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IFMV Screen Description:
Screen Name: IFMV Screen Use: The IFMV screen is used to enter new or update an existing purchase order. IFMV Screen Description: Purchase Order Entry Scenario: As support staff, you just received a service order document and an invoice for payment from a Case Worker. You must pay a provider for providing counseling services for a child in substitute care.
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This section of the IIS screens training will teach you how to access the IFMV screen to pay a provider for services.
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IFMV,,new Open a blank DHR screen, Type IFMV,,new and then press Enter.
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The Purchase Order Entry screen is displayed.
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If you are using System of Care (SOC) funds you must refer to the Child Welfare Program Object Code Matrix. In the Ship To field, Type the appropriate SOC code.
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If you are using division funds, you must type a 3 digit division number in the Ship To field. This varies depending on your county procedure.
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In the Ship To field you may type a 3 digit division number
In the Ship To field you may type a 3 digit division number. For example, division 4 would be entered as 004. The following slides will display a list DHS division.
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DIVISION ID NUMBERS Baker 1 Benton 2 Clackamas 3 Clatsop 4 Columbia 5
Baker Benton Clackamas Clatsop Columbia Coos Crook Curry Deschutes Douglas Gilliam Grant Harney Hood River Jackson Jefferson Josephine Klamath Lake Lane
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DIVISION ID NUMBERS Lincoln 21 Linn 22 Malheur 23 Marion 24 Morrow 25
Lincoln Linn Malheur Marion Morrow Polk Sherman Tillamook Pendleton Union Wallowa Wasco Washington Wheeler Yamhill Hermiston East Midtown Alberta Rockwood
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DIVISION ID NUMBERS Gresham 47 Metro Hotline 48 Milton-Freewater 53
Gresham Metro Hotline Milton-Freewater 53 Central Office Metro District Western District Southern District 83 Eastern District
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004 a12345 At the Ship To field, Type your division number.
Press the Tab key to the PROVIDER NUMBER field, Type the provider number located on document received from Co-Worker. a12345
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004 Press the Tab key to the SAME field, Type a ‘X’. a12345 X
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004 a12345 X Mocha Java In the SUBMITTED BY field, Type your name.
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P123456 J43321 Oregon Association Oregon Association P.O. Box 1289
Mocha Java After pressing Enter the system will print a hard copy.
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P123456 P123456 Pressing Enter will cause the system to print a hard copy of the record, assign a purchase order number and fill in the provider name and address. Be sure to verify that the address is correct. J43321 Oregon Association Oregon Association P.O. Box 1289 P.O. Box 1289 Mocha Java
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P123456 001 P123456 J43321 Oregon Association
Press F2, the IFMW screen will display with the purchase order number included. P123456 J43321 Oregon Association
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P P123456 J43321 Oregon Association Trans to girls group Press the Tab key to the DSC1 Field, Type the reason for the service. The service reason can be found on the document given to you by your co-worker. You may tab to the DSC2-4 fields to add information about the service; such as cost center code and a more detailed description of the service.
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P P123456 J43321 Oregon Association Trans to girls group 004 Press the Tab key to the CST CTR Field, Type the cost center code, which is your district number. The CST CTR field may require a different code than your division number. Other codes are: System of Care (SOC), Foster Care Prevention or One Time Pay. See your Branch Object Code Matrix for code information.
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Your next entry will be in the Object Code field
Your next entry will be in the Object Code field. Please see your co-worker for a copy of the branch Child Welfare Program Object Code Matrix to determine the code to use.
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P123456 001 P123456 J43321 Oregon Association 004 123456
Trans to girls group 004 123456 In the OBJECT CODE Field, Type the object code.
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P123456 001 P123456 J43321 Oregon Association 004 123456 0001
Trans to girls group 004 123456 0001 In the QUAN ORD field, Type the number ‘0001’.
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P123456 001 P123456 J43321 Oregon Association 004 123456 0001 0001
Trans to girls group 004 123456 0001 0001 Type ‘0001’ under the DSC4 field.
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P P123456 J43321 Oregon Association Trans to girls group 004 123456 0001 0001 000000 00000 each Press the Tab key to the Unit field and Type ‘each’.
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P P123456 J43321 Oregon Association Trans to girls group 004 123456 0001 0001 092006 00000 each Press right arrow key to the Unit Price field and Type the invoice amount for each child.
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If you must enter more than 5 invoices, you can add pages to the IFMV screen. The next slide will demonstrate how to add pages to the IFMV screen in order to record additional invoices.
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P P123456 J43321 Oregon Association Trans to girls group 004 123456 0001 0001 092006 each You can enter more than one invoice for a provider on this page. If you have more invoices to enter for this provider, Press the Tab key to the next DSC1 field, Type the invoice information for the 2nd invoice. Maximum is 5 invoices per page.
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If you use Purchase of Care funds (such as SOC or any client purchases), the system will prompt you to enter a case number and person letter. Check with a co-worker or refer to the Child Welfare Program Object Code Matrix to determine the fund type.
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The following slide will show you how to enter the case number and person letter.
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J43321 Oregon Association 004 123456 0001 0001 092006 each 00080.000
P123456,001 P * J43321 Oregon Association Trans to girls group 004 123456 0001 0001 092006 each Press the Right Arrow Key to ‘X’ field.
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J43321 Oregon Association fv12345d 004 123456 0001 0001 092006 each
P123456,001 P * J43321 Oregon Association Trans to girls group fv12345d 004 123456 0001 0001 092006 each Type the case number and person letter.
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If the system does not prompt you to enter a case number and person letter, pressing enter will complete all invoice entries.
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P P123456 J43321 Oregon Association Trans to girls group 001 004 123456 0001 0001 092006 each 80.00 Press Enter. The system will print a hard copy. 80.00 I146-HARD COPY COMPLETE
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The purchase order is ready for the payment to be released/authorized
The purchase order is ready for the payment to be released/authorized. The release of purchase orders are usually completed by someone with different RACF security rights. See your division procedures about how to alert the person who is responsible for authorizing purchase order payments.
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When the purchase order has been released/authorized, you can access the IFMV screen to finish entering data for the purchase order(s). The following screens will demonstrate how to complete data entry for purchase orders.
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IFMV,P123456 Open a blank DHR screen, Type IFMV,purchase order number and then press Enter.
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The Field Purchase Order Entry screen appears.
J43321 Oregon Association Oregon Association P.O. Box 1289 P.O. Box 1289 X 092006 Mocha Java Vanilla Bean Carmel Corn
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P123456 P123456 J43321 Oregon Association Oregon Association
P.O. Box 1289 P.O. Box 1289 Press the Tab key to the Received field, Type a ‘x’. X x 092006 Mocha Java Vanilla Bean Carmel Corn
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P123456 P123456 J43321 Oregon Association Oregon Association
P.O. Box 1289 P.O. Box 1289 Press the Tab key to the Received field, Type the date invoice was received. X x 092006 092006 Mocha Java Vanilla Bean Carmel Corn
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P123456 P123456 See your co-worker for a list of vendor numbers. If you have more than one payment, Type a ‘X’ instead of the vendor number. J43321 Oregon Association Oregon Association P.O. Box 1289 P.O. Box 1289 Press the Tab key to the Vendor Invoice field, Type the vendor number. X 092006 j888726 Mocha Java Vanilla Bean Carmel Corn
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I146-HARD COPY COMPLETE P123456 P123456 J43321 Oregon Association
P.O. Box 1289 P.O. Box 1289 X 092006 j888726 Mocha Java After pressing Enter the system will print a hard copy. Vanilla Bean Carmel Corn I146-HARD COPY COMPLETE
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P P123456 J43321 Oregon Association Press F2. The Field Purchase Order Entry screen is displayed. Trans to girls group 004 123456 each 80.00 j888726 0001 0001 092006 80.00
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P P123456 J43321 Oregon Association Trans to girls group 004 123456 each 80.00 P j888726 0001 0001 092006 Press the Tab key to the field below DSC3, Type ‘P’ and then press Enter. 80.00
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P P123456 J43321 Oregon Association Trans to girls group 004 123456 each 80.00 P j888726 0001 0001 092006 After pressing Enter the system will print a hard copy. 80.00 I146-HARD COPY COMPLETE
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When all data entries have been completed in the IFMV screen, press the Pause Break key. A blank DHR screen will appear so that you can complete work for other screens.
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Quick Review! The IFMV screen is not used to enter new or update an existing purchase order. You may enter the service reason in the DSC1-DSC4 fields. In the Date Received field you must type the date the invoice will be paid. T or F T or F T or F See the next slide for the answers.
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Check Your Answers The IFMV screen is not used to enter new or update an existing purchase order. FALSE. The IFMV screen is used to enter new or update an existing purchase order You may enter the service reason in the DSC1-DSC4 fields. TRUE. In the Date Received field you must type the date the invoice will be paid. FALSE. In the Date Received field you must type the date the invoice was received.
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Congratulations!
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YOU have successfully completed the DHS IIS Data Entry Screens Training.
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Special thanks to Christina Latham-Brown and Leslie Burr in the CAF Training Unit, and all the branches who participated in creating the IIS Data Entry Screens Training.
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QUESTIONS? Contact Service Desk Created By:
Click the ‘X’ to close and return to the Main Menu Created By: Training & Development Specialists: Jenene Hinson Cheryl Hamilton-Jefferson Program System Support Unit 2850 Broadway St NE Salem, OR
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