WELCOME TO THE FINANCIAL SERVICES CENTER AUSTIN, TEXAS A/O FEB 2009

WELCOME TO THE FINANCIAL SERVICES

CENTERAUSTIN, TEXAS

A/O FEB 2009

TABLE OF CONTENTS CONSTRUCTION ACCOUNTING CLASS

Section 1 -Course Outline1.2 – 1.3 -Objective1.4 -Course Overview

Section 2 -Budget Execution2.1 – 2.7 -Initiating the TDA2.8 – 2.18 -Funding and Budget Tables2.19 -Program Class Listing2.20 -Description of Inpatient & Outpatient Care2.21 – 2.22 -Application Table Descriptions2.23 -Accounting Element Definitions

Section 3 -Obligations3.1 – 3.10 -FMS Tables3.11 – 3.13 -SO Obligation3.14 – 3.16 -AO Obligation3.17 – 3.18 -CO Obligation3.19 -Construction Appropriations3.20 -FMS Procedures Guide for Obligations

Section 4 -Payment Processing4.1 -PV, MV, PG, CT Info

4.2 – 4.6 -PV Document 4.7 – 4.23 -MV Document 4.24 – 4.28 -PG Document

4.29 -CT Document 4.30 -Prompt Pay Determination 4.31 -FMS Procedures Guide for Payments

Section 5 5.1-5.9 -Expenditure Transfer

Section 6 6.1-6.4 -Research for Check Number or Trace Number

Section 7 7.1 – 7.7 -Reconciliation (Balance/Audit Construction CPM

Section 8 8 – 8.2 -RSD Overview8.3 – 8.6 -WIP Report, SV708.7 -F744 Trial Construction Balance

Section 9 -Miscellaneous (FMS info, Prompt Pay Codes, Certified Payment info, Proforma, FMS tables)

1

CONSTRUCTION ACCOUNTING

COURSE OUTLINE

1.1

Instructors: Benita Temple Leticia Sierra

Class Schedule:

Class begins at 8:30 AM

Class ends at 4:00 PM

1.2

OBJECTIVE

• The objective of this course is to provide an overview of construction accounting including budget, “hands-on” obligation and payment processing in the Financial Management System (FMS).

1.3

Upon completion of this course the student will be able

to:

Identify budget sub-system tables relating to unobligated balances

Describe the allotment of funds and usage of various projects

Explain procedures for project requests and funds distribution

Use FMS to: Process obligations and

payments Determine the status of

construction projects Reconcile projects through the

use of FMS tables

1.4

COURSE OVERVIEW INTRODUCTION BUDGET

PROCESS:Project requestsInitiating station TDA’sFunding projects in FMSVerification of Funding

OBLIGATIONS:Establish new obligationsModify existing obligations

PAYMENTS:VouchersModifications

MISC OTHER:Expenditure TransfersReconciliationsRSD ReportsPrompt PayProformaFMS TablesOther Helpful Information

2

BUDGET EXECUTION

2.1

INITIAL REQUEST TO ESTABLISH A PROJECT

• Major (36X0110)VISN submits a 5 year plan in the CAMS Building and Land Portfolio online application.A concept paper (CP) is evaluated by the VA Capital Investment Panel (CIP).If the CP is accepted, the next step is to prepare the business case application and submit online using CAMS.Proposals of all asset types are presented to the SMC as a prioritized list of investments. The SMC members review the list and vote on which projects will be included in the annual budget request.

• Minor (36X0111)Facilities submits an electronic 1193 in the VSSC Capital Asset DatabaseVISNs submit their lists to VHA Capital Asset Management and Planning Service (CAMPS) (10NR). The plan must be concurred and approved by the Office of Asset and Enterprise Management (OAEM) (004B).

Note: 36X4538 (Construction/Operation of Parking Garage) was deactivated for FY 05, however active projects prior to FY 05 will continue to be processed using 36X4538.

2.2

POSTING THE NEW YEAR’S BUDGET

Fund: 0111 Minor Construction

Source: Final Appropriations BillSteps: • Receive Final Appropriations Bill• Verify Minor Construction funding

categories specified in the appropriations bill exists on the Program Class Table (PCLS). If fund categories do not exist on the PCLS, add them.

• Calculate total budget for all Minor Construction funding categories specified in the Appropriations Bill.

• Verify the availability of funds on the Allotment Table (ALOT).

• Enter Allowance (AL) documents to post funds for each funding category.

• Verify allowance entries on the Allowance table (ALLW).

2.3

ENTERING ESTIMATED APPROVED COSTS FOR A DIRECTLY APPROPRIATED

PROJECTFund: 0110 Major ConstructionSource: Form 6227, Construction Cost

Estimates

Steps:• Receive Form 6227, Construction Cost

Estimates• Verify the availability of funds on the

Project Suballowance Spending Control Table (SAS2)

• Enter an allocation on the Project Table (PROJ) for each project/control point. Verify allocation entry on the Project Table (PROJ).

2.4

ISSUING CONTROL POINT ALLOTMENTS FOR A DIRECTLY

APPROPRIATED PROJECT

Fund: 0110 Major ConstructionSource: Major Construction ContractSteps:• Receive Major Construction Contract from

Project Manager.• Locate the project/control point record on

the Project Table (PROJ). Verify the availability of funds on the Project Table (PROJ).

• Enter an allotment for the project/control point. Verify allotment entry on the Project Table (PROJ).

• Repeat steps 2 and 3 for each project/control point on the contract.

• Prepare Transfer of Disbursing Authority (TDA). Include Budget Fiscal Year on the TDA for referencing purposes.

• Send TDA to facilities.

2.5

ISSUING CONTROL POINT ALLOTMENTS FOR A NON-DIRECT

PROJECT

Fund: 0110 Major Construction and 0111 Minor Construction

Source: RequestSteps:• Receive request from Program Manager, Project

Manager, Cemetery, or Regional Office to issue control point allotments for a non-direct project.

• Verify project number exists on the Construction Project Table (PGM2). If the project number does not exist on PGM2, add it.

• Verify the availability of funds on the Allowance Table (ALLW).

• Enter a Suballowance (SA) document to post funds for the project.

• Verify SA entry on the Suballowance Spending Control Table (SAS2).

• Enter an allocation and allotment on the Project Table (PROJ) for each project/control point. Verify allocation and allotment entries on the PROJ.

• Prepare the Transfer of Disbursing Authority (TDA). Include Budget Fiscal Year on the TDA for referencing purposes.

• Send TDAs to the facilities.

2.6

INITIATING THE STATION TDA

• Central Office initially establishes the project record in FMS on the PGM2 table. This table is for construction projects only. After entering BFY and station number on the PGM2, a list of all the projects for this station will be displayed.

2.7

MAJOR & MINOR CONSTRUCTION

ACTION: S TABLEID: PGM2 USERID: S104 BMT

CONSTRUCTION PROJECT DATA SCREEN

KEY IS BFY, STATION, FCP/PROJ PROGRAM PROGRAM PROGRAM PROGRAM

ALLOWANCE BFY STATION FCP/PROJ CLASS CATEGORY TYPE

GROUP PROJECT STATUS --- ------- --------- -------- -------- ------- ------- ---------- ------ 01- 09 523 PROJECT NAME: SHORT NAME: 02- PROJECT NAME: SHORT NAME: 03- PROJECT NAME: SHORT NAME: 04- PROJECT NAME: SHORT NAME: 05- PROJECT NAME: SHORT NAME: 06- PROJECT NAME: SHORT NAME: 07- PROJECT NAME: SHORT NAME:

2.8

PGM2 TABLE

PGM2 Required Fields:

• Budget Fiscal Year• Station Number• FCP/PRJ

– Project Number has 7 characters– Example:

OP3317 (OP 3 317)OP = Class (PCLS Table)3 = Minor Construction Approp.2 = Major Construction Approp317 = Serial Number (PCAT Table)Position 7 = Phase Code (blank

when there is no phase)

2.9

PGM2 TABLE

ACTION: R TABLEID: PGM2 USERID: S104 BMT CONSTRUCTION PROJECT DATA SCREEN KEY IS BFY, STATION, FCP/PROJ PROGRAM PROGRAM PROGRAM PROGRAM ALLOWANCE BFY STATION FCP/PROJ CLASS CATEGORY TYPE GROUP PROJECT STATUS --- ------- --------- -------- -------- ------- ------- ---------- ------ 01- 09 523 IP3345 IP 345 H NI IP3345 H PROJECT NAME: PSYCHIATRIC NURSING UNIT B1-4N SHORT NAME: PSYCH NH B1 02- 09 523 IP3347 IP 347 H NI IP3347 J PROJECT NAME: PRIMARY CARE & ER MOD SHORT NAME: PRIM CARE ER 03- 09 523 OP3310 OP 310 H NI OP3310 J PROJECT NAME: HUNTINGTON HOUSE 1 & 2 SHORT NAME: HUNT HSE 1&2 04- 09 523 OP3317 OP 317 H NI OP3317 J PROJECT NAME: RENOVATE B3 AMB CARE SHORT NAME: RENOV B3 AMB 05- 09 523 OP3317B OP 317 H NI OP3317B J PROJECT NAME: RENOVATE B3 FOR AMB CARE SHORT NAME: RENO B3 AMB 06- 09 523 OP3320 OP 320 H NI OP3320 PROJECT NAME: EYE CLINIC CONSOLIDATION B1-8B SHORT NAME: EYE CL 07- 09 523 OP3330 OP 330 H NI OP3330 N PROJECT NAME: EYE CLINIC CONSOLIDATION B1-8B SHORT NAME: EYE CL

PGM2 TABLE IS FOR CONSTRUCTION PROJECTS ONLY

2.10

REVIEW FUNDING ON SAS2

ACTION: R TABLEID: SAS2 USERID: S104 BMT

*** PCAS SUBALLOWANCE SPENDING CONTROL INQUIRY SCREEN ***

KEY IS BUDGET FISCAL YEARS, FUND, A/O, STN, FCP/PRJ, LMT

BFYS: 09 FUND: 0111 ADM/OFF: 08 STN: 523 F/P: CA3338 LMT:

STN NAME: BOSTON MA VAMC SPENDING CONTROL OVR:

FCP/PRJ DESC: SPEC CARE CLINIC/OUP PAT PHARM FTES/QTY: 000000 STATUS IND: A

APPROVED IND: Y POST QTR: 1 TRANS TYPES - PENDING: 01 APPROVED: 02 POSTED: 03

APRV SUBALLW AMT: 217,616.00 YTD UNLIQ OBLG AMT: 217,616.00

YTD SUBALLW AMT: 217,616.00 EXPENDED AMT: 0.00

PROJ ALLOC AMT: 217,616.00

PROJ UNALLOC AMT: 0.00 UNOBLIG SUBALLW AMT: 0.00

QTR ORIG SUBALLW AMT PEND SUBALLW AMT APRV SUBALLW AMT

1 217,616.00 0.00 217,616.00

2 0.00 0.00 0.00

3 0.00 0.00 0.00

4 0.00 0.00 0.00

QTR END QTR AVAILABLE UNLIQ OBLG AMT EXPENDED AMT

1 0.00 0.00 0.00

2 0.00 0.00 0.00

3 0.00 0.00 0.00

4 0.00 217,616.00 0.00

2.11

JOBT TABLE

ACTION: R TABLEID: JOBT USERID: S104 BMT JOB NUMBER REFERENCE DATA SCREEN KEY IS FISCAL YEAR, JOB NUMBER BUDGET FISCAL YEAR JOB NUMBER JOB DESCRIPTION ------ ---------- ------------------------------ 01- 09 11 CONSTRUCTION CONTRACT 02- 09 12 SITE ACQUISITION/LAND-CO 03- 09 13 CONTINGENCY 04- 09 14 MIS.CONST-CO,STAFF/VBA,OA-CO 05- 09 15 UTILITY AGREEMENTS-CO 06- 09 16 MISC. CONTRACT-STA LEVEL (P&H) 07- 09 17 COMPLETION ITEMS 08- 09 18 DEDICATION/GROUNDBREAKING 09- 09 19 IMPACT FUNDS 10- 09 20 CIH SERVICES 11- 09 21 REIMBURSABLE AUTHORITIES-CO 12- 09 22 TECHNICAL SERVICE DESIGN-STA. 13- 09 23 TECHNICAL SERVICE DESIGN-CO 14- 09 24 DCAA AUDITS-CO 01- 09 25 EQUIPMENT 02- 09 26 CONSTRUCTION MANAGERS-CO 03- 09 27 RESIDENT ENGINEER TRAILER 04- 09 28 VBA-R/O PROJECTS-CONSTRUCTION 05- 09 30 TESTING LABS 06- 09 41 WORKING RESERVE 07- 09 42 ADMINISTRATIVE RESERVE 08- 09 44 CONTINGENCY RESERVE

Job numbers 12, 14, 15, 21, 23, 24, and 26 will not appear onthe daily F718 (RBEUAOV) Report because the funds belong to CO.

2.12

STATION VERIFIES FUNDING

After the funds have been allotted, they will appear on the IWPX and the SPRJ tables. Although these tables are similar, they have unique differences.

1. IWPX scans by the installation wide project number (e.g. 523AA3023/11). This table displays one or multiple BFYs for each project.

2. SPRJ scans by BFY, fund, station number, project number, and job number. This table allows the user to view additional information regarding the project (e.g. unliquidated obligations and accrued expenditures).

2.13

CHECK IWPX FOR AVAILABLE FUNDS

ACTION: R TABLEID: IWPX USERID: S104 BMT

H- INSTALLATION WIDE PROJECT/PROJECT CROSS REFERENCE KEY IS INSTALLATION-WIDE PROJ, PROJECT TABLE KEY INSTALLATION WIDE PROJECT: 523OP3338/13 ¦---------------- PROJECT TABLE KEY ---------------¦ BFYS FUND A/O STN FCP/PRJ RPTG JOB UNOBLIG ALLOTMENT ------ ------ ----- ------- --------- ---- -------- --------------------- 01- 06 0111 523 OP3338 13 2.40 02- 07 0111 523 OP3338 13 10.00 03- 09 0111 523 OP3338 13 134,441.39 04- 05- 06- 07- 08- 09- 10- 11- 12-

NOTE: Multiple BFYs for this Project/Job

This table indicates the BFY, FUND, Station, PRJ, JOB, and Unobligated Allotment.This table scans by the project number and control point.

2.14

SPRJ TABLE ACTION: R TABLEID: SPRJ USERID: S104 BMT

SUBPROJECT REFERENCE DATA SCREEN

KEY IS BFYS, FUND, ADM/OFF, STN, FCP/PRJ, REPORTING CAT, JOB

01-

*** SUB-PROJECT ***

BFYS FUND A/O STN FCP/PRJ RPTG JOB

09 0111 523 OP3338 13

STN NAME: BOSTON MA VAMC

FCP/PRJ DESC: AUDIOLOGY AND SP CONSOLIDATION

ALLOTTED AMT: 48,348.70 FUNDS CONTROL IND: Y STATUS IND: J

PROJECT LEVEL JOB CODE: 13

*** SUBPROJECT-TO-DATE ***

COMMITMENTS: 0.00 BILLING ADJUST: 0.00

UNLIQ OBLIGS: 24,558.61 EXP ADJUST IN: 0.00

EXPENDITURES: 23,790.09 OBLIG ADJUST IN: 0.00

PROJ CHARGES: 0.00

UNOBLIG ALLOT: 0.00

SPRJ indicates the allotted, unliquidated, expensed, and unobligated amounts.This table scans by BFY and the project number. It also allows the user to view additional information pertaining to that particular project.

2.15

SPRJ TABLE ACTION: R TABLEID: SPRJ USERID: S104 BMT SUBPROJECT REFERENCE DATA SCREEN KEY IS BFYS, FUND, ADM/OFF, STN, FCP/PRJ, REPORTING CAT, JOB 01- *** SUB-PROJECT *** BFYS FUND A/O STN FCP/PRJ RPTG JOB 09 0111 523 IP3347 13 STN NAME: BOSTON MA VAMC FCP/PRJ DESC: PRIMARY CARE & ER MOD ALLOTTED AMT: 154,000.00 FUNDS CONTROL IND: Y STATUS IND: J PROJECT LEVEL JOB CODE: 13 *** SUBPROJECT-TO-DATE *** COMMITMENTS: 0.00 BILLING ADJUST: 0.00 UNLIQ OBLIGS: 60,134.57 EXP ADJUST IN: 0.00 EXPENDITURES: 74,483.83 OBLIG ADJUST IN: 0.00 PROJ CHARGES: 0.00 UNOBLIG ALLOT: 19,381.60

How much has been obligated on this project and how much is

available to obligate?

2.16

PSDX TABLEDisplays obligations

and payments

ACTION: R TABLEID: PSDX USERID: S104 BMT *** PROJECT SPENDING CROSS REFERENCE SCREEN *** KEY IS BFYS, FUND, ADM/OFF, STN, FCP/PRJ, RPTG CAT, JOB, AMOUNT TYPE, TRANS ID/LINE, VENDOR BFYS FUND A/O STN FCP/PRJ RPTG JOB 09 0111 523 OP3314 11 AMT LINE TYPE TRANS ID NUM VENDOR FY FM BOC AMOUNT ---- -------------- ---- ------------ -- -- ---- ----------------- 01- E PV 523Z9000201 001 043466509 09 01 3220 50,000.00 02- E VS 523Z9000201 001 043466509 09 01 3220 35.42 03- O CO 523Z90002 001 MISCN 09 01 3220 2,949,992.00 04- 05- 06- 07-

VS document indicates interest was paid on this construction project. Interest is withdrawn from CO funds and creates a negative balance on the IWPX table in JOB 11.

Note: Although the VS transaction hits the 1720 account, VA recognizes purchase discounts lost and late payment penalties as an operating expense in the period incurred. Cost will be recorded net of purchase discounts.

2.17

Construction Interest

• Interest on construction contracts are identified as VS transactions.

• Stations may identify interest by reviewing the Installation Wide Project/Project Cross Reference (IWPX) and Project Spending Cross Reference (PSDX) table in FMS referencing station specific projects.

• VA Central Office (VACO) runs a SAS Job based off the PROJECT REFERENCE DATA SCREEN (PROJ)/IWPX table to create the report and determine the negative balances on projects in the accounting system.

• VACO will withdraw funds from job 13 (contingency) or a job with a whole dollar amount to replenish the line of interest that was paid.

• Job 11 is dollar specific. Interest payments less than $50.00 will be corrected by VACO without inquiries.

• VACO 10NR will send inquires to stations when interest payments are greater than $50.00.

• If a project is in a negative dollar status, stations will not be able to modify or make payments to a project. Stations should contact VACO to correct the negative.

• Contact VACO Construction POC if you have any questions or concerns.

• The following next two pages include an example of the FPC1 Weekly status of Funds Report displaying an interest payment from Job 11 and additional funds added to increase the project and an example of the VACO interest report based on data from FMS tables.

2.18

Example of Interest Report

Sub Sta VENDOR IDCLAIMED AMOUNT

INT DAYS

INT RATE INT PAID

MINOR:

MV 512Z8000101 104 521835349 512 OP3510 72,483.00 3 4.75 28.69

MV 589Z6000215 104 481211707 589 OT3317 8,491.24 1 4.75 1.12

MV 589Z6000215 104 481211707 589 OT3317 61,500.00 1 4.75 8.11

MV 589Z6000215 104 481211707 589 OT3317 10,496.76 1 4.75 1.38

PV 663Z8000202 663 910790680 663 SE3327 2,226.41 38 4.75 11.17

50.47

This report is prepared by Vicki Lang and is sent to Construction Accounting Budget Analystfor their action.

INTEREST CHARGES FOR APRIL 2008

OBLIGATION NUMBER

PROJECT NUMBER

2.19

SPDX TABLE ACTION: R TABLEID: SPDX USERID: S104 BMT

*** SPENDING CONTROL DOCUMENT CROSS REFERENCE INQUIRY SCREEN ***

KEY IS BUDGET FY, FUND, A/O, STN, FCP/PRJ, BOC, AMOUNT TYPE , SPEND DOC

ID/LINE BFY: 09 FUND: 0111 A/O: 08 STN: 523 F/P: IP3347 BOC:

3220

AMT TYPE TRANS ID/LINE AMOUNT

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

01- E PV 523Z8500416 002 26,738.83

02- E PV 523Z8500417 001 47,745.00

03- O CO 523Z85004 003 134,618.40

04- O PV 523Z8500416 002 -26,738.83

05- O PV 523Z8500417 001 -47,745.00

SPDX is BOC DrivenThe AMT TYPE “E” and “O” indicates whether the transaction affectedObligations or Expenditures.

2.20

CHANGING THE STATUS OF AN OPEN PROJECT

Fund: 0110 Major Construction and 0111 Minor Construction

Source: RequestSteps:• Determine and record the

appropriate status for the Fund Control Point/Project on the Project Status Table (PSTA).

• Locate the project number record on the Status of Project Table (STAP).

• Change the status for the Fund Control Point/Project on the STAP.

3

FUND OBLIGATION

3.1

OBLIGATION PROCESSING CHAIN

OBLIGATION RECEIVER PAYMENT

MO RT,RC CT or PVDD

SO SO,AR CT or PVDD

CO MVCO PGAO CT or PV

FSC uses “CT” instead of “PV” because of the DLN.

3.2

CHECK IWPX FOR AVAILABLE FUNDS

ACTION: R TABLEID: IWPX USERID: S104 BMT

H- INSTALLATION WIDE PROJECT/PROJECT CROSS REFERENCE

KEY IS INSTALLATION-WIDE PROJ, PROJECT TABLE KEY

INSTALLATION WIDE PROJECT: 523OP2024/22

¦---------------- PROJECT TABLE KEY ---------------¦

BFYS FUND A/O STN FCP/PRJ RPTG JOB UNOBLIG ALLOTMENT

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

01- 09 0110 523 OP2024 22 20,000,000.00

02-

03-

04-

05-

06-

07-

08-

09-

10-

11-

12-

3.3

AO/CO/SO OBLIGATIONSAO/CO/SO OBLIGATIONS

SF 252 – Architect & Engineer Contract

.22 Tech Svc Design – Station

.23 Tech Svc Design – CO. Used by CO only

The Architect-Engineer Order (AO) is used for:

1) obligating funds for architect-engineer contracts

2) reducing the available budgetary amounts for architect-engineer contracts

SF 1442 Solicitation Offer & Award

.11 Construction Contract

.13 Contingency (for amendments to contracts)

The Construction Contract Order (CO) is used for:

1) obligating funds for construction contracts

2) reducing the available budgetary amounts for contracts

VA 2138

The Service Order (SO) is used for:

1) obligating funds for the purchase of various services

2) reducing the available budgetary amounts for the purchase of services

3) obligating funds for services that need to be accrued (automatic or manual)

MODIFY THESE OBLIGATIONS BY INCREASING OR DECREASING OBLIGATION AMOUNTS

3.4

FUND TABLEFUND TABLEUSE THIS TABLE TO FIND THE FUND

CATEGORY

ACTION: R TABLEID: FUND USERID: S104 BMT FUND REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEARS, FUND 01- BFYS: 09 FUND: 0110 FUND TYPE: G BUD CAT: B DEACT DATE: NO YEAR: Y CARRYOVER: N REVOLVING: N CLOSE LVL: D TREASURY FUND TYPE: A FUND NAME: CONSTRUCTION-MAJOR TREASURY SYMBOL: 36X0110 SHORT NAME: CONSTR-MAJOR FUND CLASS: FUND CATEGORY: C FUND GROUP: MJ AGENCY: 36 AGENCY NAME: DEPT. OF VETERANS AFFAIRS AGY LOC CODE: 36 - 01 - 0000 OMB ID CODE: 1000 SUBCLASS: N BUREAU CODE: - - ALLOW UNOBLIG EXP AGST EXPRD: N CONTROL OPTIONS - APPROPRIATION: C APPORTIONMENT: C ALLOTMENT: C SUB-ALLOTMENT: I ALLOWANCE: C REVENUE BUD: N DIMENSIONS - ALLOTMENT SUB-ALLOTMENT ADM/OFF: Y Y ALLOWANCE STATION: N N PGM DEF PROGRAM/DEF: N / N / PCLS LIMITATION: N N UNAPPLIED DEPOSIT OPT: N MEMO DEPRECIATION TRANS TYPE: RPT224 COLUMN IND: D INTEREST BFYS: FUND: STATION: FCP/PRJ: JOB NO: COST CTR: BOC: RPT CAT:

3.5

FCAT TABLEFCAT TABLEUSE THIS TABLE FOR DESCRIPTION OF FUND

CATEGORY

ACTION: R TABLEID: FCAT USERID: S104 BMT FUND CATEGORY REFERENCE DATA SCREEN KEY IS BUDGET FISCAL YEAR, FUND CATEGORY FUND CAT FY FUND CAT NAME SHORT NAME POSTING -- -------- ------------------------------ ------------ ------- 01- 09 A VETERANS CANTEEN SERVICES VCS Y 02- 09 B REIMBURSABLE APPROPRIATIONS REIMBURSABLE Y 03- 09 C CONSTRUCTION FUNDS CONSTRUCTION Y 04- 09 D PERSONAL FUNDS OF PATIENTS PFOP Y 05- 09 E EXPIRED AUTHORITY EXPIRED FUND Y 06- 09 F SUPPLY FUND SUPPLY FUND Y 07- 09 G GENERAL FUND RECEIPTS GENERAL FUND Y 08- 09 H GENERAL FUND RECEIPTS - AR GFR - AR Y 09- 09 J COMPENSATED WORK THERAPY (CWT) CWT Y 10- 09 K FRANCHISE FUND FRANCH FUND Y 11- 09 L LOAN GUARANTY - MLAC LGY - MLAC Y 12- 09 M MCCF COLLECTION FUND MCCF Y 13- 09 N NON-SPECIFIED (NON-APPROP) NONSPEC-NA Y

3.6

Example of RejectTRANS CODE/TYPE NOT IN ACED

COMMND: DOCID: CT 04 660Z8600201 STATUS: HELD 001-001 OF 001 BATID: SUB STN:01- LINE: 001 REF DOC: MO 660Z86002 REF LINE: 001 ACCP/DEL DATE: 07 15 08 VENDOR INV: INV DATE: LOG DATE: 07 28 08 INV DLN: INT REASON: DISC RSN: LINE TYPE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 2957937 I/D: P/F: LIQ AMOUNT: DESCR: NURSE CALL 3 NORTH TOWER OUTST OBLIG: 65,731.94 BFYS: 06 FUND: 0111 STATION/SAT: 660 FCP/PRJ: CA3318 JOB NO: 16 COST CTR/SUB: 854200 BOC/SUB: 3240 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 01-CPM02-TRAN CODE/TYPE NOT IN ACED Check the ACED table for resolution. Enter BFY, TRANS CODE, TRANS TYPE, VENDOR CAT, AND

BOC. Check the FUND table to determine the FUND CATegory.

ACTION: R TABLEID: ACED USERID: S104 BMT ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC, PROJECT POST TYPE, FUND CATEGORY VENDOR PROMPT TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG -- ---- ---- ------ ------ --------- ---- ---------- ------ 01- 09 CT 01 N 3240 2310 Y DESCRIPTION PAY VOUCHER - CERTIFIED 02- 09 CT 01 N 3240 E 2331 Y DESCRIPTION PAY VOUCHER - CERTIFIED 03- 09 CT 01 N 3240 N 0148 Y DESCRIPTION PAY VOUCHER - CERTIFIED 04- 09 CT 01 N 3240 NK 0148 Y DESCRIPTION PAY VOUCHER - CERTIFIED 05- 09 CT 01 N 3240 NP 0148 Y DESCRIPTION PAY VOUCHER - CERTIFIED 06- 09 CT 01 N 4107 NV 1208 Y

On the ACED table there is no “C” fund category for the CT document.

3.7

ACED TABLEACED TABLECheck Trans Code, Trans Type, Vendor Cat and Fund Check Trans Code, Trans Type, Vendor Cat and Fund

CategoryCategory

There is a “C” fund category on the MV docment. Therefore, user will process the payment with an MV document.

ACTION: R TABLEID: ACED USERID: S104 BMT

ACCOUNTING ENTRIES DEFINITION REFERENCE DATA SCREEN

KEY IS FISCAL YEAR, TRANS CODE, TRANS TYPE, VENDOR TYPE, BUDGET BOC,

PROJECT POST TYPE, FUND CATEGORY

VENDOR PROMPT

TRANS TRANS CAT\ BUDGET PROJECT FUND ACCOUNTING PAY

FY CODE TYPE TYPE BOC POST TYPE CAT ENTRY ID FLAG

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

01- 09 MV 01 N 3240 2310 Y

DESCRIPTION PAY VOUCHER - STRUCTURES

02- 09 MV 01 N 3240 C 2310 Y

DESCRIPTION PAY VOUCHER - WIP

03- 09 MV 01 N 3240 E 2331 Y


04- 09 MV 01 N 3240 N 0148 Y


05- 09 MV 02 N NF 5901 Y

DESCRIPTION OFFSET SO AND ESTAB COGS

06- 09 MV 02 N 2220 NF 5901 Y

DESCRIPTION OFFSET SO AND ESTAB COGS

LEAF TO THE ACEN TABLE TO REVIEW GENERAL LEDGER ACCOUNTS

3.8

ACEN/ACEV TABLEACEN/ACEV TABLEREVIEW GL ENTRIES

ACTION: R TABLEID: ACEN USERID: S104 BMT ACCOUNTING ENTRIES REFERENCE DATA SCREEN KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER FISCAL YEAR: 09 ACCOUNTING ENTRY ID: 2310 ACCOUNTING EVENT TYPE: SP03 SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP -------- ------- -------- ---- ---- -------- ---- ---- -------- --- --- 01- 001 GENJ D 1720 01 N 2122 02 N N N 02- 002 GENJ D 4610 44 N 490N 48 N N N 03- 003 GENJ D 3107 03 N 5700 31 N N N 04-

LEAF TO ACEV TABLE

ACTION: S TABLEID: ACEV USERID: S104 BMT ACCOUNTING EVENT TYPE REFERENCE DATA SCREEN KEY IS ACCOUNTING EVENT TYPE H- ACCOUNTING POST FLAGS REQD EVENT VEND BOC PROJECT FUND CAT FIELD DESCRIPTION ---------- ---- --- ------- -------- ----- ------------------------------ 01- SP03 Y Y N Y Y EXPENDITURE/EXPENSE 02- SP04 N Y N Y Y EXPENSE ONLY 03- SP05 Y N N Y N BALANCE SHEET TRANSFER 04- SP06 N N N Y Y REVENUE REFUND 05- SP07 N N N N N REFUND REIM BILLED EXPEND 06- SP08 N N N N N REFUND REIM BS TRANSFER BILL 07- SP09 N N N N N REFUND REIM REVENUE BILLING 08- SV99 N Y N Y N MISCELLANEOUS 09- TK01 N N N N N TICKETS - PAYABLE 10- TK02 N N N N N TICKETS - PREPAID 11- VS01 N N N N N VOUCHER SELECTION 12- VS02 N N N N N DISCOUNT TAKEN 13- VS03 N N N N N DISCOUNT LOST 14-

THE BOC MUST BE POSTED ON THE ACED IF THERE IS A “Y” ON ACEV AND BOCT

3.9

BOCT TABLEBOCT TABLE

ACTION: R TABLEID: BOCT USERID: S104 BMT

BUDGET OBJECT CODE REFERENCE DATA SCREEN

KEY IS BUDGET FISCAL YEAR, BUDGET OBJECT CODE

FED BOC SUB BOC OBL= REST

BOC OBJ OBJ PS BOC 1099 TRAVEL BUDG POST EXP LKUP DEACT

FY CODE CLS CLS IND IND IND FLAG FLAG LMT FLAG BOC FLAG DATE

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

01- 09 3240 320 32 N N N N N 32 Y Y N

NAME: OTHER STRUCTURES & FACILITIES SHORT: OTH STR & FA

02- 09 3241 320 32 N N C N N 32 N Y N

NAME: OTH STRUCTURES & FAC, NOT CAP SHORT: OT ST/FAC,NC

03- 09 3252 320 32 N N C N N 32 N Y N

NAME: DEC EMERY CLEANUP LAND NON-CAP SHORT: DEE C L NCAP

04- 09 3253 320 32 N N C N N 32 N Y N

NAME: DEC EMERG CLEANUP LAND CAP SHORT: DEE C L CAP

05- 09 3255 320 32 N N C N N 32 N Y N

NAME: HAZ WASTE CLNUP, BLDG&STRC N/C SHORT: HAZ WST CLNU

06- 09 3256 320 32 N N C N N 32 Y Y N

NAME: FORCLSD ACQ PROP-LOAN GUAR-VBA SHORT: FORCLS PROP

07- 09 3257 320 32 N N C N N 32 Y Y N

NAME: FORCLSD ACQ PROP IMPRVMNTS-VBA SHORT: PROP IMPRV

01- 09 2580 250 25 N N C N N 25 N Y N NAME: NON-MED CONTRACT & AGREEMENTS SHORT: NON-MED CNT

If BOC post flag is set to “Y” on this table and on ACEV table, then the BOC must be posted on the ACED table. If either table has an “N,” then the BOC does not need to be posted on the ACED.

3.10

PCLS

ACTION: R TABLEID: PCLS USERID: S104 BMT PROGRAM CLASS REFERENCE DATA SCREEN KEY IS BFY, PROGRAM CLASS REST PROGRAM PROGRAM PROGRAM PROGRAM PROGRAM CLASS LKUP BFY CLASS CATEGORY TYPE GROUP SHORT NAME FLAG --- -------- -------- ------- ------- ------------- ---- 01- 09 OP O/P CARE/SUP N PROGRAM CLASS NAME: OUTPATIENT CARE & SUPPORT 02- 09 OT OTHER N P7OGRAM CLASS NAME: OTHER 03- 09 OU OUTPAT PROGRAM CLASS NAME: OUTPATIENT IMPROVEMENTS 04- 09 PA APF ASSET MT N PROGRAM CLASS NAME: APF ASSET MANAGEMENT 05- 09 PC APF-NCS PROGRAM CLASS NAME: ADV PLANNING FUND CEMETARIES 06- 09 PE PAT ENVIRO PROGRAM CLASS NAME: PATIENT ENVIRONMENTS 07- 09 PK PARK CONST N PROGRAM CLASS NAME: PARKING GARAGE CONSTRUCTION 08- 09 PL PARK LEASE N PROGRAM CLASS NAME: PARKING GARAGE LEASING

NOTE: Program Class indicates the description of each project.

3.11

EXAMPLESERVICE ORDER DOCUMENTEntering a Service Order Document (SO)

for Major Construction

Introduction:

A service order contract has been negotiated for air monitoring services at a VAMC and is ready for input into FMS. A service order document is entered to obligate the funds for the service order. For this order, automatic accrual may or may not be used.

Instructions:

1. The Transaction Code for Service Orders will be SO. Therefore, the document identification will be as follows:

TRAN ADM/OFF ID NUMBER

SO 10 523X910_ _

2. The date of the contract will be used for the SO date field. The accounting period will default to current month.

3. The Budget Fiscal Year and Fund fields will be entered on the header portion of the Service Order screen so they will not have to be repeated for subsequent lines.

4. Auto Accrue field defaults to “Y” if left blank.

5. Use the Quick Reference Guide to enter the SO document.

3.12

SOSO DOCUMENT DOCUMENT

COMMND: DOCID: SO 10 523X910XX_ _ STATUS: 001-001 OF 001 BATID: SUB STN: SERVICE ORDER INPUT SCREEN TRANS TYPE: 01 SO DATE: ACCT PRD: ACTION: E SUB STN: 104 VENDOR CODE: 391097549 NAME: D S ELECTRIC SUPPLY INC CONTRACT NO: ADDR1: P O BOX 2196 BEGIN DATE: 10 01 08 AUTO ACCRUE:N ADDR2: END DATE: XX XX XX FOB: CITY/ST/ZIP: LA CROSSE WI 546022196 DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 100,000.00 BFYS: FUND: 01- LINE: 001 BFYS: 09 FUND: 0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 16 COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG: LINE AMOUNT: 100,000.00 I/D: CLSD BFYS: DESCR: CLSD FUND:

Note: Instructor to provide the END DATE.

3.13

SO SO MODIFICATIONMODIFICATION

ExampleExampleCOMMND: DOCID: SO 10 523X910XX _ STATUS: 000-000 OF 000 BATID: SO 10 FSC001 SUB STN: SERVICE ORDER INPUT SCREEN TRANS TYPE: SO DATE: ACCT PRD: ACTION: M SUB STN: VENDOR CODE: NAME: CONTRACT NO: ADDR1: BEGIN DATE: AUTO ACCRUE: ADDR2: END DATE: FOB: CITY/ST/ZIP: DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 1000.00 BFYS: FUND: 01- LINE: 001 BFYS: FUND: STATION/SAT: / FCP/PRJ: JOB NO: COST CTR/SUB: / BOC/SUB: / REPT CATG: LINE AMOUNT: 1000.00 I/D: I CLSD BFYS: DESCR: CLSD FUND:

Be sure to enter the increase (I) or decrease (D) on a modification.

3.14

ARCHITECT-ENGINEER ORDER AO DOCUMENT

Entering one Architect-Engineer Order Document (AO) for Major Construction

• Introduction: – An Architect-Engineer contract has been negotiated to renovate a unit at a VAMC and is

ready for input into FMS. An Architect-Engineer Order document is entered to obligate the funds for the architect-engineer contract. For this contract, automatic accrual will not be used.

Instructions: – The transaction Code for Architect-Engineer Orders will be AO. Therefore, the document

identification will be as follows:

TRAN ADMIN/OFF ID NUMBER

AO 10 523X900_ _ (last 2 digits will be your student ID number).

– The date of the contract will be used for the AO date field. The accounting period will default to current month.

– The Budget Fiscal Yr and Fund fields will be entered on the header portion of the Architect-Engineer Order screen so they will not have to be repeated for subsequent lines.

– This AO is not to accrue automatically. Therefore, the auto accrue field should be left blank, as it will default to “N.” Enter obligation date in the Begin Date field.

– Use the Quick Reference Guide to enter the document. Note that the Architect-Engineer Order (AO) Document is entered in the same manner as the Contract Order (CO) Document, with the exception of the Trans Code field.

– Before processing the document, verify the available budget amount on the IWPX table.– Use the Quick Reference Guide to enter the AO document.

3.15

AO DOCUMENT

COMMND: DOCID: AO 10 523X900XX_ _ STATUS: 001-001 OF 001 BATID: SUB STN:

CONTRACT ORDER INPUT SCREEN TRANS TYPE: 01 CO DATE: ACCT PRD: ACTION: E SUB STN: FSC VENDOR CODE: 391422655 NAME: P D C DESIGN GROUP CONTRACT NO: V523P4001 ADDR1: 700 WALNUT RIDGE DR BEGIN DATE: 10 01 08 AUTO ACCRUE: ADDR2:

END DATE: CITY/ST/ZIP: HARTLAND WI 53029 DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 110000.00 BFYS: FUND: 01- LINE: 001 BFYS: 09 FUND:0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO:22 COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG: LINE AMOUNT: 110000.00 I/D: CLSD BFYS: DESCR: CLSD FUND:

Note: Enter your student id in place of the XX in the doc id.

3.16

CONSTRUCTION CONTRACT ORDER DOCUMENT

Entering a Construction Contract Order Document (CO) for Major Construction

Introduction:A Construction Contract has been negotiated to renovate the restrooms on the west wing of the Medical Center and is ready for input into FMS. The CO document is entered to obligate the funds for the construction contract. Automatic Accrual will not be used.

Instructions:1. The Transaction Code for Construction Orders will be CO.

Therefore, the document identification will be as follows (The last 2 digits will be your student number):TRAN ADM/OFF ID NUMBER CO 10 523X920_ _

2. The date of the contract will be used for the CO date field. The accounting period will default to current period.

3. The Budget Fiscal Year and Fund fields will be entered on the header portion of the Construction Order screen so they will not have to be repeated for subsequent lines.

4. This CO is not to be accrued automatically. Therefore, the auto accrue field should be left blank, as it will default to “N.” Enter obligation date in the Begin Date field.

5. Use the Quick Reference Guide to enter the document. Note that the Construction Order (CO) Document is entered in the same manner as the Architect-Engineer Order (AO) Document, with the exception of the Trans Code Field.

6. Verify the available budget amount on the IWPX before processing the document.

7. Use the Quick Reference Guide to enter the CO document.

3.17

CO DOCUMENT

COMMND: DOCID: CO 10 523X920XX__ STATUS: ACCPT

001-001 OF 001 BATID: SUB STN:

CONTRACT ORDER INPUT SCREEN

TRANS TYPE: 01 CO DATE: ACCT PRD: ACTION: E SUB STN: 104

VENDOR CODE: 941461459 NAME: S J AMOROSO CONSTRUCTION CO

CONTRACT NO: V101C2000 ADDR1: INC

BEGIN DATE: 10 01 08 AUTO ACCRUE: N ADDR2: 348 HATCH DR

END DATE: XX XX XX CITY/ST/ZIP: FOSTER CITY CA 94404

DISC %: DAYS: P/E TERM: ASSOC ORDER:

ALT PAYEE: /

DOC TOTAL: 1000000.00 BFYS: FUND:

01-

LINE: 001 BFYS: 09 FUND: 0110

STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 11

COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG:

LINE AMOUNT: 1000000.00 I/D: CLSD BFYS:

DESCR: CLSD FUND:

A--*HP20-DOCUMENT ACCEPTED

Instructor will provide end date for CO document.

3.18

CO MODIFICATION

COMMND: DOCID: CO 10 523X920XX STATUS: BATID: CO 10 FSC004 SUB STN:

CONTRACT ORDER INPUT SCREEN TRANS TYPE: CO DATE: ACCT PRD: ACTION: M SUB STN: VENDOR CODE: NAME: CONTRACT NO: ADDR1: BEGIN DATE: AUTO ACCRUE: ADDR2: END DATE: CITY/ST/ZIP: DISC %: DAYS: P/E TERM: ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 112,000.00 BFYS: FUND: 01- LINE: 002 BFYS: 09 FUND: 0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 13 COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG: LINE AMOUNT: 112,000.00 I/D: I CLSD BFYS: DESCR: FC0-A CLSD FUND:

When modifying a CO obligation for the first time, you will need to add a new line. All change orders are done out of contingency funds (JOB 13).

Once the line has been established for JOB 13 funds, there is no need to enter all the accounting information for additional modifications to the same line.

3.19

FMS Construction Appropriation (0110 & 0111)

Customers

Stations are reminded to record each contract change order as a separate line on the obligation document and not in total for multiple change orders submitted on the same day (this is optional but recommended). The change order number should be recorded in the description field on the FMS contract Order Document (oblligation document AO or CO).

Note: For CO’s and AO’s, enter only one batch document per day per obligation. Each change order must be entered on a separate line using the same line number in order for the reports to reflect both the original line amounts and each modification. Line field: Description – For CO’s and AO’s enter the change order number.

Please call the FSC Help Desk @1-877-353-9791 for additional assistance.

3.20

FMS PROCEDURES GUIDES FOR FMS PROCEDURES GUIDES FOR OBLIGATIONSOBLIGATIONS

J-1 thru J-33J-1 thru J-33

4

PAYMENT PROCESSING

4.1

PV MV PGCT The Accounts Payable subsystem records payments to vendors for services

rendered or goods received. Process Payment Vouchers (PV) to issue payments to vendors.

The Payment Voucher (PV) is used for:1. recording a payment for goods or services that do not require a DLN2. recording a payment that is not generated from the CAPP system3. offsetting an account receivable4. recording a credit memo

Process Multipurpose Vouchers (MV) to record contract advances, offsets, holdbacks, and construction progress payments.

Modify existing MV documents to release a contract holdback or adjust a payment.

The Multipurpose Voucher (MV) is used for:1. recording construction contract progress payments if more than one

open Fund, Station, Fund Control Point/Project, Budget Object Code combination exists on the reference obligation.

2. processing contract advance issuances, advance offsets, holdbacks, and payments.

Process Progress Payments Vouchers (PG) to record contract advances, offsets, holdbacks, and construction progress payments.

The Progress Payment Voucher (PG) is used for:1. recording construction contract progress payments2. processing contract advance issuances, advance offsets, holdbacks,

and payments

The Certified Transaction (CT) is used for:1. used mainly by FSC for making payments through OLCS.

Note: PGs can be cancelled but not modifiedIf the vendor is different on the invoice than on the obligation, pay the vendor as applicable to the invoice.

4.2

PV DOCUMENT

COMMND: DOCID: PV 10 523X910XX01 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 PV DATE: ACCT PRD: ACTION: SUB STN: 523 VENDOR CODE: 391097549 NAME: D S ELECTRIC SUPPLY BENEFICIARY: PPAY TYPE: ADDR1: P O BOX 2196 SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: 4000.00 CITY/ST/ZIP: LA CROSSE WI 546022196 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: 001 REF DOC: SO 523X910XX_ REF LINE: 001 ACCP/DEL DATE: 10 05 08 VENDOR INV: PVSOXX INV DATE: 10 05 08 LOG DATE: 10 06 08 REF VEND CODE: REF VEND NAME: LINE AMOUNT: 4000.00 I/D: P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: LINE TYPE: INT RSN: DISC RSN: BFYS: 09 FUND: 0110 STATION/SAT: 523 FCP/PRJ: OP2024 JOB NO: 16 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: A--*HS60-DOCUMENT MARKED FOR READ ONLY 01-CV84W-VENDOR INVOICE NOT IN VIHT

Note: The “01” at the end of the document number indicates this is the first payment. This sequential number is automatically populated each time you enter a payment for a particular obligation.

4.3

EXAMPLEMODIFY A PV DOCUMENT

COMMND: DOCID: PV 10 523X910XX01 STATUS: ACCPT 001-001 OF 001 BATID: PV 10 FSC001 SUB STN:

PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: PV DATE: ACCT PRD: ACTION: M SUB STN: 104 VENDOR CODE: 391097549 NAME: D S ELECTRIC SUPPLY INC BENEFICIARY: PPAY TYPE: ADDR1: P O BOX 2196 SCHD PMT DATE: MM DD YY FISCAL APRV: ADDR2: DOC TOTAL: 500.00 CITY/ST/ZIP: LA CROSSE WI 546022196 CHECK TYPE: N COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: 001 REF DOC: SO 523X910XX REF LINE: 001 ACCP/DEL DATE: 10 05 08 VENDOR INV: PVSOXX INV DATE: 10 05 08 LOG DATE: 10 06 08 REF VEND CODE: REF VEND NAME: LINE AMOUNT: 500.00 I/D: D P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: LINE TYPE: INT RSN: DISC RSN: BFYS: 09 FUND: 0110 STATION/SAT: 523 FCP/PRJ: OP2024 JOB NO: 16 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 01-CDT2O-DUPLICATE INVOICE # 01-CV84W-VENDOR INVOICE NOT IN VIHT

A PV can be modified when in the ACCPT Status on SUSF.

A PV cannot be modified when the IN TRANSIT Status is displayed on PVHT.

4.4

EXAMPLECANCEL A PV DOCUMENT

COMMND: DOCID: PV 10 523X910XX01 STATUS: ACCPT 001-001 OF 001 BATID: PV 10 FSC002 SUB STN:

PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 PV DATE: ACCT PRD: ACTION: X SUB

STN: 523 VENDOR CODE: 391097549 NAME: D S ELECTRIC SUPPLY INC BENEFICIARY: PPAY TYPE: ADDR1: P O BOX 2196 SCHD PMT DATE: MM DD YY FISCAL APRV: ADDR2: DOC TOTAL: CITY/ST/ZIP: LA CROSSE WI 546022196 CHECK TYPE: N COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: REF DOC: REF LINE: ACCP/DEL DATE: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: I/D: D P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: LINE TYPE: INT RSN: DISC RSN: BFYS: FUND: STATION/SAT: FCP/PRJ: JOB NO: COST CTR/SUB: BOC/SUB: REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

To cancel a payment, reference Document ID of the payment to be cancelled with a batch number, enter action of “X” and vendor code.

4.5

PV DOCUMENT FOR AO

COMMND: DOCID: PV 10 523X900XX01_ _ STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 PV DATE: ACCT PRD: ACTION: SUB STN: 523 VENDOR CODE: 391422655 NAME: P D C DESIGN GROUP BENEFICIARY: PPAY TYPE: ADDR1: 700 WALNUT RIDGE DR SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: 55000.00 CITY/ST/ZIP: HARTLAND WI 53029 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: 01- LINE: 001 REF DOC: AO 523X900XX REF LINE: 001 ACCP/DEL DATE: 10 10 08 VENDOR INV: PVAOXX _ _ INV DATE: 10 10 08 LOG DATE: 10 10 08 REF VEND CODE: REF VEND NAME: LINE AMOUNT: 55000.00 I/D: P/F: UNAPPL DEP NO: LIQ AMOUNT: DESCR: OUTST OBLIG: 85000.00 LINE TYPE: INT RSN: DISC RSN: BFYS: 09 FUND: 0110 STATION/SAT: 523 FCP/PRJ: OP2024 JOB NO: 22 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: A--*HS60-DOCUMENT MARKED FOR READ ONLY 01-CV84W-VENDOR INVOICE NOT IN VIHT


4.6

EXAMPLEMODIFY SCHEDULE PAYMENT

DATE

COMMND: DOCID: PV 10 523X800XX01__ STATUS: ACCPT

000-000 OF 000 BATID: PV 10 FSC003 SUB STN:

PAYMENT VOUCHER INPUT SCREEN

TRANS TYPE: PV DATE: ACCT PRD: ACTION: M SUB STN: 104

VENDOR CODE: 391422655 NAME: P D C DESIGN GROUP

BENEFICIARY: PPAY TYPE: ADDR1: 700 WALNUT RIDGE DR

*SCHD PMT DATE: xx xx xx FISCAL APRV: ADDR2:

DOC TOTAL: 0.00 CITY/ST/ZIP: HARTLAND WI 53029

CHECK TYPE: N COMMENT TO PRINT:

DISC %: DAYS: P/E TERM: AMT:


01-

LINE: REF DOC: REF LINE: ACCP/DEL DATE:

VENDOR INV: INV DATE: LOG DATE:

REF VEND CODE: REF VEND NAME:

LINE AMOUNT: I/D: P/F: UNAPPL DEP NO:

LIQ AMOUNT: DESCR:

OUTST OBLIG: LINE TYPE: INT RSN: DISC RSN:

BFYS: FUND:

STATION/SAT: FCP/PRJ: JOB NO:

COST CTR/SUB: BOC/SUB: REPT CATG:

REV SRCE/SUB: CLSD BFYS: CLSD FUND:

*Modify a scheduled payment date on an accepted payment.Fields underlined are required. Fiscal approval is required to change this date.

4.7

Enter a Multipurpose Voucher

4.8

MULTIPURPOSE VOUCHER (MV)

CONSTRUCTION FUNDS (0110, 0111, 4538*) 01 – for non-advance related payments03 – for holdbacks04 – for advance issuance06 – for advance offsets

*FUND 4538 (Construction/Operation of Pkg. Garage) was deactivatedafter FY 04.

4.9

OBLH/OBLL ACTION: R TABLEID: OBLH USERID: S104 BMT *** ORDERS HEADER INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER TRANS CODE: CO ORDER NUMBER: 523X920XX TRANS TYPE: 01 SUB STN: 104 VENDOR CODE: 941461459 CONTRACT NO: V101C9000 AUTO ACCRUE: N NAME: S J AMOROSO CONSTRUCTION CO ALT PAYEE: / ORIGINAL AMT: 1,000,000.00 PO DATE: AMENDMENT AMT: 112,000.00 LAST ACTIVITY DATE: ORDERED AMT: 1,112,000.00 BEGIN DATE: 10 01 08 CLOSED AMT: 0.00 END DATE: ACCRUED AMT: 0.00 NO CONTRACT MONTHS: EXPENDED AMT: 0.00 FOB: OUTSTANDING AMT: 1,112,000.00 CLOSED DATE: MISC REF AMT: 0.00 DISC %: 0.000 DAYS: 00 P/E TERM: 00 HOLDBACK AMT: 0.00 ADVANCED AMT: 0.00 DOC TYPE: COMMENTS: OUT ADVANCE AMT: 0.00 RESP PERSON: ACTION: R TABLEID: OBLL USERID: S104 BMT *** PURCHASE ORDER ACCOUNTING LINE INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER, LINE NUMBER TRANS CODE: CO ORDER NUMBER: 523X920XX 01- LINE NO: 001 BFYS: 09 FUND: 0110 DESCR: ORIG LINE AMT: 1,000,000.00 ADM/OFF: 08 AMENDMENT LINE AMT: 0.00 STATION: 523 / CLSD BFYS: PO LINE AMT: 1,000,000.00 COST CTR: / CLSD FUND: CLOSED AMT: 0.00 FCP/PRJ: OP2024 ACCRUED AMT: 0.00 BOC /SUB: 3220 / JOB NO: 11 EXPENDED AMT: 0.00 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 1,000,000.00 LAST CHANGE STATUS: HOLDBACK AMT: 0.00 02- LINE NO: 002 BFYS: 09 FUND: 0110 DESCR: FCO-A ORIG LINE AMT: 0.00 ADM/OFF: 08 AMENDMENT LINE AMT: 112,000.00 STATION: 523 / CLSD BFYS: PO LINE AMT: 112,000.00 COST CTR: / CLSD FUND: CLOSED AMT: 0.00 FCP/PRJ: OP2024 ACCRUED AMT: 0.00 BOC /SUB: 3220 / JOB NO: 13 EXPENDED AMT: 0.00 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 112,000.00 LAST CHANGE STATUS: HOLDBACK AMT: 0.00

4.10

MV WITH HOLDBACKCOMMND: DOCID: MV 10 523X920XX01 STATUS: ACCPT

BATID: SUB STN:

MULTIPURPOSE VOUCHER INPUT SCREEN

TRANS TYPE: MV DATE: ACCT PRD: ACTION: SUB STN: 104

REF DOC: CO 523X920XX VENDOR CODE: 941461459

VENDOR INV: MV01XX__ NAME: S J AMOROSO CONSTRUCTION CO

INV DATE: 10 15 08 PPAY TYPE: C ADDR1: INC

LOG DATE: 10 15 08 ADDR2: 348 HATCH DR

ACCP/DEL DATE: 10 15 08 CITY/ST/ZIP: FOSTER CITY CA 94404

BENEFICIARY:

HOLDBACK TOTAL: 7300.00 ADV LIQ TOTAL:

WORK INSTALLED: 110000.00 DOCUMENT TOTAL:

NET PYMT AMT: 102700.00 HOLDBACK PYMT AMT:

BFYS: FUND:



SCHD PYMT DATE: FISCAL APRV: INT RSN: DISC RSN:

SCHD FY/CAT: SCHD TYPE/NO: PYMT SEQ NO:

CHECK TYPE: COMMENT TO PRINT:

COMMND: DOCID: MV 10 523X920XX01 STATUS: ACCPT


01-

LINE: 001 REF DOC: CO 523X920XX REF LINE: 001 ACCP/DEL DATE:

T/T: 01 REF ADV: REF ADV LINE: PAY ADV:



LINE AMOUNT: 102700.00 I/D: P/F: LINE TYPE:

LIQ AMOUNT: DESCR:

OUTST OBLIG: 1,000,000.00 INT REASON: DISC REASON:

BFYS: 09 FUND: 0110 STATION/SAT: 523 FCP/PRJ: OP2024

JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220

REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:



01-





LINE AMOUNT: 7300.00 I/D: P/F: LINE TYPE: H

LIQ AMOUNT: DESCR:

OUTST OBLIG: 897,300.00 INT REASON: DISC REASON:




Holdback will be listed on the PVC2 table after MV document has been accepted.Go to VCTI and VCT2 to see if there are any duplicate invoices.

4.11

PVC2

ACTION: R TABLEID: PVC2 USERID: S104 BMT *** VOUCHER CONTRACT HOLDBACK RELEASE INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, VOUCHER NO, LINE VENDOR CODE: 941461459

TRANS CODE VOUCHER NO LINE REF DOC ID OUTST HOLDBACK AMT --------------------- -------------------- -------- --------------------------- ---- 01- MV 523X920XX01* 002* CO 523X920XX 001 7,300.00 02- 03- 04- 05- 06- 07-

For Holdback Release, reference PVC2 Table

*The Document ID and the line number are required in order to release the holdback on a MV document. If more than one document has holdback, a batch on each document is required to release the holdback.

4.12

MV TO ISSUE AN ADVANCE W/ HOLDBACK


BATID: SUB STN:

MULTIPURPOSE VOUCHER INPUT SCREEN

TRANS TYPE: MV DATE: ACCT PRD: ACTION: SUB STN: 104

REF DOC: CO 523X920XX VENDOR CODE: 941461459

VENDOR INV: MV02XX_ NAME: S J AMOROSCO CONSTR

INV DATE: 11 07 08 PPAY TYPE: C ADDR1: INC

LOG DATE: 11 07 08 ADDR2: 348 HATCH DR

ACCP/DEL DATE: 11 07 08 CITY/ST/ZIP: FOSTER CITY, CA 94404

BENEFICIARY:

HOLDBACK TOTAL: 12000.00 ADV LIQ TOTAL:

WORK INSTALLED: 100000.00 DOCUMENT TOTAL:

NET PYMT AMT: 108000.00 HOLDBACK PYMT AMT:

BFYS: FUND:



SCHD PYMT DATE: FISCAL APRV: INT RSN: DISC RSN:

SCHD FY/CAT: SCHD TYPE/NO: PYMT SEQ NO:

CHECK TYPE: COMMENT TO PRINT:

A--*HP20-DOCUMENT ACCEPTED A--*HP01-WARNING MSGS; PLEASE REVIEW



01-






LIQ AMOUNT: DESCR:

OUTST OBLIG: INT REASON: DISC REASON:



REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND



01-

LINE: 002 REF DOC: REF LINE: ACCP/DEL DATE:

T/T: 04 REF ADV: REF ADV LINE: PAY ADV: C




LIQ AMOUNT: DESCR:

OUTST OBLIG: 0.00 INT REASON: DISC REASON:


JOB NO: COST CTR/SUB: BOC/SUB:


Advance will be listed on the ADV2 after MV document has been accepted.See next page for line 003

4.13

COMMND: DOCID: MV 10 523X920XX02 STATUS: ACCPT 003-003 OF 003 BATID: SUB STN: 01- LINE: 003 REF DOC: CO 523X920XX__ REF LINE: 001 ACCP/DEL DATE: T/T: 03 REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 12000.00 I/D: P/F: LINE TYPE: H LIQ AMOUNT: DESCR: OUTST OBLIG: INT REASON: DISC REASON: BFYS: 09 FUND: 0110 STATION/SAT: 523 FCP/PRJ: OP2024 JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

01-CDT2O-DUPLICATE INVOICE # 01-CV84W-VENDOR INVOICE NOT IN VIHT

Advance will be listed on ADV2 after MV document has been accepted.

Review PVC2 Table for Holdback.

ACTION: R TABLEID: ADV2 USERID: S104 BMT

*** ADVANCE OFFSET INQUIRY SCREEN ** KEY IS TRANS ID, LINE, VENDOR CODE, REF ADV/OBL ID, LINE, REF VENDOR CODE TRANS ID: CO 523X920XX LINE: ADV TOTAL: 20,000.00 VENDOR CODE: 941461459 OUTST ADV AMT: 20,000.00 REF ADV/OBL ID LINE REF VENDOR CODE REF OUTST ADV AMT -------------- ---- --------------- ----------------- 01- MV 523X920XX02 002 941461459 20,000.00 02- 03- 04- 05-

4.14

MV TO RELEASE HOLDBACK

COMMND: DOCID: MV 10 523X920XX01 STATUS: ACCPT BATID: MV 10 FSCXXX___ SUB STN: MULTIPURPOSE VOUCHER INPUT SCREEN TRANS TYPE: MV DATE: ACCT PRD: ACTION: M SUB STN: 104 REF DOC: VENDOR CODE: 941461459* VENDOR INV: NAME: S J AMOROSCO CONSTR INV DATE: PPAY TYPE: ADDR1: INC LOG DATE: ADDR2: 348 HATCH DR ACCP/DEL DATE: CITY/ST/ZIP: FOSTER CITY CA 94404 BENEFICIARY: HOLDBACK TOTAL: 7300.00* ADV LIQ TOTAL: WORK INSTALLED: DOCUMENT TOTAL: 7300.00 NET PYMT AMT: HOLDBACK PYMT AMT: BFYS: FUND: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: SCHD PYMT DATE: MM DD YY FISCAL APRV: INT RSN: DISC RSN: SCHD FY/CAT: SCHD TYPE/NO: M PYMT SEQ NO: CHECK TYPE: N COMMENT TO PRINT: COMMND: DOCID: MV 10 523X920XX01 STATUS: ACCPT 001-001 OF 001 BATID: MV 10 FSC__ SUB STN: 01- LINE: 002* REF DOC: CO 523X920XX REF LINE: 001 ACCP/DEL DATE: 10 08 08 T/T: REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: MV01XX INV DATE: 10 08 08 LOG DATE: 10 08 08 REF VEND CODE: REF VEND NAME: LINE AMOUNT: 7300.00 I/D: D P/F: LINE TYPE: H LIQ AMOUNT: DESCR: OUTST OBLIG: INT REASON: DISC REASON: BFYS: 08 FUND: 0110 STATION/SAT: 523 FCP/PRJ: OP2024 JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:


Required fields are underlined and in italics.

*The document ID should reference the MV for the original holdback. See PVC2 to get doc ID and line number of holdback.

4.15

MV TO MAKE PAYMENT FOR HOLDBACK

COMMND: DOCID: MV 10 523X920XX03 STATUS: ACCPT BATID: SUB STN: MULTIPURPOSE VOUCHER INPUT SCREEN TRANS TYPE: MV DATE: ACCT PRD: ACTION: SUB STN: 104 REF DOC: CO 523X820XX VENDOR CODE: 941461459 VENDOR INV: MV03XX__ NAME: S J AMOROSCO CONSTR INV DATE:12 08 08 PPAY TYPE: C ADDR1: INC LOG DATE:12 08 08 ADDR2: 348 HATCH DR ACCP/DEL DATE:12 08 08 CITY/ST/ZIP: FOSTER CITY CA 94404 BENEFICIARY: HOLDBACK TOTAL: ADV LIQ TOTAL: WORK INSTALLED: 0.00 DOCUMENT TOTAL: NET PYMT AMT: 7300.00 HOLDBACK PYMT AMT: 7,300.00 BFYS: FUND: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: SCHD PYMT DATE: XX XX XX FISCAL APRV: INT RSN: DISC RSN: SCHD FY/CAT: SCHD TYPE/NO: M PYMT SEQ NO: CHECK TYPE: Y COMMENT TO PRINT: COMMND: DOCID: MV 10 523X920XX03 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 01- LINE: 001 REF DOC: CO 523X920XX REF LINE: 001 ACCP/DEL DATE: T/T: 01 REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 7300.00 I/D: P/F: LINE TYPE: LIQ AMOUNT: DESCR: OUTST OBLIG: INT REASON: DISC REASON: BFYS: 09 FUND: 0110 STATION/SAT: 523 FCP/PRJ: OP2024 JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

01-CV84W-VENDOR INVOICE NOT IN VIHT

4.16

EXAMPLECPM (Critical Path Method)

4.17

Example of MV Holdback Increase

COMMND: DOCID: MV 10 757Z5000109 STATUS: BATID: SUB STN: 08/01/06 MULTIPURPOSE VOUCHER INPUT SCREEN TRANS TYPE: 01 MV DATE: ACCT PRD: ACTION: SUB STN: 104 REF DOC: CO 757Z50001 VENDOR CODE: 300175379 01 VENDOR INV: PROG PMT 09 NAME: WALSH CONST CO INV DATE: 07 10 06 PPAY TYPE: ADDR1: DE MARIA JOINT VENTURE III LOG DATE: 07 17 06 ADDR2: 929 W ADAMS ST ACCP/DEL DATE: 07 10 06 CITY/ST/ZIP: CHICAGO IL 606073021 BENEFICIARY: HOLDBACK TOTAL: 1750.00 ADV LIQ TOTAL: WORK INSTALLED: 1750.00 DOCUMENT TOTAL: NET PYMT AMT: 0.00 HOLDBACK PYMT AMT: BFYS: FUND: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: SCHD PYMT DATE: FISCAL APRV: INT RSN: DISC RSN: SCHD FY/CAT: SCHD TYPE/NO: PYMT SEQ NO: CHECK TYPE: COMMENT TO PRINT: COMMND: DOCID: MV 10 757Z5000109 STATUS: 001-001 OF 001 BATID: SUB STN: 08/01/06 01- LINE: 001 REF DOC: CO 757Z50001 REF LINE: 001 ACCP/DEL DATE: 07 17 06 T/T: 03 REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 1750.00 I/D: P/F: LINE TYPE: H LIQ AMOUNT: DESCR: CONTRUCTION AWARD OUTST OBLIG: 75,680,433.16 INT REASON: DISC REASON: BFYS: 04 05 FUND: 0110B1 STATION/SAT: 757 FCP/PRJ: CA2001 JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

01-CV84W-VENDOR INVOICE NOT IN VIHT

This is an example of a Holdback Increase if the original MV did not include one.

4.18

Example of MV with Advance Offset

OBLH prior to offset:ACTION: R TABLEID: OBLH USERID: S104 abc

*** ORDERS HEADER INQUIRY SCREEN ***

KEY IS TRANS CODE, ORDER NUMBER

TRANS CODE: CO ORDER NUMBER: 999X49001 TRANS TYPE: 01 SUB STN: 999

VENDOR CODE: MISCN CONTRACT NO: V101BC0202 AUTO ACCRUE: N

NAME: MISC COMMERCIAL VENDOR

ALT PAYEE: /

ORIGINAL AMT: 80,495,376.00 PO DATE: 09 30 04

AMENDMENT AMT: 1,582,840.00 LAST ACTIVITY DATE: 01 26 07

ORDERED AMT: 82,078,216.00 BEGIN DATE: 10 15 04

CLOSED AMT: 56,077,852.00 END DATE: 09 30 05

ACCRUED AMT: 0.00 NO CONTRACT MONTHS:

EXPENDED AMT: 56,077,852.00 FOB:

OUTSTANDING AMT: 26,000,364.00 CLOSED DATE:

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

HOLDBACK AMT: 4,351,449.00

ADVANCED AMT: 2,998,734.00 DOC TYPE: COMMENTS:

OUT ADVANCE AMT: 428,803.00 RESP PERSON:

4.19

Example of MV with Advance Offset Continued

ADV2 prior to offset:

ACTION: R TABLEID: ADV2 USERID: S104 abc *** ADVANCE OFFSET INQUIRY SCREEN ** KEY IS TRANS ID, LINE, VENDOR CODE, REF ADV/OBL ID, LINE, REF VENDOR CODE TRANS ID: CO 999X49001 LINE: ADV TOTAL: 2,998,734.00 VENDOR CODE: MISCN OUTST ADV AMT: 428,803.00 REF ADV/OBL ID LINE REF VENDOR CODE REF OUTST ADV AMT -------------- ---- --------------- ----------------- 01- MV 999X4900128 004 030549758 428,803.00 02- 03- 01-*L009 HEADER CHANGE

PVC2 prior to offset:

ACTION: R TABLEID: PVC2 USERID: S104 abc *** VOUCHER CONTRACT HOLDBACK RELEASE INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, VOUCHER NO, LINE VENDOR CODE: 030549758 TRANS CODE VOUCHER NO LINE REF DOC ID OUTST HOLDBACK AMT ---------- ----------- ---- ------------------ ------------------01- MV 999X4900104 002 CO 999X49001 001 3,394.00 02- MV 999X4900105 001 CO 999X49001 001 111,128.00 03- MV 999X4900106 002 CO 999X49001 001 50,076.00 04- MV 999X4900108 003 CO 999X49001 001 220,775.00 05- MV 999X4900109 002 CO 999X49001 001 200,765.00 06- MV 999X4900110 003 CO 999X49001 001 116,126.00 07- MV 999X4900111 003 CO 999X49001 001 28,392.00 08- MV 999X4900112 002 CO 999X49001 001 172,404.00 09- MV 999X4900114 003 CO 999X49001 001 36,485.00 10- MV 999X4900117 002 CO 999X49001 001 86,894.00 11- MV 999X4900119 003 CO 999X49001 001 137,775.00 12- MV 999X4900120 002 CO 999X49001 001 265,753.00 13- MV 999X4900124 003 CO 999X49001 001 253,128.00 14- MV 999X4900126 003 CO 999X49001 001 323,624.00 15- MV 999X4900128 003 CO 999X49001 001 699,642.00 16- MV 999X4900129 003 CO 999X49001 001 295,520.00 01- MV 999X4900130 002 CO 999X49001 001 283,255.00 02- MV 999X4900132 002 CO 999X49001 001 536,079.00 03- MV 999X4900133 002 CO 999X49001 001 205,552.00 04- MV 999X4900134 002 CO 999X49001 001 324,682.00

4.20


Prior to payment, $1,435,729.00 was released from Holdback. Below is an example of how to release funds from Holdback.

COMMND: DOCID: MV 04 999X4900108 STATUS: ACCPT BATID: MV 04 LS0046 SUB STN: MULTIPURPOSE VOUCHER INPUT SCREEN TRANS TYPE: MV DATE: ACCT PRD: ACTION: M SUB STN: 999 REF DOC: VENDOR CODE: 030549758 VENDOR INV: NAME: WALSH CONST CO INV DATE: PPAY TYPE: ADDR1: 929 W ADAMS ST LOG DATE: ADDR2: ACCP/DEL DATE: CITY/ST/ZIP: CHICAGO IL 606073021 BENEFICIARY: HOLDBACK TOTAL: 220775.00 ADV LIQ TOTAL: WORK INSTALLED: DOCUMENT TOTAL: 220775.00 NET PYMT AMT: HOLDBACK PYMT AMT: BFYS: FUND: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: SCHD PYMT DATE: 08 04 05 FISCAL APRV: INT RSN: DISC RSN: SCHD FY/CAT: SCHD TYPE/NO: M PYMT SEQ NO: CHECK TYPE: N COMMENT TO PRINT: A--*HS60-DOCUMENT MARKED FOR READ ONLY H--TZZ2O-SUBMIT STN NOT=USER'S STN COMMND: DOCID: MV 04 999X4900108 STATUS: ACCPT 001-001 OF 001 BATID: MV 04 LS0046 SUB STN: 01- LINE: 003 REF DOC: CO 999X49001 REF LINE: 001 ACCP/DEL DATE: 07 13 05 T/T: REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: PROGPMT_ _ INV DATE: 07 13 05 LOG DATE: 07 13 05 REF VEND CODE: REF VEND NAME: LINE AMOUNT: 220775.00 I/D: D P/F: LINE TYPE: H LIQ AMOUNT: DESCR: MODERNIZE IN-PATIENT SPACE OUTST OBLIG: 25,753,475.00 INT REASON: DISC REASON: BFYS: 04 05 FUND: 0110B1 STATION/SAT: 999 FCP/PRJ: CA2406C JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: 01-CDT2O-DUPLICATE INVOICE # 01-CV84W-VENDOR INVOICE NOT IN VIHT

4.21


COMMND: DOCID: MV 04 999X4900135 STATUS: ACCPT BATID: SUB STN: MULTIPURPOSE VOUCHER INPUT SCREEN TRANS TYPE: MV DATE: ACCT PRD: ACTION: SUB STN: 104 REF DOC: CO 999X49001 VENDOR CODE: 030549758 VENDOR INV: PROGPMT26 NAME: WALSH CONST CO INV DATE: 02 09 07 PPAY TYPE: ADDR1: 929 W ADAMS ST LOG DATE: 02 09 07 ADDR2: ACCP/DEL

DATE: 02 09 07 CITY/ST/ZIP: CHICAGO IL 60607302 BENEFICIARY: HOLDBACK TOTAL: ADV LIQ TOTAL: 180000.00 WORK INSTALLED: 2482492.00 DOCUMENT TOTAL: NET PYMT AMT: 3738221.00 HOLDBACK PYMT AMT: 1435729.00 BFYS: FUND: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: SCHD PYMT DATE: FISCAL APRV: INT RSN: DISC RSN: SCHD FY/CAT: SCHD TYPE/NO: PYMT SEQ NO: CHECK TYPE: COMMENT TO PRINT: A--*HP20-DOCUMENT ACCEPTED A--*HP01-WARNING MSGS; PLEASE REVIEW

COMMND: DOCID: MV 04 999X4900135 STATUS: ACCPT 001-001 OF 003 BATID: SUB STN:01- LINE: 001 REF DOC: REF LINE: 001 ACCP/DEL DATE: T/T: 01 REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 3696213.00 I/D: P/F: LINE TYPE: LIQ AMOUNT: DESCR: MODERNIZE IN-PATIENT SPACE OUTST OBLIG: 27,024,606.00 INT REASON: DISC REASON: BFYS: 04 05 FUND: 0110B1 STATION/SAT: 999 FCP/PRJ: CA2406C JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

01-CVZEO-ADV OUTSTAND ON OBLH OR DOC 01-CV84W-VENDOR INVOICE NOT IN VIHT

4.22


COMMND: DOCID: MV 04 999X4900135 STATUS: ACCPT 002-002 OF 003 BATID: SUB STN:01- LINE: 002 REF DOC: REF LINE: 001 ACCP/DEL DATE: T/T: 06 REF ADV: MV 999X4900128 REF ADV LINE: 004 PAY ADV: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 180000.00 I/D: P/F: LINE TYPE: LIQ AMOUNT: DESCR: MODERNIZE IN-PATIENT SPACE OUTST OBLIG: 23,328,393.00 INT REASON: DISC REASON: BFYS: 04 05 FUND: 0110B1 STATION/SAT: 999 FCP/PRJ: CA2406C JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:


COMMND: DOCID: MV 04 999X4900135 STATUS: ACCPT 003-003 OF 003 BATID: SUB STN:01- LINE: 003 REF DOC: REF LINE: 002 ACCP/DEL DATE: T/T: 01 REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 42008.00 I/D: P/F: LINE TYPE: LIQ AMOUNT: DESCR: 02C-02I 058-066 OUTST OBLIG: 411,487.00 INT REASON: DISC REASON: BFYS: 04 FUND: 0110 STATION/SAT: 999 FCP/PRJ: CA2406 JOB NO: 13 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

01-CDT2O-DUPLICATE INVOICE # 01-CVZEO-ADV OUTSTAND ON OBLH OR DOC 01-CV84W-VENDOR INVOICE NOT IN VIHT

4.23

Example of OBLH, ADV2, and PVC2 after MV Advance Offset

PaymentOBLH, ADV2,and PVC2 after MV payment:

ACTION: R TABLEID: OBLH USERID: S104 abc *** ORDERS HEADER INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER TRANS CODE: CO ORDER NUMBER: 999X49001 TRANS TYPE: 01 SUB STN: 999 VENDOR CODE: MISCN CONTRACT NO: V101BC0202 AUTO ACCRUE: N NAME: MISC COMMERCIAL VENDOR ALT PAYEE: / ORIGINAL AMT: 80,495,376.00 PO DATE: 09 30 04 AMENDMENT AMT: 1,582,840.00 LAST ACTIVITY DATE: 02 22 07 ORDERED AMT: 82,078,216.00 BEGIN DATE: 10 15 04 CLOSED AMT: 58,560,344.00 END DATE: 09 30 05 ACCRUED AMT: 0.00 NO CONTRACT MONTHS: EXPENDED AMT: 58,560,344.00 FOB: OUTSTANDING AMT: 23,517,872.00 CLOSED DATE: MISC REF AMT: 0.00 DISC %: 0.000 DAYS: 00 P/E TERM: 00 HOLDBACK AMT: 2,915,720.00 ADVANCED AMT: 2,998,734.00 DOC TYPE: COMMENTS: OUTADVANCE AMT: 248,803.00 RESP PERSON:

ACTION: R TABLEID: ADV2 USERID: S104 abc *** ADVANCE OFFSET INQUIRY SCREEN ** KEY IS TRANS ID, LINE, VENDOR CODE, REF ADV/OBL ID, LINE, REF VENDOR CODE TRANS ID: CO 999X49001 LINE: ADV TOTAL: 2,998,734.00 VENDOR CODE: MISCN OUTST ADV AMT: 248,803.00 REF ADV/OBL ID LINE REF VENDOR CODE REF OUTST ADV AMT -------------- ---- --------------- ----------------- 01- MV 999X4900128 004 030549758 248,803.00

ACTION: R TABLEID: PVC2 USERID: S104 abc *** VOUCHER CONTRACT HOLDBACK RELEASE INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, VOUCHER NO, LINE VENDOR CODE: 030549758 TRANS CODE VOUCHER NO LINE REF DOC ID OUTST HOLDBACK AMT ---------- ----------- ---- ------------------ ------------------ 01- MV 999X4900124 003 CO 999X49001 001 247,366.00 02- MV 999X4900126 003 CO 999X49001 001 323,624.00 03- MV 999X4900128 003 CO 999X49001 001 699,642.00 04- MV 999X4900129 003 CO 999X49001 001 295,520.00 05- MV 999X4900130 002 CO 999X49001 001 283,255.00 06- MV 999X4900132 002 CO 999X49001 001 536,079.00 07- MV 999X4900133 002 CO 999X49001 001 205,552.00 08- MV 999X4900134 002 CO 999X49001 001 324,682.00

4.24

ENTER A PROGRESS PAYMENT (PG)

DOCUMENT

4.25

PG - PROGRESS PAYMENT VOUCHER W/HOLDBACK

COMMND: DOCID: PG 10 523X930XX01 STATUS:

BATID: SUB STN: PROGRESS PAYMENT VOUCHER INPUT SCREEN PG DATE: ACCT PRD: ACTION: SUB STN: 104 VEND INV: PG01XX__ VENDOR CODE: 752066549 PPAY TYPE:C INV DATE: 10 05 08 LOG DATE: 10 06 08 NAME: CENTEX RODGERS CONST CO ACCP/DEL DATE: 10 06 08 ADDR1: 4TH & COMMERCE ST SCHD PYMT DATE: FISC APRV: ADDR2: REF DOC: CO 523X930XX_____ CITY/ST/ZIP: NASHVILLE TN 37244 WORK INSTALLED CURRENT PD: 100000.00 TO DATE ADVANCE AMT: 0.00 TO DATE HOLDBACK AMT: 7000.00 NET PAYMENT AMT: 93,000.00 REF VEND CODE: CONTRACT NO: V101C2500 REF VEND NAME: BENEFICIARY: COMMENT TO PRINT: INT REASON: REGULAR PAYMENT AMT: 93,000.00 TRANS TYPE: 01 ADVANCE AMT THIS PD: 0.00 I/D: TRANS TYPE: HOLDBACK AMT THIS PD: 7,000.00 I/D: I TRANS TYPE: 03 PAY VENDOR: TRANS TYPE: H--CV84W-VENDOR INVOICE NOT IN VIHT H--CDT2O-DUPLICATE INVOICE #

PG DOCUMENTS CANNOT BE MODIFIED, THEY CAN BE CANCELLED

*WORK INSTALLED CURRENT PERIOD• Enter the value of the work installed current period on the source document. If the work installed in

the current period is zero, enter 0.00.

*TO DATE ADVANCE AMOUNT• Enter the value of the Outstanding Advance amount on the source document. If the outstanding advance

amount is zero, enter 0.00.

*TO DATE HOLDBACK AMOUNT• Enter the value of the Outstanding Holdback amount on the source document. If the outstanding Holdback

amount is zero, enter 0.00.

*NET PAYMENT AMOUNT• Enter the value of the net payment amount (or payment this period) from the source document. If the

amount to be paid is zero, enter 0.00.


4.26

PG W/HOLDBACK AND ADVANCE

COMMND: DOCID: PG 10 523X930XX02 STATUS: ACCPT

BATID: SUB STN:

PROGRESS PAYMENT VOUCHER INPUT SCREEN

PG DATE: ACCT PRD: ACTION: SUB STN: 104

VEND INV: PG02XX VENDOR CODE: 752066549 PPAY TYPE: C

INV DATE: 10 10 08 LOG DATE: 10 11 08 NAME: CENTEX RODGERS CONST CO

ACCP/DEL DATE: 10 10 08 ADDR1: 4TH & COMMERCE ST

SCHD PYMT DATE: FISC APRV: ADDR2:

REF DOC: CO 523X930XX CITY/ST/ZIP: NASHVILLE TN 37244

WORK INSTALLED CURRENT PD: 100000.00

TO DATE ADVANCE AMT: 20000.00

TO DATE HOLDBACK AMT: 19000.00

NET PAYMENT AMT: 108000.00

REF VEND CODE: CONTRACT NO: V101C2500

REF VEND NAME: BENEFICIARY:

COMMENT TO PRINT: INT REASON:

REGULAR PAYMENT AMT: 88000.00 TRANS TYPE: 01

ADVANCE AMT THIS PD: 20000.00 I/D: I TRANS TYPE: 04

HOLDBACK AMT THIS PD: 12000.00 I/D: I TRANS TYPE: 03

PAY VENDOR: TRANS TYPE:

A--*HP20-DOCUMENT ACCEPTED A--*HP01-WARNING MSGS; PLEASE REVIEW

H--CV84W-VENDOR INVOICE NOT IN VIHT

H--CDT2O-DUPLICATE INVOICE # H--CV84W-VENDOR INVOICE NOT IN VIHT

4.27

EXAMPLEPG DOCUMENT WITH HOLDBACK INCREASE AND ADVANCE OFFSET

COMMND: DOCID: PG 10 523X930XX03 STATUS: ACCPT BATID: SUB STN: PROGRESS PAYMENT VOUCHER INPUT SCREEN PG DATE: ACCT PRD: ACTION: SUB STN: 104 VEND INV: PG03XX__ VENDOR CODE: 752066549 PPAY TYPE: C INV DATE: 10 10 08 LOG DATE: 10 11 08 NAME: CENTEX RODGERS CONST CO ACCP/DEL DATE: 10 10 08 ADDR1: 4TH & COMMERCE SCHD PYMT DATE: FISC APRV: ADDR2: REF DOC: CO 523X930XX______ CITY/ST/ZIP: NASHVILLE TN 37244 WORK INSTALLED CURRENT PD: 200000.00 TO DATE ADVANCE AMT: 0.00 TO DATE HOLDBACK AMT: 37000.00 NET PAYMENT AMT: 162000.00 REF VEND CODE: CONTRACT NO: V101C2500 REF VEND NAME: BENEFICIARY: COMMENT TO PRINT: INT REASON: REGULAR PAYMENT AMT: 162,000.00 TRANS TYPE: 01 ADVANCE AMT THIS PD: 20,000.00 I/D: D TRANS TYPE: 06 HOLDBACK AMT THIS PD: 18,000.00 I/D: I TRANS TYPE: 03 PAY VENDOR: TRANS TYPE: A--*HP20-DOCUMENT ERRORS DETECTED A--*HP01-WARNING MSGS; PLEASE REVIEW

4.28

PG RELEASE HB - ExampleCOMMND: DOCID: PG 10 523X840XX02 STATUS: ACCPT BATID: SUB STN: PROGRESS PAYMENT VOUCHER INPUT SCREEN PG DATE: ACCT PRD: ACTION: SUB STN: 104 VEND INV: RELEASE HB VENDOR CODE: 752066549 PPAY TYPE:C INV DATE: 11 20 07 LOG DATE: 11 30 07 NAME: CENTEX RODGERS CONST CO ACCP/DEL DATE: 11 20 07 ADDR1: DRAWER T 693 3RD NATL BK SCHD PYMT DATE: FISC APRV: ADDR2: 4TH & COMMERCE REF DOC: CO 523X840XX CITY/ST/ZIP: NASHVILLE TN 37244 WORK INSTALLED CURRENT PD: 0.00 TO DATE ADVANCE AMT: 0.00 TO DATE HOLDBACK AMT: 0.00 NET PAYMENT AMT: 50000.00 REF VEND CODE: CONTRACT NO: V101C1701 REF VEND NAME: BENEFICIARY: COMMENT TO PRINT: INT REASON: REGULAR PAYMENT AMT: 0.00 TRANS TYPE: ADVANCE AMT THIS PD: 0.00 I/D: TRANS TYPE: HOLDBACK AMT THIS PD: 50,000.00 I/D: D TRANS TYPE: 03 PAY VENDOR: Y* TRANS TYPE: 01 A--*HP20-DOCUMENT ACCEPTED A--*HP01-WARNING MSGS; PLEASE REVIEW H--CDT2O-DUPLICATE INVOICE # H--CV84W-VENDOR INVOICE NOT IN VIHT ACTION: R TABLEID: PVHT USERID: S104 BMT *** VOUCHER HEADER INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, VOUCHER NO, TRAVEL ADV NO VENDOR CODE: 752066549 TRANS CODE: PG VOUCHER NO: 523X840__02 NAME: CENTEX RODGERS CONST CO TRAVEL ADV NO: ADDR1: DRAWER T 693 3RD NATL BK NO CHK DISB: N ADDR2: 4TH & COMMERCE D.O.: 220 ADDR3: FA IND: CITY/ST/ZIP: NASHVILLE TN 37244 OCR PRINT: N DESCRIPTION: PROMPT PAY TYPE: C CHECK TYPE: N VOUCHER TYPE: 1 FEE CODE: CORSPDNCE VENDOR CODE: AGREEMENT NO: FORCE CHECK: N DISB RUN NO: 00000 SCHD FISC YR: SCHD CATG: T SCHD TYPE: M SCHD NO: VOUCHER DATE: 12 01 06 MANUAL ADDR CHANGE: N VOUCHER AMT: 50,000.00 SCHD DATE: MM DD YY FISCAL APRV: HOLDBACK AMT: -50,000.00 CLOSED DATE: DISB INFO CHANGED: N CLOSED AMT: 0.00 BENEFICIARY: OUTST AMT: 50,000.00 ACCT STN: 523 SUBMIT STN: 104 IN TRANSIT AMT: 0.00 DIRECT DISB NO: ADV LIQ AMT: 0.00 INTR AGCY SYMBOL: LIQ AMT: 0.00

• When releasing holdback to zero, enter “0.00” in the TO DATE HOLDBACK AMT field. • If releasing just part of the holdback, enter the amount you want remaining on the OBLH

table in the TO DATE HOLDBACK AMT field.• Enter Inv Date, Log Date, and Accp/Del Date, this will schedule the payment.• *If user is only releasing the HB, be sure to change the pay vendor code to “N.”• This will not schedule a payment, it will only place the funds in O/S on the obligation.• Leave the last two numbers on the Doc ID blank and the system will number your document.

4.29

Example of CT Payment

ACTION: R TABLEID: OBLL USERID: S104 BMT *** PURCHASE ORDER ACCOUNTING LINE INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER, LINE NUMBER TRANS CODE: SO ORDER NUMBER: 640C52316 01- LINE NO: 001 BFYS: 05 FUND: 0162A1 DESCR: ORIG LINE AMT: 1,179,141.90 ADM/OFF: 10 AMENDMENT LINE AMT: 0.00 STATION: 640 / CLSD BFYS: PO LINE AMT: 1,179,141.90 COST CTR: 854200 / 00 CLSD FUND: CLOSED AMT: 1,167,599.15 FCP/PRJ: 2300501X8 ACCRUED AMT: 0.00 BOC /SUB: 3220 / JOB NO: EXPENDED AMT: 1,167,599.15 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 11,542.75 LAST CHANGE STATUS: HOLDBACK AMT: 0.00 02- LINE NO: BFYS: FUND: DESCR: ORIG LINE AMT: ADM/OFF: AMENDMENT LINE AMT: STATION: / CLSD BFYS: PO LINE AMT: COST CTR: / CLSD FUND: CLOSED AMT: FCP/PRJ: ACCRUED AMT: BOC /SUB: / JOB NO: EXPENDED AMT: REPT CATG: ASSOC ORD: OUTSTNDNG AMT: LAST CHANGE STATUS: HOLDBACK AMT: Please use Cost Center 854200 for Non-Recurring Maintenance and Repair. This helps the FSC to

identify what division will make the payment.

COMMND: DOCID: CT 04 640C5231603 STATUS: ACCPT BATID: SUB STN: 11/21/06 CERTIFIED PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: 01 CT DATE: ACCT PRD: ACTION: SUB STN: 104 VENDOR CODE: 680429887 02 PPAY TYPE: C NAME: THREE C CONST BENEFICIARY: ADDR1: ASGE CONTRACTOR BUSINESS RESOU SCHD PMT DATE: FISCAL APRV: ADDR2: 5230 LAS VIRGENES RD STE 200 DOC TOTAL: 125589.03 CITY/ST/ZIP: CALABASAS CA 913023432 VENDOR INV: 3C107 INV DATE: 11 11 06 INV DLN: 31869941009 CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT:

COMMND: DOCID: CT 04 640C5231603 STATUS: ACCPT 001-001 OF 001 BATID: SUB STN: 11/21/06 01- LINE: 001 REF DOC: SO 640C52316 REF LINE: 001 ACCP/DEL DATE: 11 14 06 VENDOR INV: INV DATE: LOG DATE: 11 14 06 INV DLN: INT REASON: DISC RSN: LINE TYPE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 125589.03 I/D: P/F: LIQ AMOUNT: DESCR: OUTST OBLIG: 137,131.78 BFYS: 05 FUND: 0162A1 STATION/SAT: 640 FCP/PRJ: 2300501X8 JOB NO: COST CTR/SUB: 854200 00 BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

4.30

EXAMPLE OF REJECT OUT OF PARTIAL NUMBERS

COMMND: NEW DOCID: CT 04 503C70119 STATUS: BATID: SUB STN: 01/08/09 CERTIFIED PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: CT DATE: ACCT PRD: ACTION: SUB STN: VENDOR CODE: PPAY TYPE: NAME: BENEFICIARY: ADDR1: SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: CITY/ST/ZIP: VENDOR INV: INV DATE: INV DLN: CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT:

A--TZKTE-OUT OF PARTIAL NUMBERS A--*HS28-ENTER DOCUMENT NUMBER

To resolve this reject, user will need to force the system to accept the next number available by using a batch number.

Check DXRF for the next available number, using a batch number, process the document same as

usual. Enter “edit batch” (eb) instead of “edit” (e).

COMMND: NEW DOCID: CT 04 503C7011908 STATUS: BATID: CT 04 la0908 SUB STN: 01/08/09 CERTIFIED PAYMENT VOUCHER INPUT SCREEN TRANS TYPE: CT DATE: ACCT PRD: ACTION: SUB STN: VENDOR CODE: PPAY TYPE: NAME: BENEFICIARY: ADDR1: SCHD PMT DATE: FISCAL APRV: ADDR2: DOC TOTAL: CITY/ST/ZIP: VENDOR INV: INV DATE: INV DLN: CHECK TYPE: COMMENT TO PRINT: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT:

4.31

PROMPT PAY DETERMINATION

Determines whether a payment is subject to prompt pay based on the following criteria:

• Prompt Pay Standards Defined on the Prompt Pay Table (PPAY) - establishes the standards for prompt pay. Interest and penalty rates for invoices not paid according to prompt pay requirements are included.

• Prompt Pay Options on the Transaction Category Table (TCAT) – determines whether a document type is subject to prompt pay.

• Vendor Type Prompt Pay Indicator on the Vendor Type Table (VTYP) – determines whether a specific vendor type is subject to prompt pay rules.

• Accounting Event Prompt Pay Indicator on the Accounting Entries Table (ACED) – determines whether an accounting event is subject to prompt pay rules (i.e., a Certified Payment Voucher for supplies may be subject to prompt pay, whereas a prepayment is not).

Station level construction contracts are usually 14 Day payments. Central Office construction contracts are usually 30 day payments.A & E and service orders are 30 day payments.

4.32

FMS PROCEDURES GUIDES FMS PROCEDURES GUIDES FOR PAYMENTSFOR PAYMENTSN-1 thru N-80N-1 thru N-80

5

EXPENDITURE TRANSFER

5.1

EXPENDITURE TRANSFER

EXPENDITURE TRANSFERExpenditure Transfers (EW & ET & EB) records refund transfers to and from appropriations, as well as transfers between stations. ET transactions reference an obligation, EW and EB transactions transfer cost.

The Expenditure Transfer is used for: Recording expenditure transfers, such as transferring

non-payroll expenditures

Refunding an appropriation out of suspense fund and PFOP

APPLICATION TABLE DESCRIPTIONSVoucher Header Table PVHT - Displays summary information about outstanding,

closed, and disbursed payables for a specific payment transaction, including the

Expenditure Transfers (ET).

Voucher Line Tables: PVLT - Shows details of outstanding and closed voucher

lines, including the Expenditure Transfer (ET).Voucher Line TableJVLT - Tracks and verifies Expenditure Transfers (EW) &

(EB).

5.2

EXAMPLEMODIFY OBLIGATION AND CREATE ET TRANSACTION

To make a costing correction to an obligation that is partially expended, follow these steps:

1. Modify the obligation to transfer any OUTSTANDING funds from the incorrect costing line to a new line with correct costing.

2. Enter an ET transaction with two lines to move the funds from EXPENDED to OUTSTANDING on incorrect line and OUTSTANDING to EXPENSED on correct line.

3. Modify the obligation to transfer OUTSTANDING funds from incorrect line to OUTSTANDING funds on correct line.

4. Snapshots of these transactions and the OBLL tables are on the following pages.

It’s critical for these transactions to be completed on the same day so as to avoid causing an out of balance with the 224.

The original payment will still be on PVHT. The OBLH and OBLL tables will reflect corrected information in addition to original information. The expended amount will be reflected on OBLH,OBLL,PVHT, and PVLT.

NOTE: This type of correction cannot be performed using an EW transaction, because the obligation cannot be referenced. However, if the transaction has been fully expensed, you may use an EW transaction to correct the costing.

5.3

EXAMPLETO CORRECT COSTING ON A PARTIALLY EXPENDED

OBLIGATION

ACTION: R TABLEID: OBLL USERID: S104 T09 *** PURCHASE ORDER ACCOUNTING LINE INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER, LINE NUMBER TRANS CODE: AO ORDER NUMBER: 523X8950XX 01- LINE NO: 001 BFYS: 08 FUND: 0110 DESCR: test for ET ORIG LINE AMT: 7,950.00 ADM/OFF: AMENDMENT LINE AMT: 0.00 STATION: 523 / CLSD BFYS: PO LINE AMT: 7,950.00 COST CTR: / CLSD FUND: CLOSED AMT: 950.00 FCP/PRJ: OP2024 ACCRUED AMT: 0.00 BOC /SUB: 3223 / JOB NO: 22 EXPENDED AMT: 950.00 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 7,000.00 LAST CHANGE STATUS: HOLDBACK AMT: 0.00

02- LINE NO: BFYS: FUND: DESCR: ORIG LINE AMT: ADM/OFF: AMENDMENT LINE AMT: STATION: / CLSD BFYS: PO LINE AMT: COST CTR: / CLSD FUND: CLOSED AMT: FCP/PRJ: ACCRUED AMT: BOC /SUB: / JOB NO: EXPENDED AMT: REPT CATG: ASSOC ORD: OUTSTNDNG AMT: LAST CHANGE STATUS: HOLDBACK AMT:

Example of OBLL prior to the modification.

5.4

EXAMPLEMODIFY OBLIGATION

COMMND: DOCID: AO 10 523X850XX STATUS: ACCPT 001-001 OF 002 BATID: AO 10 10410 SUB STN: CONTRACT ORDER INPUT SCREEN TRANS TYPE: 01 CO DATE: ACCT PRD: ACTION: M SUB STN: 104 VENDOR CODE: 161637447 01 NAME: 20 20 DIVERSIFIED SVCS CONTRACT NO: V523P3666 ADDR1: ASGE COMMERCE FUNDING CORP BEGIN DATE: 10 03 07 AUTO ACCRUE: N ADDR2: 3701 KIRBY DR STE 420 END DATE: CITY/ST/ZIP: HOUSTON TX 770983924 DISC %: 0.000 DAYS: 00 P/E TERM: 00 ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 0.00 BFYS: FUND: 01- LINE: 001 BFYS: 08 FUND: 0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 22 COST CTR/SUB: / BOC/SUB: 3223 / REPT CATG: LINE AMOUNT: 7000.00 I/D: D CLSD BFYS: DESCR: TEST FOR ET CLSD FUND: COMMND: DOCID: AO 10 523X85001 STATUS: ACCPT 002-002 OF 002 BATID: AO 10 10410 SUB STN: CONTRACT ORDER INPUT SCREEN TRANS TYPE: 01 CO DATE: ACCT PRD: ACTION: M SUB STN: 104 VENDOR CODE: 161637447 01 NAME: 20 20 DIVERSIFIED SVCS CONTRACT NO: V523P3666 ADDR1: ASGE COMMERCE FUNDING CORP BEGIN DATE: 10 03 07 AUTO ACCRUE: N ADDR2: 3701 KIRBY DR STE 420 END DATE: CITY/ST/ZIP: HOUSTON TX 770983924 DISC %: 0.000 DAYS: 00 P/E TERM: 00 ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 0.00 BFYS: FUND: 01- LINE: 002 BFYS: 08 FUND: 0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 22 COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG: LINE AMOUNT: 7000.00 I/D: I CLSD BFYS: DESCR: CLSD FUND:

01-A051W-NEW LINE ADDED TO ORDER

Required fields are underlined.Decrease the outstanding amount on the incorrect line.Add a new line with the correct costing information.

5.5

EXAMPLE OF OBLL AFTER MODIFICATION

ACTION: R TABLEID: OBLL USERID: S104 T09 *** PURCHASE ORDER ACCOUNTING LINE INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER, LINE NUMBER TRANS CODE: AO ORDER NUMBER: 523X850XX 01- LINE NO: 001 BFYS: 08 FUND: 0110 DESCR: TEST FOR ET ORIG LINE AMT: 7,950.00 ADM/OFF: AMENDMENT LINE AMT: -7,000.00 STATION: 523 / CLSD BFYS: PO LINE AMT: 950.00 COST CTR: / CLSD FUND: CLOSED AMT: 950.00 FCP/PRJ: OP2024 ACCRUED AMT: 0.00 BOC /SUB: 3223 / JOB NO: 22 EXPENDED AMT: 950.00 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 0.00 LAST CHANGE STATUS: HOLDBACK AMT: 0.00 02- LINE NO: 002 BFYS: 08 FUND: 0110 DESCR: ORIG LINE AMT: 0.00 ADM/OFF: 08 AMENDMENT LINE AMT: 7,000.00 STATION: 523 / CLSD BFYS: PO LINE AMT: 7,000.00 COST CTR: / CLSD FUND: CLOSED AMT: 0.00 FCP/PRJ: OP2024 ACCRUED AMT: 0.00 BOC /SUB: 3220 / JOB NO: 22 EXPENDED AMT: 0.00 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 7,000.00 LAST CHANGE STATUS: HOLDBACK AMT: 0.00

Outstanding funds have been moved from Line 001 to Line 002.

5.6

EXAMPLE

CREATE ET TRANSACTION COMMND: DOCID: ET 10 523JV81__ STATUS: ACCPT BATID: SUB STN: DIRECT DISBURSEMENT INPUT SCREEN BATCH DATE: NUM DOCS: NET:

TRANS TYPE: 01 DD DATE: ACCT PRD: ACTION: SUB STN: 104 BFYS: FUND: COMMENTS: VENDOR CODE: 161637447 01 NAME: 20 20 DIVERSIFIED SVCS DIRECT DISB NO: 523JV8100 INTR-AGCY SYMBOL: DISB OFFICE: DOC TOTAL: 0.00 AGREEMENT NO: ADV LIQ AMT: REF DOC NO:

COMMND: DOCID: ET 10 523JV8100 STATUS: ACCPT 001-001 OF 002 BATID: SUB STN: 01- LINE: 001 REF DOC: AO 523X850XX REF LINE: 001 ACCP DATE: PAY ADV: REF ADV: REF ADV LINE: INV DATE: VENDOR INV NO/LINE: LOG DATE: T/T: BFYS: 08 FUND: 0110 STATION/SAT: 523 FCP/PRJ: OP2024 JOB NO: 22 COST CTR/SUB: BOC/SUB: 3223 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: GL ACCOUNT: DESCR: TEST FOR ET LINE AMOUNT: 950.00 I/D: D P/F: INT REASON: LIQ AMOUNT: QUANTITY: ADV:

UNAPPLIED DEP NO:COMMND: DOCID: ET 10 523JV81__ STATUS: ACCPT 002-002 OF 002 BATID: SUB STN: 01- LINE: 002 REF DOC: AO 523X850XX REF LINE: 002 ACCP DATE: PAY ADV: REF ADV: REF ADV LINE: INV DATE: VENDOR INV NO/LINE: LOG DATE: T/T: BFYS: 08 FUND: 0110 STATION/SAT: 523 FCP/PRJ: OP2024 JOB NO: 22 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND: GL ACCOUNT: DESCR: LINE AMOUNT: 950.00 I/D: I P/F: INT REASON: LIQ AMOUNT: QUANTITY: ADV: UNAPPLIED DEP NO:

Line 001 will move the funds from EXPENDED to OUTSTANDING.Line 002 will move the funds from OUTSTANDING to EXPENDED.

5.7

EXAMPLEOBLL AFTER ET TRANSACTION

ACTION: R TABLEID: OBLL USERID: S104 T09 *** PURCHASE ORDER ACCOUNTING LINE INQUIRY SCREEN *** KEY IS TRANS CODE, ORDER NUMBER, LINE NUMBER TRANS CODE: AO ORDER NUMBER: 523X850XX 01- LINE NO: 001 BFYS: 08 FUND: 0110 DESCR: TEST FOR ET ORIG LINE AMT: 7,950.00 ADM/OFF: AMENDMENT LINE AMT: -7,000.00 STATION: 523 / CLSD BFYS: PO LINE AMT: 950.00 COST CTR: / CLSD FUND: CLOSED AMT: 0.00 FCP/PRJ: OP2024 ACCRUED AMT: 0.00 BOC /SUB: 3223 / JOB NO: 22 EXPENDED AMT: 0.00 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 950.00 LAST CHANGE STATUS: HOLDBACK AMT: 0.00 02- LINE NO: 002 BFYS: 08 FUND: 0110 DESCR: ORIG LINE AMT: 0.00 ADM/OFF: 08 AMENDMENT LINE AMT: 7,000.00 STATION: 523 / CLSD BFYS: PO LINE AMT: 7,000.00 COST CTR: / CLSD FUND: CLOSED AMT: 950.00 FCP/PRJ: OP2024 ACCRUED AMT: 0.00 BOC /SUB: 3220 / JOB NO: 22 EXPENDED AMT: 950.00 REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 6,050.00 LAST CHANGE STATUS: HOLDBACK AMT: 0.00

5.8

EXAMPLE FOR MODIFYING

OBLIGATION COMMND: DOCID: AO 10 523X850XX STATUS: ACCPT 001-001 OF 002 BATID: AO 10 FSCB25 SUB STN: CONTRACT ORDER INPUT SCREEN TRANS TYPE: 01 CO DATE: ACCT PRD: ACTION: M SUB STN: 104 VENDOR CODE: 161637447 01 NAME: 20 20 DIVERSIFIED SVCS CONTRACT NO: V523P3666 ADDR1: ASGE COMMERCE FUNDING CORP BEGIN DATE: 10 03 07 AUTO ACCRUE: N ADDR2: 3701 KIRBY DR STE 420 END DATE: CITY/ST/ZIP: HOUSTON TX 770983924 DISC %: 0.000 DAYS: 00 P/E TERM: 00 ASSOC ORDER: ALT PAYEE: / DOC TOTAL: 0.00 BFYS: FUND:

01- LINE: 001 BFYS: 08 FUND: 0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 22 COST CTR/SUB: / BOC/SUB: 3223 / REPT CATG: LINE AMOUNT: 950.00 I/D: D CLSD BFYS: DESCR: TEST FOR ET CLSD FUND:

COMMND: DOCID: AO 10 523X850XX STATUS: ACCPT 002-002 OF 002 BATID: AO 10 FSCB25 SUB STN: CONTRACT ORDER INPUT SCREEN TRANS TYPE: 01 CO DATE: ACCT PRD: ACTION: M SUB STN: 104 VENDOR CODE: 161637447 01 NAME: 20 20 DIVERSIFIED SVCS CONTRACT NO: V523P3666 ADDR1: ASGE COMMERCE FUNDING CORP BEGIN DATE: 10 03 07 AUTO ACCRUE: N ADDR2: 3701 KIRBY DR STE 420 END DATE: CITY/ST/ZIP: HOUSTON TX 770983924 DISC %: 0.000 DAYS: 00 P/E TERM: 00 ASSOC ORDER: ALT PAYEE: /

DOC TOTAL: 0.00 BFYS: FUND: 01- LINE: 002 BFYS: 08 FUND: 0110 STATION/SAT: 523 / FCP/PRJ: OP2024 JOB NO: 22 COST CTR/SUB: / BOC/SUB: 3220 / REPT CATG: LINE AMOUNT: 950.00 I/D: I CLSD BFYS: DESCR: CLSD FUND:

Required fields are in bold and underlined.Modification is necessary to decrease line 001 and increase the expended amount on OBLH, OBLL to reflect the amount paid.

5.9

EXAMPLEOBLL AFTER MODIFICATIONACTION: R TABLEID: OBLL USERID: S104 T09

*** PURCHASE ORDER ACCOUNTING LINE INQUIRY SCREEN ***

KEY IS TRANS CODE, ORDER NUMBER, LINE NUMBER

TRANS CODE: AO ORDER NUMBER: 523X850XX

01- LINE NO: 001 BFYS: 08 FUND: 0110

DESCR: TEST FOR ET ORIG LINE AMT: 7,950.00

ADM/OFF: AMENDMENT LINE AMT: -7,950.00

STATION: 523 / CLSD BFYS: PO LINE AMT: 0.00

COST CTR: / CLSD FUND: CLOSED AMT: 0.00

FCP/PRJ: OP2024 ACCRUED AMT: 0.00

BOC /SUB: 3223 / JOB NO: 22 EXPENDED AMT: 0.00

REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 0.00

LAST CHANGE STATUS: HOLDBACK AMT: 0.00

02- LINE NO: 002 BFYS: 08 FUND: 0110

DESCR: ORIG LINE AMT: 0.00

ADM/OFF: AMENDMENT LINE AMT: 7,950.00

STATION: 523 / CLSD BFYS: PO LINE AMT: 7,950.00

COST CTR: / CLSD FUND: CLOSED AMT: 950.00

FCP/PRJ: OP2024 ACCRUED AMT: 0.00

BOC /SUB: 3220 / JOB NO: 22 EXPENDED AMT: 950.00

REPT CATG: ASSOC ORD: OUTSTNDNG AMT: 7,000.00

LAST CHANGE STATUS: HOLDBACK AMT: 0.00

Line 001 has been cleared of the outstanding amount and the expended amount.

Line 002 indicates the expended amount to reflect the previous payment of $950.00.

6

RESEARCH FOR CHECK NUMBER OR

TRACE NUMBER

6.1

EXAMPLE PVHT/PVLT TABLESCOMMND: DOCID: MV 04 537Z5000706 STATUS: ACCPT BATID: SUB STN: 11/27/07 MULTIPURPOSE VOUCHER INPUT SCREEN TRANS TYPE: MV DATE: ACCT PRD: ACTION: SUB STN: 104 REF DOC: CO 537Z50007 VENDOR CODE: 363946864 VENDOR INV: PROGPMT9 NAME: INTEGRATED CONST TECH CORP INV DATE: 09 30 07 PPAY TYPE: C ADDR1: 126 S VILLA AVE LOG DATE: 10 22 07 ADDR2: ACCP/DEL DATE: 11 05 07 CITY/ST/ZIP: VILLA PARK IL 601812653 BENEFICIARY: HOLDBACK TOTAL: 16129.48 ADV LIQ TOTAL: WORK INSTALLED: 161294.82 DOCUMENT TOTAL: NET PYMT AMT: 145165.34 HOLDBACK PYMT AMT: BFYS: FUND: DISC %: DAYS: P/E TERM: AMT: DISC %: DAYS: P/E TERM: AMT: SCHD PYMT DATE: FISCAL APRV: INT RSN: DISC RSN: SCHD FY/CAT: SCHD TYPE/NO: PYMT SEQ NO: CHECK TYPE: COMMENT TO PRINT: A--*HS60-DOCUMENT MARKED FOR READ ONLY H--TZO3O-8+ DAYS PRIOR TO PROMPT PAY DT

COMMND: DOCID: MV 04 537Z5000706 STATUS: ACCPT 001-001 OF 002 BATID: SUB STN: 11/27/07 01- LINE: 001 REF DOC: REF LINE: 001 ACCP/DEL DATE: T/T: 01 REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 145165.34 I/D: P/F: LINE TYPE: LIQ AMOUNT: DESCR: DLN 29579956865 OUTST OBLIG: 301,459.78 INT REASON: DISC REASON: BFYS: 05 FUND: 0111 STATION/SAT: 537 FCP/PRJ: OT3314 JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:

COMMND: DOCID: MV 04 537Z5000706 STATUS: ACCPT 002-002 OF 002 BATID: SUB STN: 11/27/07 01- LINE: 002 REF DOC: REF LINE: 001 ACCP/DEL DATE: T/T: 01 REF ADV: REF ADV LINE: PAY ADV: VENDOR INV: INV DATE: LOG DATE: REF VEND CODE: REF VEND NAME: LINE AMOUNT: 16129.48 I/D: P/F: LINE TYPE: H LIQ AMOUNT: DESCR: RESEARCH LABRATORY OUTST OBLIG: 156,294.44 INT REASON: DISC REASON: BFYS: 05 FUND: 0111 STATION/SAT: 537 FCP/PRJ: OT3314 JOB NO: 11 COST CTR/SUB: BOC/SUB: 3220 REPT CATG: REV SRCE/SUB: CLSD BFYS: CLSD FUND:


TO LOCATE THE CHECK NUMBER/TRACE NUMBER, “L” LEAF FROM PVLT TO VXDD THEN TO TSCL.

6.2

EXAMPLEVXDD & TSCL TABLES

ACTION: R TABLEID: VXDD USERID: S104 BMT *** PAYMENT VOUCHER LINE - DISB DOCUMENT CROSS REFERENCE INQUIRY SCREEN *** KEY IS VENDOR CODE, TRANS CODE, PAYMENT VOUCHER NUM, TRAVEL ADVANCE NUMBER, PAYMENT VOUCHER LINE, REC TYPE, FY, DISB DOCUMENT NUMBER VENDOR CODE: 363946864 TC: MV NUMBER: 537Z5000706 TRAVEL ADVANCE NUM: TREAS POST POST BACK REC ACT TREAS DET EXP OUT LN TYP FY DOC NUMBER AMOUNT IND IND IND IND IND --- --- -- -------------- ------------------- --- ---- --- --- ---- 01- 001 P 08 A M 081114101 145,165.34 C Y Y F N 02- 03-

ACTION: R TABLEID: TSCL USERID: S104 BMT *** TREASURY SCHEDULE CONTROL LINE INQUIRY SCREEN *** KEY IS FY, SCHEDULE CAT, SCHEDULE TYPE, SCHEDULE NUMBER, VENDOR CODE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NO, PAYMENT VOUCHER LINE, REC TYP FY: 08 SCHEDULE CAT: A SCHEDULE TYPE: M SCHEDULE NUMBER: 081114101 INDICATORS - TREAS ACT: C POST TREAS ACT: Y POST DETAILS: Y EXP: F BACKOUT: N CONF/REJ DATE: 11 16 07 P CHECK/ O -----------PAYMENT VOUCHER------------REC PAYMENT TRACE S VENDOR CODE TC NUMBER ADV NO LN TYP AMOUNT NUMBER T ------------ -- ----------- ------ --- - ----------------- -------- - 363946864 MV 537Z5000706 001 P 145,165.34 1241052 Y 363949533 CT 538C7068503 001 P 20,003.76 1243995 Y 363949533 CT 554C7502633 001 P 736.32 1243996 Y 363949533 CT 554C8503201 001 P 170.72 1243997 Y 363949533 CV 675A8001001 001 P 5,047.40 1243998 Y 363988244 CT 537C5042308 001 I 18.06 1242864 Y 363988244 CT 537C5042308 001 P 56,539.76 1242864 Y 363988244 CT 537C6034002 001 P 838.88 1242865 Y

For additional information, go to EFTH and EFTL for EFT payments, CHKH and CHKL for check payments. CHKH displays header information and CHKL displays line information.

6.3

EXAMPLEEFTH & EFTL

TABLESACTION: R TABLEID: EFTH USERID: S104 BMT *** EFT HEADER INQUIRY SCREEN *** KEY IS TRACE NUMBER, CONFIRM DATE, D.O. 01- TRACE NUMBER: 1241052 CONFIRM DATE: 11 16 07 D.O.: 220 SCHD FISC YEAR: 08 SCHD CAT: A SCHD TYP: M AGENCY SCHEDULE NO: 081114101 AMOUNT: 145,165.34 CANCELED IND: N VENDOR CODE: 363946864 REASON CODE: PAYEE NAME: INTEGRATED CONST TECH CORP VENDOR BANK NAME: KEY BANK ABA NUMBER: 04100103 9 CITY/STATE: CLEVELAND OH ACCOUNT TYPE: C ACCOUNT NUMBER: 98900001450580 CORR BANK NAME: CORR ABA NUMB: ACTION: R TABLEID: EFTL USERID: S104 BMT *** EFT DETAIL INQUIRY SCREEN *** KEY IS TRACE NUMBER, CONFIRM DATE, DISB OFFICE, PAYMENT VOUCHER TC, PAYMENT VOUCHER NUMBER, ADV NUM, PAYMENT VOUCHER LINE, REC TYP TRACE NUMBER: 1241052 CONFIRM DATE: 11 16 07 DISB OFFICE: 220 EFT AMOUNT: 145,165.34 --------PAYMENT VOUCHER------- REC TC NUMBER ADV NUM LINE TYP AMOUNT -- ----------- ------- ---- --- ------------------- 01- MV 537Z5000706 001 P 145,165.34 02-

EFTH lists header information. Leaf to EFTL for detail information.

6.4

EXAMPLECXRC TABLE

ACTION: R TABLEID: CXRC USERID: S104 BMT

CHECK AND EFT CANCELLATION REASON CODE REFERENCE DATA SCREEN

KEY IS REASON CODE

REASON

CODE CANCEL REASON

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

01- A AMOUNT INCORRECT

02- B BETTER ADDRESS

03- D DUPLICATE PAYMENT

04- E DECEASED

05- I PAYMENT ID

06- L LIMITED PAYABILITY

07- N NOT ENTITLED

08- O SUPPLIES/SERVICES CANCELED

09- P PARTIAL WRONG PAYEE

10- S MIS-SPELLED NAME

11- U UNKNOWN

12- W WRONG PAYEE

13- X CONVERSION CANCEL REASON

14-

Use the CXRC table to reference the reasoncode on a cancelled check or EFT payment.

7

RECONCILIATIONSRECONCILIATIONS

7.1

Balancing Auditing Construction

Contract Progress Reports

SEE INSERTS

8

RSD OVERVIEWNaming Conventions

FMS Reports are named in the following way:o R is always the first letter. R stands for Reporto The next two letter indicate the Subsystem.

AD – Automated DisbursementsAP – Accounts PayableAR – Accounts ReceivableBE – Budget ExecutionGL – General Ledger GS – General SystemsPE – PurchasingTA – Travel

o The next three letters are assigned by FSC. These letters are intended to describe the report contents.

o The last letter is V, which stands for VA, indicating the FMS Report was made specifically for the VA.

RSD FMS Reports Reference ListRSD contains a listing of all FMS generated reports. To access this list, perform the following steps:

o On the VA Access Screen, enter RSD MOD5 in the selection field.o On the EVT Screen, enter your USERID and password.o On the Product Selection Menu Screen, type E3.o On the Report Index Screen, type L F523*, then type an S in the Action

(A) column next to FMS REPORTS XREF.*(F523 = Station 523)

A complete listing of FMS generated reports will be displayed.

To access RSD reports using your web browser enter the following link:http://austin.aac.va.gov/Frntpage.EOS.html. After clicking on EOS API, user will be prompted to enter their user ID and password.

Logon to EOS after selecting the type of reports (E3 or EA). Find and select your station number. Select “Go to Filter” or scroll through the pageto select the report desired.

For more information, call the CFD Help Desk at 512-326-6780.

FREF – FMSCREF - CALM

http://austin.aac.va.gov/Frntpage.EOS.html

8.1

RSD REPORTS

PF 1/13 HELP-COMMAND ==> -REPORT INDEX --> RINDX3 2RDM30 EXCUTL.RSD.EOS.RINDX3.UD001 -GLOBAL USER DIRECTORY- USERS-> 2078 A-USER NAME---REPORTS------PAGES-------LINES-----F.REPORT DATE--L.REPORT DATE-- s F523 510 29355 1041346 10/08/01 01/26/05 F523-750 63 197 3416 07/01/02 01/26/05 F523-818 304 2309 51952 10/08/01 01/26/05 F525 174 3695 79376 10/08/01 01/26/05 F526 476 17367 573190 10/08/01 01/26/05 F527 168 5096 133487 10/08/01 01/26/05 F528 523 53761 1902865 10/08/01 01/26/05 F528-513 61 825 15161 10/08/01 01/26/05 F528-803 287 1714 34888 10/08/01 01/26/05

Type an S in column A then hit enter.

_________________________________________________________________________

PF 1/13 HELP-COMMAND ==> -REPORT INDEX --> RINDX3 2RDM30 EXCUTL.RSD.EOS.RINDX3.UD001 -DIRECTORY SELECTION- USER-> F523 TR-> 510 TP-> 29355 TL-> 1041346 FORM NAME ==> F744 APPL. (JOBNAME) ==> REPORT NAME ==> DEFERRED ONLY ==> <- ENTER Y REPORT ROOTNAME ==> NOTEPAD HEADER ==> PRINTED REPORTS ==> <- ENTER Y/N REPORT VERSION ==> DISPLAYED REPORTS ==> <- ENTER Y/N REPORT STATUS ==> FROM DATE AND TIME ==> / EXPIRATION DATE ==> TO DATE AND TIME ==> / ARCHIVAL DATE ==> DESTINATION ==> ROOM NUMBER ==> OUTPUT FORM ==> CLASS ==> LOCAL PRIORITY ==> TOP SEARCH ==> <- ENTER Y WITH TOC ONLY ==> <- ENTER Y SELECTION ON TOC ==> <- ENTER Y Enter the report name then hit enter.

8.2

RSD Reports for Construction Accounting

– FSAV – Fixed Asset GSA 1166 Report• Includes a description of the Asset #, Acquired Date,

and Value

– FBE1 – FMS Construction Project Appropriation• Fund transactions in and Fund transactions out

– F700 – PROJ/CP Allotment Report• Includes the allotment amount, obligation, and

payment

– F718 – Status of Unobligated Allowance/Project Allotment and Unliquidated Obligation as of MM/DD/YY

– FPC1 – Weekly Status of Funds Report• This report is good for reconciling. It indicates

Open/Closing Balances, Obligations, Mods, and Interest

– F876 – Work In Process (G/L 1720)• Displays the balance of the 1720 account by project,

BFY, and fund.

– F744 – VA Summary Trial Construction Balance by Acctg Dist Within a Fund• Stations should be reviewing this report to correct

the opposite balances.

8.3

RVAWIP - F876 Report

RVAWIPV 999 REPORT ID: RVAWIPV *** DEPT OF VETERANS AFFAIRS (FMS) *** PAGE:

1 RSD FORM: F876 WORK IN PROCESS (G/L 1720) TIME: 23:47 RUN DATE: 11/15/07 AS OF 11/15/07 STN: 999 FUND: 0110 STN BFY PROJECT DOC ID TRANS DATE AMOUNT 999 97 PM2027 10/19/06 10,318.40 999 99 08/30/04 -44,091.17 999 99 PM2027 06/30/05 44,091.17 999 06 RM2027 07/02/07 1,789,854.46

-------------- FUND 0110 TOTAL: 1,800,172.86

When an SV transaction is input without referencing the Project Number, or a different BFY is entered, the project will not be cleared from the F876 report. User will need to enter an SV 70 transaction in order to clear the report.

8.4

SV 70 “D” TO CLEAR GL 1720 CREDIT

ACTION: R TABLEID: GLTS USERID: S104 BMT *** GENERAL LEDGER TRIAL BALANCE BY STATION SCREEN *** KEY IS FISCAL YEAR, STATION, FUND, BFYS, GL ACCT FY STATION FUND BFYS DEBIT BALANCE: 0.00 -- ------- ------ ----- - CREDIT BALANCE: 0.00 08 999 0110 99 = DIFFERENCE: 0.00 GL D/ ACCT C BEG BAL + DEBITS - CREDITS = END BAL ---- - --------------- --------------- --------------- --------------- 01- 1010 N -55,622.17 0.00 0.00 -55,622.17 02- 1720 D 0.00 0.00 0.00 0.00 03- 3100 C 55,501.85 0.00 0.00 55,501.85 04- 3310 N 120.32 0.00 0.00 120.32 05- 4201 D -55,622.17 0.00 0.00 -55,622.17 06- 4451 C 0.00 0.00 0.00 0.00 07- 4610 N 55,622.17 0.00 0.00 55,622.17 08- 480N C 0.00 0.00 0.00 0.00 09- 9903 C 0.00 0.00 0.00 0.00 10- 9905 C 0.00 0.00 0.00 0.00 11- 9935 N -11,651.32 0.00 0.00 -11,651.32 12- 9936 N 11,651.32 0.00 0.00 11,651.32

Why does the 1720 balance equal zero?

ACTION: R TABLEID: ACEN USERID: S104 BMT ACCOUNTING ENTRIES REFERENCE DATA SCREEN KEY IS FISCAL YEAR, ACCOUNTING ENTRY ID, SEQUENCE NUMBER FISCAL YEAR: 08 ACCOUNTING ENTRY ID: 9700 ACCOUNTING EVENT TYPE: SP05 SEQUENCE JOURNAL INCREASE ----- DEBIT ------ ----- CREDIT ----- FLAGS NUMBER CODE LINE D/C ACCT TYPE OVERRIDE ACCT TYPE OVERRIDE REV FIP -------- ------- -------- ---- ---- -------- ---- ---- -------- --- --- 01- 001 GENJ D 3310 03 N 1720 01 N Y N 02- 002 GENJ D 9936 01 N 9935 01 N Y N 03- 04- 05-

8.5

Example of SV 70

COMMND: DOCID: SV 10 999AB3120 STATUS: BATID: SUB STN:

STANDARD VOUCHER INPUT SCREEN

SV DATE: ACCT PRD: SUB STN: 104 ACTION: EXPENSE(E), REVENUE(R), GL(G), BUDGET(B): BFYS: FUND: REVERSAL PERIOD: COMMENT: BUDGET OVERRIDE IND: DOC TOTAL: 0.00

DESCRIPTION:01-LINE: 001 TRANS TYPE: 70 EXP/REV/GL/BG: G A/O: BFYS: 99 FUND: 0110 STATION/SAT: 999 FCP/PRJ: PM2027 JOB NO: COST CTR/SUB: BOC/REV SOURCE/SUB: REPT CATG: CLSD BFYS: CLSD FUND: VENDOR: NAME: SCHD FY: SCHD CAT: SCHD TYP: SCHD NO: D.O.: GUEST SYMBOL: QTY: REF DOC ID: DOC TYP: AGR NO: AMOUNT: 44,091.17 I/D: I OBL FY: ACCP DATE: ADV: INVOICE NO: INV LINE: INV DATE: DESCRIPTION: TO CORRECT F876 REPT. TREAS NO:

UNAPPLIED DEP NO:01-LINE: 002 TRANS TYPE: 70 EXP/REV/GL/BG: G A/O: BFYS: 99 FUND: 0110 STATION/SAT: 999 FCP/PRJ:JOB NO: COST CTR/SUB: BOC/REV SOURCE/SUB: REPT CATG: CLSD BFYS: CLSD FUND: VENDOR: NAME: SCHD FY: SCHD CAT: SCHD TYP: SCHD NO: D.O.: GUEST SYMBOL: QTY: REF DOC ID: DOC TYP: AGR NO: AMOUNT: 44,091.17 I/D: D OBL FY: ACCP DATE: ADV: INVOICE NO: INV LINE: INV DATE: DESCRIPTION: TO CORRECT F876 REPT. TREAS NO: UNAPPLIED DEP NO:

If the transaction rejects with error code 01-ZJAZE(FCP/PROJ CLOSED ON STAP), call Central Office Construction to reopen the project.

8.6

WIPTransactions for capitalization of Construction

Funds:FUNDS: 0110 & 0111

IMPORTANT: USE SAME BFY & PROJECT

General ledger 1712 Improvements to LandSV 20 I 1712/1720 Fund: 0110/0111SV E2 D 3310/1712 Fund: 0110/0111

9936/9935SV E2 I 1712/3310 Fund: AMAF BFY: 95

9935/9936General Ledger 1730 Building, Improvements, and RenovationsSV 30 I 1730/1720 Fund: 0110/0111SV 71 I 3310/1730 Fund: 0110/0111

9936/9935SV D4 I 1730/3310 Fund: AMAF BFY: 95

9935/9936General Ledger 1740 Other Structures and FacilitiesSV 28 I 1740/1720 Fund: 0110/0111SV 72 I 3310/1740 Fund: 0110/0111

9936/9935SV D6 I 1740/3310 Fund: AMAF BFY: 95

9935/9936General Ledger 1820 Leasehold ImprovementsSV 29 I 1820/1720 Fund: 0110/0111SV 73 I 3310/1820 Fund: 0110/0111

9936/9935SV E9 I 1820/3310 Fund: AMAF BFY: 95

9935/9936

8.7

F744 Trial Construction Balance

RGLASTV STA 999

REPORT ID: RGLASTV *** DEPT OF VETERANS AFFAIRS (FMS) *** PAGE: 1 RSD FORM: F744 VA SUMMARY TRIAL CONSTRUCTION BALANCE BY ACCOUNTING DISTRIBUTION WITHIN FUND TIME: 03:55 RUN DATE: 11/01/08 FOR ACCOUNTING PERIOD 01/09

FCP/PROJECT: FUND: 0110 BFY: 09 ADMIN/OFFICE: 08 GL ACCT LMT DEBIT BALANCE CREDIT BALANCE ---- --- ------------------- ------------------ 1720 44,091.17 **OPPOSITE-BALANCE** 3310 44,091.17

TOTAL: 44,091.17 44,091.17

FCP/PROJECT: PM2027 FUND: 0110 BFY: 09 ADMIN/OFFICE: 08 GL ACCT LMT DEBIT BALANCE CREDIT BALANCE ---- --- ------------------- ------------------ 1010 55,622.17 1720 44,091.17 3100 55,501.85 **OPPOSITE-BALANCE** 3310 43,970.85 4201 55,622.17 **OPPOSITE-BALANCE** 4610 55,622.17 9935 11,651.32 9936 11,651.32 TOTAL: 166,866.51 166,866.51

Note: Look for different Project numbers, different funds, different fiscal years, and different A/O.

Documents

WELCOME TO THE FINANCIAL SERVICES CENTER AUSTIN, TEXAS A/O FEB 2009