FINANCIAL SERVICES CENTER TRAINING FACILITY AUSTIN, TX PRESENTS

FINANCIAL SERVICES CENTER TRAINING FACILITY AUSTIN, TX PRESENTS
FMS 1 A/O Oct 2009

TABLE OF CONTENTS Introduction 1-1 thru 1-2 Page No: Section 1
FMS Basics thru 2-27 Section 3 Obligations thru 3-38 Establish/Modify/Cancel Obligations Section 4 Receivers/Accruals thru 4-24 Establish/Modify/Cancel Receivers and Accruals Section 5 Payments thru Establish/Modify/Cancel Payments Section 6 Advances thru 6-21 Direct Disbursements Advance Payments Section 7 Cash Receipts/Transfers (CRs/TRs) thru 7-15 Establish/Modify/Cancel CRs/TRs Section 8 Receivables thru 8-18 Billing Documents – Establish/Modify/Cancel Write-offs – Establish/Modify/Cancel Section 9 FMS Tables thru 9-31 Section 10 Error Codes thru 10-12

Section 1 Introduction

Class Schedule: Class start: 8:30 a.m.
Class ends: 4:00 p.m. Objective: To provide the participants with the basic procedures for navigating through FMS. Course Overview: FMS Basics Obligations Establish new obligations Modify/Cancel existing obligations Status of obligations Receivers/Accruals Payments Receiving reports Payment vouchers Modifications Advances Offsets Cash Receipts/Transfers Receivables FMS Tables FMS Error Codes Summary 1-1

At completion of this course the student will be able to:
Establish obligations Process receivers against obligations Process payments Create and offset advances Navigate through FMS/interpret selected FMS tables Analyze and process rejected documents 1-2

WEBSITES - VA Directives, Handbooks, Bulletins - FSC homepage/Training - FMS Users Guide and Monthly Reports - FMS GL and Proforma - NewsFlashes - RSD reports and FMS Internet Access - FRS - SnapWeb Access - Archived Reports - Alerts - Financial Indicators 1-3

Nationwide Accountant
FSC Contacts VISN/Organization Nationwide Accountant VISNs: 2, 4, 5, 7, 8, 10, 17, 20, 99 Other Stations: 101 Primary: Sandra Gibson (512) Alternate: Veronica Carmicheal (512) VISNs: 9, 21, 23 Area Office: Southern, Western Primary: Brenda Burton (512) Alternate: Ray Medrano (512) VISNs: 1, 3, 12, 15, 19 Area Office: Central, Eastern Other Stations: 102, 104, 105, 118, 200, 201, 203, 281, 282, 283, 284, 285, 389, 705, 774, 775, 785, 786, 787, 788, 789, 790, 791, 793, 794, 795, 796, 797, 799 Primary: Veronica Carmicheal (512) Alternate: Sandra Gibson (512) VISN: 6, 11, 16, 18, 22 Primary: Ray Medrano (512) Alternate: Brenda Burton (512) Supervisor Crystal Russell (512) 1-4

Section 2 FMS Basics

Welcome to VACCESS Timesharing at AUSTIN
LOGGING ON TO FMS Welcome to VACCESS Timesharing at AUSTIN Terminal: TCPI FEB ** This is a US Federal Government Computer System. Unauthorized use is ** ** prohibited and subject to prosecution. Use may be subject to monitoring.** To select a facility enter the first letter or press the PF key indicated. FACILITY SELECTIONS PF FACILITY STATUS PF FACILITY STATUS 1 H - HELP F*- FALCON (AUSFAL) ACTIVE 2 T - TSO (AUSTSO) ACTIVE I - IDMS REMOTE (AUSRPM) ACTIVE 3 R - ROSCOE (AUSROS) ACTIVE C - PROD CICS (PAID) ACTIVE 9 B - BIRLS/LRA (AUSWPM) ACTIVE 5 P - PROD IDMS (AUSPPM) ACTIVE SELECTION ==> You may enter USERID and PASSWORD on facilities without * for express signon USERID ==> PASSWORD ==> 2-1

LOGGING ON TO FMS At the REQUEST/SELECTION ==> prompt, type FMS and press TAB to move to USERID. ( ENTER.) At the USERID ==> prompt, type Your User ID and press TAB to move to PASSWORD. At the PASSWORD ==> prompt, type Your Password and press ENTER (or your terminal's equivalent key. If you entered your User ID and Password incorrectly, you will receive an error message: “Password is Incorrect”. The Screen shown below will appear. If you entered your User ID and Password correctly, the system will briefly display the "SIGN-ON IS COMPLETE" screen. The VA screen shown on page B-7 should appear. 2-2

LOGGING ON TO FMS Terminal: L486T106 SYP 27-JAN-2006 08.28.08 LOG ON
** This is a US Federal Government Computer System. Unauthorized use is ** ** prohibited and subject to prosecution. Use may be subject to monitoring.** Welcome to VACCESS at AUSTIN To select an online facility press the appropriate PF key or enter the first letter of the facility name on the REQUEST line. Enter H or PF1 for more info. PF01/13 HELP PF06/18 FALCON ACTIVE PF02/14 TSO ACTIVE PF07/19 IDMS REMOTE ACTIVE PF03/15 ROSCOE ACTIVE PF08/20 CICS ACTIVE PF05/17 PROD IDMS ACTIVE PF09/21 WIDMS/BIRLS ACTIVE (AUSPPM-CAPP,CALM) PF10/22 DEVELOP IDMS ACTIVE Request ==> FMS (FMSG for training database) =============================================================================== USERID ==> S104rmj PASSWORD ==> ******** (Enter instead of PF key logon 2-3

LOGGING ON TO FMS 2-4 WELCOME TO CICS/TS2.3 FMS PRODUCTION
SIGNON FOR CICS/TS APPLID ACICF VASNPM1 WELCOME TO CICS/TS2.3 FMS PRODUCTION Type your userid and password, then press ENTER: Userid Groupid Password New Password Re-enter new password... ***NOTE*** If CHANGING your password: Please re-enter it on this screen before pressing ENTER. DFHCE3520 Please type your userid and password PF3 Exit If the system does not display a message, contact the Austin Help Desk ( ) and describe the message that is displayed. Enter your User ID, press TAB, and enter your password. After correctly entering your User ID and password, press ENTER. The system will briefly display a message containing information about your last log-in, then a screen with the message "SIGN-ON IS COMPLETE" will appear. Type FFSL and press ENTER. If the system does not display a message containing "SIGN-ON IS COMPLETE", contact the Austin Help Desk ( ) and describe the message that is displayed. . 2-4

DFHCE3549 Sign-on is complete.
FFSL ENTER FFSL = Federal Financial System Login Normally not required for “live” sign-on – only for the training database 2-5

LOGGING ON TO FMS ########## ############### DEPARTMENT OF ############ ################# VETERANS AFFAIRS # ###### ## ###### ### ###### ## ###### FINANCIAL ##### ###### ## # ###### MANAGEMENT ###### ###### ## ### ###### SYSTEM ###### ####### ##### ###### ###### ##### ####### ###### ###### ### ######### ###### ###### # ########### ##### FRONT END MENU/ ###### ## ### LOGON PROCESSOR ###### #### # ###################################### ############## #################### ENTER SERVICE REQUESTED (T = TABLES / MTI X = EXIT): t ENTER APPLICATION LETTER P = PRODUCTION : p ((a) used in training database) USERID: S104RMJ At the VA Screen, type T for "Tables/MTI" in the ENTER SERVICE REQUESTED field. Type P for "Production" in the ENTER APPLICATION LETTER field. Press ENTER. Note – this is the normal FMS screen. When going into the training database there will be more choices to choose from but enter “a”. 2-6

LOGGING ON TO FMS 2-7 ACTION: S TABLEID: FFS1 USERID: S104 RMJ
@ @ FFFFFFFFFFFFF MMMM MMMM SSSSSS @ @ FFFFFFFFFFFFF MMMMM MMMMM SSS SSS @ @ @ FFF MMMMMM MMMMMM SSS SSS @ @ @ FFF MMMMMMM MMMMMMM SSS @ @ @ FFFFFFFFFFFF MMM MMM MMM MMM SSS @ @ @ @ FFFFFFFFFFF MMM MMM MMM MMM SSS @ @ @ @ FFF MMM MMM MMM MMM SSS @ @ @ @ FFF MMM MMM MMM MMM SSS SSS @ @ @ FFF MMM MMMMMMM MMM SSS SSS @ FFF MMM MMMMMM MMM SSSSSS @ F I N A N C I A L M A N A G E M E N T S Y S T E M TYPE AN "X" ( ) MAIN MENU NEXT TO THE OPTION ( ) GENERAL MESSAGES YOU WISH TO PERFORM --> ( ) ADMIN/OFFICE MESSAGES The FFS1 Table is the entry screen for the Master Table Inquiry (MTI) facility of FMS. From this screen a user may reach all other FMS Tables by using the N command. The ACTION field appears in the upper-left corner of all FMS Table Inquiry Screens. By typing the appropriate Master Table Inquiry (MTI) command in the ACTION field, you may move between tables and view table records in a variety of ways. 2-7

LOGGING OFF FROM FMS ########## ############### DEPARTMENT OF ############ ################# VETERANS AFFAIRS # ###### ## ###### ### ###### ## ###### FINANCIAL ##### ###### ## # ###### MANAGEMENT ###### ###### ## ### ###### SYSTEM ###### ####### ##### ###### ###### ##### ####### ###### ###### ### ######### ###### ###### # ########### ##### FRONT END MENU/ ###### ## ### LOGON PROCESSOR ###### #### # ###################################### ############## #################### ENTER SERVICE REQUESTED (T = TABLES / MTI X = EXIT): ENTER APPLICATION LETTER P = PRODUCTION : USERID: S104RMJ If on a screen put an “E” on the Action line, Press Enter. This will take you to this screen. VA Screen At the VA Screen, type X in the ENTER SERVICE REQUESTED field. Press ENTER, a blank screen should appear. At the blank screen, type BYE or Logoff. Press ENTER. 2-8

7.1 DOCUMENT SUSPENSE FILE (SUSF) FIELD DESCRIPTIONS
ACTION: S SCREEN: SUSF USERID: R047 SJF DOCUMENT SUSPENSE INDEX 1 COMMAND: SUBMIT STATION: ‑‑‑BATCH ID‑‑‑ ‑‑‑‑DOCUMENT ID‑‑‑‑‑ LAST LAST PROCESS SEL TC A/O NUMBER TC A/O NUMBER STAT APPRV DATE USER DATE ‑ ‑‑ ‑‑‑‑ ‑‑‑‑‑‑ ‑‑ ‑‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑ ‑‑‑‑‑ ‑‑‑‑‑‑ ‑‑‑‑‑‑‑‑ ‑‑‑‑‑ 00‑ ‑ ‑ ‑ FIELD NAME DESCRIPTION COMMAND Use the COMMAND field to specify special SUSF commands to begin data entry, correction, or processing of a batch or document, or to change the status of a batch or document. SUBMIT STATION FMS uses the SUBMIT STATION field when the "New" or "Copy" commands are used in order to verify a user's authority for creating documents. 00 Line 00 is referred to as the KEY SPECIFICATION AREA. Use this line to identify the batch or document ID to be scanned or created or when using the NEW command to create a new document. SEL When a command is entered, such as SCAN or ACCESS, identify the document to be viewed by placing an "X " in the corresponding SELECTION field. Multiple documents may be selected with some command codes, such as APPROVE and DELETE. BATCH ID The BATCH ID uniquely identifies each batch of documents or a modification document. DOCUMENT ID The DOCUMENT ID uniquely identifies each document that has been created in FMS. STAT The STATUS of the batch or document is displayed in this column. Due to the high volume of documents on the Document Suspense File Screens (SUSF, SUS2, and SUSA), do not scan for the STATUS of a document. 2-18

O = Approval not required
ACTION: S SCREEN: SUSF USERID: R047 SJF DOCUMENT SUSPENSE INDEX 1 COMMAND: SUBMIT STATION: ‑‑‑BATCH ID‑‑‑ ‑‑‑‑DOCUMENT ID‑‑‑‑‑ LAST LAST PROCESS SEL TC A/O NUMBER TC A/O NUMBER STAT APPRV DATE USER DATE ‑ ‑‑ ‑‑‑‑ ‑‑‑‑‑‑ ‑‑ ‑‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑ ‑‑‑‑‑ ‑‑‑‑‑‑ ‑‑‑‑‑‑‑‑ ‑‑‑‑‑ 00‑ ‑ ‑ ‑ FIELD NAME DESCRIPTION APPRV In the APPRV field, approval flags are displayed for each document that is listed on the screen. O = Approval not required A = Approval not applied, but one is required Y = Approval applied N = Approval applied and subsequently removed LAST DATE The LAST DATE field displays the last date a change was made to the document. LAST USER The User ID of the last person to change the document is displayed in the LAST USER field. NOTE: These fields are identical to those found on the Accepted Document Suspense File (SUSA). 2-19

Standard General Ledger
General Ledger (GL) History In early 1984, an interagency group was formed at the direction of the Office of Management and Budget (OMB) under the leadership of the Department of Treasury. OMB tasked the group to develop a standard general ledger (SGL) chart of accounts for Government-wide use by modifying the currently existing Department of Defense Uniform Chart of Accounts. Purpose The purpose of the U.S. Government Standard General Ledger (USGSGL) is to provide a uniform chart of accounts and supporting transactions to be used to standardize federal agency accounting and to support the preparation of standard external reports. The SGL accounts meet the basic financial statement and budget execution reporting requirements of departments and agencies. Chart of Accounts 1000 – Assets 2000 – Liabilities 3000 – Equity of the U.S. Government 4000 – Budgetary 5000 – Revenue 6000 – Expense 7000 – Gains/Losses/Extraordinary Items, etc. 9000 – Statistical/Memorandum Accounts FMS Compliance with the USGL The FMS GL fully complies with the USSGL and supports all of the VA’s business processes by: 1. Automatically posting the debits and credits for every transaction recorded in FMS 2. Accommodating VA’s desire to post transactions according to vendor, fund, project, and/or BOC 3. Maintaining on-line account balances and trial balances at many different levels of detail 4. Maintaining complete and detailed audit trails of all budget and financial transactions 5. Producing external reports which meet OMB and Treasury requirements, including supporting information and data for the SF-224 Statement of Transactions and the FACTS I/GFRS/FACTS II reporting. 2-21

Standard General Ledger (cont)
2-22

Document Numbering System
The Department of Veterans Affairs uses a single numbering plan to facilitate the processing of payment documents through the Computer Assisted Payment Processing System (CAPPS) and the Financial Management System (FMS). Uniformity of document numbering benefits all system users. This numbering plan is known as the “Common Numbering System”. It establishes A unique reference number under which all financial transactions will be processed. The common number for the CAPPS system consists of a 9-digit alphanumeric code which cannot be duplicated. The first three positions of the common number will consist of the numeric station number. The fourth position consists of an alpha code which identifies the appropriation/fund and/or document type. The fifth position will normally consist of the fiscal year of the appropriation. The appropriate fiscal year will be coded for “No-Year” appropriation instead of an “X”. The remaining four positions (sixth through ninth positions) will be numeric in accordance with established block schemes. Use of the basic common numbering plan is mandatory. Alpha characters are not permissible in the last four positions for obligation documents requiring processing by FSC. Field stations, at their discretion, may allocate blocks of numbers for local use as long as overall document numbering stays within mandatory categories. In the case where there is a need for more than the assigned numbers in an alpha series, the particular alpha character and the fiscal year will be reversed. However, this should not be done until that point in the fiscal year is reached where the originally assigned block is being exceeded. Further guidance is in OFM Bulletin 95GA1-14 and MP-4, Part V Change 203. 2-23

Bulletin Board Messages
Exit FMS, by typing an “x” in the enter service requested field. ########## ############### DEPARTMENT OF ############ ################# VETERANS AFFAIRS # ###### ## ###### ### ###### ## ###### FINANCIAL ##### ###### ## # ###### MANAGEMENT ###### ###### ## ### ###### SYSTEM ###### ####### ##### ###### ###### ##### ####### ###### ###### ### ######### ###### ###### # ########### ##### FRONT END MENU/ ###### ## ### LOGON PROCESSOR ###### #### # ###################################### ############## #################### ENTER SERVICE REQUESTED (T = TABLES / MTI X = EXIT): X ENTER APPLICATION LETTER P = PRODUCTION : USERID: S104CH1 2. A blank screen will appear. On the black screen type “qtbr” and press enter qtbr 2-24

Bulletin Board Messages (cont)
3. In the selection field, type “U” for bulletin board browse option & press enter. QUICK CONF MAIN MENU PANEL: CM20 Selection ==> U B) Broadcast a conference F) Request a conference I) Print screen R) Start recording S) Scripts U) Bulletin board browse COPYRIGHT (C) IBS CORPORATION ALL RIGHTS RESERVED PF: 3 Quit 2-25

Place a “s” beside the message that you want to see, press enter to review the message. Or, you may wish to place the “s” next to the first message and when it appears, continue by hitting “enter” after each message and each message may be viewed in order. QUICK CONF BULLETIN BOARD DIRECTORY PANEL: CBB0 Active (Y,N) ==> Y Expires (HH:MM,SHUT,NEVER) ==> * Redisplay (A,N) ==> * Sel BB # Description Userid Act Expires Redisp. 0000 GENERIC BULLETIN BOARD S104EUR Y NEVER A S S104RAB Y NEVER A S104RAB Y NEVER A S104EUR Y NEVER A S104RAB Y NEVER A S104RAB Y NEVER A S104RAB Y NEVER A S104RAB Y NEVER A S104ELF Y NEVER A S104ELF Y NEVER A S104EF2 Y NEVER A S=Select Locate BB # ==> QTE0047 BOTTOM OF THE ITEMS. 2-26

When finished viewing, press PF3 three times until the screen below appears: QTE0001 QUICK CONF ENDED. Press the Pause/Break button to clear the screen, & type “ffsl” and enter to go back into FMS. ffsl 2-27

Section 3 Obligations

What is an obligation document?
A document that obligates funds for a specific purpose. There are four types of orders used for this purpose: 1. Miscellaneous Order (MO) – obligates funds and reduces the available budgetary amounts for the purchase of various goods. 2. Service Order (SO) - obligates funds and reduces the available budgetary amounts for the purchase of various services and obligates funds for services that need to be accrued (automatic or manual). 3. Construction Contract Order (CO) - obligates funds and reduces the available budgetary amounts for contracts – discussed in more detail in the “Construction Accounting” class. 4. Architect-Engineer Order (AO) - obligates funds and reduces the available budgetary amounts for architect-engineer contracts – discussed in more detail in the “Construction Accounting” class. 3-1

OBLIGATIONS DATA ENTRY
Topic Page Source Document VA Action 0. Overview 1. Entering a Miscellaneous Order (MO) Order for Supplies or Services, VA 2138 (for supplies) - or - Request, Turn-in and Receipt for Property or Services, VA 2237 (with receipt data for supplies) -or- Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (subsistence) Record an order for supplies 2. Entering a Service Order (SO) Order for Supplies or Services, VA 2138 (for services) Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 Government Bill of Lading (GBL), SF 1103 (if non-travel related) Record an order for services 3. Entering a Contract Order (CO) or an Architect-Engineer Order (AO) Solicitation, Offer, and Award, SF 1442 Architect-Engineer Contract, SF 252 Record a construction contract obligation Record an architect contract Record an engineer contract 4. Modifying a Miscellaneous Order (MO) Order for Supplies or Services, VA 2138 (for supplies - revised) Request, Turn-in and Receipt for Property or Services, VA 2237 (with receipt data for supplies - revised) Modify an order for supplies 3-2

OBLIGATIONS DATA ENTRY (cont)
5. Modifying a Service Order (SO), a Contract Order (CO), or an Architect-Engineer Order (AO) Order for Supplies or Services, VA 2138 (for services - revised) -or- Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (revised) Government Bill of Lading (GBL), SF 1103 (if non-travel related - revised) Amendment of Solicitation / Modification of Contract, SF 30 Field Change Order (FCO) Field Supplemental Agreement (FSA) Central Office Change Order (COCO) Central Office Supplemental Agreement (COSA) Modify an order for services Modify a construction contract Modify an architect contract Modify an engineer contract 6. Canceling an Obligation (MO, SO, CO, or AO) Written notification for full de-obligation Cancel an obligation 3-3

THE ORDERS HEADER TABLE
OBLH THE ORDERS HEADER TABLE ACTION: R TABLEID: OBLH USERID: S438 BAM *** ORDERS HEADER INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER TRANS CODE: MO ORDER NUMBER: 438A TRANS TYPE: 01 SUB STN: VENDOR CODE: MISCN CONTRACT NO: AUTO ACCRUE: N NAME: SYNECTICS MEDICAL, INC. ALT PAYEE: / ORIGINAL AMT: , PO DATE: AMENDMENT AMT: ,930.00 ORDERED AMT: BEGIN DATE: CLOSED AMT: END DATE: ACCRUED AMT: NO CONTRACT MONTHS: EXPENDED AMT: FOB: OUTSTANDING AMT: CLOSED DATE: MISC REF AMT: DISC %: DAYS: 00 P/E TERM: 00 HOLDBACK AMT: ADVANCED AMT: DOC TYPE: COMMENTS: OUT ADVANCE AMT: RESP PERSON: Orders Header Table (OBLH) Table Description This table lists all outstanding and some recently closed obligation documents. All information is derived from the header section of the obligation document and related payable transactions. Table Uses Tracks and verifies obligation documents. Monitors receiver or payment activity that liquidates obligations. 3-4

All accepted obligation documents (MO, SO, CO, AO).
Table Updated by All accepted obligation documents (MO, SO, CO, AO). Modifications to existing obligation documents. All related payables transactions. Table Key Fields Note: "Leafing" from the Purchase Order Accounting Line Table (OBLL) is an easy way to access the information on this table. Document ID (TRANS CODE and ORDER NUMBER) Field Descriptions The TRANS CODE is the unique code that identifies this obligation (i.e. MO for Miscellaneous Order). The ORDER NUMBER is the unique document number assigned to this obligation. The TRANS TYPE is the transaction type used to post the general ledger for this order. Codes are defined on the Accounting Entries Definition Table (ACED) by transaction code and transaction type. The SUB STN is the submitting station field on the original entry document. The VENDOR CODE is the code that identifies the vendor for this obligation (see p. 3-8 for vendor information) The CONTRACT NO is the awarded contract number. The AUTO ACCRUE is the Auto Accrue Indicator setting on the Service Order (SO) document, Contract Order (CO) document, and Architect-Engineer Order (AO) document, which indicates whether Receiver Accrual (AR) documents are automatically generated. 3-5

Field Descriptions (cont)
The NAME is the vendor name associated with the vendor code, as derived from VEN2. If a miscellaneous vendor code was entered on the obligation document, this field will contain the vendor name that was entered at that time. The ALT PAYEE displays a vendor code if an alternate payee is authorized for this obligation. The ORIGINAL AMT is the original obligation amount. The AMENDMENT AMT is the sum of all amendments to this obligation. The ORDERED AMT is the sum of the original and amendment amounts. The CLOSED AMT is the amount of this obligation that has been closed. It is equal to the total amount expended and accrued until the obligation is finally closed. When the obligation is finally closed, this amount is set equal to the total order amount, even if the expended amount is more or less than the total order amount. The ACCRUED AMT is the total accrued amount of all the lines on this obligation. It is updated by receiver (RT, RC, AR) documents. The accrued amount is reduced when a receiver (RT, RC, AR) document is liquidated (i.e. referenced on a payment document). The EXPENDED AMT is the total amount expended to date on this obligation. It is updated by payment (CT, CV, PV, MV, DD, DV, AV, NC, HV, CN) documents. 3-6

The OUTSTANDING AMT is the Undelivered Order Amount. The MISC REF AMT is the amount if a payable references this obligation with the reference Line Number in MMM. This field is updated instead of the Closed Amount field. The HOLDBACK AMT is often called the Retainage Amount. It is the amount held back for later payment. The ADVANCED AMT is the sum of advances issued against this obligation. The OUT ADVANCE AMT is the outstanding unliquidated amount of all advances issued against this obligation. The PO DATE is the date of the obligation. The BEGIN DATE along with END DATE is used to calculate the number of contract months, if the Auto Accrue Indicator field is set to Y. The NO CONTRACT MONTHS is the number of contract months calculated from Begin Date to End Date of the service order. The FOB, if displayed, designates a certain party as responsible for shipping charges of the goods. If the buyer is responsible for the goods, there must be an accompanying 991 line on the Purchase Order Accounting Line Table (OBLL). Valid FOB codes can be found on the Freight On Board Table (FOBT). The CLOSED DATE is the date when all accounting lines were closed on this obligation. The DISC % reflects the discount percentage associated with this obligation. 3-7

The DOC TYPE was used for documents converted from CALM.
Field Descriptions (cont) The DAYS reflects the number of days after the invoice date that a discount will be applied. The P/E TERM is the PROX or EOM term used to determine the discount expiration date. You cannot have both DISCOUNT DAYS and the PROX/EOM term fields entered for the same obligation. The DOC TYPE was used for documents converted from CALM. The COMMENTS reflects any comments that were entered on the obligation document. The RESP PERSON is the person to whom questions about this obligation should be addressed. *for non-IFCAP stations Additions, deletions and changes to the FMS Vendor File must be made through FSC Vendorizing Staff. Additions, deletions, and changes are made to the Centralized Vendor File, which updates the Custom Vendor Reference Data Screen 2 and 3 (VEN2 & VEN3). The user may view these records on VEN2 and VEN3. The user accesses VEN2 for information while the system accesses the Centralized Vendor File for processing. To request an addition, deletion, or change to the FMS Vendor File, submit a fax request, with a copy of the invoice (if applicable), to the FSC Vendorizing Staff, (104/0473C2), fax number (512) The request should include the tax id number and the "remit to" address. IFCAP 5.0 stations also have the option of requesting vendor additions or changes through IFCAP. If you have any questions regarding vendor requests, please contact the FSC Vendorizing Staff at (512) 3-8

OBLL THE PURCHASE ORDER ACCOUNTING LINE TABLE (OBLL) Table Description
ACTION: R TABLEID: OBLL USERID: S438 BAM *** PURCHASE ORDER ACCOUNTING LINE INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER, LINE NUMBER TRANS CODE: MO ORDER NUMBER: 438A05219 01‑ LINE NO: BFYS: FUND: 0160A1 DESCR: ORIG LINE AMT: ADM/OFF: AMENDMENT LINE AMT: STATION: / CLSD BFYS: PO LINE AMT: COST CTR: / CLSD FUND: CLOSED AMT: FCP/PRJ: ACCRUED AMT: BOC /SUB: 2632 / JOB NO: EXPENDED AMT: REPT CATG: ASSOC ORD: OUTSTNDNG AMT: LAST CHANGE STATUS: HOLDBACK AMT: 02‑ LINE NO: BFYS: FUND: DESCR: ORIG LINE AMT: ADM/OFF: AMENDMENT LINE AMT: STATION: / CLSD BFYS: PO LINE AMT: COST CTR: / CLSD FUND: CLOSED AMT: FCP/PRJ: ACCRUED AMT: BOC /SUB: / JOB NO: EXPENDED AMT: REPT CATG: ASSOC ORD: OUTSTNDNG AMT: LAST CHANGE STATUS: HOLDBACK AMT: 02‑*L009 HEADER CHANGE Purchase Order Accounting Line Table (OBLL) Table Description This table contains the detailed accounting data regarding the obligation line. It contains the accounting distribution and corresponding amounts for each line of the obligation. Table Uses Tracks and verifies obligation documents at the line level. 3-9

All accepted obligation documents (MO, SO, CO, AO).
Table Updated by All accepted obligation documents (MO, SO, CO, AO). Modifications to existing obligation documents. All related payables transactions. Table Key Fields Note: "Leafing" from the Orders Header Table (OBLH) is an easy way to access the information on this table. Document ID (TRANS CODE and ORDER NUMBER) Line Number (LINE NO) Field Descriptions The TRANS CODE is the unique code that identifies this obligation, (i.e. MO for a Miscellaneous Order). The ORDER NUMBER is the unique document number assigned to this obligation. The LINE NO is the number of the accounting line on the obligation. The BFYS indicates the budget fiscal year(s) that apply to this obligation. The FUND reflects the fund code affected by this obligation **. The DESCR reflects any description entered concerning this obligation. The ADM/OFF reflects the Administration/Staff Office affected by this obligation **. The STATION is the station affected by this obligation **. The CLSD BFYS is the closed budget fiscal year(s) if this obligation is attributable to a closed fund. 3-10

The COST CTR is the Cost Center affected by this obligation **. The CLSD FUND is the closed fund if this obligation is attributable to a closed fund. The FCP/PRJ is the ACC, the Organization, or the Project Number affected by this obligation **. The BOC/SUB is the budget object code or revenue source of this obligation **. The JOB NO is the job number affected by this obligation. The REPT CATG reflects the accounting distribution entered on the order transaction screen or inferred from the reference requisition. The ASSOC ORD is the transaction code and document number of an order that is associated with this order. The LAST CHANGE STATUS indicates whether the order has been changed since it was input. The ORIG LINE AMT is the original obligation amount for this line. The AMENDMENT LINE AMT is the sum of all amendments to this obligation line. The PO LINE AMT is the sum of the original and amendment amounts for this line. The CLOSED AMT is the amount of this obligation line that has been closed. It is equal to the total amount expended and accrued until the obligation is finally closed. When the obligation is finally closed, this amount is set equal to the PO LINE AMOUNT, even if the expended amount is more or less than the PO LINE AMOUNT. 3-11

The ACCRUED AMT is the total accrued amount for this obligation line. It is updated by the Receiver (RT, RC, AR) documents. The accrued amount is reduced when a Receiver (RT, RC, AR) document is liquidated (i.e. referenced on a payment document). The EXPENDED AMT is the total amount expended to date on this obligation line. It is updated by payment (CT, CV, PV, MV, DD, DV, AV, NC, HV, CN) documents. The OUTSTNDNG AMT is the Undelivered Order Amount. The HOLDBACK AMT is often called the Retainage Amount. It is the amount held back for later payment. ** Accounting Codes are used to indicate the accounting distribution associated with each document. When entering the accounting codes, enter only those which are relevant to the budget affected by the document. Fund codes (FUND) represent various combinations of an appropriation code, category, and limitation. The new budget structure uses the FMS "Fund Code" to identify the limitation code in addition to the appropriation and apportionment codes, (e.g. 0160A1). An Administration/Staff Office (A/O) code stands for the Administration or Staff Office that manages a given fund. A/O codes are also used to identify the user entering a document. A/O 04 – FSC/VACO Finance 10 – Medical Centers 20 – VBA Veterans Benefit Admin 40 – National Cemetery 50 – Office of Inspector General 90 – OAMM/Supply Fund (4537B) 08 – Construction (if CO is funding) 02 – District Counsel Station Numbers (STATION/SAT) are the three-character identifiers assigned to each VA station. Budget Object Codes (BOC/SUB) are four-character fields used to identify goods and services purchased with Federal funds. The first two digits of each BOC (referred to as the object class) are standard within the Federal government. Cost Centers (COST CTR/SUB) are six-character, non-budgetary, organization codes used to record expenditures of funds by various organizations within VA. Table CCCT gives the associated Fund. Fund Control Point (FCP) – also known as Accounting Classification Codes (ACC) – this is comprised of four codes with the following format: Character Description 1-2 Program Code 3-4 Sub-program Code 5-7 Organization Code 8-9 Activity Code 3-12

APPLICATION TABLE DESCRIPTIONS
TABLE NAME TABLEID DESCRIPTION Orders Header Table OBLH Provides information on obligation amounts, including outstanding, recently closed, and expended amounts for the entire obligation. Purchase Order Accounting Line Table OBLL Provides information on obligation amounts, including outstanding, recently closed, and expended amounts for each line of the obligation. Suballowance Spending Control Table SASP Provides the Status of Funds for fund control points and the undelivered ordered and expended amounts for each suballowance. Project Suballowance Spending Control Table SAS2* Alternate view of SASP, provides information on available project suballowance balances. Suballowance Obligation Inquiry Table SAOB Provides information on all obligation documents accepted against a given suballowance. Sub-Project Table SPRJ* Provides allotment budget for Project/Control Points including accounting distribution data, budgeted amount, unliquidated obligations, expenditures and available amount. Installation Wide Project - Project Cross- Reference Table IWPX* Provides information on unobligated balances by projects and control point for budget fiscal years. Project Spending By Period Cross-Reference Table PSDP* Reflects all spending documents by period that reference a subproject. Spending Control Document Cross-Reference Table Document Cross- Reference Table SPDX* Reflects all spending documents processed against a certain allowance or suballowance subproject. APPLICATION TABLE DESCRIPTIONS DXRF Provides general information about all accepted FMS documents that reference the document specified by the user in the key fields. * For construction and parking garage appropriations only. 3-13

This is an example of what a completed MO looks like out of FMS
This is an example of what a completed MO looks like out of FMS. Use MO for purchasing of goods. Problem #1 3-14

Example of entering a MO with 2 lines
Problem #2 Example of entering a MO with 2 lines 3-15

THIS REJECT CAN BE OVERIDDEN AND PROCESSED IF ON A PRIOR YEAR AS LONG AS THE BOC WAS VALID FOR THAT YEAR. BUT IF YOU GET THIS ON A CURRENT YEAR OBLIGATION YOU NEED TO USE A DIFFERENT BOC. SEE PAGE 9-11 FOR BOCT TABLE SHOWING A DEACTIVATED BOC. Problem #3 3-16

Shows tables relating to Problem #1
3-17

MO MISCELLANEOUS ORDER 3-18 COMMND:
QUICK REFERENCE GUIDE MISCELLANEOUS ORDER MO COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter MO. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Document Input Screen Press > > ENTER < <. Document ID is stored and screen is ready for data entry. MO Header Fields 1. TRANS TYPE Enter the transaction type. See page 3-38 for transaction types. 2. MO DATE Enter the date of the transaction (MM DD YY), if different from today's date. 3. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) For Supply Fund Obligations to Depot enter "DEPOT"; to VAMC Supply Warehouse enter "WAREHOUSE". If the vendor is unknown at the time of the obligation or is a one-time only vendor, you may use a miscellaneous vendor code. MISCN - for commercial (non-government) vendors If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin and enter a miscellaneous vendor code. You may not enter a miscellaneous vendor code and an Alt Payee. 4. END DATE Enter the scheduled delivery date (MM DD YY). 5. DISC % Enter the discount percentage (include 3 decimal places) if a discount is offered (e.g. 5% = 5.000). If Net 30, leave blank. If a discount percentage is entered, either Discount Days or a P/E term is required. 6. DAYS Enter the number of discount days if a discount is offered. You can not enter Discount Days and a P/E term. 3-18

QUICK REFERENCE GUIDE MISCELLANEOUS ORDER MO 3-19
MO Header Fields (cont) P/E TERM Enter the PROX or EOM term used to determine the discount expiration date. The discount expiration date is calculated as the nth day of the next month after the invoice month. For example a P/E 20 with an invoice date of 07/15/94 would result in a discount expiration date of 08/20/94. You can not enter Discount Days and a P/E term. FOB Enter a valid freight on board point (FOBT Table). O - for origin (must have accompanying 991 line) D - for destination (cannot have accompanying 991 line). ALT PAYEE Enter the vendor code of the alternate vendor. You may not enter a miscellaneous vendor code. DOC TOTAL Enter the total amount of the obligation, net of applicable discounts unless obligating for supply fund. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year, and the same BFYS is used for all lines of this document. FUND Enter the fund code for this obligation (FUND Table), if the same FUND is used for all lines of this document. 3-19

QUICK REFERENCE GUIDE MO MISCELLANEOUS ORDER 3-20 MO Line Fields
13. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 991 - for shipping charges 14. BFYS Enter only if different than the BFYS on the header. 15. FUND Enter only if different than the FUND on the header (FUND Table). 16. STATION/SAT Enter the station number for this obligation line (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. 17. FCP/PRJ Enter the ACC, the Organization Code, or the Project Number for this obligation line (PGMT Table). 18. JOB NO Enter the job number for this obligation line (JOBT Table). 19. COST CTR/SUB Enter the Cost Center for this obligation line (ORGN Table), and 00 for the SUB Cost Center. 20. BOC/SUB Enter the budget object code (subaccount) for this obligation line (BOCT Table). For shipping lines for Supply Fund, enter "2299" for the BOC. For all other shipping lines (line 991), enter the same BOC as the goods being purchased. 21. LINE AMOUNT Enter the amount of this obligation line, net of applicable discounts unless obligating for supply fund. The line amount can be zero dollars on shipping lines (line 991). Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 22. CLSD BFYS Enter the closed budget fiscal year(s) if this document is attributable to a closed fund and a subclass fund is entered in the FUND field. 23. DESCR Enter a description of this obligation line. 24. CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field. Repeat line fields if there are additional lines to be entered. 3-20

Obligations (cont) QUICK REFERENCE GUIDE MO MISCELLANEOUS ORDER 3-21
Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Tables Updated Table ID OBLH OBLL SPDX DXRF VXRF SAOB SASP IWPX SPRJ Table Name Orders Header Table Purchase Order Accounting Line Table Spending Control Document Cross-Reference Table Document Cross-Reference Table Vendor Document Cross-Reference Table Suballowance Obligation Inquiry Table Suballowance Spending Control Table Installation Wide Project-Project Cross-Reference Table (construction and parking garage only) Sub-Project Table (construction and parking garage only) Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 3-21

COMMND: NEW DOCID: MO 10 523A019_ _ STATUS:
OF BATID: MO FSC SUB STN: /17/09 MISCELLANEOUS ORDER INPUT SCREEN TRANS TYPE: MO DATE: ACCT PRD: ACTION: SUB STN: VENDOR CODE: NAME: CONTRACT NO: ADDR1: BEGIN DATE: END DATE: ADDR2: DISC %: DAYS: CITY/ST/ZIP: P/E TERM: FOB: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: BFYS: FUND: 01- LINE: BFYS: FUND: STATION/SAT: / FCP/PRJ: JOB NO: COST CTR/SUB: / BOC/SUB: / REPT CATG: LINE AMOUNT: I/D: CLSD BFYS: DESCR: CLSD FUND: Modify MO Note – when in the “new” command, after entering the DOCID and BATID, enter twice and the next screen appears. 3-22

These show modifying a MO – decreasing line 001 and line 003
These show modifying a MO – decreasing line 001 and line Remember, when modifying a batch number must be used. No related problem – used for discussion purposes. 3-23

MODIFY MISCELLANEOUS ORDER
QUICK REFERENCE GUIDE MODIFY MISCELLANEOUS ORDER MOD MO Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter MO. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. BATID: Enter the batch number. Press > > ENTER < <. Document ID is stored. Press > > ENTER < < again to bypass the batch header screen. Modified MO Header Fields 1. MO DATE Enter the amended date of the obligation (MM DD YY), if applicable. 2. ACTION Enter the action code. M - for modifications or cancellations of the obligation's residual balance 3. DISC %/DAYS Enter the amended values, if applicable. You cannot enter Discount Days and a P/E Term. 4. P/E TERM Enter the amended value, if applicable. You cannot enter Discount Days and a P/E Term. 5. FOB Enter the amended freight on board point (FOBT Table), if applicable. O - for origin (must have accompanying 991 line) D - for destination (cannot have accompanying 991 line) * - for no FOB, if a value was originally entered 3-24

QUICK REFERENCE GUIDE MODIFY MISCELLANEOUS ORDER MOD MO Modified MO Header Fields (cont) 6. ALT PAYEE Enter the amended vendor code of the alternate vendor, if applicable. You may not enter a miscellaneous vendor code. 7. DOC TOTAL Enter the total amendment amount, without the +/- sign, of the obligation. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 8. LINE Enter the line number of the line to be changed or added. 001 - for line 1 002 - for line 2, etc. 991 - for shipping charges Modified MO Line Fields 9.* BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year. 10.* FUND Enter the fund code for this obligation (FUND Table). 11.* STATION/SAT Enter the station number for this obligation line (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. 12.* FCP/PRJ Enter the ACC, the Organization Code, or the Project Number for this obligation line (PGMT Table). 13.* JOB NO Enter the job number for this obligation line (JOBT Table). 14.* COST CTR/SUB Enter the Cost Center for this obligation line (ORGN Table), and 00 for the SUB Cost Center. 15.* BOC/SUB Enter the budget object code (sub account) for this obligation line (BOCT Table). For shipping lines (line 991), enter the same BOC as the goods being purchased. 3-25

QUICK REFERENCE GUIDE MODIFY MISCELLANEOUS ORDER MOD MO Modified MO Line Fields (cont) 16. LINE AMOUNT Enter the amendment amount, without the +/- sign, of this obligation line (applying applicable discounts). Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 17. I/D Enter the increase/decrease indicator. I - for increase D - for decrease 18.* CLSD BFYS Enter the closed budget fiscal year(s) if this document is attributable to a closed fund and a subclass fund is entered in the FUND field. 19.* CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field. *Enter only if adding a new line. These fields may not be modified on an existing line. Repeat line fields if there are additional lines to be modified. 3-26

QUICK REFERENCE GUIDE MODIFY MISCELLANEOUS ORDER MOD MO Command Codes Pause (P) Edit Bat (EB) Run Bat (RB) Hold (H) Pause to tables Edit the batch document (SCHED) Process the batch document (ACCPT) Place the batch document on hold (HELD) Tables Updated Table ID OBLH OBLL SAOB SPDX DXRF VXRF IWPX SPRJ Table Name Orders Header Table Purchase Order Accounting Line Table Suballowance Obligation Inquiry Table Spending Control Document Cross-Reference Table Document Cross-Reference Table Vendor Document Cross-Reference Table Installation Wide Project-Project Cross-Reference Table (construction and parking garage only) Sub-Project Table (construction and parking garage only) Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 3-27

TO CANCEL AN OBLIGATION WITH NO EXPENSES AGAINST IT
Canceling an Obligation TO CANCEL AN OBLIGATION WITH NO EXPENSES AGAINST IT Problem #4 Reference Problem #3 p 3-16 3-28

QUICK REFERENCE GUIDE CANCEL
CANCEL OBLIGATION CANCEL Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter MO, SO, CO or AO. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. BATID: Enter MO or SO or CO or AO. Enter the batch number. Press > > ENTER < <. Document ID is stored. Press > > ENTER < < again to bypass the batch header screen. Modified MO/SO/CO/AO Header Fields 1. MO DATE Enter the amended date of the obligation (MM DD YY), if applicable. During the end-of-month overlap period, enter the last day of the previous month, if this transaction should be in the previous accounting period. 2. ACTION Enter the action code. X - for cancellations NOTE: When the document is cancelled twice with two different batch numbers the document number can be used again. 3-29

QUICK REFERENCE GUIDE CANCEL
CANCEL OBLIGATION CANCEL Command Codes Pause (P) Edit Bat (EB) Run Bat (RB) Hold (H) Pause to tables Edit the batch document (SCHED) Process the batch document (ACCPT) Place the batch document on hold (HELD) Tables Updated Table ID OBLH OBLL SAOB SPDX DXRF VXRF IWPX SPRJ Table Name Orders Header Table Purchase Order Accounting Line Table Suballowance Obligation Inquiry Table Spending Control Document Cross-Reference Table Document Cross-Reference Table Vendor Document Cross-Reference Table Installation Wide Project-Project Cross-Reference Table (construction and parking garage only) Sub-Project Table (construction and parking garage only) Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 3-30

This is an example of what a completed SO looks like out of FMS
This is an example of what a completed SO looks like out of FMS. Use SO for purchasing of services. Problem #5 3-31

SO SAMPLE FOR EMPLOYEE Problem #6 3-32

This is an example of a Prior year obligation.
Problem #7 3-33

QUICK REFERENCE GUIDE SO
SERVICE ORDER SO Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter SO. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Press > > ENTER < <. Document ID is stored and screen is ready for data entry. SO Header Fields 1. TRANS TYPE Enter the transaction type. See page 3-38 for transaction types. 2. SO DATE Enter the date of the transaction (MM DD YY), if different from today's date. 3. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor is unknown at the time of the obligation or is a one-time only vendor, you may use a miscellaneous vendor code. MISCN - for commercial (non-government) vendors If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin and enter a miscellaneous vendor code. You may not enter a miscellaneous vendor code and an Alt Payee. 4. CONTRACT NO Enter the contract number (without dashes). 5. BEGIN DATE Enter the starting date of the accrual (MM DD YY) for automatic accruals; enter obligation date if not an accrual. 3-34

SERVICE ORDER SO SO Header Fields (cont) 6. AUTO ACCRUE Leave blank to automatically accrue or enter N to not accrue. 7. END DATE Enter the ending date of the accrual (MM DD YY) for automatic accruals; leave blank if not an accrual. 8. DISC % Enter the discount percentage (include 3 decimal places) if a discount is offered (e.g. 5% = 5.000). If Net 30, leave blank. If a discount percentage is entered, either Discount Days or a P/E term Is required. 9. DAYS Enter the number of discount days if a discount is offered. You can not enter Discount Days and a P/E term. 10. P/E TERM Enter the PROX or EOM term used to determine the discount expiration date. The discount expiration date is calculated as the nth day of the next month after the invoice month. For example a P/E 20 with an invoice date of 07/15/94 would result in a discount expiration date of 08/20/94. You can not enter Discount Days and a P/E term. 11. ALT PAYEE Enter the vendor code of the alternate vendor. You may not enter a miscellaneous vendor code. 12. DOC TOTAL Enter the total amount of the obligation, net of applicable discounts. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 13. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year, and the same BFYS is used for all lines of this document. 14. FUND Enter the fund code for this obligation (FUND Table), if the same FUND is used for all lines of this document. 3-35

SERVICE ORDER SO SO Line Fields 15. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 16. BFYS Enter only if different than the BFYS on the header. 17. FUND Enter only if different than the FUND on the header (FUND Table). 18. STATION/SAT Enter the station number for this obligation line (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. 19. FCP/PRJ Enter the ACC, the Organization Code, or the Project Number for this obligation line (PGMT Table). 20. JOB NO Enter the job number for this obligation line (JOBT Table). 21. COST CTR/SUB Enter the Cost Center for this obligation line (ORGN Table), and 00 for the SUB Cost Center. 22. BOC/SUB Enter the budget object code (subaccount) for this obligation line (BOCT Table). Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 23. LINE AMOUNT Enter the amount of this obligation line (applying applicable discounts). 24. CLSD BFYS Enter the closed budget fiscal year(s) if this document is attributable to a closed fund and a subclass fund is entered in the FUND field. 25. DESCR Enter a description of this obligation line. 26. CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field. Repeat line fields if there are additional lines to be entered. 3-36

SERVICE ORDER SO Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Tables Updated Table ID OBLH OBLL SAOB SPDX DXRF VXRF SASP IWPX SPRJ Table Name Orders Header Table Purchase Order Accounting Line Table Suballowance Obligation Inquiry Table Spending Control Document Cross-Reference Table Document Cross-Reference Table Vendor Document Cross-Reference Table Suballowance Spending Control Table Installation Wide Project-Project Cross-Reference Table (construction and parking garage only) Sub-Project Table (construction and parking garage only) Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 3-37

http://vaww.fscdirect.fsc.va.gov – to find the FMS GL and Proforma
TRANSACTION TYPES/SGL EXAMPLES Miscellaneous Order (MO) 01 - for miscellaneous orders Vendor Cat – N DR – 4610 CR - 480N Service Order (SO) 01 - for service orders 02 - for disbursements from Treasury funds – to find the FMS GL and Proforma 3-38

Section 4 Receivers/Accruals

What is a Receiver document?
The Receiver document is an important facet of the FMS purchasing cycle. VA will use this document to record the receipt and acceptance of goods. In addition, the receiver updates the FMS system tables upon document acceptance, providing accurate, up-to-the-minute information on the status of funds. There are 3 types of Receiver documents used for this purpose: 1. RT document – records the receipt and acceptance of goods with a Document Locator Number (DLN), maintaining accrual information for goods, and posting the accrued expenditure and liquidating the referenced obligation. Scenario – The VA obligates funds for the purchase of supplies. The supplies are received, but the entire order is not filled. A receiver document is processed referencing the obligation and recording a DLN to show the partial receipt of supplies. 2. RC document – records the receipt and acceptance of goods without a DLN, maintaining accrual information for goods, and posting the accrued expenditure and liquidating the referenced obligation. Scenario – The VA obligates funds for the purchase of supplies from another government agency. The supplies are received, but the entire order is not filled. A receiver document is processed referencing the obligation and not recording a DLN to show the partial receipt of supplies. 3. AR document – used for posting the accrued expenditure and liquidating the referenced obligation. Generated by SO, CO, and AO documents, if entered with an auto accrue flag of “Y”. AR documents can also be entered manually when the auto accrue flag on the obligation document is “N”. Scenario – The VA obligates funds for an elevator maintenance contract. The contract spans twelve months. At the end of each month, the system will automatically generate an accrual for this obligation. The system will reverse the accrual at the beginning of the following month. 4-1

RECEIVERS DATA ENTRY 4-2 Topic Page Source Document VA Action
0. Overview 1. Entering a Receiver (RT) Document with a DLN Order for Supplies or Services, VA 2138 (with receipt data for supplies), -or- Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt data for supplies) Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with receipt data) Record the receipt of goods with a DLN 2. Entering a Receiver (RC) Document without a DLN Record the receipt of goods without a DLN 3. Modifying a Receiver (RT or RC) Document Order for Supplies or Services, VA 2138 (with receipt data for supplies - revised) Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt data for supplies - revised) Adjustment Voucher, VA Modify the receipt of goods 4. Canceling a Receiver (RT or RC) Document Adjust Voucher for Cancellation, VA Cancel the receipt of goods 5. Entering, Modifying, or Canceling a Receiver Accrual (AR) Document Notification of Manual Accrual SF-1358 (marked for Accruals) Record the receipt of services 4-2

Problem #8 Reference Problem #2 p 3-15 4-3
*ITS VERY IMPORTANT TO ENTER THE DATE THAT THE GOODS WERE ACTUALLY RECEIVED. IF A RECEIVED DATE IS FROM A PRIOR MONTH THAN CURRENTLY PROCESSING, YOU WILL NEED TO ENTER THE CURRENT ACCOUNTING PERIOD (ACCT PRD:) FIELD. Problem #8 Reference Problem #2 p 3-15 4-3

RECEIVER DOCUMENT (WITHOUT A DLN)
QUICK REFERENCE GUIDE RECEIVER DOCUMENT (WITHOUT A DLN) RC Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter RC. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Press > > ENTER < <. Document ID is stored and screen is ready for data entry. RC Header Fields 1. TRANS TYPE Enter the transaction type. See page 4-25 for transaction types. 2. RECVD DATE Enter only if the date on which the goods were received (MM DD YY) is different from today's date. 3. REF DOC Enter the transaction code and document number of the obligation being referenced. 4. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM) if the vendor code of the referenced obligation is miscellaneous, otherwise, leave blank. (PF9 key to pause and go to VNAM.) 5. PPAY TYPE Enter the Prompt Payment Type found on the Prompt Payment Table (PPAY) if not entering this field on the payment document. 4-4

QUICK REFERENCE GUIDE RECEIVER DOCUMENT (WITHOUT A DLN) RC RC Header Fields (cont) 6. RECEIVED BY Enter the name of the person receiving the goods. 7. (VENDOR) NAME Enter the vendor name if the vendor code is miscellaneous, otherwise, leave blank. 8.* CLEAR ALL Enter A if receiving the entire amount of the unliquidated order. If Clear All is used, no document total or accounting lines are necessary. 9. DOC TOTAL Enter the total amount of the receiver. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. *If this field is entered, the system checks for obligation shipping lines with a zero line amount. If found, a receiver line which references line 991 will be created in RCLA for zero dollars. RC Line Fields 10. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 991 - for line which references an obligation line with a Freight on Board (FOB) code which designates the buyer as responsible for shipping charges 11. REF LINE Enter the line number of the obligation to be liquidated. Must be line 991 if referencing an obligation line with a Freight on Board (FOB) code which designates the buyer as responsible for shipping charges (OBLL Table). 12. LINE AMOUNT Enter the amount of this receiver line. Line 991 will be subject to a special shipping liquidation tolerance. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 4-5

QUICK REFERENCE GUIDE RECEIVER DOCUMENT (WITHOUT A DLN) RC RC Line Fields (cont) 13. P/F Enter P for partial (default if line amount is less than the outstanding obligation line) or F for final (default if line amount is equal to outstanding obligation line). If amount is less than or greater than the outstanding obligation, and the user wishes to close the outstanding obligation, F must be entered. 14. LIQ AMOUNT Enter the amount of the obligation to be liquidated if different than the LINE AMOUNT. Line 991 will be subject to a special shipping liquidation tolerance. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 15. DESCR Enter a description of this receiver line. Repeat line fields if there are additional lines to be entered. Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Tables Updated Table ID RCHT RCLA OBLH OBLL DXRF VXRF Table Name Receiver Header Table Receiver Accounting Line Table Obligation Header Table Obligation Line Table Document Cross-Reference Table Vendor Document Cross-Reference Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 4-6

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

RECEIVER DOCUMENT (WITH DLN)
QUICK REFERENCE GUIDE RECEIVER DOCUMENT (WITH DLN) RT Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter RT. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Press > > ENTER < <. Document ID is stored and screen is ready for data entry. RT Header Fields 1. TRANS TYPE Enter the transaction type. See page 4-25 for transaction types. 2. RECVD DATE Enter only if the date on which the goods were received (MM DD YY) is different from today's date. 3. REF DOC Enter the transaction code and document number of the obligation being referenced. 4. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM) if the vendor code of the referenced obligation is miscellaneous, otherwise, leave blank. (PF9 key to pause and go to VNAM.) 5. PPAY TYPE Enter the Prompt Payment Type found on the Prompt Payment Table (PPAY) if not entering this field on the payment document. 6. RECEIVED BY Enter the name of the person receiving the goods. 7. (VENDOR) NAME Enter the vendor name if the vendor code is miscellaneous, otherwise, leave blank. 4-8

QUICK REFERENCE GUIDE RECEIVER DOCUMENT (WITH DLN) RT RT Header Fields (cont) 8. RECEIVER DLN Enter the Document Locator Number. This number consists of: Julian Day (3 characters) for Fin Ctr Last digit of Calendar Year (1 character) for VBA Input Origin (1 character) for Champ VA 5 for VBA for VHA 7 for VHA for IFCAP Station (3 characters) for EDI Inv Sequential # (3 characters - DLN log) for Conversion *9. CLEAR ALL Enter A if receiving the entire amount of the unliquidated order. If Clear All is used, no document total or accounting lines are necessary. 10. DOC TOTAL Enter the total amount of the receiver. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. * If this field is entered, the system checks for obligation shipping lines with a zero line amount. If found, a receiver line which references line 991 will be created in RCLA for zero dollars. RT Line Fields 11. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 991 - for line which references an obligation line with a Freight on Board (FOB) code which designates the buyer as responsible for shipping charges 12. REF LINE Enter the line number of the obligation to be liquidated. Must be line 991 if referencing an obligation line with a Freight on Board (FOB) code which designates the buyer as responsible for shipping charges (OBLL Table). 4-9

QUICK REFERENCE GUIDE RECEIVER DOCUMENT (WITH DLN) RT RT Line Fields (cont) 13. LINE AMOUNT Enter the amount of the receiver line. Line 991 will be subject to a special shipping liquidation tolerance. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 14. P/F Enter P for partial (default if line amount is less than the outstanding obligation line) or F for final (default if line amount is equal to outstanding obligation line). If the amount is less than or greater than the outstanding obligation, and the user wishes to close the outstanding obligation, F must be entered. 15. LIQ AMOUNT Enter the amount of the obligation to be liquidated if different than the LINE AMOUNT. Line 991 will be subject to a special shipping liquidation tolerance. 16. DESCR Enter a description of this receiver line. Repeat line fields if there are additional lines to be entered. Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) 4-10

QUICK REFERENCE GUIDE RECEIVER DOCUMENT (WITH DLN) RT Tables Updated Table ID RCHT RCLA OBLH OBLL DXRF VXRF Table Name Receiver Header Table Receiver Accounting Line Table Obligation Header Table Obligation Line Table Document Cross-Reference Table Vendor Document Cross-Reference Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 4-11

MODIFY RECEIVER DOCUMENT
QUICK REFERENCE GUIDE MODIFY RECEIVER DOCUMENT MOD RT/RC Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter RT or RC. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. To modify a document that is ACCPT: BATID: Enter the batch number. Press > > ENTER < <. Document ID is stored. Press > > ENTER < < again to bypass the batch header screen. Modified Receiver Header Fields 1. RECVD DATE Enter the date on which the goods were received (MM DD YY), if this field was entered incorrectly on the original document. 2. ACTION Enter the action code. M - for modifications or cancellations of the receiver's residual balance 3. (VENDOR) NAME Enter the amended vendor name if applicable. The vendor name may only be modified if a miscellaneous vendor code was used. 4-12

QUICK REFERENCE GUIDE MODIFY RECEIVER DOCUMENT MOD RT/RC Modified Receiver Header Fields (cont) 4. PPAY TYPE Enter the amended Prompt Pay Type found on the Prompt Payment Table (PPAY), if applicable. 5. RECEIVED BY Enter the name of the person receiving the goods. 6. DOC TOTAL Enter the total amount of all amendments, without the +/- sign, to this receiver. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. Modified Receiver Line Fields 7. LINE Enter the line number of the line to be changed or added. 8.* REF LINE Enter the line number of the obligation to be liquidated. Must be line 991 if referencing an obligation line with a Freight on Board (FOB) code which designates the buyer as responsible for shipping charges (OBLL Table). *Enter only if adding a new line. These fields may not be modified on an existing line. 4-13

QUICK REFERENCE GUIDE MODIFY RECEIVER DOCUMENT MOD RT/RC Modified Receiver Line Fields (cont) 9. LINE AMOUNT Enter the amendment amount, without the +/- sign, for this receiver line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 10. I/D Enter the increase/decrease indicator. I - for increase D - for decrease 11. P/F Enter P for partial (default if line amount is less than the outstanding obligation line) or F for final (default if line amount is equal to outstanding obligation line). If amount is less than or greater than the outstanding obligation, and the user wishes to close the outstanding obligation, F must be entered. 12. LIQ AMOUNT Enter the amount of the obligation to be liquidated if different than the LINE AMOUNT. Line 991 will be subject to a special shipping liquidation tolerance. 13. DESCR Enter a description of this receiver line. Repeat line fields if there are additional lines to be modified. 4-14

QUICK REFERENCE GUIDE MODIFY RECEIVER DOCUMENT MOD RT/RC Command Codes Pause (P) Edit Bat (EB) Run Bat (RB) Hold (H) Pause to tables Edit the batch document (SCHED) Process the batch document (ACCPT) Place the batch document on hold (HELD) Tables Updated Table ID RCHT RCLA OBLH OBLL DXRF VXRF Table Name Receiver Header Table Receiver Accounting Line Table Obligation Header Table Obligation Line Table Document Cross-Reference Table Vendor Document Cross-Reference Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 4-15

CANCEL RECEIVER DOCUMENT
QUICK REFERENCE GUIDE CANCEL RECEIVER DOCUMENT CANCEL RT/RC Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter RT or RC. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. To cancel a document that is ACCPT: BATID: Enter the batch number. Press > > ENTER < <. Document ID is stored. Press > > ENTER < < again to bypass the batch header screen. Receiver Header Fields 1. RECVD DATE Enter the date on which the receiver was canceled (MM DD YY). 2. ACTION Enter the action code. X - for cancellations of a full receiver (see modify section for all other changes) NOTE: When the document is cancelled twice with two different batch numbers the document number can be used again. 4-16

CANCEL RECEIVER DOCUMENT
QUICK REFERENCE GUIDE CANCEL RECEIVER DOCUMENT CANCEL RT/RC Command Codes Pause (P) Edit Bat (EB) Run Bat (RB) Hold (H) Pause to tables Edit the batch document (SCHED) Process the batch document (ACCPT) Place the batch document on hold (HELD) Tables Updated Table ID RCHT RCLA OBLH OBLL DXRF VXRF Table Name Receiver Header Table Receiver Accounting Line Table Obligation Header Table Obligation Line Table Document Cross-Reference Table Vendor Document Cross-Reference Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 4-17

Accruals Rejected AR REJECT: CPM02 – TRAN CODE/TYPE NOT IN ACED – NEED TO CHECK ACED FOR TRANS CODE, TRANS TYPE, VENDOR CODE, BOC AND FUND CAT TO SEE WHAT GENERATED THE REJECT. 4-18

This is an example of a prior year accrual.
Problem #9 Reference Problem #7 p 3-33 4-19

Entering/Modifying/Canceling
AR Entering/Modifying/Canceling QUICK REFERENCE GUIDE RECEIVER ACCRUAL Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter AR. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. To modify or cancel a document that is ACCPT: BATID: Enter the batch number. Press > > ENTER < < Document ID is stored. Press > > ENTER < < again to bypass the batch header screen. AR Header Fields 1. TRANS TYPE Enter the transaction type. See page 4-25 2. RECVD DATE Enter only if the date of the accrual (MM DD YY) is different from today's date. 3. REV PD Enter the accounting period in which the accrual will be reversed (FM FY). Leave blank if the accrual should not be reversed automatically. 4-20

QUICK REFERENCE GUIDE RECEIVER ACCRUAL AR Entering/Modifying/Canceling AR Header Fields (cont) 4. ACTION Enter the action code. E - for original entry (default) M - for modifications X - for cancellations 5. REF DOC Enter the transaction code and document number of the document being referenced. Transaction code must be SO or AO. 6. RECEIVED BY Enter "MANUALACC". This will distinguish a manually entered accrual from an automatically generated accrual. 7. DOC TOTAL Enter the total amount of the accrual. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. AR Line Fields 8. LINE Enter the line number of the document. 9. REF LINE Enter the line number of the document being referenced. 10. LINE AMOUNT Enter the amount of this accrual line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. Repeat line fields if there are additional lines to be entered. 4-21

AR Entering/Modifying/Canceling QUICK REFERENCE GUIDE RECEIVER ACCRUAL Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Edit Bat (EB) Run Bat (RB) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Edit the batch document (SCHED) Process the batch document (ACCPT) Tables Updated Table ID RVDC RCHT RCLA OBLH OBLL DXRF VXRF Table Name Reversing Document Table Receiver Header Table Receiver Accounting Line Table Obligation Header Table Obligation Line Table Document Cross-Reference Table Vendor Document Cross-Reference Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 4-22

Take the current line amount, subtract the new amount of the line.
SAMPLE MODIFYING ‘AR’ TO DECREASE Problem #10 Reference Problem #9 p 3-33 Note: To determine the dollar amount of what needs to be decreased or increased: Take the current line amount, subtract the new amount of the line. The line amount is not a “replacement field”. Enter the adjusting dollar amount with the I or D indicator. The FMS system will make the adjustment. 4-23

TOPIC 6: TRANSACTION TYPES/SGL EXAMPLES
Receiver (RT) Document 01 - for accrued expenditure for goods Vendor Cat – N DR CR DR CR - 490N DR CR – 5700 Receiver (RC) Document Vendor Cat – N DR CR DR CR - 490N DR CR Receiver Accrual (AR) Document 01 - for accrued expenditure for services Vendor Cat – N DR CR DR CR - 490N DR CR 4-24

Section 5 Payments

The Accounts Payable Subsystem records payments to vendors for services rendered
or goods received, direct disbursements to government vendors, and reimbursements to Agent Cashiers for imprest fund disbursements. Accounts payable tracks and reports on goods and services received. There are six FMS payment documents used for: 1. Payment Voucher (PV) – recording a payment for goods or services that do not require a DLN, recording a payment that is not generated from the CAPP system, offsetting an account receivable, and recording a credit memo. Scenario – Goods have been received at a VA medical center. A PV is entered to reduce the obligation or receiver and pay the vendor. 2. Suspense Payment Voucher (PS) – recording a payment made out of suspense or Personal Funds of Patients (PFOP). Scenario – The IRS has garnished a VA employee’s wages for taxes owed. VA will withhold those wages and place them in the Suspense Fund. VA will then pay the IRS the amount withheld for suspense using a PS document. 3. Certified Payment Voucher (CT) – recording payment of a certified vendor invoice, which requires DLN, referencing an established obligation to record an expenditure in conjunction with a certified vendor invoice, which requires DLN, and recording a credit memo, which requires DLN. Scenario – A SO has been entered into FMS to obligate funds for telephone services for a Regional Office. When the invoice is received, a CT that references the SO will be entered. 4. Direct Disbursement (DD) – recording expenditures for invoices from other government agencies. Scenario – The Hampton VAMC receives a service from another agency. The other agency submits an SF-1081 to the Medical Center to obtain reimbursement from VA for the services provided. The VAMC processes a DD to record the expense. 5-1

5. Advance Voucher (AV) – the issuing or offsetting an advance for books or periodicals Scenario – The Administrative Division at a VA Regional Office is ordering encyclopedias. An obligation was previously entered. An AV is entered to issue an advance to the vendor. 6. Advance Direct Disbursement (DV) – recording advances and advance offsets for invoice issuances form other government agencies. Scenario – An advance is issued to another government agency by Austin on behalf of the Jacksonville Regional Office. This advance is recorded by Austin with a DV document and offset by the RO with a DV document. 5-2

PAYMENTS DATA ENTRY Topic Page Source Document VA Action 0. Overview
1. Entering a Payment Voucher (PV) Invoice -or- Voucher and Schedule of Withdrawals and Credits, SF-1081 Paid Billing Statement for IPAC Transactions Simplified Billing Register Simplified Billing List Record an expenditure for Non-CAPP Payments Non-Certified Payments without DLN Credit Memos Receivable Offsets 2. Entering a Suspense Payment Voucher (PS) Authorizing Suspense Fund Payment Documents Record an expenditure for payment from Suspense Fund 3. Entering a Certified Payment Voucher (CT) Certified Invoice Voucher for Transfers Between Appropriations and/or Funds, SF-1080 Verbal/written notification of receivable offset Record an expenditure for Certified Payments with DLN 4. Entering a Direct Disbursement (DD) Record an expenditure and related disbursements for goods received from Other Government Agencies (OGAs) 5-3

PAYMENTS DATA ENTRY (cont)
5. Entering an Advance Voucher (AV) Obligating document Matched Non-Certified Invoice and Receiving Report (if referencing a Receiver [RT] which references a Miscellaneous Order), SF-2138 -or- Invoice Issue an advance for Books or Periodicals Offset an advance for Books or Periodicals Issue an advance for Travelers Checks 6. Entering an Advance Direct Disbursement (DV) Voucher and Schedule of Withdrawals and Credits, SF-1081 Paid Billing Statement for IPAC Transactions Simplified Billing Register Simplified Billing List Reconciled Quarterly Reimbursable Work Authority Record an advance for Quarterly Reimbursable Work Authority (RWA) Record an advance offset for Quarterly Reimbursable Work Authority (RWA) 7. Entering an Imprest Fund Reimbursement (IF) Cashier Reimbursement Voucher and/or Accountability Report, SF-1129 or Advance of Funds Application and Account, SF-1038 Claim for Reimbursement and Expenditures on Official Business, SF-1164 Reimburse Agent Cashier 5-4

8. Entering an Internal Voucher (IV) Issue Book Issuing stock to using service 9. Entering a No Check Disbursement (NC) Document GELCO disbursement of PFOP -or- Invoice (for Manila) Voucher and Schedule of Withdrawals and Credits, SF-1081 (for Manila) Paid Billing Statement for IPAC Transactions (for Manila) Simplified Billing Register (for Manila) Simplified Billing List (for Manila) Obligating document Matched Non-Certified Invoice and Receiving Report (if referencing a Receiver [RC] which references a Miscellaneous Order), SF-2138 (for Manila) PFOP withdrawal (GELCO) Record an expenditure for Non-CAPP Payments Non-Certified Payments without DLN Credit Memos Receivable Offsets Issue an advance for Books or Periodicals Offset an advance for Books or Periodicals Issue an advance for Travelers Checks 5-5

10. Modifying a PV/PS/CT/DD/AV/DV/IF/IV/NC Document (Provided check not disbursed/in transit) Certified Invoice (revised) - or - Voucher for Transfers Between Appropriations and/or Funds, SF-1080 Voucher and Schedule of Withdrawals and Credits, SF-1081 Cashier Reimbursement Voucher and/or Accountability Report, SF-1129 Reconciled Quarterly Reimbursable Work Authority (RWA) Payment adjustment 11. Canceling a PV/PS/CT/DD/AV/DV/ IF/IV/NC/MV/PG Document (Provided check not disbursed/in transit) Certified Invoice (revised) - or - Voucher for Transfers Between Appropriations and/or Funds, SF-1080 Voucher and Schedule of Withdrawals and Credits, SF-1081 Cashier Reimbursement Voucher and/or Accountability Report, SF-1129 Reconciled Quarterly Reimbursable Work Authority (RWA) Payment cancellation 5-6

5-7

5-8

FMS PROMPT PAY TABLE (PPAY)
Prompt Pay Type Description Prompt Pay Days Early Pay Days Interest # of Days Trigger Date Flag Pay $ Interest A All Other (Default) 30 5 L Yes C Construction Contract Progress Payments 14 D Dairy Products 10 E Exempt from Prompt Pay 7 23 NO I FEE with Interest M Meat N Fee with NO Interest O Older Payments - Prior to 7/1/93 Yes (old) P Produce R Recurring Payments 15 V Prime Vendors X Pay Immediate IFCAP Z Pre Prompt Pay Orders 5-9

TABLE NAME TABLEID DESCRIPTION Voucher Header Table PVHT Records summary of information about outstanding and disbursed payable documents. Voucher Line Table PVLT Shows details of outstanding and closed voucher lines. Most information comes from the line level of the voucher transaction. Unpaid Voucher Table UPVT Provides on-line inquiry into all unpaid vouchers. EFT Header Table EFTH Provides the payee's name, address, and amount for a specific check. EFT Detail Table EFTL Provides information about the individual vouchers that make up the dollar total for a check. Receiver Header Table RCHT Provides the date goods are received against specific order lines as well as the vendor code, the initials of the person who accepted the order, and the carrier name and identification number. Receiver Line Table RCLA Provides listing of outstanding and recently closed receiver lines. Accrued, vouchered, and closed amounts also appear. Orders Header Table OBLH Provides information on summary obligation amounts, including outstanding, recently closed, and expended amounts for the entire obligation document. Purchase Order Accounting Line Table OBLL Provides information on detail obligation amounts, including outstanding, recently closed, and expended amounts for each line of the obligation document. Advance Cross-Reference Table ADVX Provides information about all documents associated with the advance or obligation entered on the header line. Advance Offset Inquiry Table ADV2 Provides consolidated information about outstanding advances and referenced obligations entered on the header line. Imprest Fund Header Table IFHT Records summary of information about outstanding and disbursed Imprest Fund documents. 5-10

APPLICATION TABLE DESCRIPTIONS (cont)
TABLE NAME TABLEID DESCRIPTION Imprest Fund Line Table IFLT Shows details of Imprest Fund Voucher lines. Most information comes from the line level of the Imprest Fund transaction. Document Cross-Reference Table DXRF Provides information about transactions related to a specific document. Vendor Document Cross-Reference Table VXRF Provides information about transactions related to a specific vendor. Internal Voucher Line Table IVLT Provides Internal Voucher (IV) information (buyer & seller related). Progress Payment Voucher Header Table PGHT Provides Progress Payment Voucher (PG) information. (Used for Construction) Custom Vendor Reference VEN Provides alternate view of the Centralized Vendor file. Data Screen Displays codes for vendors and organizations to which the VA makes payments. Vendor Name Table VNAM The Vendor Name Table (VNAM) is an alternate view of the Custom Vendor Reference Data Screen 2 (VEN2), listing the vendors in alphabetical order. To locate the appropriate vendor code, scan this table for the vendor name. Check Header Screen CHKH The Check Header screen maintains a record for each check that was issued. The system checks the combination of the disbursing office code, the check/Header Table (CHKH)/EFT Heading Table (EFTH). The Check Cancellation Indicator on the Check Header Table (CHKH) (or the EFT Cancellation Indicator on EFTH) is set to Y. Disbursing Office symbol for VA is 220. Check Detail Screen CHKL The Check Detail Screen lists all the vouchers that were paid by this check. 5-11

Problem #11 Reference Problem #8 P 4-3 5-12

This is a payment for a vendor invoice.
Problem #12 Reference Problem #1 p 3-14 Note – If the vendor code is unknown while processing a payment, pause (P) space type in VNAM on COMMND line. This will take you to the vendor name screen. Scan on vendor name, change the action to “k”, take curser to the vendor code and hit enter. It will automatically put the vendor code on the PV. 5-13

This is a prior year invoice payment.
Problem #13 Reference Problem #9 p 4-20 5-14

Problem #14 Reference Problem #5 p 3-31
Payment for a SO. Problem #14 Reference Problem #5 p 3-31 5-15

QUICK REFERENCE GUIDE PAYMENT VOUCHER PV Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter PV. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Press > > ENTER < <. Document ID is stored and screen is ready for data entry. PV Header Fields 1. TRANS TYPE Enter the transaction type. See page 5-35 for transaction types. 2. PV DATE Enter the date of the voucher (MM DD YY), if different from today's date. 3. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin. 4. PPAY TYPE Enter the prompt pay type (PPAY Table). 5-16

PAYMENT VOUCHER (cont)
QUICK REFERENCE GUIDE PAYMENT VOUCHER (cont) PV PV Header Fields (cont) 5. DOC TOTAL Enter the total amount of the voucher. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. If paying more than one invoice enter the total of all invoices. 6. COMMENT TO PRINT Leave blank. This field overrides payment information on checks. 7. DISC % Enter the discount percentage (include 3 decimal places) if a discount is offered (e.g. 5% = 5.000). If Net 30, leave blank. If a discount percentage is entered, either Discount Days or a P/E term is required. 8. DAYS Enter the number of discount days if a discount is offered. You can not enter Discount Days and a P/E term. 9. P/E TERM Enter the PROX or EOM term used to determine the discount expiration date. The discount expiration date is calculated as the nth day of the next month after the invoice month. For example a P/E 20 with an invoice date of 07/15/94 would result in a discount expiration date of 08/20/94. You can not enter Discount Days and a P/E term. 10. AMT Enter the discount if a discount is offered. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. If net 30, leave blank. Do not code both discount percent and discount amount. 5-17

QUICK REFERENCE GUIDE PAYMENT VOUCHER (cont) PV PV Line Fields 11. LINE Enter the line of the document. 001 - for line 1 002 - for line 2, etc. 991 - for shipping charges 12.* REF DOC Enter the transaction code and the document number of the document being referenced. 13. REF LINE Enter the line number of the document being referenced. Must be line number 991 if referencing a shipping line (OBLL Table, RCLA Table, or ARLT Table). 14. ACCP/DEL DATE Enter the certification date (MM DD YY) on the invoice if certification occurred within seven days of the performance of services; otherwise, enter the seventh day after the performance of services. Leave blank for receivable offsets or if referencing a receiver. 15. VENDOR INV Do not use spaces in the payment voucher “VENDOR INV” field. Enter the vendor invoice number. For utility payments, enter the account number. Leave blank for receivable offsets. 16. INV DATE Enter the vendor invoice date (MM DD YY). Leave blank for receivable offsets. 17. LOG DATE Enter the date (MM DD YY) on which the invoice was received by the VA. If unknown, use the date on the vendor invoice. Leave blank for receivable offsets. 5-18

QUICK REFERENCE GUIDE PAYMENT VOUCHER (cont) PV PV Line Fields (cont) 18. LINE AMOUNT Enter the amount of this voucher line. Line number 991 will be subject to a special shipping liquidation tolerance. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 19. I/D Enter the increase/decrease indicator for credit memos or receivable offsets. I - for increase D - for decrease 20. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document, and the user wishes to close the outstanding document, F must be entered. 21. LIQ AMOUNT Enter the amount of the obligation or receiver line to be liquidated if different than the LINE AMOUNT. Line 991 will be subject to a special shipping liquidation tolerance. 22. DESCR Enter a description of the goods or services purchased. 23. LINE TYPE Defines the type of payment line. N - for normal payment lines (default) I - for manual interest payments P - for manual penalty payments F - for penalties which do not qualify for discounts 24. INT RSN Enter the reason code for the interest (IRCT Table), if applicable. 25. DISC RSN Enter the reason code for discount lost (DLRC Table), if applicable. Repeat line fields if there are additional lines to be entered. 5-19

PV QUICK REFERENCE GUIDE PAYMENT VOUCHER (cont) Command Codes Pause (P) Edit (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Tables Updated Table ID PVHT PVLT UPVT EFTH EFTL OBLH OBLL RCHT RCLA DXRF VXRF VCTI Table Name Payment Voucher Header Table Payment Voucher Line Table Unpaid Voucher Table EFT Header (if a check will not be issued) EFT Line (if a check will not be issued) Obligation Header Table Obligation Line Table Receiver Header Table Receiver Accounting Line Table Document Cross-Reference Table Vendor Cross-Reference Table Voucher Tracking Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. *If the related Service Order (SO) is prior year, verify on OBLH the accrued amount. If there is an accrued amount reference the Accrual Receiver (AR) document. Leaf to DXRF to find the document number. 5-20

A “PS’ DOCUMENT IS USED WHEN RECORDING A PAYMENT MADE OUT OF SUSPENSE OR PFOP (PERSONAL FUNDS OF PATIENTS). IF THE “PS” DOCUMENT IS OVER $ IT WILL HAVE TO BE APPROVED BY YOUR STATIONS APPROVING OFFICIAL. Problem #15 5-21

SUSPENSE PAYMENT VOUCHER
QUICK REFERENCE GUIDE SUSPENSE PAYMENT VOUCHER PS Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter PS. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Press > > ENTER < <. Document ID is stored and screen is ready for data entry. PS Header Fields 1. TRANS TYPE Enter the transaction type. See page 5-35 for transaction types. 2. PV DATE Enter the date of the voucher (MM DD YY), if different from today's date. 3. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor is unknown at the time of the payment voucher or is a one-time only vendor, you may use a miscellaneous vendor code. MISCVET - for veterans MISTORT - for tort claims MISCE - for employees MISCN - for commercial (non-government) vendors 4. NAME Enter the name of the payee if a miscellaneous vendor code is used. 5. ADDR1, ADDR2, CITY/ST/ZIP Enter the address of the payee if a miscellaneous vendor code is used; otherwise, leave blank. 6. DOC TOTAL Enter the total amount of the voucher. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 5-22

SUSPENSE PAYMENT VOUCHER (cont)
PS QUICK REFERENCE GUIDE SUSPENSE PAYMENT VOUCHER (cont) PS Line Fields 7. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 8. VENDOR INV Do not use spaces in the payment voucher “VNEDOR INV” field. Enter the vendor invoice number. If paying a veteran, enter the veteran's social security number. If disbursing Treasury funds leave blank. 9. INV DATE Enter the vendor invoice date (MM DD YY). If paying a veteran, enter the date of the request for payment. If disbursing Treasury funds leave blank. 10. LINE AMOUNT Enter the amount of this voucher line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 11. UNAPPL DEP NO Enter the number that identifies the unapplied deposit item, if applicable. An E in position 4 designates it as an employee transaction. 12. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year. 13. FUND Enter "3875" if payee is the VA or another government agency. Enter "6020" for PFOP payments.[1] 14. STATION/SAT Enter the station number for this voucher line (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. Repeat line fields if there are additional lines to be entered. 5-23

SUSPENSE PAYMENT VOUCHER (cont)
QUICK REFERENCE GUIDE SUSPENSE PAYMENT VOUCHER (cont) PS Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Tables Updated Table ID PVHT PVLT UPVT EFTH EFTL DXRF VXRF VCTI UDDT UDST Table Name Payment Voucher Header Table Payment Voucher Line Table Unpaid Voucher Table EFT Header (if a check will not be issued) EFT Line (if a check will not be issued) Document Cross-Reference Table Vendor Cross-Reference Table Voucher Tracking Table Unapplied Deposit Detail Table Outstanding Unapplied Deposit Summary Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. [1]A Standard Voucher (SV) must be entered before entering the Suspense Payment Voucher (PS) for the PFOP fund unless replenishing the Agent Cashier. See the Funds Overview Section for information on PFOP special processing and the Miscellaneous Transactions Data Entry Section for information on recording the SV document for PFOP. 5-24

This will not have an affect on the general ledger as only the
This is modifying a PV. TO CHANGE SCHEDULE PAYMENT DATE OF AN ACCEPTED DOCUMENT. NOTE: DATE CAN BE MODIFIED IF NOT IN TRANSIT OR DISBURSED. Problem #15a Reference Problem #11 p 5-12 This will not have an affect on the general ledger as only the date is changing. * Instructor will provide date. 5-25

QUICK REFERENCE GUIDE MODIFY PAYMENT DOCUMENTS
(Provided that the transaction is not in transit or disbursed) MODIFY PAYMENTS Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter PV, PS, CT, DD, AV, DV, IF, IV, or NC. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. To modify a document that is ACCPT: BATID: Enter the batch number. Press >> ENTER <<. Document ID and Batch ID are stored on SUSF. Press >> ENTER << again to bypass the batch header screen, if applicable, and retrieve the payment input screen. Modified Payment Header Fields 1. PV DATE Enter the date of the modified payment (MM DD YY), if different from today's date. 2. ACTION Enter the action code: M - for modifying a payment document 3. VENDOR CODE Enter the vendor code that appeared on the original payment document. This field may not be modified. If the vendor code needs to be changed, the payment document must be canceled and reentered with the correct vendor code. 3a SCHD PMT DATE Enter the revised schedule date – MM DD YY – this can only happen provided that a check has not been disbursed. Added by FSC – not part of guidance. 5-26

(Provided that the transaction is not in transit or disbursed) MODIFY PAYMENTS Modified Payment Header Fields (cont) 4. DOC TOTAL Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. Enter the total amount of the lines on the payment modification document. For example: Line Decrease of Line Increase of 30.00 DOC TOTAL: $70.00 Modified Payment Line Fields 5. LINE Enter the number of the line to be changed or added. 6. LINE AMOUNT Enter the amendment amount of the voucher line without the +/- sign. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 7. I/D Enter the increase/decrease indicator for modification only. I - for increase (default) D - for decrease 8. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document and the user wishes to close the outstanding document, F must be entered. 9. UNAPPL DEP NO Enter the Unapplied Deposit Number, if applicable. 10. LIQ AMOUNT Enter the amended liquidated amount for this payment document, if different than the LINE AMOUNT. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 11. INT RSN Enter the reason code for interest (IRCT Table), if applicable. 12. DISC RSN Enter the reason code for discount lost (DLRC Table), if applicable. 5-27

(Provided that the transaction is not in transit or disbursed) MODIFY PAYMENTS Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Edit Bat (EB) Run Bat (RB) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Edit the batch document (SCHED) Process the batch document (ACCPT) Tables Updated Table ID PVHT PVLT UPVT OBLH OBLL RCHT RCLA UDDT UDST Table Name Payment Voucher Header Table Payment Voucher Line Table Unpaid Vouchers Table Obligation Header Table Obligation Line Table Receiver Header Table (if receiver referenced) Receiver Accounting Line Table (if receiver referenced) Unapplied Deposit Detail Table Outstanding Unapplied Deposit Summary Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 5-28

No problem – only for discussion
CHECK VEN2 TO FIND CORRECT EMPLOYEE CODE AND THEN DO AN EDIT TO SEE HOW MANY ERRORS THIS CORRECTS. LOOK ON VCT2 TO SEE IF THIS COMBINATION OF INVOICE NUMBER AND DLN HAVE BEEN USED BEFORE. EITHER THE INVOICE NUMBER OR THE DLN WILL NEED TO BE CHANGED. EXAMPLE: IF THIS PERSON HAS BEEN PAID TUITION BEFORE THEN YOU CAN ADD SOMETHING TO MAKE THE INVOICE NUMBER DIFFERENT (A DATE, ETC). No problem – only for discussion 5-29

CERTIFIED PAYMENT VOUCHER
QUICK REFERENCE GUIDE CERTIFIED PAYMENT VOUCHER CT Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter CT. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Press > > ENTER < <. Document ID is stored and screen is ready for data entry. CT Header Fields 1. TRANS TYPE Enter the transaction type. See page 5-35 for transaction types. 2. CT DATE The date of the voucher (MM DD YY), if different from today's date. 3. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin. 4. PPAY TYPE Enter the prompt pay type (PPAY Table). 5. DOC TOTAL Enter the total amount of the voucher. If paying more than one invoice enter the total amount of all invoices. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 6. COMMENT TO PRINT Leave blank. This field overrides payment information on checks. 7. DISC % Enter the discount percentage (include 3 decimal places) if a discount is offered (e.g. 5% = 5.000). If Net 30, leave blank. If a discount percentage is entered, either Discount Days or a P/E term is required. 5-30

CERTIFIED PAYMENT VOUCHER (cont)
QUICK REFERENCE GUIDE CERTIFIED PAYMENT VOUCHER (cont) CT CT Header Fields (cont) 8. DAYS Enter the number of discount days if a discount is offered. You can not enter Discount Days and a P/E term. 9. P/E TERM Enter the PROX or EOM term used to determine the discount expiration date. The discount expiration date is calculated as the nth day of the next month after the invoice month. For example a P/E 20 with an invoice date of 07/15/94 would result in a discount expiration date of 08/20/94. You can not enter Discount Days and a P/E term. 10. AMT Enter the discount amount if a discount is offered. If Net 30, leave blank. Do not code both discount percent and discount amount. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. CT Line Fields 11. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 12. REF DOC Enter the transaction code and document number of the service order being referenced. 13. REF LINE Enter the line number of the document being referenced (OBLL Table). 14. ACCP/DEL DATE Enter the certification date (MM DD YY) on the invoice if certification occurred within seven days of the performance of services; otherwise, enter the seventh day after the performance of services. Leave blank for receivable offsets or if referencing a receiver. 15. VENDOR INV Do not use spaces in the payment voucher “VENDOR INV” field. Enter the vendor invoice number. For utility payments, enter the account number. 5-31

CT QUICK REFERENCE GUIDE CERTIFIED PAYMENT VOUCHER (cont) CT Line Fields (cont) 16. INV DATE Enter the vendor invoice date (MM DD YY). 17. LOG DATE Enter the date (MM DD YY) on which the invoice was received by the VA. If unknown, use the date on the vendor invoice. 18. INV DLN Enter the invoice document locator number. Julian Day (3 characters) Last Digit of (1 character) Calendar Year Input Origin (1 character -- 5 for VBA) Station Number (3 characters) Sequential Number (3 characters -- from DLN log) 19. INT REASON Enter the reason code for interest delay (IRCT Table), if applicable. 20. DISC RSN Enter the reason code for discount lost (DLRC Table), if applicable. 21. LINE TYPE Enter the type of payment line. N - for normal payment lines (default) I - for manual interest payments P - for manual penalty payments F - for freight 22. LINE AMOUNT Enter the amount of this voucher line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 5-32

QUICK REFERENCE GUIDE CERTIFIED PAYMENT VOUCHER (cont) CT CT Line Fields (cont) 23. I/D Enter the increase/decrease indicator for credit memos only. I - for increase D - for decrease 24. P/F Enter P for partial (default if line amount is less than the outstanding reference line) of F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document, and the user wishes to close the outstanding document, F must be entered. 25. LIQ AMOUNT Enter the amount to be liquidated if different than the line amount. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 26. DESCR Enter a description of the services purchased. Repeat line fields if there are additional lines to be entered. Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) 5-33

QUICK REFERENCE GUIDE CERTIFIED PAYMENT VOUCHER (cont) CT Tables Updated Table ID PVHT PVLT UPVT EFTH EFTL OBLH OBLL DXRF VXRF VCTI Table Name Payment Voucher Header Table Payment Voucher Line Table Unpaid Voucher Table EFT Header (if a check will not be issued) EFT Line (if a check will not be issued) Obligation Header Table Obligation Line Table Document Cross-Reference Table Vendor Cross-Reference Table Voucher Tracking Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 5-34

Payment Voucher (PV) 01 - for expenditures Vendor Cat – N DR CR DR CR - 490N DR CR 03 - for receivable offsets and credit memos 04 - for payment of voucher S&R direct delivery - OGA 05 - for payment of voucher S&R direct delivery - VA 07 - for scheduling loan payment; transportation - all others - Supply Fund 08 - for transportation - silver - Supply Fund 09 – for S&R Drop Shipment 10 - for NAC VA Holdback 11 - for NAC OGA Holdback Suspense Fund Voucher (PS) 01 - for Suspense and PFOP payments Vendor Cat – N DR CR 02 - for disbursements from Treasury funds Certified Payment Voucher (CT) 01 - for expenditures or credit memos 02 – for receivable offsets 03 – for principal payments 04 – for Interest Payments Direct Disbursement (DD) 11 - for payment of subsidy for default to Transitional Housing financing account 12 - for payment of subsidy for interest to Transitional Housing financing account Advance Voucher (AV) 01 - for an advance issuance 03 - for an advance offset Advance Direct Disbursement Voucher (DV) 05 - for direct disbursement of workers compensation 5-35

TOPIC 15: TRANSACTION TYPES (cont)
Imprest Fund Reimbursement (IF) 01 - for a non-travel expenditure 02 - for a travel advance and expenditure 04 - for a travel advance paid by GELCO draft 15 - for Manila Travel Advances (No Check/Non-224) 16 - for Manila Purchase and Hire 5-36

Researching for Check or Trace Number
5-37

When you find the payment you need to “L” to PVHT then bring your cursor down to the payment (anywhere on that line) and hit enter. 5-38

This is the PVHT and has a closed date
This is the PVHT and has a closed date. The closed date means you can get the check number. From here “L” to the VXDD table. You need the go thru this table because you need the schedule date to get the check or trace number. 5-39

From this table “L” to the TSCL table for Check number or Trace number.
This table has your Check number or Trace number. A Check number has 8 digits, and the Trace number is 7 digits. If it has an 8 digits write it down and go to the CHKH (header table) and CHKL (line table) for check information. If it has a 7 digit number write, it down and go the EFTH (header table) and EFTL (line table) for EFT information. Note this is an EFT payment. 5-40

5-41 ACTION: R TABLEID: EFTH USERID: S104 CH1
*** EFT HEADER INQUIRY SCREEN *** KEY IS TRACE NUMBER, CONFIRM DATE, D.O. 01- TRACE NUMBER: CONFIRM DATE: D.O.: 220 SCHD FISC YEAR: 06 SCHD CAT: A SCHD TYP: M AGENCY SCHEDULE NO: AMOUNT: CANCELED IND: N VENDOR CODE: REASON CODE: PAYEE NAME: MOBILITY & MORE VENDOR BANK NAME: DANVERS SAVINGS BANK ABA NUMBER: CITY/STATE: DANVERS MA ACCOUNT TYPE: C ACCOUNT NUMBER: CORR BANK NAME: CORR ABA NUMB: ACTION: R TABLEID: EFTL USERID: S104 CH1 *** EFT DETAIL INQUIRY SCREEN *** KEY IS TRACE NUMBER, CONFIRM DATE, DISB OFFICE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NUM, PAYMENT VOUCHER LINE, REC TYP TRACE NUMBER: CONFIRM DATE: DISB OFFICE: EFT AMOUNT: PAYMENT VOUCHER REC TC NUMBER ADV NUM LINE TYP AMOUNT 01- PV 523C P 02- 02-*L009 HEADER CHANGE 5-41

5-42 ACTION: R TABLEID: CHKH USERID: S104 CH1
*** CHECK HEADER INQUIRY SCREEN *** KEY IS CHECK NUMBER, CONFIRM DATE, D.O. 01- CHECK NUMBER: CONFIRM DATE: D.O.: 220 SCHD FISC YEAR: 07 SCHD CAT: T SCHD TYP: M AGENCY SCHEDULE NO: AMOUNT: CANCELED IND: N VENDOR CODE: REASON CODE: PAYEE NAME: VETERANS CANTEEN SVC MANUAL CHECK IND: ADDR1: VAMC 523 ADDR2: 150 S HUNTINGTON AVE CITY/ST/ZIP: BOSTON MA 02- CHECK NUMBER: CONFIRM DATE: D.O.: 220 AMOUNT: CANCELED IND: N VENDOR CODE: REASON CODE: ADDR1: VAMC 673 ADDR2: BRUCE B DOWNS BLVD CITY/ST/ZIP: TAMPA FL ACTION: R TABLEID: CHKL USERID: S104 CH1 *** CHECK DETAIL INQUIRY SCREEN *** KEY IS CHECK NUMBER, CONFIRM DATE, DISB OFFICE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NUM, PAYMENT VOUCHER LINE, REC TYP CHECK NUMBER: CONFIRM DATE: DISB OFFICE: CHECK AMOUNT: PAYMENT VOUCHER REC TC NUMBER ADV NUM LINE TYP AMOUNT 01- PV 523C P 02- PV 523C P 03- PV 523C P 04- 04-*L009 HEADER CHANGE 5-42

Section 6 Advances

CONVENIENCE CHECKS Each station will liquidate the Convenience Check (CB) advance by using the FMS Accepted Document Processing by Station Report as a source document and manually entering a TR document to offset each advance, and entering either an Imprest Fund (IF), a Baseline Travel Voucher (TY), a Direct Disbursement (DD). The Voucher Header Table (PVHT) must have data in the Closed Date field before the CB can be offset. Use US Bank vendor ID, the trans code of CB and Convenience Check Voucher Number to check this table. Record a travel advance issued via a Convenience Check draft (IF). Record a travel reimbursement paid via a Convenience Check draft (TY). Record a non-travel expense paid via a Convenience Check (DD). Record a convenience check advance (CB). CBs are generated by FSC only. However, rejects are worked by the station. NEVER DELETE CBs. 6-1

This advance cannot be offset since it is showing the MONEY IS STILL IN TRANSIT
6-2

This table is showing a convenience check offset.
6-3

Problem #16 Reference Problem #7
*DIRECT DISB NO. SHOULD ALWAYS BEGIN WITH YOUR STATION NUMBER. OFFSETTING CONVENIENCE CHECKS This transaction will expense the convenience check and a TR-15 with an additional TR because a 2 sided entry needs to be completed to keep 224 in balance. To offset the advance and record the expense, process a DD-03 transaction referencing both the advance (CB) and the obligation. This will offset the advance and record the expense all on one document and the TR-15 will not need to be processed. It is always a good idea to enter something in the description field for future reference 6-4

DD QUICK REFERENCE GUIDE DIRECT DISBURSEMENT 6-5 Document Input Screen
COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter DD. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Press > > ENTER < <. Document ID is stored and screen is ready for data entry. DD Header Fields 1. TRANS TYPE Enter the transaction type on the header if the same for all lines. See page 6-21 for transaction types. 2. DD DATE Enter the date voucher (MM DD YY), if different from today's date.. 3.* BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year, and the same BFYS is used for all lines on this document. 4.* FUND Enter the fund code for this transaction (FUND Table), if the same FUND is used for all lines on this document. 5. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin. 6. DIRECT DISB NO Enter the Assigned Control Number from the source documents. 6-5

DD QUICK REFERENCE GUIDE DIRECT DISBURSEMENT 6-6
DD Header Fields (cont) 7. DOC TOTAL Enter the total amount of the direct disbursement. If paying more than one voucher enter the total of all vouchers. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 8. REF DOC NO If applicable, enter the transaction code and document number of the document being referenced on the header if the same for all lines. DD Line Fields 9. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 991 - for shipping charges 10. REF DOC If applicable, enter the transaction code and document number of the document being referenced, if different than the REF DOC on the header. *Enter these fields if not referencing another document 11. REF LINE Enter the line number of the document being referenced (OBLL Table or RCLA Table), if applicable. 12. ACCP DATE Enter the certification date (MM DD YY) on the invoice if certification occurred within seven days of the performance of services; otherwise, enter the seventh day after the performance of services. Leave blank for receivable offsets or if referencing a receiver. 13. INV DATE Enter the invoice date (MM DD YY). 14. VENDOR INV NO/LINE Do not use spaces in the payment voucher “VNEDOR INV” field. Enter the Billing Agency Voucher Number. For an expenditure paid by GELCO advance enter the vendor invoice number. 15. LOG DATE Enter the date (MM DD YY) on which the invoice was received by the VA. If unknown, use the date on the vendor invoice. 6-6

DD QUICK REFERENCE GUIDE DIRECT DISBURSEMENT 6-7 DD Line Fields (cont)
16. T/T Enter the transaction type if different than the TRANS TYPE on the header. See page 6-21 for transaction types. 17.* BFYS Enter the budget fiscal year(s), if not referencing a document. 18.* FUND Enter the fund code (FUND Table), if not referencing a document. 19.* STATION/SAT Enter the station number (ORGN Table), if not referencing a document. Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. 20.* FCP/PRJ Enter the ACC or the Organization Code (PGMT Table), if not referencing a document. 21.* COST CTR/SUB Enter the Cost Center (ORGN Table), if not referencing a document, and 00 for the SUB Cost Center. 22.* BOC/SUB Enter the budget object code (subaccount) (BOCT Table), if not referencing a document. DESCR Enter a brief description of the line. LINE AMOUNT Enter the amount of this direct disbursement line. Line number 991 will be subject to a special liquidation tolerance. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas I/D Enter the increase/decrease indicator for modifications. I - for increase D - for decrease * Enter these fields if not referencing another document 6-7

DD QUICK REFERENCE GUIDE DIRECT DISBURSEMENT 6-8 DD Line Fields (cont)
26. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document, and the user wishes to close the outstanding document, F must be entered. 27. LIQ AMOUNT Enter the amount of the obligation or receiver to be liquidated if different than the LINE AMOUNT. Line number 991 will be subject to a special shipping liquidation tolerance. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 28. UNAPPLIED DEP NO Enter the number that identifies the unapplied deposit item. An E in position 4 designates it as an employee transaction. Repeat line fields if there are additional lines to be entered. Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Tables Updated Table ID PVHT PVLT OBLH OBLL RCHT RCLA DXRF VXRF Table Name Payment Voucher Header Table Payment Voucher Line Table Obligation Header Table Obligation Line Table Receiver Header Table (if receiver referenced) Receiver Accounting Line Table (if receiver referenced) Document Cross-Reference Table Vendor Cross-Reference Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 6-8

AV issues a check to a vendor 6-9

AV QUICK REFERENCE GUIDE ADVANCE VOUCHER
Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter AV. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Press > > ENTER < <. Document ID is stored and screen is ready for data entry. AV Header Fields 1. TRANS TYPE Enter the transaction type on the header if the same for all lines. See page 6-21 for transaction types. 2. AV DATE Enter the date of the advance issuance or offset (MM DD YY), if different from today's date. 3. REF DOC Enter the transaction code and document number of the obligation being referenced on the header if the same for all lines. 4. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin. 5. VENDOR INV Do not use spaces in the payment voucher “VNEDOR INV” field. Enter the vendor invoice number, for an advance offset only. For advance issuance, enter this field if invoice number is known. 6-10

AV QUICK REFERENCE GUIDE ADVANCE VOUCHER
AV Header Fields (cont) INV DATE Enter the invoice date (MM DD YY), for an advance offset only. LOG DATE Enter the date of the obligation for an advance issuance (MM DD YY), or the received date for an advance offset. ADV LIQ TOTAL Enter the total of all advance offset lines entered on this document. If issuing an advance, leave blank. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. DOCUMENT TOTAL Enter the total amount of the advance issuance or offset. COMMENT TO PRINT Leave blank. This field overrides the payment information on checks. ACC/DEL DATE During the End-of-Month overlap, enter the last day of the previous month if accounting period is filled in for the previous month on the header AV Line Fields 12. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 13. REF DOC Enter the transaction code and document number of the obligation being referenced, if different than the REF DOC on the header. 14. REF LINE Enter the line number of the obligation being referenced for an advance offset only (OBLL Table or RCLA Table). 6-11

QUICK REFERENCE GUIDE ADVANCE VOUCHER AV
AV Line Fields (cont) 15. T/T Enter the transaction type if different than the TRANS TYPE on the header. See page 6-21 for transaction types. 16. REF ADV Enter the transaction code and document number of the AV document which issued the advance, for an advance offset only (ADV2 Table). 17. REF ADV LINE Enter the line number of the document used to issue the advance, for an advance offset only (ADV2 Table). 18. PAY ADV Enter the pay advance indicator, for an advance issuance only (PADV Table). Failure to enter this field will result in the advance not being recorded on the ADVX table, and therefore not being offset. C - for construction P - for purchase O - for other 19. LINE AMOUNT Enter the amount of this advance issuance or advance offset line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 20. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document, and the user wishes to close the outstanding document, F must be entered. If issuing an advance, leave blank. 21. LIQ AMOUNT Enter the amount of the obligation to be liquidated if different than the LINE AMOUNT. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 22. DESCR Enter a description of this advance issuance or advance offset. 6-12

QUICK REFERENCE GUIDE ADVANCE VOUCHER AV
AV Line Fields (cont) 23. BFYS Enter the budget fiscal year(s) for an advance issuance only. 24. FUND Enter the fund code for an advance issuance only (FUND Table). 25. STATION/SAT Enter the station number for an advance issuance only (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. 26. FCP/PRJ Enter the Project Number for an advance issuance only (construction appropriations) (PGMT Table). Repeat line fields if there are additional lines to be entered. Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Tables Updated Table ID ADVX ADV2 PVHT PVLT OBLH OBLL RCHT RCLA DXRF VXRF Table Name Advance Cross-Reference Table Advance Offset Inquiry Table Payment Voucher Header Table Payment Voucher Line Table Obligation Header Table Obligation Line Table Receiver Header Table (if receiver referenced) Receiver Accounting Line Table (if receiver referenced) Document Cross-Reference Table Vendor Cross-Reference Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 6-13

Offsetting the AV advance.
6-14

This shows the actual offset of an advance.
Typically payment is processed thru IPAC. 6-16

ADVANCE DIRECT DISBURSEMENT
QUICK REFERENCE GUIDE ADVANCE DIRECT DISBURSEMENT DV Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter DV. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. Press > > ENTER < <. Document ID is stored and screen is ready for data entry. DV Header Fields 1. T/T Enter the transaction type on the header if the same for all lines. See page 6-21 for transaction types. 2. DV DATE Enter the date of the voucher (MM DD YY), if different from today's date. 3. REF DOC Enter the transaction code and document number of the obligation or receiver being referenced on the header if the same for all lines. 4. VENDOR CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor is known but does not exist on VNAM, you must request a vendor file update from Austin. 5. ADV LIQ TOTAL Enter the total amount of the advance offset lines entered on this document. If issuing an advance, leave blank. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 6. DOCUMENT TOTAL Enter the total amount of the advance issuance or offset. 7. DIRECT DISB # Enter the Assigned Control Number from the source documents. 6-17

QUICK REFERENCE GUIDE ADVANCE DIRECT DISBURSEMENT DV DV Line Fields 8. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 9. REF DOC Enter the transaction code and document number of the obligation or receiver being referenced, if different than the REF DOC on the header. 10. REF LINE Enter the line number of the obligation or receiver being referenced, for an advance offset only (OBLL Table or RCLA Table). 11. ACCP/DEL DATE During the End-of-Month overlap, enter the last day of the previous month if accounting period is filled in for the previous month on the header. 12. T/T Enter the transaction type if different than the TRANS TYPE on the header. See page 6-21 for transaction types. 13. REF ADV Enter the transaction code and document number of the document which issued the advance, for an advance offset only (ADV2 Table). 14. REF ADV LINE Enter the line number of the document used to issue the advance, for an advance offset only (ADV2 Table). 15. PAY ADV Enter the pay advance indicator, for an advance issuance only (PADV Table). Failure to enter this field will result in the advance not being recorded on the ADVX table, and therefore not being offset. C - for construction P - for purchase 16. VENDOR INV Do not use spaces in the payment voucher “VNEDOR INV” field. Enter the vendor invoice number from the source document for an advance offset only. 17. INV DATE Enter the vendor invoice date (MM DD YY), for an advance offset only. 6-18

QUICK REFERENCE GUIDE ADVANCE DIRECT DISBURSEMENT DV DV Line Fields (cont) 18. LOG DATE Enter the date (MM DD YY) of the obligation for an advance issuance, or the received date for an advance offset. 19. LINE AMOUNT Enter the amount of the advance issuance or offset line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 20. P/F Enter P for partial (default if line amount is less than the outstanding reference line) or F for final (default if line amount is equal to outstanding reference line). If the amount is less than or greater than the outstanding reference document and the user wishes to close the outstanding document, F must be entered. If issuing an advance, leave blank. 21. LIQ AMOUNT Enter the amount of the obligation or receiver being liquidated if different than the LINE AMOUNT. 22. BFYS Enter the budget fiscal year(s) for an advance issuance only. 23. FUND Enter the fund code (FUND Table), for an advance issuance only. 24. STATION/SAT Enter the station number for an advance issuance only (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. 25. FCP/PRJ Enter the Project Number for an advance issuance only (constructions appropriations) (PGMT Table). Repeat line fields if there are additional lines to be entered. 6-19

QUICK REFERENCE GUIDE ADVANCE DIRECT DISBURSEMENT DV Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Tables Updated Table ID PVHT PVLT OBLH OBLL RCHT RCLA ADVX ADV2 DXRF VXRF Table Name Payment Voucher Header Table Payment Voucher Line Table Obligation Header Table Obligation Line Table Receiver Header Table (if receiver referenced) Receiver Accounting Line Table (if receiver referenced) Advance Cross-Reference Table Advance Offset Inquiry Table Document Cross-Reference Table Vendor Cross-Reference Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 6-20

TRANSACTION TYPES/SGL EXAMPLES
Direct Disbursement (DD) 03 – for expenditures (no check issued) Vendor Cat – N DR CR DR CR - 490P DR CR 11 – for payment of subsidy for default to Transitional Housing financing account 12 – for payment of subsidy for interest to Transitional Housing financing account Advance Voucher (AV) 01 – for an advance issuance Vendor Cat – N DR CR 03 – for an advance offset Vendor Cat – N DR CR DR CR - 490P DR CR Advance Direct Disbursement Voucher (DV) Vendor Cat – G DR CR DR CR – 490G DR CR 05 – for direct disbursement of workers compensation 6-21

Cash Receipts/Transfers (CRs/TRs)
Section 7 Cash Receipts/Transfers (CRs/TRs)

FMS TRANSACTION CODES: Cash Receipts (CRs) AND Transfers (TRs)
Note: For cash receipts recorded on SF-215 Deposit Ticket or SF-5515 Debit voucher, use a “CR” transaction. All others will use the “TR” transaction for non-cash receipts and transfers. The Cash Receipt (CR) is used for: Recording all money (cash or check) collected from the public, VA employees, and other agencies. Typical Scenario 1) The VA receives a refund from an overpaid vendor. A Cash Receipt (CR) is entered to record the refund collection. 2) The VA receives a cash collection from the Department of Commerce for goods sold. 3) The VA receives a cash donation for the General Post Fund. The Transfer Receipt (TR) is used for: Recording transfer money collected. Typical Scenario: 1. The VA receives IPAC from other government agency and it belongs to Station 104. *Fund: 3875 is a temporary account and needs to be moved as soon as possible. 7-1

CASH RECEIPT AND TRANSFER ENTRY
PAYMENTS DATA ENTRY CASH RECEIPT AND TRANSFER ENTRY Topic Page Source Document VA Action 1. Entering, Modifying, or Canceling a Cash Receipt (CR) Deposit Ticket, SF-215 -or- Field Service Receipt - General, VA 1027 Journal Voucher, SF-1017-G Debit Voucher, SF-5515 Voucher and Schedule of Withdrawals and Credits, SF-1081 Accepted Document Processing by Station Report (RGSGDPV) Record a Cash Receipt 2. Entering, Modifying, or Canceling a Transfer Receipt (TR) Paid Billing Statement for SIBAC Transactions Simplified Billing Register - or- Simplified Billing List Record a Transfer Receipt 7-2

Suspense Funds Unidentified deposits received by the station are put into the suspense funds (3875). This is only to be used temporarily and should be moved as soon as possible into the correct appropriation as this shows on the financial indicator report. When putting the deposit into suspense funds, understand the tables it updates: UDDT – unapplied deposit detail inquiry screen UDST – unapplied deposit summary inquiry screen Once the research has been completed and the correct fund is identified a two line TR is completed: Line 001 – to move it out of suspense funds (24) Line 002 – to put it into the correct fund (18) 7-3

(No reference problem)
*WHEN MAKING INPUT INTO FMS, IT IS IMPORTANT NOT TO PRECEDE THE DOCUMENT NUMBER PLACED IN THE DEPOSIT NUMBER FIELD WITH YOUR STATION NUMBER. In doing so , it prevents the automatic matching of your document and becomes a reconciling item for the Station and FSC. MUST USE CR 17 T/T TO PUT FUNDS INTO SUSPENSE 7-4

This is the table updated by the CR.
7-5

Unapplied Deposit No. from Problem #17
TRs must always have 2 sides Problem #18 Unapplied Deposit No. from Problem #17 P 7-4 A TR must always have 2 sides. MOVING MONEY FROM SUSPENSE 3875 TO MED CARE 0160A1. 7-6

OFFSETTING CONVENIENCE CHECKS
CVZKE-ADV LIQ AMT>CLOSED AMT (PVLT) – CANNOT LIQUIDATE ADVANCE UNTIL IT IS CLOSED ON PLVT TABLE. IF TR 15 IS USED TO OFFSET CONVENIENCE CHECK, ANOTHER TRANSACTION MUST BE USED TO EXPENSE THE ADVANCE (EXAMPLE: DD 03). *It is always a good idea to enter something in the description field for future reference. 7-7

QUICK REFERENCE GUIDE CASH RECEIPT CR/TR Enter/Modify/Cancel 7-8
COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter CR or TR. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. To modify or cancel a document that is ACCPT: BATID: Enter the batch number. Press > > ENTER < <. Document ID is stored. Document Input Screen CR/TR Header Fields 1. CR/TR DATE Enter the date of the receipt (MM DD YY), if different from today's date. If the date of deposit is not entered in the Document Date field, it must be entered in the Accomplished Date field in order to be properly reported on the SF-224. 2. ACTION Enter the action code. E - for original entry (default) M - for modifications X - for cancellations 3. TRANS TYPE Enter the transaction type on the header if the same for all lines. See page 7-12 thru 7-14 for transaction types. 4.* BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year, and the same BFYS is used for all lines of this document. Enter 94 for Supply Fund and General Post Fund. This field must be entered if referencing an NC, GV, or TO advance document. 5.* FUND Enter the fund code for this receipt (FUND Table), if the same FUND is used for all lines of this document. This field must be entered if referencing an NC, GV, or TO advance document. 7-8

QUICK REFERENCE GUIDE CASH RECEIPT CR/TR CR/TR Enter/Modify/Cancel 7-9
CR/TR Header Fields (cont) 6. DEP NUMBER For deposits or debit vouchers, this field should have six digits. Enter the SF-215 Number or the SF-5515 Debit Voucher Number with a zero at the beginning of the number. For GELCO advance offsets enter the GV number. 7. DOC TOTAL Enter the total amount of the receipt. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 8. ACCOMPLISHED DATE Enter the deposit date (MM DD YY). For GELCO advance offsets, leave blank. 9. REF DOC If applicable, enter the transaction code and document number of the document being referenced on the header if the same for all lines. CR/TR Line Fields 10. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 11. REF TC If applicable, enter the transaction code of the document being referenced, if different than the REF DOC transaction code on the header. 12. REF DOC NO If applicable, enter the document number of the document being referenced, if different than the REF DOC number on the header. 13. REF LINE Enter the line number of the document being referenced, if applicable. Do not enter if the transaction is an advance repayment. 14. TRANS TYPE Enter the transaction type if different than the TRANS TYPE on the header. See page 7-12 thru 7-14 for transaction types. 15.* BFYS Enter only if different than the BFYS on the header. This field must be entered if referencing an NC, GV, or TO advance document. 7-9

QUICK REFERENCE GUIDE CASH RECEIPT CR/TR CR/TR Enter/Modify/Cancel
CR/TR Line Fields (cont) 16.* FUND Enter only if different than the FUND on the header (FUND Table). This field must be entered if referencing an NC, GV, or TO advance document. 17.* STATION/SAT Enter the station number for this receipt line (ORGN Table). This field must be entered if referencing an NC, GV, or TO advance document. Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. 18.* FCP/PRJ Enter the ACC, the Organization Code, or the Project Number for this receipt line (PGMT Table). This field must be entered if referencing an NC or TO advance document. 19.* JOB NO Enter the job number for this receipt line (JOBT Table). 20.* COST CTR/SUB Enter the Cost Center for this receipt line (ORGN Table), and 00 for the SUB Cost Center. 21.* BOC/SUB Enter the budget object code (subaccount) (BOCT Table), for Refund of Expenditure and Expenditure Transfers only. 22.* REV SRCE/SUB Enter the Revenue Source Code (RSRC Table) for revenue recognition and receivable reimbursements. For revenue into GPF and CWT unavailable, leave blank. for General Fund Receipts and VBA MCCR for Compensated Work Therapy for General Post Fund - General Donations for General Post Fund - Specific Donations SFCS - Supply Fund Sales - COST SFPR - Supply Fund Sales - VALUATION 23.* CLSD BFYS Enter the closed budget fiscal year(s) if this attributable to a closed fund and a subclass fund is entered in the FUND field. 24.* CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field. 25. CHECK NO Enter the number of the check received. 7-10

CR/TR Line Fields (cont) 26. ADV IND Enter "Y" to offset an advance. Do not enter “Y” if reclassifying a travel advance. 27. ADV NO Enter the number of the travel advance existing on the Travel Advance Line Table (TALT), for Travel Advance Repayment only. 28. TRAV TYPE Enter the travel type as defined on the TTYP Table, for Travel Advance Repayment only. 29. VND/PRV Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) If the vendor code is unknown, you may use a miscellaneous vendor code. 30. AMOUNT Enter the amount of this receipt line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 31. I/D D - for Cash Receipts transfers out of Suspense Fund[1] 32. UNAPPLIED DEP NO Enter the number that identifies the unapplied deposit item. An E in position 4 designates it as a employee transaction.. 33. DESCR Enter a description of this receipt line. *Enter these fields if not referencing another document. Repeat line fields if there are additional lines to be entered or modified. [1]For employee payroll refund transfers out of Suspense Fund. 7-11

Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Edit Bat (EB) Run Bat (RB) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Edit the batch document (SCHED) Process the batch document (ACCPT) Tables Updated Table ID CRHT CRLT ARHT ARLT ARH2 OBDT REVB DXRF VXRF UDDT UDST Table Name Cash Receipt Header Table Cash Receipt Line Table Accounts Receivable Header Inquiry Table Accounts Receivable Line Inquiry Table Receivable Header Data Entry Table Open Billing Documents Table Revenue Budget Inquiry Table Document Cross-Reference Table Vendor Cross-Reference Table Unapplied Deposit Detail Table (UDDT) Outstanding Unapplied Deposit Summary Table (UDST) If Travel Advance Repayment: Table ID TADV TAHT TALT Table Name Travel Advance Balance Table Travel Advance Header Table Travel Advance Line Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 7-12

TRANSACTION TYPES/SGL EXAMPLES
Cash Receipt (CR) *C4 - for Offset of a "NC" Advance C5 - for GELCO Advance Offset of a "NC" Advance E4 – Reimbursement (Manila only) E6 – Cash Proceeds – Sale of Excess Property E8 - Cash Receipt from Sale of Non-capitalized Property *01 - for Refund of Expenditure *02 - for Travel Advance Repayment *03 - for Interest, Handling, and Penalties *04 - for Other Revenue (including Jury Duty Receipts and Parking Fees) *05 - for Reimbursements Collected *12 - for Overpayment Offset of a GV Advance *17 - for Miscellaneous Cash Receipts (Suspense Funds, Patients' Fund receipts, and Clearing Funds), or reversing GSA advances when advance has not been expensed Vendor Cat – N DR CR *20 - for Refund of Payroll Expenditure *23 - for MCCF and General Fund Receipts Vendor Cat – N DR CR DR - 425P CR 26 - for Reimbursement LGY Credit Report 34 – Reimbursement GOALS 35 - for Non-224 Cash Receipts (Suspense Funds and Clearing Funds) 40 - for Supply Fund Sale to OGA - Cost (Enter on line 001, 003, etc.) 41 - for Supply Fund Sale to OGA - Valuation (Enter on line 002, 004, etc.) 42 - for Supply Fund Sale to VA - Cost (Enter on line 001, 003, etc.) 43 - for Supply Fund Sale to VA - Valuation (Enter on line 002, 004, etc.) *44 - for Supply Fund Sale to Canteen - Cost (Enter on line 001, 003, etc.) *45 - for Supply Fund Sale to Canteen - Valuation (Enter on line 002, 004, etc.) *46 - for Refund Lease Expense Package *51 - for General Cash Donations - Available (GPF) *53 - for Specific Cash Donations - Available (GPF) *60 - for Compensated Work Therapy (CWT) cash receipts 62 - for Receipt of Trust Supplies/Property *67 - for Cash collected Escrow Fund 6019 * If you are using these transaction types you must have a SF-215 deposit ticket or a SF-5515 debit voucher as a source document. For more specific information, refer to “Collections” in Section F - Funds Overview 7-13

7-14 Cash Receipt (CR) for Supply Depot A4 – Sale Valuation – OGA Cash
A5 – S&R Direct Delivery Equipment – OGA Cash A6 – Direct Delivery – All Other OGA Cash A7 – for SDC General Supplies – OGA Cash A8 – Sale S&R Repairs – OGA Cash A9 – Sale OGA Surcharge – OGA Cash B1 – Sale SDC Medicine Drugs – OGA Cash B2 – Sale SDC Al Other Medical – OGA Cash B3 – Sale SDC Subsistence OGA Cash B4 – Sale Direct Delivery OGA NON OPAC B5 – S&R Sales OGA NON OPAC B6 – S&R Sales VA Credit Card B7 – S&R Sales OGA Credit Card C1 – Cash Receipt - Canteen DA – Commodities Cost DDC DB – DDC Markup DC – Custom Hearing DDC D1 – Commodities Cost VA DDC D2 – Commodities Cost OPAC DDC D3 - Custom Hearing VA DDC D4 – Custom Hearing OPAC DDC 62 - for S&R direct delivery of equipment sale - VA -Cost 63 - for S&R direct delivery of equipment sale - OGA - Cost 64 - for direct delivery medical sale to VA - Cost 65 - for direct delivery medical sale to OGA - Cost K6 - for SDC sale to VA- General Supplies - Cost 67 - for SDC sale to OGA - General Supplies - Cost 68 - for reimbursable collection - Other 69 - for reimbursable collection - Federal 70 - for reimbursable - Contract Fees - OGA 71 - for reimbursable - Contract Fees - VA 72 - for reimbursable - Audit Recovery 73 - for reimbursable - Rental Income 74 - for reimbursable - Aggregate Contract Discounts L5 - for sale to VA/OGA - Fastrack 76 - for sale to OGA - Surcharge 79 - for Q&A inspection charges to Non-Federal 7-14

7-15 Cash Receipt (CR) for Supply Depot (cont)
80 - for SDC sale to OGA - Med/Drug - Cost 81 - for SDC sale to VA - Med/Drug - Cost 82 - for SDC sale to OGA - Other Med - Cost 83 - for SDC sale to VA - Other Med - Cost 84 - for SDC sale to OGA - Subsistence - Cost 85 - for SDC sale to VA - Subsistence - Cost 86 - for Direct Delivery Equipment Subsistence sale to OGA - Cost 87 - for Direct Delivery Equipment Subsistence sale to VA - Cost 88 - for SDC sale to OGA- Flags - Cost 89 - for SDC sale to VA - Flags - Cost 90 - for S&R sale - VA - Repairs 91 - for S&R sale - OGA – Repairs Transfers (TR) 15 - for convenience check advance offsets Vendor Cat – N DR – NULL CR - NULL 06 – transfers to suspense - transit 18 - for exp. Transfer – cash transfer Vendor Cat – N DR CR DR - 490P CR DR CR 24 - for transfers to/from the suspense fund, patients’ funds Vendor Cat – N DR CR 25- for transfer from PFOP to GPF - specific 26 - for reimbursement LGY credit report 33 - for cash receipt general fund receipts – transfers – MCCR consolidated billing sites 35 - for non-224 cash receipts (suspense funds and clearing funds) 61 - for compensated work therapy (CWT) cash receipts from operations within the Medical Center – available (Fed and Non Fed) 65 - for payroll refund – transfers 75 – for reimbursement – transfers 76 – for transfers from CWT to GPF E2 – employee advance repayment 7-15

Section 8 Receivables

The Accounts Receivable Subsystem is the FMS method for recording and managing outstanding receivables and accurately applying cash receipts. The VA will use this subsystem to record the amounts billed and collected, including revenue transactions for services rendered, vendor refunds, balance sheet transfers, and cash advances. The Accounts Receivable Subsystem allows the VA to account for these billings and collections for financial accounting and reporting purposes. There are three FMS Accounts Receivable documents used for: 1. Billing Document (BD) – recording billed amounts for services rendered or overpayments due. Scenario 1. The VA received an invoice from a vendor for $1,000. An error was made, and the vendor was accidentally paid $1,200. A “Bill for Collection” is prepared, and a BD is entered to record the accounts receivable for the $200 that is due from the vendor. 2. The VA establishes a Supply Fund Bill for Collection for goods sold to the Department of Commerce (Other Government Agency – OGA). 2. Cash Receipt (CR) – recording all money collected from the public, VA employees, and other agencies – IPAC. 1. The VA receives a refund from an overpaid vendor. A CR is entered to record the refund collection. 2. The VA receives a cash collection from the Department of Commerce for goods sold. 3. The VA receives a cash donation for the General Post Fund. 3. Write-off (WR) – recording all refund and receivable write-off transactions when it is determined that a receivable has become uncollectable. The VA determines that an accounts receivable established for a vendor is uncollectable and will be written off. A WR document is entered to record the vendor refund receivable write- off. 8-1

ACCOUNTS RECEIVABLE DATA ENTRY
Topic Page Source Document VA Action 1. Entering, Modifying, or Canceling a Billing Document (BD) Debt Collection Letter (OF 1114), SF-1080, -or- Journal Voucher, 1017-G Record a Bill for Collection 2. Entering, Modifying, or Canceling a Cash Receipt (CR) Deposit Ticket, SF-215 Field Service Receipt - General, VA 1027 Journal Voucher, SF-1017-G Debit Voucher, SF-5515 Voucher and Schedule of Withdrawals and Credits, SF-1081 Paid Billing Statement for IPAC Transactions Simplified Billing Register - or- Simplified Billing List Accepted Document Processing by Station Report (RGSGDPV) Record a Cash Receipt 3. Entering, Modifying, or Canceling a Write-off (WR) document Memorandum from Accounting Service -or- Letter from District Counsel -or - Letter from Department of Justice Record an Accounts Receivable Write-off document 8-2

TABLE NAME TABLE ID DESCRIPTION Accounts Receivable Header Inquiry Table ARHT Provides summary information on all outstanding and some recently closed accounts receivable documents. Receivable Header Data Entry Screen ARH2 Allows users to update various fields related to an accounts receivable. Accounts Receivable Line Charges Table ARLC Provides overdue charges information for the SF report, including the amount charged and collected for interest, administrative, and penalty displayed for each Billing Document line. Accounts Receivable Line Inquiry Table ARLT Provides detail information on all outstanding and some recently closed accounts receivable documents. Cash Receipt Header Inquiry Table CRHT Provides summary information on cash receipts entered in FMS. Cash Receipts Line Inquiry Table CRLT Provides detail information on cash receipt documents entered in FMS, including accounting distribution information, the dollar amount received and reference information (if applicable). Fiscal Year Charges Table FYCT Provides overdue charges information for the report, including interest, administrative and penalty amounts. Outstanding Billing Document Table OBDT Stores outstanding Billing Documents. Cash receipts which fully close a Billing Document will result in the record being deleted from this table. 8-3

Recording a BD to record
a bill of collection. Problem #19 Reference Problem #13 P 5-14 8-4

Shows tables affected 8-5

TOPIC 1: ENTERING/MODIFYING/CANCELING A BILLING DOCUMENT (BD)
8-6

QUICK REFERENCE GUIDE BILLING DOCUMENT BD Entry/Modify/Cancel 8-7
Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter BD. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. To modify or cancel a document that is ACCPT: BATID: Enter the batch number. Press > > ENTER < <. Document ID is stored. BD Header Fields 1. BD DATE Enter the date of the document (MM DD YY), if different from today's date. 2. ACTION Enter the action code. E - for original entry (default) M - for modifications X - for cancellations 3. TRANS TYPE Enter the transaction type on the header if the same for all lines. See page 8-17 thru 8-18 for transaction types. 4. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year, and the same BFYS is used for all lines of this document. 5. FUND Enter the fund code for this document (FUND Table), if the same FUND is used for all lines of this document. 6. DOC TOTAL Enter the total amount of the document. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 8-7

BD Header Fields (cont) 7. REF DOC Enter the transaction code and document number of the document being referenced on the header if the same for all lines, for Expenditure Refunds and Reclassification of Travel Advances Only. 8. PAYMENT OFFSET Enter Y to offset a payment, otherwise leave blank. 9. PAYER CODE Enter the vendor code found on the Vendor Name Table (VNAM). (PF9 key to pause and go to VNAM.) For Expenditure Transfers, enter the vendor code of the station to which the expenditure is being transferred. For Supply Fund Sales to other government agencies enter the agency vendor code. For Supply Fund Sales to Canteen Service enter the VCS vendor code. For Supply Fund Sales to VA stations enter VAH vendor code. 10. PAYER NAME Enter the payer name if the payer code is a miscellaneous code, otherwise, leave blank. 11. ADDR1, ADDR2, CITY/ST/ZIP Enter the address fields if a miscellaneous vendor code is used. BD Line Fields 12. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 13. BFYS Enter only if different than the BFYS on the header. 14. FUND Enter only if different than the FUND on the header (FUND Table). 15. TRANS TYPE Enter the transaction type if different than the TRANS TYPE on the header. See page 8-17 thru 8-18 for transaction types. 16. STATION/SAT Enter the station number for this document line (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. 8-8

BD Line Fields (cont) 17. FCP/PRJ Enter the ACC, the Organization Code, or the Project Number (PGMT Table) for Expenditure Refunds, Expenditure Transfers, and Supply Fund Sales only. 18. JOB NO Enter the job number for this document line (JOBT Table), for Expenditure Refunds, Expenditure Transfers, and Supply Fund Sales only. 19. COST CTR/SUB Enter the Cost Center (ORGN Table), and 00 for the Sub Cost Center for Expenditure Refunds and Expenditure Transfers only. 20. BOC/SUB Enter the budget object code (subaccount) (BOCT Table), for Expenditure Refunds, Expenditure Reimbursements, and Expenditure Transfers only. If using a payroll BOC, a sub-BOC is required. For Supply Fund Expenditure Refunds use: Shipping & Handling Subsistence Medicines, Drugs, & Chemicals Medical Supplies Other Supplies 21. REV SRCE/SUB Enter the Revenue Source Code (RSRC Table) for Revenue Recognition, Receivable Reimbursements, General Fund Receipts, and Supply Fund Sales only. for General Fund Receipts SFCS - for Supply Fund Sale to OGA - Cost, Supply Fund Sale to VA - Cost, and Supply Fund Sale to Canteen - Cost SFPR - for Supply Fund Sale to OGA - Valuation, Supply Fund Sale to VA - Valuation, and Supply Fund Sale to Canteen - Valuation. 22. CLSD BFYS Enter the closed budget fiscal year(s) if this document is attributable to a closed fund and a subclass fund is entered in the FUND field, for Expenditure Refunds and Expenditure Transfers only. 23. CLSD FUND Enter the closed fund if this document is attributable to a closed fund and a subclass fund is entered in the FUND field, for Expenditure Refunds and Expenditure Transfers only. 24. AMOUNT Enter the amount of this document line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 8-9

BD Line Fields (cont) 25. I/D Enter the increase/decrease indicator for modifications only. I - for increase D - for decrease 26. DESCR Enter a description of the document line. 27. REF DOC Enter the transaction code and document number of the document being referenced if different than the REF DOC on the header, for Expenditure Refunds and Reclassification of Travel Advances only. 28. REF LN Enter the line number of the document being referenced, for Expenditure Refunds and Reclassification of Travel Advances only. 29. ADVANCE NO Enter the number of the travel advance being reclassified for Reclassification of Travel Advances only. 30. TRAV TYPE Enter the travel type of the travel advance being reclassified, for Reclassification of Travel Advances only. TDY - for temporary duty PCS - for relocation travel Repeat line fields if there are additional lines to be entered or modified. Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Edit Bat (EB) Run Bat (RB) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Edit the batch document (SCHED) Process the batch document (ACCPT) 8-10

Tables Updated Table ID ARHT ARLT ARH2 OBDT REVB DXRF VXRF Table Name Accounts Receivable Header Inquiry Table Accounts Receivable Line Inquiry Table Receivable Header Data Entry Table Open Billing Documents Table Revenue Budget Inquiry Table Document Cross-Reference Table Vendor Cross-Reference Table If Expenditure Refund: APPR ALOT SALT ALLW SASP SAS2 Appropriation/Apportionment Inquiry Table Allotment Inquiry Table Suballotment Inquiry Table Allowance Inquiry Table Suballowance Inquiry Table Project Suballowance Inquiry Table If Travel Advance Reclassification: TAHT TALT TADV TOHT Travel Advance Header Table Travel Advance Line Table Travel Advance Table Travel Order Header Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 8-11

Problem #20 Reference Problem #19 P 8-4 8-12

QUICK REFERENCE GUIDE WRITE-OFF WR Enter/Modify/Cancel 8-13
Document Input Screen COMMND: Enter the command code to start a NEW document or GET an existing document. DOCID: Enter WR. Enter the Administrative Office which is entering this document. Press TAB. Enter the document number. See Section 2-22-Document Numbers. To modify or cancel a document that is ACCPT: BATID: Enter the batch number. Press > > ENTER < <. Document ID is stored. WR Header Fields 1. CR DATE Enter the date of the document (MM DD YY), if different from today's date. 2. ACTION Enter the action code. E - for original entry (default) M - for modifications X - for cancellations 3. TRANS TYPE Enter the transaction type on the header if the same for all lines. See page 8-18 for transaction types. 4. BFYS Enter the budget fiscal year(s) for this transaction if different than the current fiscal year and the same BFYS is used for all lines of this document. 5. FUND Enter the fund code (FUND Table) if the same fund is used for all lines of the document. 6. DEP NUMBER Enter the bill number. 7. DOC TOTAL Enter the total amount of the write-off. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 8-13

WR Line Fields 10. LINE Enter the line number of the document. 001 - for line 1 002 - for line 2, etc. 11. REF TC Enter the transaction code of the billing document being referenced, if different than the REF DOC transaction code on the header. 12. REF DOC NO Enter the document number of the billing document being referenced, if different from the REF DOC number on the header. 13. REF LINE Enter the line number of the billing document being referenced. 14. TRANS TYPE Enter the transaction type if different than the TRANS TYPE on the header. See page 8-18 for transaction types. 15. VND/PRV Enter the vendor code found on the Vendor Name Table (VNAM), if applicable. (PF9 key to pause and go to VNAM.) 16. AMOUNT Enter the amount of this write-off line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 17. I/D Enter the increase/decrease indicator for modifications only. I - for increase D - for decrease 18. DESCR Enter a description of this write-off line. WR Header Fields (cont) 8. ACCOMPLISHED DATE Enter the write-off date (MM DD YY). 9. REF DOC If applicable, enter the transaction code and document number of the document being referenced on the header if the same for all lines. 8-14

WR Line Fields - to Write-off the Uncollectible Principal and Interest Amount 19. LINE Enter the line number of the document 001 - for line 1 002 - for line 2, etc. 20. TRANS TYPE Enter the transaction type if different than the TRANS TYPE on the header. See page 8-18 for transaction types. 21. BFYS Enter the budget fiscal year for this transaction if different than the current fiscal year. 22. FUND Enter the fund code for this document (FUND Table). 23. STATION Enter the station number used for this fund (ORGN Table). Enter a satellite station number only if you work at an integrated station and the BFY of the document is 96 or later. 24. AMOUNT Enter the amount of this write-off line. Enter the amount with a decimal point and two digits for cents. Do not enter dollar signs, negative signs, or commas. 25. I/D Enter the increase/decrease indicator for modifications only. I - for increase D - for decrease 26. DESCR Enter the reason for the write-off. Repeat line fields if there are additional lines to be entered or modified. Command Codes Pause (P) Edit Doc (E) Run Doc (R) Hold (H) Edit Bat (EB) Run Bat (RB) Pause to tables Edit the document (SCHED) Process the document (ACCPT) Place the document on hold (HELD) Edit the batch document (SCHED) Process the batch document (ACCPT) 8-15

Tables Updated Table ID Table Name CRHT Cash Receipt Header Table CRLT Cash Receipt Line Table ARHT Accounts Receivable Header Inquiry Table ARLT Accounts Receivable Line Inquiry Table ARH2 Receivable Header Data Entry Table OBDT Open Billing Documents Table REVB Revenue Budget Inquiry Table DXRF Document Cross-Reference Table VXRF Vendor Cross-Reference Table Error Messages Pause to the On-line Error Guide (P ERRG) for solutions to error messages. 8-16

Billing Document (BD) A1 – Supply Fund Refunds – Printing and Reproduction BE – Supply Fund Unearned Interest Revenue C1 – Supply Fund Canteen Service - Cost C5 – Supply Fund S&R Sales VA Credit Card C6 – Supply Fund S&R Sales OGA Credit Card C9 – Supply Fund Canteen Service Markup D1 – Supply Fund Commodities Cost VA DDC D2 – Supply Fund Commodities Cost D3 – Supply Fund Custom Hearing Costs VA DDC D4 – Supply Fund DDC Receivable Cost 01 - for refund of expenditure Vendor Cat - N DR CR DR CR 02 - for reimbursement of revenue 05 - for reclassification of travel advances 09 - for General Fund Receipts receivables 10 - for Compensated Work Therapy (CWT) receivables 20 - for refund of payroll expenditure 25 - for PFOP accounts receivable 40 - for Supply Fund Sale to OGA - Cost (Enter on line 001, 003, etc.) 41 - for Supply Fund Sale to OGA - Valuation (Enter on line 002, 004, etc.) 42 - for Supply Fund Sale to VA - Cost (Enter on line 001, 003, etc.) 43 - for Supply Fund Sale to VA - Valuation (Enter on line 002, 004, etc.) 44 - for Supply Fund Sale to Canteen - Cost (Enter on line 001, 003, etc.) 45 - for Supply Fund Sale to Canteen - Valuation (Enter on line 002, 004, etc.) 47 – For Supply Fund sale of Depot scrap 55 – for General Post Fund accrued interest 8-17

8-18 Billing Document (BD) (cont)
62 - for S&R direct delivery equipment sale - VA Cost 63 - for S&R direct delivery equipment sale - OGA Cost 64 - for S&R direct delivery medical sale - VA Cost 65 - for S&R direct delivery medical sale - OGA Cost 67 - for SDC sale to OGA - General Supplies - Cost 70 - for Supply Fund Reimbursement contract fees - OGA 72 – for Supply Fund Reimbursement Audit Recovery 73 – for Supply Fund Rental Income 74 – for Supply Fund Aggregate Contract Discounts 76 - for sale to OGA - Surcharge 79 - for Q&A inspection charges to Non-Federal 8A – for Supply Fund Lease Agreements 80 - for SDC sale to OGA - Med/Drug - Cost 81 - for SDC sale to VA - Med/Drug - Cost 82 - for SDC sale to OGA - Other Med - Cost 83 - for SDC sale to VA - Other Med - Cost 84 - for SDC sale to OGA - Subsistence - Cost 85 - for SDC sale to VA - Subsistence - Cost 86 - for Direct Delivery Equipment sale to OGA - Cost 87 - for Direct Delivery Equipment sale to VA - Cost 88 - for sale to OGA-Flags - Cost 89 - for sale to VA-Flags - Cost 90 - for S&R sale-VA-repairs 91 - for S&R sale-OGA-repairs L5 - for sale to VA/OGA – Fastrack Write-Off (WR) Document 01 - for refund receivable write-offs Vendor Cat – N DR CR 02 - for reimbursement receivable write-offs and 04 - for receivable write-offs and General Fund receipts write-offs (AR System) 05 - for employee advance write-offs 06- for contractual adjustments 10 - for CWT Reimbursements 20 - for refund of payroll expense 21 - for uncorrectable interest 22 - for uncorrectable principal 23 - for tort feasor write-offs 8-18

Section 9 FMS Tables

THE DOCUMENT CROSS-REFERENCE TABLE (DXRF) DXRF
ACTION: R TABLEID: DXRF USERID: S301 BAM *** DOCUMENT CROSS REFERENCE INQUIRY SCREEN *** KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION TRANS CODE: RT TRANS NUMBER: 301J DOC TOTAL: OUTST AMT: REF TRANS ID ACCEP DOC F/B/A TC NUMBER DATE ACT VENDOR AMOUNT ‑‑‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑‑‑‑ ‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑ ‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑‑ 01‑ B MO 301J E LAST BATCH NUMBER: CLEARING ACTION: 02‑ B MO 301J S ‑3.97 03‑ F CV 301J E 04‑ 05‑ 06‑ Document Cross-Reference Table (DXRF) Table Description This table provides general information about all accepted FMS documents that reference the document specified by the user in the key fields. For example, if an obligation document is specified, this table will provide a list of all receiver or payment voucher documents processed against the obligation. If a receiver document is specified, the table will provide a list of all obligations and payment vouchers processed against the receiver. 9-1

THE DOCUMENT CROSS-REFERENCE TABLE (DXRF)
Table Uses Determines what documents have been processed against a specific document (a historical record of an obligation). Obtains document IDs of documents referencing a specific document for use in other table queries. Obtains general/summary information about a given document and those that reference it. Table Updated by All accepted FMS documents that reference another FMS document. Table Key Fields Document ID (TRANS CODE and TRANS NUMBER) Forward/Backward Pointer (F/B/A) Reference Transaction Code (REF TRANS ID TC NUMBER) Reference Transaction Acceptance Date (ACCEP DATE) Reference Transaction Document Action (DOC ACT) Field Descriptions The TRANS CODE is a two digit code that identifies the document. The TRANS NUMBER is a unique number assigned to the document. The DOC TOTAL provides the total amount of the document. The OUTST AMT provides the outstanding amount of the document. The F/B/A field indicates if the document listed under REF TRANS ID was processed before (B = Backward Reference) or after (F = Forward Reference) the scanned document. This field will show A if the document did not have a reference. The REF TRANS ID TC NUMBER provides the transaction code and Document ID of the document which referenced (or was referenced by) the scanned document. The ACCEP DATE indicates the actual date the transaction was processed. This is not necessarily the date coded on the document. 9-2

THE DOCUMENT CROSS-REFERENCE TABLE (DXRF)
Field Descriptions (cont) The DOC ACT indicates the document action code (E = original entry; M = amendment or modification; X = cancellation; S = system generated modification or cancellation). The VENDOR field reflects the vendor code referenced in the transaction. The AMOUNT indicates the amount of the transaction. The LAST BATCH NUMBER indicates the last modification to the scanned document on a given date (Acceptance Date). (Modifications made on the same day are accumulated.) The CLEARING ACTION indicates when the document was cleared from the open tables 9-3

9-5 TRANS CODE: PV, T/T: 01, VEND CAT: G, FUND CAT: BLANK
TRANS CODE: CT, T/T: 01, VEND CAT: E, FUND CAT: BLANK THIS TABLE TELLS YOU WHAT GENERAL LEDGERS YOUR TRANSACTION WILL HIT. LEAF TO ACEV FOR ACCOUNTING EVENT REQUIREMENTS. 9-5

THE BOC MUST BE POSTED ON THE ACEV IF THERE IS A “Y” ON THIS TABLE AND “Y” ON THE BOCT TABLE.
9-6

USE THIS TABLE FOR DESCRIPTION OF FUND CATEGORY
9-7

USE THIS TABLE TO FIND THE FUND CATEGORY.
CURRENT YEAR MEDICAL CARE HAS A BLANK FUND CATEGORY. PRIOR YEAR MEDICAL CARE IS EXPIRED AND HAS A “E” FUND CATEGORY. USE THIS TABLE TO FIND THE FUND CATEGORY. 9-8

THIS HELPS US ON ACED TO KNOW WHAT FUNDS GO WITH EACH FUND CATEGORY.
9-9

IF BOC POST FLAG IS SET TO “Y” ON THIS TABLE AND ON THE ACEV TABLE THEN THE BOC MUST BE POSTED ON THE ACED TABLE. IF EITHER TABLE HAS A “N” THEN THE BOC DOES NOT NEED TO BE POSTED ON THE ACED. 9-10

ACTION: R TABLEID: BOCT USERID: S104 SS1
BUDGET OBJECT CODE REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE FED BOC SUB BOC OBL= REST BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG POST EXP LKUP DEACT FY CODE CLS CLS IND IND IND FLAG FLAG LMT FLAG BOC FLAG DATE N N N N N Y Y N NAME: SUPPLY INVENTORY-HELD FOR SALE SHORT: SF INVENTORY N N C N N Y Y N NAME: MEDICINES, DRUGS, & CHEMICALS SHORT: MED,DRG,CHM N N C N N Y Y N NAME: MEDICAL SUPPLIES SHORT: MEDICAL SUPL N N C N N Y Y N NAME: OTHER SUPPLIES SHORT: OTHER SUPL N N N N Y N N N NAME: EQUIPMENT SHORT: EQUIPMENT AR N N N N N N Y N NAME: AR-12 CONVERSION SHORT: AR-12 CONV N N C N N Y Y N NAME: TRUST EQUIPMENT, CAP SHORT: TRUST EQ, C ONCE A BOC HAS BEEN DEACTIVATED YOU CANNOT USE IT ON A NEW OBLIGATION. 9-11

This is the table used to make inquiries on CHAMPVA Payments
This is the table used to make inquiries on FEE service payments 9-12

FMS Quick Reference Tables
Budget Queries ALLW The allowance table >>Type BFY, Fund, A/O, Sta, FCP/Project SAOP Suballowance options table SASP Suballowance spending control table SAS2 Project suballowance spending control table SAOB Suballowance obligation inquiry table SPDX Spending control document cross-ref table SPRJ The Sub-project table (for construction only) IWPX Installation wide project-project cross-ref table >>Type Installation wide project (construction) Travel Queries TOHT Travel Order header table >>Type Trans code & Travel order number TOLT Travel Order line table TAHT Travel Advance header table >>Type Empl code, Tvl type & Travel order TALT Travel Advance line table TADV Travel Advance table TVHT Travel Voucher header table >>Type Empl code, Trans code & number TVAT Travel Voucher accounting line table TPLT Travel related payment voucher line table >>Type Vendor code, trans code & number 9-13

FMS Quick Reference Tables (cont)
Obligation Queries OBLH The Purchase order header table >>Type Trans code & Order number OBLL The Purchase order accounting line table DXRF The Document cross reference table Receiver Queries RCHT The Receiver header table >>Type Trans code & Receiver number RCLA The Receiver accounting line table Vendor Queries VEN2 The Customer vendor reference data screen >>Type FMS vendor code VNAM The Vendor name >>Type vendor name VXRF The Vendor document cross reference table >>Type FMS vendor code & trans ID Payment Queries >>TYPE VENDOR CODE & DOC ID PVHT Voucher header table (schedule date) PVLT Voucher line table (invoice #, date, etc.) VXDD Pymt Voucher line-disb doc cross reference IVCH Invoice-Voucher-Check-EFT cross ref table >>TYPE TRANS ID, LINE, VENDOR CODE ADVX Advance cross reference table ADV2 Advance offset inquiry table >>TYPE TRANS CODE & DOCUMENT ID IFHT Imprest Fund header table IFLT Imprest line table >>TYPE CHECK NUMBER CHKH Check header table CHKL Check detail line table >>TYPE SCHEDULE DATE UPVT Unpaid voucher table CRHT & CRLT – shows WR, TRs ARHT/ARLT – Ref BD – will show write off amt and date 9-14

Accounts Payable Table Title IFHT Imprest Fund Header Table IFLT Imprest Fund Line Table FVLT Fee Voucher Letter Inquiry Screen PGHT Progress Payment Voucher Header Inquiry Screen PVC2 Voucher Contract Holdback Release Inquiry Screen PVL2 Voucher Line/DLN Inquiry Screen IVLT Internal Voucher Table PVCH Voucher Holdback Table PVHT Voucher Header Table PVLT Voucher Line Table Accounts Receivable ARCL Accounts Receivable Case History ARHT Receivable Header Table ARLT Receivable Line Table CRHT Cash Receipt Header Table CRLT Cash Receipt Line Table Automated Disbursements Table Title CHKH Check Header Table CHKL Check Detail Table CSUM Check Summary Table REPL Checks Awaiting Replacement Inquiry Screen VCHK Payment Voucher Line to Check Cross- Reference Table VPYA Vendor Prior Calendar 1099 Amounts Inquiry Screen VXDD Payment Voucher Line – Disb. Document Cross Reference Inquiry Screen EFTH EFT Header Table EFTL EFT Detail Table ERPL Replace EFT Table IVCH Invoice-Payment Voucher-Check/EFT Cross- Reference Table PPST Prompt Pay Summary Table PPS2 Prompt Pay Summary Table – Screen 2 PPS3 Prompt Pay Summary Table – Screen 3 REPL Checks Awaiting Replacement Table TSCH Treasury Schedule Control Header Table 9-15

Budget Execution Table Title ALLW Allowance Inquiry Screen ALOT Allotment Inquiry Screen APOR Apportionment Inquiry Screen APPR Appropriation Inquiry Screen ATHT Appropriation Transfers Header Inquiry Screen ATLT Appropriation Transfers Line Inquiry Screen FAPP Fiscal Year Appropriation Inquiry Screen FAPR Fiscal Year Appropriation Inquiry Screen PHIS Project Funding History Inquiry Screen REVB Revenue Budget Inquiry Screen SAFR Suballowance Forward Reference Inquiry Screen SALT Suballotment Inquiry Screen SASP Suballowance Spending Control Inquiry Screen SAS2 PCAS Suballowance Spending Control Inquiry Screen SAST Suballowance Structure Inquiry Screen SPDX Spending Control Document Cross Reference Inquiry Screen Cost Allocation Table Title CAGL Cost Allocation General Ledger Table OBRV Object/Revenue Class Table PACC Cost Allocation-Pool Accumulation Table TOTL Allocation Totals Table External Reporting RCLX Report Extract Cell Cross-Reference Table Fixed Assets FAS1 Fixed Asset Summary Table (1 of 2) FAS2 Fixed Asset Summary Table (2 of 2) FBT1 Fixed Asset Betterment Table (1 of 2) FBT2 Fixed Asset Betterment Table (2 of 2) General Ledger GLBL General Ledger Balance Table GLDB General Ledger Detail Balance Table JVLT Journal Voucher & Standard Journal Table MSGL Monthly Summary General Ledger Balance Table 9-16

General System Table Title ACTI Accountable Document Table DXRF Document Tracking Table ERRG Error Guide Table VEN2 Customer Vendor Reference Data Screen 2 VEN3 Customer Vendor Reference Data Screen 2 VNAM Vendor Name Table VZIP Zip Code-Vendor Name Inquiry Screen VXRF Vendor Document Cross-Reference Table CSNV Chain Store Number Crosswalk Inquiry Screen ONDS On-Line Document Processing Statistics ONST On-Line DBIO Statistics Table TSRT Treasury Symbol Roll-up Inquiry Screen TSFY Treasury Symbol & Fiscal Year Appropriation Inquiry Screen Project Cost Accounting Table Title PSDP Project Spending by Period Cross-Reference Table PSDX Project Spending Cross-Reference Table 9-17

Purchasing Table Title ADVX Advance Cross Reference Inquiry Screen ADV2 Advance Offset Inquiry Screen CONT Contract Summary Inquiry Screen CPOH Commodity Purchase Order Header Table OBL2 FMS Baseline Orders Header Inquiry Screen OBLH Orders Header Table OBLL Purchase Order Accounting Line Table SAOB Suballowance Obligation Inquiry Screen PROH Printing Order Header Table RCHT Receiver Header Table RCLA Receiver Accounting Line Table TROH Training Order Header Table VIHT Vendor Invoice Header Table Travel Table Title VILT Vendor Invoice Line Table TADV Travel Advance Table TAHT Travel Advance Header Table TALT Travel Advance Line Table TBHT Transportation Billing Header Table TBLT Transportation Billing Line Table TNHT Transportation Invoice Header Table TNLT Transportation Invoice Line Table TOHT Travel Order Header Table TOLT Travel Order Line Table TPLT Travel-Related voucher Line Table TSUS Travel Suspended Payments Table TVAT Travel Voucher Accounting Line Table TVHT Travel Voucher Header Table 9-18

FMS Transaction Codes 9-19

FMS Tables and Respective Subsystem by Table ID
TABLE TABLE Table CODE NAME SUBSYSTEM ABCP ABC PARAMETERS INVENTORY ACCT ACCOUNT TYPE GENERAL LEDGER ACED ACCOUNTING ENTRIES DEFINITION GENERAL LEDGER ACEN ACCOUNTING ENTRIES GENERAL LEDGER ACEV ACCOUNTING EVENT GENERAL LEDGER ACTE ACCOUNTABLE DOCUMENT DATA ENTRY DOC TRACKING ACTI ACCOUNTABLE DOCUMENT DOC TRACKING ACTO ACT TRANSACTION OPTIONS CORE ACTP ACT PARAMETERS CORE ACTT ACTION OUT RECEIVABLES ADEF APPLICATION DEFINITION CORE ADJC ADJUSTMENT CODE INVENTORY ADNL AUTOMATIC DOCUMENT NUMBERING LEDGER CORE ADNT AUTOMATIC DOCUMENT NUMBERING CORE ADVX ADVANCE CROSS REFERENCE PURCHASING ADV2 ADVANCE OFFSET INQUIRY PURCHASING AFND ALLOCATION OPTIONS – FUND GENERAL AGCY AGENCY GENERAL ALLC ALLOCATION CONTROL GROUP COST ALLOC ALLW ALLOWANCE BUDGET ALOG APPROVAL LOGGING TABLE CORE ALOT ALLOTMENT BUDGET AOPT BUDGET OPTIONS GENERAL APID APPLICATION ID TABLE CORE APLT APPROPRIATION/PUBLIC LAW BUDGET APOR APPORTIONMENT BUDGET APPL DEBT APPEAL RECEIVABLES APPR APPROPRIATION BUDGET APRD ACCOUNTING PERIOD GENERAL APRV APPROVAL CORE ARCL ACCOUNTS RECEIVABLE CASE HISTORY LINE RECEIVABLES ARDT ACCOUNT REFERRAL DESTINATION RECEIVABLES AREF ACCOUNTS RECEIVABLE REFERRAL RECEIVABLES AREP ACCOUNTS RECEIVABLE REFERRAL PARAMETER RECEIVABLES ARHT ACCOUNTS RECEIVABLE HEADER RECEIVABLES ARH2 RECEIVABLE HEADER DATA ENTRY RECEIVABLES ARLC ACCOUNTS RECEIVABLE LINE CHARGES RECEIVABLES ARLT ACCOUNTS RECEIVABLE LINE RECEIVABLES AROP ACCOUNTS RECEIVABLE CONTROL OPTIONS RECEIVABLES ARTX ACCOUNTS RECEIVABLE TEXT RECEIVABLES ATHT APPROPRIATION TRANSFERS HEADER BUDGET ATLC ATTRIBUTE LOCATION REPORT DIST ATLT APPROPRIATION TRANSFERS LINE BUDGET AUDT TRAVEL VOUCHER AUDIT CONTROL TRAVEL 9-20

FMS Tables and Respective Subsystem by Table ID (cont)
TABLE TABLE TABLE CODE NAME SUBSYSTEM BASI BLANKET AGREEMENTSUMMARY PURCHASING BASM BLANKET AGREEMENT SUMMARY PURCHASING BATX BLANKET AGREEMENT TEXT PURCHASING BAVC BLANKET AGREEMENT VENDOR COMMODITY PURCHASING BCAA ALLOTMENT LOAD AUTHORIZATION BUDGET PREP BCAL ALLOTMENT LOAD PARAMETER BUDGET PREP BDAY BEGIN DAY CORE BIDD BIDDERS PURCHASING BOCT BUDGET OBJECT/LIMITATION GENERAL BOOT BOOT DEFINITION (VSAM) CORE BOOV BOOT DEFINITION (VSAM ONLY) CORE BOPT BUDGET PREPARATION OPTIONS BUDGET PREP BPIA BUDGET PREP INITIALIZATION AUTHORIZATION BUDGET PREP BPIT BUDGET PREP INITIALIZATION PARAMETER BUDGET PREP BTXT BUDGET TEXT BUDGET BURU BUREAU REFERENCE GENERAL BUYT BUYER PURCHASING CAAT COST ALLOCATION ACCOUNT TYPE GENERAL CADO COST ALLOCATION DISTRIBUTION OPTIONS COST ALLOC CADT CUSTOMER ACCOUNTING DISTRIBUTION PROJECT COST CAFP CUSTOMER AGREEMENT/BFY/FUND PROJECT COST CAGL COST ALLOCATION GENERAL LEDGER COST ALLOC CAHT CUSTOMER AGREEMENT HEADER PROJECT COST CALT CUSTOMER AGREEMENT LINE PROJECT COST CAOT CUSTOMER/AGREEMENT/OBJECT PROJECT COST CAPS COST ALLOCATION POOL SEQUENCE COST ALLOC CAPT CUSTOMER/AGREEMENT/PROJECT PROJECT COST CARR CARRIER CODE PURCHASING CAUS CAUSE OF OVERPAYMENT RECEIVABLES CBLK CHECK BLOCK DISBURSEMENTS CCCT COST CENTER CONVERSION GENERAL CCIT CASH COLLECTION INPUT RECEIVABLES CFPJ CLEARED FISCAL YEAR/PROJECTS PROJECT COST CHGT CHARGE CLASS PROJECT COST CHKH CHECK HEADER DISBURSEMENTS CHKL CHECK LINE DISBURSEMENTS CLDT CALENDAR DATE GENERAL CLTX CLAUSE TEXT PURCHASING CMMT CHECK COMMENT TRAVEL COLM COLUMN REPORTER COLN COLUMN‑NAME REPORTER COMM COMMODITY PURCHASING COND SPECIAL CONDITION PURCHASING CONT CONTRACT SUMMARY INQUIRY TABLE PURCHASING CPOH COMMODITY PURCHASE ORDER HEADER PURCHASING CRHT CASH RECEIPT HEADER RECEIVABLES CRLT CASH RECEIPT LINE RECEIVABLES CSUM CHECK SUMMARY DISBURSEMENTS 9-21

TABLE TABLE TABLE CODE NAME SUBSYSTEM CTYC CUSTOMER TYPE CATEGORY PAYABLES CTYP CUSTOMER TYPE PAYABLES CSVN CHAIN STORE NUMBER CROSSWALK TABLE GENERAL CXLT CHECK CANCELLATION LINE DISBURSEMENTS CXRC CHECK AND EFT CANCELLATION REASON CODE DISBURSEMENTS DACT DOCUMENT TRACKING ACTIVITY DOCTRACKING DATE DATE CORE DBTT DISBURSEMENTS EFFECTIVE TRANS TYPE DISBURSEMENTS DCTE DOCUMENT NUMBER TRACKING DATA ENTRY DOC TRACKING DCTI DOCUMENT NUMBER TRACKING DOC TRACKING DISB DISBURSING OFFICE DISBURSEMENTS DISC DISCOUNT TYPE PURCHASING DLR CDISCOUNT LOST REASON CODE GENERAL DMSS ADMIN/OFFICE MESSAGES GENERAL DOCT DOCUMENT TYPE GENERAL DOEJ DETAIL OBJECT JUSTIFICATION BUDGET PREP DOES DETAIL OBJECT EXPENSE BUDGET PREP DOPT DISBURSING OPTIONS DISBURSEMENTS DPTX DEFAULT PAYMENT TEXT PAYABLES DVAL DEFAULT VALUES GENERAL DVAS ADM/OFF ALLOWANCE SUBMISSION BUDGET DVND DUPLICATE VENDOR CODE GENERAL DVOT DEFAULT VALUE OPTIONS GENERAL DVSN ADMINISTRATION/STAFF OFFICE GENERAL DXRF DOCUMENT CROSS REFERENCE GENERAL EFTH EFT HEADER DISBURSEMENTS EFTL EFT LINE DISBURSEMENTS ERRG ERROR GUIDE INQUIRY TABLE ERROR GUIDE ESSN EMPLOYEE SOCIAL SECURITY NUMBER CROSS GENERAL ETAB REFERENCE TABLE ETAB ERROR CORE EZPM EASYDOC PARAMETERS CORE FAAC FIXED ASSET ACCOUNTING CODES FIXED ASSETS FADM FIXED ASSET ACQUISITION/DISPOSITION FIXED ASSETS FAGP FIXED ASSET GROUP FIXED ASSETS FAPP FISCAL YEAR APPROPRIATION BUDGET FAPR FISCAL YEAR APPORTIONMENT BUDGET FAS1 FIXED ASSET SUMMARY (ONE OF TWO) FIXED ASSETS FAS 2FIXED ASSET SUMMARY (TWO OF TWO) FIXED ASSETS FATB FACTS AUTOMATED TRIAL BALANCE EXT REPORTING FATY FIXED ASSET TYPE FIXED ASSETS FBT1 FIXED ASSET BETTERMENT (ONE OF TWO) FIXED ASSETS FBT2 FIXED ASSET BETTERMENT (TWO OF TWO) FIXED ASSETS FCAT FUND CATEGORY GENERAL FCLG FIXED ASSET COMMODITY FIXED ASSETS FCLS FUND CLASS GENERAL 9-22

TABLE TABLE TABLE CODE NAME SUBSYSTEM FDE2 FILE DEFINITION - PART 2 CORE FDEF FILE DEFINITION CORE FDEV FILE DEFINITION INFORMATION FOR VSAM CORE FDEX FILE EXTENSION (IDMS ONLY) CORE FDFT FIVE DAY FACTOR INVENTORY FECT FEE CODE GENERAL FEPT FRONT END PARAMETER CORE FFTB FACTS FFS TRIAL BALANCE EXT REPORTING FGCS FIXED ASSET GROUP CLASS FIXED ASSETS FGCT FIXED ASSET GROUP CATEGORY FIXED ASSETS FGLX FACTS GENERAL LEDGER CROSSWALK EXT REPORTING FGRP FUND GROUP GENERAL FLCS FIXED ASSET LOCATION CLASS FIXED ASSETS FLCT FIXED ASSET LOCATION CATEGORY FIXED ASSETS FLOC FIXED ASSET LOCATION FIXED ASSETS FOBT FREIGHT ON BOARD PURCHASING FOR2 FORMAT DEFINITION – 2 CORE FORM FORMAT DEFINITION CORE FPCA BFY/PROJECT/CUSTOMER/AGREEMENT PROJECT COST FPCX BFY PROJECT/CUSTOMER/AGREEMENT EXCESS PROJECT COST FPRJ BUDGET FISCAL YEAR PROJECT PROJECT COST FSCT FEE SUSPENSE CODE GENERAL FSPL FUND SPLIT GENERAL FSYM FUND TREASURY SYMBOL EXT REPORTING FSYR FISCAL YEAR GENERAL FTEA FTE AUTHORIZED BUDGET PREP FTET FTE BUDGET PREP FTYP FUND TYPE GENERAL FUND FUND GENERAL FUNX FACTS FUND CROSSWALK EXT REPORTING FVAL FIXED ASSET VALUATION FIXED ASSETS FVA FEE VENDOR APPROVAL TABLE GENERAL FVLT FEE VOUCHER LETTER PAYABLES FYCT FISCAL YEAR CHARGES RECEIVABLES GCAT GENERAL LEDGER CATEGORY GENERAL LEDGER GCLS GENERAL LEDGER CLASS GENERAL LEDGER GGRP GENERAL LEDGER GROUP GENERAL LEDGER GLAC GENERAL LEDGER ACCOUNT GENERAL LEDGER GLBL GENERAL LEDGER BALANCE GENERAL LEDGER GLDB GENERAL LEDGER DETAIL BALANCE GENERAL LEDGER GLTS GENERAL LEDGER TRIAL BALANCE BY STATION GENERAL LEDGER GLTT EFFECTIVE TRANSACTION TYPE DEFINITION GENERAL GMSS GENERAL MESSAGES GENERAL GRAB GRAB TABLE CORE GRPT GENERAL REPORTING CATEGORY GENERAL GTRH GTR HEADER TRAVEL GTRT GTR TICKET TRAVEL GTSM GUEST TREASURY EXT REPORTING 9-23

TABLE TABLE TABLE CODE NAME SUBSYSTEM HELP HELP CORE IFFT NTERFACE FIELD TABLE GENERAL IFHT IMPREST FUND HEADER PAYABLES IFLT IMPREST FUND LINE PAYABLES IFST INTERFACE SEGMENT TABLE GENERAL IFTT INTERFACE TRANSACTION TABLE GENERAL INBT INSTALLMENT BILLING AND PAYMENT RECEIVABLES INCH PHYSICAL COUNT HISTORY INVENTORY INCO INDEX‑COLUMN REPORTER INDX INDEX REPORTER INF1 PHYSICAL INVENTORY FREEZE (2 OF 2) INVENTORY INH1 INVENTORY ISSUES AND HITS-YEAR 1 INVENTORY INH2 INVENTORY ISSUES AND HITS-YEAR 2 INVENTORY INH3 INVENTORY ISSUES AND HITS-YEAR 3 INVENTORY INV1 INVENTORY (2 OF 3) INVENTORY INV2 INVENTORY (3 OF 3) INVENTORY INV3 INVENTORY MAINTENANCE INVENTORY INVF PHYSICAL INVENTORY FREEZE (1 OF 2) INVENTORY INVN INVENTORY (1 OF 3) INVENTORY IRCT INTEREST REASON CODE GENERAL 9-24

TABLE TABLE TABLE CODE NAME SUBSYSTEM IPRJ INCEPTION-TO-DATE PROJECT PROJECT COST IRSC IRS CATEGORY TRAVEL IVAP IFCAP VENDOR APPROVAL TABLE GENERAL IVCH INVOICE‑VOUCHER‑CHECK CROSS‑REFERENCE DISBURSEMENTS IVLT INTERNAL VOUCHER PAYABLES IWPT INSTALLATION‑WIDE PROJECT PROJECT COST IWPX INSTALLATION-WIDE PROJ - PROJ CROSS REF PROJECT COST JCLT JCL CORE JOBT JOB NUMBER GENERAL JVLT JOURNAL VOUCHER LINE GENERAL LEDGER LEAF LEAF CORE LEVL LEVEL BUDGET PREP MDEP MANUAL DEPRECIATION FIXED ASSETS MDIA MEDIA REPORT DIST MODP MODEL PROFILE GENERAL MSGL MONTHLY SUMMARY GENERAL LEDGER GENERAL LEDGER NCRT NEXT CRT CORE OBDT OUTSTANDING BILLING DOCUMENTS RECEIVABLES OBLC PURCHASE ORDER COMMODITY LINE PURCHASING OBLH ORDERS HEADER PURCHASING OBLL PURCAHSE ORDER ACCOUNTING LINE PURCHASING OBL2 FMS BASELINE ORDERS HEADER PURCHASING OBRV OBJECT REVENUE CLASS COST ALLOC OCAT FEDERAL OBJECT CLASS GENERAL OCLS OBJECT CLASS GENERAL OCRT OFFLINE CRT CORE ODPO PURCHASE ORDER PRINTING PURCHASING ODPP PRELIMINARY ON-DEMAND PURCHASE ORDER PURCHASING ODRQ ON-DEMAND REQUISITION PRINT PURCHASING ODTO TRAVEL ORDER PRINTING TRAVEL OEPA OBJECT EXPENSE AUTHORIZED BUDGET PREP OEPS OBJECT EXPENSE BUDGET PREP OGRP OBJECT GROUP GENERAL OLOG OVERRIDE LOG CORE ONDS ONLINE DOCUMENT PROCESSING STATISTICS CORE/GENERAL ONST ONLINE DBIO STATISTICS CORE/GENERAL ORAS STATION ALLOWANCE SUBMISSION BUDGET 9-25

TABLE TABLE TABLE CODE NAME SUBSYSTEM ORGN STATION/COST CENTER GENERAL OSCT OVERDUE STATUS CODE RECEIVABLES OSRC OPEN STOCK REQUISITION LINE TIME INVENTORY OSRH OPEN STOCK REQUISITION HEADER INVENTORY OSRI OPEN STOCK ITEM ISSUES INVENTORY OSRL OPEN STOCK REQUISITION ACCOUNTING LINE INVENTORY OTRH OPEN STOCK TRANSFER HEADER INVENTORY OTRL OPEN STOCK TRANSFER LINE INVENTORY OTYP OBJECT TYPE GENERAL PACC POOL ACCUMULATION COST ALLOC PADV PAY ADVANCE TYPE INDICATOR PAYABLES PAPP PENDING APPROPRIATION BUDGET PAY2 PAY SCALE HEADER BUDGET PREP PAYS PAY SCALE BUDGET PREP PBDF POOL/BASE DEFINITION COST ALLOC PBFR POOL/BASE FORWARD REFERENCE COST ALLOC PCAT PROGRAM CATEGORY GENERAL PCBT PCAS BUDGET CORRECTION PROJECT COST PCLS PROGRAM CLASS GENERAL PCUS PROJECT/CUSTOMER/AGREEMENT PROJECT COST PDES PROJECT DESCRIPTION PROJECT COST PFND PROJECT OPTIONS ‑ FUND PROJECT COST PFDP ROGRAM FUNCTION DEFINITION GENERAL PGMT FCP/PROJECT GENERAL PGRP PROGRAM GROUP GENERAL PGHT PROGRESS PAYMENT VOUCHER HEADER PAYABLES PGTT PROGRESS PAYMENT VOUCHER TRANSACTION TYPE GENERAL PHIA PHASE INITIALIZATION AUTHORIZATION BUDGET PREP PHIS PROJECT FUNDING HISTORY BUDGET PHIT PHASE INITIALIZATION PARAMETER BUDGET PREP PHSE PHASE BUDGET PREP PJCA PROJECT CATEGORY PROJECT COST PJCL PROJECT CLASS PROJECT COST PJGR PROJECT GROUP PROJECT COST PJTY PROJECT TYPE PROJECT COST PKRC PACKET RECIPIENT REPORT DIST PNCW PROJECT NUMBER CROSSWALK GENERAL POBH OBLIGATION PLAN HEADER INPUT PLANNING POBL OBLIGATION PLAN DETAIL INPUT PLANNING POBT PURCHASING ORDER BUILD PURCHASING POPR PURCHASE ORDER PREPARATION PURCHASING POTH OUTLAY PLAN HEADER INPUT PLANNING POTL OUTLAY PLAN DETAIL INPUT PLANNING PFDF ROGRAM FUNCTION DEFINITION GENERAL 9-26

TABLE TABLE TABLE CODE NAME SUBSYSTEM PGMT FCP/PROJECT GENERAL PGRP PROGRAM GROUP GENERAL PGHT PROGRESS PAYMENT VOUCHER HEADER PAYABLES PGTT PROGRESS PAYMENT VOUCHER TRANSACTION TYPE GENERAL PHIA PHASE INITIALIZATION AUTHORIZATION BUDGET PREP PHIS PROJECT FUNDING HISTORY BUDGET PHIT PHASE INITIALIZATION PARAMETER BUDGET PREP PHSE PHASE BUDGET PREP PJCA PROJECT CATEGORY PROJECT COST PJCL PROJECT CLASS PROJECT COST PJGR PROJECT GROUP PROJECT COST PJTY PROJECT TYPE PROJECT COST PKRC PACKET RECIPIENT REPORT DIST PNCW PROJECT NUMBER CROSSWALK GENERAL POBH OBLIGATION PLAN HEADER INPUT PLANNING POBL OBLIGATION PLAN DETAIL INPUT PLANNING POBT PURCHASING ORDER BUILD PURCHASING POPR PURCHASE ORDER PREPARATION PURCHASING POTH OUTLAY PLAN HEADER INPUT PLANNING POTL OUTLAY PLAN DETAIL INPUT PLANNING PPAY PROMPT PAY PARAMETERS GENERAL PPDT PROMPT PAY DETAI DISBURSEMENTS PPST PROMPT PAY SUMMARY DISBURSEMENTS PPS2 PROMPT PAY SUMMARY - SCREEN DISBURSEMENTS PPS3 PROMPT PAY SUMMARY - SCREEN 3 DISBURSEMENTS PRJO PROJECT OPTIONS PROJECT COST PRJ2 BASELINE PROJECT REFERENCE DATA SCREEN PROJECT COST PROH PRINTING ORDER HEADER PURCHASING PROJ PROJECT REFERENCE DATA SCREEN PROJECT COST PSDP PROJECT SPENDING BY PERIOD CROSS- REPROJECT COST PSDX PROJECT SPENDING CROSS-REFERENCE PROJECT COST PSTA PROJECT STATUS PROJECT COST PTEX PURCHASE ORDER TEXT PURCHASING PTYP PROGRAM TYPE GENERAL PVCH VOUCHER HOLDBACK PAYABLES PVC2 VOUCHER CONTRACT HOLDBACK RELEASE PAYABLES PVHT PAYMENT VOUCHER HEADER PAYABLES PVLT PAYMENT VOUCHER LINE PAYABLES PVL2 VOUCHER LINE/DLN PAYABLES RCAT REVENUE SOURCE CATEGORY GENERAL RCHT RECEIVER HEADER PURCHASING RCLA RECEIVER ACCOUNTING LINE PURCHASING RCLD REPORT EXTRACT CELL DEFINITION EXT REPORTING RCLS REVENUE SOURCE CLASS GENERAL RCLT RECEIVER LINE PURCHASING RCLX REPORT EXTRACT GENERAL LEDGER CROSS REF EXT REPORTING RCOL REPORT COLUMN EXT REPORTING 9-27

TABLE TABLE TABLE CODE NAME SUBSYSTEM RDEF REPORT DEFINITION EXT REPORTING RECR RECURRING CASH RECEIPT RECEIVABLES REJV RECURRING JV AND SV GENERAL LEDGER REMO RECURRING MISCELLANEOUS ORDER PURCHASING REPL CHECKS AWAITING REPLACEMENT DISBURSEMENTS REPT REPORT CORE REPV RECURRING PV PAYABLES REQC REQUISITION COMMODITY LINE PURCHASING REQH REQUISITION HEADER PURCHASING REQL REQUISITION ACCOUNTING LINE PURCHASING RESP RESPONSIBLE PERSON DOC TRACKING REST RESTRICTIONS GENERAL REVB REVENUE BUDGET BUDGET RFLC REPORT FILE LOCATION REPORT DIST RGRP REVENUE SOURCE GROUP GENERAL RLIN REPORT LINE EXT REPORTING RLIT REPORT LITERAL GENERAL RPEX REPORT EXTRACT EXT REPORTING RPE2 REPORT EXTRACT DATA ENTRY EXT REPORTING RPGI REPORT GROUP REPORT ID REPORT DIST RPGP REPORT GROUP REPORT DIST RPID REPORT ID REPORT DIST RPTG REPORTING CATEGORY GENERAL RQST REQUISITION STATUS PURCHASING RSCD REASON CODE DOC TRACKING RSEC REPORT SECTION EXT REPORTING RSRC REVENUE SOURCE GENERAL RSTA REQUISITION STATUS CODE PURCHASING RTXT REPORT TEXT EXT REPORTING RUNP RUN PARAMETERS GENERAL RVDC REVERSING DOCUMENT GENERAL LEDGER RXTX REQUISITION TEXT PURCHASING SAFR SUBALLOWANCE FORWARD REFERENCE BUDGET SAIN SUBALLOWANCE BUDGET SAOB SUBALLOWANCE OBLIGATION INQUIRY PURCHASING SALT SUBALLOTMENT BUDGET SAOP SUBALLOWANCE OPTIONS BUDGET SASP SUBALLOWANCE SPENDING CONTROL BUDGET SAS2 PROJECT SUBALLOWANCE SPENDING CONTROL BUDGET SAST SUBALLOWANCE STRUCTURE BUDGET SCHD SF‑1166 SCHEDULE NUMBER DISBURSEMENTS 9-28

TABLE TABLE TABLE CODE NAME SUBSYTEM SEC1 CORE SECURITY 1 CORE SEC2 CORE SECURITY 2 CORE SECT SECURITY TRACKING TABLE GENERAL SFBB SF-133 BEGINNING BALANCE AMOUNTS EXT REPORTING SFBE SF‑133 BUDGETARY RESOURCES EXT REPORTING SFBN SF-133 FOOTNOTE INFORMATION EXT REPORTING SFB2 SF‑133 STATUS OF BUDGETARY RESOURCES EXT REPORTING SFB3 SF‑133 RELATION OF OBLG/OUTLAYS/EXPEND EXT REPORTING SFB4 SF-133 PREPARER'S INFORMATION EXT REPORTING SHIP SHIPPING ADDRESS PURCHASING SJDF SUBSIDIARY JOURNAL DEFINITION GENERAL SLOG SECURITY VIOLATIONS LOG CORE SLRC SUSPENSE LETTER REASON CODE DOC TRACKING SLVL SUBALLOTMENT LEVEL BUDGET SOBJ SUB OBJECT GENERAL SOPT SYSTEM CONTROL OPTIONS GENERAL SORG SATELLITE STATION/SUB COST CENTER GENERAL SPDX SPENDING DOCUMENT CROSS REFERENCE BUDGET SPRJ SUB-PROJECT REFERENCE DATA SCREEN PROJECT COST SRCE SOURCE RECEIVABLES SREV SUB REVENUE SOURCE GENERAL STAB SECURITY CORE STA2 STATION SECURITY GENERAL STAP STATUS OF PROJECT TABLE PROJECT COST STCT STATE CODE GENERAL STDS STANDARD DESCRIPTION PURCHASING SUSA ACCEPTED DOCUMENT SUSPENSE FILE GENERAL SUSF DOCUMENT SUSPENSE INDEX 1 GENERAL SUS2 DOCUMENT SUSPENSE INDEX 2 GENERAL TABL TABLE REPORTER TADV TRAVEL ADVANCE TRAVEL THAT TRAVEL ADVANCE HEADER TRAVEL TALT TRAVEL ADVANCE LINE TRAVEL TAXT TAX TRAVEL TBDI TABLE‑DIRECTORY REPORTER TBHT TRANSPORTATION BILLING HEADER TRAVEL TBLT TRANSPORTATION BILLING LINE TRAVEL TCAT TRANSACTION CATEGORY GENERAL TCKD TICKET DOCUMENT LINE TRAVEL TCKT TICKET TRAVEL TDE2 TABLEDEF CORE TDEF TABLE DEFINITION CORE TDES TRAVEL DESCRIPTION TRAVEL TETM TRAVEL EXPENSE TYPE MATCH TRAVEL TFSA TRIAL FUND SPLIT AUTHORIZED BUDGET PREP TFST TRIAL FUND SPLIT BUDGET PREP TFTP TREASURY FUND TYPE GENERAL 9-29

TABLE TABLE TABLE CODE NAME SUBSYSTEM TINT TAXPAYER IDENTIFICATION NUMBER CROSS GENERAL TKTR TICKET TRANSFER TRAVEL TLOC TRAVEL LOCATION TRAVEL TMOD TRAVEL MODE TRAVEL TNHT TRANSPORTATION INVOICE HEADER TRAVEL TNLT TRANSPORTATION INVOICE LINE TRAVEL TOFF TREASURY OFFSET SETTINGS TABLE DISBURSEMENTS TOFM TO/FROM DOC TRACKING TOHT TRAVEL ORDER HEADER TRAVEL TOLT TRAVEL ORDER LINE TRAVEL TOTL ALLOCATION TOTALS COST ALLOC TOTX TRAVEL ORDER TEXT TRAVEL TPDC TRAVEL PER DIEM RATE CODE TRAVEL TPLT TRAVEL RELATED PAYMENT LINE TRAVEL TPRP TRAVEL PURPOSE TRAVEL TROH TRAINING OBLIGATION HEADER PURCHASING TROL TRAVEL ROLE TRAVEL TSAT PCS AUTHORIZATION TRAVEL TSCE SF‑1167 TREASURY SCHEDULE CONTROL DISBURSEMENTS TSCH TREASURY SCHEDULE HEADER DISBURSEMENTS TSCL TREASURY SCHEDULE LINE DISBURSEMENTS TSCR TREASURY SCHEDULE REJECTION DISBURSEMENTS TSFY TREASURY SYMBOL ROLL-UP BY FISCAL YEAR GENERAL TSNY TREASURY SYMBOL ROLL-UP - NO-YEAR FUNDS GENERAL TSPC TRAVEL SPECIAL OPTIONS TRAVEL TSRT TREASURY SYMBOL ROLL-UP GENERAL TSUS TRAVEL SUSPENDED PAYMENTS TRAVEL TSYF TREASURY – FUND GENERAL TSYM TREASURY SYMBOL EXT REPORTING TTYP TRAVEL TYPE TRAVEL TVAE TRAVEL VOUCHER ACCOUNTING ENTRIES TRAVEL TVAT TRAVEL VOUCHER ACCOUNTING LINE TRAVEL TVHT TRAVEL VOUCHER HEADER TRAVEL TVST TRAVEL VOUCHER STATISTICS LINE TRAVEL TVTT TRAVEL VOUCHER TICKET LINE TRAVEL TWPT TAX WITHHOLDING PAYMENT TABLE TRAVEL TXRC TRAVEL EXCEPTION REASON CODE TRAVEL TXTP TEXT TYPE PURCHASING TYOP TYPE OF OVERPAYMENT RECEIVABLES UAPL APPLICATION ID MAINTENANCE CORE UDDT UNAPPLIED DEPOSIT DETAIL GENERAL UDST OUTSTANDING UNAPPLIED DEPOSIT SUMMARY GENERAL UNIT UNIT OF MEASURE PURCHASING UPVT UNPAID VOUCHERS PAYABLES URQS REQUISITION STATUS UPDATE PURCHASING USID USERID SECURITY CORE 9-30

TABLE TABLE TABLE CODE NAME SUBSYSTEM VCHK VOUCHER/CHECK CROSS REFERENCE DISBURSEMENTS VCOM VENDOR COMMODITY PURCHASING VCTE VOUCHER TRACKING DATA ENTRY DOC TRACKING VCTI VOUCHER TRACKING DOC TRACKING VCT2 VOUCHER TRACKING/DLN DOC TRACKING VEND VENDOR REFERENCE DATA SCREEN GENERAL VEN2 CUSTOM VENDOR REFERENCE DATA SCREEN 2 GENERAL VEN3 CUSTOM VENDOR REFERENCE DATA SCREEN 3 GENERAL VIHT VENDOR INVOICE HEADER PURCHASING VILT VENDOR INVOICE LINE PURCHASING VNAM VENDOR NAME CROSS REFERENCE GENERAL VOID VOID CHECKS DISBURSEMENTS VPYA VENDOR PRIOR CALENDAR YEAR 1099 AMOUNTS DISBURSEMENTS VPYI VENDOR PRIOR CY 1099 INTEREST AMOUNTS DISBURSEMENTS VRPT VENDOR REPORTING TABLE GENERAL VTXT PAYMENT VOUCHER TEXT PAYABLES VTYP VENDOR TYPE GENERAL VXDD VOUCHER/DISBURSEMENT DOCUMENT CROSS REF DISBURSEMENTS VXRF VENDOR CROSS REFERENCE GENERAL VZIP ZIP CODE - VENDOR NAME GENERAL WEQA WORKLOAD EQUATION AUTHORIZED BUDGET PREP WEQU WORKLOAD EQUATION BUDGET PREP WHER WHERE CORE WHOM FOR WHOM CORE WHSE WAREHOUSE PURCHASING WHSG WAREHOUSE GROUP PURCHASING WKCA WORKLOAD CATEGORY BUDGET PREP WKCD WORKLOAD CODE BUDGET PREP WKCL WORKLOAD CLASS BUDGET PREP WORC WRITE‑OFF REASON CODE RECEIVABLES WROT WRITE‑OFF RECEIVABLES WTAT WITHHOLDING TAX ALLOWANCE TRAVEL XBG3 EXTENDED BEGIN DAY - PART 3 CORE XBGN EXTENDED BEGIN DAY CORE XFOR EXTENDED FORMAT DEFINITION CORE YACT YEAR END ACCOUNTS BY FY, FUND, GL ACCT CLOSE ‑ ANNUAL YAC2 YEAR END ACCOUNTS BY FY, GL ACCT, FUND CLOSE ‑ ANNUAL YOPT YEAR END CONTROL OPTIONS CLOSE ‑ ANNUAL ZMAP INTERFACE MAP DATA SCREEN GENERAL ZOOM ZOOM CORE 9-31

Section 10 Error Codes

10-1 ACTION: R TABLEID: ERRG USERID: S104 FSC
*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CPM02 ERROR MESSAGE: TRAN CODE/TYPE NOT IN ACED PROBLEM: AN ERROR EXISTS BETWEEN THE TRANSACTION CODE AND TRANSACTON TYPE. THIS ERROR CAN ALSO APPEAR DEPENDING ON THE SETTING OF OPTIONS ON THE ACED TABLE – SUCH AS VENDOR CAT/TYPE, BUDGET OBJECT CODE AND FUND CAT. SOLUTION: CHECK DOCUMENT FOR VALID TRANS CODE/TRANS TYPE. CHECK VENDOR CODE ON DOCUMENT WITH VEN2 TABLE FOR VENDOR TYPE /CAT. CHECK BOC POST FLAGE ON BOCT TABLE AND FUND CAT CODE ON FUND TABLE. CHECK ACED FOR VALID VEND CAT/TYPE, BUDGET BOC & FUND CAT – IF REQUIRED. 5. FOR CERTAIN DOCUMENTS, ASSURE THE VND/PRV FIELD IS ENTERED. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CPM14 ERROR MESSAGE: BAD ACCTG EVENT – CHK TRANS TYPE PROBLEM: THE ACCOUNTING EVENT INFERRED FRM THE ACCOUNTING EVENT TABLE DOES NOT MATCH THE EXPECTED EVENT. SOLUTION: VERIFY THAT THE TRANSACTION CODE AND TRANSACTION TYPE ARE CORRECT FOR THE TYPE OF TRANSACTION BEING ATTEMPTED. VERIFY THAT THE INFERRED ACCOUNTING EVENT IS A SPENDING EVENT, THE BOC AND STN ARE CODED. VERIFY THAT THE INFERRED ACCOUNTING EVENT IS NOT A SPENDING EVENT, THE BOC AND STN ARE NOT CODED. 10-1

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CR36E ERROR MESSAGE: BOTH OBJ & REV SRCE ILLEGAL PROBLEM: BOTH THE BUDGET OBJECT CODE AND REVENUE SOURCE WERE ENTERED. SOLUTION: BOTH THE BUDGET OBJECT CODE AND REVENUE SOURCE CANNOT BE CODED ON THE SAME LINE. DELETE EITHER FIELD. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CV998E ERROR MESSAGE: DUPLICATE PV DOC PROBLEM: THE ACTION IS ‘E’ OR SPACES AND THE PAYMENT VOUCHER HEADER TABLE (PVHT) ENTRY ALREADY EXISTS. SOLUTION: CHANGE THE DOCUMENT ACTION TO ‘M’ TO MODIFY THE DOCUMENT. 10-2

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CV99E ERROR MESSAGE: PV DOC NOT FOUND PROBLEM: THE ACTON IS ‘M’ OR ‘X’ AND THE PAYMENT VOUCHER HEADER TABLE (PVHT) ENTRY WAS NOT FOUND. SOLUTION: MAKE SURE THE ACTION IS CORRECT. IF IT IS NOT, FIX DATABASE TO ADD THE PAYMENT VOUCHER HEADER TABLE (PVHT) ENTRY BACK INTO THE DATABASE IF IT MUST BE THERE. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: C900E ERROR MESSAGE: DOC TOTAL NOT = DETAIL PROBLEM: THE DOCUMENT TOTAL IS NOT EQUAL TO THE COMPUTED TOTAL OF THE LINE AMOUNTS. SOLUTION: CHECK TO ENSURE ALL LINE(S) AMOUNTS ARE CORRECT, THEN ENTER THE CORRECT TOTAL ON THE HEADER. 10-3

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CV27E ERROR MESSAGE: REF OBLH ENTRY NOT FOUND PROBLEM: THE REFERENCE TRANSACTION CODE AND NUMBER ARE NOT FOUND IN THE ORDERS HEADER TABLE (OBLH). SOLUTION: ENTER A REFERENCE TRANSACTION CODE AND NUMBER WHICH ARE IN THE ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CV29E ERROR MESSAGE: REF OBLL ENTRY NOT FOUND PROBLEM: THE REFERENCE TRANSACTION CODE, NUMBER, AND LINE ARE NOT FOUND IN THE OBLIGATION ACCOUNTING LINE TABLE (OBLL). SOLUTION: ENTER A REFERENCE TRANSACTION CODE, NUMBER, AND LINE WHICH ARE IN THE OBLIGATION ACCOUNTING LINE TABLE (OBLL). 10-4

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVX4E ERROR MESSAGE: LINE TYPE MUST BE EQUAL TO F PROBLEM: A PAYMENT VOCHER DOCUMENT LINE WITH A LINE TYPE NOT EQUAL TO ‘F’ IS REFERENCING A LINE NUMBER 991 OF AN OBLIGATION DOCUMENT OR RECEIVER DOCUMENT WITH A FOB CODE THAT DESIGNATES THE BUYER OF THE GOODS AS RESPONSIBLE FOR SHIPPING CHARGES. SOLUTION: CHANGE THE LINE TYPE TO EQUAL ‘F’. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVQCE ERROR MESSAGE: VENDOR ADDRESS CORR ONLY PROBLEM: THE PAYMENT HOLD INDICATOR ON THE VENDOR TABLE (VEN2) IS ‘C’ FOR CORRESPONDING ADDRESS. THIS ERROR CAN OCCUR ON THE HEADER OF THE PV, IF, TN, AND TP DOCUMENTS. SOLUTION: MAKE SURE THE VENDOR ON THE DOCUMENT HAS A PAYMENT HOLD INDICATOR OF ‘N’ OR ‘Y’ ON THE VENDOR TABLE (VEN2). 10-5

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVX8E ERROR MESSAGE: SCHD CAT ALLWS ONLY 1 INV/DOC PROBLEM: AN ELECTRONIC FUND TRANSFER SCHEDULE CATEGORY OF ‘A’ CAN HAVE ONLY ONE INVOICE. SOLUTION: USE THE SAME INVOICE ON EACH LINE. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVANE ERROR MESSAGE: CANNOT ENTER PPAY TYPE PROBLEM: THE DOCUMENT ENTERED IS NOT SUBJECT TO PROMPT PAY EITHER BECAUSE OF THE TRANSACTION CATEGORY, THE VENDOR TYPE, OR THE ACCOUNTING ENTRY DEFINITION. SOLUTION: DO NOT ENTER A PROMPT PAY TYPE ON THE DOCUMENT. 10-6

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CR24E ERROR MESSAGE: ACTION OF ‘X’ NOT ALLOWED PROBLEM: THE DOCUMENT ACTION IS ‘X’, BUT INE DATA WAS ENTERED. SOLUTION: WHEN THE DOCUMENT ACTION IS ‘X’ (CANCEL), ENTRY IN THE LINE FIELDS IS PROHIBITED. CHANGE THE DOCUMENT ACTION TO ‘E’ OR ‘M’ OR DELETE ALL LINES TO CANCEL THE DOCUMENT. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CV20E ERROR MESSAGE: CANNOT CANCEL PRTLY CLSD VCHR PROBLEM: THE ACTION EQUALS ‘S’ AND INTRANSIT OR CLOSED AMOUNTS IS NON-ZERO (FOR THE NORMAL VOUCHER) OR CLOSED AMOUNTS IS NON-ZERO (FOR 1166 VOUCHER). SOLUTION: CHANGE THE ACTION TO ‘M’ AND MODIFY THE VOUCHER. 10-7

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CR45E ERROR MESSAGE: MISSING INC/DEC IND PROBLEM: THE DOCUMENT ACTION IS ‘M’, BUT THE INCREASE/DECREASE INDICATOR WAS NOT ENTERED. SOLUTION: ENTER ‘I’ (INCREASE) OR ‘D’ (DECREASE) IN THE INCREASE/DECREASE INDICATOR FIELD. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: C136E ERROR MESSAGE: INVALID SAT-STN PROBLEM: NO ENTRY EXISTS IN THE SATELLITE STATION/SUB COST CENTER TALBE (SORG) FOR THIS FISCAL YEAR/SATELLITE/STATION CODE COMBINATION. SOLUTION: ENTER A VALID SATELLITE STATION FROM SORG. 10-8

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVYTW ERROR MESSAGE: EXCEEDED LOWER LIMIT LIQ TOL PROBLEM: THIS IS A WARNING MESSAGE. THIS DOCUMENT WILL CAUSE A NEGATIVE MODIFICATION TO THE OBLIGATION WHICH EXCEEDS TOLERANCE. THE LIQUIDATION AMOUNT MUST BE WITHIN THE BOUNDS OF THE TOLERANCE AMOUNT AND THE TOLERANCE PERCENTAGE ASSOCIATED WITH THAT DOCUMENT IN THE TRANSACTION CATEGORY (TCAT) TABLE. SOLUTION: PROCESS THIS DOCUMENT. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVYTO ERROR MESSAGE: EXCEEDED UPPER LIMIT LIQ TOL PROBLEM: THIS IS AN OVERIDEABLE ERROR. THIS DOCUMENT WILL CAUSE A POSITIVE MODIFICATION TO THE OBLIGATION WHICH EXCEEDS TOLERANCE. THE LIQUIDATION AMOUNT MUST BE WITHIN THE BOUNDS OF THE TOLERANCE. AMONT AND THE TOLERANCE PERCENTAGE ASSOCIATED WITH THAT DOCUMENT IN THE TRANSACTION CATEGORY (TCAT) TABLE. SOLUTION: CONSULT THE APPROPRIATE PERSONNEL FOR OVERRIDING THIS ERROR. 10-9

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVZNE ERROR MESSAGE: REF ADV NOT FOUND IN PVHT PROBLEM: THE REFERENCED ADVANCE DOES NOT EXIST IN THE PAYMENT VOUCHER HEADER TABLE (PVHT). SOLUTION: ENTER A REFERENCE ADVANCE THAT EXISTS IN THE PAYMENT VOUCHER ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVZJE ERROR MESSAGE: ADV LIQ AMT > ADV AMT (PVLT) PROBLEM: THE REFERENCED ADVANCE CANNOT BE LIQUIDATED (OFFSET) FOR MORE THAN WAS ADVANCED. SOLUTION: CORRECT THE ADVANCE LIQUIDATION AMOUNT ON THE OFFSET DOCUMENT. 10-10

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVZHE ERROR MESSAGE: ADV LIQ TOTAL NOT = DETAIL PROBLEM: THE ADVANCE LIQUIDATION AMOUNT ENTERED ON THE HEADER SCREEN IS NOT EQUAL TO THE SUM OF THE ADVANCE OFFSET LINES CODED ON THE DOCUMENT. SOLUTION: CHECK ALL AMOUNT FIELDS AND CHANGE THE ADVANCE LIQUIDATION AMOUNT ON THE HEADER OR THE INE AMOUNTS ON THE OFFSET DOCUMENT LINES. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVZKE ERROR MESSAGE: ADV LIQ AMT > CLOSED AMT (PVLT) PROBLEM: THE REFERENCED ADVANCE CANNOT BE LIQUIDATED UNTIL THE ADVACE ISSUANCE HAS BEEN PAID AND THE CLOSED AMOUNT ON THE PVLT HAS BEEN UPDATED. SOLUTION: RUN AUTOMATED DISBURSEMENTS TO UPDATE THE CLOSED AMOUNT FOR PV TRANSACTION CATEGORIES. THE ADVANCE OFFSET CAN BE REPROCESSED AFTER DISBURSEMENTS HAS RUN. 10-11

*** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CR33E ERROR MESSAGE: INVALID BD PRECEDENCES PROBLEM: THE ACCOUNTING DISTRIBUTION OF THE DOCUMENT DOES NOT MATCH THAT ON THE REFERENCED DOCUMENT. SOLUTION: CHANGE THE ACCOUNTING CODES TO MATCH THOSE ON THE REFERENCED BILLING DOCUMENT OR LEAVE BLANK TO DEFAULT. ACTION: R TABLEID: ERRG USERID: S104 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE ERROR CODE: CVYFE ERROR MESSAGE: BD OFFSET NOT PERMITTED PROBLEM: THE REFERENCED BILLING DOCUMENT (BD) HAS A ‘N’ IN THE OFFSET INDICATOR, WHICH INDICATES THAT THE RECEIVABLE MAY NOT BE OFFSET WITH A PAYABLE. SOLUTION: THE RECEIVABLE MAY NOT BE REFERENCED BY A PAYABLE. HOWEVER, THE OFFSET INDICATOR FOR THE BD MAY BE CHANGED ON THE ACCOUNTS RECEIVABLE HEADER INQUIRY TABLE (ARH2). 10-12

THE END

Section 11 Problems

Problem #1 MO 523A010_ _ T/T: 01 VENDOR: 630635264 AMT: $1,000.00
BFY: 10 FUND: A1 LINE 001 STA#: 523 FCP: COST CTR: BOC: QUICK REF. GUIDE PG. 3-18; SAMPLE PG. 3-14

QUICK REF. GUIDE PG. 3-18; SAMPLE 3-15
Problem #2 MO 523A009_ _ T/T: 01 VENDOR: FOB: O AMT: $3,090.00 BFY: 10 FUND: 0160A1* LINE 001 STA#: 523 FCP: COST CTR: BOC: 2632 AMT: $3,000.00 LINE 991 AMT: $90.00 QUICK REF. GUIDE PG. 3-18; SAMPLE 3-15 *YOU DO NOT NEED TO ENTER IN BOTH THE HEADER AND THE LINE. THE LINE INFORMATION OVERRIDES THE HEADER INFORMATION.

Problem #3 MO 523A019_ _ T/T: 01 VENDOR: AMT: $500.00 BFY: 10 FUND: A1* LINE 001 STA#: 523 FCP: COST CTR: BOC: QUICK REF. GUIDE PG. 3-18; SAMPLE 3-16 *YOU DO NOT NEED TO ENTER IN BOTH THE HEADER AND THE LINE. THE LINE INFORMATION OVERIDES THE HEADER INFORMATION.

Problem #4 CANCEL MO 523A019_ _ QUICK REF. GUIDE PG. 3-29; SAMPLE 3-28

Problem #5

Problem #6 SO 523C001_ _ T/T: 01 VENDOR: GOLDKG BEGIN DATE: 10/15/2009
AUTO ACCRUE: N (do not auto accrue as this is a one time payment END DATE: the end date of the accrual if “y” AMT: $120.00 BFY: 10 FUND: A1 LINE 001 STA#: 523 FCP: X3 COST CTR: BOC: DESCR: TUITION QUICK REF. GUIDE PG. 3-34; SAMPLE 3-32

Problem #7 SO 523C951_ _ ENTER A PRIOR YEAR OBLIGATION DOCUMENT
T/T: 01 VENDOR: BEGIN DATE: 09/15/2009 END DATE: 09/30/2009 AMT: $1,500.00 BFY: 09 FUND: A1 LINE 001 STA#: 523 FCP: X3 COST CTR: BOC: QUICK REF. GUIDE PG. 3-34; SAMPLE 3-33

Quick Ref Guide PG. 4-4; Sample 4-3
Problem #8 RECEIVING REPORT 523A009_ _ ________________________________________________________________________ VENDOR Warren Electric Co. ID PO Box Houston, Tx _______________________________________________________ SHIP TO EST SHIP FOB: O Central Warehouse AMT: $3,090.00 V.A. Medical Ctr. DISCNT %: Day: 0 TERM 150 S. Huntington Ave. P TYPE: A PAT: 523A009_ ___ ACCOUNTING SUMMARY: REF LINE BOC RECD VEND AMT. LIQ AMT BFY FUND 0160A1 $3, $3, STA FCP ________________________________________________COST CTR 8223_________ DETAIL LINE ITEM DESCRIPTION QUANTITY UNIT COST TOTAL COST # 10 WIRE FT $6.00 PER FT $3,000.00 FREIGHT $90.00_ AUTH FOR PURCHASE PO# PO TOTAL $ 3,090.00 ESTELLE TOVAR 523A009_ _____________________________ FUND CERTIFICATION THE SUPPLIES/SERVICES ON THIS REQUEST ARE PROPERLY CHARGEABLE TO THE FOLLOWING ALLOTMENTS. THE AVAILABLE BALANCES OF WHICH ARE SUFFICIENT TO COVE THE COST THEREOF, AND FUNDS HAVE BEEN OBLIGATED. WAREHOUSE CERT. SIGN DATE REC’D_________________ Quick Ref Guide PG. 4-4; Sample 4-3

Problem #9 AR 523C951_ _12 ENTER A PRIOR YEAR ACCRUAL DOCUMENT.
T/T: 01 RECVD DATE: ENTER IF DIFFERENT FROM TODAY’S DATE REF DOC: SO 523C951_ _ RECEIVED BY: Input your name or initials DOC TOTAL: $1,500.00 LINE: 001 REF LINE: 001 LINE AMOUNT: $1,500.00 QUICK REF. GUIDE PG. 4-20; SAMPLE 4-19

Quick Ref. Guide PG. 4-20; Sample 4-23
Problem #10 AR 523C951_ _ 12 BATCH AR 523_ _ _ HOW TO MODIFY A PRIOR YEAR ACCRUAL ACTION: “M” DOC TOTAL: $500.00 LINE: 001 LINE AMOUNT: $500.00 INC/DEC: D Quick Ref. Guide PG. 4-20; Sample 4-23

Quick Ref. Guide PG. 5-16; SAMPLE 5-12
Problem #11 WARREN ELECTRIC CO. PO BOX HOUSTON, TX Sold to: Veterans Affairs Med. Ctr. (523) Invoice Date: 10/01/2009 150 Huntington Ave Invoice #: ABC123_ _ Boston, Ma P.O. Number: 523A009_ _ Description Amount Wire $3,000.00 Freight charge: $90.00 Total: $3,090.00 ACCP/DEL DATE: LOG DATE: Quick Ref. Guide PG. 5-16; SAMPLE 5-12

Quick Ref. Guide PG. 5-16; SAMPLE 5-13
Problem #12 ELECTRIC COMMUNICATIONS SYSTEMS 2906 BRADY ST. DAVENPORT, IA Sold to: Veterans Affairs Med. Ctr.(523) Invoice Date: 10/13/2009 150 Huntington Ave. Invoice #: DEF456_ _ Boston, Ma P.O. Number: 523A010_ _ Description Amount 10 Telephones $1,000.00 Total: $1,000.00 Acceptance/Delivery Date: *Actual date services received or rendered LOG DATE: (When VA receives invoice) I certify that the services listed here on Trans ID__________ RECEIVED for $__________have been received or rendered on October 15 AM 8:48 *_10/04/09____________(date) and are proper for payment (except as noted) by the due date shown on the invoice. Accounting and Appropriation Data_____________________ SIGNATURE__________________________DATE**______ **Date of signature Quick Ref. Guide PG. 5-16; SAMPLE 5-13

Problem #13 PATS PICKLE POT 1234 DILL DRIVE VLASICK, TX. 78727
Sold to: Veterans Affairs Med. Ctr. (523) Invoice Date: 10/08/2009 150 Huntington Ave. Invoice #: JKL789_ _ Boston, Ma P.O. Number: 523C951_ _ Description Amount Cater reception $1,000.00 Total: $1,000.00 Acceptance/Delivery Date: *Actual date services received or rendered LOG DATE: (When VA receives invoice) RECEIVED 2009 October 15 AM 8:48 Quick Ref. Guide PG. 5-16; Sample 5-14 I certify that the services listed here on Trans ID_________ For $_______have been received or rendered on *10/04/09 (date) and are proper for payment (except as noted) by the due date shown on the invoice. Accounting and Appropriation Data___________________ SIGNATURE_________________DATE**_____________ **Date signature is signed.

Problem #14 Quick Ref. Guide PG. 5-16; Sample 5-15 NOVA MEDICAL CORP.
50 Ridgefield Ave. Bridgeport, Ct Sold to: Veterans Affairs Med. Ctr (523) Invoice Date: 10/08/2009 150 Huntington Ave. Invoice#: GHI789_ _ Boston, Ma P.O. Number: 523C075_ _ Description Cost Amount Seminar , $25,000.00 Seminar 2 $5, $5,000.00 Total: $30,000.00 Acceptance/Delivery Date: *Actual date services received or rendered Log Date: (When VA receives invoice) I certify that the services listed here on Trans ID__________ Received for $__________have been received or rendered on October 15 AM 8:48 * 10/03/09 (date) and are proper for payment (except as noted) by the due date shown on the invoice. Accounting and Appropriation Data_____________________ SIGNATURE__________________________DATE**_______ **Date signature is signed. Quick Ref. Guide PG. 5-16; Sample 5-15

Problem #15 PS _ _ REIMBURSE MR MURPHY FOR OVERPAYMENT VENDOR CODE: MISCVET NAME: AUDIE MURPHY ADDRESS: JALAPENO ST SAN ANTONIO, TX 78989 AMT: $25.00 VENDOR INV: OVERPAYMENT__ INV DATE: BFY: FUND: UDN: QUICK REF. GUIDE PG. 5-22; SAMPLE 5-21

Problem #15a PV 523A009_ _01 Vendor has requested a change to the schedule payment date. VENDOR CODE: NAME: WARREN ELEC CO ADDRESS: PO BOX HOUSTON, TX ACTION: M SCHD PMT DATE: Instructor will provide new date DOC TOTAL: QUICK REF. GUIDE PG. 5-32; SAMPLE 5-25

Problem #16 DD 523C951_ _ YOU GAVE PAT’S PICKLE POT A CONVENIENCE CHECK FOR $500. YOU WOULD EXPENSE IT WITH A DD (DIRECT DISBURSEMENT DOCUMENT). QUICK REF. GUIDE PG. 6-5; SAMPLE 6-4

Problem #17 CR _ _ DEPOSIT # _ _ DEP. TOTAL $ ACCOMPLISHED DATE SF-215 OR SF-5515 DATE LINE 001 T/T 23 STA 523 BFY 05 FUND REV SRCE CODE 8001 VENDOR MISCN AMT $5,000.00 LINE 002 T/T 17 BFY 10 FUND 3875 AMT $205.00 UDN _ _ QUICK REF. GUIDE PG. 7-7; SAMPLE 7-4

Problem #18 TR _ _ DEP NUMBER DOC TOTAL $0.00 ACCP DATE 10/08/09 LINE 001 T/T 24 BFY 10 FUND STA AMT $205.00 I/D D UNAPPLIED DEP NO _ _ LINE 002 T/T 18 FUND A1 FCP COST CTR BOC I/D I VND/PRV MISCN QUICK REF. GUIDE PG. 7-7; SAMPLE 7-6

Problem #19 BD 523K0051_ _ PAID WRONG VENDOR WHEN WE PAID PAT’S PICKLE POT. DO BILLING DOCUMENT (BD) TO RECORD A BILL FOR COLLECTION. DOC TOTAL $1,000.00 PAYER CODE LINE BFY 10 FUND A1 T/T 01 STATION 523 ACC X3 COST CTR BOC LINE AMOUNT $1,000.00 QUICK REF. GUIDE PG. 8-7; SAMPLE 8-4

Problem #20 WR 523K0051_ _ ITS BEEN DETERMINED THAT THE RECEIVABLE IS UNCOLLECTIBLE. WE WILL DO A WRITE-OFF (WR) DOCUMENT TO RECORD AN ACCOUNTS RECEIVABLE WRITE-OFF. QUICK REF. GUIDE PG. 8-13; SAMPLE 8-12

FINANCIAL SERVICES CENTER TRAINING FACILITY AUSTIN, TX PRESENTS

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