Files > PROCUREMENT & ACCOUNTING TRANSACTIONS

name

PROCUREMENT & ACCOUNTING TRANSACTIONS

number

442

location

^PRC(442,

description

This is the main file for IFCAP Supply. It contains all of the Purchase Order and Requisition data both while the record is being processed, and as an online history record after the record has been completed. It also contains information pertaining to Accounts Receivable transactions. *********DO NOT RE-INDEX THIS FILE**********

Fields

#	Name	Location	Type	Details	Index	Description
.01	purchase order number(+)	0;1	FREE TEXT		B	This is the purchase order number.
.02	method of processing(+)	0;2	POINTER	442.5	F	This is the method of payment.
.03	special fund control point	0;19	SET OF CODES	1:GENERAL POST FUNDS 2:SUPPLY FUND 3:CASCA 4:CANTEEN		This is the special fund control point. It controls the way in which a procurement document is routed through IFCAP, as well as whether Cost Centers and BOC(s) are required.
.04	invoice address	12;6	FREE TEXT			This is the invoice address.
.05	2237 reference number	13;0	MULTIPLE	442.14		This is the reference number for this request for this station.
.06	priority of 2237	1;9	SET OF CODES	EM:EMERGENCY SP:SPECIAL ST:STANDARD		This is the priority of this purchase order.
.07	primary 2237	0;12	POINTER	410		This is the primary purchase order.
.08	estimated order?	7;3	BOOLEAN	Y:YES N:NO		Enter YES if this is an estimated order.
.09	depot voucher no.	1;13	FREE TEXT		H	This is the depot voucher number.
.1	p.o. date(+)	1;15	DATE-TIME		AB	This is the purchase order date.
.2	emergency order?	1;17	BOOLEAN	Y:YES N:NO		Enter YES if this is an emergency order.
.25	local procurement reason code(+)	1;19	POINTER	443.8		This is a pointer to the Local Procurement Reason Code File (#443.8). This code describes why the items are being purchased "open market".
.3	expendable/nonexpendable(+)	1;18	SET OF CODES	E:EXPENDABLE N:NON-EXPENDABLE		This is the indicator for procurement of expendable or nonexpendable items.
.5	supply status	7;1	POINTER	442.3		This is the Supply status.
.6	partial	11;0	MULTIPLE	442.11		This is the information used for a partial order.
.7	supply status order	7;2	NUMERIC		AH	This field is automatically updated when supply status changes.
.8	fiscal status order	7;4	NUMERIC		AI	This field is automatically updated when supply status changes.
1	fcp(+)	0;3	FREE TEXT			This is the valid Fund Control Point.
1.4	appropriation(+)	0;4	FREE TEXT			P.O. Appropriation
2	cost center(+)	0;5	FREE TEXT			This is the cost center for this purchase order.
2.4	obligation data	10;0	MULTIPLE	442.09		This is the funds obligation data.
3	subaccount1	0;6	POINTER	420.2		This is the first subaccount of the transaction, if applicable.
3.4	subamount1	0;7	NUMERIC			This is the amount charged to the first subaccount.
4	subaccount2	0;8	POINTER	420.2		This is the second subaccount on this transaction, if applicable.
4.4	subamount2	0;9	NUMERIC			This is the amount charged to the second subaccount.
5	vendor(+)	1;1	POINTER	440	D	This is the name of the vendor.
5.1	debtor	1;16	POINTER	412		This is the name of the debtor.
5.2	requesting service(+)	1;2	POINTER	49		This is the requesting Service.
5.3	direct delivery patient	1;12	POINTER	440.2		This indicates if this is a direct delivery to a patient.
5.4	ship to	1;3	NUMERIC			This is the address for the delivery.
5.6	delivery location	1;11	FREE TEXT			This is the delivery location.
5.7	delivery locations/dates	19;0	WORD-PROCESSING			These are the dates for delivery for delivery locations.
6	verbal purchase order (y/n)(+)	1;4	BOOLEAN	Y:YES N:NO		YES indicates that this is a verbal purchase order.
6.2	confirmation copy (y/n)(+)	1;5	BOOLEAN	Y:YES N:NO		YES indicates that this is a confirmation copy.
6.4	f.o.b. point	1;6	SET OF CODES	D:DESTINATION O:ORIGIN		This is the F.O.B. point.
6.9	original delivery date	0;20	DATE-TIME			This is the original delivery date.
7	delivery date(+)	0;10	DATE-TIME			This is the delivery date for this purchase order.
7.2	estimated cost	0;11	NUMERIC			This is the estimated cost.
8	source code(+)	1;7	POINTER	420.8		This is the source code for this order.
8.1	astr. for source code	1;14	FREE TEXT			This field contains internal program code that controls printed output.
8.2	proposal	1;8	FREE TEXT			This is the proposal information that prints on the purchase order, if applicable.
8.3	purchase method	14;0	MULTIPLE	442.12		This is the purchase method.
9.2	prompt payment terms	5;0	MULTIPLE	442.06		Theses are the prompt payment terms.
13	est. shipping and/or handling	0;13	NUMERIC			This is the estimate of shipping and handling costs.
13.05	est. shipping boc(+)	23;1	FREE TEXT			The shipping charges are accounted in this field.
13.1	est. shipping line item no.	0;18	NUMERIC			This is the line item number for shipping and handling costs.
13.2	gov't b/l no.	12;7	FREE TEXT			This is the Government Bill of Lading number.
13.3	ship via	12;8	FREE TEXT			This is the shipping method if this is a Government Bill of Lading.
13.4	gbl p.o.number	12;9	FREE TEXT			This is the Government Bill of Lading purchase order number.
14	discount	3;0	MULTIPLE	442.03		This is the discount for this order.
15	line item count(+)	0;14	NUMERIC			This is the line item count.
16	pa/ppm/authorized buyer(+)	1;10	POINTER	200		This is the purchasing agent responsible for this request.
16.5	validation code(+)	12;2	FREE TEXT			This is the electronic signature for this purchasing agent.
16.7	validation version	12;11	NUMERIC			This is the version of the validation.
16.8	esig code	12;12	FREE TEXT			The signature block name.
17	validation date/time	12;3	DATE-TIME			This is the electronic signature code for the date/time.
18	po printed time	12;1	DATE-TIME			This is the printed time for this purchase order.
18.5	edi message no.	12;10	NUMERIC			The EDI message number that is returned from Austin.
18.6	need special handling?	12;13	BOOLEAN	Y:YES N:NO		This field is just a question to see if the special handling instructions are needed for the purchase order.
18.7	type of special handling	12;14	POINTER	443.4		This is a pointer field to file 443.4. The file contains special handling instructions which are displayed/printed on purchase orders. The special handling instructions are also sent in the CO segment of the PHA transaction.
19	agent assigned p.o.	12;4	POINTER	200		This is the agent assigned to this purchase order.
19.2	date p.o. assigned	12;5	DATE-TIME			This is the date this purchase order was assigned to this purchasing agent.
20	comments	4;0	WORD-PROCESSING			These are comments about this purchase order.
21	month		COMPUTED			This is the month for this purchase order.
22	quarter		COMPUTED			This is the quarter for this purchase order.
23	last digit of fiscal year		COMPUTED			This is the last digit of the current fiscal year.
24	administrative certifications	15;0	MULTIPLE	442.15		Theses are the administrative certifications for this purchase order.
25	remarks	16;0	WORD-PROCESSING			This is the remarks field.
26	bbfy	23;2	DATE-TIME			This field is the FMS 'BEGINING BUGDET FISCAL YEAR'. This is set from 'PRC("BBFY")' variable. This variable is created through the 'FCP', 'FUND CONTROL POINT' field.
27	old po record	23;3	POINTER	442		It is a pointer to an old purchase order record number.
28	new po record	23;4	POINTER	442		It is a pointer to a new purchase order record number.
29	end date for service order	23;5	DATE-TIME			This field is the ending date for the Purchase Order or 1358 for a service order, used when the length of the service contract extends over a period greater than one month. It is used by Fiscal service at the time of obligation. When used in conjunction with the Auto Accrue flag, the ending date will determine the monthly accrual.
30	auto accrue	23;6	BOOLEAN	1:YES 0:NO		This field is used by Fiscal service to indicate whether a Purchase Order or 1358 for a service order should be accrued in FMS.
31	substation	23;7	POINTER	411
35	amount	9;0	MULTIPLE	442.1		This is the amount of the purchase order/partial.
40	item	2;0	MULTIPLE	442.01		This is the name of the item on this purchase request.
41	boc	22;0	MULTIPLE	442.041		This multiple will hold the dollar amount for each BOC within this file 442 record. Longer explanation. The BOC field in this multiple allows the selection of one of the ITEM multiple BOC. Only the BOC listed in the "D" x-ref found within the ITEM multiple in this record, are allowable choices for the BOC multiple.
42	rfq nbr	21;8	FREE TEXT			This is a unique reference number for the Request for Quotation. It is derived from the following: 3 digit station number, i.e. 688 hyphen 2 digit FISCAL year, i.e. 96 hyphen string constant 'RFQ' hyphen 5 digit sequence counter padded on the left with zeros For example 688-96-RFQ-00001.
44	disputed	23;9	BOOLEAN	Y:YES N:NO		This field is to indicate whether a purchase card charge is being disputed.
46	purchase card number(+)	23;8	POINTER	440.5		This is the purchase card number assigned to the purchase card order.
47	delivery order	23;10	BOOLEAN	Y:YES		This field indicates whether this order is a delivery order.
48	type of order	23;11	SET OF CODES	D:DELIVERY ORDER P:DETAILED PURCHASE CARD ORDER S:SIMPLIFED PURCHASE CARD ORDER		This field determines if a purchase order is a 'Detailed Purchase Card Order','Simplified Purchase Card Order' or a 'Delivery Order'.
50	amendment	6;0	MULTIPLE	442.07		This is an amendment to the purchase order.
51	sort group	23;13	VARIABLE-POINTER	410.7, 6920		This is the sort group for the IFCAP 410.7 SORT GROUP file or the Engineering 6920 WORK ORDER file.
52	classification of request	23;12	POINTER	410.2		This is the Classification of Request for this order.
53	pcdo vendor	23;14	POINTER	440		This vendor is for purchase card and delivery order.
54	receiving required?(+)	23;15	BOOLEAN	Y:YES N:NO		This field indicates if a purchase card purchase requires receiving.
55	purchase card ext. no.	23;16	FREE TEXT			This is the purchase card number assigned to the purchase card order.
56	purchase card user	23;17	POINTER	200		This is the user who entered the purchase card order.
57	approve reconciliation user	23;18	POINTER	200		This is the user who approves the reconciliation of a purchase card order.
58	date reconciled	23;19	DATE-TIME			This is the reconcilliation date for this purchase order.
60	purchase cost(+)	23;21	NUMERIC			This is the total dollar amount for a Simplified Purchase Card Order.
61	purchase card holder	23;22	POINTER	200		This is the Purchase Card Holder for the Purchase Card Order.
62	pcdo 2237	23;23	POINTER	410		This is the 2237 attached to the purchase card/delivery order.
63	processing required in fiscal	24;1	SET OF CODES	1:NO		This field indicates if fiscal needs to process receiving report.
64	free text vendor	24;2	FREE TEXT			This is free text vendor for the Simplified Purchase Card Orders.
65	interface package prefix	24;3	FREE TEXT			The is the interface package prefix indicator. It is set up by the package interface routine. The prefix free text should match the prefix of package file.
70	department number(+)	17;1	FREE TEXT			This is the three character LOG Department number.
71	document identifier code(+)	17;2	FREE TEXT			This is the three digit code for GSA/DLA code sheets.
72	routing indentifier code(+)	17;3	POINTER	441.4		This is the routing identifier code.
72.4	activity address code	17;16	FREE TEXT			This is the six character Activity Address Code from the Site Parameters File.
73	dept.designation (demand code)	17;4	POINTER	441.4		This is the Demand Code for Troop Issue or Dietetic Sale.
73.4	special code	17;17	FREE TEXT			This is the Special Code.
74	signal code	17;5	FREE TEXT			A = Ship to Requisitioner, Bill to Requisitioner B = Ship to Requisitioner, Bill to Supplementary Address (cc 30-35) C = Ship to Requisitioner, Bill to Address designated by Fund Code (cc 52-53) D = Ship to Requisitioner, NO Billing Required J = Ship to Supplementary Address, Bill to Requisitioner (cc 30-35) K = Ship to Supplementary Address, Bill to Supplementary Address (cc 45-50) L = Ship to Supplementary Address, Bill to address designated by Fund Code (cc 52-53) M = Ship to Supplementary Address, NO Billing Required.
75	fund code(+)	17;6	FREE TEXT			This is the facility defined for DLA code sheets.
76	distribution code (optional)	17;7	FREE TEXT			This is an optional, user defined, three character code which is used to make the DLA report more readable.
77	project code	17;8	FREE TEXT			This is the three digit department number, the 060 code for canteen service, or the 110 code for dietetic service. This field may be left blank.
78	priority code(+)	17;9	POINTER	441.4		This is the priority code.
79	advice code(+)	17;10	POINTER	441.4		This is the advice code.
80	media & status code(+)	17;11	POINTER	441.4		This is the media & status code.
81	*supplementary address(+)	17;12	FREE TEXT			This is the six character supplementary address or the requisition number for GSA/DLA code sheets.
82	*source deviation code	17;13	SET OF CODES	1:NOT AVAILABLE FROM MANDATORY SOURCE 2:OUT OF STOCK-GSA/DEPOT 3:EMERGENCY ORDER 4:CANNOT MEET MINIMUM QTY 5:QIR PENDING 6:SHARED PROCUREMENT 7:NONCONTRACT SOURCE,LOWER PRICE		This is the source deviation code, used when another vendor other than the designated item vendor is used to procure an item.
83	reason code(+)	17;14	SET OF CODES	1:REGULAR 2:RESUBMISSION OF REJECTS 3:CALM BYPASS		This is the reason code.
84	*payable code(+)	17;15	SET OF CODES	A:REGULAR POSTED B:IMPREST FUND J:DONATED		This is the payable code.
91	total amount(+)	0;15	NUMERIC			This is the total amount of the purchase order.
92	net amount	0;16	NUMERIC			This is the net amount of the purchase order.
93	liquidated amount	0;17	NUMERIC			This is the liquidated amount.
94	actual 1358 balance	8;1	NUMERIC			This is the actual 1358 balance.
95	fiscal 1358 balance	8;2	NUMERIC			This is the fiscal 1358 balance.
96	estimated 1358 balance	8;3	NUMERIC			This is the estimated 1358 balance.
96.5	converted 1358	8;5	BOOLEAN	1:YES 0:NO		This field flags all entries in file 442 which corresponds to a new format entry in file 424.
96.6	auth. amount remaining	8;4	NUMERIC			This field contains the total amount of monies left on this obligation for authorizations.
96.7	bulletin sent	8;6	SET OF CODES	1:SENT 0:CLEAR SENT		It is a bulletin sent to an Inventory user.
97	prompt pay type(+)	12;15	SET OF CODES	A:NORMAL C:CONTRACT D:DAIRY E:EXEMPT F:PROGRESS M:MEAT P:PRODUCE V:PRIME VENDOR X:MONEY MANAGEMENT EXEMPT - NORMAL		It is a type for Prompt Payment Term.
101	payable code	18;2	SET OF CODES	A:REGULAR POSTED B:IMPREST FUNDS J:DONATED		This is the payable code.
102	document identifier/common no.(+)	18;3	FREE TEXT			This is the document identifier/common number.
102.4	requisition no.(supply)(+)	18;10	FREE TEXT		K	This is the station number, dash, sequential Requisition Number, dash, Fiscal Year, as in 661-123-90.
102.5	issue voucher no.(supply)	18;8	FREE TEXT		I	This is the issue voucher number for supply.
102.6	issue voucher no.(fiscal)	18;9	FREE TEXT		J	This is the Fiscal Issue Voucher Number (#).
103	log batch no.(acquisitions)	18;4	FREE TEXT			This is the Station Number, dash (-), and Purchase Order Number (e.g., 688-A61234) which is generated automatically when LOG acquisitions code sheets are created.
103.5	log acq.code sheets done?	18;11	BOOLEAN	Y:YES N:NO		This code indicates whether the LOG Aquisition Code Sheets are completed. It is automatically generated when Orders for Posted Stock or from Government Sources are signed by the Purchasing/PPM Agent.
104	log code sheets sent by	18;5	POINTER	200		This is the PPM Clerk who created and signed the LOG Acquisitions code sheets.
105	log code sh. validation code	18;6	FREE TEXT			This is the Electronic Signature of the PPM Clerk who created and signed the LOG Acquisitions code sheets.
105.5	log cs validation version	18;15	NUMERIC			The version of the validation.
105.7	log cs esig code	18;16	FREE TEXT			The LOG code sheet Signature Block name.
106	date signed	18;7	DATE-TIME			This is the date/time LOG Acquisitions Code sheets were signed by PPM clerk.
106.4	supply fund order obligated?	18;12	BOOLEAN	1:YES		This field is automatically set when PPM processes Supply Fund Orders to update the Control Point Balance.
107	releasing facility number	18;1	FREE TEXT			This field is entered only if another facility is involved. Enter the 3 digit facility number.
108	casca project no.	18;13	FREE TEXT			The number of the CASCA Project.
109	casca trans type	18;14	FREE TEXT			The type of CASCA Transaction.
110	isms order no.	20;0	MULTIPLE	442.17		The number of the ISMS order.
111	isms batch no.	21;1	FREE TEXT			The batch number for the ISMS order.
112	isms code sheets done?	21;2	BOOLEAN	Y:YES N:NO		Is the ISMS code sheet done question.
113	isms code sheets sent by	21;3	POINTER	200		The user number of the person who sent the ISMS code sheet.
114	isms code sh. validation code	21;4	FREE TEXT			The code that validates the ISMS code sheet.
114.5	isms validation version	21;6	NUMERIC			The version of the validation code.
114.7	isms esig code	21;7	FREE TEXT			The signature block name of the ISMS code sheet.
115	isms date signed	21;5	DATE-TIME			The date the ISMS code sheet was signed.
116	do you want to send this edi?	12;16	BOOLEAN	y:YES n:NO		This field enables the user to prevent an EDI Order being generated, as would be appropriate if the order has already been verbally placed with an EDI vendor.
117	reason not competed	25;1	POINTER	420.51		This is the reason why the order was not competed.
118	number of offers	25;2	NUMERIC			This is the number of vendors submitting a bid.
119	pre award synopsis	25;3	SET OF CODES	Y:ORDER SUBMITTED TO FED. BUS. OPS. N:ORDER NOT SUBMITTED TO FED. BUS. OPS.		This relates to the Federal Business Opportunities program.
120	alternative advertising	25;4	SET OF CODES	Y:ALTERNATIVE ADVERTISING USED N:NO ATERNATIVE ADVERTISING USED		Enter YES if the contracting officer used methods in addition to or in place of those required by FAR 5.201 (FED BIZ OPS) to advertise the requirement. Otherwise, enter NO.
121	solicitation procedure	25;5	POINTER	420.52		Solicitation procedures to be used for under and over $25K orders.
122	evaluated preference	25;6	POINTER	420.54		This is the short name for the evaluated preference.
123	funding agency code	25;7	FREE TEXT			A 4-character code from FIPS Pub. 95 to indicate the funding agency. Leave blank if funding was not provided by another agency.
124	funding agency office code	25;8	FREE TEXT			Agency that provided funding for the transaction, if different from VHA; otherwise leave blank.
125	multiyear	25;9	BOOLEAN	Y:YES N:NO		Enter Y for a multiyear contract, otherwise enter N.
126	epa designated product	25;10	POINTER	420.55		This is the short name used to indicate EPA Designated Products.
127	contract bundling	25;11	SET OF CODES	A:BUNDLING WAS MISSION CRITICAL B:BUNDLING BASED ON A-76 C:REQS. BUNDLED BY OTHER REASONS D:NOT BUNDLED		This indicates the type bundling used for the procurement action.
128	extent competed	25;12	POINTER	420.53		This is the description of the acquisition method, if any.
129	perf. based service contract	25;13	SET OF CODES	NA:THIS IS NOT A SERVICE CONTRACT Y:FOR THIS CONTRACT 50% OR MORE IS PERF. BASED N:FOR THIS CONTRACT 50% OR LESS IS PERF. BASED
130	clinger cohen	25;14	BOOLEAN	Y:YES N:NO		Available only when the funding agency is the Dept. of Defense.
131	place of perf. this station?	25;15	BOOLEAN	Y:YES N:NO		This field allows he user to indicate whether or not the station is the place where an acquisition has been performed.
132	place of performance	25;16	FREE TEXT			This field will not be filled in by the user. It will be populated based on the answer to field #131 (Place of perf. this station?): if 'Yes', use the station's state and zip code. If 'No', use the vendor's ordering state and the zip code, for example: MD20910.
133	send to fpds?	25;17	BOOLEAN	1:YES 0:NO		This field will be triggered by the population of one of the following fields: TOTAL AMOUNT or CONTRACT/BOA #. If the total amount of the is over $2500.00, or if the PO is against a contract, then the field will be populated without direct user intervention. The value stored in this field will be used to determine if an order is to be sent to the Austin Automation Center after it has been created or amended.
500.01	bill #(+)	AR;1	FREE TEXT			This is the bill number.
501	certified p.o.	1;20	BOOLEAN	Y:YES N:NO		If the IFCAP Common Numbering System for this purchase order is a Certified entry answer YES.