Purchasing Agent User's Guide - United States Department ...

Integrated Funds Distribution, Control Point Monitoring, Accounting and Procurement (IFCAP) Purchasing Agent User's Guide

Version 5.1 October 2000

Revised January 2020

Department of Veterans Affairs Office of Information and Technology

Product Development

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Purchasing Agent User's Guide

October 2000

IFCAP Version 5.1

Revised January 2020

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Revision History

Initiated on 12/29/04

Date 1/2020 10/2019 1/2019

10/2017

Revision 11.0 10.0 9.0

8.0

Description

Added additional language to Section 8.5 for clarification Reviewed document; made minor formatting changes Patch PRC*5.1*198 (IFCAP Interface) ? Updated sections 8.4.2, 8.7.2 for entering

the file name ? Removed the words "Test Account" in

several instances ? Minor formatting updates ? Updated revision date in footer Patch PRC*5.1*198 (IFCAP Interface): ? Updated Table of Contents. ? Updated Chapter title to "Chapter 8.

Maintaining Record of Vendors, Items and Manufactures". ? Updated Section 8.2.1 bullet 2, adding two sentences, and replaced capture table that follows bullet 2. ? Updated Section 8.2.2 with four more prompts for a new total of 26 prompts and replaced capture table that follows. ? Added sections: 8.3 How to Add an Item, 8.4 How to Load Medical/Surgical Prime Vendor-Next Generation (MSPV-NG) Items from Host File from the National Item File (NIF), also referred to as the NIF IMF Interface, 8.5 Automated MSPV-NG Item Interface from the National Item File (NIF), 8.7 How to Add a Manufacturer or Edit Manufacturer Information, 8.8 How to Display a Manufacturer, and 8.9 How to Bulk Load Manufacturer. ? Updated numbering for 8.6, 8.6.1, and 8.6.2. ? Updated 8.6.1 bullet 2, adding a second sentence, and added four more prompts in the capture table. ? Updated Chapter 12 Menu Outline, P&C Utilities to include four more prompts in the capture table. ? Updated Glossary with M: MSPV-NG and N: NIF.

Author(s) REDACTED REDACTED REDACTED

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Date 01/2014

09/2012

10/2011 10/05/2010 05/31/2007 03/2007 02/09/2006 06/23/2005 12/29/2004

Revision 7.0

6.0

5.0 5.0 5.0 4.0 3.0 2.0 1.0

Description

Patch PRC*5.1*174 (IFCAP/eCMS Interface): ? Updated section 2.2.2 replacing "Agent of

Manager" with "Agent or Manager" ? Updated section 2.3.2 replacing "Sent to

eCMS" with "Accepted by eCMS" ? Replaced heading for "Chapter 5. Monitor

the Status of POs, RFQs, and Requisitions" with "Chapter 5 Monitor the Status of 2237s, POs, RFQs, and Requisitions" ? Updates to Section 5.2 Prompts. Added Cancelled, Returned to Accountable Officer by eCMS (P&C), Returned to Service by eCMS (P&C), Sent to eCMS (P&C), and To IFCAP Ordering Officer ? Added section 5.4 Outstanding 2237s ? Added flow charts in Section 5.2 Patch PRC*5.1*167 (eCMS Interface to IFCAP) updates: ? Updated various menu options and commands with updated eCMS labels. ? Performed general editorial review to improve grammar, punctuation, and formatting. ? Updated section 2.3.2 Prompts, added "Select REQUEST WORKSHEET 2237 TRANSACTION NUMBER: 561-12-4" command and results to VistA screen display. ? Added "eCMS" and "AITC" terms to Glossary. Patch PRC*5.1*158 Modification of title for IFCAP VA Form 1358. Added the Supply Employee type selection as 1. on page 3-2, per patch PRC*5.1*133. Added information covering the use of the Logistics Data Query Tool (LDQT), per patch PRC*5.1*103; general update. Modified existing document for inclusion of ondemand functionality Patch PRC*5.1*98. Revisions made to bring document up-to-date. Updated with functionality included in PRC*5.1*79 (FPDS ICAR for VistA project). Added essential information about DynaMedIFCAP Interface. Updated to comply with SOP 192-352 Displaying Sensitive Data; PDF file checked for accessibility to readers with disabilities.

Author(s) REDACTED

REDACTED

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Revision History

Date

Revision

Description

Added new options and reports for the Clinical Logistics Report Server (CLRS)

Author(s) REDACTED

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Revised January 2020

Preface

This document is for VA procurement personnel assigned the user category of Purchasing Agent in the Integrated Funds Distribution, Control Point Monitoring, Accounting and Procurement (IFCAP) system.

In IFCAP, Department of Veteran Affairs (VA) employees request goods and services by creating electronic requests. Those requests are funded by an operating budget called a Control Point, and IFCAP sends transactions of those requests to Purchasing Agents, who are responsible for creating purchase orders to fulfill those requests. This document explains how to use IFCAP to create and amend purchase orders. Once accepted by a vendor, purchase orders become contracts between that vendor and the United States Government.

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Preface

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