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Title: Integrated Funds Control Distribution, Accounting Activity And Procurement


1
IFCAP
Integrated Funds Control Distribution,
Accounting Activity And Procurement
Part 1 Control Point Users
2
Objectives
  • Provide an understanding of the roles and
    responsibilities of Control Point Users.
  • Provide an understanding of menu options that
    are located in the IFCAP program, a module of
    VISTA, and options available to staff designated
    as a Control Point User.
  • Upon completion of this course a Control Point
    User will be able to identify their role and
    responsibility and initiate and research
    transactions entered into the system.

3
COURSE OUTLINE
  • Overview
  • Control Point Clerk
  • Control Point Official
  • Running Balances

4
Websites
http//vaww4.va.gov/FINANCE/policy/index.asp - VA
Directives, Handbooks, Bulletins http//vaww.fscd
irect.fsc.va.gov/ - FSC homepage/Training http/
/vaww.cfo.med.va.gov/173/alerts_toc.asp -
Alerts http//reports2.vssc.med.va.gov/Reports/Pa
ges/Report.aspx?ItemPath2fFinance2fFIs2fFY10_F
inancial_Indicators_Report
http//www1.va.gov/vapubs/viewPublication.asp?Pub_
ID137FType2 Cost Center and Budget Object
Codes Policy

http//www1.va.gov/vapubs/viewPublication.asp?Pub_
ID140FType2 Cost Centers
http//www1.va.gov/vapubs/viewPublication.asp?Pub_
ID142FType2 Budget Object Codes
5
Websites
 http//www.va.gov/vdl/documents/Financial_Admin/I
FCAP/ifcp5_1cp_requestor.doc Control Point
Requestor
http//www.va.gov/vdl/documents/Financial_Admin/IF
CAP/ifcp5_1cp_clerk.doc - Control Point Clerk
http//www.va.gov/vdl/documents/Financial_Admin/IF
CAP/ifcp5_1cp_official.doc - Control Point
Official
http//www1.va.gov/vapubs/viewPublication.asp?Pub_
ID422FType2 - Purchase Card Procedures
http//vaww4.va.gov/FINANCE/policy/pubs02.asp -
Use of Estimated Miscellaneous Obligation
http//vaww1.va.gov/vhapublications/ViewPublicatio
n.asp?pub_ID1751 VA Handbook 1730.1 Use and
management of government purchase
card http//www.ccr.gov Central Contract
Registration
6
Overview
7
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 Order 2237
Purchase Order
8
VISTA VS. IFCAP
  • VISTA VETERANS HEALTH INFORMATION SYSTEMS
  • AND TECHNOLOGY ARCHITECTURE
  • IFCAP INTEGRATED FUNDS DISTRIBUTION CONTROL
    POINT
  • ACTIVITY ACCOUNTING AND PROCUREMENT
  • TERMS OFTEN USED INTERCHANGEABLY
  • REALLY ARE DIFFERENT THINGS
  • VISTA OVERALL SYSTEM OF WHICH IFCAP IS ONE
    SYSTEM
  • WITHIN VISTA

9
IFCAP FUNCTIONS
ORIGINALLY DESIGNED TO AUTOMATE AMM FISCAL
FUNCTIONS PROCUREMENT PROCESSING
OBLIGATION PROCESSING RECEIVING PROCESSING
PAYMENT PROCESSING SHARE PROCUREMENT
INFORMATION
10
IFCAP MODULES
FUNDS DISTRIBUTION (Accounting/Budget) CONTROL
POINT ACTIVITY (Control Point User) PROCUREMENT
(Acquisitions) ACCOUNTING (Accounting) INVENTORY
(Logistics) RFQ (Request for Quotes)
(Acquisitions) PURCHASE CARD (Control Point
User Accounting) DELIVERY ORDERS (Acquisitions)
11
VISTA FUNCTIONS
DESIGNED TO ENCOMPASS MULTIPLE SYSTEMS
INCLUDING ACCOUNTS RECEIVABLE
DSS
AEMS/MERS FEE
BASIS INTEGRATED
BILLING PATIENT
FUNDS MANY OTHER
SYSTEMS THESE SYSTEMS WILL NOT BE DISCUSSED
IN THE FOLLOWING PRESENTATIONS
12
SECURITY ACCESS
  • THREE LEVELS OF SECURITY
  • SYSTEM ACCESS
  • MENUS AND SECURITY KEYS
  • ELECTRONIC SIGNATURE CODES
  • EVERY USER WILL BE ASSIGNED A LEVEL OF SECURITY
  • DEPENDING ON THE FUNCTIONS OF THE USER

13
SYSTEM ACCESS
SYSTEM ACCESS IS SAME FOR VISTA AND IFCAP
ACCESS CODE AND VERIFY CODE REQUIRED VERIFY
CODES WILL CHANGE - CHOSEN BY USER
14
MENUS AND SECURITY KEYS
  • BASED ON JOB FUNCTIONS MENUS ARE ASSIGNED
  • SOME MENUS REQUIRE A SECURITY KEY TO BE GIVEN IN
    ORDER TO WORK.
  • IF A KEY IS REQUIRED MENU OPTION WILL NOT APPEAR
    UNTIL KEY IS GRANTED SECURITY KEYS ASSIST IN
    RESTRICTING MENU OPTIONS
  • SECURITY KEYS ALSO LINK TO MAILGROUPS ALLOWING
    RECEIPT OF CONFIRMATIONS OF TRANSMISSIONS

15
ELECTRONIC SIGNATURE CODE
ALLOWS DOCUMENTS TO BE PASSED TO THE NEXT LEVEL.
ELECTRONIC SIGNATURE CODES ARE REQUIRED
FOR BUDGET ANALYST CONTROL POINT
OFFICIALS PURCHASING AGENT ACCOUNTING
TECHNICIANS WAREHOUSE WORKERS PURCHASE CARD
HOLDERS DELIVERY ORDER USERS
NOTE IN THE FUTURE ELECTRONIC SIGNATURES WILL
BE REQUIRED FOR CONTROL POINT CLERKS DUE TO
ENFORCEMENT OF SEPARATION OF DUTIES
16
SITE PARAMETERS
  • THERE ARE NUMEROUS SITE PARAMETERS THAT ARE SET
    UP IN IFCAP
  • WHICH DETERMINE HOW THE SYSTEM HANDLES VARIOUS
    DOCUMENTS
  • PARAMETERS INCLUDE (NOT ALL INCLUSIVE LIST)
  • STATION NUMBERS (PRIMARY SECONDARY)
  • RECEIVING ADDRESS
  • INVOICE ADDRESS (primary should be Austin,
    secondary station)
  • FISCAL VENDOR ACCESS (y/n can fiscal staff
    enter vendors)
  • CODE SHEET RETENTION
  • FMS PAYMENTS BY STATION (A all,
    Ccertified, Nno payments)
  • RECEIVING BEFORE OBLIGATION (allow receipt of
    goods prior to obligation)
  • RECEIVING REPORT TRANS METHOD (manually mail,
    batch process, or each)
  • SUPPLY ENTER BOC (does supply have to enter a
    BOC before release to Fiscal)
  • PRINT FMS VENDOR ID (does the vendor print on
    the purchase order)
  • DISPLAY UNOBLIGATED BALANCE (allows acctg tech
    to see CP balances when
  • signing the order)
  • PRINTERS FOR DOCUMENTS (CAN BE TURNED ON/OFF)

17
ESTABLISH COMMON NUMBERS
  • ENABLES AUTOMATIC NUMBERING OF PURCHASE ORDERS,
    REQUISITIONS, PURCHASE CARD ORDERS, DELIVERY
    ORDERS, 1358S
  • ASSIGNED TO EITHER AMM OR FISCAL OR PC HOLDERS
  • CAN ONLY SELECT FROM THE NUMBERS ASSIGNED
  • ENTER THE FIRST TWO THREE DIGITS AND THE NEXT
    NUMBER IS AUTOMATICALLY ASSIGNED

18
HOW TO ESTABLISH COMMON NUMBERS
Select IFCAP Application Coordinator Menu Option
establish Common Number Series Select PAT NUMBER
COMMON NUMBERING SERIES 610-A1 Are you adding
610-A1 as a new PAT NUMBER (the 286TH)? No// Y
(Yes) COMMON NUMBERING SERIES 610-A1// LOWER
BOUND 1 UPPER BOUND 9999 NEXT NUMBER 1 USING
SECTION ?? 1 PERSONAL PROPERTY
2 PURCHASING CONTRACTING 3
IMPREST FUNDS CLERK 4 ACCOUNTING
TECHNICIAN 5 ACCOUNTS RECEIVABLE
6 PC AUTHORIZED BUYER 7 DO
AUTHORIZED BUYER USING SECTION PUR PURCHASING
CONTRACTING// FISCAL YEAR 11
19
COMMON NUMBERS
APPROPR. MISC. NON-FED RR CERT. FedRR
36_0160 A_0000-A_9999 C_0000-C_9999 B_0000-B_9999
36_0162 A_0000-A_9999 C_0000-C_9999 B_0000-B_9999
36_0152 A_0000-A_9999 C_0000-C_9999 B_0000-B_9999
36_/_0161 D_0000-D_4999 D_5000-D_7999 D_8000-D_9999
36_0151 J_0000-J_4999 J_5000-J_7999 J_8000-J_9999
36X4539 J_0000-J_4999 J_5000-J_7999 J_8000-J_9999
36_0129 J_0000-J_4999 J_5000-J_7999 B_8000-B_9999
36_0170 J_0000-J_4999 J_5000-J_7999 J_8000-J_9999
36X4537 G_0000-G_4999 G_5000-G_7999 G_8000-G_9999
36X4537 1VA G_0000-G_4999 G_5000-G_7999 G_8000-G_9999
36X8180 H_0000-H_4999 H_5000-H_7999 H_8000-H_9999
36X6020 F_0000-F_4999 F_5000-F_7999 F_8000-F_9999
36_/_0181 (used by 101 only) M_0000-M_4999 M_5000-M_7999 M_8000-M_9999
36_/_0183 (used by 101 only) N_0000-N_4999 N_5000-N_7999 N_8000-N_9999
36X0102G J_0000-J_4999 J_5000-J_7999 B_8000-B_9999
36X0102H (used by 101 only) N_0000-N_4999 N_5000-N_7999 N_8000-N_9999
36X0102H J_0000-J_4999 J_5000-J_7999 B_8000-B_9999
36_0165 U_0000-U_4999 U_5000-U_7999
36_0167 S_0000-S_4999 S_5000-S_7999 S_8000-S_9999
36X0110 X_0000-X_4999 X_5000-X_7999
36X0111 Z_0000-Z_4999 Z_5000-Z_7999
36X0160X4 (CWT) L_0000-L_4999 L_5000-L_7999 L_8000-L_9999
No Charge Orders NC0000-NC9999
All Travel T_0000-T_9999
Station Receivables K_0000
Receivables _K0000
Imprest Fund IF_0000
Subsistence W_0000-W_9999
PURCHASE CARD NUMBERS ARE ASSIGNED AT EACH
FACILITY AND ARE NOT STANDARD NUMBERS
20
TYPES OF OBLIGATIONS
  • Purchase Card Orders
  • -Up to authorized limits not to exceed
    3,000 with the exception of
  • prosthetics and procurement
  • Purchase Requests (VA Form 90-2237)
  • -Used for all items over 3,000
    not identified as an exception in
  • VA Handbook 4533
  • -Used if vendor does not accept a
    purchase card
  • VA Form 4-1358
  • -1358s are used to estimate
    variable quantity contracts
  • -Limited usage as defined by VA
    Policy Vol. II, Ch 6 Misc Obligations
    (Dated August 2010)
  • -Link http//vaww4.va.gov/FINANC
    E/policy/pubs02.asp

21
FUNDING OVERVIEW

22
FUNDING OVERVIEW
  • FCP within IFCAP is a 3or 4 digits
  • FCPs are funded quarterly based on the annual
    allocation of funds
  • If additional funds are required FCPs will need
    to submit a request through their local resource
    allocation process
  • FCPs should not exceed established budget
    allocation

23
PROCESS OVERVIEW
  • Budget distributed to facility from Veterans
    Integrated Service
  • Network (VISN)
  • Facility distributes funds to service/service
    lines Fund Control Point
  • (FCP)
  • Transactions are created to order goods and
    services
  • Purchase orders are processed through
    Acquisitions Logistics to
  • obligate funds 1358s processed
    through Fiscal Purchase Card
  • orders are completed by the Card Holder
  • Purchase orders are passed to Fiscal for
    obligation and recording to the
  • Financial Management System
  • Goods and services are received and invoices are
    processed

24
BASIC COSTING COMPONENTS
  • Fund Control Point (FCP)
  • Facility level distribution of funds
  • Cost Center
  • Description of VA activity
  • http//www1.va.gov/vapubs/viewPublication.asp?Pub_
    ID140FType2
  • Budget Object Code
  • Detail level by the type of good/service
  • http//www1.va.gov/vapubs/viewPublication.asp?Pub_
    ID142FType2

25
CONTROL POINT USER ROLES
  • Fund Control Point Requestors
  • -Enter requests for a control point
  • Fund Control Point Clerks
  • - Enter request for control points
    assigned to user
  • - Review and process requests from
    control point requestors
  • - Places orders using purchase card
  • Fund Control Point Officials
  • - Approve requests from Clerks
  • - Certifies invoices approves purchase card
    orders
  • - Manages FCP budget

26
CONTROL POINT CLERK
27
CONTROL POINT CLERK FUNCTIONS
  • Convert temporary requests from Control Point
    Requestor into permanent requests
  • Enter request for their control points through
    2237, 1358s or purchase card to procure
    necessary supplies
  • Monitor Control Point Balance and alert Control
    Point Official of projected shortfalls
  • Work in conjunction with logistics and fiscal on
    required vendor information
  • Transactions created by the Control Point Clerk
    level, require the Control Point Official to
    approve all transactions before transmitting them
    to Personal Property Management (2237 forms and
    Issue Book requests) or Accounting (1358 forms).

Fund Control Point Clerk Functions
28
MENU OPTIONS
Process a Request Menu This menu contains options for processing transaction requests.
Display Control Point Activity Menu This menu displays request/transaction information.
Funds Control Menu This menu contains options used to balance the Control Point.
Status of Requests Report Menu This menu contains options to generate reports of the requests for the Control Point.
Record Date Received by Service Menu This menu allows you to record the receipt of items ordered on IFCAP transactions.
29
TRANSACTION FLOW
  • Fund Control Point Balances will be affected
    when the transaction is input
  • Fund Control Point Officials will have to review
    and approve the request in
  • order for the request to move to the next
    level in the process. 2237 will be
  • forwarded to acquisition and 1358s will
    forward to accounting.
  • For 2237s once completed by acquisitions the
    request will be forwarded to
  • Accounting and will be reviewed for accuracy
    of costing information and
  • processed into the financial system of record

30
2237 FOR GOODS
A VA Form 90-2237 for goods received is assigned
an MO miscellaneous obligation number. A
Receiving Report is required for items that are
delivered to the facility Invoices are sent to
the Financial Service Center (FSC) by the vendor,
and matched with the receiving report so the
vendor can be paid If there is no receiving
report processed, the vendor cannot be paid If
the obligation number on the invoice is incorrect
the vendor cannot be paid
31
2237 FOR SERVICES
A VA Form 90-2237 for services received is
assigned an SO service obligation
number. Invoices are sent to the Financial
Service Center (FSC) by the vendor and are input
into OLCS for payment certification If the
obligation number on the invoice is incorrect the
vendor cannot be paid
32
2237 FOLLOW UP
  • Follow- up is routinely done by Accounting to
    ensure
  • Receiving reports are prepared
  • Invoices are received
  • OLCS certifications are completed timely
  • If excess funds remain after final payment, the
    fund control point official must provide a
    written request to procurement to decrease and
    close out the obligation
  • Accounting has the authority to decrease balances
    of 10 NTE 500 with documentation reflecting all
    goods/items have been received. Amendments from
    Acquisition is not required.

33
2237 FLOWCHART
CPC enters 2237 to request goods or services
34
F16 Sample
Subj F16/LSD 102470315000952  50395985 04
Sep 10 0317 CST  31 lines From
ltPOSTMASTER_at_FOC-AUSTIN.VA.GOVgt  In 'IN' basket.  
Page 1  New ------------------------------------
------------------------------------------- 2FPC11
76 LSD. RBEACCV    506          10     
0160A1               10  REPORT ID RBEACCV
      DEPARTMENT OF VETERANS AFFAIRS   
    PAGE      1   RSD FORM F20D     DAILY
ACTIVITY BY ACCOUNT CLASSIFICATION CODE   RUN
DATE 09/04/10                                   
    AS OF 09/03/10 STN 506      VA ANN ARBOR
HEALTHCARE SYSTEM     BFYS 10     A/O 10     
FUND CODE 0160A1         QTR  4      VETERANS
HEALTH ADMIN           MEDICAL SERVICES -
LMT1 ACCOUNT CLASSIFICATION CODE 010020131 ACC
NAME CARDIAC CATHERIZATION            
                                                  
                  UNOBLIGATED FYTD SUMMARY    
BUDGET CEILING                     OBLIGATIONS 
          BALANCE --------------------------------
-------------------------------------------------
 BEGINNING BALANCE       1,775,250.00 
                    1,684,504.44  
       90,745.56  ENDING BALANCE       
1,775,250.00                      1,689,169.27  
       86,080.73 DAILY ITEM DETAIL FOR
SEPTEMBER -------------------------------         
                                                  
      CEILING     
       ADJUSTMENT       ADJUSTMENT

TRANSACTION  DOCUMENT ID        DATE        
VENDOR NAME                    BOC    SUB-BOC
COST AMOUNT OBLIGATION         
CENTER
AMOUNT -------------------------------------------
--------------------------------------------------
------------------------ MO 506A08053     
09/03/10    CARDINAL HLTH MED PRODS SVCS
2632          820100     0.00    320.83 CC
50602459021    09/03/10       U S
BANK                2632          
820100     0.00     2,644.00 CC 50602459022   
09/03/10       U S BANK          
2632           820100     0.00     1,700.00    
                                                  
                                     

---------------   ---------------      
                                                  
                 
TOTAL ADJUSTMENTS      
0.00     4,664.83
Difference is amount of daily transactions
processed
35
ENTER 2237 NON REPETITIVE ORDER
Select Process a Request Menu Option NEW 2237
(Service) Request Select STATION NUMBER 688
WASHINGTON,DC Select FISCAL YEAR 11//
Select QUARTER 1//
Select CONTROL POINT ??
  • 1 001 Supply Special
  • 71 071 CANTEEN
  • 101 101 ISC2
  • 060 FISCAL SVC
  • 118 118 SURGERY

Select CONTROL POINT 118 SURGERY 0160A1 11
0100 010020200 This transaction is assigned
transaction number 688-11-3-118-0033 The form
types 1358 and NO FORM are no longer used within
this option FORM TYPE ??
36
Choose from 2 NON-REPETITIVE
(2237) ORDER 3 REPETITIVE (PR CARD)
ORDER 4 REPETITIVE AND NON-REP
ORDER 5 ISSUE BOOK/INTERVAL ISSUE
FORM TYPE 2 NON-REPETITIVE (2237) ORDER
CLASSIFICATION OF REQUEST SORT GROUP DATE OF
REQUEST T// (OCT 10, 2010) REQUESTOR Walter
REQUESTING SERVICE ??? This is the name of
the service that submitted this request.
Fields are normally left blank
37
CHOOSE FROM AMM 90 BLIND
REHABILITATION 122 CHIEF OF STAFF
002 DENTAL 160 ENGINEERING 138
FISCAL 04 GERIATRICS AND EXTENDED CARE
180 INFORMATION SYSTEMS CENTER 162-2
LABORATORY 113 REQUESTING SERVICE
113 LABORATORY 113
DATE REQUIRED T12 (OCT 22, 2010) PRIORITY OF
REQUEST ST// ??? This is the urgency or
priority for this request. CHOOSE FROM
EM EMERGENCY SP SPECIAL
ST STANDARD PRIORITY OF REQUEST ST//
STANDARD
Work with purchasing contracting to
determine Definition. Not standardized at all
sites. Typical Timeframes Emergent 5 days
Special 5-20 days Standard 30 days
38
SPECIAL REMARKS 1gtThese are special
remarks. EDIT Option COST CENTER ??? ANSWER
WITH COST CENTER CHOOSE FROM 805600 Office of
Director for Operations 820100 Medical
Service COST CENTER 820100 Medical Service
Consult the cost center handbook to select the
correct cost center if assigned multiple cost
centers
VENDOR Medical Supplies Management// VENDOR
ADDRESS1 12605 Bluhill Rd. VENDOR ADDRESS2
VENDOR CITY Silver Spring VENDOR STATE MD
MARYLAND VENDOR ZIP CODE 20906-4102 VENDOR
CONTACT Bethany VENDOR PHONE NO. (501)-
555-5555 Select LINE ITEM NUMBER 1 LINE ITEM
NUMBER 1//
If a vendor is not in the Vendor File then you
will get the following prompts to complete.
Should work with the individual responsible for
the vendor file to add vendors correctly.
39
DESCRIPTION 1gtGauze Bandages EDIT Option
QUANTITY 400 UNIT OF PURCHASE ??? This
is the unit of measurement for items being
procured. e.g., each, dozen, box, bottle,
case, pound (lb.), square ft., etc. CHOOSE
FROM AM AMPOULE AT ASSORTMENT
AY ASSEMBLY LB POUND UNIT OF
PURCHASE BX BOX
Provide as much information as possible To
thoroughly describe the item
STOCK NUMBER 094104 EST. ITEM (UNIT) COST 20
Be sure to reference the BOC handbook in Order
to accurately identify the appropriate BOC
BOC ???
40
Major budget object code classifications
are 10 thru 13 - Personal Services and Benefits
21 - Travel and Transportation of Persons
22 - Transportation of Things 23 -
Rent, Communications, and Utilities 24 -
Printing and Reproduction 25 - Other
Services 26 - Supplies and Materials 31
thru 33 - Acquisition of Capital Assets CHOOSE
FROM 2610 Provisions 2622 Tabulating
Paper-Not Custom Printed 2623 ADP Recording
Media 2624 ADP Software 2626 Test of ADP
Software and equipment 2631 Drugs, Medicines
and Chemical Supplies 2660 Operating Supplies
and Materials ANSWER WITH BUDGET OBJECT CODE BOC
2631 Operating Supplies and Materials
BOCs can be limited to certain CPs. Dont
automatically accept the default
41
Select DELIVERY SCHEDULE Select LINE ITEM
NUMBER COMMITTED (ESTIMATED) COST 16000//
DATE COMMITTED TODAY// (OCT 10, 2010)
TRANSACTION BEG BAL 16000.00 Select SUB-CONTROL
POINT EST. SHIPPING AND/OR HANDLING 40 DELIVER
TO/LOCATION Bldg.40 JUSTIFICATION 1gtGauze
Bandages to contain bleeding when taking blood
for tests 2gt EDIT Option REQUESTOR
ORIGINATOR OF REQUEST
42
COMMENTS 1gt Would you like to review this
request? No// (No) Current Control Point
balance 1007426.00 Estimated cost of this
request 16000.00 Is this request ready for
approval? Yes// (Yes) Would you like to enter
another request? YES// n (NO)
43
ENTER A TRANSACTION REPETITIVE
Select Control Point Clerk's Menu Option Process
a Request Menu New 2237 (Service)
Request Edit a 2237 (Service)
Copy a Transaction 1358 Request Menu
... Print/Display Request Form
Change Existing Transaction Number
Repetitive Item List Menu ... Cancel
Transaction with Permanent Number
Requestor's Menu ... Item Display
Vendor Display Outstanding Approved
Requests Report Select Process a Request Menu
Option NEW 2237 (Service) Request
44
Select FISCAL YEAR 11// Select QUARTER 1//
Select CONTROL POINT 060 FISCAL SVC
0160A1 10 0100 010042100 1)
688-SURGERY PRIMARY 2) 688-LAB
PRIMARY Select INVENTORY POINT (1-2) 2
688-LAB PRIMARY This transaction is assigned
transaction number 688-00-3-060-0031 The form
types 1358 and NO FORM are no longer used within
this option FORM TYPE ??? Choose from 2
NON-REPETITIVE (2237) ORDER 3
REPETITIVE (PR CARD) ORDER 4
REPETITIVE AND NON-REP ORDER 5
ISSUE BOOK/INTERVAL ISSUE FORM TYPE 3
REPETITIVE (PR CARD) ORDER
45
CLASSIFICATION OF REQUEST
SORT GROUP ???
DATE OF REQUEST T// (October 5, 2010)
REQUESTOR Mickey Mouse REQUESTING SERVICE ???
This is the name of the service that
submitted this request. CHOOSE FROM AMM
90 BLIND REHABILITATION 122 CANTEEN
SERVICE 133 ENDOCRINOLOGY RESEARCH
151E FISCAL 04 LABORATORY 113
46
REQUESTING SERVICE Laboratory 113 DATE
REQUIRED T12 (Oct 17, 2010) PRIORITY OF
REQUEST ST// ??? This is the urgency or
priority for this request. CHOOSE FROM
EM EMERGENCY SP SPECIAL
ST STANDARD PRIORITY OF REQUEST ST//
STANDARD
SPECIAL REMARKS 1gtThese are special
remarks. EDIT Option
47
COST CENTER ?? Select the appropriate cost
center for this request ANSWER WITH COST
CENTER CHOOSE FROM 805600 Office of Director
for Operations 820300 LAB COST CENTER 820300
LAB
SPECIAL REMARKS 1gtThese are special remarks.
2gt EDIT Option
VENDOR ALLEN SYSTEMS GROUP VENDOR ADDRESS1
3900 RESERVOIR ROAD// VENDOR ADDRESS2 SUITE
200// VENDOR ADDRESS3 VENDOR CITY
WASHINGTON// VENDOR STATE DISTRICT OF
COLUMBIA// VENDOR ZIP CODE 20008// VENDOR
CONTACT MR. PRICE / VENDOR PHONE NO. 202
555-5555
48
Select LINE ITEM NUMBER 1 LINE ITEM NUMBER 1//
ITEM MASTER FILE NO. ??? ANSWER WITH ITEM
MASTER NUMBER, OR SHORT DESCRIPTION, OR
VENDOR STOCK , OR NDC, OR NSN DO YOU WANT THE
ENTIRE ITEM MASTER LIST? y (YES) CHOOSE FROM
10 TEST ITEM 10 11 ETHER
U/P 1/BT 211 METHANOL U/P 1/BT
ITEM MASTER FILE NO. 11 ETHER
U/P 1/BT 210
Would you like to see the procurement history for
this item? NO// y (YES) A history for this item
does not yet exist. NOTE This item has a
packaging multiple/unit of purchase of 1/BT
BOC ??
49
Major budget object code classifications are 10
thru 13 - Personal Services and Benefits
21 - Travel and Transportation of Persons
22 - Transportation of Things 23 - Rent,
Communications, and Utilities 24 -
Printing and Reproduction 25 - Other
Services 26 - Supplies and Materials 31
thru 33 - Acquisition of Capital Assets ANSWER
WITH BUDGET OBJECT CODE CHOOSE FROM 2343 ADP
Equipment Rental 2632 Other Medical and Dental
Supplies BOC 2632 Other Medical and Dental
Supplies QUANTITY 1
QTY BEG BAL 1
50
Select DELIVERY SCHEDULE Select LINE ITEM
NUMBER COMMITTED (ESTIMATED) COST 5// 100
100.00 DATE COMMITTED T12 (Oct 17, 2010)

TRANSACTION BEG BAL 100.00 Select SUB-CONTROL
POINT DELIVER TO/LOCATION Fiscal Office (02)
JUSTIFICATION 1gtWe're out of ether. 2gt EDIT
Option ORIGINATOR OF REQUEST MS.
BEASLEY COMMENTS 1gt Would you like to review
this request? No// (No) Current Control Point
balance 1007426.00 Estimated cost of this
request 100.00 Is this request ready for
approval? Yes// N (No) Would you like to edit
another request? YES// n (NO)
51
CONVERT TEMPORARY TRANSACTION TO PERMANENT
TRANSACTION
You have 1 request(s) to be approved for CP 101
Estimated 200.00 Approve
Requests Requests Ready for Approval
List Process a Request Menu ...
Display Control Point Activity Menu ...
Funds Control Menu ... Status of
Requests Reports Menu ... Record Date
Received by Service Menu ... Enter/Edit
Control Point Users
52
Select Control Point Clerks Menu Option Process
a Request Menu New 2237 (Service)
Request Edit a 2237 (Service)
Copy a Transaction 1358 Request Menu
... Print/Display Request Form
Change Existing Transaction Number
Repetitive Item List Menu ... Cancel
Transaction with Permanent Number
Requestor's Menu ... Item Display
Vendor Display Outstanding Approved
Requests Report Select Process a Request Menu
Option Change Existing Transaction Number
53
Select STATION NUMBER 688 WASHINGTON,DC
Select CONTROL POINT 022 022 MISC OFFICE
SUPPLIES Select the existing transaction number
to be replaced Select CONTROL POINT ACTIVITY
TRANSACTION NUMBER ??
Attempting lookup in transaction file. Attempting
lookup using TEMP
1 TEMP NO 1 OBL 2 TEMP
NO 2 OBL HERMAN MILLER
INC ergonomic chair
CHOOSE 1-2 1 TEMP NO 1 OB
Would you like to review this request? NO//
(NO) Enter the information for the new
transaction number Select STATION NUMBER 688//
WASHINGTON,DC Select FISCAL YEAR 11//
Select QUARTER 1// Select CONTROL POINT 022
MISC OFFICE SUPPLIES// Old transaction TEMP
NO 1is now cancelled. Transaction TEMP NO 1has
been replaced by transaction 688-11-1-022-0008
54
Would you like to edit this request? NO// Y
(YES) FORM TYPE REPETITIVE AND NON-REP ORDER//
CLASSIFICATION OF REQUEST SORT GROUP DATE OF
REQUEST REQUESTING SERVICE DATE REQUIRED
T15// OCT 30, 2010 PRIORITY OF REQUEST
EMERGENCY// Continue through all the prompts
and make all the necessary changes
55
EDIT A REQUEST
Enter a Request (Section) Edit a
Request (Section) Delete a Request
(Section) New 1358 Request (Section)
Edit 1358 Request (Section)
Request Status Report (Section)
Print/Display Request Form (Section)
Copy a Transaction (Section) Item
History Select Requestor's Menu Option Edit a
Request (Section) For the transaction number, use
an uppercase alpha as the first character, and
then 2-16 uppercase or numeric characters, as in
ADP1. Select TRANSACTION WER1234 WER1234 OBL
DEFENSE LOGISTIC AGE FORM TYPE REPETITIVE
AND NON-REP ORDER//
56
CANCEL TRANSACTION WITH PERMANENT NUMBER
Select Control Point Official's Menu Option
Approve Requests Requests Ready
for Approval List Process a Request
Menu ... Display Control Point Activity
Menu ... Funds Control Menu ...
Status of Requests Reports Menu ...
Record Date Received by Service Menu ...
Enter/Edit Control Point Users Record
Receipt of Multiple Delivery Schedule Items
Multiple Delivery Schedule List Select
Control Point Officials Menu Option Process a
Request Menu
57
New 2237 (Service) Request
Edit a 2237 (Service) Copy a
Transaction 1358 Request Menu ...
Print/Display Request Form Change
Existing Transaction Number Repetitive
Item List Menu ... Cancel Transaction
with Permanent Number Requestor's Menu
... Item Display Vendor
Display Outstanding Approved Requests
Report Select Process A Request Menu Option
Cancel Transaction with Permanent Number
58
Select CONTROL POINT 526 AFC EC SUPP
4539 04 F005 F00500005 Select TRANSACTION
104-11-2-526- 1 104-11-2-526-0005 OBL
HERMAN MILLER INC ergonomic chair 2
104-11-2-526-0006 OBL ALLEN SYSTEMS GROUP
3 104-11-2-526-0007 OBL MEDICAL GAS
MANAGEME Gauze Bandages 4
104-11-2-526-0008 OBL 5
104-11-2-526-0009 OBL INTER IMAGE,
INC. CHOOSE 1-5 4 Cancel this transaction?
No// y (Yes) Enter comments for this
cancellation COMMENTS No existing text
Edit? NO//
59
MONITOR STATUS OF ORDERS
Select Control Point Clerk Menu You have 3
request(s) to be approved for CP 101 Estimated
1444.05 Approve Requests
Requests Ready for Approval List
Process a Request Menu ... Display
Control Point Activity Menu ... Funds
Control Menu ... Status of Requests
Reports Menu ... Record Date Received
by Service Menu ... Enter/Edit Control
Point Users Select Control Point Clerk's Menu
Option Display Control Point Activity Menu
Purchase Order Status Transaction
Status Report Running Balances
Temporary Transaction Listing Item
History PPM Status of Transactions
Report Select Display Control Point Activity Menu
Option Purchase Order Status
60
Select STATION NUMBER 688//
WASHINGTON,DC Select CONTROL POINT 101 LAB
TESTING 101 Select PURCHASE ORDER NUMBER ???
CHOOSE FROM 688-A10016 10-02-10 ST
Pending Fiscal Action FCP 101
78.12 688-A10017 10-02-10 ST Pending
Fiscal Action FCP 101 90
688-A10018 10-02-10 ST Complete Order
Received (Amended) FCP 101
30
688-A10019 10-02-10 ST Complete Order
Received FCP 101
30 Select PURCHASE ORDER NUMBER A10017
688-A10017 10-02-10 ST Pending Fiscal
\Action FCP 101 90
61
TRANSACTION STATUS REPORT
Select Control Point Clerks Menu Option
Approve Requests Requests
Ready for Approval List Process a
Request Menu ... Display Control Point
Activity Menu ... Funds Control Menu
... Status of Requests Reports Menu
... Record Date Received by Service
Menu ... Enter/Edit Control Point
Users Select Control Point Clerk's Menu Option
Display Control Point Activity Menu
Purchase Order Status Transaction
Status Report Running Balances
Temporary Transaction Listing Item
History PPM Status of Transactions
Report Select Display Control Point Activity
Menu Option Transaction Status Report
62
Select CONTROL POINT ACTIVITY TRANSACTION NUMBER
ALLEN Searching for a Sort Group,
(pointed-to by SORT GROUP) Searching for
a Work Order, (pointed-to by SORT GROUP)
SYSTEMS GROUP 104-11-1-526-0006 OBL ALLEN
SYSTEMS GROUP
DEVICE HOME// LAT RIGHT MARGIN 80//
OBLIGATION TRANSACTION STATUS DISPLAY OCT
30, 2010 _at_135138 Transaction Number
104-11-1-526-0006 Transaction Type
OBLIGATION AMM Status Order Not Completely
Prepared Temporary Trans. Number THX-1138
63
OBLIGATION TRANSACTION STATUS DISPLAY
OCT 30, 2010 _at_141843 Transaction Number
104-11-1-526-0006 Transaction Type
OBLIGATION AMM Status Temporary Trans.
Number Form Type REPETITIVE (PR CARD)
ORDER Date of Request Oct 5,2010
Date Required FEB 9,2011 Est. Delivery Date
Date Received Vendor ALLEN
SYSTEMS GROUP P.O. Vendor Committed
(Estimated) Cost 0.00 Date
Committed Obligated (Actual) Cost 0.00
Date Obligated Purchase Order/Obligation No.
Accounting Data 36X4539 FMS Amount
0.00 FMS Date FMS
Transaction Code Return to Service
Comments Comments
64
Requestor Form
Type REPETITIVE (PR CARD) ORDER Requestor's
Title Requesting
Service Approving Official
Inventory Dist. Point Appr. Official's Title
Cost Center 187500 FIN SYS DEV
OP Date Signed (Approved) Deliver
To/Location Classification of Request Sort
Group
65
STATUS OF ALL OBLIGATION TRANSACTIONS
Select Control Point Clerks Menu Option
Approve Requests Requests
Ready for Approval List Process a
Request Menu ... Display Control Point
Activity Menu ... Funds Control Menu
... Status of Requests Reports Menu
... Record Date Received by Service
Menu ... Enter/Edit Control Point
Users Select Control Point Clerk's Menu Option
Status of Requests Reports Menu
Print/Display Request Form
Status of All Obligation Transactions
Requests Ready for Approval List PO
with Associated Transactions Select Status of
Requests Reports Menu Option Status of All
Obligation Transactions
66
Select FISCAL YEAR 11// Select QUARTER
2// Select CONTROL POINT 526 AFC EC SUPP
4539 04 F005 F00500005 DEVICE
TELNET DEVICE Right Margin 80// STATUS OF
OBLIGATION TRANSACTIONS CP 526 AFC EC SUPP FY
11
FEB 9,2011 1423 PAGE 1
PRIORITY
DATE
OF
DATE DATE DATE
RECEIVED TRANS REQUEST
SIGNED REQUIRED DELIVERED BY SVC VENDOR
STATUS OBLIGATION
SORT GROUP
FIRST LINE ITEM DESCRIPTION COMMENTS ------------
--------------------------------------------------
------------------ 11-2-0003 STANDARD
01/25/11 02/24/11 Ruedel
Pending Accountable Officer
Sig. 11-2-0005 STANDARD
03/11/11 HERMAN MILLER INC
ergonomic chair
67
ORDER STATUS
The following slides present all the different
status and a brief description of each status.
Status of Request, Transaction, or Purchase Order Description of Status
Assigned to PPM Clerk PPM Clerk will create a requisition or purchase card order from a Government Vendor
Assigned to Purchasing Agent Purchase Order will be placed
Cancelled - 1358 Cancelled request. Contact control point clerk or Accounting Technician for explanation.
Cancelled Order Cancelled order. Contact control point clerk or purchaser for information.
Complete Order Received Entire order was received.
Complete Order Received (Amended) Same as above, but the Purchaser made a change to the Purchase Order.



68
Complete Order Received But Not Obligated Entire order has been received by order has not been obligated. Contact Fiscal or Purchaser for information.
Forward to Imprest Funds Agent Purchaser will create order for payment by cash/check/draft.
Held for Review in Personal Prop. Accountable Office is holding the 2237 for review.
Held in PC Pending Return of Quotations Purchasing Agent is awaiting quote(s) from Vendor(s).
Issue Pending Delivery From Warehouse Request is being filled in the Warehouse.
Issue Request Pending Fiscal Action This status is not used. Currently, Fiscal Service does not process issue book orders.
Obligated - 1358 Fiscal has processed the 1358 transaction.
Obligated - Awaiting Invoice Fiscal is awaiting certification of Invoice to make payment to Vendor
Order Not Completely Prepared The Purchasing Agent has assigned a Purchase Order number to it, but has not electronically signed it yet.
69
Ordered (No Fiscal Action Required) This status means that Fiscal processing of the order is not required.
Ordered (No Fiscal Action) - Amended Order did not require action by Fiscal but the original order has been changed.
Ordered and Obligated Order has been placed with Vendor and obligated by Fiscal or Purchaser.
Ordered and Obligated (Amended) Same as above, but the Purchaser made a change to the Purchase Order.
Paid (Complete Order Received) A purchase card order that has been paid in full and the entire order has been received. Corrective action will be needed.
Paid (Complete Order Received) - Amended A purchase card order that has been paid in full and the entire order has been received but the original order has been changed. Corrective action will be needed.
Paid - Not Received A purchase card order that has been paid in full but the shipment has not been received.

70
Paid - Not Received - Amended A purchase card order that has been paid in full but the order has not been received and the original order has been changed.
Paid (Partial Receipt) A purchase card order that has been paid in full and a partial shipment has been received.
Paid (Partial Receipt) - Amended A purchase card order that has been paid in full and a partial shipment has been received and the original order has been changed.
Partial Issue Delivered Issue has been partially filled and delivered by Warehouse.
Partial Order Received Part of the goods have been received by Warehouse or Purchaser.
Partial Order Received (Amended) Same as above, but the Purchaser has changed the Purchase Order.
Partial Payment (Complete Rec) A purchase card order has been partially paid and the entire order has been received.
71
Partial Payment (Complete Rec) -Amended A purchase card order has been partially paid and the entire order has been received but, the original order has been changed. .
Partial Payment Not Received A purchase card order has been partially paid but nothing has been received yet.
Partial Payment Not Received - Amended A purchase card order has been partially paid but nothing has been received yet and the original order has been changed.
Partial Payment (Partial Receipt) A purchase card order has been partially paid and partial shipment has been received.
72


Partial Payment (Partial Receipt) - Amended A purchase card order has been partially paid and partial shipment has been received. but the original order has been changed.
Partial Received (No Fiscal Action Req) Same as Partial Order Received but no fiscal action is required.
Partial Received But Not Obligated Same as Partial Order Received, but the funds have not been obligated yet.
Pending Accountable Officer Signature Request has not been signed in PPM.
Pending CP Officials Signature Request has not been signed by CP Official yet.
Pending Completion by CP Clerk Control Point Official has not marked the transaction as ready for approval by CP Official.
Pending Completion by Requestor The Requestor has not completed the temporary request.
Pending Contracting Officers Signature The Purchasing Agent has not electronically signed the purchase order yet.
73
Pending Fiscal Action The Accounting Technician has not obligated the order or 1358, or processed the General Post Fund (GPF) transaction.
Pending PPM Clerk Signature The PPM Clerk has not electronically signed the requisition yet.
Reconciled The Purchase card order has been paid in full and the complete order has been received.
Reconciled - Amended The Purchase card order has been paid in full and completely received and the original order has been changed..
Request Clarification by Service for PC The Purchasing Agent is waiting for information from the CP Official or Clerk before completing the order.
Returned to Service by PC The 2237 request has been returned to the Service by the Purchasing Agent.
74
Returned to Service by Fiscal The 1358 transaction or GPF transaction was returned to the Service by the Accounting Technician.
Returned to Service by PPM The 2237 was returned to the Service by the PPM clerk.
Returned to Supply (Pending Signature) The order or requisition was returned to the AMM section by the Accounting Technician.
Sent to Purchasing and Contracting The Accountable Officer has passed the 2237 to the Purchasing and Contracting section for placement of the order.
Transaction Complete All necessary processing has been completed on the order. (i.e. ordered, obligated, received) A 1358 or Certified Type purchase order will move to this status as soon as it is obligated.
Transaction Complete (Amended) Same as above, but the Purchaser has changed the Purchase Order.
75
OUTSTANDING APPROVED REQUESTS (2237)
Select Control Point Clerks Menu Option Process
a Request Menu New 2237 (Service)
Request Edit a 2237 (Service)
Copy a Transaction 1358 Request Menu
... Print/Display Request Form
Change Existing Transaction Number
Repetitive Item List Menu ... Cancel
Transaction with Permanent Number
Requestor's Menu ... Item Display
Vendor Display Outstanding Approved
Requests Report Select Process a Request Menu
Option Outstanding Approved Requests Report
76
Select STATION NUMBER 515// BATTLE
CREEK, MI Select FISCAL YEAR 11// Select
QUARTER 3// Select CONTROL POINT 022 MISC
OFFICE SUPPLIES// DEVICE HOME// LAT
RIGHT MARGIN 80// OUTSTANDING APPROVED REQUEST
REPORT - CP 022 MAY 8, 2011_at_173410
PAGE 1 TRANSACTION NUMBER TRANSACTION
STATUS VENDOR DATE SIGNED EST. DEL.
DATE PO DATE OBL. DATE
REQ. ---------------------------------------------
----------------------------------- 515-11-3-022-0
010 OBL
STAPLES 04-09-11 05-02-11
515-A11234 04-09-11
05-04-11 End of processing
77
REQUESTS READY FOR APPROVAL
Select Control Point Clerk's Menu Option Status
of Requests Reports Menu Print/Display
Request Form Status of All Obligation
Transactions Requests Ready for
Approval List PO with Associated
Transactions Select Status of Requests Reports
Menu Option Requests Ready for Approval
List Select CONTROL POINT 101 LAB TESTING 101
DEVICE LAT RIGHT MARGIN 80//
78
REQUESTS TO BE APPROVED LIST
FEB 10,2011 1121 PAGE 1 TRANSACTION NUMBER
TYPE FORM TYPE REQUESTOR REQUESTED
REQUIRED EST COST VENDOR
FIRST ITEM
DESCRIPTION --------------------------------------
------------------------------------------ 104-11-
2-526-0007 OBL
NON-REPETITIVE (2237) ORDER RUEDEL,KAREN L
FEB 9,2011 MAR 11,2011
2000.00 MEDICAL GAS MANAGEMENT INC
Gauze Bandages 104-11-2-526-0005
OBL NON-REPETITIVE (2237)
ORDER RUEDEL,KAREN L FEB 9,2011 MAR
11,2011 4500.00 HERMAN MILLER
INC ergonomic
chair 104-11-2-526-0009 OBL
1358 ORDER RUEDEL,KAREN L
FEB 9,2011
100.00 INTER IMAGE, INC.
Audio visual equipment
79
PURCHASE ORDER STATUS (2237)
Select Control Point Clerks Menu Option Display
Control Point Activity Menu Purchase
Order Status Transaction Status Report
Running Balances Temporary
Transaction Listing Item History
PPM Status of Transactions Report Select
Display Control Point Activity Menu Option
Purchase Order Status
80
Select CONTROL POINT 101 LAB TESTING 101//
Select PURCHASE ORDER NUMBER ??? CHOOSE FROM
688-A10001 11-10-10 CI Ordered and Obligated
(Amended) FCP 101 300.00 688-A10002
11-17-10 ST Complete Order Received But Not Ob
FCP 101 76.10 688-A10003 11-22-10
ST Complete Order Received But Not Ob FCP
101 12.30 688-A10004 11-22-10 ST
Complete Order Received But Not Ob FCP 101
10.00 688-A10005 11-24-10 ST Partial
Order Received (Amended) FCP 101 33.00
688-A10006 11-24-10 ST Complete Order
Received FCP 101 12.30 688-A10007
11-24-10 ST Complete Order Received FCP 101
25.00 688-A10008 12-01-10 ST
Cancelled Order FCP 101 0.00
688-A10009 12-01-10 ST Partial Order Received
(Amended) FCP 101 20.00 Select PURCHASE
ORDER NUMBER A10004 688-A10004 11-22-10 ST
Complete Order Received But Not Ob
FCP 101 10.00
81
1358 PROCESS
  • Prior to submitting a 1358 request, the FCP clerk
    must ensure it complies with VA Policy Vol. II,
    Ch 6 Misc Obligations
  • 1358 requests must have a specific purpose and
    contain the appropriate reference and period of
    performance as defined in VA Policy Vol. II, Ch
    6 Misc Obligations
  • The estimated miscellaneous obligation is for the
    purpose of providing an obligation control
    document to be used as a means of recording an
    estimate of obligations to be incurred during a
    period of time

82
1358 PROCESS
  • The Fund Control Point Official will approve the
    request
  • It is then electronically forwarded to Fiscal
    service for review of costing and documentation.
    If correct, it will be obligated and transmitted
    to financial system of record
  • When the obligation number is assigned by Fiscal
    an email is generated via VistA to the FCP Clerk
    and FCP Official notifying them of the obligation
    number

83
SEPARATION OF DUTIES
  • Under VA Financial Policy and Procedures, Volume
    II, Chapter 6 all steps involved in processing a
    1358 obligation and payment must be preformed by
    different individuals including
  • Requestor
  • Approving Official
  • Obligator
  • Payment Official (Certifier)
  • Link http//vaww4.va.gov/FINANCE/policy/pubs02.as
    p

84
1358 MONTHLY PROCESSING
  • All 1358s must be submitted to Fiscal in the
    first 5 business days of the month
  • During the last 5 business days of the month open
    1358s must be reviewed and adjusted
  • If bills pending exceed the amount open, then an
    increase needs to be processed using the
    increase/decrease adjustment option in the 1358
    menu. If bills pending are less than the amount
    open, then a decrease would need to be processed
  • The Increase/Decrease amount effects your overall
    fund control point balance
  • If you increase your 1358, it will decrease your
    fund control point balance by that amount

85
FLOW CHART FOR 1358
86
1358 REQUEST
Select Process a Request Menu Option 1358
Request Menu New 1358 Request
Increase/Decrease Adjustment Edit 1358
Request Create/Edit Authorization
Daily Activity Enter/Edit Display
1358 Balance List 1358's with Open
Authorizations Print 1358
Print Obligated 1358s Recalculate 1358
Balance Select 1358 Request Menu Option NEW 1358
Request Select FISCAL YEAR 11// Select QUARTER
1// Select CONTROL POINT 060 FISCAL SVC
0160A1 11 0100 010042100 This
transaction is assigned Transaction number
688-11-1-060-0036
87
CLASSIFICATION OF REQUEST SORT GROUP
REQUESTOR ADAMS, JOHN W DATE OF REQUEST T//
(OCT 15, 2010) DATE COMMITTED 10/01/10// (OCT
1, 2010) COMMITTED (ESTIMATED) COST ???
This is the estimated amount of the committed
cost of the requested item(s). COMMITTED
(ESTIMATED) COST 414 414.00
COST CENTER ??? ANSWER WITH COST CENTER CHOOSE
FROM 822400 PHARMACY SERVICES 850100
FACILITIES MANAGEMENT
88
COST CENTER 822400 Pharmacy Services
BOC1 2580 Miscellaneous Contractual Services by
Individuals, Institu and Organiz Select
SUB-CONTROL POINT
Do you want to enter a vendor for this 1358
request? NO// Y (YES) VENDOR PharmX
512-555-5555 NO. 7 SPECIAL FACTORS
ORDERING ADDRESS 4 HIGH ST
AUSTIN, TX 75434
...OK? YES// (YES)
VENDOR CONTRACT NUMBER ??? ANSWER WITH CONTRACT
/BOA NUMBER CHOOSE FROM D339347 --
EXP. DATE 12-12-11 TK-987433-94 --
EXP. DATE 12-12-11 10 25 DAYS VENDOR
CONTRACT NUMBER TK-987433-94 -- EXP. DATE
12-12-11 10 25 DAYS
89
PURPOSE No existing text Edit? NO//
YES Establish 1358 for pharmacy prime vendor for
the month of February 2011. ORIGINATOR OF
REQUEST JOHN DOE COMMENTS No existing text
Edit? NO// YES Would you like to review this
request? No// Is this request ready for approval?
Yes or No
90
CONVERSION OF 1358 TO PERMANENT NUMBER
Approve Requests Requests Ready
for Approval List Process a Request
Menu ... Display Control Point Activity
Menu ... Funds Control Menu ...
Status of Requests Reports Menu ...
Record Date Received by Service Menu ...
Enter/Edit Control Point User Select Control
Point Clerk's Menu Option Process a Request
Menu New 2237 (Service) Request
Edit a 2237 (Service) Copy a
Transaction 1358 Request Menu ...
Print/Display Request Form Change
Existing Transaction Number Repetitive
Item List Menu ... Cancel Transaction
with Permanent Number Requestor's Menu
... Item Display Vendor
Display Outstanding Approved Requests
Report Select Process a Request Menu Option
Change Existing Transaction Number
91
Select CONTROL POINT 101 LAB TESTING 101
Select the existing transaction number to be
replaced Select CONTROL POINT ACTIVITY
TRANSACTION NUMBER WER513 WER513 OBL
Would you like to review this request? NO// Y
(YES) DEVICE HOME// LAT RIGHT MARGIN 80//
WER513 OCT 1,
2010_at_120416 PAGE
1 ________________________________________________
_____________________________
ESTIMATED MISCELLANEOUS OBLIGATION OR CHANGE IN
OBLIGATION _______________________________________
_____________________________________ Requestor
Date Requested
Obligation No. ___________________
__________________________________________________
_______ Vendor
Contract Number ________________________________
________________________________________________ N
ame and Title Approving Off. Signature
Date Signed

________________________________________________
_______________________________ FUND
CERTIFICATION The supplies and services listed
on this request are properly chargeable to the
following allotments, the available balances
of which are sufficient to cover the cost
thereof, and funds have been obligated. __________
__________________________________________________
____________________ Appropriation Acct.
Symbols Obligated By Date
Obligated 688-3610152-101

92
WER513
PAGE 2 ____________________
__________________________________________________
________ ESTIMATED MISCELLANEOUS
OBLIGATION OR CHANGE IN OBLIGATION _______________
__________________________________________________
_____________ Purpose ___________________________
__________________________________________________
_ Daily Record entries have not yet been entered
for this request. The total committed cost of
this request is 0.00 ____________________________
_________________________________________________
VA FORM 4-1358a-ADP (NOV 1987)
Transaction 'WER513' has been replaced by
transaction 688-11-1-101-0158 Would you like to
edit this request? NO// Y (YES) FORM TYPE 1358
ORDER// MONTH OF 1358 OCT// CLASSIFICATION OF
REQUEST SORT GROUP REQUESTOR DATE OF
REQUEST TODAY// (OCT 21, 2010) DATE COMMITTED
10-1-10// (OCT 01, 2010)
93
COMMITTED (ESTIMATED) COST ?? TYPE A NUMBER
BETWEEN 0 AND 9999999 COMMITTED (ESTIMATED) COST
1240 1240.00 COST CENTER ?? Select the
appropriate cost center for this request ANSWER
WITH COST CENTER CHOOSE FROM 820100 MEDICAL
SERVICE 840200 OIT OFFICE 844100
ACQUISITIONS 850100 FACILITY MANAGEMENT
COST CENTER 840200 OIT office BOC1 2343 ADP
Equipment Rental BOC1 AMOUNT 1240
1240.00
TRANSACTION BEG BAL 1240.00
94
Select SUB-CONTROL POINT Do you want to enter a
vendor for this 1358 request? NO// Y
(YES) VENDOR ??? ANSWER WITH VENDOR NUMBER, OR
SYNONYM, OR FMS VENDOR CODE DO YOU WANT THE
ENTIRE VENDOR LIST? Y (YES) CHOOSE FROM 1
AUDIO VISUAL SUPPLIES 000-427-0993 NO. 1
SPECIAL FACTORS ORDERING
ADDRESS 991 MAIN STREET
SILVER SPRING, MD 20910 2
A1 AV SUPPLIES 2345678 NO. 2
ORDERING ADDRESS 1234 STATE STREET
WASHINGTON, DC 20422 For 1358
requests, additional information concerning
vendors may be entered in the Purpose
field. VENDOR 1 AUDIO VISUAL SUPPLIES
000-427-0993 NO. 1
95
SPECIAL FACTORS ORDERING ADDRESS
991 MAIN STREET
SILVER SPRING, MD 20910 VENDOR CONTRACT NUMBER
??? ANSWER WITH CONTRACT NUMBER CHOOSE FROM
12/12/96 -- EXP. DATE 12-12-96
A123456 -- EXP. DATE 02-02-99
A424354 -- EXP. DATE 02-02-12
C123456 -- EXP. DATE 03-03-09
G378989 -- EXP. DATE 04-04-95
H566767 -- EXP. DATE 04-04-94
VENDOR CONTRACT NUMBER A 1 A123456
-- EXP. DATE 02-02-99 2
A424354 -- EXP. DATE 02-02-12
CHOOSE 1-2 2 PURPOSE 1gtMedical Supply
Service Contract 2gt
96
EDIT Option COMMENTS 1gt Would you like to
review this request? NO// (NO) The current
balance for this control point is
-292815.90 The estimated cost of this request is
1240.00 Is this request ready for transmission
to AMM/Fiscal? NO// Y (YES) Is this request
ready for approval? NO// Y (YES) Would you like
to replace another transaction number? NO// (NO)
97
ADJUSTING 1358s
Select Control Point Clerk's Menu Option Process
a Request Menu New 2237 (Service)
Request Edit a 2237 (Service)
Copy a Transaction 1358 Request Menu
... Print/Display Request Form
Change Existing Transaction Number
Repetitive Item List Menu ... Cancel
Transaction with Permanent Number
Requestor's Menu ... Item Display
Vendor Display Outstanding Approved
Requests Report Select Process a Request Menu
Option 1358 Request Menu
98
New 1358 Request
Increa
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