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Welcome to Electronic Encumbrance for Beginners

Welcome to Electronic Encumbrance for Beginners. AKA: WVFIMS Purchase Order Module Presenter: Shawn Carper, FARS Phone: (304) 558-4083 Email: scarper@wvadmin.gov. Electronic Encumbrance – WVFIMS PO Module. WHAT IS AN ENCUMBRANCE?

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Welcome to Electronic Encumbrance for Beginners

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  1. Welcome to Electronic Encumbrance for Beginners • AKA: WVFIMS Purchase Order Module • Presenter: Shawn Carper, FARS • Phone: (304) 558-4083 • Email: scarper@wvadmin.gov

  2. Electronic Encumbrance – WVFIMS PO Module • WHAT IS AN ENCUMBRANCE? • An Encumbrance “freezes” or “sets aside” spending authority for an expenditure financial code combination to ensure funding is available for payments to the vendor • WV State Code – §5A-2-27 and 28 • Reduces total spending authority on a fiscal year basis • Quarterly allotments are affected on a fiscal year basis • Ensures spending authority is available for invoice processing throughout the fiscal year • Invoice payment must pass cash liquidity check, if applicable

  3. Electronic Encumbrance – WVFIMS PO Module • WHAT IS THE PURPOSE OF ELECTRONIC ENCUMBRANCE? • Provides an agency with the ability to record a contract (Purchase Order) in WVFIMS. • Enables an agency to encumber funds for the current fiscal year. • Enables an agency to record revisions to the original contract and/or encumbrance throughout the fiscal year(s). • Enables an agency to track activity for a Purchase Order for the current fiscal year, or multiple fiscal years, if applicable

  4. Electronic Encumbrance – WVFIMS PO Module • GENERAL RULES • If contract is $25,000, or greater, it will be a FIMS PO • Purchasing rules and regulations must be followed for procurement • The TEAM PO (WV35/Requisition) and WVFIMS PO must cross reference one another with their unique document reference numbers • To get WVFIMS PO number for cross reference, add the WVFIMS PO first, but you do not have to approve the WVFIMS PO at this time. You can modify the PO later to add additional information. Be sure and approve the WVFIMS PO to Purchasing (0200) when you submit your WV35 or Requisition Header. If you approve the WVFIMS PO and need to make a change, Purchasing will reject the document to your agency for this modification. • Higher Education approves ALL transactions to State Auditor (1200)

  5. WVFIMS Contains accounting information Unique system assigned P document number TEAM (Purchasing) Contains contract information Agency defined unique document number – Agency prefix followed by numbering scheme (8 character max) Electronic Encumbrance – WVFIMS PO Module

  6. Electronic Encumbrance – WVFIMS PO Module • GENERAL RULES – WVFIMS • Purchasing Division Electronic Approvals • PO approved to Purchasing (0200) • PO Adjustment (type 2 – Contract) approved to Purchasing (0200) • Auditor’s Office Electronic Approvals • PO Adjustment (type 1 – Accounting) approved to Auditor (1200) • PO Maintenance approved to Auditor (1200) • NOTE: Higher Education – ALL transactions go to Auditor

  7. Electronic Encumbrance – WVFIMS PO Module • WVFIMS PO MODULE COMPONENTS • Purchase Order • Purchase Order Adjustments • Purchase Order Maintenance • WVFIMS PO MODULE CONVERSATIONS • Add • Modify/Delete • Inquire

  8. Add Purchase Order Example - Add PO Key Prompt Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA2670 FINANCIAL INFORMATION MANAGEMENT SYSTEM 15:53:46 • PO'S & PO MAINTENANCE - ADD PO KEY PROMPT • VENDOR #: __________ • COMMITMENT #: __________ • AGENCY DOCUMENT #: __________ • VENDOR NAME: ___________________________________ • NEXT: ___ • PF1 =HELP PF2 =CMMTMT PF3 =END PF4 =MENU PF5 =VENDOR

  9. Electronic Encumbrance – WVFIMS PO Module • KEY CONCEPTS – ADD PURCHASE ORDER • Search by Name – Type partial vendor name and press PF5 (vendor) to access the vendor browse screen. Type an S, for select, to select the appropriate remit to vendor • If contract is going out for bid, the vendor will not be known, press <ENTER> to proceed and do not add a vendor at this time

  10. Add PO Key Prompt – Vendor BrowseType a partial vendor name and press PF5 = VENDOR • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA2670 FINANCIAL INFORMATION MANAGEMENT SYSTEM 15:54:54 • PO'S & PO MAINTENANCE - ADD PO KEY PROMPT • VENDOR #: __________ • COMMITMENT #: __________ • AGENCY DOCUMENT #: __________ • VENDOR NAME: LISAS______________________________ • NEXT: ___ • PF1 =HELP PF2 =CMMTMT PF3 =END PF4 =MENU PF5 =VENDOR

  11. Add PO – Vendor Browse ScreenType S, for select, beside the appropriate vendor and press <ENTER> • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA2781 FINANCIAL INFORMATION MANAGEMENT SYSTEM 15:55:38 • PO'S & PO MAINTENANCE - VENDOR NAME BROWSE • VENDOR ID VENDOR NAME / ADDRESS STATUS TAX ID • S 0000417363 LISAS CONSULTING SERVICES INC Y 012985555 • 208 7TH AVE SOUTH CHARLESTON WV 25303- • _ 0000113698 LISAS DRAPES ETC Y 311258194 • 101 STATE ST ATHENS OH 45701-2110 • _ 0000413136 LISAS WORLD Y XXXXX3917 • 122 HOPE HOLLOW RD LAKELAND PA 15451- • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU PF6 =TOP PF7 =BKWD PF8 =FWD

  12. Add PO – Vendor Retrieval to Key Prompt ScreenThe Vendor ID number and name will be retrieved. Press <ENTER> • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA2670 FINANCIAL INFORMATION MANAGEMENT SYSTEM 15:56:40 • PO'S & PO MAINTENANCE - ADD PO KEY PROMPT • VENDOR #: 0000417363 • COMMITMENT #: __________ • AGENCY DOCUMENT #: __________ • VENDOR NAME: LISAS CONSULTING SERVICES INC______ • NEXT: ___ PF1 =HELP PF2 =CMMTMT PF3 =END PF4 =MENU PF5 =VENDOR

  13. Add PO – Detail Screen – Complete this screen and press PF9 = SPLIT • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA2671 FINANCIAL INFORMATION MANAGEMENT SYSTEM 15:57:17 • PO'S & PO MAINTENANCE - ADD PURCHASE ORDER DETAIL • COMMITMENT #: • VENDOR #: 0000417363 LISAS CONSULTING SERVICES INC • AUTOMATIC ROLLOVER: N • STATE PO NUMBER: __________ • PO AMOUNT: _____________ • START DATE: ________ • END DATE: ________ • OPEN END CONTRACT NUMBER: _______________ • COMMITMENT AMOUNT: _____________ • ENCUMBRANCE AMOUNT: _____________ • EXPECTED DELIVERY DATE: ________ • PO DESCRIPTION: __________________________________________________ • NEXT: ___ PF1 =HELP PF3 =END PF4 =MENU PF9 =SPLIT

  14. Electronic Encumbrance – WVFIMS PO Module • KEY POINTS – ADD PO DETAIL SCREEN • State PO Number – Agency Defined (8 character maximum) • PO Amount – Total Amount of Contract • Encumbrance Amount – Current Fiscal Year Encumbrance • Enter Start Date/End Date only if specified in Contract • For Notice to Proceed Clauses (Start/End Date = 11/11/11) • Open End Contract # - Statewide Contract Number SWC# • Expected Delivery Date • PO Description

  15. Add PO – Split ScreenComplete this screen and press <ENTER> to add the PO • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA2672 FINANCIAL INFORMATION MANAGEMENT SYSTEM 15:58:23 • PO'S & PO MAINTENANCE- ADD PO SPLIT • ENCUMBRANCE AMOUNT: 15000.00 • SEL FUND FY ORG ACT OBJ GRANT PROJ CMMT AMOUNT ENC AMOUNT • _ ____ ____ ____ ___ ___ _____ _____ _____________ _____________ • _ ____ ____ ____ ___ ___ _____ _____ _____________ _____________ • _ ____ ____ ____ ___ ___ _____ _____ _____________ _____________ • _ ____ ____ ____ ___ ___ _____ _____ _____________ _____________ • TOTAL: .00 • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU PF6 =TOP • PF7 =BKWD PF8 =FWD PF9 =RETURN

  16. Electronic Encumbrance – WVFIMS PO Module • ADD PURCHASE ORDER – SYSTEM OUTPUTS – OTHER INFORMATION • Agency PO Cover Sheet • Electronically approve to Purchasing (0200) – Higher Ed Exception Electronically approve to Auditor (1200) • Send Paperwork/Cover Sheet to Purchasing Division – Higher Ed Exception • Unique P Document number assigned to WVFIMS PO • Encumbrance Balance Increases on Ledger (Spending Authority “freezes”/decreases) • State PO Cover Sheet generated by either Purchasing/Auditor

  17. Electronic Encumbrance – WVFIMS PO Module • ADD PURCHASE ORDER - SYSTEM OUTPUTS – OTHER INFORMATION • Encumbrance affects Quarterly Allotment Balances on fiscal year basis • Encumbrance affects Yearly Spending Authority • Cash is not affected until Invoice Processed and Completed • You can not add a WVFIMS PO with an Encumbrance amount greater than available spending authority for an expenditure financial code combination or for an amount greater than the Contract total • BEP/WCC default – if the vendor is in default with BEP or WC (Brickstreet), you will not be able to add the WVFIMS PO.

  18. Electronic Encumbrance – WVFIMS PO Module • PURCHASE ORDER DETAIL SCREEN INQUIRY • This screen provides the detail for the Purchase Order you added to WVFIMS. Examples of information you may view include: • PO Amount (Total contract amount) • Encumbered Amount (Total amount you plan to spend this fiscal year) • Invoiced Amount • PO Description

  19. Purchase Order Detail Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA2678 FINANCIAL INFORMATION MANAGEMENT SYSTEM 15:59:39 • PO’S & PO MAINTENANCE - INQUIRE PURCHASE ORDER DETAIL • FIMS PO ID: P000011014 STATE PO NUMBER: FAR905 STATUS: COM COMMENT: N • ORIGINAL VENDOR ID: 0000417363 LISAS CONSULTING SERVICES INC • REVISED VENDOR ID: 0000417363 LISAS CONSULTING SERVICES INC • COMMITMENT #: AUTOMATIC ROLLOVER: N • OPEN END CONTRACT #: • EXPECTED DELIVERY DATE: 08/21/2006 • START DATE: 08/20/2006 END DATE: 06/30/2007 • RVSD START DATE: 08/20/2006 RVSD END DATE: 06/30/2007 • ORIG PO AMT: $10,000.00 REVISED PO AMT: $10,000.00 • ORIG ENC AMT: $10,000.00 ENC ADJUSTED AMT: $.00 • NET ENC AMT: $10,000.00 • INVOICED TO DATE: $2,000.00 REMN ENC AMT: $ 8,000.00 • PO DESCRIPTION: TO HIRE CONSULTANT TO REVIEW PO MODULE • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU PF5 =REPRINT PF6 =COMMENT • PF9 =SPLIT PF10=APHIST PF11=ACTIVITY

  20. Electronic Encumbrance – WVFIMS PO Module • PURCHASE ORDER INQUIRY – SPLIT SCREEN • Examples of information you may view include: • The Expenditure Financial Code Combination(s) • Total Encumbered Amount/Total Invoiced Amount • Financial Code Combinations and Dollar Amounts • Per Financial Code Combination • Encumbrance Amount • Invoiced Amount • Remaining Balance

  21. Purchase Order Inquiry Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA2679 FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:00:49 • PO’S & PO MAINTENANCE - INQUIRE PURCHASE ORDER • PO ORIG AMT: $10,000.00 PO ADJ AMT: $10,000.00 • PO INV AMT: $300.00 • FUND FY ORG ACT OBJ GRANT PROJ ORIG AMT / INV AMTADJ AMT / REMN BAL • 0200 2004 4307 125 025 $10,000.00$10,000.00 • $300.00$9,700.00 • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU PF6 =TOP PF7 =BKWD PF8 = FWD

  22. Electronic Encumbrance – WVFIMS PO Module • PURCHASE ORDER INQUIRY – ACTIVITY SCREEN • Examples of information you may view include: • Original PO document number and amount • PO Adjustment transactions • PO Maintenance transactions • Invoice transactions • Fiscal Year End Closeout (Z) /Rollover (R) transactions • PO Running (Remaining) Balance

  23. Purchase Order – Activity Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA267B FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:01:24 • PO’S & PO MAINTENANCE - PO ACTIVITY INQUIRY • FIMS PO ID : P000011014 STATE PO NUMBER FAR905 STATUS: COM • CURRENT VENDOR: 0000417363 VENDOR NAME: LISAS CONSULTING SERVICES INC • DOCUMENT TRANS TRANSACTION DOC TRANSACTION PO • NUMBER DATE TYPE STATUS AMOUNT BALANCE • P000011014 08/18/04 ORIG. P.O. COM $10,000.00 $10,000.00 • _ X000010796 08/23/04 ACCT ADJ COM $400.00- $ 9,600.00 • _ I45858588 08/24/04 INVOICE COM $1,000.00 $ 8,600.00 • _ X000010797 08/26/04 CONT CHNGE UPP $0.00 $ 8,600.00 • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU PF5=PRINT ACT PF6 =TOP PF7 =BKWD PF8 =FWD

  24. Electronic Encumbrance – WVFIMS PO Module • TRANSACTION STATUS CODES • UAP – Transaction added – not electronically approved • UPP – Transaction electronically approved to a Central Organization (Purchasing 0200 – Auditor 1200) • REJ – Transaction rejected by Central Organization • COM – Transaction Complete

  25. Electronic Encumbrance – WVFIMS PO Module • PURCHASE ORDER ADJUSTMENTS • Purpose: • Provides an agency with the ability to make changes to a Purchase Order in WVFIMS and to track these changes for inquiry purposes and encumbrance balance

  26. Add PO Adjustment • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA267C FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:20:18 • PO'S & PO MAINTENANCE - ADD PO ADJUSTMENT KEY PROMPT • FIMS PO IDENTIFIER: __________ • ADJUSTMENT TYPE: _ TYPE 1: ACCOUNTING ADJUSTMENT • TYPE 2: CONTRACT CHANGE ORDER • STATE PO NUMBER : __________ • VENDOR #: __________ • VENDOR NAME: ___________________________________ • NEXT: ___ • PF1 = HELP PF2 = PO PF3 = END PF4 = MENU PF5 = VENDOR

  27. Accounting Adjustment (Type 1) Affects Accounting Information Approved to Auditor (1200) Does not affect terms or conditions of the contract Contract Change Order (Type 2) Affects Contract Information Approved to Purchasing (0200) Higher Education Exception (1200) May affect Accounting Information, in conjunction with Contract Information Electronic Encumbrance – WVFIMS PO ModuleTwo Types of Purchase Order Adjustments

  28. Electronic Encumbrance – WVFIMS PO Module • Add Accounting Adjustment (Type 1) Example • Accounting Adjustment Examples: • Add Vendor for PO that went out for Bid (Vendor Award) • Change Financial Code Components/Dollars • Increase Current Fiscal Year Encumbrance • Process Notice to Proceed (Add Valid Dates) • Change Remit to Vendor (Tax ID must remain the same) • Activate PO in new Fiscal year • Decrease Current Fiscal Year Encumbrance – Requires Contract Change Order to follow or process as Contract Change Order instead.

  29. Add PO Adjustment – Type 1 – Accounting Adjustment • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA267C FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:20:18 • PO'S & PO MAINTENANCE - ADD PO ADJUSTMENT KEY PROMPT • FIMS PO IDENTIFIER: P8575 • ADJUSTMENT TYPE: 1TYPE 1: ACCOUNTING ADJUSTMENT • TYPE 2: CONTRACT CHANGE ORDER • STATE PO NUMBER : __________ • VENDOR #: __________ • VENDOR NAME: ___________________________________ • NEXT: ___ • PF1 = HELP PF2 = PO PF3 = END PF4 = MENU PF5 = VENDOR

  30. Add PO Adjustment – Detail Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA267D FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:21:20 • PO'S & PO MAINTENANCE - ADD PURCHASE ORDER ADJUSTMENT • FIMS PO IDENTIFIER : P000011016 • COMMITMENT #: STATE DOCUMENT : FAR920 • CURRENT VENDOR : 0000417363 LISAS CONSULTING SERVICES INC • REVISED VENDOR : __________ • CHANGE ORDER #:A • PURCHASE ORDER TYPE: 1 • OPEN END CONTRACT #: _______________ • START DATE: 08/20/06 END DATE: 06/30/07 • REVISED START DATE: 08/20/06 REVISED END DATE: 06/30/07 • PO AMOUNT: 10,000.00 REVISED AMOUNT: 10,000.00 • CURRENT ENC AMOUNT: 100.00 INVOICED AMOUNT: .00 • ADJUSTED ENC AMOUNT: 9,000.00 • EXPECTED DELIVERY DATE: 08/21/06 • PO ADJUSTMENT : INCREASE ENCUMBRANCE FOR WORK TO BEGIN ___ • DESCRIPTION __________________________________________________ • NEXT: ___ PF1 =HELP PF3 =END PF4 =MENU PF9 =SPLIT

  31. Add PO Adjustment – Split Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA267E FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:22:06 • PO'S & PO MAINTENANCE - ADD PO ADJUSTMENT SPLIT • ADJUSTED PO AMT : 9000.00 • DEL • ACT FUND FY ORG ACT OBJ GRANT PROJ INVOICE AMT ADJ PO AMT • M 0200 2007 4307 125 025 _____ _____ ___________ 7000.00 • _ 0201 2007 4307 099 025 _____ _____ ___________ 2000.00 • _ ____ ____ ____ ___ ___ _____ _____ ___________ ___________ • _ ____ ____ ____ ___ ___ _____ _____ ___________ ___________ • ========== • TOTAL: .00 • NEXT: ___ • PF3 =END PF4 =MENU PF6 =TOP PF7 =BKWD PF8 =FWD PF9 =RETURN

  32. Electronic Encumbrance – WVFIMS PO Module • Accounting Adjustments – Key Concepts • Change Order Number – Alpha-Numeric Only (EG: A, B1, D) • Adjusted Encumbrance Amount modification permitted • Remember to use Description Field • You can Add, Modify, Delete Financial Code Combinations • Modify – can only reduce dollars to invoiced amount • Delete – can only delete if no invoices for financial code • Electronically Approve to Auditor (1200) • Unique X document number assigned by WVFIMS

  33. Electronic Encumbrance – WVFIMS PO Module • Add Contract Change Order (Type 2) Example • Contract Change Order Examples • Increase/Decrease Total PO Amount • Change End Date (Extend Contract) • Closeout PO at Completion of Contract • Change Remit to Vendor when Tax ID changes (tip: check with Purchasing or State Auditor’s Office prior to processing) • In Conjunction with the Above: • Change Financial Code Combinations/Dollar Amounts • Increase/Decrease Current Fiscal Year Encumbrance

  34. Add PO Adjustment – Type 2 – Contract Change Order • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA267C FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:23:07 • PO'S & PO MAINTENANCE - ADD PO ADJUSTMENT KEY PROMPT • FIMS PO IDENTIFIER: P8870 • ADJUSTMENT TYPE: :2 TYPE 1: ACCOUNTING ADJUSTMENT • TYPE 2: CONTRACT CHANGE ORDER • STATE PO NUMBER : __________ • VENDOR #: __________ • VENDOR NAME: ___________________________________ • NEXT: ___ • PF1 = HELP PF2 = PO PF3 = END PF4 = MENU PF5 = VENDOR

  35. Add PO Adjustment – Detail Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA267D FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:24:04 • PO'S & PO MAINTENANCE - ADD PURCHASE ORDER ADJUSTMENT • FIMS PO IDENTIFIER : P000011016 • COMMITMENT #: STATE DOCUMENT : FAR920 • CURRENT VENDOR : 0000417363 LISAS CONSULTING SERVICES INC • REVISED VENDOR : __________ • CHANGE ORDER #: 1________ • PURCHASE ORDER TYPE: 2 • OPEN END CONTRACT #: _______________ • START DATE: 08/20/06 END DATE: 06/30/07 • REVISED START DATE: 08/20/06 REVISED END DATE: 06/30/07 • PO AMOUNT: 10,000.00 REVISED AMOUNT: 15,000.00 • CURRENT ENC AMOUNT: 10,000.00 INVOICED AMOUNT: .00 • ADJUSTED ENC AMOUNT: 15,000.00 • EXPECTED DELIVERY DATE: 08/21/06 • PO ADJUSTMENT : INCREASE CONTRACT FOR ADDITIONAL WORK • DESCRIPTION __________________________________________________ • NEXT: ___ PF1 =HELP PF3 =END PF4 =MENU PF9 =SPLIT PF11=DECODE

  36. Electronic Encumbrance – WVFIMS PO Module • Contract Change Order – Key Concepts • Change Order Number must be Sequential (EG: 1, 2, 3, 4) • Can Modify Revised PO Amount and Adjusted Encumbrance Amount • Remember to use the Description Field • You can Add, Modify, Delete Financial Codes • Modify – can only reduce dollars to invoiced amount • Delete – can only delete if no invoices for financial code • Forward Cover Sheet/Other Detail to Purchasing (Higher Ed exception) • Electronically Approve to Purchasing (0200) (Higher Ed exception-1200) • Unique X Document number assigned • Only Purchasing can Revise Start Date • Only Purchasing can Delete a PO Adjustment (type 2)

  37. Electronic Encumbrance – WVFIMS PO Module • Invoice Processing with an Encumbrance • Reference P Document Number on Add Invoice Key Prompt Screen • Can not change Financial Codes on Add Invoice Split Screen, if other codes are needed, process accounting adjustment (type 1) • If multiple Financial Codes exist, you can pay only against the Financial Codes you want for this invoice • Invoice Dollar amount can not exceed remaining balance for the PO or specific expenditure financial codes • SA (Delegated Purchasing) Code Reference is not necessary • If PO references dates of service, the invoice must also reference the applicable dates of service

  38. Add Invoice – Key Prompt Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA21A0 FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:25:02 • EXPENDITURE TRANSACTIONS - ADD INVOICE KEY PROMPT • ENCUMBRANCE NUMBER: P000011016 • OR • COMMITMENT NUMBER: __________ • OR • AGENCY DOCUMENT NUMBER: __________ • VENDOR NUMBER: __________ • VENDOR NAME: ___________________________________ • NEXT: ___ • PF1 =HELP PF2 =PO-CO BRW PF3 =END PF4 =MENU PF5 =VENDOR

  39. Add Invoice – Detail Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA21A1 FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:25:29 • EXPENDITURE TRANSACTIONS - ADD INVOICE DETAIL • RECEIVING RPT ID: __________ • ENCUMBRANCE : P000011016 AGENCY DOC. : FAR920____ VENDOR FEIN: 012985555 • VENDOR NUMBER: 0000417363 VENDOR NAME: LISAS CONSULTING SERVICES INC • STREET: 208 7TH AVE • CITY: SOUTH CHARLESTON STATE: WV ZIPCODE: 25303 COUNTRY: USA • ALLOCATION NUMBER: __________ • INVOICE NUMBER: 566711______________ RECEIPT OF GOODS: 091506__ • DUE DATE: 093006__ RECEIPT OF INVOICE: 091506__ • INVOICE AMOUNT: 2000__________ • SPECIAL AUTH. CODE: _ SPECIAL HANDLING FLAG: N • STATEWIDE CONT. NUMBER: _______________ WIRE PAYMENT FLAG: N • PAYEE REFERENCE NUMBER: _______________ • SERVICE DATES: N START: ________ END: ________ • COMMENT: ________________________________________ • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU PF9 =SPLIT

  40. Add Invoice – Split Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA21A2 FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:28:13 • EXPENDITURE TRANSACTIONS - ADD INVOICE SPLIT • CONTROL TOTAL: 2000.00 • SEL FUND FY ORG ACT OBJ GRANT PROJ PO AMOUNT AMOUNT • _ 0200 2007 4307 125 025 _____ _____ 4000.00 1000.00 • D 0201 2007 4307 099 025 _____ _____ 3000.00 ___________ • _ 0202 2007 4307 099 025 _____ _____ 2000.00 1000.00 • _ ____ ____ ____ ___ ___ _____ _____ ___________ • =========== • TOTAL: .00 • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU PF6 =TOP PF7 =BKWD PF8 =FWD PF9 =RETURN

  41. Electronic Encumbrance – WVFIMS PO Module • Effect of Adding an Invoice Against a PO • Encumbrance balance Decreases • Disbursements (Expenditures) Increase • Cash Decreases • Other Key Points • Electronically Approve Invoice to Auditor (1200) • Forward Cover Sheet and Invoice to Auditor

  42. Electronic Encumbrance – WVFIMS PO Module • PURCHASE ORDER MAINTENANCE • Purpose: • To provide a mechanism to make corrections to specific transactions that reference a WVFIMS Purchase Order, once the transaction is complete in WVFIMS • Electronically Approve to Auditor (1200)

  43. Add Purchase Order Maintenance – Key Prompt Screen • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA2560 FINANCIAL INFORMATION MANAGEMENT SYSTEM 16:33:52 • PO’S & PO MAINTENANCE - ADD PURCHASE ORDER MAINT. KEY PROMPT • FROM FIMS PO ID : __________ • TO FIMS PO ID : __________ • FIMS INVOICE OR DEPOSIT ID : __________ • TYPE: _ • 1.TRANSFER PAID AMOUNT WITHIN A FIMS PO • 2.TRANSFER A PAID INVOICE BETWEEN FIMS PO • 3.REMOVE A PAID INVOICE FROM A FIMS PO • 4.ADD A PAID INVOICE TO A FIMS PO • 5.APPLY A REFUND TO A FIMS PO- 2 step process – 1) add deposit refund, then.. • 2) add type5 to record deposit refund • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU PF5 =INQ. FROM PO/CO • PF6 =INQ. TO PO/CO PF9 =INQ. INVOICE PF10=INQ. DEPOSIT

  44. Electronic Encumbrance – WVFIMS PO Module • HOW CAN I SEE MY ENCUMBRANCE BALANCES? • Appropriation Ledger Inquiry (Activity Level) • Object of Expenditure Ledger Inquiry (Object Level)

  45. Appropriation Ledger Inquiry • ID: FI#3004 STATE OF WEST VIRGINIA 08/23/04 • WVFA47P7 FINANCIAL INFORMATION MANAGEMENT SYSTEM 15:41:44 • LEDGER INQUIRIES - APPROPRIATION BALANCE INQUIRY • FUND: 0200 FY: 2007 ORG: 0200 ACT: 125 PROCESS FY: 2007 • FUND NAME: DIVISION OF FINANCE FUND • ORIGINAL APPR SPENDING AUTHORITY: 995,000.00 APPROPRIATED: Y • ALTERATIONS: .00 • RESERVE APPROPRIATION: .00 • ========= • TOTAL SPENDING AUTHORITY: 995,000.00 • _ COMMITMENTS: .00 • _ ENCUMBRANCES: 15,000.00 • _ ACCTS PAYABLE: 5,000.00 • _ DISBURSEMENTS: 20,000.00 • _ TRANSFERS OUT: .00 • ========== • UNEXPENDED BALANCE: 970,000.00 • UNENCUMBERED BALANCE: 955,000.00 • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU PF10 =ALTERATION HIST

  46. Object of Expenditure Ledger Inquiry • ID: FI#3004 STATE OF WEST VIRGINIA 08/24/04 • WVFA47PS FINANCIAL INFORMATION MANAGEMENT SYSTEM 15:53:00 • LEDGER INQUIRIES - OBJECT OF EXPENDITURE LEDGER INQUIRY • FUND: 0200 FY: 2007 ORG: 0200 ACT: 125 OBJ: 025 PROCESS FY: 2007 • FUND NAME: DIVISION OF FINANCE FUND • ORG NAME : FINANCE DIVISION OF • OBJ NAME : CONTRACTUAL/PROFESSIONAL • BUDGET AMOUNT: 40,000.00 • _ COMMITMENTS: .00 • _ ENCUMBRANCES: 5,000.00 • _ ACCTS PAYABLE: .00 • _ DISBURSEMENTS: .00 • _ TRANSFERS OUT: .00 • ======== • UNEXPENDED BALANCE: 40,000.00 • UNENCUMBERED BALANCE: 35,000.00 • NEXT: ___ • PF1 =HELP PF3 =END PF4 =MENU

  47. Electronic Encumbrance – WVFIMS PO Module • PO Rollover – Fiscal Year End • To flag a PO for rollover (continue PO in new fiscal year) you can: • During PO Add, type a Y (yes) in the Roll Over Field • Modify PO at any time to change flag from N(no) to a Y(yes) or vice versa, this is the only field you can modify • Add an Accounting Adjustment (Type 1) at beginning of new fiscal year to re-establish the PO • For successful automatic rollover, new fiscal year financial code combinations must be in the system and all Budgetary Schedules must be filed and approved. This includes the addition of all necessary agency allotments for those who use extended organizations • Review year end policies for deadlines and processing information

  48. Electronic Encumbrance – WVFIMS PO Module • FISCAL YEAR END – BUDGETARY FUND TYPES • Special Revenue – Non Appropriated • Budgetary Schedules must be filed and approved • General Revenue • Budgetary Schedules must be filed and approved • Expiring Treatment – No contract change orders are permitted during the 13th month carryover period • Special Revenue Appropriated • New Fiscal Year Balance must be established by Auditor • Budgetary Schedules must be filed and approved • You may have to process an Accounting Adjustment (type 1)

  49. Electronic Encumbrance – WVFIMS PO Module • Federal Revenue • Non Expiring Treatment • Budgetary Schedules must be filed and approved • Expiring Treatment • 13th month transactions • No contract change orders are permitted • You can only process invoices up to the cash balance the fund has on hand as of June 30

  50. Purchasing Division Dan Miller Phone: 558-2314 Email: dmiller@wvadmin.gov State Auditor’s Office David Sull Phone: 558-2251 Email: david.sull@wvsao.gov ANY QUESTIONS ????? Other Contacts

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