M-03-01, Business Rules for Intragovernmental Transactions, Attachment A-1 and A-2
M-03-01, Attachment A-1
Exchange Transactions
Data Elements for Intragovernmental Orders
|
ORDER DATA ELEMENTS
|
DESCRIPTION
|
| Order date | Calendar date that order placed (mm/dd/yyyy format) |
| Order No. | Document number that references a specific purchase transaction |
| Interagency Agreement No. | Number of document (interagency agreement, MOU, etc) to which this specific purchase is to be associated |
| Customer agency | DUNS number for site location placing order (buyer) |
| Delivery address | Delivery location if different from physical address listed in CCR/BPN |
| Providing agency | DUNS number for site location filling order (seller) |
| Line No. | Sequential number to differentiate among items when more than one item is ordered |
| Supply/Service | Description of supplies or services ordered |
| Quantity | Quantity ordered |
| Unit Cost | Cost of individual unit |
| Line Total | Unit cost times quantity in dollars/cents |
| Total Amount | Total of all line totals |
| Authorizing official | Electronic (certified) signature of authorizing official |
| Payment Terms | Quarterly/Monthly/Semi-annually/Upon delivery (specify only one option) |
| Ordering point of contact | Name of Individual to contact for questions about order |
| POC Phone | Phone number of ordering point of contact |
| E-mail address of ordering point of contact | |
| Program activity | Code/indicator to identify the major program/mission activity for which the order is required. (Purpose is to tie budget execution to performance of mission activity) |
| Obligation Mo/Yr | Month and year in which the obligation was recorded (Used to identify potential timing differences for reporting purposes) |
| Appropriation | Appropriation code that will be charged for purchase. Full symbol must be entered. |
| Funding organization | Code/indicator to identify organizational entity that is funding the purchase (This is the spending allocation that will be charged.) |
| Cost Center | Code/indicator for organizational entity that will be using the items purchase to execute the program/mission activity identified above. (This could be the same as the funding organization or it could be a specific project) |
| Object Class Code | Spending category that describes the type of goods or services being purchased. (Used for major object class reporting and for deriving general ledger posting.) |
| Fiscal Period | Number of fiscal month in which purchase transaction is recorded in the general ledger |
| Standard General Ledger | Proprietary and budgetary accounts in which the financial impact of the event is recorded |
| Capital Asset Indicator | Yes/No indicator to specify whether item purchased will be capitalized by the ordering agency and recorded as an asset rather than an expense |
Attachment A-2
Exchange Transactions
Data Elements for Intragovernmental Bills
| BILL DATA ELEMENTS | DESCRIPTION |
| Bill date | Calendar date of bill (mm/dd/yyyy format) |
| Bill No. | Document number that references a specific notice of delivery and/on invoice/bill |
| Intragovermental Order No. | Document number that references the buyer’s specific intragovernmental order number |
| Interagency Agreement No. | Number of document that corresponds with the interagency agreement associated with order and bill |
| Customer agency | DUNS number for site location placing the order (buyer) |
| Providing agency | DUNS number for site location fulfilling the order (seller) |
| Line No. | Line number from order that indicates the specific item being billed |
| Unit Cost | Cost of individual unit delivered for a given line |
| Line Amount | Quantity delivered times the unit cost (expressed in dollars and cents) |
| Total Amount | Total dollar amount of all line amounts on the bill |
| Partial/Final Indicator | Enter "F" if bill represents final bill against the intragovernmental order. For interim bills, enter "P" |
| Settlement Date | Last date to make fund transfer before penalty charges can be applied |
| Delivery point of contact | Name of Individual to contact for questions about delivery |
| Delivery phone | Phone number of delivery point of contact |
| E-mail address of delivery point of contact | |
| Program activity | Code/indicator for major program/mission activity associated with the revenue/sale |
| Period of Performance | Beginning and ending period for which revenue was earned (mm/yyyy/mm/yyyy format). Ending period can be same as the beginning period |
| Revenue Fiscal Period | Number of fiscal month in which the revenue transaction was recorded in the general ledger |
| Bill Fiscal Period | Number of fiscal month in the accounts receivable was recorded in the general ledger |
| Appropriation | Appropriation that will receive the transfer of funds. Full symbol must be entered. |
| Funding organization | Code/indicator for organizational entity that will receive the funds (usually at operating plan level) |
| Revenue/Profit Center | Code/indicator for the organizational entity or project that earned the revenue. May be the same as the funding organization |
| Revenue Code | Revenue category that describes the type of goods or services sold |
| Inventory/Asset Indicator | Enter "I" if goods sold from inventory; enter "A" if property asset sold; enter"9" if neither |
| Standard General Ledger | Proprietary and budgetary accounts in which the financial impact of the event are recorded |