Screen Name: IFMV

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.

This section of the IIS screens training will teach you how to access the IFMV screen

to pay a provider for services.

IFMV,,new

Open a blank DHR screen, Type IFMV,,new and then press Enter.

The Purchase Order Entry screen is displayed.

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.

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.

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.

DIVISION ID NUMBERS

• Baker 1• Benton 2• Clackamas 3• Clatsop 4• Columbia 5• Coos 6• Crook 7• Curry 8• Deschutes 9• Douglas 10

• Gilliam 11• Grant 12• Harney 13• Hood River 14• Jackson 15• Jefferson 16• Josephine 17• Klamath 18• Lake 19• Lane 20

DIVISION ID NUMBERS

• Lincoln 21• Linn 22• Malheur 23• Marion 24• Morrow 25• Polk 27• Sherman 28• Tillamook 29• Pendleton 30• Union 31

• Wallowa 32• Wasco 33• Washington 34• Wheeler 35• Yamhill 36• Hermiston 38• East 42• Midtown 43• Alberta 44• Rockwood 46

DIVISION ID NUMBERS

• Gresham 47• Metro Hotline 48• Milton-Freewater 53• Central Office 60• Metro District 81• Western District 82• Southern District 83• Eastern District 84

004 At the Ship To field, Type your division number.

a12345

Press the Tab key to the PROVIDER NUMBER field, Type the provider number located on document received from Co-Worker.

004

a12345

Press the Tab key to the SAME field, Type a ‘X’.X

004

a12345 X

In the SUBMITTED BY field, Type your name.

Mocha Java

503 3783169

P.O. Box 1289

After pressing Enter the system will print a hard copy.

Oregon Association Oregon Association

J43321

P.O. Box 1289

Mocha Java

P123456 P123456

P123456

503 3783169

P.O. Box 1289 Oregon Association Oregon Association

J43321

P.O. Box 1289

Mocha Java

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.

P123456

Oregon AssociationJ43321

P123456 001P123456

Press F2, the IFMW screen will display with the purchase order number included.


P123456 001P123456

Press the Tab key to the DSC1 Field, Type the reason for the service.

Trans to girls group

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.


P123456 001P123456


Press the Tab key to the CST CTR Field, Type the cost center code, which is your district number.

004

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.

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.


P123456 001P123456


004

In the OBJECT CODE Field, Type the object code.

123456


P123456 001P123456


004 123456

In the QUAN ORD field, Type the number ‘0001’.

0001


P123456 001P123456


004 123456

Type ‘0001’ under the DSC4 field.

0001 0001


P123456 001P123456


004 123456 0001 0001 000000

Press the Tab key to the Unit field and Type ‘each’.

each 00000.000

00000.000

00000.000

00000.000

00000.000

00000


P123456 001P123456


004 123456 0001 0001 092006 each 00080.000

00000.000

00000.000

00000.000

00000.000

Press right arrow key to the Unit Price field and Type the invoice amount for each child.

00000

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.


P123456 001P123456


004 123456 0001 0001 092006 each 00080.000

00000.000

00000.000

00000.000

00000.000

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.

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.

The following slide will show you how to enter the case number and person letter.

P123456,001P123456 *

Press the Right Arrow Key to ‘X’ field.



004 123456 0001 0001 092006 each 00080.000

P123456,001P123456 *



004 123456 0001 0001 092006 each 00080.000

Type the case number and person letter.

fv12345d

If the system does not prompt you to enter a case number and person letter, pressing

enter will complete all invoice entries.


P123456 001P123456


004 123456 0001 0001 092006 each 00080.000

00000.000

00000.000

00000.000

00000.000

I146-HARD COPY COMPLETE

80.00

80.00

001

Press Enter. The system will print a hard copy.

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.

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.

Open a blank DHR screen, Type IFMV,purchase order number and then press Enter.

IFMV,P123456

P123456 P123456


J43321

P.O. Box 1289

Mocha Java

503 3783169 X 092006

Vanilla BeanCarmel Corn

The Field Purchase Order Entry screen appears.

P123456 P123456


J43321

P.O. Box 1289

Mocha Java

503 3783169 X 092006


Press the Tab key to the Received field, Type a ‘x’.

x

P123456 P123456


J43321

P.O. Box 1289

Mocha Java

503 3783169 X 092006


Press the Tab key to the Received field, Type the date invoice was received.

x 092006

P123456 P123456


J43321

P.O. Box 1289

Mocha Java

503 3783169 X 092006


Press the Tab key to the Vendor Invoice field, Type the vendor number.

j888726

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.

P123456 P123456


J43321

P.O. Box 1289

Mocha Java

503 3783169 X 092006



j888726



P123456 001P123456


004 123456 0001 0001 092006 each 00080.000

00000.000

00000.000

00000.000

00000.000

80.00

80.00

j888726

Press F2. The Field Purchase Order Entry screen is displayed.


P123456 001P123456


004 123456 0001 0001 092006 each 00080.000

00000.000

00000.000

00000.000

00000.000

80.00

80.00

j888726P

Press the Tab key to the field below DSC3, Type ‘P’ and then press Enter.


P123456 001P123456


004 123456 0001 0001 092006 each 00080.000

00000.000

00000.000

00000.000

00000.000

80.00

80.00

j888726P



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.

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.

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.

Congratulations!

YOU have successfully completed the DHS IIS

Data Entry Screens Training.

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.

Created By:

Training & Development Specialists:

Jenene HinsonCheryl Hamilton-Jefferson

Program System Support Unit2850 Broadway St NE

Salem, OR 97303

QUESTIONS?Contact Service Desk

Click the ‘X’ to close and return to the

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Screen Name: IFMV