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FINANCIAL SERVICES
CENTER
TRAINING FACILITY
AUSTIN, TX
PRESENTS
FSC Training Staff
(512) 460-5059
A/O Apr 2010
The FLITE Future
Financial and Logistics Integrated
Technology Enterprise Program
3 Primary Components of FLITE:
SAM – Strategic Asset Management System
Replaces: AEMS/MERS, IFCAP, GIP, PIP, CAI, MMS
National Deployment: 4Qtr 2011 – 2Qtr 2013
IFAS – Integrated Financial Accounting System
Replaces: FMS, IFCAP
National Deployment:
FMS Replacement: 1Qtr 2011 – 4Qtr 2011
IFCAP Replacement: 3Qtr 2012 – 1Qtr 2014
Data Warehouse
Website: http://vaww.va.gov/flite/
TABLE OF CONTENTS
Section 1 1-1 thru 1-2
Introduction/Outline
Section 2 2-1 thru 2-25
FMS Research Techniques
MSGL
GLTS
GLDB
Section 3 3-1 thru 3-24
Accounts Receivables
Negative PV 03
Treasury Offset Program (TOP) System
Section 3a
Payments
Zero PV 01
Section 4 4-1 thru 4-28
Payroll Transactions
Section 5 5-1 thru 5-39
Travel Transactions
Section 6 6-1 thru 6-6
Financial Indicator Report
Section 7 7-1 thru 7-8
F911 vs Macro
Section 8 8-1 thru 8-10
Annual close Memo
Section 9 9-1 thru 9-6
Annual Close/Trial Balance
Section 10 10-1 thru 10-6
Journal Voucher
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
•Annual Close and Trial Balance
•Journal Vouchers
Station’s Journal voucher
FSC Journal voucher
1-2
WEBSITES
http://vaww4.va.gov/FINANCE/policy/index.asp - VA Directives, Handbooks, Bulletins
http://www.fsc.va.gov/ - FSC homepage/Training
http://vaww1.va.gov/fmshome/ - FMS Users Guide and Monthly Reports
http://vaww.fscdirect.fsc.va.gov - FMS GL and Proforma
http://vaww.fscdirect.fsc.va.gov/newsflash - NewsFlashes
http://austin.aac.va.gov - RSD reports and FMS Internet Access
http://vaww.frs.aac.va.gov/access.asp – FRS - Financial Reporting System
https://vaww.aac.va.gov/ssw – FMS SnapShot Web - Access
https://vaww.snapwebfms.aac.va.gov – FMS SnapShot Web - Archived Reports
http://vaww.cfo.med.va.gov/173/alerts_toc.asp - Alerts
http://reports.vssc.med.va.gov/ReportServer/Pages/ReportViewer.aspx?%2fFINANCE%2f
FY10+Financial+Indicators+Report&rs:Command=Render - Financial Indicators
1-3
FMS Research Techniques
GENERAL LEDGER QUERIES
Table ID Table Name Known Information Desired Information
1. ACED The Accounting Entries Fiscal Year, FMS Transaction Accounting Entry ID
Definition Table Code, FMS Transaction Type
2. ACEN The Accounting Entries Fiscal Year, Accounting Entry ID General Ledger account postings defined by
Table a particular accounting entry.
3. ACEV The Accounting Event Key is Accounting Event Type This table identifies the types of transaction
Type Data Screen that can performed by FMS programs
posting to the general ledger.
4. BOCT The Budget Fiscal Year, Budget Fiscal Year, Budget Object BOCs are used to post to specific asset (or
Budget Object Code Code expense) accounts.
5. MSGL The Monthly Summary Fiscal Year, Fund, Budget Fiscal Fiscal month or period, Net Amount
General Ledger Balances Year, General Ledger Account
Table Number, Admin/Office, Station,
FCP/PRJ Code, Budget Object
Code, Reporting Category Code
NOTE: These fields are often
known when querying GL Tables.
6. GLDB The General Ledger Fiscal Year, Budget Fiscal Year, Type, Transaction ID, Date, Reference
Balances with Fund, General Ledger Account, Document, Vendor, Vendor Invoice,
Accounting Distributions Admin/Office, Station, Cost Center, Amount
and Vendor Details Table FCP/PRJ code, Budget Object Code
NOTE: This table is most useful
UPDATES IMMEDIATELY
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 Fiscal Year, Budget Fiscal Year, General Ledger Account, Beginning
Balance By Station Table Station Fund, General Ledger Balance, Debits, Credits, Ending Balance
Account
UPDATES OVERNIGHT
These are FMS tables used for researching
2-1
ACED
THE ACCOUNTING ENTRIES DEFINITION
TABLE (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 PROMPT
TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY
FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG
-- ---- ---- ------ ------ --------- ---- ---------- ------
01- 10 MO 01 E 2000 N
DESCRIPTION MISCELLANEOUS ORDER
02- 10 MO 01 E E 2099 N
DESCRIPTION MISCELLANEOUS ORDER
03- 10 MO 01 E O 2000 N
DESCRIPTION MISCELLANEOUS ORDER
04- 10 MO 01 G 2030 N
DESCRIPTION MISCELLANEOUS ORDER
05- 10 MO 01 G C 2030 N
DESCRIPTION MISCELLANEOUS ORDER
06- 10 MO 01 G E 2031 N
DESCRIPTION MISCELLANEOUS ORDER
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
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
01- 001 GENJ D 6100 22 N 2111 02 N Y N
02- 002 GENJ D 4610 44 N 490N 48 N Y N
03- 003 GENJ D 3107 03 N 5700 31 N Y N
04-
05-
06-
07-
08-
09-
10-
11-
12-
13-
14-
15-
Accounting 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 DESCRIPTION
---------- ---- --- ------- -------- -----------------------
01- SP03 Y Y N Y Y EXPENDITURE/EXPENSE
02- SP04 N Y N N N EXPENSE ONLY
03- SP05 Y N N Y N BALANCE SHEET TRANSFER
04- SP06 N N N N N REVENUE REFUND
05- SP07 N N N N N REFUND REIM BILLED EXPEND
06- SP08 N N N N N REFUND REIM BS TRANSFER BILL
07- SP09 N N N N N REFUND REIM REVENUE BILLING
08- SV99 N Y N Y N MISCELLANEOUS
09- TK01 N N N N N TICKETS - PAYABLE
10- TK02 N N N N N TICKETS - PREPAID
11- VS01 N N N N N VOUCHER SELECTION
12- VS02 N N N N N DISCOUNT TAKEN
13- VS03 N N N N N DISCOUNT LOST
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 OBJECT CODE REFERENCE DATA SCREEN
BOCT
The Key elements are BUDGET FISCAL YEAR, BUDGET OBJECT CODE. BOCs are
used to post to specific asset (or expense) accounts.
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- 10 3124 310 31 N N N N N 31 Y Y N
NAME: INTERNAL USE SOFTWARE-CAPITLZD SHORT: INTRNL SFTWR
02- 10 3125 310 31 N N N N N 31 Y Y N
NAME: TELECOMM EQ (DATA) PURCHASED SHORT: TELECOMM-PUR
03- 10 3126 310 31 N N N N N 31 N Y N
NAME: FURNITURE & FIXTURES, NOT CAP SHORT: FURN&FIX,NC
04- 10 3127 310 31 N N N N N 31 N Y N
NAME: OFFICE EQUIPMENT, NOT CAP SHORT: OFF EQ, NC
05- 10 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 10,
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 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- 10 1150 110 11 Y Y N N N 11 N Y N
NAME: PERFORMANCE AWARDS SHORT: PERFMNC AWDS
02- 10 1151 110 11 Y Y N N N 11 N Y N
NAME: EXECUTIVE NURSES SPECIAL PAY 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 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- 94 1111 110 11 Y Y C N N 11 N Y N
NAME: SPECIAL PAY F/T DENTISTS SHORT: F/T DEN S/P
02- 94 1112 110 11 Y Y C N N 11 N Y N
NAME: SPECIAL PAY P/T PHYSICIANS SHORT: P/T PHYS S/P
03- 94 1113 110 11 Y Y C N N 11 N Y N
NAME: SPECIAL PAY F/T PHYSICIANS SHORT: F/T PHYS S/P
04- 94 1114 110 11 Y Y C N N 11 N Y N
NAME: PERFORMANCE AWARDS SHORT: PERF.AWARDS
05- 94 1115 110 11 Y Y C N N 11 N Y N
NAME: SENIOR EXEC.SERVICE BONUS SHORT: SES BONUS
06- 94 1116 110 11 Y Y C N N 11 N Y N
NAME: REEMPLOYED ANNUITANTS REIMB SHORT: REEMP. ANNUI
2-6
Example of Reject
ACED/ACEN/ACEV/BOCT
COMMND: DOCID: ET 40 832Z50005 STATUS: HELD
001-001 OF 002 BATID: SUB STN: 03/23/09
01-
LINE: 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: 07 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 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- 07 2549 250 25 N N C N N 25 Y Y N
NAME: ROADS AND GROUNDS MAINTENANCE SHORT: RDS&GRNDS MN
2-7
THE GENERAL LEDGER TRIAL BALANCE BY STATION GLTS
TABLE (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 STATION FUND BFYS DEBIT BALANCE: 237,159,250.77
-- ------- ------ --- - CREDIT BALANCE: 237,159,250.77
10 501 0160A1 09 = DIFFERENCE: 0.00
GL D/
ACCT C BEG BAL + DEBITS - CREDITS = END BAL
---- ---------------- --------------- --------------- ---------------
01- 2111 C -194,632.48 438,143.41 264,438.44 -20,927.51
02- 2121 C -9,291.47 53,027.77 50,258.38 -6,522.08
03- 2122 C -514,715.62 5,794,964.65 5,337,426.83 -57,177.80
04- 2190 C -32,752.32 32,752.32 0.00 0.00
05- 2191 C -5,286,473.69 5,115,217.99 135,024.78 -306,280.48
06- 2210 C -3,782,861.74 3,792,601.09 9,739.35 0.00
07- 3100 C 135,268,323.78 10,287,978.24 9,673,087.43 135,883,214.59
08- 3310 N -8,306,819.91 85,028.79 12,268.00 -8,234,059.12
09- 4201 D-137,975,019.94 0.00 0.00 -137,975,019.94
10- 4210 D 0.00 509,969.59 317,999.53 191,970.06
11- 425F D 2,706,693.58 342,312.93 3,017,238.04 31,768.47
12- 425G D 0.00 2,936,805.84 0.00 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.
2-8
GENERAL LEDGER BALANCES WITH ACCOUNTING GLDB
DISTRIBUTIONS AND VENDOR DETAILS TABLE General Ledger
(GLDB) Queries
ACTION: R TABLEID: GLDB USERID: R047 JRA
*** GENERAL LEDGER DETAIL BALANCE INQUIRY SCREEN ***
FY BFY FUND GL ACCT AD/OF STN COST CTR FCP/PRJ BOC/REV SRCE TYPE
-- ----- ------ ------- ---- ------- -------- --------- ------------ ----
10 10 0160A1 480N 10 501 840100 0100401W3 2580 47
TRANS ID DATE FM REF DOCUMENT VENDOR VENDOR INV # AMT
------------- ------ -- ------------- ----------- -------------------- -----
PV501C0131002 091006 01 SO501C01310 MISCN123456789 45549
13.20
PV501C0155501 091006 01 SO501C01555 MISCN123456789 45427
10.20
SO501C01310 091006 01 MISCN123456789
86.90
SO501C01310 091006 01 MISCN123456789
-0.10
SO501C01555 091006 01 MISCN123456789
-100.00
SO501C01555 091006 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.
2-9
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 A/O STN FCP/PRJ BOC/REV SRCE REPT CATG
-- ------ ----- ------- ----- -------- --------- ------------ ---------
10 0151A1 09 6100 20 358 01AE27298 2674
FISC MONTH NET AMOUNT
---------- -------------------
01- 01 -894.84
02-
03-
04-
05-
06-
07-
08-
09-
10-
11-
12-
13-
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.
2-10
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 A/O STN FCP/PRJ BOC/REV SRCE REPT CATG
-- ------ ----- ------- ----- -------- --------- ------------ ---------
09 0151A1 08 6100 20 358 01AE27298 2674
FISC MONTH NET AMOUNT
---------- -------------------
01- 02 143.37
02- 03 433.96
03- 04 1,632.77
04- 05 325.79
05- 11 276.18
06- 14 -2,812.07
07-
08-
09-
10-
11-
12-
13-
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 08 = May
02 = November 09 = June
03 = December 10 = July
04 = January 11 = August
05 = February 12 = September
06 = March 13 = October (Adjustments)
07 = April 14 = Closing
2-11
THE MONTHLY SUMMARY GENERAL LEDGER MSGL
BALANCES TABLE (MSGL) GL Queries
ACTION: R TABLEID: MSGL USERID: R047 JRA
*** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN ***
FY FUND BFY GL ACCT A/O STN FCP/PRJ BOC/REV SRCE REPT CATG
-- ------ ----- ------- ----- -------- --------- ------------ ---------
08 0151A1 07 6100 20 310 000031000 2580
FISC MONTH NET AMOUNT
---------- -------------------
01- 01 141.60
02-
03-
04-
05-
06-
07-
08-
09-
10-
11-
12-
13-
Monthly Summary General Ledger Balances Table (MSGL)
This shows the activity for general ledger 6100 was for FY08 Fiscal Month 01, which is October of
2007. Use the monthly F827 to identify the transaction code and transaction type.
2-12
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
2-13
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
01-
BFYS: 10 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: 3600151
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: 10 FUND: 0151A1 STATION: FCP/PRJ:
JOB NO: COST CTR: BOC: RPT CAT:
2-14
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 = General Counsel
10 = VHA
20 = 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
01-
FISC YEAR: 10 ADM/OFF: 10 ADM/OFF NAME: VETERANS HEALTH ADMIN.
SHORT NAME: VHA ADM/OFF MANAGER:
ALLOW STATUS IND: N
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
02-
FISC YEAR: 10 ADM/OFF: 20 ADM/OFF NAME: VETERANS BENEFITS ADMINI
SHORT NAME: VBA ADM/OFF MANAGER:
ALLOW STATUS IND: N
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
2-15
Station Numbers
Station Numbers (STATION/SAT) are the three-character identifiers assigned to each VA
station.
Examples:
311 = Pittsburgh, PA Regional Office
326 = Indianapolis, IN Regional Office
501 = Albuquerque, NM Medical Center
590 = 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: 10 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:
2-16
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: ..
2-17
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.
OBLIGATION
OBJECT CLASS OBJECT CODES
11 = Personnel Compensation 1100 series
12 = Personnel Benefits 1200 series
13 = Benefits of Former Personnel 1300 series
21 = Travel/Transportation of Persons 2100 series
22 = Transportation of Things 2200 series
23 = Rent, Communications, Utilities 2300 series
24 = Printing and Reproduction 2400 series
25 = Other Services 2500 series
26 = Supplies 2600 series
31 = Equipment 3100 series
32 = Land and Structures 3200 series
33 = Investments and Loans 3300 series
41 = Grants, Subsidies and Contributions 4100 series
42 = Insurance, Claims and Indemnities 4200 series (for district counsel)
43 = Interest and Dividends 4300 series
44 = Refunds - VBA 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 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- 10 2610 260 26 N N N N N 26 N Y N
NAME: PROVISIONS SHORT: PROVISISONS
02- 10 2620 260 26 N N N N N 26 N Y N
NAME: OFFICE SUPPLIES SHORT: OFF SUPPLIES
03- 10 2621 260 26 N N N N N 26 N Y N 05 07 07
NAME: TABULATING CARDS-NOT CUST PRTD SHORT: TAB CARD-NCP
04- 10 2622 260 26 N N N N N 26 N Y N
NAME: TABULATING PAPER-NOT CUST PRTD SHORT: TAB PAPR-NCP
05- 10 2623 260 26 N N N N N 26 N Y N
NAME: ADP RECORDING MEDIA SHORT: ADP RE MEDIA
06- 10 2624 260 26 N N N N N 26 N Y N
NAME: ADP SOFTWARE, PURCHASED SHORT: PURCH SFTWAR
07- 10 2626 260 26 N N C N N 26 N Y N
2-18
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 = Administrative Personnel - Not Classified
02 = Clerical Personnel
09 = 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
DEACT
BFY BOC SUB-OBJ SUB-OBJECT NAME SHORT NAME DATE
---- ---- ------- ------------------------------ ------------ --------
01- 10 1100 01 ADMIN PERSONNEL - NOT CLASSIFD ADMINI
02- 10 1101 00 VCS ADMINISTRATION VCS ADMINI
03- 10 1101 01 ADMIN PERSONNEL - NOT CLASSIFD ADMINI
04- 10 1101 02 CLERICAL PERSONNEL CLERICAL
05- 10 1101 07 COMP SYS ANALY,PGM,KP&COMP OPR COMPUTER
06- 10 1101 08 WAGE RATE EMPLOYEES WAGE RATE
07- 10 1101 09 PURCHASE AND HIRE PURCH&HIRE
08- 10 1101 14 RESPIRATORY THERAPIST RESPRTRY THP
09- 10 1101 15 PHYSICAL THERAPIST PHYSICAL THP
10- 10 1101 16 OCCUPATIONAL THERAPIST OCCUPTNL THP
11- 10 1101 17 OTHER THERAPISTS OTH THRPISTS
12- 10 1101 18 DIETITIAN DIETETIAN
13- 10 1101 19 DIETETIC TECHNICIAN DIET TECH
14- 10 1101 20 SOCIAL WORKER SOC WORKERS
15- 10 1101 21 SOCIAL WORKER AIDES AND TECHS SOC WKR A&T
2-19
Accounting Classification Code (ACC)
Accounting Classification codes (ACC) are used for budgeting purposes. ACCs are nine -
character codes defined on the Fund Control Point/Project Table (PGMT). nd
The Fu 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 *
t
in the Station field on the Fund Control Point/Projec 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 Description
1-2 Program Code
3-4 Sub-program Code
5-7 Organization Code
8-9 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 Activity Code
01
24 GD 241 (Salaries )
(Geriatrics and (Community Nursing (Nursing Service )
Extended Care ) Home )
Program Group Program Type
Table (PGRP) Table (PTYP)
2-20
Example: ACC = 000030000
Program Class Table Program Category Table
(PCLS) (PCAT)
(defined as 830000 to
distinguish from construction
projects)
Program Code Sub-program Code Organization Code Activity Code
00 00 300 00
(Default) (Default) (VBA Salaries) (Default)
Program Group Program Type
Table (PGRP) 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
----------PROGRAM----------- ALLOWANCE C DEACT
BFY STATION FCP/PRJ CLASS CATEGORY TYPE GROUP FCP/PRJ P DATE
--- ------- --------- -------- -------- ---- ----- ---------- - --------
01- 10 * 000012000 0020 020 00 00 000012000 N
FCP/PRJ NAME: DISTRICT COUNSEL SHORT NAME: DIST COUNSL
02- 10 * 000030000 0200 20 00 00 000030000 N
FCP/PRJ NAME: SALARIES - VBA SHORT NAME: SALARY - VBA
03- 10 * 01AA61017 01AA 861017 AA 01 01AA61017 N
FCP/PRJ NAME: ISC-TRAVEL SHORT NAME: ISC-TRVL
04- 10 * 01AB20401 01AB 820401 AB 01 01AB20401 N
FCP/PRJ NAME: WOMEN VET COMP HLTH SALARIES SHORT NAME: WMVET CH/SAL
05- 10 * 010020100 0100 820100 00 01 010020100 N
FCP/PRJ NAME: MEDICAL SUPPLIES & SERVICES SHORT NAME: MEDICAL S&S
06- 10 * 24GD24101 24GD 824101 GD 24 24GD24101 N
FCP/PRJ NAME: SAL - CNHC NURSING SHORT NAME: SAL-CNHC NUR
07- 10 * 250031260 2500 831260 00 25 250031260 N
FCP/PRJ NAME: OUTREACH FEES VET CTR-B SHORT NAME: OUTRCH-B FEE
2-21
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: 10 STN/COST CTR: 820100 ADM/OFF: 10 DEACT DATE:
S/C NAME: MEDICAL SERVICE SHORT NAME: MEDICAL SER
S/C MANAGER: LEVEL IND: 1
ADDRESS: PHONE NUMBER:
CITY: STATE: ZIP CODE:
FCP/PRJ: APPROVAL: N ALLOW STATUS IND: N
ALLOWANCE STN: 820100 REVENUE BUDGET STN:
SERVICING STN: DECENTRAL TRAVEL ORDER: N
BUDGET/COST CTR: C STATION GROUP:
REGION: CONGRESSIONAL DISTRICT CODE:
DISTRICT: COUNTY/CITY CODE:
COUNTY/CITY NAME:
REST LKUP FLAG: N
2-22
Proforma Web site
http://vaww.fscdirect.fsc.va.gov/
Discuss comparable transaction codes
and transaction type for transaction code
CR.
2-23
Comparable Transaction Types for CR documents
CR TR
224 deposit trans. types 224 transfer trans. types
01 18
02 E2 Must reference Travel Order
05 75
17 24 (3875)
20 65
23 33
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 PROMPT
TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY
FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG
-- ---- ---- ------ ------ --------- ---- ---------- ------
01- 10 CR 01 N 4880 N
DESCRIPTION REFUND - OP EXPENSE
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: 4880 ACCOUNTING EVENT TYPE: AR04
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
01- 001 GENJ D 1022 01 N 6100 22 N N N
02- 002 GENJ D 490P 48 N 4610 44 N N N
03- 003 GENJ D 5700 31 N 3107 03 N N N
2-25
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR PROMPT
TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY
FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG
-- ---- ---- ------ ------ --------- ---- ---------- ------
01- 10 TR 18 N 4980 N
DESCRIPTION EXP TRANSFER - CASH RECEIPT
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 OVE RRIDE REV FIP
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
01- 001 GENJ D 1021 01 N 6100 22 N N N
02- 002 GENJ D 490P 48 N 4610 44 N N N
03- 003 GENJ D 5700 31 N 3107 03 N N N
2-26
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR PROMPT
TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY
FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG
-- ---- ---- ------ ------ --------- ---- ---------- ------
01- 10 CR 02 5421 N
DESCRIPTION EMPLOYEE ADVANCE REPAYMENT
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: 5421 ACCOUNTING EVENT TYPE: AR05
SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS
NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
01- 001 GENJ D 1022 01 N 1410 01 N N N
2-27
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR PROMPT
TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY
FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG
-- ---- ---- ------ ------ --------- ---- ---------- ------
01- 10 TR E2 5422 N
DESCRIPTION EMPLOYEE ADVANCE REPAYMENT
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
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
01- 001 GENJ D 1021 01 N 1410 01 N N N
2-28
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 Source Document VA Action
0. Overview
1. Entering, Modifying, or Canceling a Billing Debt Collection Letter Record a Bill for
Document (BD) (OF 1114), SF-1080, Collection
-or-
Journal Voucher, 1017-G
2. Entering, Modifying, or Canceling a Cash Deposit Ticket, SF-215 Record a Cash
Receipt (CR) -or- Receipt
Field Service Receipt - General,
VA 1027
-or-
Journal Voucher, SF-1017-G
-or-
Debit Voucher, SF-5515
-or-
Voucher and Schedule of Withdrawals and
Credits, SF-1081
-or-
Paid Billing Statement for IPAC
Transactions
-or-
Simplified Billing Register
- or-
Simplified Billing List
-or-
Accepted Document Processing by Station
Report (RGSGDPV)
3. Entering, Modifying, or Canceling a Write-off Memorandum from Accounting Service Record an Accounts
(WR) document -or- Receivable Write-off
Letter from District Counsel document
-or -
Letter from Department of Justice
3-2
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 ARHT Provides summary information on all outstanding and
Header Inquiry Table some recently closed accounts receivable documents.
Receivable Header ARH2 Allows users to update various fields related to an
Data Entry Screen accounts receivable.
Accounts Receivable ARLC Provides overdue charges information for the SF-220.9
Line Charges Table report, including the amount charged and collected for
interest, administrative, and penalty displayed for each
Billing Document line.
Accounts Receivable ARLT Provides detail information on all outstanding and some
Line Inquiry Table recently closed accounts receivable documents.
Cash Receipt Header CRHT Provides summary information on cash receipts entered
Inquiry Table in FMS.
Cash Receipts Line CRLT Provides detail information on cash receipt documents
Inquiry Table entered in FMS, including accounting distribution
information, the dollar amount received and reference
information (if applicable).
Outstanding Billing OBDT Stores outstanding Billing Documents. Cash receipts
Document Table 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: ....... 04/27/09
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: ....... 04/27/09
01-
LINE: ... BFYS: .. .. FUND: ......
TRANS TYPE: .. STATION/SAT: ....... .. FCP/PRJ: .........
JOB NO: ........ COST CTR/SUB: ....... .. BOC/SUB: .... ..
REPT CATG: .... REV SRCE/SUB: .... .. CLSD BFYS: .. ..
TEXT TYPE: .. INT RATE: ....... CLSD FUND: ......
AMOUNT: ............... I/D: . GL ACCT: ....
DESCR: ..............................
REF DOC: .. ........... REF LN: ... ADVANCE NO: ...... TRAV TYPE: ...
SOURCE: .... TYPE OF OVERPYMT: ... ACTION OUT: ...
02-
LINE: ... BFYS: .. .. FUND: ......
TRANS TYPE: .. STATION/SAT: ....... .. FCP/PRJ: .........
JOB NO: ........ COST CTR/SUB: ....... .. BOC/SUB: .... ..
REPT CATG: ..... REV SRCE/SUB: .... .. CLSD BFYS: .. ..
TEXT TYPE: .. INT RATE: ....... CLSD FUND: ......
AMOUNT: ............... I/D: . GL ACCT: ....
DESCR: ..............................
REF DOC: .. REF LN: ... ADVANCE NO: ...... TRAV TYPE: ...
SOURCE: .... TYPE OF OVERPYMT: . ACTION OUT: ...
Billing Document Line Screen
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 Reference Number Modification
5/20/03 # 15, page 7-12 RSD Report instructions
8/4/03 Procedures for Bills4Coll
9/24/04 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 vendor-
issued 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: 10/30/09
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: 1294.89 CITY/ST/ZIP: BIG SPRING TX 797211288
CHECK TYPE: COMMENT TO PRINT:
DISC %: DAYS: P/E TERM: AMT:
DISC %: DAYS: P/E TERM: AMT:
01-
LINE: 001 REF DOC: BD FSC0K0267 REF LINE: 001 ACCP/DEL DATE:
VENDOR INV: BOCFSC0K0267OCT1006 INV DATE: 10 14 09 LOG DATE:
REF VEND CODE: REF VEND NAME:
LINE AMOUNT: 1294.89 I/D: D P/F: UNAPPL DEP NO:
LIQ AMOUNT: DESCR:
OUTST OBLIG: 0.00 LINE TYPE: INT RSN: DISC RSN:
BFYS: 10 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 AD/OF STN COST CTR FCP/PRJ BOC/REV SRCE TYPE
-- ----- ------ ------- ---- ------- -------- --------- ------------ ----
10 10 0160A1 1321 10 FSC 822200 0100222V1 2560 01
TRANS ID DATE FM REF DOCUMENT VENDOR VENDOR INV # AMT
------------- ------ -- ------------- ----------- -------------------- -----
PVFSC0K026701 081010 01 BDFSC00267 75257458102 BOCFSC0K0267OCT1007
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: FSC0K0267 DOC TYPE: SUB STN: 104
DOCUMENT DATE: 10 03 09 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: / 0.00
PRINT BILL: N BILL PRINT DATE: BILLED AMT: 1,294.89
INT RATE: 0.000 INT APPLY DATE: INTEREST AMT: 0.00
TEXT TYPE: ADM CHGS APPLY DATE: ADM CHGS AMT: 0.00
WAIVER FLAG: PEN APPLY DATE: PENALTY AMT: 0.00
DUNNING COUNT: 00 LAST DUN DATE: TOTAL AMT: 1,294.89
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: 10 10 09 OFFSET AMT: 1,294.89
OFFSET: Y OFFSET APPLIED: 0.00 CLOSED AMT: 1,294.89
OVRPYMT CAUSE: CASE HISTORY FLAG: N REPRINT BILL AMT: 0.00
AGREEMENT NO: OUTSTANDING RECV AMT: 0.00
RGLDATV RSD FORM: F840
10/30/09 PV 03 FSC0K026701 001 10 0160A1 10 0100222V1 2560 N 1321 1,294.89 1313 1,294.89
490N 1,294.89 3107 1,294.89
5700 1,294.89 4610 1,294.89
9946 1,294.89 9945 1,294.89
3-10
Negative PV 03
RARVGLV FSC 0160A1
REPORT ID: RARVGLV *** DEPT OF VETERANS AFFAIRS (FMS) *** PAGE: 22
RSD FORM: F853 VERIFICATION OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE TIME: 22:22
RUN DATE: 10/31/09 FEDERAL/NON-FEDERAL REPORT AS OF 10/30/09
STN: FSC BFYS: 10 FUND: 0160A1 PAYOR TYPE CATEGORY: NON-FEDERAL
WEST TEXAS VA HEALTHCARE SYSTM MEDICAL SERVICES - LMT1 A/O: 10
VETERANS HEALTH ADMIN
REV LAST ACT
DOCUMENT ID LINE FCP/PRJ BOC SRCE REF DOC ID LINE DATE DATE PAYOR CODE NAME OUTSTANDING AMOUNT
BD FSC0K0267 001 0100222V1 2560 12/14/08 10/30/09 752574581 02 BIG SPRING HOSP CORP 1,294.89
NUMBER OF RECORDS: 89 STN 519 SUBTOTAL AMOUNT: 39,279.63
RARVGLV FSC 0160A1
REPORT ID: RARVGLV *** DEPT OF VETERANS AFFAIRS (FMS) *** PAGE: 23
RSD FORM: F853 VERIFICATION OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE TIME: 22:22
RUN DATE: 10/31/09 FEDERAL/NON-FEDERAL REPORT AS OF 10/31/09
STN: FSC BFYS: 10 FUND: 0160A1 PAYOR TYPE CATEGORY: NON-FEDERAL
WEST TEXAS VA HEALTHCARE SYSTM MEDICAL SERVICES - LMT1
OUTSTANDING AMOUNT
-------------------
ACCOUNTS RECEIVABLE TOTAL: 39,279.63
G/L ACCOUNT BALANCES:
G/L ACCOUNT BALANCES:
G/L G/L
ACCT ACCT NAME BALANCE
---- ------------ -------------------
1311 AR-REIM-OTH 37,806.90
1313 AR-REFD-OTH 177.84
1321 AR-REFD-CR M 1,294.89
G/L TOTAL: 39,279.63
DIFFERENCE: 0.00
3-11
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 09 220 752574581 02 PV FSC0K026701 -1,294.89
RSD Form: F826 Status of Allowance
STN: FSC BFYS: 10 Fund: 0160 A/O: 10 Fund Code: 0160A1
WEST TEXAS VA HEALTHCARE SYSTM MEDICAL SERVICES - LMT1 VETERANS HEALTH ADMIN
Program: 28 Total Available
Budget Obligations Amount
Orgn/Act thru MAR 10 thru MAR 10 thru MAR 10
280022166 HALFWAY HOUSE 3,328.00 3,328.00 0.00
Undist to Program: 142,902.00 142,902.00
================== ================== ==================
Program 28 Total: 162,380.00 19,478.00 142,902.00
Suballowance for 0160A1 Total: 14,707,424.71 20,415,086.68 -5,707,661.97
Allowance for 0160A1 Total: 20,463,251.00 20,415,086.68 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 10,
FUNDCODE 0160A1.
3-12
ACTION: R TABLEID: GLDB USERID: S104 FSC
*** GENERAL LEDGER DETAIL BALANCE INQUIRY SCREEN ***
FY BFY FUND GL ACCT AD/OF STN COST CTR FCP/PRJ BOC/REV SRCE TYPE
-- ----- ------ ------- ---- ------- -------- --------- ------------ ----
09 09 0160A1 1321 10 667 824100 010024143 2560 01
TRANS ID DATE FM REF DOCUMENT VENDOR VENDOR INV # AMT
------------- ------ -- ------------- ----------- -------------------- -----
AD9082089 090317 06 PV689C0540201 521590951 473272S45BD6678K0419
-1,726.56
PV689C0540201 090314 06 BD6689K0419 521590951 473272S45BD6678K0419
1,726.56
COMMND: DOCID: PV 04 689C0540201 STATUS: ACCPT
001-001 OF 002 BATID: SUB STN: 03/23/09
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:
01-
LINE: 001 REF DOC: SO 689C05402 REF LINE: 001 ACCP/DEL DATE: 03 02 09
VENDOR INV: 473272S45BD6679K0419 INV DATE: 02 04 09 LOG DATE: 02 15 09
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: 10 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:
3-13
This is line 002
COMMND: DOCID: PV 04 689C8540201 STATUS: ACCPT
002-002 OF 002 BATID: SUB STN: 03/23/09
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:
01-
LINE: 002 REF DOC: BD 6689K0419 REF LINE: 001 ACCP/DEL DATE:
VENDOR INV: 473272S45BD6679K0419 INV DATE: 01 18 09 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: 09 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:
3-14
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.
3-15
CAPPS Write Off Criteria
CAPMWROF CAPP VARIANCE & WRITEOFF VALUES 9
04/27/0
00 00 00
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.
3-16
REPORT NAME: CAPJ
PAGE 99
REPORT NO. 040 06/16/09
FMS/CAPP RECEIVING REPORT WRITEOFFS
VARIABLE TABLE DOLLAR AMOUNT AND AGING CRITERIA
AMOUNT LIMIT 499.75 AND DAYS 180
AMOUNT LIMIT 500.00 AND DAYS 241
AMOUNT LIMIT 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.
3-17
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 TRANS NUMBER: FSCA99002 DOC TOTAL: 2,198.10
OUTST AMT: 0.00
REF TRANS ID ACCEP DOC
F/B/A TC NUMBER DATE ACT VENDOR AMOUNT
----- ----------------- -------- --- ------------ -----------------
01- A 11 21 08 E 840603850 2,198.12
LAST BATCH NUMBER: CLEARING ACTION:
02- A 01 04 09 S 840603850 -0.02
LAST BATCH NUMBER: ER004 CLEARING ACTION:
03- F RT FSCA9900201 11 22 08 E 840603850 2,198.12
LAST BATCH NUMBER: CLEARING ACTION:
04- F RT FSCA9900201 01 04 09 M 840603850 -0.02
LAST BATCH NUMBER: ER004 CLEARING ACTION:
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: FSC900201DOC 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 08 E 840603850 2,198.12
LAST BATCH NUMBER: CLEARING ACTION:
02- B MO FSCA89002 01 04 09 M 840603850 -0.02
LAST BATCH NUMBER: ER004 CLEARING ACTION:
03- F CV FSCA8900201 12 04 08 E 840603850 2,198.10
LAST BATCH NUMBER: CLEARING ACTION:
NOTE: MO was established for $2198.12 on 11/21/08. Receiver updated FMS on 11/22/08 for $2198.12, vendor invoiced for
$2198.10 (CV document) on 12/04/08. Station did modification of 0.02 on 01/04/09. Station must notify Austin to manually
update the CAPPS System for the modification.
3-18
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: 2,198.12 PO DATE: 11 21 06
AMENDMENT AMT: -0.02 LAST ACTIVITY DATE: 11 22 06
ORDERED AMT: 2,198.10 BEGIN DATE: 11 21 06
CLOSED AMT: 2,198.10 END DATE: 12 01 06
ACCRUED AMT: 0.00 NO CONTRACT MONTHS:
EXPENDED AMT: 2,198.10 FOB: D
OUTSTANDING AMT: 0.00 CLOSED DATE: 11 22 06
MISC REF AMT: 0.00 DISC %: 0.000 DAYS: 00 P/E TERM: 00
HOLDBACK AMT: 0.00
ADVANCED AMT: 0.00 DOC TYPE: COMMENTS:
OUT ADVANCE AMT: 0.00 RESP PERSON:
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.
3-19
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!
3-20
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 warni g n
letters of their own prior to the actual offset. In other words, the debtoris
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
m
that the offset did not take place, or was actually for a debt fro another VA
facility or another Federal Agency.
3-21
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 institutionthat 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!!
3-22
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
n
refund after the offset has been done they will receive the check and a 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 rec eive 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 generatingthe
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 re -
establishes 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.
3-23
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.
3-24
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 52330805025 STATUS: ACCPT
BATID: SUB STN: 09/25/09
CASH RECEIPT INPUT SCREEN
BATCH DATE: NUM DOCS: NET:
CR DATE: ACCTG PRD: ACTION: SUB STN: 523
TRANS TYPE: BFYS: FUND:
CASH ACCT: DEP NUMBER: 30705025 DOC TYPE:
BILL FUND: DOC TOTAL: 17.00
DISB OFFICE: 220 ACCOMPLISHED DATE: 09 24 09
REF DOC:
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: DOCID: TR 10 52330805025 STATUS: ACCPT
001-002 OF 002 BATID: SUB STN: 09/25/09
LINE: 001 REF TC: DV REF DOC NO: 52330705025 REF LINE: 044
TRANS TYPE: 15 BFYS: FUND: 0160A1
STATION/SAT: 523 FCP/PRJ: JOB NO:
COST CTR/SUB: BOC/SUB: REPT CATG:
REV SRCE/SUB: CLSD BFYS: CLSD FUND:
CHECK NO: ACTION OUT: GL ACCT:
ADV IND: Y ADV: ADV NO: TRAV TYPE: VND/PRV: 104VAFC00
AMOUNT: 1825.70 I/D: I UNAPPLIED DEP NO:
AGR 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. This is the amount refunded back to the injured
spouse.
LINE: 002 REF TC: REF DOC NO: REF LINE:
TRANS TYPE: 65 BFYS: 09 FUND: 0129A1
STATION/SAT: 523 FCP/PRJ: 010070701 JOB NO:
COST CTR/SUB: 570500 BOC/SUB: 1101 08 REPT CATG:
REV SRCE/SUB: CLSD BFYS: CLSD FUND:
CHECK NO: ACTION OUT: GL ACCT:
ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: MISCN
AMOUNT: 1808.70 I/D: D UNAPPLIED DEP NO:
AGR NO: DESCR:
3-25
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 52330705025 STATUS: ACCPT
BATID: SUB STN: 09/25/09
DIRECT DISBURSEMENT INPUT SCREEN
BATCH DATE: NUM DOCS: NET:
TRANS TYPE: DD DATE: ACCT PRD: ACTION: SUB STN: 523
BFYS: FUND: COMMENTS:
VENDOR CODE: MISCN NAME: MISC COMMERCIAL VENDOR
DIRECT DISB NO: 30705025 INTR-AGCY SYMBOL:
DISB OFFICE: 220 DOC TOTAL: 17.00
AGREEMENT NO: ADV LIQ AMT:
REF DOC NO:
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: 09/25/09
01-
LINE: 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: 09 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:
3-26
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 AMT: 17.00 PO DATE: 09 24 09
AMENDMENT AMT: 0.00 LAST ACTIVITY DATE: 09 24 09
ORDERED AMT: 17.00 BEGIN DATE: 09 24 09
CLOSED AMT: 17.00 END DATE: 09 24 09
ACCRUED AMT: 0.00 NO CONTRACT MONTHS:
EXPENDED AMT: 17.00 FOB:
OUTSTANDING AMT: 0.00 CLOSED DATE: 09 24 09
MISC REF AMT: 0.00 DISC %: 0.000 DAYS: 00 P/E TERM: 00
HOLDBACK AMT: 0.00
ADVANCED AMT: 0.00 DOC TYPE: COMMENTS:
OUT ADVANCE AMT: 0.00 RESP PERSON:
3-27
Treasury Offset Program (TOP)
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3-28
DMS Application Suite
Create Helpdesk Tickets
SQL Launcher
Treasury Offset
Obligation History
Payment History
Vendor EFT Compliance
Library View
Local Accounting
3-29
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.
3-30
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
3-31
F853 Verification of General Ledger Balances – Accounts
Receivable Federal/Non-Federal Report
RARVGLV 306 0151A1
REPORT ID: RARVGLV *** DEPT OF VETERANS AFFAIRS (FMS) *** PAGE: 4
RSD FORM: F853 VERIFICATION OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE TIME: 23:40
RUN DATE: 11/15/09 FEDERAL/NON-FEDERAL REPORT AS OF 11/15/09
STN: 306 BFYS: 10 FUND: 0151A1 PAYOR TYPE CATEGORY: NON-FEDERAL
NEW YORK NY VARO 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 OUTSTANDING AMOUNT
----------------------- ----- -------------- ------- ----------------------------- ----------------- ------------- --------------------- ------------------- -------------------------------------
BD 3069FSC6933 001 013 1132 10/06/09 10/23/09 FEHBLWOP FEHBLWOP 228.89
BD 3069FSC5494 001 013 1132 10/06/09 11/03/09 FEHBLWOP FEHBLWOP 595.18
NUMBER OF RECORDS: 2 STN 306 SUBTOTAL AMOUNT: 824.07
OUTSTANDING AMOUNT
-------------------
ACCOUNTS RECEIVABLE TOTAL: 824.07
G/L ACCOUNT BALANCES:
G/L G/L
ACCT ACCT NAME BALANCE
-------- ------------------- ---------------
1313 AR-REFD-OTH 824.07
G/L TOTAL: 824.07
DIFFERENCE: 0.00
3-32
F842 Aging Accounts Receivables
RSD FORM: F842 AGING ACCOUNTS RECEIVABLE REPORT TIME: 23:40
RUN DATE: 11/15/09 AS OF 11/15/09
STN: 306 FUND: 0151A1 BFY: 10 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 BD3060FSCL6933 10/06/09 10/23/09 0 228.89 228.89 FEHBLWOP FEHBLWOP
NOT DELQ BD3060FSC5494 10/06/09 11/03/09 0 595.18 595.18 FEHBLWOP FEHBLWOP
NOT DELQ SUBTOTAL: 824.07 824.07
STN: 306 FUND: 0151A1 BFY: 10 TOTAL: 824.07 824.07
NUMBER OF RECORDS: 2 STN: 306 TOTAL: 824.07 824.07
3-33
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), Record the receipt of goods with a
-or- DLN
Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt
data for supplies)
-or-
Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with
receipt data)
2. Entering a Receiver (RC) Document without a Order for Supplies or Services, VA 2138 (with receipt data for supplies), Record the receipt of goods without a
DLN -or- DLN
Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt
data for supplies)
-or-
Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with
receipt data)
3. Modifying a Receiver (RT or RC) Document Order for Supplies or Services, VA 2138 (with receipt data for supplies - Modify the receipt of goods
revised)
-or-
Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt
data for supplies - revised)
-or-
Adjustment Voucher, VA 90-140
-or-
Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with
receipt data)
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 Notification of Manual Accrual Record the receipt of services
Accrual (AR) Document SF-1358 (marked for Accruals)
3a-2
COMMND: DOCID: RC 10 523A009_ _01 STATUS: ACCPT
001-001 OF 002 BATID: SUB STN: 10/15/09
RECEIVER INPUT SCREEN
TRANS TYPE: 01 RECVD DATE: * ACCT PRD: * ACTION: E SUB STN: 523
REF DOC: MO 523A009_ _ VENDOR CODE: 741022751 PPAY TYPE:
RECEIVED BY: LLA NAME: WARREN ELEC CO
CLEAR ALL: ADDR1: PO BOX 200022
DOC TOTAL: 3090.00 ADDR2:
CITY/ST/ZIP: HOUSTON TX 772160022
01-
LINE: 001 REF LINE: 001 BFYS: 10 FUND: 0160A1
STATION/SAT: 523 / FCP/PRJ: 010022300 JOB NO:
COST CTR/SUB: 822300 / BOC/SUB: 2632 / REPT CATG:
LINE AMOUNT: 3000.00 P/F: I/D: CLSD BFYS:
LIQ AMOUNT: CLSD FUND:
OUTST OBLIG: 3000.00 DESCR:
COMMND: DOCID: RC 10 523A009_ _01 STATUS: ACCPT
002-002 OF 002 BATID: SUB STN: 10/15/09
RECEIVER INPUT SCREEN
TRANS TYPE: 01 RECVD DATE: ACCT PRD: ACTION: E SUB STN: 523
REF DOC: MO 523A009_ _ VENDOR CODE: 741022751 PPAY TYPE:
RECEIVED BY: LLA NAME: WARREN ELEC CO
CLEAR ALL: ADDR1: PO BOX 200022
DOC TOTAL: 3090.00 ADDR2:
CITY/ST/ZIP: HOUSTON TX 772160022
01-
LINE: 991 REF LINE: 991 BFYS: 10 FUND: 0160A1
STATION/SAT: 523 / FCP/PRJ: 010022300 JOB NO:
COST CTR/SUB: 822300 / BOC/SUB: 2632 / REPT CATG:
LINE AMOUNT: 90.00 P/F: I/D: CLSD BFYS:
LIQ AMOUNT: CLSD FUND:
OUTST OBLIG: 90.00 DESCR:
*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 with an “F” in
the P/F field.
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: RC 523A0999901
RECEIVER NO:
01- LINE NO: 001 001
REF LINE NO: TRANS TYPE: 01
BFYS: 10 0160A1 STATION/SAT: 523
FUND: /
COST CTR/SUB: 827200 / 010022300 BOC/SUB: 2580 /
FCP/PRJ:
JOB NO: RPTG CATG: ACCRUAL AMT: 500.00
CLSD BFYS: CLSD FUND: VOUCHER AMT: 500.00
DESCR: LIQ AMT: 499.00
OUTST AMT: 1.00
CLOSED AMT: 499.00
02- LINE NO: REF LINE NO: TRANS TYPE:
COMMND: DOCID: PV 10 523A0999902 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 08/03/07
3a-6
Example of the Zero PV 01 Payment Screen
COMMND: DOCID: PV 10 523A9999902 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 08/03/09
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:
01-
LINE: 001 REF DOC: RC 523A9999901 REF LINE: 001 ACCP/DEL DATE:
VENDOR INV: WR INV DATE: 08 09 09 LOG DATE: 08 09 09
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: 09 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: RC 523A9999901
RECEIVER NO:
01- LINE NO: 001 001
REF LINE NO: TRANS TYPE: 01
BFYS: 09 0160A1 STATION/SAT: 523
FUND: /
COST CTR/SUB: 827200 / 010022300 BOC/SUB: 2580 /
FCP/PRJ:
JOB NO: RPTG CATG: ACCRUAL AMT: 499.00
CLSD BFYS: CLSD FUND: VOUCHER AMT: 499.00
DESCR: LIQ AMT: 500.00
OUTST AMT: 0.00
CLOSED AMT: 499.00
02- LINE NO: REF LINE NO: TRANS TYPE:
3a-8
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 *** DEPT OF VETERANS AFFAIRS (FMS) *** PAGE: 1
RSD FORM: F851 VERIFICATION OF GENERAL LEDGER BALANCES - PAYABLES TIME: 23:03
RUN DATE: 07/31/09 FEDERAL/NON-FEDERAL REPORT AS OF 07/31/09
STN: STA BFYS: 94 FUND: 0160X4 PAYABLE TYPE: ACCOUNTS PAYABLE
Austin VAMC A/O: 10 MEDICAL SVCS - MCCF VEN TYPE CAT: NON-FEDERAL
VETERANS HEALTH ADMIN.
DOCUMENT ID FCP/PROJ VENDOR CODE NAME DATE DYS OPEN ACCRUAL AMOUNT VOUCHERED AMOUNT OUTSTANDING AMOUNT
-------------- --------- ----------- --------------- -------- -------- ------------------- ------------------- -------------------
RT STAL9000102 01HC20600 592663954 OFFICE DEPOT IN 11/13/08 260 198.99 179.10 19.89
RT STAL9001101 01HC34300 541458884 CAPITOL BUILDIN 05/31/08 61 2,228.59 1,883.42 345.17
RT STAL9001301 01HC34300 541458884 CAPITOL BUILDIN 04/26/08 96 1,323.00 1,290.70 32.30
NUMBER OF RECORDS: 3 STN 688 SUBTOTAL: 3,750.58 3,353.22 397.36
PAYABLES TOTALS: 3,750.58 3,353.22 397.36
3a-9
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
Payroll
Transactions/Expenditures
PAYROLL BIWEEKLY TRANSACTIONS
These are a list of the TC TT which, are transmitted to FMS biweekly.
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 PROMPT
TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY
FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG
-- ---- ---- ------ ------ --------- ---- ---------- ------
01- 10 PR 02 9615 N
DESCRIPTION PAYROLL EXPENDITURE
01- 10 PR 04 S 9617 N
DESCRIPTION PAYROLL ALLOTMENT
01- 10 UE 01 9604 N
DESCRIPTION PAYROLL COST - RETIREMENT
01- 10 UE 02 9605 N
DESCRIPTION PAYROLL COST -HEALTH INSURANCE
01- 10 UE 03 9606 N
DESCRIPTION PAYROLL COST - LIFE INSURANCE
01- 10 BD 20 E 0037 N
DESCRIPTION RECEIVABLE - PAYROLL
4-1
QUICK CONF 4.3.2 -- BULLETIN BOARD DISPLAY -- PANEL: CBB5
*******************************************************************************
* PAGE 1 OF 2 11/01/08 *
* *
* SUBJECT: AVAILABILITY OF FMS FOR THE MONTH OF NOVEMBER 2007 *
* *
* FMS AVAILABILITY FOR THE ACCOUNTING MONTH OF NOVEMBER 2007 IS AS FOLLOWS: *
* *
* 11/01/08 FMS MAY BE LATE DUE TO EOM CYCLE PROCESSING *
* 11/02/08 PAYROLL INPUT TO FMS FOR PP 21 *
* 11/02-03/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM *
* 11/04/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM *
* 11/05-10/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM *
* 11/11/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM *
* 11/16/08 PAYROLL INPUT TO FMS FOR PP 22 *
* 11/12-17/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30AM *
* 11/18/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM *
* *
* -CONTI- *
*******************************************************************************
Dept BB# 0001 Updated on: 11/01/08 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 11/03/08 *
* *
* 11/19-24/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM *
* 11/25/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 11:45PM *
* 11/27/08 NOVEMBER PAYROLL ACCRUAL (10 DAYS) TO FMS *
* 11/26-30/08 NORMAL ON-LINE AVAILABILITY - 6:00AM - 7:30PM *
* 11/30/08 BEGIN NOVEMBER *EOM CYCLE AT 7:30PM *
* 12/01/08 **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: 11/01/08 At: 12:48 By: S104FSC At terminal: 0384
Press ENTER to continue
4-2
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/ A--CQ93
System Message
H = Document Header Error H - CV9AE - INVALID DOCU
B = Batch Header Error B - CD02E - INVALID CURR
# = Line Number Error 01 - SC03W - INSUFFICIENT
4-3
TYPE OF ERROR
TYPE OF ERROR:
Last Character Error Type FMS Reaction
# = GENERAL Reports the status of the document. No action
required by the user. Example: (A--CQ93)
W = WARNING FMS will process the document.
Example: (01-SC03W)
O = OVERRIDEABLE Authorized user must override in order for
processing to succeed. Example: (01-SC03O)
E = FATAL Error must be corrected in order to process.
Example: (01-CE21E)
4-4
FSC Accountants are responsible for PR/UE rejects. Some Stations choose to work with
their FSC Accountant on rejects.
FMS TC TT for Payroll Expenditures: PR 02 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 PROMPT
TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY
FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG
-- ---- ---- ------ ------ --------- ---- ---------- ------
1- 10 PR 02 9615
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
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
01- 001 GENJ D 6122 22 N 1025 01 N N N
02- 002 GENJ D 4610 44 N 490P 48 N N N
03- 003 GENJ D 3107 03 N 5700 31 N N N
4-5
COMMND: DOCID: PR 04 540PP20A352 STATUS: REJCT
BATID: SUB STN: 10/06/09
STANDARD VOUCHER INPUT SCREEN
SV DATE: ACCT PRD: 08 09 SUB STN: 104
ACTION: EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
BFYS: FUND: 0160A1
REVERSAL PERIOD:
COMMENT: BUDGET OVERRIDE IND: N
DOC TOTAL: 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: 10/06/09
01-
LINE: 001 TRANS TYPE: 02 EXP/REV/GL/BG: A/O:
BFYS: 10 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
4-6
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.
4-7
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 Default FCP
0160a1 012
0151a1 013
0152a1 003
0161a1 003
5014a1 807
0129a1 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 011
BOC 2561 917
BOC 2571 917
4-8
COMMND: DOCID: PR 04 540PP20A352 STATUS: ACCPT
BATID: SUB STN: 10/06/09
STANDARD VOUCHER INPUT SCREEN
SV DATE: ACCT PRD: 08 09 SUB STN: 104
ACTION: EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
BFYS: FUND: 0160A1
REVERSAL PERIOD:
COMMENT: BUDGET OVERRIDE IND: N
DOC TOTAL: 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: 10/06/09
01-
LINE: 001 TRANS TYPE: 02 EXP/REV/GL/BG: A/O:
BFYS: 10 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
4-9
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.
4-10
THIS MEMORANDUM IS ROUTED TO STATION, ACCOUNTING 04
Department of Memorandum
Veterans Affairs
Date: October 01, 2009
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 Nationwide Accountant
VISNs: 2, 4, 5, 7, 8, 10, 17, 20, 99 Primary: Sandra Gibson (512) 460-5012
Other Stations: 101 Alternate: Veronica Carmicheal (512) 460-5411
VISNs: 9, 21, 23 Primary: Brenda Burton (512) 460-5308
Area Office: Southern, Western Alternate: Ray Medrano (512) 460-5171
VISNs: 1, 3, 12, 15, 19 Primary: Veronica Carmicheal (512) 460-5411
Area Office: Central, Eastern Alternate: Sandra Gibson (512) 460-5012
Other Stations: 102, 104, 105, 118, 200, 201, 203,
281, 282, 283, 284, 285, 389, 705, 774, 775, 785,
786, 787, 788, 789, 790, 791, 793, 794, 795, 796,
797, 799
VISN: 6, 11, 16, 18, 22 Primary: Ray Medrano (512) 460-5171
Alternate: Brenda Burton (512)460-5308
Supervisor Crystal Russell (512) 460-5135
/s/
Crystal Russell
4-11
VA FORM 2105
MAR 1989
COMMND: DOCID: PR 04 540PP20A352 STATUS: REJCT
BATID: SUB STN: 10/26/08
STANDARD VOUCHER INPUT SCREEN
SV DATE: ACCT PRD: 07 08 SUB STN: 104
ACTION: EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
BFYS: FUND: 0160A1
REVERSAL PERIOD:
COMMENT: BUDGET OVERRIDE IND: N
DOC TOTAL: 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
01-
LINE: 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
4-12
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 Print Employee Entries
2 Search Employee Entries
3 Employee Inquiry
4 Payrun Data Inquiry
5 Update PAID Codes
6 View Labor Distribution(s)
Select Employee Inquiry Menu Option: 1 Print Employee Entries
Select FILE: PAID EMPLOYEE//
Include separated employees? No// [OPTIONAL]
(No)
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 EMPLOYEE NAME
THEN PRINT FIELD: 17 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]
4-13
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: [Hit enter; by pass]
DEVICE: 0;500;99999 [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 Go to the Wyse Term Settings on the top line and click on it.
2 Drop down menus will appear
3 Click on Terminal
4 The Modify Terminal Setup box will appear
5 Click on the Capture Tab
6 The Capture box will appear, click on Destination
7 Name your file and save it where you want store it.
8 Once it is saved, click on the radio button Capture On
9 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
4-14
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- 10 540 014 26SB 840901 SB 26 26SB40901 N
FCP/PRJ NAME: COS PRIME CARE TRAINEE SAL SHORT NAME: TRNE PRME PS
4-15
MISCELLANEOUS TRANSACTIONS DATA ENTRY
Topic Page Source Document VA Action
[1. Entering/Modifying/Canceling An SF-1017G, Journal Voucher Record an expenditure transfer (Transferring
Expenditure Transfer Between Station)
Stations -Balanced Document (EB) - 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 SF-1017G, Journal Voucher Record receipt of an expenditure transfer
Expenditure Transfer (ET) - (to be (Receiving Station)
used sparingly) - or -
Record an expenditure refund out of suspense
or PFOP
- or -
Record transfer of cash receipts (Transferring
Station)
[3.] Entering/Modifying/Canceling An SF-1017G, Journal Voucher Record an expenditure transfer
Expenditure Transfer Within a Station - or -
- Balanced (EW) Record an expenditure refund out of suspense
or PFOP
- or -
Record transfer of cash receipts)]
[4.] Entering/Modifying A Standard SF-1017G, Journal Voucher Record transfer of equipment (Transferring
Voucher (SV) 623 Report Station)
- or -
Record receipt of equipment (Receiving
Station)
- or -
Record a manual payroll accrual
- or -
Record depreciation and accumulated
depreciation
- or -
Record Write-offs
4-16
COMMND: DOCID: EW 10 54070020 STATUS: ACCPT
BATID: SUB STN: 11/02/08
STANDARD VOUCHER INPUT SCREEN
SV DATE: ACCT PRD: SUB STN: 636
ACTION: EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): E
BFYS: FUND:
REVERSAL PERIOD:
COMMENT: 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: 11/02/09
01-
LINE: 001 TRANS TYPE: 56 EXP/REV/GL/BG: A/O: 10
BFYS: 10 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: 11/02/09
01-
LINE: 002 TRANS TYPE: 56 EXP/REV/GL/BG: A/O: 10
BFYS: 10 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:
4-17
PR 02
ACTION: R TABLEID: ACED USERID: S104 FSC
ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN
KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,
PROJECT POST TYPE, FUND CATEGORY
VENDOR PROMPT
TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY
FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG
-- ---- ---- ------ ------ --------- ---- ---------- ------
01- 09 PR 02 9615 N
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
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
01- 001 GENJ D 6122 22 N 1025 01 N N N
02- 002 GENJ D 4610 44 N 490P 48 N N N
03- 003 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 PROMPT
TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY
FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG
-- ---- ---- ------ ------ --------- ---- ---------- ------
01- 09 EW 56 E 9611 N
DESCRIPTION PAYROLL EXP TNFR - SALARIES
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
-------- ------- -------- ---- ---- -------- ---- ---- -------- --- ---
01- 001 GENJ D 6122 22 N 1021 01 N N N
02- 002 GENJ D 4610 44 N 490P 48 N N N
03- 003 GENJ D 3107 03 N 5700 31 N N N
4-18
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 howto:
[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
T e
refunds to an appropriation from a suspense fund or PFOP. [ his transactions should be used only when an EB or EW in not appropriat .]
[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.
-offs.
Process Standard Vouchers (SV) to record equipment transfers between VA stations, manual payroll accruals, depreciation, and write
4-19
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).]
4-20
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) t
A processes a manual payroll accrual to account for payroll ransactions for FTEE hours.
2) VA depreciates office equipment and enters the depreciation amount in FMS.
4-21
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 JVLT [Shows detail of Expenditure Transfer Between Stations(EB),
Journal Table Expenditure Transfers Within a Station (EW), Expenditure
Transfer-Cost Only (SE) and a Standard Voucher (SV).]
4-22
PAYROLL UE REJECTS
ACTION: R SCREEN: SUSA USERID: S104 FSC DOCUMENT SUSPENSE INDEX 1
COMMAND: SUBMIT STATION:
---BATCH ID--- ----DOCUMENT ID----- LAST LAST PROCESS
SEL TC A/O NUMBER TC A/O NUMBER STAT APPRV DATE USER DATE
- -- ---- ------ -- ---- ------------ ----- ----- ------ -------- -------
00-
01- . . . UE 04 436TP916148 ACCPT 00000 091027 S104AFA
02- . . . UE 04 573TP916143 ACCPT 00000 091027 S104SEG
4-23
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 Pers onnel 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 imp uted
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.
4-24
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.
4-25
A Estimated 2000 Bill of Collections are transmitted from DFAS to FMS each pay period. All Paid BDs are
transaction type 20. The Bills of collections are reflected on the biweekly report F853. See NEWSFLASH
FY 2009 Issue 61 Austin,Texas September 4, 2009
ACTION: R SCREEN: SUSA USERID: S104 FSC DOCUMENT SUSPENSE INDEX 1
COMMAND: SUBMIT STATION:
---BATCH ID--- ----DOCUMENT ID----- LAST LAST PROCESS
SEL TC A/O NUMBER TC A/O NUMBER STAT APPRV DATE USER DATE
- -- ---- ------ -- ---- ------------ ----- ----- ------ -------- -------
00-
01- BD 04 FEH22E . . . ACCPT 00000 091118 OFF-LINE
02- BD 04 FEH20E BD 04 1019BUC9491 ACCPT 00000 091020 FEHLWOP
03- BD 04 FEH20E BD 04 1019FIN6585 ACCPT 00000 091020 FEHLWOP
04- BD 04 FEH20E BD 04 1019JOH8803 ACCPT 00000 091020 FEHLWOP
05- BD 04 FEH20E BD 04 1019KRE1606 ACCPT 00000 091020 FEHLWOP
06- BD 04 FEH20E BD 04 1019LEC4940 ACCPT 00000 091030 S104RMJ
08- BD 04 FEH20E BD 04 1019LOC3216 ACCPT 00000 091020 FEHLWOP
08- BD 04 FEH20E BD 04 1019MAR0223 ACCPT 00000 091020 FEHLWOP Federal Employee Health Leave Without
09- BD 04 FEH20E BD 04 1019PEN8265 ACCPT 00000 091020 FEHLWOP Pay
10- BD 04 FEH20E BD 04 1019PET5815 ACCPT 00000 091020 FEHLWOP
11- BD 04 FEH20E BD 04 1019TRA1408 ACCPT 00000 091020 FEHLWOP
12- BD 04 FEH20E BD 04 1040TAT5433 ACCPT 00000 091020 FEHLWOP
13- BD 04 FEH20E BD 04 2849ALB3554 ACCPT 00000 091020 FEHLWOP
14- BD 04 FEH20E BD 04 3139JOH4048 ACCPT 00000 091020 FEHLWOP
02- BD 04 FEH20E BD 04 5019CHA9561 ACCPT 00000 091020 FEHLWOP
03- BD 04 FEH20E BD 04 5019DIL8809 ACCPT 00000 091020 FEHLWOP
04- BD 04 FEH20E BD 04 5019MAC9569 ACCPT 00000 091020 FEHLWOP
05- BD 04 FEH20E BD 04 5019NEW6602 ACCPT 00000 091020 FEHLWOP
06- BD 04 FEH20E BD 04 5029HAR8891 ACCPT 00000 091020 FEHLWOP
08- BD 04 FEH20E BD 04 5029HAW6650 ACCPT 00000 091020 FEHLWOP
08- BD 04 FEH20E BD 04 5029HAY5002 ACCPT 00000 091020 FEHLWOP
09- BD 04 FEH20E BD 04 5029HIC8001 ACCPT 00000 091020 FEHLWOP
10- BD 04 FEH20E BD 04 5029LAV2355 ACCPT 00000 091020 FEHLWOP
11- BD 04 FEH20E BD 04 5029NEE2388 ACCPT 00000 091020 FEHLWOP
12- BD 04 FEH20E BD 04 5029ROB0940 ACCPT 00000 091020 FEHLWOP
13- BD 04 FEH20E BD 04 5029SCH8888 ACCPT 00000 091020 FEHLWOP
14- BD 04 FEH20E BD 04 5069KAZ8356 ACCPT 00000 091020 FEHLWOP
4-26
FMS BD FEH20E
COMMND: DOCID: BD 04 3010PRA5950 STATUS: ACCPT
001-001 OF 001 BATID: BD 04 FEH05E SUB STN: 10/20/09
01-
LINE: 001 BFYS: 10 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 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- 10 1132 110 11 Y Y N N N 11 N Y N
NAME: ADVANCED FED EMPL HEALTH FEHB SHORT: ADVANC FEHB
ACTION: R TABLEID: SOBJ USERID: S104 FSC
SUB-OBJECT REFERENCE DATA SCREEN
KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE, SUB-OBJECT
DEACT
BFY BOC SUB-OBJ SUB-OBJECT NAME SHORT NAME DATE
---- ---- ------- ------------------------------ ------------ --------
01- 10 1132 01 ADMIN PERSONNEL - NOT CLASSIFD ADMINI
02- 10 1132 02 CLERICAL PERSONNEL CLERICAL
03- 10 1132 07 COMP SYS ANALY,PGM,KP&COMP OPR COMPUTER
04- 10 1132 08 WAGE RATE EMPLOYEES WAGE RATE
05- 10 1132 09 PURCHASE AND HIRE PURCH&HIRE
06- 10 1132 14 RESPIRATORY THERAPIST RESPRTRY THP
07- 10 1132 15 PHYSICAL THERAPIST PHYSICAL THP
4-27
TDY Travel
TRAVEL DATA ENTRY
Topic Page Source Document VA Action
0. Overview
1. Entering, Modifying, or Canceling a Travel Authority for Temporary Duty, Record an obligation and
Travel Order (TO) (Advance Optional) VA 3036; VA 3036 (revised) advance (if applicable) for
- or - Temporary Duty (TDY)
Advance of Funds Application and -or-
Account, SF 1038 (if applicable - Registration
revised) -or-
Tuition fees
2. Entering, Modifying, or Canceling a Travel Authority for Permanent Duty, Record an obligation and
Relocation Order (RO) (Advance VA 3036C; VA 3036C (revised) advance (if applicable) for
Optional) - or - Permanent Change of
Advance of Funds Application and Station (PCS)
FSC CENTRALIZED Account, SF 1038 (if applicable -
revised) FSC CENTRALIZED
3. Entering, Modifying, or Canceling a TDY Travel Voucher, SF 1012 Record an expenditure for
Travel Voucher (TV) Temporary Duty Travel
(TDY)
FED TRAVELER
4. Entering, Modifying, or Canceling a Public Voucher for Purchases and Record an expenditure for
Travel Related Payment Voucher Services Other than Personal, SF 1034 invoice from *GTR
(TP/TM) (GTS, GTR, GBL) -or-
GBL
-or-
GTS*
5. Entering, Modifying, or Canceling a
Baseline Travel Voucher (TY) - TDY Travel Voucher, SF 1012 Record an expenditure for
Station Input 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-of-
pocket expenses, if necessary.
5-4
APPLICATION TABLE DESCRIPTIONS
TABLE NAME TABLEID DESCRIPTION
Travel Order TOHT Provides information on travel obligation amounts, including
Header Table outstanding, advanceable, per diem, and expended amounts for
the entire travel order document.
Travel Order Line TOLT Provides information on travel obligation amounts, including
Table outstanding, recently closed, and expended amounts for each
line of the travel order document.
Travel Advance TAHT Provides information on travel advance amounts, including
Header Table previous and current balance amounts for an employee.
Travel Advance TALT Provides the detailed travel advance accounting distribution and
Line Table amounts for each advance line.
Travel Advance TADV Provides travel advance amounts such as previous and current
Table advance balances for an employee, along with the associated
document and line number.
Travel Voucher TVHT Provides general information on Travel Voucher (TV) and
Header Table Travel Related Payment Voucher (TP), including travel
advance application information.
Travel Voucher TVAT Provides detail information on Travel Vouchers (TV), and
Accounting Line Travel Related Payment Vouchers (TP).
Table
Travel-Related TPLT Provides detailed information on Travel-Related Payment
Payment Voucher Voucher (TP) lines including the accounting distribution of the
Line Table 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
This is a perfect travel obligation and expenditure.
COMMND: DOCID: TO 10 635T00234 STATUS: ACCPT
BATID: SUB STN: 10/02/09
TRAVEL ORDER INPUT SCREEN
TRANS TYPE: 01 TRAVEL ORDER DATE: ACCT PRD: 08 02 ACTION: E
TRAVEL TYPE: TDY BEG DATE: 11 06 09 END DATE: 11 15 09 SUB STN: 635
EMPL CODE: MISERFSC HM STN: 629
PER DIEM CD: M NAME: FSC MISER
RATE: 116.00 I/D: ADDR1: P.O. BOX
TOTAL ORDER: 1699.00 ADDR2:
BFYS: 10 FUND: 0160A1 CITY/ST/ZIP: MIDWEST CITY TX 999992628
5-7
COMMND: DOCID: TV 10 635T0023401 STATUS: ACCPT
BATID: SUB STN: 10/14/09
TRAVEL VOUCHER INPUT SCREEN
TRANS TYPE: 01 TV DATE: ACCT PRD: 10 02 ACTION: SUB STN: 635
REF DOC: TO 635T00234 P/F: BFYS: 10 FUND: 0160A1
EMPL CODE: MISERFSC NAME: FSC C MISER
HOME STN: 629 ADDR1: P.O. BOX 1234
BEG DATE: 10 03 09 ADDR2:
END DATE: 10 09 09 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
---- -------------- ------ --------------- --- ------------------- ------------
COMMND: DOCID: TV 10 635T9023401 STATUS: ACCPT
004-004 OF 001 BATID: SUB STN: 10/14/09
01-
LINE: 001 REF DOC: TO 635T00234 REF LINE: 001
LINE TYPE: E TAX TYPE: TRAVEL TYPE: TDY
EXCEPTION: I/D: EXC CODE: DESCR CODE: E
LINE AMOUNT: 813.32 I/D: P/F: F TAX CODE:
LIQ AMOUNT: 1699.00 DESCR: TVL 11/03/2009 TO 11/09/2009
BFYS: 10 FUND: 0160A1
STATION/SAT: 635 / FCP/PRJ: 010040316 JOB NO:
COST CTR/SUB: 824100 / BOC/SUB: 2104 / REPT CATG:
CLSD BFYS: CLSD FUND:
01-CVYTW-EXCEEDED LOWER LIMIT LIQ TOL
5-8
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: 635T00234 DOC TOTAL: 813.32
OUTST AMT: 0.00
REF TRANS ID ACCEP DOC
F/B/A TC NUMBER DATE ACT VENDOR AMOUNT
----- ----------------- -------- --- ------------ -----------------
01- A 10 02 09 E MISERFSC 1,699.00
LAST BATCH NUMBER: CLEARING ACTION:
02- A 10 14 09 S MISERFSC -885.68
LAST BATCH NUMBER: CLEARING ACTION:
03- F TV 635T90234 10 14 09 E MISERFSC 813.32
LAST BATCH NUMBER: CLEARING ACTION:
5-9
This is an obligation WITH US BANK ADVANCE and expenditure.
COMMND: DOCID: TO 10 636T03133 STATUS: ACCPT
BATID: SUB STN: 10/04/09
TRAVEL ORDER INPUT SCREEN
TRANS TYPE: 01 TRAVEL ORDER DATE: ACCT PRD: ACTION:
TRAVEL TYPE: TDY BEG DATE: 10 25 09 END DATE: 10 29 09 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 636T03133 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 10/24/09
01-
LINE: 001 BFYS: 10 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:
02-
LINE: 002 BFYS: 10 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:
5-10
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: 636T03133 DOC TOTAL: 1,429.80
OUTST AMT: 1,429.80
REF TRANS ID ACCEP DOC
F/B/A TC NUMBER DATE ACT VENDOR AMOUNT
----- ----------------- -------- --- ------------ -----------------
01- A 10 04 09 E EMPYTRVL 1,429.80
LAST BATCH NUMBER: CLEARING ACTION:
5-11
This is Travel employee advance given by Convenience check. The CB 01 will be recorded
in FMS once the check is cashed.
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. If the complete advance is
not expensed, then the employee owes the balance.
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.
5-12
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 TRANS CODE: CB VOUCHER NO: 6368305C004
TRAVEL ADV NO:
LINE NO: 001 VENDOR INV: 05725 VI LINE NO:
INV DATE: 10 01 09 LOG DATE: 10 01 09 ACCP/DEL DATE:
BFYS: 10 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 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: 288.00
LINE NUMBER: 001 ADV USED: 0.00
VENDOR CODE: 310841368 OUTST ADV AMT: 288.00
--REF ADV/OBL ID-- --REF TRANS ID-- ACCEPT DOC
TC NUMBER LN TC NUMBER LN DATE ACT AMOUNT
-- ----------- --- -- ----------- --- -------- --- ----------------
01- 10 02 09 E 288.00
REF VENDOR CODE: CLEAR ACT:
STATION OFFSET CB ADVANCE WITH TR 15.
5-14
01- . . . TR 10 6368305C004 ACCPT 00000 081102 S636FSC
COMMND: DOCID: TR 10 6368305C004 STATUS: ACCPT
BATID: SUB STN: 10/02/09
CASH RECEIPT INPUT SCREEN
BATCH DATE: NUM DOCS: NET:
CR DATE: ACCTG PRD: ACTION: SUB STN: 636
TRANS TYPE: 15 BFYS: FUND:
CASH ACCT: DEP NUMBER: 6368305C004 DOC TYPE:
BILL FUND: DOC TOTAL: 288.00
DISB OFFICE: 220 ACCOMPLISHED DATE: 11 02 09
REF DOC:
COMMND: DOCID: TR 10 6368305C004 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 10/02/09
01-
LINE: 001 REF TC: CB REF DOC NO: 6368305C004 REF LINE: 001
TRANS TYPE: BFYS: FUND: 0160A1
STATION/SAT: 636 A6 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: 288.00 I/D: UNAPPLIED DEP NO:
AGR NO: DESCR: CK 5725 636T03133
5-15
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: 288.00
LINE NUMBER: 001 ADV USED: 288.00
VENDOR CODE: 310841368 OUTST ADV AMT: 0.00
--REF ADV/OBL ID-- --REF TRANS ID-- ACCEPT DOC
TC NUMBER LN TC NUMBER LN DATE ACT AMOUNT
-- ----------- --- -- ----------- --- -------- --- ----------------
01- 10 02 09 E 288.00
REF VENDOR CODE: CLEAR ACT:
02- TR 6368305C004 001 10 02 09 E -288.00
5-16
COMMND: DOCID: IF 10 6368305C004 STATUS: ACCPT
BATID: SUB STN: 10/12/09
IMPREST FUND INPUT SCREEN
BATCH DATE: NUM DOCS: NET:
TRANS TYPE: 04 IF DATE: ACCT PRD: ACTION: SUB STN: 636
BFYS: FUND: D.O.: COMMENT:
CASHIER: AC6360002 PRD COVERED: FROM 10 15 09 TO 10 19 09
AMT: 288.00 CASHIER NAME: VAMC AGENT CASHIER
SCHEDULE FISC YR: SCHEDULE CAT: A AGENCY SCHEDULE NO:
NO CHECK DISB FLAG: Y ADDR1: P.O. BOX 1234
CHECK TYPE: ADDR2:
SEQUENCE NO: CITY/ST/ZIP: TEXAS CITY TX 99999
COMMENTS TO PRINT:
A--*HS60-DOCUMENT MARKED FOR READ ONLY
COMMND: DOCID: IF 10 6368305C004 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 10/12/09
01-
LINE: 001 TRANS TYPE: BFYS: FUND: 0160A1
STATION/SAT: 636 A6 FCP/PRJ: JOB NO:
COST CTR/SUB: BOC/SUB: REPT CATG:
GL ACCOUNT: CLSD BFYS: CLSD FUND:
PAYEE: VETERANSFSCJ NAME: FSC J VETERANS
DESCR: TRAVEL ADVANCE
TRVL TYPE: TDY ADV NO: 02 TRVL END DATE: 10 19 09 TRVL PURP: X
MILES: COST: LINE AMT: 288.00 I/D:
REF DOC ID: TO 636T03133 LINE: LIQ AMT: P/F:
5-17
COMMND: DOCID: TV 10 636T0313301 STATUS: ACCPT
BATID: SUB STN: 10/12/09
TRAVEL VOUCHER INPUT SCREEN
TRANS TYPE: 01 TV DATE: ACCT PRD: ACTION: SUB STN: 636
REF DOC: TO 636T03133 P/F: BFYS: 10 FUND: 0160A1
EMPL CODE: VETERANSFSCJ NAME: FSC J VETERANS
HOME STN: 636 ADDR1: P.O. BOX 1234
BEG DATE: 10 25 09 ADDR2:
END DATE: 10 29 09 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 636T03133 02 288.00 288.00
A--*HS60-DOCUMENT MARKED FOR READ ONLY
COMMND: DOCID: TV 10 636T0313301 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 10/12/09
01-
LINE: 001 REF DOC: REF LINE: 001
LINE TYPE: E TAX TYPE: TRAVEL TYPE: TDY
EXCEPTION: I/D: EXC CODE: DESCR CODE: E
LINE AMOUNT: 930.84 I/D: P/F: F TAX CODE:
LIQ AMOUNT: DESCR:
BFYS: 10 FUND: 0160A1
STATION/SAT: 636 / FCP/PRJ: 030042116 JOB NO:
COST CTR/SUB: 824100 / BOC/SUB: 2103 / REPT CATG:
CLSD BFYS: CLSD FUND:
5-18
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: 636T03133 DOC TOTAL: 1,403.04
OUTST AMT: 0.00
REF TRANS ID ACCEP DOC
F/B/A TC NUMBER DATE ACT VENDOR AMOUNT
----- ----------------- -------- --- ------------ -----------------
01- A 10 06 09 E EMPYTRVL 1,429.80
LAST BATCH NUMBER: CLEARING ACTION:
02- A 11 08 09 S EMPYTRVL 0.40
LAST BATCH NUMBER: CLEARING ACTION:
03- A 11 15 09 S EMPYTRVL -27.16
LAST BATCH NUMBER: CLEARING ACTION:
04- F IF 6366305C004 11 12 09 E VETERANSFSCJ 288.00
LAST BATCH NUMBER: CLEARING ACTION:
05- F TM 63663059025 11 08 09 E 310841368 443.20
LAST BATCH NUMBER: CLEARING ACTION:
06- F TM 63663059026 11 08 09 E 310841368 29.00
07- F TV 636T0313301 11 12 09 E VETERANSFSCJ 1,218.84
5-19
This is a two line TR for transfer from suspense to travel order.
COMMND: DOCID: TR 10 1049284 STATUS: ACCPT
BATID: SUB STN: 10/10/08
CASH RECEIPT INPUT SCREEN
BATCH DATE: NUM DOCS: NET:
CR DATE: ACCTG PRD: ACTION: SUB STN: 516
TRANS TYPE: BFYS: FUND:
CASH ACCT: DEP NUMBER: 104T90596 DOC TYPE:
BILL FUND: DOC TOTAL: 0.00
DISB OFFICE: 220 ACCOMPLISHED DATE: 10 10 08
COMMND: DOCID: TR 10 1049284 STATUS: ACCPT
001-002 OF 002 BATID: SUB STN: 10/10/08
LINE: 001 REF TC: REF DOC NO: REF LINE:
TRANS TYPE: 24 BFYS: FUND: 3875
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: ADV: ADV NO: TRAV TYPE: VND/PRV: MISCE
AMOUNT: 57.00 I/D: D UNAPPLIED DEP NO: 104T90596
AGR NO: DESCR:
LINE: 002 REF TC: TO REF DOC NO: 104T90596 REF LINE:
TRANS TYPE: E2 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: ADV: ADV NO: T90596 TRAV TYPE: TDY VND/PRV: FSC AUSTIN
AMOUNT: 57.00 I/D: UNAPPLIED DEP NO:
AGR NO: DESCR:
This two line TR matches together.
5-20
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.
5-21
REPORT ID: RTAVGLV *** DEPT OF VETERANS AFFAIRS (FMS) *** PAGE: 1
RSD FORM: F854 VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE TIME: 23:40
RUN DATE: 09/30/09 TRAVEL ADVANCE REPORT AS OF 09/30/09
OUT-OF-BALANCE SUMMARY
STATION FUND BFYS DIFFERENCE
------- ------ ----- -------------------
103 0151A1 08 -4,143.84
321 0151A1 09 -366.36
516 0160A1 09 0.10
520 0160X4 94 -241.51
520 0152A1 06 -25.00
520 0160A1 08 -25.00
521 4014C 09 212.85
537 0160A1 08 1,000.00
561 0152A1 08 -900.00
573 0160A1 09 96.38
573 0162A1 09 -96.38
578 0160A1 08 -1,000.00
580 0152A1 09 998.00
580 0160A1 09 2,400.05
629 0152A1 07 1,099.98
629 0152A1 08 -1,096.58
629 0160A1 08 420.00
629 0160A1 09 1,114.21
657 0160A1 09 450.00
689 8180S 94 -1,283.96
785 4014C 07 6,408.72
785 4014C 08 2,446.05
785 4014C 09 6,817.22
785C 4014C 04 290.41
785C 4014C 05 979.13
785C 4014C 06 1,709.36
785C 4014C 07 -3,119.23
785C 4014C 08 -8,724.55
785C 4014C 09 -12,042.74
788 0129A1 09 -850.00
5-22
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 0160A1
REPORT ID: RTAVGLV *** DEPT OF VETERANS AFFAIRS (FMS) *** PAGE: 1
RSD FORM: F854 VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE TIME: 00:48
RUN DATE: 11/30/09 TRAVEL ADVANCE REPORT AS OF 11/30/09
STN: 564 BFYS: 08 FUND: 0160A1
FAYETTEVILLE AR VAMC MEDICAL SERVICES - LMT1
TRAV
ADV # TRAVEL ORDER DOCUMENT ID LINE TYPE DATE EMPLOYEE CODE NAME AMOUNT
------ -------------- -------------- ---- ---- -------- ------------- ------------------------------ -------------------
TT9011 TO 564T90503 IF 564T90503 001 TDY 10/19/08 DOEJ Jane Doe 2,540.00
TT9011 TO 564T90503 TV 564T9050301 001 TDY 10/19/08 DOEJ Jane Doe -1,745.03
TT9011 TO 564T90503 TV 564T9050302 001 TDY 11/21/08 DOEJ Jane Doe -1,449.92
TT9011 TO 564T90503 TV 564T9050303 001 TDY 11/21/08 DOEJ Jane Doe -1,345.05
TT9011 TO 564T90503 TV 564T9050304 001 TDY 12/08/08 DOEJ Jane Doe -1,229.10
TT9011 TO 564T90503 TV 564T9050305 001 TDY 12/19/08 DOEJ Jane Doe -770.90
TT9011 TO 564T90503 TV 564T9050307 001 TDY 01/18/09 DOEJ Jane Doe -500.00
TT9011 TO 564T90503 TV 564T9050309 001 TDY 02/16/09 DOEJ Jane Doe -500.00
NUMBER OF OUTSTANDING EMPLOYEE TRAVEL ADVANCES: 1
AMOUNT
-------------------
OUTSTANDING EMPLOYEE TRAVEL ADVANCE TOTAL: -5,000.00
G/L ACCOUNT BALANCES:
G/L G/L
ACCT ACCT NAME BALANCE
---- ------------ -------------------
1410 ADVANCE EMPL -5,000.00
G/L TOTAL: -5,000.00
DIFFERENCE: 0.00
5-23
RTAVGLV 564 0160A1
REPORT ID: RTAVGLV *** DEPT OF VETERANS AFFAIRS (FMS) *** PAGE: 3
RSD FORM: F854 VERIFICATION OF GENERAL LEDGER BALANCES - EMPLOYEE TIME: 00:48
RUN DATE: 11/30/09 TRAVEL ADVANCE REPORT AS OF 11/30/09
STN: 564 BFYS: 09 FUND: 0160A1
FAYETTEVILLE AR VAMC MEDICAL SERVICES - LMT1
TRAV
ADV # TRAVEL ORDER DOCUMENT ID LINE TYPE DATE EMPLOYEE CODE NAME AMOUNT
------ -------------- -------------- ---- ---- -------- ------------- ------------------------------ -------------------
TT9011 TO 564T90503 TO 564T90503 TDY 03/01/09 DOEJ Jane Doe 5,675.00
NUMBER OF OUTSTANDING EMPLOYEE TRAVEL ADVANCES: 1
AMOUNT
-------------------
OUTSTANDING EMPLOYEE TRAVEL ADVANCE TOTAL: 5,675.00
G/L ACCOUNT BALANCES:
G/L G/L
ACCT ACCT NAME BALANCE
---- ------------ -------------------
1410 ADVANCE EMPL 5,675.00
G/L TOTAL: 5,675.00
DIFFERENCE: 0.00
---- BOTTOM OF REPORT ----
SOLUTION: ONCE ALL THE TRAVEL ORDER IS EXPENSED A TWO LINE IF 04 WITH NO CHECK YES NEEDS TO BE
PROCESSED.
IF 04 564T90503 LINE 001 I indicator for BFYS: 08 Fund: 0160A1 5,675.00
IF 04 564T90503 LINE 002 D indicator for BFYS: 09 Fund: 0160A1 5,675.00
THIS HAPPENS BOTH FOR PCS AND TDY TRAVEL.
5-24
This obligation WITH US Bank ADVANCE and expenditure that caused an out of balance on the
F854 report.
COMMND: DOCID: TO 10 636T00001 STATUS: ACCPT
BATID: SUB STN: 10/18/09
TRAVEL ORDER INPUT SCREEN
TRANS TYPE: 01 TRAVEL ORDER DATE: ACCT PRD: ACTION:
TRAVEL TYPE: TDY BEG DATE: 10 21 09 END DATE: 10 25 09 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 636T00001 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 10/18/09
01-
LINE: 001 BFYS: 10 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: FSC VETERANS TO SAN FRANCISCO, CA CLSD FUND:
02-
LINE: 002 BFYS: 10 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: FSC VETERANS TO SAN FRANCISCO, CA CLSD FUND:
5-25
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: 636T00001 DOC TOTAL: 1,429.80
OUTST AMT: 1,429.80
REF TRANS ID ACCEP DOC
F/B/A TC NUMBER DATE ACT VENDOR AMOUNT
----- ----------------- -------- --- ------------ -----------------
01- A 10 18 09 E EMPYTRVL 1,429.80
LAST BATCH NUMBER: CLEARING ACTION:
5-26
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 TRANS CODE: CB VOUCHER NO: 6368291C004
TRAVEL ADV NO:
LINE NO: 001 VENDOR INV: 05725 VI LINE NO:
INV DATE: 10 18 09 LOG DATE: 10 18 09 ACCP/DEL DATE:
BFYS: 10 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:
5-27
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: 288.00
LINE NUMBER: 001 ADV USED: 0.00
VENDOR CODE: 310841368 OUTST ADV AMT: 288.00
--REF ADV/OBL ID-- --REF TRANS ID-- ACCEPT DOC
TC NUMBER LN TC NUMBER LN DATE ACT AMOUNT
-- ----------- --- -- ----------- --- -------- --- ----------------
01- 10 19 09 E 288.00
REF VENDOR CODE: CLEAR ACT:
STATION OFFSET CB ADVANCE WITH TR 15 (I).
5-28
COMMND: DOCID: TR 10 6368291C004 STATUS: ACCPT
BATID: SUB STN: 10/03/09
CASH RECEIPT INPUT SCREEN
BATCH DATE: NUM DOCS: NET:
CR DATE: ACCTG PRD: ACTION: SUB STN: 636
TRANS TYPE: 15 BFYS: FUND:
CASH ACCT: DEP NUMBER: 6368291C004 DOC TYPE:
BILL FUND: DOC TOTAL: 288.00
DISB OFFICE: 220 ACCOMPLISHED DATE: 10 03 09
REF DOC:
COMMND: DOCID: TR 10 6368291C004 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 10/03/09
01-
LINE: 001 REF TC: CB REF DOC NO: 6368291C004 REF LINE: 001
TRANS TYPE: BFYS: 10 FUND: 0160A1
STATION/SAT: 636 A6 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: 288.00 I/D: UNAPPLIED DEP NO:
AGR NO: DESCR: CK 5725 636T00001
5-29
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: 288.00
LINE NUMBER: 001 ADV USED: 288.00
VENDOR CODE: 310841368 OUTST ADV AMT: 0.00
--REF ADV/OBL ID-- --REF TRANS ID-- ACCEPT DOC
TC NUMBER LN TC NUMBER LN DATE ACT AMOUNT
-- ----------- --- -- ----------- --- -------- --- ----------------
01- 10 19 09 E 288.00
REF VENDOR CODE: CLEAR ACT:
02- TR 6368291C004 001 11 03 09 E -288.00
5-30
COMMND: DOCID: IF 10 6368291C004 STATUS: ACCPT
BATID: SUB STN: 10/03/09
IMPREST FUND INPUT SCREEN
BATCH DATE: NUM DOCS: NET:
TRANS TYPE: 04 IF DATE: ACCT PRD: ACTION: SUB STN: 636
BFYS: FUND: D.O.: COMMENT:
CASHIER: AC6360002 PRD COVERED: 9
FROM 10 20 0 TO 10 20 09
AMT: 288.00 CASHIER NAME: VAMC AGENT CASHIER
SCHEDULE FISC YR: SCHEDULE CAT: A AGENCY SCHEDULE NO:
NO CHECK DISB FLAG: Y ADDR1: P.O. FSC
CHECK TYPE: ADDR2:
SEQUENCE NO: CITY/ST/ZIP: TEXAS CITY TX 99999
COMMENTS TO PRINT:
COMMND: DOCID: IF 10 6368291C004 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 10/03/09
01-
LINE: 001 TRANS TYPE: BFYS: FUND: 0162A1
STATION/SAT: 636 A6 FCP/PRJ: JOB NO:
COST CTR/SUB: BOC/SUB: REPT CATG:
GL ACCOUNT: CLSD BFYS: CLSD FUND:
PAYEE: VETERANSFSCJ NAME: FSC J VETERANS
DESCR: TRAVEL ADVANCE
TRVL TYPE: TDY ADV NO: 02 TRVL END DATE: 10 21 09 TRVL PURP: X
MILES: COST: LINE AMT: 288.00 I/D:
REF DOC ID: TO 636T00001 LINE: LIQ AMT: P/F:
5-31
COMMND: DOCID: TV 10 636T0000101 STATUS: ACCPT
BATID: SUB STN: 10/02/09
TRAVEL VOUCHER INPUT SCREEN
TRANS TYPE: 01 TV DATE: ACCT PRD: ACTION: SUB STN: 636
REF DOC: TO 636T00001 P/F: BFYS: 10 FUND: 0160A1
EMPL CODE: VETERANSFSCJ NAME: FSC J VETERANS
HOME STN: 636 ADDR1: P.O.BOX 1234
BEG DATE: 10 03 09 ADDR2:
END DATE: 10 07 09 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 636T00001 02 288.00 288.00
A--*HS60-DOCUMENT MARKED FOR READ ONLY
COMMND: DOCID: TV 10 636T0000101 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 10/02/09
01-
LINE: 001 REF DOC: REF LINE: 001
LINE TYPE: E TAX TYPE: TRAVEL TYPE: TDY
EXCEPTION: I/D: EXC CODE: DESCR CODE: E
LINE AMOUNT: 930.84 I/D: P/F: F TAX CODE:
LIQ AMOUNT: DESCR:
BFYS: 10 FUND: 0160A1
STATION/SAT: 636 / FCP/PRJ: 030042116 JOB NO:
COST CTR/SUB: 824100 / BOC/SUB: 2103 / REPT CATG:
CLSD BFYS: CLSD FUND:
5-32
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
01-
ADV NUM: 02 DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 09 PRINT CK: CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 09 PICK UP CK: SCAT: A
TRNS TYPE: 04 NO CHECK DISB: Y SFY: TEXAS CITY TX 99999
DISB OFFC: 220 SCHEDULE NUMBER: BUDGET FYS: 10 FUND: 0162A1
STN/SAT: 636 A6 COST CTR/SB: FCP/PRJ: RCAT:
JOB NUMBER: DESCRIPTN: TRAVEL ADVAN TRANS AMT: 288.00
02-
ADV NUM: 02 DOC ID: TV 636T0000101 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 09 PRINT CK: CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 09 PICK UP CK: SCAT:
TRNS TYPE: 02 NO CHECK DISB: SFY: TEXAS CITY TX 99999
DISB OFFC: SCHEDULE NUMBER: BUDGET FYS: 10 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
5-33
THIS IS A SCREEN SHOT OF THE TWO LINE IF 04 NO CHECK
COMMND: DOCID: IF 10 636T0000102 STATUS: ACCPT
BATID: SUB STN: 10/03/09
IMPREST FUND INPUT SCREEN
BATCH DATE: NUM DOCS: NET:
TRANS TYPE: 04 IF DATE: ACCT PRD: ACTION: SUB STN: 636
BFYS: FUND: D.O.: COMMENT:
CASHIER: AC6360002 PRD COVERED: FROM 10 03 09 TO 10 03 09
AMT: 0.00 CASHIER NAME: VAMC AGENT CASHIER
SCHEDULE FISC YR: SCHEDULE CAT: A AGENCY SCHEDULE NO:
NO CHECK DISB FLAG: Y ADDR1: P.O. BOX 12344
CHECK TYPE: ADDR2:
SEQUENCE NO: CITY/ST/ZIP: TEXAS CITY TX 99999
COMMENTS TO PRINT:
5-34
COMMND: DOCID: IF 10 636T0000102 STATUS: ACCPT
001-001 OF 001 BATID: SUB STN: 10/03/09
01-
LINE: 001 TRANS TYPE: BFYS: FUND: 0160A1
STATION/SAT: 636 A6 FCP/PRJ: JOB NO:
COST CTR/SUB: BOC/SUB: REPT CATG:
GL ACCOUNT: CLSD BFYS: CLSD FUND:
PAYEE: VETERANSFSCJ NAME: FSC J VETERANS
DESCR: TRAVEL ADVANCE
TRVL TYPE: TDY ADV NO: 02 TRVL END DATE: 10 03 09 TRVL PURP: X
MILES: COST: LINE AMT: 288.00 I/D:
REF DOC ID: TO 636T00001 LINE: LIQ AMT: P/F:
LINE: 002 TRANS TYPE: BFYS: FUND: 0162A1
STATION/SAT: 636 A6 FCP/PRJ: JOB NO:
COST CTR/SUB: BOC/SUB: REPT CATG:
GL ACCOUNT: CLSD BFYS: CLSD FUND:
PAYEE: VETERANSFSCJ NAME: FSC J VETERANS
DESCR: TRAVEL ADVANCE
TRVL TYPE: TDY ADV NO: 02 TRVL END DATE: 10 03 09 TRVL PURP: X
MILES: COST: LINE AMT: 288.00 I/D: D
REF DOC ID: TO 636T00001 LINE: LIQ AMT: P/F:
5-35
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 636T00001
01-
ADV NUM: 02 DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 09 PRINT CK: CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 09 PICK UP CK: SCAT: A
TRNS TYPE: 04 NO CHECK DISB: Y SFY: TEXAS CITY TX 9999
DISB OFFC: 220 SCHEDULE NUMBER: BUDGET FYS: 10 FUND: 0162A1
STN/SAT: 636 A6 COST CTR/SB: FCP/PRJ: RCAT:
JOB NUMBER: DESCRIPTN: TRAVEL ADVAN TRANS AMT: 288.00
02-
ADV NUM: 02 DOC ID: TV 636T9000101 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 09 PRINT CK: CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 09 PICK UP CK: SCAT:
TRNS TYPE: 02 NO CHECK DISB: SFY: TEXAS CITY TX 99999
DISB OFFC: SCHEDULE NUMBER: BUDGET FYS: 10 FUND: 0160A1
STN/SAT: 636 A6 COST CTR/SB: FCP/PRJ: RCAT:
JOB NUMBER: DESCRIPTN: TRANS AMT: -288.00
5-36
02-
ADV NUM: 02 DOC ID: IF 6368291C004 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 09 PRINT CK: CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 09 PICK UP CK: SCAT: A
TRNS TYPE: 04 NO CHECK DISB: Y SFY: TEXAS CITY TX 99999
DISB OFFC: 220 SCHEDULE NUMBER: BUDGET FYS: 10 FUND: 0160A1
STN/SAT: 636 A6 COST CTR/SB: FCP/PRJ: RCAT:
JOB NUMBER: DESCRIPTN: TRAVEL ADVAN TRANS AMT: 288.00
04-
ADV NUM: 02 DOC ID: TV 636T9000101 LINE NUM: 001 CHECK ADDRESS CODE:
TRNS DATE: 10 11 09 PRINT CK: CHCK ADDR: P.O. BOX 1234
LAST MOD: 10 11 09 PICK UP CK: SCAT:
TRNS TYPE: 02 NO CHECK DISB: SFY: TEXAS CITY TX 99999
DISB OFFC: SCHEDULE NUMBER: BUDGET FYS: 10 FUND: 0162A1
STN/SAT: 636 A6 COST CTR/SB: FCP/PRJ: RCAT:
JOB NUMBER: DESCRIPTN: TRANS AMT: -288.00
5-37
Financial Indicators
Financial Indicator Report Web Address:
http://reports.vssc.med.va.gov/ReportServer/Pages/ReportViewer.aspx?%2fFINANCE%2fFY10+Financial+Indicators+Report&rs:Command=Render
OVERVIEW
Summary: The Financial Indicators (FIs) 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.
Review Period: The facility/network review period is five (5) work days after national publication of the monthly report on the below-listed
intranet web page :
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: Corrective action required – indicates a problem that management should review and correct.
Color Scheme: Green: No apparent problem
6-1
FY 2009 Changes:
Updates as of August 18, 2009
Aging of Suspense Account 36F3875 (page 15)
Criterion: Aging analysis of all suspense fund 36F3875 document entries less than or equal to
60 days old versus any entries greater than 60 days old. Note: The transaction input is day one
in the 60 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 60 days old versus any
entries greater than 60 days old. Note: The transaction input is day one
in the 60 days old count.
Outstanding Timecard Percentage
Description: Timecards should be posted, certified, and transmitted by the local payroll office in time for Edit 10 processing
on the Monday following the end of the pay period.
Ratings: Green = Less than or equal to 1% Red = Greater than 1%
Criterion: Aging analysis of all travel (Non-PCS) obligated dollar amounts less than 90 days, and all travel (Non-PCS) obligated
dollar amounts equal to or greater than 90 days old. NOTE: The transaction input date is day one in the 90 days old
count.
Criterion: Aging analysis of all travel (Non-PCS) obligated dollar amounts less than 90 days, and all travel (Non-PCS)
obligated dollar amounts equal to or greater than 90 days old. NOTE: The transaction input date is day one in
the 90 days old count.
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: 10/15/09 AS OF 10/15/09
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 05 010040101 BD FSCK5066JX $225.85
0152A1 06 010040101 BD FSCK605V7H $43.63
0152A1 07 512 BD FSC7HAR6494 $1,762.67
BD FSC8HAR6494 $135.59
0152A1 08 512 BD FSC8HAR6494 $271.18
0160A1 05 010040101 BD FSCK5062YC $4,332.30
BD FSCK6003LZ $41.71
010041088 BD FSCK5043D6 $994.60
0160A1 07 010024127 BD FSCK702HAK $3,115.81
BD FSCK702HB3 $939.50
010040101 BD FSCK6025FY $2,326.60
-----------------------------------------------------------------------------------------------------------------------------------
UNAPPLIED DEPOSITS
3875 FSC9JV027B/ $1,595.96
FSCE2819NOR $1,128.96
FSCE2831CAR $25.00
FSCE9280BRU $58.07
FSCE9520SCR $126.75
FSCE9620HOP $3.05
FSCE9234DRA $200.00
3885 355766 $6,126.76
--------------------------------------------------------------------------------------------------------------------------------------
TRAVEL OBLIGATIONS
0152A1 08 0100401Z9 TO FSCT80046 $779.00
0152A1 07 010042107 RO FSCT70000 $5,132.00
010042113 RO FSCT70000 $3,551.98
RO FSCT70000 $14,504.40
RO FSCT70000 $8,551.84
RO FSCT71001 $6,384.60
0160A1 07 010040115 RO FSCT71450 $228.00
RO FSCT71450 $5,198.00
RO FSCT71450 $500.00
RO FSCT71450 $7,500.00
RO FSCT71450 $5,748.00
RO FSCT71450 $8,209.00
RO FSCT71450 $5,012.00
RO FSCT71450 $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: 11/15/09 AS OF 11/15/09
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 08 010040101 BD FSCK8066JX $225.85
0152A1 09 010040101 BD FSCK905V7H $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: FSCK8066JX DOC TOTAL: 225.85
OUTST AMT: 225.85
REF TRANS ID ACCEP DOC
F/B/A TC NUMBER DATE ACT VENDOR AMOUNT
----- ----------------- -------- --- ------------ -----------------
01- A 10 08 08 E XEMPL 225.85
LAST BATCH NUMBER: CLEARING ACTION:
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: FSCK905V7H DOC TOTAL: 43.63
OUTST AMT: 43.63
REF TRANS ID ACCEP DOC
F/B/A TC NUMBER DATE ACT VENDOR AMOUNT
----- ----------------- -------- --- ------------ -----------------
01- A 08 05 09 E XEMPL 43.63
LAST BATCH NUMBER: CLEARING ACTION:
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: FSCK8066JX DOC TYPE: SUB STN: FSC
DOCUMENT DATE: 10 06 08 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: 225.85
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: 225.85
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: 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: FSCK8066JX LINE: 001
BFYS: 08 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:
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: FSCK905V7H DOC TYPE: SUB STN: FSC
DOCUMENT DATE: 08 05 09 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: FSCK905V7H LINE: 001
BFYS: 09 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:
6-6
F911 Report vs Macro
Accessing Ken Hudson Financial Macros through Sharepoint
1. Go to: http://vaww.vha.vaco.portal.va.gov/sites/OF/CFOFO
If you do not have access to this Sharepoint, you will receive an “Error: Access Denied”.
Click on the “Request Access” link displayed on the page and follow the instructions.
Shortly after, you should receive an email with permission to access the Sharepoint Site.
2. Once on the site:
Click on “Shared Documents” on the list to the right.
Click on “Monthly Recon Macros for Office 2007” (or 2003 if you are using MS Office Suite 2003)
Click on “F911_V12.4_2007”
3. Once the spreadsheet is downloaded you have to enable the Macro Content.
Click on “Options” in the Security tab.
Click on “Enable Content” then click “OK”.
4. Follow the instructions on the Macro to download your F911 report from RSD.
All requests for new Financial Macros and the management of all existing Financial Macros in the “Shared
Documents” should be sent to Ms. Yong Osborne at yong.osborne@va.gov or #512-326-6827.
7-1
G/L Account Ending Balance Trial Bal
Fund BFY Number Name Debit Credit Normal Page No Comments
0111 98 1730 BUILDINGS 21,784.00 D5 70
0111 93 4560 SUBALLOT AVL 15.36 NB 9
0152A1 06 480F UNPD U/O-FED 22,535.00 C 202
0152A1 07 490G PD EXP-FED 714,339.34 C4 223
0160A1 07 490G PD EXP-FED 242,089.67 C4 224
0160B2 06 07 3107 UNEX APP-USE 25,742.77 D4 220
0160B2 07 08 490G PD EXP-FED 946,711.40 C4 233
0160B2 07 08 5700 APPR USE 25,742.77 C4 220
0160B2 06 07 6100 OPERATNG EXP 611,242.77 D4 220
0161A1 07 08 490G PD EXP-FED 68,153.93 C4 234
0161A1 06 07 6100 OPERATNG EXP 28,552.25 D4 221
0162B2 06 07 3107 UNEX APP-USE 5,102.69 D4 222
0162B2 06 07 490G PD EXP-FED 11,937.85 C4 222
0162B2 07 08 490G PD EXP-FED 2,590.00 C4 235
0162B2 06 07 5700 APPR USE 5,102.69 C4 222
0162B2 06 07 6100 OPERATNG EXP 5,102.69 D4 222
0160A1 08 4610 ALLW AVAILABLE FOR OBLIG 29,753,045.40 D 208
0162A1 08 4610 ALLW AVAILABLE FOR OBLIG 3,232,177.12 0.00 D 119
0152A1 08 4610 ALLW AVAILABLE FOR OBLIG 3,685,819.05 0.00 D 134
1435 05 1369 ALW LOSS-PFA 0.00 C 147
1435 06 1369 ALW LOSS-PFA 0.00 C 163
1435 05 1369 ALW LOSS-PFA 0.00 C 185
1435 06 1369 ALW LOSS-PFA 1,096.24 C 208
1435 07 1369 ALW LOSS-PFA 1,713.41 C 227
1435 06 5320 PEN/FIN-REV 41,025.73 C 208
1807 05 1099 CAN CK-LIM L 10.86 NB 186
1807 06 1099 CAN CK-LIM L 56.00 NB 209
1807 05 5909 CONTR REVEN 10.86 D 186
3220 05 1369 ALW LOSS-PFA 0.00 C 120
3220 06 1369 ALW LOSS-PFA 0.00 C 135
3220 07 1369 ALW LOSS-PFA 0.00 C 148
3220 08 1369 ALW LOSS-PFA 0.00 C 164
3220 09 1369 ALW LOSS-PFA 0.00 C 187
3220 06 1369 ALW LOSS-PFA 1,076.41 C 210
3220 07 1369 ALW LOSS-PFA 1,438.66 C 229
3220 06 5320 PEN/FIN-REV 83,641.93 C 210
5287.1 08 5909 CONTR REVEN 359.00 D 192
5287.3 08 5909 CONTR REVEN 645.50 D 193
528707 06 5201 REIM-OTHER 24,287.36 C 216
7-2
LEGEND
D - Debit account balance.
C - Credit Account Balance
E - Either Debit or Credit balance
A - Austin Finance only (includes PAID transactions)
CO - Central Office proprietary accounts only.
M - 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 (See #6 below).
3 - Lost discounts and interest expense to be transferred to 0160.
4 - Can be opposite balance in prior year (e.g. refund in current year of expense paid in a prior
5 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
7-3
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.
7-4
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.
7-5
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.
.
7-6
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.
7-7
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.
7-8
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
7-9
Annual Close Memo
Section 9
ANNUAL CLOSE
AND TRIAL
BALANCE
CLOSING THE BOOKS
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:
425F Reimbursements - Fed Receivable
490F - Unpaid Expended Authority -
Federal
490N - Unpaid Expended Authority -
Public
9-2
CLOSING THE BOOKS
BFY and Ending BFY 05 Travel
Obligations - Must be Reversed
BFY 05 and Ending BFY 05 Advances -
Collect, Write off or Reclassify
BFY 05 and Ending BFY 05 Receivables
- Moved to 3200 during annual close
BFY 05 and Ending BFY 05 WIP -
Review and move as necessary
9-3
CLOSING THE BOOKS
Ensure Manual accruals have a reversal
period of 01/11
FY10 TriCare bills are moved to FY11
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 J.V. No. ET JV1276
28-May-09
Appropriation Explanation Debit Credit
Section A Section A and B Doc ID # 104JV1276
Line 001
"I" 3107 1021 2,735.38 2,735.38
ET 480N 490P 2,735.38 2,735.38
6100 5700 2,735.38 2,735.38
RT
Station Obligation NO: 612C91068
BFY: 09 FUND: 0160A1
COST CENTER: 822300 00
ACCOUNT CLASS CODE: 010022300
BUDGET OBJECT CODE: 2631
Section B
Line 002
"D" 1021 3107 2,735.38 2,735.38
ET 490P 480N 2,735.38 2,735.38
5700 6100 2,735.38 2,735.38
RT
Station Obligation NO: 607C90076
BFY: 09 FUND: 0160A1
COST CENTER: 822400 00
ACCOUNT CLASS CODE: 0100224V1
BUDGET OBJECT CODE: 2592
Payment made on 3/31/09 (DATE)
TO Siemens Med Solution (Vendor)
From PAT C90076 STATION 607
S/B FROM PAT C91068 STATION 612
Total $16,412.28 16,412.28
Prepared by: 28-May-09
(Signature) (Date)
Title
Approved by: 28-May-09
(Signature) (Date)
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 09 MANUAL ADDR CHANGE: N VOUCHER AMT: 0.00
SCHD DATE: FISCAL APRV: HOLDBACK AMT: 0.00
CLOSED DATE: 05 28 09 DISB INFO CHANGED: N CLOSED AMT: 0.00
BENEFICIARY: OUTST AMT: 0.00
ACCT STN: ******* SUBMIT STN: 104 N TRANSIT AMT: 0.00
DIRECT DISB NO: JV1276 ADV LIQ AMT: 0.00
INTR AGCY SYMBOL: LIQ AMT: 0.00
COMMENTS TO PRINT:
DISC %/DAYS/PE TERM: 0.000 / 00 / 00 ; 0.000 / 00 / 00 ; 0.000 / 00 / 00
10-3
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 TRANS CODE: ET VOUCHER NO: 104JV1276
TRAVEL ADV NO:
LINE NO: 001 VENDOR INV: VI LINE NO:
INV DATE: LOG DATE: ACCP/DEL DATE:
BFYS: 09 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 612C91068 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: PD607C90076 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 607C9007607 hit obligation SO 607C90076 (incorrect one). Line 001 is moving
expense to obligation SO 612C91068 (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 TRANS CODE: ET VOUCHER NO: 104JV1276
TRAVEL ADV NO:
LINE NO: 002 VENDOR INV: VI LINE NO:
INV DATE: LOG DATE: ACCP/DEL DATE:
BFYS: 09 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 607C90076 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/B612C91068 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 607C90076.
10-5
THE END
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