THE KEYS TO SGL & FMS

THE KEYS TO SGL & FMS a/o Oct 08

FMS HELP DESK512-460-5380

1-877-353-9791

WHAT WILL WE COVER?

• VA Chart of Accounts• Account Definitions• G/L Changes for FY 09• Reconciliations• Budget• Document Referencing

What’s in Your Training Package?

• Slides• VA Chart of Accounts • Valid GL by Fund• OFM Bulletins• FMS Transactions • GL Changes for FY 09

Accounting/Payroll Policy Service

New ACC Code Requests:Contact via e-mailThe ACC\FCP Request mailbox

VHA Accounting Policy

VHA Accounting Policy (173A) in Outlook

OFM BulletinsTo view or download VA Handbooks and

Directives, as well as OFM Bulletins on the Web

http://www.va.gov/publ/direc/finance/finance.htm

Questions: Call Sylvia Nieto(202) 461-6567

STANDARD GENERAL LEDGER OVERVIEW

Review the Different GL Seriestheir Balances and how VA usesthem.

PROPRIETARY ACCOUNTS• Provides information on how VA’s

operations are functioning

• Provides data for the equation: ASSETS = LIABILITIES + EQUITY

SGL CHART OF ACCOUNTS

• 1000 ASSETS• 2000 LIABILITIES• 3000 EQUITY• 4000 BUDGETARY• 5000 REVENUES AND FINANCING

SOURCES• 6000 EXPENSES

SGL CHART OF ACCOUNTS• 7100 GAINS • 7200 LOSSES• 8000 MEMORANDUM• 9000 AGENCY STATISTICAL

MEMORANDUM ACCOUNTS

SGL ACCOUNT TYPES

SUMMARY ACCOUNT - An account that categorizes a group of like general ledger accounts.

• 1300 - Receivables, Net• 1400 - Advances and Prepayments• 1700 - Fixed Assets, Net

SGL ACCOUNT TYPES

ROLL-UP ACCOUNT - An account that rolls up a group of similar general ledger accounts. (External Reporting only).

• 1310 Accounts Receivable • 1410 Advances to Others• 1711 Land and Land Rights

SGL ACCOUNT TYPES

POSTING ACCOUNT - The accounts VA uses for its internal operations. These accounts will appear on your trial balance.

• 1310 Receivable Reimbursements - Federal

• 1313 Receivable Refunds - Non-Federal• 1315 Receivables GFR - Non-Federal

FSC BUDGET EXECUTION

Austin, TX

BUDGETARY ACCOUNTS• Tracks the funds issued by Congress

or received from other sources for a given period of time.

• 4000 Series of General Ledger Accounts

BUDGETARY ACCOUNTSThese accounts reflectbudgetary operationsand conditions fromthe time appropriationsare anticipated untilthey are expended.

BUDGETARY ACCOUNTS

• 40XX - Anticipated Resources• 41XX - Appropriations Realized• 42XX - Reimbursements & Collections• 44XX - Apportionment• 45XX - Distributions• 46XX - Funds Available for Obligation• 48XX - Undelivered Orders• 49XX - Expended Authority

REIMBURSABLE AUTHORITY• Reimbursable authority is recognized

when a Federal bill is created or when a Non-Federal bill is collected.

REIMBURSABLE ACCOUNTS

• 425F Reimbursements - Fed Receivable

• 425G Reimbursements - Fed Collected

• 425P Reimbursements - Public Collected

STATION LEVEL BUDGETARY STATION LEVEL BUDGETARY ACCOUNTSACCOUNTS

4610 - Allowances Available for Obligation

4650 - Expired Authority 4651 - Expired Authority - CO

STATION LEVEL BUDGETARY ACCOUNTS

480F - Unpaid Undelivered Orders - F

480N - Unpaid Undelivered Orders – P

480Y – UDO – Credit Card Purchase

STATION LEVEL BUDGETARY ACCOUNTS

490F - Unpaid Expended Authority- F

490N - Unpaid Expended Authority - P

490G - Paid Expended Authority- F

490P - Paid Expended Authority- P

GL In Balance•490F 490N•1312 1321•2110 2111•2121 2122•2140 2130•2190 2191•2193 2194•2213 2210The sum of the debit in1312 with the credits in 2110, 2121,2140, 2190, 2193, and 2213 should equal to the balance in 490F. Similar formula applies to 490N.

BUDGET OVERVIEW• General Characteristics of the FMS Budget

Execution (BE) Subsystem• Terminology and Concepts:• A: Budget Levels• B: Budget Dimensions • Budget Structure Models Currently in Use • Budget Execution Documents• FMS Table Updates • Common Problems

Budget Execution (BE) Subsystem

$ Defines the Funds and Appropriations in FMS

ACTION: R TABLEID: FUND USERID: S104 FSC FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 09 FUND: 0151A1 FUND TYPE: G BUD CAT: A DEACT DATE: NO YEAR: N CARRYOVER: N REVOLVING: N CLOSE LVL: S TREASURY FUND TYPE: A FUND NAME: GOE - CAT A - LMT 01 TREASURY SYMBOL: 3690151 SHORT NAME: GOE FUND CLASS: 01 FUND CATEGORY: FUND GROUP: AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: 36 - 03 - 0000 OMB ID CODE: 1000 SUBCLASS: N BUREAU CODE: - - ALLOW UNOBLIG EXP AGST EXPRD: N CONTROL OPTIONS - APPROPRIATION: P APPORTIONMENT: P ALLOTMENT: P SUB-ALLOTMENT: P ALLOWANCE: P REVENUE BUD: N DIMENSIONS - ALLOTMENT SUB-ALLOTMENT ADM/OFF: Y Y ALLOWANCE STATION: N N PGM DEF PROGRAM/DEF: N / Y / PCAT PCLS LIMITATION: N N UNAPPLIED DEPOSIT OPT: N MEMO DEPRECIATION TRANS TYPE: RPT224 COLUMN IND: D INTEREST BFYS: 09 FUND: 0151A1 STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:

ACTION: R TABLEID: FUND USERID: S104 FSC FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 09 FUND: 0160A1 FUND TYPE: G BUD CAT: B DEACT DATE: NO YEAR: N CARRYOVER: N REVOLVING: N CLOSE LVL: S TREASURY FUND TYPE: A FUND NAME: MEDICAL SERVICES - LMT1 TREASURY SYMBOL: 3690160 SHORT NAME: MED SVCS-LM1 FUND CLASS: 01 FUND CATEGORY: FUND GROUP: AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: 36 - 01 - 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 Y PGM DEF PROGRAM/DEF: N / N / PCLS LIMITATION: N N UNAPPLIED DEPOSIT OPT: N MEMO DEPRECIATION TRANS TYPE: RPT224 COLUMN IND: D INTEREST BFYS: 09 FUND: 0160A1 STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:


$Accounts for funding for the entire agency


$Posts appropriate transactions to the General Ledger


$Establishes budgetary controls (funds distribution) within an agency


$ Applies flexible fund control to all spending transactions

Budget Execution Budget Execution (BE) Subsystem(BE) Subsystem

Flexible Fund Control

$ C - - - Full Control$ P - - - Presence Control$ I - - - -Ignore this Budgetary

Level$ N- - - -No Control

ACTION: R TABLEID: FUND USERID: S104 FSC FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 09 FUND: 0151A1 FUND TYPE: G BUD CAT: A DEACT DATE: NO YEAR: N CARRYOVER: N REVOLVING: N CLOSE LVL: S TREASURY FUND TYPE: A FUND NAME: GOE - CAT A - LMT 01 TREASURY SYMBOL: 3690151 SHORT NAME: GOE FUND CLASS: 01 FUND CATEGORY: FUND GROUP: AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: 36 - 03 - 0000 OMB ID CODE: 1000 SUBCLASS: N BUREAU CODE: - - ALLOW UNOBLIG EXP AGST EXPRD: N CONTROL OPTIONS - APPROPRIATION: P APPORTIONMENT: P ALLOTMENT: P SUB-ALLOTMENT: P ALLOWANCE: P REVENUE BUD: N DIMENSIONS - ALLOTMENT SUB-ALLOTMENT ADM/OFF: Y Y ALLOWANCE STATION: N N PGM DEF PROGRAM/DEF: N / Y / PCAT PCLS LIMITATION: N N UNAPPLIED DEPOSIT OPT: N MEMO DEPRECIATION TRANS TYPE: RPT224 COLUMN IND: D INTEREST BFYS: 09 FUND: 0151A1 STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:

ACTION: R TABLEID: FUND USERID: S104 FSC FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 08 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: 3680151 SHORT NAME: GOE FUND CLASS: 01 FUND CATEGORY: E 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: Y CONTROL OPTIONS - APPROPRIATION: C APPORTIONMENT: C ALLOTMENT: C SUB-ALLOTMENT: C ALLOWANCE: C 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: 08 FUND: 0151A1 STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:

ACTION: R TABLEID: FUND USERID: S104 FSC FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 09 FUND: 0160A1 FUND TYPE: G BUD CAT: B DEACT DATE: NO YEAR: N CARRYOVER: N REVOLVING: N CLOSE LVL: S TREASURY FUND TYPE: A FUND NAME: MEDICAL SERVICES - LMT1 TREASURY SYMBOL: 3690160 SHORT NAME: MED SVCS-LM1 FUND CLASS: 01 FUND CATEGORY: FUND GROUP: AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: 36 - 01 - 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 Y PGM DEF PROGRAM/DEF: N / N / PCLS LIMITATION: N N UNAPPLIED DEPOSIT OPT: N MEMO DEPRECIATION TRANS TYPE: RPT224 COLUMN IND: D INTEREST BFYS: 09 FUND: 0160A1 STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:

ACTION: R TABLEID: FUND USERID: S104 FSC FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 08 FUND: 0160A1 FUND TYPE: G BUD CAT: B DEACT DATE: NO YEAR: N CARRYOVER: N REVOLVING: N CLOSE LVL: S TREASURY FUND TYPE: A FUND NAME: MEDICAL SERVICES - LMT1 TREASURY SYMBOL: 3680160 SHORT NAME: MED SVCS-LM1 FUND CLASS: 01 FUND CATEGORY: E FUND GROUP: AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: 36 - 01 - 0000 OMB ID CODE: 1000 SUBCLASS: N BUREAU CODE: - - ALLOW UNOBLIG EXP AGST EXPRD: Y CONTROL OPTIONS - APPROPRIATION: C APPORTIONMENT: C ALLOTMENT: C SUB-ALLOTMENT: C ALLOWANCE: P REVENUE BUD: N DIMENSIONS - ALLOTMENT SUB-ALLOTMENT ADM/OFF: Y Y ALLOWANCE STATION: N Y PGM DEF PROGRAM/DEF: N / N / PCLS LIMITATION: N N UNAPPLIED DEPOSIT OPT: N MEMO DEPRECIATION TRANS TYPE: RPT224 COLUMN IND: D INTEREST BFYS: 08 FUND: 0160A1 STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:

Budget Levels

Represents the funds distribution process within the agency

Budget Levels

Control and Report spending at each level of the agency’s budget

Budget Levels

Appropriation/ApportionmentAllotment

SubAllotmentAllowance

SubAllowance

Budget Dimensions

Define: Organizational and Functional breakdowns of funds at each budget level

TravelTravelEquipmEquipmentent IRMIRM

Acad Acad AffairsAffairs

SalariesSalaries

Dentistry

Dentistry

Med-Med-

AdminAdmin

Amb-

Amb-

CareCare

Budget Dimensions

$ BFY: 09$ Fund: 0160A1 (MED SERVICES)$ A/O: 10 (VHA)$ Station: 501 (VAMC

Albuquerque NM)$ Program Class: 0100 (Med Services -Misc)$ ACC: 010020100 (MedSupplies/Svs)

Budget Dimensions

$ BFY: 09$ Fund: 0151A1 (GOE)$ A/O: 20 (VBA)$ Program Category: 20 (VBA)$ Station: 301 (VARO Boston MA)$ Program Class: 0200$ ACC: 000033000 (Veteran’s Assist.)

Medical Services Model

Appropriation-Apportionment

Department of Veterans Affairs

(APPR/APOR)(APPR/APOR)

Veterans Health Administration

(Allotment - ALOT)(Allotment - ALOT)(AO 10)(AO 10)

Station 691(Suballotment - SALT)(Suballotment - SALT)

All Other (Allowance - ALLW)(Allowance - ALLW)Program Class 0100

Med Salaries(Suballowance - SASP)(Suballowance - SASP)ACC 010001001OC 11

VBA(Suballotment - SALT)(Suballotment - SALT)Program Category 20

General Operating Expenses (GOE) Model

Appropriation-Apportionment

Department of Veterans Affairs

(APPR/APOR)(APPR/APOR)

Department of VACentral Office

(Allotment - ALOT)(Allotment - ALOT)(AO 20)(AO 20)

Veterans Assistance(Suballowance - SASP)(Suballowance - SASP)

ACC 000033000LMT 25

Station/PCLS(Allowance - ALLW)(Allowance - ALLW)Station

311Program Class

0200

Deputy Deputy Assistant Assistant SecretarySecretary

Budget Execution Documents

AA - Appropriation and Apportionment TA - Appropriation Transfer AC - Allotment SL - Suballotment AL - Allowances AT - Allowances Transfers SA - Suballowance ST - Suballowance Transfers

AA - Appropriation

Records Appropriation/Apportionment

Dimensions: BFY, FUND

Tables Updated: APPR, APOR

Input by Central Office

AC - Allotment

Dimensions: BFY, FUND, AO

Tables Updated: ALOT

----------VHA Anti-Deficiency Line----------


SL – Suballotment

Dimensions: BFY, FUND, AO, STA(VHA)/Program(VBA)

Table Updated: SALT

------VBA Anti-Deficiency Line---


AL - Allowance

Dimensions: BFY, FUND, AO, STA, Program

Table Updated: ALLW


AT – Allowance Transfers

Dimensions: BFY, FUND, AO, STA, Program,Limit, Qtr.

Table Updated: ALLW

Input by Station

SA - Suballowance

Dimensions: BFY, FUND, AO, STA, ACC

Table Updated: SASP

Input by Station

ST – Suballowance Transfers

Dimensions: BFY, FUND, AO, STA, FCP/PROJECT,LMT, QTR

Table Updated: ALLW, SASP

Input by Station

FMS Table Updates

ALLW - Allowance Table:

Reports status of funds for allowance budgets

Sorted by BFY, Fund, A/O, Station, and Program

FMS Table UpdatesFMS Table UpdatesUpdated by all spending transactions

(obligations and receivers)

Fields updated by purchasing documents:– YTD Unliquidated Obligation Amount– Available Amount– Expended Amount

ACTION: R TABLEID: ALLW USERID: S104 FSC *** ALLOWANCE INQUIRY SCREEN*** KEY IS BUDGET FISCAL YEARS, FUND, A/O, STN, PROGRAM, LMT BFYS: 09 FUND: 0151A1 ADM/OFF: 20 STN: 301 PROGRAM: 0200 LMT:DESCRIPTION: ONE VA VPN CARRYOVERSTATUS IND: A SPENING CONTROL OVR: BUDGETED FTES: 000000 APPROVED IND: Y POST QTR: 4 TRANS TYPES - PENDING: 01 APPROVED: 02 POSTED: 06

APPROVED ALLW AMT: 9,028,787.00 YTD ALLW AMT: 9,028,787.00 YTD UNLIQ OBLG AMT: 92,170.14 AVAILABLE AMT: 16,931.24 EXPENDED AMT: 8,919,685.62 QTR ORIG ALLOW AMT PEND ALLOW AMT APRV ALLOW AMT SUBALLOW AMT 1 2,521,789.00 0.00 2,521,789.00 2,521,789.00 2 2,192,620.00 0.00 2,192,620.00 2,192,620.00 3 2,204,937.00 0.00 2,204,937.00 2,204,937.00 4 2,109,441.00 0.00 2,109,441.00 2,109,441.00 QTR END QTR AVAILABLE UNLIQ OBLG AMT EXPENDED AMT UNSUBALLOW AMT 1 0.00 30,349.15 2,023,072.45 0.00 2 0.00 64,624.73 2,199,876.42 0.00 3 0.00 -34,005.42 2,213,139.68 0.00 4 16,931.24 31,201.68 2,483,597.07 0.00

PF 1/13 HELP-COMMAND ==> REPORT NAME-> T.RBESWSV.111004 FORM-> F826 LINES-> 113 PAGES-> 5 S.F. 23 S.P. 01 S -> 001 E -> 132 L 0000000029 P 000000002 ------------------------------------------------------------------------------------

RBESWSV 301 09 0151A1 20 Report ID: RBESWS Department of Veterans Affairs - FMS Page: 2 RSD Form: F826 Status of Allowance Time: 3:08 Run Date: 10/10/08 As of 10/09/08 STN: 301 BFYS: 09 Fund: 0151 A/O: 20 Fund Code 0151A1

Boston MA VARO GOE – CAT A – LMT 01 VETERANS BENEFITS ADMIN Program:02

Total Available Budget Obligations Amount Orgn/Act

thru OCT 08 thru OCT 08 thru OCT 08

300 SALARIES - VBA 8,439,304.00 8,432,632.30 6,671.70 380 VOCATION REHAB & COUNSE 98,264.00 93,475.74 4,788.26 394 HUMAN RESOURCES MANAGEM 19,650.00 16,530.00 3,120.00 396 SUPPORT SERVICES 471,569.00 469,217.72 2,351.28

Total 9,028,787.00 9,011,855.76 16,931.24

ACTION: R TABLEID: ALLW USERID: S104 FSC *** ALLOWANCE INQUIRY SCREEN*** KEY IS BUDGET FISCAL YEARS, FUND, A/O, STN, PROGRAM, LMT BFYS: 09 FUND: 0151A1 ADM/OFF: 20 STN: 301 PROGRAM: 0200 LMT:DESCRIPTION:STATUS IND: A SPENING CONTROL OVR: BUDGETED FTES: 000000 APPROVED IND: Y POST QTR: 1 TRANS TYPES - PENDING: 01 APPROVED: 02 POSTED: 04

APPROVED ALLW AMT: 0.00 YTD ALLOW AMT: 0.00 YTD UNLIQ OBLG AMT: 41,168.05 AVAILABLE AMT: -742,076.62 EXPENDED AMT: 700,908.57 QTR ORIG ALLOW AMT PEND ALLOW AMT APRV ALLOW AMT SUBALLOW AMT 1 0.00 0.00 0.00 0.00 2 0.00 0.00 0.00 0.00 3 0.00 0.00 0.00 0.00 4 0.00 0.00 0.00 0.00 QTR END QTR AVAILABLE UNLIQ OBLG AMT EXPENDED AMT UNSUBALLOW AMT 1 -742,076.62 41,168.05 700,908.57 0.00 2 0.00 0.00 0.00 0.00 3 0.00 0.00 0.00 0.00 4 0.00 0.00 0.00 0.00

PF 1/13 HELP-COMMAND ==>

REPORT NAME-> T.RBESWSV.111206 FORM-> F826 LINES-> 113 PAGES-> 5

S.F. 22 S.P. 01 S -> 001 E -> 132 L 0000000001 P000000001

-----------------------------------------------------------------------

RBESWSV 301 08 0151A1 20

Report ID: RBESWSV Department of Veterans Affairs – FMS Page: 1

RSD Form: F826 Status of Allowance Time: 3:04 Run Date: 10/14/08 As of 10/13/08

STN: 301 BFYS: 09 Fund: 0151 A/O:20

Fund Code: 0151A1BOSTON MA VARO GOE - CAT A - LMT 01 VETERANS BENEFITS ADMIN

Program: 02

Total Available

Budget Obligations Amount

Organ/Act thru OCT 08 thru OCT 08 thru OCT 08

300 SALARIES - VBA 0.00 693,382.25 -693,382.25

310 EXECUTIVE DIRECTION 0.00 200.00 -200.00

340 COMPENSATION & PENSION 0.00 225.00 -225.00

380 VOCATION REHAB & COUNSE 0.00 1, 700.00 -1,700.00

394 HUMAN RESOURCES MANAGEM 0.00 0.00 0.00

395 UNDISTRIBUTED 0.00 5,001.20 -5,001.20

396 SUPPORT SERVICES 0.00 41,586.06 -41,586.06

Total 742,076.62 -742,076.62

ACTION: R TABLEID: ALLW USERID: S104 FSC *** SUBALLOWANCE SPENDING CONTROL INQUIRY SCREEN*** KEY IS BUDGET FISCAL YEARS, FUND, A/O, STN, FCP/PRJ, LMT BFYS: 09 FUND: 0160A1 ADM/OFF: 10 STN: 501 PROGRAM: 01AE LMT:DESCRIPTION:STATUS IND: A SPENING CONTROL OVR: BUDGETED FTES: 000000 APPROVED IND: Y POST QTR: 1 TRANS TYPES - PENDING: 01 APPROVED: 02 POSTED: 04

APPROVED ALLW AMT: 0.00 YTD ALLW AMT: 0.00 YTD UNLIQ OBLG AMT: 363,866.18 AVAILABLE AMT: -1,213,694.54 EXPENDED AMT: 849,828.36 QTR ORIG ALLOW AMT PEND ALLOW AMT APRV ALLOW AMT SUBALLOW AMT 1 0.00 0.00 0.00 0.00 2 0.00 0.00 0.00 0.00 3 0.00 0.00 0.00 0.00 4 0.00 0.00 0.00 0.00 QTR END QTR AVAILABLE UNLIQ OBLG AMT EXPENDED AMT UNSUBALLOW AMT 1 -1,213,694.54 363,866.18 849,828.36 0.00 2 0.00 0.00 0.00 0.00 3 0.00 0.00 0.00 0.00 4 0.00 0.00 0.00 0.00

PF 1/13 HELP-COMMAND ==> REPORT NAME-> T.RBESWSV.111006 FORM-> F826 LINES-> 1646 PAGES-> 46 S.F. 23 S.P. 01 S -> 001 E -> 132 L 0000000317 P 000000008 ------------------------------------------------------------------------------------

RBESWSV 501 09 0160A1 10 Report ID: RBESWSV Department of Veterans Affairs - FMS

Page: 1 RSD Form: F826 Status of Allowance Time: 3:09 Run Date: 10/14/08 As of 10/13/008

STN: 501 BFYS: 09 Fund: 0160 A/O: 10 Fund Code: 0160A1

NEW MEXICO VA HEALTHCARE SYSTM MEDICAL SERVICES - LMT1 VETERANS HEALTH ADMIN Program:01 Total Available

Budget Obligations Amount Orgn/Act thru Oct 08 thru Oct 08 thru Oct 08

01AE20200 PROSTH APPLIANCES SURGI 0.00 363,280.68 -363,280.68 01AE272G3 PROSTH REPRS/PURCHS SPL 0.00 359,814.86 -359,814.86 01AE272P6 PROSTH APPLIANCES ORTHO 0.00 2,638.39 -2,638.39 01AE27200 PROSTHETIC REPAIRS 0.00 487,960.61 -487,960.61

Total 1,213,694.54 -1,213,694.54

FMS Table UpdatesSASP - Suballowance Spending Control Table:

Reports status of funds for suballowance budgets

Sorted by BFY, Fund, A/O, Station, Program, and Object Class (LMT)

FMS Table Updates

SASP - Suballowance Spending Control Table:Updated by all spending transactions

(obligations and receivers)

Fields updated by purchasing documents:YTD Unliquidated Obligation AmountAvailable AmountExpended Amount

ACTION: R TABLEID: SASP USERID: S104 FSC *** SUBALLOWANCE SPENDING CONTROL INQUIRY SCREEN*** KEY IS BUDGET FISCAL YEARS, FUND, A/O, STN, FCP/PRJ, LMT BFYS: 08 FUND: 0151A1 ADM/OFF: 20 STN: 301 F/P: 000039600 LMT: 26 SPENDING CONTROL OVR: STATUS IND: A BUDGETED FTES: 000000 APPROVED IND: Y POST QTR: 4 TRANS TYPES - PENDING: 01 APPROVED: 02 POSTED: 03 APPROVED SUBALLW AMT: 54,965.57 YTD SUBALLW AMT: 54,965.57 YTD UNLIQ OBLG AMT: 0.00 AVAILABLE AMT: 948.32 EXPENDED AMT: 54,017.25 DESCRIPTION: SUPPLY QTR ORIG SUBALLW AMT PEND SUBALLW AMT APRV SUBALLW AMT 1 286.00 0.00 286.00 2 20,655.00 0.00 20,655.00 3 0.00 0.00 0.00 4 34,024.57 0.00 34,024.57 QTR END QTR AVAILABLE UNLIQ OBLG AMT EXPENDED AMT 1 0.00 108.00 1,321.84 2 0.00 4,544.08 9,397.20 3 0.00 -4,476.03 8,362.45 4 948.32 -176.05 34,935.76

ACTION: R TABLEID: SASP USERID: S104 FSC *** SUBALLOWANCE SPENDING CONTROL INQUIRY SCREEN*** KEY IS BUDGET FISCAL YEARS, FUND, A/O, STN, FCP/PRJ, LMT BFYS: 09 FUND: 0151A1 ADM/OFF: 20 STN: 301 F/P: 000039600 LMT: 26 SPENDING CONTROL OVR: STATUS IND: A BUDGETED FTES: 000000 APPROVED IND: Y POST QTR: 1 TRANS TYPES - PENDING: 01 APPROVED: 02 POSTED: 03 APPROVED SUBALLW AMT: 0.00 YTD SUBALLW AMT: 0.00 YTD UNLIQ OBLG AMT: 0.00 AVAILABLE AMT: -2,324.31 EXPENDED AMT: 2,324.31 DESCRIPTION: SUPPORT SERVICES QTR ORIG SUBALLW AMT PEND SUBALLW AMT APRV SUBALLW AMT 1 0.00 0.00 0.00 2 0.00 0.00 0.00 3 0.00 0.00 0.00 4 0.00 0.00 0.00 QTR END QTR AVAILABLE UNLIQ OBLG AMT EXPENDED AMT 1 -2,324.31 0.00 2,324.31 2 0.00 0.00 0.00 3 0.00 0.00 0.00 4 0.00 0.00 0.00

ACTION: R TABLEID: SASP USERID: S104 FSC *** SUBALLOWANCE SPENDING CONTROL INQUIRY SCREEN*** KEY IS BUDGET FISCAL YEARS, FUND, A/O, STN, FCP/PRJ, LMT BFYS: 08 FUND: 0160A1 ADM/OFF: 20 STN: 301 F/P: 0100A3743 LMT: SPENDING CONTROL OVR: STATUS IND: A BUDGETED FTES: 000000 APPROVED IND: Y POST QTR: 4 TRANS TYPES - PENDING: 01 APPROVED: 02 POSTED: 03 APPROVED SUBALLW AMT: 20,269.00 YTD SUBALLW AMT: 20,269.00 YTD UNLIQ OBLG AMT: 0.00 AVAILABLE AMT: 12,644.00 EXPENDED AMT: 7,625.00 DESCRIPTION: PADRECC ALL OTHER QTR ORIG SUBALLW AMT PEND SUBALLW AMT APRV SUBALLW AMT 1 0.00 0.00 0.00 2 0.00 0.00 0.00 3 0.00 0.00 0.00 4 20,269.00 0.00 20,269.00 QTR END QTR AVAILABLE UNLIQ OBLG AMT EXPENDED AMT 1 0.00 0.00 0.00 2 0.00 0.00 0.00 3 0.00 0.00 0.00 4 12,644.00 0.00 7,625.00

ACTION: R TABLEID: SASP USERID: S104 FSC *** SUBALLOWANCE SPENDING CONTROL INQUIRY SCREEN*** KEY IS BUDGET FISCAL YEARS, FUND, A/O, STN, FCP/PRJ, LMT BFYS: 09 FUND: 0160A1 ADM/OFF: 20 STN: 301 F/P: 000039600 LMT: SPENDING CONTROL OVR: STATUS IND: A BUDGETED FTES: 000000 APPROVED IND: Y POST QTR: 1 TRANS TYPES - PENDING: 01 APPROVED: 02 POSTED: 03 APPROVED SUBALLW AMT: 0.00 YTD SUBALLW AMT: 0.00 YTD UNLIQ OBLG AMT: 0.00 AVAILABLE AMT: -7,832.31 EXPENDED AMT: 7,832.31 DESCRIPTION: SUPPORT SERVICES QTR ORIG SUBALLW AMT PEND SUBALLW AMT APRV SUBALLW AMT 1 0.00 0.00 0.00 2 0.00 0.00 0.00 3 0.00 0.00 0.00 4 0.00 0.00 0.00 QTR END QTR AVAILABLE UNLIQ OBLG AMT EXPENDED AMT 1 -7,832.31 0.00 7,832.31 2 0.00 0.00 0.00 3 0.00 0.00 0.00 4 0.00 0.00 0.00

FMS Table Updates

SAOB - Suballowance Obligation Inquiry Table

This table shows the obligations charged

against an ACC

This table shows only AO’s, CO’s, MO’s,

and SO’s

ACTION: R TABLEID: SAOB USERID: S104 FSC *** SUBALLOWANCE OBLIGATION INQUIRY SCREEN *** KEY IS BFY, FUND, A/O, STATION, FCP/PRJ, LMT, OBLIGATION NO, LINE NO BFY: 09 FUND: 0151A1 A/O: 20 STN: 301 F/P: 000039600 LMT: 26 OBLIGATION NO LIN CONTRACT NO UNLIQ OBLIG AMT EXPENDED AMOUNT GROSS OBLIG AMT ------------------ ----------- --------------- --------------- --------------- SO 307J90001 001 0.00 253.00 253.00 SO 307J90002 001 0.00 189.00 189.00 SO 307J90005 001 0.00 0.00 0.00 SO 307J90006 001 0.00 79.00 79.00 SO 307J90007 001 0.00 45.00 45.00 SO 307J90008 001 0.00 45.00 45.00 SO 307J90016 001 0.00 138.72 138.72 SO 307J90017 001 0.00 4,250.00 4,250.00

ACTION: R TABLEID: SAOB USERID: S104 FSC *** SUBALLOWANCE OBLIGATION INQUIRY SCREEN *** KEY IS BFY, FUND, A/O, STATION, FCP/PRJ, LMT, OBLIGATION NO, LINE NO BFY: 09 FUND: 0160A1 A/O: 10 STN: 501 F/P: 01AE20200 LMT: OBLIGATION NO LIN CONTRACT NO UNLIQ OBLIG AMT EXPENDED AMOUNT GROSS OBLIG AMT ------------------ ----------- --------------- --------------- --------------- SO 501C90064 001 0.00 3,895.00 3,895.00 SO 501C93020 001 0.00 110.00 110.00 SO 501C93020 991 0.00 16.53 16.53 SO 501C93021 001 0.00 110.00 110.00 SO 501C93021 991 0.00 19.03 19.03SO 501C93055 001 0.00 110.00 110.00 SO 501C93055 991 0.00 19.90 19.90 SO 501C93056 001 0.00 220.00 220.00 SO 501C93056 991 0.00 19.90 19.90 SO 501C93057 001 0.00 220.00 220.00

FMS Table Updates

SPDX - Spending Control Document Cross Reference Table

This table shows all expenditure and obligating documents, including TO’s, charged against an ACC

ACTION: R TABLEID: SPDX USERID: S104 FSC *** SPENDING CONTROL DOCUMENT CROSS REFERENCE INQUIRY SCREEN *** KEY IS BUDGET FY, FUND, A/O, STN, FCP/PRJ, BOC, AMOUNT TYPE , SPEND DOC ID/LINEBFY: 09 FUND: 0151A1 A/O: 20 STN: 301 F/P: 000039600 BOC: 2580 AMT TYPE TRANS ID/LINE AMOUNT -------- ------------------- ---------------- 01- O AR 301J9503711 001 0.00 02- O AR 301J9503712 001 150.26 03- E CB 3013279C001 002 0.83 04- E CB 3013289C001 002 0.83 05- O SO 301J989C0 001 896.00 06- O SO 301J95037 002 240.00 07-08- 09-10-11-12-13-14-

ACTION: R TABLEID: SPDX USERID: S104 FSC *** SPENDING CONTROL DOCUMENT CROSS REFERENCE INQUIRY SCREEN *** KEY IS BUDGET FY, FUND, A/O, STN, FCP/PRJ, BOC, AMOUNT TYPE SPEND DOC ID/LINE BFY: 09 FUND: 0160A1 A/O: 10 STN: 501 F/P: 01AE20200 BOC: 1226 AMT TYPE TRANS ID/LINE AMOUNT -------- ------------------- ---------------- 01- E PR 501PP190936 007 163.72 02- E ET 501CBGB9938 503 117.71 03- E ET 501CBGB9948 502 212.64 04- E ET 501CBGB9954 504 108.28 05- E ET 501CBGB9958 506 26.24 06- E ET 501CBGE0023 002 -46.75 07- E ET 501CBGE0024 001 -46.75 08- E ET 501CBGE0095 001 -205.34 09- E ET 501CBGE0242 001 -154.04 10- E ET 501CBGE0410 001 205.34 11- E ET 501CBGE0412 001 -205.34 12- E ET 501CBGE1297 001 -657.00 13- E ET 501CBGE9897 003 -1,265.18 14- E ET 501CBGE9899 004 -65.58

Common Budget Concerns

An SA document will not post


An SA document will not post

CO has not posted the AL document - check that funds are

available on the ALLW table


An ACC is invalid - how can it be deactivated


AN ACC is not valid - how can it be deactivated

Input an SA document with action code “D” in the ACT field


End of Quarter automated program


End of Quarter automated program

This program is designed to move available funds to the current

quarter. Solution if not run - Post zero dollar SA documents for the

current quarter.


CO pulled money from the station and did not hit the

appropriate quarter - now there are negative dollars in the prior

quarter and funds cannot be spent from the current quarter.


CO pulled money from the station and did not hit the appropriate quarter - now there are

negative dollars in the prior quarter and funds cannot be spent from the current quarter.

Funds will have to be moved from one ACC to the other. At present, enough funds to cover

the negative have to be in one ACC.


There are undistributed funds on the ALLW table, yet an SA document will not process.

Common Budget ConcernsThere are undistributed funds on the

ALLW table, yet an SA document will not process.

If the funds show available in the undistributed field but are not included

in the total available amount, CO has not processed the AL document through the post stage. Contact CO for correction.


An SA document has been posted and now SASP does not match the Status of Allowance

report.


An SA document has been posted and now SASP does not match the Status of

Allowance report.

The Status of Allowance report does not update until overnight. Any on-line

activity will not be reflected there until the next morning’s report.

BUDGET QUESTIONS

1. What table in FMS would you inquiry to find an expenditure charged to a particular ACC?

Answer: SPDX (SASP – TOTAL EXPENDITURES)

BUDGET QUESTIONS

2. What FMS budget document records the suballotment of funds to the station level?

Answer: VHA = SL VBA = AL

BUDGET QUESTIONS

3. What table in FMS reflects the budgetary controls for a fund?

Answer: FUND

BUDGET QUESTIONS

4. What table in FMS would you inquiry to find your unobligated prior year fund balances?

Answer: SALT

BUDGET QUESTIONS

5. What budget document records general ledger account 4610?

Answer: AL

Related FMS TablesAPPR – Appropriation Inquiry ScreenAPOR - Apportionment Inquiry ScreenALOT - Allotment Inquiry ScreenSALT - Suballotment Inquiry ScreenALLW – Allowance SASP – Suballowance Spending Control SAS2 – PCAS Suballowance Spending ControlSAOB – Suballowance Obligation SPDX – Spending Control Document XREFSPRJ – Subproject ReferenceIWPX – Installation Wide Project/Project XREF

Related RSD Reports

F826 - Status of AllowanceF820 - Monthly Activity by ACCF20D - Control Point Activity ListingF887 - Obligation by Organization/ProgramF885 - Obligation by Budget Object Code

Pro Forma Entries• Pro Forma are Printed by Fund

Category– Select Fund Category from Fund Table in

FMS– Entries are listed in Transaction Code order– Entries show Transaction Type, Description

and SGL Accounts that will be affected.

ASSET SUMMARY ACCOUNTS

• 1000 ASSETS• 1100 CASH• 1300 RECEIVABLES, NET• 1400 ADVANCES AND PREPAYMENTS• 1500 INV. AND RELATED PROP. • 1600 INVESTMENTS, NET• 1700 FIXED ASSETS, NET• 1800 FIXED ASSETS, NET

DISBURSING AUTHORITY

1010 - FUND BALANCE W/ TREASURY

• Definition: Source for paying liabilities. Records appropriated funds received Department-wide for the current fiscal year. This account will appear at the station level on the prior year trial balance.

• Normal Balance:– VACO Level - Debit– Station Level - Credit

DISBURSING AUTHORITY1018 - DISBURSING AUTHORITY

TRANSFERRED TO OTHER STATIONS

• Definition: This is an account maintained in the various VBA accounting systems by deposit fund symbol to show the amount of disbursing authority transferred to other stations. Non 224 entry!

• Normal Balance: Credit


1019 - DISBURSING AUTHORITY RECEIVED FROM OTHER STATIONS

• Definition: Account maintained in various VBA accounting systems by deposit fund symbol to show the amount of disbursing authority received from other stations. Non - 224 entry!

• Normal Balance: Debit


1020 - TREASURY DISBURSEMENTS

• Definition: Account which records Treasury disbursements made by VA.

• Normal Balance: Credit• AD Documents• CB, CC, CD and TM Documents


1021, 1030, 1031, 1043 -SF-224 DISBURSEMENTS

• Definition: Accounts which record transfers made by VA. These accounts are also used to record expenditure transfers between VA facilities.

• Normal Balance: Debit / Credit• ET, TR, EB, EW Documents

DISBURSING AUTHORITY1013, 1022, 1029, 1032 – COLLECTIONS

• Definition: Accounts which record collections made by VA in the form of cash or a check. There must be an SF 215 Deposit Ticket or SF 5515 Debit Voucher associated with each collection.

• Normal Balance: Debit • CR & MR Documents


1023, 1024, 1025 – NON 224 DISBURSEMENTS AND COLLECTIONS

• Definition: Accounts maintained by VA to record Foreign Payments, Misc. Payroll transactions and Payroll Expenditures from the payroll interface.

• Normal Balance: Debit/Credit• Should not be recorded by Field Stations• CR, DD, ET, EW, IF, PR, SV Documents

DISBURSING AUTHORITY1026 - IPAC DISBURSEMENTS

• Definition: Account maintained by Treasury appropriation symbol to show the amounts charged to VA that are reported through the Intra-Governmental Payment and Collection System (IPAC).

• Normal Balance: Credit• DD, DF, ET. SV, TR Documents


1036 - IPAC COLLECTIONS

• Definition: Account maintained by Treasury appropriation symbol to show the amounts received by VA that are reported through the Intra-Governmental Payment and Collection System (IPAC).

• Normal Balance: Debit• CR, TR Documents


1099 - CANCELED CHECKS - LIMITED PAYABILITY

• Definition: Account maintained by Treasury appropriation symbol to show the net amount of canceled checks or limited payability funds returned to VA.

• Normal Balance: Debit• XR Documents

TR Documents

• Transfers of funds to/from other funds or appropriations.

• Examples:FCAT TC/TT FCAT TC/TTG/H/M TR 33 ___ TR 15S TR 24 TR 75P TR 25, 76 TR 18

Related TablesADVX – Advance Cross Reference Inquiry ScreenCRHT – Cash Receipt Header Inquiry ScreenCRLT – Cash Receipt Line Inquiry ScreenIFHT – Imprest Fund Header Inquiry ScreenIFLT – Imprest Fund Line Inquiry ScreenJVLT – Journal Voucher & Standard Journal Inquiry

ScreenPVHT – Voucher Header Inquiry ScreenPVLT – Voucher Line Inquiry ScreenTVHT – Travel Voucher Header Inquiry ScreenTVAT – Travel Voucher Accounting Line Inquiry Screen

TEST• Record Convenience Check to Medical

Services• Clear Convenience Check & Record

Expense to Medical Services

Recording Transactions• Record Convenience Check (CB 01)DR. 1412 – Advance Payment - Other

CR. 1020 – Treasury Disbursement

• Clear Convenience Check & Record Expense to Medical Services (DD 03)

DR. 3107 – Unexpended Approp - UsedDR. 480N - Unpaid Undel Orders - PublicDR. 6100 – Operating Expenses

CR. 1412 –Advance Payment - OtherCR. 490P – Paid Exp Auth - PublicCR. 5700 – Appropriations Used

CB 01COMMND: DOCID: CB 10 5019280C001 STATUS: ACCPT 001-001 OF 002 BATID: SUB STN: 10/15/08 01- LINE: 001 REF DOC: REF LINE: ACCP DATE: PAY ADV: P REF ADV: REF ADV LINE: INV DATE: 10 06 08 VENDOR INV NO/LINE: 01609 LOG DATE: 10 06 08 T/T: 01 BFYS: FUND: 0160A1 STATION/SAT: 501 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: GL ACCOUNT: DESCR: 01609 BUREAU OF VITAL STA LINE AMOUNT: 11.00 I/D: P/F: INT REASON: LIQ AMOUNT: QUANTITY: ADV: UNAPPLIED DEP NO:

DD 03COMMND: DOCID: DD 10 501CB9293 STATUS: ACCP 001-001 OF 001 BATID: SUB STN: 10/15/08 01- LINE: 001 REF DOC: SO 501C95097 REF LINE: 001 ACCP DATE: PAY ADV: REF ADV: CB 5019315C001 REF ADV LINE: 001 INV DATE:

VENDOR INV NO/LINE: LOG DATE:

T/T: 03 BFYS: 09 FUND: 0160A1 STATION/SAT: 501 FCP/PRJ: 010040198 JOB NO: COST CTR/SUB: 820300 00 BOC/SUB: 2582 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: GL ACCOUNT: DESCR: LINE AMOUNT: 81.00 I/D: P/F: INT REASON: LIQ AMOUNT: QUANTITY: ADV: UNAPPLIED DEP NO:

Test• Record Cash Receipt in Suspense• Transfer fund from Suspense to MCCF

Pharm. Copmts.

Recording Transaction• CR 17DR. 1022 – 224 Collections

CR. 2400 – Unapplied Deposit Fund Collect

• TR 24DR. 2400 – Unapplied Deposit Fund Collect

CR. 1021 – 224 Disbursements

• TR 33DR. 1030 – 224 GFR Transfers In/Out

CR. 5902 – Other Revenue – Non Fed

CR 17COMMND: DOCID: CR 10 501K9A02NP STATUS: ACCPT 001-001 BATID: SUB STN: 10/15/08 01-

LINE: 015 REF TC: REF DOC NO: REF LINE:

TRANS TYPE: 17 BFYS: 09 FUND: 3875

STATION/SAT: 501 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:

AMOUNT: 86.00 I/D: I UNAPPLIED DEP NO: L040930011125

AGR NO: DESCR: RECEIPT L04093001

TR 24/33 COMMND: DOCID: TR 10 501JV9006 STATUS: ACCPT 001-002 OF 002 BATID: SUB STN: 10/15/08 01- LINE: 001 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 24 BFYS: FUND: 3875 STATION/SAT: 501 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: AMOUNT: 2188.94 I/D: D UNAPPLIED DEP NO: 358511 AGR NO: DESCR: TOPS OFFSET 02- LINE: 002 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 33 BFYS: FUND: 528701 STATION/SAT: 501 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: ARRV CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: MISCVET AMOUNT: 2188.94 I/D: I UNAPPLIED DEP NO: AGR NO: DESCR: TOPS OFFSET 358511

Related RSD Reports• F854 Travel Advance Report• F855 Advance Federal/Non Federal

Report

RECEIVABLES, NETAmounts due fromothers resulting fromthe performance ofservices, sale ofgoods, or loan of monetary resources.

REIMBURSEMENT RECEIVABLES

General ledger accounts used to record amounts due from others resulting from the sale of goods or performance of services.

• 1310 - Reimbursement Receivables-Federal

• 1311 - Reimbursement Receivables-Non – Federal

• BD Documents

EXAMPLES OF REIMBURSEMENT BILLS

• BD 02 DR. 1310 - AR Reimbursements - Federal DR. 425F - Reimbursements Fed Rec

CR. 5200 - Reimbursed Earnings FederalCR. 4210 – Antic Reimbursement, Othr Incom.

• BD 02 DR. 1311 - AR Reimbursements - Non-Federal

CR. 5201 - Reimbursed Earnings Non-Federal

RECEIVABLES

OMB Circular A-34 states:

“…receivables from non-Federal sources...are not budgetary resources available for obligation until the refund is collected.”

REFUND RECEIVABLES

General ledger accounts used to record overpayments or erroneous payments made by VA

• 1312 - Refund Receivables - Federal• 1313 - Refund Receivables - Non

Federal• BD Documents

EXAMPLES OF REFUND RECEIVABLES

• BD 01 DR. 1312 - AR Refd - Federal DR. 490F - Unpaid Exp Auth - Federal DR. 5700 - Appropriations Used

CR. 6100 - Operating ExpensesCR. 4610 - Allowances Available for

Oblig CR. 3107 - Unexpended Approp -

Used

EXAMPLES OF REFUND RECEIVABLES Cont.

• BD 01 DR. 1313 - AR Rec – Refd – Non Federal DR. 9945 - Receivable Non- Bud

UpdateCR. 6100 - Operating ExpensesCR. 9946 – Receivable Non Bud

Update

OTHER RECEIVABLE ACCOUNTS

• 1314, 1315 - General Fund Receipts • 1316, 1317 - Accrued Reimbursements• 1318 - Accrued Tort Feasors• BD, SV Documents

OTHER RECEIVABLE ACCOUNTS

• 1321 - Receivables - Refunds-Credit Memos** BE SURE SUFFICIENT FUNDS ARE

AVAILABLE TO COVER THE BALANCE IN THIS ACCOUNT (4610) AT CLOSE OF YR.

• 1333 - Tort Receivables• 1334 - Lease Payments Receivables• PV 03, BD, SV Documents

Tort Feasors

Public Law 105-33 authorized collections from Tort Feasors to be deposited into 36 528701.

Torts are transmitted at a summary level with SV Documents.

Tort Feasors

AR will transmit an SV 2A Transaction from AR to FMS once a month using summary level data

SV 2A will post to account 1333Allowance for Bad Debt is recorded

automatically into Fund 5287 with an SV 96

Related Tables• ARHT – Receivable Header Inquiry Screen• ARLT - Receivable Line Inquiry Screen• JVLT – Journal Voucher & Standard Journal

Inquiry Screen• PVHT – Voucher Header Inquiry Screen• PVLT – Voucher Line Inquiry Screen

Related Reports• F853 – Accounts Receivable

Federal/Non-Federal Report• F842 – Accounts Receivable Aged Bill

MCCF Fund• P.L. 108-199 revised the Medical Care

Collection Fund (MCCF)• Receipts recorded in the following funds will

be deposited into MCCF:• Extended Care Revolving Fund• Medical Facilities Revolving Fund• Special Therapeutic & Rehabilitative Activities Fund• Nursing Home Revolving Fund• Health Services Improvement Fund• Parking Revolving

• Funds are then transferred to Medical Services• Funds remain available until expended

5287 AccountsOld Fund New Fund/Collections New Fund/Disbursements5358.1 528701 0160X45287.3 528703 0160X45287.4 528704 0160X44013 528705 0160X44538 528706 0160X44048 528707 0160X44138 528708 0160X44032 528709 0160X45358.3 528710 0160X4

MCCF Fund

• Medical Services Account is 0160X4.

• 0160X4 has a base fiscal year of 94.

• Funds can be used for any purpose that the Medical Services Account can be used for except travel.

MCCF Recoveries5287 Medical Care Collection Fund

Reimbursable InsuranceNon-Fault Auto InsurancePharmacy CopaymentWorkers Compensation

Tort FeasorsNSC Means Test (Inpatient, Outpatient, Nursing Home)Hospital / Nursing Home Per Diem

MCCF Refunds

Refunds of collection made from July 1, 1997 forward are to be paid out of the appropriate 36 5287XX Deposit Fund. (OP 01)

MCCF Refunds

• OP Document - Contra-Revenue Account 5239

• Normal Debit Balance• Will enable you to track amount of

refunds made each year.

AR 5.0 Monthly Summary Documents for 5287

• SV 21 Summary Receivables – Reimb. Non-Fed• SV 2A Summary Receivables - Tort Feasors• SV 23 Estimate of Bad Debt - Reimbursements• SV 27 Estimate of Contractual Adjustments• SV 96 Allowance for Tort Adjustments• WR 04 Writeoffs – Other Revenue Due• WR 06 Contractual Adjustments• WR 23 Writeoffs - Torts

On-Line FMS ReceivableAccruals

36 528704• EVERY facility has an accrual

amount to report for third party.• Reasonable amount is

considered between 40 - 60 % of account 1311.

ALLOWANCE ACCOUNT DEFINED

Estimated amounts of uncollectibleaccounts receivable. This account will be increased by the amount estimated to be uncollectible each accountingperiod, and decreased by the actualamount subsequently written-off.

AllowanceAllowance Accounts

Allowance Accounts should maintain a

CREDIT BALANCE

Allowance Calculation

General Rule:Record an Estimate of

40-60% of Non-Federal Receivables

Allowance for Bad Debt Report

Cur. Mo. Allowance Est. 125Less:Previous Mo Allowance Est. 100Plus: Cur. Month Actual Writeoffs 25Transmitted Current Month

Adjust (1319) 50

Allowance General Ledger Accounts

1319 Allowance for Loss on Accounts Receivable - Reimbursements

1329 Allowance for Loss on Accounts Receivable - Refunds

1338 Allowance for Tort Adjustments– 1339 Allowance for Contractual

Adjustments

ALLOWANCE POSTINGS• Estimated amounts of uncollectible (SV 23)

Dr. 6723 - Bad Debt Expense - ReimbCr. 1319 - Allowance for Bad Debt

NOTE: A decrease to the allowance will reverse these entries.

• Writeoff of a receivable (WR 04)Dr. 1319 - Allowance for Bad DebtDr. 9916 – Actual CFY Writeoffs - AR

Cr. 5902 – Other Revenue – NFCr. 9917 – Contra Writeoff - AR

Allowance Documents inFMS

• SV 23 Estimate of Bad Debt- Reimbursements

• SV 24 Estimate of Bad Debts - Refunds

• SV 96 Estimate of Tort Adjustments

• SV 27 Estimate of Contract Adjust

Allowance Postings in FMS• SV 23 - Reimbursements (AR/Manual) Dr.

6723 Bad Debt Expense - Reimburse Cr. 1319 Allowance for Bad Debt

• SV 24 - Refunds(Manual) Dr. 6724 Bad Debt Expense - Refunds Cr.

1329 Allowance for Bad Debt - RefundsNOTE: A decrease to the allowance will reverse these

entries.

Allowance Postings in FMS

• SV 96 - Tort Feasors (AR)DR. 6742 Tort Litigation Expense CR. 1338 Allowance for Tort Feasors

• SV 27 - TriCare (AR)DR. 6740 Contractual Adjustments CR. 1339 Allowance for CA

NOTE: A decrease to the allowance will reverse these entries

Medical Services, Admin, Facilities

Sharing AgreementsCHAMPVA (0160 only)Recycling RevenueTRICARE (0160 only)

Refunds Workmen’s Comp (employees)

Ineligible Hospitalization (0160 only)

Ineligible HospitalizationGeneral Counsel has determined that

collections from Ineligibles are to be deposited into 36_0160 (Med. Services).

Ineligibles will be transmitted individually from AR system with a BD 02 transaction, RSRC of 8001.

Sharing AgreementsPublic Law 104-262 the “Veterans Health Care

Eligibility Reform Act of 1996” states that any funds received from a Non-Federal sharing partner as payment for services provided by VA during the prior fiscal year may be obligated by the VA during the fiscal year in which VA RECEIVES the payment.

(See VHA Directive 96-064)

Sharing Agreement Automated Process

During the annual close process, all Non-Federal sharing agreement bills will be moved to the CFY of 0160.

All bills which have the following Revenue Source Codes:

8002, 8006, 8035 Shared Med Resources 8028, 8029, 8030, 8065 Tricare.(Bills with RSC 8016 will not be moved)

Med Services Allowances

1319100 (1)

50 (4)(2) 50

(1) Opening Balance(2) Writeoffs(3) FMS Moves to AMAF(4) Allowance Adjustment

1319

0160 AMAF

(3) 50

(3) 50

Allowance Postings in FMS 3200Acct Annual Approp 3220 5287XX AMAF1319 X X X 1329 X

1338 X1339 X1369 X

General Fund Receipts (GFR)

• VA as the “Middle Man” Collects Funds for Treasury, i.e., 1435, 3200, 3220, etc.

• VA has no Equity in these Funds• VA uses Revenue and Contra Revenue

Accounts• Allowance Account Reduces Liability to

Treasury (SGL Account 2980)

ADVANCESThe outstanding balance of the amounts

advanced to federal or non-federal entities by the agency.

• 1410 - Advances to Employees• 1411 - Advance Payments - Federal• 1412 - Advance Payments - Non-

Federal• AV, CB, DV, IF documents

Related Tables• ADVX – Advance Cross Reference

Inquiry Screen• CRHT – Cash Receipt Header Inquiry

Screen• CRLT – Cash Receipts Line Inquiry

Screen

Related Reports• F854 – Employee Travel Advance

Report• F855 – Advances Federal/Non Federal

Report• F865 – Reconciliation of General

Ledger Accounts

INVENTORY

The cost/value of tangible personal property held as inventory for sale or transfer.

• 1521 - Inventory for Sale• 1522 - Silver• 1523 - Inventory Held for Repair• 1524 - Excess Property Pending Disposal• 1528 - Donated Supplies• 1551 - Foreclosed Property • BD, CR, EB, IF, IV, SV, TR documents

INVENTORY

The FMS Inventory Report (F832) will show all inventory items in one account.

The Voucher Summary Report (VISTA), which comes out of GIP will still be separated by the four inventory types based on the National Stock Number (NSN)

Related Tables• ARHT – Receivable Header Inquiry Screen• ARLT – Receivable Line Inquiry Screen• CRHT - Cash Receipt Header Inquiry Screen• CRLT – Cash Receipts Line Inquiry Screen • JVLT – Journal Voucher & Standard Journal

Inquiry Screen

Work in Process 1720

• 1720 Debit balance• RSD Form Name F876 RVAWIPV• FSC New Flash Issue 53 FY 2006

Internal Use Software in Development

1832

• 1832 Debit balance• RSD Form Name F762 RVAWIPV2• FSC New Flash Issue 50 FY 2006

GENERAL PROPERTY, PLANT & EQUIPMENT, NET

• The current book value of real and personal property in accordance with the capitalization criteria established by the Federal entity.

REAL PROPERTY

• 1711 - Land• 1712 - Improvements to Land• 1720 – Work In Process (not in AMAF)• 1730 - Buildings & Improvements• 1740 - Other Structures & Facilities• 1820 - Leasehold Improvements

PERSONAL PROPERTY• 1750 - Nonexpendable Equipment• 1751 - ADP Nonexpendable Equipment• 1811 - Equipment Under Capital Lease• 1830 – Information Technology Software• 1832 - Internal Use Software in Development

ACCUMULATED DEPRECIATION ACCOUNTSACCUMULATED DEPRECIATION FOR:

• 1719 Acc/Dep on Improvements to Land• 1739 Buildings and Improvements• 1749 Other Structures and Facilities• 1758 ADP Equipment• 1759 Operating Equipment

ACCUMULATED DEPRECIATION ACCOUNTS

(Cont.)

• 1818 Equipment Under Capital Lease • 1819 Buildings Under Capital Lease• 1829 Leasehold Improvements• 1839 Info Tech ADP Software

FA FA ACC DEP REQUIREDTYPE TYPE NAME SHORT NAME ACCT DEPR IND CSTCTR/SUB------- --------------------------------------- ------------------------ ------ ----- --- --- ---B BUILDING BUILD 1730 1739 Y X XD ADP NONEXPENDABLE PROPERTY ADP NONEX PR 1751 1758 Y N XE NON-EXPENDABLE EQUIPMENT NONEXP EQUIP 1750 1759 Y N XH LEASEHOLD IMPROVEMENTS LS/IMPROV 1820 1829 Y X XK IMPROVEMENTS TO LAND IMP TO LAND 1712 1719 Y X XL LAND LAND 1711 N X XO OTHER STRUCTURES & FACILITIES OTHER 1740 1749 Y X XQ EQUIPMENT CAPITAL LEASE EQUIP CAP LE 1811 1818 Y N XU BLDGS UNDER CAPITAL LEASE BLDGS CAP LE 1812 1819 Y N XW ADP SOFTWARE ADP SOFTWARE 1830 1839 Y N XX PROPERTY PENDING DISPOSAL PROPERTY DIS 1524 N X

ACTION: R TABLEID: FATY USERID: S104 FSCFIXED ASSET TYPE REFERENCE DATA SCREENKEY IS FA TYPE

AMAF FUNDSAMAFAMAFGE - 0151AMAFIG - 0170AMAFMA - 0152AMAFMC - 0160, 0163, 4138AMAFIT - 0167AMAFNC - 0129AMAFRE – 0161AMAFMF - 0162AMAFFF - 4539OFM Bulletin 98GA1.07

FIXED ASSET SUBSYSTEMDOCUMENTS

DocumentsProcessing

StepFixed AssetDocument

TransCode What the Documents

RecordsAcquisition Fixed Asset

AcquisitionFA The general ledger is not

affected.

Betterment Fixed AssetBetterment

FB The general ledger is notaffected.

Change Fixed AssetModification

FC The general ledger isnot/ is affected.

Transfer Fixed AssetTransfer

FR The general ledger is notaffected.

Disposition Fixed AssetDisposition

FD The general ledger isaffected.

Related Tables• FAS1 – Fixed Asset Summary Inquiry Screen 1• FAS2 – Fixed Asset Summary Inquiry Screen 2• FBT1 – Fixed Asset Betterment Inquiry

Screen 1• FBT2 – Fixed Asset Betterment Inquiry

Screen 2

Related Reports• F852 – Verification of GL Balance Fixed

Assets• FA04 – Fixed Assets Detailed Listing• FFA7 – Fixed Assets Exception Report• F058 – Fixed Asset Summary Depreciation• F873 – Fixed Asset Transfer Detail• FSAV – Fixed Asset GSA 1166 ( Annual

Report)• F871 – Standard Voucher Transfer Report

AR / BEAR / BE

AR / BEAR / BE• FMS is divided into Specific Subsystems

– AR Accounts Receivable– BE Budget Execution– PE Purchasing– GL General Ledger– FA Fixed Assets– GS General Systems– AD Automated Disbursements– TA Travel

AR / BE LOGIC• To allow revenue transactions to

automatically distribute actual reimbursements to all levels of the budget– All data elements must be entered to the

lowest level of the budget– Updates all applicable budget tables– Posts to the general ledger

AR / BE LOGIC• Three Criteria must be met:

AR-006 / BE-009 LOGIC• Three Criteria must be met:

– APPR Table - Est. Rmb Opt flag must be a ‘R’ or ‘B’

ACTION: R TABLEID: APPR USERID: S104 FSC *** APPROPRIATION INQUIRY SCREEN *** KEY IS BUDGET FISCAL YEARS, FUND BUDGET FISCAL YEARS: 94 FUND: 4537B STATUS IND: A EST REIM OPT: R DESCRIPTION: SUPPLY FUND CATEGORY B ORIGINAL APPR AMT: 0.00 TRANSFERS IN: 0.00 APPROVED APPR AMT: 322,868,580.46 TRANSFERS OUT: 0.00 EST REIM AMT: 0.00 LAPSED AMT: 0.00 ACTUAL REIM AMT: 261,835,584.89 CARRYOVER AMT: 0.00 STAT RESERVE AMT: 0.00 EXPIRED AMT: 0.00 RESTORATIONS / WITHDRAWALS AMT < '89: 0.00 REIM AGREEMNT AMT: 0.00 UP SPN ADJ AMT: 0.00 DIR AGREEMENT AMT: 0.00 DOWN SPN ADJ AMT: 0.00 EST RECOVERY AMT: 0.00 ACT RECOVERY AMT: 0.00 PY REC WITH AMT: 0.00 UNLIQ COMM AMT: 0.00 YTD APPOR AMT: 582,363,094.72 UNLIQ OBLG AMT: 20,357,200.72 YTD ALLOT AMT: 581,706,264.75 EXPENDED AMT: 276,978,300.08 UNAPPOR APPR AMT: 2,341,070.63 AVAILABLE AMT: 285,027,593.92 APPR TRANS CODE: AA APPR TRANS TYPE: SF



– ACEN Table - Accounting Event Type must be an ‘AR03’ Federal / ‘AR06’ Non Federal

ACTION: G TABLEID: ACED USERID: R047 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 CR 09 N F 5455 N DESCRIPTION REIMB-NON FED 02- DESCRIPTION 03- DESCRIPTION 04- DESCRIPTION 05- DESCRIPTION 06- DESCRIPTION

ACTION: R TABLEID: ACEN USERID: R047 FSC ACCOUNTING ENTRIES REFERENCE DATA SCREEN KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER FISCAL YEAR: 09 ACCOUNTING ENTRY ID: 5455 ACCOUNTING EVENT TYPE: AR06 SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP -------- ------- -------- ---- ---- -------- ---- ---- -------- --- --- 01- 001 GENJ D 1013 01 N 5201 31 N N N 02- 002 GENJ D 425P 52 N 4210 40 N N N 03- 04- 05- 06- 07- 08- 09- 10- 11- 12- 13- 14- 15- 03-*L009 HEADER CHANGE


– ACEN Table - Accounting Event Type must be an “AR03’


– RSRC Table - Act Reimb flag must be set as a ‘Y’

ACTION: G TABLEID: RSRC USERID: S104FSC REVENUE SOURCE REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, REVENUE SOURCE 01- FY: 09 REV SOURCE: SFCS REV SOURCE NAME: SUPPLY FUND COST REV CLASS: REV CATEGORY: REV GROUP: SUB REV SRCE OPTION: N OFF BLD REC ACCT: USE TAX: N SHORT NAME: COST-SUPPLY ACT REIM: Y LIMITATION: 02- FY: REV SOURCE: REV SOURCE NAME: REV CLASS: REV CATEGORY: REV GROUP: SUB REV SRCE OPTION: OFF BLD REC ACCT: USE TAX: SHORT NAME: ACT REIM: LIMITATION:

Example:

Station processes a receivable/reimbursement for Supply Fund-Federal

• BD 44

AR / BE LOGICAR / BE LOGIC

COMMND: DOCID: BD 10 578K090027 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/09 01- LINE: 001 BFYS: 94 FUND: 4537B TRANS TYPE: 44 STATION/SAT: 578 FCP/PRJ: 016144100 JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: SFCS CLSD BFYS: TEXT TYPE: INT RATE: 0.000 CLSD FUND: AMOUNT: 259.04 I/D: GL ACCT: DESCR: REF DOC: REF LN: ADVANCE NO: TRAV TYPE: SOURCE: TYPE OF OVERPYMT: ACTION OUT:

AR / BE LOGIC

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 BD 44 G F 9495 N DESCRIPTION SALE TO CANTEEN-COST

AR / BE LOGIC

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: 9495 ACCOUNTING EVENT TYPE: AR03 SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP -------- ------- -------- ---- ---- -------- ---- ---- -------- --- --- 01- 001 GENJ D 1310 01 N 5102 31 N Y N 02- 002 GENJ D 425F 52 N 4210 50 N Y N 03- 04- 05- 06-


AR / BE LOGICAR / BE LOGIC ACTION: R TABLEID: APPR USERID: S104 FSC *** APPROPRIATION INQUIRY SCREEN *** KEY IS BUDGET FISCAL YEARS, FUND BUDGET FISCAL YEARS: 94 FUND: 4537B STATUS IND: A EST REIM OPT: R DESCRIPTION: SUPPLY FUND CATEGORY B ORIGINAL APPR AMT: 0.00 TRANSFERS IN: 0.00 APPROVED APPR AMT: 322,868,580.46 TRANSFERS OUT: 0.00 EST REIM AMT: 0.00 LAPSED AMT: 0.00 ACTUAL REIM AMT: 261,835,584.89 CARRYOVER AMT: 0.00 STAT RESERVE AMT: 0.00 EXPIRED AMT: 0.00 RESTORATIONS / WITHDRAWALS AMT < '89: 0.00 REIM AGREEMNT AMT: 0.00 UP SPN ADJ AMT: 0.00 DIR AGREEMENT AMT: 0.00 DOWN SPN ADJ AMT: 0.00 EST RECOVERY AMT: 0.00 ACT RECOVERY AMT: 0.00 PY REC WITH AMT: 0.00 UNLIQ COMM AMT: 0.00 YTD APPOR AMT: 582,363,094.72 UNLIQ OBLG AMT: 20,357,200.72 YTD ALLOT AMT: 581,706,264.75 EXPENDED AMT: 276,978,300.08 UNAPPOR APPR AMT: 2,341,070.63 AVAILABLE AMT: 285,027,593.92 APPR TRANS CODE: AA APPR TRANS TYPE: SF

ACTION: G TABLEID: RSRC USERID: S104FSC REVENUE SOURCE REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, REVENUE SOURCE 01- FY: 09 REV SOURCE: SFCS REV SOURCE NAME: SUPPLY FUND COST REV CLASS: REV CATEGORY: REV GROUP: SUB REV SRCE OPTION: N OFF BLD REC ACCT: USE TAX: N SHORT NAME: COST-SUPPLY ACT REIM: Y LIMITATION: 02- FY: REV SOURCE: REV SOURCE NAME: REV CLASS: REV CATEGORY: REV GROUP: SUB REV SRCE OPTION: OFF BLD REC ACCT: USE TAX: SHORT NAME: ACT REIM: LIMITATION:


Allowance Available for Obligation

BD 44 578K090027 001 94 4537B 90 G 1310 259.04 4210 259.04 425F 259.04 4610 259.04 4540 259.04 5102 259.04 9902 259.04 9903 259.04 9904 259.04 9905 259.04


Example:

Station processes a collection for Recycling Income

•CR 05


COMMND: DOCID: CR 20 FSC191540 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08 01- LINE: 001 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 05 BFYS: 94 FUND: 0160X2 STATION/SAT: 3XX FCP/PRJ: 000039500 JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: 8031 CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: 123456789 AMOUNT: 11.85 I/D: UNAPPLIED DEP NO: AGR NO: DESCR: RECYCLED PAPER FEE


ACTION: G TABLEID: ACED USERID: R047 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 CR 05 N 5455 N DESCRIPTION REIMB-NON FED 02- DESCRIPTION


ACTION: R TABLEID: ACEN USERID: R047 FSC ACCOUNTING ENTRIES REFERENCE DATA SCREEN KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER FISCAL YEAR: 09 ACCOUNTING ENTRY ID: 5455 ACCOUNTING EVENT TYPE: AR06 SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP -------- ------- -------- ---- ---- -------- ---- ---- -------- --- --- 01- 001 GENJ D 1013 01 N 5201 31 N N N 02- 002 GENJ D 425P 52 N 4210 50 N N N 03- 04- 05- 06- 07-


ACTION: R TABLEID: APPR USERID: S104 FSC *** APPROPRIATION INQUIRY SCREEN *** KEY IS BUDGET FISCAL YEARS, FUND BUDGET FISCAL YEARS: 94 FUND: 0160X2 STATUS IND: A EST REIM OPT: R DESCRIPTION: RECYCLING INCOME-MED CARE ORIGINAL APPR AMT: 0.00 TRANSFERS IN: 0.00 APPROVED APPR AMT: 531,509.12 TRANSFERS OUT: 0.00 EST REIM AMT: 1,083,158.52 LAPSED AMT: 0.00 ACTUAL REIM AMT: 933,269.39 CARRYOVER AMT: 0.00 STAT RESERVE AMT: 0.00 EXPIRED AMT: 0.00 RESTORATIONS / WITHDRAWALS AMT < '89: 0.00 REIM AGREEMNT AMT: 0.00 UP SPN ADJ AMT: 0.00 DIR AGREEMENT AMT: 0.00 DOWN SPN ADJ AMT: 0.00 EST RECOVERY AMT: 0.00 ACT RECOVERY AMT: 0.00 PY REC WITH AMT: 0.00 UNLIQ COMM AMT: 0.00 YTD APPOR AMT: 1,461,398.58 UNLIQ OBLG AMT: 11,600.60 YTD ALLOT AMT: 1,461,398.58 EXPENDED AMT: 479,501.54 UNAPPOR APPR AMT: 3,379.93 AVAILABLE AMT: 970,296.44 APPR TRANS CODE: AA APPR TRANS TYPE: 01


ACTION: G TABLEID: RSRC USERID: S104FSC

REVENUE SOURCE REFERENCE DATA SCREEN

KEY IS BUDGET FISCAL YEAR, REVENUE SOURCE

01-

FY: 09 REV SOURCE: 8031 REV SOURCE NAME: RECYCLING INCOME

REV CLASS: REV CATEGORY: REV GROUP:

SUB REV SRCE OPTION: N OFF BLD REC ACCT: USE TAX: N

SHORT NAME: RECYCLE INC ACT REIM: Y LIMITATION:


• AA 07 Dr. 4450 Cr. 4510• AC 03 Dr. 4510 Cr. 4540• SL 03 Dr. 4540 Cr. 4560• AL 04 Dr. 4560 Cr. 4610• SA 01 Dr. 9904 Cr. 9905• SA 03 Dr. 9902 Cr. 9903

Allowance Available for Obligation


APPROPRIATIONS = APPROPRIATIONS = AR /BEAR /BE

•GENERAL POST FUND - 8180S

•CEMETARY GIFT FUND - 8129S

•SUPPLY FUND - 4537

•RECYCLING INCOME - 0151X2 0160X2 0162X2


LIABILITIESThese accounts represent amountsowed by the U.S. Government for items received, services rendered, expenses incurred, assets acquired, construction performed and amountsreceived but unearned.

LIABILITY ACCOUNTS• 2110 - Accounts Payable – Federal• 2111 - Accounts Payable Non - Federal• 2114 – Accounts Payable - Federal -

Non Detail• 2116 – Accounts Payable -Other - Non

Detail

RC, RT, SV documents

LIABILITY ACCOUNTS

2121 - AP Scheduled - Federal2122 - AP Scheduled - Non –FederalCT, CV, PV, TM, TP documentsGLs are debited when the AD is sent from Treasury via the Treasury confirmation.

LIABILITY ACCOUNTS•2190 - Accrued Service Payable - Federal•2191 - Accrued Service Payable - Non-Federal

AR documents

GLs are credited when accrued. Obligations established in IFCAP automatically accrue unless selected not to accrue. Portion of the amount is accrued monthly based on the beginning and end date of obligation.

LIABILITY ACCOUNTS

• 2193 - Accrued Payable – Federal-Non Detail

• 2194 - Accrued Payable –Non Federal -Non Detail

• 2210 - Accrued Salaries / Wages Payable

PR, SV documents

LIABILITY ACCOUNTS• 2213 – Employer Contribution & Payroll

AR documents• 2220 - Accrued Ann. Leave Unfunded

SV documents• 2400 - Unapplied Deposit Accounts

ET, SV, TR documents

LIABILITY ACCOUNTS

• 2413 - Unapplied Deposit - Transit Benefit• 2994 - Lease Liability• 2995 - Unfunded Lease Liability (only used

for Capital Lease agreements with the Supply Fund)

• 2996 Accrued Cleanup Costs

EB, ET, SV, TR documents

LIABILITY ACCOUNTS

• 2960 – Record Cancelled Appropriation Payables

• Only in AMAF accounts (AMAFMC, AMAFRE, AMAFGE, AMAFIG, AMAFMA , AMAFMF, AMAFIT, AMAFNC, and AMAFFF.

Related Tables• ARHT – Receivable Header Inquiry Screen• ARLT - Receivable Line Inquiry Screen• JVLT – Journal Voucher & Standard Journal

Inquiry Screen• PVHT – Voucher Header Inquiry Screen• PVLT – Voucher Line Inquiry Screen

Related Reports• F850 – Undelivered Orders Report• F851 – Verification of General Ledger

Balances – Payables Report – Federal/Non-Federal

EQUITYThese accounts represent the difference between the assets and liabilities of the U.S. Government

EQUITY• 3100 Unexpended Appropriations• 3101 Unexpended Appropriations – Appropriations Received• 3102 Unexpended Appropriations –

Transfers-In• 3103 Unexpended Appropriations – Transfers-Out• 3106 Unexpended Appropriations – Adjustments

EQUITY

• 3107 Unexpended Appropriations – Used

• 3310 Cum Results of Operations• 3313 - Future Funding Requirements

Related Report• F900 – Summary Trial Balance/Station• F90F – Summary Trial Bal/Treasury

Symbol• F911 – Summary Trial Balance /Fund

Code

REVENUE & FINANCING SOURCES

• These accounts reflect the amount of income earned from the sale of goods and services, including interest income and appropriated capital used to finance operating expenses.

• 51XX - Revenue from Goods Sold• 52XX - Revenue from Services Provided• 53XX – Interest Revenue• 54XX – Funding Fee• 55XX – Insurance Revenue• 56XX - Donated Revenue

BD, CR, IM, TR, and SV documents

REVENUE ACCOUNTS

Donated RevenueGPF / NCGF

Fund 8180G / 8129GFund Category = “NQ”

5606 - VACO General Cash Donations• CR 51 / TR 24• Revenue Source Code 9045

Donated RevenueGPF / NCGF

Fund 8180S / 8129SFund Category = “NP”

5607 Station Specific Cash Donations• CR 53 / CR 05 / TR 25 / TR 76• Revenue Source Code 9040,41,42,43

REVENUE ACCOUNTS

• 5700 - Appropriations Used• 5780 – Imputed Financing

BD, CR, IM, SV, TR, UE documents

• 59XX - Other Revenue

BD, CR, TR documents

Related Tables• ARHT – Receivable Header Inquiry Screen• ARLT – Receivable Line Inquiry Screen• CRHT – Cash Receipt Header Inquiry Screen• CRLT – Cash Receipt Line Inquiry Screen• JVLT – Journal Voucher & Standard Journal

Inquiry Screen

Related Reports• F827 – Monthly Detailed Accounting

Transactions• F840 – Daily Detailed Accounting

Transactions • F853 – Accounts Receivable

Federal/Non Federal Report

EXPENSES

• The outflows of assets or incurrence of liabilities during a period resulting from rendering services, delivering or producing goods, or carrying out other normal spending activities.

EXPENSE ACCOUNTS

• 6100 Operating Expense• 6400 Benefits Program Expense• 6500 Cost of Goods Sold• 6700 Bad Debt Expense

BD, CT, CV, DV, IV, PV, SV, TM, TP, TR documents

Recording Bad Debts

• VA Uses the Allowance Method

• An adjusting entry is made at the end of each Accounting Period and reversed in the following Period

DEPRECIATION EXPENSE

THERE IS ONLY ONE VALID ACCOUNT FOR DEPRECIATION AND AMORTIZATION.

• 6710 - DEPRECIATION AND

AMORTIZATION EXPENSE

DEPRECIATION POSTING

Dr. 6710 Depreciation Expense

Cr. 1759 Accumulated Depreciation Equipment

EXPENSE ACCOUNTS

• 6860 – Cancelled Appropriation Payables, Future Funded Expense

Only in AMAF accounts (AMAFMC, AMAFNC, AMAFRE ….etc.

GAINS / LOSSES• 72XX Gain/Loss on Assets -

Debit Bal.

NOTE: The Fixed Asset Subsystem is limited to only one gain/loss account. Account 7212 “Loss on Disposal /Write-off of PP&E” will be used.

•99XX-memo accounts used for upward and downward adjustments

BL Documents (Austin’s Use)

ADJUSTMENT ADJUSTMENT ACCOUNTSACCOUNTS

Questions??

DOCUMENT REFERENCINGDOCUMENT REFERENCING

MORT

COMMND: DOCID: RT 10 6XXA9002201 STATUS: ACCPT 000-000 OF 000 BATID: SUB STN: 10/15/08 RECEIVING REPORT INPUT SCREEN

TRANS TYPE: 01 RECVD DATE: ACCT PD: ACTION E SUB STN: 311 REF DOC: MO 3XXA90022 VENDOR CODE: 12345678 01 PPAY TYPE: RECEIVED BY: T SMITH NAME: SMITY’S ENVELOPES RECEIVER DLN: 15634311001 ADDR1: PO BOX 901528 CLEAR ALL: A ADDR2: DOC TOTAL: 215.28 CITY/ST/ZIP: CLEVELAND OH 441901528 01- LINE: REF LINE: BFYS: FUND: STATION/SAT: / FCP/PRJ: JOB NO: COST CTR/SUB: / BOC/SUB: / REPT CATG: LINE AMOUNT: P/F: I/D: CLSD BFYS: LIQ AMOUNT: CLSD FUND: OUTST OBLIG: DESCR:

A--*HS60-DOCUMENT MARKED FOR READ ONLY


MO 01 Dr. 4610 Cr. 480N

RT 01 Dr. 6100 CR. 21114610 490N3107 5700

From FMS ACED and ACEN TablesFrom FMS ACED and ACEN Tables


RT 01 Dr. 6100 Cr. 21114610 490N3107 5700

(Referenced MO) Dr. 480N Cr. 4610- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Net Affect Dr. 6100 Cr. 2111

480N 490N3107 5700


BDCR

COMMND: DOCID: CR 10 FSCK0D327 STATUS: ACCPT 001-0 BATID: SUB STN: 10/15/08

LINE: 001 REF TC: BD REF DOC NO: FSCK09A881 REF LINE: 001 TRANS TYPE: 01 BFYS: 09 FUND: 0160A1 STATION/SAT: FSC FCP/PRJ: 0100501T2 JOB NO: COST CTR/SUB: 854100 BOC/SUB: 1101 09 EPT CATG: REV SRCE/SUB: 8023 CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: FSCVCS002 AMOUNT: 66,964.43 I/D: UNAPPLIED DEP NO: AGR NO: DESCR:


CR 01 Dr. 1022 Cr. 6100490G 46105700 3107

BD 01 Dr. 1312 CR. 6100490F 46105700 3107


DOCUMENT REFERENCING

• CR 01 Dr. 1022 Cr. 6100 490G 4610

5700 3107

(Referenced BD) Dr. 6100 Cr. 1312 4610 490F

3107 5700----------------------------------------------------------Net Affect Dr. 1022 Cr. 1312

490G 490F


DV

DD

SO


COMMND: DOCID: DD 10 FSCB09013 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 10/15/08 01- LINE: 001 REF DOC: SO FSCB09013 REF LINE: 001 ACCP DATE: PAY ADV: REF ADV: DV FSCSDC005 REF ADV LINE: 001 INV DATE: VENDOR INV NO/LINE: LOG DATE: T/T: 03 BFYS: 09 FUND: 0160A1 STATION/SAT: FSC FCP/PRJ: 250020100 JOB NO: COST CTR/SUB: 824700 00 BOC/SUB: 2130 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: GL ACCOUNT: DESCR: LINE AMOUNT: 243.00 I/D: P/F: INT REASON: LIQ AMOUNT: QUANTITY: ADV: UNAPPLIED DEP NO:

DD 03 Dr. 6100 Cr. 10214610 490G3107 5700

SO 01 Dr. 4610 CR. 480F

DV 01 Dr. 1411 Cr. 1021



DD 03 Dr. 6100 Cr.1021

4610 490G

3107 5700

Referenced DV 1021 1411

Referenced SO 480F 4610---------------------------------------------------------------------

Net Affect Dr. 3107 Cr. 1411480F

490G6100 5700


Specific Reconciliations

• Recon of GL Accounts (F865)• Receivables (F853)• Payables (F851)• Unapplied Deposits (F856)• Undelivered Orders (F850)• GTN Payroll (MNX1) vs Daily Activity

of Account Classification Code (F20D)

Specific Reconciliations

• Fixed Assets (F852)• WIP – 1720 (F876)• WIP – 1832 (F762)• Inventory (F832)• Employee Advances (F854)• Federal & Non Fed Advances (F855)

Receivables• GL Accounts 1310, 1311, 1312, 1313,

1314, 1315, 1321, 1334. • Report F853 lists all open bills in FMS

by fund.• Report F853 does not pick up Summary

Receivables for fund 5287XX transmitted from AR to FMS on SV Documents.

Accounts Payable• GL Accounts: 2110, 2111, 2190, 2191

and 2213• Report F851

Source Documents:• VA 2138 Order for Supplies and Services• VA 2237 Request, Turn-in and Receipt of

Property.• VA 1358 Estimated Miscellaneous

Obligations

Unapplied Deposits

• GL Account 2400• Reconcile at end of calendar month• Use report F856, which is based on

Table UDST “Unapplied Deposit Summary Inquiry” Table

• Source Documents:SF 215 Deposit TicketVAF 4564 Transfer of Disbursing Authority

Undelivered Orders

• Undelivered Orders and Accrued Services files will be analyzed monthly, and the initiating office will be notified of those documents which have been outstanding for an unreasonable amount of time.

Undelivered Orders• GL Accounts: 48XX• Report F850

Source Documents:• VA 2138 Order for Supplies and Services• VA 2237 Request, Turn-in and Receipt of

Property.• VA 1358 Estimated Miscellaneous

Obligations

GTN vs F20D

• GTN PAYROLL PPXX(MNX1) vs Daily Activity by Account classification Code (F20D) for the Settlement Date Friday of Payroll and following Monday for Rejects to total GTN. Total of all the PR transactions from F20D will equal net charges to appropriation on MNX1.

GTN vs F20DRSD REPORT M STATION NUMBER, FORM NAME MNX1 VS RSD REPORT F STATION NUMBER, FORM NAME F20D. - REPORT NAME-> GTN PAYROLL PP23 FORM-> MNX1 LINES-> 218 PAGES-> 9 S.F. 23 S.P. 01 S -> 001 E -> 132 L 0000000151 P 000000006 ---------------------------------------------------------------------------------------------------------------------- 309700 - 1214 $ 465.69 309700 - 1218 $ 606.74 309700 - 1220 $ 108.91 TOTALS BY COST CENTER - STATION 321 PAY PERIOD - 23 COST CENTER-SUBACCOUNT AMOUNT FTEE LWOP 309700 - 1222 $ 826.98 309700 - 1224 $ 323.51 30 FTEE SUB-TOTAL 183.4 208.50 STATION FTEE TOTAL 183.4 208.50 NET CHARGES TO APPROPRIATIONS FOR STATION 321 3610151-3 396,772.55 NET OUT-OF-SYSTEM ADJUSTMENTS NONE

GTN vs F20DREPORT NAME-> T.RBEACCV.112400 FORM-> F20D LINES-> 126 PAGES-> 5

S.F. 23 S.P. 01 S -> 001 E -> 132 L 0000000047 P 000000002 ----------------------------------------------------------------------------------------------------------------------------------- PR 321PP23 11/24/08 11 01 301000 0.00 323,344.96 --------------- ---------------

----------------------------------------------------------------------------------------------------------------------------------- PR 321PP23 11/24/08 12 01 301000 0.00 73,294.03 --------------- --------------- TOTAL ADJUSTMENTS 0.00 396,638.99

TOTAL MNX1 - 396,772.55

DIFFERENCES 1132 BOC 133.56

Fixed Assets• Fiscal must work

with OA&MM on a monthly basis to reconcile VA Property, Plant & Equipment Accounts

Nonexpendable Property• GL Accounts 1700 & 1800.• Fiscal is responsible for rejects from

the AEMS/MERS interface.• Assets should be recorded at the “net” value (less any purchase discounts)• Interest expense and lost discounts

should be expensed, not capitalized.

Nonexpendable Property• There is a possibility the FA document

created by AEMS/MERS will not agree to the RC/PV created by FMS.

• Timing difference may occur between the recording of the assets in both systems.

Nonexpendable PropertyData Sources:• General Ledger Reconciliation of

FMS and Fixed Assets Report (F852)• Standard Voucher Document

Transfer Report (F871)• Detail Listing Report (FA04)• VAF 4578 Real Property Cards

WORK IN PROCESS

• Transactions which utilize Capitalized Real Property BOC’s post to account 1720 for annual and multi-year appropriations.

• BOC’s = 3215, 3220, 3221,3225, 3230, 3240

WORK IN PROCESSSOFTWARE IN DEVELOPMENT

• Transactions which utilize Capitalized Software BOC’s post to account 1832 for annual and multi-year appropriations.

• BOC = 3124

WORK IN PROCESS• When a project in work-in-process is

completed, the project will have to be manually moved to an asset account using SV 28, 29, or 30.

• WIP Golden Rule:DO NOT capitalize until you

take possession.

Employee Advances

Data Sources:• GL Account 1410• F854 lists all outstanding Employee

Travel Advances.

Federal / Non FederalAdvances

Data Sources:• GL Accounts 1411 and 1412• F855 lists all outstanding Federal and

Non Federal Advances

Default ACC Codes• Balances in the following default ACC Codes

for the Credit Card must be reviewed and charge to the applicable ACC Code.:Fund ACC Code0151A1 0000999CV0129A1 0100999CN0160A1 0100999CC

Control Points

• GL Account 4610• Status of Allowance Rpt. (F826)• Supporting Documentation

Daily (F20D)Suballowance Obligation InquiryScreen - SAOB TableSpending Control Document Cross Reference Inquiry Screen - SPDX Table

Fund 6020 vs VPFS

• GL Account - 2403• Equals VPFS (Veterans Patient Fund

System) or Manual Patient Account Records.

• VOUCHER SUMMARY FOR STATION: 501 NOV 04, 2007@07:33:05 page 1• FUND: 8180S GENERAL POST ACCOUNTING PERIOD FROM 10/1/06 TO 10/31/06• TRANSACTION EQUIP ID# NET AMOUNT EQUIP P.O.#• LAN Right Margin: 80// • CODE NUMBER DATE• ---- ----------- -------- ---------- ---------------- ------------• SGL: 1750 NX EQUIP• Opening Balance for Oct 2007: $105,000.00• G/L Acct 1750 Net Activity: 0.00• Closing Balance for Oct 2007: $105,000.00• Enter RETURN to continue or '^' to exit: • VOUCHER SUMMARY FOR STATION: 501 NOV 04, 2007@07:33:05 page 2• FUND: AMAFMC MED CARE ACCOUNTING PERIOD FROM 10/1/06 TO 10/31/06• TRANSACTION EQUIP ID# NET AMOUNT EQUIP P.O.#• CODE NUMBER DATE• ---- ----------- -------- ---------- ---------------- ------------• SGL: 1750 NX EQUIP• Opening Balance for Oct 2007: $30,654,897.83• FD 5015N2505 10/1/07 43316 -121,589.00 501-CF5803• FD 5015N2506 10/26/07 28269 -278,881.00 501-A10004• FD 5015N2507 10/26/07 43454 -113,924.00 501-CF5802• G/L Acct 1750 Net Activity: -514,394.00• Closing Balance for Oct 2007: $30,140,503.83• SGL: 1751 ADPE• Opening Balance for Oct 2007: $5,684,237.92• G/L Acct 1751 Net Activity: 0.00• Closing Balance for Oct 2007: $5,684,237.92• Enter RETURN to continue or '^' to exit: • VOUCHER SUMMARY FOR STATION: 501 NOV 04, 2007@07:33:05 page 3• FUND: AMAFRE RESEARCH ACCOUNTING PERIOD FROM 10/1/07 TO 10/31/07• TRANSACTION EQUIP ID# NET AMOUNT EQUIP P.O.#• CODE NUMBER DATE• ---- ----------- -------- ---------- ---------------- ------------• SGL: 1750 NX EQUIP• Opening Balance for Oct 2007: $520,152.55• G/L Acct 1750 Net Activity: 0.00• Closing Balance for Oct 2007: $520,152.55• Enter RETURN to continue or '^' to exit: • Select Fixed Assets Reports Option:

Reconciliations

HappyReconciling!

FINANCIAL REPORTING

FEDERAL ENTITIES• VA Reports to:

– Treasury– GAO– OMB– Other Federal Entities

FINANCIAL & BUDGETARY REPORTING

• VA Reports on:– FACTS I/Government Wide Financial

Reporting System (GFRS)– FACTS II– SF 133– Financial Statements

FACTS I/GFRS• VA’s Required to:

– Submit Proprietary Account Trial Balance For Each Treasury Symbol Fund Group

– Disclosure Notes to Treasury– Must Agree With VA’s Audited Financial

Statements– Includes Federal Trading Partner Information– GFRS replacing FACTS I

FACTS II• VA’s Quarterly Submission

– Budgetary Account Trial Balance For Each Treasury Symbol

– Specified Account Attributes to Treasury– Used as prior year actual data for President’s

Budget Submission– Replaced Requirement for SF 133 & TFS

2108

SF 133• VA Produces for Internal Management &

Analysis Purposes• Report Shows Sources and Status of VA

Budgetary Resources & Reconciliation of Outlays

FINANCIAL STATEMENTS• VA’s Required to Submit Consolidated Financial

Statements to OMB• Statement Includes:

– Balance Sheet– Statement of Net Cost– Statement of Changes in Net Position– Statement of Budgetary Resources– Statement of Financing– Disclosure Notes & Supplemental Information

MISCELLANEOUSINFORMATION

1 VA + FUND Please note that Purchase Cards should not be used with 1VA+ under any circumstances.

This message has been sent before. It is prohibited to use the purchase cards with any 1VA+ funds. If you have made any purchases within the last 30 days using 1VA+ Funds using a purchase cards, you must reverse the transactions and process it correctly.All Field stations must use Cost Center 6153 and BOC 2529 when obligating 1VA+ funds for procurement. No others should be used regardless of the purchase.Please direct all questions to the Supply Fund Accounting Team, Stacey Eason.

1 VA + Fund

• 4537B3 - Relates to FY 02 Med. Care• 4537B3 - Relates to FY 03 Med. Care • 4537B3 - Relates to FY 04 Med. Care• 4537B3 - Relates to FY 05 Med. Services• 4537B3 - Relates to FY 06 Med. Services

1 VA + Fund0160A1

HT 01 4610/480N

(BOC 2529))

4537B3SV UF 4222/4210

MO 01 4610/480N

RT 01 480N/490N 6507/2122(ref MO/net result)

1 VA + Fund0160A1

IM CF 1750/1021 4610/490G(Ref HT doc--Part of 2 LN IM done)

4537B3PV 01 490N/490P 2122/1020

IM V1 1043/5107 425G/4222(Part 2 of 2 LN IM done w/ RT trans)

STANDARDIZED OBLIGATIONS

• VA Handbook 7127/3: Under the "1VA + FUND" program, customers are permitted to enter into a

VA Supply Fund (SF) agreement and obligate current year appropriation authority to the SF. The obligation, subject to the terms of the agreement, [extends to later years the time for use of the funds to fulfill the needs described within the agreement.] Program offices are encouraged to complete the work under "1VA + FUND" agreements within 3 additional years rather than extending for the 5 years provided by statute.

• Web site:http://vista.med.va.gov/FranchiseFund/Obligations/ObligationsNew.html

http://vista.med.va.gov/Franchise

MEDICAL SERVICES SHARING

AGREEMENTS/SUPPLY FUND

MedServices/Supply

4537B-Revenue Side

BD-03 (G) 1310/5113 425F/4210

TR-03 (G) 1036/5113 425G/4210

MedServices/Supply4537B - Expense Side

SO-01 (G) 4610/480F

*AR-02 (G) 6513/2190 4610/490F

PV-04 (G) 6513/2121 4610/490G*Processed manually at EOAM for the amount open on the Obligation.

Fund SGL Account

36X4025 259036X4127 139936X4129 218036X4130 1399

For payments and collections these accounts all act in the same way. Most expenses and revenues are recorded in these accounts.

LGYLGYSubsidiary AccountsSubsidiary Accounts

FMS GENERAL LEDGER

REFERENCE TABLES

FMS GENERAL LEDGER REFERENCE TABLES

• GLAC - General Ledger Account Title Defines the general ledger account names

• ACED- Acctg Entries Definition Table Defines the accounting entry ID for a particular transaction code/transaction type combination.

• ACEN - Accounting Entries Table Defines the debit and credit accounts for a particular accounting entry ID.

.

GLACACTION: R TABLEID: GLAC USERID: S104 FSC GENERAL LEDGER ACCOUNT REFERENCE DATA SCREEN KEY IS FISCAL YEAR, GENERAL LEDGER ACCOUNT CASH REPT PROHIBIT GENERAL FISCAL SGL ACCT ACCT CAT ON INPUT MEMO OR BAL 224 YEAR ACCOUNT ACCT CATG GROUP TYPE IND OPT FLAG BOTH IND IND IND ------ ------- ----- ---- ----- ---- ---- ----- -------- -------- --- --- 01- 09 1010 1010 10 01 01 Y N N G N N GL ACCOUNT NAME: DISBURSING AUTHORITY SHORT NAME: DISB AUTH 02- 09 1011 1010 10 01 01 Y N N G D N GL ACCOUNT NAME: DISB AUTH - CENTRAL OFF RESRVE SHORT NAME: DISB AUTH-CO 03- 09 1013 1010 10 01 01 Y N N G D Y GL ACCOUNT NAME: DISB.AUTHORITY-REIMBURSEMENTS SHORT NAME: DISAUTH REIM 04- 09 1018 1010 10 01 01 Y N N G C N GL ACCOUNT NAME: DISB AUTH TRANSFERRED SHORT NAME: AUTH TRANS 05- 09 1019 1010 10 01 01 Y N N G D N GL ACCOUNT NAME: DISB AUTH RECEIVED SHORT NAME: DISAUTH RECD 06- 09 1020 1010 10 01 01 Y N N G C Y GL ACCOUNT NAME: TREASURY DISBURSEMENTS SHORT NAME: TREAS DISB 07- 09 1021 1010 10 01 01 Y N N G C Y GL ACCOUNT NAME: 224 DISBURSEMENTS SHORT NAME: 224 DISB

ACEDACTION: 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 PV 01 N 2307 Y DESCRIPTION PAY VOUCHER - OP EXPENSE 02- 09 PV 01 N A 0145 Y DESCRIPTION PAY VOUCHER - OP EXPENSE 03- 09 PV 01 N B 0063 Y DESCRIPTION PAY VOUCHER - OP EXPENSE 04- 09 PV 01 N C 2307 Y DESCRIPTION PAY VOUCHER - OP EXPENSE 05- 09 PV 01 N E 2327 Y DESCRIPTION PAY VOUCHER - OP EXPENSE 06- 09 PV 01 N F 0145 Y DESCRIPTION PAY VOUCHER - OP EXPENSE

ACENACTION: 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: 2307 ACCOUNTING EVENT TYPE: SP03

SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLA NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV -------- ------- -------- ---- ---- -------- ---- ---- -------- --- 01- 001 GENJ D 6100 22 N 2122 02 N N 02- 002 GENJ D 4610 44 N 490N 48 N N 03- 003 GENJ D 3107 03 N 5700 31 N N 04- 05- 06- 07- 08- 09- 10- 11- 12- 13- 14- 15- 04-*L009 HEADER CHANGE

FMS GENERAL LEDGER INQUIRY TABLES

• GLDB - General Ledger Balance Accounting Distribution and Vendor Details Table

• GLTS - General Ledger Trial Balance by Station (updated during the nightly cycle process)

• GLBL - General Ledger Balance Table

• MSGL - Monthly Summary General Ledger Balance Inquiry Screen

BOCTACTION: R TABLEID: BOCT USERID: S104 EMT BUDGET OBJECT CODE REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE FED BOC SUB BOC OBL= REST BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG POST EXP LKUP DEACT FY CODE CLS CLS IND IND IND FLAG FLAG LMT FLAG BOC FLAG DATE -- ---- --- --- --- --- ---- ------ ---- ---- ---- ---- ---- -------- 01- 09 2692 260 26 N N N N N 26 N Y N NAME: PROSTHETIC SUPPLIES SHORT: PROSTH SUPPL 02- 09 2693 260 26 N N N N N 26 N Y N NAME: HOME DIALYSIS EQUIP AND SUPPLY SHORT: HM DIAL EQ&M 03- 09 2696 260 26 N N N N N 26 Y Y N NAME: SUPPLY INVENTORY-HELD FOR SALE SHORT: SF INVENTORY 04- 09 2697 260 26 N N C N N 26 Y Y N 08 22 03 NAME: MEDICINES, DRUGS, & CHEMICALS SHORT: MED,DRG,CHM 05- 09 2698 260 26 N N C N N 26 Y Y N 03 20 03 NAME: MEDICAL SUPPLIES SHORT: MEDICAL SUPL 06- 09 2699 260 26 N N C N N 26 Y Y N 08 24 00 NAME: OTHER SUPPLIES SHORT: OTHER SUPL 07- 09 31 N N N N Y 31 N N N NAME: EQUIPMENT SHORT: EQUIPMENT

GLDBACTION: 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 08 0160A1 1020 10 501 820200 01AE20200 2692 01 TRANS ID DATE FM REF DOCUMENT VENDOR VENDOR INV # AMT ------------- ------ -- ------------- ----------- -------------------- ----- AD0143390 081009 01 CV501A4522501 22218359002 808165 -3,895.00 AD0144828 081009 01 CV501A4510901 411526554 01700930 -119.67 AD0872853 081010 01 CV501A4526401 411526554 01703193 -464.47 AD1354251 081015 01 CV501A4528001 411526554 01703327 -130.57 CC50142689011 081008 01 460358360 XXXXXXXXXXXX1992 -13,980.39 CC50142719021 081008 01 460358360 XXXXXXXXXXXX1992 -3,900.00

GLTS ACTION: R TABLEID: GLTS USERID: S104 FSC *** GENERAL LEDGER TRIAL BALANCE BY STATION SCREEN *** KEY IS FISCAL YEAR, STATION, FUND, BFYS, GL ACCT FY STATION FUND BFYS DEBIT BALANCE: 69,331,917.72 -- ------- ------ ----- - CREDIT BALANCE: 69,331,917.72 09 501 0160A1 08 = DIFFERENCE: 0.00 GL D/ ACCT C BEG BAL + DEBITS - CREDITS = END BAL ---- - --------------- --------------- --------------- ---------------01- 1010 N -136,951,835.96 0.00 0.00 -136,951,835.9602- 1013 D 0.00 41.45 0.00 41.4503- 1020 C 0.00 38,286.40 4,067,721.73 -4,029,435.3304- 1021 C 0.00 106,431.27 299,449.53 -193,018.2605- 1022 D 0.00 7,331.77 0.00 7,331.7706- 1025 C 0.00 9,288.59 3,362,271.84 -3,352,983.2507- 1099 N 0.00 18,105.91 0.00 18,105.9108- 1310 D 1,632,797.84 422,463.62 80,616.24 1,974,645.2209- 1311 D 85,410.67 0.00 85,410.67 0.0010- 1313 D 149,875.31 10,646.49 3,575.36 156,946.4411- 1316 D 1,607,000.00 0.00 1,607,000.00 0.0012- 1410 D 2,889.97 0.00 0.00 2,889.97

GLBLACTION: R TABLEID: GLBL USERID: S104 FSC *** GENERAL LEDGER BALANCE INQUIRY SCREEN *** KEY IS FISCAL YEAR, BUDGET FISCAL YEAR, FUND, GENERAL LEDGER ACCOUNT FISCAL YEAR: 09 BFY: 08 FUND: 0160A1 TREASURY SYMBOL: 3690160 GENERAL LEDGER BEGINNING DEBIT CREDIT NET ACCT BALANCE BALANCE BALANCE BALANCE ---- ----------------- ----------------- ----------------- ----------------- 1020 0.00 3,867,446.84 473,003,904.54 -469,136,457.70 1021 0.00 46,684,673.40 82,029,918.31 -35,345,244.91 1022 0.00 2,325,169.71 136,168.96 2,189,000.75 1023 0.00 23,078.38 155,188.33 -132,109.95 1024 0.00 128,915.50 0.00 128,915.50 1025 0.00 1,469,990.09 387,206,251.81 -385,736,261.72 1026 0.00 567,720.66 5,412,807.65 -4,845,086.99 1036 0.00 1,030,152.67 26,572.78 1,003,579.89 1043 0.00 256,288.10 126,816.91 129,471.19 1099 0.00 2,480,289.84 6,194.69 2,474,095.15 1310 10,556,955.81 2,242,442.37 4,749,511.16 8,049,887.02 1311 20,312,368.10 2,329,644.66 20,249,109.23 2,392,903.53 1312 122,992.40 100,528.99 10,400.49 213,120.90 1313 7,045,884.74 1,442,231.31 1,842,791.64 6,645,324.41

MSGLACTION: R TABLEID: MSGL USERID: S104 FSC *** MONTHLY SUMMARY GENERAL LEDGER BALANCE INQUIRY SCREEN *** FY FUND BFY GL ACCT A/O STN FCP/PRJ BOC/REV SRCE REPT CATG-- ------ ----- ------- ----- -------- --------- ------------ ---------09 0160A1 08 1020 10 501 01AE27200 2574 FISC MONTH NET AMOUNT ---------- ------------------- 01- 01 -129,607.77 02- 02 -1,152.57 03- 04- 05- 06- 07- 08- 09- 10- 11- 12- 13- 03-*L009 HEADER CHANGE

ANNUAL CLOSE AND TRIAL BALANCE

CLOSING THE BOOKS• 5000, 6000, AND

7000 3310• ANNUAL APPROP.

4610 4650• ALL DISBURSING

AUTHORITY ACCOUNTS CLOSE TO 1010

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

CLOSING THE BOOKS• BFY and Ending BFY 04 Travel

Obligations - Must be Reversed– BFY 04 and Ending BFY 04 Advances -

Collect, Write off or Reclassify– BFY 04 and Ending BFY 04 Receivables

- Moved to 3200 during annual close– BFY 04 and Ending BFY 04 WIP -

Review and move as necessary

CLOSING THE BOOKS

– Ensure Manual accruals have a reversal period of 01/10

– FY09 TriCare bills are moved to FY10– Ensure available unobligated balances

have sufficient funds to cover G/L 1321

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

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

CONGRATULATIONS!

YOU ARE

NOW A CERTIFIED

FMS/SGL

EXPERT!

VISN/Organization Nationwide Accountant

VISNs: 1, 7, 9, 16, 17Area Office: Central, EasternOther Stations: 101, 785

Primary: Anita Aleman (512) 460-5176Alternate: Veronica Carmicheal (512) 460-5411

VISNs: 2, 4, 5, 8, 10, 20, 99 Primary: Sandra Gibson (512) 460-5012Alternate: Brenda Burton (512) 460-5308

VISNs: 18, 21, 22, 23Area Office: Southern, Western

Primary: Brenda Burton (512) 460-5308Alternate: Sandra Gibson (512) 460-5012

VISNs: 3, 6, 12, 15, 19Other Stations: 102, 104, 105, 200, 201, 203, 281, 282, 283, 284, 285, 389, 705, 774, 775, 786, 787, 788, 789, 790, 791, 793, 794, 795, 796, 797, 799

Primary: Veronica Carmicheal (512) 460-5411Alternate: Anita Aleman (512) 460-5176

VISN: 11 Primary: Melinda Parker (512) 460-5527Alternate: Michael Moore (512) 460-5243

Supervisor Crystal Russell (512) 460-5135

TROUBLESHOOTING FMS REJECTS

?

COMMND: DOCID: CR 04 123456789 STATUS: REJCT 001-001 OF 001 BATID: SUB STN: 10/15/07 01- LINE: 001 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 05 BFYS: 08 FUND: 0151A1 STATION/SAT: 311 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: JURY CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: AMOUNT: 10.00 I/D: UNAPPLIED DEP NO: AGR NO: DESCR: 02- LINE: REF TC: REF DOC NO: REF LINE: TRANS TYPE: BFYS: FUND: STATION/SAT: 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: AMOUNT: I/D: UNAPPLIED DEP NO: AGR NO: DESCR: A--*HP03-DOCUMENT ERRORS DETECTED 01-CPM02-TRAN CODE/TYPE NOT IN ACED

ACTION: R TABLEID: ERRG USERID: R047 FSC *** ERROR GUIDE INQUIRY TABLE *** KEY IS ERROR CODE

ERROR CODE: CPM02 ERROR MESSAGE: TRAN CODE/TYPE NOT IN ACED

PROBLEM: AN ERROR EXISTS BETWEEN THE TRANSACTION CODE AND TRANSACTION TYPE. THIS ERROR CAN ALSO APPEAR DEPENDING ON THE SETTING OF OPTIONS ON THE ACED TABLE - SUCH AS VENDOR CAT/TYPE, BUDGET OBJECT CODE AND FUND CAT.

SOLUTION: 1. CHECK DOCUMENT FOR VALID TRANS CODE/TRANS TYPE. 2. CHECK VENDOR CODE ON DOCUMENT WITH VEN2 TABLE FOR VENDOR TYPE/CAT. 3. CHECK BOC POST FLAG ON BOCT TABLE AND FUND CAT CODE ON FUND TABLE. 4. CHECK ACED FOR VALID VEND CAT/TYPE, BUDGET BOC & FUND CAT-IF REQUIRED. 5. FOR CERTAIN DOCUMENTS, ASSURE THE VND/PRV FIELD IS ENTERED.


• Three Avenues to Research the Problem– Fund Category– Budget Object Class– Vendor


1. Fund Category

FUND

FCAT

ACED

ACTION: R TABLEID: FUND USERID: S104 FSC FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 08 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: 3680151 SHORT NAME: GOE FUND CLASS: 01 FUND CATEGORY: FUND GROUP: AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: - - OMB ID CODE: 1000 SUBCLASS: N BUREAU CODE: - - ALLOW UNOBLIG EXP AGST EXPRD: N CONTROL OPTIONS - APPROPRIATION: C APPORTIONMENT: C ALLOTMENT: C SUB-ALLOTMENT: C ALLOWANCE: C 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: 08 FUND: 0151A1 STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:

ACTION: R TABLEID: FCAT USERID: S104 FSC FUND CATEGORY REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, FUND CATEGORY

FUND CAT FY FUND CAT NAME SHORT NAME POSTING -- -------- ------------------------------ ------------ ------- 01- 08 A VETERANS CANTEEN SERVICES VCS Y 02- 08 B REIMBURSABLE APPROPRIATIONS REIMBURSABLE Y 03- 08 C CONSTRUCTION FUNDS CONSTRUCTION Y 04- 08 D PERSONAL FUNDS OF PATIENTS PFOP Y 05- 08 E EXPIRED AUTHORITY EXPIRED FUND Y 06- 08 F SUPPLY FUND SUPPLY FUND Y 07- 08 G GENERAL FUND RECEIPTS GENERAL FUND Y 08- 08 H GENERAL FUND RECEIPTS - AR GFR - AR Y 09- 08 J COMPENSATED WORK THERAPY (CWT) CWT Y 10- 08 K FRANCHISE FUND FRANCH FUND Y 11- 08 L LOAN GUARANTY - MLAC LGY - MLAC Y 12- 08 M MCCF COLLECTION FUND MCCF Y 13- 08 O OFHEO OFHEO Y 14- 08 P GEN POST FUND/NAT CEM GIFT GPF/NCS GIFT Y 15- 08 Q GEN POST FUND - GEN DONATION GPF/GENERAL Y 16- 08 R REGULAR REGULAR N 17- 08 S SUSPENSE SUSPENSE Y 18- 08 T CLEARING/FUNDS IN TRANSIT CLEARING/FIT Y 19- 08 V VBA - CP&E BENEFITS SYTEMS VBA-CP&E BEN Y 20- 08 W ESCROW FUNDS ESCROW FUNDS Y 21- 08 Z AMAF AMAF Y

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- 08 CR 05 N 5455 N DESCRIPTION REIMB-NON FED 02- 08 CR 05 N C 5455 N DESCRIPTION REIMB-NON FED 03- 08 CR 05 N E 5455 N DESCRIPTION REIMB-NON FED 04- 08 CR 05 N F 5455 N DESCRIPTION REIMB-NON FED - SF 05- 08 CR 05 N K 5457 N DESCRIPTION REIMB-NON FED


1. Fund Category

FUND

FCAT

ACED


2. Budget Object Class

ACED

ACEN

ACEV

CTION: 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- 08 CR 05 N 5455 N DESCRIPTION REIMB-NON FED 02- 08 CR 05 N C 5455 N DESCRIPTION REIMB-NON FED 03- 08 CR 05 N E 5455 N DESCRIPTION REIMB-NON FED 04- 08 CR 05 N F 5455 N DESCRIPTION REIMB-NON FED - SF 05- 08 CR 05 N K 5457 N DESCRIPTION REIMB-NON FED

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: 5455 ACCOUNTING EVENT TYPE: AR06 SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP -------- ------- -------- ---- ---- -------- ---- ---- -------- --- --- 01- 001 GENJ D 1013 01 N 5201 31 N N N 02- 002 GENJ D 425P 52 N 4210 50 N N N 03- 04- 05- 06- 07- 08- 09- 10- 11- 12- 13- 14- 15- 03-*L009 HEADER CHANGE

ACTION: G TABLEID: ACEV USERID: S104 FSC 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- AR06 Y N N Y N CASH RECEIPT - REVENUE 02- 03- 04- 05- 06- 07- 08- 09- 10- 11- 12- 13- 14- 15- 16-


2. Budget Object Class

ACED

ACEN

ACEV

BOCT

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 FLA DATE -- ---- --- --- --- --- ---- ------ ---- ---- ---- ---- ---- ------ 01- 08 3121 310 31 N N N N N 31 Y Y N NAME: OFFICE EQUIPMENT, CAP SHORT: OFC EQUPCAP 02- 08 3122 310 31 N N N N N 31 Y Y N NAME: OFFICE AUTOMATION/WP PURCHASED SHORT: OF AUTO/WP P 03- 08 3123 310 31 N N N N N 31 Y Y N NAME: ADP EQUIP, CAP SHORT: ADP EQP CAP 04- 08 3124 310 31 N N N N N 31 Y Y N NAME: ADP SOFTWARE, PURCHASED SHORT: ADP SFTWRE P 05- 08 3125 310 31 N N N N N 31 Y Y N NAME: TELECOMM EQ (DATA) PURCHASED SHORT: TELECOMM-PUR 06- 08 3126 310 31 N N N N N 31 N Y N NAME: FURNITURE & FIXTURES, NOT CAP SHORT: FURN&FIX,NC 07- 08 3127 310 31 N N N N N 31 N Y N NAME: OFFICE EQUIPMENT, NOT CAP SHORT: OFF EQ, NC


3. Vendor

ACED

ACEN

ACEV

TCAT

ACTION: G TABLEID: ACEV USERID: S104 FSC 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- AR06 Y N N Y N CASH RECEIPT - REVENUE 02- 03- 04- 05- 06- 07- 08- 09- 10- 11- 12- 13- 14- 15- 16-

ACTION: R TABLEID: TCAT USERID: S104 FSC TRANSACTION CATEGORY REFERENCE DATA SCREEN KEY IS TRANSACTION CODE 01- TRANSACTION CODE: CR TRANSACTION CATEGORY: CR TRANSACTION DESCR: CASH RECEIPTS LIQ TOLERANCE: 000 % LIQ TOLERANCE AMT: 0.00 SHIPPING LIQ TOLERANCE AMT: 0.00 ----------------------------- FLAGS ----------------------------- VERIFY: N PROMPT PAYMENT: N ALLOW FUTURE PER: N PRINT: N VENDOR POSTING: Y DOC REF REQUIRED: N DOC TRACK VOUCHER: N DOC TRACK ACCOUNT: N DOC TRACK NUMBER: N REQUIRED FIELDS: Y ACCTG REQ TV DISB: N DOC TYPE REQ: N BALANCED SV REQD: N TRACK CONTRACT: N DOC XREF TYPE: A BYPASS UNAPP DEP: N OBL CONTRACT REQD: N PAY ADV REQD: N GROUP PAYMENTS: Y OBL REQUIRES RECVR: N REF QUANTITY FLAG: N SINGLE PROJ OBL: N OBL REQUIRES INV: N DLN REQD: N RECOV DETERM LEVEL: N


3. Vendor

ACED

ACEN

ACEV

TCAT

COMMND: DOCID: CR 04 123456789 STATUS: SCHED 001-001 OF 001 BATID: SUB STN: 10/15/07 01- LINE: 001 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 05 BFYS: 08 FUND: 0151A1 STATION/SAT: 311 FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: JURY CLSD BFYS: CLSD FUND: CHECK NO: ACTION OUT: GL ACCT: ADV IND: ADV: ADV NO: TRAV TYPE: VND/PRV: MISCN AMOUNT: 10.00 I/D: UNAPPLIED DEP NO: AGR NO: DESCR: 02- LINE: REF TC: REF DOC NO: REF LINE: TRANS TYPE: BFYS: FUND: STATION/SAT: 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: AMOUNT: I/D: UNAPPLIED DEP NO: AGR NO: DESCR:

INQUIRY TOOLS• You Know: Vendor Name

• You Want: FMS Vendor ID Code

• Go To: VNAM

• Type In: Vendor Name

INQUIRY TOOLS

• You Know: Vendor Code

• You Want: All transactions processed for this vendor

• Go To: VXRF

• Type In: Vendor ID Code

INQUIRY TOOLS

• You Know: Vendor Code, Payment Trans Code

• You Want: All payments (of a particular type) processed for this vendor

• Go To: VXRF

• Type In: Vendor ID, Trans Code and Station #

INQUIRY TOOLS

• You Know: Trans code & purchase order• number • You Want: Receivers/payments processed • against a purchase order number

• Go To: DXRF• Type In: Trans code and purchase order• number. Scan on MO to see RT’s .• Scan on RT’s to see PV’s, CV’s, etc.• Scan on SO to see PV’s or CT’s.

INQUIRY TOOLS

• You Know: Vendor Code, Payment Trans Code & Number

• You Want: Status of Payment

• Go To: PVHT• Type In: Vendor ID, Trans Code and Number• Dates:Voucher Date-Date payment matched or input

Schd Date- Date payment is scheduled to pay Closed Date-Actual date of the check

INQUIRY TOOLS

• You Know: Trans code & purchase order number

• You Want: Vendor ID• Go To: DXRF• Type In: Trans code & purchase order

number. Select the payment. Bring the cursor to the selected line & leaf to PVHT/PVLT to see the transaction.

INQUIRY TOOLS

• You Know: Vendor Code & Invoice Number

• You Want: Check Number and/or Payment Transaction ID and/or Amount Paid

• Go To: IVCH

• Type In: Vendor Code and Invoice Number

INQUIRY TOOLS

• You Know: Check Number/Trace Number

• You Want: Nature of Payment

• Go To: CHKL/EFTL

• Type In: Check Number/Trace Number. To see vendor name and address leaf to CHKH/EFTH

INQUIRY TOOLS

• You Know: Vendor Code, Payment Trans Code and Number

• You Want: Check Number and Amount

• Go To: VXDD

• Type In: Vendor Code, Trans Code and Document Number

INQUIRY TOOLS• Leaf to: TSCL-Look for the dollar

amount/purchase order number. Look at the check/trace number field. For check numbers (8 numbers) refer to CHKH/CHKL. For EFT payments (7 numbers) refer to EFTH/EFTL.

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: MO TRANS NUMBER: XXXA70000 DOC TOTAL: 8,392.30 OUTST AMT: 4,452.50 REF TRANS ID ACCEP DOC F/B/A TC NUMBER DATE ACT VENDOR AMOUNT ----- ----------------- -------- --- ------------ ----------------- 01- F RT XXXA1100002 10 18 07 E 364184946 01 627.00 LAST BATCH NUMBER: CLEARING ACTION: 02- F RT XXXA1100003 10 18 07 E 364184946 01 109.00 LAST BATCH NUMBER: CLEARING ACTION: 03- F RT XXXA1100004 11 14 07 E 364184946 01 690.60 LAST BATCH NUMBER: CLEARING ACTION: 04- F RT XXXA1100005 12 15 07 E 364184946 01 736.00 LAST BATCH NUMBER: CLEARING ACTION: 05- F RT XXXA1100006 12 18 07 E 364184946 01 345.30 LAST BATCH NUMBER: CLEARING ACTION: 06-

INQUIRY TOOLS

ACTION: R TABLEID: TSCL USERID: S104 FSC *** TREASURY SCHEDULE CONTROL LINE INQUIRY SCREEN *** KEY IS FY, SCHEDULE CAT, SCHEDULE TYPE, SCHEDULE NUMBER, VENDOR CODE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NO, PAYMENT VOUCHER LINE, REC TYP FY: 08 SCHEDULE CAT: A SCHEDULE TYPE: M SCHEDULE NUMBER: 081023101 INDICATORS - TREAS ACT: C POST TREAS ACT: Y POST DETAILS: Y EXP: F BACKOUT: N CONF/REJ DATE: 10 25 07 P CHECK/ O -----------PAYMENT VOUCHER------------REC PAYMENT TRACE S VENDOR CODE TC NUMBER ADV NO LN TYP AMOUNT NUMBER T ------------ -- ----------- ------ --- - ----------------- -------- - 123456789 01 CV XXXA8004601 001 D -15.64 1263737 Y 123456789 01 CV XXXA8004601 001 P 781.92 1262777 Y 123456789 01 PV XXXXA804301 001 P 120.70 0652156 Y ABCDEFG26 PV XXXV8000502 001 P 420.00 0653927 Y 987654321 01 CV XXXA8007801 001 D -5.08 0650836 Y 987654321 01 CV XXXA8007801 001 P 508.07 0650836 Y 987654321 01 CV XXXY1417301 001 D -0.36 0650837 Y 987654321 01 CV XXXY1417301 001 P 36.00 0650837 Y

INQUIRY TOOLS

ACTION: R TABLEID: CHKL USERID: S104 FSC *** CHECK DETAIL INQUIRY SCREEN *** KEY IS CHECK NUMBER, CONFIRM DATE, DISB OFFICE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NUM, PAYMENT VOUCHER LINE, REC TYP CHECK NUMBER: XXXX0176 CONFIRM DATE: 10 25 07 DISB OFFICE: 220 CHECK AMOUNT: 18.00 --------PAYMENT VOUCHER------- REC TC NUMBER ADV NUM LINE TYP AMOUNT -- ----------- ------- ---- --- ------------------- 01- PV XXXXX004107 001 P 18.00 02- 03- 04- 05- 06- 07- 08- 09- 10- 02-*L009 HEADER CHANGE

INQUIRY TOOLS

ACTION: R TABLEID: EFTH USERID: S104 FSC *** EFT HEADER INQUIRY SCREEN *** KEY IS TRACE NUMBER, CONFIRM DATE, D.O. 01- TRACE NUMBER: XXXXXXX CONFIRM DATE: 10 25 07 D.O.: 220 SCHD FISC YEAR: 08 SCHD CAT: A SCHD TYP: M AGENCY SCHEDULE NO: 980220101 AMOUNT: 1,575.00 CANCELED IND: N VENDOR CODE: XXXXXXXXX XX REASON CODE: PAYEE NAME: XXXXXXXXXXXXXXXXX VENDOR BANK NAME: XXXXXXXXXXXXXXXX ABA NUMBER: XXXXXXXX CITY/STATE: XXXXXXX MA ACCOUNT TYPE: C ACCOUNT NUMBER: XXXXXXXX CORR BANK NAME: CORR ABA NUMB:

INQUIRY TOOLS

ACTION: R TABLEID: EFTL USERID: S104 FSC *** EFT DETAIL INQUIRY SCREEN *** KEY IS TRACE NUMBER, CONFIRM DATE, DISB OFFICE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NUM, PAYMENT VOUCHER LINE, REC TYP TRACE NUMBER: XXXXXXX CONFIRM DATE: 10 25 07 DISB OFFICE: 220 EFT AMOUNT: 1,575.00 --------PAYMENT VOUCHER------- REC TC NUMBER ADV NUM LINE TYP AMOUNT -- ----------- ------- ---- --- ------------------- 01- CV XXXXXXXXXXX 001 P 1,575.00 02- 03- 04- 05- 06- 07- 08- 09- 10- 02-*L009 HEADER CHANGE

INQUIRY TOOLS

THE KEYS TO SGL & FMS

Documents

Transcript of THE KEYS TO SGL & FMS