Chapter 10 Automated Timber Sale Accoounting Handbook

fsH 6509.17

chapteR 10 – Automated timber sale accoounting handbook

Supplement No.: 2

Effective Date: September 1, 1992

Duration: This supplement is effective until superseded or removed.

Posting Instructions: Supplements are numbered consecutively by Handbook number and calendar year. Post by document; remove the entire document and replace it with this supplement. Retain this transmittal as the first page(s) of this document.

Digest:

Update schedule for contracts 3T and 6T

04 - RESPONSIBILITY

5. Supervisors Office. The Forest Supervisor through the appropriate staff officer is responsible for designating the locations on the Forest that have the responsibility for preparing and keeping a log of the Batch Control Records, form FS-6500-160. Batch Transmittal Records, form FS-6500-161, is for Supervisors Office (S.O.) TSA Coordinator use only.

Locations and Responsibility for Batch Control Records

*Operate within guideline set forth on delegations, per FSM 2400, Tonto Supplement No. 44, effective 08/01/92. Also, reference FSM 6530 for Collections.

The Batch Control Record, FS-6500-160, must be completed before TSA data entry forms (FS-6500-170 through FS-6500-191, FS-6500-195 through FS-6500-197, and FS-6500-200 through FS-6500-201) are submitted from one location/individual to another location/individual for data entry. The record must be prepared when TSA forms are prepared (accumulated) for submission to the S.S. TSA Coordinator. When Batch Control Record has been completely processed at the S.O., the Districts will receive the final completed record for their files. The District files will consist of a Batch control Record Log (Exhibit 1), of which a control sheet of numbers will be provided for each District, and Batch Control Record, FS-6500-160. The Districts will maintain a 6-month history of batch control records.

FS-2400-3 AND 2400-6T - STATEMENT OF ACCOUNT 7 SYNOPSIS (FSH 6509.17.06,---52.11 Synopsis and 52.12 Statements)

To attain proper accountability the schedule (Exhibit 2 & 2a) is for processing documents. In order for the various clauses of the contract to be processed correctly through the ATSA system, initial input must be correct. The Validation of data is not limited to checking for clericcal errors. Reviewers must be familiar enough with individual contracts to be able to pass judgment on the correctness of a transaction itself (i.e., volume, type, value, etc.).

Statement of Account-3T Contracts

1) Print 3 copies of monthend Statement of Accounts.

AUTOMATED TIMBER SALES ACCOUNTING HANDBOOK

2) All copies reviewed by Timber Clerk and initialed & dated.

3) Mail 1st and 2nd copy to District Sale Administrator's; 3rd copy retained in S.O. until return of copy from District.

4) District Sale Administrator's review and date & initial. District mails one copy to S.O. and retains one copy for contract folder.

5) S.O. receives completed copy of Statement and destroys unsigned copy.

The STAMP used:

AUDITED - Individual (S.O. -Timber Resource Specialist) performing verfication shall date and initial. Check marks will be used to inicate verified.

REVIEWED - District Sale Administrator veridies, and initials & dates. Check marks will be used to indicate verified.

CONTRACTING OFFICER - Responsible for financial activity affecting the timber

sale contract.

AUTOMATED TIMBER SALES ACCOUNTING HANDBOOK

EXHIBIT 1

BATCH CONTROL RECORD LOG

DISTRICT ______FISCAL YEAR ______

DISTRIBUTION OF FS-6500-160:

Original - Prepared by District and sent to Supervisors Office (S.O.)

Copy - Retained by District until orginal returned by S.O.

*Each District will have a Control Sheet

AUTOMATED TIMBER SALES ACCOUNTING HANDBOOK

EXHIBIT 2

The reporting month does not close until the next month by the 10th.

SCHEDULE FOR FS-2400-44 AND FS-2400-4

SCHEDULE FOR CONTRACTS FS-2400-3

AUTOMATED TIMBER SALES ACCOUNTING HANDBOOK

EXHIBIT 2a

SCHECULE FOR CONTRACTS FS-2400-6T