BOP Program Statement 8540.03 § 13

The Deputy Controller, Financial Accounting and Budgeting, publishes any updated Quarterly

instructions before the end of the applicable closeout. The Year-end closing instructions are

published annually. These documents contain details for task accomplishment and report

composition by due date.

REFERENCES

ACA Standards

None.

Records Retention Requirements

Requirements and retention guidance for records and information that apply to this program are

available in the Records and Information Disposition Schedule (RIDS) on Sallyport.

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Attachment A. OPEN ITEM MANAGED ACCOUNTS

Note: All text will be written using CAPITAL letters.

OPEN ITEM MANAGED ACCOUNT REQUIRED ASSIGNMENT

AND TEXT FIELD DATA - FIELD/CENTRAL OFFICE LOCATIONS

G/L Acct Account Name Assignment Field Text Field

114010 Progress Payment Contract Number Customer Number and

Purchase Order Number

141000 Travel Advances Travel Authorization EMPLOYEE NAME

Number

144000 Advance to Vendor Contract Number and VENDOR NAME and

Purchase Order Vendor Number

Number

145000 Prepayments (*see Local Discretion Corporate Reporting

note) Discretion

145500 Other Deferred and Fiscal Year and type Fiscal Year and type of

Prepaid Expenses of distribution (e.g., distribution (e.g., FTS)

FTS)

151400 Defective Materials Document Number Month and Year (e.g.,

JANUARY 2006)

151500 Scrap at net Document Number Month and Year (e.g.,

Realizable Value JANUARY 2006)

Month, Year (e.g.,

151800 RM Inventory in Purchase Order JANUARY 2006)

Transit Number

151900 Allowance for An identifiable ** RM SLOW

Obsolete RM&S reference number MOVING

(e.g., document ** PHYSICAL INV

number) ADJUST

** RM EXOB

** OTHER

P8540.03 03/18/2015 18

OPEN ITEM MANAGED ACCOUNT REQUIRED ASSIGNMENT

AND TEXT FIELD DATA - FIELD/CENTRAL OFFICE LOCATIONS

G/L Acct Account Name Assignment Field Text Field

152800 Inventory at Customer Sales Order Number Full explanation of items

and Line Item over 90 days

Number (i.e.,

0010091487000048)

153000 Allowance for An identifiable ** 152800 95%

Obsolete Finished reference number ALLOWANCE

Goods (e.g., document ** FG 95%

number) ALLOWANCE

** FG SLOW

MOVING

** PHYSICAL INV

ADJUST

** FG EXOB

** OTHER

Allowance for An identifiable ** SA SLOW MOVING

158700 Obsolete reference number ** SA 95%

Subassemblies (e.g., document ALLOWANCE

number) ** PHYSICAL INV

ADJUSTMENT

** SA EXOB

** OTHER

158800 Inventory Adjustment An identifiable ** WIP 95%

– Work In Process reference number ALLOWANCE

(e.g., document ** WIP INVENTORY

number) ADJUSTMENT

** OTHER

173800 B& I Writedown This account goes in Asset Number

Central Office

Asset Number

175800 Allowance for This account goes in Asset Number

Obsolete M&E Central Office

Asset Number

P8540.03 03/18/2015 19

OPEN ITEM MANAGED ACCOUNT REQUIRED ASSIGNMENT

AND TEXT FIELD DATA - FIELD/CENTRAL OFFICE LOCATIONS

G/L Acct Account Name Assignment Field Text Field

191000 Bailment Property Production Number Customer and Sale

Order Number

199000 Other Assets Plant and Document Month and Year

or IPAC Number

211600 Drafts Payable Draft Payable Not Applicable

(COBO only)

212000 Vouchers in Transit Local Discretion Local Discretion

217000 Transportation FPI Reference XXXX TRR Accrual

Expense Payable Number with plant MM/YY

tracking number, etc.

EX:

FPI08001039XXXX

222000 Accrued Expense Local Discretion ** Institution Billing

Number MM/YY

** Other – full

description

222010 Accrued Inmate Pay Local Discretion Inmate-Pay Accrual

MM/YY

222020 Accrual - Civilian Pay Local Discretion Civ-Pay Accrual

MM/DD/YY

222100 Liability for Customer Credit Voucher Credit Voucher Number

Incentives Number

231010 Progress Payable Contract Number Customer Number and

Purchase Order Number

232000 Accounts Payable Local Discretion Local Discretion

Deferred

259000 Special Deposits Pay Period/YY and Staff Housing

Payable Staff Name

P8540.03 03/18/2015 20

OPEN ITEM MANAGED ACCOUNT REQUIRED ASSIGNMENT

AND TEXT FIELD DATA - FIELD/CENTRAL OFFICE LOCATIONS

G/L Acct Account Name Assignment Field Text Field

261000 Contingent Annual Not Applicable Not Applicable

Leave (*see note)

280000 Bailment Liability Production Number Customer Number and

Sales Order Number

294000 Capital Lease Asset Number Vendor Number and

Liability Purchase Order Number

299000 Other Liabilities Local Discretion * VENDOR NAME and

Vendor Number

* Full Description for

other than cancelled

checks

*Note: Locations may request to use this account, but the request must be in writing and

approved by the Deputy Controller, Financial Accounting and Budgeting. If approved, the

location is responsible for monitoring this account.

** Note: must be reconciled at year end, or any time balance changes, and cleared once annually.

P8540.03 03/18/2015 21

OPEN ITEM MANAGED ACCOUNT REQUIRED ASSIGNMENT

AND TEXT FIELD DATA – CAR

G/L Acct Account Name Assignment Field Text Field

132100 AR-Credit Card System Generated Chief, CAR Discretion

Clearing – VISA Tracking Number

132200 AR-Credit Card System Generated Chief, CAR Discretion

Clearing – Discover Tracking Number

132300 AR-Credit Card System Generated Chief, CAR Discretion

Clearing – Tracking Number

MasterCard

132400 AR-Credit Card System Generated Chief, CAR Discretion

Clearing – American Tracking Number

Express

136100 Un-applied Payments Payment method – Chief, CAR Discretion

– Lockbox (Contra) deposit number

136200 Un-applied Payments Payment method – Chief, CAR Discretion

– Credit Card deposit number

(Contra)

136300 Un-applied Payments Payment method – Chief, CAR Discretion

– Non-Treasury deposit number

(Contra)

136400 Un-applied Payments Payment method – Chief, CAR Discretion

– GOALS/IPAC deposit number

(Contra)

138000 Long Term Year and Month of Next payment due date

Receivable original document

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