2. Department of Veterans' Services
Financial Management System
Interface with BOA P-Card System
Presented by
Tracy Morrison, Fiscal Director
Sitter & Barfoot Veterans’ Care Center
Jim Roberts,
DVS FMS Program Manager

3. Historical Perspective

4. DVSPCI Cardholders miscoding expenditures
Cardholders missing key deadlines
Accounts Payable using ##09 Codes &
ATV
Management unable to review
expenditures in a timely manner

5. DVSPCI Enhancements Needed: Actual Vendor and cardholder names
shown on trial balance
Ability to review P-Card expenditures on
the financial system
Prompt & Easy processing of payment

6. DVS Current Process Overview

7. DVSPCI Current Situation BOA Works is used to reconcile P Cards by
Users
Reports are extracted monthly
Information is keyed into DVS FMS AP to Pay
BOA
FMS information is interfaced to DOA - CARS
One Payment Per Month all to BOA

8. What Happens on the
BOA Works System

9. NOTE: All Information and screen design is Proprietary and must be considered Confidential

10. NOTE: All Information and screen design is Proprietary and must be considered Confidential

11. NOTE: All Information and screen design is Proprietary and must be considered Confidential

12. NOTE: All Information and screen design is Proprietary and must be considered Confidential

13. NOTE: All Information and screen design is Proprietary and must be considered Confidential

14. NOTE: All Information and screen design is Proprietary and must be considered Confidential

15. NOTE: All Information and screen design is Proprietary and must be considered Confidential

16. NOTE: All Information and screen design is Proprietary and must be considered Confidential

17. NOTE: All Information and screen design is Proprietary and must be considered Confidential

18. NOTE: All Information and screen design is Proprietary and must be considered Confidential

19. NOTE: All Information and screen design is Proprietary and must be considered Confidential

20. NOTE: All Information and screen design is Proprietary and must be considered Confidential

21. NOTE: All Information and screen design is Proprietary and must be considered Confidential

22. NOTE: All Information and screen design is Proprietary and must be considered Confidential

23. BOA Report & Interface File
NOTE: All Information and screen design is Proprietary and must be considered Confidential
DVSPCI
BOA Report & Interface File

24. Interface Process

25. DVSPCI What is missing from current process:
Actual Vendor names for charges
Sub-object History
Ability to review P-Card expenditures on
the financial system with other cost
Prompt & Easy processing of payment
Card Holder name in the system with
charges

26. BOA P-Card to FMS BOA Receives & Processes Purchase P-Card Purchase
User Logs onto BOA WORKS Reviews & Reconciles
Reconciled Report Downloaded to Coordinator's PC
Staff & Managers access Financial Data
CARS Updated
File Moved to Server &FMS AP Batch Created / Posted & GL
File is Transmitted to DOA

27. DVSPCI
The BOA file will be read by FMS and converted to an FMS Batch file
The Batch can then be reviewed for account errors &
corrections made
Only account codes can be corrected. Any issues with the card information, would have to be corrected in BOA and the file re-downloaded.
An AP Screen is being developed to maintain review & modify the Batch.
NOTE: All Information and screen design is Proprietary and must be considered Confidential

28. Report & Interface File From BOA

29. The next step would be to run a program to format the information from the BOA file format for posting to FMS.
NOTE: All Information and screen design is Proprietary and must be considered Confidential

30. The report now shows two errors.
The next step is to go to the maintenance screen and fix the account errors
NOTE: All Information and screen design is Proprietary and must be considered Confidential

31. NOTE: Process would be to follow up with Card Holder about coding.
On the Maintenance Screen it can be seen that the Account information is invalid. This can be changed and processing continued.
NOTE: Process would be to follow up with Card Holder about coding.
NOTE: All Information and screen design is Proprietary and must be considered Confidential

32. Correcting the Accounts allows the following to occur:
Updated Batch posted to FMS AP
System will create a file to go on the next
CARS Interface for BOA payment
The Accounts Payable and General Ledger
Systems will be updated
GL will be updated with the following:
Payments to BOA
Actual Vendor information will be available
Proper sub object codes will be charged
Card holder name will be posted

33. GL Account Number – Actual Object Code.
GL Detail Inquiry
GL Account Number – Actual Object Code.
NOTE: All Information and screen design is Proprietary and must be considered Confidential

34. AP Vendor Inquiry Card Holder
NOTE: All Information and screen design is Proprietary and must be considered Confidential

35. AP Vendor Inquiry Card Holder
NOTE: All Information and screen design is Proprietary and must be considered Confidential

36. Questions?