reselect the purchase document. Enter RD at the Action Code: prompt to Redisplay Data. Enter RC at the Action Code: prompt to Reconcile the payment with the selected Purchase Card order. Enter Y at the Complete Order Received?: prompt if the item(s) you are receiving are the last of the outstanding items for the order. Enter Y at the Final Payment: prompt ONLY if you do not expect any more payments to the Purchase Card order you selected. Enter Y or N at the Are You Going To Dispute This Charge?: prompt. If you indicate all the merchandise is received but you indicate the payment is NOT the Final you will receive this prompt. If there is a difference between the accounting elements on the Purchase Card Order in IFCAP and the accounting elements on the payment charge an Expenditure Transfer (ET) document will be created automatically and sent to FMS in Austin. (IFCAP is presumed to have the correct set of accounting elements) If there are other Purchase Card orders to be reconciled IFCAP will display the list again. User may enter “^” to exit the option. Under the manual reconciliation option you can select the order that you wish to reconcile to the charge. If the charge amount and the PC amounts have a variance greater than 10% an amendment should be processed and document the price variance

BY PURCHASE ORDER Select Number: 3 Reconcile by Purchase Card Order #
Select Purchase Card Order #: p0 1 P P P PC Ordered (No Fiscal Action Required FCP: AMSCO 2 P P P PC Ordered (No Fiscal Action Required FCP: STAPLES 3 P P P PC Ordered (No Fiscal Action Required FCP: A1 SUPPLIES CHOOSE 1-3: P PC Ordered (No Fiscal Action Required You are reconciling this PURCHASE CARD ORDER: IFCAP Order FCP: 110 IFBUYER,ONE Purchase Date: FEB 11, 2010 Vendor Name: AMSCO P.O.#: 688-P10002 STATUS: Ordered (No Fiscal Action Required) $Amount: 9.00 Total Reconciled Charges: 0.00 If no match is found, IFCAP will then look for any Unreconciled charge that has the same Credit Card Number as that on the order selected. If no match is found, the User may select another Purchase Card Order. Enter the first characters of the Purchase Card order. IFCAP will list the outstanding Purchase Card order numbers that begin with the characters you entered. Select a Purchase Card order number, or enter a caret (^) to return to the Action Code: prompt. Enter RS at the Action Code: prompt to reselect the charges. Enter DC at the Action Code: prompt to display any previously reconciled charges on this order. Enter RD at the Action Code: prompt to redisplay data. IFCAP will redisplay the purchase document and vendor name, and potential Purchase Card order matches with the purchase document. Enter NP at the Action Code: prompt to select a new document.

FINAL CHARGE: NO// Are you going to dispute this charge amount?: NO// NO COMMENTS: 1> EDIT Option: Manual Select by Listing Unreconciled C-payment document: $ ~ A1 SUPPLIES $ ~ AMSCO $ ~ THE BONZAI $ ~ STAPLES CHOOSE 1-4:

The system is attempting to locate credit card charge...
Matching Card XXXX2345, Vendor's Purchase Order #: Not Found Matching Card XXXX2345, $Amount within Range 5%: Listing All Credit Card Charges with Matched Card XXXX2345: No Credit Card Charges Selected! _______________________________________________________________ Action Code: RS: Reselect Charges RD: Redisplay Data NP: Next Purchase Order DC: Display Charges Action:

ET PROCESSING Select Purchase Card Menu Option: reconciliation Menu
Edit/Remove Reconciliation ET-FMS Document Display Daily Purchase Card Charges Statement Select Reconciliation Menu Option: ET-FMS Document Display Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC Select one of the following: ET Expenditure Transfer Select Transaction Type: ET Expenditure Transfer This option displays Electronic Transfer (ET) documents. Control point users can use this option to identify the Purchase Card order number associated with the ET documents listed on their running balance. Enter a station number. IFCAP will display the types of transactions you can see. Enter the transaction type ET.

ET’s occur due to purchase cards are attached to a control point and have the most common costing assigned to them. Instead of ordering multiple cards one card will be ordered for a control point and when the order is generated the correct CP and correct costing are assigned to the order. The charge will be received with the incorrect information. Since the charge is incurred when the item is reconciled an ET will be generated to change the costing to what is on the purchase order. FMS ET Document ID: ?? Choose from: ET-688FADG0006 ET-688JJJP1379 FMS ET Document ID: ET-688JJJP1379 FMS Document: ET-688JJJP1379 Description: Auto ET Document Status: TRANSMITTED Created: OCT 14, Description Line # Line #4 BBFY: BBEY: FUND: A A1 STATION: At the FMS ET Document ID: prompt, enter the document identifier code for the document, or enter two question marks to see a list of available documents. IFCAP will display the document you selected, listing expense and fund information about the document.

SUB STATION: COST CENTER: SUB COST CENTER: FCP/PRJ: B B1 BOC: JOB NO: LINE AMOUNT: LINE ACTION: D I PURCHASE CARD ORDER: 688-P15352

REMOVING RECONCILIATION
Select Purchase Card Menu Option: Reconciliation Menu Reconciliation Edit/Remove Reconciliation ET-FMS Document Display Daily Purchase Card Charges Statement Select Reconciliation Menu Option: Edit/Remove Reconciliation Reconciliations have to be removed when incorrect charges are reconciled to orders or when an incorrect status has been assigned to the reconciliation. I.e. Status is partial order received and the whole order should be received and the charges should be processed as final. The reconciliations will have to be reapproved Sometimes, users will inadvertently reconcile a Purchase Card order to the wrong payment document or answer the Complete Order Received or Final Payment questions incorrectly. Use the Remove Reconciliation option to remove the reconciliation so that you can reconcile the Purchase Card order with the correct payment document. Use the Edit Reconciliation option to correct the answer to the Complete Order Received or Final Payment questions.

Select STATION NUMBER: 688 WASHINGTON,DC
Edit/Remove Reconciliation for your own Purchase Card orders? YES Select Reconciled/Disputed C-Document/Purchase Card Order: C C $ STAPLES **** WARNING **** This charge is reconciled. If you 'Edit' it, another approval will be needed. If you 'Remove' the reconciliation, you must reconcile the charge and your Approving Official will have to approve it again. Use the action code DD (Display Document) if no change is desired. Do you want to continue? NO// YES Enter a station number if prompted. Enter Y at the Edit/Remove Reconciliation For Your Own Purchase Card Orders?: prompt if you want to edit or remove your own reconciliation, otherwise, enter N. Enter the Purchase Credit Card or holder of the Purchase Card associated with the reconciliation you want to edit or remove. Enter a reconciled Purchase Card order at the Select Reconciled/Disputed C-Document/Purchase Card Order: prompt.

Action Code: ED: Edit DO: Display Order ND: Next Document
RM: Remove DD: Display Document Action: RM COMMENTS: 1>TEST KITS EDIT Option: Generating ET-document to FMS... AFTER Removing Change P.O. Status to: Ordered (No Fiscal Action Required)// Select Reconciled/Disputed C-Document/Purchase Card Order: Enter ED at the Action: prompt to edit the reconciliation, or RM at the Action: prompt to remove the reconciliation. If you do not want to change any data, but want to view the document enter DD at the Action: prompt. If you edit the reconciliation, IFCAP will allow you to declare whether the complete order has been received (if receiving was not required on the purchase order) and whether the VA has made the final payment to the vendor for this purchase. Enter comments if you like. If you remove the reconciliation an ET document will be generated to FMS and a status of order prompt will appear with the new status. Check the status of the order to ensure that IFCAP is setting it correctly. Enter another reconciled Purchase Card order at the Select Reconciled/Disputed C-Document/Purchase Card Order: prompt, or press <Enter> to return to the Reconciliation Menu.

Control Point Official

CONTROL POINT OFFICIAL FUNCTIONS
- Approve transactions created by the Control Point Clerk level, (2237 forms and Issue Book requests , 1358 forms) and reconciled purchase card transactions timely - Verify the correct method of purchase is utilized (i.e or 1358) Overall responsibility for managing funds for the control point ensuring adequate funding is available and requests additional funds as needed - Reconciles the Control Point daily - Assign individuals duties as control point requestors, clerks, and purchase card holders As a Control Point Official, you may create, edit and approve requests assigned to a Control Point you are authorized to use. To use a Control Point, the Control Point Official for that Control Point has to provide access. If a user’s access is limited to the Control Point Requestor or Control Point Clerk level, IFCAP will require the Control Point Official to approve all transactions that user creates before transmitting them to Personal Property Management (2237s and Issue Book requests) or Accounting (1358s). This is because the Control Point Official is responsible for approving all expenditures to the Control Point. Control Point Officials approve requests, reconcile the financial records of their Control Point, and authorize users to be Requestors, Control Point Clerks, or Control Point Officials for the Control Point. As Control Point Requestors create requests, Control Point Clerks turn their requests into transactions, which the Control Point Official rejects or approves and sends to Personal Property Management (PPM) or Fiscal Service, who orders the goods or services, and obligates (sets aside) money for the purchase.

MENU OPTIONS Requests Ready for Approval List Process a Request Menu
Display Control Point Activity Menu Funds Control Menu Status of Requests Reports Menu Record Date Received by Service Menu Approve Requests Enter/Edit Control Point Users Record Receipt of Multiple Delivery Schedule Items Multiple Delivery Schedule List The options you use in IFCAP are divided into groups based upon the type of work you do. When you select these options, IFCAP will ask you a series of questions. OPTION: Requests Ready for Approval List– lists requests pending your approval OPTION: Process a Request Menu– allows you to process transaction requests (temporary transactions) OPTION: Display Control Point Activity Menu– displays request/transaction information OPTION: Funds Control Menu– balance the Control Point OPTION: Status of Requests Reports Menu– lets you generate reports on the requests for the Control Point OPTION: Record Date Received by Service Menu– lets you report receipt of items ordered on IFCAP transactions OPTION: Approve Requests– allows you to review the order, edit the order, and forward the order to Supply OPTION: Enter/Edit Control Point Users– permits you to allow other users to make requests, transactions, and/or approve orders OPTION: Record Receipt of Multiple Delivery Schedule Items – lets you record the receipt of items that are received in multiple deliveries OPTION: Multiple Delivery Schedule List– lets you generate a list of transactions having items with multiple delivery dates or receiving locations

ASSIGN USERS TO CONTROL POINT
As a Control Point Official, you appoint clerks and requestors to your Control Point, allowing them to charge expenses to your Control Point. Some facilities will not allow the Control Point Official this functionality and all requests for access are handled by Fiscal Approve Requests Requests Ready for Approval List Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point Users Record Receipt of Multiple Delivery Schedule Items Multiple Delivery Schedule List

Select Control Point Official's Menu Option: Enter/Edit Control Point Users Select CONTROL POINT: 101 LAB TESTING 101 ALLOW ACCESS BY ALL REQUESTORS: YES// ??? YES allows all Control Point users to have requestor level access. CHOOSE FROM: Y YES N NO ALLOW ACCESS BY ALL REQUESTORS: YES// No Note: If you are a Control Point Official for several Control Points, you might want to enter NO at the ALLOW ACCESS BY ALL REQUESTORS: prompt for some of your Control Points and enter authorized users individually for those Control Points. Not recommended to allow all users access best to specify who can access and the level of access.

Select CONTROL POINT USER: JANIE BEANSTALK// JANIE BEANSTALK??
CHOOSE FROM: JACK SPRAT CONTROL POINT OFFICIAL DAISY DUCK CONTROL POINT OFFICIAL MINNIE MOUSE CONTROL POINT OFFICIAL ANNIE LOCKABY CONTROL POINT OFFICIAL This is the name of the person who will be allowed to access this Control Point. Select CONTROL POINT USER: JANIE BEANSTALK//JACK SPRAT At the Select CONTROL POINT USER: prompt, enter the name of a Control Point user. To see the list of available users you can add to your Control Point, type three question marks (???) at the prompt. If the user you want to select is not on the list of available users, ask your IRM service to add the user to the VistA system.

CONTROL POINT USER LEVEL OF ACCESS: ???
This is the level of access for the Control Point users (i.e., 1 = Control Point Official, who has authority to approve requests; 2 = Control Point Clerk, who can enter permanent transactions; and 3 = Requestor, who can initiate temporary requests to the Control Point Clerk). CHOOSE FROM: CONTROL POINT OFFICIAL CONTROL POINT CLERK REQUESTOR CONTROL POINT USER LEVEL OF ACCESS: 3 REQUESTOR LEVEL OF ACCESS: REQUESTOR// At the CONTROL POINT USER LEVEL OF ACCESS: prompt, specify whether you want the user to be a Control Point Official, a Control Point Clerk, or a Requestor.

RECEIVE FMS RECONCILIATION: ???
Good idea to have someone receive the messages and to be responsible to reconcile the control point. Can assign multiple people to receive the messages RECEIVE FMS RECONCILIATION: ??? This field is used to indicate which control point users will receive electronic mail messages whenever transactions in FMS affect the balance in their Fund Control Point. Users coded as "y" will be the only ones receiving these messages. However, if no users are coded "Y", all control point officials will receive messages. CHOOSE FROM: Y YES N NO RECEIVE FMS RECONCILIATION: Y YES Select CONTROL POINT USER: JANIE BEANSTALK// JACK SPRAT At the RECEIVE FMS RECONCILIATION: prompt, specify whether you want the user to receive the FMS Reconciliation Report from the Austin Automation Center (AAC). At the NOTIFICATION DESIGNEE: prompt, select whether you want the user to receive the Control Point funding notification bulletin. You, and whoever you appoint as a proxy Control Point Official, should receive this bulletin, since this is the report that you use to reconcile estimated expenses with actual expenses. Enter another user name at the SELECT CONTROL POINT USER: prompt, or just press <Enter> to return to the Control Point Official’s menu.

CHANGE EXISTING TRANSACTION NUMBERS
Select Control Point Official's Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report Select Process a Request Menu Option: Change Existing Transaction Number Select CONTROL POINT: 101 Medicine// A AA20100 If a 1358 the Control Point Clerk should be the individual to change the PO#. As an Approving Official do not go process all steps. Need to maintain separation of duties. The Control Point official may have a need to approve a temporary transaction that has not been converted to a permanent transaction by the Clerk. The first step is to Change the Temporary request to a Permanent transaction.

Would you like to review this request? No// Y (Yes)
Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: THX THX OBL A1 Medical Gauze Bandages Would you like to review this request? No// Y (Yes) Print administrative certification page of 2237? Yes// (Yes) DEVICE: HOME// LAT RIGHT MARGIN: 80// PRIORITY: STANDARD MAR THX-1138 REQUEST, TURN-IN, AND RECEIPT FOR PROPERTY OR SERVICES TO: A&MM Officer Requesting Office (162-2) Action Requested Date Prepared Date Required Delivery MAR 28, APR 1,2011 ITEM NO DESCRIPTION QUANTITY UNIT ESTIMATED OR STOCK NO UNIT COST Gauze Bandages BX TOTAL COST: $94.00 At the Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: prompt, enter the temporary transaction number that the requestor assigned to the request. You may review the request to make sure that you’ve chosen the correct one.

VENDOR INFORMATION:VENDOR:A1 Medical
CONTACT: Jillian PHONE: LOG Voucher Number: THX-1138 SPECIAL REMARKS: This is a standard remark. JUSTIFICATION OF NEED OR TURN-IN Items needed for computer section for daily use. Signature of Initiator Signature of Approving Official Date Annie Dole Publications Analyst

Appropriation and Accounting Symbols 688-3610160-101-820100-1091
MULTIPLE DELIVERY DISTRIBUTION LIST PAGE: ITEM PR# DESCRIPTION QTY DATE QTY SCP LOCATION Gauze Bandage **NONE** **NONE** Enter the information for the new transaction number Select FISCAL YEAR: 11// Select QUARTER: 2// Select CONTROL POINT: 101 Medicine// A AA A AA20100 Old transaction THX-1138 is now cancelled. Transaction 'THX-1138' has been replaced by transaction Would you like to review this request? No// (No) Current Control Point balance: $ Estimated cost of this request: $500.00 IFCAP will allow you to change the Fiscal Year, Fiscal Quarter, and Control Point for the transaction. IFCAP will then replace the temporary transaction number (earlier assigned to the request by the requestor) with a new, permanent transaction number. This new number will refer to the transaction for the rest of its history.

Total uncommitted balance from current and prior quarters: -$13456.86
Is this request ready for approval? Yes// (Yes) Is this request ready for transmission to A&MM/Fiscal? No// Y (Yes) Enter ELECTRONIC SIGNATURE CODE: Thank you. Would you like to replace another transaction number? No// (No) While not yet required Approving Officials should be encouraged to maintain separation of duties on 2237’s in addition to 1358’s IFCAP will give you one more chance to edit the request before asking if you want to transmit the request to A&MM/Fiscal Service. If you choose to transmit the request, IFCAP will ask for your signature code. Answer Y at the Would you like to replace another transaction number? if you want to approve another temporary request. If not, press <Enter> to return to the Control Point Official’s Menu.

CANCEL A TRANSACTION Select Control Point Official's Menu Option: Process a Request Menu New 2237 (Service) Request Edit a 2237 (Service) Copy a Transaction 1358 Request Menu ... Print/Display Request Form Change Existing Transaction Number Repetitive Item List Menu ... Cancel Transaction with Permanent Number Requestor's Menu ... Item Display Vendor Display Outstanding Approved Requests Report Select Process a Request Menu Option: Cancel Transaction with Permanent Number

Select TRANSACTION : ??? Attempting lookup in transaction file. Attempting lookup using 101 LAB TESTING (CONTROL POINT) LAB TESTING OBL GENERIC GENERAL STORE LAB TESTING CANC TEST KIT A1 MEDICAL LAB TESTING CANC TEST TUBES GENERAL MEDICAL SUPPLIES LAB TESTING Select a Control Point. Enter the permanent transaction number the Control Point Clerk assigned to the request. If you don’t know the number, type three question marks (???) at the Select TRANSACTION: prompt to have IFCAP display the available requests.

Press <RETURN> to see more, '^' to exit this list, OR
CHOOSE 1-5: Cancel this transaction? No// Y (Yes) Enter comments for this cancellation COMMENTS: 1> Project cancelled 2> EDIT Option: Would you like to cancel another transaction? No// (No) IFCAP will ask you to verify that you want to cancel the request and ask you to explain why you’re canceling the request. At the Would you like to cancel another transaction? prompt, answer Y if you want to cancel another request. If not, press <Enter> to return to the Process a Request menu. Often times Control Point Officials will leave transactions hanging with no action instead of cancelling them.

APPROVE REQUESTS Select Control Point Official's Menu Option: Approve Requests Requests Ready for Approval List Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point Users Record Receipt of Multiple Delivery Schedule Items Multiple Delivery Schedule List The Control Point Clerk will create transactions and then pass them to the Official for signature.

Select Control Point Official's Menu Option: Approve Requests
Please wait while I check your control points... Enter ELECTRONIC SIGNATURE CODE: Thank you. Loop thru all control points? Yes// (Yes) Loop thru all transactions for CP 60? Yes// (Yes) CP TRANSACTION NUMBER: TEMPORARY TRANSACTION: TRANSACTION TYPE: OBLIGATION FORM TYPE: REPETITIVE AND NON-REP ORDER REQUESTOR: MARY MAY DATE OF REQUEST: OCT 10, 2010 DATE REQUIRED: NOV 18,2010 If assigned multiple control points, can review all of them or can just select a single control point.

COMMITTED (ESTIMATED) COST: 25.20
VENDOR: GENERAL MEDICAL SUPPLIES ITEM #1 DESCRIPTION: TEST KITS Current Control Point balance: $ Estimated cost of this request: $25.20 Requests need to be reviewed prior to approval. Have you reviewed this request? Y (Yes) Is this request ready for approval? Yes// (Yes) Is this request ready for transmission to A&MM/Fiscal? No// Y (Yes) incrementing due-ins in inventory point: SPD ***END OF PROCESSING*** Should pay attention to the control point balance and ensure availability of funds.

STATUS OF REQUESTS Approve Requests Requests Ready for Approval List
Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point Users Record Receipt of Multiple Delivery Schedule Items Multiple Delivery Schedule List Select Control Point Official's Menu Option: status of Requests Reports Menu Print/Display Request Form Status of All Obligation Transactions PO with Associated Transactions Select Status of Requests Reports Menu Option: status of All Obligation Transactions IFCAP requests pass through several stages: the processing stage, where requests are created and approved for spending; the accounting stage, where a deduction and an order are created and associated to the request; the inventory stage, where the order is filled; and the payment stage, where the funds are deducted and the vendor is paid. IFCAP will tell you what stage your request is in.

Select STATION NUMBER: 688 Select FISCAL YEAR: 11//
Select QUARTER: 4// 1 Select CONTROL POINT: 110 MAVIS A DEVICE: UCX/TELNET Right Margin: 80// STATUS OF OBLIGATION TRANSACTIONS CP: 110 MAVIS .01 FY: OCT 12, :08 PAGE 1

OF DATE DATE DATE RECEIVED
PRIORITY DATE OF DATE DATE DATE RECEIVED TRANS # REQUEST SIGNED REQUIRED DELIVERED BY SVC VENDOR STATUS OBLIGATION# SORT GROUP FIRST LINE ITEM DESCRIPTION COMMENTS STANDARD /04/10 A1 MEDICAL TEST KITS STANDARD /04/ /04/ SUPPLY WAREHOUSE Assigned to JOE COOL CATS STANDARD /29/ /04/11 GENERAL MEDICAL SUPPLIES Pending Accountable Officer Sig TEST TUBES IFCAP will display a report of the transaction. Look at the STATUS field. In the example above, the status for the GENERAL MEDICAL SUPPLIES is Pending Accountable Officer Sig. In this example, you would contact the Personal Property Management Accountable Officer if you have specific questions about the status of your request.

FUND CONTROL POINT ADJUSTMENT
From the Control Point Official’s Menu, select option: Funds Control Menu Obligation Data Enter FCP Adjustment Data Assign Ceiling to Sub-Control Points Correct Sub-Control Point Amounts Recalculate Fund Control Point Balance Funds Control Reports Menu ... Select Funds Control Menu Option: Enter FCP Adjustment Data Select FISCAL YEAR: 11// Select QUARTER: 1// Select CONTROL POINT: 022 SURGERY This transaction is assigned transaction number: Enter a FISCAL YEAR: and a fiscal QUARTER: at the prompts. Enter a CONTROL POINT. If you do not know the Control Point, enter three question marks (???) and IFCAP will list the available Control Points. IFCAP will assign a transaction number to the adjustment.

BOC1 $ AMOUNT: ?? This is the dollar amount applied to the budget object code.
TRANSACTION BEG BAL: 40.00 Select SUB-CONTROL POINT: COMMENTS: 1>

This is the adjustment dollar amount for this obligation transaction.
OBLIGATION NUMBER: ??? Enter the 6 character purchase order/obligation/reference number for this transaction?? OBLIGATION NUMBER: C10021 SORT GROUP: DATE OBL ADJUSTED: ADJUSTMENT $ AMOUNT: ?? This is the adjustment dollar amount for this obligation transaction. ADJUSTMENT $ AMOUNT: 40 $ 40.00 COST CENTER: Surgery Service BOC1: Medical Supplies At the OBLIGATION NUMBER: prompt, enter a reference number for the transaction. The obligation number may be used. If you do not know the obligation number, enter three question marks and IFCAP will list the available obligation numbers. If this purchase is assigned to a project, office, or some other category for which a sort group has been created, enter that sort group at the SORT GROUP: prompt. If this purchase doesn’t belong to a sort group, just press <Enter>. Sort groups are used to generate expense reports for projects and offices. Make sure that you include all applicable purchases in the sort group and exclude all purchases that don’t belong to the sort group. At the DATE OBL ADJUSTED: prompt, enter today’s date. At the ADJUSTMENT $AMOUNT: prompt, enter the adjustment dollar amount for this obligation transaction. If this purchase is assigned to a section or service that has a cost center defined in IFCAP for their expenses, enter that cost center at the COST CENTER: prompt. Cost centers allow Fiscal staff to create total expense records for a section or service. At the BOC1: prompt, enter the Budget Object Code (BOC) classification for the item. If you do not know the budget object code, enter three question marks (???) at the prompt and IFCAP will display the available budget object codes. At the BOC1 $ AMOUNT: prompt, enter the amount of the item you want to attribute to the budget object code. Enter a second BOC at the BOC2: prompt if you like. If you like, Select SUB-CONTROL POINT. Add COMMENTS: if you wish. You may enter another adjustment transaction or return to the Funds Control Menu. Manual adjustment to control point balances usually Fiscal will do these adjustments and they are required due to rejects turned around online

SUB CONTROL POINTS Select Control Point Official’s Menu Option: Funds Control Menu Obligation Data Enter FCP Adjustment Data Assign Ceiling to Sub-Control Points Correct Sub-Control Point Amounts Recalculate Fund Control Point Balance Funds Control Reports Menu ... Select Funds Control Menu Option: Assign Ceiling to Sub-Control Points Select CONTROL POINT: ?? CHOOSE FROM: CONSULTANT & ATTENDING Basil Pharmacy Test LAB TESTING 101 Select CONTROL POINT: 101 LAB TESTING 101 Sub-Control Points are sometimes used by Service Chiefs to sub-allocate their funds into specific programs within that FCP. These transactions do not show up in Accounting and can only be seen by the FCP user (Clerk & Official). Enter the CONTROL POINT. If you do not know the Control Point, enter three question marks (???) and IFCAP will list the available Control Points.

Select CEILING TRANSACTION NUMBER: ???
Attempting lookup in transaction file. Attempting lookup using 101 LAB TESTING (CONTROL POINT) LAB TESTING CEIL 688FC This is a multiple transaction for a widget. LAB TESTING CEIL 688FC This is a multiple transaction for a widget. LAB TESTING CEIL This is a multiple transaction for a widget. LAB TESTING CEIL FC Test CHOOSE 1-4: TRANSACTION BEG BAL: Enter a CEILING TRANSACTION NUMBER. If you do not know the ceiling transaction number, enter three question marks (???) and IFCAP will list the available ceiling transaction numbers. IFCAP will list the balance of the transaction you selected.

Select SUB-CONTROL POINT: ???
This is an additional sub-control point. IFCAP allows more than one sub-control point on each transaction to get a quantity discount. CHOOSE FROM: 100 SHOES TESTING This is the name of the sub-control point. Select SUB-CONTROL POINT: 100 ARE YOU ADDING '100' AS A NEW SUB-CONTROL POINT (THE 1ST FOR THIS CONTROL POINT ACTIVITY)? Y (Yes) $ AMOUNT: RUNNING TOTAL: BAL: Enter one or more Sub-Control Points if you like.

Select SUB-CONTROL POINT: The transaction $ amount is $ 533.00.
You still have $ available that could be assigned to your sub-control points. Do you want to re-edit your entries? Yes// (Yes) TRANSACTION BEG BAL: Select SUB-CONTROL POINT: 100// Shoes ARE YOU ADDING 'SHOES' AS A NEW SUB-CONTROL POINT (THE 2ND FOR THIS CONTROL POINT ACTIVITY)? Y (Yes) $ AMOUNT: RUNNING TOTAL: BAL: 0.00 Select SUB-CONTROL POINT: Would you like to assign ceiling to sub-control points from another ceiling transaction? No// (No) At the $Amount: prompt, enter the amount of the ceiling. IFCAP will deduct the ceiling amount you enter from the transaction amount and ask if you want to assign it to another Sub-Control Point. You may also assign a ceiling to Sub-Control Points from another ceiling transaction. After completing the ceiling assignment, IFCAP will return to the Funds Control Menu.

RECALCULATE FUND CONTROL POINT
From the Control Point Official’s Menu, select option: Funds Control Menu Obligation Data Enter FCP Adjustment Data Assign Ceiling to Sub-Control Points Correct Sub-Control Point Amounts Recalculate Fund Control Point Balance Funds Control Reports Menu ... Select Funds Control Menu Option: Recalculate Fund Control Point Balance Select FISCAL YEAR: 11// Select QUARTER: 1// Select CONTROL POINT: 101 LAB TESTING 101 Submit RECALCULATE CONTROL POINT BALANCES to the TASK MANAGER? YES// Requested Start Time: NOW// (OCT 28, RECALCULATE CONTROL POINT BALANCES HAS TASK NUMBER This option recalculates the Fund Control Point balance that the Control Point Official sees when approving a request. This option should only be used if the Fund Control Point balance differs from the running balance. From the Control Point Official’s Menu, select Funds Control Menu. From the Funds Control Menu, select Recalculate Fund Control Point Balance. Enter a fiscal year, a fiscal quarter and a Control Point. If you do not know the Control Point, enter three question marks at the prompt and IFCAP will display the available Control Points. IFCAP will send a mail message to the Control Point Official when it has finished recalculating the balance. Sometimes there is a need to recalculate especially at the end or beginning of a quarter. This is also available in the Budget options for Fiscal staff and they will run this option as well.

CONTROL POINT QUARTERLY REPORT
From the Control Point Official’s Menu, select option: Funds Control Menu Obligation Data Enter FCP Adjustment Data Assign Ceiling to Sub-Control Points Correct Sub-Control Point Amounts Recalculate Fund Control Point Balance Funds Control Reports Menu ... Select Funds Control Menu Option: Funds Control Reports Menu Quarterly Report Ceiling Report Audit Transaction List Sort Group Report Classification of Request Report Cost Center Totals BOC Totals Sub-Control Point Report Reconciliation of PO/Sub-CP Dollar Amounts BOC Detail Totals FMS Transaction Data A Control Point listing of all transactions (Ceilings, Obligations, Adjustments) made to a Control Point's Funds.

Select Funds Control Reports Menu Option: Quarterly Report
Select FISCAL YEAR: 11// Select QUARTER: 2// Select CONTROL POINT: 101 LAB TESTING 101// ...OK? Yes// (Yes) DEVICE: LAT RIGHT MARGIN: 80// Enter a FISCAL YEAR, fiscal QUARTER and a CONTROL POINT when prompted. Enter an output device.

QUARTERLY REPORT - 688-11-2-120- DIET FEB 28, 2011@14:24:41 PAGE: 1
TRANS $ OBL/CEIL DATE DATE DATE SEQ# TYPE PO/OBL# AMOUNT $ AMOUNT REQ OBL REC'D. CONTROL POINT UNCOMMITTED UNOBLIGATED REQUEST TOTAL BALANCE BALANCE VENDOR FIRST LINE DESCRIPTION COMMENT OBL FEB 25, GENERAL MEDICAL ===================================================================== QUARTERLY REPORT DIET FEB 28, PAGE: 2 __________PO TRANSACTIONS WITHOUT 2237____________ PO/ OBLIGATED CONTROL PT. UNCOMMITTED UNOBLIGATED OBL# DATE AMOUNT REQ TOT BALANCE BALANCE 688-B FEB 25, transaction (no 2237) total for this quarter: $10.00 FMS transaction total for this quarter: $0.00 Total Request Amount: $20.00 Control Point Official's Balance: $80.00 Fiscal's Unobligated Balance: $80.0 IFCAP will display the Control Point Quarterly Report, which lists the transaction, the type, the cost, and the Control Point Balance. At the end of the report, IFCAP will list the total amount of committed, un-obligated money for the Control Point and the total uncommitted balance for the Control Point from current and prior quarters.

CEILING REPORT From the Control Point Official’s Menu, select option: Funds Control Menu Obligation Data Enter FCP Adjustment Data Assign Ceiling to Sub-Control Points Correct Sub-Control Point Amounts Recalculate Fund Control Point Balance Funds Control Reports Menu ... Select Funds Control Menu Option: Funds Control Reports Menu Quarterly Report Ceiling Report Audit Transaction List Sort Group Report Classification of Request Report Cost Center Totals BOC Totals Sub-Control Point Report Reconciliation of PO/Sub-CP Dollar Amounts BOC Detail Totals FMS Transaction Data Select Funds Control Reports Menu Option: Ceiling Report lists the transaction number, ceiling amount, the date the funds were allocated, and comments The Ceiling in IFCAP is the amount of Budget Authority by FY and Quarter for a given FCP.

Select FISCAL YEAR: 11// Select QUARTER: 4// Select CONTROL POINT: 101 LAB TESTING 101 DEVICE: LAT RIGHT MARGIN: 80// CEILING REPORT - CP: 101 LAB TESTING JUL 8, :24 PAGE 1 TRANS # PAT # CEILING $ DATE AMOUNT ALLOCATED COMMENTS NOV 17,2010 JAN 13,2011 FEB 1,2011 APR 15,2011 FC MAY 27, Training program FC JUN 6, Test FC JUN 8, This is a multiple transaction for a widget. TOTAL Enter a FISCAL YEAR:, fiscal QUARTER: and a CONTROL POINT: when prompted. IFCAP will create a Ceiling Report which lists the transaction number, ceiling amount, the date the funds were allocated, and comments.

AUDIT TRANSACTION Select Funds Control Menu Option: Funds Control Reports Menu Quarterly Report Ceiling Report Audit Transaction List Sort Group Report Classification of Request Report Cost Center Totals BOC Totals Sub-Control Point Report Reconciliation of PO/Sub-CP Dollar Amounts BOC Detail Totals FMS Transaction Data Select Funds Control Reports Menu Option: Audit Transaction List

Select STATION NUMBER: 688 WASHINGTON,DC Select FISCAL YEAR: 11//
Select QUARTER: 4// Select CONTROL POINT: 101 LAB TESTING 101 ...OK? Yes// (Yes) Enter the cutoff date for this reconciliation report DATE: T (SEP 15, 2011) DEVICE: LAT RIGHT MARGIN: 80// 820 RECONCILIATION REPORT SEP 28, :44 PAGE 1 CEILING $ TRANS # FMS CODE FMS DATE PO/OBL# TYPE AMOUNT FMS$AMT OBL. COST UNOBL CP UNOBL BALANCE BALANCE /26/ C60038WR ADJ Enter a FISCAL YEAR:, a fiscal QUARTER: and a CONTROL POINT: at the appropriate prompts. If you do not know the Control Point, enter three question marks (???) at the prompt and IFCAP will display the available Control Points. At the DATE: prompt, enter the last date for transactions that you want to audit. IFCAP will display the 820 Reconciliation Report, listing the transaction number, the obligation number, and the FMS amount of the reconciliation. Enter a caret (^) at the Select Station Number: Select Fiscal Year: prompt to return to the Funds Control Reports Menu.

COST CENTER TOTALS From the Control Point Official’s Menu, select option: Funds Control Menu Obligation Data Enter FCP Adjustment Data Assign Ceiling to Sub-Control Points Correct Sub-Control Point Amounts Recalculate Fund Control Point Balance Funds Control Reports Menu ... Select Funds Control Menu Option: Funds Control Reports Menu Quarterly Report Ceiling Report Audit Transaction List Sort Group Report Classification of Request Report Cost Center Totals BOC Totals Sub-Control Point Report Reconciliation of PO/Sub-CP Dollar Amounts BOC Detail Totals FMS Transaction Data

Select Funds Control Reports Menu Option: Cost Center Totals
Select STATION NUMBER: 503// ALTOONA, PA Select FISCAL YEAR: 11// Select QUARTER: 4// Select COST CENTER NAME: ??? CHOOSE FROM: MEDICINE SERVICE SURGERY SERVICE PHARMACY SERVICE Select COST CENTER NAME: PHARMACY SERVICE DEVICE: HOME// LAT RIGHT MARGIN: 80// Enter a STATION NUMBER, a FISCAL YEAR, a fiscal QUARTER and a CONTROL POINT at the appropriate prompts. If this purchase is assigned to a section or service that has a cost center defined in IFCAP for their expenses, at the COST CENTER NAME: prompt, enter the COST CENTER. Cost centers allow Fiscal staff to create total expense records for a section or service.

COST CENTER TOTALS REPORT JUL 8,2011@21:57:22 PAGE 1
STATION 503, 4TH QUARTER, FY11 COST CENTER: Pharmacy CONTROL POINT: 040 OFC&MISC SUP 90 CONTROL POINT: 100 PHARMACY SVC 119 TOTALS FOR ALL CONTROL POINTS TOTAL COMMITTED (ESTIMATED) COST: TOTAL OBLIGATED (ACTUAL) COST: TOTAL (BEST ESTIMATE) COST: Enter information for another report or an up arrow to return to the menu. IFCAP will print a Cost Center Totals Report, listing each transaction for the cost center.

BOC TOTALS Select Funds Control Menu Option: Funds Control Reports Menu Quarterly Report Ceiling Report Audit Transaction List Sort Group Report Classification of Request Report Cost Center Totals BOC Totals Sub-Control Point Report Reconciliation of PO/Sub-CP Dollar Amounts BOC Detail Totals FMS Transaction Data

Select Funds Control Reports Menu Option: BOC Totals
Select STATION NUMBER: 503// ALTOONA, PA Select FISCAL YEAR: 11// Select QUARTER: 4// Select CONTROL POINT: 022 PHARMACY SERVICE// DEVICE: HOME// LAT RIGHT MARGIN: 80// BUDGET OBJECT CODE TOTALS REPORT JUL PAGE 1 Enter a STATION NUMBER, a FISCAL YEAR, a fiscal QUARTER and a CONTROL POINT at the appropriate prompts. If you do not know the Control Point, enter three question marks (???) at the prompt and IFCAP will display the available Control Points.

STATION 503, 4TH QUARTER, FY11,CONTROL POINT 022 IFVENDOR,THREE
BUDGET OBJECT CODE TOTALS 2580 Miscellaneous Contractual Services by Individuals, Inst 2631 Chemical supplies 2632 Other Medical and Dental 2660 Operating Supplies and Materials TOTAL OBLIGATED (ACTUAL) COST: TOTAL OBLIGATED (ESTIMATED) COST: Enter information for another report or an up arrow to return to the menu IFCAP will print a Budget Object Code Totals Report, listing the budget object code totals for the Control Point you specified.

SUB CONTROL POINT REPORTS
Select Funds Control Menu Option: Funds Control Reports Menu Quarterly Report Ceiling Report Audit Transaction List Sort Group Report Classification of Request Report Totals BOC Totals Sub-Control Point Report Reconciliation of PO/Sub-CP Dollar Amounts BOC Detail Totals FMS Transaction Data Select Funds Control Reports Menu Option: Sub-Control Point Report You may print the report for an entire fiscal year, or for a quarter that you specify.

Would you like the report printed for a full Fiscal Year? YES// (YES)
Select STATION NUMBER: 503// Select FISCAL YEAR: 11// Select CONTROL POINT: 022 PHARMACY SERVICE// START WITH SUB-CONTROL POINT: FIRST// DEVICE: LAT RIGHT MARGIN: 80// SUB-CONTROL POINT EXPENDITURES – 022-PHARMACY SERVICE JUL 8, :04 PAGE 1 FY-Q FIRST LINE TRANS # TYPE PO/OBL# VENDOR ITEM DESC $ AMOUNT FCP AMT 11-4 OBL C AUDIO VISUAL PROJECTOR ADJ C A1 MEDICAL REAGENT-ST CEI TOTAL Enter a STATION NUMBER, a FISCAL YEAR, a fiscal QUARTER and a CONTROL POINT at the appropriate prompts. If you do not know the Control Point, enter three question marks (???) at the prompt and IFCAP will display the available Control Points. You may list all of the Sub-Control Points, or you may begin the report at a Sub-Control Point that you specify. IFCAP will list all of the Sub-Control Point expenditures for the Control Point by fiscal quarter, TRANS (transaction) # (number) and TYPE, VENDOR name, the FIRST LINE of the ITEM DESCR (description), $ AMOUNT, and SCP AMT (amount spent by that Sub-Control Point) for that quarter. After printing the report, IFCAP will return to the Funds Control Reports Menu.

RECONCILIATION OF PO & SUB CONTROL POINT
From the Control Point Official’s Menu, select option: Funds Control Menu Obligation Data Enter FCP Adjustment Data Assign Ceiling to Sub-Control Points Correct Sub-Control Point Amounts Recalculate Fund Control Point Balance Funds Control Reports Menu ... Select Funds Control Menu Option: Funds Control Reports Menu Quarterly Report Ceiling Report Audit Transaction List Sort Group Report Classification of Request Report Totals BOC Totals Sub-Control Point Report Reconciliation of PO/Sub-CP Dollar Amounts BOC Detail Totals FMS Transaction Data

Select Funds Control Reports Menu Option: Reconciliation of PO/Sub-CP Dollar Amounts Select STATION NUMBER: ALTOONA, PA Select FISCAL YEAR: 11// Select QUARTER: 4// Select CONTROL POINT: 022 PHARMACY ...OK? Yes// (Yes) DEVICE: LAT RIGHT MARGIN: 80// PO/SCP $ RECONCILIATION JUL 9, :59 PAGE 1 SEQ # TYPE REQUESTED RECEIVED PO# VENDOR COM $ OBL $ ADJ $ SCP $ AMOUNT ITEM DESC STATUS: Obligated ADJ JUL 8, C Enter a STATION NUMBER, a FISCAL YEAR, a fiscal QUARTER and a CONTROL POINT at the appropriate prompts. If you do not know the Control Point, enter three question marks (???) at the prompt and IFCAP will display the available Control Points. IFCAP will list the reconciliations for the Control Point that you specified and return to the Funds Control Reports Menu.

BOC DETAILS REPORT Select Funds Control Menu Option: Funds Control Reports Menu Quarterly Report Ceiling Report Audit Transaction List Sort Group Report Classification of Request Report Totals BOC Totals Sub-Control Point Report Reconciliation of PO/Sub-CP Dollar Amounts BOC Detail Totals FMS Transaction Data Select Funds Control Reports Menu Option: BOC Detail Totals

Select STATION NUMBER: 503//
This report displays item costs from 2237 orders, sorted by budget object code. Select FISCAL YEAR: 11// Select QUARTER: 4// Select CONTROL POINT: 022 PHARMACY// DEVICE: LAT RIGHT MARGIN: 80// BUDGET OBJECT CODE DETAIL TOTALS JUL 9, :01 PAGE 1 Enter a STATION NUMBER, a FISCAL YEAR, a fiscal QUARTER and a CONTROL POINT at the appropriate prompts. If you do not know the Control Point, enter three question marks (???) at the prompt and IFCAP will display the available Control Points.

TRANSACTION NUMBER NUMBER DESCRIPTION QUANTITY (UNIT) COST TOTAL
ITEM EST ITEM LINE TRANSACTION NUMBER NUMBER DESCRIPTION QUANTITY (UNIT) COST TOTAL BOC: 1007 Computer Systems WER SUBTOTAL BOC: 1081 Physicians-Full T NONE AGAIN SUBTOTAL BOC: 1091 Federal,Summer Em LIGHT BULBS SUBTOTAL TOTAL End of report IFCAP will print the Budget Object Code Detail Totals report, listing each budget object code by its transactions and transaction cost. IFCAP will provide a total for all budget object codes.

APPROVE RECONCILIATIONS
Select Purchase Card Menu Option: Approving Official Menu You have 1 order(s) to approve for 022. You have 44 order(s) to approve for 526. Unreconciled Austin Payments - Official Unreconciled Purchase Card Transactions - Official Approve Reconciliation Card Holder Daily Charge Statement Delinquent PC Listing - Official Disputed Purchase Card Orders - Official History of Purchase Card Transactions - Official Incomplete Purchase Card Orders - Official Official Charges Audit Purchase Card Orders Ready for Approval Reconciled Purchase Card Transactions - Official Approving Officials use this option to electronically approve the reconciliation. This affords the Approving Official the opportunity to ensure that the reconciliation is correct and complete. The Approve Reconciliation option is controlled with the Security Key PRCH AR. This new option prompts the Approving Official to loop through all cardholders for whom they have approving authority. The Approving Official will be able to approve a single entry or a range of entries. Once the Approving Official enters their electronic signature, IFCAP will update the status of the order to "Transaction Complete," or to "Transaction Complete (Amended)" if an amendment has been processed on the order. As an Approving Official reconciliations should be monitored and reconciliations must be approved within 14 days.

Select Approving Official Menu Option: Approve Reconciliation
Select one of the following: All Purchase Card Users Single Purchase Card User Select Number: 1 All Purchase Card Users Start approving Purchase Card orders for Donald Duck Compiling user's reconciled purchase orders... Seq# IFCAP PO # Vendor $Amount Credit Card Vendor $Amount P IFVENDOR2,ONE STC DINER ___________________________________________________________________ Action Code: SL: Select DO: Display Order NU: Next User AP: Approve RL: Relist Reconciled Orders DC Display Charges Action: SL Select Sequence #'s to approve (1-1): 1 __________________________________________________________________ Action Code: SL: Select DO: Display Order NU: Next User Action: AP Enter ELECTRONIC SIGNATURE Thank you. As an approving official should be reviewing transaction to ensure the reconciliation appears to be correct the order has the same vendor, dollar amounts are within allowable variances. The AO should be reviewing the items purchased as this is the only approval associated with a purchase card transaction. Select Approve Reconciliation from the Approving Official Menu. If you are a multi-station site, IFCAP will ask you to enter a station number. IFCAP will ask if you want to approve reconciliations for all users or for a single specific user. If you select Single Purchase Card User, you can enter two question marks at the Select Purchase Card Order User: prompt and IFCAP will display the valid user names. Enter the name of a cardholder. If that cardholder has any Unapproved Reconciliations they will be displayed on the screen. Enter SL at the Action: prompt to select a Purchase Card order for review. Enter DO at the Action: prompt to display the order. Enter DC at the Action: prompt to display any previously reconciled charges. Enter RL at the Action: prompt to Re list the Reconciled orders. Enter NU at the Action: prompt to view orders for a different user. Enter AP at the Action: prompt to approve the reconciliation. Enter your electronic signature.

Start approving Purchase Card orders for MINNIE MAY
Compiling user's reconciled purchase orders... Seq# IFCAP PO # Vendor $Amount Credit Card Vendor $Amount P A1 Supplies A1 Supplies _________________________________________________________________ Action Code: SL: Select DO: Display Order NU: Next User AP: Approve RL: Relist Reconciled Orders DC Display Charges Action: SL Select Sequence #'s to approve (1-1): 1 ________________________________________________________________ Action: AP IFCAP will continue to display Purchase Card orders for each user. Continue to select and approve reconciliations. When you have finished scrolling through the Purchase Card users, IFCAP will return to the Approving Official Menu. Enter ELECTRONIC SIGNATURE CODE: Thank you.

REPORTS Select Purchase Card Menu Option: Approving Official Menu
You have 1 order(s) to approve for 022. You have 44 order(s) to approve for 526. Unreconciled Payments - Official Unreconciled Purchase Card Transactions - Official Approve Reconciliation Card Holder Daily Charge Statement Delinquent PC Listing - Official Disputed Purchase Card Orders - Official History of Purchase Card Transactions - Official Incomplete Purchase Card Orders - Official Official Charges Audit Purchase Card Orders Ready for Approval Reconciled Purchase Card Transactions - Official There is a variety of reports for the AO to run to review status of orders. The next few slides will focus only on a couple of the most common. The Approving Official menu provides many different reports that will enable the Approving Official to confirm the correctness of the Reconciliation process. There are reports that identify unreconciled orders, unreconciled payments, incomplete orders, disputed orders and delinquent orders. Reports can be run for all the cardholders the Approving Official is responsible for. Some reports may be run for a specific cardholder and some are run for all cardholders.

UNRECONCILED PAYMENTS - OFFICIAL
START WITH CARD HOLDER: FIRST// DEVICE: UCX/TELNET Right Margin: 80// UNRECONCILED AUSTIN PAYMENTS - OFFICIAL Oct 2, :46 PAGE 1 TRANSACTION CARD HOLDER DATE AMOUNT MERCHANT NAME ORACLE DOCUMENT ID Adams, John MedCo C Adams, John SEP 1, PharmX C SUBTOTAL SUBCOUNT SUBMEAN Hill-Terry, Freda NOV 16, Drugs R US C SUBTOTAL SUBCOUNT SUBMEAN Ruedel, Karen MAY 28, MedCO C Ruedel, Karen MAY 28, PharmX C Ruedel, Karen MAY 28, Drugs R US C SUBTOTAL SUBCOUNT SUBMEAN TOTAL COUNT MEAN This option will display unreconciled payment transactions for the approving official's cards. The Official will enter their name, select a cardholder or accept the default of first for all cardholders they are an official for and enter a printer device. This report reflects charges which have been received but have not yet been reconciled for all cardholders under the approving official The approving official should be running this report to ensure cardholders are reconciling timely.

UNRECONCILED PURCHASE CARD TRANSACTIONS
This report will list all transactions reflected as Unreconciled. This report can assist in monitoring to ensure items are reconciled correctly and correct status are assigned to reconciliations and receivers. Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC Enter beginning date: JAN 1,2011 Enter ending date: t JUN 2,2011 DEVICE: UCX/TELNET Right Margin: 80// This option will display all Unreconciled Purchase Card orders for cards controlled by the official. The official will enter a station number, beginning and ending dates and a printer device. A similar reports exist for the cardholder and the cardholder should be running the reports and monitoring and not be dependent on The AOPC to run the report and tell them what needs to be done

UNRECONCILED PURCHASE CARD ORDERS JUN 02, 2011@16:50:06 PAGE 1
P.O. DATE ORDER # $AMT TYPE(S/D) VENDOR DESCRIPTION STATUS COMMENTS BUYER: MINNIE MAY MAR 02, P WALMART SHAVING KIT, SURGICAL PREPARATION. Ordered (No Fiscal Action Required) BUYER SUBTOTAL - $144.00 BUYER: JOE COOL FEB 11, B GSA ADHESIVE TIES, SURGICAL, WHITE, Complete Order Received FEB 11, P A1 MEDICAL COVER ARMBOARD 9 INCH Testing receiving and code sheets generation, 2/11/11. MAR 01, P GENERAL MEDICAL COVER ARMBOARD 9 INCH MAR 01, P AMSCO COVER ARMBOARD 9 INCH MAR 29, P SIMPLIFIED CENTURY SUPPLIES TEST KITS Ordered (No Fiscal Action)-Amended BUYER SUBTOTAL - $267.55 This option will display all Unreconciled Purchase Card orders for cards controlled by the official.

If a complete order has been received then be sure a charge has not been incorrectly processed against another purchase order. If a charge has not been received it may require follow up with the vendor to find out why they are not processing the charge. If a status of Partial Payment appears you need to be sure the full charge was not received and incorrectly reconciled as a partial payment. This report is essential to be reviewed and will assist in ensuring the purchase card UDO’s are accurate.

Running Balances

RUNNING BALANCE DEFINITION
Running Balance - A running record of all the transactions generated and approved for a Control Point. Provides information that shows the total amount of funds committed, obligated, and remaining to be spent for a specified fiscal quarter. A detailed information listing of all transactions affecting the status of the funds of a control point.

USING THE RUNNING BALANCE
The running balance is located in the Control Point Clerk’s Menu under “Display Control Point Activity Menu” The Control Point Balance, the running balance and the running display are all terms used interchangeably referring to the running balance. The running balance is divided into three parts -Section 1 (affected by station input) -Section 2 (affected by Austin data) -Balance Summary

USING THE RUNNING BALANCE Compares to keeping a Checkbook -Section 1
similar to your checkbook register -Section 2 similar to your bank statement - Balance Summary Should routinely be reconciled

USING THE RUNNING BALANCE Section 1
- Represents transactions initiated in the IFCAP system - Transactions are created by the CPC or CPO (i.e. purchase card transactions, obligations using a 1358 or 2237) - Fiscal can also enter adjustments when corrections are needed to balance the display with other systems or to process ceiling transactions. Section 2 - Represents transactions originating in the Financial Management System (FMS) Balance Summary A view of the bottom-line identified as the “balance summary” is divided by quarter. The funds will be found in the current quarter

RUNNING BALANCE SYMBOLS CC – Credit Card Transaction
ET - Expenditure Transfer VS – Interest Charged MO – Miscellaneous Order SO – Service Order & - Reconciled Order @ - Waiting to be Reconciled * - Order not signed by approving official

MENU PATH Approve Requests Requests Ready for Approval List
Process a Request Menu ... Display Control Point Activity Menu ... Funds Control Menu ... Status of Requests Reports Menu ... Record Date Received by Service Menu ... Enter/Edit Control Point Users Record Receipt of Multiple Delivery Schedule Items Multiple Delivery Schedule List

Transaction Status Report Running Balances
Select Control Point Official's Menu Option: Display Control Point Activity Menu Purchase Order Status Transaction Status Report Running Balances Temporary Transaction Listing Item History PPM Status of Transactions Report CP Entered, Not Approved Requests Select Display Control Point Activity Menu Option: Running Balances Select FISCAL YEAR: 11// Select QUARTER: 1// Select CONTROL POINT: 141Interior Design 141 Summary Balances Report Only? No// N (No) Select Running Balances from the Display Control Point Activity Menu. Enter a fiscal year, fiscal quarter, and a Control Point. If you do not know the Control Point, enter three question marks at the prompt and IFCAP will list the available Control Points. Enter Y at the Would you like a summary report (bottom line balances only)?: prompt to see the current balance for the Control Point. Enter N to see all of the line items that cause this balance.

RUNNING BALANCE SECTION 1
CONTROL POINT BALANCE INTERIOR OCT 29, PAGE 1 FISCAL FYQSeq# TXN OBL # AP/OB DT COMM $AMT CP $BAL OBL $AMT UNOBL $BAL CAN # # OBL * * OBL P /07/ R CEI /13/ OBL * * OBL A /27/ OBL C /27/ OBL /28/ * OBL P /21/ OBL P /21/ R OBL C /27/ OBL A /27/ OBL * * OBL A /29/ OBL C /29/ OBL /29/ * OBL /29/ * ADJ C /28/ ADJ C /28/ Control point side Fiscal side

RUNNING BALANCE SECTION 2 TRANSMISSION TRANS TRANSACTION UNOBLIG
DATE REFERENCE # CODE $ AMOUNT CP BALANCE BALANCE ============================================================================= OCT 13, IBHA ET OCT 16, CC OCT 19, CC OCT 19, IBHG ET OCT 19, IBHG ET OCT 20, IBHI ET OCT 27, CC OCT 28, JIAJ SV FMS transaction total for this quarter: $ ============================================================================ Control point side Fiscal Side

BALANCE SUMMARY Amount available to Control point when everything Is obligated Balance Summary st Quarter 2nd Quarter 3rd Quarter 4th Quarter Actual CP Bal: Actual Fiscal Bal: Tot Commit, not Obl: SECTION 1 CODES # - cancelled order * - order not obligated or signed @ - purchase card order for reconciliation & - reconciled order with final charge - ready for approval R - total reconciled charges SECTION 2 CODES @ - purchase card CC transaction is not reconciled IFCAP will list the total amount of funds available to the Control Point Official (Control Point Official's Balance), how much of that money has not been obligated for a purchase, and how much has been committed to pay for a purchase. You may create another running balances report or return to the Control Point Activity Menu. Should equal balance of Section 2

BASIC LAYOUT OF RUNNING BALANCE 1St Quarter Ceiling transaction
CONTROL POINT BALANCE INTERIOR OCT 29, PAGE 1 FISCAL FYQSeq# TXN OBL # AP/OB DT COMM $AMT CP $BAL OBL $AMT UNOBL $BAL CAN # # OBL * * OBL P /07/ R CEI /13/ 1St Quarter Ceiling transaction Ceilings are assigned on a quarterly basis and this provides The funding for order to be processed against

BASIC LAYOUT OF RUNNING BALANCE
Transaction input by CPC Not yet signed and submitted to purchasing & contracting for procurement. Balances will not be affected until signed by the CPO FYQSeq# TXN OBL # AP/OB DT COMM $AMT CP $BAL OBL $AMT UNOBL $BAL CAN # # OBL * * OBL P /07/ R CEI /13/ OBL * * OBL A /27/ OBL C /27/ 1358 Obligation that has been Processed through IFCAP Both sides of the running balance are affected 1358’s are input by a CPC and approved by a CPO and then obligated by Fiscal

CONTROL POINT BALANCE INTERIOR OCT 29, PAGE 1 FISCAL FYQSeq# TXN OBL # AP/OB DT COMM $AMT CP $BAL OBL $AMT UNOBL $BAL CEI /13/ OBL * * OBL A /27/ OBL C /27/ OBL /28/ * OBL P /21/ OBL P /21/ R OBL C /27/ OBL A /27/ OBL * * OBL A /29/ 2237 Obligation that has been processed in IFCAP after assigned a purchase order number (A1####). The request for goods/services is created by the using service then sent to A&MM to procure and forwarded to Fiscal for obligation. Once obligated both sides of the running balance are affected if transaction has not been completed by A&MM and obligated only the Control Point Side of the balance will be affected. The amount would reflect in committed but not obligated at the end of the running balance

CONTROL POINT BALANCE INTERIOR OCT 29, PAGE 1 FISCAL FYQSeq# TXN OBL # AP/OB DT COMM $AMT CP $BAL OBL $AMT UNOBL $BAL OBL P /07/ R CEI /13/ OBL * * OBL A /27/ OBL C /27/ OBL /28/ * OBL P /21/ OBL P /21/ R OBL C /27/ OBL A /27/ OBL * * OBL A /29/ Purchase card transactions – P02216 had a charge received and has been reconciled. P02211 has not yet been reconciled. Purchase card transactions must be created within 24 hours of the actual purchase or will be considered a delinquent obligation. Purchase card transactions are not forwarded to A&MM or Fiscal. Note That in Section 1 Purchase Card transactions only affect the control point balance

RUNNING BALANCE SECTION 2 TRANSMISSION TRANS TRANSACTION UNOBLIG
DATE REFERENCE # CODE $ AMOUNT CP BALANCE BALANCE ============================================================================= OCT 13, IBHA ET OCT 16, CC OCT 19, CC OCT 19, IBHG ET OCT 19, IBHG ET OCT 20, IBHI ET OCT 27, CC OCT 28, JIAJ SV FMS transaction total for this quarter: $ ============================================================================ Balance Summary st Quarter 2nd Quarter 3rd Quarter 4th Quarter Actual CP Bal: Actual Fiscal Bal: Tot Commit, not Obl: SECTION 1 CODES # - cancelled order * - order not obligated or signed @ - purchase card order for reconciliation & - reconciled order with final charge - ready for approval R - total reconciled charges SECTION 2 CODES @ - purchase card CC transaction is not reconciled Control point side Fiscal Side Credit card charge From FMS Expenditure transfer

EXPENDITURE TRANSER Purchase Cards
Expenditure transfers are automatically generated to transfer costs to the appropriate FCP, Cost Center or BOC on the purchase card order when the reconciliation is completed This will only happen when there is a change in costing from what was originally set up on your card Example: Charged to default account, reconciled to correct order, system generates ET to move cost from default FCP to the FCP of the order being reconciled Non Purchase Card EW’s: Expenditure transfers initiated by local stations fiscal staff EB’s: Expenditure transfers between two stations ET’s: Expenditure transfers to correct charges on purchase orders

RUNNING BALANCE DAILY REVIEW
Orders with an * beside them have not been completed; if they are old, they need to reviewed for cancellation. The first section (Control Point Section) should be kept As clean as possible; i.e. a minimum of orders with *, &, beside them. The F16 reports that is sent via VistA each day should be reconciled with the FCP in VistA This ensures that the amount in FMS agrees with the amount in VistA (i.e. all orders from VistA transferred to FMS) If an out of balance is found the accounting department should be contacted

RUNNING BALANCE RECONCILIATION
Select Display Control Point Activity Menu Option: running Balances Select STATION NUMBER: 544// 544 Select FISCAL YEAR: 11// Select QUARTER: 3// Select CONTROL POINT: 046 MISC. SUPPLIES// 046 MISC. SUPPLIES A C0000 Summary Balances Report Only? No// y (Yes) CONTROL POINT BALANCE MISC MAY 19, PAGE 1 STATION: FUND CONTROL POINT: 046 MISC. SUPPLIES FISCAL YEAR: 11 QTR: 3 FMS transaction total for this quarter: -$ ============================================================== Balance Summary st Quarter 2nd Quarter 3rd Quarter 4th Quarter Actual CP Bal: Actual Fiscal Bal: Tot Commit, not Obl: ** The amount of the Actual Fiscal Balance should equal the amount on the F16 in the Ending Balance column One thing that can make reconciliation difficult is that IFCAP can only handle 999 lines of data and at some facilities this is problematic for services such as Prosthetics.

QUESTIONS? THE END

IFCAP Integrated Funds Control Distribution, Accounting Activity And Procurement Part 1 – Control Point Users.

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IFCAP Integrated Funds Control Distribution, Accounting Activity And Procurement Part 1 – Control Point Users.

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Presentation on theme: "IFCAP Integrated Funds Control Distribution, Accounting Activity And Procurement Part 1 – Control Point Users."— Presentation transcript:

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