updated document/guidance for pad/piin errors

Procedures for Posting New Obligations in STARS-FL at the PIIN ACRN and for Correcting Suspended Invoices on the IDA 128/129

The implementation of Project 01-98-056 in STARS-FL allows for the obligation of more than one Procurement Instrument Identification Number (PIIN) per document number/ACRN and to track costs of each PIIN and its peripheral data elements, such as, PIIN, PIIN ACRN, SPIIN, CLIN and SLIN (Sub-CLIN). The One Pay (OP) Financial Accounting Data Abstract (FADA) interface file was modified to include the above mentioned data elements for pre-validations performed by the One Pay system.

To prevent pre-validation problems with the funds sufficiency check in One Pay, procedures should be followed in STARS-FL to post new obligations to include the correct PIIN level data (PIIN, PIIN ACRN, SPIIN), prior to invoices being processed in the One Pay system. Although the CLIN and SLIN are not used in the One Pay pre-validation process, the user should include them, if they know what the values are.

The following procedures to post new obligations in STARS-FL should be followed:

For obligations where position 9-10 of the document number equals ‘RC’, ‘PR’, and ‘RX’, the PIIN level data is required.

A user, via the STARS-FL online accounting input screen (TAR) or on a B1 batch interface file should enter a DT-N/540 obligation (document type – new) transaction and include the PIIN, PIIN ACRN, SPIIN, CLIN OR SLIN within the given document number/ACRN. The DOC table will be updated at the document number/ACRN level and the CLIN_XREF table will be updated based upon the PIIN level data fields entered on the DT-N transaction.

To add additional PIIN level data within the given document number/ACRN, the user can enter a DT-N or a DT-T (adjustment) as long as the data entered results in a new row being established to the CLIN_XREF table.

A DT-U transaction can be entered to establish a new row on the CLIN_XREF table within the given document number/ACRN; however the DT-U does not contain a dollar value.

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The sum of the PIIN level data rows on the CLIN_XREF table balance to the obligation amount at the document number/ACRN level.

The STARS-FL DOC/ACRN/PIIN INQUIRY DISPLAY screen lists the PIIN level data within the given document number/ACRN.

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The implementation of Project 01-98-056 modified One Pay to do a funds sufficiency check at the PIIN, PIIN ACRN, SPIIN level.

Upon an obligation action generated in STARS-FL, the document number/ACRN and PIIN level data (if provided) is forwarded to One Pay via the nightly FADA interface file. Although the CLIN and SLIN are provided to One Pay, they are not used as part of the pre-validation process. If the PIIN level data was included on the obligation, the PIIN, PIIN ACRN, SPIIN is loaded to the new One Pay PIIN, PIIN ACRN (PAD) table.

The user should check the DTE EST (established date) of the document number/ACRN in STARS-FL. If the DTE EST is less than the implementation date of project 01-98-056 (05-14-2007), the document was established prior to multi PIIN level reporting. The user should follow procedures that were followed prior to the implementation of the project to clear the insufficient funding.

The DOC/ACRN/INQUIRY DISPLAY Screen for a document established prior to the implementation date of the project displays the PIIN level data but there are no amounts associated at the PIIN level.

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In One Pay, when a STARS-FL AAA is entered on the Invoice CLIN detail screen, the first level pre-validation check is to the One Pay PAD table using the PIIN, Requisition Number and Invoice ACRN entered to match against the PIIN, Requisition Number and PIIN ACRN provided by STARS-FL for the PAD level of the FADA. If a match occurs, the funds check is only performed at the PAD level. If there is insufficient money at the PAD level, the invoice will suspend for insufficient funds at the PIIN level. If there is no match on the first check, a 2nd PAD level pre-validation match is attempted. This time One Pay uses the PIIN, Requisition Number and Invoice ACRN entered to match against the PIIN, Requisition Number and Requisition ACRN provided by STARS-FL. If a match occurs, the funds check is only performed at the PAD level. If there is insufficient money at the PAD level, the invoice will suspend. If there is no match on either pre-validation check to the PAD table, the funds sufficiency check defaults to the Requisition Number/ACRN level of the FADA.

If the DTE EST is equal or greater than the implementation date of the project (05-14-2007), the user should follow the following procedures:

Users should review their IDA reports to identify invoices that failed the funds sufficiency check and are in ‘M’ status in One Pay.

(Note: The following example is the IDA Report Displayed via CAVIEW Display)

FP: STARS ONE PAY INVOICE INQUIRY 05/15/2008 10:15:47VENDOR ID INV STATUS: COUNT: 1INV DATE - CK DATE - ALTERNATE FORMAT

S INVOICE NUMBER PIIN SPIIN DTE PAID CK/EFT NO DATE DUESTATUS DCN INV DTE GROSS OR AMT BILLED AMOUNT PAID VENDOR ID_ XC55KN567 N0024407F1106 *080429*OBLIG DEF 071126 M 8DF9KQE 070822 11989.00 8094AY

The IDA report shows CURR OBL BAL at the REQ LEVEL is $11989.00. The CURR OBL BAL at PIIN LEVEL is $691.00.

-------------------------------------------------------------------------------EXP REQN NR REF REQ LOA ACRN SPIIN N0024207RC093FS AA 177180452FA3110005200687322DC093FS002427CM0LBEXP REQN NR REF REQ PIIN PIIN PIIN ACRN SPIIN SPIIN ACRN N0024207RC093FS AA N0024407F1106 AB DCN USER PIIN SPIIN R/ACRN P/ACRN * 8DF9KQE STARS,I.N. N0024407F1106 AA-------------------------------------------------------------------------------

--------------------------------------------------------------------------------LOA TOTAL AMT CURR OBL BAL SHORTAGE AT REQ LEVEL200687322DC093FS002427CM0LBW 11298.00 11989.00 .00

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IIN PIIN TOTAL PIIN AMT CURR OBL BAL SHORTAGEPIIN ACRN AT PIIN LEVEL AB 11298.00 691.00 10607.00- SPIIN R/ACRN P/ACRN PIIN AMT06 AA 11298.00--------------------------------------------------------------------------------

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Because the dollar value for this invoice is $11,989.00 the invoice is in “M” status for insufficient PIIN Level obligations.

FP: STARS ONE PAY INVOICE INQUIRY SCREEN DTE: 05/15/2008 TM: 10:16:35 INPUT DATE 080429 DCN 8DF9KQE INV NO XC55KN567 RR GTS INV DATE/MAT REC DTE 070822 071027 MAT ACPT/INV REC DTE 071027 071025 DATE FWDED/FIPC DATE 080429 080429 AWARD DT/CERT ACT 070820 00242 DISC CD/TERMS N DISC DTE/AMT PYMT TYPE/GROSS PO 1198900 PP CD/CNTR CD/ACPT LMT X S 007C

PIIN/SPIIN/SVC N0024407F1106 N DISC STAT/LOST REASON/ACT 9 INTRST REASON/ACT L 000052 TAX/TRANS AMT DED CD/AMT RMKS CD/FMS DTE/FOB REJECT CD/DTE/ACT DAO PAY/RETURN DT CAGE/DUNS 3DMD3 877936518 VNDR NAME DELL MARKETING LP VND ID/PAY/IRSCD 8094AY V F G INFO/ATTN ASSGNEE ID/REMIT ST/BOX ONE DELL WAY ACCTS PAY TME CTY/ST/ZIP ROUND ROCK TX 78682 RELEASE DTE/INLS SP RMKS 1) MAN CK 2) 11/26/07- 4/30/08 = 156 DAYS @ 5.750% = $301.65 SGNL CD INPUT BY STARS,I.N. OPERATR STARS,I.N. INV CLS/DUE DTE/STATUS F 071126 M DEL/BTCH/OBL DEF DTE ~120 080429 PYMT NO/DTE EST DATE 080430 PYMT AMOUNT 0.00 INV NET AMT 11,989.00 AMT CERT FOR PYMT 12,290.65 MSG: INSUFFICIENT FUNDS AT PIIN LEVEL OF FADA 1=FPHELP 3=SEARCH 4=SELECTION 6=ACRN/CLIN

Performing a one pay FADA Inquiry on the transaction above indicates a current balance of 11, 989.00 at the REQ Level and 691.00 at the PIIN Level.

FP: ONE PAY FADA INQUIRY 05/15/2008 SUMMARY DISPLAY 10:01:25 STARS FL REQUISITION NUMBER: N0024207RC093FS REF ACRN: AA SPIIN: PIIN NUMBER: N0024407F1106 PIIN ACRN: AB SPIIN:

MC GA TA BY EY APPN SUBH OBJ BCN S AAA TT PAA COST CODE 52 17 00 07 07 1804 52FA 311 00052 0 068732 2D C093FS 002427CM0LBW

REQ LEVEL FUNDS PIIN LEVEL FUNDS G3230: OUTSTANDING OBLIGATION 11,989.00 691.00 G2140: ACCOUNTS PAYABLE .00 .00 G1060: DISBURSEMENTS .00 .00 G1520: PROGRESS PAYMENTS .00 .00 G1422: WORKS IN PROGRESS .00 .00 PROGRESS PAYMENT RATE 0.000 0.000 PROGRESS LIQUIDATION RATE 0.000 0.000

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In STARS-FL, access the RDOC screen. Input the document number, ACRN, and “Y” in the PIIN REPORT field. Hit enter.

FP: REG: NORP STARS/FL 05/15/2008 LXR20S1 DOC/ACRN/PIIN INQUIRY MENU

ACTION (I/P): I

DOC NR: N0024207RC093FS ACRN: AA DTS TRIP REC NR:

PIIN: ACRN: SPIIN/CALL NR: CLIN: SLIN:

MTH+1: ('Y' = YES; BLANK = NO)

FROZEN AMOUNT REPORT: ('Y' = YES; BLANK = NO)

TL REPORT: ('Y' = YES; BLANK = NO)

PIIN REPORT: Y ('Y' = YES; BLANK = NO)

LATEST DETAILS FIRST: ('Y' = YES; BLANK = NO)

FP: REG: NORP STARS/FL 05/15/2008 LXR20S2 DOC/ACRN/PIIN INQUIRY DISPLAY

DOC NR: N0024207RC093FS ACRN: AA DTS TRIP REC NR: MTH+1:PIIN: ACRN: SPIIN/CALL NR: CLIN: SLIN:

ACTION DOC NR/ACRN PIIN NR/ACRN SPIIN CLIN SLIN OBL AMT 610 AMT N0024207RC093FS AA 11298.00 .00 N0024207RC093FS AA GS35F40760 AA .00 .00 N0024207RC093FS AA N0024407F1106 AB 0002 336.00 .00 N0024207RC093FS AA N0024407F1106 AB 0003 355.00 .00

Add the rows under OBL AMT to get the total amount obligated at document number/ACRN

11298.00+ .00+ 336.00+ 355.00============= 11,989.00

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$11,989.00 equals the REQ Level Funds on the FADA.




The sum of the rows, $11,989.00 also balances to the obligation amount at the document number/ACRN level.

FP: REG: NORP STARS/FL 05/15/2008 11:27:58 LXR20S3 DOC/ACRN INQUIRY DISPLAY PAGE: 1DOC NR: N0024207RC093FS ACRN: AA DTS TRIP REC NR: MTH+1:PIIN: N0024407F1106 ACRN: AB SPIIN/CALL NR: CLIN: 0003 SLIN:GA: 17 TA: 00 APPN: 071804 SBHD: 52FA OB/BCN: 00052 SX: 0JOB ORDER NR CTR EE OOC SPIIN CLIN SLIN DTE EST DTE COMP NTE ST CC GOVT002427CM0LB W 311 0003 07/31/07 / / A Y

OBL AMT 540 AMT 530 AMT 510 AMT 610 AMT 11989.00 11989.00 .00 .00 .00 PPMT AMT 915 AMT QTY R QTY FROZEN AMT .00 .00 43 0 .00

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ACTION DOC NR/ACRN PIIN NR/ACRN SPIIN CLIN SLIN OBL AMT 610 AMT N0024207RC093FS AA 11298.00 .00 N0024207RC093FS AA GS35F40760 AA .00 .00 N0024207RC093FS AA N0024407F1106 AB 0002 336.00 .00 N0024207RC093FS AA N0024407F1106 AB 0003 355.00 .00

The Sum of the rows for the PIIN NR/ACRN and SPIIN equals the PIIN Level Funds (PAD) on the FADA. Note: CLIN and SLIN are not part of the PAD.

336.00355.00======691.00




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The most direct way to correct and expedite the turnaround of invoices in ‘M’ status is for the user to transfer money between the PIIN level data within the document number/ACRN in STARS-FL using the new DOC/PIIN DATA TRANSFER Screen (FP:TFDP). This screen allows the accounting users to move money between the PIIN obligation levels without affecting the funds at the document number/ACRN level. When a user performs a transfer, a DT-X transaction is system generated and is forwarded to One Pay through the nightly FADA interface file for One Pay to load to the new PAD table.

To move the funds to the correct PIIN level obligation, go to FASTPATH: TFDP

The user should enter a document number and ACRN.

FP: REG: NORP STARS/FL 05/15/2 DOC/PIIN DATA TRANSFER

EFF DTE: 05/15/08 DOC NR: N0024207RC093FS DOC ACRN: AA

ACTION PIIN SPIIN/ S/F/T PIIN ACRN CALL NR CLIN SLIN AMTS Y GS35F40760 AA N N0024407F1106 AB 0002 Y N0024407F1106 AB 0003 Y

Valid action codes are:

‘S’ – is a select action that will provide a display of costs associated for a given PIIN level data row. The costs displayed are the standard amount buckets associated with an obligation except for the commitment amount.

‘F’ – is a transfer FROM action that designates a row to be decreased either partially or fully.

‘T’ – is a transfer TO action that designates a row to be increased either partially or fully. The user can reduce the transfer amount by typing over the amount on the ADJ line.

An ‘N’ in the AMTS field indicates there are NO COSTS associated with the row.

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Place ‘S’ in the action field and hit enter

FP: REG: NORP STARS/FL 05/ DOC/PIIN DATA TRANSFER


ACTION PIIN SPIIN/ S/F/T PIIN ACRN CALL NR CLIN SLIN AMTS s Y GS35F40760 AA N N0024407F1106 AB 0002 Y N0024407F1106 AB 0003 Y

Amounts are displayed for the row selected. This row represents funds that are not tied to a PIIN.

FP: REG: NORP STARS/FL 05/15/2008 LXT21S3 DOC/PIIN DATA TRANSFER


PIIN SPIIN/ PIIN ACRN CALL NR CLIN SLIN

540 AMT 510 AMT 610 AMT 520 AMT 530 AMT 11298.00 .00 .00 .00 .00

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The last two rows represent funds that are tied to a PIIN, PIIN ACRN and CLIN

FP: REG: NORP STARS/FL 05/15/2008 LXT2 DOC/PIIN DATA TRANSFER


ACTION PIIN SPIIN/ S/F/T PIIN ACRN CALL NR CLIN SLIN AMTS Y GS35F40760 AA N s N0024407F1106 AB 0002 Y N0024407F1106 AB 0003 Y

----------------------------------------------------------------------------



PIIN SPIIN/ PIIN ACRN CALL NR CLIN SLIN N0024407F1106 AB 0002


----------------------------------------------------------------------------

FP: REG: NORP STARS/FL 05/15/2008 LXT21 DOC/PIIN DATA TRANSFER


ACTION PIIN SPIIN/ S/F/T PIIN ACRN CALL NR CLIN SLIN AMTS Y GS35F40760 AA N N0024407F1106 AB 0002 Y s N0024407F1106 AB 0003 Y

----------------------------------------------------------------------------



PIIN SPIIN/

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PIIN ACRN CALL NR CLIN SLIN N0024407F1106 AB 0003


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To move the funds from a non-PIIN level obligation, to the PIIN level obligation, place an F (from) on the blank line and a T (to) on the line with the PIIN/SPIIN.

A ‘Y’ indicates COSTS exists for the given row. The user will be able to transfer costs to a row that has ‘Y’ in the AMTS field. The user will not be able to transfer costs from a row that has ‘N’ in the AMTS field.

FP: REG: NORP STARS/FL 05/15 DOC/PIIN DATA TRANSFER


ACTION PIIN SPIIN/ S/F/T PIIN ACRN CALL NR CLIN SLIN AMTS f Y GS35F40760 AA N t N0024407F1106 AB 0002 Y N0024407F1106 AB 0003 Y

Hit Enter. The dollar amounts for each line will be displayed.



PIIN SPIIN/ PIIN ACRN CALL NR CLIN SLIN FROM: TO: N0024407F1106 AB 0002

540 AMT 510 AMT 610 AMT 520 AMT 530 AMT FRM: 11298.00 .00 .00 .00 .00 TO: 336.00 .00 .00 .00 .00 ADJ: .00 .00 .00 .00 .00

Tab down to the ADJ column and input the amounts listed in the FRM field for each column.




540 AMT 510 AMT 610 AMT 520 AMT 530 AMT

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FRM: 11298.00 .00 .00 .00 .00TO: 336.00 .00 .00 .00 .00ADJ: 11298.00 .00 .00 .00 .00

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Hit enter. Hit enter again to confirm transfer. The funds are now combined and all sitting in the To line.




540 AMT 510 AMT 610 AMT 520 AMT 530 AMT FRM: .00 .00 .00 .00 .00 TO: 11634.00 .00 .00 .00 .00 ADJ: .00 .00 .00 .00 .00

Return to the RDOC screen and view the PIIN report again.

FP: REG: NORP STARS/FL 05/15/2008 LXR20S1 DOC/ACRN/PIIN INQUIRY MENU

ACTION (I/P): I

DOC NR: N0024207RC093FS ACRN: AA DTS TRIP REC NR:

PIIN: ACRN: SPIIN/CALL NR: CLIN: SLIN:

MTH+1: ('Y' = YES; BLANK = NO)

FROZEN AMOUNT REPORT: ('Y' = YES; BLANK = NO)

TL REPORT: ('Y' = YES; BLANK = NO)

PIIN REPORT: Y ('Y' = YES; BLANK = NO)

LATEST DETAILS FIRST: ('Y' = YES; BLANK = NO)



ACTION DOC NR/ACRN PIIN NR/ACRN SPIIN CLIN SLIN OBL AMT 610 AMT N0024207RC093FS AA .00 .00 N0024207RC093FS AA GS35F40760 AA .00 .00 N0024207RC093FS AA N0024407F1106 AB 0002 11634.00 .00 N0024207RC093FS AA N0024407F1106 AB 0003 355.00 .00

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The Sum of the rows will be updated at the PIIN Level Funds (PAD) on the FADA during the nightly batch process. Note: If the user knows the CLIN/SLIN to be used, the transfer should be applied to the correct CLIN/SLIN records. Also, the money could be divided and moved to both CLIN(s)

11634.00 355.00========11989.00

Though it is not required, money may be moved between PIIN level rows to report obligations, accounts payable, and expenditures at the PIIN, PIIN ACRN, SPIIN, CLIN and SLIN level.

Note: The money was moved between the PIIN obligation levels without affecting the funds at the document number/ACRN level.

FP: REG: NORP STARS/FL 05/15/2008 11:27:58 LXR20S3 DOC/ACRN INQUIRY DISPLAY PAGE: 1DOC NR: N0024207RC093FS ACRN: AA DTS TRIP REC NR: MTH+1:PIIN: N0024407F1106 ACRN: AB SPIIN/CALL NR: CLIN: 0003 SLIN:GA: 17 TA: 00 APPN: 071804 SBHD: 52FA OB/BCN: 00052 SX: 0JOB ORDER NR CTR EE OOC SPIIN CLIN SLIN DTE EST DTE COMP NTE ST CC GOVT002427CM0LB W 311 0003 07/31/07 / / A Y

OBL AMT 540 AMT 530 AMT 510 AMT 610 AMT 11989.00 11989.00 .00 .00 .00 PPMT AMT 915 AMT QTY R QTY FROZEN AMT .00 .00 43 0 .00

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updated document/guidance for pad/piin errors

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