SOP - Draft Miscellanous Obligation Manual - Bureau of Land ...
SOP - Draft Miscellanous Obligation Manual - Bureau of Land ...
SOP - Draft Miscellanous Obligation Manual - Bureau of Land ...
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DOI Financial Business Management Systems (FBMS)<br />
DOI FBMS Standard Operating Procedure (<strong>SOP</strong>)<br />
Department <strong>of</strong> the Interior<br />
<strong>SOP</strong>:AA-XX / Title<br />
o Make sure all <strong>of</strong> the necessary information is known prior to creating this document<br />
• Vendor information<br />
• Account Assignment<br />
• Amount <strong>of</strong> obligation<br />
• Quantity <strong>of</strong> goods to be purchased (for goods only)<br />
o Once a MO is created, it can't be completely deleted. It can only be modified, or<br />
"changed" to take the specific lines down to $0.00 or to delete the various lines on the<br />
MO.<br />
o The MO lines can't be deleted or brought down to a $0.00 balance if there are any followon<br />
documents posted against them. In other words, if invoices have been paid against<br />
those lines, they can't be deleted or de-obligated (reducing the amount to $0.00) unless<br />
the invoices and/or GR's and SES's are reversed.<br />
2.2 When the Process is Used<br />
This process is used when a user has to create / modify / or delete a MO unrelated to Acquisitions,<br />
eGrants, Work Orders, Assets, Autochoice or three-way matching.<br />
Create Miscellaneous <strong>Obligation</strong><br />
• The iView for Miscellaneous <strong>Obligation</strong>s creates obligations that should be used for:<br />
o Goods or Service MO's<br />
o Two-way match (even though the obligation is for goods or service types, a system entry<br />
<strong>of</strong> a goods receipt or service entry sheet document is not required for payment <strong>of</strong> an<br />
invoice)<br />
• The iView for Miscellaneous <strong>Obligation</strong>s should NOT be used for:<br />
o Acquisition related obligations. These should always come from PRISM.<br />
o Work Order related obligations<br />
o Asset related obligations<br />
o Autochoice obligations<br />
o <strong>Obligation</strong>s that require three-way matching (a system entry <strong>of</strong> a goods receipt or service<br />
entry sheet document is required)<br />
Change Miscellaneous <strong>Obligation</strong><br />
When modification to an MO is required<br />
• Increasing line item amounts<br />
• Decreasing line item amounts<br />
• Adding additional line items<br />
• Deleting line items<br />
• Marking line items as three-way matching<br />
• Changing item categories on a line item (from goods to services, etc…)<br />
• Modifying account assignment funding information on line items<br />
Display Miscellaneous <strong>Obligation</strong><br />
• When the MO needs to be displayed to view status <strong>of</strong> payment, GL postings, or any information<br />
related to the MO<br />
Page 6 <strong>of</strong> 28 Date 5/11/2010
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