# Presentation: 871111

## Submitting Intra-Governmental Billings Using the Internet Billing System (IBIL)

- Presented by**Eddie Reso**

## What is IBIL?

**IBIL**** **is an Internet based front end system for entering bills into NFC’s Administrative Billings and Collections Section (ABCO) system.  The system is designed for use by agency personnel and is accessible from NFC’s Home Page.
**P****urpose**** **– Allows agencies to enter billing information quickly and easily via the internet to expedite the collection of funds due.
**Benefits of IBIL Phase III**** **– Phase III contains edits that require valid obligation reference data when billing other USDA agencies serviced by the Controller Operations Division (COD), thus preventing erroneous billings and potential bill reversals.
**NFC Procedures** – “Internet Billing System, Title III, Chapter 4, Section 1”, contains further detailed procedures to be used in conjunction with this training material.  The procedures are available on the web.  (*http://dab.nfc.usda.gov/pubs/docs/ibil/ibil3_0.pdf).*

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## IBIL Data Flow for Intra-Governmental Billings

- Receivable record is created in the
- ABCO System.

- ABCO edits are  applied to bill data.

*ABCO rejects are corrected by ABCO section.*

- Nightly batch
- process sends bill data
-  from IBIL to ABCO

- Records pass
-       edits

- Records fail edits

- Creates IPAC
- Transmission file.

- Agency personnel key
- bill data into IBIL.

- Receivable Document
- (A1)  recorded in FFIS.

- Re-validate each night

- ABCO-FFIS
- nightly interface
- job

- Collection Document
- (A2)  recorded in FFIS.

- ABCO collection records created in REJECT Status.

- Loaded to IPAC

- After IPAC acceptance confirmed, ABCO collections in reject status are updated to accept.

- ABCO Billing Proc (weekly)

**IBIL Data Flow for ****Intra-Governmental Billings**

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## Login IBIL From NFC Home Page

- To access IBIL, click on the IBIL icon located on the
-  NFC Home Page.

**Login IBIL From NFC Home Page**

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## IBIL Log In Screen

**IBIL Log In Screen**

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## Profile Information

- Upon logging in for the first time, you will be taken to the User Profile page.
- Please ensure that each field contains accurate information.
- Contact information provided on the bills will be generated from your user profile.  (Procedure Manual  – Pages 6-8)

**Profile Information**

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## IBIL Main Menu

- Be sure you are viewing bills for your agency.

- Note that the criteria is not saved.  You must reset each time you  use IBIL.
- The default view does _not_ include processed bills.

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## Modify List Selection/ 

**Sort Criteria Option**

-     Click on the **“LIST”** tab when done, and the list will be displayed.

- User can limit list displayed to only bills they have entered, and/or use additional items for filtering list as displayed.

- User must click SAVE.  Note that the criteria is only saved for the
- current session.

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## Sample Listing of NRCS Bills Entered into IBIL

**Sample Listing of NRCS Bills Entered into IBIL**

-    Note that once processed, the delete option is no longer
-      available.
-    View and print options remain available.

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## Five Simple Steps to 

**Inputting a New Bill**

- Enter Vendor/Debtor Number and                              Other Bill Information
- Enter the Debtor Information.
- Enter Debtor Accounting Information.
- Enter Receivable Accounting Information.
- Then just click Submit.

- Input data as prompted under each tab.

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## Step 1 -

**Enter the The Vendor/Debtor Number**

- Must be valid on FFIS VEND & FGXT tables.
- All 11 positions must be entered, with no extra space between position 10 and 11 as displayed in VEND.
- The VEND TYPE within the vendor code determines whether an IPAC bill will be generated, or a hard copy bill mailed.
- If a VEND TYPE is equal to G, V, or W, an IPAC bill will be generated.  All others will generate a hard copy bill.
- If the VEND TYPE CAT is equal to G, no interest or penalties will accrue.  For all other types, interest and penalties will accrue, however, this can be overridden by starting the Reference Number with a Z.
- Error messages will be displayed if edits against VEND or FGXT are not passed.

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## How IBIL/ABCO Determines theALC to be Billed

- IBIL first validates the vendor code to the VEND table.  IBIL then attempts to obtain the customer ALC from the FGXT Table.
- If the vendor code is not found on the FGXT table, IBIL defaults the first 8 positions of the vendor code into the customer ALC field.
- ABCO then checks the customer ALC as determined based on the above, against an internal ABCO ALC table.  If no match is obtained, the receivable record will reject in ABCO and the IBIL user who input the bill will be contacted by an accounting technician at NFC.

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## The Vendor Code for Intra-USDA Bills Common Agreement Number (CAN)

_**Example:   &16FA3003O P**_
_**Position 1**_ is an “&” which is used as a unique identifier to                    	indicate that this vendor number relates to an  	intradepartmental agreement.
_**Positions 2-3**_ are the providing agency code.
_**Positions 4-5**_ are the receiving agency code.
_**Position 6**_ is the year of agreement.
_**Positions 7-9**_ are the alphanumeric sequential identifier 	assigned by the COD Table Maintenance Group                                   	in New Orleans.
_**Position 10**_ is O for IPAC billing.
_**Position 11**_ is P for providing agency; R for receiving 	   		agency.  (The code you input always refers to your                      	trading 	partner. Therefore, the Vendor/Debtor No.                   	input in 	IBIL, should always end with “R”.)

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## Step 1 (Cont.) – Enter Other Bill Information

- Note:  If this was not setup in VEND to bill a gov’t agency via IPAC, another screen would be displayed with mailing address information.

**Step 1 (Cont.) – Enter Other Bill Information**

- Information typed into the IPAC description field will be placed on the IPAC bill created.  Information necessary for the debtor to identify the related transaction should be input here.

- NRCS agencies use the following scheme:    Z = non-interest accruing. Pos 2-3 is the fiscal year, followed by a 2-digit state code, followed by a 4-digit sequential number.

- Note:  All fields in IBIL with asterisks are required fields.
- The Reference No. should be meaningful to the billing agency.  The same Reference No. should be used for multiple billings related to the same business transaction.
- Note:  Certain agencies use a scheme when creating the reference number.

- Click Next to continue after entering data.

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## Step 2 - Enter Debtor Information

**Step 2 - Enter Debtor Information**

- Input the the debtor agency contact information specific to this transaction in the fields below.
- This information will flow onto the IPAC bill.
- Click Next to continue after entering data.

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## Step 3 -

**Step 3 -**
**Enter Debtor Accounting Information**

- The screen below may or may not appear, depending on the debtor being billed.  This is the entrance page for the debtor accounting page.

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## Step 3 – Enter Debtor

**Step 3 – Enter Debtor**
**Accounting Information (Cont.) **

- Input data here.  It will disappear if edits fail upon clicking on SAVE.

- Enter data, then hit SAVE to invoke edits on the debtor accounting.
- Do NOT hit Next before clicking on SAVE, or you will not know if the debtor information is valid until you are finished inputting the bill.
- Error messages will indicate why the accounting will not validate.
- Data will be displayed under input boxes upon successful validation.
- Click Next to continue after entering data.

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## Steps 4 & 5 -  Enter Billing Accounting Information and Submit

**Steps 4 & 5 -  Enter Billing Accounting Information and Submit**

- Enter data in the blocks, then hit SAVE to invoke edits against the ACXT table.
- Data will appear below the box upon successful validation.
- Click Next to continue after entering data, and you will see a summary of all information entered.  You can click submit here or on the screen which shows summary information.
- You can print a hard copy of the submitted bill if desired.

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## Bill List/Status

_***Status Codes***_*               *
*I  ****=  Incomplete.  This transaction will remain unprocessed until submitted.***
*S**** = Submitted.  The bill will be processed in ABCO upon the next ABCO                                           batch job, each workday evening.  Prior to processing (T or P status), the user may make changes (update or delete).***
*T**** = Transmitting.  The bill is being processed at the time of your viewing.***
*P**** = Processed.  No changes can be made by the user since the record is now in ABCO.  Subsequent changes must be addressed to the ABCO*** section at NFC.  Notice that the buttons to the right of each status code let the user know the options that are available.

- A list of bills can be displayed from the menu.
- The status of each bill is indicated.
- An asterisk in the **ABCO Comments** column indicates that ABCO has written a note for the user.  Choose **VIEW** to see the bill and any notes.

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## After Submission . . . 

- Records are sent from IBIL to ABCO nightly to create receivable records via the ABCO_FFIS interface.
- The actual IPAC bills, or hard copy billings are produced four times a month on a scheduled basis.  Collection documents are also created via the ABCO-FFIS interface.
- NOTE**:  IBIL is one way.  **Once submitted, a bill cannot be changed, and once confirmed in IPAC, no record is sent back to IBIL.
- Once sent from IBIL, records usually accept in ABCO.  Rejects are rare; however, if changes are necessary, the user is contacted.  Updates to the record will be noted in the ABCO comments field in IBIL.
- When rejects do occur, the three most common reasons are:
- An invalid Agency Location Code (ALC) in the vendor record of a vendor type G, V, or W.
- The accounting will not validate because the DVAL, PGMT, or FUND, etc., tables are incomplete or inaccurate.
- The agency is attempting to record unauthorized transactions to specific treasury symbols.

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## A record is sent to FFIS for each transaction accepted into ABCO from IBIL.
This record will be an “A1” document (receivable).  FFIS will upload the record upon the next nightly cycle.  In most cases, it is available the second business day following the IBIL submission.
Users can locate the “A1” Document number in the Generic Interface Document Cross-Reference Table (GIDT), using the vendor code and ABCO bill number. 
Once the ABCO billing proc is run, an “A2” collection document will be produced in FFIS and located              using GIDT.
See following sample IBIL record and following                         FFIS screens.

- This record will be an “A1” document (receivable).  FFIS will upload the record upon the next nightly cycle.  In most cases, it is available the second business day following the IBIL submission.
- Users can locate the “A1” Document number in the Generic Interface Document Cross-Reference Table (GIDT), using the vendor code and ABCO bill number.
- Once the ABCO billing proc is run, an “A2” collection document will be produced in FFIS and located              using GIDT.
- See following sample IBIL record and following                         FFIS screens.

**Finding IBIL Generated ****Receivables and Collections in FFIS**

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## Example  – Audit Trail From IBIL-FFIS-IPAC

**Example  – Audit Trail From IBIL-FFIS-IPAC**

- Indicates bill has left IBIL.  IBIL is one way, so this is finished in IBIL..

- Use Debtor Number and ABCO Bill Number in GIDT.

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## GIDT - Example

**GIDT - Example**

- Note agency code and “ABCO”,  Key 1 field contains IBIL Debtor Number and ABCO bill number from sample bill.

- Receivable Document  (A1)

- Collection Document  (A2)

- Input AGENCY, 16 for NRCS, and FEEDER SYSTEM ID, “ABCO”.
- Under KEY 1 enter,  “12”, vendor code, 5 spaces, “92” and the ABCO bill number.
- Note the 12 and 92 are constants.  These are the department and system codes.
- The following example lists the A1 & A2 document for this IBIL bill example.

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## ARHT – ExampleReceivable Entry from IBIL Submission

**ARHT – Example****Receivable Entry from IBIL Submission**

- Enter A1 Document Number from GIDT.

- Bill has been collected.

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## CRLT– ExampleCollection Entry from IBIL Submission

**CRLT– Example****Collection Entry from IBIL Submission**

- Enter A2 Document Number from GIDT.

- The DEP # is the last six digits of the IPAC bill number.  The ACCMP DATE  is the IPAC bill date.

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## Resulting IPAC bill from example transaction

**Resulting IPAC bill from example transaction**

- Originating ALC = ALC who submitted bill in IBIL.

- Customer ALC = Debtor Agency

- IPAC Document Reference Number is the deposit number recorded in FFIS.

- Note the debtor’s agency information flows to the Purchase Order Number field in USDA Obligating DRN format, which will allow for automatic processing in DDGEN.  *(Note:  In this example, the last 3 characters of the MO are missing in the PO field.  This was due to a program error which has been corrected.)*

- Note the ABCO bill number is in the Invoice field, and the department code, CAN, and system code are mapped to the ACT field on the IPAC bill.  The IBIL Reference Number is mapped to the Contract Number field.

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## IBIL Edits for Intra-USDA Bills

**Compares vendor code/debtor number input to IBIL to vendor code on debtor’s MO to assure CAN’s are  the same. **
**Assures ALC on FGXT is correct for both the Vendor Code/Debtor Number in IBIL as well as for the Vendor Code on the Debtor’s Obligating Document.**
**Verifies that the Debtor Reference Document and line number are both valid and sufficiently funded.**
**Sample bill follows with VEND, FGXT, debtor agency Obligation Line Header Table (OBLH), and debtor agency Obligation Line Table (OBLL) screen examples.**

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## Sample

- Debtor number is validated against VEND and FGXT, as well as the vendor code on the Debtor’s Obligation Document on the OBLH table.

**Sample**
**Intra-USDA bill**

- Obligation Doc and line number must be valid on Debtor’s OBLL, and the **available **amount on the line must be sufficient.

***See following  ***
***Table Screen Prints***
***VEND – FGXT from FF16***
***OBLH – OBLL from FFFA***

*Note this bill was entered before edits on debtor accounting implemented in IBIL (Nov. 2006)*

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## VEND Example (Common Table)

**VEND**** ****Example (Common Table)**

**Note the VEND Type is “V” and the VEND CAT TYPE = “G”**
**When input into IBIL, this vendor code will generate an IPAC bill.**
**THE CAN is set up in the correct format for NRCS billing CE.**

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## FGXT Example (Common Table)

**FGXT Example (Common Table)**

**THE CAN is set up in the correct format for NRCS billing CE (part of FSA).  The CAN ending with an R points to FSA’s ALC, 12-06-0000.  This is important as this entry on FGXT determines the ALC that will be IPAC’d.   Also, this ALC determines which FFIS application to which the debtor obligation information will be validated against. **
**Also, equally important, the CAN ending with a “P” is set up correctly to reference 12- 40-1600, NRCS.  If this was not set up correctly, even if CE’s MO referenced this CAN correctly, IBIL would not allow the bill to be submitted if the ALC for that CAN did not reference the ALC submitting the IBIL, in this case NRCS.**

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## Debtor OBLH Table – FA, The Sample Debtor Agency

**Debtor OBLH Table – FA, The Sample Debtor Agency**

**Note in this example, the first 10 characters of the CAN do not match those on the IBIL Debtor CAN.  In order to submit this bill today, the debtor would have to add the CAN being billed to the ALT PAYEE field, or the IBIL user will have to re-enter the bill, referencing the CAN on the MO.   Note, this sample bill was submitted before edits were implemented.**

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## Debtor OBLL Table – FA,  The Sample Debtor Agency

**Debtor OBLL Table – FA,  The Sample Debtor Agency**

**Note, in this example the outstanding amount on line 1 is $1,027.30.  This is not sufficient to cover the amount entered in IBIL, $2,422.34.  Therefore edits will prevent the bill from being submitted.**

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## Billing Agency ACXT Table

**Billing Agency ACXT Table**

**The last edit upon input is the billing agency’s accounting.   **
**The accounting for this sample bill is valid, see below .**

- Enter the FY, agency code and accounting string to test for validity.

- Y

- 75

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## IBIL Questions and Help

**A copy of the IBIL procedures can be easily obtained at any time by clicking “User Manual” on the Log In screen.**
**Help can also be obtained via telephone and e-mail     (see contacts on following page).**

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## IBIL Contacts

- Eddie Reso (504) 426-5064
*  **	**      *_[eddie.reso@usda.gov](mailto:eddie.reso@usda.gov)__  _
- Robert Sturgis (504) 426-5073 –*NRCS Liaison*
* **	**	**robert.sturgis@usda.gov*
- Cathy Palermo (504) 426-1357* **	**	**cathy.palermo@usda.gov*

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