Submitting IntraGovernmental Billings Using the Internet Billing System IBIL

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Submitting Intra-Governmental Billings Using the
Internet Billing System (IBIL)

• Presented byEddie Reso

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What is IBIL?

• IBIL is an Internet based front end system for
  entering bills into NFCs Administrative Billings
  and Collections Section (ABCO) system. The
  system is designed for use by agency personnel
  and is accessible from NFCs Home Page.
• Purpose Allows agencies to enter billing
  information quickly and easily via the internet
  to expedite the collection of funds due.
• Benefits of IBIL Phase III Phase III contains
  edits that require valid obligation reference
  data when billing other USDA agencies serviced by
  the Controller Operations Division (COD), thus
  preventing erroneous billings and potential bill
  reversals.
• NFC Procedures Internet Billing System, Title
  III, Chapter 4, Section 1, contains further
  detailed procedures to be used in conjunction
  with this training material. The procedures are
  available on the web. (http//dab.nfc.usda.gov/pu
  bs/docs/ibil/ibil3_0.pdf).

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IBIL Data Flow for Intra-Governmental Billings
Nightly batch process sends bill data from IBIL
to ABCO
After edits are passed, bills reside in IBIL in
submitted status.
Agency personnel key bill data into IBIL.
ABCO Billing Proc (weekly)
Receivable record is created in the ABCO System.
ABCO edits are applied to bill data.
Records pass edits
Re-validate each night
Records fail edits
Creates IPAC Transmission file.
ABCO collection records created in REJECT Status.
ABCO rejects are corrected by ABCO section.
Receivable Document (A1) recorded in FFIS.
ABCO-FFIS nightly interface job
After IPAC acceptance confirmed, ABCO collections
in reject status are updated to accept.
Loaded to IPAC
Collection Document (A2) recorded in FFIS.
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Login IBIL From NFC Home Page
To access IBIL, click on the IBIL icon located on
the NFC Home Page.
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IBIL Log In Screen
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Profile Information

• Upon logging in for the first time, you will be
  taken to the User Profile page.
• Please ensure that each field contains accurate
  information.
• Contact information provided on the bills will be
  generated from your user profile. (Procedure
  Manual Pages 6-8)

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IBIL Main Menu
Be sure you are viewing bills for your agency.
Note that the criteria is not saved. You must
reset each time you use IBIL. The default view
does not include processed bills.
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Modify List Selection/ Sort Criteria Option
User can limit list displayed to only bills they
have entered, and/or use additional items for
filtering list as displayed.
User must click SAVE. Note that the criteria is
only saved for the current session.
Click on the LIST tab when done, and the
list will be displayed.
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Sample Listing of NRCS Bills Entered into IBIL

• Note that once processed, the delete option is
  no longer
• available.
• View and print options remain available.

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Five Simple Steps to Inputting a New Bill

• Enter Vendor/Debtor Number and
  Other Bill Information
• Enter the Debtor Information.
• Enter Debtor Accounting Information.
• Enter Receivable Accounting Information.
• Then just click Submit.

Input data as prompted under each tab.
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Step 1 - Enter the The Vendor/Debtor Number

• Must be valid on FFIS VEND FGXT tables.
• All 11 positions must be entered, with no extra
  space between position 10 and 11 as displayed in
  VEND.
• The VEND TYPE within the vendor code determines
  whether an IPAC bill will be generated, or a hard
  copy bill mailed.
• If a VEND TYPE is equal to G, V, or W, an IPAC
  bill will be generated. All others will generate
  a hard copy bill.
• If the VEND TYPE CAT is equal to G, no interest
  or penalties will accrue. For all other types,
  interest and penalties will accrue, however, this
  can be overridden by starting the Reference
  Number with a Z.
• Error messages will be displayed if edits against
  VEND or FGXT are not passed.

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How IBIL/ABCO Determines theALC to be Billed

• IBIL first validates the vendor code to the VEND
  table. IBIL then attempts to obtain the customer
  ALC from the FGXT Table.
• If the vendor code is not found on the FGXT
  table, IBIL defaults the first 8 positions of the
  vendor code into the customer ALC field.
• ABCO then checks the customer ALC as determined
  based on the above, against an internal ABCO ALC
  table. If no match is obtained, the receivable
  record will reject in ABCO and the IBIL user who
  input the bill will be contacted by an accounting
  technician at NFC.

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The Vendor Code for Intra-USDA Bills Common
Agreement Number (CAN)

• Example 16FA3003O P
• Position 1 is an which is used as a unique
  identifier to indicate that
  this vendor number relates to an
  intradepartmental agreement.
• Positions 2-3 are the providing agency code.
• Positions 4-5 are the receiving agency code.
• Position 6 is the year of agreement.
• Positions 7-9 are the alphanumeric sequential
  identifier assigned by the COD Table Maintenance
  Group in New
  Orleans.
• Position 10 is O for IPAC billing.
• Position 11 is P for providing agency R for
  receiving agency. (The code you input
  always refers to your
  trading partner. Therefore, the Vendor/Debtor
  No. input in IBIL, should
  always end with R.)

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Step 1 (Cont.) Enter Other Bill Information

• Note All fields in IBIL with asterisks are
  required fields.
• The Reference No. should be meaningful to the
  billing agency. The same Reference No. should be
  used for multiple billings related to the same
  business transaction.
• Note Certain agencies use a scheme when
  creating the reference number.

• Click Next to continue after entering data.

Note If this was not setup in VEND to bill a
govt agency via IPAC, another screen would be
displayed with mailing address information.
NRCS agencies use the following scheme Z
non-interest accruing. Pos 2-3 is the fiscal
year, followed by a 2-digit state code, followed
by a 4-digit sequential number.
Information typed into the IPAC description field
will be placed on the IPAC bill created.
Information necessary for the debtor to identify
the related transaction should be input here.
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Step 2 - Enter Debtor Information

• Input the the debtor agency contact information
  specific to this transaction in the fields below.
• This information will flow onto the IPAC bill.
• Click Next to continue after entering data.

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Step 3 - Enter Debtor Accounting Information

• The screen below may or may not appear, depending
  on the debtor being billed. This is the entrance
  page for the debtor accounting page.

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Step 3 Enter Debtor Accounting Information
(Cont.)

• Enter data, then hit SAVE to invoke edits on the
  debtor accounting.
• Do NOT hit Next before clicking on SAVE, or you
  will not know if the debtor information is valid
  until you are finished inputting the bill.
• Error messages will indicate why the accounting
  will not validate.
• Data will be displayed under input boxes upon
  successful validation.
• Click Next to continue after entering data.

Input data here. It will disappear if edits fail
upon clicking on SAVE.
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Steps 4 5 - Enter Billing Accounting
Information and Submit

• Enter data in the blocks, then hit SAVE to invoke
  edits against the ACXT table.
• Data will appear below the box upon successful
  validation.
• Click Next to continue after entering data, and
  you will see a summary of all information
  entered. You can click submit here or on the
  screen which shows summary information.
• You can print a hard copy of the submitted bill
  if desired.

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Bill List/Status
A list of bills can be displayed from the menu.
The status of each bill is indicated. An
asterisk in the ABCO Comments column indicates
that ABCO has written a note for the user.
Choose VIEW to see the bill and any notes.

• Status Codes
• I Incomplete. This transaction will remain
  unprocessed until submitted.
• S Submitted. The bill will be processed in
  ABCO upon the next ABCO
  batch job, each workday evening.
  Prior to processing (T or P status), the user may
  make changes (update or delete).
• T Transmitting. The bill is being processed at
  the time of your viewing.
• P Processed. No changes can be made by the
  user since the record is now in ABCO. Subsequent
  changes must be addressed to the ABCO section at
  NFC. Notice that the buttons to the right of
  each status code let the user know the options
  that are available.

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After Submission . . .

• Records are sent from IBIL to ABCO nightly to
  create receivable records via the ABCO_FFIS
  interface.
• The actual IPAC bills, or hard copy billings are
  produced four times a month on a scheduled basis.
  Collection documents are also created via the
  ABCO-FFIS interface.
• NOTE IBIL is one way. Once submitted, a bill
  cannot be changed, and once confirmed in IPAC, no
  record is sent back to IBIL.
• Once sent from IBIL, records usually accept in
  ABCO. Rejects are rare however, if changes are
  necessary, the user is contacted. Updates to the
  record will be noted in the ABCO comments field
  in IBIL.
• When rejects do occur, the three most common
  reasons are
• An invalid Agency Location Code (ALC) in the
  vendor record of a vendor type G, V, or W.
• The accounting will not validate because the
  DVAL, PGMT, or FUND, etc., tables are incomplete
  or inaccurate.
• The agency is attempting to record unauthorized
  transactions to specific treasury symbols.

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Finding IBIL Generated Receivables and
Collections in FFIS

• A record is sent to FFIS for each transaction
  accepted into ABCO from IBIL.
• This record will be an A1 document
  (receivable). FFIS will upload the record upon
  the next nightly cycle. In most cases, it is
  available the second business day following the
  IBIL submission.
• Users can locate the A1 Document number in the
  Generic Interface Document Cross-Reference Table
  (GIDT), using the vendor code and ABCO bill
  number.
• Once the ABCO billing proc is run, an A2
  collection document will be produced in FFIS and
  located using GIDT.
• See following sample IBIL record and following
  FFIS screens.

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Example Audit Trail From IBIL-FFIS-IPAC
Indicates bill has left IBIL. IBIL is one way,
so this is finished in IBIL..
Use Debtor Number and ABCO Bill Number in GIDT.
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GIDT - Example

• Input AGENCY, 16 for NRCS, and FEEDER SYSTEM ID,
  ABCO.
• Under KEY 1 enter, 12, vendor code, 5 spaces,
  92 and the ABCO bill number.
• Note the 12 and 92 are constants. These are the
  department and system codes.
• The following example lists the A1 A2 document
  for this IBIL bill example.

Note agency code and ABCO, Key 1 field
contains IBIL Debtor Number and ABCO bill number
from sample bill.
Receivable Document (A1)
Collection Document (A2)
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ARHT ExampleReceivable Entry from IBIL
Submission
Enter A1 Document Number from GIDT.
Bill has been collected.
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CRLT ExampleCollection Entry from IBIL
Submission
Enter A2 Document Number from GIDT.
The DEP is the last six digits of the IPAC bill
number. The ACCMP DATE is the IPAC bill date.
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Resulting IPAC bill from example transaction
Originating ALC ALC who submitted bill in IBIL.
Customer ALC Debtor Agency
IPAC Document Reference Number is the deposit
number recorded in FFIS.
Note the debtors agency information flows to the
Purchase Order Number field in USDA Obligating
DRN format, which will allow for automatic
processing in DDGEN. (Note In this example,
the last 3 characters of the MO are missing in
the PO field. This was due to a program error
which has been corrected.)
Note the ABCO bill number is in the Invoice
field, and the department code, CAN, and system
code are mapped to the ACT field on the IPAC
bill. The IBIL Reference Number is mapped to the
Contract Number field.
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IBIL Edits for Intra-USDA Bills

• Compares vendor code/debtor number input to IBIL
  to vendor code on debtors MO to assure CANs are
  the same.
• Assures ALC on FGXT is correct for both the
  Vendor Code/Debtor Number in IBIL as well as for
  the Vendor Code on the Debtors Obligating
  Document.
• Verifies that the Debtor Reference Document and
  line number are both valid and sufficiently
  funded.
• Sample bill follows with VEND, FGXT, debtor
  agency Obligation Line Header Table (OBLH), and
  debtor agency Obligation Line Table (OBLL) screen
  examples.

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Sample Intra-USDA bill
Debtor number is validated against VEND and FGXT,
as well as the vendor code on the Debtors
Obligation Document on the OBLH table.
Note this bill was entered before edits on debtor
accounting implemented in IBIL (Nov. 2006)
Obligation Doc and line number must be valid on
Debtors OBLL, and the available amount on the
line must be sufficient.
See following Table Screen Prints VEND FGXT
from FF16 OBLH OBLL from FFFA
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VEND Example (Common Table)

• Note the VEND Type is V and the VEND CAT TYPE
  G
• When input into IBIL, this vendor code will
  generate an IPAC bill.
• THE CAN is set up in the correct format for NRCS
  billing CE.

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FGXT Example (Common Table)

• THE CAN is set up in the correct format for NRCS
  billing CE (part of FSA). The CAN ending with an
  R points to FSAs ALC, 12-06-0000. This is
  important as this entry on FGXT determines the
  ALC that will be IPACd. Also, this ALC
  determines which FFIS application to which the
  debtor obligation information will be validated
  against.
• Also, equally important, the CAN ending with a
  P is set up correctly to reference 12- 40-1600,
  NRCS. If this was not set up correctly, even if
  CEs MO referenced this CAN correctly, IBIL would
  not allow the bill to be submitted if the ALC for
  that CAN did not reference the ALC submitting the
  IBIL, in this case NRCS.

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Debtor OBLH Table FA, The Sample Debtor Agency

• Note in this example, the first 10 characters of
  the CAN do not match those on the IBIL Debtor
  CAN. In order to submit this bill today, the
  debtor would have to add the CAN being billed to
  the ALT PAYEE field, or the IBIL user will have
  to re-enter the bill, referencing the CAN on the
  MO. Note, this sample bill was submitted before
  edits were implemented.

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Debtor OBLL Table FA, The Sample Debtor Agency

• Note, in this example the outstanding amount on
  line 1 is 1,027.30. This is not sufficient to
  cover the amount entered in IBIL, 2,422.34.
  Therefore edits will prevent the bill from being
  submitted.

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Billing Agency ACXT Table

• The last edit upon input is the billing agencys
  accounting.
• The accounting for this sample bill is valid, see
  below .

Enter the FY, agency code and accounting string
to test for validity.
Y
75
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IBIL Questions and Help

• A copy of the IBIL procedures can be easily
  obtained at any time by clicking User Manual on
  the Log In screen.
• Help can also be obtained via telephone and
  e-mail (see contacts on following page).

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IBIL Contacts

• Eddie Reso [phone]
• eddie.reso_at_usda.gov
• Robert Sturgis [phone] NRCS Liaison
• robert.sturgis_at_usda.gov
• Cathy Palermo [phone] cathy.palermo_at_usda.
  gov