Transcript FINANCIAL SERVICES CENTER TRAINING FACILITY AUSTIN, TX

FINANCIAL SERVICES
CENTER
TRAINING FACILITY
AUSTIN, TX
PRESENTS
FSC Training Staff
(512) 460-5059
A/O Oct 08
WELCOME TO THE
FINANCIAL $ERVICE$ CENTER
AUSTIN, TEXAS
TABLE OF CONTENTS
Section 1
Introduction/Outline
Section 2
FMS Research Techniques
MSGL
GLTS
GLDB
Section 3
Accounts Receivables
Negative PV 03
Treasury Offset Program (TOP) System
Section 3a
Payments
Zero PV 01
Recurring Payments
Section 4
Payroll Transactions
Section 5
Travel Transactions
Section 6
Financial Indicator Report
Section 7
F911 vs Macro
Section 8
Annual close Memo Draft
Section 9
Annual Close/Trial Balance
Section 10
Journal Voucher
1-1 thru 1-2
2-1 thru 2-25
3-1 thru 3-24
4-1 thru 4-28
5-1 thru 5-46
6-1 thru 6-14
7-1 thru 7-11
8-1 thru 8-10
9-1 thru 9-6
10-1 thru 10-6
Introduction
Introduction
Class Schedule: Class start: 8:30 a.m.
Class ends: 4:00 p.m.
Objective: At completion of this course the student will be able to:
•FMS Research Techniques
MSGL
GLTS
GLDB
•Accounts Receivables
Billing Documents (BD)
Negative PV 03
Treasury Offset Program System (TOP)
•Payroll Transactions
Expenditures (PR )
Billing Documents (BD)
Unfunded Expense (UE)
•TDY Travel
F854 Report Out of Balances for Employee Advances
Common Problems
Solutions
1-1
Introduction
Objective: At completion of this course the student will be able to:
•Financial Indicators
Web Site
889B report
3875
•F911 report vs Macro
Common Issues
•Annual Close Memo Draft
•Annual Close and Trial Balance
•Journal Vouchers
Station’s Journal voucher
FSC Journal voucher
1-2
WEBSITES
http://www.va.gov/publ/direc/finance/finance.htm
VA Directives, Handbooks, Bulletins
http://www.fsc.va.gov/fsc.index.htm
FSC homepage
http://vaww1.va.gov/fmshome
Under FMS User Guide, FMS guides can be accessed
http://vaww.fscdirect.fsc.va.gov
FMS GL and Proforma
http://vaww.fscdirect.fsc.va.gov/newsflash
News Flash location
http://vaww.frs.aac.va.gov/logon.asp
FRS
https://vaww.snapwebfms.aac.va.gov/
FMS SnapShotWeb
http://austin.aac.va.gov
EOS API for RSD reports
1-3
FMS Research Techniques
GENERAL LEDGER QUERIES
Table ID
Table Name
Known Information
Desired Information
1. ACED
The Accounting Entries
Definition Table
Fiscal Year, FMS Transaction
Code, FMS Transaction Type
Accounting Entry ID
2. ACEN
The Accounting Entries
Table
Fiscal Year, Accounting Entry ID
General Ledger account postings defined by
a particular accounting entry.
3. ACEV
The Accounting Event
Type Data Screen
Key is Accounting Event Type
This table identifies the types of transaction
that can performed by FMS programs
posting to the general ledger.
4. BOCT
The Budget Fiscal Year,
Budget Object Code
Budget Fiscal Year, Budget Object
Code
BOCs are used to post to specific asset (or
expense) accounts.
5. MSGL
The Monthly Summary
General Ledger Balances
Table
Fiscal Year, Fund, Budget Fiscal
Year, General Ledger Account
Number, Admin/Office, Station,
FCP/PRJ Code, Budget Object
Code, Reporting Category Code
Fiscal month or period, Net Amount
NOTE: These fields are often
known when querying GL Tables.
6. GLDB
The General Ledger
Balances with
Accounting Distributions
and Vendor Details Table
Fiscal Year, Budget Fiscal Year,
Fund, General Ledger Account,
Admin/Office, Station, Cost Center,
FCP/PRJ code, Budget Object Code
NOTE: This table is most useful
when you know at least the fields
from FY to BOC; otherwise lots of
scanning is required. If you are
reconciling, however, it may be
necessary to scan only on FY, BFY,
FUND, GL acct.
7. GLTS
The General Ledger Trial
Balance By Station Table
Fiscal Year, Budget Fiscal Year,
Station Fund, General Ledger
Account
Type, Transaction ID, Date, Reference
Document, Vendor, Vendor Invoice,
Amount
UPDATES IMMEDIATELY
General Ledger Account, Beginning
Balance, Debits, Credits, Ending Balance
UPDATES OVERNIGHT
These are FMS tables used for researching
2-1
THE ACCOUNTING ENTRIES DEFINITION
TABLE (ACED)
ACED
General Ledger
Queries
ACTION: R TABLEID: ACED USERID: R047 JRA
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR
TRANS TRANS
CAT\
BUDGET
PROJECT
FUND ACCOUNTING
FY
CODE
TYPE
TYPE
BOC
POST TYPE CAT
ENTRY ID
-------------------------- ---- ---------01- 09
MO
01
E
2000
DESCRIPTION MISCELLANEOUS ORDER
02- 09
MO
01
E
E
2099
DESCRIPTION MISCELLANEOUS ORDER
03- 09
MO
01
E
O
2000
DESCRIPTION MISCELLANEOUS ORDER
04- 09
MO
01
G
2030
DESCRIPTION MISCELLANEOUS ORDER
05- 09
MO
01
G
C
2030
DESCRIPTION MISCELLANEOUS ORDER
06- 09
MO
01
G
E
2031
DESCRIPTION MISCELLANEOUS ORDER
PROMPT
PAY
FLAG
-----N
N
N
N
N
N
Accounting Entries Definition Table (ACED)
Table Description
This table is used to define Accounting Entry IDs. From the combination of transaction
code and transaction type, FMS determines the Accounting Entry ID. The Accounting Entry ID
identifies the Accounting Event that FMS should use when posting the transaction.
Table Uses

Looks up FMS Accounting Entries for a given transaction code and transaction type.

Verifies transactions against the records in this table and rejects those for which a valid
transaction code and transaction type combination is not found.
2-2
THE ACCOUNTING ENTRIES TABLE (ACEN)
ACEN
General Ledger
Queries
ACTION: R TABLEID: ACEN USERID: R047 JRA
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
FISCAL YEAR: 09
ACCOUNTING ENTRY ID: 2107
ACCOUNTING EVENT TYPE: SP03
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
NUMBER
CODE
LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- --01001
GENJ
D
6100 22
N
2111 02
N
Y
N
02002
GENJ
D
4610 44
N
490N 48
N
Y
N
03003
GENJ
D
3107 03
N
5700 31
N
Y
N
040506070809101112131415Accounting Entries Table (ACEN)
Table Description
This table identifies the debit and credit accounts for a particular accounting entry.
Table Uses

Finds the accounting event defined for a particular transaction.

Looks up the GL accounts debited and credited by a particular transaction.
2-3
ACEV
Accounting Event Type Table
ACTION: R TABLEID: ACEV USERID: RO47 BAM
ACCOUNTING EVENT TYPE REFERENCE DATA SCREEN
KEY IS ACCOUNTING EVENT TYPE
H- ACCOUNTING
POST FLAGS
REQD
EVENT
VEND BOC PROJECT FUND CAT FIELD
---------------------------01- SP03
Y
Y
N
Y
Y
02- SP04
N
Y
N
N
N
03- SP05
Y
N
N
Y
N
04- SP06
N
N
N
N
N
05- SP07
N
N
N
N
N
06- SP08
N
N
N
N
N
07- SP09
N
N
N
N
N
08- SV99
N
Y
N
Y
N
09- TK01
N
N
N
N
N
10- TK02
N
N
N
N
N
11- VS01
N
N
N
N
N
12- VS02
N
N
N
N
N
13- VS03
N
N
N
N
N
DESCRIPTION
-----
-----------------------------
EXPENDITURE/EXPENSE
EXPENSE ONLY
BALANCE SHEET TRANSFER
REVENUE REFUND
REFUND REIM BILLED EXPEND
REFUND REIM BS TRANSFER BILL
REFUND REIM REVENUE BILLING
MISCELLANEOUS
TICKETS - PAYABLE
TICKETS - PREPAID
VOUCHER SELECTION
DISCOUNT TAKEN
DISCOUNT LOST
Accounting Event - The accounting event identifies the type of transactions being
performed in FMS. Accounting events are pre-determined and should not be modified.
SP03 (Expenditure - - either Expenditure only or Expenditure and Expense
Posting(s): Vendor Type/Category, Boc, Project, Fund Category
Table Updates: Updates the expended amount on the budget tables (APPR, FAPP, ALOC,
ALLT, etc.). Also updates the spending cross reference table (SPDX) if the SPDX option is
set to Y in the SOPT table. Most of these documents will update the payment and
disbursement tables (PVHT, PVLT, TSCH, TSCL). If an obligation, payment, also update
the obligation tables. Standard Vouchers will update the budget tables, but not the
obligation, payment, and disbursement tables.
2-4
BOCT
BUDGET
BOCT
OBJECT
CODE
REFERENCE
DATA
The Key elements are BUDGET FISCAL YEAR, BUDGET OBJECT CODE.
used to post to specific asset (or expense) accounts.
SCREEN
BOCs are
ACTION: R TABLEID: BOCT USERID: S104 FSC
BUDGET OBJECT CODE REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
FED BOC SUB
BOC OBL= REST
BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG
POST EXP LKUP
DEACT
FY CODE CLS CLS IND IND IND FLAG
FLAG LMT FLAG BOC FLAG
DATE
-- ---- --- --- --- --- ---- ------ ---- ---- ---- ---- ---- -------01- 09 3124 310 31
N
N
N
N
N
31
Y
Y
N
NAME: INTERNAL USE SOFTWARE-CAPITLZD SHORT: INTRNL SFTWR
02- 09 3125 310 31
N
N
N
N
N
31
Y
Y
N
NAME: TELECOMM EQ (DATA) PURCHASED
SHORT: TELECOMM-PUR
03- 09 3126 310 31
N
N
N
N
N
31
N
Y
N
NAME: FURNITURE & FIXTURES, NOT CAP
SHORT: FURN&FIX,NC
04- 09 3127 310 31
N
N
N
N
N
31
N
Y
N
NAME: OFFICE EQUIPMENT, NOT CAP
SHORT: OFF EQ, NC
05- 09 3128 310 31
N
N
N
N
N
31
N
Y
N
2-5
Example of BOCT FY Differences
It is important to look up the BOC by fiscal year of the transaction. For example: You are trying to process an EW from Fund 0160A1, FY 09,
BOC 1150 for performance awards to Fund 0160X4, BFY 94.
If you look on the BOCT table for FY 94 BOC 1150 did not exist. In scanning the BOCT table for FY 94 you will find that BOC 1114 is for
performance awards.
ACTION: R TABLEID: BOCT USERID: S104 AFA
BUDGET OBJECT CODE REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
FED BOC SUB
BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG
FY CODE CLS CLS IND IND IND FLAG
FLAG
-- ---- --- --- --- --- ---- ------ ---01- 09 1150 110 11
Y
Y
N
N
N
NAME: PERFORMANCE AWARDS
02- 09 1151 110 11
Y
Y
N
N
N
NAME: EXECUTIVE NURSES SPECIAL PAY
BOC OBL= REST
POST EXP LKUP
DEACT
LMT FLAG BOC FLAG
DATE
---- ---- ---- ---- -------11
N
Y
N
SHORT: PERFMNC AWDS
11
N
Y
N
SHORT: NURS SPCL PY
ACTION: R TABLEID: BOCT USERID: S104 AFA
BUDGET OBJECT CODE REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
FED BOC SUB
BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG
FY CODE CLS CLS IND IND IND FLAG
FLAG
-- ---- --- --- --- --- ---- ------ ---01- 94 1111 110 11
Y
Y
C
N
N
NAME: SPECIAL PAY F/T DENTISTS
02- 94 1112 110 11
Y
Y
C
N
N
NAME: SPECIAL PAY P/T PHYSICIANS
03- 94 1113 110 11
Y
Y
C
N
N
NAME: SPECIAL PAY F/T PHYSICIANS
04- 94 1114 110 11
Y
Y
C
N
N
NAME: PERFORMANCE AWARDS
05- 94 1115 110 11
Y
Y
C
N
N
NAME: SENIOR EXEC.SERVICE BONUS
06- 94 1116 110 11
Y
Y
C
N
N
NAME: REEMPLOYED ANNUITANTS REIMB
BOC OBL= REST
POST EXP LKUP
DEACT
LMT FLAG BOC FLAG
DATE
---- ---- ---- ---- -------11
N
Y
N
SHORT: F/T DEN S/P
11
N
Y
N
SHORT: P/T PHYS S/P
11
N
Y
N
SHORT: F/T PHYS S/P
11
N
Y
N
SHORT: PERF.AWARDS
11
N
Y
N
SHORT: SES BONUS
11
N
Y
N
SHORT: REEMP. ANNUI
2-5A
Example of Reject
ACED/ACEN/ACEV/BOCT
COMMND:
DOCID: ET 40 832Z50005
STATUS: HELD
001-001 OF 002
BATID:
SUB STN:
03/23/08
01LINE: 001 REF DOC: CO 832Z50005
REF LINE: 001 ACCP DATE:
PAY ADV: REF ADV:
REF ADV LINE:
INV DATE:
VENDOR INV NO/LINE:
LOG DATE:
T/T: 01 BFYS: 04
FUND: 0111
STATION/SAT: 832
FCP/PRJ: EF3021
JOB NO: 14
COST CTR/SUB:
BOC/SUB: 2549
REPT CATG:
REV SRCE/SUB:
CLSD BFYS:
CLSD FUND:
GL ACCOUNT:
DESCR: SEE LINE 002-CORRECT FUND APPN
LINE AMOUNT: 350000.00
I/D: D P/F:
INT REASON:
LIQ AMOUNT:
QUANTITY:
ADV:
UNAPPLIED DEP NO:
01-CPM02-TRAN CODE/TYPE NOT IN ACED
ACTION: R TABLEID: BOCT USERID: S104 FSC
BUDGET OBJECT CODE REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
FED BOC SUB
BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG
FY CODE CLS CLS IND IND IND FLAG
FLAG
-- ---- --- --- --- --- ---- ------ ---01- 04 2549 250 25
N
N
C
N
N
NAME: ROADS AND GROUNDS MAINTENANCE
BOC OBL= REST
POST EXP LKUP
DEACT
LMT FLAG BOC FLAG
DATE
---- ---- ---- ---- -------25
Y
Y
N
SHORT: RDS&GRNDS MN
2-6
MSGL
General Ledger
Queries
THE MONTHLY SUMMARY GENERAL LEDGER BALANCES TABLE (MSGL)
ACTION: R TABLEID: MSGL USERID: R047 JRA
*** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***
FY FUND BFY GL ACCT
-- ------ ----- ------09 0151A1 08
6100
A/O
----20
FISC MONTH
---------01
01020304050607080910111213-
STN
-------358
FCP/PRJ
BOC/REV SRCE
--------- -----------01AE27298 2674
REPT CATG
---------
NET AMOUNT
-------------------894.84
Monthly Summary General Ledger Balances Table (MSGL)
Table Description
This table provides an on-line report of general ledger account balances for a given fiscal year, fund, budget fiscal
year GL account, administration/staff office, station, FCP/PRJ, budget object code or revenue source, reporting category,
and fiscal month level.
Table Uses

Monitors the net balances of an account for a specific accounting distribution for every fiscal month in the fiscal
year.
2-7
MSGL
GL Queries
THE MONTHLY SUMMARY GENERAL LEDGER BALANCES TABLE (MSGL)
ACTION: R TABLEID: MSGL USERID: R047 JRA
*** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***
FY FUND BFY GL ACCT
-- ------ ----- ------08 0151A1 07
6100
01020304050607080910111213-
A/O
----20
FISC MONTH
---------02
03
04
05
11
14
STN
-------358
FCP/PRJ
--------01AE27298
BOC/REV SRCE
-----------2674
REPT CATG
---------
NET AMOUNT
------------------143.37
433.96
1,632.77
325.79
276.18
-2,812.07
Monthly Summary General Ledger Balances Table (MSGL)
The FISC MONTH is the fiscal month (or period) of the accounting period of the accounting event.
00 = Opening Balances
01 = October
02 = November
03 = December
04 = January
05 = February
06 = March
07 = April
08 = May
09 = June
10 = July
11 = August
12 = September
13 = October (Adjustments)
14 = Closing
2-7A
THE MONTHLY SUMMARY GENERAL LEDGER
BALANCES TABLE (MSGL)
MSGL
GL Queries
ACTION: R TABLEID: MSGL USERID: R047 JRA
*** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***
FY FUND BFY GL ACCT
-- ------ ----- ------07 0151A1 06
6100
01020304050607080910111213-
A/O
----20
FISC MONTH
---------01
STN
-------310
FCP/PRJ
BOC/REV SRCE
--------- -----------000031000
2580
REPT CATG
---------
NET AMOUNT
------------------141.60
Monthly Summary General Ledger Balances Table (MSGL)
This shows the activity for general ledger 6100 was for FY07 Fiscal Month 01, which is October of
2006. Use the monthly F827 CD to identify the transaction code and transaction type.
2-7B
GENERAL LEDGER BALANCES WITH ACCOUNTING
DISTRIBUTIONS AND VENDOR DETAILS TABLE
(GLDB)
ACTION: R TABLEID: GLDB USERID: R047 JRA
*** GENERAL LEDGER DETAIL BALANCE INQUIRY SCREEN ***
FY BFY
FUND GL ACCT
-- ----- ------ ------09 09
0160A1 480N
AD/OF STN
---- ------10
501
COST CTR FCP/PRJ BOC/REV SRCE
-------- --------- -----------840100
0100401W3
2580
TYPE
---47
TRANS ID
DATE FM REF DOCUMENT
VENDOR
VENDOR INV #
AMT
------------- ------ -- ------------- ----------- -------------------- ----PV501C9131002 081006 01 SO501C91310
MISCN123456789
45549
13.20
PV501C9155501 081006 01 SO501C91555
MISCN123456789
45427
10.20
SO501C91310
081006 01
MISCN123456789
86.90
SO501C91310
081006 01
MISCN123456789
-0.10
SO501C91555
081006 01
MISCN123456789
-100.00
SO501C91555
081006 01
MISCN123456789
89.80
General Ledger Balances with Accounting Distributions and Vendor Details Table (GLDB)
Table Description
This table provides an on-line report of general ledger account balances and lists all of the
transactions that affected the account balance for a given fiscal year, budget fiscal year, fund, GL
account, administration/staff office, station, cost center, FCP/PRJ and budget object code.
Table Uses

Research the transactions posted to a particular general ledger account within a specific
accounting distribution.
2-8
GLDB
General Ledger
Queries
THE GENERAL LEDGER TRIAL BALANCE BY STATION
TABLE (GLTS)
GLTS
General Ledger
Queries
ACTION: R TABLEID: GLTS USERID: R047 JRA
*** GENERAL LEDGER TRIAL BALANCE BY STATION SCREEN ***
KEY IS FISCAL YEAR, STATION, FUND, BFYS, GL ACCT
FY
-09
010203040506070809101112-
GL
ACCT
---2111
2121
2122
2190
2191
2210
3100
3310
4201
4210
425F
425G
STATION
------501
FUND
-----0160A1
D/
C
BEG BAL
---------------C
-194,632.48
C
-9,291.47
C
-514,715.62
C
-32,752.32
C -5,286,473.69
C -3,782,861.74
C 135,268,323.78
N -8,306,819.91
D-137,975,019.94
D
0.00
D
2,706,693.58
D
0.00
BFYS
--08
DEBIT BALANCE:
- CREDIT BALANCE:
= DIFFERENCE:
+
DEBITS
--------------438,143.41
53,027.77
5,794,964.65
32,752.32
5,115,217.99
3,792,601.09
10,287,978.24
85,028.79
0.00
509,969.59
342,312.93
2,936,805.84
CREDITS
--------------264,438.44
50,258.38
5,337,426.83
0.00
135,024.78
9,739.35
9,673,087.43
12,268.00
0.00
317,999.53
3,017,238.04
0.00
237,159,250.77
237,159,250.77
0.00
=
END BAL
---------------20,927.51
-6,522.08
-57,177.80
0.00
-306,280.48
0.00
135,883,214.59
-8,234,059.12
-137,975,019.94
191,970.06
31,768.47
2,936,805.84
General Ledger Trial Balance by Station Table (GLTS)
Table Description
This table reports trial balances for a specified station. All posted transactions affecting the
ending balances of GL accounts within the accounting fiscal year are shown.
Note: This table is updated each night and displays balances to the end of the previous day.
Table Uses

Monitors the beginning balance, all debits and credits posted, and the ending general ledger
balances for each fund at a specified station.
2-9
The FMS Accounting Codes
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
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.
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
2-10
Fund Codes are defined in FMS on the Fund Table (FUND) as pictured below.
ACTION: R TABLEID: FUND USERID: S104 FSC
FUND REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEARS, FUND
01BFYS: 09
FUND: 0151A1 FUND TYPE: G
BUD CAT: A DEACT DATE:
NO YEAR: N CARRYOVER: N
REVOLVING: N CLOSE LVL: S TREASURY FUND TYPE: A
FUND NAME: GOE - CAT A - LMT 01
TREASURY SYMBOL: 3690151
SHORT NAME: GOE
FUND CLASS: 01
FUND CATEGORY:
FUND GROUP:
AGENCY: 36
AGENCY NAME: DEPT. OF VETERANS AFFAIRS
AGY LOC CODE: 36 - 03 - 0000 OMB ID CODE: 1000
SUBCLASS: N
BUREAU CODE:
ALLOW UNOBLIG EXP AGST EXPRD: N
CONTROL OPTIONS - APPROPRIATION: P
APPORTIONMENT: P
ALLOTMENT: P
SUB-ALLOTMENT: P
ALLOWANCE: P REVENUE BUD: N
DIMENSIONS ALLOTMENT
SUB-ALLOTMENT
ADM/OFF:
Y
Y
ALLOWANCE
STATION:
N
N
PGM DEF
PROGRAM/DEF:
N /
Y / PCAT
PCLS
LIMITATION:
N
N
UNAPPLIED DEPOSIT OPT: N
MEMO DEPRECIATION TRANS TYPE:
RPT224 COLUMN IND: D
INTEREST BFYS: 09
FUND: 0151A1 STATION:
FCP/PRJ:
JOB NO:
COST CTR:
BOC:
RPT CAT:
2-11
Administration/Staff Office Codes
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.
Examples:
02
10
20
=
=
=
General Counsel
VHA
VBA
Administration/Staff Offices are defined in FMS on the Administration/Staff Office Table
(DVSN) as pictured below.
ACTION: R TABLEID: DVSN USERID: S311 DWS
ADMINISTRATION/STAFF OFFICE REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, ADM/OFF
01FISC YEAR: 09 ADM/OFF: 10
ADM/OFF NAME: VETERANS HEALTH ADMIN.
SHORT NAME: VHA
ALLOW STATUS IND: N
ADM/OFF MANAGER:
OPTIONS
ALLW STN: Y ALLW PGM: Y ALLW LMT: N REV STN: N REV PGM: N
APRV CODE: N
DECENTRAL TRVL ORDER: N
TRAVEL STATS REQD: N
02FISC YEAR: 09 ADM/OFF: 20
SHORT NAME: VBA
ALLOW STATUS IND: N
ADM/OFF NAME: VETERANS BENEFITS ADMINI
ADM/OFF MANAGER:
OPTIONS
ALLW STN: Y ALLW PGM: N ALLW LMT: N REV STN: N REV PGM: N
APRV CODE: N
DECENTRAL TRVL ORDER: N
TRAVEL STATS REQD: N
2-12
Station Numbers
Station Numbers (STATION/SAT) are the three-character identifiers assigned to each VA
station.
Examples:
311
326
501
590
=
=
=
=
Pittsburgh, PA Regional Office
Indianapolis, IN Regional Office
Albuquerque, NM Medical Center
Hampton, VA Medical Center
Integrated stations have a two-character suffix that follows the main three-character station number.
Station Numbers are defined in FMS on the Station/Cost Center Table (ORGN) as pictured
below.
ACTION: R TABLEID: ORGN USERID: S311 CMR
STATION/COST CENTER REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, STATION/COST CENTER
BUD FISCAL YEAR: 09 STN/COST CTR: 101
ADM/OFF: 04
DEACT DATE:
S/C NAME: VA CENTRAL OFFICE
SHORT NAME: VACO
S/C MANAGER:
LEVEL IND: 1
ADDRESS: 810 VERMONT AVE NW
PHONE NUMBER: 202 565 4696
CITY: WASHINGTON
STATE: DC
ZIP CODE: 20420
FCP/PRJ:
APPROVAL: N
ALLOW STATUS IND: N
ALLOWANCE STN: 101
REVENUE BUDGET STN:
SERVICING STN:
DECENTRAL TRAVEL ORDER: N
BUDGET/COST CTR: B
STATION GROUP: 02
REGION: 09
CONGRESSIONAL DISTRICT CODE: 01
DISTRICT: 29
COUNTY/CITY CODE: 001
COUNTY/CITY NAME: DISTRICT OF COLUMBIA
REST LKUP FLAG: N
REPORTING STATIONS
-----------------STN 1:
STN 2:
STN 3:
STN 4:
STN 5:
STN 6:
STN 7:
STN 8:
2-13
Satellite Station Numbers for integrated stations are defined in FMS on the Satellite Station/Sub Cost
Center Table (SORG) as pictured below.
ACTION: S TABLEID: SORG USERID: R047 LA1
SATELLITE STATION/SUB COST CTR REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, STATION/COST CTR, SAT-STATION/SUB COST CTR
SS/
DEACT
BFY STN/COST CTR SCC SAT-STN/SUB COST CTR NAME
SHORT NAME
DATE
--- ------------ --- ------------------------------ ------------ -------01- ..
.......
.. .............................. ............ .. .. ..
STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
02- ..
.......
.. .............................. ............ .. .. ..
STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
03- ..
.......
.. .............................. ............ .. .. ..
STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
04- ..
.......
.. .............................. ............ .. .. ..
STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
05- ..
.......
.. .............................. ............ .. .. ..
STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
06- ..
.......
.. .............................. ............ .. .. ..
STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
07- ..
.......
.. .............................. ............ .. .. ..
STATE: .. CNTY/CTY CDE: ... NAME: ....................... CONG DIST CDE: ..
2-14
Budget Object Codes
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.
OBJECT CLASS
11 = Personnel Compensation
12 = Personnel Benefits
13 = Benefits of Former Personnel
21 = Travel/Transportation of Persons
22 = Transportation of Things
23 = Rent, Communications, Utilities
24 = Printing and Reproduction
25 = Other Services
26 = Supplies
31 = Equipment
32 = Land and Structures
33 = Investments and Loans
41 = Grants, Subsidies and Contributions
42 = Insurance, Claims and Indemnities
43 = Interest and Dividends
44 = Refunds - VBA
OBLIGATION
OBJECT CODES
1100 series
1200 series
1300 series
2100 series
2200 series
2300 series
2400 series
2500 series
2600 series
3100 series
3200 series
3300 series
4100 series
4200 series (for district counsel)
4300 series
4400 series
The valid Object Classes and Budget Object Codes are listed on the Object Class Table (OCLS) and the Budget Object Code Table
(BOCT), respectively. Below is a screen print of the Budget Object Code Table (BOCT).
ACTION: R TABLEID: BOCT USERID: R047 JRA
BUDGET OBJECT CODE REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
FED BOC SUB
BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG
FY CODE CLS CLS IND IND IND FLAG
FLAG
-- ---- --- --- --- --- ---- ------ ---01- 09 2610 260 26
N
N
N
N
N
NAME: PROVISIONS
02- 09 2620 260 26
N
N
N
N
N
NAME: OFFICE SUPPLIES
03- 09 2621 260 26
N
N
N
N
N
NAME: TABULATING CARDS-NOT CUST PRTD
04- 09 2622 260 26
N
N
N
N
N
NAME: TABULATING PAPER-NOT CUST PRTD
05- 09 2623 260 26
N
N
N
N
N
NAME: ADP RECORDING MEDIA
06- 09 2624 260 26
N
N
N
N
N
NAME: ADP SOFTWARE, PURCHASED
07- 09 2626 260 26
N
N
C
N
N
BOC OBL= REST
POST EXP LKUP
DEACT
LMT FLAG BOC FLAG
DATE
---- ---- ---- ---- -------26
N
Y
N
SHORT: PROVISISONS
26
N
Y
N
SHORT: OFF SUPPLIES
26
N
Y
N
05 07 06
SHORT: TAB CARD-NCP
26
N
Y
N
SHORT: TAB PAPR-NCP
26
N
Y
N
SHORT: ADP RE MEDIA
26
N
Y
N
SHORT: PURCH SFTWAR
26
N
Y
N
2-15
Sub-BOC Codes
Sub-BOC (BOC/SUB) are two-character codes used with the Payroll BOCs to identify types
of employees or compensation.
Examples:
01
02
09
=
=
=
Administrative Personnel - Not Classified
Clerical Personnel
Purchase and Hire
Sub-BOCs can be found on the Sub-Object Table (SOBJ) as pictured below.
ACTION: R TABLEID: SOBJ USERID: S311 CMR
SUB-OBJECT REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE, SUB-OBJECT
010203040506070809101112131415-
BFY
---09
09
09
09
09
09
09
09
09
09
09
09
09
09
09
DEACT
BOC SUB-OBJ
SUB-OBJECT NAME
SHORT NAME
DATE
---- ------- ------------------------------ ------------ -------1100
01
ADMIN PERSONNEL - NOT CLASSIFD ADMINI
1101
00
VCS ADMINISTRATION
VCS ADMINI
1101
01
ADMIN PERSONNEL - NOT CLASSIFD ADMINI
1101
02
CLERICAL PERSONNEL
CLERICAL
1101
07
COMP SYS ANALY,PGM,KP&COMP OPR COMPUTER
1101
08
WAGE RATE EMPLOYEES
WAGE RATE
1101
09
PURCHASE AND HIRE
PURCH&HIRE
1101
14
RESPIRATORY THERAPIST
RESPRTRY THP
1101
15
PHYSICAL THERAPIST
PHYSICAL THP
1101
16
OCCUPATIONAL THERAPIST
OCCUPTNL THP
1101
17
OTHER THERAPISTS
OTH THRPISTS
1101
18
DIETITIAN
DIETETIAN
1101
19
DIETETIC TECHNICIAN
DIET TECH
1101
20
SOCIAL WORKER
SOC WORKERS
1101
21
SOCIAL WORKER AIDES AND TECHS SOC WKR A&T
2-16
Accounting Classification Code (ACC)
Accounting Classification codes (ACC) are used for budgeting purposes. ACCs are ninecharacter codes defined on the Fund Control Point/Project Table (PGMT).
The Fund Control
Point/Project Table (PGMT) contains information on standard ACCs, which are ACCs used by more
than one station, and non-standard ACCs which are station-specific ACCs. Standard ACCs have an *
in the Station field on the Fund Control Point/Project Table (PGMT). Non-standard ACCs may also be
viewed on the Non-standard Fund Control Point/Project Table (PGM3). The Accounting Classification
Code is comprised of four codes, which are also defined on specific tables. The format for the ACC is
as follows:
Character
1-2
3-4
5-7
8-9
Description
Program Code
Sub-program Code
Organization Code
Activity Code
Example: ACC =
24GD24101
Program Class Table (PCLS)
Program Category Table (PCAT)
(defined as 8201B5 to distinguish from
construction projects)


Program Code
Sub-program Code
Organization Code
24
(Geriatrics and
Extended Care )
GD
(Community Nursing
Home )
241
(Nursing Service )

Program Group
Table (PGRP)

Program Type
Table (PTYP)
2-17
Activity Code
01
(Salaries )
Example: ACC = 000030000
Program Class Table
(PCLS)
Program Category Table
(PCAT)
(defined as 830000 to
distinguish from construction
projects)


Program Code
Sub-program Code
Organization Code
Activity Code
00
(Default)
00
(Default)
300
(VBA Salaries)
00
(Default)

Program Group
Table (PGRP)

Program Type
Table (PTYP)
For specific help on ACC codes, contact via e-mail: ACC\FCP Requests
Below is a screen print of the Fund Control Point/Project Table (PGMT).
ACTION: R TABLEID: PGMT USERID: R047 JRA
FUND CONTROL POINT/PROJECT TABLE SCREEN
KEY IS BFY, STATION, FCP/PRJ
01020304050607-
----------PROGRAM----------- ALLOWANCE C
DEACT
BFY STATION FCP/PRJ CLASS
CATEGORY TYPE GROUP FCP/PRJ
P
DATE
--- ------- --------- -------- -------- ---- ----- ---------- - -------09
*
000012000 0020
020
00
00
000012000 N
FCP/PRJ NAME: DISTRICT COUNSEL
SHORT NAME: DIST COUNSL
09
*
000030000 0200
20
00
00
000030000 N
FCP/PRJ NAME: SALARIES - VBA
SHORT NAME: SALARY - VBA
09
*
01AA61017 01AA
861017 AA
01
01AA61017 N
FCP/PRJ NAME: ISC-TRAVEL
SHORT NAME: ISC-TRVL
09
*
01AB20401 01AB
820401 AB
01
01AB20401 N
FCP/PRJ NAME: WOMEN VET COMP HLTH SALARIES
SHORT NAME: WMVET CH/SAL
09
*
010020100 0100
820100 00
01
010020100 N
FCP/PRJ NAME: MEDICAL SUPPLIES & SERVICES
SHORT NAME: MEDICAL S&S
09
*
24GD24101 24GD
824101 GD
24
24GD24101 N
FCP/PRJ NAME: SAL - CNHC NURSING
SHORT NAME: SAL-CNHC NUR
09
*
250031260 2500
831260 00
25
250031260 N
FCP/PRJ NAME: OUTREACH FEES VET CTR-B
SHORT NAME: OUTRCH-B FEE
2-18
Cost Centers
Cost Centers (COST CTR/SUB) are six-character, non-budgetary, organization codes used to record expenditures of
funds by various organizations within VA. The format for a cost center is as follows:
Characters 1 - 4 = Organization
1000 series = Central Office Staff - Exclusive of Operating Departments
2000 series = Central Office Staff - Exclusive of Operating Department
3000 series = Veterans Benefits Administration (VBA)
4000 series = Inspector General
5000 series = National Cemetery Administration
6000 series = Supply Fund - Category A
7000 series = Operation of GSA Buildings
8000 series = Veterans Health Administration (VHA)
Characters 5 - 6 = 00
Cost Centers are defined in FMS on the Station/Cost Center Table (ORGN) as pictured on the next page. Sub-Cost
Centers are defined on the Satellite Station/Sub Cost Center Table (SORG) and are always 00 for VHA.
ACTION: R TABLEID: ORGN USERID: R047 JRA
STATION/COST CENTER REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, STATION/COST CENTER
BUD FISCAL YEAR:
S/C NAME:
S/C MANAGER:
ADDRESS:
CITY:
FCP/PRJ:
ALLOWANCE STN:
SERVICING STN:
BUDGET/COST CTR:
REGION:
DISTRICT:
COUNTY/CITY NAME:
REST LKUP FLAG:
09 STN/COST CTR: 820100
MEDICAL SERVICE
820100
C
ADM/OFF: 10
DEACT DATE:
SHORT NAME: MEDICAL SER
LEVEL IND: 1
PHONE NUMBER:
STATE:
ZIP CODE:
APPROVAL: N
ALLOW STATUS IND: N
REVENUE BUDGET STN:
DECENTRAL TRAVEL ORDER: N
STATION GROUP:
CONGRESSIONAL DISTRICT CODE:
COUNTY/CITY CODE:
N
2-19
Proforma Web site

http://vaww.fscdirect.fsc.va.gov/

Discuss comparable transaction codes
and transaction type for transaction code
CR.
2-20
Comparable Transaction Types for CR documents
CR
224 deposit trans. types
01
02
05
17
20
23
TR
224 transfer trans. types
18
E2 Must reference Travel Order
75
24
(3875)
65
33
2-21
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR
FUND ACCOUNTING
PROJECT
BUDGET
CAT\
TRANS TRANS
ENTRY ID
POST TYPE CAT
BOC
TYPE
TYPE
CODE
FY
--------- ---- --------------------------4880
N
01
CR
01- 09
DESCRIPTION REFUND - OP EXPENSE
PROMPT
PAY
FLAG
-----N
ACTION: R TABLEID: ACEN USERID: S104 FSC
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
ACCOUNTING EVENT TYPE: AR04
ACCOUNTING ENTRY ID: 4880
FISCAL YEAR: 09
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
CODE
NUMBER
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- --N
N
N
6100 22
N
1022 01
D
GENJ
001
01N
N
N
4610 44
N
490P 48
D
GENJ
002
02N
N
N
3107 03
N
5700 31
D
GENJ
003
03-
2-22
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR
TRANS TRANS
CAT\
BUDGET
PROJECT
FUND ACCOUNTING
FY
CODE
TYPE
TYPE
BOC
POST TYPE CAT
ENTRY ID
-------------------------- ---- ---------01- 09
TR
18
N
4980
DESCRIPTION EXP TRANSFER - CASH RECEIPT
PROMPT
PAY
FLAG
-----N
ACTION: R TABLEID: ACEN USERID: S104 FSC
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
FISCAL YEAR: 09
ACCOUNTING ENTRY ID: 4980
ACCOUNTING EVENT TYPE: AR04
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
NUMBER
CODE
LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- --01001
GENJ
D
1021 01
N
6100 22
N
N
N
02002
GENJ
D
490P 48
N
4610 44
N
N
N
03003
GENJ
D
5700 31
N
3107 03
N
N
N
2-23
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR
FUND ACCOUNTING
PROJECT
BUDGET
CAT\
TRANS TRANS
ENTRY ID
POST TYPE CAT
BOC
TYPE
TYPE
CODE
FY
--------- ---- --------------------------5421
02
CR
01- 09
DESCRIPTION EMPLOYEE ADVANCE REPAYMENT
PROMPT
PAY
FLAG
-----N
ACTION: R TABLEID: ACEN USERID: S104 FSC
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
ACCOUNTING EVENT TYPE: AR05
ACCOUNTING ENTRY ID: 5421
FISCAL YEAR: 09
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
CODE
NUMBER
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- --N
N
N
1410 01
N
1022 01
D
GENJ
001
01-
2-24
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR
TRANS TRANS
CAT\
BUDGET
PROJECT
FUND ACCOUNTING
FY
CODE
TYPE
TYPE
BOC
POST TYPE CAT
ENTRY ID
-------------------------- ---- ---------01- 09
TR
E2
5422
DESCRIPTION EMPLOYEE ADVANCE REPAYMENT
PROMPT
PAY
FLAG
-----N
ACTION: R TABLEID: ACEN USERID: S104 FSC
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
FISCAL YEAR: 09
ACCOUNTING ENTRY ID: 5422
ACCOUNTING EVENT TYPE: AR05
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
NUMBER
CODE
LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- --01001
GENJ
D
1021 01
N
1410 01
N
N
N
2-25
Accounts Receivable, Negative PV 03s,
Treasury Offset Program (TOP)
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. This chapter contains the
following information on how to:
• Process a Billing Document (BD) to record a bill for collection.
• Process a Cash Receipt (CR) to record a cash collection.
• Process a Write-off (WR) document to record an accounts receivable write-off.
3-1
ACCOUNTS RECEIVABLE DATA ENTRY
Topic
Page
0.
Overview
1.
Entering, Modifying, or Canceling a Billing
Document (BD)
Source Document
VA Action
Debt Collection Letter
Record a Bill for
Collection
(OF 1114), SF-1080,
-orJournal Voucher, 1017-G
2.
Entering, Modifying, or Canceling a Cash
Receipt (CR)
Deposit Ticket, SF-215
-or-
Record a Cash
Receipt
Field Service Receipt - General,
VA 1027
-orJournal Voucher, SF-1017-G
-orDebit Voucher, SF-5515
-orVoucher and Schedule of Withdrawals and
Credits, SF-1081
-orPaid Billing Statement for IPAC
Transactions
-orSimplified Billing Register
- orSimplified Billing List
-orAccepted Document Processing by Station
Report (RGSGDPV)
3.
Entering, Modifying, or Canceling a Write-off
(WR) document
Memorandum from Accounting Service
-orLetter from District Counsel
-or Letter from Department of Justice
3-2
Record an Accounts
Receivable Write-off
document
USES OF FMS ACCOUNTS RECEIVABLE DOCUMENTS
The Billing Document (BD) is used for:
Recording billed amounts for services rendered or overpayments due.
Typical 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 Billing Document (BD) is entered to record the accounts receivable
for the $200.00 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).
The Cash Receipt (CR) is used for:
Recording all money collected from the public, VA employees, and other agencies –IPAC (OGA).
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 Write-off (WR) document is used for:
Recording all refund and receivable write-off transactions when it is determined that a receivable has become uncollectible.
Typical Scenario
The VA determines that an accounts receivable established for a vendor is uncollectible and will be written off. A Write-off
(WR) document is entered to record the vendor refund receivable write-off.
3-3
APPLICATION TABLE DESCRIPTIONS
TABLE NAME
TABLE ID
DESCRIPTION
Accounts Receivable
Header Inquiry Table
ARHT
Provides summary information on all outstanding and
some recently closed accounts receivable documents.
Receivable Header
Data Entry Screen
ARH2
Allows users to update various fields related to an
accounts receivable.
Accounts Receivable
Line Charges Table
ARLC
Provides overdue charges information for the SF-220.9
report, including the amount charged and collected for
interest, administrative, and penalty displayed for each
Billing Document line.
Accounts Receivable
Line Inquiry Table
ARLT
Provides detail information on all outstanding and some
recently closed accounts receivable documents.
Cash Receipt Header
Inquiry Table
CRHT
Provides summary information on cash receipts entered
in FMS.
Cash Receipts Line
Inquiry Table
CRLT
Provides detail information on cash receipt documents
entered in FMS, including accounting distribution
information, the dollar amount received and reference
information (if applicable).
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.
3-4
COMMND: ............... DOCID: BD ... ............
STATUS:
BATID: .. .... ......
SUB STN: ....... 04/27/07
BILLING DOCUMENT INPUT SCREEN
BATCH DATE: .. .. .. NUM DOCS: ..... NET: ...............
BD DATE: .. .. ..
ACCT PRD: .. .. ACTION: .
SUB STN: .......
TRANS TYPE: ..
BFYS: .. ..
FUND: ......
DOC TOTAL: ............... DOC TYPE: .
COMMENTS: .......
REF DOC: .. ...........
PAYMENT OFFSET: .
BILL PRINT FLAG: .
COLL DUE DATE: .. .. ..
INT RATE: .......
TEXT TYPE: ..
AGREEMENT NO: ............... WAIVER FLAG: ..
PAYER CODE: ......... ..
PAYER NAME: ..............................
ADDR1: ..............................
ADRR2: ..............................
CITY/ST/ZIP: ................... .. ..... - .....
CAUSE OF OVERPYMT: ... ........................ CASE HISTORY FLAG: .
Billing Document Header Screen
COMMND: ............... DOCID: BD .... ............
STATUS:
000-000 OF 000
BATID: .. .... .......
SUB STN: ....... 04/27/07
01LINE: ...
BFYS: .. ..
FUND: ......
TRANS TYPE: ..
STATION/SAT: ....... ..
FCP/PRJ: .........
JOB NO: ........ COST CTR/SUB: ....... ..
BOC/SUB: .... ..
REPT CATG: ....
REV SRCE/SUB: .... ..
CLSD BFYS: .. ..
TEXT TYPE: ..
INT RATE: .......
CLSD FUND: ......
AMOUNT: ...............
I/D: .
GL ACCT: ....
DESCR: ..............................
REF DOC: .. ........... REF LN: ... ADVANCE NO: ...... TRAV TYPE: ...
SOURCE: .... TYPE OF OVERPYMT: ... ACTION OUT: ...
02LINE: ...
BFYS: .. ..
FUND: ......
TRANS TYPE: ..
STATION/SAT: ....... ..
FCP/PRJ: .........
JOB NO: ........ COST CTR/SUB: ....... ..
BOC/SUB: .... ..
REPT CATG: .....
REV SRCE/SUB: .... ..
CLSD BFYS: .. ..
TEXT TYPE: ..
INT RATE: .......
CLSD FUND: ......
AMOUNT: ...............
I/D: .
GL ACCT: ....
DESCR: ..............................
REF DOC: ..
REF LN: ... ADVANCE NO: ...... TRAV TYPE: ...
SOURCE: .... TYPE OF OVERPYMT: .
ACTION OUT: ...
Billing Document Line Screen
3-5
Credit Memo Processing Procedures
(Negative PV 03s)
1. Purpose
This procedure establishes the actions necessary for offsetting vendor credit memos
2. Revision History
Date
5/20/03
8/4/03
9/24/04
Reference Number
# 15, page 7-12
Modification
RSD Report instructions
Procedures for Bills4Coll
Clean up and updated new
screens
3. Persons/area affected
All Financial Operations Services (FOS) employees assigned to process Credit Memos
and Bills for Collection for offset.
4. Policy
FOS will process credit offsets by following the prescribed rules and regulations
contained in the VA Manual MP4, Part III, VA Controller Policy, Prompt Pay Act, VACO
Directives and Local Operating Procedures.
5. Definitions
Money owed to the Veterans Administration (VA) by vendors from either a vendorissued credit memo or a VA generated Bill for Collection. Money is to be collected by
offsetting against a current Payment Voucher (PV), CAPPS Voucher (CV), and Certified
Transaction (CT) payment to the vendor.
6. Responsibilities
The assigned employee will:
A Assist all VA facilities in collecting outstanding receivables through offsetting
B Research and determine if the credit memo is valid and usable for offset. This may
require contact with the submitting VA facility.
C Determine if the vendor has received payment within the past 90 days
D Locate a valid Vendor ID in the Financial Management System (FMS) vendor file.
3-6
Instructions for Processing Credit Offsets
1. When a credit memo (to be used for credit offset) is received from a Field Station,
FSC will process the credit memo in Bills4Coll. Some stations will show Bill
Documents (BD) already on document. The field station must provide the following
information on the document:
A Verification that the credit memo or Bill for Collection is valid for use as an
offset.
B The monetary amount of the credit to be established.
C Costing information or the Purchase Order number from the original payment.
D Vendor identification (ID) number on the credit memo.



The vendor ID must be correct and have a current and active ID
number, with recent payments processed by Financial Services
Center (FSC). If payments are not current the credit memo should
not be established for offset. Consequently, it will be necessary to
secure payment directly from the vendor. The credit should be
returned to the station with the following suggestion: “ We no longer
process payments to this vendor. Please try to collect credit amount
by check from the vendor”.
E-Mail Message to- VAFSC FOS REGION 1 or
Fax – 512-460-5456
3-7
FSC Negative PV 03 VS Field Station Negative PV 03
Field Station Negative PV 03 will only offset
against payment going out from the Field Station.
FSC Negative PV 03 will offset against any payment
going out of FSC.
Suggestion: If the vendor is a local vendor its
best the Station generate the PV 03. If the vendor
is a nationwide vendor like XEROX, IBM or AT&T …
then the Field Station should email or fax
information to FSC to process the negative PV 03.
3-8
Negative PV 03
COMMND:
DOCID: PV 04 FSC9K026701
STATUS: ACCPT
001-001 OF 001
BATID:
SUB STN:
10/30/08
PAYMENT VOUCHER INPUT SCREEN
TRANS TYPE: 03 PV DATE:
ACCT PRD:
ACTION: SUB STN: 104
VENDOR CODE: 752574581 02
NAME: BIG SPRING HOSP CORP
BENEFICIARY:
PPAY TYPE: ADDR1: SCENIC MOUNTAIN MED CTR
SCHD PMT DATE:
FISCAL APRV: ADDR2: PO BOX 1288
DOC TOTAL: 129489
CITY/ST/ZIP: BIG SPRING
TX 797211288
CHECK TYPE:
COMMENT TO PRINT:
DISC %:
DAYS:
P/E TERM:
AMT:
DISC %:
DAYS:
P/E TERM:
AMT:
01LINE: 001 REF DOC: BD FSC9K0267 REF LINE: 001 ACCP/DEL DATE:
VENDOR INV: BOCFSC9K0267OCT1006 INV DATE: 10 14 08 LOG DATE:
REF VEND CODE:
REF VEND NAME:
LINE AMOUNT: 129489
I/D: D P/F: UNAPPL DEP NO:
LIQ AMOUNT:
DESCR:
OUTST OBLIG:
0.00 LINE TYPE: INT RSN: DISC RSN:
BFYS: 09
FUND: 0160A1
STATION/SAT: FSC
FCP/PRJ: 0100222V1
JOB NO:
COST CTR/SUB: 822200 00
BOC/SUB: 2560
REPT CATG:
REV SRCE/SUB:
CLSD BFYS:
CLSD FUND:
A--*HS60-DOCUMENT MARKED FOR READ ONLY
ACTION: R TABLEID: GLDB USERID: S104 FSC
*** GENERAL LEDGER DETAIL BALANCE INQUIRY SCREEN ***
FY BFY
FUND GL ACCT
-- ----- ------ ------09 09
0160A1 1321
AD/OF STN
---- ------10
FSC
COST CTR FCP/PRJ BOC/REV SRCE
-------- --------- -----------822200
0100222V1
2560
TYPE
---01
TRANS ID
DATE FM REF DOCUMENT
VENDOR
VENDOR INV #
AMT
------------- ------ -- ------------- ----------- -------------------- ----PVFSC9K026701 081010 01 BDFSC90267
75257458102 BOCFSC9K0267OCT1007
1,294.89
3-9
Negative PV 03
ACTION: R TABLEID: ARHT USERID: S104 RMJ
*** RECEIVABLE HEADER INQUIRY SCREEN ***
KEY IS TRANS CODE, DOC NO
TRANS CODE: BD DOC NUM: FSC9K0267
DOC TYPE:
DOCUMENT DATE: 10 03 08
COMMENTS:
PAYER CODE/NAME: 75257458102 / BIG SPRING HOSP CORP
ADDR1: SCENIC MOUNTAIN MED CTR
ADDR2: PO BOX 1288
CITY/ST/ZIP: BIG SPRING
TX 79721 1288
COLL DUE DATE:
LAST BILL DATE/AMT:
/
PRINT BILL: N
BILL PRINT DATE:
BILLED AMT:
INT RATE:
0.000
INT APPLY DATE:
INTEREST AMT:
TEXT TYPE:
ADM CHGS APPLY DATE:
ADM CHGS AMT:
WAIVER FLAG:
PEN APPLY DATE:
PENALTY AMT:
DUNNING COUNT: 00
LAST DUN DATE:
TOTAL AMT:
OVERDUE STATUS:
OVERDUE DATE:
COLLECTED AMT:
WRITE-OFF FLAG:
WRITE-OFF DATE:
WRITE-OFF AMT:
WRITE-OFF REASON:
DOC CLOSE DATE: 10 10 08
OFFSET AMT:
OFFSET: Y OFFSET APPLIED:
0.00 CLOSED AMT:
OVRPYMT CAUSE:
CASE HISTORY FLAG: N REPRINT BILL AMT:
AGREEMENT NO:
OUTSTANDING RECV AMT:
10/30/08 PV 03 FSC9K026701 001
09
0160A1 10
0100222V1 2560 N
3-9A
SUB STN: 104
0.00
1,294.89
0.00
0.00
0.00
1,294.89
0.00
0.00
1,294.89
1,294.89
0.00
0.00
1321
490N
5700
9946
1,294.89
1,294.89
1,294.89
1,294.89
1313
3107
4610
9945
1,294.89
1,294.89
1,294.89
1,294.89
Negative PV 03
RARVGLV
FSC
REPORT ID: RARVGLV
RSD FORM: F853
RUN DATE: 10/31/08
0160A1
*** DEPT OF VETERANS AFFAIRS (FMS) ***
VERIFICATION OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE
FEDERAL/NON-FEDERAL REPORT AS OF 10/30/08
STN: FSC
WEST TEXAS VA HEALTHCARE SYSTM
DOCUMENT ID
BD FSC9K0267
BFYS: 09
REV
LINE FCP/PRJ
BOC SRCE REF DOC ID
001 0100222V1 2560
NUMBER OF RECORDS:
RARVGLV
FSC
REPORT ID: RARVGLV
RSD FORM: F853
RUN DATE: 10/31/08
FUND: 0160A1
MEDICAL SERVICES - LMT1
STN 519
OUTSTANDING AMOUNT
1,294.89
SUBTOTAL AMOUNT:
39,279.63
0160A1
*** DEPT OF VETERANS AFFAIRS (FMS) ***
VERIFICATION OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE
FEDERAL/NON-FEDERAL REPORT AS OF 10/31/08
STN: FSC
WEST TEXAS VA HEALTHCARE SYSTM
BFYS: 09
FUND: 0160A1
MEDICAL SERVICES - LMT1
OUTSTANDING AMOUNT
------------------39,279.63
ACCOUNTS RECEIVABLE TOTAL:
G/L ACCOUNT BALANCES:
G/L ACCOUNT BALANCES:
G/L
ACCT
---1311
1313
1321
PAYOR TYPE CATEGORY: NON-FEDERAL
A/O: 10
VETERANS HEALTH ADMIN
LAST ACT
LINE DATE
DATE
PAYOR CODE
NAME
12/14/07 10/30/08 752574581 02 BIG SPRING HOSP CORP
89
PAGE:
22
TIME: 22:22
G/L
ACCT NAME
-----------AR-REIM-OTH
AR-REFD-OTH
AR-REFD-CR M
BALANCE
------------------37,806.90
177.84
1,294.89
G/L TOTAL:
39,279.63
DIFFERENCE:
0.00
3-9B
PAYOR TYPE CATEGORY: NON-FEDERAL
PAGE:
23
TIME: 22:22
Negative PV 03
ACTION: R TABLEID: UPVT USERID: S104 FSC
*** UNPAID VOUCHER INQUIRY SCREEN ***
KEY IS SCHEDULE DATE, DISBURSING OFFICE, VENDOR CODE, TRANS CODE, VOUCHER
NUMBER, TRAVEL ADVANCE NUMBER
SCHEDULE
TRANS VOUCHER
TRVL ADV
DATE
D.O. VENDOR CODE CODE
NUMBER
NUMBER
AMOUNT
-------- ---- ------------ ---- ----------- -------- ----------------01- 10 30 08 220 752574581 02 PV FSC9K026701
-1,294.89
STN: FSC
BFYS: 09
WEST TEXAS VA HEALTHCARE SYSTM
Program: 28
Orgn/Act
280022166 HALFWAY HOUSE
Undist to Program:
Program 28 Total:
Suballowance for 0160A1 Total:
Allowance for 0160A1 Total:
Fund: 0160
A/O: 10
MEDICAL SERVICES - LMT1
Total
Budget
Obligations
thru MAR 08
thru MAR 08
Fund Code: 0160A1
VETERANS HEALTH ADMIN
Available
Amount
thru MAR 08
3,328.00
3,328.00
0.00
142,902.00
142,902.00
================== ================== ==================
162,380.00
19,478.00
142,902.00
14,707,424.71
20,463,251.00
20,415,086.68
20,415,086.68
-5,707,661.97
48,164.32
NOTE: THIS TOTAL DOES NOT DEDUCT A BALANCE OF $1,294.89 IN G/L 1321 AND MUST REMAIN UNOBLIGATED FOR BFY 08,
FUNDCODE 0160A1.
3-10
ACTION: R TABLEID: GLDB USERID: S104 FSC
*** GENERAL LEDGER DETAIL BALANCE INQUIRY SCREEN ***
FY BFY
FUND GL ACCT
-- ----- ------ ------08 08
0160A1 1321
AD/OF STN
---- ------10
667
COST CTR FCP/PRJ BOC/REV SRCE
-------- --------- -----------824100
010024143
2560
TYPE
---01
TRANS ID
DATE FM REF DOCUMENT
VENDOR
VENDOR INV #
AMT
------------- ------ -- ------------- ----------- -------------------- ----AD9082089
080317 06 PV689C8540201 521590951
473272S45BD6678K0419
-1,726.56
PV689C8540201 080314 06 BD6688K0419
521590951
473272S45BD6678K0419
1,726.56
COMMND:
001-001 OF 002
DOCID: PV 04
689C8540201
STATUS: ACCPT
BATID:
SUB STN:
03/23/08
PAYMENT VOUCHER INPUT SCREEN
TRANS TYPE: 03 PV DATE:
ACCT PRD:
ACTION:
SUB STN: 104
VENDOR CODE: 521590951
NAME: MAXIM HLTHCARE SVCS INC
BENEFICIARY:
PPAY TYPE:
ADDR1: MAXIM STAFFING SOLUTIONS
SCHD PMT DATE:
FISCAL APRV:
ADDR2: 7080 SAMUEL MORSE DR
DOC TOTAL: 128.94
CITY/ST/ZIP: COLUMBIA
MD 210463405
CHECK TYPE:
COMMENT TO PRINT:
DISC %:
DAYS:
P/E TERM:
AMT:
DISC %:
DAYS:
P/E TERM:
AMT:
01LINE: 001 REF DOC: SO 689C85402
REF LINE: 001
ACCP/DEL DATE: 03 02 08
VENDOR INV: 473272S45BD6678K0419 INV DATE: 02 04 08
LOG DATE: 02 15 08
REF VEND CODE:
REF VEND NAME:
LINE AMOUNT: 1855.50
I/D: I P/F:
UNAPPL DEP NO:
LIQ AMOUNT:
DESCR:
OUTST OBLIG:
17,360.63 LINE TYPE:
INT RSN:
DISC RSN:
BFYS: 08
FUND: 0160A1
STATION/SAT: 689
FCP/PRJ: 0100C10V1
JOB NO:
COST CTR/SUB: 824100 00
BOC/SUB: 2580
REPT CATG:
REV SRCE/SUB:
CLSD BFYS:
CLSD FUND:
A--*HS60-DOCUMENT MARKED FOR READ ONLY 01-CV84W-VENDOR INVOICE NOT IN VIHT
3-11
This is line 002
COMMND:
002-002 OF 002
DOCID: PV 04
689C8540201
STATUS: ACCPT
BATID:
SUB STN:
03/23/08
PAYMENT VOUCHER INPUT SCREEN
TRANS TYPE: 03 PV DATE:
ACCT PRD:
ACTION:
SUB STN: 104
VENDOR CODE: 521590951
NAME: MAXIM HLTHCARE SVCS INC
BENEFICIARY:
PPAY TYPE:
ADDR1: MAXIM STAFFING SOLUTIONS
SCHD PMT DATE:
FISCAL APRV:
ADDR2: 7080 SAMUEL MORSE DR
DOC TOTAL: 128.94
CITY/ST/ZIP: COLUMBIA
MD 210463405
CHECK TYPE:
COMMENT TO PRINT:
DISC %:
DAYS:
P/E TERM:
AMT:
DISC %:
DAYS:
P/E TERM:
AMT:
01LINE: 002 REF DOC: BD 6688K0419
REF LINE: 001
ACCP/DEL DATE:
VENDOR INV: 473272S45BD6678K0419 INV DATE: 01 18 08 LOG DATE:
REF VEND CODE:
REF VEND NAME:
LINE AMOUNT: 1726.56
I/D: D P/F:
UNAPPL DEP NO:
LIQ AMOUNT:
DESCR: CT668C8004402
OUTST OBLIG:
0.00 LINE TYPE:
INT RSN:
DISC RSN:
BFYS: 08
FUND: 0160A1
STATION/SAT: 667
FCP/PRJ: 010024143
JOB NO:
COST CTR/SUB: 824100 00
BOC/SUB: 2560
REPT CATG:
REV SRCE/SUB:
CLSD BFYS:
CLSD FUND:
3-12
Here is the information, which will clarify who is responsible for the accounts receivables.
http://www.va.gov/publ/direc/finance/M4P8C27.htm







. RECORDS, REPORTS, AND ACCOUNTING
27.01 RECORDS
a. As managers, all field station Fiscal activities, VACO Finance Service, and the Debt Management Center (DMC)
must establish and maintain accounts receivable records in a current status by program, type of debt, and
appropriation. All collection actions taken, collections received, amounts offset, waiver action, etc., including
adjustments of any kind on a debtor's account, are to be timely documented in the Department's accounts
receivable records.
b. Complete records are to be maintained, by program, type of debt, and appropriation, of accounts receivable
waived, compromised, suspended, terminated or referred to the District Counsel (DC) or Department of Justice
(DOJ) for enforced collection so that reports required by paragraph 27.02 and ad hoc reports required by
management can be completed.
c. All VA components who refer accounts receivable to other VA components or external agencies for additional
collection action or advice are responsible for keeping informed of the current status of those receivables
(reconciling their accounts with the component the debts were referred to) and for reporting and accounting
purposes.
Here is some additional information. This report is generated each pay period.
At the time payroll processes a Record Print Out (RPO) is generated for employees on LWOP and whose FEHB is
advanced by the agency. This information goes to FMS and appears on the F842 report in RSD.
3-12a
CAPPS Write Off Criteria
CAPMWROF
CAPP VARIANCE & WRITEOFF VALUES
00 00 00
04/27/08
INVOICE VARIANCE AMOUNT LIMIT 18999.99
REC RPT VARIANCE AMOUNT LIMIT 99999.99
ABSTRACT WRITEOFF AGING DAYS
90
RECEIVING REPORT WRITEOFF CRITERIA
AMOUNT 499.75 DAYS 180
AMOUNT 500.00 DAYS 241
AMOUNT 99999.99 DAYS 360
INVOICE WRITEOFF CRITERIA
AMOUNT 499.75 DAYS 240
AMOUNT 500.00 DAYS 241
AMOUNT 99999.99 DAYS 360
EXIT OPTIONS: EXIT SYS UPDATE PRIOR MAIN MENU
<PF 3> <ENTER> <PF 10> <PF 11>
MESSAGE:
Note: Amounts greater than $99,999.99 or older than 360 days
will never be written off automatically. Needs to be reviewed
manually then written off if appropriate.
3-13
REPORT NAME: CAPJ
PAGE 99
REPORT NO. 040
06/16/07
FMS/CAPP RECEIVING REPORT WRITEOFFS
VARIABLE TABLE DOLLAR AMOUNT AND AGING CRITERIA
AMOUNT LIMIT
AMOUNT LIMIT
AMOUNT LIMIT
499.75 AND DAYS 180
500.00 AND DAYS 241
99,999.99 AND DAYS 360
EASTERN DIVISION
STATION
PAT
DOC TYPE DLN
SHIPPING RR AMOUNT
ADJ/ENTRY OPR
FSC
A79002 A
32668111104 .00
.02
CAPSPLIT
STATION TOTALS
.00
.02
ITEM TOTAL
1
NOTE: There are three types of document types for the receiving report write off: A is for abstracted receivers,
stations received more goods than what the vendor is billing for. R-is for open receivers awaiting invoices. W is for
receiving reports written off. The document types will be seen in the CAPPS System and this report.
When the modifications are done by the stations through FMS, the stations must contact Austin (FOS) to have the
CAPPS System updated manually.
When the CAPPS system does a write off, you will see a “W” for the document type and a 0.00 CV document will
be generated.
3-14
ACTION: R TABLEID: DXRF USERID: S104 FIH
*** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION
TRANS CODE: MO
01-
020304-
TRANS NUMBER: FSCA89002
DOC TOTAL:
2,198.10
OUTST AMT:
0.00
REF TRANS ID
ACCEP
DOC
F/B/A
TC NUMBER
DATE
ACT
VENDOR
AMOUNT
----- ----------------- -------- --- ------------ ----------------A
11 21 06
E
840603850
2,198.12
LAST BATCH NUMBER:
CLEARING ACTION:
A
01 04 07
S
840603850
-0.02
LAST BATCH NUMBER: ER004
CLEARING ACTION:
F
RT FSCA8900201
11 22 06
E
840603850
2,198.12
LAST BATCH NUMBER:
CLEARING ACTION:
F
RT FSCA8900201
01 04 07
M
840603850
-0.02
LAST BATCH NUMBER: ER004
CLEARING ACTION:
05-
ACTION: R TABLEID: DXRF USERID: S104 FIH
*** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION
TRANS CODE: RT
TRANS NUMBER: FSC900201
DOC TOTAL:
2,198.10
OUTST AMT:
0.00
REF TRANS ID
ACCEP
DOC
F/B/A
TC NUMBER
DATE
ACT
VENDOR
AMOUNT
----- ----------------- -------- --- ------------ ----------------01- B
MO FSCA89002
11 22 06
E
840603850
2,198.12
LAST BATCH NUMBER:
CLEARING ACTION:
02- B
MO FSCA89002
01 04 07
M
840603850
-0.02
LAST BATCH NUMBER: ER004
CLEARING ACTION:
03- F
CV FSCA8900201
12 04 06
E
840603850
2,198.10
LAST BATCH NUMBER:
CLEARING ACTION:
NOTE: MO was established for $2198.12 on 11/21/07. Receiver updated FMS on 11/22/06 for $2198.12, vendor invoiced for
$2198.10 (CV document) on 12/04/06. Station did modification of 0.02 on 01/04/07. Station must notify Austin to manually
update the CAPPS System for the modification.
3-15
ACTION: R TABLEID: OBLH USERID: S104 FIH
*** ORDERS HEADER INQUIRY SCREEN ***
KEY IS TRANS CODE, ORDER NUMBER
TRANS CODE: MO ORDER NUMBER: FSCA79002 TRANS TYPE: 01 SUB STN: FSC
VENDOR CODE: 840603850
CONTRACT NO:
AUTO ACCRUE: N
NAME: WINDSOR INDS INC
ALT PAYEE:
/
ORIGINAL AMT:
AMENDMENT AMT:
ORDERED AMT:
CLOSED AMT:
ACCRUED AMT:
EXPENDED AMT:
OUTSTANDING AMT:
MISC REF AMT:
HOLDBACK AMT:
ADVANCED AMT:
OUT ADVANCE AMT:
2,198.12
-0.02
2,198.10
2,198.10
0.00
2,198.10
0.00
PO DATE: 11 21 06
LAST ACTIVITY DATE: 11 22 06
BEGIN DATE: 11 21 06
END DATE: 12 01 06
NO CONTRACT MONTHS:
FOB: D
CLOSED DATE: 11 22 06
0.00
DISC %: 0.000 DAYS: 00 P/E TERM: 00
0.00
0.00 DOC TYPE: COMMENTS:
0.00 RESP PERSON:
NOTE: Station de-obligated 0.02 because vendor invoice was $2198.10 and receiver was $$2198.12 leaving a
difference of 0.02, this amount amended the obligation.
3-16
TREASURY OFFSET PROGRAM (TOP)
PLEASE FORWARD THIS TO ALL PERSONNEL AT YOUR FACILITY RESPONSIBLE
FOR THE TREASURY OFFSET PROGRAM (TOP), (FIRST PARTY, EX-EMPLOYEE AND
VENDOR DEBTS)
First issue: I have been inundated with requests to assist in Stopping TOP offsets. We are
now two years into the program. All Stations have been given the opportunity via numerous
e-mails to gain access to the TOP Client Server (TOP on-line system) in order to access
debts referred from their facility. Many stations have never used the system because of the
modem requirement. As I have previously explained, a stand-alone-computer (one that is
not connected to your network and does not communicate with VISTA) can be used. In fact,
most, if not all stations already have a stand-alone commuter to access CASHLINK. If you
need help setting up for TOP access, the TOP HELP Desk is available to assist you. They
can be reached at 1-800.304-3107. If you wish to switch the person with the access, you
need to notify me. I must send the forms to Treasury, if they do not come from me Treasury
will sent them to me for my action.
If you have a request in to me for assistance in stopping an offset as soon as I can, I will
respond to your request. That response will not be today or possibly this not week, there are
just too many to respond to!
3-17
Next issue: Every time that a station calls the TOP Customer Service in
Birmingham regarding a VISTA software issues, the calls are referred to me as
the TOP folks do not know anything about our "STOP TOP" VISTA menu option.
We all know that debtors wait until the last minute to either pay off the debt or
request a repayment. Below is my Soap box on the issue:
The debtor is given ample notice, excluding the initial bills, he/she is sent the VA
TOP potential offset notification letter when the account reached 90 days past
due and had an additional ninety days to settle the debt prior to the actual referral
to TOP (referral is done when the account is 180 days past due). If he/she
receives Social Security or OPM Retirement, Treasury sends out two warning
letters of their own prior to the actual offset. In other words, the debtor is
given 150 days (5 months) to settle the debt. If he/she waits until the last 2-3
weeks before the offsets are to begin to settle the debt, they should be told that
it may be too close to prevent the first offset; therefore the offset might or might
not take place.
They should be told there is nothing that can be done to prevent it. The STOP
TOP VISTA option, should prevent subsequent offsets However, you need to
monitor your reject lists because if that update is rejected, it will not go to TOP
until the reason for the reject is resolved.
If the debtor tells you that they have been offset, do not refund the money until
you have received the funds from Treasury as there is always the possibility
that the offset did not take place, or was actually for a debt from another VA
facility or another Federal Agency.
3-18
Next issue, Federal Tax Refund offset time is upon us. Several reminders for the Tax
Refund season:
Rapid Refund scenario, as was explained by Treasury and some one that works as a Tax
Preparer:
Debtor has his/her taxes prepared and is offered a "Rapid Refund". One question that is
supposed to be asked by the tax preparer to determine eligibility for rapid refund: "Do you
have an outstanding Federal debt?" If the debtor answers yes, he or she is supposed to be
told that they are not eligible for rapid refund. If the debtor answers no: they are charged a
fee for the rapid refund and the tax forms are sent to the banking institution that will be
providing the rapid refund. The banking institution then checks a file that IRS provides of
debtors that have been referred to TOP and have an outstanding TOP balance. (It is unclear
how often the file is updated and sent to the banking institutions). If the person requesting
the Rapid Refund is a "match" on the file (as having an outstanding Federal debt), the Rapid
Refund is denied, the taxes are filed electronically and the debtor is notified by the Tax
Preparer that the rapid refund was denied (and I am told they are not refunded the fee billed
for the rapid refund). Once they were "matched" on the IRS file, the Rapid Refund is a dead
issue even if the debtor comes in and pays his or her bill immediately. They have missed the
opportunity for the entire tax season - they are no longer eligible for Rapid Refund - no one
can reverse this, not Treasury, not the VA, no one!!
3-19
Another misconception, if a debtor has an outstanding debt, he or she can file their
taxes electronically, they will be offset, but they can file their return. If they are still due a
refund after the offset has been done they will receive the check and an explanation of
why the the refund check is less than anticipated and which Federal Agency offset the
refund. If the offset "ate" the entire refund they will be notified of that as well. If the
debtor requests direct deposit of the refund they will receive notices as well.
One other tax related issue: Injured Spouse Claim. For those that are not familiar with
this term: if a debtor files a joint return and a portion or all of the income generating the
tax refund is attributed to the salary of the spouse, the spouse can file a claim with the
IRS and have his/her portion of the refund restored to them. The spouse must file the
claim (IRS Form 8379) with the IRS. The IRS will then determine the amount of the
offset to be refunded and send the refund to the spouse. VA facilities should do
nothing. The IRS will reverse the appropriate amount of the offset and the reversal will
be reflected on subsequent IPACs (Type indicator "0" on TOP Voucher). If the spouse
calls and wants the VA to refund their portion, tell that they must file the form with IRS
and they will do the refunding. In previous years we have had several instances where
both the VA and IRS refunded big bucks, not a pretty picture!! One more complicating
feature: when the offset "reversal" is done, TOP will add the refunded portion back into
the debtor's TOP current balance to reflect the refund, when the VA goes in and reestablishes the debt that amount is also sent to TOP as an update. Therefore, the debt
amount is overstated in the TOP system by the amount that was refunded to the spouse.
3-20
INJURED SPOUSE EXAMPLE










VA referred $1808.70 debt to Treasury
Treasury will take $1825.70 from the spouse, $1808.70 for the debt & $17 for the
fee
Treasury gives the VA $1808.70 and keeps the $17 fee
Injured spouse claims $1825.70 from the treasury
Treasury refunds the whole $1825.70 to the spouse
Treasury IPACs VA for $1825.70
Austin processes and advances the $1825.70 to the station
Station offset the $1808.70 received in #2 advance. Station also offset $17 to
finish clearing advance from appropriation or MCCF.
Originally, the injured spouse pays the $17 fee in addition to the debt amount,
which is why we need to refund it to them.
Stations must set up obligations first, if Treasury charges the fee of $17.00.
Please see Financial Management and Accounting ALERT VOLUME 2008, ISSUE 3, dated
OCTOBER 23, 2007.
3-21
INJURED SPOUSE TRANSACTIONS (EXAMPLE)
The below are FMS screen shots of transaction code TR
Header screen with doc total of $17.00, this is the TOPS fee.
COMMND:
DOCID: TR 10
BATID:
52330805025
SUB STN:
STATUS: ACCPT
09/25/07
CASH RECEIPT INPUT SCREEN
BATCH DATE:
NUM DOCS:
CR DATE:
TRANS TYPE:
CASH ACCT:
BILL FUND:
DISB OFFICE: 220
REF DOC:
NET:
ACCTG PRD:
ACTION:
BFYS:
FUND:
DEP NUMBER: 30705025
DOC TOTAL: 17.00
ACCOMPLISHED DATE: 09 24 07
SUB STN: 523
DOC TYPE:
This is the two line TR. This is the amount taken from the injured spouse and the $17.00 Top fee included (which is the advanced amount). This is the amount of the IPAC
from Treasury and you will see it on the ADVX table.
COMMND:
001-002 OF 002
LINE:
TRANS TYPE:
STATION/SAT:
COST CTR/SUB:
REV SRCE/SUB:
CHECK NO:
ADV IND:
AMOUNT:
AGR NO:
DOCID: TR 10
BATID:
52330805025
SUB STN:
STATUS: ACCPT
09/25/07
001
15
523
REF TC: DV
REF DOC NO: 52330705025 REF LINE: 044
BFYS:
FUND: 0160A1
FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
ACTION OUT:
GL ACCT:
Y ADV:
ADV NO:
TRAV TYPE:
VND/PRV: 104VAFC00
1825.70
I/D: I UNAPPLIED DEP NO:
DESCR:
The TR 75, 65 or 33 document will depend on the vendor code and fund you are using in this case it is an employee.
spouse.
LINE: 002 REF TC:
TRANS TYPE: 65
STATION/SAT: 523
COST CTR/SUB: 570500
REV SRCE/SUB:
CHECK NO:
ADV IND:
ADV:
AMOUNT: 1808.70
AGR NO:
REF DOC NO:
REF LINE:
BFYS: 07
FUND: 0129A1
FCP/PRJ: 010070701
JOB NO:
BOC/SUB: 1101 08 REPT CATG:
CLSD BFYS:
CLSD FUND:
ACTION OUT:
GL ACCT:
ADV NO:
TRAV TYPE:
VND/PRV: MISCN
I/D: D UNAPPLIED DEP NO:
DESCR:
3-22
This is the amount refunded back to the injured
INJURED SPOUSE TRANSACTIONS (EXAMPLE)
This TR has caused a 224 out of balance. Remember SDD number. This one line ET will balance to the TR using the same Doc ID and
Direct Disbursement number (SDD number).
COMMND:
DOCID: ET 10
BATID:
52330705025
SUB STN:
STATUS: ACCPT
09/25/07
DIRECT DISBURSEMENT INPUT SCREEN
BATCH DATE:
TRANS TYPE:
DD DATE:
BFYS:
FUND:
VENDOR CODE: MISCN
DIRECT DISB NO: 30705025
DISB OFFICE: 220
AGREEMENT NO:
REF DOC NO:
NUM DOCS:
NET:
ACCT PRD:
ACTION:
SUB STN: 523
COMMENTS:
NAME: MISC COMMERCIAL VENDOR
INTR-AGCY SYMBOL:
DOC TOTAL: 17.00
ADV LIQ AMT:
The ET will allow you to reference the obligation. This is the TOP fee.
COMMND:
DOCID: ET 10
52330705025
STATUS: ACCPT
001-001 OF 001
BATID:
SUB STN:
09/25/07
01LINE: 001 REF DOC: SO 523307050
REF LINE: 001 ACCP DATE:
PAY ADV:
REF ADV:
REF ADV LINE:
INV DATE:
VENDOR INV NO/LINE:
LOG DATE:
T/T: TP
BFYS: 07
FUND: 0129A1
STATION/SAT: 523
FCP/PRJ: 010070700
JOB NO:
COST CTR/SUB: 570500
BOC/SUB: 2580
REPT CATG:
REV SRCE/SUB:
CLSD BFYS:
CLSD FUND:
GL ACCOUNT:
DESCR:
LINE AMOUNT: 17.00
I/D: I P/F:
INT REASON:
LIQ AMOUNT:
QUANTITY:
ADV:
UNAPPLIED DEP NO:
3-23
INJURED SPOUSE TRANSACTIONS (EXAMPLE)
Obligation is now expensed.
ACTION: R TABLEID: OBLH USERID: S104 FIH
*** ORDERS HEADER INQUIRY SCREEN ***
KEY IS TRANS CODE, ORDER NUMBER
TRANS CODE: SO ORDER NUMBER: 523307050
TRANS TYPE: 01 SUB STN: 523
VENDOR CODE: MISCN
CONTRACT NO:
AUTO ACCRUE: N
NAME: MISC COMMERCIAL VENDOR
ALT PAYEE:
/
ORIGINAL
AMENDMENT
ORDERED
CLOSED
ACCRUED
EXPENDED
OUTSTANDING
AMT:
AMT:
AMT:
AMT:
AMT:
AMT:
AMT:
17.00
0.00
17.00
17.00
0.00
17.00
0.00
MISC REF AMT:
HOLDBACK AMT:
0.00
0.00
ADVANCED AMT:
OUT ADVANCE AMT:
PO DATE:
LAST ACTIVITY DATE:
BEGIN DATE:
END DATE:
NO CONTRACT MONTHS:
FOB:
CLOSED DATE:
DISC %:
0.00
DOC TYPE:
0.00 RESP PERSON:
0.000
24
24
24
24
07
07
07
07
09 24 07
DAYS: 00
COMMENTS:
3-24
09
09
09
09
P/E TERM: 00
Treasury Offset Program (TOP)
Shortcut to: http://vaww.dmswebapps.fsc.va.gov/
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for official business and limited personal use under VA policy. Information from this system resides on and transmits through computer systems and
networks funded by the VA. All access or use constitutes understanding and acceptance that there is no reasonable expectation of privacy in the use of
Government networks or systems. All access or use of this system constitutes user understanding and acceptance of these terms and constitutes
unconditional consent to review and action including (but not limited to) monitoring; recording; copying; auditing; inspecting; investigating; restricting
access; blocking; tracking; disclosing to authorized personnel; or any other authorized actions by all authorized VA and law enforcement personnel.
Unauthorized user attempts or acts to (1) access; upload; download; change; or delete information on this system; (2) modify this system; (3) deny access
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3-25
DMS Application Suite
Create Helpdesk Tickets
SQL Launcher
 Treasury Offset
 Obligation History
 Payment History
 Vendor EFT Compliance
 Library View
 Local Accounting

3-26
Treasury Offset Program (TOP)
The Financial Services Center (FSC), Financial Accounting Service (FAS), Accounting, Reconciliation &
Reports Division (ARRD) will record a transaction (OS-15) in the Financial Management System
(FMS), which notifies field facilities when one of their payments has been offset by TOP.
The FMS OS-15 transaction records a zero dollar amount to Standard General Ledger accounts 99D1
and 99D2 and reference the payment obligation.
Additionally, the transaction is reflected on field facilities’ daily Accepted Document Listing (RGSADLV –
F829) and on FMS research tables (DXRF, PVHT/PVLT, GLDB). Since the OS-15 records a zero dollar
amount, the offset amount and agency information is reflected in the invoice number field of the
transaction. For example, VENDOR INV: TOP- $300.00 – IRS.
In some cases, the TOP offset may affect several payments to a vendor on the same day. In that case,
the OS-15 is recorded to one payment/obligation and the total amount of the offset reflected in the
invoice number field. The OS document number reflects the same document number, which was offset
by TOP.
3-27
Accounts Receivables Reports

F853 run on the EOM and 10th WD
REPORT NAME-> CD.RARVGLV.OCT07 FORM-> F853
VERIFICATION OF GENERAL LEDGER BALANCES – ACCOUNTS
RECEIVABLE FEDERAL/NON-FEDERAL REPORT

F842 run on the EOM and 10th WD
REPORT NAME-> CD.RARABRV.OCT07 FORM-> F842
AGING ACCOUNTS RECEIVABLE REPORT
3-28
F853 Verification of General Ledger Balances – Accounts
Receivable Federal/Non-Federal Report




RARVGLV 306
REPORT ID: RARVGLV
RSD FORM: F853
RUN DATE: 11/15/08
0151A1
STN: 306
NEW YORK NY
BFYS: 09
VARO
*** DEPT OF VETERANS AFFAIRS (FMS) ***
PAGE:
VERIFICATION OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE
FEDERAL/NON-FEDERAL REPORT AS OF 11/15/08
4
TIME: 23:40




FUND: 0151A1
PAYOR TYPE CATEGORY: NON-FEDERAL
GOE - CAT A - LMT 01
A/O: 20
VETERANS BENEFITS ADMIN






REV
LAST ACT
DOCUMENT ID LINE FCP/PRJ BOC SRCE REF DOC ID LINE DATE DATE PAYOR CODE NAME
-------------- ---- --------- ---- ---- -------------- ---- -------- -------- ------------ ---------------------- -----------------BD 3068FSC6933 001 013
1132
10/06/08 10/23/08 FEHBLWOP FEHBLWOP
BD 3068FSC5494 001 013
1132
10/06/08 11/03/08 FEHBLWOP FEHBLWOP
OUTSTANDING AMOUNT
228.89
595.18



NUMBER OF RECORDS:
2
STN 306

OUTSTANDING AMOUNT
-------------------




ACCOUNTS RECEIVABLE TOTAL:
G/L ACCOUNT BALANCES:
824.07






G/L G/L
ACCT ACCT NAME BALANCE
---- ------------ ------------------1313 AR-REFD-OTH
824.07
G/L TOTAL:
824.07


DIFFERENCE:
0.00
3-29
SUBTOTAL AMOUNT:
824.07
F842 Aging Accounts Receivables


RSD FORM: F842
RUN DATE: 11/15/08
AGING ACCOUNTS RECEIVABLE REPORT
AS OF 11/15/08
TIME: 23:40









STN: 306
FUND: 0151A1
BFY: 09
PAYOR TYPE CATEGORY: NON-FEDERAL
NEW YORK NY
VARO GOE - CAT A - LMT 01
AGING
DOCUMENT
ESTAB
LAST ACTV DAYS
ORIGINAL
COLLECTED
WRITE-OFF
BALANCE
PAYOR
VENDOR/
CATEGORY
NUMBER
DATE
DATE
LATE
AMOUNT
AMOUNT
AMOUNT
DUE
CODE
EMPLOYEE NAME
-------- ------------- -------- -------- ----- -------------- -------------- ------------ -------------- ----------- --------------NOT DELQ BD3068FSCL6933 10/06/08 10/23/08
0
228.89
228.89 FEHBLWOP
FEHBLWOP
NOT DELQ BD3068FSC5494 10/06/07 11/03/08
0
595.18
595.18 FEHBLWOP
FEHBLWOP
NOT DELQ
SUBTOTAL:
824.07
824.07


STN: 306
FUND: 0151A1 BFY: 09
TOTAL:
824.07
824.07
TOTAL:
824.07
824.07


NUMBER OF RECORDS:
2 STN: 306
3-30
Account Payables
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.
3a-1
RECEIVERS DATA ENTRY
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),
-orRequest, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt
data for supplies)
-orEstimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with
receipt data)
Record the receipt of goods with a
DLN
2.
Entering a Receiver (RC) Document without a
DLN
Order for Supplies or Services, VA 2138 (with receipt data for supplies),
-orRequest, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt
data for supplies)
-orEstimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with
receipt data)
Record the receipt of goods without a
DLN
3.
Modifying a Receiver (RT or RC) Document
Order for Supplies or Services, VA 2138 (with receipt data for supplies revised)
-orRequest, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt
data for supplies - revised)
-orAdjustment Voucher, VA 90-140
-orEstimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with
receipt data)
Modify the receipt of goods
4.
Canceling a Receiver (RT or RC) Document
Adjust Voucher for Cancellation, VA 90-140
Cancel the receipt of goods
5.
Entering, Modifying, or Canceling a Receiver
Accrual (AR) Document
Notification of Manual Accrual
SF-1358 (marked for Accruals)
Record the receipt of services
3a-2
COMMND:
001-001 OF 002
TRANS TYPE:
REF DOC:
RECEIVED BY:
CLEAR ALL:
DOC TOTAL:
DOCID: RC 10
523A909_ _01
BATID:
SUB STN:
RECEIVER INPUT SCREEN
01 RECVD DATE: *
MO 523A909_ _
LLA
ACCT PRD:
VENDOR CODE:
NAME:
ADDR1:
ADDR2:
CITY/ST/ZIP:
3090.00
STATUS: ACCPT
10/15/08
*
ACTION: E SUB STN: 523
741022751
PPAY TYPE:
WARREN ELEC CO
PO BOX 200022
HOUSTON
TX 772160022
01LINE:
STATION/SAT:
COST CTR/SUB:
LINE AMOUNT:
LIQ AMOUNT:
OUTST OBLIG:
COMMND:
002-002 OF 002
TRANS TYPE:
REF DOC:
RECEIVED BY:
CLEAR ALL:
DOC TOTAL:
001
REF LINE: 001
BFYS: 09
523
/
FCP/PRJ: 010022300
822300 /
BOC/SUB: 2632 /
3000.00
P/F:
I/D:
3000.00
DESCR:
DOCID: RC 10
523A909_ _01
BATID:
SUB STN:
RECEIVER INPUT SCREEN
01 RECVD DATE:
MO 523A909_ _
LLA
ACCT PRD:
VENDOR CODE:
NAME:
ADDR1:
ADDR2:
CITY/ST/ZIP:
3090.00
FUND: 0160A1
JOB NO:
REPT CATG:
CLSD BFYS:
CLSD FUND:
STATUS: ACCPT
10/15/08
ACTION: E SUB STN: 523
741022751
PPAY TYPE:
WARREN ELEC CO
PO BOX 200022
HOUSTON
TX 772160022
01LINE:
STATION/SAT:
COST CTR/SUB:
LINE AMOUNT:
LIQ AMOUNT:
OUTST OBLIG:
991
REF LINE: 991
BFYS: 09
523
/
FCP/PRJ: 010022300
822300 /
BOC/SUB: 2632 /
90.00
P/F:
I/D:
90.00
FUND: 0160A1
JOB NO:
REPT CATG:
CLSD BFYS:
CLSD FUND:
DESCR:
*ITS VERY IMPORTANT TO ENTER THE DATE THAT THE GOODS WERE ACTUALLY RECEIVED. IF A RECEIVED DATE IS
FROM A PRIOR MONTH THAN CURRENTLY PROCESSING, YOU WILL NEED TO ENTER THE CURRENT ACCOUNTING
PERIOD (ACCT PRD:) FIELD.
3a-3

Invoice is received
 Payment
person verifies goods were received
by reviewing RC/RT or AR entry in FMS
 Once validated, a PV 01 transaction entry into
FMS is accomplished
 If this is the final payment ensure an “F” is
annotated in the field P/F

This automatically zeros out any amount left on the
obligation
3a-4

Invoice is received
 Payment
person verifies goods were received
by reviewing RC/RT or AR entry in FMS
 Payment person enters a PV 01 transaction
into FMS
A “F” was not annotated in the field P/F and it was
the final payment
 To clear the obligation a zero PV 01 payment
transaction into FMS is required

3a-5
Example of the “F” not being entered
ACTION: R TABLEID: RCLA USERID: S104 RMJ
*** RECEIVER ACCOUNTING LINE INQUIRY SCREEN ***
KEY IS TRANSACTION CODE, RECEIVER NUMBER, ACCOUNTING LINE NUMBER
TRANSACTION CODE:
01LINE NO:
BFYS:
COST CTR/SUB:
JOB NO:
CLSD BFYS:
DESCR:
02LINE NO:
COMMND:
001-001 OF 001
RC
001
07
827200
RECEIVER NO:
REF LINE NO:
FUND:
/
FCP/PRJ:
RPTG CATG:
CLSD FUND:
523A7999901
001
TRANS TYPE: 01
0160A1 STATION/SAT: 523
/
010022300 BOC/SUB: 2580 /
ACCRUAL AMT:
500.00
VOUCHER AMT:
500.00
LIQ AMT:
499.00
OUTST AMT:
1.00
CLOSED AMT:
499.00
REF LINE NO:
TRANS TYPE:
DOCID: PV 10
523A7999902
STATUS: ACCPT
BATID:
SUB STN:
08/03/07
3a-6
Example of the Zero PV 01 Payment Screen
COMMND:
001-001 OF 001
DOCID: PV 10
523A7999902
STATUS: ACCPT
BATID:
SUB STN:
08/03/07
PAYMENT VOUCHER INPUT SCREEN
TRANS TYPE: 01 PV DATE:
ACCT PRD:
ACTION:
SUB STN: 104
VENDOR CODE: 132646870
NAME: HOWMEDICA INC
BENEFICIARY:
PPAY TYPE:
ADDR1: P O BOX 100753
SCHD PMT DATE:
FISCAL APRV:
ADDR2:
DOC TOTAL: 0.00
CITY/ST/ZIP: ATLANTA
GA 30384
CHECK TYPE:
COMMENT TO PRINT:
DISC %:
DAYS:
P/E TERM:
AMT:
DISC %:
DAYS:
P/E TERM:
AMT:
01LINE: 001 REF DOC: RC 523A7999901
REF LINE: 001
ACCP/DEL DATE:
VENDOR INV: WR
INV DATE: 08 09 07
LOG DATE: 08 09 07
REF VEND CODE:
REF VEND NAME:
LINE AMOUNT: 0.00
I/D:
P/F: F UNAPPL DEP NO:
LIQ AMOUNT:
DESCR:
OUTST OBLIG:
0.00 LINE TYPE:
INT RSN:
DISC RSN:
BFYS: 07
FUND: 0160A1
STATION/SAT: 523
FCP/PRJ: 010022300
JOB NO:
COST CTR/SUB: 827200
BOC/SUB: 2580
REPT CATG:
REV SRCE/SUB:
CLSD BFYS:
CLSD FUND:
Make sure to fill out everything that is filled out in the example above
3a-7
Results of the Zero PV 01 Payment
ACTION: R TABLEID: RCLA USERID: S104 RMJ
*** RECEIVER ACCOUNTING LINE INQUIRY SCREEN ***
KEY IS TRANSACTION CODE, RECEIVER NUMBER, ACCOUNTING LINE NUMBER
TRANSACTION CODE:
01LINE NO:
BFYS:
COST CTR/SUB:
JOB NO:
CLSD BFYS:
DESCR:
02-
LINE NO:
RC
001
09
827200
RECEIVER NO:
REF LINE NO:
FUND:
/
FCP/PRJ:
RPTG CATG:
CLSD FUND:
523A7999901
001
TRANS TYPE: 01
0160A1 STATION/SAT: 523
010022300 BOC/SUB: 2580 /
ACCRUAL AMT:
VOUCHER AMT:
LIQ AMT:
OUTST AMT:
CLOSED AMT:
REF LINE NO:
TRANS TYPE:
3a-8
/
499.00
499.00
500.00
0.00
499.00
F851 Report
This is a good report to watch for outstanding amounts and how long it has been open
RPEVGLV
STA
0160X4
REPORT ID: RPEVGLV
***
RSD FORM: F851
RUN DATE: 07/31/08
***
PAGE:
1
TIME: 23:03
FEDERAL/NON-FEDERAL REPORT AS OF 07/31/08
STN: STA
BFYS: 94
Austin
DEPT OF VETERANS AFFAIRS (FMS)
VERIFICATION OF GENERAL LEDGER BALANCES - PAYABLES
VAMC
A/O: 10
FUND: 0160X4
MEDICAL SVCS - MCCF
PAYABLE TYPE:
ACCOUNTS PAYABLE
VEN TYPE CAT:
NON-FEDERAL
VETERANS HEALTH ADMIN.
DOCUMENT ID
FCP/PROJ
--------------
--------- ----------- --------------- -------- -------- ------------------- ------------------- -------------------
RT STAL6000102
01HC20600 592663954
OFFICE DEPOT IN 11/13/07
260
198.99
179.10
19.89
RT STAL7001101
01HC34300 541458884
CAPITOL BUILDIN 05/31/08
61
2,228.59
1,883.42
345.17
RT STAL7001301
01HC34300 541458884
CAPITOL BUILDIN 04/26/08
96
1,323.00
1,290.70
32.30
3,750.58
3,353.22
397.36
3,750.58
3,353.22
397.36
NUMBER OF RECORDS:
VENDOR CODE NAME
3
DATE
STN 688
DYS OPEN
ACCRUAL AMOUNT
SUBTOTAL:
PAYABLES TOTALS:
3a-9
VOUCHERED AMOUNT
OUTSTANDING AMOUNT

Other uses for the zero PV 01
 Clear
an MO or SO with an outstanding
amount
To clear the obligation a zero PV 01 payment
transaction into FMS is required
 Reference the MO or SO document
 Enter “F” in the P/F field
 F850 report is a good resource to review

3a-10
FMS RECURRING PAYMENT (PV) INPUT TABLE (REPV):
PURPOSE: FMS developed this table to automatically create payment (PV) transactions for fixed amount
recurring payments. For example, users may enter payment data in this table such as rent payments, or
service agreements, etc., and the system will create PV transactions using that data4 this table is a feasible
alternative for making recurring monthly payments from a Service Order (SO) obligation. Authority for this
procedure is granted in GAO Title 7, section 22 which states; recurring payments for services under
agreements providing for payment of fixed amounts at regular intervals may be made without requiring the
submission of vouchers, invoices, or “bill”. If a contract is for a fixed amount plus a variable amount [such as
the rental of a copier plus a rate per copy], this table can also be used If the vendor agrees to convert the
variable portion into the fixed amount with the last payment of the contract period being an adjusted amount
to complete the purchase. A similar arrangement will also work for utilities. NOTE: Can not enter prompt pay
type for utility.
PROCEDURE: Users (Stations) can establish the obligation using IFCAP and, once established, go on-line
directly into FMS to establish the payment in the Recurring Payment Voucher Input Table (REPV). The first
payment transaction (PV) is created during the FMS nightly cycle on the calendar date entered in the “ENTRY
START DATE” field of the table. Future payments (PV’s) are generated automatically on the lst of each month
thereafter. Stations should be aware of the payment time frame when establishing records on this table and
react accordingly. For example, if a prorated payment is due on the May 20, 2008 and a set amount due
thereafter, then the station has two choices. First, initiate a PV through IFCAP for the prorated amount and
establish a REPV record in the full amount with an “ENTRY START DATE” of 06/01/08 or establish two records
in the REPV. The first being a one time payment [frequency type of “F”] with an “ENTRY START DATE” of
‘05/20/08’and the second record established for the subsequent months [frequency type of “M”] with an
“ENTRY START DATE” of ‘05/01/08’. The table records will be deleted by the system, after the final recurring
payment for the record that has been processed. The first being a one time payment [frequency type of “F”]
with an “ENTRY START DATE” of ‘05/20/08’ and the second record established for the subsequent months
[frequency type of “M”] with an “ENTRY START DATE” of ‘06/01/08’. The table record will be deleted by the
system after the final recurring payment for the records that has been processed.
NOTE: The Vendor Invoice Log Date [VI LOG DATE] will be the same on all PV’s generated. To prevent interest
being paid on the second and future payments, stations MUST enter an “N” in the prompt pay type field
[meaning, subject to prompt pay with no interest]. The following format shows the appearance of this table in
FMS:
3a-PV1
REPV COMMANDS
ACTION CODES:
A- Adding a new record.
C- For mods and changes to the record; can only make changes in the line,
with a “C”. To make changes to the header, first do a “D” in action and enter
which should result in a message “all lines deleted”. Corrections can now be
made to the record. Once corrections are made do an “A” in action and enter,
should get a message “all lines added”.
D -To delete the record.
NOTE: When adding the original record use log date and delivery dates so
when prompt pay is calculated the pay date will not fall during a holiday period.
EXAMPLE: 11/01/08 ____ will fall due during Thanksgiving resulting in error
message “8+ days prior prompt pay”. To correct the dates, you will need to
change to a date that would fall outside of the holiday time frame like 11/10/08.
3a-PV2
C. Recurring Payment Vouchers
Overview of Recurring Payment Vouchers
The recurring payment voucher allows you to schedule Payment Voucher documents to be automatically
generated on a regular, recurring basis, such as rent payments, utility payments, etc.
The Payment Voucher information is entered only once in the Recurring Payment Voucher Input Table (REPV),
along with starting and ending dates and an indicator controlling how often the documents should be generated.
An offline process generates the documents and adds them to the Document Suspense File (SUSF). You can then
access the documents in correction mode (C), change them if desired, and process them. Once documents were
generated to SUSF for a recurring payment, its related REPV entries cannot be modified. Necessary changes can
be applied to the generated documents in SUSF before they are processed. (Note: An override level may be applied
to the generated documents based on a user-defined parameter established in member PMAPREPV).
The Recurring Payment Voucher Input Table is keyed by Payment Voucher number and line number, and during
reference table data entry, the data is validated to a limited extent.
Codes are validated against the entry start date
,
and fiscal year; however, no checks are made against Budget Execution Tables. That type of validation occurs
when the documents are added to the Document Suspense File (SUSF) and are processed by the Payment Voucher
document processor.
• When coding the Recurring Payment Voucher Input Table, you may not know the exact line amount when the
recurring information is being entered. You can leave the Amount field blank. If you do, the system places the
words FILL-IN in this field to serve as a reminder that an amount is still required. You may enter the real amount in
this field later, or wait until the document has been added to the Document Suspense File (SUSF) and change it
there. This table also allows you to enter incomplete previous document references. For example, if you enter the
referenced Purchase Order document number without the line number, the reference can be completed either in
the Recurring Payment Voucher Input Table or in the Document Suspense File (SUSF). The Frequency Type field
indicates how often the document should be generated, as follows:
F - A one-time future document
M - Monthly document
B - Bi-monthly document (every other month)
Q - Quarterly document
A - Annual document
3a-PV3
2.
General Information About Recurring Payment Vouchers
a.
Recurring Payment Voucher Selection
A recurring payment voucher will be selected from the Recurring Payment Voucher Input Table
(REPV), if the offline process date is between the table start and end dates, and the latest date
on the table is blank or great enough to meet the frequency type criteria. For example, assume
the table start date is January 1, 2008 and the table end date is December 31, 2008. Also,
, offline processes are first run on January 1,
assume the frequency type is M for monthly. If the
2008, the recurring payment voucher will be selected for the first time and the latest date will be
set to FMS USERS GUIDE: Accounts Payable AP-76 CONTENT REVISION DRAFT May 1,
2008. That payment voucher will not be selected again until the offline process date is greater
than or equal to June 1, 2008 (the next accounting month). Recurring Payment Voucher Input
Table entries are deleted if the end date is less than or equal to the offline process date, or the
frequency type is F for one-time generation. In the example, the REPV entry would be deleted,
when the offline process date was greater than or equal to May 31, 2008.
3a-PV3a
b. Document IDs
The recurring payment vouchers are not batched. The document ID generated by the
system is:
• Transaction Code. The transaction code that applies to the Recurring Payment Voucher.
The Transaction Code must have a Transaction Category of PV in the Transaction
Category Table (TCAT).
• Submitting Administration/Staff Office. The submitting administration/staff office from the
Recurring Payment Voucher Input Table (REPV) entry.
,
• Document Number. The Payment Voucher number from the Recurring Payment Voucher
Input Table (REPV) entry (9 digits) followed by the to-date month from the document’s
Date table entry. Blanks are replaced by zeros.
When the documents are created, they are placed in the Document Suspense File (SUSF)
and are either scheduled for offline processing or entered as held depending on the
scheduling type, as described below.
FMS USERS GUIDE: Accounts Payable AP.77 CONTENT REVISION DRAFT
3a-PV4
RECURRING PAYMENT VOUCHER INPUT TABLE
ACTION: . TABLEID: REPV USERID: .... ....
RECURRING PAYMENT VOUCHER DATA ENTRY SCREEN
TRANS CODE: .. PV NUM: .........
SUBM A/O: .... FREQ TYPE: . DO: ....
ENTRY START DATE: .. .. .. ENTRY END DATE: .. .. ..
LATEST DATE: .. .. ..
VENDOR CODE: ......... .. TR TYPE: .. VCHR TYPE: .
AGREEMENT NUMBER: ...............
SCHEDULING TYPE: .
PRINT FLAG: .
FA IND: .
CHECK TYPE: .
PROMPT PAY TYPE: .
DISC %: ...... DAYS: .. P/E TERM: .. AMT: ........
DISC %: ...... DAYS: .. P/E TERM: .. AMT: ........
,
DISC %: ...... DAYS: .. P/E TERM: .. AMT: ........
LINE NO: ... REF DOC NO: .. ...........
REF DOC LINE: ...
VENDOR INV #/LINE: .................... ...
VENDOR INVOICE DATE: .. .. ..
TRANS TYPE: .. BFY: .. .. FUND: ......
STATION/SAT: ....... ..
COST CTR/SUB: ....... .. FCP/PRJ: .........
BOC/SUB: .... ..
JOB NUMBER: ........ REPT CATG: ....
REV SRCE/SUB: .... ..
QUANTITY: .........
ADVANCE FLAG: .
GL ACCOUNT: ....
LINE TYPE: . DESCR: ..............................
AMOUNT: ...............
VI LOG DATE: .. .. ..
I/D: . P/F: .
ACCP/DEL DATE: .. .. ..
3a-PV5
RECURRING PAYMENT VOUCHER DOCUMENT CODING INSTRUCTIONS
1. TRANS CODE
Required. Enter the transaction code that applies to the recurring payment voucher that is being created. The
transaction code entered must have a transaction category of PV in the Transaction Category Table (TCAT).
2. PV NUM
Required. Enter an alphanumeric identifier for this Payment Voucher document. This is a key to the Recurring
Payment Voucher Input Table (REPV) and must therefore be unique. It becomes the first 9 digits of the document
number on the generated documents. The last 2 digits are added when the Payment Voucher is generated. They are
the month from the to- date parameter.
3. SUBMA/O
Required. Enter the code that you want to have as the administration/staff office in the document ID of the generated
document. This administration/staff office must be valid for the entry start date’s year.
4. FREQ TYPE
Required. This field describes how often the document should
, be generated and added to the Document Suspense
File (SUSF). Valid codes are:
F - One-time future document. The documents are generated once, on or after the entry start date.
M - Monthly. The document is generated once a month, starting on or after the entry start date, and ending on the
entry end date.
B - Bimonthly. The document is generated once every two months, between the starting and ending dates.
Q - Quarterly. The document is generated once a quarter, between the starting and ending dates.
A - Annually. The document is generated once a year, between the starting. and
ending dates.
5. DO
Required. Enter the code for the Treasury disbursing office responsible for generating payment for the voucher.
USERS GUIDE: Accounts Payable AP-79 CONTENT REVISION DRAFT
3a-PV6
6. ENTRY START DATE
Required. Enter in MMDDYY format the calendar date on which documents should start being generated.
7. ENTRY END DATE
Required when frequency type is M, B, or Q. Must be blank when frequency type is F. Enter in MMDDYY format the
calendar date on which documents should cease being generated.
8. LATEST DATE
System-maintained. The system updates this field with the last date on which a document is generated. Once filled, the lines
for the recurring document cannot be changed in this table.
The generated documents have accounting periods as follows:
1. If the current accounting period and budget fiscal years parameters are provided in the Dates Table (DATE) entry for the
offline jobs, those values are used on the generated documents.
2. If the Dates Table (DATE) parameters are blank, those fields are blank on the generated documents, and are inferred
from the document date by the Payment Voucher document processor. The document date on the generated documents is
the date the job was run (run date).
PARAMETERS FOR RECURRING PAYMENT VOUCHERS
,
Program ID REPV
To-Date Required. The date on which selection is
based. This is also known as the offline- process date.
Budget Fiscal Years Optional. The budget fiscal years that you
want on the generated documents.
Current Accounting Period Optional. The accounting period and fiscal
year that you want on the generated documents. If left blank, it is inferred from
the document date (which is the run date).
9. VENDOR CODE
Required if the Vendor Control Option in the System Control Options Table (SOPT) is Y for the entry start year.
USERS GUIDE: Accounts Payable AP-81 CONTENT REVISION DRAFT
3a-PV7
10. TR TYPE
Required. Enter the transaction type code that corresponds to the payment voucher that is being created.
11. VCHR TYPE
Required. Enter the voucher type code that corresponds to the payment voucher that is being created.
12. FA IND
Optional. If entered, it must be F
13. AGREEMENT NUMBER
Optional. Enter if this payment will be for a refund of a previous collection against a customer agreement. The agreement
number should match the agreement number of the over- collection. If the SOPT Job Cost option is Y, the agreement number
will be edited against the Customer Agreement Header Table (CAHT).
14. PRINT FLAG
Optional. Enter a Y if the voucher is to be paid manually.
15. CHECK TYPE
, an S if the check will be held for additional stuffing. Enter a
Optional. Enter a Y if the check will be picked up by the vendor. Enter
B if the check will be both picked up and stuffed. Leave blank if no special treatment is required before the check is mailed.
16. SCHEDULING TYPE
Required. This field describes how the document should be scheduled when added to the Document Suspense File (SUSF).
Valid types are:
0 - Document scheduled for offline processing H - Document scheduled for hold.
17. PROMPT PAY TYPE
Optional. Enter the prompt pay type that will be associated with the voucher if the voucher is subject to prompt pay. If not,
entered and a receiver is referenced, it will default to the prompt pay type on the referenced receiver. If not entered on a
referenced receiver, it will default to the prompt pay type on the Vendor Table (VEND). If no default is found on VEND, the
system default from the Disbursing Options Table (DOPT) will be used. This field must be blank if the voucher is not subject to
prompt pay. If entered, this field must be valid on the Prompt Pay Table (PPAY). This field may not be changed by a MODIFY
document.
FMS USERS GUIDE: Accounts Payable AP.82 CONTENT REVISION DRAFT
3a-PV8
18. DISC%/DAYS/P/ETERM/AMT
Optional. Enter the discount terms associated with the voucher. Enter the discount percent (use whole percents with
three decimal places, e.g., 99.999) or discount amount (used to compute the discount percent) and the number of
discount days or the PROX/EOM discount term days for each set of discount terms. The discount terms will apply to
all document lines.
19. LINE NO
Required. Enter a unique number to identify each line in the document. Three digits must be entered, i.e., enter 001,
not 1.
20. REF DOC NO, REF DOC LINE
Optional. An incomplete reference may be entered, i.e., only the code, or only the code and number. The reference
will have to be completed later, either in this table or in the document database.
21. VENDOR INV #/LINE / VENDOR INVOICE DATE
Optional. May be entered, if known.
22. TRANS TYPE
Optional. Enter the transaction type for this PV.
23. BFY
,
Optional. Enter the budget fiscal year(s) that applies to this PV.
24. FUND
Required. Enter the fund that is responsible for payment of the PV.
25. STATION/SAT
Optional. Enter the code for the station (and satellite station) responsible for this PV. If the FCP/Project is entered,
then the station code must also be entered.
26. COST CTR/SUB
Optional. Enter the code for the cost center (and sub cost center) responsible for paying this PV.
27. FCP/PRJ
Optional. Enter the code for the program under which this PV is generated. The FCP/Project, in conjunction with the
station code, must be valid in the FCP/Project Table (PGMT). If the
FMS USERS GUIOE: Accounts Payable AP-84 CONTENT REVISION DRAFT
3a-PV9
FCP/Project has a Construction Project indicator of Y on the Fund Control Point/Project Table
(PGMT), it must also have an open status on the Status of Project Table (STAP).
28. BOC/SUB
Either object, revenue source, or GL account must be entered. For sub object, the code must be valid
within object.
29. JOB NUMBER
Optional.
30. REPTCATG
Optional. Enter the code of the reporting category for this line.
31. GLACCOUNT
Either object, revenue source, or GL account must be entered.
32. REV SRCE/SUB
Either object, revenue source or GL account must be entered. If sub-source is entered, must be valid
within revenue source.
,
33. LINE TYPE
Optional. Enter H if the line refers to a contract holdback amount, N, if the line refers to a normal
payment amount. Defaults to normal payment line.
34. DESCR
Optional. Enter a description for this PV line.
35. QUANTITY
Optional. Enter the number of units being purchased with this PV.
36. AMOUNT
Optional. If entered, must be numeric, with an optional decimal point. Two digits must be
entered for cents. For example, $25.00 may be coded as “25.00” or “2500”. If left blank, the system
will supply the words “FILL-IN”.
37. l/D
FMS USERS GUIDE: Accounts Payable AP-85 CONTENT REVISION DIWT
3a-PV10
Optional. Valid values are I or D, for increase or decrease.
38. P/F
Must be blank if all three reference transaction fields are blank. Otherwise
optional. Enter P or F, for partial or final clearing against the referenced
transaction.
39. ADVANCE FLAG
Optional. If appropriate, code the following:
N - Non Advance
A - Advance
40. VI LOG DATE
,
Optional. Enter Vendor Invoice Date if voucher
tracking is not used. This date is
used in scheduling vouchers for payment.
41. ACCP/DEL DATE
Optional. Enter the cceptance/De1ivey Date that applies to the recurring payment
voucher. The date must be valid on the Calendar Date Table (CLDT).
Note: When FMS processes the payment transaction, if the Trigger Date Flag for
the prompt pay type (inferred from either VENDo r DOPT) is L or D, this field will
be required for the transaction to process. If the Trigger Date Flag for the prompt
pay type is I, this field will not be required.
FMS USERS GUIDE: Accounts payable AP-86 CONTENT REVISION DRAFT
3a-PV11
Payroll
Transactions/Expenditures
PAYROLL BIWEEKLY TRANSACTIONS
These are a list of the TC TT which, are transmitted to FMS biweekly.
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR
TRANS TRANS
CAT\
BUDGET
PROJECT
FUND ACCOUNTING
FY
CODE
TYPE
TYPE
BOC
POST TYPE CAT
ENTRY ID
-------------------------- ---- ---------01- 09
PR
02
9615
DESCRIPTION PAYROLL EXPENDITURE
01- 09
PR
04
S
9617
DESCRIPTION PAYROLL ALLOTMENT
01- 09
UE
01
9604
DESCRIPTION PAYROLL COST - RETIREMENT
01- 09
UE
02
9605
DESCRIPTION PAYROLL COST -HEALTH INSURANCE
01- 09
UE
03
9606
DESCRIPTION PAYROLL COST - LIFE INSURANCE
01- 09
BD
20
E
0037
DESCRIPTION RECEIVABLE - PAYROLL
4-1
PROMPT
PAY
FLAG
-----N
N
N
N
N
N
QUICK CONF 4.3.2 --
BULLETIN BOARD DISPLAY
-- PANEL: CBB5
*******************************************************************************
*
PAGE 1 OF 2
11/01/07
*
*
*
* SUBJECT: AVAILABILITY OF FMS FOR THE MONTH OF NOVEMBER 2007
*
*
*
* FMS AVAILABILITY FOR THE ACCOUNTING MONTH OF NOVEMBER 2007 IS AS FOLLOWS:
*
*
*
* 11/01/07
FMS MAY BE LATE DUE TO EOM CYCLE PROCESSING
*
* 11/02/07
PAYROLL INPUT TO FMS FOR PP 21
*
* 11/02-03/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM
*
* 11/04/07
NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM
*
* 11/05-10/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM
*
* 11/11/07
NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM
*
* 11/16/07
PAYROLL INPUT TO FMS FOR PP 22
*
* 11/12-17/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30AM
*
* 11/18/07
NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM
*
*
*
*
-CONTI*
*******************************************************************************
Dept BB# 0001 Updated on: 11/01/07 At: 12:42 By: S104FSC At terminal: 0384
Press ENTER to continue
QUICK CONF 4.3.2 --
BULLETIN BOARD DISPLAY
-- PANEL: CBB5
*******************************************************************************
*
PAGE 2 OF 2
11/03/06
*
*
*
* 11/19-24/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM
*
* 11/25/07
NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM
*
* 11/27/07
NOVEMBER PAYROLL ACCRUAL (10 DAYS) TO FMS
*
* 11/26-30/07 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM
*
* 11/30/07
BEGIN NOVEMBER *EOM CYCLE AT 7:30PM
*
* 12/01/07
**FMS MAY BE UP LATE DUE TO EOM PROCESSING**
*
*
*
*
*
*
*
* ALL TIMES LISTED ARE CENTRAL STANDARD TIME (CST). SHOULD THERE BE A
*
* CHANGE IN THIS SCHEDULE, YOU CAN VERIFY THE FMS SYSTEM AVAILABILITY STATUS *
* BY CONTACTING 1-800-883-4100 (REMOTE SITES) OR 1-512-326-6204 (LOCAL SITES) *
*
*
* VACO FMS SERVICE
*
*
*
*******************************************************************************
Dept BB# 0002 Updated on: 11/01/07 At: 12:48 By: S104FSC At terminal: 0384
Press ENTER to continue
4-2
Website reference:
http://www.va.gov/publ/direc/finance/M6P5S301.htm
http://www.va.gov/publ/direc/finance/M6P5S1010htm
Discussion – Payment Run Processing Cycle
4-3
INTERPRETING FMS ERROR CODES
Although there are hundreds of error messages that might be generated during FMS
document processing, this guide will help users decipher any FMS error message.
All FMS error messages are preceded by a seven or eight character code.
Each code
identifies the area on the screen where the error may be found and what type of error was
found, e.g., a warning, overrideable, or fatal error.
Consult the Error Guide Inquiry
Table (ERRG) for a more detailed explanation of error messages.
LOCATION OF ERROR:
First Character Location of Error
Example
A
=
General Application/
System Message
A--CQ93
H
=
Document Header Error
H
- CV9AE - INVALID DOCU
B
=
Batch Header Error
B
- CD02E - INVALID CURR
# =
Line Number Error
01 - SC03W - INSUFFICIENT
4-4
TYPE OF ERROR
TYPE OF ERROR:
Last Character
#
=
GENERAL
W
=
WARNING
O
=
OVERRIDEABLE
E
=
FATAL
Error Type
FMS Reaction
Reports the status of the document. No action
required by the user. Example: (A--CQ93)
FMS will process the document.
Example: (01-SC03W)
Authorized user must override in order for
processing to succeed. Example: (01-SC03O)
Error must be corrected in order to
Example: (01-CE21E)
4-5
process.
FSC Accountants are responsible for PR/UE rejects.
their FSC Accountant on rejects.
FMS TC TT for Payroll Expenditures: PR 02
Some Stations choose to work with
Appropriated Funds
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR
TRANS TRANS
CAT\
BUDGET
PROJECT
FUND ACCOUNTING
FY
CODE
TYPE
TYPE
BOC
POST TYPE CAT
ENTRY ID
-------------------------- ---- ---------1- 09
PR
02
9615
PROMPT
PAY
FLAG
------
DESCRIPTION PAYROLL EXPENDITURE
ACTION: R TABLEID: ACEN USERID: S104 FSC
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
FISCAL YEAR: 08
ACCOUNTING ENTRY ID: 9615
ACCOUNTING EVENT TYPE: SP03
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
NUMBER
CODE
LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- --01001
GENJ
D
6122 22
N
1025 01
N
N
N
02002
GENJ
D
4610 44
N
490P 48
N
N
N
03003
GENJ
D
3107 03
N
5700 31
N
N
N
4-6
COMMND:
DOCID: PR 04
BATID:
540PP20A352
SUB STN:
STATUS: REJCT
10/06/08
STANDARD VOUCHER INPUT SCREEN
SV DATE:
ACTION:
BFYS:
REVERSAL PERIOD:
COMMENT:
DOC TOTAL:
ACCT PRD: 07 08 SUB STN: 104
EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
FUND: 0160A1
BUDGET OVERRIDE IND: N
1,905.91
DESCRIPTION:
A--*HS60-DOCUMENT MARKED FOR READ ONLY
COMMND:
DOCID: PR 04
540PP20A352
STATUS: REJCT
001-001 OF 005
BATID:
SUB STN:
10/06/08
01LINE: 001 TRANS TYPE: 02
EXP/REV/GL/BG:
A/O:
BFYS: 09
FUND: 0160A1 STATION/SAT: 540
FCP/PRJ: 014
JOB NO:
COST CTR/SUB: 822400
BOC/REV SOURCE/SUB: 1101 51
REPT CATG:
CLSD BFYS:
CLSD FUND:
VENDOR:
NAME:
SCHD FY:
SCHD CAT:
SCHD TYP:
SCHD NO:
D.O.:
GUEST SYMBOL:
QTY:
40.00
REF DOC ID:
DOC TYP:
AGR NO:
AMOUNT:
1,346.40 I/D: I OBL FY:
ACCP DATE:
ADV:
INVOICE NO:
INV LINE:
INV DATE:
DESCRIPTION:
TREAS NO:
UNAPPLIED DEP NO:
01-SC08E-SUBALLOW SPEND CTL NOT FOUND
01-SC09W-INSUFFICIENT SUBALLOWANCE FUND
4-7
FMS ERROR TABLE ERRG
ACTION: R TABLEID: ERRG USERID: S104 RMJ
*** ERROR GUIDE INQUIRY TABLE ***
KEY IS ERROR CODE
ERROR CODE: SC08E
ERROR MESSAGE: SUBALLOW SPEND CTL NOT FOUND
PROBLEM:
NO ENTRY IN THE SUBALLOWANCE SPENDING CONTROL TABLE (SASP)
WAS FOUND.
SOLUTION:
SPECIFY A DIFFERENT SUBALLOWANCE CODE OR HAVE THE GIVEN
SUBALLOWANCE ESTABLISHED.
4-8
Processing Rejects Instructions
FSC Accountants only
The Financial Accounting Services Division, Nationwide Accounting Section, Nationwide Accountants are responsible for
processing daily, bi-weekly, and monthly rejects. The rejects are payroll, accrual, fixed asset transfer and rejects from the Denver
Distribution Center.
Bi-Weekly Payroll Rejects: Every two weeks Nationwide payroll is run resulting in rejects that need to be processed. The
accountants in the Nationwide Accounting Section (NAS), Trial Balance process the payroll rejects. To process the payroll rejects to
the accept stage enter the default FCP:
Fund
0160a1
0151a1
0152a1
0161a1
5014a1
0129a1
Default FCP
012
013
003
003
807
001 It may be necessary to change a medical center station
number to a cemetery station number.
New Funds FY 2004 forward
Fund
Default FCP
0160A1
9900999MD
0152A1
9900999AD
0162A1
9900999FC
PY 95 and earlier
990099999
There may be an occasion where it is necessary to process a payroll reject with one of these BOC’s. In this case, use the following
FCP’s.
BOC 2576
BOC 2561
BOC 2571
011
917
917
4-9
COMMND:
DOCID: PR 04
BATID:
540PP20A352
SUB STN:
STATUS: ACCPT
10/06/08
STANDARD VOUCHER INPUT SCREEN
SV DATE:
ACTION:
BFYS:
REVERSAL PERIOD:
COMMENT:
DOC TOTAL:
ACCT PRD: 07 08 SUB STN: 104
EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
FUND: 0160A1
BUDGET OVERRIDE IND: N
1,905.91
DESCRIPTION:
A--*HS60-DOCUMENT MARKED FOR READ ONLY
COMMND:
DOCID: PR 04
540PP20A352
STATUS: ACCPT
001-001 OF 005
BATID:
SUB STN:
10/06/08
01LINE: 001 TRANS TYPE: 02
EXP/REV/GL/BG:
A/O:
BFYS: 09
FUND: 0160A1 STATION/SAT: 540
FCP/PRJ: 012
JOB NO:
COST CTR/SUB: 822400
BOC/REV SOURCE/SUB: 1101 51
REPT CATG:
CLSD BFYS:
CLSD FUND:
VENDOR:
NAME:
SCHD FY:
SCHD CAT:
SCHD TYP:
SCHD NO:
D.O.:
GUEST SYMBOL:
QTY:
40.00
REF DOC ID:
DOC TYP:
AGR NO:
AMOUNT:
1,346.40 I/D: I OBL FY:
ACCP DATE:
ADV:
INVOICE NO:
INV LINE:
INV DATE:
DESCRIPTION:
TREAS NO:
UNAPPLIED DEP NO:
01-SC06W-INSUFFICIENT ALLOWANCE FUNDS
01-SC09W-INSUFFICIENT SUBALLOWANCE FUND
4-10
FMS TABLE ERRG
ACTION: R TABLEID: ERRG USERID: S104 FSC
*** ERROR GUIDE INQUIRY TABLE ***
KEY IS ERROR CODE
ERROR CODE: SC06W
ERROR MESSAGE: INSUFFICIENT ALLOWANCE FUNDS
PROBLEM:
THIS IS A WARNING MESSAGE. THE TRANSACTION EXCEEDS THE
AVAILABLE ALLOWANCE FUNDS.
SOLUTION:
REVIEW THE ALLOWANCE AND CONTROL OPTIONS.
4-11
THIS MEMORANDUM IS ROUTED TO STATION, ACCOUNTING 04
Memorandum
Department of
Veterans Affairs
Date: October 01, 2008
From: Chief Nationwide Accounting Section (0474B)
Subj: Payroll Rejects
To: Fiscal Officer
540
1. The FSC Financial Reports Section (0474B) has processed the attached rejects from the PAID to FMS interface for Pay Period 20. The interface
includes: payroll, Consulting and Attending, and Fee.
2. The PR documents only provide the costing information which tried to process in FMS; therefore, the rejects have been defaulted so that they
accept. The attached documents are printouts of the first line of the PR with the defaulted costing indicated on it. The document in its entirety can
be located on the JVLT table.
3. There are various reasons for rejects. Master records which have mismatched fund control points and cost centers result in the majority of
rejects. If the master record is correct, further research needs to be done to determine: if the PGMT table has been updated for a new ACC, if the
PGMT table has the FCP crosswalked to the proper ACC, and if budget levels have all been established for ACC.
4. The attached documents need to be researched to resolve the situation which is causing the transactions to reject. Station action is required to
correct the cause of the reject, as well as any costing adjustments due to defaulting of the record.
5. If you need assistance, please contact your station accountant:
VISN/Organization
VISNs: 1, 7, 9, 16, 17, 19
Area Office: Central, Eastern
Other Stations: 101, 102,104, 785
VISNs: 2, 4, 5, 8, 10, 11, 12, 20, 99
Other Stations: 705, 774, 775, 786, 787,
788, 789, 790, 791, 793, 794, 795, 796,
797, 799
VISNs: 3, 6, 15, 18, 21, 22, 23
Area Office: Southern, Western
Other Stations: 200, 201, 203, 282, 283,
284, 285, 389
Supervisor
/s/
Crystal Russell
Trial Balance Accountant
Primary: Anita Aleman (512) 460-5176
Alternate: Sue Simpson (512) 460-5042
Primary: Sandra Gibson (512) 460-5012
Alternate: Freda Hill-Terry (512) 460-5322
Primary: Brenda Burton (512) 460-5308
Alternate: Freda Hill-Terry (512) 460-5322
Crystal Russell (512) 460-5135
4-12
VA FORM 2105
MAR 1989
COMMND:
DOCID: PR 04
BATID:
540PP20A352
SUB STN:
STATUS: REJCT
10/26/08
STANDARD VOUCHER INPUT SCREEN
SV DATE:
ACTION:
BFYS:
REVERSAL PERIOD:
COMMENT:
DOC TOTAL:
ACCT PRD: 07 08 SUB STN: 104
EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
FUND: 0160A1
BUDGET OVERRIDE IND: N
1,905.91
DESCRIPTION:
A--*HS60-DOCUMENT MARKED FOR READ ONLY
COMMND:
DOCID: PR 04
540PP20A352
STATUS: REJCT
001-001 OF 005
BATID:
SUB STN:
10/26/08
01LINE: 001 TRANS TYPE: 02
EXP/REV/GL/BG:
A/O:
BFYS: 09
FUND: 0160A1 STATION/SAT: 540
FCP/PRJ: 014
JOB NO:
COST CTR/SUB: 822400
BOC/REV SOURCE/SUB: 1101 51
REPT CATG:
CLSD BFYS:
CLSD FUND:
VENDOR:
NAME:
SCHD FY:
SCHD CAT:
SCHD TYP:
SCHD NO:
D.O.:
GUEST SYMBOL:
QTY:
40.00
REF DOC ID:
DOC TYP:
AGR NO:
AMOUNT:
1,346.40 I/D: I OBL FY:
ACCP DATE:
ADV:
INVOICE NO:
INV LINE:
INV DATE:
DESCRIPTION:
TREAS NO:
UNAPPLIED DEP NO:
01-SC08E-SUBALLOW SPEND CTL NOT FOUND
01-SC09W-INSUFFICIENT SUBALLOWANCE FUND
Note:
Changed to FCP 012
4-13
Station Information
VISTA IFCAP PAID FILE DOWNLOADING PROCEDURES
You can use the Vista IFCAP PAID file when having FMS payroll rejects
pretaining to invalid Control Point(s) and/or Cost Center(s).
Payroll can supply this to you if you do not have access to the PAID file.
Go into VISTA IFCAP.
Go into PAID menu
Select Employee Inquiry Menu
PRIVACY ACT STATEMENT
In accordance with OPM and VA policies this information is to be furnished
for use only as authorized. It will not be reproduced or used for any other
purposes. Any output must be secured in a storage system adequate to insure
against disclosure to unauthorized parties. Disposal will be by burning,
shredding, or other treatment to destroy their legibility.
1
2
3
4
5
6
Print Employee Entries
Search Employee Entries
Employee Inquiry
Payrun Data Inquiry
Update PAID Codes
View Labor Distribution(s)
Select Employee Inquiry Menu Option: 1
Print Employee Entries
Select FILE: PAID EMPLOYEE//
Include separated employees? No//
(No)
[OPTIONAL]
Separated employees will not be included.
SORT BY: EMPLOYEE NAME// 17 LABOR DIST CODE-1 COST CENTER
START WITH LABOR DIST CODE-1 COST CENTER: FIRST//
WITHIN LABOR DIST CODE-1 COST CENTER, SORT BY:
FIRST PRINT FIELD: .01
THEN PRINT FIELD: 17
EMPLOYEE NAME
LABOR DIST CODE-1 COST CENTER
THEN PRINT FIELD: LABOR DIST CODE-1 FUND CTRL PT
THEN PRINT FIELD: Salary
THEN PRINT FIELD: BASE PAY CHANGE PPD
THEN PRINT FIELD: ??
[You can select as many fields as you want or line can hold. For
additional field names you want just put ?? in field]
4-14
TYPE '&' IN FRONT OF FIELD NAME TO GET TOTAL FOR THAT FIELD,
'!' TO GET COUNT, '+' TO GET TOTAL & COUNT, '#' TO GET MAX & MIN,
']' TO FORCE SAVING PRINT TEMPLATE
YOU CAN FOLLOW FIELD NAME WITH ';' AND FORMAT SPECIFICATION(S)
[Hit enter in the last blank field line]
THEN PRINT FIELD:
Heading (S/C): PAID EMPLOYEE SEARCH Replace[Hit enter; by pass]
STORE PRINT LOGIC IN TEMPLATE:
DEVICE: 0;500;99999
[Hit enter; by pass]
[Device field will be blank; enter numbers in blue]
DO NOT HIT THE ENTER BUTTON YET!!
Do the following to download data into excel before hitting the enter button.
[The download procedures is for agencies using Wyse Term System with Vista)
1
2
3
4
5
6
7
8
9
Go to the Wyse Term Settings on the top line and click on it.
Drop down menus will appear
Click on Terminal
The Modify Terminal Setup box will appear
Click on the Capture Tab
The Capture box will appear, click on Destination
Name your file and save it where you want store it.
Once it is saved, click on the radio button Capture On
Then click on the OK button
THE SYSTEM IS OPEN, YOU ARE NOW READY TO DOWNLOAD
JUST HIT THE ENTER BUTTON
You will see your file start running.
The downloaded file will stop when finished
Go back and do 1 through 9 to close the system
[SKIPPING 7 AND ON 8 CLICK CAPTURE OFF]
YOU HAVE COMPLETED DOWNLOADING THE FILE
4-15
Station Request for New FCP/ACC
1.
Send outlook message to: ACC\FCP REQUEST
ACTION: R TABLEID: PGMT USERID: S104 FSC
FUND CONTROL POINT/PROJECT TABLE SCREEN
KEY IS BFY, STATION, FCP/PRJ
----------PROGRAM----------- ALLOWANCE C
DEACT
BFY STATION FCP/PRJ CLASS
CATEGORY TYPE GROUP FCP/PRJ
P
DATE
--- ------- --------- -------- -------- ---- ----- ---------- - -------01- 09
540
014
26SB
840901 SB
26
26SB40901 N
FCP/PRJ NAME: COS PRIME CARE TRAINEE SAL
SHORT NAME: TRNE PRME PS
4-16
MISCELLANEOUS TRANSACTIONS DATA ENTRY
Topic
[1.
Page
Entering/Modifying/Canceling An
Expenditure Transfer Between
Stations -Balanced Document (EB)
Source Document
VA Action
SF-1017G, Journal Voucher
Record an expenditure transfer (Transferring
Station)
- or Record an expenditure refund out of suspense
or PFOP (Transferring Station)
- or Record transfer of cash receipts (Transferring
Station)]
[2.]
Entering/Modifying/Canceling An
Expenditure Transfer (ET) - (to be
used sparingly)
SF-1017G, Journal Voucher
Record receipt of an expenditure transfer
(Receiving Station)
- or Record an expenditure refund out of suspense
or PFOP
- or Record transfer of cash receipts (Transferring
Station)
[3.]
Entering/Modifying/Canceling An
Expenditure Transfer Within a Station
- Balanced (EW)
SF-1017G, Journal Voucher
Record an expenditure transfer
- or Record an expenditure refund out of suspense
or PFOP
- or Record transfer of cash receipts)]
[4.]
Entering/Modifying A Standard
Voucher (SV)
SF-1017G, Journal Voucher
623 Report
4-17
Record transfer of equipment (Transferring
Station)
- or Record receipt of equipment (Receiving
Station)
- or Record a manual payroll accrual
- or Record depreciation and accumulated
depreciation
- or Record Write-offs
EW Screenshot
COMMND:
DOCID: EW 10
BATID:
54070020
SUB STN:
STATUS: ACCPT
11/02/08
STANDARD VOUCHER INPUT SCREEN
SV DATE:
ACTION:
BFYS:
REVERSAL PERIOD:
COMMENT:
ACCT PRD:
SUB STN: 636
EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
FUND:
BUDGET OVERRIDE IND:
DOC TOTAL: 0.00
DESCRIPTION: CORRECT SALARY TRANS
COMMND:
DOCID: EW 10
54070020
STATUS: ACCPT
001-001 OF 002
BATID:
SUB STN:
11/02/08
01LINE: 001 TRANS TYPE: 56
EXP/REV/GL/BG:
A/O: 10
BFYS: 09
FUND: 0160A1 STATION/SAT: 540
FCP/PRJ: 010040101
JOB NO:
COST CTR/SUB: 822400
BOC/REV SOURCE/SUB: 1101 51
REPT CATG:
CLSD BFYS:
CLSD FUND:
VENDOR: MISCE
NAME: MISC EMPLOYEE VENDOR
SCHD FY:
SCHD CAT:
SCHD TYP:
SCHD NO: 54060020
D.O.:
GUEST SYMBOL:
QTY:
REF DOC ID:
DOC TYP:
AGR NO:
AMOUNT: 1346.40
I/D: D OBL FY:
ACCP DATE: 11 02 07 ADV:
INVOICE NO:
INV LINE:
INV DATE:
DESCRIPTION:
TREAS NO:
UNAPPLIED DEP NO:
COMMND:
DOCID: EW 10
54070020
STATUS: ACCPT
002-002 OF 002
BATID:
SUB STN:
11/02/08
01LINE: 002 TRANS TYPE: 56
EXP/REV/GL/BG:
A/O: 10
BFYS: 09
FUND: 0152A1 STATION/SAT: 540
FCP/PRJ: 26SB22424
JOB NO:
COST CTR/SUB: 840100
BOC/REV SOURCE/SUB: 1101 51
REPT CATG:
CLSD BFYS:
CLSD FUND:
VENDOR: MISCE
NAME: MISC EMPLOYEE VENDOR
SCHD FY:
SCHD CAT:
SCHD TYP:
SCHD NO: 54060020
D.O.:
GUEST SYMBOL:
QTY:
REF DOC ID:
DOC TYP:
AGR NO:
AMOUNT: 1346.40
I/D: I OBL FY:
ACCP DATE: 11 02 07 ADV:
INVOICE NO:
INV LINE:
INV DATE:
DESCRIPTION:
TREAS NO:
UNAPPLIED DEP NO:
4-18
PR 02
EW Screenshot
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR
TRANS TRANS
CAT\
BUDGET
PROJECT
FUND ACCOUNTING
FY
CODE
TYPE
TYPE
BOC
POST TYPE CAT
ENTRY ID
-------------------------- ---- ---------01- 09
PR
02
9615
DESCRIPTION PAYROLL EXPENDITURE
PROMPT
PAY
FLAG
-----N
ACTION: R TABLEID: ACEN USERID: S104 FSC
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
FISCAL YEAR: 08
ACCOUNTING ENTRY ID: 9615
ACCOUNTING EVENT TYPE: SP03
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
NUMBER
CODE
LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- --01001
GENJ
D
6122 22
N
1025 01
N
N
N
02002
GENJ
D
4610 44
N
490P 48
N
N
N
03003
GENJ
D
3107 03
N
5700 31
N
N
N
EW 56
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR
TRANS TRANS
CAT\
BUDGET
PROJECT
FUND ACCOUNTING
FY
CODE
TYPE
TYPE
BOC
POST TYPE CAT
ENTRY ID
-------------------------- ---- ---------01- 09
EW
56
E
9611
DESCRIPTION PAYROLL EXP TNFR - SALARIES
PROMPT
PAY
FLAG
-----N
ACTION: R TABLEID: ACEN USERID: S104 FSC
ACCOUNTING ENTRIES REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER
FISCAL YEAR: 08
ACCOUNTING ENTRY ID: 9611
ACCOUNTING EVENT TYPE: SP03
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
NUMBER
CODE
LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- --01001
GENJ
D
6122 22
N
1021 01
N
N
N
02002
GENJ
D
4610 44
N
490P 48
N
N
N
03003
GENJ
D
3107 03
N
5700 31
N
N
N
4-19
FMS Documents in this section are used to record miscellaneous accounting events not handled by another subsystem. Expenditure Transfers ([EB], ET and
[EW]) record refunds to and from appropriations and suspense and PFOP, [within and/or between stations]. The Standard Voucher (SV) document records
routine accounting events for which specific accounting entries are established through Accounting Entries Definition Table (ACED) and Accounting Entries
Table (ACEN).
This chapter contains information on how to:

[Process Expenditure Transfers Between Stations (EB) to record cash receipt transfers out of suspense or PFOP, expenditure transfers, and refunds
to an appropriation from a suspense fund or PFOP. This transaction must be balanced.]

Process Expenditure Transfers (ET) to record cash receipt transfers out of suspense or PFOP, expenditure transfers between VA stations, and
refunds to an appropriation from a suspense fund or PFOP. [This transactions should be used only when an EB or EW in not appropriate.]

[Process Expenditure Transfers Within a Station (EW) to record cash receipt transfers out of suspense or PFOP, expenditure transfers, and refunds
to an appropriation from a suspense fund or PFOP. This transaction must be balanced.

Process Standard Vouchers (SV) to record equipment transfers between VA stations, manual payroll accruals, depreciation, and write-offs.
4-20
USES OF FMS EXPENDITURE TRANSFER DOCUMENTS
[The Expenditure Transfer Between Stations (EB) is used for:
1)
recording expenditure transfers, such as transferring non-payroll expenditures.
2)
refunding an appropriation out of a suspense fund and PFOP.
Typical Scenario
1)
A VA station transfers miscellaneous cash receipts from Station A to Station B. An Expenditure
Transfer (EB) is entered in FMS by Station A to record the amount transferred to Station B.
2)
A VA station transfers expenditures from Station A to Station B. Station A establishes a receivable
from Station B, notifying Station B of the Billing Document (BD). Station B records the transfer
using an Expenditure Transfer (EB) referencing Station A Billing Document.]
The Expenditure Transfer (ET) is used for:
1)
recording one-sided expenditure transfers, such as transferring non-payroll expenditures. [This
transaction should be used sparingly. EB and EW transactions should be used whenever possible.]
[ ][The Expenditure Transfer Within a Station (EW) is used for:
1)
recording expenditure transfers, such as transferring non-payroll expenditures.
2)
refunding an appropriation out of a suspense fund and PFOP.
Typical Scenario
1)
The VA deposits funds into suspense. When the appropriate appropriation or fund is determined, an
Expenditure Transfer Within a Station (EW) is entered in FMS.
2)
The VA transfers expenditures from Station A to Station B. Station A establishes a receivable from
Station B using a Billing Document (BD). Station B records the transfer using an Expenditure
Transfer (EW).]
4-21
The Standard Voucher (SV) is used for:
1)
accounting events that do not reference obligations, such as recording depreciation and transferring
payroll expenditures.
Typical Scenarios
1)
A processes a manual payroll accrual to account for payroll transactions for FTEE hours.
2)
VA depreciates office equipment and enters the depreciation amount in FMS.
4-22
APPLICATION TABLE DESCRIPTIONS
TABLE NAME
TABLEID
DESCRIPTION
Voucher Header Table
PVHT*
Displays summary information about outstanding, closed, and
disbursed payables for a specific payment transaction,
including the Expenditure Transfer (ET).
Voucher Line Table
PVLT*
Shows detail of outstanding and closed voucher lines,
including the Expenditure Transfer (ET).
Journal Voucher and Standard
Journal Table
JVLT
[Shows detail of Expenditure Transfer Between Stations (EB),
Expenditure Transfers Within a Station (EW), Expenditure
Transfer-Cost Only (SE) and a Standard Voucher (SV).]
4-23
PAYROLL UE REJECTS
ACTION: R
COMMAND:
SCREEN: SUSA USERID: S104 FSC
DOCUMENT SUSPENSE INDEX 1
SUBMIT STATION:
---BATCH ID--- ----DOCUMENT ID----LAST
LAST
PROCESS
SEL TC A/O NUMBER TC A/O
NUMBER
STAT APPRV DATE
USER
DATE
- -- ---- ------ -- ---- ------------ ----- ----- ------ -------- ------000102-
.
.
.
.
.
.
UE 04
UE 04
436TP816148
573TP816143
ACCPT 00000 081027 S104AFA
ACCPT 00000 081027 S104SEG
4-24
UNFUNDED EXPENSE (UE)
OFM BULLETIN 99GC2.1
NOVEMBER 3, 1998
ACCOUNTING FOR UNFUNDED PENSION AND OTHER RETIREMENT BENEFITS EXPENSE
1. PURPOSE. This bulletin provides information on calculating and reporting of VA’s Unfunded Pension and
Other Retirement Benefits (ORB) Expense.
2. COMMENTS/MAJOR CHANGES
a. New requirements for pension and ORB expense reporting: Effective from the fiscal year beginning
October 1, 1997, VA is required to recognize and include in its annual financial reports, the cost of pension
and other retirement benefits, i.e. pension, health and life insurance benefits that its employees will receive
after they retire. The recognition should be made at the time the employees’ services are rendered using cost
factors determined and revised annually by the Office of Personnel Management (OPM). Effective from the
fiscal period beginning October 1, 1998, unfunded pension and other retirement benefits expense are to be
included in the full costs of products and services provided by VA.
b. Pension and ORB cost components: Pension service cost components consist of employee deduction, VA
contribution, and unfunded pension expense (imputed financing) paid by OPM. The amount of pension
expense that must be included in VA annual reports equals the agency’s contribution and the imputed
financing from OPM. Since VA is currently reporting the agency’s contribution, this bulletin will address
only the unfunded portion of the total expense. The agency’s contribution will be separated from the
unfunded expense paid by OPM by BOC.
4-25

Pension Expense: For VA employees that are enrolled in the Federal Employee
Retirement System (FERS), the law requires that the amount of employees’ deductions
and VA contribution be sufficient to cover the projected cost of providing the post
retirement pension benefits to those employees. Therefore, the total pension expense for
FERS employees equals the VA contribution amount only. For VA employees that are
enrolled in the Civil Service Retirement System (CSRS), the total pension expense for
CSRS employees equals the VA contribution amount plus imputed financing from OPM.
The total pension expense for both programs will be reported on the Statement of Net
Costs; however, the appropriated expense for the agency’s contribution and the unfunded
expense paid by OPM will be recorded separately on the Statement of Changes in Net
Position.

Other Retirement Benefits (ORB) Expense: Other retirement benefits consist of
Federal Employees Group Life Insurance (FEGLI) and Federal Employees Health
Benefits (FEHB) that VA employees will receive after they retire. The cost factors for
these expenses will be furnished annually by OPM. The total ORB expense for both
programs will be reported on the Statement of Net Costs and the Statement of Changes in
Net Position.
4-26
A Estimated 2000 Bill of Collections are transmitted to FMS each pay period.
20. The Bills of collections are reflected on the biweekly report F853.
ACTION: R
COMMAND:
SCREEN: SUSA USERID: S104 FSC
All BDs are transaction type
DOCUMENT SUSPENSE INDEX 1
SUBMIT STATION:
---BATCH ID--- ----DOCUMENT ID----LAST
LAST
PROCESS
SEL TC A/O NUMBER TC A/O
NUMBER
STAT APPRV DATE
USER
DATE
- -- ---- ------ -- ---- ------------ ----- ----- ------ -------- ------00010203040506080809101112131402030405060808091011121314-
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
FEH22E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
FEH20E
.
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
BD
.
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
04
.
1018BUC9491
1018FIN6585
1018JOH8803
1018KRE1606
1018LEC4940
1018LOC3216
1018MAR0223
1018PEN8265
1018PET5815
1018TRA1408
1040TAT5433
2848ALB3554
3138JOH4048
5018CHA9561
5018DIL8809
5018MAC9569
5018NEW6602
5028HAR8891
5028HAW6650
5028HAY5002
5028HIC8001
5028LAV2355
5028NEE2388
5028ROB0940
5028SCH8888
5068KAZ8356
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
ACCPT
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
00000
071118
071020
071020
071020
071020
071030
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
071020
4-27
OFF-LINE
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
S104RMJ
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
FEHLWOP
Federal Employee Health Leave Without
Pay
FMS BD FEH20E
COMMND:
DOCID: BD 04
3018PRA5950
STATUS: ACCPT
001-001 OF 001
BATID: BD 04
FEH05E
SUB STN:
10/20/08
01LINE: 001
BFYS: 09
FUND: 0151A1
TRANS TYPE:
STATION/SAT: 301
FCP/PRJ: 013
JOB NO:
COST CTR/SUB: 304000
BOC/SUB: 1132 01
REPT CATG:
REV SRCE/SUB:
CLSD BFYS:
TEXT TYPE:
INT RATE:
0.000
CLSD FUND:
AMOUNT: 135.59
I/D: I
GL ACCT:
DESCR: FSC 999-99-9999
REF DOC:
REF LN:
ADVANCE NO:
TRAV TYPE:
SOURCE:
TYPE OF OVERPYMT:
ACTION OUT:
ACTION: s TABLEID: BOCT USERID: S104 FSC
BUDGET OBJECT CODE REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
FED BOC SUB
BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG
FY CODE CLS CLS IND IND IND FLAG
FLAG
-- ---- --- --- --- --- ---- ------ ---01- 09 1132 110 11
Y
Y
N
N
N
NAME: ADVANCED FED EMPL HEALTH FEHB
ACTION: R TABLEID: SOBJ USERID: S104 FSC
SUB-OBJECT REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE,
01020304050607-
BFY
---09
09
09
09
09
09
09
BOC OBL= REST
POST EXP LKUP
DEACT
LMT FLAG BOC FLAG
DATE
---- ---- ---- ---- -------11
N
Y
N
SHORT: ADVANC FEHB
SUB-OBJECT
DEACT
BOC SUB-OBJ
SUB-OBJECT NAME
SHORT NAME
DATE
---- ------- ------------------------------ ------------ -------1132
01
ADMIN PERSONNEL - NOT CLASSIFD ADMINI
1132
02
CLERICAL PERSONNEL
CLERICAL
1132
07 COMP SYS ANALY,PGM,KP&COMP OPR
COMPUTER
1132
08
WAGE RATE EMPLOYEES
WAGE RATE
1132
09
PURCHASE AND HIRE
PURCH&HIRE
1132
14
RESPIRATORY THERAPIST
RESPRTRY THP
1132
15
PHYSICAL THERAPIST
PHYSICAL THP
4-28
TDY Travel
TRAVEL DATA ENTRY
Topic
Page
Source Document
VA Action
0.
Overview
1.
Entering, Modifying, or Canceling a
Travel Order (TO) (Advance Optional)
Travel Authority for Temporary Duty,
VA 3036; VA 3036 (revised)
- or Advance of Funds Application and
Account, SF 1038 (if applicable revised)
Record an obligation and
advance (if applicable) for
Temporary Duty (TDY)
-orRegistration
-orTuition fees
2.
Entering, Modifying, or Canceling a
Relocation Order (RO) (Advance
Optional)
Travel Authority for Permanent Duty,
VA 3036C; VA 3036C (revised)
- or Advance of Funds Application and
Account, SF 1038 (if applicable revised)
Record an obligation and
advance (if applicable) for
Permanent Change of
Station (PCS)
TDY Travel Voucher, SF 1012
Record an expenditure for
Temporary Duty Travel
(TDY)
FSC CENTRALIZED
3.
Entering, Modifying, or Canceling a
Travel Voucher (TV)
FSC CENTRALIZED
FED TRAVELER
4.
Entering, Modifying, or Canceling a
Travel Related Payment Voucher
(TP/TM)
Public Voucher for Purchases and
Services Other than Personal, SF 1034
(GTS, GTR, GBL)
Record an expenditure for
invoice from *GTR
-orGBL
-orGTS*
5.
Entering, Modifying, or Canceling a
Baseline Travel Voucher (TY) Station Input
TDY Travel Voucher, SF 1012
Record an expenditure for
Temporary Duty Travel
(TDY)
5-1
USES OF FMS TRAVEL DOCUMENTS
The Travel Order (TO) is used for:
1)
obligating funds for travel expenses incurred through Temporary Duty (TDY) travel.
2)
reducing the available budgetary amounts for TDY travel expenses.
3)
issuing a travel advance for TDY travel expenses.
4)
obligating funds and issuing advances for registration and tuition.
Typical Scenario
1)
An employee from the VA Central Office is scheduled to attend a 5-day training
class in Austin. A travel order document is entered to obligate the funds and to issue
a travel advance for this trip.
2)
An employee is registering for a class. The employee requests an advance for the
registration fee. The station enters a travel order document to issue an advance and
obligate the funds.
5-2
The Travel Related Payment Voucher (TP) is used for Individual Card:
1)
payments to travel agencies and commercial vendors.
2)
payments of Non-GTS (Government Travel Services), Non-GBL (Government Bill
of Lading) and Non-GTR (Government Transportation Receipt) to commercial
vendors (US Bank).
The Travel Related Payment Voucher (TM) is used for Centralized Card:
1)
payments to travel agencies and commercial vendors.
2)
payments of Non-GTS (Government Travel Services), Non-GBL (Government Bill
of Lading) and Non-GTR (Government Transportation Receipt) to commercial
vendors (US Bank).
Typical Scenario
A Travel Related Payment Voucher (TP/TM) is processed to record and pay US Bank.
The Baseline Travel Voucher (TY) is used for:
1)
liquidating advances and recording travel expenses, registration, and tuition
expenses.
2)
recording the reimbursement travelers receive for incurred expenses.
3)
processing travel vouchers paid in conjunction with an Imprest Fund (IF) document.
Typical Scenario
1)
An employee returns from a field examination and files an expense voucher.
RAMC Bangkok issues a reimbursement check. A Baseline Travel Voucher is
processed to record the reimbursement made to the traveler.
5-3
Typical Scenario
An employee from a VA Medical Center will be relocated to a new position at the Field
Stations. A relocation order document is entered to obligate the funds and to issue a travel
advance for his moving expenses.
The Travel Voucher (TV) is used for:
1)
liquidating advances and recording travel expenses, registration, and tuition
expenses.
2)
reimbursing travelers for incurred expenses.
3)
processing travel vouchers paid in conjunction with an Imprest Fund (IF) document.
Typical Scenario
1)
An employee returns from a VA training seminar and files an expense voucher. A
Travel Voucher (TV) is processed to reimburse the traveler.
2)
An employee received an insufficient advance, and had to pay some expenses from
her own pocket to complete a site visit. A Travel Voucher is processed to apply the
outstanding advance(s), and reimburse the traveler for out-of-pocket expenses.
3)
An employee received an advance for registration fees for a class. The travel
voucher is processed to offset the advance and reimburse the employee for out-ofpocket expenses, if necessary.
5-4
APPLICATION TABLE DESCRIPTIONS
TABLE NAME
TABLEID
DESCRIPTION
Travel Order
Header Table
TOHT
Provides information on travel obligation amounts, including
outstanding, advanceable, per diem, and expended amounts for
the entire travel order document.
Travel Order Line
Table
TOLT
Provides information on travel obligation amounts, including
outstanding, recently closed, and expended amounts for each
line of the travel order document.
Travel Advance
Header Table
TAHT
Provides information on travel advance amounts, including
previous and current balance amounts for an employee.
Travel Advance
Line Table
TALT
Provides the detailed travel advance accounting distribution and
amounts for each advance line.
Travel Advance
Table
TADV
Provides travel advance amounts such as previous and current
advance balances for an employee, along with the associated
document and line number.
Travel Voucher
Header Table
TVHT
Provides general information on Travel Voucher (TV) and
Travel Related Payment Voucher (TP), including travel
advance application information.
Travel Voucher
Accounting Line
Table
TVAT
Provides detail information on Travel Vouchers (TV), and
Travel Related Payment Vouchers (TP).
Travel-Related
Payment Voucher
Line Table
TPLT
Provides detailed information on Travel-Related Payment
Voucher (TP) lines including the accounting distribution of the
payment.
5-5
TRANSACTION TYPES
Travel Order (TO)
01 - for TDY travel obligations
02 - for TDY travel advances
Relocation Order (RO)
01 - for PCS travel obligations
02 - for PCS travel advances
Travel Voucher (TV)
01 - for travel expenditure
Travel Related Payment Voucher (TP/TM)
01 - for travel expenditure
Baseline Travel Voucher (TY)
05 - for no-check travel expenditure (US Bank)
5-6
REPORT ID: RTAVGLV
RSD FORM: F854
RUN DATE: 09/30/08
*** DEPT OF VETERANS AFFAIRS (FMS) ***
VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE
TRAVEL ADVANCE REPORT AS OF 09/30/08
OUT-OF-BALANCE SUMMARY
STATION
------103
321
516
520
520
520
521
537
561
573
573
578
580
580
629
629
629
629
657
689
785
785
785
785C
785C
785C
785C
785C
785C
788
FUND
-----0151A1
0151A1
0160A1
0160X4
0152A1
0160A1
4014C
0160A1
0152A1
0160A1
0162A1
0160A1
0152A1
0160A1
0152A1
0152A1
0160A1
0160A1
0160A1
8180S
4014C
4014C
4014C
4014C
4014C
4014C
4014C
4014C
4014C
0129A1
BFYS
----07
08
08
94
05
07
08
07
07
08
08
07
08
08
06
07
07
08
08
94
06
07
08
03
04
05
06
07
08
08
DIFFERENCE
-------------------4,143.84
-366.36
0.10
-241.51
-25.00
-25.00
212.85
1,000.00
-900.00
96.38
-96.38
-1,000.00
998.00
2,400.05
1,099.98
-1,096.58
420.00
1,114.21
450.00
-1,283.96
6,408.72
2,446.05
6,817.22
290.41
979.13
1,709.36
-3,119.23
-8,724.55
-12,042.74
-850.00
5-7
PAGE:
1
TIME: 23:40
COMMON TRAVEL PROBLEMS
1.
CR 02 deposit are processed without a reference
travel advance.
All CR 02 transaction MUST reference a travel advance
number.
2.
IF advances are done referencing the wrong BFY or
Fund.
Make sure to reference the same BFYS and Fund as previous
advance.
3.
TR E2 transfer are processed without a reference
travel advance.
TR E2 transaction MUST reference a travel advance number.
Note: If correcting an erroneous CR 02 original processed
without referencing travel advance number then yes do a TR E2
without a reference same as the original CR 02.
5-8
TRAVEL DATA ENTRY PROBLEMS AND SOLUTIONS
Travel data entries problems are created when the Travel obligation for PCS or TDY are
transmitted to FMS as one BFYS: and Fund and the advance is established under a different BFYS:
and Fund. This causes Travel advance out of balance once the expenditure document of TV, TY,
RF, or RV are transmitted to FMS because the expenditure only reference the advance number.
Example:
RTAVGLV
564
REPORT ID: RTAVGLV
RSD FORM: F854
RUN DATE: 11/30/06
STN: 564
FAYETTEVILLE AR
ADV #
-----TT6011
TT6011
TT6011
TT6011
TT6011
TT6011
TT6011
TT6011
0160A1
TRAVEL ORDER
-------------TO 564T60503
TO 564T60503
TO 564T60503
TO 564T60503
TO 564T60503
TO 564T60503
TO 564T60503
TO 564T60503
*** DEPT OF VETERANS AFFAIRS (FMS) ***
VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE
TRAVEL ADVANCE REPORT AS OF 11/30/06
BFYS: 05
FUND: 0160A1
VAMC
MEDICAL SERVICES - LMT1
TRAV
DOCUMENT ID
LINE TYPE DATE
EMPLOYEE CODE NAME
-------------- ---- ---- -------- ------------- -----------------------------IF 564T60503
001
TDY
10/19/05 DOEJ
Jane Doe
TV 564T6050301 001
TDY
10/19/05 DOEJ
Jane Doe
TV 564T6050302 001
TDY
11/21/05 DOEJ
Jane Doe
TV 564T6050303 001
TDY
11/21/05 DOEJ
Jane Doe
TV 564T6050304 001
TDY
12/08/05 DOEJ
Jane Doe
TV 564T6050305 001
TDY
12/19/05 DOEJ
Jane Doe
TV 564T6050307 001
TDY
01/18/06 DOEJ
Jane Doe
TV 564T6050309 001
TDY
02/16/06 DOEJ
Jane Doe
NUMBER OF OUTSTANDING EMPLOYEE TRAVEL ADVANCES:
OUTSTANDING EMPLOYEE TRAVEL ADVANCE TOTAL:
1
AMOUNT
-------------------5,000.00
G/L ACCOUNT BALANCES:
G/L
ACCT
---1410
G/L TOTAL:
DIFFERENCE:
G/L
ACCT NAME
-----------ADVANCE EMPL
BALANCE
-------------------5,000.00
-5,000.00
0.00
5-9
PAGE:
1
TIME: 00:48
AMOUNT
------------------2,540.00
-1,745.03
-1,449.92
-1,345.05
-1,229.10
-770.90
-500.00
-500.00
RTAVGLV
564
REPORT ID: RTAVGLV
RSD FORM: F854
RUN DATE: 11/30/06
STN: 564
FAYETTEVILLE AR
ADV #
-----TT6011
0160A1
TRAVEL ORDER
-------------TO 564T60503
*** DEPT OF VETERANS AFFAIRS (FMS) ***
VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE
TRAVEL ADVANCE REPORT AS OF 11/30/06
BFYS: 06
FUND: 0160A1
VAMC
MEDICAL SERVICES - LMT1
TRAV
DOCUMENT ID
LINE TYPE DATE
EMPLOYEE CODE NAME
-------------- ---- ---- -------- ------------- -----------------------------TO 564T60503
TDY
03/01/06 DOEJ
Jane Doe
NUMBER OF OUTSTANDING EMPLOYEE TRAVEL ADVANCES:
PAGE:
3
TIME: 00:48
AMOUNT
------------------5,675.00
1
AMOUNT
------------------5,675.00
OUTSTANDING EMPLOYEE TRAVEL ADVANCE TOTAL:
G/L ACCOUNT BALANCES:
G/L
ACCT
---1410
G/L
ACCT NAME
-----------ADVANCE EMPL
BALANCE
------------------5,675.00
G/L TOTAL:
DIFFERENCE:
----
BOTTOM
OF
5,675.00
0.00
REPORT ----
SOLUTION: ONCE ALL THE TRAVEL ORDER IS EXPENSED A TWO LINE IF 04 WITH NO CHECK YES NEEDS TO BE
PROCESSED.
IF 04
IF 04
564T60503 LINE 001 I indicator for BFYS: 05 Fund: 0160A1
564T60503 LINE 002 D indicator for BFYS: 06 Fund: 0160A1
THIS HAPPENS BOTH FOR PCS AND TDY TRAVEL.
5-10
5,675.00
5,675.00
This obligation WITH US Bank ADVANCE and expenditure that caused an out of balance on the
F854 report.
COMMND:
TRANS TYPE:
TRAVEL TYPE:
EMPL CODE:
PER DIEM CD:
RATE:
TOTAL ORDER:
BFYS:
DOCID: TO 10
636T90001
STATUS: ACCPT
BATID:
SUB STN:
10/18/08
TRAVEL ORDER INPUT SCREEN
01 TRAVEL ORDER DATE:
ACCT PRD:
ACTION:
TDY BEG DATE: 10 21 08 END DATE: 10 25 08
SUB STN: 636
EMPYTRVL
HM STN:
M
NAME: EMPLOYEE TRAVEL TMC
194.00
I/D:
ADDR1:
1429.80
ADDR2:
FUND:
CITY/ST/ZIP:
COMMND:
001-001 OF 001
01LINE:
STATION/SAT:
COST CTR/SUB:
LINE AMOUNT:
DESCR:
02LINE:
STATION/SAT:
COST CTR/SUB:
LINE AMOUNT:
DESCR:
DOCID: TO 10
BATID:
636T90001
SUB STN:
STATUS: ACCPT
10/18/08
001
BFYS: 09
FUND: 0160A1
636
/
FCP/PRJ: 030042116
JOB NO:
824100 /
BOC/SUB: 2103 /
REPT CATG:
958.00
I/D:
CLSD BFYS:
FSC VETERANS TO SAN FRANCISCO, CA CLSD FUND:
DESCR CODE: E
002
BFYS: 09
FUND: 0160A1
636
/ FCP/PRJ: 030042116
JOB NO:
824100
/
BOC/SUB: 2103
/
REPT CATG:
DESCR CODE: C
471.80
I/D:
CLSD BFYS:
FSC VETERANS TO SAN FRANCISCO, CA CLSD FUND:
5-11
ACTION: S TABLEID: DXRF USERID: S104 FSC
*** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION
TRANS CODE: TO
TRANS NUMBER: 636T90001
REF TRANS ID
F/B/A
TC NUMBER
----- ----------------01- A
LAST BATCH NUMBER:
DOC TOTAL:
OUTST AMT:
ACCEP
DOC
DATE
ACT
VENDOR
-------- --- -----------10 18 08
E
EMPYTRVL
CLEARING ACTION:
5-12
1,429.80
1,429.80
AMOUNT
----------------1,429.80
A convenience check is given to the employee and cashed.
ACTION: R TABLEID: PVLT USERID: S104 FSC
*** VOUCHER LINE INQUIRY SCREEN ***
KEY IS VENDOR CODE, TRANS CODE, VOUCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER
VENDOR CODE: 310841368
TRAVEL ADV NO:
TRANS CODE: CB
VOUCHER NO: 6368291C004
LINE NO: 001
VENDOR INV: 05725
VI LINE NO:
INV DATE: 10 18 08 LOG DATE: 10 18 08
ACCP/DEL DATE:
BFYS: 09
FUND: 0160A1
TRANS TYPE: 01
ADM/OFF: 10
STATION/SAT: 636
LINE AMT:
288.00
FCP/PRJ:
JOB NO:
CLOSED AMT:
288.00
COST CTR/SUB:
BOC/SUB:
DISB AMT:
288.00
REV SRCE/SUB:
REPT CAT:
IN TRANSIT AMT:
0.00
REF DOC NO:
REF DOC LINE:
ADV LIQ AMT:
288.00
REF ADV NO:
REF ADV LINE:
LIQ AMT:
0.00
PAY ADV: P ADV:
OVRD ACCT:
CLSD BFYS:
CLSD FUND:
DESCRIPTION: 05725 FSC J VETERANS
OVERRIDE OFFSET ACCT:
RELATED GBL:
QTY:
0.00
PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:
INTEREST REASON:
5-13
ACTION: R TABLEID: ADVX USERID: S104 RMJ
*** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
TRANS ID, ACCEPT DATE, DOC ACTION
TRANS CODE: CB TRANS NUMBER: 6368291C004 ADV TOTAL:
LINE NUMBER: 001
ADV USED:
VENDOR CODE: 310841368 OUTST ADV AMT:
--REF ADV/OBL ID-TC
NUMBER
LN
-- ----------- ---
--REF TRANS ID-TC
NUMBER
LN
-- ----------- ---
01REF VENDOR CODE:
ACCEPT
DATE
-------10 19 08
CLEAR ACT:
STATION OFFSET CB ADVANCE WITH TR 15 (I).
5-14
288.00
0.00
288.00
DOC
ACT
AMOUNT
--- ---------------E
288.00
01-
.
.
.
TR 10
COMMND:
6368291C004
DOCID: TR 10
BATID:
ACCPT 00000 071103 S636FSC
6368291C004
SUB STN:
STATUS: ACCPT
10/03/08
CASH RECEIPT INPUT SCREEN
BATCH DATE:
NUM DOCS:
CR DATE:
TRANS TYPE: 15
CASH ACCT:
BILL FUND:
DISB OFFICE: 220
REF DOC:
COMMND:
001-001 OF 001
01LINE:
TRANS TYPE:
STATION/SAT:
COST CTR/SUB:
REV SRCE/SUB:
CHECK NO:
ADV IND:
AMOUNT:
AGR NO:
NET:
ACCTG PRD:
ACTION:
BFYS:
FUND:
DEP NUMBER: 6368291C004
DOC TOTAL: 288.00
ACCOMPLISHED DATE: 10 03 08
DOCID: TR 10
BATID:
6368291C004
SUB STN:
001
SUB STN: 636
DOC TYPE:
STATUS: ACCPT
10/03/08
REF TC: CB
REF DOC NO: 6368291C004 REF LINE: 001
BFYS: 09
FUND: 0160A1
636
A6 FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
ACTION OUT:
GL ACCT:
Y ADV:
ADV NO:
TRAV TYPE:
VND/PRV: 310841368
288.00
I/D:
UNAPPLIED DEP NO:
DESCR: CK 5725 636T90001
5-15
ACTION: R TABLEID: ADVX USERID: S104 RMJ
*** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
TRANS ID, ACCEPT DATE, DOC ACTION
TRANS CODE: CB TRANS NUMBER: 6368291C004 ADV TOTAL:
LINE NUMBER: 001
ADV USED:
VENDOR CODE: 310841368
OUTST ADV AMT:
--REF ADV/OBL ID-TC
NUMBER
LN
-- ----------- ---
--REF TRANS ID-TC
NUMBER
LN
-- ----------- ---
REF VENDOR CODE:
CLEAR ACT:
TR 6368291C004 001 11 03 08
0102-
288.00
288.00
0.00
ACCEPT DOC
DATE
ACT
AMOUNT
-------- --- ---------------10 19 08 E
288.00
5-16
E
-288.00
01-
.
.
.
IF 10
COMMND:
6368291C004
DOCID: IF 10
BATID:
ACCPT 00000 081103 S636FSC
6368291C004
SUB STN:
STATUS: ACCPT
10/03/08
IMPREST FUND INPUT SCREEN
BATCH DATE:
NUM DOCS:
TRANS TYPE: 04 IF DATE:
BFYS:
FUND:
CASHIER: AC6360002
AMT: 288.00
SCHEDULE FISC YR:
NO CHECK DISB FLAG: Y
CHECK TYPE:
SEQUENCE NO:
COMMENTS TO PRINT:
COMMND:
001-001 OF 001
01LINE:
STATION/SAT:
COST CTR/SUB:
GL ACCOUNT:
PAYEE:
DESCR:
TRVL TYPE:
MILES:
REF DOC ID:
ACCT PRD:
D.O.:
PRD COVERED:
CASHIER NAME:
SCHEDULE CAT:
ADDR1:
ADDR2:
CITY/ST/ZIP:
DOCID: IF 10
BATID:
001
636
NET:
ACTION:
SUB STN: 636
COMMENT:
FROM 10 20 08 TO 10 20 08
VAMC AGENT CASHIER
A
AGENCY SCHEDULE NO:
P.O. FSC
TEXAS CITY
6368291C004
SUB STN:
TRANS TYPE:
BFYS:
FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
VETERANSFSCJ
NAME: FSC J VETERANS
TRAVEL ADVANCE
TDY ADV NO: 02
TRVL END DATE: 10 21 08
COST:
LINE AMT: 288.00
TO 636T90001
LINE:
LIQ AMT:
TX 99999
STATUS: ACCPT
10/03/08
FUND: 0162A1
A6
5-17
TRVL PURP: X
I/D:
P/F:
COMMND:
DOCID: TV 10
636T9000101
BATID:
SUB STN:
TRAVEL VOUCHER INPUT SCREEN
STATUS: ACCPT
10/02/08
TRANS TYPE: 01 TV DATE:
ACCT PRD:
ACTION:
SUB STN: 636
REF DOC: TO 636T90001
P/F:
BFYS: 09
FUND: 0160A1
EMPL CODE: VETERANSFSCJ
NAME: FSC J VETERANS
HOME STN: 636
ADDR1: P.O.BOX 1234
BEG DATE: 10 03 08
ADDR2:
END DATE: 10 07 08
CITY/ST/ZIP: TEXAS CITY
TX 99999
EXCEPTION:
0.00 I/D:
EXC CODE:
TOTAL VERIFIED: 930.84
WTA:
0.00
TAX WITHHLD:
I/D:
UNAPPLIED DEPOSIT NO:
TAXABLE:
I/D:
OWED EMPLOYEE: 642.84
I/D:
FICA (OASDI) WAGE:
I/D:
TTYP REF TVL ORDER ADV NO
APPLIED AMT
I/D
ADVANCE BAL
DESCR
---- -------------- ------ --------------- --- ------------------- -----------TDY TO 636T90001
02
288.00
288.00
A--*HS60-DOCUMENT MARKED FOR READ ONLY
5-18
COMMND:
001-001 OF 001
01LINE:
LINE TYPE:
EXCEPTION:
LINE AMOUNT:
LIQ AMOUNT:
BFYS:
STATION/SAT:
COST CTR/SUB:
DOCID: TV 10
BATID:
001
E
930.84
09
636
824100
/
/
636T9000101
SUB STN:
STATUS: ACCPT
10/02/08
REF DOC:
REF LINE: 001
TAX TYPE:
TRAVEL TYPE: TDY
I/D:
EXC CODE:
DESCR CODE: E
I/D:
P/F: F
TAX CODE:
DESCR:
FUND: 0160A1
FCP/PRJ: 030042116
JOB NO:
BOC/SUB: 2103 /
REPT CATG:
CLSD BFYS:
CLSD FUND:
5-19
ACTION: S TABLEID: TALT USERID: S104 FSC
*** TRAVEL ADVANCE LINE INQUIRY SCREEN ***
KEY IS EMPLOYEE, TRAVEL TYPE, TRAVEL ORDER, ADVANCE NUMBER, DOCUMENT ID
EMPLOYEE CODE: VETERANSFSCJ
TRAVEL TYPE: TDY
TRAVEL ORDER: TO 636T80001
01ADV NUM: 02
DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 08
PRINT CK:
CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 08 PICK UP CK:
SCAT: A
TRNS TYPE: 04
NO CHECK DISB: Y SFY:
TEXAS CITY
TX 99999
DISB OFFC: 220 SCHEDULE NUMBER:
BUDGET FYS: 09
FUND: 0162A1
STN/SAT: 636
A6 COST CTR/SB:
FCP/PRJ:
RCAT:
JOB NUMBER:
DESCRIPTN: TRAVEL ADVAN TRANS AMT:
288.00
02ADV NUM: 02
DOC ID: TV 636T9000101 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 08
PRINT CK:
CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 08 PICK UP CK:
SCAT:
TRNS TYPE: 02
NO CHECK DISB:
SFY:
TEXAS CITY
TX 99999
DISB OFFC:
SCHEDULE NUMBER:
BUDGET FYS: 09
FUND: 0160A1
STN/SAT: 636
A6 COST CTR/SB:
FCP/PRJ:
RCAT:
JOB NUMBER:
DESCRIPTN:
TRANS AMT:
-288.00
THE TV DOCUMENT HAS NOW CREATED AN OUT OF BALANCE ON THE F854 REPORT BETWEEN TWO FUNDS.
SOLUTION IS TO INPUT A TWO LINE IF 04 NO CHECK: Y
LINE 001
FUND 0160A1
288.00
I INDICATOR
LINE 002
FUND 0162A1
288.00
D INDICATOR
5-20
THIS IS A SCREEN SHOT OF THE TWO LINE IF 04 NO CHECK
COMMND:
DOCID: IF 10
BATID:
636T9000102
SUB STN:
STATUS: ACCPT
10/03/08
IMPREST FUND INPUT SCREEN
BATCH DATE:
TRANS TYPE: 04 IF DATE:
BFYS:
FUND:
CASHIER: AC6360002
AMT: 0.00
SCHEDULE FISC YR:
NO CHECK DISB FLAG: Y
CHECK TYPE:
SEQUENCE NO:
COMMENTS TO PRINT:
NUM DOCS:
NET:
ACCT PRD:
ACTION:
SUB STN: 636
D.O.:
COMMENT:
PRD COVERED: FROM 10 03 08 TO 10 03 08
CASHIER NAME: VAMC AGENT CASHIER
SCHEDULE CAT: A
AGENCY SCHEDULE NO:
ADDR1: P.O. BOX 12344
ADDR2:
CITY/ST/ZIP: TEXAS CITY
TX 99999
5-21
COMMND:
001-001 OF 001
01LINE:
STATION/SAT:
COST CTR/SUB:
GL ACCOUNT:
PAYEE:
DESCR:
TRVL TYPE:
MILES:
REF DOC ID:
LINE:
STATION/SAT:
COST CTR/SUB:
GL ACCOUNT:
PAYEE:
DESCR:
TRVL TYPE:
MILES:
REF DOC ID:
DOCID: IF 10
BATID:
001
636
636T9000102
SUB STN:
STATUS: ACCPT
10/03/08
TRANS TYPE:
BFYS:
FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
VETERANSFSCJ
NAME: FSC J VETERANS
TRAVEL ADVANCE
TDY ADV NO: 02
TRVL END DATE: 10 03 08
COST:
LINE AMT: 288.00
TO 636T90001
LINE:
LIQ AMT:
002
636
FUND: 0160A1
A6
TRANS TYPE:
BFYS:
FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
VETERANSFSCJ
NAME: FSC J VETERANS
TRAVEL ADVANCE
TDY ADV NO: 02
TRVL END DATE: 10 03 08
COST:
LINE AMT: 288.00
TO 636T90001
LINE:
LIQ AMT:
TRVL PURP: X
I/D:
P/F:
FUND: 0162A1
A6
5-22
TRVL PURP: X
I/D: D
P/F:
ACTION: S TABLEID: TALT USERID: S104 FSC
*** TRAVEL ADVANCE LINE INQUIRY SCREEN ***
KEY IS EMPLOYEE, TRAVEL TYPE, TRAVEL ORDER, ADVANCE NUMBER, DOCUMENT ID
EMPLOYEE CODE: VETERANSFSCJ
TRAVEL TYPE: TDY
TRAVEL ORDER: TO 636T90001
01ADV NUM: 02
DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 08
PRINT CK:
CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 08 PICK UP CK:
SCAT: A
TRNS TYPE: 04
NO CHECK DISB: Y SFY:
TEXAS CITY
TX 9999
DISB OFFC: 220 SCHEDULE NUMBER:
BUDGET FYS: 08
FUND: 0162A1
STN/SAT: 636
A6 COST CTR/SB:
FCP/PRJ:
RCAT:
JOB NUMBER:
DESCRIPTN: TRAVEL ADVAN TRANS AMT:
288.00
02ADV NUM: 02
DOC ID: TV 636T9000101 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 08
PRINT CK:
CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 08 PICK UP CK:
SCAT:
TRNS TYPE: 02
NO CHECK DISB:
SFY:
TEXAS CITY
TX 99999
DISB OFFC:
SCHEDULE NUMBER:
BUDGET FYS: 08
FUND: 0160A1
STN/SAT: 636
A6 COST CTR/SB:
FCP/PRJ:
RCAT:
JOB NUMBER:
DESCRIPTN:
TRANS AMT:
-288.00
5-23
02ADV NUM: 02
DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 08
PRINT CK:
CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 08 PICK UP CK:
SCAT: A
TRNS TYPE: 04
NO CHECK DISB: Y SFY:
TEXAS CITY
TX 99999
DISB OFFC: 220 SCHEDULE NUMBER:
BUDGET FYS: 09
FUND: 0160A1
STN/SAT: 636
A6 COST CTR/SB:
FCP/PRJ:
RCAT:
JOB NUMBER:
DESCRIPTN: TRAVEL ADVAN TRANS AMT:
288.00
04ADV NUM: 02
DOC ID: TV 636T9000101 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 08
PRINT CK:
CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 08 PICK UP CK:
SCAT:
TRNS TYPE: 02
NO CHECK DISB:
SFY:
TEXAS CITY
TX 99999
DISB OFFC:
SCHEDULE NUMBER:
BUDGET FYS: 08
FUND: 0162A1
STN/SAT: 636
A6 COST CTR/SB:
FCP/PRJ:
RCAT:
JOB NUMBER:
DESCRIPTN:
TRANS AMT:
-288.00
5-24
This is a perfect travel obligation and expenditure.
COMMND:
TRANS TYPE:
TRAVEL TYPE:
EMPL CODE:
PER DIEM CD:
RATE:
TOTAL ORDER:
BFYS:
DOCID: TO 10
635T90234
STATUS: ACCPT
BATID:
SUB STN:
10/02/08
TRAVEL ORDER INPUT SCREEN
01 TRAVEL ORDER DATE:
ACCT PRD: 08 02 ACTION: E
TDY BEG DATE: 11 06 08 END DATE: 11 15 08
SUB STN: 635
MISERFSC
HM STN: 629
M
NAME: FSC MISER
116.00
I/D:
ADDR1: P.O. BOX
1699.00
ADDR2:
08
FUND: 0160A1 CITY/ST/ZIP: MIDWEST CITY
TX 999992628
5-25
COMMND:
DOCID: TV 10
635T9023401
BATID:
SUB STN:
TRAVEL VOUCHER INPUT SCREEN
STATUS: ACCPT
10/14/08
TRANS TYPE: 01 TV DATE:
ACCT PRD: 09 02 ACTION:
SUB STN: 635
REF DOC: TO 635T90234
P/F:
BFYS: 09
FUND: 0160A1
EMPL CODE: MISERFSC
NAME: FSC C MISER
HOME STN: 629
ADDR1: P.O. BOX 1234
BEG DATE: 10 03 08
ADDR2:
END DATE: 10 09 08
CITY/ST/ZIP: MIDWEST CITY
TX 999992628
EXCEPTION:
0.00 I/D:
EXC CODE:
TOTAL VERIFIED: 813.32
WTA:
0.00
TAX WITHHLD:
I/D:
UNAPPLIED DEPOSIT NO:
TAXABLE:
I/D:
OWED EMPLOYEE: 813.32
I/D:
FICA (OASDI) WAGE:
I/D:
TTYP REF TVL ORDER ADV NO
APPLIED AMT
I/D
ADVANCE BAL
DESCR
---- -------------- ------ --------------- --- ------------------- -----------A--*HS60-DOCUMENT MARKED FOR READ ONLY
5-26
COMMND:
004-004 OF 001
01LINE:
LINE TYPE:
EXCEPTION:
LINE AMOUNT:
LIQ AMOUNT:
BFYS:
STATION/SAT:
COST CTR/SUB:
DOCID: TV 10
BATID:
001
E
813.32
1699.00
09
635
/
824100 /
635T9023401
SUB STN:
REF DOC:
TAX TYPE:
I/D:
I/D:
DESCR:
FUND:
FCP/PRJ:
BOC/SUB:
CLSD BFYS:
STATUS: ACCPT
10/14/08
TO 635T90234
REF LINE: 001
TRAVEL TYPE: TDY
EXC CODE:
DESCR CODE: E
P/F: F
TAX CODE:
TVL 11/03/2008 TO 11/09/2008
0160A1
010040316
JOB NO:
2104 /
REPT CATG:
CLSD FUND:
01-CVYTW-EXCEEDED LOWER LIMIT LIQ TOL
ACTION: R TABLEID: DXRF USERID: S104 RMJ
*** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION
TRANS CODE: TO
TRANS NUMBER: 635T90234
REF TRANS ID
F/B/A
TC NUMBER
----- ----------------01- A
LAST BATCH NUMBER:
02- A
LAST BATCH NUMBER:
03- F
TV 635T90234
LAST BATCH NUMBER:
DOC TOTAL:
OUTST AMT:
ACCEP
DOC
DATE
ACT
VENDOR
-------- --- -----------10 02 08
E
MISERFSC
CLEARING ACTION:
10 14 08 S
MISERFSC
CLEARING ACTION:
10 14 08
E
MISERFSC
CLEARING ACTION:
5-27
813.32
0.00
AMOUNT
----------------1,699.00
-885.68
813.32
This is an obligation WITH CITIBANK ADVANCE and expenditure.
COMMND:
DOCID: TO 10
636T93133
STATUS: ACCPT
BATID:
SUB STN:
10/04/08
TRAVEL ORDER INPUT SCREEN
TRANS TYPE: 01 TRAVEL ORDER DATE:
ACCT PRD:
ACTION:
TRAVEL TYPE: TDY BEG DATE: 10 25 08 END DATE: 10 29 08
SUB STN: 636
EMPL CODE: EMPYTRVL
HM STN:
PER DIEM CD: M
NAME: EMPLOYEE TRAVEL TMC
RATE: 194.00
I/D:
ADDR1:
TOTAL ORDER: 1429.80
ADDR2:
BFYS:
FUND:
CITY/ST/ZIP:
COMMND:
DOCID: TO 10
636T93133
STATUS: ACCPT
001-001 OF 001
BATID:
SUB STN:
10/24/08
01LINE: 001
BFYS: 09
FUND: 0160A1
STATION/SAT: 636
/
FCP/PRJ: 030042116
JOB NO:
COST CTR/SUB: 824100 /
BOC/SUB: 2103 /
REPT CATG:
DESCR CODE: E
LINE AMOUNT: 958.00
I/D:
CLSD BFYS:
DESCR: F VETERANS TO SAN FRANCISCO, CA CLSD FUND:
02LINE: 002
BFYS: 09
FUND: 0160A1
STATION/SAT: 636
/ FCP/PRJ: 030042116
JOB NO:
COST CTR/SUB: 824100
/
BOC/SUB: 2103
/
REPT CATG: DESCR CODE: C
LINE AMOUNT: 471.80
I/D:
CLSD BFYS:
DESCR: F VETERANS TO SAN FRANCISCO, CA CLSD FUND:
5-28
ACTION: S TABLEID: DXRF USERID: S104 FSC
*** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION
TRANS CODE: TO
TRANS NUMBER: 636T93133
REF TRANS ID
F/B/A
TC NUMBER
----- ----------------01- A
LAST BATCH NUMBER:
DOC TOTAL:
OUTST AMT:
ACCEP
DOC
DATE
ACT
VENDOR
-------- --- -----------10 04 08 E
EMPYTRVL
CLEARING ACTION:
5-29
1,429.80
1,429.80
AMOUNT
----------------1,429.80
A convenience check is given to the employee and cashed.
ACTION: R TABLEID: PVLT USERID: S104 FSC
*** VOUCHER LINE INQUIRY SCREEN ***
KEY IS VENDOR CODE, TRANS CODE, VOUCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER
VENDOR CODE: 310841368
TRAVEL ADV NO:
TRANS CODE: CB
VOUCHER NO: 6368305C004
LINE NO: 001
VENDOR INV: 05725
VI LINE NO:
INV DATE: 10 01 08
LOG DATE: 10 01 08
ACCP/DEL DATE:
BFYS: 09
FUND: 0160A1
TRANS TYPE: 01
ADM/OFF: 10
STATION/SAT: 636
LINE AMT:
288.00
FCP/PRJ:
JOB NO:
CLOSED AMT:
288.00
COST CTR/SUB:
BOC/SUB:
DISB AMT:
288.00
REV SRCE/SUB:
REPT CAT:
IN TRANSIT AMT:
0.00
REF DOC NO:
REF DOC LINE:
ADV LIQ AMT:
288.00
REF ADV NO:
REF ADV LINE:
LIQ AMT:
0.00
PAY ADV: P ADV:
OVRD ACCT:
CLSD BFYS:
CLSD FUND:
DESCRIPTION: 05725 FSC J VETERANS
OVERRIDE OFFSET ACCT:
RELATED GBL:
QTY:
0.00
PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:
INTEREST REASON:
5-30
ACTION: R TABLEID: ADVX USERID: S104 FSC
*** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
TRANS ID, ACCEPT DATE, DOC ACTION
TRANS CODE: CB TRANS NUMBER: 6368305C004 ADV TOTAL:
LINE NUMBER: 001
ADV USED:
VENDOR CODE: 310841368
OUTST ADV AMT:
--REF ADV/OBL ID-TC
NUMBER
LN
-- ----------- ---
--REF TRANS ID-TC
NUMBER
LN
-- ----------- ---
01REF VENDOR CODE:
288.00
0.00
288.00
ACCEPT DOC
DATE
ACT
AMOUNT
-------- --- ---------------10 02 08 E
288.00
CLEAR ACT:
STATION OFFSET CB ADVANCE WITH TR 15.
5-31
01-
.
.
.
TR 10
COMMND:
6368305C004
DOCID: TR 10
BATID:
ACCPT 00000 081102 S636FSC
6368305C004
SUB STN:
STATUS: ACCPT
10/02/08
CASH RECEIPT INPUT SCREEN
BATCH DATE:
NUM DOCS:
CR DATE:
TRANS TYPE: 15
CASH ACCT:
BILL FUND:
DISB OFFICE: 220
REF DOC:
COMMND:
001-001 OF 001
01LINE:
TRANS TYPE:
STATION/SAT:
COST CTR/SUB:
REV SRCE/SUB:
CHECK NO:
ADV IND:
AMOUNT:
AGR NO:
NET:
ACCTG PRD:
ACTION:
BFYS:
FUND:
DEP NUMBER: 6368305C004
DOC TOTAL: 288.00
ACCOMPLISHED DATE: 11 02 08
DOCID: TR 10
BATID:
6368305C004
SUB STN:
001
SUB STN: 636
DOC TYPE:
STATUS: ACCPT
10/02/08
REF TC: CB
REF DOC NO: 6368305C004 REF LINE: 001
BFYS:
FUND: 0160A1
636
A6 FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
ACTION OUT:
GL ACCT:
Y ADV:
ADV NO:
TRAV TYPE:
VND/PRV: 310841368
288.00
I/D:
UNAPPLIED DEP NO:
DESCR: CK 5725 636T93133
5-32
ACTION: R TABLEID: ADVX USERID: S104 FSC
*** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
TRANS ID, ACCEPT DATE, DOC ACTION
TRANS CODE: CB TRANS NUMBER: 6368305C004 ADV TOTAL:
LINE NUMBER: 001
ADV USED:
VENDOR CODE: 310841368
OUTST ADV AMT:
--REF ADV/OBL ID-TC
NUMBER
LN
-- ----------- ---
--REF TRANS ID-TC
NUMBER
LN
-- ----------- ---
REF VENDOR CODE:
CLEAR ACT:
TR 6368305C004 001 10 02 08
0102-
288.00
288.00
0.00
ACCEPT DOC
DATE
ACT
AMOUNT
-------- --- ---------------10 02 08 E
288.00
5-33
E
-288.00
01-
.
.
.
COMMND:
IF 10
6368305C004
DOCID: IF 10
BATID:
ACCPT 00000 071112 S636FSC
6368305C004
SUB STN:
STATUS: ACCPT
10/12/08
IMPREST FUND INPUT SCREEN
BATCH DATE:
TRANS TYPE: 04 IF DATE:
BFYS:
FUND:
CASHIER: AC6360002
AMT: 288.00
SCHEDULE FISC YR:
NO CHECK DISB FLAG: Y
CHECK TYPE:
SEQUENCE NO:
COMMENTS TO PRINT:
NUM DOCS:
ACCT PRD:
D.O.:
PRD COVERED:
CASHIER NAME:
SCHEDULE CAT:
ADDR1:
ADDR2:
CITY/ST/ZIP:
NET:
ACTION:
SUB STN: 636
COMMENT:
FROM 10 15 08 TO 10 19 08
VAMC AGENT CASHIER
A
AGENCY SCHEDULE NO:
P.O. BOX 1234
TEXAS CITY
A--*HS60-DOCUMENT MARKED FOR READ ONLY
5-34
TX 99999
COMMND:
001-001 OF 001
01LINE:
STATION/SAT:
COST CTR/SUB:
GL ACCOUNT:
PAYEE:
DESCR:
TRVL TYPE:
MILES:
REF DOC ID:
DOCID: IF 10
BATID:
001
636
6368305C004
SUB STN:
STATUS: ACCPT
10/12/08
TRANS TYPE:
BFYS:
FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
VETERANSFSCJ
NAME: FSC J VETERANS
TRAVEL ADVANCE
TDY ADV NO: 02
TRVL END DATE: 10 19 08
COST:
LINE AMT: 288.00
TO 636T93133
LINE:
LIQ AMT:
FUND: 0160A1
A6
5-35
TRVL PURP: X
I/D:
P/F:
COMMND:
DOCID: TV 10
636T9313301
BATID:
SUB STN:
TRAVEL VOUCHER INPUT SCREEN
STATUS: ACCPT
10/12/08
TRANS TYPE: 01 TV DATE:
ACCT PRD:
ACTION:
SUB STN: 636
REF DOC: TO 636T93133
P/F:
BFYS: 09
FUND: 0160A1
EMPL CODE: VETERANSFSCJ
NAME: FSC J VETERANS
HOME STN: 636
ADDR1: P.O. BOX 1234
BEG DATE: 10 25 08
ADDR2:
END DATE: 10 29 08
CITY/ST/ZIP: TEXAS CITY
TX 99999
EXCEPTION:
0.00 I/D:
EXC CODE:
TOTAL VERIFIED: 930.84
WTA:
0.00
TAX WITHHLD:
I/D:
UNAPPLIED DEPOSIT NO:
TAXABLE:
I/D:
OWED EMPLOYEE: 642.84
I/D:
FICA (OASDI) WAGE:
I/D:
TTYP REF TVL ORDER ADV NO
APPLIED AMT
I/D
ADVANCE BAL
DESCR
---- -------------- ------ --------------- --- ------------------- -----------TDY TO 636T93133
02
288.00
288.00
A--*HS60-DOCUMENT MARKED FOR READ ONLY
5-36
COMMND:
001-001 OF 001
01LINE:
LINE TYPE:
EXCEPTION:
LINE AMOUNT:
LIQ AMOUNT:
BFYS:
STATION/SAT:
COST CTR/SUB:
DOCID: TV 10
BATID:
001
E
930.84
09
636
824100
/
/
636T9313301
SUB STN:
STATUS: ACCPT
10/12/08
REF DOC:
REF LINE: 001
TAX TYPE:
TRAVEL TYPE: TDY
I/D:
EXC CODE:
DESCR CODE: E
I/D:
P/F: F
TAX CODE:
DESCR:
FUND: 0160A1
FCP/PRJ: 030042116
JOB NO:
BOC/SUB: 2103 /
REPT CATG:
CLSD BFYS:
CLSD FUND:
5-37
TRANS CODE: TO
01020304050607-
TRANS NUMBER: 636T93133
REF TRANS ID
F/B/A
TC NUMBER
----- ----------------A
LAST BATCH NUMBER:
A
LAST BATCH NUMBER:
A
LAST BATCH NUMBER:
F
IF 6366305C004
LAST BATCH NUMBER:
F
TM 63663059025
LAST BATCH NUMBER:
F
TM 63663059026
F
TV 636T9313301
DOC TOTAL:
OUTST AMT:
ACCEP
DOC
DATE
ACT
VENDOR
-------- --- -----------10 06 08
E
EMPYTRVL
CLEARING ACTION:
11 08 08
S
EMPYTRVL
CLEARING ACTION:
11 15 08
S
EMPYTRVL
CLEARING ACTION:
11 12 08
E
VETERANSFSCJ
CLEARING ACTION:
11 08 08
E
310841368
CLEARING ACTION:
11 08 08
E
310841368
11 12 08
E
VETERANSFSCJ
5-38
1,403.04
0.00
AMOUNT
----------------1,429.80
0.40
-27.16
288.00
443.20
29.00
1,218.84
This is Travel employee advance given by Convenience check.
in FMS once the check is cashed.
The CB 01 will be recorded
1. CB 01
This CB matches to the ACR (Agency Confirmation Report)schedule
2. TR 15 (I)referencing the CB is done to clear the CB
3. IF 04 (NO CHECK DISB: Y)
These match together the TR must list the IF document on the deposit number for auto
match. Remember SF224 SDD number. SDD means S = Schedule # on the FMS SV TC, D =
Deposit number on the FMS TR TC and DD = Direct Disbursement Number on FMS ET DD and DV
TC. There are a few FMS transactions such as the IF and TY that do not have a field
for a reference number. In cases of this nature the document number become the
reference number.
4. TV/TY, which ever applies is done referencing the TO.
not expensed, then the employee owes the balance.
If the complete advance is
5. CR 02 is cash or check
6. If funds are recorded in Suspense here are the steps to move the suspense to the
travel order. Two line TR document is processed.
TR 24 line 001 to clears
suspense (D) indicator and line 002 TR E2 (I) indicator referencing the TO. Make
sure the BFYS is the same as the travel advance. Check FMS table TALT.
All CR 02 and TR E2 transactions must reference a travel order or it will cause an out
of balance on the F854 report.
THIS IS THE PERFECT WORLD.
5-39
VENDOR CODE: 310841368
TRAVEL ADV NO:
TRANS CODE: CB
VOUCHER NO: 1047279C001
LINE NO: 001
VENDOR INV: 3126
VI LINE NO:
INV DATE: 10 03 08
LOG DATE: 10 03 08
ACCP/DEL DATE:
BFYS: 09
FUND: 0160A1
TRANS TYPE: 01
ADM/OFF: 10
STATION/SAT: 104
LINE AMT:
399.00
FCP/PRJ:
JOB NO:
CLOSED AMT:
399.00
COST CTR/SUB:
BOC/SUB:
DISB AMT:
399.00
REV SRCE/SUB:
REPT CAT:
IN TRANSIT AMT:
0.00
REF DOC NO:
REF DOC LINE:
ADV LIQ AMT:
399.00
REF ADV NO:
REF ADV LINE:
LIQ AMT:
0.00
PAY ADV: P ADV:
OVRD ACCT:
CLSD BFYS:
CLSD FUND:
DESCRIPTION: 3126 FSC EMPLOYEE
OVERRIDE OFFSET ACCT:
RELATED GBL:
QTY:
0.00
PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:
INTEREST REASON:
THIS CB MATCHES TO ACR (Agency Confirmation Report) SCHEDULE
5-40
THIS IS THE FMS ADVANCE
ACTION: R TABLEID: ADVX USERID: S104 FSC
*** ADVANCE CROSS REFERENCE INQUIRY SCREEN **
KEY IS TRANS ID, LINE NUMBER, VENDOR CODE, REF ADV/OBL ID, REF VENDOR CODE, REF
TRANS ID, ACCEPT DATE, DOC ACTION
TRANS CODE: CB TRANS NUMBER: 1046279C001 ADV TOTAL:
LINE NUMBER: 001
ADV USED:
VENDOR CODE: 310841368
OUTST ADV AMT:
--REF ADV/OBL ID-TC
NUMBER
LN
-- ----------- --01-
--REF TRANS ID-TC
NUMBER
LN
-- ----------- ---
399.00
0.00
399.00
ACCEPT DOC
DATE
ACT
AMOUNT
-------- --- ---------------10 04 08 E
399.00
5-41
COMMND:
DOCID: TR 10
BATID:
1047279C001
SUB STN:
STATUS: ACCPT
10/10/08
CASH RECEIPT INPUT SCREEN
BATCH DATE:
CR DATE:
TRANS TYPE:
CASH ACCT:
BILL FUND:
NUM DOCS:
NET:
ACCTG PRD:
ACTION:
SUB STN: 516
BFYS:
FUND:
DEP NUMBER: 1047279C001
DOC TYPE:
DOC TOTAL: 0.00
DISB OFFICE: 220
ACCOMPLISHED DATE: 10 10 08
01LINE: 001 REF TC: CB
REF DOC NO: 1047279C001 REF LINE: 001
TRANS TYPE: 15
BFYS: 09
FUND: 0160A1
STATION/SAT: 104
FCP/PRJ:
JOB NO:
COST CTR/SUB:
BOC/SUB:
REPT CATG:
REV SRCE/SUB:
CLSD BFYS:
CLSD FUND:
CHECK NO:
ACTION OUT:
GL ACCT:
ADV IND: Y ADV:
ADV NO:
TRAV TYPE:
VND/PRV: 310841368
AMOUNT: 813.00
I/D:
UNAPPLIED DEP NO:
AGR NO:
DESCR:
GENERAL LEDGER FOR TR 15 REFERENCING CB IS 1021/1412
TRANS CODE: CB TRANS NUMBER: 1047279C001 ADV TOTAL:
399.00
LINE NUMBER: 001
ADV USED:
399.00
VENDOR CODE: 310841368
OUTST ADV AMT:
0.00
--REF ADV/OBL ID-TC
NUMBER
LN
-- ----------- ---
--REF TRANS ID-TC
NUMBER
LN
-- ----------- ---
01REF VENDOR CODE:
02-
ACCEPT DOC
DATE
ACT
AMOUNT
-------- --- ---------------10 04 08 E
399.00
CLEAR ACT:
TR 1047279C001 001 10 10 08
5-42
E
-399.00
COMMND:
DOCID: IF 10
BATID:
1047279C001
STATUS: ACCPT
SUB STN: STATUS: 10/12/08
IMPREST FUND INPUT SCREEN
BATCH DATE:
NUM DOCS:
NET:
TRANS TYPE:
IF DATE:
ACCT PRD:
ACTION:
SUB STN: 517
BFYS:
FUND:
D.O.:
COMMENT:
CASHIER: AC1040005
PRD COVERED: FROM 10 05 08 TO 10 16 08
AMT: 450.00
CASHIER NAME: AGENT CASHIER VA 1047
SCHEDULE FISC YR:
SCHEDULE CAT:
AGENCY SCHEDULE NO:
NO CHECK DISB FLAG: Y
ADDR1: 1615 E. Woodward St
CHECK TYPE:
ADDR2:
SEQUENCE NO:
CITY/ST/ZIP: Austin
TX 78772
COMMENTS TO PRINT:
COMMND:
DOCID: IF 10
1047279C001
STATUS: ACCPT
001-001 OF 001
BATID:
SUB STN: STATUS: 10/12/08
01LINE: 001
TRANS TYPE: 04
BFYS: 09
FUND: 0160A1
STATION/SAT: 104
FCP/PRJ:
JOB NO:
COST CTR/SUB:
BOC/SUB:
REPT CATG:
GL ACCOUNT:
CLSD BFYS:
CLSD FUND:
PAYEE: FSC AUSTIN
NAME: FSC AUSTIN
DESCR: ESTABLISH TVL ADVANCE
TRVL TYPE: TDY ADV NO: T90596 TRVL END DATE: 10 16 08 TRVL PURP: X
MILES:
COST:
LINE AMT: 399.00
I/D:
REF DOC ID: TO 104T90596
LINE:
LIQ AMT:
P/F:
GENERAL LEDGER 1410 / 1021
THIS TR 15 AND IF 04 WILL MATCH SF224.
5-43
COMMND:
005-006 OF 007
01LINE:
TRANS TYPE:
STATION/SAT:
COST CTR/SUB:
REV SRCE/SUB:
CHECK NO:
ADV IND:
AMOUNT:
AGR NO:
DOCID: CR 10
BATID:
1049129373
SUB STN:
001
02
104
STATUS: ACCPT
10/10/08
REF TC: TO
REF DOC NO: 104T90596
REF LINE:
BFYS: 09
FUND: 0160A1
FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
ACTION OUT:
GL ACCT:
ADV:
ADV NO: T90596 TRAV TYPE: TDY VND/PRV: FSC AUSTIN
57.00
I/D:
UNAPPLIED DEP NO:
DESCR:
This is for Check or Cash ONLY.
THIS CR MATCHES TO THE DEPOSIT
5-44
This is a two line TR for transfer from suspense to travel order.
COMMND:
DOCID: TR 10
BATID:
1049284
STATUS: ACCPT
10/10/08
SUB STN:
CASH RECEIPT INPUT SCREEN
BATCH DATE:
NUM DOCS:
CR DATE:
TRANS TYPE:
CASH ACCT:
BILL FUND:
DISB OFFICE: 220
ACCTG PRD:
ACTION:
BFYS:
FUND:
DEP NUMBER: 104T90596
DOC TOTAL: 0.00
ACCOMPLISHED DATE: 10 10 08
COMMND:
001-002 OF 002
LINE:
TRANS TYPE:
STATION/SAT:
COST CTR/SUB:
REV SRCE/SUB:
CHECK NO:
ADV IND:
AMOUNT:
AGR NO:
NET:
DOCID: TR 10
BATID:
001
24
104
SUB STN: 516
DOC TYPE:
1049284
SUB STN:
REF TC:
ADV:
57.00
STATUS: ACCPT
10/10/08
REF DOC NO:
REF LINE:
BFYS:
FUND: 3875
FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
ACTION OUT:
GL ACCT:
ADV NO:
TRAV TYPE:
VND/PRV: MISCE
I/D: D UNAPPLIED DEP NO: 104T90596
DESCR:
5-45
LINE: 002 REF TC: TO
TRANS TYPE: E2
STATION/SAT: 104
COST CTR/SUB:
REV SRCE/SUB:
CHECK NO:
ADV IND:
ADV:
AMOUNT: 57.00
AGR NO:
REF DOC NO: 104T90596
REF LINE:
BFYS: 09
FUND: 0160A1
FCP/PRJ:
JOB NO:
BOC/SUB:
REPT CATG:
CLSD BFYS:
CLSD FUND:
ACTION OUT:
GL ACCT:
ADV NO: T90596 TRAV TYPE: TDY VND/PRV: FSC AUSTIN
I/D:
UNAPPLIED DEP NO:
DESCR:
This two line TR matches together.
5-46
Financial Indicators
Financial Indicator Report Web Address:
http://reports.vssc.med.va.gov/Reports/Pages/Report.aspx?ItemPath=%2fFinance%2fFinancial+Indicators+Report
OVERVIEW

Summary: The Financial Indicators(F1s) were developed to provide a means of evaluating and promoting improvement in
financial management. Each indicator has a target; with which compliance is evaluated based on its described criterion and
rating scheme.

This review period is an opportunity for facilities and VISNs to review their financial data and FI ranking (GREEN or RED)

based on their financial data. Everyone is encouraged to take advantage of this time to ensure that accurate results are
reflected in the monthly report even if the correction will not change your FI ranking. If a facility disagrees with the FI
ranking, the facility may request a waiver, routing the request through the VISN CFO, using the Financial Indicator Waiver
Request Form. (See Attachment A). The VISN CFO will be notified of the Financial Indicator Waiver Committee’s decision
within ten (10) work days after the national publication of the monthly FI report. (The Financial Indicators Waiver
Committee’s e-mail address is VHA Financial Indicators Waiver Committee.) The VISN CFO is responsible to notify the
Facility if the request has been approved or disapproved. Waivers will not be granted for: rejects, lack of staff, input errors,
and timing errors/late entry. Approved waivers will be updated in the monthly report and the corrected monthly report will be
posted to the web page on or before the next monthly report is published. Approved waivers will be identified by PURPLE
on the FI report, and will count as GREEN. This allows for tracking waivers by site over time.
.

Color Scheme:
Green: No apparent problem
Red:
correct.


Green =
Red =
Corrective action required – indicates a problem that management should review and
If 0-60 days is greater than or equal to 85% x total dollar value
If greater than 61 days is greater than 15% x total dollar
6-1
FY 2008 Changes:
Updates as of March 11, 2008

Agent Cashier Advance Turnover Rate Criteria change (page 19):

Criterion:
The Financial Indicator turnover percentage is based on the 6-month average of the last six monthly turnover
percentages. The monthly turnover percentage is computed from the sum of all payments made for the agent cashier’s replenishment
for the month divided by the agent cashier’s monthly advance..

Aging of Payables (page 12):
Criterion:
Aging analysis of the dollar value of open payables up to 90 days old, and open payables greater than 90 days old are
compared to the total dollar value of all open payables. NOTE: The transaction input date is day one in the 90 days old
count.

Aging of Obligations (page 13):
Criterion:
Aging analysis of the dollar value of open obligations up to 90 days old and open obligations greater than 90 days old
compared to the total dollar value of all open obligations. NOTE: The transaction input date is day one in the 90 days old
count.

Aging of Suspense Account 36F3875 (page 15):
Criterion:
Aging analysis of all suspense fund 36F3875 document entries less than or equal to 90 days old versus any entries
greater than 90 days old. NOTE: The transaction input date is day one in the 90 days old count.

Aging of Suspense Account 36F3885 (page 16):
Criterion:
Aging analysis of all suspense fund 36F3885 document entries less than or equal to 90 days old versus any entries
greater than 90 days old. NOTE: The transaction input date is day one in the 90 days old count.

Aging of Non-PCS Travel Obligations (page 18):
6-2
RGSAPTVB
FSC
16
REPORT ID: RGSAPTVB
*** DEPT OF VETERANS AFFAIRS (FMS) ***
PAGE:
1
RSD FORM: 889B
ANALYSIS OF FMS OPEN DOCUMENTS (AMOUNTS) - DETAIL
TIME: 23:52
RUN DATE: 10/15/07
AS OF 10/15/07
STN: FSC
FSC CITY TX
VAMC
VISN: 16
FUND
BFYS
FCP/PROJ
DOCUMENT ID
000-030 DAYS
031-060 DAYS
061-090 DAYS
091-120 DAYS
121-180 DAYS
OVER 180 DAYS
------ ----- --------- -------------- -------------- -------------- -------------- -------------- -------------- -------------RECEIVABLES
0152A1 04
010040101 BD FSCK4066JX
$225.85
0152A1 05
010040101 BD FSCK505V7H
$43.63
0152A1 06
512
BD FSC6HAR6494
$1,762.67
BD FSC7HAR6494
$135.59
0152A1 07
512
BD FSC7HAR6494
$271.18
0160A1 04
010040101 BD FSCK4062YC
$4,332.30
BD FSCK5003LZ
$41.71
010041088 BD FSCK4043D6
$994.60
0160A1 05
010024127 BD FSCK602HAK
$3,115.81
BD FSCK602HB3
$939.50
010040101 BD FSCK5025FY
$2,326.60
----------------------------------------------------------------------------------------------------------------------------------UNAPPLIED DEPOSITS
3875
FSC7JV027B/
$1,595.96
FSCE2819NOR
$1,128.96
FSCE2831CAR
$25.00
FSCE5280BRU
$58.07
FSCE7520SCR
$126.75
FSCE8620HOP
$3.05
FSCE9234DRA
$200.00
3885
355766
$6,126.76
-------------------------------------------------------------------------------------------------------------------------------------TRAVEL OBLIGATIONS
0152A1 07
0100401Z9 TO FSCT70046
$779.00
0152A1 06
010042107 RO FSCT60000
$5,132.00
010042113 RO FSCT60000
$3,551.98
RO FSCT60000
$14,504.40
RO FSCT60000
$8,551.84
RO FSCT61001
$6,384.60
0160A1 06
010040115 RO FSCT61450
$228.00
RO FSCT61450
$5,198.00
RO FSCT61450
$500.00
RO FSCT61450
$7,500.00
RO FSCT61450
$5,748.00
RO FSCT61450
$8,209.00
RO FSCT61450
$5,012.00
RO FSCT61450
$78.00
6-3
RGSAPTVB
FSC
16
REPORT ID: RGSAPTVB
*** DEPT OF VETERANS AFFAIRS (FMS) ***
PAGE:
1
RSD FORM: 889B
ANALYSIS OF FMS OPEN DOCUMENTS (AMOUNTS) - DETAIL
TIME: 23:52
RUN DATE: 11/15/07
AS OF 11/15/07
STN: FSC
FSC CITY TX
VAMC
VISN: 16
FUND
BFYS
FCP/PROJ
DOCUMENT ID
000-030 DAYS
031-060 DAYS
061-090 DAYS
091-120 DAYS
121-180 DAYS
OVER 180 DAYS
------ ----- --------- -------------- -------------- -------------- -------------- -------------- -------------- -------------RECEIVABLES
0152A1 04
010040101 BD FSCK4066JX
$225.85
0152A1 05
010040101 BD FSCK505V7H
$43.63
FMS TABLES FOR RESEARCH
DXRF
ARHT/ARLT
ACTION: R TABLEID: DXRF USERID: S104 FSC
*** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION
TRANS CODE: BD
TRANS NUMBER: FSCK4066JX
REF TRANS ID
F/B/A
TC NUMBER
----- ----------------01- A
LAST BATCH NUMBER:
DOC TOTAL:
OUTST AMT:
ACCEP
DOC
DATE
ACT
VENDOR
-------- --- -----------10 08 04
E
XEMPL
CLEARING ACTION:
225.85
225.85
AMOUNT
----------------225.85
ACTION: R TABLEID: DXRF USERID: S104 FSC
*** DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***
KEY IS TRANS ID, F/B POINTER, REF TRANS ID, ACCEPDATE, DOC ACTION
TRANS CODE: BD
01-
TRANS NUMBER: FSCK505V7H
DOC TOTAL:
OUTST AMT:
REF TRANS ID
ACCEP
DOC
F/B/A
TC NUMBER
DATE
ACT
VENDOR
----- ----------------- -------- --- -----------A
08 05 05
E
XEMPL
LAST BATCH NUMBER:
CLEARING ACTION:
43.63
43.63
AMOUNT
----------------43.63
6-4
FMS TABLES ARHT/ARLT
ACTION: R TABLEID: ARHT USERID: S104 FSC
*** RECEIVABLE HEADER INQUIRY SCREEN ***
KEY IS TRANS CODE, DOC NO
TRANS CODE: BD DOC NUM: FSCK4066JX
DOC TYPE:
DOCUMENT DATE: 10 06 04
COMMENTS:
PAYER CODE/NAME: XEMPL
/ EX EMPLOYEE-RECV ONLY
ADDR1: VHA/CFO OFFICE
ADDR2: 810 VERMONT AVE NW
CITY/ST/ZIP: WASHINGTON
DC 20420 0001
COLL DUE DATE:
LAST BILL DATE/AMT:
/
PRINT BILL: N
BILL PRINT DATE:
BILLED AMT:
INT RATE:
0.000
INT APPLY DATE:
INTEREST AMT:
TEXT TYPE:
ADM CHGS APPLY DATE:
ADM CHGS AMT:
WAIVER FLAG: W
PEN APPLY DATE:
PENALTY AMT:
DUNNING COUNT: 00
LAST DUN DATE:
TOTAL AMT:
OVERDUE STATUS:
OVERDUE DATE:
COLLECTED AMT:
WRITE-OFF FLAG:
WRITE-OFF DATE:
WRITE-OFF AMT:
WRITE-OFF REASON:
DOC CLOSE DATE:
OFFSET AMT:
OFFSET: N OFFSET APPLIED:
0.00 CLOSED AMT:
OVRPYMT CAUSE:
CASE HISTORY FLAG: N REPRINT BILL AMT:
AGREEMENT NO:
OUTSTANDING RECV AMT:
SUB STN: FSC
0.00
225.85
0.00
0.00
0.00
225.85
0.00
0.00
0.00
0.00
0.00
225.85
ACTION: R TABLEID: ARLT USERID: S104 FSC
*** RECEIVABLE LINE INQUIRY SCREEN ***
KEY IS TRANS CODE, DOCUMENT NO, LINE
TRANS CODE: BD
DOC NO: FSCK4066JX
LINE: 001
BFYS: 04
FUND: 0152A1
TRANS TYPE: 20
STATION/SAT: FSC
/
FCP/PRJ: 010040101
JOB NO:
COST CTR/SUB: 843100 / 00
BOC/SUB: 1101 / 02
REPT CATG:
REV SRCE/SUB:
TEXT TYPE:
UPD BUD: N
CLSD BFYS:
CLSD FUND:
REF INVOICE:
REF INV LINE:
GL ACCT:
REF TC:
REF NO:
REF LINE:
LINE AMT:
225.85 DESCR: AR_INTERFACE
COLLECTED AMT:
0.00 INT RATE:
0.000
CLOSED AMT:
0.00
ADV NO:
WRITE-OFF AMT:
0.00 TRVL TYPE:
OFFSET AMT:
0.00
SOURCE:
OFFSET APPLIED:
0.00
TYPE OF OVERPYMT:
OUTSTND RECV AMT:
225.85
ACTION OUT:
6-5
FMS TABLES ARHT/ARLT
ACTION: R TABLEID: ARHT USERID: S104 FSC
*** RECEIVABLE HEADER INQUIRY SCREEN ***
KEY IS TRANS CODE, DOC NO
TRANS CODE: BD DOC NUM: FSCK505V7H
DOC TYPE:
SUB STN: FSC
DOCUMENT DATE: 08 05 05
COMMENTS:
PAYER CODE/NAME: XEMPL
/ EX EMPLOYEE-RECV ONLY
ADDR1: VHA/CFO OFFICE
ADDR2: 810 VERMONT AVE NW
CITY/ST/ZIP: WASHINGTON
DC 20420 0001
COLL DUE DATE:
LAST BILL DATE/AMT:
/
0.00
PRINT BILL: N
BILL PRINT DATE:
BILLED AMT:
43.63
INT RATE:
0.000
INT APPLY DATE:
INTEREST AMT:
0.00
TEXT TYPE:
ADM CHGS APPLY DATE:
ADM CHGS AMT:
0.00
WAIVER FLAG: W
PEN APPLY DATE:
PENALTY AMT:
0.00
DUNNING COUNT: 00
LAST DUN DATE:
TOTAL AMT:
43.63
OVERDUE STATUS:
OVERDUE DATE:
COLLECTED AMT:
0.00
WRITE-OFF FLAG:
WRITE-OFF DATE:
WRITE-OFF AMT:
0.00
WRITE-OFF REASON:
DOC CLOSE DATE:
OFFSET AMT:
0.00
OFFSET: N OFFSET APPLIED:
0.00 CLOSED AMT:
0.00
OVRPYMT CAUSE:
CASE HISTORY FLAG: N REPRINT BILL AMT:
0.00
AGREEMENT NO:
OUTSTANDING RECV AMT:
43.63
ACTION: R TABLEID: ARLT USERID: S104 RMJ
*** RECEIVABLE LINE INQUIRY SCREEN ***
KEY IS TRANS CODE, DOCUMENT NO, LINE
TRANS CODE: BD
DOC NO: FSCK505V7H
LINE: 001
BFYS: 05
FUND: 0152A1
TRANS TYPE: 20
STATION/SAT: FSC
/
FCP/PRJ: 010040101
JOB NO:
COST CTR/SUB: 843100 / 00
BOC/SUB: 1101 / 02
REPT CATG:
REV SRCE/SUB:
TEXT TYPE:
UPD BUD: N
CLSD BFYS:
CLSD FUND:
REF INVOICE:
REF INV LINE:
GL ACCT:
REF TC:
REF NO:
REF LINE:
LINE AMT:
43.63 DESCR: AR_INTERFACE
COLLECTED AMT:
0.00 INT RATE:
0.000
CLOSED AMT:
0.00
ADV NO:
WRITE-OFF AMT:
0.00 TRVL TYPE:
OFFSET AMT:
0.00
SOURCE:
OFFSET APPLIED:
0.00
TYPE OF OVERPYMT:
OUTSTND RECV AMT:
43.63
ACTION OUT:
6-6
MONTH REPORTING: SEPTEMBER
RSD RUN DATE: 01 OCT 08
VISN
STATION
1
402
1
FUND
TOTAL
00-90
91-180
181-270
271-360
OVER
TOTAL
COLOR
DAYS
DAYS
DAYS
DAYS
360
DAYS
OVER
90 DAYS
RATING
8
7
0
0
0
1
1
RED
405
22
22
0
0
0
0
0
GREEN
1
518
2
2
0
0
0
0
0
GREEN
1
523
68
68
0
0
0
0
0
GREEN
1
608
10
10
0
0
0
0
0
GREEN
1
3875
631
5
5
0
0
0
0
0
GREEN
1
650
1
1
0
0
0
0
0
GREEN
1
689
12
12
0
0
0
0
0
GREEN
2
528
159
159
0
0
0
0
0
GREEN
3
526
34
34
0
0
0
0
0
GREEN
3
561
373
373
0
0
0
0
0
GREEN
3
620
31
31
0
0
0
0
0
GREEN
3
630
188
188
0
0
0
0
0
GREEN
3
632
5
5
0
0
0
0
0
GREEN
4
460
54
53
1
0
0
0
1
RED
Aging-Suspense (3875) September 30, 2008
6-7
F911 Report vs Macro
Fund
0111
0111
0152A1
0152A1
0160A1
0160B2
0160B2
0160B2
0160B2
0161A1
0161A1
0162B2
0162B2
0162B2
0162B2
0162B2
0160A1
0162A1
0152A1
1435
1435
1435
1435
1435
1435
1807
1807
1807
3220
3220
3220
3220
3220
3220
3220
3220
5287.1
5287.3
528707
BFY
97
92
05
06
06
05 06
06 07
05 06
05 06
06 07
05 06
05 06
05 06
06 07
05 06
05 06
07
07
07
02
03
04
05
06
05
04
05
04
00
01
02
03
04
05
06
05
04
04
05
Number
1730
4560
480F
490G
490G
3107
490G
5700
6100
490G
6100
3107
490G
490G
5700
6100
4610
4610
4610
1369
1369
1369
1369
1369
5320
1099
1099
5909
1369
1369
1369
1369
1369
1369
1369
5320
5909
5909
5201
G/L Account
Ending Balance
Name
Debit
Credit
BUILDINGS
21,784.00
SUBALLOT AVL
15.36
UNPD U/O-FED
22,535.00
PD EXP-FED
714,339.34
PD EXP-FED
242,089.67
UNEX APP-USE
25,742.77
PD EXP-FED
946,711.40
APPR USE
25,742.77
OPERATNG EXP
611,242.77
PD EXP-FED
68,153.93
OPERATNG EXP
28,552.25
UNEX APP-USE
5,102.69
PD EXP-FED
11,937.85
PD EXP-FED
2,590.00
APPR USE
5,102.69
OPERATNG EXP
5,102.69
ALLW AVAILABLE FOR OBLIG 29,753,045.40
ALLW AVAILABLE FOR OBLIG 3,232,177.12
0.00
ALLW AVAILABLE FOR OBLIG 3,685,819.05
0.00
ALW LOSS-PFA
0.00
ALW LOSS-PFA
0.00
ALW LOSS-PFA
0.00
ALW LOSS-PFA
1,096.24
ALW LOSS-PFA
1,713.41
PEN/FIN-REV
41,025.73
CAN CK-LIM L
10.86
CAN CK-LIM L
56.00
CONTR REVEN
10.86
ALW LOSS-PFA
0.00
ALW LOSS-PFA
0.00
ALW LOSS-PFA
0.00
ALW LOSS-PFA
0.00
ALW LOSS-PFA
0.00
ALW LOSS-PFA
1,076.41
ALW LOSS-PFA
1,438.66
PEN/FIN-REV
83,641.93
CONTR REVEN
359.00
CONTR REVEN
645.50
REIM-OTHER
24,287.36
7-1
Trial Bal
Normal Page No Comments
D5
70
NB
9
C
202
C4
223
C4
224
D4
220
C4
233
C4
220
D4
220
C4
234
D4
221
D4
222
C4
222
C4
235
C4
222
D4
222
D
208
D
119
D
134
C
147
C
163
C
185
C
208
C
227
C
208
NB
186
NB
209
D
186
C
120
C
135
C
148
C
164
C
187
C
210
C
229
C
210
D
192
D
193
C
216
LEGEND
D
- Debit account balance.
C
- Credit Account Balance
E
- Either Debit or Credit balance
A
- Austin Finance only (includes PAID transactions)
CO
M
- Central Office proprietary accounts only.
- Manila only.
EXPLANATIONS
1
- Write-offs will cause a debit balance in these accounts.
2
- Allowance for bad debt for Med Care receivables recorded in AMAF
3
- Lost discounts and interest expense to be transferred to 0160.
4
5
- Can be opposite balance in prior year (e.g. refund in current year of expense paid in a prior
year)
- Assets must be manually moved to AMAF.
6
- Allowance for Contractual Adjustments in AMAF - Tricare & Medicare reimbursement bills only
9
- Can be a credit balance if you write-off a credit to inventory due to reversing an RC/RT
10
- Payroll transactions may process debit transactions
GL Accounts by Funds Chart (FY 08 Version).
7-1A
(See #6 below).
COMMON F911 VS MACRO ISSUES
As noted in each station's worksheet, please be advised that if the normal entry is a C4 or D4 and the BFY is prior year, the actual account balance
can be opposite of the normal balance if it was caused by specific prior year transactions; however, each facility needs to review each account listed
in their worksheet and determine the cause of the abnormality and take necessary corrective actions, accordingly. A brief description of the
corrective action taken on each abnormal balance should be documented using the "insert", "comment" option in the excel worksheet. Kindly collect
the completed worksheets directly from your facilities and have the file sent back to "VHA CFO Financial Analyses Shared Mailbox" with your VISN
number on the subject line.
Abnormal balances in SGL accounts 1319, 1329, 1339, and 1369 Kindly be advised that the Central Office is currently responsible
for recording allowance for bad debt for non-healthcare receivable. CO will process a SV to correct the abnormality. Until this function returns to
facilities we are asking facilities not make any adjustments into the allowance accounts (SGL) 1319, 1329, 1339, and 1369 for Funds 1435, 3220,
3200, and AMAF except the normal write off transactions. Questions concerning this request should be forwarded to "VHA CFO Financial Analyses
Shared Mailbox" or you may call Sylvia Nieto at 202-461-6567.. Stations should not reverse the SVs processed by CO.
Debit balances in account 490F – These typically occur because of payments going in as Federal vendor ID number get changed to Non-Federal
and when the AD hits it causes the abnormal balances. A BL transaction can be done by FSC Accountants. Send a JV request to debit 490N and
credit 490F for the amount. The 490N balance is supposed to be in agreement with all of the non-federal payables (2000 series) accounts. Send JV
(1017 form) to FSC Accountant. Because these are budgetary accounts, reference the Cost Center/Accounting Classification Code/Fund Control
Point/Budget Object Code to use for the entry.
Debit balances in account 490G – These typically occur because of expenditure transfer transactions between funds that use the station’s vendor
ID instead of the non-federal vendor ID against which the initial expenditures were processed. Expenditure transfers with a federal vendor ID post
to 490G while transfers using a non-federal ID post to 490P. IFCAP uses the station vendor ID instead of the US Bank ID on credit card ET
transactions so stations can’t prevent debits in 490G resulting from credit card ETs. For other types of expenditure transfers, stations can eliminate
this problem by using the actual vendor ID or MISCN. To correct existing debits, stations can identify expenditure transfers that created the
problems, reverse them and repost them with the correct vendor ID or MISCN.
Balances in GL 1099 & 5239 in the invalid MCCF Funds – As canceled checks are processed related to refund payments made from the old
MCCF fund structure (5287, 5287.1, 5287.3, 5287.4), the GL transactions post against those invalid funds. These balances should be cleared by
moving them to the appropriate MCCF fund in the new base BFY 05 fund structure (e.g. 528701, 528703, 528704, etc). To accomplish this, create
a JV form (1017) with the entries needed to reverse the balances from the improper fund and move them into the correct fund. The JV should also
include revenue source code(s) as they are required for a JV in FMS. The JV form should be submitted to station’s FSC trial balance accountant for
approval and processing.
7-2
COMMON F911 VS MACRO ISSUES
Subject: Procedure to change vendor for credit card reconciliation ET transactions
Sandra Cole sent me the instructions below on how to change the vendor for IFCAP generated ET transactions. The change has worked
successfully for her station and another station that we service. Please consider making this change as it will keep the 490G issue related
to credit card reconciliations from continuing to be a problem.
The credit card ET transaction vendor code (Sta. ID) can be changed to the US Bank vendor code (310841368) in the IFCAP Coordinator
Site Parameter.
MS SECURITY CODE: 10//
FISCAL REVIEW OF VRQ: NO//
CARRY FORWARD 4TH QTR REQUESTS: NO//
FMS-ET VENDOR CODE: 546VAH000// 460358360
FMS-ET ALTERNATE ADDRESS IND.:
RANGE OF % FOR RECONCILING AMT: 0//
STATION NUMBER:
Select IFCAP Application Coordinator Menu Option:
Subject: RE: Improper balances in 490G/490P from expenditure transfers
As noted in my original message, the ET transactions generated by credit card reconciliations in IFCAP improperly post against 490G in
FMS. The number of credit card ET transactions generated at stations will likely make it difficult to correct the debit balance related to
them. The question has come up from stations that have corrected their debit balances from other sources, but are concerned about the
time needed to research the credit card ET transactions. Although clearing these improper 490G balances should be accomplished if
possible, it is not expected to be completed for remaining balances determined to be related to credit card ET transactions.
Subject: Improper balances in 490G/490P from expenditure transfers
Improper balances in the 490G and 490P accounts have been more of an issue this year. Most of these balances are the result of
expenditure transfers between funds (EW) or stations (EB) that use the station’s vendor ID instead of the vendor ID recorded on the initial
expenditure transaction. In most cases the initial expenditure was to a non-federal source so the posting was a credit to 490P. When the
transfer is recorded with the station’s vendor ID, the posting debits 490G on the side transferring the cost and credits 490G on the side
receiving the cost. This results in an improper 490G balance.
Expenditure transfers should use the vendor ID from the initial expenditure transaction whenever possible. For lump sum expenditure
transactions of non-federal expenditures, using MISCN will also properly post against 490P.
The other known problem in this area is the ET transactions generated by purchase card reconciliations in IFCAP. They post against 490G
while the credit card transactions use the US Bank vendor ID and post to 490P. This is not an issue if the ET just moves the charge
between FCP/ACCs within a fund as the posting to 490G will net out on the trial balance. It is an issue when these ET transactions move
charges between BFYs or funds as it leaves the improper 490G balances.
7-2A
Other possibilities:
Kindly consider the following steps for correcting abnormal balances due to contract holdbacks:
1. Check FMS table GLTS if you find debt on 2122 and credit on 2121 or 2130 Station needs to research.
2. Research and identify the document that caused the problem.
3. Prepare 1017G journal voucher form and send to NAS Accountant for processing.
Balances in accrued salaries GL 2210 in expired years (both debits and credits) SV 51
Offsetting balances in GL 2121 and 2122
Debit balances in GL 2994
The normal nationwide balance for GL 422B is a debit, but the station balance is normally a credit. We haven’t received a
response on whether this needs to be corrected. Since the nationwide balance is a debit anyway, ignore this item until
Supply Fund requests the corrections.
Other items:
Footnotes to the chart for GL accounts that can have opposite balances in expired years. Some of the most frequent
examples of this are GL accts like 3107, 490G, 490P, 5200, 5201, 5700 and 6100.
.
7-3
The 5114 and 5115 (MCCF 5287**) improper balances are because the reversal of the 9/30/08 accrual entry for these in
October was probably greater than the accrual entry posted at the end of the current month. Financial Policy is requesting a
change in the accrual process at yearend to resolve this problem for FY09. Proposal is for the SV17 and SV 18 accrual
transaction to reverse for all months except for the end of September accrual. That accrual will not reverse in early October
eliminating the improper balance issue for this account.
Here are some synopsis of some of the changes to the normal balance spreadsheet and other related issues based on
review of the new F911 macro. Please see the list below:







1013 and 1024 are now valid for MCCF (5287**). The 1013 entry is coming in on CR 05 transactions. 1024 is
picked up in 528706 on the PAID to FMS interface for parking payroll allotments.
1024 is valid in fund 3220. This is picked up on the PAID to FMS interface for payroll deductions for garage without
quarters.
1036 is valid in fund 3875. Valid for input to this fund related to Payroll IPAC activity.
1720 is valid as a debit in AMAF. WIP for projects not capitalized at the time an appropriation is canceled is moved
to AMAF. This balance would only continue to be valid until the project reaches capitalization status.
3100 and 4540 are valid with either balance in funds 4138 and 4538.
4350 is valid with either balance in funds 4537B2 and 4537B3. These funds are being run through the FMS
annual close cancellation process in a similar manner to appropriations after 5 expired years. GL 4350 reflects the
canceled resources.
Most of the 9000 series accounts have been changed to valid as either balance. Many of these accounts can
have opposite balances in prior years so the flag on the chart has been changed to "either". GL accounts 9052-9055
and 9201-9206 are exceptions to this change. They will continue to maintain the normal balance indicators that they
have in the past.
7-4
The FMS transaction group completed its 2006 review of the FMS Proforma Transactions. One item on the agenda was the mixture
of revenue accounts being used on the MCCF (5287**) transactions in fund category M. Some of the transactions in this
category date back to the time prior to the 5287 point accounts when VA was required to return most of these collections to
Treasury. The revenue transactions at that time used GL accounts 5902, 5903, and 5909 in the other revenue account series
similar to the transactions in the Treasury GFR funds like 1435 and 3220. With the implementation of the 5287** point account
structure and VA retaining these collections, many of the more recently added transactions in this fund category use GL 5200
and 5201. One problem arising from the use of these two sets of revenue accounts in improper balances remaining after posting
collection activity. Examples from stations of situations include where a receivable was established that posted
to GL 5201 in FY 05, but the collection transaction posted to GL 5902 in FY 06 resulting in an improper balance in GL 5201.
In an effort to resolve this problem for future years and make the MCCF revenue postings more consistent, all of the transactions
In fund category M that post to GL 5902, 5903, and 5909 were changed as listed below:
All transactions with GL 5902 now use GL 5201
All transactions with GL 5903 now use GL 5200
All transactions with GL 5909 now use GL 5239
GL 5239 is a new account in FMS which was established to replace GL 5909 for tracking refunds of collections.
7-4a
AR Issues
Here are examples of open AR issues that are creating abnormal balances. These currently would require manual input to correct existing
balances, but ultimately would need AR package changes to resolve the on-going problems:

The AR Data Collector sends a SVP2 to record an accrual for the amount of interest/admin (fees) due on open bills which debits GL 1360. It
also sends a WR P4 to record the amount of fees that were due on the bills that were actually written off which credits GL 1360. The accrual
reverses first thing the next month. As long as the monthly accrual debit to GL 1360 is greater than the amount of actual write-offs, the 1360
balance will be a normal debit balance. As soon as the amount of actual write-offs exceeds the amount due from open bills, 1360 will have
an opposite balance. When the AR Data collector sends the WR P4 to record the amount of fees that were due on bills that were written off,
GL 1369 is debited the same way that all receivable allowance accounts are debited for actual write-offs. GL 1369 is supposed to be an
allowance account, but the Bad Debt report which computes all the allowances for doubtful accounts does not compute an allowance for the
fees. Therefore, there is no offsetting credit amount recorded to GL 1369. The stations have no way of computing an estimated allowance
for doubtful fees because the necessary data is recorded in the MCCF programming.

The debit balance in 528701 GL 1319 is caused because the Bad Debt report which transmits the allowance accrual only credits 528703.
Actual write-offs are recorded in the correct MCCF point account which debits 1319. All MCCF point account 1319 balances net to a credit
balance and equal the current month's allowance estimate from the Bad Debt Report.

See Alert: Volume 2008, Issue 10
February 5, 2005
7-5
BD N2 and 02 Affecting GL 4650
I have reviewed GL acct 4650 several times and the documents in
question seems to be my sharing agreements (federal billing
documents - BD transactions). They are CR 05 and TR 26 transactions for this
GL account. They are debit only transactions. I also
reviewed our 0160A1 account and they seem to hit as a Debit there as
well. But we receive a TDA to cover these billing documents so I don't
understand why we would be out-of-balance. I did see where the
TDA's appeared to have been received by the station for the
documents. My next step is to see what happened between FY06
ending transaction to FY07 beginning year vs FY07 to FY08. Then
maybe something will shed some more light. I just do not see how we
could have been off $$592,562.90 in October 07, which would have
been right at the beginning of our fiscal year.
7-5a
REPORT ID: RGLMDAV
*** DEPT OF VETERANS AFFAIRS (FMS) ***
RSD FORM: F827
MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT
RUN DATE: 11/01/07
FOR ACCOUNTING PERIOD ENDING 10/31/07
STN: 603
TREASURY SYMBOL: 3670152
LOUISVILLE KY
VAMC
G/L
PRG/
------DOCUMENT------- BATCH TRANS ACCEPT -----REFERENCE---ACCT G/L NAME LM ANAL A/O TC TT NUMBER
LN# NUMBER DATE DATE TC NUMBER
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- ------------------4650 EXP AUTH
10 CC 01 60372749019 001
10/04/07 10/04/07
4650 EXP AUTH
10 CC 01 60372749019 002
10/04/07 10/04/07
4650 EXP AUTH
10 CC 01 60372749019 003
10/04/07 10/04/07
4650 EXP AUTH
10 CC 01 60372749026 001
10/04/07 10/04/07
4650 EXP AUTH
10 CR 05 603K8A005E 001
10/04/07 10/04/07 BD 603K708ETV 001
4650 EXP AUTH
10 CR 05 603K8A005Z 001
10/04/07 10/04/07 BD 603K708GN9 001
4650 EXP AUTH
10 CR 05 603K8A0060 001
10/04/07 10/04/07 BD 603K708GNC 001
4650 EXP AUTH
10 CR 05 603K8A0062 001
10/04/07 10/10/07 BD 603K708GNF 001
4650 EXP AUTH
10 ET 01 603GBFH5584 001
10/02/07 10/03/07
4650 EXP AUTH
10 ET 01 603GBFH5584 501
10/02/07 10/03/07
4650 EXP AUTH
10 ET 01 603GBFH5585 002
10/02/07 10/03/07
4650 EXP AUTH
10 ET 01 603GBFH5585 502
10/02/07 10/03/07
4650 EXP AUTH
10 ET 01 603GBFH5586 003
10/02/07 10/03/07
REPORT ID: RGLMDAV
*** DEPT OF VETERANS AFFAIRS (FMS) ***
RSD FORM: F827
MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT
RUN DATE: 11/01/07
FOR ACCOUNTING PERIOD ENDING 10/31/07
STN: 603
TREASURY SYMBOL: 3670152
LOUISVILLE KY
VAMC
G/L
PRG/
------DOCUMENT------- BATCH TRANS ACCEPT -----REFERENCE---ACCT G/L NAME LM ANAL A/O TC TT NUMBER
LN# NUMBER DATE DATE TC NUMBER
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- ------------------4650 EXP AUTH
10 TR 26 104773G4757 001
10/12/07 10/12/07 BD 603K706XI6 001
4650 EXP AUTH
10 TR 26 104773G7433 001
10/18/07 10/18/07 BD 603K708EU2 001
4650 EXP AUTH
10 TR 26 104773G7434 001
10/18/07 10/18/07 BD 603K708ET4 001
4650 EXP AUTH
10 TR 26 104773G7435 001
10/18/07 10/18/07 BD 603K708EU0 001
4650 EXP AUTH
10 TR 26 104773G7437 001
10/18/07 10/18/07 BD 603K708ETG 001
4650 EXP AUTH
10 TR 26 104773G7438 001
10/18/07 10/18/07 BD 603K708ETP 001
4650 EXP AUTH
10 TR 26 104773G7439 001
10/18/07 10/18/07 BD 603K708ETC 001
4650 EXP AUTH
10 TR 26 104773G7441 001
10/18/07 10/18/07 BD 603K708ETY 001
4650 EXP AUTH
10 TR 26 104773G7446 001
10/18/07 10/18/07 BD 603K708ETL 001
4650 EXP AUTH
10 TR 26 104773G7448 001
10/18/07 10/18/07 BD 603K708EUD 001
4650 EXP AUTH
10 TR 26 104773G7450 001
10/18/07 10/18/07 BD 603K708EU5 001
4650 EXP AUTH
10 TR 26 104773G7451001
10/18/07 10/18/07BD 603K708EU7 001
These documents total: $606,907.07 which equals the amount on the MSGL.
7-5b
PAGE: 1823
TIME: 09:05
LN# DEBIT AMOUNT
CREDIT AMOUNT
484.00
24,800.00
227.70
4.75
1,304.32
74,370.11
14,443.76
133,880.00
57.93
57.93
1,363.01
1,363.01
PAGE: 1850
TIME: 09:05
LN# DEBIT AMOUNT
CREDIT AMOUNT
100.00
56,808.00
126,330.00
18,833.35
16,880.00
23,925.81
61,847.23
7,476.00
8,870.00
29,718.26
12,826.34
19,293.89
November 2007:
REPORT ID: RGLMDAV
*** DEPT OF VETERANS AFFAIRS (FMS) ***
PAGE: 1986
RSD FORM: F827
MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT
TIME: 04:11
RUN DATE: 12/01/07
FOR ACCOUNTING PERIOD ENDING 11/30/07
STN: 603
TREASURY SYMBOL: 3670152
LOUISVILLE KY
VAMC
G/L
PRG/
------DOCUMENT------- BATCH TRANS ACCEPT -----REFERENCE---ACCT G/L NAME LM ANAL A/O TC TT NUMBER
LN# NUMBER DATE
DATE
TC NUMBER
LN# DEBIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- ------------------4650 EXP AUTH
10
TR 26 104136A79NG
001
11/07/07
11/07/07
BD 603K707MFF 001
2,038.42
4650 EXP AUTH
10
TR 26 104136A79NH
001
11/07/07
11/07/07
BD 603K707MFI 001
501.29
4650 EXP AUTH
10
TR 26 10499293143
001
11/07/07 11/07/07
BD 603K707MFI 001
400.00
4650 EXP AUTH
10
TR 26 10499293144
001
11/07/07 11/07/07
BD 603K707MFI 001
501.29
CREDIT AMOUNT
These billing documents total $3,441.00 which equal the amount on the MSGL.
REPORT ID: RGLMDAV
*** DEPT OF VETERANS AFFAIRS (FMS) ***
PAGE: 4245
RSD FORM: F827
MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT
TIME: 04:18
RUN DATE: 04/01/08
FOR ACCOUNTING PERIOD ENDING 03/31/08
STN: 603
TREASURY SYMBOL: 3670152
LOUISVILLE KY
VAMC
G/L
PRG/
------DOCUMENT------- BATCH TRANS ACCEPT -----REFERENCE---ACCT G/L NAME LM ANAL A/O TC TT NUMBER
LN# NUMBER
DATE DATE
TC NUMBER LN# DEBIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- ------------------EXP AUTH
10
BD 02 603K701MQ8
001 RA8066
03/11/08
03/11/08
142,861.44
This amount $142,861.44 equals the MSGL.
Total amount equals $753,209.51
7-5c
CREDIT AMOUNT
FY07 DEC ADJ
7-5d
To Correct the Abnormal Balance in 4650
Opening period for FY 08, the transaction codes BD N2 and BD 02 were
changed from hitting general ledger 4210 to hit general ledger 4650. The CR
and TR 75 were changed to hit general ledger 4651 which is fine.
When stations process a TR or CR transaction referencing a BD it causes SGL 4650 and
4651 balances to remain on the trial balance. The general ledger accounts when doing a
BD are as follows:
BD N2 Fund Cat E
BD 02 Fund Cat E
Vendor Cat G
425F/4650
Vendor Cat G
425F/4650
1310/5200
1310/5200
A solution to the problem would be to change 4650 to 4651.
A new BL N2 with accounting event SP05 to hit 4650/4651 will clear the 4650 balances (input done by
Austin only).
FMS Services need to identify the stations, BFYS, funds, RSRC and vendor code so the
general ledgers can be fixed.
7-5e
ACTION: R TABLEID: GLTS USERID: S104 FSC
*** GENERAL LEDGER TRIAL BALANCE BY STATION SCREEN ***
KEY IS FISCAL YEAR, STATION, FUND, BFYS, GL ACCT
FY
-09
01020304-
GL
ACCT
---490F
490G
490N
490P
STATION FUND
------- -----FSC
0160A1
D/
C
BEG BAL
- --------------C
0.00
C
0.00
C
0.00
C
0.00
BFYS
----09
+
DEBIT BALANCE:
- CREDIT BALANCE:
= DIFFERENCE:
1,311,124,959.78
1,311,124,959.78
0.00
DEBITS
CREDITS
=
END BAL
--------------- --------------- --------------61,006.52
71,598.54
-10,592.02
2,718,338.24
2,275,203.02
443,135.22
54,253,680.29
67,814,406.38
-13,560,726.09
489,246.78
76,718,799.86
-76,229,553.08
Discuss the 490G abnormal balances.
Chart of Accounts by funds.
7-6
ACTION: R TABLEID: GLTS USERID: S104 FSC
*** GENERAL LEDGER TRIAL BALANCE BY STATION SCREEN ***
KEY IS FISCAL YEAR, STATION, FUND, BFYS, GL ACCT
FY STATION FUND
BFYS
DEBIT BALANCE:
1,264,162.87
-- ------- ------ ----- CREDIT BALANCE:
1,264,162.87
09 FSC
AMAF
95
= DIFFERENCE:
0.00
GL
D/
ACCT C
BEG BAL
+
DEBITS
CREDITS
=
END BAL
---- - --------------- --------------- --------------- --------------01- 1120 D
55,000.00
0.00
0.00
55,000.00
02- 1319 C
1,846.24
0.00
0.00
1,846.24
03- 1329 C
-63,102.75
198.72
0.00
-62,904.03
ACTION: R TABLEID: MSGL USERID: S104 FSC
*** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***
FY FUND
BFY GL ACCT
-- ------ ----- ------09 AMAF
95
1319
01-
A/O
----10
FISC MONTH
---------00
STN
-------FSC
FCP/PRJ
---------
BOC/REV SRCE
------------
NET AMOUNT
------------------1,846.24
7-7
REPT CATG
---------
ACTION: R TABLEID: MSGL USERID: S104 FSC
*** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***
FY FUND
BFY GL ACCT
-- ------ ----- ------08 AMAF
95
1319
A/O
----10
STN
-------FSC
FISC MONTH
---------00
06
09
010203RGLMDAV
FSC
REPORT ID: RGLMDAV
RSD FORM: F827
RUN DATE: 07/01/08
FCP/PRJ
---------
BOC/REV SRCE
------------
REPT CATG
---------
NET AMOUNT
------------------1,703.31
92.93
50.00
*** DEPT OF VETERANS AFFAIRS (FMS) ***
MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT
FOR ACCOUNTING PERIOD ENDING 06/30/08
STN: FSC
TREASURY SYMBOL:
PAGE:
5
TIME: 08:55
36 AMAF
G/L
PRG/
------DOCUMENT------- BATCH TRANS
ACCEPT
-----REFERENCE---ACCT G/L NAME LM ANAL A/O TC TT NUMBER
LN# NUMBER DATE
DATE
TC NUMBER
LN# DEBIT AMOUNT
CREDIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- ------------------1319 ALLOW BD
10
SV T6 FSCT8530001 002
G/L ACCT 1319 OPENING BALANCE:
06/13/08 06/14/08
G/L ACCT 1319 NET ACTIVITY:
G/L ACCT 1319 CLOSING BALANCE:
7-8
1,796.24
50.00
50.00
===================
1,846.24
GLMDAV
FSC
REPORT ID: RGLMDAV
RSD FORM: F827
RUN DATE: 07/01/08
*** DEPT OF VETERANS AFFAIRS (FMS) ***
MONTHLY DETAILED ACCOUNTING TRANSACTIONS REPORT
FOR ACCOUNTING PERIOD ENDING 06/30/08
STN: FSC
TREASURY SYMBOL:
PAGE:
426
TIME: 08:55
361/20161
G/L
PRG/
------DOCUMENT------- BATCH TRANS
ACCEPT
-----REFERENCE---ACCT G/L NAME LM ANAL A/O TC TT NUMBER
LN# NUMBER DATE
DATE
TC NUMBER
LN# DEBIT AMOUNT
CREDIT AMOUNT
---- -------- -- ---- ---- -- -- ----------- --- ------ -------- -------- -- ----------- --- ------------------- ------------------NO ACTIVITY THIS MONTH
1311 AR-REIM-
10
WR 02 FSCK8A028M
001
-
G/L ACCT 1010 CLOSING BALANCE:
G/L ACCT 1311 OPENING BALANCE:
06/13/08 06/13/08 BD FSCK1R0004 001
6,796,606.81
50.00
50.00
G/L ACCT 1311 NET ACTIVITY:
NO ACTIVITY THIS MONTH
1319 ALLOW BD
1319 ALLOW BD
10
10
SV T6 FSCT8530001 001
WR 02 FSCK8A028M 001
-
50.00
G/L ACCT 1311 CLOSING BALANCE:
===================
0.00
G/L ACCT 1313 CLOSING BALANCE:
4,211.84
G/L ACCT 1319 OPENING BALANCE:
06/13/08 06/14/08
06/13/08 06/13/08 BD FSCK1R0004 001
G/L ACCT 1319 NET ACTIVITY:
G/L ACCT 1319 CLOSING BALANCE:
0.00
50.00
50.00
0.00
===================
0.00
QUESTION: HOW IS THE ABNORMAL BALANCE FIXED?
NEED A TC WHICH CREDITS THE 1319 SGL.
Look at the PROFORMA for Fund Category Z for fund AMAF & general ledger 1319.
SV 23 I
6723 Debit 1319 Credit. The SV 23 will credit 1319 and clear the abnormal
balance.
7-9
Annual Close Memo DRAFT
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Enclosed is the FY 08 annual close information. Please review and take note of important dates/action
items that need to be completed.
I. FY08 ANNUAL CLOSE ACTIVITY SCHEDULE
9/04/08 – FMS Call
9/11/08 – FMS Call
9/18/08 – FMS Call
9/19/08 – Payroll input to FMS for PP18 (Accounting Period 12/08)
9/23/08 – September System Payroll Accruals input to FMS (view in FMS 24 Sept 08)
9/24/08 – Last day for payments using canceling BFY 03 & 02/03 funds (see item II.B)
9/25/08 – FMS Call
9/25/08 – Credit Card System (CCS) transactions for invoice billings submitted as of 9/24/08 recorded in
FMS (can be viewed in FMS on 9/26)
9/26/08 – Last day for station input of EB transactions in FMS (see item II.C)
9/26/08 – Last day for FSC staff other than annual close team to process any type of transactions into FMS
(see item II.D1)
9/27/08 – FSC interfaces to FMS are held (see item II.D2)
9/27/08 – VBA CAATS interface to FMS are held (see item K)
9/28/08 – FSC interfaces to FMS are held (see item II.D2)
9/29/08 – FSC interfaces to FMS are held (see item II.D2)
9/30/08 – Last day for stations to process payment transactions (see item II.E)
9/30/08 – FSC interfaces to FMS are held (see item II.D2)
FMS on-line processing will end at 8:00 PM ET
The first DMI/IFCAP interface to FMS will process at 8:35 PM ET
The final DMI/IFCAP interface to FMS will process at 10:00 PM ET
AITC recommends a 9:00 PM ET deadline to process IFCAP transactions to ensure they are picked up on
the final DMI interface to FMS.
9/30/08 – Last day for all other station input into FMS (see II. F)
9/30/08 – LGY interfaces LS&C, VALERI, CPTS and WINRS will continue throughout annual close (see item
K)
10/01/08 – FMS DOWN – no interfaces will process in FMS
10/01/08 – FY 08 Period 13 Adjustments coordinated through VHA, VBA, NCA etc.
10/02/08 – Period 13 Trial Balances distributed.
8-1
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FRS – The FY 09 tables in FRS will be unavailable for seven days after the official date of annual close. FRS will
be available to review FY 08 and prior year data, but the new FY 09 data will not be available until approximately
10/09/08.
10/02/08 – FMS Call
10/02/08 – FMS DOWN – no interfaces will process in FMS
10/03/08 – FMS DOWN – no interfaces will process in FMS
10/03/08 – Payroll input to FMS for PP19 (Accounting Period 01/09) – as currently scheduled – may be delayed
based on status of annual close processing
10/04/08 – FMS UP for FY 09 Activity Only (Accounting Period 01/09)
10/04/08 – Credit Card System transactions for invoice billings submitted for
9/25/08-10/3/08 recorded in FMS (Accounting Period 01/09)
10/04/08 – Release Fee Basis to FMS (Accounting Period 01/09)
10/04/08 – September Accruals Reversed (Accounting Period 01/09)
10/04/08 – Annual Close process completed. Trial Balances for Accounting
Periods 14 & 00 distributed
10/09/08 – FMS Call
10/16/08 – FMS Call
10/17/08 – Payroll input to FMS for PP20 (Accounting Period 01/09)
10/23/08 – FMS Call
10/28/08 – October System Payroll Accruals input to FMS
Accounting Period Definitions
Period 12 – accounting period for the month of September. This period is closed during the nightly cycle on the
night of September 30.
Period 13 – accounting period for adjustments on October 1st. This period is open only to the annual close
team members. Significant adjustments requested by field stations with approval from VACO program offices
and selected annual close processing list adjustments are completed during this period. Trial balances from
Period 13 are used for annual certification letters and for the audited financial reporting.
Period 14 – accounting period for annual close. General ledger accounts like those used for revenue and
expense are closed for the fiscal year based on the settings in the FMS YACT table.
Period 00 – accounting period for beginning of the new fiscal year. Trial balances for this period show the
opening balances in FMS for the new fiscal year.
8-2
. II. TO COMPLETE FMS PROCESSING FOR FY 08, THE FOLLOWING
SCHEDULE IS PROVIDED AS A GUIDE FOR INPUT OF
TRANSACTIONS:
A. Annual Close Review
1. Review outstanding obligations to determine if they meet the
requirements of an obligation as defined in MP-4, Part V, 1B.04J.
Estimated obligations are to be adjusted (increased or decreased)
accordingly.
2. Review FMS suspense file (SUSF) for documents, which are in
HELD or REJECTED status. Make corrections and re-submit, or
delete the documents. Do not delete documents generated by
interfaces to FMS (e.g. CC, CB, TM, etc).
3. Ensure transactions affecting unobligated balances, such as
payroll accruals, adjustments, obligation of purchase orders, PCS
obligations, adjustments of 1358, etc., are processed.
4. In reviewing available unobligated balances, ensure sufficient
funds are available to cover the balances in general ledger 1321
(Accounts Receivable Refunds - Non Federal).
5. An automated process to move BFYs 04 - 08 Tricare and Shared
Medical Resources bills to BFY 09 will take place as part of annual
close processing. Only Revenue Source Codes 8002, 8006, 8035
for Shared Medical Resources; 8028, 8029, 8030 and 8065 for
Tricare are affected. These transactions should not be reversed
because Public Law 104-262 allows funds to remain in the current
budget fiscal year.
6. Review and adjust the allowance for bad debts balance established
in AMAF for public receivables in appropriated funds (0151, 0152,
0160, 0161, 0162, etc). These SV accrual transactions should be
set to not reverse.
B. September 24, 2008 is the last day payments can be made for
appropriations expired as of the end of BFY 03 (i.e. 3630160,
362/30160, 362/30161, 3630151, 3630152, 36X4537B2/B3 for BFY 03
(1 VA+ Fund), etc.). Payments scheduled for payment after this date
will be cancelled.
8-3
D. 1. After September 26, 2008, FSC staff will be restricted from processing documents into FMS
(other than the annual close team). The intention is to eliminate documents which would adversely
affect FY 08 funds for the stations.
2. All interface transactions generated by the FSC will also be held after September 26, 2008.
Examples of held FSC interfaces include: CAPPS Receivers and Payments; Prime Vendor
Subsistence EDI; FEDCAP; CX files; and FedTraveler. Non-FSC interfaces (i.e. IFCAP) will
continue to process.
E. 1. Stations can continue to process payment transactions via IFCAP or FMS directly through
September 30, 2008. Only FSC generated payment transactions will be held.
2. Scheduled payments during the FMS down period will be accelerated
F. September 30, 2008 is the last day to process transactions affecting accounting period 12 for
September 2008 business.
G. Annual and Multi-year Appropriations expired as of the end of BFY 03 (includes 02/03) will
close/cancel as part of the FY 08 Annual Close Process. Review ALL outstanding subsidiary
records for validity.
1. Travel Obligations MUST be reversed manually.
2. Advances MUST be collected, written off, or reclassified as receivables if valid.
3. Non-Travel Obligations/Payables will be automatically reversed as part of the annual close
process. Payable balances will be recorded in the appropriate AMAF fund (i.e. 3630160AMAFMC, 3630151-AMAFGE) to general ledger 2960.
4. Receivables should be reviewed for validity. The annual close process will automatically close
the open receivables in BFY 03 and create the receivable using the same document number in
Fund 36 3200 with a BD 09 transaction.
5. Work in Process (general ledger 1720) should be reviewed and closed or moved as
appropriate.
8-4
6. General ledger 2130, obligations must be cleared and holdbacks released prior to 9/25/08.
7. BFY 03 Supply fund 4537B2 and 4537B3 will close during annual close.
H. Payroll Accruals
1. MANUAL PAYROLL ACCRUALS MUST HAVE A REVERSAL PERIOD OF 01/09.
2. Payroll accrual adjustments for the September accrual period require special effort. Request Fiscal
Officers review payroll accruals in order to ensure accuracy. Refer to MP-4, Part V, Chapter 15
(http://vaww.va.gov/publ/direc/finance/M4P5C15.htm) for payroll accrual adjustment instructions.
3. The number of business days in the system for the September 2008 payroll accrual is TWELVE
work days (September 15 - 30).
I. On October 1, 2008, corrections to adjust the September 2008 Trial Balance
should be coordinated with the respective office (VHA, VBA, NCA etc.) for approval.
VHA, VBA, NCA etc. will contact the Annual Close staff to process the corrections.
J. Posting Fixed Asset depreciation is not part of the annual close process and
will post at the end of the calendar month for September 2008 as usual.
K. SO documents having the accrual flag set to N in FMS will not accrue at the end of the year. Review
your SO documents to ensure the validity of the accrual flag. Note: SO documents with equipment
BOCs should have the accrual flag set to N.
Standardized SO documents should have the accrual flag set to Y unless the BOC is equipment.
Ensure enough funds are obligated for all Standardized Obligations.
1VA+ Fund, Government Printing Office, and Lease Obligations SO/MO should have the accrual flag
set to N.
8-5
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For 1VA+ Fund, FY 08 Agreement Customers, station fiscal staff need to process their HT obligation document
using a date prior to October 1, 2008 and to limit their use of the document to only line 001.
Prime Vendor Pharmacy SO documents should have the accrual flag set to Y.
Note: VA Directive 4668 – “VA activities will record an accrued liability for goods and services received and
accepted but unpaid at the end of an accounting period. An accrued liability will also be recorded for salaries and
wages earned but unpaid at the end of an accounting period.”
For VBA:
SOs in the FMS fund 0137 for State Approving Agencies (SAA) should have an N in the Auto Accrual indicator.
If there are SOs in VBA GOE fund 0151A1 for Contract Counseling, they should have an N in the Auto Accrual
indicator. The stations should do an SV-CC accrual transaction for the remainder of FY 08 Contract Counseling
services rendered and unpaid.
Stations should do an SV-CC accrual transaction (BOC 4192) for amounts of Non-Ch 31 Contract Counseling
Services rendered and unpaid at the end of FY 08.
LGY Interfaces LS&C, VALERI, CPTS and WINRS interfaces will continue throughout annual close
VBA interface CAATS to FMS are held 09/27/08.
ATTENTION IFCAP USERS:
To ensure synchronization regarding prior year processing, IFCAP has an option called “Enter/Edit Date When
SOs become ARs”. This option is found on the “FMS Documents Inquiry/Error Process” sub-menu of the “Funds
Distribution Program Menu”. Field station personnel must manually input September 30, 2008 in this date field.
This field must be populated earlier than September 30 as IFCAP prohibits the entry of a prior date in this field.
8-6
ATTENTION IFCAP USERS
:
To ensure synchronization regarding prior year processing, IFCAP has an option called “Enter/Edit Date When SOs become
ARs”. This option is found on the “FMS Documents Inquiry/Error Process” sub
-menu of the “Funds Distribution
Program
Menu”. Field station personnel must manually input September 30, 2008 in this date field. This field must be populated earlier
than September 30 as IFCAP prohibits the entry of a prior date in this field.
L. Direct questions concerning annual c
lose to FAS staff as follows:
VISN/Organization
VISNs: 1, 7, 9, 16, 17, 19
Area Office: Central, Eastern
Other Stations: 101, 102,104, 785
VISNs: 2, 4, 5, 8, 10, 11, 12, 20, 99
Other Stations: 705, 774, 775, 786,
787, 788, 789, 790, 791, 793, 794,
795, 796, 797, 799
VISNs: 3, 6, 15, 18, 21, 22, 23
Area Office: Southern, Western
Other Stations: 200, 201, 203, 282,
283, 284, 285, 389
Supervisor
Trial Balance Accountant
Primary: Anita Aleman (512) 460 -5176
Alternate: Sue Simpson (512) 460 -5042
Primary: Sandra Gibson (512) 460 -5012
Alternate: Freda Hill -Terry (512) 460 -5322
Primary: Brenda Burton (512) 460 -5308
Alternate: Freda Hill -Terry (512) 460 -5322
Crystal Russell (512) 460 -5135
/s/
Crystal Russell
M. Per Jim Bradley, Dire ctor, Management and Financial Reports Service,
(047GB) in VACO, the annual station certification letter is based on
Accounting Period 13 .
1. Certification letters for VHA should be sent to:
VHA Office of Financial Management (173A)
Attn: Certification Office
810 Vermont Ave NW
Washington, DC 20420
8-7
2. Certification letters for VBA should be sent to the Administrative and Loan
the Year-End VBA Letter 20-XX-36.
Accounting Center (ALAC) per
3. Certification letters for NCA: The Fiscal Officer should submit the certification letter to the cemetery station
Director for signature and subsequent submission to:
National Cemetery Administration
Finance Division (41B1A)
Attn: Barbara Naglic
5108 Russell Road
Quantico, VA 22134
Detailed instructions for these certifications will be sent separately from the responsible offices.
III. FINANCIAL ACCOUNTING SERVICE (FAS) YEAR-END PAYMENT PROCESSING PLANS FOR CREDIT CARD SYSTEM
(CCS), PRIME VENDOR PAYMENT SYSTEM, FEE BASIS PAYMENT SYSTEM, TRAVEL MANAGEMENT AND REJECTED
PAYMENTS ARE AS FOLLOWS:
A. CCS (PURCHASE) TRANSACTIONS
1. FAS will follow these procedures in processing purchase card transactions for FY 08. On the night of Thursday,
September 25, 2008, Credit Card System (CCS) will record the obligation/expenditure transactions for the billings in
FMS. These transactions will include invoice billings submitted to Citibank as of close of business September 24. FMS
reports reflecting those postings will be available on September 26. This report, along with input from cardholders should
be used to determine the unbilled purchases for September 25-30 to record the accrual. Obligation/expenditure
transactions for the daily billings received beginning with charges for activity on September 25 will not be recorded in
FMS until the system opens for FY 09. When the recording of these transactions resumes, the CCS will determine the
proper appropriation year to be charged based on the purchase date provided by the merchant.
2. The purchase card is to be used through the end of FY 08 and on into FY 09 on a business as usual basis. There is no
suspension on the use of the purchase card provided an appropriation or continuing resolution has been enacted for
FY 09.
8-8
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3. Stations should compute their unbilled purchase and fleet card transactions for FY 08 and, depending on the
appropriation or fund, process a SV CC document with a transaction date of 9/30 and an accounting period of 12/08.
The SV CC document must have a reversal period of 01/09. To minimize the effort required for this step, the accrual
may be established at summary cost center and BOC levels.
4. Use the IFCAP “Accrual (Monthly)” menu option to record the year-end accrual.
5. Ensure there are funds obligated and accrued for outstanding convenience check amounts.
6. Cost transfers made by VBA between fiscal year appropriations may be done
through the CCS using the Batch Modification Screen or on-line in FMS. Stations with access to the Internet may also
access the CCS through this media. The CCS Batch Modification Screen has a field for the beginning and ending fiscal
year.
Some VHA stations ask their IS/IRM to take action to keep Purchase Card ET transactions from hitting FMS at yearend
to aid in their unobligated balance reconciliation. For example in VISN 2, after the last file of charges are received and
reconciled, IS puts the VISTA options, Reconciliation and Edit/Remove Reconciliation, out of order so no ET can be
generated.
Cardholders are reminded they MUST determine if funds are available in the control point before using the
purchase card. All purchase card payments with post date September 25, 2008, should be reconciled by
September 30, 2008.
B. PRIME VENDOR PROCESSING
Prime Vendor Purchase Card (CD) transactions are held beginning with Citibank charges for September 25, 2008 like
other purchase card transactions.
Prime Vendor EDI transactions will be held in conjunction with other FSC interfaces beginning on September 27, 2008.
C. FEE BASIS PAYMENT PROCESSING
Fee Basis Purchase Card (CG) transactions are held beginning with Citibank charges for September 25, 2008 like other
purchase card transactions. The AITC will hold the regular Fee Basis (FV) payment processing starting on September
30, 2008. Payments will continue when FMS opens for FY 09.
D. TRAVEL MANAGEMENT
Travel Management Center (TM) Reject documents should be resolved prior to the end of the fiscal year in order for the
field stations to maintain an accurate record of funds. TM Rejects cause differences between Treasury and VA
accounting records and can adversely affect VA receiving an unqualified opinion on the financial statements.
Field stations can research the SUSF table to determine if there are any TM transactions in held or reject status for their
station. The instructions for scanning the SUSF table in FMS are located in the FMS Field Station User’s Guide, page
B-65. Do not delete TM rejects from SUSF.
E. REJECTED CAPP/CERTIFIED PAYMENTS
1. During the period September 27 through September 30, 2008, FSC will contact Station Fiscal Offices concerning any
critical FY 08 appropriation transactions increasing and decreasing Station’s unobligated balances by $100 or more.
2. The last day for FSC to process rejects is September 26, 2008.
8-9
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IV. FY08 Annual Close Checklist
Annual Close
Item Accomplished
Memo Ref #
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II. A. 1.
II. A. 2.
II. A. 3.
II. A. 4.
II. A. 5.
II. B.
Review outstanding obligations
Review FMS table (SUSF) for held or rejected documents
All documents affecting unobligated balances processed
Available unobligated balances have sufficient funds to cover general ledger 1321
BFYs 04 - 08 Tricare and Shared Medical Resources bills moved to BFY 09 are not reversed
September 24, 2008 – last day for payments from appropriations expired as of the end of BFY 03
and BFY 02 03
II. C.
September 26, 2008, last day for EB transactions
II. D.
After September 26, 2008, FSC Staff restricted by system modifications from entering documents
II. F.
September 30, 2008 – last day for station input, which affects September 2008 business
II. G. 1. BFY 03 travel obligations are reversed
II. G. 2. BFY 03 advances – collected, written off or reclassified
II. G. 3. BFY 03 non-travel obligations and payables are reviewed
II. G. 4.
II. G. 5.
II. G. 6.
II. G. 7.
II. H. 1.
II. H. 2.
II. H. 3.
II. I.
BFY 03 receivables are reviewed
BFY 03 work in process – review and take action
BFY 03 GL 2130 obligations cleared/holdbacks released prior to 9/25/08.
BFY 03 4537B2/B3 will close. Review obligations.
Manual payroll accruals have a reversal period of 01/09
Payroll accrual adjustments reviewed for accuracy
September 2008 payroll accrual is twelve days
October 1, 2008 – coordinate September 2008 Trial Balance corrections with respective office
(VBA/VHA/NCA)
II. J.
Fixed Asset depreciation will post at the end of calendar month
II. K.
Review accuracy of accrual flags for SO documents.
II. L.
Annual Close questions to FAS staff
II. M.
Annual Station Certification letter is based on Accounting Period 13.
III. A.3. Process SV-CC to accrue unbilled purchase and fleet card transactions.
III. D.
Process TM rejects
8-10
Section 9
ANNUAL CLOSE
AND TRIAL
BALANCE
CLOSING THE BOOKS
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5000, 6000, AND
7000
3310
ANNUAL APPROP.
4610
4650
ALL DISBURSING
AUTHORITY
ACCOUNTS CLOSE
TO 1010
9-1
CLOSING THE BOOKS
The following Budgetary Accounts will
NOT CLOSE at the end of the Year:
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425F Reimbursements - Fed Receivable
490F - Unpaid Expended Authority Federal
490N - Unpaid Expended Authority Public
9-2
CLOSING THE BOOKS

BFY and Ending BFY 04 Travel
Obligations - Must be Reversed
 BFY
04 and Ending BFY 04 Advances Collect, Write off or Reclassify
 BFY 04 and Ending BFY 04 Receivables
- Moved to 3200 during annual close
 BFY 04 and Ending BFY 04 WIP - Review
and move as necessary
9-3
CLOSING THE BOOKS
 Ensure
Manual accruals have a reversal
period of 01/10
 FY09 TriCare bills are moved to FY10
 Ensure available unobligated balances
have sufficient funds to cover G/L 1321
9-4
TRIAL BALANCE

COMMON QUESTIONS/PROBLEMS
 Allowance
accounts must have a Credit
Balance
 WIP must be a Debit Balance and should not
be in AMAF
 Liability accounts (2XXX) must have a Credit
Balance
 48XX - Should always “net” to a Credit balance
in both CY and PY
9-5
TRIAL BALANCE

COMMON QUESTIONS/PROBLEMS
 49XX
- Should always “net” to a Credit balance
in CY
 PY may be Debit balance due to
adjustments
 5XXX - Should always be a Credit balance in
CY
 PY may be Debit balance due to
adjustments
 6XXX - Should always be a Debit balance in CY
 PY may be a Credit balance due to
adjustments
9-6
Journal Vouchers (JVs)
JOURNAL VOUCHER (OF 1017-G)
a. OF 1017-G will be used for the following purposes:
(1) To document expenditure transfers and adjustments between appropriation, fund and receipt accounts which affect a single VA
station.
(2) To document general ledger transactions when it is not feasible to make entries from journals or basic documents. Likewise,
adjustments of previous ledger entries will be made through the medium of OF 1017-G.
(3) To document accruals and in transit transactions at the close of the month. The transactions will be either listed and totaled on the
OF 1017-G or worksheet attached thereto. This same document can be used to record reversal of transactions at the beginning of the
subsequent month.
(4) To document Supply Fund cash sales to support the SF 224, Statement of Transactions. The form will be prepared monthly
marked "memo record for file". It will not be posted to the accounting records.
b. OF's 1017-G will be assigned by the same employees authorized to certify SF's 1081 (par. 2C.04h). A full and complete description
of the transaction will be made and the voucher will be conspicuously marked "EXPENDITURE TRANSFER" or "ADJUSTMENT,"
indicating the nature of the document. Each voucher will be adequately described and supported by working papers cross-referenced
to documents or accounts when necessary for full clarification.
c. OF's 1017-G will not be submitted to the Treasury, however, they will be reported in section I of the SF 224, and both the charge
and credit amounts must agree. All OF's 1017-G prepared between ALC 36001200 CALM and other VA agency location codes will
be processed and reported on the CALM SF 224 report. The original OF 1017-G must be forwarded to the Austin DPC (362B1) no
later than the 22d calendar day of the month.
d. OF 1017-G will be prepared in an original only.
10-1
JOURNAL VOUCHER
Appropriation
Explanation
Section A Section A and B Doc ID # 104JV1276
Line 001
"I"
3107 1021
ET
480N 490P
6100 5700
J.V. No. ET JV1276
28-May-08
Credit
Debit
2,735.38
2,735.38
2,735.38
2,735.38
2,735.38
2,735.38
2,735.38
2,735.38
2,735.38
2,735.38
2,735.38
2,735.38
RT
Station Obligation NO: 612C81068
BFY: 08 FUND: 0160A1
COST CENTER: 822300 00
ACCOUNT CLASS CODE: 010022300
BUDGET OBJECT CODE: 2631
Section B
Line 002
"D"
ET
1021 3107
490P 480N
5700 6100
RT
Station Obligation NO: 607C80076
BFY: 08 FUND: 0160A1
COST CENTER: 822400 00
ACCOUNT CLASS CODE: 0100224V1
BUDGET OBJECT CODE: 2592
Payment made on 3/31/08 (DATE)
TO Siemens Med Solution (Vendor)
From PAT C80076 STATION 607
S/B FROM PAT C81068 STATION 612
Total
$16,412.28
16,412.28
Prepared by:
28-May-08
(Signature)
(Date)
(Signature)
(Date)
Title
Approved by:
28-May-08
Title
Austin (FOS) prepares a JV to move expense to correct obligations.
10-2
ACTION: R TABLEID: PVHT USERID: S104 FSC
*** VOUCHER HEADER INQUIRY SCREEN ***
KEY IS VENDOR CODE, TRANS CODE, VOUCHER NO, TRAVEL ADV NO
VENDOR CODE: 952802182
TRANS CODE: ET
VOUCHER NO: 104JV1276
NAME: SIEMENS MED SOLUTIONS DIAGS IN TRAVEL ADV NO:
ADDR1: SIEMENS DIAGS PRODS
NO CHK DISB: N
ADDR2: 5210 PACIFIC CONCOURSE DR
D.O.: 220
ADDR3:
FA IND:
CITY/ST/ZIP: LOS ANGELES
CA 900455544 OCR PRINT: N
DESCRIPTION:
PROMPT PAY TYPE:
CHECK TYPE: N
VOUCHER TYPE: 1 FEE CODE:
CORSPDNCE VENDOR CODE:
AGREEMENT NO:
FORCE CHECK: N DISB RUN NO: 00000
SCHD FISC YR: SCHD CATG:
SCHD TYPE:
SCHD NO:
VOUCHER DATE: 05 28 08 MANUAL ADDR CHANGE: N VOUCHER AMT:
SCHD DATE:
FISCAL APRV:
HOLDBACK AMT:
CLOSED DATE: 05 28 08 DISB INFO CHANGED: N
CLOSED AMT:
BENEFICIARY:
OUTST AMT:
ACCT STN: ******* SUBMIT STN: 104
N TRANSIT AMT:
DIRECT DISB NO: JV1276
ADV LIQ AMT:
INTR AGCY SYMBOL:
LIQ AMT:
COMMENTS TO PRINT:
DISC %/DAYS/PE TERM: 0.000 / 00 / 00 ; 0.000 / 00 / 00 ; 0.000 / 00 / 00
10-3
0.00
0.00
0.00
0.00
0.00
0.00
0.00
ACTION: R TABLEID: PVLT USERID: S104 AFA
*** VOUCHER LINE INQUIRY SCREEN ***
KEY IS VENDOR CODE, TRANS CODE, VOUCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER
VENDOR CODE: 952802182
TRAVEL ADV NO:
TRANS CODE: ET
VOUCHER NO: 104JV1276
LINE NO: 001
VENDOR INV:
VI LINE NO:
INV DATE:
LOG DATE:
ACCP/DEL DATE:
BFYS: 08
FUND: 0160A1
TRANS TYPE: 01
ADM/OFF: 10
STATION/SAT: 612
LINE AMT:
2,735.78
FCP/PRJ: 010022300 JOB NO:
CLOSED AMT:
2,735.78
COST CTR/SUB: 822300 00 BOC/SUB: 2631
DISB AMT:
2,735.78
REV SRCE/SUB:
REPT CAT:
IN TRANSIT AMT:
0.00
REF DOC NO: SO 612C81068 REF DOC LINE: 001 ADV LIQ AMT:
0.00
REF ADV NO:
REF ADV LINE:
LIQ AMT:
2,735.78
PAY ADV: ADV: OVRD ACCT:
CLSD BFYS:
CLSD FUND:
DESCRIPTION: PD607C80076
OVERRIDE OFFSET ACCT:
RELATED GBL:
QTY:
0.00
PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:
INTEREST REASON:
UNAPPLIED DEPOSIT NO:
CT 607C8007607 hit obligation SO 607C80076 (incorrect one). Line 001 is moving
expense to obligation SO 612C81068 (the correct one), which is being referenced in the
above document.
10-4
ACTION: R TABLEID: PVLT USERID: S104 FSC
*** VOUCHER LINE INQUIRY SCREEN ***
KEY IS VENDOR CODE, TRANS CODE, VOUCHER NUMBER, TRAVEL ADV NUMBER, LINE NUMBER
VENDOR CODE: 952802182
TRAVEL ADV NO:
TRANS CODE: ET
VOUCHER NO: 104JV1276
LINE NO: 002
VENDOR INV:
VI LINE NO:
INV DATE:
LOG DATE:
ACCP/DEL DATE:
BFYS: 08
FUND: 0160A1
TRANS TYPE: 01
ADM/OFF: 10
STATION/SAT: 607
LINE AMT:
-2,735.78
FCP/PRJ: 0100224V1 JOB NO:
CLOSED AMT:
-2,735.78
COST CTR/SUB: 822400 00 BOC/SUB: 2592
DISB AMT:
-2,735.78
REV SRCE/SUB:
REPT CAT:
IN TRANSIT AMT:
0.00
REF DOC NO: SO 607C80076 REF DOC LINE: 001 ADV LIQ AMT:
0.00
REF ADV NO:
REF ADV LINE:
LIQ AMT:
-2,735.78
PAY ADV: ADV: OVRD ACCT:
CLSD BFYS:
CLSD FUND:
DESCRIPTION: S/B612C81068
OVERRIDE OFFSET ACCT:
RELATED GBL:
QTY:
0.00
PROMPT PAY: N
DISCOUNT %/DAYS: 0.000 / 00 DISC LOST RSN CODE:
INTEREST REASON:
UNAPPLIED DEPOSIT NO:
Line 002 is returning funds back to SO 607C80076.
10-5
THE END