$TXT Created by at MNTVBB.FO-WASH.DOMAIN.EXT (KIDS) on Tuesday, 03/11/14 at 07:36 ============================================================================= Run Date: JUN 02, 2016 Designation: PRC*5.1*184 Package : PRC - IFCAP Priority: Mandatory Version : 5.1 SEQ #168 Status: Released Compliance Date: JUL 03, 2016 ============================================================================= Associated patches: (v)PRC*5.1*123 <<= must be installed BEFORE `PRC*5.1*184' (v)PRC*5.1*174 <<= must be installed BEFORE `PRC*5.1*184' Subject: PCARD/DELIVERY ORDER FIX;PCARD ACCRUAL ISSUE WITH CARRY FORWARD;DOC ISSUE Category: - Routine - Input Template Description: ============ This patch will address the following 3 issues: 1. Purchase Card and Delivery orders reaching 2237 max on backend filing 2. Purchase Card accrual issue from one quarter to the next with the Carry Forward process. 3. Documentation error in the Control Point Official's Manual and the Control Point Clerk's Manual. ASSOCIATED NSR(s): ================== N/A ASSOCIATED REMEDY TICKET(S): ============================ 1. INC000000872123 Purchase Card order issue with overwriting 2237 2. INC000000905800 Purchase Card accrual issue Duplicate: INC000000911466 Purchase Card Accrual Issue INC000000911895 Purchase Card Accrual Issue 3. INC000000912829 Documentation error in Control Point Official's Manual PARTICIPATING TEST SITES: ========================= Central Plains HCS W.G (Bill) Hefner VA Medical Center - Salisbury REMEDY OVERVIEW: ================ 1. INC000000872123 Purchase Card order issue with overwriting 2237 Problem: -------- When a site creates new Purchase Card orders, the filing process creates a 2237 in the CONTROL POINT ACTIVITY file (#410). If the CONTROL POINT ACTIVITY file has reached the maximum (9999) entries for the Fund Control Point (FCP), the linking process will overwrite the 9999 entries for FCP from that point on. This will cause multiple orders to be linked to the same requisition number and the Running Balance report to be out of balance since the previous sequence 9999 entries will be overwritten and only last balance amount reflected in the totals. Resolution: ----------- Purchase Card orders that create a 2237 during the filing process will now check the sequence max condition as soon as the FCP is entered and stop the creation of a Purchase Card order when the FCP sequencing has reached the max entries of 9999. Routines: PRCHNPO, PRCHNPOB (new) Input Templates: PRCH DELIVERY ORDER FILE #442 PRCH DETAILED PURCHASE CARD FILE #442 PRCH PC DIRECT DELIVERY FILE #442 PRCHSIMP FILE #442 2. INC000000905800 Purchase Card accrual issue Problem: --------- Sites found that Running Balance 2237 entries were not being moved from one quarter to the next during the Quarterly Carry Forward processing. Resolution: ----------- Modify the editing of a charge via option Edit/Remove Reconciliation so a user modifying a charge from 'Final Charge' status ('Yes' to 'No') will reset the requisition in the Running Balance Status field (#449) of the CONTROL POINT ACTIVITY file (#410) from 'O' to 'A'. The status of 'A' will allow the Requisition to be carried forward to the next quarter. Routines: PRCH1A3 3. INC000000912829 Documentation error in Control Point Official's Manual Problem: --------- Site found documentation error in Control Point Official's manual and, subsequently, support added the same documented option query should be corrected in the Control Point Clerk's Manual. Resolution: ----------- Modify both manuals as follows: Control Point Official User's Guide 9.5.2.3 Classification and Sort Groups Page 9-88 OLD: At the ADJUSTMENT $ AMOUNT: prompt, enter the amount by which you want to adjust the obligation. Type a minus symbol in front of the amount to add money to the obligation. Type the number without any symbols to subtract money from the obligation. NEW: At the ADJUSTMENT $ AMOUNT: prompt, enter the amount by which you want to adjust the obligation. Type the number without any symbols to add money to the obligation. Type a minus symbol in front of the amount to subtract money from the obligation. Control Point Clerk User's Guide 5.2.3 Adjustment Information Page 56 OLD: 5.2.3 Adjustment Information Enter today's date at the Date Obl Adjusted: prompt. Enter the amount that you want to adjust the obligation at the Adjustment $Amount prompt. Type a minus symbol in front of the amount to decrease the 1358 and put money back into your Control Point. Type the number without any symbols to increase the 1358 and deduct more money from your Control Point. At the BOC1: prompt, enter the budget object code classification for this item. Budget object codes are defined in VHA Handbook 4671.2. If you do not know the BOC for this item, enter three question marks and IFCAP will list the available budget object codes. At the BOC1 Amount: prompt. Hit the Enter key. Enter a Sub-Control Point if you want to assign this receipt to a defined subcategory of the Control Point. The Purpose: prompt, is now a required field. Enter the purpose of the 1358 adjustment. Add comments if you like. You may review the request to make sure that the information on the request is correct. Confirm that the adjustment is ready for approval. You may enter another adjustment or return to the 1358 Request Menu. NEW: 5.2.3 Adjustment Information Enter today's date at the Date Obl Adjusted: prompt. Enter the amount that you want to adjust the obligation at the Adjustment $Amount prompt. Type the number without any symbols to add money to the obligation. Type a minus symbol in front of the amount to subtract money from the obligation. At the BOC1: prompt, enter the budget object code classification for this item. Budget object codes are defined in VHA Handbook 4671.2. If you do not know the BOC for this item, enter three question marks and IFCAP will list the available budget object codes. At the BOC1 Amount: prompt. Hit the Enter key. Enter a Sub-Control Point if you want to assign this receipt to a defined subcategory of the Control Point. The Purpose: prompt, is now a required field. Enter the purpose of the 1358 adjustment. Add comments if you like. You may review the request to make sure that the information on the request is correct. Confirm that the adjustment is ready for approval. You may enter another adjustment or return to the 1358 Request Menu. Control Point Clerk User's Guide 7.17.3 Classification and Sort Group Page 84 OLD: 7.17.3 Classification and Sort Group The Classification of Request: prompt allows you to create reports that group requests by categories that YOU define. Enter a sort group at the Sort Group: prompt if this purchase is assigned to a project, office, or some other category for which a sort group has been created. If this purchase does not belong to a sort group, just press the Enter key. Sort groups are used to generate expense reports for projects and offices. Make sure that you include all applicable purchases in the sort group and exclude all purchases that do not belong to the sort group. Per the implementation of Segregation of Duties within the 1358 process, you will no longer be prompted to enter a Name at a Requestor prompt. Your name is automatically entered as the Requestor. The Date of Request field will have a default date that you can change if appropriate. The Cost Center will have the default value entered onto the original 1358 as the default value. Cost centers allow Fiscal staff to create total expense records for a section or service. Enter the date that the obligation is being adjusted. Enter the amount that you want to adjust the obligation at the Adjustment $Amount prompt. Type a minus symbol in front of the amount to decrease the 1358 and put money back into your Control Point. Type the number without any symbols to increase the 1358 and deduct more money from your Control Point. NEW: 7.17.3 Classification and Sort Group The Classification of Request: prompt allows you to create reports that group requests by categories that YOU define. Enter a sort group at the Sort Group: prompt if this purchase is assigned to a project, office, or some other category for which a sort group has been created. If this purchase does not belong to a sort group, just press the Enter key. Sort groups are used to generate expense reports for projects and offices. Make sure that you include all applicable purchases in the sort group and exclude all purchases that do not belong to the sort group. Per the implementation of Segregation of Duties within the 1358 process, you will no longer be prompted to enter a Name at a Requestor prompt. Your name is automatically entered as the Requestor. The Date of Request field will have a default date that you can change if appropriate. The Cost Center will have the default value entered onto the original 1358 as the default value. Cost centers allow Fiscal staff to create total expense records for a section or service. Enter the date that the obligation is being adjusted. Enter the amount that you want to adjust the obligation at the Adjustment $Amount prompt. Type the number without any symbols to add money to the obligation. Type a minus symbol in front of the amount to subtract money from the obligation. Routines: none (IFCAP documentation manuals) Documentation Retrieval Instructions: ===================================== Updated documentation that goes with issue 3 above is available. The preferred method is to retrieve files from download.vista.domain.ext. This transmits the files from the first available server. Sites may also elect to retrieve files directly from a specific server. Sites may retrieve the documentation directly using Secure File Transfer Protocol (SFTP) from the ANONYMOUS.SOFTWARE directory at the following OI Field Offices: Albany: domain.ext Hines: domain.ext Salt Lake City: domain.ext Documentation can also be found on the VA Software Documentation Library at: http://www.domain.ext/vdl/ File Name Title SFTP Mode ========= ===== ========= IFCP5_1CP_CLERK.PDF Control Point Clerk User's Guide BINARY IFCP5_1CP_OFFICIAL.PDF Control Point Official User's Guide BINARY INSTALLATION INSTRUCTIONS: ========================== You may install this patch at any time without interruption to users. It should take less than 2 minutes to install this patch. 1. Choose the PackMan message containing this patch and invoke the INSTALL/CHECK MESSAGE PackMan option. 2. From the Kernel Installation & Distribution System menu, select the Installation menu. 3. From this menu, you may select to use the following options: (when prompted for INSTALL NAME, enter PRC*5.1*184) a. Verify Checksums in Transport Global - This option will allow you to ensure the integrity of the routines that are in the transport global. b. Print Transport Global - This option will allow you to view the components of the KIDS build. c. Compare Transport Global to Current System - This option will allow you to view all changes that will be made when this patch is installed. It compares all components of this patch (routines, DD's, templates, etc.). d. Backup a Transport Global - This option will create a backup message of any routines exported with this patch. It will not backup any other changes such as DD's or templates. 4. Use the Install Package(s) option and select the package PRC*5.1*184. 5. When Prompted "Want KIDS to INHIBIT LOGONs during the install? NO//", respond NO. 6. When prompted 'Want to DISABLE Schedule Options, Menu Options and Protocols? YES//', respond Yes. 1) When prompted "Enter options you wish to mark as "Out of Order":" enter the following option: Edit/Remove Reconciliation [PRCH P.C.O. ED/REMO RECONCILE] Reconciliation [PRCH P.C.O. RECONCILIATION] New Detailed Purchase Card Order [PRCH ENTER DETAILED ORDER] New Simplified Purchase Card Orde [PRCH ENTER SIMPLIFIED ORDER] Enter Delivery Order [PRCH ENTER DELIVERY ORDER] New Direct Delivery Order for Purchase Card [PRCH PC DIRECT DELIVERY1] 2) When prompted "Enter protocols you wish to mark as "Out of Order":" just press . Routine Information: ==================== The second line of each of these routines now looks like: V ;;5.1;IFCAP;**[Patch List]**;Oct 20, 2000;Build 8 The checksums below are new checksums, and can be checked with CHECK1^XTSUMBLD. Routine Name: PRCH1A3 Before: B22668884 After: B27339623 **184** Routine Name: PRCHNPO Before: B58254846 After: B62074705 **7,11,79,108,123,184** Routine Name: PRCHNPOB Before: n/a After: B4314054 **184** Routine Name: PRCSEB Before: B19745869 After: B21871782 **81,174,184** Routine list of preceding patches: 123, 174 ============================================================================= User Information: Entered By : Date Entered : SEP 16, 2013 Completed By: Date Completed: JUN 02, 2016 Released By : Date Released : JUN 02, 2016 ============================================================================= Packman Mail Message: ===================== $END TXT