USDA 2016 Financial Management Training Transforming Shared Services Agreements-Tools for Better Business Presented by Shelda T. Melancon, CPA, CGFM – USDA

Agreements-Tools for Better Business MISSION To ensure knowledge of some of the tools available to assist with improving sales order/reimbursable business performance within FMMI. 2USDA Transforming Shared Services

Agreements-Tools for Better Business AGENDA IPAC versus INTR e-INTR (a.k.a. FMMI IAA) Reports – Reimbursable Orders Report – HANA Sales Order History Report – INTR Report Customer Refunds 3USDA Transforming Shared Services

IPAC versus INTR Federal to Federal Business Treasury’s Intra-Governmental Payment and Collection System (IPAC) Customers: Federal Agencies that do not use the FMMI financial management system; non-USDA Agencies and USDA programs not in FMMI FMMI job: 6:00 a.m. CST on Tuesdays and Thursdays with the final job on the sixth to last workday of the month (irrespective of the day) Reject Error Explanations: ations/FMS/HelpfulYearRound/IP ACOutbound_Reject.pdf ations/FMS/HelpfulYearRound/IP ACOutbound_Reject.pdf Intra-FMMI Transaction Process (INTR) Customers: Agencies within FMMI Records both the collection against the providing agency’s receivable along with the invoice and disbursement against the receiving agency’s purchase order FMMI job: 6:00 a.m. CST on Mondays, Wednesdays and Fridays with the final job on the third to last workday of the month (irrespective of the day) Reject Error Explanations: ions/FMS/HelpfulYearRound/INTR _Reject_ErrorMess.pdf ions/FMS/HelpfulYearRound/INTR _Reject_ErrorMess.pdf USDA Transforming Shared Services4 Two mechanisms to move cash between Federal entities:

IPAC versus INTR Federal to Federal Business MonthLast IPAC Collection JobLast INTR Collection Job JuneThursday06/23/16Tuesday06/28/16 JulyFriday07/22/16Wednesday07/27/16 AugustWednesday08/24/16Monday08/29/16 SeptemberFriday09/23/16 *Wednesday09/28/16 * OctoberMonday10/24/16Thursday10/27/16 NovemberTuesday11/22/16Monday11/28/16 DecemberThursday12/22/16Wednesday12/28/16 5USDA Transforming Shared Services Dates are subject to changes. *Due to fiscal year-end, two jobs are scheduled for September month-end; one will be initiated at 6:00 a.m. CST and another at 4:00 p.m. CST.

IPAC Payment Proposal Cash clears the open receivable File sent to Treasury Treasury moves funds between the two parties Agency Location Code from the Customer Record, other required information comes from the sales order INTR Payment Proposal Sales order contains customer P.O. Cash clears the open receivable Customer P.O. within the System Records customer’s payable Cash clears customer’s payable Similar procedures Both edit for valid Treasury Account Symbol (TAS) components INTR sales orders are edited to ensure that the customer’s referenced P.O. exists, has sufficient funding, and ensures the TAS components are accurate IPAC uses Treasury to move the funds INTR uses accounting transactions within SAP INTR has the added benefit of clearing the customer’s P.O. and keeping inter- FMMI transactions in sync 6 IPAC versus INTR Federal to Federal Business USDA Transforming Shared Services

e-INTR (IAA-Interagency Agreement) 7USDA Transforming Shared Services Create and approve the 7600 within FMMI using workflow – IAA Purchase Order Processor – IAA Purchase Order Approver – IAA Sales Order Processor Eliminate paper agreements Attach documents Automatically create the sales order and the purchase order after approved by both parties to the agreement Initiate the 7600 Agreement by the Purchase Order or the Sales Order (July 15 th Enhancement) Processor Request a demonstration via the Customer Account Manager Available now

8 Comprehensive view of all reimbursable activity. Exportable Custom layouts Drilling capability Procedure: Reimbursable_Orders_Report.pdf Reimbursable_Orders_Report.pdf REPORTS Reimbursable Orders Report

REPORTS HANA Sales Order History Report 9USDA Transforming Shared Services Reimbursable Orders Report plus much more, including collections and customer purchase order information. Online help within FMMI, HANA Sales Order History Report User Procedure

REPORTS HANA INTR Report-Coming Soon (Change Request 31000) 10USDA Transforming Shared Services Provides transparency between FMMI partners Acts as a INTR Reconciliation Tool Provides funding information about the partner’s purchase order Combines INTR Sales Order History with Partner’s Unliquidated Obligations Matches Sales & Distribution data with Material Management Data

REPORTS HANA INTR Report-Coming Soon (Change Request 31000) 11USDA Transforming Shared Services Example: ARS INTR Sales Order History First Time-View Partner Data-Unliquidated Obligations where ARS is the vendor

Customer Refunds 12USDA Transforming Shared Services Create a Customer Credit Memo (NOT a Cancelation) IPAC (Customer Numbers ) – ing the IPAC mailbox is no longer necessary. – Change the payment method on the billing documents (RV document type receivables) to “ I ” in FMMI. – The refund is initiated by the next IPAC job. INTR (Customer Numbers ) – Billing documents (RV document type receivables) need no additional action. – The payment method defaults to “P“. – The refund is initiated by the next INTR job.

Customer Refund Disbursement Type Payment Method Customer Master Record CRITICAL Elements Customer Number Ranges (Type) Paper CheckE*Physical Address (Commercial) (Employee) (State and Local) *Payment Method Supplement must be “12.” For advances, use a negative down payment request instead of a customer credit memo. ACH/EFT (Automated Clearing House/Electronic Funds Transfer) F*Banking Information IPAC (Intra-Governmental Payment and Collection) I Agency Location Code (Federal, Non-FMMI-usually non-USDA) CREDIT MEMOS initiate an IPAC transfer. Cancelations may be used where the customer did an IPAC charge-back. A cancelation will not initiate refunds. INTR (Intra-FMMI) P automatic (Federal, Within FMMI, USDA) CREDIT MEMOS initiate an INTR transfer. 13 Customer Refunds USDA Transforming Shared Services Improper payments will result if the Customer Master Record CRITICAL Elements are not correct.

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Questions 15USDA Transforming Shared Services