ACCOUNTING POLICY AND PROCEDURES (APP) MANUAL. TOPIC: Section 9 FMS Processing 1.2 EFFECTIVE DATE: 06/28/1985
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1 STATE OF WISCONSIN DEPARTMENT OF HEALTH SERVICES DIVISION OF ENTERPRISE SERVICES BUREAU OF FISCAL SERVICES ACCOUNTING POLICY AND PROCEDURES (APP) MANUAL TOPIC: Section 9 FMS Processing 1.2 EFFECTIVE DATE: 06/28/1985 TITLE: Document Numbering REVISION DATE: 07/15/2015 AUTHORIZED BY: Deputy Director, Bureau of Fiscal Services BACKGROUND The Expenditure Accounting Section of the Bureau of Fiscal Services (BFS) assigns various series of document numbers to be used in the processing of fiscal transactions. Attached are schedules of the fiscal year 2016 (FY16) number series assigned to each organization for the following documents: Invoice Vouchers (IN), Journal Vouchers (JV), Deposit/Journal Vouchers (DV/JV), Budget Documents (BD), State Employee Travel Reimbursement Requests (TL), WiSMART Journal Vouchers (Correction Transfers), and Purchase Order Documents. PROCEDURES 1. Invoice Voucher Numbering Invoice voucher numbers for FY16 are listed on Attachment 1 of this bulletin. The Division of Enterprise Services (DES) will use the Online All Org Invoice Voucher number series, located at L:\BFSShrDocument Numbers\FY16-All Org. 2. Adjustment Document Numbering Journal Vouchers, Deposit/Journal Vouchers, Budget Documents The All Org Journal, Deposit/Journal, and Budget Document number series is located in the LAN directory at L:\BFSShrDocument Numbers\FY16-All Org. a. The Office of the Secretary and the Division of Enterprise Services will use the Online Budget Document Number series, located at L:\BFSShrDocument Numbers\FY16-All Org. b. Division of Mental Health and Substance Abuse Services (DMHSAS) and the Division of Long Term Care (DLTC) Facilities and Organizations These Program 2 organizations shall assign their own numbers for all documents. Program 2 organizations shall maintain document numbering logs. In some cases it may be necessary for BFS to originate a journal voucher or a budget document. The division lead accountant will be assigned a block of numbers for Program 2 All Org Journal Vouchers and Budget Documents. Page 1 of 9
2 Page 2 of 9 c. All Organization Number Series Organizations are to use this series of numbers when the document affects more than one organization. These numbers are located on the LAN in the directory L:\BFSShrDocument Numbers\FY16-All Org. 3. Guidelines for Accessing Document Numbers from the LAN When logging out a document number from the LAN, complete all information fields immediately, save the document, and exit the Excel program. a. DO NOT click on save as or make any other modification in the original name of the spreadsheet. This can result in duplicate numbers and permanent loss or modification of the original spreadsheet. b. Try to sign out your document number, save, and exit the Excel program as quickly as possible. This is so others waiting to use the spreadsheet can access it. 4. Use of the Deposit/Journal Voucher Series The Deposit/Journal Voucher number series was implemented primarily for making deposits to the Treasury. When assigning a Deposit Voucher number, the required Journal Voucher will automatically be the same number. This is intended to ease cross-referencing of the two documents. If you will be using a Deposit Voucher alone without a matching Journal Voucher, then indicate so in the Description field of the spreadsheet, i.e., no JV. 5. State Employee Travel Reimbursement Request Numbering (TL Numbers) Travel document numbers for FY16 are listed on Attachment 3 of this bulletin. All TLs use the All Org Dept of Health Services number series except those used by institutions and centers. Institutions and centers are assigned their own number series. 6. Reserve of Document Numbers in Anticipation of a COOP Event In the event of a COOP (Continuity of Operations Program) Incident, 500 of each type of document number (BD, JV, DV/JV, IN, and TL) will be reserved for use. A physical log will be kept with COOP documentation and maintained annually, as needed. ATTACHMENTS 1. Assigned Invoice Voucher Numbers for Department of Health Services Fiscal Year Adjustment Document Numbering Fiscal Year TL Document Numbers for Fiscal Year Telephone Service Order Numbers for Fiscal Year Wireless Order Numbers for Fiscal Year Department of Health Services Institution Purchase Order Numbers for Fiscal Year Department of Health Services Division Purchase Order Numbers for Fiscal Year 2016 CONTACTS Expenditure Accounting Section Chief
3 Page 3 of 9 ATTACHMENT 1 ASSIGNED INVOICE VOUCHER NUMBERS DEPARTMENT OF HEALTH SERVICES FISCAL YEAR Bi-Weekly Payrolls Bi-Weekly Fringe Reserved by BFS Processing Institutions Reserved Reserved for COOP use Reserved All Org Department of Health Services Reserved Fund 490/495 Payment Vouchers Reserved Assigned to BFS AP for the following organizations: Division of Public Health (1000) DMHSAS and DLTC Facilities (Program 2) Division of Health Care Access and Accountability (4000) Division of Mental Health and Substance Abuse Services (5000) Division of Quality Assurance (6000) Division of Long Term Care (7000) Office of the Secretary (8100) Division of Enterprise Services (8200) Department-wide Services (8300) Office of Policy Initiatives and Budget (8400) Office of the Inspector General (8500) Office of Children s Mental Health (8600) Reserved for BFS for non-state employee travel Reserved Employee Share Fringe Refund State Share Fringe Supplemental Payroll Personnel Non-Payroll Fringe Benefit Adjustment Voucher Reserved Reserved (CARS 10-year cycle) BFS CARS Unit All Organization Reserved (CARS 10-year cycle) Reserved DDB Case Services (CE and MER) DDB Admin Reserved
4 Organization Section 9 FMS Processing 1.2 Page 4 of 9 ATTACHMENT 2 ADJUSTMENT DOCUMENT NUMBERING FISCAL YEAR 2016 Deposit / Journal Journal Voucher Voucher DLTC Facilities (Central Office all org #s) (Bill Huo) Budget Document DMHSAS (Central Office Joe O Connell) Org 2 (BFS/Managerial Accounting) (Mary Jane Krzewina) None MENDOTA MENTAL HEALTH INSTITUTE WINNEBAGO MENTAL HEALTH INSTITUTE SAND RIDGE SECURE TREATMENT FACILITY WISCONSIN RESOURCE CENTER CENTRAL WISCONSIN CENTER NORTHERN WISCONSIN CENTER SOUTHERN WISCONSIN CENTER BFS COLLECTIONS ALL ORGANIZATION 2 nd JV range CORRECTION TRANSFERS DHS Reserved for Vital Records DHS (Credit Card reserved for Lora Affholder) DDB (Mark Prodoehl) Reserved for COOP Use BFS Reserve Supplemental Payroll Processing (This JV series should be the same document number range as the range used for invoices for supplemental payroll) (Expenditure Accounting) BFS used for All Org 2 nd range BFS Reserve
5 Page 5 of 9 ATTACHMENT 3 TL DOCUMENT NUMBERS FOR FISCAL YEAR 2016 Organization Name SFY 2016 DISABILITY DETERMINATION BUREAU MENDOTA MENTAL HEALTH INSTITUTE WINNEBAGO MENTAL HEALTH INSTITUTE SAND RIDGE SECURE TREATMENT FACILITY WISCONSIN RESOURCE CENTER CENTRAL WISCONSIN CENTER NORTHERN WISCONSIN CENTER SOUTHERN WISCONSIN CENTER ALL ORG DEPT OF HEALTH SERVICES RESERVED FOR COOP USE RESERVED BY BFS
6 Page 6 of 9 ATTACHMENT 4 TELEPHONE SERVICE ORDER NUMBERS FOR FISCAL YEAR 2016 July 1, 2015 June 30, 2016 DIVISION TELEPHONE SERVICE VOIC ORDER NUMBERS ORDER BEGINNING ENDING DIV OF ENTERPRISE SERVICES DIV OF HEALTH CARE ACCESS AND ACCOUNTABILITY DIV OF LONG TERM CARE DIV OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES DIV OF PUBLIC HEALTH DIV OF QUALITY ASSURANCE OFFICE OF CHILDREN S MENTAL HEALTH OFFICE OF LEGAL COUNSEL OFFICE OF POLICY INITIATIVES AND BUDGET OFFICE OF THE SECRETARY OFFICE OF THE INSPECTOR GENERAL NOTE: If you run out of service order numbers, call the Telecom Office at to request additional numbers.
7 Page 7 of 9 ATTACHMENT 5 WIRELESS ORDER NUMBERS FOR FISCAL YEAR 2016 (Basic Cell, iphone, ipad, Air Card) July 1, 2015 June 30, 2016 DIVISION BEGINNING ENDING DIV OF ENTERPRISE SERVICES DIV OF HEALTH CARE ACCESS AND ACCOUNTABILITY DIV OF LONG TERM CARE DIV OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES DIV OF PUBLIC HEALTH DIV OF QUALITY ASSURANCE OFFICE OF CHILDREN S MENTAL HEALTH OFFICE OF LEGAL COUNSEL OFFICE OF POLICY INITIATIVES AND BUDGET OFFICE OF THE SECRETARY OFFICE OF THE INSPECTOR GENERAL NOTE: If you run out of service order numbers, call the Telecom Office at to request additional numbers.
8 Page 8 of 9 ATTACHMENT 6 DEPARTMENT OF HEALTH SERVICES INSTITUTION PURCHASE ORDER NUMBERS FOR FISCAL YEAR 2016 July 1, 2015 June 30, 2016 PURCHASE ORDER NUMBERS INSTITUTION / OFFICE PREFIX BEGINNING ENDING CENTRAL WISCONSIN CENTER GT* NORTHERN WISCONSIN CENTER GN* SOUTHERN WISCONSIN CENTER GS* MENDOTA MENTAL HEALTH GM* WINNEBAGO MENTAL HEALTH GW* WISCONSIN RESOURCE CENTER GW* SAND RIDGE SECURE TREATMENT FACILITY GR* FY PREFIX FISCAL YEAR A 1 B 2 C 3 D 4 E 5 F* 6 G 7 H 8 I 9 J 0 EXAMPLE: GT + F (FY2016) + PO NUMBER = GTF 62001
9 Page 9 of 9 ATTACHMENT 7 DEPARTMENT OF HEALTH SERVICES DIVISION PURCHASE ORDER NUMBERS FOR FISCAL YEAR 2016 July 1, 2015 June 30, 2016 PURCHASE ORDER NUMBERS DIVISION / OFFICE PREFIX BEGINNING ENDING DIVISION OF PUBLIC HEALTH FA* DIVISION OF HEALTH CARE ACCESS AND ACCOUNTABILITY (FKE assigned to DDB) DIVISION OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES FK* FB* DIVISION OF QUALITY ASSURANCE FC* DIVISION OF LONG TERM CARE FJ* DIVISION OF ENTERPRISE SERVICES BUREAU OF INFORMATION TECHNOLOGY SERV 490/495 PROJECTS BFS ONLY OFFICE OF POLICY INITIATIVES AND BUDGET OFFICE OF LEGAL COUNSEL OFFICE OF THE SECRETARY OFFICE OF THE INSPECTOR GENERAL OFFICE OF CHILDREN S MENTAL HEALTH FH* FH* FH* FF* ALL ORGANIZATION FM* DIRECT CHARGES FY PREFIX FISCAL YEAR A 1 B 2 C 3 D 4 E 5 F* 6 G 7 H 8 I 9 J 0 EXAMPLE: FK + F (FY2016) + PO NUMBER = FKF 60601
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