edi implementation guide - va-fsc internet · rm party that remits payment n102 93 name x 1 an 1/60...

OAL_IPPS_5010_GUIDELINES (005010) V 1.0 September 20, 2017

EDI Implementation Guide

Transaction Set

842

Version 5010 Outbound Invoice Status

Revised – September 2017

Financial Services Center ANSI X12 V 005010 842 Implementation Guide

OAL_IPPS_5010_GUIDELINES (005010) V 1.0 2 September 20, 2017

Contact Information

VA FSC Electronic Commerce Division may be contacted through the following methods

Primary production support

Email: [email protected] Phone: Main contact number: 512‐460‐5311

Development and testing

Stephen Bodnarchuk 512‐460‐5085 [email protected]

Trading Partner IDs

The VA FSC ECD team uses the following IDs for COMMERCIAL INVOICES

ISA Qualifier: ZZ

ISA ID: VAFSCEDIPROD1

GS ID: VAFSCEDIPROD1

EDI Delimiters

The VA FSC ECD team uses the following delimiters

Segment Terminator: Hex 7E (~ Tilde)

Element Separator: Hex 5E (^ Caret)

Sub Element Separator: Hex 7C (| Pipe)

All data segments are sent wrapped unless otherwise requested. If an alternative delimiter set is

needed, please let the ECD team know during testing.

Functional Acknowledgements

The VA FSC ECD team requires a functional acknowledgement (997) on all transactions with the VA.



Transaction Purpose

The VA FSC ECD team has implemented this transaction to provide our vendors status updates on

invoices presented for payment to the Invoice Payment and Processing System (IPPS) system.

Who will receive this transaction?

The VA FSC ECD team will provide this transaction to any vendor who requests status updates

electronically.

Delivery Schedule

The VA FSC ECD team will generate status updates daily. The data provided will reflect the status at the

time the status transaction was generated. If the status has not changed since the last transaction no

data will be provided.



842 Nonconformance Report

Functional Group ID=NC Introduction: This X12 Transaction Set contains the format and establishes the data contents of the Nonconformance Report Transaction Set (842) for use within the context of an Electronic Data Interchange (EDI) environment. The transaction set can be used to report products and processes that do not fulfill specifications or requirements. The Nonconformance Report Transaction Set provides the ability for the sender to report the nonconformance at the level of detail that is required. It also provides the ability to report the specific nonconformance(s) of a component/part while identifying the assembly as the product that is in nonconformance. The Nonconformance Report Transaction Set may be used to report, initiate, or request actions related to the nonconformance being reported. Financial and accounting information is provided for reporting purposes only. The Nonconformance Report Transaction Set has the capability to report the cause of the nonconformance and to state the proposed action to be followed to prevent a repetition of the problem. Heading: Pos. Seg. Req. Loop Notes and No. ID Name Des. Max.Use Repeat Comments M 0100 ST Transaction Set Header M 1 M 0200 BNR Beginning Segment For Nonconformance

Report M 1

0400 DTM Date/Time Reference O >1 LOOP ID - N1 >1 1200 N1 Party Identification O 1 1700 PER Administrative Communications Contact O >1

Detail: Pos. Seg. Req. Loop Notes and No. ID Name Des. Max.Use Repeat Comments

LOOP ID - HL >1 M 0100 HL Hierarchical Level M 1 n1

0200 LIN Item Identification O 1 0300 PID Product/Item Description O >1 0600 DTM Date/Time Reference O >1 1020 PWK Paperwork O >1 LOOP ID - NCD >1 2300 NCD Nonconformance Description O 1 2400 NTE Note/Special Instruction O >1 2500 DTM Date/Time Reference O >1 2600 REF Reference Information O >1 2730 AMT Monetary Amount Information O >1 2750 RC Root Cause O >1



LOOP ID - NCA >1 3400 NCA Nonconformance Action O 1 3500 NTE Note/Special Instruction O >1 M 4700 SE Transaction Set Trailer M 1

Transaction Set Notes 1. Only one HL level is used. Each occurrence of the HL Loop represents a unique invoice. All information

related to an individual invoice is contained within a single occurrence of the HL Loop.



Segment: ST Transaction Set Header Position: 0100 Loop: Level: Heading Usage: Mandatory Max Use: 1 Purpose: To indicate the start of a transaction set and to assign a control number Syntax Notes: Semantic Notes: 1 The transaction set identifier (ST01) is used by the translation routines of the

interchange partners to select the appropriate transaction set definition (e.g., 810 selects the Invoice Transaction Set).

2 The implementation convention reference (ST03) is used by the translation routines of the interchange partners to select the appropriate implementation convention to match the transaction set definition. When used, this implementation convention reference takes precedence over the implementation reference specified in the GS08.

Comments: Business Rules: Variable Name: STST

Data Element Summary Ref. Data Des. Element Name Attributes M ST01 143 Transaction Set Identifier Code M 1 ID 3/3 Code uniquely identifying a Transaction Set

Refer to 005010 Data Element Dictionary for acceptable code values.

M ST02 329 Transaction Set Control Number M 1 AN 4/9 Identifying control number that must be unique within the transaction set

functional group assigned by the originator for a transaction set ST03 1705 Implementation Convention Reference O 1 AN 1/35

Reference assigned to identify Implementation Convention Invoice Status



Segment: BNR Beginning Segment For Nonconformance Report Position: 0200 Loop: Level: Heading Usage: Mandatory Max Use: 1 Purpose: To indicate the beginning of a Nonconformance Report Transaction Set Syntax Notes: Semantic Notes: 1 BNR02 is the nonconformance report identifier number. 2 BNR03 is the date that the nonconformance report was created. 3 BNR04 is the time that the nonconformance report was created. Comments: 1 BNR05 indicates the status or intention of the nonconformance report.

Data Element Summary Ref. Data Des. Element Name Attributes M BNR01 353 Transaction Set Purpose Code M 1 ID 2/2 Code identifying purpose of transaction set

00 Original

M BNR02 127 Reference Identification M 1 AN 1/50 Reference information as defined for a particular Transaction Set or as

specified by the Reference Identification Qualifier A unique transaction ID used by the FSC EDI Team for tracking purposes.

M BNR03 373 Date M 1 DT 8/8 Date expressed as CCYYMMDD where CC represents the first two digits of

the calendar year Transaction Creation Date

BNR04 337 Time O 1 TM 4/8

Time expressed in 24-hour clock time as follows: HHMM, or HHMMSS, or HHMMSSD, or HHMMSSDD, where H = hours (00-23), M = minutes (00-59), S = integer seconds (00-59) and DD = decimal seconds; decimal seconds are expressed as follows: D = tenths (0-9) and DD = hundredths (00-99)

Transaction Creation Time



Segment: DTM Date/Time Reference Position: 0400 Loop: Level: Heading Usage: Optional Max Use: >1 Purpose: To specify pertinent dates and times Syntax Notes: 1 At least one of DTM02 DTM03 or DTM05 is required. 2 If DTM04 is present, then DTM03 is required. 3 If either DTM05 or DTM06 is present, then the other is required. Semantic Notes: Comments:

Data Element Summary Ref. Data Des. Element Name Attributes M DTM01 374 Date/Time Qualifier M 1 ID 3/3 Code specifying type of date or time, or both date and time 507 Extract

Date on which the file was extracted from the database

DTM02 373 Date X 1 DT 8/8

Date expressed as CCYYMMDD where CC represents the first two digits of the calendar year

Date the data was extracted from the database

DTM03 337 Time X 1 TM 4/8


Time the data was extracted from the database



Segment: N1 Party Identification Position: 1200 Loop: N1 Optional Level: Heading Usage: Optional Max Use: 1 Purpose: To identify a party by type of organization, name, and code Syntax Notes: 1 At least one of N102 or N103 is required. 2 If either N103 or N104 is present, then the other is required. Semantic Notes: Comments: 1 This segment, used alone, provides the most efficient method of providing

organizational identification. To obtain this efficiency the "ID Code" (N104) must provide a key to the table maintained by the transaction processing party.

2 N105 and N106 further define the type of entity in N101. Notes: VA FSC Customer Care Team contact information

Data Element Summary

Ref. Data Des. Element Name Attributes M N101 98 Entity Identifier Code M 1 ID 2/3 Code identifying an organizational entity, a physical location, property or an

individual RM Party that remits payment

N102 93 Name X 1 AN 1/60

Free-form name



Segment: PER Administrative Communications Contact Position: 1700 Loop: N1 Optional Level: Heading Usage: Optional Max Use: >1 Purpose: To identify a person or office to whom administrative communications should be directed Syntax Notes: 1 If either PER03 or PER04 is present, then the other is required. 2 If either PER05 or PER06 is present, then the other is required. 3 If either PER07 or PER08 is present, then the other is required. Semantic Notes: Comments:

Data Element Summary Ref. Data Des. Element Name Attributes M PER01 366 Contact Function Code M 1 ID 2/2 Code identifying the major duty or responsibility of the person or group named

IC Information Contact

PER02 93 Name O 1 AN 1/60

Free-form name

PER03 365 Communication Number Qualifier X 1 ID 2/2

Code identifying the type of communication number TE Telephone

PER04 364 Communication Number X 1 AN 1/256

Complete communications number including country or area code when applicable

VA FSC Customer Care Team Contact Telephone Number PER05 365 Communication Number Qualifier X 1 ID 2/2

Code identifying the type of communication number EA Internet Email Address

Internet based electronic mail address with a structure of "ADDRESSEE @ DOMAIN NAME . DOMAIN NAME EXTENSION"



VA FSC Customer Care Team Contact Email Address PER07 365 Communication Number Qualifier X 1 ID 2/2

Code identifying the type of communication number FX Facsimile



VA FSC Customer Care Team Contact Fax Number



Segment: HL Hierarchical Level Position: 0100 Loop: HL Mandatory Level: Detail Usage: Mandatory Max Use: 1 Purpose: To identify dependencies among and the content of hierarchically related groups of data

segments Syntax Notes: Semantic Notes: Comments: 1 The HL segment is used to identify levels of detail information using a hierarchical

structure, such as relating line-item data to shipment data, and packaging data to line-item data.

The HL segment defines a top-down/left-right ordered structure. 2 HL01 shall contain a unique alphanumeric number for each occurrence of the HL

segment in the transaction set. For example, HL01 could be used to indicate the number of occurrences of the HL segment, in which case the value of HL01 would be "1" for the initial HL segment and would be incremented by one in each subsequent HL segment within the transaction.

3 HL02 identifies the hierarchical ID number of the HL segment to which the current HL segment is subordinate.

4 HL03 indicates the context of the series of segments following the current HL segment up to the next occurrence of an HL segment in the transaction. For example, HL03 is used to indicate that subsequent segments in the HL loop form a logical grouping of data referring to shipment, order, or item-level information.

5 HL04 indicates whether or not there are subordinate (or child) HL segments related to the current HL segment.

Notes: Each occurrence of the HL Loop represents a unique invoice. All individual invoice information is contained within a single occurrence of the HL Loop.

Data Element Summary

Ref. Data Des. Element Name Attributes M HL01 628 Hierarchical ID Number M 1 AN 1/12 A unique number assigned by the sender to identify a particular data segment

in a hierarchical structure Counter

M HL03 735 Hierarchical Level Code M 1 ID 1/2 Code defining the characteristic of a level in a hierarchical structure

FI Financial Information

HL04 736 Hierarchical Child Code O 1 ID 1/1

Code indicating if there are hierarchical child data segments subordinate to the level being described

0 No Subordinate HL Segment in This Hierarchical Structure.



Segment: LIN Item Identification Position: 0200 Loop: HL Mandatory Level: Detail Usage: Optional Max Use: 1 Purpose: To specify basic item identification data Syntax Notes: 1 If either LIN04 or LIN05 is present, then the other is required. 2 If either LIN06 or LIN07 is present, then the other is required. 3 If either LIN08 or LIN09 is present, then the other is required. 4 If either LIN10 or LIN11 is present, then the other is required. 5 If either LIN12 or LIN13 is present, then the other is required. 6 If either LIN14 or LIN15 is present, then the other is required. 7 If either LIN16 or LIN17 is present, then the other is required. 8 If either LIN18 or LIN19 is present, then the other is required. 9 If either LIN20 or LIN21 is present, then the other is required. 10 If either LIN22 or LIN23 is present, then the other is required. 11 If either LIN24 or LIN25 is present, then the other is required. 12 If either LIN26 or LIN27 is present, then the other is required. 13 If either LIN28 or LIN29 is present, then the other is required. 14 If either LIN30 or LIN31 is present, then the other is required. Semantic Notes: 1 LIN01 is the line item identification Comments: 1 See the Data Dictionary for a complete list of IDs. 2 LIN02 through LIN31 provide for fifteen different product/service IDs for each item.

For example: Case, Color, Drawing No., U.P.C. No., ISBN No., Model No., or SKU.

Data Element Summary Ref. Data Des. Element Name Attributes M LIN02 235 Product/Service ID Qualifier M 1 ID 2/2 Code identifying the type/source of the descriptive number used in

Product/Service ID (234) VO Vendor's Order Number

M LIN03 234 Product/Service ID M 1 AN 1/48 Identifying number for a product or service

Vendor Invoice Number provided on the original invoice LIN04 235 Product/Service ID Qualifier X 1 ID 2/2

Code identifying the type/source of the descriptive number used in Product/Service ID (234)

PO Purchase Order Number

LIN05 234 Product/Service ID X 1 AN 1/48

Identifying number for a product or service

Purchase Order Number provided on the original invoice LIN06 235 Product/Service ID Qualifier X 1 ID 2/2


A3 Locally Assigned Control Number Item identifier is a locally assigned control number used

to catalog and manage material LIN07 234 Product/Service ID X 1 AN 1/48




VAFSC Document Locator Number (DLN) Use this number when contacting the FSC Customer Care Team for assistance

LIN08 235 Product/Service ID Qualifier X 1 ID 2/2


JN Job Number

LIN09 234 Product/Service ID X 1 AN 1/48


Third Party clearinghouse internal transaction number (If applicable)



Segment: PID Product/Item Description Position: 0300 Loop: HL Mandatory Level: Detail Usage: Optional Max Use: >1 Purpose: To describe a product or process in coded or free-form format Syntax Notes: 1 If PID04 is present, then PID03 is required. 2 At least one of PID04 or PID05 is required. 3 If PID07 is present, then PID03 is required. 4 If PID08 is present, then PID04 is required. 5 If PID09 is present, then PID05 is required. Semantic Notes: 1 Use PID03 to indicate the organization that publishes the code list being referred to. 2 PID04 should be used for industry-specific product description codes. 3 PID08 describes the physical characteristics of the product identified in PID04. A

"Y" indicates that the specified attribute applies to this item; an "N" indicates it does not apply. Any other value is indeterminate.

4 PID09 is used to identify the language being used in PID05. Comments: 1 If PID01 equals "F", then PID05 is used. If PID01 equals "S", then PID04 is used. If

PID01 equals "X", then both PID04 and PID05 are used. 2 Use PID06 when necessary to refer to the product surface or layer being described in

the segment. 3 PID07 specifies the individual code list of the agency specified in PID03.

Data Element Summary Ref. Data Des. Element Name Attributes M PID01 349 Item Description Type M 1 ID 1/1 Code indicating the format of a description

X Semi-structured (Code and Text) PID03 559 Agency Qualifier Code X 1 ID 2/2

Code identifying the agency assigning the code values ZZ Mutually Defined

PID04 751 Product Description Code X 1 AN 1/12

A code from an industry code list which provides specific data about a product characteristic

IPPS Invoice Status code

PID05 352 Description X 1 AN 1/80

A free-form description to clarify the related data elements and their content

IPPS Invoice Status Description



Segment: DTM Date/Time Reference Position: 0600 Loop: HL Mandatory Level: Detail Usage: Optional Max Use: >1 Purpose: To specify pertinent dates and times Syntax Notes: 1 At least one of DTM02 DTM03 or DTM05 is required. 2 If DTM04 is present, then DTM03 is required. 3 If either DTM05 or DTM06 is present, then the other is required. Semantic Notes: Comments:

Data Element Summary Ref. Data Des. Element Name Attributes M DTM01 374 Date/Time Qualifier M 1 ID 3/3 Code specifying type of date or time, or both date and time 003 Invoice

771 Status



When DTM 01 = "003" Then DTM 02 = Invoice Date When DTM 01 = "771" Then DTM 02 = Status Date

DTM03 337 Time X 1 TM 4/8


When DTM 01 = "771" Then DTM 03 = Status Time



Segment: PWK Paperwork Position: 1020 Loop: HL Mandatory Level: Detail Usage: Optional Max Use: >1 Purpose: To identify the type or transmission or both of paperwork or supporting information Syntax Notes: 1 If either PWK05 or PWK06 is present, then the other is required. Semantic Notes: Comments: 1 PWK05 and PWK06 may be used to identify the addressee by a code number. 2 PWK07 may be used to indicate special information to be shown on the specified

report. 3 PWK08 may be used to indicate action pertaining to a report.

Data Element Summary Ref. Data Des. Element Name Attributes M PWK01 755 Report Type Code M 1 ID 2/2 Code indicating the title or contents of a document, report or supporting item

SB Sample Approval and Rejection List A listing of approved and disapproved cotton bales along

with a reading of tests done and reasons for rejection sent by a textile mill to a merchant

PWK07 352 Description O 1 AN 1/80


Reason for Refusal



Segment: NCD Nonconformance Description Position: 2300 Loop: NCD Optional Level: Detail Usage: Optional Max Use: 1 Purpose: To describe the nonconformance condition Syntax Notes: 1 At least one of NCD01 or NCD02 is required. Semantic Notes: Comments:

Data Element Summary Ref. Data Des. Element Name Attributes NCD02 888 Nonconformance Determination Code X 1 ID 1/1

Code indicating whether a nonconforming condition was the reason for submitting or the basis upon which a nonconformance report is initiated

3 Billing

Nonconformance resulted from deviation from billing specifications or requirements



Segment: NTE Note/Special Instruction Position: 2400 Loop: NCD Optional Level: Detail Usage: Optional Max Use: >1 Purpose: To transmit information in a free-form format, if necessary, for comment or special

instruction Syntax Notes: Semantic Notes: Comments: 1 The NTE segment permits free-form information/data which, under ANSI X12

standard implementations, is not machine processible. The use of the NTE segment should therefore be avoided, if at all possible, in an automated environment.

Data Element Summary Ref. Data Des. Element Name Attributes NTE01 363 Note Reference Code O 1 ID 3/3

Code identifying the functional area or purpose for which the note applies

CRK Closing Comment

M NTE02 352 Description M 1 AN 1/80 A free-form description to clarify the related data elements and their content

Resolution Description



Segment: DTM Date/Time Reference Position: 2500 Loop: NCD Optional Level: Detail Usage: Optional Max Use: >1 Purpose: To specify pertinent dates and times Syntax Notes: 1 At least one of DTM02 DTM03 or DTM05 is required. 2 If DTM04 is present, then DTM03 is required. 3 If either DTM05 or DTM06 is present, then the other is required. Semantic Notes: Comments:

Data Element Summary Ref. Data Des. Element Name Attributes M DTM01 374 Date/Time Qualifier M 1 ID 3/3 Code specifying type of date or time, or both date and time 814 Payment Due Date



Date invoice scheduled for payment



Segment: REF Reference Information Position: 2600 Loop: NCD Optional Level: Detail Usage: Optional Max Use: >1 Purpose: To specify identifying information Syntax Notes: 1 At least one of REF02 or REF03 is required. 2 If either C04003 or C04004 is present, then the other is required. 3 If either C04005 or C04006 is present, then the other is required. Semantic Notes: 1 REF04 contains data relating to the value cited in REF02. Comments:

Data Element Summary Ref. Data Des. Element Name Attributes M REF01 128 Reference Identification Qualifier M 1 ID 2/3 Code qualifying the Reference Identification

CK Check Number

REF02 127 Reference Identification X 1 AN 1/50

Reference information as defined for a particular Transaction Set or as specified by the Reference Identification Qualifier

Check Number



Segment: AMT Monetary Amount Information Position: 2730 Loop: NCD Optional Level: Detail Usage: Optional Max Use: >1 Purpose: To indicate the total monetary amount Syntax Notes: Semantic Notes: Comments:

Data Element Summary Ref. Data Des. Element Name Attributes M AMT01 522 Amount Qualifier Code M 1 ID 1/3 Code to qualify amount

PB Billed Amount

Total amount due on the period bill YW Paid

M AMT02 782 Monetary Amount M 1 R 1/18 Monetary amount

When AMT 01 = "PB" Then AMT 02 = Billed Amount When AMT 01 = "YW" Then AMT 02 = Amount Paid



Segment: RC Root Cause Position: 2750 Loop: NCD Optional Level: Detail Usage: Optional Max Use: >1 Purpose: To specify the specific part responsible for a customer complaint in a request for service

of a product and/or to describe the particular failure mechanism in a failing part or assembly

Syntax Notes: 1 If either RC01 or RC02 is present, then the other is required. 2 If RC04 is present, then RC06 is required. 3 If RC05 is present, then RC04 is required. 4 At least one of RC06 or RC07 is required. Semantic Notes: 1 RC02 contains the part number of the assembly or part that is the fundamental cause

of the customer complaint. 2 RC03 contains the name or identify code of the manufacturer that supplied the part. 3 RC04 identifies the source of the codes in RC05 and RC06. 4 RC05 refers to a specific table belonging to the agency specified by RC04. 5 RC06 or RC07 describes the condition of the part or assembly that is the root cause

of the problem being reported or repaired. 6 RC08 can be used to describe a root cause condition. It may only be used in

conjunction with either RC06 or RC07. 7 RC09 refers to whether a part was repaired or replaced. A "Y" indicates it was

repaired; an "N" indicates it was replaced. Comments:

Data Element Summary Ref. Data Des. Element Name Attributes RC07 352 Description X 1 AN 1/80


Status Description

RC08 933 Free-form Message Text O 1 AN 1/264

Free-form message text

Action, if any to be taken by the vendor



Segment: NCA Nonconformance Action Position: 3400 Loop: NCA Optional Level: Detail Usage: Optional Max Use: 1 Purpose: To specify the action that is to be taken in response to a nonconformance condition Syntax Notes: 1 At least one of NCA02 or NCA03 is required. 2 If either NCA04 or NCA05 is present, then the other is required. Semantic Notes: 1 NCA03 describes the action that is to be undertaken. Comments: 1 NCA04 is used to specify the quantity that is associated with NCA02 or NCA03.

Data Element Summary Ref. Data Des. Element Name Attributes NCA02 887 Nonconformance Resultant Response Code X 1 ID 1/2

Code identifying a response that is the result of a nonconformance situation

RT Return



Segment: NTE Note/Special Instruction Position: 3500 Loop: NCA Optional Level: Detail Usage: Optional Max Use: >1 Purpose: To transmit information in a free-form format, if necessary, for comment or special

instruction Syntax Notes: Semantic Notes: Comments: 1 The NTE segment permits free-form information/data which, under ANSI X12

standard implementations, is not machine processible. The use of the NTE segment should therefore be avoided, if at all possible, in an automated environment.

Data Element Summary Ref. Data Des. Element Name Attributes NTE01 363 Note Reference Code O 1 ID 3/3

Code identifying the functional area or purpose for which the note applies

ECW Reason for Return

M NTE02 352 Description M 1 AN 1/80 A free-form description to clarify the related data elements and their content

Reason for Invoice return



Segment: SE Transaction Set Trailer Position: 4700 Loop: Level: Detail Usage: Mandatory Max Use: 1 Purpose: To indicate the end of the transaction set and provide the count of the transmitted

segments (including the beginning (ST) and ending (SE) segments) Syntax Notes: Semantic Notes: Comments: 1 SE is the last segment of each transaction set.

Data Element Summary Ref. Data Des. Element Name Attributes M SE01 96 Number of Included Segments M 1 N0 1/10 Total number of segments included in a transaction set including ST and SE

segmentsM SE02 329 Transaction Set Control Number M 1 AN 4/9 Identifying control number that must be unique within the transaction set

functional group assigned by the originator for a transaction set



Appendix – A

Invoice Status Codes

The following codes are currently used as Invoice Status codes by the Department of Veterans Affairs

(VA), Financial Service Center (FSC) within the Invoice Payment Processing System (IPPS)

New codes are added to this list as needed by the Financial Services Center IPPS system. All codes and

their descriptions are provided on every status transaction for your reference.

INVOICE STATUS CODE

DESCRIPTION

1 Pending Approval - Under Review by Ordering Facility 2 Approved - Payment is Scheduled 3 Paid 4 Not-Paid 5 Not Paid - Returned 6 Please Contact FSC 7 Pending Approval - Under Review by Ordering Facility 8 Received - Under Review by Financial Services Center 9 Received - Under Review by Financial Services Center

10 Under Review by Financial Services Center 11 Under Review by Financial Services Center 12 Pending Approval - Under 2nd Level Review by Ordering Facility 13 Under Review by Financial Services Center 14 Received - Under Review by Financial Services Center 15 Under Review by Financial Services Center 16 Approved - Pending Financial Services Center Final Action 17 Approved - Pending Financial Services Center Final Action 18 Under Review by Financial Services Center 19 Under Review by Financial Services Center 20 Approved - Processing for Payment 21 Held - Payment will be processed once Annual Close process is complete 22 Pending Approval - Invalid PO 23 Approved - Pending Ordering Facility Action 24 Under Review by Financial Services Center 25 Under Review by Financial Services Center 26 Additional Review Needed - Pending Ordering Facility Action 27 Additional Review Needed - Pending Addition of Funds by Ordering Facility 28 Pending Approval - Awaiting Report of Received Items 29 Approved - Payment is Scheduled 30 Under Review by Financial Services Center 31 Received - Under Review by Financial Services Center 32 Received - Under Review by Financial Services Center 33 Received - Under Review by Financial Services Center



34 Received - Under Review by Financial Services Center 35 Please Contact Financial Services Center 36 Please Contact Financial Services Center 37 Not Paid - Invoice Submission Incomplete 38 Not Paid - Not Authorized by Ordering Facility 39 Not Paid - Duplicate Invoice 40 Not Paid - Duplicate Invoice 41 Not Paid - Refused by Ordering facility 42 Not Paid - Duplicate Invoice 43 Not Paid - Ordering Facility Responsible for Payment 44 Paid 45 Not Paid - No Invoice Required for Payment 46 Not Paid - Not Authorized by Financial Services Center 47 New-Invoice Received 48 New-Invoice 49 Pending-Ready for Payment 50 Pending-Rejected

If you have any questions regarding the use of a status code please contact the VA, FSC

Customer Care Team for assistance at [email protected] or by phone at 1‐877‐353‐9791.



Appendix B

Vendor Action

The following actions are provided by the Department of Veterans Affairs (VA), Financial Service Center

(FSC) for your reference. Each vendor action defined provides the preferred course of action

recommended by the VA, FSC, and Customer Care Team to best facilitate the processing and payment of

your invoice.

New actions are added to this list as needed by the Financial Services Center. All actions are provided

on every status transaction for your reference.

No Action Required

Please Contact FSC

The invoice could not be processed through our automated payment system. Manual processing may have occurred; please contact the FSC for more information.

The invoice has been paid; Payment information is provided.

The invoice is processing through our automated payment process and a scheduled payment date will be available within 24 hours. Please contact the FSC should your invoice remain in this status for more than 24 hours.

The invoice is processing through our manual payment process and a scheduled payment date should be available within 48 hours. Please contact the FSC should your invoice remain in this status for more than 48 hours.

The invoice requires review and is pending approval by the VA ordering facility. Please contact your contracting officer if the number of days in this status exceed 15 business days.

The invoice was not approved for payment. The return reason is provided. Contact your contracting officer should you wish to dispute.

The items billed on this invoice were not listed on the report of received items. If the items were delivered successfully and the number of days in this status exceed 5 business days, please contact your contracting officer to ensure the completion of the receiving report.

The payment for this invoice is scheduled to be released to the US Treasury on the designated date. EFT payments may take an additional 3-5 business days for processing.



The PO submitted on your invoice is set up for recurring lease payments which do not require an invoice. If you have not received payment contact your contracting officer for more information.

The processing of your payment has been suspended due to an error in the order’s setup. Please contact your contracting officer for more information.

The processing of your payment has been suspended due to PO obligation limitation. Please contact your contracting officer for more information.

The Purchase Order number on your invoice is not valid. The invoice requires review by the ordering facility. Please contact your contracting officer for assistance in resolving the issue.

This invoice has been approved for payment, but is being temporarily held due to End of Year Processing. The payment will be released once End of Year Processing has been completed.

This invoice is a duplicate to a previously submitted invoice and will not be processed. If you would like to dispute this status, please contact the Financial Services Center.

This invoice requires a second review by the ordering facility and is pending their approval. Please contact your contracting officer if the number of days in this status exceeds 7 business days.

This invoice requires additional review by the Financial Services Center before a payment can be processed. Please contact the FSC if your invoice has remained in this status for more than 5 business days.

This invoice should not be submitted electronically to FSC. Invoices that are paid directly by the ordering facility include, but are not limited to: invoices paid on a purchase card and invoices for FEE services. Contact your contracting officer should you have questions.

This invoice was not approved for payment. The refusal reason is provided. Contact your contracting officer should you wish to dispute.

This invoice was not approved within the allotted time and is now archived. If payment is still needed, please resubmit the invoice for payment and contact your contracting officer to ensure it is approved.

This invoice was recently submitted and is processing through our automated payment flow. If the invoice has remained in this status for more than 5 business days, please contact the Financial Services Center.

If you have any questions regarding the use of an action code please contact the VA, FSC

Customer Care Team for assistance at [email protected] or by phone at 1‐877‐353‐9791.

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