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Integrated Funds Control Distribution, Accounting Activity And Procurement

IFCAP. Integrated Funds Control Distribution, Accounting Activity And Procurement Part II – Budget and Accounting. Objectives. Provide an understanding of the roles and responsibilities for Accounting & Budget

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Integrated Funds Control Distribution, Accounting Activity And Procurement

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

  2. Objectives • Provide an understanding of the roles and responsibilities for Accounting & Budget • Provide an understanding of menu options that are located in the IFCAP program, a module of VISTA and options are available to budget and accounting staff. • Upon completion of this course Budget and Accounting staff will be able to identify their role and responsibility and initiate and research transactions entered into the system.

  3. COURSE OUTLINE • Budget Options • Accounting Options • Purchase Card Options

  4. Websites http://vaww4.va.gov/FINANCE/policy/index.asp-VA Directives, Handbooks, Bulletins http://vaww.fscdirect.fsc.va.gov - FSC homepage/Training http://vaww.cfo.med.va.gov/173/alerts_toc.asp - Alerts http://reports2.vssc.med.va.gov/Reports/Pages/Report.aspx?ItemPath=%2fFinance%2fFIs%2fFY10_Financial_Indicators_Report http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=137&FType=2 – Cost Center and Budget Object Codes Policy http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=140&FType=2 – Cost Centers http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=142&FType=2 – Budget Object Codes

  5. Websites http://www4.va.gov/vdl/application.asp?appid=42– Control Point Requestor, Control Point Clerk, Control Point Official http://www1.va.gov/vapubs/viewPublication.asp?Pub_ID=422&FType=2 - Purchase Card Procedures http://vaww4.va.gov/FINANCE/policy/pubs02.asp - Use of Estimated Miscellaneous Obligation http://vaww1.va.gov/vhapublications/ViewPublication.asp?pub_ID=1751 – VA Handbook 1730.1 Use and management of government purchase card

  6. ACRONYMS & ABBREVIATIONS BOC – Budget Object Codes CC – Cost Center CPC – Control Point Clerk CPO – Control Point Official FCP – Fund Control Point FSC – Finance Service Center IFCAP – Integrated Fund Control Point and Procurement MO – Miscellaneous Order OLCS – On Line Certification System PC – Purchase Card PO – Purchase Order RR – Receiving Report SO – Service Order VISN – Veteran Integrated Service Network VISTA – Veteran Health Information System and Technology Architecture 1358 – Estimated Miscellaneous Obligation 2237 – Purchase Order

  7. BUDGET MENU OPTIONS

  8. Budget Analyst Roles Most of the menu options to be discussed are utilized by the Budget Analysts at facilities. Some menus are not always used by the Budget Analyst but by other Fiscal staff depending on the set up of the facility. • Manage funding for the medical center • Allocate funds to the Control Points • Establish new Control Points • Transfer funds between Control Points • Move funds between quarters for the Control Points • Process TDA’s • Assign Cost Centers & Budget Object Codes to Control Point • Monitors Control Points for excessive spending • Provides budget guidance and assistance to IFCAP users

  9. Create A Fund Control Point • Two steps to establish control point • Station level question • FCP questions • Station level over commit overrides CP level settings • EDI switch controlled by each CP • Once established the CP numbers assigned will roll over year to year • Exception is multi-year funds -- have to establish new CP’s each • year

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

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

  12. Create A Fund Control Point Select STATION NUMBER ('^' TO EXIT): 662// 688 WASHINGTON, DC ...OK? Yes// (Yes) Select FUND RELEASING OFFICIAL: Ruedel, Karen// Roth, Carmella ANALYST STATION OVERCOMMIT SWITCH: OVERCOMMIT ALLOWED// ? Choose from: 0 OVERCOMMIT NOT ALLOWED FOR ALL FCP'S 1 CURRENT QUARTER OVERCOMMIT ALLOWED 2 FUTURE QUARTERS OVERCOMMIT ALLOWED 3 CURRENT AND FUTURE QUARTERS OVERCOMMIT ALLOWED 4 INDIVIDUAL CP SWITCH USED 5 OVERCOMMIT ALLOWED Normally facilities will select overcommit not allowed for all FCP’s. Overcommit allowed is used most often during a Continuing Resolution Authority. Future quarters is used to allow the 2237’s for the next FY to be input usually during the 3rd & 4th quarters. Individual CP switch requires the switch to be set for each CP

  13. Create A Fund Control Point EDI switch usually not set at the station level normally set at CP level. This will allow EDI orders to bypass Fiscal and transmit without review Normally the Med/Surg is the only ones set to bypass Fiscal due to being purchasing from a prime vendor EDI ORDER RELEASE: ? Choose from: Y YES N NO SITE ALL/DELIVERY ORDER SWITCH: ALL ORDERS// ? Choose from: Y YES N NO Used in conjunction with EDI STATION ROLLOVER OF EOQ BAL.: ? Choose from: 2 ALL FCPs CAN SPEND PRIOR FUNDS 3 INDIVIDUAL FCP ROLLOVER EOQ BALANCE IN EFFECT Facilities mainly use option 3 Individual FCP Rollover EOQ Roll funds to the next qtr or to a different CP

  14. Create A Fund Control Point Select Fund Control Point:? Enter a new CONTROL POINT NAME, if you wish. Enter a 3 or 4-digit number, a space and the name of the control point. Answer must be 3 to 30 characters in length. Select Fund Control Point: 025 Radiology Are you adding ‘025 Radiology’ as a new CONTROL POINT NAME? No// Yes Control Point Name: Radiology// Once the CP is established contact PPM to have a LOG # assigned. Control Point cannot be used until this is completed. CONTROLLING SERVICE: RADIOLOGY// ? FUND: 0160A1// BEGINNING BUDGET FISCAL YEAR: 2011// ADMINISTRATIVE OFFICE: 10// PROGRAM: 0100// FCP/PRJ: 010022200// Information to link 3-4 digit CP to FMS the 9 digit FCP/PRJ must be in the tables in FMS.

  15. Create A Fund Control Point Automated: tells IFCAP it can transmit transactions to FMS AUTOMATED: YES ALLOW ACCESS BY ALL REQUESTORS: YES// Select CONTROL POINT USER: Brown, Katie LEVEL OF ACCESS: CONTROL POINT OFFICIAL// ? 1--CONTROL POINT OFFICIAL (Has authority to approve requests) 2—CONTROL POINT CLERK (Can enter permanent transactions) 3--REQUESTOR (Can initiate temporary requests to Control Point Clerk) Choose from: 1 CONTROL POINT OFFICIAL 2 CONTROL POINT CLERK 3 REQUESTOR Typically will answer no and then will assign specific people access to the CP to perform certain roles. If you have a supplies control point you might want to allow anyone to put in a temporary request which will be converted to a permanent request later by a control point clerk.

  16. Create A Fund Control Point RECEIVE FMS RECONCILIATION: The Notification Designee prompt allows Control Point User to receive informational bulletins containing details of a ceiling transaction distributing funds to this Fund Control Point. NOTIFICATION DESIGNEE: RCV 820: YES// Multiple people can be assigned to the CP in this process Select CONTROL POINT USER: SPECIAL CONTROL POINT: Complete if this is a FCP for GPF or SF Select COST CENTER: Assign the appropriate CC (s) for the FCP DESCRIPTION: Edit? NO//YES

  17. Create A Fund Control Point STATION OVERCOMMIT SWITCH: OVERCOMMIT ALLOWED// ? Choose from: 0 OVERCOMMIT NOT ALLOWED FOR ALL FCP'S 1 CURRENT QUARTER OVERCOMMIT ALLOWED 2 FUTURE QUARTERS OVERCOMMIT ALLOWED 3 CURRENT AND FUTURE QUARTERS OVERCOMMIT ALLOWED 4 INDIVIDUAL CP SWITCH USED 5 OVERCOMMIT ALLOWED This will only work if the Individual CP Switch Used is selected at the station level EDI ORDER RELEASE: ? Choose from: Y YES N NO Set the EDI Order Release at this point for the FCP. Typically will only set to yes for CP’s dealing with prime vendor all other orders should be reviewed by Fiscal.

  18. Create A Fund Control Point FCP ALL/DELIVERY ORDER SWITCH: ?? This is used to release orders directly without fiscal review Choose from: A ALL ORDERS D DELIVERY ORDERS ONLY Setting the Rollover switch determines what will occur with funds at the end of the quarter. Typically facilities will use #3 and have The funds rollover to the next quarter. ROLLOVER OF EOQ BALANCE: ? This is the rollover of the EOQ balance. Choose from: 1 TRANSFER FUNDS TO ANOTHER FCP 2 SPEND AVAILABLE PRIOR FUNDS 3 RESTRICT TO CURRENT QUARTER (DEFAULT) Note: you can establish FCP’s for Major/Minor projects but they will not Accept if transmitted from IFCAP to FMS. You may assign budget in IFCAP but funds are input for major/minor into FMS by VACO. Establishing the control point allows all transactions to be input into IFCAP so that you are not using manual processes.

  19. Deactivate/Reactivate Fund Control The menu to deactivate or reactivate a control point are the same. Select Funds Distribution Program Menu Option: Budget Utilities Menu Edit Budget Categories FMS Exception Transaction Report Repost FMS Exceptions Clear FMS Exception File Entries Clear Program Lock Dictionary Management Menu ... Create New Code Sheet Display Control Point Official's Balance FCP/BOC/SA Management Menu ... Recalculate All Fund Control Point Balances Select Budget Utilities Menu Option: FCP/BOC/SA Management Menu BOC Management Menu ... Cost Center Management Menu ... Fund Control Point Management Menu ... Select FCP/BOC/SA Management Menu Option: Fund Control Point Management Menu Over the course of time CP’s will no longer be required; especially if established for a specific purpose and once that purpose has been completed the CP can be deactivated.

  20. Deactivate/Reactivate Fund Control Add/Edit Control Point Deactivate a Fund Control Point Reactivate a Fund Control Point Place Released Ceiling Transaction in CP File Display Control Point Committed Transactions Reset FCP Yearly Accounting Element & ACT Code Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select Fund Control Point: ??? CHOOSE FROM: 9 009 TRAINEE SALARIES 61 061 PSYCHOLOGY 521 521 RESEARCH 777 777 SUPPLIES 891 891 ISC 949 949 MCCR TRAVEL Select Fund Control Point: 949 MCCR TRAVEL Active/Inactive Control Point: INACTIVE// ACTIVE

  21. Inputting Budget Ceilings Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST If the “Do Not Allow Overcommit” switch is on, then ceilings have to be input prior to orders being generate.

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

  23. Inputting Budget Ceilings Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// I am going to create a new transaction with the number 688-11-0002 IS THIS OK ? YES// (YES) CONTROL POINT: 101 LAB TESTING 101 ...OK? Yes// (Yes) TDA NUMBER: 4510 TDA DATE: 102510 (OCT 25, 2010) RECURRING FTEE: 4 NON RECUR FTEE: 0 TRNG FTEE: 0 BUDGET SORT CATEGORY:

  24. Inputting Budget Ceilings TRANSACTION DATE: T (Oct 25, 2010) 1ST QTR: 45 $ 45.00 2ND QTR: 45 $ 45.00 3RD QTR: 60 $ 60.00 4TH QTR: 45 $ 45.00 TOTAL FUNDING= $ 195.00 You do not have to put funding in all 4 quarters and you will not always have a TDA to reference nor will you have FTEE to reference very often. If removing funds from a FCP simply put a negative (-) in front of the amount. RECURRING/NON-RECURRING: NON-RECURRING// NR NON-RECURRING DESCRIPTION: 1>Graphics/Displays/Presentations Expenses Recurring/Non-recurring references the type of funds being input - not a type of transaction

  25. Releasing Transactions Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Release Transaction Releasing transactions to FMS is a 2 step process: 1 –Release 2-Generate Releasing a transaction will update the FCP in IFCAP and generating will transmit to FMS and will update FMS tables and the status of funds Documents that are used diligently by facilities.

  26. Step 1 Releasing Transactions Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Enter ELECTRONIC SIGNATURE CODE: Thank you. Do you wish to review/edit any transactions? NO// Enter Sequence Number of Transaction(s) to be Released: ??? Enter the Sequence Number, or indicate a range of sequence numbers by separating the first and last numbers with a dash (-). Type "ALL" to release all unreleased transactions. Do you wish to see the list of all unreleased transactions? NO// YES Unreleased Sequence Numbers for Station 688, FY: 11 SEQ # TRANS # CP# TOTAL SEQ # TRANS # CP# TOTAL 54 688-11-0054 CP-19 $5.00 70 688-11-0070 CP-0 $0.00 71 688-11-0071 CP-0 $0.00 76 688-11-0076 CP-201 $-100.00 77 688-11-0077 CP-202 $100.00 80 688-11-0080 CP-5101 $60000.00 81 688-11-0081 CP-5101 $23000000.00 82 688-11-0082 CP-5101 $10000000.00 83 688-11-0083 CP-5102 $10533827.00 84 688-11-0084 CP-5102 $123456.00 94 688-11-0094 CP-335 $96.00 95 688-11-0095 CP-5103 $30000.00 96 688-11-0096 CP-101 $1101.00 97 688-11-0097 CP-0 $0.00

  27. Step 1 Releasing Transactions Enter Sequence Number of Transaction(s) to be Released: 96 OK Enter Sequence Number of Transaction(s) to be Released: To not release a transaction already selected to be released Enter the last 4 digits of the transaction for FY 11: QUEUE TO PRINT ON DEVICE: LAT [YOU CAN NOT SELECT A VIRTUAL TERMINAL] Previously, you have selected queueing. Do you STILL want your output QUEUED? YES// DEVICE: LAT You cannot select your home device. QUEUE TO PRINT ON DEVICE: LASERDP DEVELOPMENT <Request Queued> Can use ALL to release everything that is pending Must select a printer. Cannot print to screen.

  28. STEP 2 Generating Transactions Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution

  29. STEP 2 Generating Transactions Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Generate FMS Budget Documents Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Select FISCAL QUARTER: 1// This option will now create FMS documents for 1st Quarter, FY 11 released transactions which have not previously been coded. FMS Transaction Date: OCT 3, 2010// (OCT 3, 2010) Accounting Period (MM/YY): OCT 2011// (OCT 2011) Ready to generate FMS documents? YES// DEVICE: LAT Right Margin: 80//

  30. Editing A Transaction Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) ONLY TRANSACTIONS NOT YET RELEASED CAN BE EDITED

  31. Editing A Transaction Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Edit Existing, Unreleased Transaction Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// Select Sequence Number for FY 11: ??? Choose from:: 0054 4019 SPD 0080 5101 KATEY TEST 0081 5101 KATEY TEST 0082 5101 KATEY TEST 0083 5102 KATEY TESTING 0084 5102 KATEY TESTING 0086 5101 KATEY TEST 0089 101 LAB TESTING 101 Select Sequence Number for FY 11: 0089 101 LAB TESTING 101

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

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

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

  35. Transfer of Funds Between Fund Control Points Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST

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

  37. Transfer of Funds Between Fund Control Points TRANSFER FROM CONTROL POINT: 105 LAB TESTING 105 ...OK? Yes// (Yes) TRANSFER TO CONTROL POINT: 108 LAB TESTING 108 ...OK? Yes// (Yes) FOR WHICH QUARTER: 4 AMOUNT TO TRANSFER: 10 $ 10.00 TRANSACTION DATE: OCT 13,2010// (OCT 13, 2010) RECURRING/NON-RECURRING: NON-RECURRING DESCRIPTION: 1>User fee EDIT Option: Do you want to review this entry? YES// (YES) Cannot transfer funds that are not available in the CP Transactions will need to Released to post in IFCAP and Generated to post to FMS and Update the status of funds

  38. Transfer of Funds Between Fund Control Points Transfer Transaction Summary To Control Point: 108 LAB TESTING 108 From Control Point: 105 LAB TESTING 105 Transaction Date: OCT 13, 2010 Quarter: 1st Amount to be Transferred: $ 10.00 R/NR: NON-RECURRING Annualization: $ 0.00 Description: User fee Transactions will need to be released and generate in order to post in IFCAP and FMS

  39. Delete Transactions Transactions can only be deleted if they have not been released. Accounting Technician Menu ... Funds Distribution Program Menu ... Payment/Invoice Tracking Menu ... Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST

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

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

  42. Multiple Transaction Option Select Funds Distribution & Accounting Menu Option: Funds Distribution Program Menu Transaction Menu ... Budget Utilities Menu ... Print Menu ... FMS Documents Inquiry/Error Process ... Review VENDOR REQUEST Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents FMS Documents Inquiry Don’t believe that this option is used very often.

  43. Multiple Transaction Option Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Multiple Transaction Menu Create/Post Multiple Transaction Post/Edit Temporary Transaction Select Multiple Transaction Menu Option: Create/Post Multiple Transaction Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 11// This has been assigned TRANSACTION NUMBER: T-10012. Please note and use for editing of this transaction.

  44. Multiple Transaction Option Initially a temporary transaction number is assigned. TRANSACTION DATE: OCT 8, 2010// (JAN 08, 2011) Select CONTROL POINT: 101 LAB TESTING 101 ...OK? Yes// (Yes) Are you adding '101 LAB TESTING' as a new CONTROL POINT (the 1st for this MULTI PLE DISTRIBUTION)? N// Y (Yes) 1ST QTR: 333 $ 333.00 2ND QTR: 112 $ 112.00 3RD QTR: 123 $ 123.00 4TH QTR: 533 $ 533.00 TOTAL FUNDING= $ 1101.00 RECURRING/NON-RECURRING: NON-RECURRING// Select CONTROL POINT: DESCRIPTION: 1>This is a multiple transaction for additional funding 2> EDIT Option: Do you want to review this transaction? YES// (YES) DEVICE: LAT RIGHT MARGIN: 80//

  45. Multiple Transaction Option MULTIPLE DISTRIBUTION LISTING OCT 8,2010 11:25 PAGE 1 TRANSACTION NUMBER DESCRIPTION CONTROL ANNUALIZATION POINT R/NR 1ST QTR 2ND QTR 3RD QTR 4TH QTR AMOUNT --------------------------------------------------------------------------------------------------------------------- T-10012 This is a multiple transaction for additional funding 101 NR 333.00 112.00 123.00 533.00 ------------ -------------- ------------ ------------- TOTAL 333.00 112.00 123.00 533.00 Are you ready to post this transaction? YES// (YES) 101 LAB TESTING Filed with transaction number 688-11-0023 <Transfer to Funds Distribution File Completed.> <Temporary Transaction Number T-10012 has been Deleted.> Enter another transaction? NO// (NO) When ready to post the transaction the temporary number is cancelled and a permanent number is assigned. The transaction can be edited until it is released.

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

  47. Quarterly Rollover Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data Multiple Transaction Menu ... Quarterly Rollover Fund Control Point Balance Select Transaction Menu Option: Quarterly Rollover Fund Control Point Balance Select STATION NUMBER ('^' TO EXIT): 688// WASHINGTON,DC Select FISCAL YEAR ('^' to EXIT): 10// 11 Select FISCAL QUARTER: 4// 1

  48. Quarterly Rollover Select one of the following: 1 Single Year Appropriation Fund Control Points 2 Multiple Year Appropriation Fund Control Points Select Number: : 1 Single Year Appropriation Fund Control Points Description: DEVICE: LAT IFCAP Rollover Fund Control Point Balance List Printed on DEC 31, 2010 For Budget Fiscal Year: 2011 Quarter: 1 Roll 097 TRANSFER WITH PGM to 112 SURGICAL SERVICE $200307.55 Roll 101 LAB TESTING 101 to 033 337 Basil Pharmacy Test $1521205.53 Finished. The following transactions have been created in file 421 (Fund Distribution): 688-11-0025 688-11-0026 Select STATION NUMBER ('^' TO EXIT): 688// ^ This will occur based on how FCP’s are established when they are first set established. To change information edit the FCP set up.

  49. Carry Forward Select Funds Distribution Program Menu Option: Transaction Menu Add New Transaction (Ceiling) Edit Existing, Unreleased Transaction Delete Unreleased Transaction Transfer From/To Control Point Release Transaction Monthly Budget Distribution Generate FMS Budget Documents Accrual (Monthly) Carry Forward Quarterly Enter FCP Adjustment Data (FISCAL) Multiple Transaction Menu ... Quarterly Rollover Fund Control Point Balance NOTE: RECALCULATE ALL CONTROL POINTS PRIOR TO RUNNING CARRY FORWARD

  50. Carry Forward Step 1 Outstanding Request Select STATION NUMBER ('^' TO EXIT): 658// SALEM, VA Select one of the following: 1 Carry forward Outstanding Requests 2 Carry forward balances for all control points 3 Carry forward balances for a single control point 2 Step Process 1st step carry forward outstanding requests 2nd step is carry forward the open balances. Balances will move according to the type of funds i.e. 1 year funds will only move until the 4th qtr. Multi-year funds will move up to the 4th qtr of the year that they expire. Select Number: 1 Carry forward Outstanding Requests The oldest OPEN quarter in file is 2011-3. For Budget Fiscal Year - Quarter (YY-Q): 11-3 Ready to Run? NO// YES DEVICE: ;;9999 IRMS BLDG 74 ROOM 227E IFCAP Carry Forward Outstanding Requests from Qtr 11-3 to 11-4 Station: 658 Printed on 07/07/2011 658-11-3-019-0001 ENTERED 658-11-3-019-0003 APPROVED

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