Non-IPAC Bill Information Field Instructions

The Bill Information window is the first window displayed when adding a new bill or accessing an existing bill from the IBIL Main Menu window. It is used to start the billing process and to provide overall billing information that is useful to both the debtor (paying agency) and the billing agency. For processing instructions, see Adding A New Bill or Accessing A Bill as applicable.

Start by establishing a bill for/You are currently updating ABCO Bill No., Debtor No.
	This line identifies the billing Agency Location Code (ALC), plus the agency code you are currently logged in as in IBIL. Verify that this information is correct before proceeding or data entered will result in submitting bills on behalf of the wrong agency.

Vendor/Debtor No.

No entry

This field is system generated based on the vendor/debtor number entered on the IBIL Main Menu window. Note: If this bill has been copied, type in the vendor/debtor number. For USDA billing agencies, this number must be valid on the FFIS VEND table.

For Intra-USDA billing transactions (common agreements), type in the FFIS agreement number.

Position 1 is an & which is used as a unique identifier to indicate that this vendor number relates to an intradepartmental agreement.

Positions 2-3 are the providing agency code.

Positions 4-5 are the receiving agency code.

Position 6 is the year of agreement.

Position 7-9 are the alphanumeric sequential identifier assigned by the NFC Table Maintenance Group.

Position 10 is space for Non-IPAC billing.

Position 11 is P for providing agency; R for receiving agency.

For billing Commodity Credit Corporation, type the following:

Positions 1-2 are the state code.

Positions 3-5 are the county code.

Positions 6-11 are CCC A (space between CCCC and A).

For Other Vendor billing transactions, the taxpayer identification number is generally used along with an address indicator. Note: Employee vendor codes are not allowed due to possible tax implications.

Reference No.	Required, numeric, 9 positions
	Type in the applicable reference number. This number should be meaningful to the billing agency since it should be used every time a bill is submitted that is related to this transaction. Note: If interest will not be charged on this bill, type a `Z` in the first position of the reference number. The system will then be flagged not to charge interest for this bill.

Note: IBIL will automatically generate a 10 position ABCO bill number by adding a tenth position to your reference number. The tenth position acts as a counter for this debtor and reference number. Upon the first billing, the tenth position will be 1 and subsequent billings progress from 2 through 9 and then A through Z.

Period Covered From/To	Optional-default, numeric, 8 positions
	The To date defaults to the current date. Type in the From and To dates (mmddyyyy) to display the actual period covered by this bill.

Amount to be Billed	Required, alphanumeric, 50 positions max.
	Type in the total amount to be billed.

Debtor	No entry
	This field is system generated based on the vendor/debtor number entered on the IBIL Main Menu window. The name will be validated against the FFIS VEND table and displayed in this field.

Address	No entry
	This field is system generated based on the vendor/debtor number entered on the IBIL Main Menu window.

City	No entry
	This field is system generated based on the vendor/debtor number entered on the IBIL Main Menu window.

State	No entry
	This field is system generated based on the vendor/debtor number entered on the IBIL Main Menu window.

Zip	No entry
	This field is system generated based on the vendor/debtor number entered on the IBIL Main Menu window.

Description	Optional, alphanumeric, 200 positions max.
	Type in additional descriptive text. This text appears in IBIL only and may be used for notes to the user or other IBIL users concerning this bill. Note: You may also include the name of a specific debtor representative who may be knowledgeable about the details of this billing transaction.

Comments	No-entry
	This field is reserved for NFC personnel only. ABCO personnel use this field to communicate changes to the bill.