OFFICE OF FINANCIAL MANAGEMENT

Updated 04/14/01

---

DOCUMENT NUMBERING FOR ITA FINANCIAL DOCUMENTS

For the most part, the Document Number for any transaction posted to a financial report is determined by the International Trade Administration (ITA) or Administrative Support Center (ASC) office generating the document. That is, the Document Number for an obligation (MO) or a payment (PV) for a purchase order is the same as the Purchase Order number assigned by the ASC. Likewise, the Document Number for a travel obligation (TO) or payment (TV) is the same as the travel order number assigned by the originating office.
 

In other cases, however, the Document Number may not be so obvious. The following explanation should assist you in identifying some of the transactions entered by the National Business Center (NBC).
 

Citibank Purchase Card. The Document Number used for the monthly payment is the billing date; i.e. 00CIJAN; this is calendar year 00, followed by CI for Citibank, followed by JAN for the month of the bill. The last four digits of the cardholder's account # will show in the description field. Starting with February, 2000, the cardholder's name will be included in the description. The entries on the Citibank payments will always be against the default account.
 

After the cardholder/approving official submits the statement to NBC, the adjustment entry is made. This will show as an SV, with a Document Number of 00CIJANXXXX, with X representing the last four digits of the cardholder's account. The SV is a reversal entry, which will show as a negative expenditure for the default account, and a positive expenditure for the corrected account (per the Banklog attached to the statement). Again, starting in February, the description field will include the cardholder's name, and location.
 

Citibank Government Travel Authorization (GTA) Accounts. These are TP documents, for monthly transportation charges against a GTA account. The Document Number is 00CBXXXXJAN, with 00 as the calendar year of the bill, CB for Citibank, X as the last four digits of the GTA account, and JAN as the billing month. The traveler's name will generally be in the description field. These will usually reference the travel order (TO) obligation, so a corresponding entry will post as a negative obligation.
 

Note - These should not be confused with the travelers' own individual accounts (travelers are responsible for paying their own Citibank charges).
 

Federal Express. Beginning in January, 2000, NBC began using the Invoice number, preceded with an "F", as the Document Number for all Federal Express payments. Prior to that, the related purchase order number was used.
 

Imprest. The Document Number is the date (YY,MMM,DD) of the last sub-voucher of the reimbursement. The vendor name and description should be sufficient to identify any transaction.
 

Miscellaneous Payments. The Document Number for other misc. payments such as medical payments, trade event refunds, some Memorandum of Understanding (MOUs), etc. is from a log maintained by NBC. An example would be 00NBC1234. Again, the vendor name and description fields will assist in identifying the transaction.
 

Online Payments and Collections (OPAC). The Document Number used is the one assigned by the billing agency (OPM, GSA, etc.). These may be more difficult to identify. Check the description field. If the payment is for expenses that have been obligated, a related entry will be posted for the MO, as a de-obligation (MO - ).
 

Payroll. The Document Number for payroll documents is the post code, julian date, pay period, and the a consecutive two-digit number.
 

Phone Bills. The Document Number for phone charges (which are not on a purchase order) is a one digit FY followed by the first 10 digits of the account number. The period of service will show in the description field.
 

State Department. The Document Number for state department documents begin with the agency service code, post, Bureau Fund Year (BFY), fund, julian date. These would include both misc. orders and payment documents.
 

Training. The Document Number is derived from the date the training begins, preceded with a "T". For example, T991215 would be for training which started on Dec. 15, 1999. The trainee's name will show in the description field. For group training, the Document Number will include "CL", such as T99CL1215.