Frequently Asked Questions:
- How long do I have to keep my station's records
for?
- Do I have to send the original EFT waiver forms
to NBC?
- Are RDS forms required, or can I just do a FFS
screen print?
- Can Resource Management funds be extended beyond
the
5 year time limit?
- How do I remove an undelivered order from the OOTR
or
UDO?
- How do I find out if a vendor was paid?
- How do I identify when the vendor was paid?
- How do I find the check number or the ACH payment
tracer
number?
- How do I know if a vendor is set up for ACH?
- Is there a table that identifies all documents
for a particular
vendor code/suffix?
- What is the difference between the voucher date
and the
schedule date on PVHT?
- When will the vendor receive payment?
- Was a voucher paid ACH?
- What do I do if the vendor didn't receive the
payment?
- How do I know if the vendor received a waiver
for ACH?
- How do I know if a subactivity and/or project
code has been
activated?
- Where do I find an office fund target?
- How do I see if a purchase order is obligated?
- Where do I go to see the cost structure(s) for
an obligation?
- Where do I find the address a payment was sent
to and the
comments printed on the check?
- How do I find where a payment was charged?
- Where do I find the check number for a payment?
- Where do I go to find out if a specific document
has either
been paid or obligated?
- Where do I go to find all of the activity for
a particular vendor?
- I have a check number and need to know what the
check was
for. What should I do?
How do long do I have to keep my station's
records for?
You have to keep your copies of all of your records for 3 years.
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Do I have to send the original EFT waiver
forms to NBC?
No, a fax copy is OK. However, you should retain the original at your
station, verify the information is correct in VEND, and then destroy
the form.
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Are RDS forms required, or can I just
do a FFS screen print?
RDS forms are required for control/audit purposes. The RDS form is
an official form and is part of the Service manual.
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Can Resource Management funds be extended
beyond the 5 year time limit?
No. Resource Management funds can be obligated/expended during the
first 2 years. Funds expire after 2 years, then existing obligations
can be expended over the next 5 years (7 years total). At the end of
the 7 years, the funds are closed.
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How do I remove an undelivered order
from the OOTR or UDO?
Attach a copy of the OOTR or UDO. Highlight the transaction that should
be removed. Get the contracting officer to sign the OOTR or UDO. Give
copies to the administrative person doing the remote data entry.
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How do I find out if a vendor was paid?
Go to the DXRF table, find the payment document, and then link to
PVHT.
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How do I identify when the vendor was
paid?
Go to the DXRF table, find the payment doucment, link to PVHT, then
link to VHST.
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How do I find the check number or the
ACH payment tracer number?
Start at the DXRF table, find the payment document, link to PVHT,
and then link to VHST. On VHST, near the bottom of the screen is the "CHECK/EFT
DATA" section. Under the "NUMBER" column is the ACH
tracer number or the hard copy check number. To determine which it
is, look under the "CAT" column. If you see an "A" there,
it was EFT. If you see a "T" there, it was a treasury check.
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How do I know if a vendor is set up for
ACH?
Start at VNAM to find the vendor. Link to VEND - if the "EFT
FLAG:" is an "A", this vendor is EFT compliant.
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Is there a table that identifies all
documents for a particular vendor code/suffix?
Go to VXRF. All transactions that occurred against that particular
code/suffix will be listed right there for you.
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What is the difference between the
voucher date and the schedule date on PVHT?
The voucher date is the date the payment was approved.
The schedule date is the system assigned date when the payment is
to be sent to Treasury for disbursement. This date is the latest
date between the goods/services received and the date the invoice was
received plus 26 days (Prompt Pay ACT). Three days are allowed for administrative
processing.
If the vendor is eligible for an accelerated payment, this date will
be within
one or two days of the voucher date.
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When will the vendor receive payment?
On the PVHT table, the latest date between the Voucher Date and the
Schedule Date is the date the payment is sent to San Francisco. If
the vendor is an ACH vendor, the money is deposited into his/her account
in 3 days. If the vendor will receive a hard copy check, the check
should be received within 7-10 days.
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Was a voucher paid ACH?
Go to the DXRF table, find the payment document, and then link to
PVHT. On PVHT the "SCHD CAT:" field will show a type of "A".
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What do I do if the vendor didn't receive
the payment?
Verify the payment was sent to the correct address or the correct
bank account. If the vendor still did not receive payment, the vendor
needs to submit a request for a check trace. Submit the request to
your FFS coordinator.
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How do I know if the vendor received
a waiver for ACH?
The comments section in the VEND table indicates if a waiver has been
granted.
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How do I know if a subactivity and/or
project code has been activated?
Go to table DVAL.
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Where do I find an office fund target?
Go to table POBL. It will indicate whether your fund target has been
loaded into the system yet.
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How do I see if a purchase order is
obligated?
Begin with table DXRF. Link to table OBLH. If the PO has been entered
into FFS, it will appear here. If it doesn't appear on DXRF, it hasn't
been entered yet.
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Where do I go to see the cost structure(s)
for an obligation?
Begin with table DXRF. Link to table OBLL. All of the lines will be
listed here.
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Where do I find the address a payment
was sent to and the comments printed on the check?
Begin with table DXRF. Link to table PVHT.
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How do I find where a payment was charged?
Begin with table DXRF. Link to table PVLT. All of the cost structures
that were charged are listed here, along with the amounts that were
charged against each one.
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Where do I find the check number for
a payment?
Begin with table DXRF and link to table TSCL.
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Where do I go to find out if a specific
document has either been paid or obligated?
The best place to begin any audit trail is table DXRF. From there,
you can link to the obligation tables and/or the payment tables.
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Where do I go to find all of the activity
for a particular vendor?
Go to table VXRF.
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I have a check number and need to know
what the check was for. What should I do?
Go to table CHKL.
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