OMB HOME • AGENCY INFORMATION
M-03-01, Attachment A-1
Exchange Transactions
Data Elements for Intragovernmental Orders
|
ORDER DATA ELEMENTS
|
DESCRIPTION
|
| Order date |
Calendar date that order placed (mm/dd/yyyy format) |
| Order No. |
Document number that references a specific purchase transaction |
| Interagency Agreement No. |
Number of document (interagency agreement, MOU, etc) to which this specific purchase is to be associated |
| Customer agency |
DUNS number for site location placing order (buyer) |
| Delivery address |
Delivery location if different from physical address listed in CCR/BPN |
| Providing agency |
DUNS number for site location filling order (seller) |
| Line No. |
Sequential number to differentiate among items when more than one item is ordered |
| Supply/Service |
Description of supplies or services ordered |
| Quantity |
Quantity ordered |
| Unit Cost |
Cost of individual unit |
| Line Total |
Unit cost times quantity in dollars/cents |
| Total Amount |
Total of all line totals |
| Authorizing official |
Electronic (certified) signature of authorizing official |
| Payment Terms |
Quarterly/Monthly/Semi-annually/Upon delivery (specify only one option) |
| Ordering point of contact |
Name of Individual to contact for questions about order |
| POC Phone |
Phone number of ordering point of contact |
| E-mail |
E-mail address of ordering point of contact |
| Program activity |
Code/indicator to identify the major program/mission activity for which the order is required. (Purpose is to tie budget execution to performance of mission activity) |
| Obligation Mo/Yr |
Month and year in which the obligation was recorded (Used to identify potential timing differences for reporting purposes) |
| Appropriation |
Appropriation code that will be charged for purchase. Full symbol must be entered. |
| Funding organization |
Code/indicator to identify organizational entity that is funding the purchase (This is the spending allocation that will be charged.) |
| Cost Center |
Code/indicator for organizational entity that will be using the items purchase to execute the program/mission activity identified above. (This could be the same as the funding organization or it could be a specific project) |
| Object Class Code |
Spending category that describes the type of goods or services being purchased. (Used for major object class reporting and for deriving general ledger posting.) |
| Fiscal Period |
Number of fiscal month in which purchase transaction is recorded in the general ledger |
| Standard General Ledger |
Proprietary and budgetary accounts in which the financial impact of the event is recorded |
| Capital Asset Indicator |
Yes/No indicator to specify whether item purchased will be capitalized by the ordering agency and recorded as an asset rather than an expense |
Attachment A-2
Exchange Transactions
Data Elements for Intragovernmental Bills
| BILL DATA ELEMENTS |
DESCRIPTION |
| Bill date |
Calendar date of bill (mm/dd/yyyy format) |
| Bill No. |
Document number that references a specific notice of delivery and/on invoice/bill |
| Intragovermental Order No. |
Document number that references the buyer’s specific intragovernmental order number |
| Interagency Agreement No. |
Number of document that corresponds with the interagency agreement associated with order and bill |
| Customer agency |
DUNS number for site location placing the order (buyer) |
| Providing agency |
DUNS number for site location fulfilling the order (seller) |
| Line No. |
Line number from order that indicates the specific item being billed |
| Unit Cost |
Cost of individual unit delivered for a given line |
| Line Amount |
Quantity delivered times the unit cost (expressed in dollars and cents) |
| Total Amount |
Total dollar amount of all line amounts on the bill |
| Partial/Final Indicator |
Enter "F" if bill represents final bill against the intragovernmental order. For interim bills, enter "P" |
| Settlement Date |
Last date to make fund transfer before penalty charges can be applied |
| Delivery point of contact |
Name of Individual to contact for questions about delivery |
| Delivery phone |
Phone number of delivery point of contact |
| E-mail |
E-mail address of delivery point of contact |
| Program activity |
Code/indicator for major program/mission activity associated with the revenue/sale |
| Period of Performance |
Beginning and ending period for which revenue was earned (mm/yyyy/mm/yyyy format). Ending period can be same as the beginning period |
| Revenue Fiscal Period |
Number of fiscal month in which the revenue transaction was recorded in the general ledger |
| Bill Fiscal Period |
Number of fiscal month in the accounts receivable was recorded in the general ledger |
| Appropriation |
Appropriation that will receive the transfer of funds. Full symbol must be entered. |
| Funding organization |
Code/indicator for organizational entity that will receive the funds (usually at operating plan level) |
| Revenue/Profit Center |
Code/indicator for the organizational entity or project that earned the revenue. May be the same as the funding organization |
| Revenue Code |
Revenue category that describes the type of goods or services sold |
| Inventory/Asset Indicator |
Enter "I" if goods sold from inventory; enter "A" if property asset sold; enter"9" if neither |
| Standard General Ledger |
Proprietary and budgetary accounts in which the financial impact of the event are recorded |
