ENDS AND OUTS OF RECONCILING

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(No Transcript)
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WELCOME TO THE FINANCIAL ERVICE CENTERAUSTIN,
TEXAS
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TABLE OF CONTENTS
Section 1 1-1 thru 1-2
Introduction/Outline Section 2 2-1 thru
2-25 FMS Research Techniques MSGL GLTS
GLDB Section 3 3-1 thru 3-24 Accounts
Receivables Negative PV 03 Treasury Offset
Program (TOP) System Section 3a
Payments Zero PV 01
Recurring Payments Section 4 4-1
thru 4-28 Payroll Transactions Section
5 5-1 thru 5-46 Travel Transactions Sec
tion 6 6-1 thru 6-14 Financial Indicator
Report Section 7 7-1 thru 7-11 F911 vs
Macro Section 8 8-1 thru 8-10 Annual close
Memo Draft Section 9 9-1 thru 9-6 Annual
Close/Trial Balance Section 10 10-1 thru
10-6 Journal Voucher
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Section 1
Introduction
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Introduction

• Class Schedule Class start 830 a.m.
• Class ends 400 p.m.
• Objective At completion of this course the
  student will be able to
• FMS Research Techniques
• MSGL
• GLTS
• GLDB
• Accounts Receivables
• Billing Documents (BD)
• Negative PV 03
• Treasury Offset Program System (TOP)
• Payroll Transactions
• Expenditures (PR )
• Billing Documents (BD)
• Unfunded Expense (UE)
• TDY Travel
• F854 Report Out of Balances for Employee
  Advances

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Introduction

• Objective At completion of this course the
  student will be able to
• Financial Indicators
• Web Site
• 889B report
• 3875
• F911 report vs Macro
• Common Issues
• Annual Close Memo Draft
• Annual Close and Trial Balance
• Journal Vouchers
• Stations Journal voucher
• FSC Journal voucher

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WEBSITES
http//www.va.gov/publ/direc/finance/finance.htm
VA Directives, Handbooks, Bulletins http//www.fs
c.va.gov/fsc.index.htm FSC homepage http//vaww1
.va.gov/fmshome Under FMS User Guide, FMS guides
can be accessed http//vaww.fscdirect.fsc.va.gov
FMS GL and Proforma http//vaww.fscdirect.fsc.va
.gov/newsflash News Flash location http//vaww.f
rs.aac.va.gov/logon.asp FRS https//vaww.snapweb
fms.aac.va.gov/ FMS SnapShotWeb
http//austin.aac.va.gov EOS API for RSD
reports
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Section 2
FMS Research Techniques
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These are FMS tables used for researching
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Accounting Event Type Table
ACTION R TABLEID ACEV USERID RO47 BAM ACCOUNTING EVENT TYPE REFERENCE DATA SCREEN KEY IS ACCOUNTING EVENT TYPE H- ACCOUNTING POST FLAGS REQD EVENT VEND BOC PROJECT FUND CAT FIELD DESCRIPTION ---------- ---- --- ------- -------- ----- ------------------------------ 01- SP03 Y Y N Y Y EXPENDITURE/EXPENSE 02- SP04 N Y N N N EXPENSE ONLY 03- SP05 Y N N Y N BALANCE SHEET TRANSFER 04- SP06 N N N N N REVENUE REFUND 05- SP07 N N N N N REFUND REIM BILLED EXPEND 06- SP08 N N N N N REFUND REIM BS TRANSFER BILL 07- SP09 N N N N N REFUND REIM REVENUE BILLING 08- SV99 N Y N Y N MISCELLANEOUS 09- TK01 N N N N N TICKETS - PAYABLE 10- TK02 N N N N N TICKETS - PREPAID 11- VS01 N N N N N VOUCHER SELECTION 12- VS02 N N N N N DISCOUNT TAKEN 13- VS03 N N N N N DISCOUNT LOST


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Example of BOCT FY Differences

• It is important to look up the BOC by fiscal year
  of the transaction. For example You are trying
  to process an EW from Fund 0160A1, FY 09, BOC
  1150 for performance awards to Fund 0160X4, BFY
  94.
• If you look on the BOCT table for FY 94 BOC 1150
  did not exist. In scanning the BOCT table for FY
  94 you will find that BOC 1114 is for performance
  awards.
• ACTION R TABLEID BOCT USERID S104 AFA
  
• BUDGET OBJECT CODE REFERENCE DATA SCREEN
  
• KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
  
• FED BOC SUB
  BOC 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 1150 110 11 Y Y N N N
  11 N Y N
• NAME PERFORMANCE AWARDS
  SHORT PERFMNC AWDS
• 02- 09 1151 110 11 Y Y N N N
  11 N Y N
• NAME EXECUTIVE NURSES SPECIAL PAY
  SHORT NURS SPCL PY
• 
  
• ACTION R TABLEID BOCT USERID S104 AFA
  
• BUDGET OBJECT CODE REFERENCE DATA SCREEN
  
• KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
  
• FED BOC SUB
  BOC OBL REST

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Example of RejectACED/ACEN/ACEV/BOCT

• COMMND                 DOCID ET 40  
  832Z50005              STATUS HELD      001-001
  OF 002          BATID                   SUB
  STN          03/23/08     01-                   
                                                    
                 LINE 001 REF DOC CO
  832Z50005       REF LINE 001 ACCP DATE         
       PAY ADV     REF ADV                REF
  ADV LINE      INV DATE                 VENDOR
  INV NO/LINE                                  
  LOG DATE                   T/T 01     BFYS
  04           FUND 0111                           
           STATION/SAT 832               FCP/PRJ
  EF3021           JOB NO 14            COST
  CTR/SUB                   BOC/SUB 2549         
  REPT CATG               REV SRCE/SUB           
        CLSD BFYS               CLSD
  FUND                 GL ACCOUNT                
       DESCR SEE LINE 002-CORRECT FUND APPN   
        LINE AMOUNT 350000.00             I/D D 
  P/F      INT REASON                 LIQ
  AMOUNT                  QUANTITY                
       ADV               UNAPPLIED DEP
  NO                                              
        01-CPM02-TRAN CODE/TYPE NOT IN ACED 
• ACTION R TABLEID BOCT USERID S104 FSC
  
• BUDGET OBJECT CODE REFERENCE DATA SCREEN
  
• KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE
  
• FED BOC SUB
  BOC 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- 04 2549 250 25 N N C N N 25
  Y Y N
• NAME ROADS AND GROUNDS MAINTENANCE
  SHORT RDSGRNDS MN
•                                     

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The FMS Accounting Codes Accounting Codes are
used to indicate the accounting distribution
associated with each document. When entering the
accounting codes, enter only those which are
relevant to the budget affected by the document.
Fund codes (FUND) represent various combinations
of an appropriation code, category, and
limitation. The new budget structure uses the
FMS "Fund Code" to identify the limitation code
in addition to the appropriation and
apportionment codes, (e.g. 0160A1). An
Administration/Staff Office (A/O) code stands for
the Administration or Staff Office that manages a
given fund. A/O codes are also used to identify
the user entering a document. A/O 04 FSC/VACO
Finance 10 Medical Centers 20 VBA Veterans
Benefit Admin 40 National Cemetery 90
OAMM/Supply Fund (4537B) 08 Construction (if
CO is funding) 02 District Counsel Station
Numbers (STATION/SAT) are the three-character
identifiers assigned to each VA station. Budget
Object Codes (BOC/SUB) are four-character fields
used to identify goods and services purchased
with Federal funds. The first two digits of each
BOC (referred to as the object class) are
standard within the Federal government. Cost
Centers (COST CTR/SUB) are six-character,
non-budgetary, organization codes used to record
expenditures of funds by various organizations
within VA. Fund Control Point (FCP) also known
as Accounting Classification Codes (ACC) this
is comprised of four codes with the following
format Character Description 1-2 Program
Code 3-4 Sub-program Code
5-7 Organization Code 8-9 Activity Code
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Proforma Web site

• http//vaww.fscdirect.fsc.va.gov/
• Discuss comparable transaction codes and
  transaction type for transaction code CR.

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Section 3
Accounts Receivable, Negative PV 03s, Treasury
Offset Program (TOP)
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• The Accounts Receivable Subsystem is the FMS
  method for recording and managing outstanding
  receivables and accurately applying cash
  receipts. The VA will use this subsystem to
  record the amounts billed and collected,
  including revenue transactions for services
  rendered, vendor refunds, balance sheet
  transfers, and cash advances. The Accounts
  Receivable Subsystem allows the VA to account for
  these billings and collections for financial
  accounting and reporting purposes. This chapter
  contains the following information on how to
• Process a Billing Document (BD) to record a
  bill for collection.
• Process a Cash Receipt (CR) to record a cash
  collection.
• Process a Write-off (WR) document to record an
  accounts receivable write-off.

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Negative PV 03

• COMMND DOCID PV 04
  FSC9K026701 STATUS ACCPT
• 001-001 OF 001 BATID
  SUB STN 10/30/08
• PAYMENT VOUCHER INPUT
  SCREEN
• TRANS TYPE 03 PV DATE ACCT PRD
  ACTION SUB STN 104
• VENDOR CODE 752574581 02 NAME
  BIG SPRING HOSP CORP
• BENEFICIARY PPAY TYPE ADDR1
  SCENIC MOUNTAIN MED CTR
• SCHD PMT DATE FISCAL APRV ADDR2 PO
  BOX 1288
• DOC TOTAL 129489 CITY/ST/ZIP
  BIG SPRING TX 797211288
• CHECK TYPE COMMENT TO PRINT
  
• DISC DAYS P/E TERM
  AMT
• DISC DAYS P/E TERM
  AMT
• 01-
  
• LINE 001 REF DOC BD FSC9K0267 REF LINE
  001 ACCP/DEL DATE
• VENDOR INV BOCFSC9K0267OCT1006 INV DATE
  10 14 08 LOG DATE
• REF VEND CODE REF VEND NAME
  
• LINE AMOUNT 129489 I/D D P/F
  UNAPPL DEP NO
• LIQ AMOUNT DESCR
  
• OUTST OBLIG 0.00 LINE TYPE
  INT RSN DISC RSN
• BFYS 09 FUND
  0160A1

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Negative PV 03

• ACTION R TABLEID ARHT USERID S104 RMJ
  
• RECEIVABLE HEADER INQUIRY
  SCREEN
• KEY IS TRANS CODE, DOC NO
  
• 
  
• TRANS CODE BD DOC NUM FSC9K0267 DOC
  TYPE SUB STN 104
• DOCUMENT DATE 10 03 08
  COMMENTS
• PAYER CODE/NAME 75257458102 / BIG SPRING
  HOSP CORP
• ADDR1 SCENIC MOUNTAIN MED CTR
  
• ADDR2 PO BOX 1288
  
• CITY/ST/ZIP BIG SPRING TX
  79721 1288
• COLL DUE DATE LAST BILL DATE/AMT
  / 0.00
• PRINT BILL N BILL PRINT DATE
  BILLED AMT 1,294.89
• INT RATE 0.000 INT APPLY DATE
  INTEREST AMT 0.00
• TEXT TYPE ADM CHGS APPLY DATE ADM
  CHGS AMT 0.00
• WAIVER FLAG PEN APPLY DATE
  PENALTY AMT 0.00
• DUNNING COUNT 00 LAST DUN DATE
  TOTAL AMT 1,294.89
• OVERDUE STATUS OVERDUE DATE
  COLLECTED AMT 0.00
• WRITE-OFF FLAG WRITE-OFF DATE
  WRITE-OFF AMT 0.00
• WRITE-OFF REASON DOC CLOSE DATE 10 10 08
  OFFSET AMT 1,294.89

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Negative PV 03

• RARVGLV FSC 0160A1
  
  
• REPORT ID RARVGLV
  DEPT OF VETERANS AFFAIRS (FMS)
  PAGE 22
• RSD FORM F853 VERIFICATION
  OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE
  TIME 2222
• RUN DATE 10/31/08
  FEDERAL/NON-FEDERAL REPORT AS OF 10/30/08
  
• 
  
  
• STN FSC BFYS 09
  FUND 0160A1 PAYOR TYPE
  CATEGORY NON-FEDERAL
• WEST TEXAS VA HEALTHCARE SYSTM
  MEDICAL SERVICES - LMT1 A/O
  10
• 
  
  VETERANS HEALTH ADMIN
• 
  
  
• REV
  LAST ACT
  
• DOCUMENT ID LINE FCP/PRJ BOC SRCE REF DOC
  ID LINE DATE DATE PAYOR CODE NAME
  OUTSTANDING AMOUNT
• BD FSC9K0267 001 0100222V1 2560
  12/14/07 10/30/08 752574581 02 BIG
  SPRING HOSP CORP 1,294.89
• 
  
  
• 
  
  
• NUMBER OF RECORDS 89
  STN 519 SUBTOTAL
  AMOUNT 39,279.63
• 
  
  
• 
  
  
• RARVGLV FSC 0160A1
  
  
• REPORT ID RARVGLV
  DEPT OF VETERANS AFFAIRS (FMS)
  PAGE 23

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Negative PV 03

• ACTION R TABLEID UPVT USERID S104 FSC
  
• UNPAID VOUCHER INQUIRY
  SCREEN
• KEY IS SCHEDULE DATE, DISBURSING OFFICE, VENDOR
  CODE, TRANS CODE, VOUCHER
• NUMBER, TRAVEL ADVANCE NUMBER
  
• 
  
• SCHEDULE TRANS VOUCHER
  TRVL ADV
• DATE D.O. VENDOR CODE CODE NUMBER
  NUMBER AMOUNT
• -------- ---- ------------ ---- -----------
  -------- -----------------
• 01- 10 30 08 220 752574581 02 PV FSC9K026701
  -1,294.89
• STN FSC BFYS 09 Fund
  0160 A/O 10 Fund
  Code 0160A1
• WEST TEXAS VA HEALTHCARE SYSTM
  MEDICAL SERVICES - LMT1 VETERANS HEALTH
  ADMIN
• Program 28
  Total Available
  
• 
  Budget Obligations Amount
  
• Orgn/Act thru
  MAR 08 thru MAR 08 thru MAR 08
  
• 
  
  
• 280022166 HALFWAY HOUSE
  3,328.00 3,328.00 0.00
  

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Here is the information, which will clarify who
is responsible for the accounts
receivables.http//www.va.gov/publ/direc/finance/
M4P8C27.htm

• . RECORDS, REPORTS, AND ACCOUNTING
• 27.01 RECORDS
• a. As managers, all field station Fiscal
  activities, VACO Finance Service, and the Debt
  Management Center (DMC) must establish and
  maintain accounts receivable records in a current
  status by program, type of debt, and
  appropriation. All collection actions taken,
  collections received, amounts offset, waiver
  action, etc., including adjustments of any kind
  on a debtor's account, are to be timely
  documented in the Department's accounts
  receivable records.
• b. Complete records are to be maintained, by
  program, type of debt, and appropriation, of
  accounts receivable waived, compromised,
  suspended, terminated or referred to the District
  Counsel (DC) or Department of Justice (DOJ) for
  enforced collection so that reports required by
  paragraph 27.02 and ad hoc reports required by
  management can be completed.
• c. All VA components who refer accounts
  receivable to other VA components or external
  agencies for additional collection action or
  advice are responsible for keeping informed of
  the current status of those receivables
  (reconciling their accounts with the component
  the debts were referred to) and for reporting and
  accounting purposes.
• Here is some additional information.  This report
  is generated each pay period.
• At the time payroll processes a Record Print Out
  (RPO) is generated for employees on LWOP and
  whose FEHB is advanced by the agency.  This
  information goes to FMS and appears on the F842
  report in RSD. 
• 
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CAPPS Write Off Criteria
Note Amounts greater than 99,999.99 or older
than 360 days will never be written off
automatically. Needs to be reviewed manually
then written off if appropriate.
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• REPORT NAME CAPJ
  
• PAGE 99 REPORT NO. 040
  06/16/07
  
  
  FMS/CAPP RECEIVING REPORT WRITEOFFS
  VARIABLE TABLE DOLLAR AMOUNT AND
  AGING CRITERIA
  AMOUNT LIMIT 499.75 AND DAYS 180
  AMOUNT LIMIT 500.00 AND
  DAYS 241 AMOUNT
  LIMIT 99,999.99 AND DAYS 360
  EASTERN DIVISION
  STATION PAT DOC TYPE DLN
  SHIPPING RR AMOUNT ADJ/ENTRY OPR
  FSC A79002 A 32668111104
  .00 .02 CAPSPLIT
  STATION TOTALS .00
  .02 ITEM TOTAL 1 NOTE
  There are three types of document types for the
  receiving report write off A is for abstracted
  receivers, stations received more goods than what
  the vendor is billing for. R-is for open
  receivers awaiting invoices. W is for receiving
  reports written off. The document types will be
  seen in the CAPPS System and this report. When
  the modifications are done by the stations
  through FMS, the stations must contact Austin
  (FOS) to have the CAPPS System updated
  manually.When the CAPPS system does a write
  off, you will see a W for the document type and
  a 0.00 CV document will be generated.
  
  
  
• 
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ACTION R TABLEID DXRF USERID S104 FIH

DOCUMENT CROSS REFERENCE INQUIRY SCREEN
KEY IS TRANS ID, F/B POINTER, REF
TRANS ID, ACCEPDATE, DOC ACTION

TRANS CODE MO TRANS
NUMBER FSCA89002 DOC TOTAL 2,198.10

OUTST AMT 0.00
REF TRANS ID ACCEP DOC
F/B/A TC NUMBER
DATE ACT VENDOR AMOUNT
----- ----------------- -------- ---
------------ ----------------- 01- A
11 21 06 E 840603850
2,198.12 LAST BATCH NUMBER
CLEARING ACTION
02- A 01 04 07 S
840603850 -0.02 LAST
BATCH NUMBER ER004 CLEARING ACTION
03- F RT FSCA8900201
11 22 06 E 840603850 2,198.12
LAST BATCH NUMBER CLEARING
ACTION 04- F
RT FSCA8900201 01 04 07 M 840603850
-0.02 LAST BATCH NUMBER
ER004 CLEARING ACTION
05-


ACTION R TABLEID DXRF USERID S104 FIH

DOCUMENT CROSS REFERENCE INQUIRY SCREEN
KEY IS TRANS ID, F/B POINTER, REF
TRANS ID, ACCEPDATE, DOC ACTION

TRANS CODE RT TRANS
NUMBER FSC900201 DOC TOTAL 2,198.10

OUTST AMT 0.00
REF TRANS ID ACCEP DOC
F/B/A TC NUMBER
DATE ACT VENDOR AMOUNT
----- ----------------- -------- ---
------------ ----------------- 01- B MO
FSCA89002 11 22 06 E 840603850
2,198.12 LAST BATCH NUMBER
CLEARING ACTION
02- B MO FSCA89002 01 04 07 M
840603850 -0.02 LAST
BATCH NUMBER ER004 CLEARING ACTION
03- F CV FSCA8900201
12 04 06 E 840603850 2,198.10
LAST BATCH NUMBER CLEARING
ACTION NOTE
MO was established for 2198.12 on 11/21/07.
Receiver updated FMS on 11/22/06 for 2198.12,
vendor invoiced for 2198.10 (CV document) on
12/04/06. Station did modification of 0.02 on
01/04/07. Station must notify Austin to manually
update the CAPPS System for the modification.
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ACTION R TABLEID OBLH USERID S104 FIH

ORDERS HEADER INQUIRY SCREEN
KEY IS TRANS CODE, ORDER NUMBER
TRANS
CODE MO ORDER NUMBER FSCA79002 TRANS TYPE 01
SUB STN FSC VENDOR CODE 840603850
CONTRACT NO AUTO ACCRUE N
NAME WINDSOR INDS INC
ALT PAYEE
/


ORIGINAL AMT 2,198.12
PO DATE 11 21 06 AMENDMENT AMT
-0.02 LAST ACTIVITY DATE 11 22 06
ORDERED AMT 2,198.10
BEGIN DATE 11 21 06
CLOSED AMT 2,198.10
END DATE 12 01 06 ACCRUED AMT
0.00 NO CONTRACT MONTHS
EXPENDED AMT 2,198.10
FOB D
OUTSTANDING AMT 0.00
CLOSED DATE 11 22 06

MISC REF AMT 0.00
DISC 0.000 DAYS 00 P/E TERM 00
HOLDBACK AMT 0.00


ADVANCED AMT 0.00
DOC TYPE COMMENTS OUT
ADVANCE AMT 0.00 RESP PERSON


NOTE Station de-obligated 0.02 because
vendor invoice was 2198.10 and receiver was
2198.12 leaving a difference of 0.02, this
amount amended the obligation.

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• INJURED SPOUSE EXAMPLE
• VA referred 1808.70 debt to Treasury
• Treasury will take 1825.70 from the spouse,
  1808.70 for the debt 17 for the fee
• Treasury gives the VA 1808.70 and keeps the 17
  fee
• Injured spouse claims 1825.70 from the treasury
• Treasury refunds the whole 1825.70 to the spouse
• Treasury IPACs VA for 1825.70
• Austin processes and advances the 1825.70 to the
  station
• Station offset the 1808.70 received in 2
  advance. Station also offset 17 to finish
  clearing advance from appropriation or MCCF.
• Originally, the injured spouse pays the 17 fee
  in addition to the debt amount, which is why we
  need to refund it to them.
• Stations must set up obligations first, if
  Treasury charges the fee of 17.00. Please see
  Financial Management and Accounting ALERT VOLUME
  2008, ISSUE 3, dated OCTOBER 23, 2007.

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INJURED SPOUSE TRANSACTIONS (EXAMPLE)

• The below are FMS screen shots of transaction
  code TR
• Header screen with doc total of 17.00, this is
  the TOPS fee.
• COMMND DOCID TR 10
  52330805025 STATUS ACCPT
• BATID
  SUB STN 09/25/07
• 
  
• CASH RECEIPT INPUT
  SCREEN
• 
  
• BATCH DATE NUM DOCS
  NET
• 
  
• CR DATE ACCTG PRD
  ACTION SUB STN 523
• TRANS TYPE BFYS
  FUND
• CASH ACCT DEP NUMBER
  30705025 DOC TYPE
• BILL FUND DOC TOTAL 17.00
  
• DISB OFFICE 220 ACCOMPLISHED DATE 09 24
  07
• REF DOC
  
• This is the two line TR. This is the amount
  taken from the injured spouse and the 17.00 Top
  fee included (which is the advanced amount). This
  is the amount of the IPAC from Treasury and you
  will see it on the ADVX table.
  
• 
  

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INJURED SPOUSE TRANSACTIONS (EXAMPLE)

• This TR has caused a 224 out of balance.
  Remember SDD number. This one line ET will
  balance to the TR using the same Doc ID and
  Direct Disbursement number (SDD number).
• 
  
• COMMND DOCID ET 10
  52330705025 STATUS ACCPT
• BATID
  SUB STN 09/25/07
• 
  
• DIRECT DISBURSEMENT INPUT
  SCREEN
• 
  
• BATCH DATE NUM DOCS
  NET
• 
  
• 
  
• TRANS TYPE DD DATE ACCT PRD
  ACTION SUB STN 523
• BFYS FUND COMMENTS
  
• VENDOR CODE MISCN NAME
  MISC COMMERCIAL VENDOR
• DIRECT DISB NO 30705025 INTR-AGCY SYMBOL
  
• DISB OFFICE 220 DOC TOTAL
  17.00
• AGREEMENT NO ADV LIQ AMT
  
• REF DOC NO
  
• The ET will allow you to reference the
  obligation. This is the TOP fee.

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INJURED SPOUSE TRANSACTIONS (EXAMPLE)

• Obligation is now expensed.
• ACTION R TABLEID OBLH USERID S104 FIH
  
• ORDERS HEADER INQUIRY
  SCREEN
• KEY IS TRANS CODE, ORDER NUMBER
  
• TRANS CODE SO ORDER NUMBER 523307050
  TRANS TYPE 01 SUB STN 523
• VENDOR CODE MISCN CONTRACT NO
  AUTO ACCRUE N
• NAME MISC COMMERCIAL VENDOR
  
• ALT PAYEE /
  
• 
  
• ORIGINAL AMT 17.00
  PO DATE 09 24 07
• AMENDMENT AMT 0.00 LAST
  ACTIVITY DATE 09 24 07
• ORDERED AMT 17.00
  BEGIN DATE 09 24 07
• CLOSED AMT 17.00
  END DATE 09 24 07
• ACCRUED AMT 0.00 NO
  CONTRACT MONTHS
• EXPENDED AMT 17.00
  FOB
• OUTSTANDING AMT 0.00
  CLOSED DATE 09 24 07
• 
  
• MISC REF AMT 0.00 DISC
  0.000 DAYS 00 P/E TERM 00
• HOLDBACK AMT 0.00
  

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Treasury Offset Program (TOP)
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DMS Application Suite Create Helpdesk Tickets

• SQL Launcher
• Treasury Offset
• Obligation History
• Payment History
• Vendor EFT Compliance
• Library View
• Local Accounting

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Treasury Offset Program (TOP)
The Financial Services Center (FSC), Financial
Accounting Service (FAS), Accounting,
Reconciliation Reports Division (ARRD) will
record a transaction (OS-15) in the Financial
Management System (FMS), which notifies field
facilities when one of their payments has been
offset by TOP. The FMS OS-15 transaction records
a zero dollar amount to Standard General Ledger
accounts 99D1 and 99D2 and reference the payment
obligation. Additionally, the transaction is
reflected on field facilities daily Accepted
Document Listing (RGSADLV F829) and on FMS
research tables (DXRF, PVHT/PVLT, GLDB). Since
the OS-15 records a zero dollar amount, the
offset amount and agency information is reflected
in the invoice number field of the transaction.
For example, VENDOR INV TOP- 300.00 IRS. In
some cases, the TOP offset may affect several
payments to a vendor on the same day. In that
case, the OS-15 is recorded to one
payment/obligation and the total amount of the
offset reflected in the invoice number field.
The OS document number reflects the same document
number, which was offset by TOP.
3-27
68
Accounts Receivables Reports

• F853 run on the EOM and 10th WD
• REPORT NAME-gt CD.RARVGLV.OCT07 FORM-gt F853
• VERIFICATION OF GENERAL LEDGER BALANCES
  ACCOUNTS
• RECEIVABLE FEDERAL/NON-FEDERAL REPORT
• F842 run on the EOM and 10th WD
• REPORT NAME-gt CD.RARABRV.OCT07 FORM-gt F842
• AGING ACCOUNTS RECEIVABLE REPORT

3-28
69
F853 Verification of General Ledger Balances
Accounts Receivable Federal/Non-Federal Report

• RARVGLV 306 0151A1
  
  
• REPORT ID RARVGLV
  DEPT OF VETERANS AFFAIRS (FMS)
  PAGE 4
• RSD FORM F853 VERIFICATION
  OF GENERAL LEDGER BALANCES - ACCOUNTS RECEIVABLE
  TIME 2340
• RUN DATE 11/15/08
  FEDERAL/NON-FEDERAL REPORT AS OF 11/15/08
  
• 
  
  
• STN 306 BFYS 09
  FUND 0151A1 PAYOR TYPE
  CATEGORY NON-FEDERAL
• NEW YORK NY VARO
  GOE - CAT A - LMT 01 A/O
  20
• 
  
  VETERANS BENEFITS ADMIN
• 
  
  
• REV
  LAST ACT
  
• DOCUMENT ID LINE FCP/PRJ BOC SRCE REF DOC
  ID LINE DATE DATE PAYOR CODE NAME
  OUTSTANDING AMOUNT
• -------------- ---- --------- ---- ----
  -------------- ---- -------- --------
  ------------ ----------------------
  ------------------
• BD 3068FSC6933 001 013 1132
  10/06/08 10/23/08 FEHBLWOP FEHBLWOP
  228.89
• BD 3068FSC5494 001 013 1132
  10/06/08 11/03/08 FEHBLWOP FEHBLWOP
  595.18
• 
  
  
• 
  
  
• NUMBER OF RECORDS 2
  STN 306 SUBTOTAL
  AMOUNT 824.07
• 
  
  
• 
  OUTSTANDING AMOUNT
  

3-29
70
F842 Aging Accounts Receivables

• RSD FORM F842
  AGING ACCOUNTS RECEIVABLE REPORT
  TIME 2340
• RUN DATE 11/15/08
  AS OF 11/15/08
  
• 
  
  
• STN 306 FUND
  0151A1 BFY 09 PAYOR TYPE
  CATEGORY NON-FEDERAL
• NEW YORK NY VARO GOE
  - CAT A - LMT 01
  
• AGING DOCUMENT ESTAB LAST ACTV DAYS
  ORIGINAL COLLECTED WRITE-OFF
  BALANCE PAYOR VENDOR/
• CATEGORY NUMBER DATE DATE LATE
  AMOUNT AMOUNT AMOUNT DUE
  CODE EMPLOYEE NAME
• -------- ------------- -------- -------- -----
  -------------- -------------- ------------
  -------------- ----------- ---------------
• NOT DELQ BD3068FSCL6933 10/06/08 10/23/08 0
  228.89
  228.89 FEHBLWOP FEHBLWOP
• NOT DELQ BD3068FSC5494 10/06/07 11/03/08 0
  595.18
  595.18 FEHBLWOP FEHBLWOP
• NOT DELQ SUBTOTAL
  824.07
  824.07
• 
  
  
• STN 306 FUND 0151A1 BFY 09 TOTAL
  824.07
  824.07
• 
  
  
• NUMBER OF RECORDS 2 STN 306 TOTAL
  824.07
  824.07

3-30
71
Section 3a
Account Payables
72

• What is a Receiver document?
• The Receiver document is an important facet of
  the FMS purchasing cycle. VA will use this
  document
• to record the receipt and acceptance of goods.
  In addition, the receiver updates the FMS system
• tables upon document acceptance, providing
  accurate, up-to-the-minute information on the
  status
• of funds.
• There are 3 types of Receiver documents used for
  this purpose
• 1. RT document records the receipt and
  acceptance of goods with a Document Locator
  Number
• (DLN), maintaining accrual information for
  goods, and posting the accrued expenditure and
  liquidating
• the referenced
  obligation.
• Scenario The VA obligates funds for the
  purchase of supplies. The supplies are received,
  but the
• entire order is not filled. A receiver
  document is processed referencing the obligation
  and recording
• a DLN to show the partial receipt of
  supplies.
• 2. RC document records the receipt and
  acceptance of goods without a DLN, maintaining
  accrual

3a-1
73

RECEIVERS DATA ENTRY
Topic Page Source Document VA Action
0. Overview
1. Entering a Receiver (RT) Document with a DLN Order for Supplies or Services, VA 2138 (with receipt data for supplies), -or- Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt data for supplies) -or- Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with receipt data) Record the receipt of goods with a DLN
2. Entering a Receiver (RC) Document without a DLN Order for Supplies or Services, VA 2138 (with receipt data for supplies), -or- Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt data for supplies) -or- Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with receipt data) Record the receipt of goods without a DLN
3. Modifying a Receiver (RT or RC) Document Order for Supplies or Services, VA 2138 (with receipt data for supplies - revised) -or- Request, Turn-in, and Receipt for Property or Services, VA 2237 (with receipt data for supplies - revised) -or- Adjustment Voucher, VA 90-140 -or- Estimated Miscellaneous Obligation or Change in Obligation, VA 1358 (with receipt data) Modify the receipt of goods
4. Canceling a Receiver (RT or RC) Document Adjust Voucher for Cancellation, VA 90-140 Cancel the receipt of goods
5. Entering, Modifying, or Canceling a Receiver Accrual (AR) Document Notification of Manual Accrual SF-1358 (marked for Accruals) Record the receipt of services


3a-2
74

ITS VERY IMPORTANT TO ENTER THE DATE THAT THE
GOODS WERE ACTUALLY RECEIVED. IF A RECEIVED DATE
IS FROM A PRIOR MONTH THAN CURRENTLY PROCESSING,
YOU WILL NEED TO ENTER THE CURRENT ACCOUNTING
PERIOD (ACCT PRD) FIELD.
3a-3
75

• Invoice is received
• Payment person verifies goods were received by
  reviewing RC/RT or AR entry in FMS
• Once validated, a PV 01 transaction entry into
  FMS is accomplished
• If this is the final payment ensure an F is
  annotated in the field P/F
• This automatically zeros out any amount left on
  the obligation

3a-4
76

• Invoice is received
• Payment person verifies goods were received by
  reviewing RC/RT or AR entry in FMS
• Payment person enters a PV 01 transaction into
  FMS
• A F was not annotated in the field P/F and it
  was the final payment
• To clear the obligation a zero PV 01 payment
  transaction into FMS is required

3a-5
77
Example of the F not being entered
ACTION R TABLEID RCLA USERID S104
RMJ                                      
                 RECEIVER ACCOUNTING LINE
INQUIRY SCREEN                  KEY IS
TRANSACTION CODE, RECEIVER NUMBER, ACCOUNTING
LINE NUMBER                                      
                                                  
        TRANSACTION CODE RC       RECEIVER NO
523A7999901                             01-     
LINE NO 001      REF LINE NO 001     TRANS
TYPE 01                              BFYS
07              FUND 0160A1 STATION/SAT 523    
/               COST CTR/SUB 827200  /   
FCP/PRJ 010022300  BOC/SUB 2580 /            
           JOB NO            RPTG CATG       
ACCRUAL AMT            500.00          CLSD
BFYS            CLSD FUND        VOUCHER
AMT            500.00             
DESCR                                  LIQ
AMT            499.00                           
                         OUTST AMT             
1.00                                             
      CLOSED AMT            499.00   02-     
LINE NO          REF LINE NO         TRANS
TYPE                    COMMND                
DOCID PV 10   523A7999902            STATUS
ACCPT    001-001 OF 001         
BATID                   SUB STN         
08/03/07   
3a-6
78
Example of the Zero PV 01 Payment Screen
COMMND                 DOCID PV 10  
523A7999902            STATUS ACCPT    001-001
OF 001          BATID                   SUB
STN          08/03/07                           
PAYMENT VOUCHER INPUT SCREEN                     
        TRANS TYPE 01  PV DATE           ACCT
PRD       ACTION   SUB STN 104     VENDOR
CODE 132646870                  NAME HOWMEDICA
INC                    BENEFICIARY             
PPAY TYPE   ADDR1 P O BOX 100753                
   SCHD PMT DATE          FISCAL APRV  
ADDR2                                      DOC
TOTAL 0.00              CITY/ST/ZIP
ATLANTA             GA 30384        CHECK
TYPE      COMMENT TO PRINT                      
                           DISC
         DAYS      P/E TERM     
AMT                                DISC
          DAYS      P/E TERM     
AMT                        01-                  
                                                  
            LINE 001 REF DOC RC 523A7999901  
REF LINE 001   ACCP/DEL DATE               
VENDOR INV WR                   INV DATE 08 09
07   LOG DATE 08 09 07     REF VEND
CODE              REF VEND NAME                 
                      LINE AMOUNT
0.00            I/D   P/F F UNAPPL DEP
NO                       LIQ AMOUNT            
          DESCR                                
      OUTST OBLIG            0.00  LINE
TYPE    INT RSN   DISC RSN        
             BFYS 07                    FUND
0160A1                                
STATION/SAT 523                FCP/PRJ
010022300       JOB NO              COST
CTR/SUB 827200             BOC/SUB 2580        
REPT CATG              REV SRCE/SUB            
      CLSD BFYS              CLSD FUND        
Make sure to fill out everything that is filled
out in the example above
3a-7
79
Results of the Zero PV 01 Payment
ACTION R TABLEID RCLA USERID S104
RMJ                                      
                 RECEIVER ACCOUNTING LINE
INQUIRY SCREEN                  KEY IS
TRANSACTION CODE, RECEIVER NUMBER, ACCOUNTING
LINE NUMBER                                      
                                                  
        TRANSACTION CODE RC       RECEIVER NO
523A7999901                             01-     
LINE NO 001      REF LINE NO 001     TRANS
TYPE 01                              BFYS
09              FUND 0160A1 STATION/SAT 523    
/               COST CTR/SUB 827200  /   
FCP/PRJ 010022300  BOC/SUB 2580 /            
           JOB NO            RPTG CATG       
ACCRUAL AMT            499.00          CLSD
BFYS            CLSD FUND        VOUCHER
AMT            499.00             
DESCR                                  LIQ
AMT            500.00                           
                         OUTST AMT  
           0.00                                  
                 CLOSED AMT            499.00 
 02-      LINE NO          REF LINE NO        
TRANS TYPE                     
3a-8
80
F851 Report
This is a good report to watch for outstanding
amounts and how long it has been open
RPEVGLV STA 0160X4

REPORT ID
RPEVGLV DEPT OF
VETERANS AFFAIRS (FMS)
PAGE 1 RSD FORM F851
VERIFICATION OF GENERAL LEDGER
BALANCES - PAYABLES
TIME 2303 RUN DATE 07/31/08
FEDERAL/NON-FEDERAL REPORT AS OF 07/31/08



STN STA
BFYS 94 FUND 0160X4
PAYABLE TYPE ACCOUNTS PAYABLE
Austin VAMC A/O 10
MEDICAL SVCS - MCCF VEN TYPE CAT
NON-FEDERAL
VETERANS HEALTH ADMIN.