the keys to sgl & fms
DESCRIPTION
THE KEYS TO SGL & FMS. a/o Oct 08. FMS HELP DESK 512-460-5380 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 - PowerPoint PPT PresentationTRANSCRIPT
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THE KEYS TO SGL & FMS a/o Oct 08
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FMS HELP DESK512-460-5380
1-877-353-9791
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WHAT WILL WE COVER?
• VA Chart of Accounts• Account Definitions• G/L Changes for FY 09• Reconciliations• Budget• Document Referencing
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What’s in Your Training Package?
• Slides• VA Chart of Accounts • Valid GL by Fund• OFM Bulletins• FMS Transactions • GL Changes for FY 09
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Accounting/Payroll Policy Service
New ACC Code Requests:Contact via e-mailThe ACC\FCP Request mailbox
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VHA Accounting Policy
VHA Accounting Policy (173A) in Outlook
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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
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STANDARD GENERAL LEDGER OVERVIEW
Review the Different GL Seriestheir Balances and how VA usesthem.
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PROPRIETARY ACCOUNTS• Provides information on how VA’s
operations are functioning
• Provides data for the equation: ASSETS = LIABILITIES + EQUITY
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SGL CHART OF ACCOUNTS
• 1000 ASSETS• 2000 LIABILITIES• 3000 EQUITY• 4000 BUDGETARY• 5000 REVENUES AND FINANCING
SOURCES• 6000 EXPENSES
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SGL CHART OF ACCOUNTS• 7100 GAINS • 7200 LOSSES• 8000 MEMORANDUM• 9000 AGENCY STATISTICAL
MEMORANDUM ACCOUNTS
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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
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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
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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
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FSC BUDGET EXECUTION
Austin, TX
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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
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BUDGETARY ACCOUNTSThese accounts reflectbudgetary operationsand conditions fromthe time appropriationsare anticipated untilthey are expended.
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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
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REIMBURSABLE AUTHORITY• Reimbursable authority is recognized
when a Federal bill is created or when a Non-Federal bill is collected.
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REIMBURSABLE ACCOUNTS
• 425F Reimbursements - Fed Receivable
• 425G Reimbursements - Fed Collected
• 425P Reimbursements - Public Collected
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STATION LEVEL BUDGETARY STATION LEVEL BUDGETARY ACCOUNTSACCOUNTS
4610 - Allowances Available for Obligation
4650 - Expired Authority 4651 - Expired Authority - CO
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STATION LEVEL BUDGETARY ACCOUNTS
480F - Unpaid Undelivered Orders - F
480N - Unpaid Undelivered Orders – P
480Y – UDO – Credit Card Purchase
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STATION LEVEL BUDGETARY ACCOUNTS
490F - Unpaid Expended Authority- F
490N - Unpaid Expended Authority - P
490G - Paid Expended Authority- F
490P - Paid Expended Authority- P
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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.
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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
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Budget Execution (BE) Subsystem
$ Defines the Funds and Appropriations in FMS
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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:
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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:
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Budget Execution (BE) Subsystem
$Accounts for funding for the entire agency
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Budget Execution (BE) Subsystem
$Posts appropriate transactions to the General Ledger
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Budget Execution (BE) Subsystem
$Establishes budgetary controls (funds distribution) within an agency
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Budget Execution (BE) Subsystem
$ Applies flexible fund control to all spending transactions
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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
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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:
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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:
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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:
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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:
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Budget Levels
Represents the funds distribution process within the agency
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Budget Levels
Control and Report spending at each level of the agency’s budget
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Budget Levels
Appropriation/ApportionmentAllotment
SubAllotmentAllowance
SubAllowance
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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
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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)
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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.)
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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
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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
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Budget Execution Documents
AA - Appropriation and Apportionment TA - Appropriation Transfer AC - Allotment SL - Suballotment AL - Allowances AT - Allowances Transfers SA - Suballowance ST - Suballowance Transfers
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AA - Appropriation
Records Appropriation/Apportionment
Dimensions: BFY, FUND
Tables Updated: APPR, APOR
Input by Central Office
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AC - Allotment
Dimensions: BFY, FUND, AO
Tables Updated: ALOT
----------VHA Anti-Deficiency Line----------
Input by Central Office
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SL – Suballotment
Dimensions: BFY, FUND, AO, STA(VHA)/Program(VBA)
Table Updated: SALT
------VBA Anti-Deficiency Line---
Input by Central Office
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AL - Allowance
Dimensions: BFY, FUND, AO, STA, Program
Table Updated: ALLW
Input by Central Office
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AT – Allowance Transfers
Dimensions: BFY, FUND, AO, STA, Program,Limit, Qtr.
Table Updated: ALLW
Input by Station
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SA - Suballowance
Dimensions: BFY, FUND, AO, STA, ACC
Table Updated: SASP
Input by Station
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ST – Suballowance Transfers
Dimensions: BFY, FUND, AO, STA, FCP/PROJECT,LMT, QTR
Table Updated: ALLW, SASP
Input by Station
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FMS Table Updates
ALLW - Allowance Table:
Reports status of funds for allowance budgets
Sorted by BFY, Fund, A/O, Station, and Program
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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
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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
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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
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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
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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
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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
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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
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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)
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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-
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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
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Common Budget Concerns
An SA document will not post
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Common Budget Concerns
An SA document will not post
CO has not posted the AL document - check that funds are
available on the ALLW table
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Common Budget Concerns
An ACC is invalid - how can it be deactivated
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Common Budget Concerns
AN ACC is not valid - how can it be deactivated
Input an SA document with action code “D” in the ACT field
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Common Budget Concerns
End of Quarter automated program
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Common Budget Concerns
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.
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Common Budget Concerns
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.
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Common Budget Concerns
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.
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Common Budget Concerns
There are undistributed funds on the ALLW table, yet an SA document will not process.
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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.
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Common Budget Concerns
An SA document has been posted and now SASP does not match the Status of Allowance
report.
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Common Budget Concerns
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.
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BUDGET QUESTIONS
1. What table in FMS would you inquiry to find an expenditure charged to a particular ACC?
Answer: SPDX (SASP – TOTAL EXPENDITURES)
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BUDGET QUESTIONS
2. What FMS budget document records the suballotment of funds to the station level?
Answer: VHA = SL VBA = AL
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BUDGET QUESTIONS
3. What table in FMS reflects the budgetary controls for a fund?
Answer: FUND
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BUDGET QUESTIONS
4. What table in FMS would you inquiry to find your unobligated prior year fund balances?
Answer: SALT
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BUDGET QUESTIONS
5. What budget document records general ledger account 4610?
Answer: AL
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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
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Related RSD Reports
F826 - Status of AllowanceF820 - Monthly Activity by ACCF20D - Control Point Activity ListingF887 - Obligation by Organization/ProgramF885 - Obligation by Budget Object Code
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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.
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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
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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
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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
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DISBURSING AUTHORITY
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
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DISBURSING AUTHORITY
1020 - TREASURY DISBURSEMENTS
• Definition: Account which records Treasury disbursements made by VA.
• Normal Balance: Credit• AD Documents• CB, CC, CD and TM Documents
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DISBURSING AUTHORITY
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
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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
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DISBURSING AUTHORITY
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
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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
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DISBURSING AUTHORITY
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
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DISBURSING AUTHORITY
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
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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
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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
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TEST• Record Convenience Check to Medical
Services• Clear Convenience Check & Record
Expense to Medical Services
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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
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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:
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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:
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Test• Record Cash Receipt in Suspense• Transfer fund from Suspense to MCCF
Pharm. Copmts.
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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
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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
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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
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Related RSD Reports• F854 Travel Advance Report• F855 Advance Federal/Non Federal
Report
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RECEIVABLES, NETAmounts due fromothers resulting fromthe performance ofservices, sale ofgoods, or loan of monetary resources.
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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
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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
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RECEIVABLES
OMB Circular A-34 states:
“…receivables from non-Federal sources...are not budgetary resources available for obligation until the refund is collected.”
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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
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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
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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
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OTHER RECEIVABLE ACCOUNTS
• 1314, 1315 - General Fund Receipts • 1316, 1317 - Accrued Reimbursements• 1318 - Accrued Tort Feasors• BD, SV Documents
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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
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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.
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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
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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
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Related Reports• F853 – Accounts Receivable
Federal/Non-Federal Report• F842 – Accounts Receivable Aged Bill
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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
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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
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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.
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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
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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)
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MCCF Refunds
• OP Document - Contra-Revenue Account 5239
• Normal Debit Balance• Will enable you to track amount of
refunds made each year.
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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
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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.
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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.
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AllowanceAllowance Accounts
Allowance Accounts should maintain a
CREDIT BALANCE
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Allowance Calculation
General Rule:Record an Estimate of
40-60% of Non-Federal Receivables
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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
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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
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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
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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
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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.
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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
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Medical Services, Admin, Facilities
Sharing AgreementsCHAMPVA (0160 only)Recycling RevenueTRICARE (0160 only)
Refunds Workmen’s Comp (employees)
Ineligible Hospitalization (0160 only)
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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.
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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)
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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)
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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
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Allowance Postings in FMS 3200Acct Annual Approp 3220 5287XX AMAF1319 X X X 1329 X
1338 X1339 X1369 X
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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)
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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
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Related Tables• ADVX – Advance Cross Reference
Inquiry Screen• CRHT – Cash Receipt Header Inquiry
Screen• CRLT – Cash Receipts Line Inquiry
Screen
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Related Reports• F854 – Employee Travel Advance
Report• F855 – Advances Federal/Non Federal
Report• F865 – Reconciliation of General
Ledger Accounts
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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
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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)
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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
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Work in Process 1720
• 1720 Debit balance• RSD Form Name F876 RVAWIPV• FSC New Flash Issue 53 FY 2006
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Internal Use Software in Development
1832
• 1832 Debit balance• RSD Form Name F762 RVAWIPV2• FSC New Flash Issue 50 FY 2006
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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.
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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
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PERSONAL PROPERTY• 1750 - Nonexpendable Equipment• 1751 - ADP Nonexpendable Equipment• 1811 - Equipment Under Capital Lease• 1830 – Information Technology Software• 1832 - Internal Use Software in Development
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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
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ACCUMULATED DEPRECIATION ACCOUNTS
(Cont.)
• 1818 Equipment Under Capital Lease • 1819 Buildings Under Capital Lease• 1829 Leasehold Improvements• 1839 Info Tech ADP Software
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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
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AMAF FUNDSAMAFAMAFGE - 0151AMAFIG - 0170AMAFMA - 0152AMAFMC - 0160, 0163, 4138AMAFIT - 0167AMAFNC - 0129AMAFRE – 0161AMAFMF - 0162AMAFFF - 4539OFM Bulletin 98GA1.07
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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.
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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
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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
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AR / BEAR / BE
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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
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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
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AR / BE LOGIC• Three Criteria must be met:
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AR-006 / BE-009 LOGIC• Three Criteria must be met:
– APPR Table - Est. Rmb Opt flag must be a ‘R’ or ‘B’
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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
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AR / BE LOGIC• Three Criteria must be met:
– APPR Table - Est. Rmb Opt flag must be a ‘R’ or ‘B’
– ACEN Table - Accounting Event Type must be an ‘AR03’ Federal / ‘AR06’ Non Federal
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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
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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
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AR / BE LOGIC• Three Criteria must be met:
– ACEN Table - Accounting Event Type must be an “AR03’
– APPR Table - Est. Rmb Opt flag must be a ‘R’ or ‘B’
– RSRC Table - Act Reimb flag must be set as a ‘Y’
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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:
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Example:
Station processes a receivable/reimbursement for Supply Fund-Federal
• BD 44
AR / BE LOGICAR / BE LOGIC
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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
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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
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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
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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
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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:
AR / BE LOGICAR / BE LOGIC
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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
AR / BE LOGICAR / BE LOGIC
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Example:
Station processes a collection for Recycling Income
•CR 05
AR / BE LOGICAR / BE LOGIC
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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
AR / BE LOGICAR / BE LOGIC
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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
AR / BE LOGICAR / BE LOGIC
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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-
AR / BE LOGICAR / BE LOGIC
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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
AR / BE LOGICAR / BE LOGIC
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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:
AR / BE LOGICAR / BE LOGIC
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• 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
AR / BE LOGICAR / BE LOGIC
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APPROPRIATIONS = APPROPRIATIONS = AR /BEAR /BE
•GENERAL POST FUND - 8180S
•CEMETARY GIFT FUND - 8129S
•SUPPLY FUND - 4537
•RECYCLING INCOME - 0151X2 0160X2 0162X2
AR / BE LOGICAR / BE LOGIC
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LIABILITIESThese accounts represent amountsowed by the U.S. Government for items received, services rendered, expenses incurred, assets acquired, construction performed and amountsreceived but unearned.
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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
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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.
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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.
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LIABILITY ACCOUNTS
• 2193 - Accrued Payable – Federal-Non Detail
• 2194 - Accrued Payable –Non Federal -Non Detail
• 2210 - Accrued Salaries / Wages Payable
PR, SV documents
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LIABILITY ACCOUNTS• 2213 – Employer Contribution & Payroll
AR documents• 2220 - Accrued Ann. Leave Unfunded
SV documents• 2400 - Unapplied Deposit Accounts
ET, SV, TR documents
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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
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LIABILITY ACCOUNTS
• 2960 – Record Cancelled Appropriation Payables
• Only in AMAF accounts (AMAFMC, AMAFRE, AMAFGE, AMAFIG, AMAFMA , AMAFMF, AMAFIT, AMAFNC, and AMAFFF.
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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
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Related Reports• F850 – Undelivered Orders Report• F851 – Verification of General Ledger
Balances – Payables Report – Federal/Non-Federal
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EQUITYThese accounts represent the difference between the assets and liabilities of the U.S. Government
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EQUITY• 3100 Unexpended Appropriations• 3101 Unexpended Appropriations – Appropriations Received• 3102 Unexpended Appropriations –
Transfers-In• 3103 Unexpended Appropriations – Transfers-Out• 3106 Unexpended Appropriations – Adjustments
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EQUITY
• 3107 Unexpended Appropriations – Used
• 3310 Cum Results of Operations• 3313 - Future Funding Requirements
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Related Report• F900 – Summary Trial Balance/Station• F90F – Summary Trial Bal/Treasury
Symbol• F911 – Summary Trial Balance /Fund
Code
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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.
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• 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
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Donated RevenueGPF / NCGF
Fund 8180G / 8129GFund Category = “NQ”
5606 - VACO General Cash Donations• CR 51 / TR 24• Revenue Source Code 9045
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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
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REVENUE ACCOUNTS
• 5700 - Appropriations Used• 5780 – Imputed Financing
BD, CR, IM, SV, TR, UE documents
• 59XX - Other Revenue
BD, CR, TR documents
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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
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Related Reports• F827 – Monthly Detailed Accounting
Transactions• F840 – Daily Detailed Accounting
Transactions • F853 – Accounts Receivable
Federal/Non Federal Report
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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.
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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
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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
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DEPRECIATION EXPENSE
THERE IS ONLY ONE VALID ACCOUNT FOR DEPRECIATION AND AMORTIZATION.
• 6710 - DEPRECIATION AND
AMORTIZATION EXPENSE
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DEPRECIATION POSTING
Dr. 6710 Depreciation Expense
Cr. 1759 Accumulated Depreciation Equipment
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EXPENSE ACCOUNTS
• 6860 – Cancelled Appropriation Payables, Future Funded Expense
Only in AMAF accounts (AMAFMC, AMAFNC, AMAFRE ….etc.
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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.
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•99XX-memo accounts used for upward and downward adjustments
BL Documents (Austin’s Use)
ADJUSTMENT ADJUSTMENT ACCOUNTSACCOUNTS
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Questions??
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DOCUMENT REFERENCINGDOCUMENT REFERENCING
MORT
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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
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DOCUMENT REFERENCINGDOCUMENT REFERENCING
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
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DOCUMENT REFERENCINGDOCUMENT REFERENCING
RT 01 Dr. 6100 Cr. 21114610 490N3107 5700
(Referenced MO) Dr. 480N Cr. 4610- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Net Affect Dr. 6100 Cr. 2111
480N 490N3107 5700
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DOCUMENT REFERENCINGDOCUMENT REFERENCING
BDCR
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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:
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DOCUMENT REFERENCINGDOCUMENT REFERENCING
CR 01 Dr. 1022 Cr. 6100490G 46105700 3107
BD 01 Dr. 1312 CR. 6100490F 46105700 3107
From FMS ACED and ACEN TablesFrom FMS ACED and ACEN Tables
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DOCUMENT REFERENCINGDOCUMENT REFERENCING
CR 01 Dr. 1022 Cr. 6100490G 46105700 3107
BD 01 Dr. 1312 CR. 6100490F 46105700 3107
From FMS ACED and ACEN TablesFrom FMS ACED and ACEN Tables
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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
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DOCUMENT REFERENCINGDOCUMENT REFERENCING
DV
DD
SO
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DOCUMENT REFERENCINGDOCUMENT REFERENCING
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:
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DD 03 Dr. 6100 Cr. 10214610 490G3107 5700
SO 01 Dr. 4610 CR. 480F
DV 01 Dr. 1411 Cr. 1021
From FMS ACED and ACEN TablesFrom FMS ACED and ACEN Tables
DOCUMENT REFERENCINGDOCUMENT REFERENCING
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DD 03 Dr. 6100 Cr. 10214610 490G3107 5700
SO 01 Dr. 4610 CR. 480F
DV 01 Dr. 1411 Cr. 1021
From FMS ACED and ACEN TablesFrom FMS ACED and ACEN Tables
DOCUMENT REFERENCINGDOCUMENT REFERENCING
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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
DOCUMENT REFERENCINGDOCUMENT REFERENCING
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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)
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Specific Reconciliations
• Fixed Assets (F852)• WIP – 1720 (F876)• WIP – 1832 (F762)• Inventory (F832)• Employee Advances (F854)• Federal & Non Fed Advances (F855)
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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.
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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
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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
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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.
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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
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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.
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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
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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
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Fixed Assets• Fiscal must work
with OA&MM on a monthly basis to reconcile VA Property, Plant & Equipment Accounts
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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.
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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.
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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
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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
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WORK IN PROCESSSOFTWARE IN DEVELOPMENT
• Transactions which utilize Capitalized Software BOC’s post to account 1832 for annual and multi-year appropriations.
• BOC = 3124
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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.
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Employee Advances
Data Sources:• GL Account 1410• F854 lists all outstanding Employee
Travel Advances.
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Federal / Non FederalAdvances
Data Sources:• GL Accounts 1411 and 1412• F855 lists all outstanding Federal and
Non Federal Advances
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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
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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
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Fund 6020 vs VPFS
• GL Account - 2403• Equals VPFS (Veterans Patient Fund
System) or Manual Patient Account Records.
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• 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:
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Reconciliations
HappyReconciling!
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FINANCIAL REPORTING
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FEDERAL ENTITIES• VA Reports to:
– Treasury– GAO– OMB– Other Federal Entities
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FINANCIAL & BUDGETARY REPORTING
• VA Reports on:– FACTS I/Government Wide Financial
Reporting System (GFRS)– FACTS II– SF 133– Financial Statements
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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
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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
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SF 133• VA Produces for Internal Management &
Analysis Purposes• Report Shows Sources and Status of VA
Budgetary Resources & Reconciliation of Outlays
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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
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MISCELLANEOUSINFORMATION
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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.
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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
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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)
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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)
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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
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MEDICAL SERVICES SHARING
AGREEMENTS/SUPPLY FUND
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MedServices/Supply
4537B-Revenue Side
BD-03 (G) 1310/5113 425F/4210
TR-03 (G) 1036/5113 425G/4210
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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.
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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
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FMS GENERAL LEDGER
REFERENCE TABLES
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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.
.
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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
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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
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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
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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
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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
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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
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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
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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
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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
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ANNUAL CLOSE AND TRIAL BALANCE
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CLOSING THE BOOKS• 5000, 6000, AND
7000 3310• ANNUAL APPROP.
4610 4650• ALL DISBURSING
AUTHORITY ACCOUNTS CLOSE TO 1010
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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
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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
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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
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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
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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
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CONGRATULATIONS!
YOU ARE
NOW A CERTIFIED
FMS/SGL
EXPERT!
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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
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TROUBLESHOOTING FMS REJECTS
?
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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
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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.
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TROUBLESHOOTING FMS REJECTS
• Three Avenues to Research the Problem– Fund Category– Budget Object Class– Vendor
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TROUBLESHOOTING FMS REJECTS
1. Fund Category
FUND
FCAT
ACED
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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:
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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
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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
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TROUBLESHOOTING FMS REJECTS
1. Fund Category
FUND
FCAT
ACED
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TROUBLESHOOTING FMS REJECTS
2. Budget Object Class
ACED
ACEN
ACEV
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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
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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
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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-
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TROUBLESHOOTING FMS REJECTS
2. Budget Object Class
ACED
ACEN
ACEV
BOCT
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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
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TROUBLESHOOTING FMS REJECTS
3. Vendor
ACED
ACEN
ACEV
TCAT
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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-
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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
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TROUBLESHOOTING FMS REJECTS
3. Vendor
ACED
ACEN
ACEV
TCAT
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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
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COMMND: DOCID: CR 04 123456789 STATUS: REJCT 001-001 OF 001 BATID: SUB STN: 10/15/06 01- LINE: 001 REF TC: REF DOC NO: REF LINE: TRANS TYPE: 05 BFYS: 07 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
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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:
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INQUIRY TOOLS• You Know: Vendor Name
• You Want: FMS Vendor ID Code
• Go To: VNAM
• Type In: Vendor Name
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INQUIRY TOOLS
• You Know: Vendor Code
• You Want: All transactions processed for this vendor
• Go To: VXRF
• Type In: Vendor ID Code
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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 #
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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.
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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
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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.
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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
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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
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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
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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.
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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
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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
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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
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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
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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