Integrated Funds Control Distribution, Accounting Activity And Procurement Part II – Budget and Accounting 1.

Integrated Funds Control Distribution, Accounting Activity And Procurement Part II – Budget and Accounting 1

 Provide an understanding of the roles and responsibilities for Accounting & Budget  Provide an understanding of menu options that are located in the IFCAP program, a module of VISTA and options are available to budget and accounting staff.  Upon completion of this course Budget and Accounting staff will be able to identify their role and responsibility and initiate and research transactions entered into the system. 2

 Budget Options  Accounting Options  Purchase Card Options 3

http://vaww4.va.gov/FINANCE/policy/index.asphttp://vaww4.va.gov/FINANCE/policy/index.asp - VA Directives, Handbooks, Bulletins http://vaww.fscdirect.fsc.va.gov - FSC homepage/Traininghttp://vaww.fscdirect.fsc.va.gov http://vaww.cfo.med.va.gov/173/alerts_toc.asphttp://vaww.cfo.med.va.gov/173/alerts_toc.asp - Alerts http://reports2.vssc.med.va.gov/Reports/Pages/Report.aspx?ItemPath=%2fFinance %2fFIs%2fFY10_http://reports2.vssc.med.va.gov/Reports/Pages/Report.aspx?ItemPath=%2fFinance %2fFIs%2fFY10_Financial_Indicators_Report http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=137&FType=2http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=137&FType=2 – Cost Center and Budget Object Codes Policy http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=140&FType=2http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=140&FType=2 – Cost Centers http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=142&FType=2http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=142&FType=2 – Budget Object Codes 4

http://www4.va.gov/vdl/application.asp?appid=42http://www4.va.gov/vdl/application.asp?appid=42– Control Point Requestor, Control Point Clerk, Control Point Official http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=422&FType=2http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=422&FType=2 - Purchase Card Procedures http://vaww4.va.gov/FINANCE/policy/pubs02.asp http://vaww4.va.gov/FINANCE/policy/pubs02.asp - Use of Estimated Miscellaneous Obligation http://vaww1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1751 – http://vaww1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1751 – VA Handbook 1730.1 Use and management of government purchase card 5

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 Obligation 2237 – Purchase Order 6

 Manage funding for the medical center  Allocate funds to the Control Points  Establish new Control Points  Transfer funds between Control Points  Move funds between quarters for the Control Points  Process TDA’s  Assign Cost Centers & Budget Object Codes to Control Point  Monitors Control Points for excessive spending  Provides budget guidance and assistance to IFCAP users Most of the menu options to be discussed are utilized by the Budget Analysts at facilities. Some menus are not always used by the Budget Analyst but by other Fiscal staff depending on the set up of the facility. 8

Two steps to establish control point Station level question FCP questions o Station level over commit overrides CP level settings o EDI switch controlled by each CP Once established the CP numbers assigned will roll over year to year Exception is multi-year funds -- have to establish new CP’s each year 9

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu... Payment/Invoice Tracking Menu... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST 10

Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu... Display Control Point Official's Balance FCP/CC/BOC Management Menu... Recalculate All Fund Control Point Balances Select Budget Utilities Menu Option: FCP/CC/BOC Management Menu BOC Management Menu... Cost Center Management Menu... Fund Control Point Management Menu... Select FCP/CC/BOC Management Menu Option: Fund Control Point Management Menu 11

Select STATION NUMBER ('^' TO EXIT): 662// 688 WASHINGTON, DC...OK? Yes// (Yes) Select FUND RELEASING OFFICIAL: Ruedel, Karen// Roth, Carmella ANALYST STATION OVERCOMMIT SWITCH: OVERCOMMIT ALLOWED// ? Choose from: 0 OVERCOMMIT NOT ALLOWED FOR ALL FCP'S 1 CURRENT QUARTER OVERCOMMIT ALLOWED 2 FUTURE QUARTERS OVERCOMMIT ALLOWED 3 CURRENT AND FUTURE QUARTERS OVERCOMMIT ALLOWED 4 INDIVIDUAL CP SWITCH USED 5 OVERCOMMIT ALLOWED Normally facilities will select overcommit not allowed for all FCP’s. Overcommit allowed is used most often during a Continuing Resolution Authority. Future quarters is used to allow the 2237’s for the next FY to be input usually during the 3 rd & 4 th quarters. Individual CP switch requires the switch to be set for each CP Normally facilities will select overcommit not allowed for all FCP’s. Overcommit allowed is used most often during a Continuing Resolution Authority. Future quarters is used to allow the 2237’s for the next FY to be input usually during the 3 rd & 4 th quarters. Individual CP switch requires the switch to be set for each CP 12

EDI ORDER RELEASE: ? Choose from: Y YES N NO EDI switch usually not set at the station level normally set at CP level. This will allow EDI orders to bypass Fiscal and transmit without review Normally the Med/Surg is the only ones set to bypass Fiscal due to being purchasing from a prime vendor SITE ALL/DELIVERY ORDER SWITCH: ALL ORDERS// ? Choose from: Y YES N NO STATION ROLLOVER OF EOQ BAL.: ? Choose from: 2 ALL FCPs CAN SPEND PRIOR FUNDS 3 INDIVIDUAL FCP ROLLOVER EOQ BALANCE IN EFFECT Used in conjunction with EDI Facilities mainly use option 3 Individual FCP Rollover EOQ Roll funds to the next qtr or to a different CP 13

Select Fund Control Point:? Enter a new CONTROL POINT NAME, if you wish. Enter a 3 or 4-digit number, a space and the name of the control point. Answer must be 3 to 30 characters in length. Select Fund Control Point: 025 Radiology Are you adding ‘025 Radiology’ as a new CONTROL POINT NAME? No// Yes Control Point Name: Radiology// CONTROLLING SERVICE: RADIOLOGY// ? Once the CP is established contact PPM to have a LOG # assigned. Control Point cannot be used until this is completed. FUND: 0160A1// BEGINNING BUDGET FISCAL YEAR: 2011// ADMINISTRATIVE OFFICE: 10// PROGRAM: 0100// FCP/PRJ: 010022200// Information to link 3-4 digit CP to FMS the 9 digit FCP/PRJ must be in the tables in FMS. 14

AUTOMATED: YES ALLOW ACCESS BY ALL REQUESTORS: YES// Select CONTROL POINT USER: Brown, Katie LEVEL OF ACCESS: CONTROL POINT OFFICIAL// ? 1--CONTROL POINT OFFICIAL (Has authority to approve requests) 2—CONTROL POINT CLERK (Can enter permanent transactions) 3--REQUESTOR (Can initiate temporary requests to Control Point Clerk) Choose from: 1 CONTROL POINT OFFICIAL 2 CONTROL POINT CLERK 3 REQUESTOR Automated: tells IFCAP it can transmit transactions to FMS Typically will answer no and then will assign specific people access to the CP to perform certain roles. If you have a supplies control point you might want to allow anyone to put in a temporary request which will be converted to a permanent request later by a control point clerk. Typically will answer no and then will assign specific people access to the CP to perform certain roles. If you have a supplies control point you might want to allow anyone to put in a temporary request which will be converted to a permanent request later by a control point clerk. 15

RECEIVE FMS RECONCILIATION: The Notification Designee prompt allows Control Point User to receive informational bulletins containing details of a ceiling transaction distributing funds to this Fund Control Point. NOTIFICATION DESIGNEE: RCV 820: YES// Select CONTROL POINT USER: SPECIAL CONTROL POINT: Select COST CENTER: DESCRIPTION: Edit? NO//YES Multiple people can be assigned to the CP in this process Complete if this is a FCP for GPF or SF Assign the appropriate CC (s) for the FCP 16

STATION OVERCOMMIT SWITCH: OVERCOMMIT ALLOWED// ? Choose from: 0 OVERCOMMIT NOT ALLOWED FOR ALL FCP'S 1 CURRENT QUARTER OVERCOMMIT ALLOWED 2 FUTURE QUARTERS OVERCOMMIT ALLOWED 3 CURRENT AND FUTURE QUARTERS OVERCOMMIT ALLOWED 4 INDIVIDUAL CP SWITCH USED 5 OVERCOMMIT ALLOWED This will only work if the Individual CP Switch Used is selected at the station level EDI ORDER RELEASE: ? Choose from: Y YES N NO Set the EDI Order Release at this point for the FCP. Typically will only set to yes for CP’s dealing with prime vendor all other orders should be reviewed by Fiscal. Set the EDI Order Release at this point for the FCP. Typically will only set to yes for CP’s dealing with prime vendor all other orders should be reviewed by Fiscal. 17

FCP ALL/DELIVERY ORDER SWITCH: ?? This is used to release orders directly without fiscal review Choose from: A ALL ORDERS D DELIVERY ORDERS ONLY ROLLOVER OF EOQ BALANCE: ? This is the rollover of the EOQ balance. Choose from: 1 TRANSFER FUNDS TO ANOTHER FCP 2 SPEND AVAILABLE PRIOR FUNDS 3 RESTRICT TO CURRENT QUARTER (DEFAULT) Setting the Rollover switch determines what will occur with funds at the end of the quarter. Typically facilities will use #3 and have The funds rollover to the next quarter. Note: you can establish FCP’s for Major/Minor projects but they will not Accept if transmitted from IFCAP to FMS. You may assign budget in IFCAP but funds are input for major/minor into FMS by VACO. Establishing the control point allows all transactions to be input into IFCAP so that you are not using manual processes. Note: you can establish FCP’s for Major/Minor projects but they will not Accept if transmitted from IFCAP to FMS. You may assign budget in IFCAP but funds are input for major/minor into FMS by VACO. Establishing the control point allows all transactions to be input into IFCAP so that you are not using manual processes. 18

Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu... Recalculate All Fund Control Point Balances Select Budget Utilities Menu Option: FCP/BOC/SA Management Menu BOC Management Menu... Cost Center Management Menu... Fund Control Point Management Menu... Select FCP/BOC/SA Management Menu Option: Fund Control Point Management Menu Over the course of time CP’s will no longer be required; especially if established for a specific purpose and once that purpose has been completed the CP can be deactivated. The menu to deactivate or reactivate a control point are the same. 19

Add/Edit Control Point Deactivate a Fund Control Point Reactivate a Fund Control Point Place Released Ceiling Transaction in CP File Display Control Point Committed Transactions Reset FCP Yearly Accounting Element & ACT Code Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select Fund Control Point: ??? CHOOSE FROM: 9 009 TRAINEE SALARIES 61 061 PSYCHOLOGY 521 521 RESEARCH 777 777 SUPPLIES 891 891 ISC 949 949 MCCR TRAVEL Select Fund Control Point: 949 MCCR TRAVEL Active/Inactive Control Point: INACTIVE// ACTIVE 20

Accounting Technician Menu... Funds Distribution Program Menu... Payment/Invoice Tracking Menu... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST If the “Do Not Allow Overcommit” switch is on, then ceilings have to be input prior to orders being generate. If the “Do Not Allow Overcommit” switch is on, then ceilings have to be input prior to orders being generate. 21

Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Add New Transaction (Ceiling) 22

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// I am going to create a new transaction with the number 688-11-0002 IS THIS OK ? YES// (YES) CONTROL POINT: 101 LAB TESTING 101...OK? Yes// (Yes) TDA NUMBER: 4510 TDA DATE: 102510 (OCT 25, 2010) RECURRING FTEE: 4 NON RECUR FTEE: 0 TRNG FTEE: 0 BUDGET SORT CATEGORY: 23

TRANSACTION DATE: T (Oct 25, 2010) 1ST QTR: 45 $ 45.00 2ND QTR: 45 $ 45.00 3RD QTR: 60 $ 60.00 4TH QTR: 45 $ 45.00 TOTAL FUNDING= $ 195.00 RECURRING/NON-RECURRING: NON-RECURRING// NR NON-RECURRING DESCRIPTION: 1>Graphics/Displays/Presentations Expenses If removing funds from a FCP simply put a negative (-) in front of the amount. If removing funds from a FCP simply put a negative (-) in front of the amount. Recurring/Non-recurring references the type of funds being input - not a type of transaction Recurring/Non-recurring references the type of funds being input - not a type of transaction You do not have to put funding in all 4 quarters and you will not always have a TDA to reference nor will you have FTEE to reference very often. You do not have to put funding in all 4 quarters and you will not always have a TDA to reference nor will you have FTEE to reference very often. 24

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Release Transaction Releasing transactions to FMS is a 2 step process: 1 –Release 2-Generate Releasing transactions to FMS is a 2 step process: 1 –Release 2-Generate Releasing a transaction will update the FCP in IFCAP and generating will transmit to FMS and will update FMS tables and the status of funds Documents that are used diligently by facilities. 25

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Enter ELECTRONIC SIGNATURE CODE: Thank you. Do you wish to review/edit any transactions? NO// Enter Sequence Number of Transaction(s) to be Released: ??? Enter the Sequence Number, or indicate a range of sequence numbers by separating the first and last numbers with a dash (-). Type "ALL" to release all unreleased transactions. Do you wish to see the list of all unreleased transactions? NO// YES Unreleased Sequence Numbers for Station 688, FY: 11 SEQ # TRANS # CP# TOTAL SEQ # TRANS # CP# TOTAL 54 688-11-0054 CP-19 $5.00 70 688-11-0070 CP-0 $0.00 71 688-11-0071 CP-0 $0.00 76 688-11-0076 CP-201 $-100.00 77 688-11-0077 CP-202 $100.00 80 688-11-0080 CP-5101 $60000.00 81 688-11-0081 CP-5101 $23000000.00 82 688-11-0082 CP-5101 $10000000.00 83 688-11-0083 CP-5102 $10533827.00 84 688-11-0084 CP-5102 $123456.00 94 688-11-0094 CP-335 $96.00 95 688-11-0095 CP-5103 $30000.00 96 688-11-0096 CP-101 $1101.00 97 688-11-0097 CP-0 $0.00 26

Enter Sequence Number of Transaction(s) to be Released: 96 OK Enter Sequence Number of Transaction(s) to be Released: To not release a transaction already selected to be released Enter the last 4 digits of the transaction for FY 11: QUEUE TO PRINT ON DEVICE: LAT [YOU CAN NOT SELECT A VIRTUAL TERMINAL] Previously, you have selected queueing. Do you STILL want your output QUEUED? YES// DEVICE: LAT You cannot select your home device. QUEUE TO PRINT ON DEVICE: LASERDP DEVELOPMENT Can use ALL to release everything that is pending Can use ALL to release everything that is pending Must select a printer. Cannot print to screen. Must select a printer. Cannot print to screen. 27

Accounting Technician Menu... Funds Distribution Program Menu... Payment/Invoice Tracking Menu... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution 28

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Select FISCAL QUARTER: 1// This option will now create FMS documents for 1st Quarter, FY 11 released transactions which have not previously been coded. FMS Transaction Date: OCT 3, 2010// (OCT 3, 2010) Accounting Period (MM/YY): OCT 2011// (OCT 2011) Ready to generate FMS documents? YES// DEVICE: LAT Right Margin: 80// Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Generate FMS Budget Documents 29

ONLY TRANSACTIONS NOT YET RELEASED CAN BE EDITED Accounting Technician Menu... Funds Distribution Program Menu... Payment/Invoice Tracking Menu... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) 30

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Select Sequence Number for FY 11: ??? Choose from:: 0054 4019 SPD 0080 5101 KATEY TEST 0081 5101 KATEY TEST 0082 5101 KATEY TEST 0083 5102 KATEY TESTING 0084 5102 KATEY TESTING 0086 5101 KATEY TEST 0089 101 LAB TESTING 101 Select Sequence Number for FY 11: 0089 101 LAB TESTING 101 Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Edit Existing, Unreleased Transaction 31

CONTROL POINT: 101 LAB TESTING 101// TDA NUMBER: ??? This is the Transfer of Disbursing Authority (TDA) 1 to 3 digit number from the ACCS report. TDA NUMBER: 460 TDA DATE:?? Examples of Valid Dates: JAN 20 1957 or 20 JAN 57 or 1/20/57 or 012057 T (for TODAY), T+1 (for TOMORROW), T+2, T+7, etc. T-1 (for YESTERDAY), T-3W (for 3 WEEKS AGO), etc. If the year is omitted, the computer uses the CURRENT YEAR. Two digit year assumes no more than 20 years in the future, or 80 years in the past. TDA DATE: T (OCT 3, 2010) RECURRING FTEE: ?? This is the number of recurring Full Time Employee Equivalent (FTEE). RECURRING FTEE: 120 NON RECUR FTEE: 10 TRNG FTEE: 100 32

BUDGET SORT CATEGORY: ?? This is the category for RD285 report for medical care appropriation items only. CHOOSE FROM: 1 ALL OTHER 2 RECURRING PERSONAL SERVICES 3 NR ALL OTHER 4 NR.23 5 19 REPL EQUIP 6 20 ADDITION EQUIPMENT 7 25 OUTREACH-OTHER R & NR 8 25 OUTR-OTH R&NR (FEE CP 853) 11 25B OUTREACH-PS R&NR 12 26 TRAINING 33

BUDGET SORT CATEGORY: 12 26 TRAINING TRANSACTION DATE: OCT 3, 2010// 1ST QTR: 10// 2ND QTR: 20// 3RD QTR: 30// 4TH QTR: 40// TOTAL FUNDING= $ 100.00 RECURRING/NON-RECURRING: NON- RECURRING// DESCRIPTION: 1>Training program 34

Accounting Technician Menu... Funds Distribution Program Menu... Payment/Invoice Tracking Menu... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST 35

Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Transfer From/To Control Point Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11//...Hmmm, Let me think about this for a moment... 36

TRANSFER FROM CONTROL POINT: 105 LAB TESTING 105...OK? Yes// (Yes) TRANSFER TO CONTROL POINT: 108 LAB TESTING 108...OK? Yes// (Yes) FOR WHICH QUARTER: 4 AMOUNT TO TRANSFER: 10 $ 10.00 TRANSACTION DATE: OCT 13,2010// (OCT 13, 2010) RECURRING/NON-RECURRING: NON-RECURRING DESCRIPTION: 1>User fee EDIT Option: Do you want to review this entry? YES// (YES) Transactions will need to Released to post in IFCAP and Generated to post to FMS and Update the status of funds Transactions will need to Released to post in IFCAP and Generated to post to FMS and Update the status of funds Cannot transfer funds that are not available in the CP Cannot transfer funds that are not available in the CP 37

Transfer Transaction Summary To Control Point: 108 LAB TESTING 108 From Control Point: 105 LAB TESTING 105 Transaction Date: OCT 13, 2010 Quarter: 1st Amount to be Transferred: $ 10.00 R/NR: NON-RECURRING Annualization: $ 0.00 Description: User fee Transactions will need to be released and generate in order to post in IFCAP and FMS 38

Transactions can only be deleted if they have not been released. Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Accounting Technician Menu... Funds Distribution Program Menu... Payment/Invoice Tracking Menu... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu 39

Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents FMS Documents Inquiry Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Delete Unreleased Transaction 40

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Select Sequence Number for FY 11: ??? CHOOSE FROM: 0054 019 SPD 0076 201 LAB TESTING 201 0077 202 LAB TESTING 202 0080 5101 KATEY TEST 0081 5101 KATEY TEST 0082 5101 KATEY TEST 0083 5102 KATEY TESTING 0084 5102 KATEY TESTING 0086 5101 KATEY TEST 0087 103 LAB TESTING 103 Select Sequence Number for FY 11: 0086 688-11-0086 5101 KATEY TEST ARE YOU SURE YOU WANT TO DELETE THIS TRANSACTION? NO// Y (YES) Transaction Deleted. Do you wish to delete another transaction for 688-11? n (NO) 41

Don’t believe that this option is used very often. Don’t believe that this option is used very often. Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents FMS Documents Inquiry 42

Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Multiple Transaction Menu Create/Post Multiple Transaction Post/Edit Temporary Transaction Select Multiple Transaction Menu Option: Create/Post Multiple Transaction Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// This has been assigned TRANSACTION NUMBER: T-10012. Please note and use for editing of this transaction. 43

TRANSACTION DATE: OCT 8, 2010// (JAN 08, 2011) Select CONTROL POINT: 101 LAB TESTING 101...OK? Yes// (Yes) Are you adding '101 LAB TESTING' as a new CONTROL POINT (the 1st for this MULTI PLE DISTRIBUTION)? N// Y (Yes) 1ST QTR: 333 $ 333.00 2ND QTR: 112 $ 112.00 3RD QTR: 123 $ 123.00 4TH QTR: 533 $ 533.00 TOTAL FUNDING= $ 1101.00 RECURRING/NON-RECURRING: NON-RECURRING// Select CONTROL POINT: DESCRIPTION: 1>This is a multiple transaction for additional funding 2> EDIT Option: Do you want to review this transaction? YES// (YES) DEVICE: LAT RIGHT MARGIN: 80// Initially a temporary transaction number is assigned. Initially a temporary transaction number is assigned. 44

MULTIPLE DISTRIBUTION LISTING OCT 8,2010 11:25 PAGE 1 TRANSACTION NUMBER DESCRIPTION CONTROL ANNUALIZATION POINT R/NR 1ST QTR 2ND QTR 3RD QTR 4TH QTR AMOUNT --------------------------------------------------------------------------------------------------------------------- T-10012 This is a multiple transaction for additional funding 101 NR 333.00 112.00 123.00 533.00 ------------ -------------- ------------ ------------- TOTAL 333.00 112.00 123.00 533.00 Are you ready to post this transaction? YES// (YES) 101 LAB TESTING Filed with transaction number 688-11-0023 Enter another transaction? NO// (NO) When ready to post the transaction the temporary number is cancelled and a permanent number is assigned. The transaction can be edited until it is released. When ready to post the transaction the temporary number is cancelled and a permanent number is assigned. The transaction can be edited until it is released. 45

Accounting Technician Menu... Funds Distribution Program Menu... Payment/Invoice Tracking Menu... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST 46

Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Quarterly Rollover Fund Control Point Balance Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 10// 11 Select FISCAL QUARTER: 4// 1 47

Select one of the following: 1 Single Year Appropriation Fund Control Points 2 Multiple Year Appropriation Fund Control Points Select Number: : 1 Single Year Appropriation Fund Control Points Description: DEVICE: LAT IFCAP Rollover Fund Control Point Balance List Printed on DEC 31, 2010 For Budget Fiscal Year: 2011 Quarter: 1 Roll 097 TRANSFER WITH PGM to 112 SURGICAL SERVICE $200307.55 Roll 101 LAB TESTING 101 to 033 337 Basil Pharmacy Test $1521205.53 Finished. The following transactions have been created in file 421 (Fund Distribution): 688-11-0025 688-11-0026 Select STATION NUMBER ('^' TO EXIT): 688// ^ This will occur based on how FCP’s are established when they are first set established. To change information edit the FCP set up. This will occur based on how FCP’s are established when they are first set established. To change information edit the FCP set up. 48

Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data (FISCAL) Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance NOTE: RECALCULATE ALL CONTROL POINTS PRIOR TO RUNNING CARRY FORWARD 49

Select STATION NUMBER ('^' TO EXIT): 658// SALEM, VA Select one of the following: 1 Carry forward Outstanding Requests 2 Carry forward balances for all control points 3 Carry forward balances for a single control point Select Number: 1 Carry forward Outstanding Requests The oldest OPEN quarter in file is 2011-3. For Budget Fiscal Year - Quarter (YY-Q): 11-3 Ready to Run? NO// YES DEVICE: ;;9999 IRMS BLDG 74 ROOM 227E IFCAP Carry Forward Outstanding Requests from Qtr 11-3 to 11-4 Station: 658 Printed on 07/07/2011 658-11-3-019-0001 ENTERED 658-11-3-019-0003 APPROVED 2 Step Process 1 st step carry forward outstanding requests 2 nd step is carry forward the open balances. Balances will move according to the type of funds i.e. 1 year funds will only move until the 4 th qtr. Multi-year funds will move up to the 4 th qtr of the year that they expire. 2 Step Process 1 st step carry forward outstanding requests 2 nd step is carry forward the open balances. Balances will move according to the type of funds i.e. 1 year funds will only move until the 4 th qtr. Multi-year funds will move up to the 4 th qtr of the year that they expire. 50

Select Transaction Menu Option: Carry Forward Quarterly Select STATION NUMBER ('^' TO EXIT): 658// SALEM, VA Select one of the following: 1 Carry forward Outstanding Requests 2 Carry forward balances for all control points 3 Carry forward balances for a single control point Select Number: 2 Carry forward balances for all control points The oldest OPEN quarter in file is 2011-3. For Budget Fiscal Year - Quarter (YY-Q): 11-3 Ready to Run? NO// YES DEVICE: ;;9999 IRMS BLDG 74 ROOM 227E 51

IFCAP Carry Forward Balances for All CP'S from Qtr 10-3 to 10-4 Station: 658 Printed on 07/07/2011 003 RES SALARIES (CEI) $0.00 003 RES SALARIES (ADJ) $0.00 009 FIS RESIDENTS (CEI) $61414.00 009 FIS RESIDENTS (ADJ) $120.00 010 ADMINISTRATIVE TRAINEES (CEI) $0.00 010 ADMINISTRATIVE TRAINEES (ADJ) $0.00 012 FIS SALARIES (CEI) $-11936.00 012 FIS SALARIES (ADJ) $0.00 52

Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... Allows snapshot view of all ceiling transactions Allows snapshot view of all ceiling transactions 53

STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Select FUND CONTROL POINT: 469 EEO............... ANOTHER FUND CONTROL POINT: 105 LAB TESTING 105 …… ANOTHER FUND CONTROL POINT: 103 PHARMACY.. ANOTHER FUND CONTROL POINT: DEVICE: LAT 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Select Print Menu Option: Selected Control Points 54

FUND DISTRIBUTION CONTROL POINT DISPLAY NOV 18,2010 13:03 PAGE 1 TRANSACTION TRANSACTION ANNUALIZATION NUMBER DATE REC/NON-REC AMOUNT 1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL DESCRIPTION -------------------------------------------------------------------------------- CONTROL POINT: 469 EEO PROGRAM MANAGER 506-11-0055 OCT 20,2010 NON-RECURRING 850.00 850.00 850.00 850.00 3400.00 FY11 Budget 506-11-1551 OCT 27,2010 NON-RECURRING -1600.00 -1600.00 SWEEP 506-11-2108 NOV 14,2010 NON-RECURRING -451.00 -451.00 SWEEP ------------ ------------ ------------ ------------ ------------- SUBTOTAL 850.00 850.00 850.00 -1201.00 1349.00 55

Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Select Print Menu Option: Range of Transactions 56

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// START WITH TRANSACTION NUMBER: 1// GO TO TRANSACTION NUMBER: LAST// 51 DEVICE: HOME// LAT FUNDS DISTRIBUTION RANGE OF TRANSACTIONS DISPLAY OC 19, 2010 09:15 PAGE 1 CONTROL TRANSACTION POINT TDA TRANSACTION NUMBER NUMBER NUMBER DATE 1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL DESCRIPTION --------------------------------------------------------------------------------------------------------------------------- 688-11-0046 9988 0.00 688-11-0047 101 0.00 688-11-0048 101 OCT 9,2010 5.01 2.02 5.03 5.04 17.10 688-11-0049 101 OCT 9,2010 -200.00 -200.00 688-11-0050 102 OCT 9,2010 200.00 200.00 688-11-0051 9988 OCT 9,2010 -123.00 123.00 ------------ ------------- ------------ ------------ ------------- TOTAL -117.99 2.02 5.03 5.04 -105.90 PRESS RETURN TO CONTINUE 57

Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Select Print Menu Option: Detailed Appropriation Summary 58

FUND DISTRIBUTION APPROPRIATION SUMMARY (DETAIL) REPORT NOV 19,2010 14:52 PAGE 1 TRANSACTION TDA TRANSACTION NUMBER CP # NUMBER DATE 1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL R/NR ANNUAL AMT DESCRIPTION -------------------------------------------------------------------------------- APPROPRIATION: 553-11-3610152-0152A1-0100 CONTROL POINT: 2052 Contract Transcription 553-11-0001 2052 OCT 13,2010 12003.00 12003.00 NR October 2010 continuing resolution distribution. 553-11-0147 2052 NOV 6,2010 29157.00 29157.00 NR NOVEMBER 2010 AND DECEMBER 2010 BUDGET ALLOCATIONS ------------ -------------------------------------------------- ----------- SUBTOTAL 0.00 41160.00 41160.00 0.00 0.00 0.00 CONTROL POINT: 2057 Memberships 553-11-0002 2057 OCT 13,2010 604.00 604.00 NR October 2010 continuing resolution distribution. 553-11-0148 2057 NOV 6,2010 1756.00 1756.00 NR NOVEMBER 2010 AND DECEMBER 2010 BUDGET ALLOCATIONS ------------ -------------------------------------------------- ----------- SUBTOTAL 0.00 2360.00 2360.00 0.00 0.00 0.00 Select STATION NUMBER ('^' TO EXIT): 533// Detroit Select FISCAL YEAR ('^' to EXIT): 11// 59

Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Select Print Menu Option: Appropriation Summary Totals 60

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// DEVICE: LAT FUNDS DISTRIBUTION APPROPRIATION SUMMARY (TOTALS) JUN 9,2011 11:50 PAGE 1 1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL ------------------------------------------------------------------------------------------------------------------------------------- APPROPRIATION: 688-11-36_/_0161.001 CONTROL POINT: 019 SPD SUBTOTAL 1.10 1.20 1.30 1.40 5.00 APPROPRIATION: 688-11-36_0151 CONTROL POINT: 101 LAB TESTING 101 SUBTOTAL -2116.99 -341.00 999601.03 22794.04 1019937.08 CONTROL POINT: 102 LAB TESTING 102 SUBTOTAL 2300.00 200.00 45800.00 400.00 48700.00 SUBTOTAL 183.01 -141.00 1045401.03 23194.04 1068637.08 APPROPRIATION: 688-11-36_0160.020 CONTROL POINT: 9988 LAB TESTING 988 S SUBTOTAL -35.01 0.00 0.00 0.00 -35.01 TOTAL 2039303.10 3672205.20 25045203.33 14059274.44 44815986.07 61

Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Select Print Menu Option: Control Point List 62

LIST OF CONTROL POINTS OCT 5,2010 12:08 PAGE 1 SERVICE ROLL OVER OVERCOMMIT? USER LEVEL OF ACCESS -------------------------------------------------------------------------------- CONTROL POINT: 066 NEW FCP TEST CDL FUND: 0129A1 A/O: 10 PGM: 70 FCP/PRJ: AB3118 OC: JOB: NO OVERCOMMIT PERMIT EYRE, JANE CONTROL POINT OFFICIAL FLURRIE, INEZ CONTROL POINT CLERK CONTROL POINT: 101 LAB TESTING 101 FIS FUND: 0160A1 A/O: 10 PGM: 70 FCP/PRJ: 300 OC: JOB: 033 CURRENT AND FUTURE Q YOUNG, KAREN CONTROL POINT OFFICIAL 63

Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Select Print Menu Option: FCP BOC List 64

DEVICE: LAT RIGHT MARGIN: 80// FCP BOC LIST JUN 10,2011 14:22 PAGE 1 COST CONTROL POINT CENTER OVERCOMMIT? AUTHORIZED BOC -------------------------------------------------------------------------------- 019 SURGICAL SERVICES 8201 CURRENT AND FUTURE QUARTERS 2631 Drugs, Medicines and Chemical Supplies 2632 Other Medical and Dental Supplies 2633 Home Oxygen Supplies 2635 Blood and Blood Products 65

Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Select Print Menu Option: Control Point PO List 66

START WITH FCP: FIRST// START WITH DATE SIGNED: FIRST// DEVICE: LAT RIGHT MARGIN: 80// FCP PO STATUS JUN 10,2011 14:50 PAGE 1 P.O. # STATUS PO DATE TOTAL ----------------------------------------------------------------------------------------------------- FCP: 101 ISC2 B10034 Pending Fiscal Action MAR 9,2011 503.00 B10028 Pending PPM Clerk Signature MAR 4,2011 24.00 B10025 Pending Fiscal Action MAR 3,2011 84.00 B10024 Ordered and Obligated MAR 2,2011 254.75 B10023 Pending Fiscal Action FEB 24,2011 100.00 B10016 Partial Order Received (Amended) FEB 22,2011 257.51 ---------- SUBTOTAL 1222.76 FCP: 102 LAB TESTING 102 B10058 Ordered and Obligated (Amended) JUN 7,2011 47.92 --------- SUBTOTAL 47.92 ---------- TOTAL 1269.68 67

Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP 68

Select CONTROL POINT ACTIVITY NUMBER: ??? CHOOSE FROM: 503-11-2-009-0001 OBL C10001 503-11-2-009-0002 OBL C10002 503-11-2-009-0003 OBL C10003 503-11-2-009-0004 OBL C10004 503-11-2-009-0005 OBL C10005 503-11-2-009-0006 OBL C10006 503-11-2-009-0007 ADJ C10001 503-11-2-009-0008 ADJ C10001 503-11-2-009-0009 ADJ C10001 Select CONTROL POINT ACTIVITY NUMBER: 0009 533-11-2-101-0009 Use the ?? If you don’t know the transaction number you are looking up. Use the ?? If you don’t know the transaction number you are looking up. Select Print Menu Option: Audit Reports Menu Control Point Activity File Inquiry Procurement and Accounting Transactions Inquiry 69

Processing History for: TRANSACTION NUMBER: 533-11-2-101-0009 TRANSACTION TYPE: OBLIGATION FORM TYPE: 1358 ORDER STATION NUMBER: 533 DATE OF REQUEST: FEB 17,2011 CONTROL POINT: 101 KATEY ACCOUNTING DATA: 3610160 COST CENTER: 820111 LAB TEST CC BOC1: 2580 Miscellaneous Contractual BOC1 $ AMOUNT: 40000 BBFY: 2011 FCP/PRJ: 0100201A3 COMMITTED (ESTIMATED) COST: 40000 DATE COMMITTED: JAN 1, 2011 TRANSACTION $ AMOUNT: 40000 REQUESTOR: BOWER, LISA VALIDATION VERSION: 1 JUSTIFICATION: TEST 70

Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP 71

Select CONTROL POINT ACTIVITY NUMBER:??? CHOOSE FROM: 503-A10001 10-13-10 ST Complete Order Received FCP: 019 $ 74.00 503-A10002 10-28-10 ST Complete Order Received But Not Ob FCP: 019 $ 42.00 503-A10003 10-28-10 ST Complete Order Received But Not Ob FCP: 019 $ 199.80 503-A10004 10-05-10 ST Complete Order Received But Not Ob FCP: 019 $ 119.48 Select Print Menu Option: Audit Reports Menu Control Point Activity File Inquiry Procurement and Accounting Transactions Inquiry 72

Processing History for: PURCHASE ORDER NUMBER: 503-A10001 METHOD OF PROCESSING: INVOICE/RECEIVING REPORT FCP: 019 SPD APPROPRIATION: 3610160.001.01 COST CENTER: 828100 BOC1: 2632 Other Medical and Dental Supplies SUBAMOUNT1: 74 DELIVERY DATE: APR 14, 2011 PRIMARY 2237: 503-11-1-019-0032 EST. SHIPPING AND/OR HANDLING: $25.00 LINE ITEM COUNT: 3 TOTAL AMOUNT: 74 NET AMOUNT: 74 LIQUIDATED AMOUNT: 74 EST. SHIPPING LINE ITEM NO.: 3 VENDOR: M&M HOSPITAL PRODUCTS DIV REQUESTING SERVICE: SPD SHIP TO: WAREHOUSE VERBAL PURCHASE ORDER (Y/N): YES CONFIRMATION COPY (Y/N): NO F.O.B. POINT: ORIGIN SOURCE CODE: 2 PROPOSAL: N/A PRIORITY OF 2237: EMERGENCY PURCHASING/PPM AGENT: IFUSER,ONE DELIVERY LOCATION: SPD P.O. DATE: OCT 10, 2010 EMERGENCY ORDER?: NO EXPENDABLE/NONEXPENDABLE: EXPENDABLE LOCAL PROCUREMENT REASON CODE: 1 73

CERTIFIED P.O.: NO LINE ITEM NUMBER: 1 QUANTITY: 5 UNIT OF PURCHASE: BX BOC: 2632 Other Medical and Dental ITEM MASTER FILE NO.: 30 EST. UNIT COST: 5 ACTUAL UNIT COST: $5.0000 2237 REFERENCE #: 503-11-1-019-0032 PACKAGING MULTIPLE: 6 NSN: 6510-01-344-4047 SKU: RO UNIT CONVERSION FACTOR: 6 DESCRIPTION: ADHESIVE TAPE TOTAL COST: 25 FEDERAL SUPPLY CLASSIFICATION: 6510 DESCRIPTION LINE COUNT: 1 OBLIGATED BOC: 2632 Other Medical and Dental Supplies QUANTITY PREVIOUSLY RECEIVED: 5 DATE RECEIVED: Nov 5, 2010QTY BEING RECEIVED: 5 AMOUNT: 25 PARTIAL NUMBER: 1 CONSUMER LEVEL: 96 DO NOT B/O: DO NOT B/O 74

LINE ITEM NUMBER: 2 QUANTITY: 24 UNIT OF PURCHASE: EA BOC: 2632 Other Medical and Dental ITEM MASTER FILE NO.: 43 EST. UNIT COST: 1 ACTUAL UNIT COST: $1.0000 2237 REFERENCE #: 503-11-1-019-0032 PACKAGING MULTIPLE: 1 NSN: 6505-01-269-1744 SKU: EA UNIT CONVERSION FACTOR: 1 DESCRIPTION: APHERESIS KIT-BLOOD CELLS-CONTAINS ONE 100ML BOTTLE OF 9% SODIUM CHLORIDE TOTAL COST: 24 FEDERAL SUPPLY CLASSIFICATION: 6505 DESCRIPTION LINE COUNT: 3 OBLIGATED BOC: 2632 Other Medical and Dental Supplies QUANTITY PREVIOUSLY RECEIVED: 24 75

DATE RECEIVED: NOV 13, 2010 QTY BEING RECEIVED: 24 AMOUNT: 24 PARTIAL NUMBER: 1 CONSUMER LEVEL: 40 DO NOT B/O: DO NOT B/O DRUG TYPE CODE: OTHER DRUGS PROMPT PAYMENT PERCENT: NET DAYS (TERM): 30 SUPPLY STATUS: Complete Order Received SUPPLY STATUS ORDER: 30 ESTIMATED ORDER?: NO FISCAL STATUS ORDER: 35 AMOUNT: 74 TYPE CODE: A2 COMP. STATUS/BUSINESS: Z2 PREF. PROGRAM: K BREAKOUT CODE: OO TT/DATE/REF: 921.00.101310.A10001 OCT 13,2010@16:38:33 OBLIGATED BY: DAY, SUNNY CODE SHEET NUMBER: 2970 VALIDATION CODE: /ES/IFCAP INSTRUCTOR DATE SIGNED: OCT 13, 2010@16:38:33 76

VALIDATION VERSION: 1 ESIG CODE: 10454 TT/DATE/REF: OCT 13, 2010@13:08:32 OBLIGATED BY: YEAGER, JOHN CODE SHEET NUMBER: 3012 VALIDATION CODE: /ES/IFUSER,SEVEN DATE SIGNED: OCT 3, 2010@13:08:32 VALIDATION VERSION: 1 ESIG CODE: 7151 NUMBER: 1 DATE: OCT 14, 2010 BOC1: 2632 Other Medical and Dental Supplies SUBAMOUNT1: 74 PROCESSED BY FISCAL?: YES WAREHOUSE APPROVED BY: WALTON, JIM VALIDATION CODE: /ES/WALTON, JIM FINAL: FINAL WAREHOUSE DATE/TIME SIGNED: NOV 13, 2010@16:41:48 TOTAL AMOUNT: 74 LINECOUNT: 2 RECEIVED BY (PPM OR DELV.PT.): GREEN, JOE RECEIVED BY VALIDATION CODE: /ES/V(`7n:_F.NNhb\g$p/e$ DATE RECEIVED (AT DELV.PT.): NOV 13, 2010@16:47:43 RECEIVED BY (AT DELIVERY PT.): DAY, SUZY RECV.REPORT TRANS.TO AUSTIN: 503-RR-A10001-1 Gives a complete history of what has occurred with document. 77

LOG RR CODE SHEETS DONE?: NO VALIDATION VERSION: 1 ESIG CODE: 10454 RCVD BY VALIDATION VERSION: 1 RCVD BY ESIG CODE: 16169 PO PRINTED TIME: NOV 13, 2010@16:38 VALIDATION CODE: /ES/WALTON, JIM VALIDATION DATE/TIME: OCT 13, 2010@16:37 AGENT ASSIGNED P.O.: JACKSON, BARBIE DATE P.O. ASSIGNED: NOV 13, 2010@16:34 INVOICE ADDRESS: FMS-VA-1-503 EDI MESSAGE NO.: 3660 VALIDATION VERSION: 1 ESIG CODE: 10454 78

2237 REFERENCE NUMBER: 503-11-1-019-0032 ACCOUNTABLE OFFICER: FLEECE, JACK VALIDATION CODE: /ES/FLEECE, JACK DATE SIGNED: OCT 13, 2010 CURRENT STATUS: Sent to Purchasing & Contracting CP FUND STATUS: INSUFFICIENT FUNDS TYPE OF REQUEST: UNPOSTED SOURCE OF REQUEST: NOT AVAILABLE FROM ANY OF THESE SOURCES INVENTORY/DISTRIBUTION POINT: 688-SPD ESIG CODE: 10454 VALIDATION VERSION: 1 PURCHASE METHOD: 3 DEPARTMENT NUMBER: 421 DOCUMENT IDENTIFIER/COMMON NO.:A10001 MONTH (c): 03 QUARTER (c): 1 LAST DIGIT OF FISCAL YEAR (c): 1 79

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu... Recalculate All Fund Control Point Balances : 80

Select Budget Utilities Menu Option: FCP/BOC/SA Management Menu BOC Management Menu... Cost Center Management Menu... Fund Control Point Management Menu... Select FCP/BOC/SA Management Menu Option: BOC Management Menu Add/Edit BOC Deactivate BOC Reactivate BOC BOC Listing Select BOC Management Menu Option: Deactivate BOC 81

Select BUDGET OBJECT CODE NAME: ??? CHOOSE FROM: …. 2507 2507 Information Technology Support Services 2510 2510 Data Processing Services (Federal Supplier) 2511 2511 Data Processing Services (Commercial Supplier) 2512 2512 Other Contractual Svcs-Mkting-FF 2513 2513 Data Entry Services (Commercial Supplier) 2515 2515 Systems Analysis & Programming (Comm Supplier) …. Select BUDGET OBJECT CODE NAME: 2507 Information Technology Support Services Are you sure that you wish to deactivate this Budget Object Code? YES// (YES) --Budget Object Code has been deactivated Select Next BOC: Only deactivate BOC’s when you do not want them available for any use. Typically This occurs when there is national decision to deactivate BOC’s. If a BOC has been deactivated, it can be reactivated through the Reactivate BOC. Only deactivate BOC’s when you do not want them available for any use. Typically This occurs when there is national decision to deactivate BOC’s. If a BOC has been deactivated, it can be reactivated through the Reactivate BOC. 82

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu... Recalculate All Fund Control Point Balances Select Budget Utilities Menu Option: FCP/BOC/SA Management Menu 83

The menu options for add/edit CC, deactivate, reactivate work in the same way that the options for the BOC work. These are typically only used when nationally there has been a change. The Add/Edit CC is also used to assign specific BOC’s to be used with specific CC The menu options for add/edit CC, deactivate, reactivate work in the same way that the options for the BOC work. These are typically only used when nationally there has been a change. The Add/Edit CC is also used to assign specific BOC’s to be used with specific CC BOC Management Menu... Cost Center Management Menu... Fund Control Point Management Menu... Select FCP/BOC/SA Management Menu Option: Cost Center Management Menu Add/Edit Cost Center Deactivate Cost Center Reactivate Cost Center Cost Center Listing List Cost Centers with Associated BOC Select Cost Center Management Menu Option: Add/Edit Cost Center 84

Select Cost Center Management Menu Option: add/Edit Cost Center Select COST CENTER NAME: 840200 840200 DHCP and IHS Operations 840300 840300 Direction and Coordination of VA Training Programs 840400 840400 Medical Disctrict Office 840500 840500 Voluntary Service 840700 840700 Security Service 840900 840900 Chief of Staff 841100 841100 Office of the Chief Medical Administration CHOOSE 1-3: 1 841100 Office of the Chief Medical Administration Do you need to edit the Cost Center Name? NO// (NO) DESCRIPTION: Cost Center deactivated 5/11/08 Edit? NO// Do you wish to edit the BOC list for this Cost Center? YES// (YES) Do you want me to add or delete ALL BOCs to this cost center before you begin editing the BOC list? NO// (NO) Select BOC: 9999 Casca/GPF/Supply Fund// 2632 Other Medical and Dental Supplies...OK? Yes// (Yes) BOC: 2632 Other Medical and Dental Supplies// 85

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 86

Select QUARTER: 3// Select CONTROL POINT: 101 LAB TESTING 101 …OK? Yes// (Yes) Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: ??? Attempting lookup in transaction file. Attempting lookup using 688-11-3-101-0141 (STA # - FY - QTR - FCP) Question marks are used if you don’t have the transaction # and need to look it up with a ??. You would get a list of transactions associated with the control point. Question marks are used if you don’t have the transaction # and need to look it up with a ??. You would get a list of transactions associated with the control point. 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Display 2237 Request FCP Accounting Elements Fiscal Daily Review Fiscal Pending Action History of Purchase Card Transactions Purchase Card Statistics Reconciled Purchase Card Transactions Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Year To Date Accrual s Select Print Menu Option: Display 2237 Request 87

PURCHASE ORDER: 777-C10851 STATUS: Transaction Complete M.O.P.: CERTIFIED INVOICE LAST PARTIAL RECD.: REQUESTING SERVICE: EMPLOYEE EDUCATION SERV ICE VENDOR: COAST CHEM EXTERMINATING, INC. SHIP TO: EES-SPECIAL SHIPPING 2826 GUNDRY AVENUE Employee Education Svc. SIGNAL HILL, CA 90755 SEE PO FOR 562-981-8433 SHIPPING INSTRUCTIONS USA, MO 00000 FMS Vendor Code: 330384303 DELIVERY LOCATION: LBEERC ________________________________________________________________________________ FOB POINT: DESTINATION |PROPOSAL: ELVIRA CRUZ, |AUTHORITY: COST CENTER: 860500 | (562)981-8433 | FAR 13 TYPE: PURCHASE ORDER | |AGENT: DELIVER ON/BEFORE 10/1/2010 |CONTRACT: | LINDA D ELEY DISCOUNT TERM: NET30 | |DATE: 10/1/2010 APP: 3610152-806 | |ESTIMATED | |TOTAL: 1680.00 ------------------------------------------------------------------------------- 88

ITEM DESCRIPTION QTY UNIT COST COST -------------------------------------------------------------------------------- 1 TRACE CODE: CFO APPROVED ON 12 MO 140.00 1680.00 6/10/09, 09.AR.ANNUALRENEW.A MONTHLY PEST CONTROL FOR THE LONG BEACH EERC. PERIOD COVERED WILL BE OCTOBER 1, 2010 - SEPTEMBER 30, 2011 BOC: 2580 FMS LINE: 001 ------- ALL PAYMENTS REQUESTS SHALL BE MADE TO THE "MAIL INVOICE TO:" ADDRESS ON THE PURCHASE ORDER. INCLUDE THE PURCHASE ORDER NUMBER ON ALL INVOICES SUBMITTED. FAILURE TO INVOICE 89

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 90

826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Display 2237 Request FCP Accounting Elements Fiscal Daily Review Fiscal Pending Action History of Purchase Card Transactions Purchase Card Statistics Reconciled Purchase Card Transactions Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Year To Date Accrual Select Print Menu Option: FCP Accounting Elements SORT BY: NUMBER// ? ANSWER WITH FIELD NUMBER, OR LABEL Do you want the entire FIELD List? Y (Yes) 91

CHOOSE FROM:.01 STATION NAME 1 CONTROL POINT NAME (multiple) 2 FUND RELEASING OFFICIAL (multiple) 3 STATION OVERCOMMIT SWITCH 3.1 STATION ROLLOVER OF EOQ BAL. 4 SUPPLY FUND CAP 5 INVENTORY VALUE 6 DUE-IN VALUE 7 TOTAL CAP AVAILABLE 8 PRINT ON DEMAND 9 STATION OPEN QUARTER DATE 10 EDI ORDER RELEASE 11 SITE ALL/DELIVERY ORDER SWITCH TYPE '-' IN FRONT OF NUMERIC-VALUED FIELD TO SORT FROM HI TO LO TYPE '+' IN FRONT OF FIELD NAME TO GET SUBTOTALS BY THAT FIELD, '#' TO PAGE-FEED ON EACH FIELD VALUE, '!' TO GET RANKING NUMBER, '@' TO SUPPRESS SUB-HEADER, ']' TO FORCE SAVING SORT TEMPLATE TYPE ';TXT' AFTER FREE-TEXT FIELDS TO SORT NUMBERS AS TEXT TYPE [TEMPLATE NAME] IN BRACKETS TO SORT BY PREVIOUS SEARCH RESULTS TYPE 'BY(0)' TO DEFINE RECORD SELECTION AND SORT ORDER SORT BY: NUMBER// 92

START WITH NUMBER: FIRST// DEVICE: LAT RIGHT MARGIN: 80// FUND CONTROL POINT ACC. ELEMENTS LIST NOV 2,2010 15:11 PAGE 1 CONTROL POINT ACTIVE/INACTIVE OBJECT FUND A/O PROGRAM FCP/PRJ JOB CLASS -------------------------------------------------------------------------------- STATION 510 FCP: 0024 PRINTING INACTIVE 0152 10 0100 010044100 24 FCP: 0025 PERSONAL SERVICE ACTIVE 0160 10 0100 010020100 25 FCP: 0026 PSYCHIATRY ACTIVE 0160 10 0100 010022700 26 93

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu... Recalculate All Fund Control Point Balances 94

Select Budget Utilities Menu Option: FCP/BOC/SA Management Menu BOC Management Menu... Cost Center Management Menu... Fund Control Point Management Menu... Select FCP/BOC/SA Management Menu Option: Fund Control Point Management Menu Add/Edit Control Point Deactivate a Fund Control Point Reactivate a Fund Control Point Place Released Ceiling Transaction in CP File Display Control Point Committed Transactions Reset FCP Yearly Accounting Element & ACT Code Run this when reusing a FCP # 95

STATION: 688 Select Fund Control Point Management Menu Option: Reset FCP Yearly Accounting Element & ACT Code STATION: 658 Select Fund Control Point: 110 FIS STATION TRVL 0160A1 10 0100 010042100 For Budget Fiscal Year: 2011 CURRENT FCP ACCOUNTING ELEMENTS FISCAL YEAR FCP ACCOUNTING ELEMENTS BBFY: 2010 FISCAL YEAR: 11 FUND: 0160A1 FUND: 0160A1 APPROPRI: 36_0160 APPROPRI: 36_0160 A/O: 10 A/O: 10 PROGRAM: 0100 PROGRAM: 0100 FCP/PRJ: 010042100 FCP/PRJ: 010042100 OBJECT CLASS: JOB: JOB: Reset the fiscal year 10 Suballowance Account? NO// YES Ready to File? NO// YES 96

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu... Recalculate All Fund Control Point Balances Select Budget Utilities Menu Option: Recalculate All Fund Control Balances 97

Select FISCAL YEAR: 11// Recalculate all stations/control points balances for fiscal year: 11 Select QUARTER: 3// Submit RECALCULATE ALL CONTROL POINT BALANCES to the TASK MANAGER? YES// Requested Start Time: NOW// (JUL 20, 2011@18:39:06) RECALCULATE ALL CONTROL POINT BALANCES HAS TASK NUMBER 223756 Should run the recalculate prior to running the carry forward options. Do you wish a report for ALL Control Points? NO// (NO) Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Select QUARTER: 1// Select CONTROL POINT: 101 LAB TESTING 101...OK? Yes// (Yes) 98

Would you like a summary report (bottom line balances only)? YES// n (NO) DEVICE: LAT CONTROL POINT BALANCE - 688-11-1-101- OCT 13,2010@14:40:35 PAGE 1 FISCAL FYQSeq# TXN OBL # AP/OB DT COMM $AMT CP $BAL OBL $AMT UNOBL $BAL 0003 CEI 500000.00 500000.00 500000.00 500000.00 0046 CEI 25000.00 525000.00 25000.00 525000.00 0138 OBL C15097 OCT 1,2010 500.00 524500.00 500.00 524500.00 0141 OBL C15107 OCT 8, 2010 5000.00 519500.00 5000.00 519500.00 0142 ADJ C15107 OCT 8, 2010 -2000.00 521500.00 -2000.00 521500.00 0144 OBL C15108 OCT 8, 2010 10.00 521490.00 10.00 521490.00 PO/ PO COMMITTED OBL/CEIL UNOBLIG OBL# DATE (EST) COST CP BALANCE $ AMOUNT BALANCE ===============================================================================- 688-A10860 114.50 1524161.45 114.50 1524870.03 688-A10858 588.00 1523573.45 588.00 1524282.03 688-A10857 490.00 1523083.45 490.00 1523792.03 688-A10856 637.00 1522446.45 637.00 1523155.03 PO transaction (no 2237) total for this quarter: $21918.90 FMS transaction total for this quarter: $0.00 99

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu... Recalculate All Fund Control Point Balances Select Budget Utilities Menu Option: Clear Program Lock 100

This option allows the user to clear a program lock and continue processing. This option clears a lock that has been placed on batch transmission or on releasing the budget figures for a station. This can occur when someone else is using the option and the system will not allow a second person to perform the same function, or when a system error or power problem interrupts a function. Never proceed with further processing after a lock until you have used this option to clear the lock. 101

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu... Recalculate All Fund Control Point Balances Have to run this option prior to inputting transactions for the next FY. This is typically run in the 3 rd quarter but it can be run any time and can be run multiple times. 102

Select Budget Utilities Menu Option: Dictionary Management Menu Load Standard Dictionary Standard Dictionary List Dictionary List Menu... Generate New Fiscal Year Fund/Required Table Fund/Appropriation Enter/Edit Define Standard Dictionary Fund Enter/Edit Required Fields Edit Generate New Fiscal Year Fund/Required Table For Beginning Budget Fiscal Year: 2010// 2011 Note: All ACTIVE SINGLE-YEAR FUND CONTROL POINTS will be initialized to enable the new fiscal year FMS/820 RECORDS to post correctly. Ready to Generate the fund code & Required Table for 2011? NO// YES 103

Station: 488 600 VISN SALARIES 605 VISN SL SALARIES 606 VISN MF SALARY 611 VISN RESERVE 615 VISN SUPPLIES 616 VISN TRAVEL 620 VISN 2 YEAR FUNDING Station: 506 001 SPECIAL PGM FUNDING 002 MH ALL OTHER 004 PANDEMIC FL 014 VISN SL Salary 015 HSRD - SALARY 016 P824 SALARY 018 NEUROLOGY 019 HEMODIALYSIS 020 NUCLEAR MEDICINE 021 PHARMACY If supporting more than one station number you do not have to run the option for each station. The option will pick up all station numbers and all appropriations. 104

 Obligate transactions -- check for proper costing  Reconcile  Research inquiries from Control Point Clerks, Officials, Vendors, Purchasing Agent  Process Receiving Reports  Process payments  Assist Control Point Clerks & Officials interpreting the running balance  Train Control Point Clerks & Officials on proper use of cost centers and budget object codes 106

Funds Distribution & Accounting Menu Accounting Technician Menu... Funds Distribution Program Menu... Payment/Invoice Tracking Menu... Select Funds Distribution & Accounting Menu: Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis - IFCAP Code Sheet Menu... FMS Code Sheet Menu... IRS Offset Code Sheet Menu... Print Obligated 1358s Purchase Card Transactions Print Menu... Orders will be received from Purchasing and Contracting. Will either print the 2237 or may have printing turned off and get a listing of items to obligate Orders will be received from Purchasing and Contracting. Will either print the 2237 or may have printing turned off and get a listing of items to obligate 107

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC Choose from: A10001 688-A10001 10-23-10 ST Pending Fiscal Action FCP: 081 $ 106.20 Select Purchase Order Number: ??? Obligation Processing Purchase Order - 688-A10001 1358 Processing Menu... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu... Select Accounting Technician Menu Option: Document Processing Menu Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply FMS Rejected Obligation Document Processing... Select Document Processing Menu Option: Obligation Processing 108

Net Cost of Order: $ 106.20 Control Point Balances Uncommitted Balance: $ 299992.80 Unobligated Balance: $ 300000.00 Committed, Not Obligated: $ 7.20 OK to Continue? YES// Would you like to review the entire Purchase Order? YES// COST CENTER: 828100 CONTROL POINT: 081 SPD BOC: 2632 AMOUNT: $ 106.20 Net Cost of Order: $ 106.20 Justification(s): No Justification Information shown. The information listed above is recorded on this Purchase Order. Is the above information correct? YES// Review accuracy of information to ensure correct costing and appropriate use of Funds. Review accuracy of information to ensure correct costing and appropriate use of Funds. 109

Select Obligation Processing Date: OCT 5,2010// (OCT 05, 2010) This Purchase Order Obligation will now generate the Original Entry Miscellaneous Order (MO) Document. The MO Document will be marked for transmission to FMS. Transmit this Document to FMS? YES// The Electronic Signature must now be entered to generate the MO Document. Enter ELECTRONIC SIGNATURE CODE: Thank you. Note: Review the order and select the correct processing date. Some services will input orders ahead of time for the next quarter or for different time periods especially when utilizing a 1358 document so need to be sure scheduled appropriately for release to the system to have accurate accounting data recorded. EXCUSE ME, HOLD ON... 110

Once the order is completed it will automatically que for transmission to FMS. Sites can establish when items are released to transmit. Some sites will transmit once a day while other sites will have the system set to automatically release periodically during the day. 111...updating running balance status fields in 410...WITH 2237...now generating the FMS Miscellaneous Order (MO) Document......SORRY, JUST A MOMENT PLEASE......SORRY, THIS MAY TAKE A FEW MOMENTS......now generating the PHA transaction...now generating the FPDS message for the AAC Do you wish to queue this order to another printer? NO// n NO

Funds Distribution & Accounting Menu Accounting Technician Menu... Funds Distribution Program Menu... Payment/Invoice Tracking Menu... Select Funds Distribution & Accounting Menu: Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis - IFCAP Code Sheet Menu... FMS Code Sheet Menu... IRS Offset Code Sheet Menu... Print Obligated 1358s Purchase Card Transactions Print Menu... 112

Select Accounting Technician Menu: Document Processing 1358 Processing Menu... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu... Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply FMS Rejected Obligation Document Processing... Select Document Processing Menu Option: General Post Funds Requests Processing 113

GPF orders are reviewed by accounting staff and are “pre approved” prior to being submitted to purchasing & contracting Process is different due to the funds being donated. Accounting can ensure funds are available in the account and that the purchase is appropriate in accordance with the donation and appropriation law. GPF orders are reviewed by accounting staff and are “pre approved” prior to being submitted to purchasing & contracting Process is different due to the funds being donated. Accounting can ensure funds are available in the account and that the purchase is appropriate in accordance with the donation and appropriation law. 2237 TRANSACTION NUMBER: 506-11-1-414-0011 OBL SAF T GARD INTERNATI This is a request for additional funds for post office box number Pending Fiscal Action CURRENT STATUS: Pending Fiscal Action// ?? This is the current status of the 2237 request. Choose from: Pending Accountable Officer Sig. 60 Pending Fiscal Action 10 Returned to Service by Fiscal 85 Accounting usually changes the status to 60 - Pending Accountable Officer Signature so that the order can be processed to the next step. 114

Select Accounting Technician Menu Option.. Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis - IFCAP Code Sheet Menu... FMS Code Sheet Menu... IRS Offset Code Sheet Menu... Print Obligated 1358s Purchase Card Transactions Print Menu... 1358 Processing Menu... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu... Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply FMS Rejected Obligation Document Processing... Select Document Processing Menu Option: Amendment Processing Select Accounting Technician Menu Option: Document Processing Menu 115

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Enter ELECTRONIC SIGNATURE CODE: Thank you. Select Purchase Order Number: 688-A10406 INVOICE/RECEIVING REPORT Ordered and Obligated Select AMENDMENT: ? Answer with AMENDMENT, or NUMBER: 1 1 Select AMENDMENT: 1 SORRY, JUST A MOMENT PLEASE... 116

2. MOD. NO.: | 3. EFFECTIVE DATE: | 4. REQUISITION/P.O. REQ. NO.: 1 | 10/30/10 | A10406 _______________________________________________________________________________ 8. NAME AND ADDRESS OF CONTRACTOR | 10A. MODIFICATION OF CONTRACT/ORDER CENTRAL BUSINESS SERVICES AND SUPPLY| NO.688-A10406 4000 RESERVOIR ROAD | CONTRACT # 1: 94-123A SUITE 200 |-------------------------------------- WASHINGTON, DC 20008 | 10B. DATED (See Item 13) 3/17/09 ------------------------------------------------------------------------------- 12. ACCOUNTING AND APPROPRIATION DATA (If required) 36 10160-090 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.) ------------------------------------------------------------------------------- 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: change of quantity ------------------------------------------------------------------------------- CONTRACTING OFFICER: HARDY, BRENDA 117

The information listed above is recorded on this Purchase Order amendment. Are you ready to approve and obligate this amendment? YES// Amendment Processing The following information appears on the original and any previously amended Purchase Order: Purchase Order - 688-A10406 COST CENTER: 820100 CONTROL POINT: 090 RADIOLOGY A/O Net Cost of Order: $ 68.89 Amendment Processing Net Cost of Order: $ 68.89 No Control Point balances available at this time. Amendment Processing The following information appears on the original and any previously amended Purchase Order: 118

Purchase Order - 688-A10406 COST CENTER: 820100 CONTROL POINT: 090 RADIOLOGY Net Cost of Order: $ 68.89 Amendment Processing Net Cost of Order: $ 68.89 No Control Point balances available at this time. Amendment Processing The following information appears on the amended Purchase Order as listed in the DESCRIPTION OF MODIFICATION: Is the above BOC information correct? YES// Would you like to print this amendment? YES// n NO Select Obligation Processing Date: OCT 18,2010// (OCT 18, 2010) If the BOC has been changed in FMS need to be sure BOC matches or transaction will reject. If the BOC has been changed in FMS need to be sure BOC matches or transaction will reject. 119

...copying amendment information back to Purchase Order file......SORRY, LET ME THINK ABOUT THAT A MOMENT......now generating the FMS Miscellaneous Order (MO) Document......EXCUSE ME, HOLD ON... Transmit this Document to FMS? YES// The Electronic Signature must now be entered to generate the MO Document. Enter ELECTRONIC SIGNATURE CODE: Thank you. This Purchase Order Amendment Obligation will now generate the Modification Entry Miscellaneous Order (MO) Document. The MO Document will be marked for transmission to FMS. 120

Select Accounting Technician Menu Option: Document Processing Menu Select Document Processing Menu Option: 1358 Processing Menu Obligate 1358 Adjust (Increase/Decrease) 1358 Liquidate 1358 1358 Print Menu... Close 1358 Recalculate 1358 Balances Reopen a Closed 1358 Send 1358 back to Service without action Select 1358 Processing Menu Option: Obligate 1358 Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC Select FISCAL YEAR ('^' to EXIT): 11// Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: 688-11-3-060-0479 OBL 121

1358 TRANSACTION - 688-11-3-060-0479 COST CENTER: 842100 AMOUNT: $ 100.00 BOC #1: 2580 AMOUNT #1: $ 100.00 Should be established for reason in Directive 4588 Editing Auto Accrual information... CURRENT VALUES FOR AUTO ACCRUAL FOR 1358: ENDING DATE FOR SERVICE: JUN 30, 2011 AUTO ACCRUAL FLAG: NO Are these Auto Accrual values correct? YES// NO END DATE FOR 1358: JUN 30, 2011// 0830 AUG30, 2011 AUTO ACCRUAL FLAG? NO// YES 1358 TRANSACTION - 688-11-3-060-0479 COST CENTER: 842100 AMOUNT: $ 100.00 BOC #1: 2580 AMOUNT #1: $ 100.00 FRANCHISE FEES STANDARD OBLIGATION Currently 1358’s are not routed through contracting they flow from the control point official to Fiscal. However work is being done on a patch which will alter that flow of documents. Currently if a 1358 does not fit the exception criteria Fiscal should be rejecting the 1358 and it should be converted to a 2237. 122

The information listed above is recorded on this 1358 Obligation. Is the above information correct? YES// Returning to Obligation processing... Editing Auto Accrual information... ENDING DATE FOR SERVICE: AUG 30, 2011 AUTO ACCRUAL FLAG: YES Are these Auto Accrual values correct? YES Prior to obligation the accounting tech should confirm that all fields on the 1358 are properly filled in. There should an adequate reason completed. The vendor and contract number should be completed these are not currently mandatory fields but an IFCAP patch is being developed to enforce the requirements. If not completed fully the request should be returned for correction. Prior to obligation signatures should be checked to ensure separation of duties. These are requirements that are being enforced and is being monitored and compliance reports have been developed and are a now a part of the IFCAP package. 123

Control Point Balances Uncommitted Balance: $5462604.62 Unobligated Balance: $5478006.33 Committed, Not Obligated: $15401.71 OK to Continue? YES// ENTER A NEW 1358 Obligation Number OR A COMMON NUMBERING SERIES 1358 Obligation Number: C15 688-C15 ACCOUNTING TECHNICIAN Are you adding '688-C15033' as a new 1358 Obligation Number? Y (Yes) Select Obligation Processing Date: JUN 14,2011// (JUN 14, 2011) This FMS document will be transmitted on 06/14/11 and will affect the accounting period of June 2011. The Accounting Period affected in FMS will be 0911. Is this OK? YES// 124

...EXCUSE ME, HOLD ON......updating 1358 Obligation balances......Excuse me, Is it lunchtime yet?.........Control Point has been notified of this transaction......now generating the FMS Service Order (SO) Document... The Electronic Signature must now be entered to generate the SO Document. Enter ELECTRONIC SIGNATURE CODE: Thank you. This 1358 Obligation will now generate the Original Entry Service (SO) Order Document. The SO Document will be marked for transmission to FMS. Transmit this Document to FMS? YES// 125

Select Accounting Technician Menu Option: Document Processing Menu Select Document Processing Menu Option: 1358 Processing Menu Obligate 1358 Adjust (Increase/Decrease) 1358 Liquidate 1358 1358 Print Menu... Close 1358 Recalculate 1358 Balances Reopen a Closed 1358 Send 1358 back to Service without action Select 1358 Processing Menu Option: Adjust (Increase/Decrease) 1358 126

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: ??? 1 C15001 688-11-2-101-0062 ADJ UTILITY EXPENSES C15001 2 C15005 688-11-2-101-0132 ADJ LONG LASTING TELEPHO C15005 3 C15006 688-11-3-101-0236 ADJ LONG LASTING TELEPHO C15006 4 C15007 688-11-3-101-0237 ADJ LONG LASTING TELEPHO C15007 5 C15148 688-11-4-120-0045 ADJ PRIME VENDOR C15148 TYPE '^' TO STOP, OR CHOOSE 1-5: 5 Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: C15148 688-11-4-120-0045 ADJ C15148...retrieving 1358 information......SORRY, I'M WORKING AS FAST AS I CAN... 127

END DATE FOR 1358: JAN 31, 2011// 8/31/11 AUTO ACCRUAL FLAG: YES// Are these Auto Accrual values correct? YES// NO Service Balance: $ 1,000.00 Fiscal Balance: $ 1,000.00 Amount of Adjustment: $ 250.00 ORIGINAL ADJUSTMENT COST CENTER: 824300 824300 BOC #1: 2610 2610 CURRENT VALUES FOR AUTO ACCRUAL: ENDING DATE FOR SERVICE: JAN 31, 2011 AUTO ACCRUAL FLAG: YES Process 1358 ADJUSTMENT Obligation #: 688-C15148 When answering “No” will be prompted for the info that is to be recorded. Need to really check the dates. When answering “No” will be prompted for the info that is to be recorded. Need to really check the dates. 128

Process 1358 ADJUSTMENT Obligation #: 688-C15148 Service Balance: $ 500.00 Fiscal Balance: $ 500.00 Amount of Adjustment: $ 300.00 ORIGINAL ADJUSTMENT COST CENTER: 824300 824300 BOC #1: 2610 2610 CURRENT VALUES FOR AUTO ACCRUAL: ENDING DATE FOR SERVICE: 8/31/11// AUTO ACCRUAL FLAG: YES The information listed above is recorded on this 1358 Obligation Adjustment. Is the above information correct? YES// Are these Auto Accrual values correct? YES// Adjustment Transaction # 688-11-4-120-0045 1358 # 688-C15148 Current amount obligated on 1358: $ 1,000.00 Total Authorizations: $ 1,000.00 Total Liquidations: $ 1,000.00 Authorization Balance: $ 0.00 Liquidation Balance: $ 0.00 Amount of Adjustment: 250.00 129

OK to Continue? YES// This 1358 Obligation Adjustment will now generate the Modification Entry Service (SO) Order Document. The SO Document will be marked for transmission to FMS. Transmit this Document to FMS? YES// The Electronic Signature must now be entered to generate the SO Document. Enter ELECTRONIC SIGNATURE CODE: Thank you....now generating the FMS Service Order (SO) Document......EXCUSE ME, LET ME PUT YOU ON 'HOLD' FOR A SECOND......updating obligation balances....please hold......adjustment completed.. Be sure to check who signed the adjustment – Separation of duties – The adjustment cannot be initiated by the individual signing as the CPO on the original request. IFCAP will enforce with a future patch but currently has to rely on the person obligating to check. 130

1358 SEPARATION OF DUTIES VIOLATIONS MAY 21,2011 16:07 PAGE 1 Sort Criteria: DATE SIGNED (APPROVED) from May 17,2011 to May 20,2011@24:00 FORM TYPE equals 1358 ORDER (REQUESTOR=APPROVING OFFICIAL)!(REQUESTOR=OBLIGATED BY)!(APPROVIN G OFFICIAL=OBLIGATED BY) TRANSACTION# DATE APPROVING APPROVED REQUESTOR OFFICIAL OBLIGATED BY OBLIGATION $ AMT TYPE -------------------------------------------------------------------------------- 442-11-3-041-0010 05/18/11 DAY, SUNNY BROWN, JIM GREEN, SUZI 442-C15001 74.00 OBLIG 442-11-3-912-0010 05/18/11 BROWN, JIM 442-C15002 100.00 ADJ All three signatures need to be different on the 1 st obligation for the adjustment again need different signatures The approving Official should not request and sign the transaction. Enforcement of the signatures will be in place with a patch that is to be released. This is a report that is scheduled to run automatically and print for review. 131 The attached document is how to resolve a false positive on Separation of Duties Violation Report.

1358 TRANSACTIONS MISSING CRITICAL FIELDS MAY 21,2011 16:29 PAGE 1 Sort Criteria: FORM TYPE equals 1358 ORDER All (CONTROL POINT+0) (includes nulls) DATE SIGNED (APPROVED) from May 17,2011 to May 20,2011@24:00 (VENDOR="""")!(VENDOR CONTRACT NUMBER="""")!(COUNT(#45)'>0) DATE TRANS# TYPE $ AMT APPROVED OBLIGATION# REQUESTOR -------------------------------------------------------------------------------- 442-11-3-041-0010 OBLIG 74.00 05/18/11 442-C15001 REQUESTOR, ONE VENDOR: MAVERICK CYCLES CONTRACT: PURPOSE: TEST V3 OF 130 442-11-3-912-0010 OBLIG 100.00 05/18/11 442-C15002 REQUESTOR, TWO VENDOR: CONTRACT: PURPOSE: The vendor, contract, and purpose are all required fields. These fields can currently be bypassed and completed. There will be a patch released in the future which will require the fields to be completed. This report is after the fact and can be used to identify services that are not compliant. The only method currently to ensure the fields are completed prior to obligation is by reviewing the actual document prior to releasing for obligation. The vendor, contract, and purpose are all required fields. These fields can currently be bypassed and completed. There will be a patch released in the future which will require the fields to be completed. This report is after the fact and can be used to identify services that are not compliant. The only method currently to ensure the fields are completed prior to obligation is by reviewing the actual document prior to releasing for obligation. 132

* Previous selection: P.O. DATE from Oct 1,2010 to Oct 31,2010@24:00 START WITH P.O. DATE: Oct 1,2010// (OCT 01, 2010) GO TO P.O. DATE: Oct 31,2010// (OCT 31, 2010) DEVICE: HOME// LAT RIGHT MARGIN: 80// 132 PROCUREMENT & ACCOUNTING TRANSACTIONS LIST (OBLIGATED 1358s) NOV 6,2010 13:13 PAGE 1 BUSINESS PURCHASE VENDOR CONTRACT TYPE SOCIOECONOMIC TOTAL ORDER NUMBER P.O. DATE VENDOR NUMBER (FPDS) GROUP (FPDS) AMOUNT REQUESTOR ------------------------------------------------------------------------------------------ 442-C10001 A1 Supplies SMALL OO 2556 FRIEND, MINNIE 442-C16001 OCT 3,2010 A1 MEDICAL LARGE OO 2565 FRIEND, MINNIE 442-G17001 OCT 3,2010 STAPLES LARGE OO 987 FRIEND, MINNIE 442-C16002 OCT 19,2010 PRIME HOSPITAL SUPPLES V797P-2003 LARGE OO 2000 MAY, DAISY 133

Select Accounting Technician Menu Option Document Processing Menu Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis - IFCAP Code Sheet Menu... FMS Code Sheet Menu... IRS Offset Code Sheet Menu... Print Obligated 1358s Purchase Card Transactions Print Menu... Select Accounting Technician Menu Option: Document Processing Menu 1358 Processing Menu... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu... Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply FMS Rejected Obligation Document Processing... Select Document Processing Menu Option: Process Receiving Report 134

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select Purchase Order Number: ??? CHOOSE FROM: A10006 10-14-10 ST Partial Order Received FCP: 021 $ 429.00 A10007 10-14-10 ST Partial Order Received FCP: 036 $ 429.00 A10008 10-14-10 ST Complete Order Received FCP: 121 $ 98.00 A10021 10-15-10 ST Partial Order Received FCP: 164 $ 123.00 A10024 10-21-10 ST Partial Order Received FCP: 122 $ 113.00 Select Purchase Order Number: A10024 688-A10024 10-21-10 ST Partial Order Received FCP: 122 $ 113.00 Receiving reports can be set to automatically print in Fiscal. 135

PURCHASE ORDER: 688-A10024 STATUS: Partial Order Received M.O.P.: INVOICE/RECEIVING REPORT LAST PARTIAL RECD.: 2 10/21/10 REQUESTING SERVICE: FISCAL VENDOR: CENTRAL BUSINESS SUPPLY SHIP TO: WAREHOUSE 4000 RESERVOIR ROAD V.A. Medical Center SUITE 200 8403 COLESVILLE ROAD WASHINGTON, DC 20008 SUITE 200 202 555-5555 SILVER SPRING, MD 20910 ACCT # 234902349 DELIVERY HOURS: 7-4:40 _______________________________________________________________________________ FOB POINT: ORIGIN |PROPOSAL: N/A |AUTHORITY: COST CENTER: 820100 | | FAR 13 TYPE: DELIVERY & PURCHASE ORDER| |AGENT: DELIVER ON/BEFORE 11/31/10 |CONTRACT: | BROWN, KATHY DISCOUNT TERM: NET30 | |DATE: 10/21/10 APP: 3610160-122 | | |TOTAL: 113.00 ------------------------------------------------------------------------------- Do you want to review the Purchase Order and Receiving Report? NO// Y (YES) 136

1 SYRINGES 40 EA 2.00 80.00 QTY PREV RCVD: 30 PARTIAL NO.: 1,2 Items per EA: 1 2 EST. SHIPPING AND/OR HANDLING 33.00 UNIT TOTAL ITEM DESCRIPTION QTY UNIT COST COST Review a Receiving Report ? NO// Y (YES) Select PARTIAL DATE: 1 10-21-2010 PURCHASE ORDER: 688-A10024 STATUS: Partial Order Received PROCESSING: INVOICE/RECEIVING REPORT PARTIAL: 1 10/21/10 ------------------------------------------------------------------------------- UNIT QTY TOTAL ITEM DESCRIPTION QTY UNIT COST REC COST 1 SYRINGES 40 EA 2.00 20 40.00 Estimated Shipping and/or Handling 33.00 Total Amount: 73.00 Processed By: /ES/WICKER, STEVE 137

Select PARTIAL DATE: Partial Number to PROCESS: ??? CHOOSE FROM: 1 10-21-2010 2 10-21-2010 @ 12:00 Partial Number to PROCESS: 2 10-21-2010@12:00:00 OBLIGATION NUMBER: 688-A10024-02 PARTIAL #: 2 TOTAL AMOUNT OF RECEIVING REPORT: $20.00 TRANSACTION TYPE: RR TRANSACTION DATE: 102110 REF #: 688-A10024-02 LIQ. CODE: P Item #: 1 FMS Line #: 001 BOC: 3150 FMS Amount: 20.00 Liq. Amount: 0.00 LIQUIDATION CODE: P Enter ELECTRONIC SIGNATURE CODE: Thank you Are you sure you wish to send this Receiving Report to Austin? YES// (YES) TRANSMISSION DATE: T// (OCT 21, 2010) Receiving report placed on transmission list. 138

Select Fund Distribution & Accounting Menu Option: Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis IFCAP Code Sheet Menu... FMS Code Sheet Menu... Select Accounting Technician Menu Option: FMS Code Sheet Menu Code Sheet Edit Create a Code Sheet Delete a Code Sheet Keypunch a Code Sheet Purge Transmission Records/Code Sheets Retransmit Stack File Document Review a Code Sheet Stack Status Report Select FMS Code Sheet Menu Option: STACK Status Report 139

Select STATUS(s) to display: REJECTED BY FMS Select one of the following: Q QUEUED FOR TRANSMISSION M MARKED FOR IMMEDIATE TRANSMISSION BY EVENT T TRANSMITTED E ERROR DURING TRANSMISSION A ACCEPTED BY FMS R REJECTED BY FMS N TRANSMITTED WITH NO CONFIRMATION MESSAGE RETURNED Print documents created after DATE: JAN 1,2011// 7/4 (JUL 04,2011) START with TRANSACTION CODE: FIRST// SO END with TRANSACTION CODE: LAST// Status sometimes has to be changed in IFCAP to reflect the same status as FMS. Normally this occurs due to rejects that for some reason can’t/aren’t turned around through IFCAP. If a Purchase Order status doesn’t reflect as accepted purchasing & contracting cannot process amendments if required on the purchase order 140

SELECTED STATUS(s) to display: REJECTED BY FMS Print DESCRIPTION of event? NO// Y (YES) Print DOCUMENT code sheets? NO// (NO) DEVICE: HOME// LAT Select STATUS(s) to display: Select one of the following: Q QUEUED FOR TRANSMISSION M MARKED FOR IMMEDIATE TRANSMISSION BY EVENT T TRANSMITTED E ERROR DURING TRANSMISSION A ACCEPTED BY FMS R REJECTED BY FMS N TRANSMITTED WITH NO CONFIRMATION MESSAGE RETURNED Can select multiple statuses to run for the report. Most common is rejected by FMS Can select multiple statuses to run for the report. Most common is rejected by FMS 141

Select STATUS(s) to display: REJECTED BY FMS Select one of the following: Q QUEUED FOR TRANSMISSION M MARKED FOR IMMEDIATE TRANSMISSION BY EVENT T TRANSMITTED E ERROR DURING TRANSMISSION A ACCEPTED BY FMS R REJECTED BY FMS N TRANSMITTED WITH NO CONFIRMATION MESSAGE RETURNED Select FMS Code Sheet Menu Option: Stack Status Report START with TRANSACTION CODE: FIRST// PV END with TRANSACTION CODE: LAST// PVZ Print documents created after DATE: JAN 1,2011//6/19 (JUN 19, 2011) GCS STACK FILE STATUS REPORT JUL 08, 2011@11:40:51 PAGE 1 TC TRAN CODE BATNUM DATE@TIME CREATED STATUS SO 612A10024 JUL 05, 2011@12:18:59 REJECTED BY FMS DESCR: Purchase Order Obligation MAIL MSGS: 21291 CONFIRMATION: TOTAL CODE SHEETS: 1 142

SELECTED STATUS(s) to display: REJECTED BY FMS Print DESCRIPTION of event? NO// Y (YES) Print DOCUMENT code sheets? NO// Y (YES) DEVICE: HOME// LAT Select STATUS(s) to display: Select one of the following: Q QUEUED FOR TRANSMISSION M MARKED FOR IMMEDIATE TRANSMISSION BY EVENT T TRANSMITTED E ERROR DURING TRANSMISSION A ACCEPTED BY FMS R REJECTED BY FMS N TRANSMITTED WITH NO CONFIRMATION MESSAGE RETURNED Select STATUS(s) to display: 143

GCS STACK FILE STATUS REPORT JUL 25, 2011@15:11:02 PAGE 1 TC-TRAN CODE -BATNUM DATE@TIME CREATED STATUS ------------------------------------------------------------------------------ PV-612C1500800 JUN 20, 2011@14:49:04 REJECTED BY FMS DESCR: WASH ISC TESTING PV MAIL MSGS: 19520 CONFIRMATION: *** ACTUAL CODE SHEET: CTLÎFC^FMS^612^DOC^PV^10 ^ ^612C1500800^20110620^144904^001^001^001^~ DOC^~PV1^PV^612C1500800^10 ^~ PV2^06^05^11^^^^Ê^01^^^^^^^^^^THISISFAK^^1.00^~ PV3^^^^^^^^^^^^^TEST 1^^^^^^^^X^^^~ LIN^~ PVA^001^SO^612C15008 ^001^11^06^02^^^^^^^^^^^^^^^^^^^^11^06^05^^10000.00Î^P^11^05^21^^^~ PVB^^^^^^^1.00^~ *** END OF CODE SHEET *** TOTAL CODE SHEETS: 1 144

Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis IFCAP Code Sheet Menu... FMS Code Sheet Menu... Select Accounting Technician Menu Option: Document Processing Menu 1358 Processing Menu... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu... Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply Stacked Fiscal Documents Menu... FMS Rejected Obligation Document Processing... 145

MO/SO Rejected Document Inquiry for P.O. SO Rejected Document Inquiry for 1358s Select FMS Inquiry Rejected Obligation Documents Option: MO/SO Rejected Document Inquiry for P.O. Select Document Processing Menu Option: FMS Rejected Obligation Document Processing FMS Inquiry Rejected Obligation Documents... FMS Rebuild/Transmit Rejected Obligation Documents... Select FMS Rejected Obligation Document Processing Option: FMS Inquiry Rejected Obligation Documents 146

MO/SO Rejected Document Inquiry for P.O. Select STATION NUMBER ('^' TO EXIT): 612// 612 MARTINEZ,CA Select one of the following: MO Miscellaneous Order SO Service Order Select Transaction Type: SO Service Order Select Stack Document for Inquiry: A10024 SO-612A10024 FMS Document: SO-612A10024 Description: Purchase Order Obligation Status: REJECTED BY FMS Created: OCT 5, 2010@12:18:59 This FMS document has rejected due to one or more errors. The Certified Invoice will now be displayed for your review. Please review the source document very carefully and take the appropriate corrective action. Press 'RETURN' to continue 147

PURCHASE ORDER: 612-A10024 STATUS: Transaction Complete M.O.P.: CERTIFIED INVOICE LAST PARTIAL RECD.: REQUESTING SERVICE: PPM VENDOR: STRICK LEASE INC SHIP TO: Warehouse U.S. HIGHWAY #1 V.A. Medical Center FAIRLESS HILLS, PA 19030 8403 Colesville Rd 800 555 5555 Silver SPRING, MD 20910 DELIVERY HOURS: 8:00 AM - 4:30 PM ______________________________________________________________________________ FOB POINT: DESTINATION |PROPOSAL: N/A |AUTHORITY: COST CENTER: 161000 | | FAR 13 TYPE: PURCHASE ORDER | |AGENT: DELIVER ON/BEFORE 10/15/10 |CONTRACT: | May, Daisy DISCOUNT TERM: NET30 | |DATE: 10/5/10 APP: 361/20161.001-9120 | |ESTIMATED | |TOTAL: 3.00 ------------------------------------------------------------------------------ UNIT TOTAL ITEM DESCRIPTION QTY UNIT COST COST ------------------------------------------------------------------------------ 1 TEST KIT 1 EA 3.00 3.00 *** ESTIMATED PURCHASE ORDER *** 148

Select Transaction Type: MO/SO Rejected Document Inquiry for P.O. SO Rejected Document Inquiry for 1358s Select FMS Inquiry Rejected Obligation Documents Option: FMS Rebuild/Transmit Rejected Obligation Documents... Select FMS Rejected Obligation Document Processing Option: FMS Rebuild/Transmit Rejected Obligation Documents MO/SO Rebuild/Transmit for P.O. SO Rebuild/Transmit for 1358s Select FMS Rebuild/Transmit Rejected Obligation Documents Option: MO/SO Rebuild/Transmit for P.O. Once errors are identified then the document may need to be rebuilt and transmitted with the corrections. If the document was passed from IFCAP to FMS this is the preferred method for turning around rejects. If corrected online in FMS data will be transferred back to the Running balance and other corrective actions will be required to keep the running balance in balance and not either over or understated. 149

MO/SO Rebuild/Transmit for P.O. Select STATION NUMBER ('^' TO EXIT): 612// 612 MARTINEZ, CA Select one of the following: MO Miscellaneous Order SO Service Order Select Transaction Type: MO Miscellaneous Order Select Stack Document for Rebuild/Transmit: A10030 1 A10030 MO-612A10030 2 A10030 MO-612A10030 -612036 3 A10030 MO-612A10030 -612038 4 A10030 MO-612A10030 -612039 5 A10030 MO-612A10030 -612040 CHOOSE 1-5: 1 MO-612A10030 150

FMS Document: MO-612A10030 Description: Purchase Order Obligation Rebuild/Transmit Status: REJECTED BY FMS Created:OCT 11, 2010@16:42:54 This FMS document has rejected due to one or more errors. The Purchase Order can now be displayed for your review. Please review the source document very carefully and take the appropriate corrective action. Do you wish to display the source document? YES// YES PURCHASE ORDER: 612-A10030 STATUS: Complete Order Received (Amended) M.O.P.: INVOICE/RECEIVING REPORT LAST PARTIAL RECD.: 1 10/11/10 REQUESTING SERVICE: SUPPLY VENDOR: KERR MANUFACTURING CO SHIP TO: Warehouse 28200 Wick Road V.A. Medical Center ROMULUS, MI 48174 8403 Colesville Rd 313 555 5555 Silver Spring MD 20910 DELIVERY HOURS: 8:00 AM - 4:30 PM DELIVERY LOCATION: SUPPLY 151

FOB POINT: ORIGIN |PROPOSAL: N/A |AUTHORITY: COST CENTER: 820200 | | FAR 13 TYPE: PURCHASE ORDER | |AGENT: DELIVER ON/BEFORE 10/21/10 |CONTRACT: | TERRY WOLGAMOTT DISCOUNT TERM: NET30 | |DATE: 10/11/10 APP: 3610160.-110 | | | |TOTAL: 18871.11 ------------------------------------------------------------------------------ UNIT TOTAL ITEM DESCRIPTION QTY UNIT COST COST ------------------------------------------------------------------------------ 1 SURGICAL MASK 110 BX 155.5555 17111.11 NSN: 7510-00-123-7777 QTY PREV RCVD: 100 PARTIAL NO.: 1 Items per EA: 1 2 SURGICAL TRAYS 10 EA 150.00 1500.00 Items per EA: 1 EST. SHIPPING AND/OR HANDLING 10.00 SUPPLIES V.A. TRANSACTION NUMBERS: 612-11-1-110-0044 152

UNIT TOTAL ITEM DESCRIPTION QTY UNIT COST COST ------------------------------------------------------------------------------ **Will now be AMENDED to read: Item No. 1 Item Master File No. 5505 SURGICAL MASKS Items per EA: 1 NSN: 7510-00-123-7777 110 BX $ 155.5555 = $ 17111.11 AMENDMENT NUMBER: 1 EFFECTIVE DATE: 10/11/10 *ADDED THROUGH AMENDMENT* Item No. 2 Item Master File No. SURGICAL TRAYS Items per EA: NSN: 10 EA at $ 150.0000 = $ 1500.00 AMENDMENT NUMBER: 2 EFFECTIVE DATE: 10/11/10 **Currently: Item No. 1 Item Master File No. 5505 SURGICAL MASK Items per EA: 1 NSN: 7510-00-123-7777 110 BX at $ 150.00 = $ 16500.00 153

PURCHASE ORDER - 612-A10030 COST CENTER: 820200 CONTROL POINT: 110 SURGICAL SUPPLIES BOC #1: 2660 AMOUNT: $ 18861.11 Justification(s): Transaction Number: 612-11-1-1102-0044 REQUIRED FOR SURGICAL PROCEDURES The information listed above is recorded on this PURCHASE ORDER. Is the above information correct? YES// NO Should the Cost Center or BOC information be edited at this time? NO// YES Do you wish to rebuild and retransmit this FMS document? YES// 154

Net Cost of Order: $ 18871.11 Control Point Balances Uncommitted Balance: $ 166962.85 Unobligated Balance: $ 174399.35 Committed, Not Obligated: $ 7436.50 OK to Continue? YES// YES Select Obligation Processing Date: OCT 11,2010// (OCT 11, 2010) This Purchase Order Obligation will now generate the Original Entry Miscellaneous Order (MO) Document. The MO Document will be marked for transmission to FMS. Transmit this Document to FMS? YES// The Electronic Signature must now be entered to generate the MO Document. Enter ELECTRONIC SIGNATURE CODE: Thank you....now generating the FMS Miscellaneous Order (MO) Document.....HMMM, LET ME THINK ABOUT THAT A MOMENT... 155

Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Lookup Vendor ID Number Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis IFCAP Code Sheet Menu... FMS Code Sheet Menu... Select Accounting Technician Menu: Accounting Utilities Menu 156

Select Accounting Utilities Menu Option: lookup Vendor ID Number Select Vendor Name or PO Number: Apple 1 APPLE COMPUTER PH:800 692-7753 NO: 12282 PAY ADD:24020 RIDGEPOINT DRIVE FMS: AUSTIN, TX 78754 CODE: FAX: 2 APPLE COMPUTER, INC. PH:703 264-3249 NO: 9118 PAY ADD:1892 PRESTON WHITE DR. FMS: RESTON, VA 20191 CODE: FAX:703 264-3232 CHOOSE 1-2: 1 Review current payment information on this Vendor? YES// y YES 157

Lookup Vendor ID Number Payment Information Vendor Name: APPLE COMPUTER Vendor Number: 12282 Non-Recurring/Recurring: RECURRING FMS Vendor Code: Alternate Address Indicator: Address: 24020 RIDGEPOINT DRIVE AUSTIN, TX 78754 158

Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Vendor File Edit Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis IFCAP Code Sheet Menu... FMS Code Sheet Menu... Select Accounting Technician Menu: Accounting Utilities Menu 159

Select VENDOR NAME: ?? :::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: 4 MEDCENTER ONE HEALTH SYSTEM PH:701 323-5616 NO: 12510 PAY ADD:MEDCENTER ONE HLTH SYS FMS:MEDCENTER ONE INC BISMARCK, ND 58506-5501 CODE:450226700 FAX:701 232-5620 5 MEDCENTRUS MedCentrus PH:612 252-3232 NO: 15711 PAY ADD:Juntunen Group Division FMS: Minneapolis, MN 55401 CODE: FAX:612 341-0242 Press to see more, '^' to exit this list, OR CHOOSE 1-5: Vendor File Edit Fiscal may add new Vendors to the Vendor File. Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC 160

Vendor File Edit Payment Information Vendor Name: MEDCENTER ONE HEALTH SYSTEM Vendor Number: 12510 Non-Recurring/Recurring: RECURRING FMS Vendor Code: 450226700 Alternate Address Indicator: Address: MEDCENTER ONE HLTH SYS PO BOX 5501 BISMARCK, ND 58506-5501 Edit the payment information on Vendor record? YES// 161

DOES A VRQ NEED TO GO TO AUSTIN (YES/NO)? NO// YES Creating the FMS VENDOR REQUEST. NAME: MEDCENTER ONE HEALTH SYSTEM Replace TAX ID/SSN: 450226700// SSN/TAX ID INDICATOR: TAX IDENTIFICATION NUMBER// FMS VENDOR CODE: 450226700// ALT-ADDR-IND: PAYMENT CONTACT PERSON: PAYMENT PHONE NO.: ORDERING ADDRESS: 300 NORTH 7TH STREET P.O. BOX 5525 BISMARCK, NORTH DAKOTA 58506 PAYMENT ADDRESS1: MEDCENTER ONE HLTH SYS Replace PAYMENT ADDRESS2: PO BOX 5501// PAYMENT CITY: BISMARCK// PAYMENT STATE: NORTH DAKOTA// PAYMENT ZIP CODE: 58506-5501// 1099 VENDOR INDICATOR: YES// VENDOR TYPE: COMMERCIAL// DUN & BRADSTREET #: 162

Question: How do you submit a VRQ? Answer: VRQ submitted by editing a vendor entry – if the entry is new or contains any appropriate change (adds a DUNS#, changes an address, etc) the system will ask if VRQ needs to submitted. If the system does not detect a change a VRQ will not be submitted. Question: Who submits VRQ’s? Who has access to modify the IFCAP vendor file? Answer: Staff who have access to the vendor edit menu. This could be assigned to both Fiscal and Acquisition staff. Question: What does AWAITING AUSTIN APPROVAL mean? Answer: The VRQ has been submitted Question: Why has my VRQ said AWAITING AUSTIN APPROVAL for more than 3 days? Answer: The VRQ has not been worked by the FSC. You will need to contact the VISTA Helpdesk as there could be a problem with the interface 163

Question: What does PENDING mean? Answer: The request has been approved by the FSC and is on the way back to the station. Question: How do we get rid of a vendor that is in delete status that we don’t use any longer? How do you delete a vendor record in IFCAP? Answer: Vendors cannot be deleted in IFCAP but they should be marked as inactive. Question: How do you clear payment rejects? Answer: The erroneous data has to be corrected. You may need to cancel the payment and reissue the payment. Question: Can the FSC see the request I just put in? Answer: No, not right away. The request will be in the nightly batch process and will appear for the FSC the next day to be worked. The following day the results should be at the field station. The VRQ process takes 3 days. 164

Question: Can you expedite my request? How long does it take to process a VRQ? Answer: No, the process requires 3 days. Day 1 – request submitted and will run in the overnight batch process; Day 2 – FSC will work the request and submit the results to the facility and results will be in the overnight batch process; Day 3 – Results should be at the facility. Question: The pharmacy I just requested, I don’t see the Chain Store Number, can you put that in? Answer: Do NOT use the pharmacy option - CSNs are not utilized because they are limited to use by only one station. CSN requests are normally deleted after being added if there is not a payment history because the CSN causes multiple issues if more than one station is trying to use the same pharmacy or CSN. 165

Question: I submitted a VRQ to have the address changed many times but nothing is happening, why? Answer: When the vendor has EFT the FSC will not change the address. If the vendor does not have EFT, then some data may have been missing/incorrect in the request and it the FSC did not process the request. Question: A VRQ was sent & received a file that is in delete status(blocked) or the wrong vendor code – What do we do to fix it? Answer: Edit your original request and resubmit for the correct vendor code. Instead of including the incorrect/wrong TIN, send the new/correct TIM that you need in your system. If the vendor is already in FMS ensure that the information being entered in IFCAP matches what is already in FMS in order to have the request process correctly. 166

Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Edit BOC in Item File Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis IFCAP Code Sheet Menu... FMS Code Sheet Menu... Select Accounting Technician Menu: Accounting Utilities Menu 167

BOC: 2660 Operating Supplies and Materials// 2632 Other Medical and Dental Supplies CHOOSE 1-2: 1 100 PROBE-EAR PROBE-EAR-SAO2 3700 Select ITEM MASTER NUMBER: 100 1 100 PROBE-EAR 2 100-0129 13 THIORRIDAZINE SOL 100MG/ML 4 OZ BT(MELLARIL) Select Accounting Utilities Menu Option: edit BOC in Item File Ensuring this information is correct will assist in making sure costing is accurate on purchase orders and services don’t have to try to figure out what the appropriate costing for an item is to be. Ensuring this information is correct will assist in making sure costing is accurate on purchase orders and services don’t have to try to figure out what the appropriate costing for an item is to be. 168

Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Undelivered Orders Reconciliation Report Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis IFCAP Code Sheet Menu... FMS Code Sheet Menu... Select Accounting Technician Menu: Accounting Utilities Menu 169

Select Accounting Utilities Menu Option: undelivered Orders Reconciliation Report Are you sure that you want to manually run this option? NO// y YES Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC Select BEGINNING DATE: MAR 21, 2011// (MAR 21, 2011) Select ENDING DATE: JUN 19, 2011// (JUN 19, 2011) DEVICE: HOME// UCX/TELNET Right Margin: 80//...EXCUSE ME, HOLD ON...850 170

UNDELIVERED ORDERS RECONCILIATION FOR STATION 688 FROM MAR 21, 2011 TO JUN 19, 2011 JUN 19,2011 17:54 PAGE 1 TRANS SOURCE COST ACCRUED UNDELIVERED REF NO DATE CODE FCP CODE DATE CENTER BOC OBLIGATED EXPENDITURE ORDER ------------------------------------------------------------------ APPROPRIATION: 3610160 A10061 05/01/11 MO.E 060 3 05/11/11 842100 2620 318.00 0.00 318.00 A10065 05/11/11 MO.E 060 3 05/21/11 842100 2620 216.00 72.00 144.00 A10066 05/12/11 MO.E 060 3 05/22/11 842100 2660 1728.00 576.00 1152.00 A10067 05/12/11 MO.E 060 3 05/22/11 842100 2660 288.00 192.00 96.00 ;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;; APPROPRIATION: 36X8180 H10003 05/11/11 MO.E 562 3 05/21/11 882100 2660 216.00 0.00 216.00 NUMBER RECORDS 1 SUBTOTALS $ 216.00 0.00 216.00 TOTAL NUMBER RECORDS 25 TOTALS $ 5655.60 1032.00 4623.60 This should balance with the FMS reports. Don’t believe this report is widely used but one challenge is payment variance. 171

Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Fiscal Pending Action Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis IFCAP Code Sheet Menu... FMS Code Sheet Menu... Select Accounting Technician Menu: Accounting Utilities Menu 172

IFCAP OBLIGATIONS PENDING ACTION REPORT - Purchase Orders PRINTED ON 19-Jun-11 AT 18:14:00 ================================================================ P.O. NUMBER FCP AMOUNT DATE STATUS ================================================================ 688-A10090 110 $ 120.00 06-19-11 Pending Fiscal Action 688-A10089 060 $ 150.00 06-19-11 Pending Fiscal Action 688-B19004 060 $ 24.00 06-13-11 Pending Fiscal Action 688-A10084 060 $ 144.00 06-08-11 Pending Fiscal Action 688-A10079 110 $ 442.00 05-26-11 Pending Fiscal Action 688-A10077 060 $ 144.00 05-25-11 Pending Fiscal Action 688-B10044 060 $ 11.00 05-19-11 Pending Fiscal Action 688-B10043 060 $ 30.00 05-19-11 Pending Fiscal Action 688-B10042 060 $ 14.00 05-16-11 Pending Fiscal Action 688-A10068 060 $ 290.00 05-12-11 Pending Fiscal Action DEVICE: HOME// UCX/TELNET Right Margin: 80// Select Accounting Utilities Menu Option: fiscal Pending Action 173

Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: History – Code Sheet/Obligation (PAT) Number Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis IFCAP Code Sheet Menu... FMS Code Sheet Menu... Select Accounting Technician Menu: Accounting Utilities Menu 174

Yes will allow you to view the initial order, amendments and receivers Select Accounting Utilities Menu Option: history - Code Sheet/Obligation (PAT) Number PURCHASE ORDER NUMBER: A10072 688-A10072 05-23-11 ST Partial Order Received(Amended) FCP: 060 $ 285.12 ANOTHER ONE: PURCHASE ORDER NUMBER: 688-A10072 DATE: 5/23/2011 FCP: 060 Fiscal Service STATUS: Partial Order Received (Amended) VENDOR: CHARTHOUSE INTERNATIONAL TOTAL: 285.12 FMS DOCUMENT(S): TT/SC TR DATE REF SIG DATE/TIME SIGNED BY: MO.E 052311 A10072 MAY 23, 2011@10:27:12 CRAWLEY, JUNE RR.E 052311 A10072 MAY 23, 2011@10:28:24 ROODLE, JASON MO.M 052411 A10072 MAY 24, 2011@11:14:03 CRAWLEY, JUNE MO.M 052411 A10072 MAY 24, 2011@11:29:27 CRAWLEY, JUNE MO.M 052411 A10072 MAY 24, 2011@13:37:31 CRAWLEY, JUNE Would you like to review the entire purchase order? NO// y (YES) 175

Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Setup AR selected vendors Accounting Technician Menu Document Processing Menu... Accounting Utilities Menu... Reprint Menu... Receiving Report Transmission Menu... Fee Basis IFCAP Code Sheet Menu... FMS Code Sheet Menu... Select Accounting Technician Menu: Accounting Utilities Menu This is the only AR item that is a part of IFCAP. AR is actually a separate VISTA program. This is the only AR item that is a part of IFCAP. AR is actually a separate VISTA program. 176

Select Accounting Utilities Menu Option: setup AR selected vendors Edit vendor selected by AR user Vendor Name TAX/SSN VRQ DATA VRQ SENT 1 Books & Research 000000015 OK SENT 3 HC Technology 000000021 OK 4 M Pak Inc Enter ?? for more actions ER EDIT Record PE Print Entry DR Delete EDIT Request RR Review Record SV Send VRQ Select EDIT Action :Quit// er EDIT Record Select :(1-4): 3 Vendor Name: Books & Research Review the vendor selected? YES// 177

Vendor Name: BOOKS & RESEARCH PAGE: 1 Ordering Address: 1234 THIS STREET City,State,ZIP: CHARLES, MARYLAND 20678 FMS Name: * Payment ADDRESS: 1117S JEFFERSON ST * City,State,ZIP: ROANOKE, VIRGINIA 24011 PAYMENT CONTACT PERSON: PAYMENT PHONE NUMBER: * = REQUIRED FIELD Vendor Name: BOOKS & RESEARCH FMS VENDOR CODE: 133184266 ALT-ADDR-IND: * TAX ID/SSN: 000000021 * SSN/TAX ID IND: SOCIAL SECURITY NUMBER 178

NON-RECURRING/ RECURRUNG VENDOR: RECURRING 1099 VENDOR INDICATOR: YES * VENDOR TYPE: COMMERCIAL DUN & BRADSTREET: * = REQUIRED FIELD Enter RETURN to continue: Edit the Vendor record? YES// Setup AR selected vendors TAX ID/SSN: 000000021// SSN/TAX ID INDICATOR: SOCIAL SECURITY NUMBER// FMS VENDOR CODE: ALT-ADDR-IND: PAYMENT CONTACT PERSON: PAYMENT PHONE NO.: 703 555 5555// ORDERING ADDRESS: 1234 THIS STREET CHARLES, MARYLAND 20678 PAYMENT ADDRESS1: 1117 S JEFFERSON ST// PAYMENT ADDRESS2: 179

PAYMENT CITY: ROANOKE// PAYMENT STATE: VIRGINIA// PAYMENT ZIP CODE: 24011// 1099 VENDOR INDICATOR: YES// VENDOR TYPE: COMMERCIAL// DUN & BRADSTREET #: RR Review Record SV Send VRQ PRCO VENDOR EDIT FOR AR Jun 21, 2011 14:23:14 Page: 1 of 1 Edit vendor selected by AR user 180

Several of the menu options for the Purchase Card Coordinator can be found in two different locations. The options are found in the Purchase Card Coordinator Menu and many of the same options are also under the Budget Menu Options. Several of the menu options for the Purchase Card Coordinator can be found in two different locations. The options are found in the Purchase Card Coordinator Menu and many of the same options are also under the Budget Menu Options.  Monitor Purchase Card transactions -- check for proper costing  Ensure Timely Reconciliation and Approval  Research inquiries from Control Point Clerks, Officials, Vendors, Purchasing Agent  Process Credit Card Accrual  Follow up with Services on Outstanding Orders 183

Purchase Card Coordinator's Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions IMPAC Account Information This option is used to link Oracle ID numbers to Purchase Card numbers, to be used with random sample audits performed by Austin. 184

Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Austin Audit Information START WITH STATION NUMBER: 799// GO TO STATION NUMBER: 799// START WITH ORACLE DOCUMENT ID: C799// GO TO ORACLE DOCUMENT ID: LAST// DEVICE: UCX/TELNET Right Margin: 80// 185

AUDIT INFORMATION MAY 11,2011 17:46 PAGE 1 ORACLE DOCUMENT ID PO NUMBER DATE STATUS AMOUNT FUND ACC CODE COST CENTER BOC MERCHANT NAME CARD HOLDER VENDOR NAME STATION NUMBER -------------------------------------------------------------------------------------------------------------- C79900399001001 799-P10082 FEB 9, 2011 RECONCILED 390.00 0152A1 0100651G3 861500 2660 ANNARBOR.COM ADV NEW BRUNT, JOY L **ANN ARBOR NEWS 799 C79900399001002 799-P10080 FEB 9, 2011 RECONCILED 2308.30 0152A1 0100651G3 861500 2660 SUPPLY SAVERS BRUNT, JOY L SUPPLY SAVER CORPORATION 799 186

Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions This establishes the purchase card in the system. With this option establish spending limits, approving official and any surrogates for the card 187

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Purchase Card Registration 188

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC Select PURCHASE CARD INFORMATION PURCHASE CARD NUMBER: 4486760000000003 Are you adding '4486760000000003' as a new PURCHASE CARD INFORMATION? No// Y (Yes) PURCHASE CARD INFORMATION CARD HOLDER: HUGO, VINCE PURCHASE CARD INFORMATION PURCHASE CARD NAME: 4255 SUPPLIES PURCHASE CARD NUMBER: 4486760000000003// (No Editing) EXPIRATION DATE: 01012012 (JAN 01, 2012) INACTIVATE CARD?: CARD HOLDER: HUGO, VINCE// COMMERCIAL PHONE: 555-777-6357// FUND CONTROL POINT: 060 Fiscal Service 0160A1 10 0100 010042100 COST CENTER: 842100 FISCALSERVICE 189

BUDGET OBJECT CODE: 2660 Operating Supplies and Materials PC USER SINGLE PURCHASE LIMIT: 1000 MONTHLY PURCHASE LIMIT: 10000 DELIVERY LOCATION: BDL3 RM5 APPROVING OFFICIAL: CLAY, JAY IBN COMPUTER SYSTEMS ANALYST ALTERNATE APPROVING OFFICIAL: BROWN 1 BROWN, MELINDA IBS PROGRAM ANALYST 2 BROWN, JACK IBT COMPUTER SYSTEMS ANALYST CHOOSE 1-2: 2 BROWN, JACK IBT COMPUTER SYSTEMS ANALYST PURCHASE CARD NAME: 4255 SUPPLIES // Select SURROGATE USER: BROWN, MELINDA IB COMPUTER SYSTEMS ANALYST Are you adding ‘BROWN, MELINDA' as a new SURROGATE USER? No// Y (Yes) Select SURROGATE USER: Replaced Card: 190

Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report This report will list any Charge Card Registration entries passed to IFCAP but not activated in File #440.5 This exception does not happen often. This is not a routine option that is run. This exception does not happen often. This is not a routine option that is run. 191

Select Purchase Card Coordinator's Menu Option: charge card reg. Exception DEVICE: UCX/TELNET Right Margin: 80// Charge Card Reg. Exception List MAY 11,2011 17:58 PAGE 1 Charge Card # Exp. Date Replaced Card # Card Holder IFCAP CARD HOLDER FCP Station S.P. Limit M.P. Limit Fund Code ACC Code Cost Center BOC -------------------------------------------------------------------------- 666877* 20121231 JODI LEE 688 7500 35000 0160A1 010020100 856100 2660 666887* 20121231 JODI LEE 887 10000 0160A1 010020100 840100 2632 Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Charge Card Reg. Exception 192

This report provides an audit list of charges by selected date and approving official. Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 193

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Coordinator Approving Official Charge Audit 194

Select Purchase Card Coordinator's Menu Option: coordinator Approving Official Charge Audit * Previous selection: STATEMENT DATE From Jan 1, 2011 to Jan 31, 2011 START WITH STATEMENT DATE: Jan 1, 2011// (Jan 1, 2011) GO TO STATEMENT DATE: Jan 31, 2011// (Jan 31, 2011) START WITH STATION NUMBER: 799// GO TO STATION NUMBER: 799// DEVICE: UCX/TELNET Right Margin: 80// Per Purchase Card Directive each cardholder and approving official must be audited annually. This report assists in identifying transactions to be selected for review. 195

IFCAP APPROVING OFFICIAL CHARGE AUDIT MAY 11,2011 18:04 PAGE 1 CARD# PURCH DT ORACLE ID # IFCAP P/O# MERCHANT NAME AMOUNT ------------------------------------------------------------------------------------------------------------------------------------------ STATEMENT DATE: JAN 15, 2011 APPROVING OFFICIAL: MAY, DAISY CARD HOLDER: LEE, JODI 0004 12/30/10 C-688100P15265 688-P15265 ANDREWS OFFICE 1.25 0003 12/30/10 C-688100P15274 SUPPLY SAVER 3.75 0003 01/05/11 C-688100P15270 688-P15270 A1 MEDICAL 139.20 0003 01/10/11 C-688100P15269 MEDICAL PALACE 41.40 0003 01/10/11 C-688100P15268 688-P15268 PHARM CO 3.00 196

This report will list the charge transmissions received in IFCAP for a selected date. The report will identify how many records were sent from Austin and how many were posted to IFCAP File #440.6 and the time of posting Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 197

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Daily Charge Transmission Log 198

Select Purchase Card Coordinator's Menu Option: daily Charge Transmission Log START WITH LOG DATE: FIRST// 010111 (JAN 01,2011) GO TO LOG DATE: LAST// 013111 (JAN 31,2011) DEVICE: UCX/TELNET Right Margin: 80// IFCAP DAILY CREDIT CARD CHARGE TRANSMISSION LOG MAY 12,2011 17:51 PAGE 1 AFC IFCAP TOT TOT LOG DT AFC FILE REC REC POSTING BEG POSTING END ------------------------------------------------------------------------------------------------------------------------------ 01/04/11 10/12/5 1 1 01/04/11@6:06PM 01/04/11@6:06PM 10/12/5 126 126 01/04/11@6:06PM 01/04/11@6:06PM 01/05/11 10/12/5 104 104 01/05/11@6:05PM 01/05/11@6:05PM 10/12/5 68 68 01/05/11@6:05PM 01/05/11@6:05PM 01/19/11 11/01/5 253 253 01/19/11@6:06PM 01/19/11@6:06PM 11/01/5 114 114 01/19/11@6:06PM 01/19/11@6:06PM 01/26/11 11/01/5 296 296 01/26/11@6:05PM 01/26/11@6:06PM This can be run if it is found that there are issues with the receipt of files from Austin. To rectify, a retransmission of the data will be sent. This can be run if it is found that there are issues with the receipt of files from Austin. To rectify, a retransmission of the data will be sent. 199

This report will list Purchase Card orders that were approved more than 14 days after being reconciled. The report will list any orders with an untimely approval interval. Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 200

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Delinquent Approvals 201

START WITH CARD HOLDER: AA GO TO CARD HOLDER: ZZ DEACTIVATED IRM **TERMINATED USER** START WITH APPROVAL DATE: 010111 JAN 1, 2011 Enter the last date for which you want to see records. GO TO APPROVAL DATE: t 063011 JUNE 30, 2011 This report should be queued. It may be very large and take a long time to generate to the printer. We suggest you run it during off hours. DEVICE: UCX/TELNET Right Margin: 80// DELINQUENT APPROVALS EXCEPTION LISTING JULY 1, 2011@18:03:51 PAGE: 1 PURCHASE FINAL RECONCILE APPROVAL RECON TO ORDER DATE DATE APPR INTER CARD OFFICIAL ---------------------------------------------------------------------------------------------------------------------------- CARD HOLDER: HAUSER, KIM 688-P15304 MAR 20, 2011 APR 14, 2011 17 FURGASON, ABBY CARD HOLDER: ADAMS, JANE 688-P15502 JUN 20, 2011 MAY 05, 2011 185 FURGASON, ABBY Reconciliations are required to be approved within 14 days by the approving official. This tool can be used to monitor delinquencies and how many days reconciliations has been pending. 202

Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions This option creates a report of delinquent Purchase Card orders. A delinquent Purchase Card order has items or services not completely received by the requested delivery date. 203

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Delinquent PC Listing Please enter a device for printing this report DEVICE: UCX/TELNET Right Margin: 80// 204

DELINQUENT PURCHASE CARD LISTING PAGE 1 PURCHASE CARD NAME PO NUMBER STATUS PO DATE VENDOR VENDOR PHONE DELIVERY DATE LINE ITEM OUTSTANDING QTY ORDERED QTY OUTSTANDING AMOUNT OUTSTANDING ITEM DESCRIPTION --------------------------------------------------------------------------------------------------------------------------------------- BUYER: LITTLE, DEBBIE LITTLE CP812 P15556 Partial Order Received JUN 30, 2011 SYSCO FOODS555-333-4444 JUN 30, 2011 1 12 2 0.20 BEANS, ITALIAN, GREEN, FROZEN, FG 3 FG PURCHASE CARD SUBTOTAL: 0.20 LITTLE CP812 P15164 Partial Order Received AUG 25, 2011 NATIONAL MATCHING SERVICES 555 777 0681 AUG 25, 2011 1 1 1 5.00 RESIDENT MATCHING PRO PURCHASE CARD SUBTOTAL: 5.00 This should be monitored and work with the cardholders to ensure they are following up and receiving the items. If items are not going to be received amendments may have to be processed in order to complete the order. 205

This report will list transactions that were reconciled more than 5 days after being received in File 440.6. This report may be run for 1 cardholder or ALL cardholders, for one transaction date or a range of transaction dates and for one station or several. Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 206

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Delinquent Reconciliations 207

Select Purchase Card Coordinator's Menu Option: Delinquent Reconciliations * Previous selection: CARD HOLDER from AA to ZZ START WITH CARD HOLDER: AA// AA GO TO CARD HOLDER: ZZ// * Previous selection: TRANSACTION DATE from Jan 1, 2011 to Jan 31, 2011@24:00 START WITH TRANSACTION DATE: Jan 1, 2011// 010111 (JAN 01, 2011) GO TO TRANSACTION DATE: Jan 31, 2011// 013111 (JAN 31, 2011) * Previous selection: STATION NUMBER from 488 to 799 START WITH STATION NUMBER: 488//506 GO TO STATION NUMBER: 799//506 DEVICE: UCX/TELNET Right Margin: 80// DELINQUENT RECONCILIATIONS EXCEPTION LISTING MARCH 31, 2011 18:19 PAGE 1 PAYMENT CHARGE DATE TO PURCHASE TRANSACTION RECEIPT RECONCILE RECONCILE ORDER DATE DATE DATE CARD HOLDER TIMESPAN -------------------------------------------------------------------------------- 688-A10032 12/6/2010 12/6/2010 02/10/11 BRADLEY, TAMMY 45 688-A19029 12/6/2010 12/6/2010 02/09/11 CROFT, SUSAN 44 Timeliness of reconciliations is monitored and is reported. Timely reconciliation is also on the Financial Indicators for facilities. Timeliness of reconciliations is monitored and is reported. Timely reconciliation is also on the Financial Indicators for facilities. 208

This option creates a report showing buyer, vendor, and status information for Purchase Card orders within a selected date range. Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 209

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Fiscal Daily Review Enter beginning date: 010111 JAN 1, 2011 Enter ending date: 103111 JAN 31, 2011 Do you want to see delivery orders? y YES DEVICE: LASERDP RIGHT MARGIN: 80// 132 210

FISCAL DAILY REVIEW REPORT PAGE: 1 PURCHASE DATE BUYER VENDOR AMOUNT STATUS TRANSACTION PO NUMBER -------------------------------------------------------------------------------- CONTROL POINT: 101 JAN 27, 2011 SIDON, FAUSTINO JR FRESENIUS USA INC/ILLINOIS 2734.96 Ordered and Obligated 688-A16171 JAN 20, 2011 SIDON, FAUSTINO JR SIEMENTS WATER TECHNOLOGY 3547.56 Pending Contracting Offic 688-A16126 JAN 20, 2011SIDON, FAUSTINO JR ANGIODYNAMICS 642.00 Transaction Complete688-P19728 JAN 5, 2011SIDON, FAUSTINO JR DYNAMIC DIAGNOSTIC INC 22.00 Transaction Complete 688-P18371 211

This option creates a report of Purchase Card orders sorted by the status of unpaid, paid or both, for a selected date range Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 212

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option History of Purchase Card Transactions Enter beginning date: 123110 DEC 31, 2010 Enter ending date: 123110 DEC 31, 2010 Select one of the following: P Paid U Unpaid B Both 213

DEVICE: LASERDP RIGHT MARGIN: 80// HISTORY OF PURCHASE CARD TRANSACTIONS REPORT - PAID PAGE: 1 FCP PO NUMBER PURCHASE DATE BUYER VENDOR AMOUNT COST CENTER BUDGET OBJECT CODE FIRST LINE ITEM DESCRIPTION STATUS --------------------------------------------------------------------------------------------------------------- 060 506-P18169 DEC 31, 2010 SWEET, BILL MALLINCKRODT 120.12 822100 2632 Other Medical and Dental Supplies Radiopharm 1/4/11 Reconciled - Amended 060 506-P18014 DEC 31, 2010 WINE, JENNIFER RECKITT BENCKISER PH 54.00 822100 2631 Drugs, Medicines and Chemical Suppl 2X2 LITER CONDITIONER, 1X2 LITER BUFFER ASTRA Transaction Complete ::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: CONTROL POINT 060 SUBTOTAL: 174.44 Typically the option used is unpaid as this helps identify outstanding Items. Typically the option used is unpaid as this helps identify outstanding Items. STATUS: Both 214

This option creates a report of account information stored in File 440.5 sorted by Approving Official and cardholder. The data can be selected for Active or Inactive cards or all cards. Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 215

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: IMPAC Account Information Select Purchase Card Coordinator's Menu Option: imPAC Account Information Please select the type of Purchase Cards you wish to display: Select one of the following: A Active I Inactive B Both 216

IMPAC ACCOUNT INFORMATION MAR 4,2011 07:59 PAGE 1 CARD HOLDER SERVICE/SECTION MAIL CODE PHONE SINGLE MONTHLY PURCHASE PURCHASE INACTIVE LIMIT LIMIT FUND CONTROL POINT COST CENTER BUDGET OBJECT CODE -------------------------------------------------------------------------------- APPROVING OFFICIAL: BONNER,RITA J PURCHASE CARD NUMBER: 1111111111111111 STATION NUMBER: 777 BUCHHOLZ,ELIZABETH D EMPLOYEE EDUCATION SERVICE 205-731-1812 NO 50000.00 200000.00 800 DEFAULT FOR PURCHASE 860500 2660 Operating Supplies PURCHASE CARD NUMBER: 2222222222222222 STATION NUMBER: 777 GAMBLE,BARBARA J EMPLOYEE EDUCATION SERVICE 205-731-1812 NO 50000.00 200000.00 800 DEFAULT FOR PURCHASE 860500 2660 Operating Supplies 217

This report will identify and inactivate any cards that have an expiration date greater than date report is run. Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 218

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Inactivate Expired Charge Cards 219

Select Purchase Card Coordinator's Menu Option: inactivate Expired Charge Cards Ready to inactivate expired charge cards before 05/26/11? NO// y YES IFCAP INACTIVATE EXPIRED CHARGE CARDS BEFORE 05/26/11 SCHEDULED WITH TASK #184606 Typically cards will be inactivated at the time an employee Leaves or shortly there after. The cards have to be kept in an active status until all charges are cleared. 220

This option creates a report of incomplete Purchase Card orders. Orders created by users (card holder or surrogate) but not approved for release from the service. Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 221

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Incomplete Purchase Card Orders Report 222

Select STATION NUMBER ('^' TO EXIT): 658// SALEM, VA Select FISCAL YEAR ('^' to EXIT): 11// Please select a device for printing this report. DEVICE: LAT RIGHT MARGIN: 80// INCOMPLETE PURCHASE CARD ORDERS REPORT MAR 3, 2011@11:57:42 PAGE 1 PURCHASE CARD ORDER PO DATE SUPPLY STATUS BUYER DATE PO ASSIGNED --------------------------------------------------------------------------------------------------------------------- 658-Q13790 MAR 3, 2011 Order not Completely Prepared DIVINE, JANICE MAR 3, 2011@11:53 658-Q13789 MAR 3, 2011 Order not Completely Prepared MARK, ANITA MAR 3, 2011@11:42 658-Q13644 MAR 1, 2011 Order not Completely Prepared GREEN, JOE MAR 1, 2011@9:48 658-Q13551 FEB 20, 2011 Order not Completely Prepared CONNER, CLIFFFEB 20, 2011@ 10:45 The orders should be reviewed And either processed or cancelled The orders should be reviewed And either processed or cancelled 223

Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 224

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Print Unregistered Credit Card Charges This report will identify any charge entry in File 440.6 that does not have a corresponding credit card entry in File 440.5. 225

Select Purchase Card Coordinator's Menu Option: print Unregistered Credit Card Charges DEVICE: UCX/TELNET Right Margin: 80// Unregistered Credit Card Charges MAY 26,2011 14:42 PAGE 1 Credit Card # PO Date Vendor P.O. # TXN Ref Charge $AMT Charge Id TXN DATE STATUS -------------------------------------------------------------------------------- XXXXXXXX3798 MAY 17,2011 CK #2230 STOP PAYMENT FEE A2433500614338714233732 10.00 C65811470005001 MAY 28,2011 NONE XXXXXXX3822 MAY 20,2011 N2460600614204000041742 249.61 C65811470006001 MAY 28,2011 NONE XXXXXXXX4754 MAY 21,2011 1SALEM OFF SUPPLY INC ~ A2433500614438714436905 29.10 C65811470008001 MAY 28,2011 NONE 226

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Purchase Card Information List This report can be run for a range of cardholders or all cardholders. It will list the cardholder, the card name, Approving and Alternate Approving Officials, and surrogates. 228

Select Purchase Card Coordinator's Menu Option: Purchase Card Information List START WITH CARD HOLDER: AA// GO TO CARD HOLDER: ZZ// *Previous selection: PURCHASE CARD NAME from AA to ZZ START WITH PURCHASE CARD NAME: AA// GO TO PURCHASE CARD NAME: ZZ// *Previous selection: STATION NUMBER from 488 to 799 START WITH STATION NUMBER 488:// 506 GO TO STATION NUMBER: 799//506 DEVICE: UCX/TELNET Right Margin: 80// 229

PURCHASE CARD INFORMATION LIST MAR 3, 2011 14:50 PAGE 1 CARD HOLDER PC CARD NAME APP OFFICIAL ALT OFFICIAL SURROGATE USER ----------------------------------------------------------------------------------------------------------------- --------------- STATION NUMBER: 506 LULU, TAMMYLULU 0152A1FRIEND, JEFF NONO, ANGIE LULU, TAMMY STATION NUMBER 506 CHANGE, JILLCHANGE 0162A1FRIEND, JEFF CHANGE, JILL Use to monitor separation of duties - Can monitor and review Who is assigned each function making sure don’t have individuals Having a credit card and also being an approving official Use to monitor separation of duties - Can monitor and review Who is assigned each function making sure don’t have individuals Having a credit card and also being an approving official 230

Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions This option creates a report of totals for each Purchase Card and each control point, and the percentage of Purchase Card orders for each control point. You can select a date range for the report. The report will generate statistics for all Purchase Card orders for the station for the date range you selected, sorted by Control Point. The report also shows the average dollar cost per card in the Control Point, and the average number of line items on each card. It also shows the percentage of Purchase Card orders for all orders for each Control Point. 231

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Purchase Card Statistics 232

PURCHASE CARD STATISTICS REPORT MAR 3, 2011@18:04:01 PAGE: 1 PURCHASE CARD NAME PO # LINE ITEMS AMOUNT DATE PLACED -------------------------------------------------------------------------------- FCP: 19 BUYER: SIDON, FAUSTINO SIDON CP019 P15117 2 1149.00 JAN 5, 2011 SIDON CP019P19848 5 2621.00 JAN 20, 2011 SIDON CP019 P19728 1 642.00 JAN 20, 2011 SIDON CP 019P19725 1 22.00 JAN 25, 2011 SIDON CP019P19581 7 2734.96 JAN 27, 2011 AVERAGE DOLLAR COST FOR CARD: $1433.82 AVERAGE LINE COUNT FOR CARD: 3.20 % OF PC ORDERSFOR CP 19: 100.00 PC ORDER COUNT: 5 TOTAL ORDER COUNT: 5 PC SUBTOTAL: 7169.12 233

This report lists the time elapsed from order creation through reconciliation Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 234

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Purchase Card Timely Commitment Report * Previous selection: PURCHASE CARD HOLDER From AA to ZZ START WITH PURCHASE CARD HOLDER: AA// GO TO PURCHASE CARD HOLDER: ZZ// *Previous selection: VALIDATION DATE/TIME from Jan 1, 2011 to Jan 31, 2011@24:00 235

START WITH VALIDATION DATE/TIME: Jan 1, 2011// (JAN 1, 2011) GO TO VALIDATION DATE/TIME: Jan 31, 2011// (JAN 31, 2011) *Previous selection: STATION NUMBER from 488 to 799 START WITH STATION NUMBER: 488// 799 GO TO STATION NUMBER 799// DEVICE: UCX/TELNET Right Margin: 80// PURCHASE CARD TIMELY COMMITMENT REPORT MAR 5, 2011 10:25 PAGE 1 INCEPTION COMMITMENT PURCHASE PURCHASE TO TO ORDER ORDER DATE DATE COMMITMENT RECONCILE NUMBER DATE SIGNED RECONCILED (DAYS) (DAYS) CARD HOLDER ------------------------------------------------------------------------------------------------------------------------------- 799-P10059 01/07/11 01/07/11 01/07/11 0 0 LULU, TAMMIE 799-P10066 01/15/11 01/15/11 01/21/11 0 3 LULU, TAMMIE 799-P10057 01/05/11 01/05/11 01/12/11 0 5 PETTY, EVILINER 799-P10064 01/12/11 01/12/11 01/22/11 0 7 PETTY, EVILINER 236

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Reconciled Purchase Card Transactions This option creates a report of reconciled Purchase Card orders. The report is sorted by card holder and displays the Vendor, status of the order, charge reference number, Amount reconciled, charge Vendor and if amount reconciled was identified as the Final Charge. 238

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC Enter beginning date: 010111 JAN 1, 2011 Enter ending date: 013011 JAN 30,2011 DEVICE: UCX/TELNET Right Margin: 80// RECONCILED PURCHASE CARD ORDERS MAR 3, 2011@10:39:28 PAGE 1 P.O. DATE DATE RECONCILED ORDER # $AMT TYPE(S/D) VENDOR DESCRIPTION STATUS DOC-REF # RECONCILED $AMT RECONCILE VENDOR FINAL CHARGE -------------------------------------------------------------------------------- BUYER: LONG, TAMMIE JAN 7, 2011 JAN 7, 2011 688-P15707 9.00 DETAILED A1 SUPPLIES COVER ARMBOARD 9 INCH Reconciled C-688100P15707 9.00 A1 SUPPLIES YES RECONCILED SUBTOTAL - $9.00 JAN 27, 2011 JAN 27, 2011 688-P15706 110.00 SIMPLIFIED KELLY LAB SUPPLIES TESTING KITS1A3, 1/27/11 Reconciled C-688100P15706 110.00 KELLY LAB SUPPLIES YES RECONCILED SUBTOTAL - $110.00 239

This option creates a report showing the unpaid Purchase Card order total for each control point. Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions 240

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Summary Report of Unpaid PC Transactions 241

Select Purchase Card Coordinator's Menu Option: summary Report of Unpaid PC Transactions Select STATION NUMBER (‘^’ TO EXIT): 506// Please select a device for display/print of this report. DEVICE: UCX/TELNET Right Margin: 80// UNPAID PURCHASE CARD TRANSACTION BY FCP - SUMMARY MAR 3, 2011 PAGE 1 STATION #: 506 -------------------------------------------------------------------------------- CONTROL POINT: 20 TOTAL: $11237.00 CONTROL POINT: 36 TOTAL: $90.50 CONTROL POINT: 40 TOTAL: $337.76 CONTROL POINT: 45 TOTAL: $700.78 CONTROL POINT: 60 TOTAL: $51576.69 CONTROL POINT: 76 TOTAL: $2595.20 CONTROL POINT: 86 TOTAL: $267.45 CONTROL POINT: 88 TOTAL: $1004.27 CONTROL POINT: 100 TOTAL: $1612.25 242

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Unapproved Reconciliations This option generates a report of reconciled Purchase Card orders that have not been approved by an official, sorted by approving official, control point, an cardholder. 244

Select STATION NUMBER (‘^” TO EXIT): 506// Enter beginning date: 070111 JUL 1,2011 Enter ending date: 093011 SEP 30,2011 Do you want to include all officials in this report? YES DEVICE: UCX/TELNET Right Margin: 80// This report is used to monitor reconciliations completed but not approved by the approving official. Should be reconciled within 14 days 245

UNAPPROVED RECONCILIATION REPORT APR 10, 2011@12:04:44 PAGE: 1 STATION NUMBER: 506 PURCHASE DATE PC ORDER # CARDHOLDER FCP AMOUNT DATE RECONCILED ------------------------------------------------------------------------------------------------------------------------------- APPROVING OFFICIAL: DOLECKI, TIM JAN 9, 2011506-P10901 MOORE, ANGIE 910 121 PROSTHETIC REPAIR 175.00 JAN 15, 2011 FEB 20, 2011 506-P15931 GERRY, VICKI 911 121 PROSTHETIC 2360.00 FEB 25, 2011 MAR 1, 2011506-P16120 MOORE, ANGIE 921 121 PROSTHETIC HO 2995.00 MAR 5, 2011 MAR 15, 2011506-P17845 ANGLE, ARTHUR 910 121 PROSTHETIC REP 245.00 MAR 17, 2011 246

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Unreconciled Austin Payment Transactions This option is used to print payment transaction data that have not been reconciled to a Purchase Card order. 248

Select Purchase Card Coordinator's Menu Option: Unreconciled Austin Payment Transactions *Previous selection: CARD HOLDER from AA to ZZ START WITH CARD HOLDER: AA// GO TO CARD HOLDER: ZZ// *Previous selection STATON NUMBER from 488 to 799 START WITH STATION NUMBER: 488// GO TO STATION NUMBER: 799// DEVICE: UCX/TELNET Right Margin: 80// Run this to ensure payments are being reconciled timely. Cardholders have 5 days in which to reconcile. Run this to ensure payments are being reconciled timely. Cardholders have 5 days in which to reconcile. 249

UNRECONCILED AUSTIN PAYMENT TRANSACTIONS MAR 3, 2011 11:47 PAGE 1 TRANSACTION CARD HOLDER DATE AMOUNT MERCHANT NAME ORACLE DOCUMENT ID --------------------------------------------------------------------------------------------------------------------- STATION NUMBER: 506 ALLEN, JOANNE FEB 26, 20111000.00 VETERAN CANTEEN C50610569012001 ALLEN, JOANNEMAR 2, 20116928.56 RECKITT BENCKISER PHAR C50610609017001 ALLEN, JOANNEMAR 2, 2011250.00 VETERANS CANTEEN C50610609018001 ---------- SUBTOTAL 8178.56 SUBCOUNT 3 SUBMEAN 2726.19 250

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Unreconciled Purchase Card Transactions Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC Enter beginning date: 100110 OCT 1, 2010 Enter ending date: t MAY 30,2011 DEVICE: UCX/TELNET Right Margin: 80// This option creates a report of Purchase Card orders that have not been reconciled to a charge Run this to monitor orders that are not reconciled. Work with Cardholder to verify that charges have not been reconciled inappropriately to other orders. Run this to monitor orders that are not reconciled. Work with Cardholder to verify that charges have not been reconciled inappropriately to other orders. 252

UNRECONCILED PURCHASE CARD ORDERS MAY 30, 2011@12:02:32 PAGE 1 P.O. DATE ORDER # $AMT TYPE(S/D) VENDOR DESCRIPTION STATUS COMMENTS -------------------------------------------------------------------------------- BUYER: ALLEN, JOANNE DEC 06, 2010 688-P15029 48.00 DETAILED ROCK CONNECTION LLC Ice Melt for Winter Storm Complete Order Received ICE MELT NEEDED FOR SNOW/ICE REMOVAL MAY 04, 2011 688-P15160 165.00 DETAILED A1 MEDICAL SUPPLIES NEEDLE JAMSHIDI BONE Ordered (No Fiscal Action Required) NEEDED FOR SURGERY BUYER SUBTOTAL - $213.00 BUYER: LEE, TED OCT 15, 2010 688-P11234 75.00DETAILED KELLY LAB SUPPLIES LAB TEST KITS Complete Order Receiveed Lab Test Kits needed to process blood tests 253

This option is found only in the Budget Menu Options and is not under the purchase card menu options Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu... Budget Utilities Menu... Print Menu... FMS Documents Inquiry/Error Process... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Accrual (Monthly) 254

Select STATION NUMBER ('^' TO EXIT): 612// 688 WASHINGTON,DC For Accrual Month/Year: 11/10// Fiscal Month/Year: 02/2011 Select one of the following: 1 Compile/Print Monthly Accrual 2 Edit Monthly Accrual Amount 3 Generate/Rebuild FMS SV-Document Select Number: 1 Compile/Print Monthly Accrual Ready to Compile/Print? NO// YES DEVICE: LAT Compiling... Processing the accrual is a 3 step process 1.Compile – this will produce the accrual document which needs to be reviewed for correct costing and for appropriate dollars amounts (can’t accrue Negative numbers) 2.Edit – allows information to be corrected in order for the accrual to accept. Edit the accrual to zero out the negative numbers. 3.Generate – sends the information through the batch process to FMS for recording. (facilities in September will sometimes process the accrual online FMS instead of submitting it through the normal process as the normal process is an overnight and may not accept nor have the opportunity to get it corrected by the end of the year. Processing the accrual is a 3 step process 1.Compile – this will produce the accrual document which needs to be reviewed for correct costing and for appropriate dollars amounts (can’t accrue Negative numbers) 2.Edit – allows information to be corrected in order for the accrual to accept. Edit the accrual to zero out the negative numbers. 3.Generate – sends the information through the batch process to FMS for recording. (facilities in September will sometimes process the accrual online FMS instead of submitting it through the normal process as the normal process is an overnight and may not accept nor have the opportunity to get it corrected by the end of the year. 255

IFCAP Accrual Report for 11/2010 Printed on 11/15/2010 Station: 688 FUND/BBFY/AO/ACC/CC/BOC UNPAID PO UNRECON ACCRUAL 0160A1/2011/10/0100201C3/800100/2510 138.00 0.00 138.00 0160A1/2011/10/0100201C3/800100/2660 41.00 0.00 41.00 0160A1/2011/10/0100201C3/810800/2511 13.00 0.00 13.00 0160A1/2011/10/0100201C3/810800/2580 63.90 0.00 63.90 0160A1/2011/10/0100201C3/810800/2660 570.00 0.00 570.00 SUBTOTAL 825.90 0.00 825.90 0160A1/2011/10/010050100/850100/2220 22.00 0.00 22.00 SUBTOTAL 22.00 0.00 22.00 0160A1/2011/10/894/824300/2510 318.00 0.00 318.00 SUBTOTAL 318.00 0.00 318.00 0160A1/2011/10/012/810800/2510 44.00 0.00 44.00 SUBTOTAL 44.00 0.00 44.00 4537B/1994/90/010044100/600000/2697 200.00 0.00 200.00 4537B/1994/90/010044100/600000/2698 100.00 0.00 100.00 SUBTOTAL 300.00 0.00 300.00 TOTAL 1517.40 0.00 1517.40 256

Select STATION NUMBER ('^' TO EXIT): 612// 688 WASHINGTON,DC For Accrual Month/Year: 11/10// Fiscal Month/Year: 02/2011 Select one of the following: 1 Compile/Print Monthly Accrual 2 Edit Monthly Accrual Amount 3 Generate/Rebuild FMS SV-Document Select Number: 2 Edit Monthly Accrual Amount Ready to Edit? NO// YES ------------------------------------------------------------------------------ Select Fund Code or FCP/PRJ (ACC) Code: 01 1 0110/2011///840100/1092 2 0160A1/2011/10/0100201C3/800100/2510 3 0160A1/2011/10/0100201C3/800100/2660 4 0160A1/2011/10/0100201C3/810800/2511 5 0160A1/2011/10/0100201C3/810800/2580 TYPE '^' TO STOP, OR 257

CHOOSE 1-5: 3 Accrual Account: 0160A1/2011/10/0100201C3/800100/2660 Unpaid P.C.O Amount: 41.00 Unreconcilled Amount: 0.00 Calculated Accrual Amount: 41.00 EDITED ACCRUAL AMOUNT: 42.50 COST CENTER: 850100 Plant Operations// BOC: 2660 Operating Supplies and Materials// ----------------------------------------------------------------------------- Select Fund Code or FCP/PRJ (ACC) Code: If a line needs to be deleted edit and change amounts to zero. Can change the Cost Center or BOC will sometimes need to do because information is picked up from the orders in the system and a order could have been input with the incorrect costing. Can change as many line items as necessary. If a line needs to be deleted edit and change amounts to zero. Can change the Cost Center or BOC will sometimes need to do because information is picked up from the orders in the system and a order could have been input with the incorrect costing. Can change as many line items as necessary. 258

Select STATION NUMBER ('^' TO EXIT): 612// 688 WASHINGTON,DC For Accrual Month/Year: 11/10// Fiscal Month/Year: 02/2011 Select one of the following: 1 Compile/Print Monthly Accrual 2 Edit Monthly Accrual Amount 3 Generate/Rebuild FMS SV-Document Select Number: 3 Generate/Rebuild FMS SV-Document Ready to Generate/Rebuild Document? NO// YES Generating the monthly accrual FMS SV-Document Will show on Part 2 of Running Balance as an “SV” transaction. Will not affect the Control Point side since the purchase card orders are already deducted from the Control Point side in Part 1. Only impacts the Fiscal side of Part 2 since this side was not previously reduced in Part 1. Will show on Part 2 of Running Balance as an “SV” transaction. Will not affect the Control Point side since the purchase card orders are already deducted from the Control Point side in Part 1. Only impacts the Fiscal side of Part 2 since this side was not previously reduced in Part 1. 259

Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu... Control Point List FCP BOC List Control Point PO List Audit Reports Menu... 826 (IFCAP) Report 260

Detailed Report of Unpaid PC Transactions by FCP Display 2237 Request FCP Accounting Elements Fiscal Daily Review Fiscal Pending Action History of Purchase Card Transactions Purchase Card Statistics Reconciled Purchase Card Transactions Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Year To Date Accrual Select Print Menu Option: Year To Date Accrual Compiling... IFCAP YTD Detail Accrual Report for 2011 Printed on 12/10/2010@074306 Station: 506 261

FUND/BBFY/AO/ACC/CC/BOC UNPAID PO UNRECON ACCRUAL 0152A1/2011/10/0100243G3/840100/2580 72.91 0.00 72.91 506-P15019 11/20/10 72.91 0152A1/2011/10/0100243G3/840100/2660 0.00 1497.55 -1497.55 SUBTOTAL 72.91 1497.55 -1424.64 0152A1/2011/10/010040127/840100/2584 1725.00 0.00 1725.00 506-P16113 12/04/10 1725.00 SUBTOTAL 1725.00 0.00 1725.00 0152A1/2011/10/010040242/844100/2424 324.15 0.00 324.15 506-P15396 11/24/10 0.00 506-P15423 11/25/10 100.00 506-P16179 12/07/10 224.15 0152A1/2011/10/010040242/844100/3127 2927.36 0.00 2927.36 506-P16255 12/08/10 2927.36 SUBTOTAL 3251.51 0.00 3251.51 0152A1/2011/10/010040700/840700/2580 120.00 0.00 120.00 506-P14506 11/17/10 120.00 0152A1/2011/10/010040700/840700/2660 0.00 120.00 -120.00 SUBTOTAL 120.00 120.00 0.00 Helps to further track outstanding purchase card orders by CP and costing and provides the purchase card number that still require action Helps to further track outstanding purchase card orders by CP and costing and provides the purchase card number that still require action 262

Integrated Funds Control Distribution, Accounting Activity And Procurement Part II – Budget and Accounting 1.

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Integrated Funds Control Distribution, Accounting Activity And Procurement Part II – Budget and Accounting 1.

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Presentation on theme: "Integrated Funds Control Distribution, Accounting Activity And Procurement Part II – Budget and Accounting 1."— Presentation transcript:

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