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 |