Purchase Card User's Guide - VA.gov Home | Veterans …

[Pages:7759]Integrated Funds Distribution, Control Point Activity,

Accounting and Procurement (IFCAP)

Version 5.1 October 2000 Revised October 2011

Purchase Card User's Guide

Department of Veterans Affairs Office of Information and Technology (OI&T) Management, Enrollment, and Financial Systems

Revision History

Revision History

Initiated on 12/29/04

Date

Revision Description

Author(s)

October 2011 5.0

11/05/08

4.0

05/31/07

3.0

02/08/06

2.0

12/29/04

1.1

12/29/04

1.0

Patch PRC*5.1*158 Modification of title for IFCAP VA Form 1358. See page 11-1.

US Bank purchase card activation, per patch PRC*5.1*125.

Added information covering the use of the Logistics Data Query Tool (LDQT), per patch PRC*5.1*103.

Updated to reflect changes included in patch PRC*5.1*79 (FPDS ICAR for VistA).

PDF file checked for accessibility to readers with disabilities. Updated to comply with SOP 192-352 Displaying Sensitive Data.

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Purchase Card User's Guide

October 2000

IFCAP Version 5.1

Revised October 2011

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Preface

This manual is designed to provide you with the information necessary to use the Integrated Funds Distribution, Control Point Activity, Accounting and Procurement (IFCAP) system to report, record, and amend Purchase Card purchases. The IFCAP package has automated certain functions in Acquisition and Materiel Management Services (A&MM), Fiscal Service, and all of the services that request supplies and services.

Table of Contents

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October 2000

Purchase Card User's Guide

v

Revised October 2011

IFCAP Version 5.1

Table of Contents

Chapter 1. Introduction............................................................................................................. 1-1

1.1 The Role of the Purchase Card User ........................................................................................................... 1-1 1.2 Reference Numbering System...................................................................................................................... 1-1 1.3 Legal Requirements and Security Measures .............................................................................................. 1-1 1.4 Package Operation........................................................................................................................................ 1-2 1.5 FMS-ET VENDOR FIELDS........................................................................................................................ 1-2

Chapter 2. Record Card Purchases in IFCAP ........................................................................ 2-1

2.1 Introduction................................................................................................................................................... 2-1 2.2 Determine What Kind of Purchase Card Order to Enter ......................................................................... 2-1 2.3 Enter a Simplified Purchase Card Order ................................................................................................... 2-1

2.3.1 Introduction ............................................................................................................................................. 2-1 2.3.2 Menu Path ............................................................................................................................................... 2-1 2.3.3 Prompts ................................................................................................................................................... 2-2

2.4 New Detailed Purchase Card Order............................................................................................................ 2-4

2.4.1 Introduction ............................................................................................................................................. 2-4 2.4.2 Menu Path ............................................................................................................................................... 2-5 2.4.3 Prompts ................................................................................................................................................... 2-5

2.5 Editing Purchase Card Orders .................................................................................................................. 2-10

2.5.1 Edit, Amend, or Adjust Purchase Card Orders...................................................................................... 2-10 2.5.2 Editing a Simplified Purchase Card Order ............................................................................................ 2-11 2.5.3 Editing a Detailed Purchase Card Order ............................................................................................... 2-13

Chapter 3. Create and Convert Orders ................................................................................... 3-1

3.1 Introduction................................................................................................................................................... 3-1 3.2 Create a PC order from a RIL..................................................................................................................... 3-1

3.2.1 Menu Path ............................................................................................................................................... 3-1 3.2.2 Prompts ................................................................................................................................................... 3-1

3.3 Convert Temporary 2237 to PC Request.................................................................................................... 3-5

3.3.1 Menu Path ............................................................................................................................................... 3-5 3.3.2 Prompts ................................................................................................................................................... 3-6

Chapter 4. Convert PC Orders to Other Document Types ................................................... 4-1

4.1 Introduction................................................................................................................................................... 4-1 4.2 Convert a PC order to a 2237 ...................................................................................................................... 4-1

4.2.1 Menu Path ............................................................................................................................................... 4-1 4.2.2 Display of Option .................................................................................................................................... 4-1

4.3 Convert a 2237 to a Delivery Order ............................................................................................................ 4-2

4.3.1 Menu Path ............................................................................................................................................... 4-2 4.3.2 Display the Option .................................................................................................................................. 4-3

Chapter 5. Record Receipt of a PC Order............................................................................... 5-4

5.1 Introduction................................................................................................................................................... 5-4 5.2 Menu Path ..................................................................................................................................................... 5-4 5.3 Prompts.......................................................................................................................................................... 5-5

Table of Contents

Chapter 6. Reconcile Payment Authorizations from FMS .................................................... 6-1

6.1 Introduction................................................................................................................................................... 6-1

6.1.1 The Purchase Card Reconciliation Process ............................................................................................. 6-1 6.1.2 Data Sharing for Reconciliation .............................................................................................................. 6-1

6.2 Menu Path ..................................................................................................................................................... 6-1 6.3 Automatic Reconciliations ........................................................................................................................... 6-2

6.3.1 Auto Charge Selection ............................................................................................................................ 6-2 6.3.2 Manual Charge Selection ........................................................................................................................ 6-4 6.3.3 Reconcile by Purchase Card Order.......................................................................................................... 6-6

6.4 6.4 ET-FMS Document Display ................................................................................................................. 6-8

6.4.1 Introduction ............................................................................................................................................. 6-8 6.4.2 Menu Path ............................................................................................................................................... 6-8 6.4.3 Prompts ................................................................................................................................................... 6-8

6.5 6.5 Edit/Remove Reconciliation ............................................................................................................ 6-9

6.5.1 Introduction ............................................................................................................................................. 6-9 6.5.2 Menu Path ............................................................................................................................................... 6-9 6.5.3 Prompts ................................................................................................................................................... 6-9

6.6 Daily Purchase Card Charges Statement ................................................................................................. 6-11

6.6.1 Introduction ........................................................................................................................................... 6-11 6.6.2 Menu Path ............................................................................................................................................. 6-11 6.6.3 Prompts ................................................................................................................................................. 6-11

Chapter 7. Approving Official Options ................................................................................... 7-1

7.1 Approve Reconciliation ................................................................................................................................ 7-1

7.1.1 Introduction ............................................................................................................................................. 7-1 7.1.2 Menu Path ............................................................................................................................................... 7-1 7.1.3 Prompts ................................................................................................................................................... 7-1

7.2 Reports........................................................................................................................................................... 7-3

7.2.1 Introduction ............................................................................................................................................. 7-3 7.2.2 Menu Path ............................................................................................................................................... 7-3 7.2.3 Unreconciled Austin Payments ? Official ............................................................................................... 7-3 7.2.4 Unreconciled Purchase Card Transactions ? Official.............................................................................. 7-4 7.2.5 Card Holder Daily Charge Statement...................................................................................................... 7-6 7.2.6 Delinquent PC Listing ? Official............................................................................................................. 7-7 7.2.7 Disputed Purchase Card Orders ? Official .............................................................................................. 7-8 7.2.8 History of Purchase Card Transactions ? Official................................................................................... 7-8 7.2.9 Incomplete Purchase Card Orders ? Official........................................................................................... 7-9 7.2.10 Official Charges Audit .......................................................................................................................... 7-9 7.2.11 Purchase Card Orders Ready for Approval ......................................................................................... 7-10 7.2.12 Reconciled Purchase Card Transactions ? Official ............................................................................. 7-11

Chapter 8. Purchase Card Coordinator Options.................................................................... 8-1

8.1 Introduction................................................................................................................................................... 8-1 8.2 Austin Audit Information ............................................................................................................................ 8-3

8.2.1 Introduction ............................................................................................................................................. 8-3 8.2.2 Menu Path ............................................................................................................................................... 8-3

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Purchase Card User's Guide

October 2000

IFCAP Version 5.1

Revised October 2011

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