Files > ACCOUNTS RECEIVABLE

name

ACCOUNTS RECEIVABLE

number

430

location

^PRCA(430,

description

This is the main file of the Accounts Receivable system. It holds a permanent record, by bill number, of the receivable. DO NOT USE FILEMAN TO EDIT THIS FILE DIRECTLY! Using FileMan will compromise system integrity. Use the AR menu options. Per VHA Directive 10-93-142, this file definition should not be modified.

Fields

#	Name	Location	Type	Details	Index	Description
.01	bill no.	0;1	FREE TEXT		B	This is the unique bill number assigned to this billing episode. New bill numbers consist of no less than 6 characters, preceded by station number if multi-divisional (Example: 662-K000001). Bill numbers for bills that have been cancelled in Integrated Billing (IB) during the process of correcting errors in the original bill add an additional 3 characters, a hyphen and an incremental number (Example: 662-K000001-01).
.11	last interest charge date	.1;1	DATE-TIME			This field stores the last date interest was charged to this bill.
.12	last admin charge date	.1;2	DATE-TIME			This field stores the last date an administrative charge was applied to this bill.
.13	last penalty charge date	.1;3	DATE-TIME			This field stores the last date penalty charges were added to this bill.
1	fiscal year	2;0	MULTIPLE	430.01		A single bill can have activity that spreads over more than one fiscal year. This multiple field holds a record of each year's appropriation symbol, PAT reference number, original amount, etc.
2	category(+)	0;2	POINTER	430.2		This is the bill's Category - a pointer to the Category File (Means Test, Vendor, Employee, Tort, etc.).
3	original amount(+)	0;3	NUMERIC			This is the original dollar amount of the bill.
4	gl no.(+)	0;4	FREE TEXT			This is the General Ledger Number for the ALD CODE assigned to this bill.
4.5	bill resulting from(+)	0;5	POINTER	430.6		The cause of the debt. This field points to the AR Debt List File which contains brief statements describing the source of the bills that are used on the debt collection letters. The type of entry selected must be compatible with the bill's category type.
7	patient(+)	0;7	POINTER	2	E	This is a pointer to the Patient File. Adding new patients is NOT ALLOWED through this option.
8	current status(+)	0;8	POINTER	430.3	AC
9	debtor(+)	0;9	POINTER	340	C	This field points to the Debtor File, which in turn is a variable pointer to other files. This allows automatic look-up of debtors based on the category of the bill. Adding new entries to the other files may not be allowed.
10	date bill prepared(+)	0;10	DATE-TIME			The date the bill was prepared. Time is not allowed.
11	current balance		COMPUTED			This field computes the current balance of the account.
12	site	0;12	POINTER	4		This is a pointer to the Admin. Activity Site Parameter File. Adding new entries is allowed.
13	agent cashier	0;13	POINTER	342.1		This field is an inactive field and used to point to the AR SITE PARAMETER file (430.5) in AR v3.7.
13.1	account receivable section	0;6	POINTER	342.1		This field is inactive and use to point to the AR SITE PARAMETER file (430.5) in AR v3.7.
14	date status updated	0;14	DATE-TIME
15	status remark	0;15	FREE TEXT			An optional field that holds a brief remark regarding the status, reason for change in status, etc. 3-45 characters.
15.1	type of care(+)	0;16	POINTER	430.2		This is a pointer to the AR category file. This entry should be 'NURSING HOME CARE', 'OUTPATIENT CARE' or 'HOSPITAL CARE'. Adding new entries is not allowed.
16	date calm done	0;11	DATE-TIME			The date the PAT reference number was assigned and the CALM code sheet was done.
17	status updated by	0;17	POINTER	200		This is a pointer to the New Person File. It extracts the name of the person making a change to the bill's status. Adding new entries is not allowed.
18	appropriation symbol	0;18	FREE TEXT			This is a free-text field holding the appropriation symbol. 7-10 characters.
19	secondary insurance carrier	0;19	POINTER	36		This is a pointer to the Insurance Company File. Adding new entries is not allowed.
19.1	tertiary insurance carrier	0;20	POINTER	36		This is a pointer to the Insurance Company File. Adding new entries is not allowed.
20.1	segment	0;21	NUMERIC			This is the number of the billing category's AMIS reporting segment.
21	hold letter date	1;1	DATE-TIME			This is the date a hold is/was placed on follow-up letters for this account.
22	hold letter reason	1;2	SET OF CODES	L:PERSONAL LETTER P:PHONE CALL V:PERSONAL VISIT O:OTHERS		This is the reason a hold was placed on sending follow-up letters. Select from the list of choices.
23	hold letter comments	1;3	FREE TEXT			This field allows the user to enter expanded comments on the reason for holding follow-up letters.
31	date returned to service	3;1	DATE-TIME			This is the date a bill was returned to the originating service.
32	returned by	3;2	POINTER	200		This is the user from the New Person File who returned the bill to the originating service. Adding a new Person is not allowed.
33	amended date	3;3	DATE-TIME			This is the date this bill was amended.
34	amended by	3;4	POINTER	200		This is the user from the New Person File who amended this bill. Adding a new Person is not allowed.
35	amended amount	3;5	NUMERIC			This is the dollar value of the amendment. It can be a positive or negative figure.
36	fiscal comments (return)	3;6	FREE TEXT			This text field holds Fiscal service comments regarding the return of a bill.
37	service comments (amend)	3;7	FREE TEXT			This text field holds the Service's comments regarding the amendment of a bill.
41	repayment plan date	4;1	DATE-TIME			This is the date a repayment plan was established.
42	day of mon. payment due	4;2	NUMERIC			This is the day of the month that payments are due according to the repayment plan.
43	repayment amount due	4;3	NUMERIC			This is the monthly payment amount agreed upon in the repayment plan.
44	number of payments	4;4	NUMERIC			This is the number of payments agreed upon in the repayment plan.
51	repayment due dates	5;0	MULTIPLE	430.051		This multiple field holds information about each payment received during the repayment plan.
60	date account activated	6;21	DATE-TIME
61	letter1	6;1	DATE-TIME			This is the date the first debt collection letter was sent to the debtor.
62	letter2	6;2	DATE-TIME			This is the date the second debt collection letter was sent to the debtor.
63	letter3	6;3	DATE-TIME			This is the date the third debt collection letter was sent to the debtor.
64	referral date	6;4	DATE-TIME		AD	This is the date the account was referred to the Regional Counsel or the Department of Justice for collection.
65	referral code	6;5	SET OF CODES	RC:REGIONAL COUNSEL DOJ:DEPT.OF JUSTICE DC:REGIONAL COUNSEL		This field indicates where an account was referred to.
66	referral amount	6;6	NUMERIC			This is the account balance that was referred.
67	last int/adm charge date	6;7	DATE-TIME			This is the most recent date that Interest/Administrative costs were charged to the account.
68	letter4	6;8	DATE-TIME			This is the date the fourth debt collection letter was sent to the debtor.
68.1	last letter date	6;9	DATE-TIME			This is the date of the most recent debt collection letter.
68.2	re-referral date	6;10	DATE-TIME			This is the date the account was re-referred to the Regional Counsel or Department of Justice.
68.3	returned date by rc/doj	6;11	DATE-TIME			This is the date a referred account was returned by the Regional Counsel or Department of Justice.
68.4	referral date to cowc	6;12	DATE-TIME			This is the date the account was referred to the DVB Committee on Waivers and Compromise.
68.5	referred amount to cowc	6;13	NUMERIC			This is the balance of an account referred to the DVB Committee on Waivers and Compromise.
68.6	irs offset letter	6;14	DATE-TIME			This field stores the last date an IRS Offset letter was printed that contained the amount due from the bill.
68.7	date forwarded to irs	6;15	DATE-TIME			This is the date the receivable was forwarded to the IRS.
68.8	irs principal balance	6;16	NUMERIC			This is the principal balance of the receivable forwarded to the IRS.
68.9	irs interest balance	6;17	NUMERIC			This is the Interest Balance forwarded to the IRS.
68.91	irs admin. balance	6;18	NUMERIC			This is the Administrative Balance forwarded to the IRS.
68.92	original irs letter amount	6;19	NUMERIC			This is the Original Amount of the bill forwarded to the IRS.
68.93	original irs offset amount	6;20	NUMERIC			This is the Original IRS Offset Amount.
68.94	referral reason code(+)	6;22	SET OF CODES	1:LITIGATION ISSUES 2:VET NOT RESP FOR COST OF CARE 3:REFUSAL TO PAY GOV HOSPITAL 4:VETERAN PAID DIRECTLY 5:MCCR REF WITH RC CONSENT		This is a code for the transmission to Regional Counsel to let them know the reason for the referral. This is required for the transmission.
68.95	referral comment(+)	6;23	FREE TEXT			Enter specific information on the account pertaining to the reason for referral; date, time of call and contact person the staff spoke with at the Regional Counsel.
69	over letter3		COMPUTED			This field computes the length of time since the third debt collection letter was mailed.
70	delinquent days		COMPUTED			This field computes the number of days an account is delinquent by subtracting the date of the first debt collection letter from the current date.
71	principal balance(+)	7;1	NUMERIC			This field is set to the original amount when a new bill is established.
72	interest balance	7;2	NUMERIC			This is the balance due for interest charges on this bill.
73	administrative cost balance	7;3	NUMERIC			This is the balance due for administrative costs on this bill.
74	marshal fee	7;4	NUMERIC			This is the amount of the Marshal Fee included in this bill.
75	court cost	7;5	NUMERIC			This is the amount of court costs included in this bill.
77	total paid principal	7;7	NUMERIC			This is the total amount received toward this bill's principal balance.
78	total paid interest	7;8	NUMERIC			This is the total amount received toward this bill's interest charges.
79	total paid administrative cost	7;9	NUMERIC			This is the total amount received toward this bill's administrative cost charges.
79.1	total paid marshal fee	7;10	NUMERIC			This is the total amount received toward this bill's Marshal Fee.
79.12	outstanding pb	7;12	NUMERIC			This is the total outstanding principal balance for this debtor's account.
79.13	outstanding ib	7;13	NUMERIC			This is the total outstanding principal interest balance for this debtor's account.
79.14	outstanding ab	7;14	NUMERIC			This is the total outstanding administrative cost charges for this debtor's account.
79.15	outstanding mf	7;15	NUMERIC			This is the total outstanding marshal's fee for this debtor's account.
79.16	outstanding cc	7;16	NUMERIC			This is the total outstanding court cost for this debtor's account.
79.17	excess payment amount	7;17	NUMERIC			This field stores the amount of a patient's excess payment.
79.18	refunded amount	7;18	NUMERIC			This field stores the dollar amount that has been refunded to the patient.
79.19	refunded date	7;19	DATE-TIME			This field stores the date the refund was made.
79.2	total paid court cost	7;11	NUMERIC			This is the total amount received toward this bill's court costs.
79.21	refunded by	7;21	POINTER	200		This field stores the name of the person who approved the refund. It is a pointer to the New Person File.
81	irs location cost	8;1	NUMERIC			This is the amount charged to the bill for an IRS locator search.
82	credit rep. cost	8;2	NUMERIC			This is the amount charged to the bill for a credit report locator check.
83	dmv location cost	8;3	NUMERIC			This is the amount charged to the bill for a state agency/department of motor vehicles locator search.
83.1	dmv location check	8;18	BOOLEAN	Y:YES N:NO		This flag indicates whether or not a state agency/department of motor vehicles locator check was done.
84	consumer rep. agency cost	8;4	NUMERIC			This is the amount charged to the bill for a consumer rep. agency locator search.
85	postal location cost	8;5	NUMERIC			This is the amount charged to the bill for a US Postal Service locator search.
86	able to pay	8;6	BOOLEAN	Y:YES N:NO		This flag indicates whether or not the debtor is able to pay this bill.
87	able to locate	8;7	BOOLEAN	Y:YES N:NO		This flag indicates whether or not the debtor could be located.
88	postal loc.date sent	8;8	DATE-TIME			This is the date a request to locate the debtor was sent to the US Postal Service.
89	postal loc.date received	8;9	DATE-TIME			This is the date a reply was received to the Postal locator request.
89.1	irs able to locate	8;10	BOOLEAN	Y:YES N:NO		This flag indicates whether or not the IRS was able to locate the debtor.
89.2	irs loc. date sent	8;11	DATE-TIME			This is the date a request to locate the debtor was sent to the IRS.
89.3	irs loc. date received	8;12	DATE-TIME			This is the date a reply was received to the IRS locator request.
89.4	credit rep. able to pay	8;13	BOOLEAN	Y:YES N:NO		This flag indicates whether or not the credit report says the debtor is able to pay the bill.
89.5	credit rept. date sent	8;14	DATE-TIME			This is the date a request for a credit report was sent.
89.6	credit rep. date received	8;15	DATE-TIME			This is the date the requested credit report was received.
89.7	patient folder reviewed	8;16	BOOLEAN	Y:YES N:NO		This flag indicates whether or not the debtor's Patient Folder was reviewed for locator information.
89.8	date folder reviewed	8;17	DATE-TIME			This is the date the debtor's Patient Folder was reviewed.
90	approved by (fiscal)	9;1	POINTER	200		This is the person in Fiscal who approved the bill.
91	ar electronic signature	9;2	FREE TEXT
92	ar date signed	9;3	DATE-TIME			This is the date the bill was signed in Fiscal.
93	ar appr.official's title	9;4	FREE TEXT			This is the approving official's title.
94	approved by (billing)	9;5	POINTER	200		This is the person who approved the bill in the Service or Section.
95	previous status	9;6	POINTER	430.3		This is the former status of the bill if it has been changed.
96	approved date (service)	9;7	DATE-TIME			This is the date the bill was approved in the Service or Section.
97	processed by (service)	9;8	POINTER	200		This is the person in the Service or Section who processed the bill.
98	comments	10;0	WORD-PROCESSING			This word processing field allows the AR Clerk or Supervisor to add optional comments at the time the bill is audited.
100	form type(+)	100;1	SET OF CODES	1:1081 2:1080 3:1114		This response indicates the type of form for the bill. (1080, 1081 or 1114).
101	service(+)	100;2	POINTER	49		This is the Service or Section that originated the bill.
104	voucher number	100;4	FREE TEXT			This is the billing Service/Section's voucher number. It is used on the 1080, 1081 and 1114 bill forms.
106	description	101;0	MULTIPLE	430.02		This is a description of the bill.
107	billing agency	100;7	POINTER	342.1		This is the billing agency from the AR Site Parameter file.
108	agency location code (alc)	100;3	FREE TEXT			This is the Agency Location Code.
110	document number	100;8	NUMERIC			This is the Document Number used on the 1081 bill form.
111	approving official (service)	104;1	POINTER	200		This is the person in the Service or Section who approved the bill.
112	electronic signature	104;2	FREE TEXT
113	date signed (approved)	104;3	DATE-TIME			This is the date the bill was approved in the Service or Section.
114	appr. official's title	104;4	FREE TEXT			This is the title of the person who approved the bill in the Service or Section.
121	date sent to dmc	12;1	DATE-TIME			This is the date that the bill was first sent to the Debt Management Center.
122	dmc principal balance	12;2	NUMERIC			This is the current principal balance for the bill that is at the Debt Management Center.
123	dmc interest balance	12;3	NUMERIC			This is the current interest balance for the bill that is at the Debt Management Center.
124	dmc admin balance	12;4	NUMERIC			This is the current administrative cost balance for the bill that is at the Debt Management Center.
125	dmc debt valid	12.1;1	SET OF CODES	Y:YES N:NO P:PENDING		If the field value is NULL the nightly DMC job will prevent the debt from being referred to DMC when the debtor is SC 50% to 100% or in Receipt of a VA Pension. It will then set this field value to PENDING so the users will know this is what occurred. If a user sets this field value to YES and the debt meets all criteria to be sent to DMC it will be referred to DMC even if the debtor is SC 50% to 100% or in Receipt of a VA Pension. If a user sets this value to NO the debt will not be referred to DMC. Users should only interactively be able to set the value to YES or NO. PENDING is reserved for the nightly DMC job.
126	dmc debt valid edited by	12.1;2	POINTER	200		This is a pointer to the New Person File. It extracts the name of the last person making a change to the DMC Debt Valid field. Adding new entries to the New Person File is not allowed.
127	dmc debt valid edited date	12.1;3	DATE-TIME			This is the Date and Time a user last edited the DMC Debt Valid Field.
131	medicare cont. adjustment	13;1	NUMERIC			This field will reflect the Medicare contractual adjustment for a bill.
132	medicare unreimbursable	13;2	NUMERIC			This field will reflect the Medicare Unreimbursable Expense for a bill.
141	date bill referred to top	14;1	DATE-TIME			This field contains the date that the bill was originally referred to TOP.
142	top refund status	14;2	SET OF CODES	1:REFUND 2:REFUND TRANSMITTED 3:REVERSAL 4:REVERSAL TRANSMITTED	TREF	This field contains the current status of a TOP refund.
143	top trace number	14;3	FREE TEXT			This field contains the trace number attached to the refund.
144	top refund year	14;4	FREE TEXT			This field contains the calendar year for which the refund is granted.
200	receivable code		COMPUTED			Identifies bill as Federal/Non-federal.
200.2	type of bill	200;8	FREE TEXT			This is the type of bill code from the UB-82 bill form.
201	beginning budget fy	11;15	FREE TEXT			Beginning Fiscal Year of accounting FUND.
202	ending budget fy	11;16	FREE TEXT			Ending Fiscal Year of accounting FUND.
203	fund(+)	11;17	FREE TEXT			FMS Accounting FUND.
204	admin office	11;18	SET OF CODES	10:VHA 20:VBA 30:NCS		Administrative Office code used by FMS.
205	organizational ctrl point	11;19	FREE TEXT			FMS accounting field.
206	fcp/proj	11;20	FREE TEXT			FMS accounting field.
239	insured name	202;1	FREE TEXT			This is the individual in whose name the insurance is carried.
240	insured sex	202;2	SET OF CODES	M:MALE F:FEMALE U:UNKNOWN		This is the insured individual's sex.
241	pt relationship	202;3	FREE TEXT			This is the two-digit code for the relationship between the insured individual and the patient. It comes from the UB-82 bill form.
242	cert ssn hic id no.	202;4	FREE TEXT			This is the Certificate/Social Security Number/Health Insurance Claim/Identification Number from the UB-82 bill form.
243	group name	202;5	FREE TEXT			This is the name of the group through which the insurance is provided.
244	group number	202;6	FREE TEXT			This is the identification number of the group providing insurance.
245	employee information data	202;7	FREE TEXT			This is the employee information data code from the UB-82 bill form.
246	employment status code	202;8	FREE TEXT			This is the employment status code from the UB-82 bill form.
247	employer name	202;9	FREE TEXT			This is the employer's name from the UB-82 bill form.
248	employee id number	202;10	FREE TEXT			This is the employee's identification number from the UB-82 bill form.
249	employer location	202;11	FREE TEXT			This is the employer's location from the UB-82 bill form.
250	control point	11;1	FREE TEXT			IFCAP control point.
251	cost center(+)	11;2	FREE TEXT			This field is required for spending transactions and is used to record expenditure of funds by various organizations within DVA.
252	sub cost center	11;3	FREE TEXT			This code is a further breakdown of the Cost Center.
253	boc (sub account)(+)	11;21	FREE TEXT			This code is equivalent to the CALM subaccount. Required for spending transactions and is used to determine the budget operating expense account to effect.
254	sub boc	11;5	FREE TEXT			This code is a further breakdown of the Budget Object Code.
255	revenue source(+)	11;6	POINTER	347.3		This code is required for revenue transactions. It is used to group collected revenue and to determine whether the revenue will credit actual reimbursement receivables for the associated fund.
255.1	rsc (calc for accrued bills)	11;23	FREE TEXT			This field was added with patch PRCA*4.5*90. This field is used to store the calculated revenue source code for bills which are accrued. It is calculated and set in the field by the routine RCXFMSUR.
256	sub-rev source	11;7	FREE TEXT			This code is a further breakdown of the Revenue Source Code.
257	station	11;8	FREE TEXT			FMS accounting station number.
258	federal/non-federal/employee	11;9	SET OF CODES	0:FEDERAL 1:NON-FEDERAL 2:EMPLOYEE		FMS accounting field to identify type of bill.
259	refund/reibursment	11;10	SET OF CODES	01:REFUND 02:REIMBURSEMENT 3:SF REIBURSMENT 4:SF REFUND 24:INELIG. HEALTH 09:GENERAL FUND 20:EMPLOYEE 50:TORT FEASOR		Identifies bill category for FMS
260	sat station	11;11	FREE TEXT			This field is the Satellite station number
261	job number	11;12	FREE TEXT			FMS accounting element.
262	xprogam	11;13	FREE TEXT			FMS accounting element.
263	reporting category	11;14	FREE TEXT			FMS accounting element.
264	fms line number	11;4	FREE TEXT			This field contains the line number assigned to an FMS billing document. This field will only be populated if the line number is different than 001. Line number 001 is the default line number (for null entries).
265	vendor id	11;22	FREE TEXT			This field contains the vendor ID that was sent on the billing document.
266	fms transmission date	203;1	DATE-TIME		FMS	This field contains the date this document was transmitted to FMS.