About GSA changes to IPAC data fields for Local Telecom Service and WITS customers

Transcription

1 About GSA changes to IPAC data fields for Local Telecom Service and WITS customers This guide is designed to be a useful reference for those GSA customers who pull data from Treasury s Intergovernmental Payment and Collection System (IPAC) into their accounting systems. Version 1.3

2 1 / 9 Federal standards make interagency interactions easier, so GSA complies with Common Government-wide Accounting Classification (CGAC), Financial Systems Integration Office (FSIO) Standards, and the Treasury Financial Manual (TFM) Publications and Guidance. To more fully align with these standards, we will be making changes to how we populate the IPAC records. The following fields will change for Local Telecom Service and WITS customers: Document Reference Account Classification Code Account Classification Reference Transaction Contact Name Contact Phone Contract Receiver Department Code Description Invoice JAS Miscellaneous Transaction Information Obligating Document Purchase Order (Collections) Purchase Order (Payments) Receiver DUNS Receiver DUNS+4 Requisition What you need to do: Review the table (see pages 2 10). Confirm that the changes in how GSA Populates IPAC Records align with your current practices, particularly if you download bulk files. Keep this guide for your reference. Contact information If you need assistance with specific IPAC billings, please contact us at kcfasitacctsreceivablefinance@gsa.gov. Additional information For Summary and Detailed billing information, go to e*bill at Beginning in February 2016, you may also go to VCSS at vcss.gsa.gov to view and run queries on summarized billing data, and to dispute bills.

3 An asterisk (*) following the IPAC field name indicates a required field. 2 / 9 Batch Record File ID * Payment/Collection/Adjustment Bulk Files is represented by PCA. PCA PCA 7 Record Type * Batch. B B 1 Application ID * The application ID is IPAC. IPAC IPAC 4 Total of Records * File ID * The total number of records in the file, including File Identifier, Batch, Header, and Detail. Specifies the Sender Agency Location Code (ALC) + Date (YYYYMMDD) + sequential number. [########] [########] 8 Example: Example:

4 3 / 9 Header Record Record Type * H indicates header. H H 1 ALC * The Agency Location Code uniquely identifies the reporting/accounting source of the payment or collection transaction Transaction Total Amount * The total dollar amount of detail lines for this transaction. For collections: Bill Amount For payments: Credit Amount Example: ($43,748.58) For collections: Bill Amount For payments: Credit Amount Example: ($43,748.58) 14 total ( implied decimals) Customer ALC * The Customer Agency Location Code uniquely identifies the customer receiving the payment or collection transaction. Customer ALC Example: Customer ALC Example: Sender DO Symbol * The IPAC Disbursing Office Symbol that uniquely identifies the GSA Agency Location Code sending the transaction. GS157 GS157 5 Transaction Set ID * 810 indicates a collection. 820 indicates a payment. 810 or or Document Reference A reference number and format that uniquely identifies each transition and prevents duplication when all GSA business lines are implemented. For collections (810 transactions), GSA populates this field with the Statement. For collections, the Pegasys Statement : Format: One-letter prefix T plus 7 digits Example: T Format: One-letter prefix J plus 7 digits 8 For payments (820 transactions), this field will be populated with a systemgenerated 8-character alphanumeric string, and the Statement will be found in the Purchase field. For payments, a systemgenerated string: Example: 00001N7G

5 4 / 9 Detail Record Record Type * D indicates detail. D D 1 Accounting Classification Code GSA populates this field with the customer account code, which was formerly known as the Billed Office Address Code (BOAC) or Customer Code. T- + [System] + [Customer ] Example: T-37K079 tops for bills summarized to the ALC level [System] + [Customer ] for other bills 16 Account Classification Reference GSA populates this field with the task order if available or with NA. NA [blank] 12 Detail Amount * Indicates the Quantity times Unit Price. Quantity x Unit Price Example: 1 x 48404=48404 ($484.04) Quantity x Unit Price Example: 1*48404=48404 ($484.04) 14 total (12+ 2 implied decimal places) Transaction Contact Name The customer service address for the business line. kcfasitacctsreceivablefinance@ gsa.gov FTS ACCTS REC BRANCH 60 Contact Phone The customer service telephone number for the business line Contract Line Item GSA populates this field with NA. NA NA 6 Contract The name of the business line. ITSREGTEL TOPSBILL 17

6 5 / 9 Detail Record continued Receiver Department Code This field has been deprecated and may or may not be populated. Deprecated (may or may not be populated) [blank] 2 Description Line of Accounting (LOA), if provided by the customer. If not, the Description from the Pegasys accounting line. Customer Line of Accounting Example: A229E QOIM 233R GFEBS TOPSB for bills summarized to the ALC level Customer Line of Accounting for other bills 320 Fiscal Station GSA populates this field with all zeroes Invoice * The unique identification number of the invoice, assigned by the system to match incoming and outgoing IPAC transactions. System-generated 12-character alphanumeric string Example: 2KY0036HA0K4 Same as IPAC Reference 22 JAS GSA populates this field with the 3-digit Agency code or the 5-digit Agency Bureau (AB) code. [Agency] + [Bureau] Example: [blank] 30 Job GSA populates this field with NA. NA NA 20 Miscellaneous Transaction Information Additional information about the transaction, typically populated by GSA with central contact information. For GSA Bill Copies, please link to For GSA Bill Copies Please Linkto: gsa.gov. 320

7 6 / 9 Detail Record continued Obligating Document * Most program offices send customer funding information. NOT_PROVIDED Same as IPAC Reference 17 Pay Flag * P indicates partial payment. P P 1 Purchase Order (Collections)* GSA populates this field with NOT_ PROVIDED_BY_CUST. NOT_PROVIDED_BY_CUST Same as IPAC Reference 22 Statement : Purchase Order (Payments)* GSA populates this field with NOT_ PROVIDED_BY_CUST. Format: One-letter prefix T plus 7 digits Same as IPAC Reference 22 Example: T Quantity * GSA populates this with the number of units per detail billing line total ( implied decimals) FY Obligation ID GSA leaves this field blank. [blank] [blank] 1 Receiver Treasury Account Symbol This account number (also known as an appropriation or fund symbol) is assigned by Treasury to classify agency transactions. It is required for agencies trading with ALCs designated for Government-Wide Accounting (GWA) Reporters. GSA populates this field with your Treasury Account Symbol (TAS), if provided, in the Component TAS format. Example: Example:

8 7 / 9 Detail Record continued Receiver Business Event Type Code Business Event Type Code (BETC) is used to identify the type of event that is recorded against a Treasury Account Symbol (TAS) and to implement GWA business rules for the posting of events to the TAS. This is required for agencies trading with ALCs designated as GWA Reporters. COLL for 820 transactions, DISB for 810 transactions COLL for 820 transactions, DISB for 810 transactions 8 DISB indicates a collection (810). COLL indicates a payment (820). Dun & Bradstreet Universal ing System (DUNS) is a unique identifier for individual business locations for federal vendors and federal customers. Receiver DUNS If your Business Partner (BPN)/DUNS is available on the vendor record maintained by GSA, this field will contain that value, and it will be validated against data IPAC has obtained from FEDReg. Example: Example: [blank] [blank] 9 If the BPN/DUNS has not been populated as part of the vendor record, GSA leaves this field blank. Receiver DUNS+4 An identifier that, along with the 9-digit DUNS, more specifically identifies the individual business locations for federal vendors and customers. If your BPN/ DUNS+4 is available on the vendor record maintained by GSA, this field will contain that value. It will be validated against data IPAC has obtained from FEDReg. Example: 1234 Example: [blank] [blank] 22 If the BPN/DUNS+4 has not been populated as part of the vendor record, this field will be blank.

9 Detail Record continued Maximum number of characters 8 / 9 Requisition GSA populates this field with NA. NA NA 15 Sender Treasury Account Symbol (TAS)* Account number (also known as an appropriation or fund symbol) assigned by Treasury to classify agency transactions. GSA populates this field with the TAS for its business line, in the Component TAS format. Component TAS format ending in 2 spaces + C Example: 047 X C Component TAS format ending in 2 spaces + C Example: 047 X C 27 Sender Business Event Type Code Business Event Type Code (BETC) is used to identify the type of event that is recorded against a Treasury Account Symbol (TAS) and to implement GWA business rules for the posting of events to the TAS. This is required for agencies trading with ALCs designated as GWA Reporters. COLL for 810 transactions, DISB for 820 transactions, when populated by GSA COLL for 810 transactions, DISB for 820 transactions, when populated by GSA 8 COLL indicates a collection. DISB indicates a payment. Sender DUNS Sender DUNS+4 DUNS is a unique identifier for individual business locations for federal vendors and federal customers. GSA s BPN is from the interagency agreement with the customer. If the GSA business line does not supply this value to the financial system, it will be blank. Although optional, if this is entered, it will be validated against data IPAC has obtained from FEDReg. GSA leaves this field blank. A unique identifier that, along with the 9-digit DUNS, more specifically identifies individual business locations for federal vendors and federal customers. GSA does not have a DUNS+4 number so GSA leaves this field blank. [blank] [blank] 9 [blank] [blank] 4

10 9 / 9 Detail Record continued Unit of Issue * Units by which goods and services are measured. EA EA 2 Unit Price * GSA sends the total detail billing line amount as the Unit Price. Example: ($216.80) Example: ($216.80) 14 total ( implied decimals) DOD Activity Address Code GSA leaves this field blank. [blank] [blank] 15

11 December 2015 GSA Accounts Receivable Customer Service Helpdesk Phone: Fax: USDA-OCFO Financial Information Control Branch 2300 Main Street - 2SE Kansas City, MO 64108