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Submitting Intra-Governmental Billings Using the Internet Billing System IBIL

Office of the Chief Financial Officer. 1. What is IBIL?. IBIL is an Internet based front end system for entering bills into NFC's Administrative Billings and Collections Section (ABCO) system. The system is designed for use by agency personnel and is accessible from NFC's Home Page. Purpose

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Submitting Intra-Governmental Billings Using the Internet Billing System IBIL

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    1. Submitting Intra-Governmental Billings Using the Internet Billing System (IBIL) Presented by Eddie Reso

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

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    12. Office of the Chief Financial Officer 11 How IBIL/ABCO Determines the ALC to be Billed

    13. Office of the Chief Financial Officer 12 The Vendor Code for Intra-USDA Bills Common Agreement Number (CAN)

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    19. Office of the Chief Financial Officer 18 Bill List/Status Status Codes I = Incomplete. This transaction will remain unprocessed until submitted. S = Submitted. The bill will be processed in ABCO upon the next ABCO batch job, each workday evening. Prior to processing (T or P status), the user may make changes (update or delete). T = Transmitting. The bill is being processed at the time of your viewing. P = Processed. No changes can be made by the user since the record is now in ABCO. Subsequent changes must be addressed to the ABCO section at NFC. Notice that the buttons to the right of each status code let the user know the options that are available.

    20. Office of the Chief Financial Officer 19 After Submission . . . Records are sent from IBIL to ABCO nightly to create receivable records via the ABCO_FFIS interface. The actual IPAC bills, or hard copy billings are produced four times a month on a scheduled basis. Collection documents are also created via the ABCO-FFIS interface. NOTE: IBIL is one way. Once submitted, a bill cannot be changed, and once confirmed in IPAC, no record is sent back to IBIL. Once sent from IBIL, records usually accept in ABCO. Rejects are rare; however, if changes are necessary, the user is contacted. Updates to the record will be noted in the ABCO comments field in IBIL. When rejects do occur, the three most common reasons are: An invalid Agency Location Code (ALC) in the vendor record of a vendor type G, V, or W. The accounting will not validate because the DVAL, PGMT, or FUND, etc., tables are incomplete or inaccurate. The agency is attempting to record unauthorized transactions to specific treasury symbols.

    21. Office of the Chief Financial Officer 20 A record is sent to FFIS for each transaction accepted into ABCO from IBIL. This record will be an “A1” document (receivable). FFIS will upload the record upon the next nightly cycle. In most cases, it is available the second business day following the IBIL submission. Users can locate the “A1” Document number in the Generic Interface Document Cross-Reference Table (GIDT), using the vendor code and ABCO bill number. Once the ABCO billing proc is run, an “A2” collection document will be produced in FFIS and located using GIDT. See following sample IBIL record and following FFIS screens.

    23. GIDT - Example

    24. Office of the Chief Financial Officer 23 ARHT – Example Receivable Entry from IBIL Submission

    25. Office of the Chief Financial Officer 24 CRLT– Example Collection Entry from IBIL Submission

    27. Office of the Chief Financial Officer 26 IBIL Edits for Intra-USDA Bills

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    31. Office of the Chief Financial Officer 30 Debtor OBLH Table – FA, The Sample Debtor Agency

    32. Office of the Chief Financial Officer 31 Debtor OBLL Table – FA, The Sample Debtor Agency

    33. Office of the Chief Financial Officer 32 Billing Agency ACXT Table

    34. Office of the Chief Financial Officer 33 IBIL Questions and Help A copy of the IBIL procedures can be easily obtained at any time by clicking “User Manual” on the Log In screen. Help can also be obtained via telephone and e-mail (see contacts on following page).

    35. Office of the Chief Financial Officer 34 IBIL Contacts Eddie Reso (504) 426-5064 eddie.reso@usda.gov Robert Sturgis (504) 426-5073 –NRCS Liaison robert.sturgis@usda.gov Cathy Palermo (504) 426-1357 cathy.palermo@usda.gov

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