Integrated Funds Control Distribution, Accounting Activity And Procurement Part II – Budget and Accounting 1

Integrated Funds Control Distribution, Accounting Activity And Procurement Part II – Budget and Accounting

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Provide an understanding of the roles and responsibilities for Accounting & Budget

Provide an understanding of menu options that are located in the IFCAP program, a module of VISTA and options are available to budget and accounting staff.

Upon completion of this course Budget and Accounting staff will be able to identify their role and responsibility and initiate and research transactions entered into the system.

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Budget Options

Accounting Options

Purchase Card Options

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http://vaww4.va.gov/FINANCE/policy/index.asp - VA Directives, Handbooks, Bulletins

http://vaww.fscdirect.fsc.va.gov - FSC homepage/Training

http://vaww.cfo.med.va.gov/173/alerts_toc.asp - Alerts

http://reports2.vssc.med.va.gov/Reports/Pages/Report.aspx?ItemPath=%2fFinance%2fFIs%2fFY10_Financial_Indicators_Report

http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=137&FType=2 – Cost Center and Budget Object Codes Policy

http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=140&FType=2 – Cost Centers

http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=142&FType=2 – Budget Object Codes

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http://www4.va.gov/vdl/application.asp?appid=42– Control Point Requestor, Control Point Clerk, Control Point Official

http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=422&FType=2 - Purchase Card Procedures

http://vaww4.va.gov/FINANCE/policy/pubs02.asp - Use of Estimated Miscellaneous Obligation

http://vaww1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1751 – VA Handbook 1730.1 Use and management of government purchase card

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BOC – Budget Object CodesCC – Cost CenterCPC – Control Point ClerkCPO – Control Point OfficialFCP – Fund Control PointFSC – Finance Service CenterIFCAP – Integrated Fund Control Point and ProcurementMO – Miscellaneous OrderOLCS – On Line Certification SystemPC – Purchase CardPO – Purchase OrderRR – Receiving ReportSO – Service OrderVISN – Veteran Integrated Service NetworkVISTA – Veteran Health Information System and Technology Architecture 1358 – Estimated Miscellaneous Obligation2237 – Purchase Order 6

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Manage funding for the medical centerAllocate funds to the Control PointsEstablish new Control PointsTransfer funds between Control PointsMove funds between quarters for the Control PointsProcess TDA’sAssign Cost Centers & Budget Object Codes to Control PointMonitors Control Points for excessive spendingProvides budget guidance and assistance to IFCAP users

Most of the menu options to be discussed are utilized by the Budget Analysts at facilities. Some menus are not always used by the Budget Analyst but by other Fiscal staff depending on the set up of the facility.

Most of the menu options to be discussed are utilized by the Budget Analysts at facilities. Some menus are not always used by the Budget Analyst but by other Fiscal staff depending on the set up of the facility.

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Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ...Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST

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Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu ... Display Control Point Official's Balance FCP/CC/BOC Management Menu ... Recalculate All Fund Control Point Balances Select Budget Utilities Menu Option: FCP/CC/BOC Management Menu BOC Management Menu ... Cost Center Management Menu ... Fund Control Point Management Menu ... Select FCP/CC/BOC Management Menu Option: Fund Control Point Management Menu

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Select STATION NUMBER ('^' TO EXIT): 662// 688 WASHINGTON, DC ...OK? Yes// (Yes)Select FUND RELEASING OFFICIAL: Ruedel, Karen// Roth, Carmella ANALYSTSTATION OVERCOMMIT SWITCH: OVERCOMMIT ALLOWED// ? Choose from: 0 OVERCOMMIT NOT ALLOWED FOR ALL FCP'S 1 CURRENT QUARTER OVERCOMMIT ALLOWED 2 FUTURE QUARTERS OVERCOMMIT ALLOWED 3 CURRENT AND FUTURE QUARTERS OVERCOMMIT ALLOWED 4 INDIVIDUAL CP SWITCH USED 5 OVERCOMMIT ALLOWED

Normally facilities will select overcommit not allowed for all FCP’s. Overcommit allowed is used most often during a Continuing Resolution Authority.

Future quarters is used to allow the 2237’s for the next FY to be input usually during the 3 rd & 4th quarters.

Individual CP switch requires the switch to be set for each CP

Normally facilities will select overcommit not allowed for all FCP’s. Overcommit allowed is used most often during a Continuing Resolution Authority.

Future quarters is used to allow the 2237’s for the next FY to be input usually during the 3 rd & 4th quarters.

Individual CP switch requires the switch to be set for each CP12

EDI ORDER RELEASE: ? Choose from: Y YES N NO

EDI switch usually not set at the station level normally set at CP level. This will allow EDI orders to bypass Fiscal and transmit without review Normally the Med/Surg is the only ones set to bypass Fiscal due to being purchasing from a prime vendor

EDI switch usually not set at the station level normally set at CP level. This will allow EDI orders to bypass Fiscal and transmit without review Normally the Med/Surg is the only ones set to bypass Fiscal due to being purchasing from a prime vendor

SITE ALL/DELIVERY ORDER SWITCH: ALL ORDERS// ? Choose from: Y YES N NO

STATION ROLLOVER OF EOQ BAL.: ? Choose from: 2 ALL FCPs CAN SPEND PRIOR FUNDS 3 INDIVIDUAL FCP ROLLOVER EOQ BALANCE IN EFFECT

Used in conjunction with EDI Used in conjunction with EDI

Facilities mainly use option 3 Individual FCP Rollover EOQ Roll funds to the next qtr or to a different CPFacilities mainly use option 3 Individual FCP Rollover EOQ Roll funds to the next qtr or to a different CP

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Select Fund Control Point:?Enter a new CONTROL POINT NAME, if you wish. Enter a 3 or 4-digit number, a space and the name of the control point. Answer must be 3 to 30 characters in length. Select Fund Control Point: 025 RadiologyAre you adding ‘025 Radiology’ as a new CONTROL POINT NAME? No// YesControl Point Name: Radiology//

CONTROLLING SERVICE: RADIOLOGY// ?Once the CP is established contact PPM to have a LOG # assigned. Control Point cannot be used until this is completed.

Once the CP is established contact PPM to have a LOG # assigned. Control Point cannot be used until this is completed.FUND: 0160A1//

BEGINNING BUDGET FISCAL YEAR: 2011//ADMINISTRATIVE OFFICE: 10//PROGRAM: 0100//FCP/PRJ: 010022200// Information to link 3-4 digit CP to FMS the 9 digit FCP/PRJ

must be in the tables in FMS.Information to link 3-4 digit CP to FMS the 9 digit FCP/PRJ must be in the tables in FMS.

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AUTOMATED: YES

ALLOW ACCESS BY ALL REQUESTORS: YES//

Select CONTROL POINT USER: Brown, Katie

LEVEL OF ACCESS: CONTROL POINT OFFICIAL// ? 1--CONTROL POINT OFFICIAL (Has authority to approve requests) 2—CONTROL POINT CLERK (Can enter permanent transactions) 3--REQUESTOR (Can initiate temporary requests to Control Point Clerk) Choose from: 1 CONTROL POINT OFFICIAL 2 CONTROL POINT CLERK 3 REQUESTOR

Automated: tells IFCAP it can transmit transactions to FMSAutomated: tells IFCAP it can transmit transactions to FMS

Typically will answer no and then will assign specific people access to the CP toperform certain roles. If you have a supplies control point you might want to allow anyoneto put in a temporary request which will be converted to a permanent request later by acontrol point clerk.

Typically will answer no and then will assign specific people access to the CP toperform certain roles. If you have a supplies control point you might want to allow anyoneto put in a temporary request which will be converted to a permanent request later by acontrol point clerk. 15

RECEIVE FMS RECONCILIATION:The Notification Designee prompt allows Control Point User to receive informational bulletins containing details of a ceiling transaction distributing funds to this Fund Control Point. NOTIFICATION DESIGNEE:RCV 820: YES//

Select CONTROL POINT USER:

SPECIAL CONTROL POINT:

Select COST CENTER:

DESCRIPTION: Edit? NO//YES

Multiple people can be assigned to the CP in this processMultiple people can be assigned to the CP in this process

Complete if this is a FCP for GPF or SF

Assign the appropriate CC (s) for the FCP

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STATION OVERCOMMIT SWITCH: OVERCOMMIT ALLOWED// ? Choose from: 0 OVERCOMMIT NOT ALLOWED FOR ALL FCP'S 1 CURRENT QUARTER OVERCOMMIT ALLOWED 2 FUTURE QUARTERS OVERCOMMIT ALLOWED 3 CURRENT AND FUTURE QUARTERS OVERCOMMIT ALLOWED 4 INDIVIDUAL CP SWITCH USED 5 OVERCOMMIT ALLOWED

This will only work if the Individual CP Switch Used is selected at the station levelThis will only work if the Individual CP Switch Used is selected at the station level

EDI ORDER RELEASE: ? Choose from: Y YES N NO

Set the EDI Order Release at this point for the FCP.Typically will only set to yes for CP’s dealing with prime vendor all other orders should be reviewed byFiscal.

Set the EDI Order Release at this point for the FCP.Typically will only set to yes for CP’s dealing with prime vendor all other orders should be reviewed byFiscal.

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FCP ALL/DELIVERY ORDER SWITCH: ?? This is used to release orders directly without fiscal review

Choose from: A ALL ORDERS D DELIVERY ORDERS ONLYROLLOVER OF EOQ BALANCE: ? This is the rollover of the EOQ balance. Choose from: 1 TRANSFER FUNDS TO ANOTHER FCP 2 SPEND AVAILABLE PRIOR FUNDS 3 RESTRICT TO CURRENT QUARTER (DEFAULT)

Setting the Rollover switch determines what will occur with funds at the end of the quarter. Typically facilities will use #3 and have The funds rollover to the next quarter.

Setting the Rollover switch determines what will occur with funds at the end of the quarter. Typically facilities will use #3 and have The funds rollover to the next quarter.

Note: you can establish FCP’s for Major/Minor projects but they will not Accept if transmitted from IFCAP to FMS. You may assign budget in IFCAP but funds are input for major/minor into FMS by VACO. Establishing the control point allows all transactions to be input into IFCAP so that you are not using manual processes.

Note: you can establish FCP’s for Major/Minor projects but they will not Accept if transmitted from IFCAP to FMS. You may assign budget in IFCAP but funds are input for major/minor into FMS by VACO. Establishing the control point allows all transactions to be input into IFCAP so that you are not using manual processes.

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Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu ... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu ... Recalculate All Fund Control Point Balances Select Budget Utilities Menu Option: FCP/BOC/SA Management Menu BOC Management Menu ... Cost Center Management Menu ... Fund Control Point Management Menu ...Select FCP/BOC/SA Management Menu Option: Fund Control Point Management Menu

Over the course of time CP’s will no longer be required; especially if established for a specific purpose and once that purpose has been completed the CP can be deactivated.

Over the course of time CP’s will no longer be required; especially if established for a specific purpose and once that purpose has been completed the CP can be deactivated.

The menu to deactivate or reactivate a control point are the same.The menu to deactivate or reactivate a control point are the same.

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Add/Edit Control Point Deactivate a Fund Control Point Reactivate a Fund Control Point Place Released Ceiling Transaction in CP File Display Control Point Committed Transactions Reset FCP Yearly Accounting Element & ACT Code

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect Fund Control Point: ???CHOOSE FROM: 9 009 TRAINEE SALARIES 61 061 PSYCHOLOGY 521 521 RESEARCH 777 777 SUPPLIES 891 891 ISC 949 949 MCCR TRAVEL Select Fund Control Point: 949 MCCR TRAVELActive/Inactive Control Point: INACTIVE// ACTIVE 20

Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ...Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST

If the “Do Not Allow Overcommit” switchis on, then ceilings have to be inputprior to orders being generate.

If the “Do Not Allow Overcommit” switchis on, then ceilings have to be inputprior to orders being generate.

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Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point BalanceSelect Transaction Menu Option: Add New Transaction (Ceiling)

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Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// I am going to create a new transaction with the number 688-11-0002IS THIS OK ? YES// (YES)CONTROL POINT: 101 LAB TESTING 101 ...OK? Yes// (Yes)TDA NUMBER: 4510TDA DATE: 102510 (OCT 25, 2010)RECURRING FTEE: 4

NON RECUR FTEE: 0TRNG FTEE: 0BUDGET SORT CATEGORY:

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TRANSACTION DATE: T (Oct 25, 2010)1ST QTR: 45 $ 45.002ND QTR: 45 $ 45.003RD QTR: 60 $ 60.004TH QTR: 45 $ 45.00TOTAL FUNDING= $ 195.00

RECURRING/NON-RECURRING: NON-RECURRING// NR NON-RECURRINGDESCRIPTION: 1>Graphics/Displays/Presentations Expenses

If removing funds from a FCP simply put anegative (-) in front of the amount. If removing funds from a FCP simply put anegative (-) in front of the amount.

Recurring/Non-recurring references the type of funds being input - not a type of transaction

Recurring/Non-recurring references the type of funds being input - not a type of transaction

You do not have to put funding in all4 quarters and you will not alwayshave a TDA to reference nor will you have FTEE to reference very often.

You do not have to put funding in all4 quarters and you will not alwayshave a TDA to reference nor will you have FTEE to reference very often.

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Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST

Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point BalanceSelect Transaction Menu Option: Release Transaction

Releasing transactions to FMS is a2 step process:1 –Release2-Generate

Releasing transactions to FMS is a2 step process:1 –Release2-Generate

Releasing a transaction will update the FCP in IFCAP and generating will transmit to FMS and will update FMS tables and the status of funds Documents that are used diligently by facilities.

Releasing a transaction will update the FCP in IFCAP and generating will transmit to FMS and will update FMS tables and the status of funds Documents that are used diligently by facilities. 25

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// Enter ELECTRONIC SIGNATURE CODE: Thank you.Do you wish to review/edit any transactions? NO// Enter Sequence Number of Transaction(s) to be Released: ???Enter the Sequence Number, or indicate a range of sequence numbers byseparating the first and last numbers with a dash (-).Type "ALL" to release all unreleased transactions.Do you wish to see the list of all unreleased transactions? NO// YESUnreleased Sequence Numbers for Station 688, FY: 11 SEQ # TRANS # CP# TOTAL SEQ # TRANS # CP# TOTAL 54 688-11-0054 CP-19 $5.00 70 688-11-0070 CP-0 $0.00 71 688-11-0071 CP-0 $0.00 76 688-11-0076 CP-201 $-100.00 77 688-11-0077 CP-202 $100.00 80 688-11-0080 CP-5101 $60000.00 81 688-11-0081 CP-5101 $23000000.00 82 688-11-0082 CP-5101 $10000000.00 83 688-11-0083 CP-5102 $10533827.00 84 688-11-0084 CP-5102 $123456.00 94 688-11-0094 CP-335 $96.00 95 688-11-0095 CP-5103 $30000.00 96 688-11-0096 CP-101 $1101.00 97 688-11-0097 CP-0 $0.00 26

Enter Sequence Number of Transaction(s) to be Released: 96 OKEnter Sequence Number of Transaction(s) to be Released: To not release a transaction already selected to be releasedEnter the last 4 digits of the transaction for FY 11: QUEUE TO PRINT ONDEVICE: LAT [YOU CAN NOT SELECT A VIRTUAL TERMINAL]Previously, you have selected queueing.Do you STILL want your output QUEUED? YES//DEVICE: LATYou cannot select your home device.QUEUE TO PRINT ONDEVICE: LASERDP DEVELOPMENT <Request Queued>

Can use ALL torelease everythingthat is pending

Can use ALL torelease everythingthat is pending

Must select a printer. Cannot print to screen.Must select a printer. Cannot print to screen.

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Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ...Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution

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Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// Select FISCAL QUARTER: 1// This option will now create FMS documents for 1st Quarter, FY 11released transactions which have not previously been coded.FMS Transaction Date: OCT 3, 2010// (OCT 3, 2010)Accounting Period (MM/YY): OCT 2011// (OCT 2011)Ready to generate FMS documents? YES//DEVICE: LAT Right Margin: 80//

Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point BalanceSelect Transaction Menu Option: Generate FMS Budget Documents

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ONLY TRANSACTIONS NOT YET RELEASED CAN BE EDITEDONLY TRANSACTIONS NOT YET RELEASED CAN BE EDITED

Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ...Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly)

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Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// Select Sequence Number for FY 11: ???Choose from:: 0054 4019 SPD 0080 5101 KATEY TEST 0081 5101 KATEY TEST 0082 5101 KATEY TEST 0083 5102 KATEY TESTING 0084 5102 KATEY TESTING 0086 5101 KATEY TEST 0089 101 LAB TESTING 101Select Sequence Number for FY 11: 0089 101 LAB TESTING 101

Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point BalanceSelect Transaction Menu Option: Edit Existing, Unreleased Transaction

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CONTROL POINT: 101 LAB TESTING 101// TDA NUMBER: ??? This is the Transfer of Disbursing Authority (TDA) 1 to 3 digit number from the ACCS report.TDA NUMBER: 460TDA DATE:?? Examples of Valid Dates: JAN 20 1957 or 20 JAN 57 or 1/20/57 or 012057 T (for TODAY), T+1 (for TOMORROW), T+2, T+7, etc. T-1 (for YESTERDAY), T-3W (for 3 WEEKS AGO), etc. If the year is omitted, the computer uses the CURRENT YEAR. Two digit year assumes no more than 20 years in the future, or 80 years in the past.TDA DATE: T (OCT 3, 2010)RECURRING FTEE: ?? This is the number of recurring Full Time Employee Equivalent (FTEE).RECURRING FTEE: 120NON RECUR FTEE: 10TRNG FTEE: 100 32

BUDGET SORT CATEGORY: ?? This is the category for RD285 report for medical care appropriation items only.CHOOSE FROM: 1 ALL OTHER 2 RECURRING PERSONAL SERVICES 3 NR ALL OTHER 4 NR .23 5 19 REPL EQUIP 6 20 ADDITION EQUIPMENT 7 25 OUTREACH-OTHER R & NR 8 25 OUTR-OTH R&NR (FEE CP 853) 11 25B OUTREACH-PS R&NR 12 26 TRAINING

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BUDGET SORT CATEGORY: 12 26 TRAININGTRANSACTION DATE: OCT 3, 2010// 1ST QTR: 10// 2ND QTR: 20// 3RD QTR: 30// 4TH QTR: 40// TOTAL FUNDING= $ 100.00RECURRING/NON-RECURRING: NON-RECURRING// DESCRIPTION: 1>Training program

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Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ...Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST

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Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point BalanceSelect Transaction Menu Option: Transfer From/To Control PointSelect STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// ...Hmmm, Let me think about this for a moment...

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TRANSFER FROM CONTROL POINT: 105 LAB TESTING 105 ...OK? Yes// (Yes)TRANSFER TO CONTROL POINT: 108 LAB TESTING 108 ...OK? Yes// (Yes)FOR WHICH QUARTER: 4AMOUNT TO TRANSFER: 10 $ 10.00TRANSACTION DATE: OCT 13,2010// (OCT 13, 2010)RECURRING/NON-RECURRING: NON-RECURRINGDESCRIPTION: 1>User fee EDIT Option: Do you want to review this entry? YES// (YES)

Transactions will need to Released to post in IFCAP andGenerated to post to FMS and Update the status of funds

Transactions will need to Released to post in IFCAP andGenerated to post to FMS and Update the status of funds

Cannot transferfunds that are notavailable in the CP

Cannot transferfunds that are notavailable in the CP

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Transfer Transaction Summary To Control Point: 108 LAB TESTING 108 From Control Point: 105 LAB TESTING 105 Transaction Date: OCT 13, 2010 Quarter: 1stAmount to be Transferred: $ 10.00 R/NR: NON-RECURRING Annualization: $ 0.00Description: User fee

Transactions will need to be released and generate in order to post in IFCAP and FMSTransactions will need to be released and generate in order to post in IFCAP and FMS

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Transactions can only be deleted if they have not been released.Transactions can only be deleted if they have not been released.

Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST

Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ...Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu

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Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents FMS Documents Inquiry Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point BalanceSelect Transaction Menu Option: Delete Unreleased Transaction

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Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// Select Sequence Number for FY 11: ???CHOOSE FROM: 0054 019 SPD 0076 201 LAB TESTING 201 0077 202 LAB TESTING 202 0080 5101 KATEY TEST 0081 5101 KATEY TEST 0082 5101 KATEY TEST 0083 5102 KATEY TESTING 0084 5102 KATEY TESTING 0086 5101 KATEY TEST 0087 103 LAB TESTING 103Select Sequence Number for FY 11: 0086 688-11-0086 5101 KATEY TESTARE YOU SURE YOU WANT TO DELETE THIS TRANSACTION? NO// Y (YES)Transaction Deleted.Do you wish to delete another transaction for 688-11? n (NO)

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Don’t believe thatthis option is usedvery often.

Don’t believe thatthis option is usedvery often.

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents FMS Documents Inquiry

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Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point BalanceSelect Transaction Menu Option: Multiple Transaction Menu Create/Post Multiple Transaction Post/Edit Temporary TransactionSelect Multiple Transaction Menu Option: Create/Post Multiple Transaction

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// This has been assigned TRANSACTION NUMBER: T-10012.Please note and use for editing of this transaction.

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TRANSACTION DATE: OCT 8, 2010// (JAN 08, 2011)Select CONTROL POINT: 101 LAB TESTING 101 ...OK? Yes// (Yes) Are you adding '101 LAB TESTING' as a new CONTROL POINT (the 1st for this MULTIPLE DISTRIBUTION)? N// Y (Yes)

1ST QTR: 333 $ 333.00 2ND QTR: 112 $ 112.00 3RD QTR: 123 $ 123.00 4TH QTR: 533 $ 533.00TOTAL FUNDING= $ 1101.00 RECURRING/NON-RECURRING: NON-RECURRING// Select CONTROL POINT: DESCRIPTION: 1>This is a multiple transaction for additional funding 2>EDIT Option: Do you want to review this transaction? YES// (YES)DEVICE: LAT RIGHT MARGIN: 80//

Initially a temporarytransaction numberis assigned.

Initially a temporarytransaction numberis assigned.

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MULTIPLE DISTRIBUTION LISTING OCT 8,2010 11:25 PAGE 1TRANSACTIONNUMBER DESCRIPTIONCONTROL ANNUALIZATIONPOINT R/NR 1ST QTR 2ND QTR 3RD QTR 4TH QTR AMOUNT---------------------------------------------------------------------------------------------------------------------T-10012 This is a multiple transaction for additional funding101 NR 333.00 112.00 123.00 533.00 ------------ -------------- ------------ -------------TOTAL 333.00 112.00 123.00 533.00

Are you ready to post this transaction? YES// (YES)101 LAB TESTING Filed with transaction number 688-11-0023 <Transfer to Funds Distribution File Completed.> <Temporary Transaction Number T-10012 has been Deleted.>Enter another transaction? NO// (NO)

When ready to post thetransaction the temporarynumber is cancelled anda permanent number is assigned. The transaction can be edited until it is released.

When ready to post thetransaction the temporarynumber is cancelled anda permanent number is assigned. The transaction can be edited until it is released. 45

Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ...Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST

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Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point BalanceSelect Transaction Menu Option: Quarterly Rollover Fund Control Point Balance

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 10// 11Select FISCAL QUARTER: 4// 1

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Select one of the following: 1 Single Year Appropriation Fund Control Points 2 Multiple Year Appropriation Fund Control PointsSelect Number: : 1 Single Year Appropriation Fund Control PointsDescription:DEVICE: LATIFCAP Rollover Fund Control Point Balance List Printed on DEC 31, 2010 For Budget Fiscal Year: 2011 Quarter: 1Roll 097 TRANSFER WITH PGM to 112 SURGICAL SERVICE $200307.55Roll 101 LAB TESTING 101 to 033 337 Basil Pharmacy Test $1521205.53Finished. The following transactions have been createdin file 421 (Fund Distribution): 688-11-0025 688-11-0026Select STATION NUMBER ('^' TO EXIT): 688// ^

This will occur based on how FCP’s are established when they are first set established. To change information edit the FCP set up.

This will occur based on how FCP’s are established when they are first set established. To change information edit the FCP set up.

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Select Funds Distribution Program Menu Option: Transaction MenuAdd New Transaction (Ceiling)Edit Existing, Unreleased TransactionDelete Unreleased TransactionTransfer From/To Control PointRelease TransactionMonthly Budget DistributionGenerate FMS Budget DocumentsAccrual (Monthly)Carry Forward QuarterlyEnter FCP Adjustment Data (FISCAL)Multiple Transaction Menu ...Quarterly Rollover Fund Control Point Balance

NOTE: RECALCULATE ALL CONTROL POINTS PRIOR TO RUNNING CARRY FORWARDNOTE: RECALCULATE ALL CONTROL POINTS PRIOR TO RUNNING CARRY FORWARD

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Select STATION NUMBER ('^' TO EXIT): 658// SALEM, VA Select one of the following: 1 Carry forward Outstanding Requests 2 Carry forward balances for all control points 3 Carry forward balances for a single control point

Select Number: 1 Carry forward Outstanding RequestsThe oldest OPEN quarter in file is 2011-3.For Budget Fiscal Year - Quarter (YY-Q): 11-3Ready to Run? NO// YESDEVICE: ;;9999 IRMS BLDG 74 ROOM 227EIFCAP Carry Forward Outstanding Requests from Qtr 11-3 to 11-4Station: 658 Printed on 07/07/2011658-11-3-019-0001 ENTERED658-11-3-019-0003 APPROVED

2 Step Process1st step carry forward outstanding requests2nd step is carry forward the open balances.Balances will move according to the type of funds i.e. 1 year funds will only move until the 4th qtr. Multi-year funds will move up to the 4th qtr of the year that they expire.

2 Step Process1st step carry forward outstanding requests2nd step is carry forward the open balances.Balances will move according to the type of funds i.e. 1 year funds will only move until the 4th qtr. Multi-year funds will move up to the 4th qtr of the year that they expire.

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Select Transaction Menu Option: Carry Forward QuarterlySelect STATION NUMBER ('^' TO EXIT): 658// SALEM, VA Select one of the following: 1 Carry forward Outstanding Requests 2 Carry forward balances for all control points 3 Carry forward balances for a single control pointSelect Number: 2 Carry forward balances for all control pointsThe oldest OPEN quarter in file is 2011-3.For Budget Fiscal Year - Quarter (YY-Q): 11-3Ready to Run? NO// YESDEVICE: ;;9999 IRMS BLDG 74 ROOM 227E

51

IFCAP Carry Forward Balances for All CP'S from Qtr 10-3 to 10-4Station: 658 Printed on 07/07/2011 003 RES SALARIES (CEI) $0.00 003 RES SALARIES (ADJ) $0.00 009 FIS RESIDENTS (CEI) $61414.00 009 FIS RESIDENTS (ADJ) $120.00 010 ADMINISTRATIVE TRAINEES (CEI) $0.00 010 ADMINISTRATIVE TRAINEES (ADJ) $0.00 012 FIS SALARIES (CEI) $-11936.00 012 FIS SALARIES (ADJ) $0.00

52

Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu ... Control Point List FCP BOC List Control Point PO List Audit Reports Menu ...

Allows snapshot viewof all ceiling transactionsAllows snapshot viewof all ceiling transactions

53

STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// Select FUND CONTROL POINT: 469 EEO ...............ANOTHER FUND CONTROL POINT: 105 LAB TESTING 105 ……ANOTHER FUND CONTROL POINT: 103 PHARMACY ..ANOTHER FUND CONTROL POINT: DEVICE: LAT

826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCPSelect Print Menu Option: Selected Control Points

54

FUND DISTRIBUTION CONTROL POINT DISPLAY NOV 18,2010 13:03 PAGE 1TRANSACTION TRANSACTION ANNUALIZATIONNUMBER DATE REC/NON-REC AMOUNT 1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL DESCRIPTION--------------------------------------------------------------------------------

CONTROL POINT: 469 EEO PROGRAM MANAGER

506-11-0055 OCT 20,2010 NON-RECURRING 850.00 850.00 850.00 850.00 3400.00 FY11 Budget

506-11-1551 OCT 27,2010 NON-RECURRING -1600.00 -1600.00SWEEP

506-11-2108 NOV 14,2010 NON-RECURRING -451.00 -451.00SWEEP ------------ ------------ ------------ ------------ -------------SUBTOTAL 850.00 850.00 850.00 -1201.00 1349.00

55

Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu ... Control Point List FCP BOC List Control Point PO List Audit Reports Menu ... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCPSelect Print Menu Option: Range of Transactions 56

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// START WITH TRANSACTION NUMBER: 1// GO TO TRANSACTION NUMBER: LAST// 51DEVICE: HOME// LATFUNDS DISTRIBUTION RANGE OF TRANSACTIONS DISPLAY OC 19, 2010 09:15 PAGE 1 CONTROLTRANSACTION POINT TDA TRANSACTIONNUMBER NUMBER NUMBER DATE 1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL DESCRIPTION---------------------------------------------------------------------------------------------------------------------------688-11-0046 9988 0.00688-11-0047 101 0.00688-11-0048 101 OCT 9,2010 5.01 2.02 5.03 5.04 17.10688-11-0049 101 OCT 9,2010 -200.00 -200.00688-11-0050 102 OCT 9,2010 200.00 200.00688-11-0051 9988 OCT 9,2010 -123.00 123.00 ------------ ------------- ------------ ------------ -------------TOTAL -117.99 2.02 5.03 5.04 -105.90PRESS RETURN TO CONTINUE 57

Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu ... Control Point List FCP BOC List Control Point PO List Audit Reports Menu ... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCPSelect Print Menu Option: Detailed Appropriation Summary

58

FUND DISTRIBUTION APPROPRIATION SUMMARY (DETAIL) REPORT NOV 19,2010 14:52 PAGE 1TRANSACTION TDA TRANSACTIONNUMBER CP # NUMBER DATE 1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL R/NR ANNUAL

AMT DESCRIPTION-------------------------------------------------------------------------------- APPROPRIATION: 553-11-3610152-0152A1-0100

CONTROL POINT: 2052 Contract Transcription553-11-0001 2052 OCT 13,2010 12003.00 12003.00 NR October 2010 continuing resolution distribution. 553-11-0147 2052 NOV 6,2010 29157.00 29157.00 NR NOVEMBER 2010 AND DECEMBER 2010 BUDGET ALLOCATIONS ------------ -------------------------------------------------------------SUBTOTAL 0.00 41160.00 41160.00 0.00 0.00 0.00

CONTROL POINT: 2057 Memberships553-11-0002 2057 OCT 13,2010 604.00 604.00 NR October 2010 continuing resolution distribution. 553-11-0148 2057 NOV 6,2010 1756.00 1756.00 NR NOVEMBER 2010 AND DECEMBER 2010 BUDGET ALLOCATIONS ------------ -------------------------------------------------------------SUBTOTAL 0.00 2360.00 2360.00 0.00 0.00 0.00

Select STATION NUMBER ('^' TO EXIT): 533// Detroit Select FISCAL YEAR ('^' to EXIT): 11//

59

Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu ... Control Point List FCP BOC List Control Point PO List Audit Reports Menu ... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP

Select Print Menu Option: Appropriation Summary Totals60

Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// DEVICE: LATFUNDS DISTRIBUTION APPROPRIATION SUMMARY (TOTALS) JUN 9,2011 11:50 PAGE 1 1ST QTR 2ND QTR 3RD QTR 4TH QTR TOTAL------------------------------------------------------------------------------------------------------------------------------------- APPROPRIATION: 688-11-36_/_0161.001 CONTROL POINT: 019 SPDSUBTOTAL 1.10 1.20 1.30 1.40 5.00SUBTOTAL 1.10 1.20 1.30 1.40 5.00 APPROPRIATION: 688-11-36_0151 CONTROL POINT: 101 LAB TESTING 101SUBTOTAL -2116.99 -341.00 999601.03 22794.04 1019937.08 CONTROL POINT: 102 LAB TESTING 102SUBTOTAL 2300.00 200.00 45800.00 400.00 48700.00SUBTOTAL 183.01 -141.00 1045401.03 23194.04 1068637.08 APPROPRIATION: 688-11-36_0160.020 CONTROL POINT: 9988 LAB TESTING 988 SSUBTOTAL -35.01 0.00 0.00 0.00 -35.01SUBTOTAL -35.01 0.00 0.00 0.00 -35.01TOTAL 2039303.10 3672205.20 25045203.33 14059274.44 44815986.07

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Select Print Menu Option: Control Point List62

LIST OF CONTROL POINTS OCT 5,2010 12:08 PAGE 1SERVICEROLLOVER OVERCOMMIT? USER LEVEL OF ACCESS-------------------------------------------------------------------------------- CONTROL POINT: 066 NEW FCP TESTCDLFUND: 0129A1 A/O: 10 PGM: 70FCP/PRJ: AB3118 OC: JOB: NO OVERCOMMIT PERMIT EYRE, JANE CONTROL POINT OFFICIAL FLURRIE, INEZ CONTROL POINT CLERK CONTROL POINT: 101 LAB TESTING 101FISFUND: 0160A1 A/O: 10 PGM: 70FCP/PRJ: 300 OC: JOB: 033 CURRENT AND FUTURE Q YOUNG, KAREN CONTROL POINT OFFICIAL

63


Select Print Menu Option: FCP BOC List64

DEVICE: LAT RIGHT MARGIN: 80// FCP BOC LIST JUN 10,2011 14:22 PAGE 1 COSTCONTROL POINT CENTER OVERCOMMIT? AUTHORIZED BOC--------------------------------------------------------------------------------019 SURGICAL SERVICES 8201 CURRENT AND FUTURE QUARTERS 2631 Drugs, Medicines and Chemical Supplies 2632 Other Medical and Dental Supplies 2633 Home Oxygen Supplies 2635 Blood and Blood Products

65


Select Print Menu Option: Control Point PO List66

START WITH FCP: FIRST// START WITH DATE SIGNED: FIRST//DEVICE: LAT RIGHT MARGIN: 80// FCP PO STATUS JUN 10,2011 14:50 PAGE 1P.O. # STATUS PO DATE TOTAL-----------------------------------------------------------------------------------------------------FCP: 101 ISC2B10034 Pending Fiscal Action MAR 9,2011 503.00B10028 Pending PPM Clerk Signature MAR 4,2011 24.00B10025 Pending Fiscal Action MAR 3,2011 84.00B10024 Ordered and Obligated MAR 2,2011 254.75B10023 Pending Fiscal Action FEB 24,2011 100.00B10016 Partial Order Received (Amended) FEB 22,2011 257.51

----------SUBTOTAL 1222.76FCP: 102 LAB TESTING 102 B10058 Ordered and Obligated (Amended) JUN 7,2011 47.92 ---------SUBTOTAL 47.92

----------TOTAL 1269.68

67

Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu ... Control Point List FCP BOC List Control Point PO List Audit Reports Menu ... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP 68

Select CONTROL POINT ACTIVITY NUMBER: ???CHOOSE FROM: 503-11-2-009-0001 OBL C10001 503-11-2-009-0002 OBL C10002 503-11-2-009-0003 OBL C10003 503-11-2-009-0004 OBL C10004 503-11-2-009-0005 OBL C10005 503-11-2-009-0006 OBL C10006 503-11-2-009-0007 ADJ C10001 503-11-2-009-0008 ADJ C10001 503-11-2-009-0009 ADJ C10001 Select CONTROL POINT ACTIVITY NUMBER: 0009 533-11-2-101-0009

Use the ?? If you don’tknow the transactionnumber you are lookingup.

Use the ?? If you don’tknow the transactionnumber you are lookingup.

Select Print Menu Option: Audit Reports Menu Control Point Activity File Inquiry Procurement and Accounting Transactions Inquiry

69

Processing History for:TRANSACTION NUMBER: 533-11-2-101-0009 TRANSACTION TYPE: OBLIGATION FORM TYPE: 1358 ORDER STATION NUMBER: 533 DATE OF REQUEST: FEB 17,2011 CONTROL POINT: 101 KATEY ACCOUNTING DATA: 3610160 COST CENTER: 820111 LAB TEST CC BOC1: 2580 Miscellaneous Contractual BOC1 $ AMOUNT: 40000 BBFY: 2011 FCP/PRJ: 0100201A3 COMMITTED (ESTIMATED) COST: 40000 DATE COMMITTED: JAN 1, 2011 TRANSACTION $ AMOUNT: 40000 REQUESTOR: BOWER, LISA VALIDATION VERSION: 1 JUSTIFICATION: TEST

70

Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu ... Control Point List FCP BOC List Control Point PO List Audit Reports Menu ... 826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP 71

Select CONTROL POINT ACTIVITY NUMBER:??? CHOOSE FROM: 503-A10001 10-13-10 ST Complete Order Received FCP: 019 $ 74.00 503-A10002 10-28-10 ST Complete Order Received But Not Ob FCP: 019 $ 42.00 503-A10003 10-28-10 ST Complete Order Received But Not Ob FCP: 019 $ 199.80 503-A10004 10-05-10 ST Complete Order Received But Not Ob FCP: 019 $ 119.48

Select Print Menu Option: Audit Reports Menu Control Point Activity File Inquiry Procurement and Accounting Transactions Inquiry

72

Processing History for:PURCHASE ORDER NUMBER: 503-A10001 METHOD OF PROCESSING: INVOICE/RECEIVING REPORT FCP: 019 SPD APPROPRIATION: 3610160.001.01 COST CENTER: 828100 BOC1: 2632 Other Medical and Dental Supplies SUBAMOUNT1: 74 DELIVERY DATE: APR 14, 2011 PRIMARY 2237: 503-11-1-019-0032 EST. SHIPPING AND/OR HANDLING: $25.00 LINE ITEM COUNT: 3 TOTAL AMOUNT: 74 NET AMOUNT: 74 LIQUIDATED AMOUNT: 74 EST. SHIPPING LINE ITEM NO.: 3 VENDOR: M&M HOSPITAL PRODUCTS DIV REQUESTING SERVICE: SPD SHIP TO: WAREHOUSE VERBAL PURCHASE ORDER (Y/N): YES CONFIRMATION COPY (Y/N): NO F.O.B. POINT: ORIGIN SOURCE CODE: 2 PROPOSAL: N/A PRIORITY OF 2237: EMERGENCY PURCHASING/PPM AGENT: IFUSER ,ONE DELIVERY LOCATION: SPD P.O. DATE: OCT 10, 2010 EMERGENCY ORDER?: NO EXPENDABLE/NONEXPENDABLE: EXPENDABLE LOCAL PROCUREMENT REASON CODE: 1 73

CERTIFIED P.O.: NOLINE ITEM NUMBER: 1 QUANTITY: 5 UNIT OF PURCHASE: BX BOC: 2632 Other Medical and Dental ITEM MASTER FILE NO.: 30 EST. UNIT COST: 5 ACTUAL UNIT COST: $5.0000 2237 REFERENCE #: 503-11-1-019-0032 PACKAGING MULTIPLE: 6 NSN: 6510-01-344-4047 SKU: RO UNIT CONVERSION FACTOR: 6 DESCRIPTION: ADHESIVE TAPE TOTAL COST: 25 FEDERAL SUPPLY CLASSIFICATION: 6510 DESCRIPTION LINE COUNT: 1 OBLIGATED BOC: 2632 Other Medical and Dental Supplies QUANTITY PREVIOUSLY RECEIVED: 5DATE RECEIVED: Nov 5, 2010 QTY BEING RECEIVED: 5 AMOUNT: 25 PARTIAL NUMBER: 1 CONSUMER LEVEL: 96 DO NOT B/O: DO NOT B/O

74

LINE ITEM NUMBER: 2 QUANTITY: 24 UNIT OF PURCHASE: EA BOC: 2632 Other Medical and Dental ITEM MASTER FILE NO.: 43 EST. UNIT COST: 1 ACTUAL UNIT COST: $1.0000 2237 REFERENCE #: 503-11-1-019-0032 PACKAGING MULTIPLE: 1 NSN: 6505-01-269-1744 SKU: EA UNIT CONVERSION FACTOR: 1 DESCRIPTION: APHERESIS KIT-BLOOD CELLS-CONTAINS ONE 100ML BOTTLE OF 9% SODIUM CHLORIDE TOTAL COST: 24 FEDERAL SUPPLY CLASSIFICATION: 6505 DESCRIPTION LINE COUNT: 3 OBLIGATED BOC: 2632 Other Medical and Dental Supplies QUANTITY PREVIOUSLY RECEIVED: 24

75

DATE RECEIVED: NOV 13, 2010 QTY BEING RECEIVED: 24 AMOUNT: 24 PARTIAL NUMBER: 1 CONSUMER LEVEL: 40 DO NOT B/O: DO NOT B/O DRUG TYPE CODE: OTHER DRUGSPROMPT PAYMENT PERCENT: NET DAYS (TERM): 30 SUPPLY STATUS: Complete Order Received SUPPLY STATUS ORDER: 30 ESTIMATED ORDER?: NO FISCAL STATUS ORDER: 35AMOUNT: 74 TYPE CODE: A2 COMP. STATUS/BUSINESS: Z2 PREF. PROGRAM: KBREAKOUT CODE: OOTT/DATE/REF: 921.00.101310.A10001 OCT 13,2010@16:38:33 OBLIGATED BY: DAY, SUNNY CODE SHEET NUMBER: 2970 VALIDATION CODE: /ES/IFCAP INSTRUCTOR DATE SIGNED: OCT 13, 2010@16:38:33

76

VALIDATION VERSION: 1 ESIG CODE: 10454TT/DATE/REF: OCT 13, 2010@13:08:32 OBLIGATED BY: YEAGER, JOHN CODE SHEET NUMBER: 3012 VALIDATION CODE: /ES/IFUSER,SEVEN DATE SIGNED: OCT 3, 2010@13:08:32 VALIDATION VERSION: 1ESIG CODE: 7151NUMBER: 1 DATE: OCT 14, 2010 BOC1: 2632 Other Medical and Dental Supplies SUBAMOUNT1: 74 PROCESSED BY FISCAL?: YES WAREHOUSE APPROVED BY: WALTON, JIM VALIDATION CODE: /ES/WALTON, JIM FINAL: FINAL WAREHOUSE DATE/TIME SIGNED: NOV 13, 2010@16:41:48 TOTAL AMOUNT: 74 LINECOUNT: 2 RECEIVED BY (PPM OR DELV.PT.): GREEN, JOE RECEIVED BY VALIDATION CODE: /ES/V(`7n:_F.NNhb\g$p/e$ DATE RECEIVED (AT DELV.PT.): NOV 13, 2010@16:47:43 RECEIVED BY (AT DELIVERY PT.): DAY, SUZY RECV.REPORT TRANS.TO AUSTIN: 503-RR-A10001-1

Gives a complete history of what has occurred with document.

Gives a complete history of what has occurred with document.

77

LOG RR CODE SHEETS DONE?: NO VALIDATION VERSION: 1 ESIG CODE: 10454 RCVD BY VALIDATION VERSION: 1 RCVD BY ESIG CODE: 16169 PO PRINTED TIME: NOV 13, 2010@16:38 VALIDATION CODE: /ES/WALTON, JIM VALIDATION DATE/TIME: OCT 13, 2010@16:37 AGENT ASSIGNED P.O.: JACKSON, BARBIE DATE P.O. ASSIGNED: NOV 13, 2010@16:34 INVOICE ADDRESS: FMS-VA-1-503 EDI MESSAGE NO.: 3660 VALIDATION VERSION: 1 ESIG CODE: 10454

78

2237 REFERENCE NUMBER: 503-11-1-019-0032ACCOUNTABLE OFFICER: FLEECE, JACK VALIDATION CODE: /ES/FLEECE, JACK DATE SIGNED: OCT 13, 2010 CURRENT STATUS: Sent to Purchasing & Contracting CP FUND STATUS: INSUFFICIENT FUNDS TYPE OF REQUEST: UNPOSTED SOURCE OF REQUEST: NOT AVAILABLE FROM ANY OF THESE SOURCES INVENTORY/DISTRIBUTION POINT: 688-SPD ESIG CODE: 10454 VALIDATION VERSION: 1PURCHASE METHOD: 3 DEPARTMENT NUMBER: 421 DOCUMENT IDENTIFIER/COMMON NO.:A10001MONTH (c): 03 QUARTER (c): 1LAST DIGIT OF FISCAL YEAR (c): 1

79

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu ... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu ... Recalculate All Fund Control Point Balances: 80

Select Budget Utilities Menu Option: FCP/BOC/SA Management Menu BOC Management Menu ... Cost Center Management Menu ... Fund Control Point Management Menu ...Select FCP/BOC/SA Management Menu Option: BOC Management Menu Add/Edit BOC Deactivate BOC Reactivate BOC BOC ListingSelect BOC Management Menu Option: Deactivate BOC

81

Select BUDGET OBJECT CODE NAME: ???CHOOSE FROM:…. 2507 2507 Information Technology Support Services 2510 2510 Data Processing Services (Federal Supplier) 2511 2511 Data Processing Services (Commercial Supplier) 2512 2512 Other Contractual Svcs-Mkting-FF 2513 2513 Data Entry Services (Commercial Supplier) 2515 2515 Systems Analysis & Programming (Comm Supplier)….Select BUDGET OBJECT CODE NAME: 2507 Information Technology Support ServicesAre you sure that you wish to deactivate this Budget Object Code? YES// (YES) --Budget Object Code has been deactivatedSelect Next BOC:

Only deactivate BOC’s when you do not want them available for any use. TypicallyThis occurs when there is national decision to deactivate BOC’s. If a BOC has been deactivated,it can be reactivated through the Reactivate BOC.

Only deactivate BOC’s when you do not want them available for any use. TypicallyThis occurs when there is national decision to deactivate BOC’s. If a BOC has been deactivated,it can be reactivated through the Reactivate BOC.

82

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu ... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu ... Recalculate All Fund Control Point Balances Select Budget Utilities Menu Option: FCP/BOC/SA Management Menu

83

The menu options for add/edit CC, deactivate, reactivate work in the same way that the options for the BOC work. These are typically only used when nationally there has been a change.

The Add/Edit CC is also used to assign specific BOC’s to be used with specific CC

The menu options for add/edit CC, deactivate, reactivate work in the same way that the options for the BOC work. These are typically only used when nationally there has been a change.

The Add/Edit CC is also used to assign specific BOC’s to be used with specific CC

BOC Management Menu ... Cost Center Management Menu ... Fund Control Point Management Menu ...Select FCP/BOC/SA Management Menu Option: Cost Center Management Menu Add/Edit Cost Center Deactivate Cost Center Reactivate Cost Center Cost Center Listing List Cost Centers with Associated BOCSelect Cost Center Management Menu Option: Add/Edit Cost Center

84

Select Cost Center Management Menu Option: add/Edit Cost CenterSelect COST CENTER NAME: 840200 840200 DHCP and IHS Operations 840300 840300 Direction and Coordination of VA Training Programs 840400 840400 Medical Disctrict Office 840500 840500 Voluntary Service 840700 840700 Security Service 840900 840900 Chief of Staff 841100 841100 Office of the Chief Medical AdministrationCHOOSE 1-3: 1 841100 Office of the Chief Medical AdministrationDo you need to edit the Cost Center Name? NO// (NO)DESCRIPTION:Cost Center deactivated 5/11/08Edit? NO//Do you wish to edit the BOC list for this Cost Center? YES// (YES)Do you want me to add or delete ALL BOCs to this cost center before you begin editing the BOC list? NO// (NO)Select BOC: 9999 Casca/GPF/Supply Fund// 2632 Other Medical and Dental Supplies ...OK? Yes// (Yes) BOC: 2632 Other Medical and Dental Supplies//

85

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu ... Control Point List FCP BOC List Control Point PO List Audit Reports Menu ... 86

Select QUARTER: 3// Select CONTROL POINT: 101 LAB TESTING 101 …OK? Yes// (Yes)Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: ???Attempting lookup in transaction file.Attempting lookup using 688-11-3-101-0141 (STA # - FY - QTR - FCP)

Question marks are used if you don’t have the transaction # and need to lookit up with a ??. You would get a list of transactions associated with the control point.

Question marks are used if you don’t have the transaction # and need to lookit up with a ??. You would get a list of transactions associated with the control point.

826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Display 2237 Request FCP Accounting Elements Fiscal Daily Review Fiscal Pending Action History of Purchase Card Transactions Purchase Card Statistics Reconciled Purchase Card Transactions Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Year To Date Accrual sSelect Print Menu Option: Display 2237 Request

87

PURCHASE ORDER: 777-C10851 STATUS: Transaction CompleteM.O.P.: CERTIFIED INVOICE LAST PARTIAL RECD.: REQUESTING SERVICE: EMPLOYEE EDUCATION SERVICEVENDOR: COAST CHEM EXTERMINATING, INC. SHIP TO: EES-SPECIAL SHIPPING 2826 GUNDRY AVENUE Employee Education Svc. SIGNAL HILL, CA 90755 SEE PO FOR 562-981-8433 SHIPPING INSTRUCTIONS USA, MO 00000 FMS Vendor Code: 330384303 DELIVERY LOCATION: LBEERC________________________________________________________________________________FOB POINT: DESTINATION |PROPOSAL: ELVIRA CRUZ, |AUTHORITY:COST CENTER: 860500 | (562)981-8433 | FAR 13TYPE: PURCHASE ORDER | |AGENT:DELIVER ON/BEFORE 10/1/2010 |CONTRACT: | LINDA D ELEYDISCOUNT TERM: NET30 | |DATE: 10/1/2010APP: 3610152-806 | |ESTIMATED | |TOTAL: 1680.00-------------------------------------------------------------------------------

88

ITEM DESCRIPTION QTY UNIT COST COST-------------------------------------------------------------------------------- 1 TRACE CODE: CFO APPROVED ON 12 MO 140.00 1680.00 6/10/09, 09.AR.ANNUALRENEW.A MONTHLY PEST CONTROL FOR THE LONG BEACH EERC. PERIOD COVERED WILL BE OCTOBER 1, 2010 - SEPTEMBER 30, 2011 BOC: 2580 FMS LINE: 001

-------

ALL PAYMENTS REQUESTS SHALL BE MADE TO THE "MAIL INVOICE TO:" ADDRESS ON THE PURCHASE ORDER. INCLUDE THE PURCHASE ORDER NUMBER ON ALL INVOICES SUBMITTED. FAILURE TO INVOICE

89

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu ... Control Point List FCP BOC List Control Point PO List Audit Reports Menu ...

90

826 (IFCAP) Report Detailed Report of Unpaid PC Transactions by FCP Display 2237 Request FCP Accounting Elements Fiscal Daily Review Fiscal Pending Action History of Purchase Card Transactions Purchase Card Statistics Reconciled Purchase Card Transactions Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Year To Date AccrualSelect Print Menu Option: FCP Accounting ElementsSORT BY: NUMBER// ? ANSWER WITH FIELD NUMBER, OR LABELDo you want the entire FIELD List? Y (Yes)

91

CHOOSE FROM: .01 STATION NAME 1 CONTROL POINT NAME (multiple) 2 FUND RELEASING OFFICIAL (multiple) 3 STATION OVERCOMMIT SWITCH 3.1 STATION ROLLOVER OF EOQ BAL. 4 SUPPLY FUND CAP 5 INVENTORY VALUE 6 DUE-IN VALUE 7 TOTAL CAP AVAILABLE 8 PRINT ON DEMAND 9 STATION OPEN QUARTER DATE 10 EDI ORDER RELEASE 11 SITE ALL/DELIVERY ORDER SWITCH TYPE '-' IN FRONT OF NUMERIC-VALUED FIELD TO SORT FROM HI TO LO TYPE '+' IN FRONT OF FIELD NAME TO GET SUBTOTALS BY THAT FIELD, '#' TO PAGE-FEED ON EACH FIELD VALUE, '!' TO GET RANKING NUMBER, '@' TO SUPPRESS SUB-HEADER, ']' TO FORCE SAVING SORT TEMPLATE TYPE ';TXT' AFTER FREE-TEXT FIELDS TO SORT NUMBERS AS TEXT TYPE [TEMPLATE NAME] IN BRACKETS TO SORT BY PREVIOUS SEARCH RESULTS TYPE 'BY(0)' TO DEFINE RECORD SELECTION AND SORT ORDERSORT BY: NUMBER//

92

START WITH NUMBER: FIRST// DEVICE: LAT RIGHT MARGIN: 80// FUND CONTROL POINT ACC. ELEMENTS LIST NOV 2,2010 15:11 PAGE 1CONTROL POINT ACTIVE/INACTIVE OBJECT FUND A/O PROGRAM FCP/PRJ JOB CLASS --------------------------------------------------------------------------------STATION 510FCP: 0024 PRINTING INACTIVE 0152 10 0100 010044100 24FCP: 0025 PERSONAL SERVICE ACTIVE 0160 10 0100 010020100 25FCP: 0026 PSYCHIATRY ACTIVE 0160 10 0100 010022700 26

93

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu ... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu ... Recalculate All Fund Control Point Balances

94

Select Budget Utilities Menu Option: FCP/BOC/SA Management Menu BOC Management Menu ... Cost Center Management Menu ... Fund Control Point Management Menu ...Select FCP/BOC/SA Management Menu Option: Fund Control Point Management Menu Add/Edit Control Point Deactivate a Fund Control Point Reactivate a Fund Control Point Place Released Ceiling Transaction in CP File Display Control Point Committed Transactions Reset FCP Yearly Accounting Element & ACT Code

Run this when reusing a FCP #Run this when reusing a FCP #

95

STATION: 688Select Fund Control Point Management Menu Option: Reset FCP Yearly Accounting Element & ACT CodeSTATION: 658Select Fund Control Point: 110 FIS STATION TRVL 0160A1 10 0100 010042100For Budget Fiscal Year: 2011CURRENT FCP ACCOUNTING ELEMENTS FISCAL YEAR FCP ACCOUNTING ELEMENTS BBFY: 2010 FISCAL YEAR: 11 FUND: 0160A1 FUND: 0160A1 APPROPRI: 36_0160 APPROPRI: 36_0160 A/O: 10 A/O: 10 PROGRAM: 0100 PROGRAM: 0100 FCP/PRJ: 010042100 FCP/PRJ: 010042100OBJECT CLASS: OBJECT CLASS: JOB: JOB: Reset the fiscal year 10 Suballowance Account? NO// YESReady to File? NO// YES 96

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu ... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu ... Recalculate All Fund Control Point BalancesSelect Budget Utilities Menu Option: Recalculate All Fund Control Balances 97

Select FISCAL YEAR: 11//Recalculate all stations/control points balances for fiscal year: 11Select QUARTER: 3//Submit RECALCULATE ALL CONTROL POINT BALANCES to the TASK MANAGER? YES//Requested Start Time: NOW// (JUL 20, 2011@18:39:06)RECALCULATE ALL CONTROL POINT BALANCES HAS TASK NUMBER 223756

Should run the recalculate prior to running the carry forward options.Should run the recalculate prior to running the carry forward options.

Do you wish a report for ALL Control Points? NO// (NO)Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DCSelect FISCAL YEAR ('^' to EXIT): 11// Select QUARTER: 1// Select CONTROL POINT: 101 LAB TESTING 101 ...OK? Yes// (Yes)

98

Would you like a summary report (bottom line balances only)? YES// n (NO)DEVICE: LATCONTROL POINT BALANCE - 688-11-1-101- OCT 13,2010@14:40:35 PAGE 1 FISCALFYQSeq# TXN OBL # AP/OB DT COMM $AMT CP $BAL OBL $AMT UNOBL $BAL0003 CEI 500000.00 500000.00 500000.00 500000.000046 CEI 25000.00 525000.00 25000.00 525000.000138 OBL C15097 OCT 1,2010 500.00 524500.00 500.00 524500.000141 OBL C15107 OCT 8, 2010 5000.00 519500.00 5000.00 519500.000142 ADJ C15107 OCT 8, 2010 -2000.00 521500.00 -2000.00 521500.000144 OBL C15108 OCT 8, 2010 10.00 521490.00 10.00 521490.00

PO/ PO COMMITTED OBL/CEIL UNOBLIGOBL# DATE (EST) COST CP BALANCE $ AMOUNT BALANCE===============================================================================-688-A10860 114.50 1524161.45 114.50 1524870.03688-A10858 588.00 1523573.45 588.00 1524282.03688-A10857 490.00 1523083.45 490.00 1523792.03688-A10856 637.00 1522446.45 637.00 1523155.03PO transaction (no 2237) total for this quarter: $21918.90FMS transaction total for this quarter: $0.00 99

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu ... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu ... Recalculate All Fund Control Point BalancesSelect Budget Utilities Menu Option: Clear Program Lock 100

This option allows the user to clear a program lock and continue processing. This option clears a lock that has been placed on batch transmission or on releasing the budget figures for a station. This can occur when someone else is using the option and the system will not allow a second person to perform the same function, or when a system error or power problem interrupts a function. Never proceed with further processing after a lock until you have used this option to clear the lock.

This option allows the user to clear a program lock and continue processing. This option clears a lock that has been placed on batch transmission or on releasing the budget figures for a station. This can occur when someone else is using the option and the system will not allow a second person to perform the same function, or when a system error or power problem interrupts a function. Never proceed with further processing after a lock until you have used this option to clear the lock.

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Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu ... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu ... Recalculate All Fund Control Point Balances

Have to run this option prior to inputting transactions for the next FY. This is typically run in the 3rd quarter but it can be run any time and can be run multiple times.

Have to run this option prior to inputting transactions for the next FY. This is typically run in the 3rd quarter but it can be run any time and can be run multiple times.

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Select Budget Utilities Menu Option: Dictionary Management Menu Load Standard Dictionary Standard Dictionary List Dictionary List Menu ... Generate New Fiscal Year Fund/Required Table Fund/Appropriation Enter/Edit Define Standard Dictionary Fund Enter/Edit Required Fields Edit

Generate New Fiscal Year Fund/Required TableFor Beginning Budget Fiscal Year: 2010// 2011Note: All ACTIVE SINGLE-YEAR FUND CONTROL POINTS will be initialized to enable the new fiscal year FMS/820 RECORDS to post correctly.Ready to Generate the fund code & Required Table for 2011? NO// YES

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Station: 488600 VISN SALARIES605 VISN SL SALARIES606 VISN MF SALARY611 VISN RESERVE615 VISN SUPPLIES616 VISN TRAVEL620 VISN 2 YEAR FUNDINGStation: 506001 SPECIAL PGM FUNDING002 MH ALL OTHER004 PANDEMIC FL014 VISN SL Salary015 HSRD - SALARY016 P824 SALARY018 NEUROLOGY019 HEMODIALYSIS020 NUCLEAR MEDICINE021 PHARMACY

If supporting more than one station number you do not have to run the option for each station. The option will pick up all station numbers and all appropriations.

If supporting more than one station number you do not have to run the option for each station. The option will pick up all station numbers and all appropriations.

104

105

Obligate transactions -- check for proper costingReconcileResearch inquiries from Control Point Clerks, Officials, Vendors, Purchasing AgentProcess Receiving ReportsProcess paymentsAssist Control Point Clerks & Officials interpreting the running balanceTrain Control Point Clerks & Officials on proper use of cost centers and budget object codes

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Funds Distribution & Accounting Menu Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ...Select Funds Distribution & Accounting Menu: Accounting Technician Menu Document Processing Menu ... Accounting Utilities Menu ... Reprint Menu ... Receiving Report Transmission Menu ... Fee Basis - IFCAP Code Sheet Menu ... FMS Code Sheet Menu ... IRS Offset Code Sheet Menu ... Print Obligated 1358s Purchase Card Transactions Print Menu ...

Orders will be received from Purchasing and Contracting. Will either print the 2237 or may have printing turnedoff and get a listing of itemsto obligate

Orders will be received from Purchasing and Contracting. Will either print the 2237 or may have printing turnedoff and get a listing of itemsto obligate

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Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DC

Choose from: A10001 688-A10001 10-23-10 ST Pending Fiscal Action FCP: 081 $ 106.20

Select Purchase Order Number: ???

Obligation Processing Purchase Order - 688-A10001

1358 Processing Menu ... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu ...

Select Accounting Technician Menu Option: Document Processing Menu

Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply FMS Rejected Obligation Document Processing ...Select Document Processing Menu Option: Obligation Processing

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Net Cost of Order: $ 106.20Control Point BalancesUncommitted Balance: $ 299992.80Unobligated Balance: $ 300000.00Committed, Not Obligated: $ 7.20OK to Continue? YES// Would you like to review the entire Purchase Order? YES//

COST CENTER: 828100 CONTROL POINT: 081 SPD BOC: 2632 AMOUNT: $ 106.20Net Cost of Order: $ 106.20Justification(s): No Justification Information shown.The information listed above is recorded on this Purchase Order.Is the above information correct? YES//

Review accuracy of information to ensure correct costing and appropriate use of Funds.

Review accuracy of information to ensure correct costing and appropriate use of Funds.

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Select Obligation Processing Date: OCT 5,2010// (OCT 05, 2010)

This Purchase Order Obligation will now generate the Original Entry Miscellaneous Order (MO) Document. The MO Documentwill be marked for transmission to FMS.

Transmit this Document to FMS? YES// The Electronic Signature must now be entered to generate the MO Document.

Enter ELECTRONIC SIGNATURE CODE: Thank you.

Note: Review the order and select the correct processing date. Some services will input orders ahead of time for the next quarter or for different time periods especially when utilizing a 1358 document so need to be sure scheduled appropriately for release to the system to have accurate accounting data recorded.

Note: Review the order and select the correct processing date. Some services will input orders ahead of time for the next quarter or for different time periods especially when utilizing a 1358 document so need to be sure scheduled appropriately for release to the system to have accurate accounting data recorded.

EXCUSE ME, HOLD ON...

110

Once the order is completed it will automatically que for transmission to FMS. Sites can establish when items are released to transmit. Some sites will transmit once a day while other sites will have the system set to automatically release periodically during the day.

Once the order is completed it will automatically que for transmission to FMS. Sites can establish when items are released to transmit. Some sites will transmit once a day while other sites will have the system set to automatically release periodically during the day.111

...updating running balance status fields in 410...WITH 2237

...now generating the FMS Miscellaneous Order (MO) Document...

...SORRY, JUST A MOMENT PLEASE...

...SORRY, THIS MAY TAKE A FEW MOMENTS...

...now generating the PHA transaction

...now generating the FPDS message for the AAC

Do you wish to queue this order to another printer? NO// n NO

Funds Distribution & Accounting Menu Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ...Select Funds Distribution & Accounting Menu: Accounting Technician Menu Document Processing Menu ... Accounting Utilities Menu ... Reprint Menu ... Receiving Report Transmission Menu ... Fee Basis - IFCAP Code Sheet Menu ... FMS Code Sheet Menu ... IRS Offset Code Sheet Menu ... Print Obligated 1358s Purchase Card Transactions Print Menu ...

112

Select Accounting Technician Menu: Document Processing 1358 Processing Menu ... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu ... Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply FMS Rejected Obligation Document Processing ...Select Document Processing Menu Option: General Post Funds Requests Processing

113

GPF orders are reviewed by accounting staff and are “pre approved” prior to being submitted to purchasing & contracting

Process is different due to the funds being donated. Accounting can ensure funds are available in the account and that the purchase is appropriate in accordance with the donation and appropriation law.

GPF orders are reviewed by accounting staff and are “pre approved” prior to being submitted to purchasing & contracting

Process is different due to the funds being donated. Accounting can ensure funds are available in the account and that the purchase is appropriate in accordance with the donation and appropriation law.

2237 TRANSACTION NUMBER: 506-11-1-414-0011 OBL SAF T GARD INTERNATI This is a request for additional funds for post office box number Pending Fiscal Action CURRENT STATUS: Pending Fiscal Action// ?? This is the current status of the 2237 request. Choose from: Pending Accountable Officer Sig. 60 Pending Fiscal Action 10 Returned to Service by Fiscal 85

Accounting usually changes the status to 60 - Pending Accountable Officer Signature so that the order can be processed to the next step.

Accounting usually changes the status to 60 - Pending Accountable Officer Signature so that the order can be processed to the next step.

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Select Accounting Technician Menu Option.. Accounting Utilities Menu ... Reprint Menu ... Receiving Report Transmission Menu ... Fee Basis - IFCAP Code Sheet Menu ... FMS Code Sheet Menu ... IRS Offset Code Sheet Menu ... Print Obligated 1358s Purchase Card Transactions Print Menu ...

1358 Processing Menu ... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu ... Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply FMS Rejected Obligation Document Processing ...Select Document Processing Menu Option: Amendment Processing


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Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC

Select FISCAL YEAR ('^' to EXIT): 11//

Enter ELECTRONIC SIGNATURE CODE: Thank you.

Select Purchase Order Number: 688-A10406 INVOICE/RECEIVING REPORT Ordered and ObligatedSelect AMENDMENT: ? Answer with AMENDMENT, or NUMBER: 1 1Select AMENDMENT: 1 SORRY, JUST A MOMENT PLEASE...

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2. MOD. NO.: | 3. EFFECTIVE DATE: | 4. REQUISITION/P.O. REQ. NO.: 1 | 10/30/10 | A10406_______________________________________________________________________________8. NAME AND ADDRESS OF CONTRACTOR | 10A. MODIFICATION OF CONTRACT/ORDER CENTRAL BUSINESS SERVICES AND SUPPLY| NO.688-A10406 4000 RESERVOIR ROAD | CONTRACT # 1: 94-123A SUITE 200 |-------------------------------------- WASHINGTON, DC 20008 | 10B. DATED (See Item 13) 3/17/09-------------------------------------------------------------------------------12. ACCOUNTING AND APPROPRIATION DATA (If required) 36 10160-090

D. OTHER (specify type of modification and authority)------------------------------------------------------------------------------- IMPORTANT: Contractor is not required to sign this document and return copies to the issuing office.14. DESCRIPTION OF MODIFICATION (organized by UCF section heading, including contract subject matter where feasible.)-------------------------------------------------------------------------------Except as provided herein, all terms and conditions of the document referencedin Item 10A, as heretofore changed, remains unchanged and in full force and effect.-------------------------------------------------------------------------------JUSTIFICATION: change of quantity-------------------------------------------------------------------------------CONTRACTING OFFICER: HARDY, BRENDA

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The information listed above is recorded on this Purchase Order amendment.Are you ready to approve and obligate this amendment? YES//Amendment ProcessingThe following information appears on the original and any previously amendedPurchase Order: Purchase Order - 688-A10406 COST CENTER: 820100 CONTROL POINT: 090 RADIOLOGY A/ONet Cost of Order: $ 68.89Amendment ProcessingNet Cost of Order: $ 68.89No Control Point balances available at this time.

Amendment ProcessingThe following information appears on the original and any previously amendedPurchase Order:

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Purchase Order - 688-A10406 COST CENTER: 820100 CONTROL POINT: 090 RADIOLOGYNet Cost of Order: $ 68.89Amendment ProcessingNet Cost of Order: $ 68.89No Control Point balances available at this time.Amendment Processing

The following information appears on the amended Purchase Orderas listed in the DESCRIPTION OF MODIFICATION:Is the above BOC information correct? YES// Would you like to print this amendment? YES// n NOSelect Obligation Processing Date: OCT 18,2010// (OCT 18, 2010)

If the BOC has been changed in FMSneed to be sure BOCmatches or transaction will reject.

If the BOC has been changed in FMSneed to be sure BOCmatches or transaction will reject.

119

...copying amendment information back to Purchase Order file...

...SORRY, LET ME THINK ABOUT THAT A MOMENT...

...now generating the FMS Miscellaneous Order (MO) Document...

...EXCUSE ME, HOLD ON...

Transmit this Document to FMS? YES// The Electronic Signature must now be entered to generate the MO Document.Enter ELECTRONIC SIGNATURE CODE: Thank you.

This Purchase Order Amendment Obligation will now generate the Modification Entry Miscellaneous Order (MO) Document. The MO Documentwill be marked for transmission to FMS.

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Select Accounting Technician Menu Option: Document Processing MenuSelect Document Processing Menu Option: 1358 Processing Menu Obligate 1358 Adjust (Increase/Decrease) 1358 Liquidate 1358 1358 Print Menu ... Close 1358 Recalculate 1358 Balances Reopen a Closed 1358 Send 1358 back to Service without action

Select 1358 Processing Menu Option: Obligate 1358



Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: 688-11-3-060-0479 OBL

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1358 TRANSACTION - 688-11-3-060-0479 COST CENTER: 842100 AMOUNT: $ 100.00BOC #1: 2580 AMOUNT #1: $ 100.00Should be established for reason in Directive 4588Editing Auto Accrual information...CURRENT VALUES FOR AUTO ACCRUAL FOR 1358: ENDING DATE FOR SERVICE: JUN 30, 2011 AUTO ACCRUAL FLAG: NOAre these Auto Accrual values correct? YES// NO

END DATE FOR 1358: JUN 30, 2011// 0830 AUG30, 2011AUTO ACCRUAL FLAG? NO// YES 1358 TRANSACTION - 688-11-3-060-0479 COST CENTER: 842100 AMOUNT: $ 100.00BOC #1: 2580 AMOUNT #1: $ 100.00FRANCHISE FEES STANDARD OBLIGATION

Currently 1358’s are not routed through contracting they flow from the control point official to Fiscal. However work is being done on a patch which will alter that flow of documents. Currently if a 1358 does not fit the exception criteria Fiscal should be rejecting the 1358 and it should be converted to a 2237.

Currently 1358’s are not routed through contracting they flow from the control point official to Fiscal. However work is being done on a patch which will alter that flow of documents. Currently if a 1358 does not fit the exception criteria Fiscal should be rejecting the 1358 and it should be converted to a 2237.

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The information listed above is recorded on this 1358 Obligation.Is the above information correct? YES//

Returning to Obligation processing...

Editing Auto Accrual information... ENDING DATE FOR SERVICE: AUG 30, 2011 AUTO ACCRUAL FLAG: YESAre these Auto Accrual values correct? YES

Prior to obligation the accounting tech should confirm that all fields on the 1358 are properly filled in. There should an adequate reason completed. The vendor and contract number should be completed these are not currently mandatory fields but an IFCAP patch is being developed to enforce the requirements. If not completed fully the request should be returned for correction. Prior to obligation signatures should be checked to ensure separation of duties. These are requirements that are being enforced and is being monitored and compliance reports have been developed and are a now a part of the IFCAP package.

Prior to obligation the accounting tech should confirm that all fields on the 1358 are properly filled in. There should an adequate reason completed. The vendor and contract number should be completed these are not currently mandatory fields but an IFCAP patch is being developed to enforce the requirements. If not completed fully the request should be returned for correction. Prior to obligation signatures should be checked to ensure separation of duties. These are requirements that are being enforced and is being monitored and compliance reports have been developed and are a now a part of the IFCAP package. 123

Control Point BalancesUncommitted Balance: $5462604.62Unobligated Balance: $5478006.33Committed, Not Obligated: $15401.71

OK to Continue? YES//

ENTER A NEW 1358 Obligation Number OR A COMMON NUMBERING SERIES 1358 Obligation Number: C15 688-C15 ACCOUNTING TECHNICIAN Are you adding '688-C15033' as a new 1358 Obligation Number? Y (Yes)

Select Obligation Processing Date: JUN 14,2011// (JUN 14, 2011)

This FMS document will be transmitted on 06/14/11 and will affect the accounting period of June 2011. The Accounting Period affected in FMS will be 0911.Is this OK? YES//

124

...EXCUSE ME, HOLD ON...

...updating 1358 Obligation balances...

...Excuse me, Is it lunchtime yet?......

...Control Point has been notified of this transaction...

...now generating the FMS Service Order (SO) Document...

The Electronic Signature must now be entered to generate the SO Document.Enter ELECTRONIC SIGNATURE CODE: Thank you.

This 1358 Obligation will now generate the Original Entry Service (SO) Order Document. The SO Documentwill be marked for transmission to FMS.Transmit this Document to FMS? YES//

125


Select Document Processing Menu Option: 1358 Processing Menu

Obligate 1358 Adjust (Increase/Decrease) 1358 Liquidate 1358 1358 Print Menu ... Close 1358 Recalculate 1358 Balances Reopen a Closed 1358 Send 1358 back to Service without action

Select 1358 Processing Menu Option: Adjust (Increase/Decrease) 1358

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Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: ??? 1 C15001 688-11-2-101-0062 ADJ UTILITY EXPENSES C15001 2 C15005 688-11-2-101-0132 ADJ LONG LASTING TELEPHO C15005 3 C15006 688-11-3-101-0236 ADJ LONG LASTING TELEPHO C15006 4 C15007 688-11-3-101-0237 ADJ LONG LASTING TELEPHO C15007 5 C15148 688-11-4-120-0045 ADJ PRIME VENDOR C15148 TYPE '^' TO STOP, OR

CHOOSE 1-5: 5 Select CONTROL POINT ACTIVITY TRANSACTION NUMBER: C15148 688-11-4-120-0045 ADJ C15148

...retrieving 1358 information...

...SORRY, I'M WORKING AS FAST AS I CAN...

127

END DATE FOR 1358: JAN 31, 2011// 8/31/11AUTO ACCRUAL FLAG: YES//

Are these Auto Accrual values correct? YES// NO

Service Balance: $ 1,000.00 Fiscal Balance: $ 1,000.00 Amount of Adjustment: $ 250.00 ORIGINAL ADJUSTMENT COST CENTER: 824300 824300 BOC #1: 2610 2610CURRENT VALUES FOR AUTO ACCRUAL: ENDING DATE FOR SERVICE: JAN 31, 2011 AUTO ACCRUAL FLAG: YES

Process 1358 ADJUSTMENT Obligation #: 688-C15148

When answering “No” willbe prompted for the infothat is to be recorded. Needto really check the dates.

When answering “No” willbe prompted for the infothat is to be recorded. Needto really check the dates.

128

Process 1358 ADJUSTMENT Obligation #: 688-C15148 Service Balance: $ 500.00 Fiscal Balance: $ 500.00Amount of Adjustment: $ 300.00 ORIGINAL ADJUSTMENT COST CENTER: 824300 824300 BOC #1: 2610 2610CURRENT VALUES FOR AUTO ACCRUAL: ENDING DATE FOR SERVICE: 8/31/11// AUTO ACCRUAL FLAG: YES

The information listed above is recorded on this 1358 Obligation Adjustment.Is the above information correct? YES//

Are these Auto Accrual values correct? YES//

Adjustment Transaction # 688-11-4-120-0045 1358 # 688-C15148Current amount obligated on 1358: $ 1,000.00 Total Authorizations: $ 1,000.00 Total Liquidations: $ 1,000.00 Authorization Balance: $ 0.00 Liquidation Balance: $ 0.00 Amount of Adjustment: 250.00 129

OK to Continue? YES//This 1358 Obligation Adjustment will now generate the Modification Entry Service (SO) Order Document. The SO Documentwill be marked for transmission to FMS.Transmit this Document to FMS? YES//The Electronic Signature must now be entered to generate the SO Document.Enter ELECTRONIC SIGNATURE CODE: Thank you.

...now generating the FMS Service Order (SO) Document...

...EXCUSE ME, LET ME PUT YOU ON 'HOLD' FOR A SECOND...

...updating obligation balances....please hold......adjustment completed..

Be sure to check who signed the adjustment – Separation of duties – The adjustment cannot be initiated by the individual signing as the CPO on the original request. IFCAP will enforce with a future patch but currently has to rely on the person obligating to check.

Be sure to check who signed the adjustment – Separation of duties – The adjustment cannot be initiated by the individual signing as the CPO on the original request. IFCAP will enforce with a future patch but currently has to rely on the person obligating to check.

130

1358 SEPARATION OF DUTIES VIOLATIONS MAY 21,2011 16:07 PAGE 1Sort Criteria: DATE SIGNED (APPROVED) from May 17,2011 to May 20,2011@24:00 FORM TYPE equals 1358 ORDER (REQUESTOR=APPROVING OFFICIAL)!(REQUESTOR=OBLIGATED BY)!(APPROVING OFFICIAL=OBLIGATED BY)TRANSACTION# DATE APPROVING APPROVED REQUESTOR OFFICIAL OBLIGATED BY OBLIGATION $ AMT TYPE--------------------------------------------------------------------------------442-11-3-041-0010 05/18/11 DAY, SUNNY BROWN, JIM GREEN, SUZI 442-C15001 74.00 OBLIG442-11-3-912-0010 05/18/11 BROWN, JIM 442-C15002 100.00 ADJ

All three signatures need to be different on the 1st obligation for the adjustment again need different signatures The approving Official should not request and sign the transaction. Enforcement of the signatures will be in place with a patch that is to be released.

All three signatures need to be different on the 1st obligation for the adjustment again need different signatures The approving Official should not request and sign the transaction. Enforcement of the signatures will be in place with a patch that is to be released.

This is a report that is scheduled to run automatically and print for review. This is a report that is scheduled to run automatically and print for review.

131

Microsoft Office Word Document

The attached document is how to resolve a false positive on Separation of Duties Violation Report.

1358 TRANSACTIONS MISSING CRITICAL FIELDS MAY 21,2011 16:29 PAGE 1Sort Criteria: FORM TYPE equals 1358 ORDER All (CONTROL POINT+0) (includes nulls) DATE SIGNED (APPROVED) from May 17,2011 to May 20,2011@24:00 (VENDOR="""")!(VENDOR CONTRACT NUMBER="""")!(COUNT(#45)'>0) DATETRANS# TYPE $ AMT APPROVED OBLIGATION# REQUESTOR--------------------------------------------------------------------------------442-11-3-041-0010 OBLIG 74.00 05/18/11 442-C15001 REQUESTOR, ONE VENDOR: MAVERICK CYCLES CONTRACT: PURPOSE: TEST V3 OF 130 442-11-3-912-0010 OBLIG 100.00 05/18/11 442-C15002 REQUESTOR , TWO VENDOR: CONTRACT: PURPOSE:

The vendor, contract, and purpose are all required fields. These fields can currently be bypassed and completed. There will be a patch released in the future which will require the fields to be completed. This report is after the fact and can be used to identify services that are not compliant. The only method currently to ensure the fields are completed prior to obligation is by reviewing the actual document prior to releasing for obligation.

The vendor, contract, and purpose are all required fields. These fields can currently be bypassed and completed. There will be a patch released in the future which will require the fields to be completed. This report is after the fact and can be used to identify services that are not compliant. The only method currently to ensure the fields are completed prior to obligation is by reviewing the actual document prior to releasing for obligation.

132

* Previous selection: P.O. DATE from Oct 1,2010 to Oct 31,2010@24:00

START WITH P.O. DATE: Oct 1,2010// (OCT 01, 2010)

GO TO P.O. DATE: Oct 31,2010// (OCT 31, 2010)DEVICE: HOME// LAT RIGHT MARGIN: 80// 132

PROCUREMENT & ACCOUNTING TRANSACTIONS LIST (OBLIGATED 1358s) NOV 6,2010 13:13 PAGE 1

BUSINESSPURCHASE VENDOR CONTRACT TYPE SOCIOECONOMIC TOTALORDER NUMBER P.O. DATE VENDOR NUMBER (FPDS) GROUP (FPDS) AMOUNT REQUESTOR------------------------------------------------------------------------------------------

442-C10001 A1 Supplies SMALL OO 2556 FRIEND, MINNIE442-C16001 OCT 3,2010 A1 MEDICAL LARGE OO 2565 FRIEND, MINNIE442-G17001 OCT 3,2010 STAPLES LARGE OO 987 FRIEND, MINNIE442-C16002 OCT 19,2010 PRIME HOSPITAL SUPPLES V797P-2003 LARGE OO 2000 MAY, DAISY

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Select Accounting Technician Menu Option Document Processing Menu Accounting Utilities Menu ... Reprint Menu ... Receiving Report Transmission Menu ... Fee Basis - IFCAP Code Sheet Menu ... FMS Code Sheet Menu ... IRS Offset Code Sheet Menu ... Print Obligated 1358s Purchase Card Transactions Print Menu ...Select Accounting Technician Menu Option: Document Processing Menu 1358 Processing Menu ... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu ... Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply FMS Rejected Obligation Document Processing ...Select Document Processing Menu Option: Process Receiving Report

134


Select Purchase Order Number: ???CHOOSE FROM: A10006 10-14-10 ST Partial Order Received FCP: 021 $ 429.00 A10007 10-14-10 ST Partial Order Received FCP: 036 $ 429.00 A10008 10-14-10 ST Complete Order Received FCP: 121 $ 98.00 A10021 10-15-10 ST Partial Order Received FCP: 164 $ 123.00 A10024 10-21-10 ST Partial Order Received FCP: 122 $ 113.00

Select Purchase Order Number: A10024 688-A10024 10-21-10 ST Partial Order Received FCP: 122 $ 113.00

Receiving reports can be set to automatically print in Fiscal.Receiving reports can be set to automatically print in Fiscal.

135

PURCHASE ORDER: 688-A10024 STATUS: Partial Order ReceivedM.O.P.: INVOICE/RECEIVING REPORT LAST PARTIAL RECD.: 2 10/21/10 REQUESTING SERVICE: FISCALVENDOR: CENTRAL BUSINESS SUPPLY SHIP TO: WAREHOUSE 4000 RESERVOIR ROAD V.A. Medical Center SUITE 200 8403 COLESVILLE ROAD WASHINGTON, DC 20008 SUITE 200 202 555-5555 SILVER SPRING, MD 20910 ACCT # 234902349 DELIVERY HOURS: 7-4:40_______________________________________________________________________________FOB POINT: ORIGIN |PROPOSAL: N/A |AUTHORITY: COST CENTER: 820100 | | FAR 13TYPE: DELIVERY & PURCHASE ORDER| |AGENT:DELIVER ON/BEFORE 11/31/10 |CONTRACT: | BROWN, KATHYDISCOUNT TERM: NET30 | |DATE: 10/21/10APP: 3610160-122 | | |TOTAL: 113.00--------------------------------------------------------------------------------------------------------------------------------------------------------------

Do you want to review the Purchase Order and Receiving Report? NO// Y (YES)

136

1 SYRINGES 40 EA 2.00 80.00 QTY PREV RCVD: 30 PARTIAL NO.: 1,2 Items per EA: 1 2 EST. SHIPPING AND/OR HANDLING 33.00

UNIT TOTALITEM DESCRIPTION QTY UNIT COST COST

Review a Receiving Report ? NO// Y (YES)Select PARTIAL DATE: 1 10-21-2010

PURCHASE ORDER: 688-A10024 STATUS: Partial Order ReceivedPROCESSING: INVOICE/RECEIVING REPORT PARTIAL: 1 10/21/10------------------------------------------------------------------------------- UNIT QTY TOTALITEM DESCRIPTION QTY UNIT COST REC COST

1 SYRINGES 40 EA 2.00 20 40.00 Estimated Shipping and/or Handling 33.00 Total Amount: 73.00 Processed By: /ES/WICKER, STEVE

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Select PARTIAL DATE: Partial Number to PROCESS: ???CHOOSE FROM: 1 10-21-2010 2 10-21-2010 @ 12:00 Partial Number to PROCESS: 2 10-21-2010@12:00:00

OBLIGATION NUMBER: 688-A10024-02 PARTIAL #: 2 TOTAL AMOUNT OF RECEIVING REPORT: $20.00TRANSACTION TYPE: RR TRANSACTION DATE: 102110 REF #: 688-A10024-02 LIQ. CODE: P Item #: 1 FMS Line #: 001 BOC: 3150 FMS Amount: 20.00 Liq. Amount: 0.00LIQUIDATION CODE: P

Enter ELECTRONIC SIGNATURE CODE: Thank you

Are you sure you wish to send this Receiving Report to Austin? YES// (YES)TRANSMISSION DATE: T// (OCT 21, 2010) Receiving report placed on transmission list.

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Select Fund Distribution & Accounting Menu Option: Accounting Technician Menu Document Processing Menu ... Accounting Utilities Menu ... Reprint Menu ... Receiving Report Transmission Menu ... Fee Basis IFCAP Code Sheet Menu ... FMS Code Sheet Menu ...Select Accounting Technician Menu Option: FMS Code Sheet Menu Code Sheet Edit Create a Code Sheet Delete a Code Sheet Keypunch a Code Sheet Purge Transmission Records/Code Sheets Retransmit Stack File Document Review a Code Sheet Stack Status ReportSelect FMS Code Sheet Menu Option: STACK Status Report

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Select STATUS(s) to display: REJECTED BY FMS

Select one of the following: Q QUEUED FOR TRANSMISSION M MARKED FOR IMMEDIATE TRANSMISSION BY EVENT T TRANSMITTED E ERROR DURING TRANSMISSION A ACCEPTED BY FMS R REJECTED BY FMS N TRANSMITTED WITH NO CONFIRMATION MESSAGE RETURNED

Print documents created after DATE: JAN 1,2011// 7/4 (JUL 04,2011)

START with TRANSACTION CODE: FIRST// SO END with TRANSACTION CODE: LAST//

Status sometimes has to be changed in IFCAP to reflect the same status as FMS. Normally this occurs due to rejects that for some reason can’t/aren’t turned around through IFCAP. If a Purchase Order status doesn’t reflect as accepted purchasing & contracting cannot process amendments if required on the purchase order

Status sometimes has to be changed in IFCAP to reflect the same status as FMS. Normally this occurs due to rejects that for some reason can’t/aren’t turned around through IFCAP. If a Purchase Order status doesn’t reflect as accepted purchasing & contracting cannot process amendments if required on the purchase order

140

SELECTED STATUS(s) to display: REJECTED BY FMSPrint DESCRIPTION of event? NO// Y (YES)Print DOCUMENT code sheets? NO// (NO)DEVICE: HOME// LAT

Select STATUS(s) to display:


Can select multiple statusesto run for the report. Most common is rejected by FMS

Can select multiple statusesto run for the report. Most common is rejected by FMS

141

Select STATUS(s) to display: REJECTED BY FMS


Select FMS Code Sheet Menu Option: Stack Status ReportSTART with TRANSACTION CODE: FIRST// PV END with TRANSACTION CODE: LAST// PVZPrint documents created after DATE: JAN 1,2011//6/19 (JUN 19, 2011)

GCS STACK FILE STATUS REPORT JUL 08, 2011@11:40:51 PAGE 1TC TRAN CODE BATNUM DATE@TIME CREATED STATUS SO 612A10024 JUL 05, 2011@12:18:59 REJECTED BY FMS DESCR: Purchase Order Obligation MAIL MSGS: 21291 CONFIRMATION: TOTAL CODE SHEETS: 1

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SELECTED STATUS(s) to display: REJECTED BY FMSPrint DESCRIPTION of event? NO// Y (YES)Print DOCUMENT code sheets? NO// Y (YES)DEVICE: HOME// LAT




143

GCS STACK FILE STATUS REPORT JUL 25, 2011@15:11:02 PAGE 1TC-TRAN CODE -BATNUM DATE@TIME CREATED STATUS------------------------------------------------------------------------------PV-612C1500800 JUN 20, 2011@14:49:04 REJECTED BY FMS DESCR: WASH ISC TESTING PV MAIL MSGS: 19520 CONFIRMATION: *** ACTUAL CODE SHEET:CTLÎFC^FMS^612^DOC^PV^10 ^ ^612C1500800^20110620^144904^001^001^001^~DOC^~PV1^PV^612C1500800^10 ^~PV2^06^05^11^^^^Ê^01^^^^^^^^^^THISISFAK^^1.00^~PV3^^^^^^^^^^^^^TEST 1^^^^^^^^X^^^~LIN^~PVA^001^SO^612C15008 ^001^11^06^02^^^^^^^^^^^^^^^^^^^^11^06^05^^10000.00Î^P^11^05^21^^^~PVB^^^^^^^1.00^~*** END OF CODE SHEET *** TOTAL CODE SHEETS: 1

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Accounting Technician Menu Document Processing Menu ... Accounting Utilities Menu ... Reprint Menu ... Receiving Report Transmission Menu ... Fee Basis IFCAP Code Sheet Menu ... FMS Code Sheet Menu ...Select Accounting Technician Menu Option: Document Processing Menu 1358 Processing Menu ... Amendment Processing General Post Funds Requests Processing Invoice Processing (ACCTG) Menu ... Obligation Processing Process Receiving Report Return Purchase Order to Supply Return PO Amendment to Supply Stacked Fiscal Documents Menu ... FMS Rejected Obligation Document Processing ... 145

MO/SO Rejected Document Inquiry for P.O. SO Rejected Document Inquiry for 1358sSelect FMS Inquiry Rejected Obligation Documents Option: MO/SO Rejected Document Inquiry for P.O.

Select Document Processing Menu Option: FMS Rejected Obligation Document Processing FMS Inquiry Rejected Obligation Documents ... FMS Rebuild/Transmit Rejected Obligation Documents ...Select FMS Rejected Obligation Document Processing Option: FMS Inquiry Rejected Obligation Documents

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MO/SO Rejected Document Inquiry for P.O.Select STATION NUMBER ('^' TO EXIT): 612// 612 MARTINEZ,CA Select one of the following: MO Miscellaneous Order SO Service OrderSelect Transaction Type: SO Service OrderSelect Stack Document for Inquiry: A10024 SO-612A10024 FMS Document: SO-612A10024 Description: Purchase Order Obligation Status: REJECTED BY FMS Created: OCT 5, 2010@12:18:59This FMS document has rejected due to one or more errors.The Certified Invoice will now be displayed for your review.Please review the source document very carefully and takethe appropriate corrective action.Press 'RETURN' to continue

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PURCHASE ORDER: 612-A10024 STATUS: Transaction CompleteM.O.P.: CERTIFIED INVOICE LAST PARTIAL RECD.: REQUESTING SERVICE: PPMVENDOR: STRICK LEASE INC SHIP TO: Warehouse U.S. HIGHWAY #1 V.A. Medical Center FAIRLESS HILLS, PA 19030 8403 Colesville Rd 800 555 5555 Silver SPRING, MD 20910 DELIVERY HOURS: 8:00 AM - 4:30 PM______________________________________________________________________________FOB POINT: DESTINATION |PROPOSAL: N/A |AUTHORITY: COST CENTER: 161000 | | FAR 13TYPE: PURCHASE ORDER | |AGENT:DELIVER ON/BEFORE 10/15/10 |CONTRACT: | May, DaisyDISCOUNT TERM: NET30 | |DATE: 10/5/10APP: 361/20161.001-9120 | |ESTIMATED | |TOTAL: 3.00------------------------------------------------------------------------------ UNIT TOTAL

ITEM DESCRIPTION QTY UNIT COST COST------------------------------------------------------------------------------ 1 TEST KIT 1 EA 3.00 3.00 *** ESTIMATED PURCHASE ORDER ***

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Select Transaction Type: MO/SO Rejected Document Inquiry for P.O. SO Rejected Document Inquiry for 1358sSelect FMS Inquiry Rejected Obligation Documents Option: FMS Rebuild/Transmit Rejected Obligation Documents...Select FMS Rejected Obligation Document Processing Option: FMS Rebuild/Transmit Rejected Obligation Documents MO/SO Rebuild/Transmit for P.O. SO Rebuild/Transmit for 1358sSelect FMS Rebuild/Transmit Rejected Obligation Documents Option: MO/SO Rebuild/Transmit for P.O.

Once errors are identified then the document may need to be rebuilt and transmitted with the corrections. If the document was passed from IFCAP to FMS this is the preferred method for turning around rejects. If corrected online in FMS data will be transferred back to the Running balance and other corrective actions will be required to keep the running balance in balance and not either over or understated.

Once errors are identified then the document may need to be rebuilt and transmitted with the corrections. If the document was passed from IFCAP to FMS this is the preferred method for turning around rejects. If corrected online in FMS data will be transferred back to the Running balance and other corrective actions will be required to keep the running balance in balance and not either over or understated.

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MO/SO Rebuild/Transmit for P.O.Select STATION NUMBER ('^' TO EXIT): 612// 612 MARTINEZ, CA Select one of the following: MO Miscellaneous Order SO Service OrderSelect Transaction Type: MO Miscellaneous OrderSelect Stack Document for Rebuild/Transmit: A10030 1 A10030 MO-612A10030 2 A10030 MO-612A10030 -612036 3 A10030 MO-612A10030 -612038 4 A10030 MO-612A10030 -612039 5 A10030 MO-612A10030 -612040CHOOSE 1-5: 1 MO-612A10030

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FMS Document: MO-612A10030 Description: Purchase Order Obligation Rebuild/Transmit Status: REJECTED BY FMS Created:OCT 11, 2010@16:42:54This FMS document has rejected due to one or more errors.The Purchase Order can now be displayed for your review.Please review the source document very carefully and take the appropriate corrective action.Do you wish to display the source document? YES// YES

PURCHASE ORDER: 612-A10030 STATUS: Complete Order Received (Amended)M.O.P.: INVOICE/RECEIVING REPORT LAST PARTIAL RECD.: 1 10/11/10REQUESTING SERVICE: SUPPLYVENDOR: KERR MANUFACTURING CO SHIP TO: Warehouse 28200 Wick Road V.A. Medical Center ROMULUS, MI 48174 8403 Colesville Rd 313 555 5555 Silver Spring MD 20910DELIVERY HOURS: 8:00 AM - 4:30 PM DELIVERY LOCATION: SUPPLY

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FOB POINT: ORIGIN |PROPOSAL: N/A |AUTHORITY: COST CENTER: 820200 | | FAR 13TYPE: PURCHASE ORDER | |AGENT:DELIVER ON/BEFORE 10/21/10 |CONTRACT: | TERRY WOLGAMOTTDISCOUNT TERM: NET30 | |DATE: 10/11/10APP: 3610160.-110 | | | |TOTAL: 18871.11------------------------------------------------------------------------------ UNIT TOTALITEM DESCRIPTION QTY UNIT COST COST------------------------------------------------------------------------------ 1 SURGICAL MASK 110 BX 155.5555 17111.11 NSN: 7510-00-123-7777 QTY PREV RCVD: 100 PARTIAL NO.: 1 Items per EA: 1 2 SURGICAL TRAYS 10 EA 150.00 1500.00 Items per EA: 1 EST. SHIPPING AND/OR HANDLING 10.00 SUPPLIES V.A. TRANSACTION NUMBERS: 612-11-1-110-0044

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UNIT TOTALITEM DESCRIPTION QTY UNIT COST COST------------------------------------------------------------------------------ **Will now be AMENDED to read: Item No. 1 Item Master File No. 5505 SURGICAL MASKS Items per EA: 1 NSN: 7510-00-123-7777 110 BX $ 155.5555 = $ 17111.11 AMENDMENT NUMBER: 1 EFFECTIVE DATE: 10/11/10 *ADDED THROUGH AMENDMENT* Item No. 2 Item Master File No. SURGICAL TRAYS Items per EA: NSN: 10 EA at $ 150.0000 = $ 1500.00 AMENDMENT NUMBER: 2 EFFECTIVE DATE: 10/11/10 **Currently: Item No. 1 Item Master File No. 5505 SURGICAL MASK Items per EA: 1 NSN: 7510-00-123-7777 110 BX at $ 150.00 = $ 16500.00

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PURCHASE ORDER - 612-A10030COST CENTER: 820200 CONTROL POINT: 110 SURGICAL SUPPLIES BOC #1: 2660 AMOUNT: $ 18861.11Justification(s): Transaction Number: 612-11-1-1102-0044 REQUIRED FOR SURGICAL PROCEDURES

The information listed above is recorded on this PURCHASE ORDER. Is the above information correct? YES// NO

Should the Cost Center or BOC information be edited at this time? NO// YES

Do you wish to rebuild and retransmit this FMS document? YES//

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Net Cost of Order: $ 18871.11Control Point BalancesUncommitted Balance: $ 166962.85Unobligated Balance: $ 174399.35Committed, Not Obligated: $ 7436.50OK to Continue? YES// YES

Select Obligation Processing Date: OCT 11,2010// (OCT 11, 2010)This Purchase Order Obligation will now generate the Original Entry Miscellaneous Order (MO) Document. The MO Documentwill be marked for transmission to FMS.Transmit this Document to FMS? YES//

The Electronic Signature must now be entered to generate the MO Document.Enter ELECTRONIC SIGNATURE CODE: Thank you.

...now generating the FMS Miscellaneous Order (MO) Document..

...HMMM, LET ME THINK ABOUT THAT A MOMENT...155

Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Lookup Vendor ID Number

Accounting Technician Menu Document Processing Menu ... Accounting Utilities Menu ... Reprint Menu ... Receiving Report Transmission Menu ... Fee Basis IFCAP Code Sheet Menu ... FMS Code Sheet Menu ...Select Accounting Technician Menu: Accounting Utilities Menu

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Select Accounting Utilities Menu Option: lookup Vendor ID Number

Select Vendor Name or PO Number: Apple 1 APPLE COMPUTER PH:800 692-7753 NO: 12282PAY ADD:24020 RIDGEPOINT DRIVE FMS: AUSTIN, TX 78754 CODE: FAX:

2 APPLE COMPUTER, INC. PH:703 264-3249 NO: 9118PAY ADD:1892 PRESTON WHITE DR. FMS: RESTON, VA 20191 CODE: FAX:703 264-3232

CHOOSE 1-2: 1Review current payment information on this Vendor? YES// y YES

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Lookup Vendor ID Number

Payment Information

Vendor Name: APPLE COMPUTERVendor Number: 12282 Non-Recurring/Recurring: RECURRING

FMS Vendor Code: Alternate Address Indicator:

Address: 24020 RIDGEPOINT DRIVE AUSTIN, TX 78754

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Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Vendor File Edit

Accounting Technician Menu Document Processing Menu ... Accounting Utilities Menu ... Reprint Menu ... Receiving Report Transmission Menu ... Fee Basis IFCAP Code Sheet Menu ... FMS Code Sheet Menu ...

Select Accounting Technician Menu: Accounting Utilities Menu

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Select VENDOR NAME: ??:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: 4 MEDCENTER ONE HEALTH SYSTEM PH:701 323-5616 NO: 12510PAY ADD:MEDCENTER ONE HLTH SYS FMS:MEDCENTER ONE INC BISMARCK, ND 58506-5501 CODE:450226700 FAX:701 232-5620

5 MEDCENTRUS MedCentrus PH:612 252-3232 NO: 15711PAY ADD:Juntunen Group Division FMS: Minneapolis, MN 55401 CODE: FAX:612 341-0242

Press <RETURN> to see more, '^' to exit this list, ORCHOOSE 1-5:

Vendor File EditFiscal may add new Vendors to the Vendor File.


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Vendor File Edit

Payment Information

Vendor Name: MEDCENTER ONE HEALTH SYSTEMVendor Number: 12510 Non-Recurring/Recurring: RECURRING

FMS Vendor Code: 450226700 Alternate Address Indicator:

Address: MEDCENTER ONE HLTH SYS PO BOX 5501 BISMARCK, ND 58506-5501

Edit the payment information on Vendor record? YES//

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DOES A VRQ NEED TO GO TO AUSTIN (YES/NO)? NO// YESCreating the FMS VENDOR REQUEST.

NAME: MEDCENTER ONE HEALTH SYSTEM ReplaceTAX ID/SSN: 450226700//SSN/TAX ID INDICATOR: TAX IDENTIFICATION NUMBER//FMS VENDOR CODE: 450226700//ALT-ADDR-IND:PAYMENT CONTACT PERSON:PAYMENT PHONE NO.:ORDERING ADDRESS: 300 NORTH 7TH STREET P.O. BOX 5525 BISMARCK, NORTH DAKOTA 58506PAYMENT ADDRESS1: MEDCENTER ONE HLTH SYS ReplacePAYMENT ADDRESS2: PO BOX 5501//PAYMENT CITY: BISMARCK//PAYMENT STATE: NORTH DAKOTA//PAYMENT ZIP CODE: 58506-5501//1099 VENDOR INDICATOR: YES//VENDOR TYPE: COMMERCIAL//DUN & BRADSTREET #:

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Question: How do you submit a VRQ? Answer: VRQ submitted by editing a vendor entry – if the entry is new or contains any appropriate change (adds a DUNS#, changes an address, etc) the system will ask if VRQ needs to submitted. If the system does not detect a change a VRQ will not be submitted.

Question: Who submits VRQ’s? Who has access to modify the IFCAP vendor file?Answer: Staff who have access to the vendor edit menu. This could be assigned to both Fiscal and Acquisition staff.

Question: What does AWAITING AUSTIN APPROVAL mean?Answer: The VRQ has been submitted

Question: Why has my VRQ said AWAITING AUSTIN APPROVAL for more than 3 days?Answer: The VRQ has not been worked by the FSC. You will need to contact theVISTA Helpdesk as there could be a problem with the interface

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Question: What does PENDING mean?Answer: The request has been approved by the FSC and is on the way back to the station.

Question: How do we get rid of a vendor that is in delete status that we don’t use any longer? How do you delete a vendor record in IFCAP?Answer: Vendors cannot be deleted in IFCAP but they should be marked as inactive.

Question: How do you clear payment rejects?Answer: The erroneous data has to be corrected. You may need to cancel the payment and reissue the payment.

Question: Can the FSC see the request I just put in?Answer: No, not right away. The request will be in the nightly batch process and will appear for the FSC the next day to be worked. The following day the results should be at the field station. The VRQ process takes 3 days.

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Question: Can you expedite my request? How long does it take to process a VRQ?Answer: No, the process requires 3 days. Day 1 – request submitted and will run in the overnight batch process; Day 2 – FSC will work the request and submit the results to the facility and results will be in the overnight batch process; Day 3 – Results should be at the facility.

Question: The pharmacy I just requested, I don’t see the Chain Store Number, can you put that in?Answer: Do NOT use the pharmacy option - CSNs are not utilized because they are limited to use by only one station. CSN requests are normally deleted after being added if there is not a payment history because the CSN causes multiple issues if more than one station is trying to use the same pharmacy or CSN.

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Question: I submitted a VRQ to have the address changed many times but nothing is happening, why?Answer: When the vendor has EFT the FSC will not change the address. If the vendor does not have EFT, then some data may have been missing/incorrect in the request and it the FSC did not process the request.

Question: A VRQ was sent & received a file that is in delete status(blocked) or the wrong vendor code – What do we do to fix it?Answer: Edit your original request and resubmit for the correct vendor code. Instead of including the incorrect/wrong TIN, send the new/correct TIM that you need in your system. If the vendor is already in FMS ensure that the information being entered in IFCAP matches what is already in FMS in order to have the request process correctly.

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Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Edit BOC in Item File



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BOC: 2660 Operating Supplies and Materials// 2632 Other Medical and Dental Supplies

CHOOSE 1-2: 1 100 PROBE-EAR PROBE-EAR-SAO2 3700

Select ITEM MASTER NUMBER: 100 1 100 PROBE-EAR 2 100-0129 13 THIORRIDAZINE SOL 100MG/ML 4 OZ BT(MELLARIL)

Select Accounting Utilities Menu Option: edit BOC in Item File

Ensuring this information is correct will assist in making sure costingis accurate on purchase orders and services don’t have to try to figure out what the appropriate costing for an item is to be.

Ensuring this information is correct will assist in making sure costingis accurate on purchase orders and services don’t have to try to figure out what the appropriate costing for an item is to be.

168

Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Undelivered Orders Reconciliation Report



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Select Accounting Utilities Menu Option: undelivered Orders Reconciliation ReportAre you sure that you want to manually run this option? NO// y YESSelect STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DCSelect BEGINNING DATE: MAR 21, 2011// (MAR 21, 2011)Select ENDING DATE: JUN 19, 2011// (JUN 19, 2011)DEVICE: HOME// UCX/TELNET Right Margin: 80//

...EXCUSE ME, HOLD ON...850

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UNDELIVERED ORDERS RECONCILIATION FOR STATION 688 FROM MAR 21, 2011 TO JUN 19, 2011 JUN 19,2011 17:54 PAGE 1 TRANS SOURCE COST ACCRUED UNDELIVEREDREF NO DATE CODE FCP CODE DATE CENTER BOC OBLIGATED EXPENDITURE ORDER

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

APPROPRIATION: 3610160A10061 05/01/11 MO.E 060 3 05/11/11 842100 2620 318.00 0.00 318.00A10065 05/11/11 MO.E 060 3 05/21/11 842100 2620 216.00 72.00 144.00A10066 05/12/11 MO.E 060 3 05/22/11 842100 2660 1728.00 576.00 1152.00A10067 05/12/11 MO.E 060 3 05/22/11 842100 2660 288.00 192.00 96.00;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;;; APPROPRIATION: 36X8180H10003 05/11/11 MO.E 562 3 05/21/11 882100 2660 216.00 0.00 216.00NUMBER RECORDS 1 SUBTOTALS $ 216.00 0.00 216.00TOTAL NUMBER RECORDS 25 TOTALS $ 5655.60 1032.00 4623.60

This should balance with the FMS reports. Don’t believe this report is widely used but one challenge is payment variance.

This should balance with the FMS reports. Don’t believe this report is widely used but one challenge is payment variance.

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Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Fiscal Pending Action



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Page 1IFCAP OBLIGATIONS PENDING ACTION REPORT - Purchase Orders PRINTED ON 19-Jun-11 AT 18:14:00================================================================P.O. NUMBER FCP AMOUNT DATE STATUS================================================================688-A10090 110 $ 120.00 06-19-11 Pending Fiscal Action688-A10089 060 $ 150.00 06-19-11 Pending Fiscal Action688-B19004 060 $ 24.00 06-13-11 Pending Fiscal Action688-A10084 060 $ 144.00 06-08-11 Pending Fiscal Action688-A10079 110 $ 442.00 05-26-11 Pending Fiscal Action688-A10077 060 $ 144.00 05-25-11 Pending Fiscal Action688-B10044 060 $ 11.00 05-19-11 Pending Fiscal Action688-B10043 060 $ 30.00 05-19-11 Pending Fiscal Action688-B10042 060 $ 14.00 05-16-11 Pending Fiscal Action688-A10068 060 $ 290.00 05-12-11 Pending Fiscal Action

DEVICE: HOME// UCX/TELNET Right Margin: 80//

Select Accounting Utilities Menu Option: fiscal Pending Action

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Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: History – Code Sheet/Obligation (PAT) Number



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Yes will allow you to view the initial order, amendments and receiversYes will allow you to view the initial order, amendments and receivers

Select Accounting Utilities Menu Option: history - Code Sheet/Obligation (PAT) NumberPURCHASE ORDER NUMBER: A10072 688-A10072 05-23-11 ST Partial Order Received(Amended) FCP: 060 $ 285.12

ANOTHER ONE: PURCHASE ORDER NUMBER: 688-A10072

DATE: 5/23/2011 FCP: 060 Fiscal Service STATUS: Partial Order Received (Amended) VENDOR: CHARTHOUSE INTERNATIONAL TOTAL: 285.12FMS DOCUMENT(S): TT/SC TR DATE REF SIG DATE/TIME SIGNED BY: MO.E 052311 A10072 MAY 23, 2011@10:27:12 CRAWLEY, JUNE RR.E 052311 A10072 MAY 23, 2011@10:28:24 ROODLE, JASON MO.M 052411 A10072 MAY 24, 2011@11:14:03 CRAWLEY, JUNE MO.M 052411 A10072 MAY 24, 2011@11:29:27 CRAWLEY, JUNE MO.M 052411 A10072 MAY 24, 2011@13:37:31 CRAWLEY, JUNE

Would you like to review the entire purchase order? NO// y (YES)

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Update Status of Funds Balances Lookup Vendor ID Number Vendor File Edit Edit BOC in Item File Clear Program Lock Undelivered Orders Reconciliation Report Review VENDOR REQUEST Fiscal Pending Action History - Code Sheet/Obligation (PAT) Number Setup AR selected vendors Select Accounting Utilities Menu: Setup AR selected vendors

Accounting Technician Menu Document Processing Menu ... Accounting Utilities Menu ... Reprint Menu ... Receiving Report Transmission Menu ... Fee Basis IFCAP Code Sheet Menu ... FMS Code Sheet Menu ...Select Accounting Technician Menu: Accounting Utilities Menu

This is the only AR item that is a partof IFCAP. AR is actually a separateVISTA program.

This is the only AR item that is a partof IFCAP. AR is actually a separateVISTA program.

176

Select Accounting Utilities Menu Option: setup AR selected vendors

Edit vendor selected by AR user Vendor Name TAX/SSN VRQ DATA VRQ SENT 1 Books & Research 000000015 OK SENT 3 HC Technology 000000021 OK 4 M Pak Inc Enter ?? for more actions

ER EDIT Record PE Print Entry DR Delete EDIT RequestRR Review Record SV Send VRQSelect EDIT Action :Quit// er EDIT Record Select :(1-4): 3

Vendor Name: Books & ResearchReview the vendor selected? YES//

177

Vendor Name: BOOKS & RESEARCH PAGE: 1 Ordering Address: 1234 THIS STREET City,State,ZIP: CHARLES, MARYLAND 20678 FMS Name: * Payment ADDRESS: 1117S JEFFERSON ST* City,State,ZIP: ROANOKE, VIRGINIA 24011

PAYMENT CONTACT PERSON: PAYMENT PHONE NUMBER: * = REQUIRED FIELDVendor Name: BOOKS & RESEARCH FMS VENDOR CODE: 133184266 ALT-ADDR-IND: * TAX ID/SSN: 000000021 * SSN/TAX ID IND: SOCIAL SECURITY NUMBER

178

NON-RECURRING/ RECURRUNG VENDOR: RECURRING1099 VENDOR INDICATOR: YES * VENDOR TYPE: COMMERCIAL DUN & BRADSTREET: * = REQUIRED FIELDEnter RETURN to continue: Edit the Vendor record? YES//Setup AR selected vendorsTAX ID/SSN: 000000021// SSN/TAX ID INDICATOR: SOCIAL SECURITY NUMBER// FMS VENDOR CODE: ALT-ADDR-IND: PAYMENT CONTACT PERSON: PAYMENT PHONE NO.: 703 555 5555// ORDERING ADDRESS: 1234 THIS STREET CHARLES, MARYLAND 20678PAYMENT ADDRESS1: 1117 S JEFFERSON ST// PAYMENT ADDRESS2:

179

PAYMENT CITY: ROANOKE// PAYMENT STATE: VIRGINIA// PAYMENT ZIP CODE: 24011// 1099 VENDOR INDICATOR: YES// VENDOR TYPE: COMMERCIAL// DUN & BRADSTREET #: RR Review Record SV Send VRQ PRCO VENDOR EDIT FOR AR Jun 21, 2011 14:23:14 Page: 1 of 1 Edit vendor selected by AR user

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181

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Several of the menu options for the Purchase Card Coordinator can be found in twodifferent locations. The options are found in the Purchase Card Coordinator Menu and many of the same options are also under the Budget Menu Options.

Several of the menu options for the Purchase Card Coordinator can be found in twodifferent locations. The options are found in the Purchase Card Coordinator Menu and many of the same options are also under the Budget Menu Options.

Monitor Purchase Card transactions -- check for proper costingEnsure Timely Reconciliation and ApprovalResearch inquiries from Control Point Clerks, Officials, Vendors, Purchasing AgentProcess Credit Card AccrualFollow up with Services on Outstanding Orders

183

Purchase Card Coordinator's Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions IMPAC Account Information

This option is used to link Oracle ID numbers to Purchase Card numbers, to be used with random sample audits performed by Austin .

This option is used to link Oracle ID numbers to Purchase Card numbers, to be used with random sample audits performed by Austin .

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Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Austin Audit Information

START WITH STATION NUMBER: 799//GO TO STATION NUMBER: 799//START WITH ORACLE DOCUMENT ID: C799//GO TO ORACLE DOCUMENT ID: LAST// DEVICE: UCX/TELNET Right Margin: 80// 185

AUDIT INFORMATION MAY 11,2011 17:46 PAGE 1ORACLE DOCUMENT ID PO NUMBER DATE STATUS AMOUNT FUND ACC CODE COST CENTER BOC MERCHANT NAME CARD HOLDER VENDOR NAME STATION NUMBER--------------------------------------------------------------------------------------------------------------C79900399001001 799-P10082 FEB 9, 2011 RECONCILED 390.00 0152A1 0100651G3 861500 2660ANNARBOR.COM ADV NEW BRUNT, JOY L**ANN ARBOR NEWS 799

C79900399001002 799-P10080 FEB 9, 2011 RECONCILED 2308.30 0152A1 0100651G3 861500 2660SUPPLY SAVERS BRUNT, JOY LSUPPLY SAVER CORPORATION 799

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Purchase Card Coordinator Menu Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions

This establishes the purchase card in the system. With this option establish spending limits, approving official and any surrogates for the card

This establishes the purchase card in the system. With this option establish spending limits, approving official and any surrogates for the card

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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Purchase Card Registration

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Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DCSelect PURCHASE CARD INFORMATION PURCHASE CARD NUMBER: 4486760000000003 Are you adding '4486760000000003' as a new PURCHASE CARD INFORMATION? No// Y (Yes) PURCHASE CARD INFORMATION CARD HOLDER: HUGO, VINCE PURCHASE CARD INFORMATION PURCHASE CARD NAME: 4255 SUPPLIESPURCHASE CARD NUMBER: 4486760000000003// (No Editing)EXPIRATION DATE: 01012012 (JAN 01, 2012)INACTIVATE CARD?: CARD HOLDER: HUGO, VINCE// COMMERCIAL PHONE: 555-777-6357// FUND CONTROL POINT: 060 Fiscal Service 0160A1 10 0100 010042100COST CENTER: 842100 FISCALSERVICE

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BUDGET OBJECT CODE: 2660 Operating Supplies and Materials PC USER SINGLE PURCHASE LIMIT: 1000MONTHLY PURCHASE LIMIT: 10000DELIVERY LOCATION: BDL3 RM5APPROVING OFFICIAL: CLAY, JAY IBN COMPUTER SYSTEMS ANALYSTALTERNATE APPROVING OFFICIAL: BROWN 1 BROWN, MELINDA IBS PROGRAM ANALYST 2 BROWN, JACK IBT COMPUTER SYSTEMS ANALYSTCHOOSE 1-2: 2 BROWN, JACK IBT COMPUTER SYSTEMS ANALYSTPURCHASE CARD NAME: 4255 SUPPLIES // Select SURROGATE USER: BROWN, MELINDA IB COMPUTER SYSTEMS ANALYST Are you adding ‘BROWN, MELINDA' as a new SURROGATE USER? No// Y (Yes)Select SURROGATE USER: Replaced Card:

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Purchase Card Registration Purchase Card exceptions/replacements Charge Card Reg. Exception Inactivate Expired Charge Cards Austin Audit Information Coordinator Approving Official Charge Audit Daily Charge Transmission Log Delinquent Approvals Delinquent PC Listing Delinquent Reconciliations Fiscal Daily Review History of Purchase Card Transactions IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report

This report will list any Charge Card Registration entries passed to IFCAP but not activated in File #440.5

This report will list any Charge Card Registration entries passed to IFCAP but not activated in File #440.5

This exception does not happenoften. This is not a routine optionthat is run.

This exception does not happenoften. This is not a routine optionthat is run.

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Select Purchase Card Coordinator's Menu Option: charge card reg. ExceptionDEVICE: UCX/TELNET Right Margin: 80// Charge Card Reg. Exception List MAY 11,2011 17:58 PAGE 1Charge Card # Exp. Date Replaced Card # Card Holder IFCAP CARD HOLDER FCP Station S.P. Limit M.P. Limit Fund Code ACC Code Cost Center BOC--------------------------------------------------------------------------666877* 20121231 JODI LEE 688 7500 35000 0160A1 010020100 856100 2660

666887* 20121231 JODI LEE887 10000 0160A1 010020100 840100 2632

Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Charge Card Reg. Exception

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This report provides an audit list of charges by selected date and approving official.

This report provides an audit list of charges by selected date and approving official.


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Coordinator Approving Official Charge Audit

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Select Purchase Card Coordinator's Menu Option: coordinator Approving Official Charge Audit* Previous selection: STATEMENT DATE From Jan 1, 2011 to Jan 31, 2011START WITH STATEMENT DATE: Jan 1, 2011// (Jan 1, 2011)GO TO STATEMENT DATE: Jan 31, 2011// (Jan 31, 2011)START WITH STATION NUMBER: 799//GO TO STATION NUMBER: 799//DEVICE: UCX/TELNET Right Margin: 80//

Per Purchase Card Directive each cardholder and approving official must be audited annually. This report assists in identifying transactions to be selected for review.Per Purchase Card Directive each cardholder and approving official must be audited annually. This report assists in identifying transactions to be selected for review.

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IFCAP APPROVING OFFICIAL CHARGE AUDIT MAY 11,2011 18:04 PAGE 1CARD# PURCH DT ORACLE ID # IFCAP P/O# MERCHANT NAME AMOUNT------------------------------------------------------------------------------------------------------------------------------------------STATEMENT DATE: JAN 15, 2011APPROVING OFFICIAL: MAY, DAISYCARD HOLDER: LEE, JODI0004 12/30/10 C-688100P15265 688-P15265 ANDREWS OFFICE 1.250003 12/30/10 C-688100P15274 SUPPLY SAVER 3.750003 01/05/11 C-688100P15270 688-P15270 A1 MEDICAL 139.200003 01/10/11 C-688100P15269 MEDICAL PALACE 41.400003 01/10/11 C-688100P15268 688-P15268 PHARM CO 3.00

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This report will list the charge transmissions received in IFCAP for a selected date. The report will identify how many records were sent from Austin and how many were posted to IFCAP File #440.6 and the time of posting

This report will list the charge transmissions received in IFCAP for a selected date. The report will identify how many records were sent from Austin and how many were posted to IFCAP File #440.6 and the time of posting


197

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Daily Charge Transmission Log

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Select Purchase Card Coordinator's Menu Option: daily Charge Transmission LogSTART WITH LOG DATE: FIRST// 010111 (JAN 01,2011)GO TO LOG DATE: LAST// 013111 (JAN 31,2011)DEVICE: UCX/TELNET Right Margin: 80// IFCAP DAILY CREDIT CARD CHARGE TRANSMISSION LOG MAY 12,2011 17:51 PAGE 1 AFC IFCAP TOT TOTLOG DT AFC FILE REC REC POSTING BEG POSTING END------------------------------------------------------------------------------------------------------------------------------01/04/11 10/12/5 1 1 01/04/11@6:06PM 01/04/11@6:06PM 10/12/5 126 126 01/04/11@6:06PM 01/04/11@6:06PM01/05/11 10/12/5 104 104 01/05/11@6:05PM 01/05/11@6:05PM 10/12/5 68 68 01/05/11@6:05PM 01/05/11@6:05PM01/19/11 11/01/5 253 253 01/19/11@6:06PM 01/19/11@6:06PM 11/01/5 114 114 01/19/11@6:06PM 01/19/11@6:06PM01/26/11 11/01/5 296 296 01/26/11@6:05PM 01/26/11@6:06PM

This can be run if it is found that there are issues with the receipt of files from Austin. To rectify, a retransmission of the data will be sent.This can be run if it is found that there are issues with the receipt of files from Austin. To rectify, a retransmission of the data will be sent.

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This report will list Purchase Card orders that were approved more than 14 days after being reconciled. The report will list any orders with an untimely approval interval.

This report will list Purchase Card orders that were approved more than 14 days after being reconciled. The report will list any orders with an untimely approval interval.


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Delinquent Approvals

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START WITH CARD HOLDER: AA GO TO CARD HOLDER: ZZ DEACTIVATED IRM **TERMINATED USER**START WITH APPROVAL DATE: 010111 JAN 1, 2011Enter the last date for which you want to see records.GO TO APPROVAL DATE: t 063011 JUNE 30, 2011 This report should be queued. It may be very large and take a long time to generate to the printer. We suggest you run it during off hours.DEVICE: UCX/TELNET Right Margin: 80// DELINQUENT APPROVALS EXCEPTION LISTING JULY 1, 2011@18:03:51 PAGE: 1PURCHASE FINAL RECONCILE APPROVAL RECON TOORDER DATE DATE APPR INTER CARD OFFICIAL---------------------------------------------------------------------------------------------------------------------------- CARD HOLDER: HAUSER, KIM688-P15304 MAR 20, 2011 APR 14, 2011 17 FURGASON, ABBY CARD HOLDER: ADAMS, JANE688-P15502 JUN 20, 2011 MAY 05, 2011 185 FURGASON, ABBY

Reconciliations are required to be approved within 14 days by the approving official . This tool can be used to monitor delinquencies and how many days reconciliations has been pending.Reconciliations are required to be approved within 14 days by the approving official . This tool can be used to monitor delinquencies and how many days reconciliations has been pending.

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This option creates a report of delinquent Purchase Card orders. A delinquent Purchase Card order has items or services not completely received by the requested delivery date.

This option creates a report of delinquent Purchase Card orders. A delinquent Purchase Card order has items or services not completely received by the requested delivery date.

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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Delinquent PC Listing

Please enter a device for printing this reportDEVICE: UCX/TELNET Right Margin: 80//

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DELINQUENT PURCHASE CARD LISTING PAGE 1PURCHASE CARD NAME PO NUMBER STATUS PO DATE VENDOR VENDOR PHONEDELIVERY DATE LINE ITEM OUTSTANDING QTY ORDERED QTY OUTSTANDINGAMOUNT OUTSTANDING ITEM DESCRIPTION--------------------------------------------------------------------------------------------------------------------------------------- BUYER: LITTLE, DEBBIELITTLE CP812 P15556 Partial Order Received JUN 30, 2011SYSCO FOODS 555-333-4444JUN 30, 2011 1 12 20.20 BEANS, ITALIAN, GREEN, FROZEN, FG 3 FG PURCHASE CARD SUBTOTAL: 0.20 LITTLE CP812 P15164 Partial Order Received AUG 25, 2011NATIONAL MATCHING SERVICES 555 777 0681AUG 25, 2011 1 1 15.00 RESIDENT MATCHING PROPURCHASE CARD SUBTOTAL: 5.00

This should be monitored and work with the cardholders to ensure they are following up and receiving the items. If items are not going to be received amendments may have to be processed in order to complete the order.

This should be monitored and work with the cardholders to ensure they are following up and receiving the items. If items are not going to be received amendments may have to be processed in order to complete the order. 205

This report will list transactions that were reconciled more than 5 days after being received in File 440.6. This report may be run for 1 cardholder or ALL cardholders, for one transaction date or a range of transaction dates and for one station or several.

This report will list transactions that were reconciled more than 5 days after being received in File 440.6. This report may be run for 1 cardholder or ALL cardholders, for one transaction date or a range of transaction dates and for one station or several.


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Delinquent Reconciliations

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Select Purchase Card Coordinator's Menu Option: Delinquent Reconciliations* Previous selection: CARD HOLDER from AA to ZZSTART WITH CARD HOLDER: AA// AAGO TO CARD HOLDER: ZZ// * Previous selection: TRANSACTION DATE from Jan 1, 2011 to Jan 31, 2011@24:00 START WITH TRANSACTION DATE: Jan 1, 2011// 010111 (JAN 01, 2011) GO TO TRANSACTION DATE: Jan 31, 2011// 013111 (JAN 31, 2011) * Previous selection: STATION NUMBER from 488 to 799 START WITH STATION NUMBER: 488//506 GO TO STATION NUMBER: 799//506 DEVICE: UCX/TELNET Right Margin: 80// DELINQUENT RECONCILIATIONS EXCEPTION LISTING MARCH 31, 2011 18:19 PAGE 1 PAYMENT CHARGE DATE TOPURCHASE TRANSACTION RECEIPT RECONCILE RECONCILEORDER DATE DATE DATE CARD HOLDER TIMESPAN--------------------------------------------------------------------------------688-A10032 12/6/2010 12/6/2010 02/10/11 BRADLEY, TAMMY 45688-A19029 12/6/2010 12/6/2010 02/09/11 CROFT, SUSAN 44

Timeliness of reconciliations is monitored and is reported. Timely reconciliationis also on the Financial Indicators for facilities.Timeliness of reconciliations is monitored and is reported. Timely reconciliationis also on the Financial Indicators for facilities.

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This option creates a report showing buyer, vendor, and status information for Purchase Card orders within a selected date range.

This option creates a report showing buyer, vendor, and status information for Purchase Card orders within a selected date range.


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Fiscal Daily Review

Enter beginning date: 010111 JAN 1, 2011Enter ending date: 103111 JAN 31, 2011Do you want to see delivery orders? y YESDEVICE: LASERDP RIGHT MARGIN: 80// 132

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FISCAL DAILY REVIEW REPORT PAGE: 1PURCHASE DATE BUYER VENDOR AMOUNTSTATUS TRANSACTION PO NUMBER--------------------------------------------------------------------------------CONTROL POINT: 101JAN 27, 2011 SIDON, FAUSTINO JR FRESENIUS USA INC/ILLINOIS 2734.96Ordered and Obligated 688-A16171JAN 20, 2011 SIDON, FAUSTINO JR SIEMENTS WATER TECHNOLOGY 3547.56 Pending Contracting Offic 688-A16126JAN 20, 2011 SIDON, FAUSTINO JR ANGIODYNAMICS 642.00Transaction Complete 688-P19728JAN 5, 2011 SIDON, FAUSTINO JR DYNAMIC DIAGNOSTIC INC 22.00Transaction Complete 688-P18371

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This option creates a report of Purchase Card orders sorted by the status of unpaid, paid or both, for a selected date range

This option creates a report of Purchase Card orders sorted by the status of unpaid, paid or both, for a selected date range


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option History of Purchase Card Transactions

Enter beginning date: 123110 DEC 31, 2010Enter ending date: 123110 DEC 31, 2010 Select one of the following: P Paid U Unpaid B Both

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DEVICE: LASERDP RIGHT MARGIN: 80// HISTORY OF PURCHASE CARD TRANSACTIONS REPORT - PAID PAGE: 1FCP PO NUMBER PURCHASE DATE BUYER VENDOR AMOUNT COST CENTER BUDGET OBJECT CODEFIRST LINE ITEM DESCRIPTIONSTATUS---------------------------------------------------------------------------------------------------------------060 506-P18169 DEC 31, 2010 SWEET, BILL MALLINCKRODT 120.12 822100 2632 Other Medical and Dental Supplies Radiopharm 1/4/11Reconciled - Amended 060 506-P18014 DEC 31, 2010 WINE, JENNIFER RECKITT BENCKISER PH54.00 822100 2631 Drugs, Medicines and Chemical Suppl 2X2 LITER CONDITIONER, 1X2 LITER BUFFER ASTRATransaction Complete::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::: CONTROL POINT 060 SUBTOTAL: 174.44

Typically the option used is unpaidas this helps identify outstandingItems.

Typically the option used is unpaidas this helps identify outstandingItems.

STATUS: Both

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This option creates a report of account information stored in File 440.5 sorted by Approving Official and cardholder. The data can be selected for Active or Inactive cards or all cards.

This option creates a report of account information stored in File 440.5 sorted by Approving Official and cardholder. The data can be selected for Active or Inactive cards or all cards.


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: IMPAC Account Information

Select Purchase Card Coordinator's Menu Option: imPAC Account InformationPlease select the type of Purchase Cards you wish to display: Select one of the following: A Active I Inactive B Both

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IMPAC ACCOUNT INFORMATION MAR 4,2011 07:59 PAGE 1CARD HOLDER SERVICE/SECTION MAIL CODE PHONE SINGLE MONTHLY PURCHASE PURCHASE INACTIVE LIMIT LIMIT FUND CONTROL POINT COST CENTER BUDGET OBJECT CODE--------------------------------------------------------------------------------

APPROVING OFFICIAL: BONNER,RITA J PURCHASE CARD NUMBER: 1111111111111111 STATION NUMBER: 777BUCHHOLZ,ELIZABETH D EMPLOYEE EDUCATION SERVICE 205-731-1812 NO 50000.00 200000.00 800 DEFAULT FOR PURCHASE 860500 2660 Operating Supplies

PURCHASE CARD NUMBER: 2222222222222222 STATION NUMBER: 777GAMBLE,BARBARA J EMPLOYEE EDUCATION SERVICE 205-731-1812 NO 50000.00 200000.00 800 DEFAULT FOR PURCHASE 860500 2660 Operating Supplies

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This report will identify and inactivate any cards that have an expiration date greater than date report is run.

This report will identify and inactivate any cards that have an expiration date greater than date report is run.


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Inactivate Expired Charge Cards

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Select Purchase Card Coordinator's Menu Option: inactivate Expired Charge CardsReady to inactivate expired charge cards before 05/26/11? NO// y YESIFCAP INACTIVATE EXPIRED CHARGE CARDS BEFORE 05/26/11 SCHEDULED WITH TASK #184606

Typically cards will be inactivated at the time an employee Leaves or shortly there after. The cards have to be kept in an active status until all charges are cleared.

Typically cards will be inactivated at the time an employee Leaves or shortly there after. The cards have to be kept in an active status until all charges are cleared.

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This option creates a report of incomplete Purchase Card orders. Orders created by users (card holder or surrogate) but not approved for release from the service.

This option creates a report of incomplete Purchase Card orders. Orders created by users (card holder or surrogate) but not approved for release from the service.


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Incomplete Purchase Card Orders Report

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Select STATION NUMBER ('^' TO EXIT): 658// SALEM, VASelect FISCAL YEAR ('^' to EXIT): 11// Please select a device for printing this report.DEVICE: LAT RIGHT MARGIN: 80// INCOMPLETE PURCHASE CARD ORDERS REPORT MAR 3, 2011@11:57:42 PAGE 1PURCHASE CARD ORDER PO DATE SUPPLY STATUS BUYER DATE PO ASSIGNED---------------------------------------------------------------------------------------------------------------------658-Q13790 MAR 3, 2011 Order not Completely Prepared DIVINE, JANICE MAR 3, 2011@11:53658-Q13789 MAR 3, 2011 Order not Completely Prepared MARK, ANITA MAR 3, 2011@11:42658-Q13644 MAR 1, 2011 Order not Completely Prepared GREEN, JOE MAR 1, 2011@9:48658-Q13551 FEB 20, 2011 Order not Completely Prepared CONNER, CLIFF FEB 20, 2011@ 10:45

The orders should be reviewedAnd either processed or cancelledThe orders should be reviewedAnd either processed or cancelled

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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Select Purchase Card Coordinator's Menu Option: Print Unregistered Credit Card Charges

This report will identify any charge entry in File 440.6 that does not have a corresponding credit card entry in File 440.5.

This report will identify any charge entry in File 440.6 that does not have a corresponding credit card entry in File 440.5.

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Select Purchase Card Coordinator's Menu Option: print Unregistered Credit Card ChargesDEVICE: UCX/TELNET Right Margin: 80// Unregistered Credit Card Charges MAY 26,2011 14:42 PAGE 1Credit Card # PO Date Vendor P.O. # TXN Ref Charge $AMT Charge Id TXN DATE STATUS--------------------------------------------------------------------------------XXXXXXXX3798 MAY 17,2011 CK #2230 STOP PAYMENT FEE

A2433500614338714233732 10.00 C65811470005001 MAY 28,2011 NONE

XXXXXXX3822 MAY 20,2011 N2460600614204000041742 249.61

C65811470006001 MAY 28,2011 NONE

XXXXXXXX4754 MAY 21,2011 1SALEM OFF SUPPLY INC ~ A2433500614438714436905 29.10

C65811470008001 MAY 28,2011 NONE

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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Purchase Card Information List

This report can be run for a range of cardholders or all cardholders. It will list the cardholder, the card name, Approving and Alternate Approving Officials, and surrogates.

This report can be run for a range of cardholders or all cardholders. It will list the cardholder, the card name, Approving and Alternate Approving Officials, and surrogates.

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Select Purchase Card Coordinator's Menu Option: Purchase Card Information ListSTART WITH CARD HOLDER: AA//GO TO CARD HOLDER: ZZ// *Previous selection: PURCHASE CARD NAME from AA to ZZSTART WITH PURCHASE CARD NAME: AA//GO TO PURCHASE CARD NAME: ZZ//*Previous selection: STATION NUMBER from 488 to 799START WITH STATION NUMBER 488:// 506GO TO STATION NUMBER: 799//506DEVICE: UCX/TELNET Right Margin: 80//

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PURCHASE CARD INFORMATION LIST MAR 3, 2011 14:50 PAGE 1CARD HOLDER PC CARD NAME APP OFFICIAL ALT OFFICIAL

SURROGATE USER--------------------------------------------------------------------------------------------------------------------------------

STATION NUMBER: 506LULU, TAMMY LULU 0152A1 FRIEND, JEFF NONO, ANGIE

LULU, TAMMY

STATION NUMBER 506CHANGE, JILL CHANGE 0162A1 FRIEND, JEFF

CHANGE, JILL

Use to monitor separation of duties - Can monitor and reviewWho is assigned each function making sure don’t have individualsHaving a credit card and also being an approving official

Use to monitor separation of duties - Can monitor and reviewWho is assigned each function making sure don’t have individualsHaving a credit card and also being an approving official 230


This option creates a report of totals for each Purchase Card and each control point, and the percentage of Purchase Card orders for each control point. You can select a date range for the report. The report will generate statistics for all Purchase Card orders for the station for the date range you selected, sorted by Control Point. The report also shows the average dollar cost per card in the Control Point, and the average number of line items on each card. It also shows the percentage of Purchase Card orders for all orders for each Control Point.

This option creates a report of totals for each Purchase Card and each control point, and the percentage of Purchase Card orders for each control point. You can select a date range for the report. The report will generate statistics for all Purchase Card orders for the station for the date range you selected, sorted by Control Point. The report also shows the average dollar cost per card in the Control Point, and the average number of line items on each card. It also shows the percentage of Purchase Card orders for all orders for each Control Point.

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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Purchase Card Statistics

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PURCHASE CARD STATISTICS REPORT MAR 3, 2011@18:04:01 PAGE: 1PURCHASE CARD NAME PO # LINE ITEMS AMOUNT DATE PLACED--------------------------------------------------------------------------------FCP: 19 BUYER: SIDON, FAUSTINOSIDON CP019 P15117 2 1149.00 JAN 5, 2011SIDON CP019 P19848 5 2621.00 JAN 20, 2011SIDON CP019 P19728 1 642.00 JAN 20, 2011SIDON CP 019 P19725 1 22.00 JAN 25, 2011SIDON CP019 P19581 7 2734.96 JAN 27, 2011AVERAGE DOLLAR COST FOR CARD: $1433.82 AVERAGE LINE COUNT FOR CARD: 3.20% OF PC ORDERSFOR CP 19: 100.00PC ORDER COUNT: 5 TOTAL ORDER COUNT: 5PC SUBTOTAL: 7169.12

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This report lists the time elapsed from order creation through reconciliationThis report lists the time elapsed from order creation through reconciliation


234

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Purchase Card Timely Commitment Report

* Previous selection: PURCHASE CARD HOLDER From AA to ZZ START WITH PURCHASE CARD HOLDER: AA// GO TO PURCHASE CARD HOLDER: ZZ// *Previous selection: VALIDATION DATE/TIME from Jan 1, 2011 to Jan 31, 2011@24:00

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START WITH VALIDATION DATE/TIME: Jan 1, 2011// (JAN 1, 2011) GO TO VALIDATION DATE/TIME: Jan 31, 2011// (JAN 31, 2011) *Previous selection: STATION NUMBER from 488 to 799 START WITH STATION NUMBER: 488// 799 GO TO STATION NUMBER 799//DEVICE: UCX/TELNET Right Margin: 80//PURCHASE CARD TIMELY COMMITMENT REPORT MAR 5, 2011 10:25 PAGE 1 INCEPTION COMMITMENT PURCHASE PURCHASE TO TO ORDER ORDER DATE DATE COMMITMENT RECONCILE NUMBER DATE SIGNED RECONCILED (DAYS) (DAYS)CARD HOLDER-------------------------------------------------------------------------------------------------------------------------------799-P10059 01/07/11 01/07/11 01/07/11 0 0LULU, TAMMIE799-P10066 01/15/11 01/15/11 01/21/11 0 3LULU, TAMMIE799-P10057 01/05/11 01/05/11 01/12/11 0 5PETTY, EVILINER799-P10064 01/12/11 01/12/11 01/22/11 0 7PETTY, EVILINER 236


237

IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Reconciled Purchase Card Transactions

This option creates a report of reconciled Purchase Card orders. The report is sorted by card holder and displays the Vendor, status of the order, charge reference number, Amount reconciled, charge Vendor and if amount reconciled was identified as the Final Charge.

This option creates a report of reconciled Purchase Card orders. The report is sorted by card holder and displays the Vendor, status of the order, charge reference number, Amount reconciled, charge Vendor and if amount reconciled was identified as the Final Charge.

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Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DCEnter beginning date: 010111 JAN 1, 2011Enter ending date: 013011 JAN 30,2011DEVICE: UCX/TELNET Right Margin: 80//RECONCILED PURCHASE CARD ORDERS MAR 3, 2011@10:39:28 PAGE 1P.O. DATE DATE RECONCILED ORDER # $AMT TYPE(S/D)VENDOR DESCRIPTION STATUSDOC-REF # RECONCILED $AMT RECONCILE VENDOR FINAL CHARGE--------------------------------------------------------------------------------BUYER: LONG, TAMMIEJAN 7, 2011 JAN 7, 2011 688-P15707 9.00 DETAILEDA1 SUPPLIES COVER ARMBOARD 9 INCH ReconciledC-688100P15707 9.00 A1 SUPPLIES YES RECONCILED SUBTOTAL - $9.00JAN 27, 2011 JAN 27, 2011 688-P15706 110.00 SIMPLIFIEDKELLY LAB SUPPLIES TESTING KITS1A3, 1/27/11ReconciledC-688100P15706 110.00 KELLY LAB SUPPLIES YES RECONCILED SUBTOTAL - $110.00 239

This option creates a report showing the unpaid Purchase Card order total for each control point.

This option creates a report showing the unpaid Purchase Card order total for each control point.


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Summary Report of Unpaid PC Transactions

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Select Purchase Card Coordinator's Menu Option: summary Report of Unpaid PC TransactionsSelect STATION NUMBER (‘^’ TO EXIT): 506//Please select a device for display/print of this report.DEVICE: UCX/TELNET Right Margin: 80// UNPAID PURCHASE CARD TRANSACTION BY FCP - SUMMARY MAR 3, 2011 PAGE 1 STATION #: 506--------------------------------------------------------------------------------CONTROL POINT: 20 TOTAL: $11237.00CONTROL POINT: 36 TOTAL: $90.50CONTROL POINT: 40 TOTAL: $337.76CONTROL POINT: 45 TOTAL: $700.78CONTROL POINT: 60 TOTAL: $51576.69CONTROL POINT: 76 TOTAL: $2595.20CONTROL POINT: 86 TOTAL: $267.45CONTROL POINT: 88 TOTAL: $1004.27CONTROL POINT: 100 TOTAL: $1612.25

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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Unapproved Reconciliations

This option generates a report of reconciled Purchase Card orders that have not been approved by an official, sorted by approving official, control point, an cardholder.

This option generates a report of reconciled Purchase Card orders that have not been approved by an official, sorted by approving official, control point, an cardholder.

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Select STATION NUMBER (‘^” TO EXIT): 506//Enter beginning date: 070111 JUL 1,2011Enter ending date: 093011 SEP 30,2011Do you want to include all officials in this report? YESDEVICE: UCX/TELNET Right Margin: 80//

This report is used to monitor reconciliations completed but not approved by the approving official. Should be reconciled within 14 daysThis report is used to monitor reconciliations completed but not approved by the approving official. Should be reconciled within 14 days

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UNAPPROVED RECONCILIATION REPORT APR 10, 2011@12:04:44 PAGE: 1STATION NUMBER: 506PURCHASE DATE PC ORDER # CARDHOLDER FCP AMOUNT DATE RECONCILED------------------------------------------------------------------------------------------------------------------------------- APPROVING OFFICIAL: DOLECKI, TIM

JAN 9, 2011 506-P10901 MOORE, ANGIE 910 121 PROSTHETIC REPAIR 175.00 JAN 15, 2011

FEB 20, 2011 506-P15931 GERRY, VICKI 911 121 PROSTHETIC 2360.00 FEB 25, 2011

MAR 1, 2011 506-P16120 MOORE, ANGIE 921 121 PROSTHETIC HO 2995.00 MAR 5, 2011

MAR 15, 2011 506-P17845 ANGLE, ARTHUR 910 121 PROSTHETIC REP 245.00 MAR 17, 2011

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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Unreconciled Austin Payment Transactions

This option is used to print payment transaction data that have not been reconciled to a Purchase Card order.

This option is used to print payment transaction data that have not been reconciled to a Purchase Card order.

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Select Purchase Card Coordinator's Menu Option: Unreconciled Austin Payment Transactions *Previous selection: CARD HOLDER from AA to ZZSTART WITH CARD HOLDER: AA//GO TO CARD HOLDER: ZZ// *Previous selection STATON NUMBER from 488 to 799START WITH STATION NUMBER: 488//GO TO STATION NUMBER: 799//DEVICE: UCX/TELNET Right Margin: 80//

Run this to ensure payments are being reconciled timely.Cardholders have 5 days in which to reconcile.Run this to ensure payments are being reconciled timely.Cardholders have 5 days in which to reconcile.

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UNRECONCILED AUSTIN PAYMENT TRANSACTIONS MAR 3, 2011 11:47 PAGE 1TRANSACTION

CARD HOLDER DATE AMOUNT MERCHANT NAME ORACLE DOCUMENT ID--------------------------------------------------------------------------------------------------------------------- STATION NUMBER: 506

ALLEN, JOANNE FEB 26, 2011 1000.00 VETERAN CANTEEN C50610569012001

ALLEN, JOANNE MAR 2, 2011 6928.56 RECKITT BENCKISER PHAR C50610609017001

ALLEN, JOANNE MAR 2, 2011 250.00 VETERANS CANTEEN C50610609018001 ----------SUBTOTAL 8178.56SUBCOUNT 3SUBMEAN 2726.19 250


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IMPAC Account Information Incomplete Purchase Card Orders Report Print Unregistered Credit Card Charges Purchase Card Information List Purchase Card Statistics Purchase Card Timely Commitment Report Reconciled Purchase Card Transactions Retrieve Unregistered Credit Card Charges Summary Report of Unpaid PC Transactions Unapproved Reconciliations Unreconciled Austin Payment Transactions Unreconciled Purchase Card TransactionsSelect Purchase Card Coordinator's Menu Option: Unreconciled Purchase Card Transactions Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON, DCEnter beginning date: 100110 OCT 1, 2010Enter ending date: t MAY 30,2011DEVICE: UCX/TELNET Right Margin: 80//

This option creates a report of Purchase Card orders that have not been reconciled to a charge

This option creates a report of Purchase Card orders that have not been reconciled to a charge

Run this to monitor orders that arenot reconciled. Work with Cardholder to verify that charges have not beenreconciled inappropriately to other orders.

Run this to monitor orders that arenot reconciled. Work with Cardholder to verify that charges have not beenreconciled inappropriately to other orders.

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UNRECONCILED PURCHASE CARD ORDERS MAY 30, 2011@12:02:32 PAGE 1P.O. DATE ORDER # $AMT TYPE(S/D) VENDOR DESCRIPTION STATUS COMMENTS--------------------------------------------------------------------------------BUYER: ALLEN, JOANNEDEC 06, 2010 688-P15029 48.00 DETAILED ROCK CONNECTION LLC Ice Melt for Winter StormComplete Order Received ICE MELT NEEDED FOR SNOW/ICE REMOVALMAY 04, 2011 688-P15160 165.00 DETAILED A1 MEDICAL SUPPLIES NEEDLE JAMSHIDI BONE Ordered (No Fiscal Action Required)NEEDED FOR SURGERY BUYER SUBTOTAL - $213.00BUYER: LEE, TEDOCT 15, 2010 688-P11234 75.00 DETAILEDKELLY LAB SUPPLIES LAB TEST KITSComplete Order ReceiveedLab Test Kits needed to process blood tests

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This option is found only in the Budget Menu Options and is not under the purchase card menu options

This option is found only in the Budget Menu Options and is not under the purchase card menu options

Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUESTSelect Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point BalanceSelect Transaction Menu Option: Accrual (Monthly)

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Select STATION NUMBER ('^' TO EXIT): 612// 688 WASHINGTON,DCFor Accrual Month/Year: 11/10// Fiscal Month/Year: 02/2011 Select one of the following: 1 Compile/Print Monthly Accrual 2 Edit Monthly Accrual Amount 3 Generate/Rebuild FMS SV-DocumentSelect Number: 1 Compile/Print Monthly AccrualReady to Compile/Print? NO// YES DEVICE: LATCompiling...

Processing the accrual is a 3 step process1.Compile – this will produce the accrual document which needs to be reviewed for correct costing and for appropriate dollars amounts (can’t accrue Negative numbers)2.Edit – allows information to be corrected in order for the accrual to accept. Edit the accrual to zero out the negative numbers.3.Generate – sends the information through the batch process to FMS for recording. (facilities in September will sometimes process the accrual online FMS instead of submitting it through the normal process as the normal process is an overnight and may not accept nor have the opportunity to get it corrected by the end of the year.

Processing the accrual is a 3 step process1.Compile – this will produce the accrual document which needs to be reviewed for correct costing and for appropriate dollars amounts (can’t accrue Negative numbers)2.Edit – allows information to be corrected in order for the accrual to accept. Edit the accrual to zero out the negative numbers.3.Generate – sends the information through the batch process to FMS for recording. (facilities in September will sometimes process the accrual online FMS instead of submitting it through the normal process as the normal process is an overnight and may not accept nor have the opportunity to get it corrected by the end of the year. 255

IFCAP Accrual Report for 11/2010 Printed on 11/15/2010Station: 688FUND/BBFY/AO/ACC/CC/BOC UNPAID PO UNRECON ACCRUAL0160A1/2011/10/0100201C3/800100/2510 138.00 0.00 138.000160A1/2011/10/0100201C3/800100/2660 41.00 0.00 41.000160A1/2011/10/0100201C3/810800/2511 13.00 0.00 13.000160A1/2011/10/0100201C3/810800/2580 63.90 0.00 63.900160A1/2011/10/0100201C3/810800/2660 570.00 0.00 570.00 SUBTOTAL 825.90 0.00 825.900160A1/2011/10/010050100/850100/2220 22.00 0.00 22.00 SUBTOTAL 22.00 0.00 22.000160A1/2011/10/894/824300/2510 318.00 0.00 318.00 SUBTOTAL 318.00 0.00 318.000160A1/2011/10/012/810800/2510 44.00 0.00 44.00 SUBTOTAL 44.00 0.00 44.004537B/1994/90/010044100/600000/2697 200.00 0.00 200.004537B/1994/90/010044100/600000/2698 100.00 0.00 100.00 SUBTOTAL 300.00 0.00 300.00TOTAL 1517.40 0.00 1517.40

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Select STATION NUMBER ('^' TO EXIT): 612// 688 WASHINGTON,DCFor Accrual Month/Year: 11/10// Fiscal Month/Year: 02/2011 Select one of the following: 1 Compile/Print Monthly Accrual 2 Edit Monthly Accrual Amount 3 Generate/Rebuild FMS SV-DocumentSelect Number: 2 Edit Monthly Accrual AmountReady to Edit? NO// YES------------------------------------------------------------------------------Select Fund Code or FCP/PRJ (ACC) Code: 01 1 0110/2011///840100/1092 2 0160A1/2011/10/0100201C3/800100/2510 3 0160A1/2011/10/0100201C3/800100/2660 4 0160A1/2011/10/0100201C3/810800/2511 5 0160A1/2011/10/0100201C3/810800/2580 TYPE '^' TO STOP, OR

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CHOOSE 1-5: 3Accrual Account: 0160A1/2011/10/0100201C3/800100/2660Unpaid P.C.O Amount: 41.00 Unreconcilled Amount: 0.00Calculated Accrual Amount: 41.00EDITED ACCRUAL AMOUNT: 42.50COST CENTER: 850100 Plant Operations//BOC: 2660 Operating Supplies and Materials// -----------------------------------------------------------------------------Select Fund Code or FCP/PRJ (ACC) Code:

If a line needs to be deleted edit and change amounts to zero.Can change the Cost Center or BOC will sometimes need to do because information is picked up from the orders in the system and a order could have been input with the incorrect costing. Can change as many line items as necessary.

If a line needs to be deleted edit and change amounts to zero.Can change the Cost Center or BOC will sometimes need to do because information is picked up from the orders in the system and a order could have been input with the incorrect costing. Can change as many line items as necessary.

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Select STATION NUMBER ('^' TO EXIT): 612// 688 WASHINGTON,DCFor Accrual Month/Year: 11/10// Fiscal Month/Year: 02/2011 Select one of the following: 1 Compile/Print Monthly Accrual 2 Edit Monthly Accrual Amount 3 Generate/Rebuild FMS SV-DocumentSelect Number: 3 Generate/Rebuild FMS SV-DocumentReady to Generate/Rebuild Document? NO// YESGenerating the monthly accrual FMS SV-Document

Will show on Part 2 of Running Balance as an “SV” transaction. Will not affect the Control Point side since the purchase card orders are already deducted from the Control Point side in Part 1. Only impacts the Fiscal side of Part 2 since this side was not previously reduced in Part 1.

Will show on Part 2 of Running Balance as an “SV” transaction. Will not affect the Control Point side since the purchase card orders are already deducted from the Control Point side in Part 1. Only impacts the Fiscal side of Part 2 since this side was not previously reduced in Part 1.

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Select Funds Distribution Program Menu Option: Print Menu Selected Control Points Range of Transactions Transfer of Disbursing Authority Detailed Appropriation Summary Appropriation Summary Totals FTEE Summary by Appropriation Budget Distribution Reports Menu ... Control Point List FCP BOC List Control Point PO List Audit Reports Menu ... 826 (IFCAP) Report

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Detailed Report of Unpaid PC Transactions by FCP Display 2237 Request FCP Accounting Elements Fiscal Daily Review Fiscal Pending Action History of Purchase Card Transactions Purchase Card Statistics Reconciled Purchase Card Transactions Unreconciled Austin Payment Transactions Unreconciled Purchase Card Transactions Year To Date Accrual Select Print Menu Option: Year To Date Accrual

Compiling...IFCAP YTD Detail Accrual Report for 2011 Printed on 12/10/2010@074306Station: 506

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FUND/BBFY/AO/ACC/CC/BOC UNPAID PO UNRECON ACCRUAL0152A1/2011/10/0100243G3/840100/2580 72.91 0.00 72.91 506-P15019 11/20/10 72.910152A1/2011/10/0100243G3/840100/2660 0.00 1497.55 -1497.55 SUBTOTAL 72.91 1497.55 -1424.640152A1/2011/10/010040127/840100/2584 1725.00 0.00 1725.00 506-P16113 12/04/10 1725.00 SUBTOTAL 1725.00 0.00 1725.000152A1/2011/10/010040242/844100/2424 324.15 0.00 324.15 506-P15396 11/24/10 0.00 506-P15423 11/25/10 100.00 506-P16179 12/07/10 224.150152A1/2011/10/010040242/844100/3127 2927.36 0.00 2927.36 506-P16255 12/08/10 2927.36 SUBTOTAL 3251.51 0.00 3251.510152A1/2011/10/010040700/840700/2580 120.00 0.00 120.00 506-P14506 11/17/10 120.000152A1/2011/10/010040700/840700/2660 0.00 120.00 -120.00 SUBTOTAL 120.00 120.00 0.00

Helps to further track outstanding purchase card orders by CP and costingand provides the purchase card number that still require action

Helps to further track outstanding purchase card orders by CP and costingand provides the purchase card number that still require action

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