6509.17,24.44-24.7 Page 1 of 4 FOREST SERVICE HANDBOOK Portland, Oregon FSH 6509.17 - AUTOMATED TIMBER SALE ACCOUNTING HANDBOOK R-6 Supplement No. 6509.17-92-8 Effective November 13, 1992 POSTING NOTICE. Supplements to this handbook are numbered consecutively. Check the last transmittal sheet received for this handbook to see that the above supplement number is in sequence. If not, obtain intervening supplement(s) at once from the Information Center. Do not post this supplement until the missing one(s) is received and posted. After posting, place the transmittal at the front of the title and retain until the first transmittal of the next calendar year is received. The last R-6 Supplement to this handbook was 6509.17-92-7. (6509.17,23.6424.43) Document Name 6509.17,24.44-24.7 Digest: Finalizes Region 6 ATSA chapter previously in draft. /s/ John E. Lowe JOHN E. LOWE Regional Forester Superseded New (Number of Sheets) 4 R6 SUPPLEMENT 6509.17-92-8 EFFECTIVE 11/13/92 6509.17,24.44-24.7 Page 2 of 4 FSH 6509.17 - AUTOMATED TIMBER SALE ACCOUNTING HANDBOOK R-6 SUPPLEMENT 6509.17-92-8 EFFECTIVE 11/13/92 CHAPTER 20 - NEW SALES INPUT, RECURRING TRANSACTIONS AND MODIFICATIONS - DELETIONS OF BASIC CONTRACT DATA 24.44 - 4004R Transaction - Down Payment Deposit Assignment (Form FS-6500190). Once the 4001 transaction has been processed for Down Payment Deposits covered by cash, forests should be sure to process the 4004R transaction to freeze the cash before any charges are made. The ATSA system will not freeze any credits until the full amount of credits to be applied towards the down payment is available. 24.46 - 4006R Transaction - Normal Distribution Management Code Adjustments (Form FS-6500-181). 24.46c - Adjust from Management Code. ATSA has been designed with a "fail safe" system. When the user enters $.50 per MBF as the minimum to principal account, ATSA automatically multiplies $.50 times the volume removed. The product of the computation is entered into component 80 in the contract data base. As deposits are made into a principal account (usually NFF), the account cannot be reduced below the component 80 balance. If the user tries to transfer collections from the principal account to other stumpage accounts, using a 4006 card, it will appear that he/she has succeeded. The transactions appear as a valid transaction on the edit/update report. In processing edits for the 4006 card, ATSA only determines if the amount is available in the principal account from which the funds are being transferred. During monthly processing, however, ATSA compares the new principal account balance to the balance in component 80. If the new principal account balance is below component 80, ATSA changes the principal account balance to equal component 80. Thus the user thinks the entire transfer was successful when in fact ATSA overrides the transaction to protect the component 80 value at monthend. The only way to correct this is through a natural language change to change component 80 to zero. In the next processing month, a 4006 would work correctly. On qualifying SFF sales, the user can avoid the NLC by simply entering $00.00 on the 0104 card in columns 57-80, where appropriate, on initial input of the contract into ATSA. This will prevent the minimum requirement from being established in component 80 and is a valid reflection of the contract as long as it is a qualifying salvage sale. This allows the user to update the SSF plan and transfer money without incident. 24.5 - Transactions 5001R Through 5003R. 24.51 - 5001R Transaction - Species Volume Transaction (Form FS-6500-182). Use this transaction to charge for per acre material (PAM) volumes. R6 SUPPLEMENT 6509.17-92-8 EFFECTIVE 11/13/92 6509.17,24.44-24.7 Page 3 of 4 If this transaction is used to enter miscellaneous volume on payment unit sales, the volume will appear at the species level rather than the payment unit level within the contract data base scan. The ATSA system will also use the current escalated rate for the charge rate rather than the rate in effect at the time the payment unit was released if the payment unit was released in a prior quarter. 24.52 - 5001R Transaction - Species Related Transactions (Form FS-6500-183). 24.52a - Quantity Adjustments. When a "flush" occurs, a Forest is prevented from a month-end closure. A flush is normally caused by minus adjustments that reduce existing volume or value balances below zero. Following are some examples: EXAMPLE 1: Quantity adjustment is processed for -11.00 MBF Total volume removed to date is 10.99 MBF EXAMPLE 2: Rate correction is processed for -$100.00 Total charges to date total $99.99 If a Forest has a minus adjustment that approaches the amount in the "to date" field, the Forest should set their scheduler for a selective statement. If the selective statement is incomplete the next morning, a flush has probably occurred. Use the following method to charge value (at base rate) in those instances where collections are received and you do not want unused PRC to convert to cash or additional volume charged. An example of this would be a defaulted contract where payment has been received for the default, and only distribution to NFF is desired. EXAMPLE: SPU Action Type Qty Sign Qty MBF Base Rate Charge Rate PP PP QA QA + - 1.00 1.00 7925.06 .01 7925.05 .01 0 7925.05 7925.05 Net Difference (Charges) The ATSA system would show the charge of $ 7,925.05 at base rate value without charging any additional volume. PRC would not be converted to cash. R6 SUPPLEMENT 6509.17-92-8 EFFECTIVE 11/13/92 6509.17,24.44-24.7 Page 4 of 4 24.6 - Transations 6001R Through 6002R. 24.61 - 6001R Transaction - Payment Unit Quantity - Rate Transactions (Form FS6500-187). Once a payment unit has been released, and prior to reporting the unit Cut, volume should be charged as it is removed from the unit. Report the partial volume on a 6001 VT transaction. The computer will charge for the amount of volume reported. When the unit is completely hauled, a 0302 transaction with a cut date (code 3) will charge any remaining volume not reported on the 6001 transaction. The ATSA system will not allow more volume than that which is established on the payment unit. More than one 6001 transaction can be entered during the month. They will accumulate on the final statement of account run for the month. The ATSA system does not track volume by payment unit on the statement of account, but does have the information on the contract scans. A record system to track original payment unit volumes plus additions or deletions is useful. 24.62 - 6002R Transaction - Down Payment Deposit - Payment Unit Allocation (Form FS-6500-191). Forests should note that the special provisions CT4.221 Advance Deposits (Option 1) dated 12/82, and (Option 2) dated 1/84 are the only two provisions that allow for the use of this transaction. 24.7 - Transaction 9001R. 24.71 - 9001R Transaction - Contract Closure Information (Form FS-6500-188, Date (Contract Data)). A complete list of contract closure codes can be found in the Reports Handbook.