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All money used to pay for certificate fees should be drawn from the organization's pre-purchase account.
Manual payments (i.e., checks or money orders from the organization) should be deposited into the organization's pre-purchase account.
Manual credit card payments made by the organization at the VS Field Office must also be logged to the AV organization’s pre-purchase account.
To update a pre-purchase account, complete the following steps:
| 1. | Select the Financial Management link at the left side of the screen.
RESULT: The Financial Management page displays. |
| 2. | Enter the search details of the Organization or Org ID.
NOTE: The search text can be a full or partial name for an organization. The wildcard (*) can also be used. |
| 3. | Click the Search button.
RESULT: The organizations meeting the search criteria display in the table.
NOTE: The message “No organizations have been found based on your search criteria.” will display instead of the list if no organizations are found. |
| 4. | Click the corresponding Transactions button.
RESULT: The Organization's Financial Transactions page appears and displays the Organization Name, Organization Address, and Current Balance. |
| 5. | To add funds to the organization's pre-purchase account, select the “Add Funds to Pre-Purchase Account” option displayed in the Update Account drop-down list and click the Next button.
RESULT: The Add Funds to Pre-Purchase Account page appears. |
| 6. | To add funds to the organization's pre-purchase account enter the following fields: |
| a) | Transaction Date: The date of the manual payment. This is a required field. |
| b) | Amount Paid: The amount of money paid. Maximum amount allowed is 5000.00. This is a required field. |
| c) | Payor: Name of the person providing the payment. This is a required field. |
| d) | Payment Type: Certificates can be paid for with a check, money order, or a credit card that was manually processed at a VS Field Office. Select the appropriate payment type from the drop-down list. This is a required field. |
| e) | Check or Money Order Number: The number listed on the check or money order. This is a required field. This field is not displayed for a Credit Card transaction. |
| f) | Processing VS Field Office: Name of the VS Field Office processing the certificate. Select the appropriate area office from the drop-down list. |
| g) | Comments: Free text field. |
| 7. | Click the Save button.
RESULT: The Confirmation page appears. |
| 8. | Click Yes to confirm the deposit or No to cancel the deposit.
RESULT: If you click Yes, the Pre-Purchase Account Balance page appears. If the payment is made with a check or money order, a reminder to "Collect the manual payment and submit it using the lockbox procedures" will be displayed. |
| 9. | Click the OK button.
RESULT: The Financial Management page reappears. |
NOTE: All checks and money orders added to the AV organization will be shown on the APHIS Form 94. The APHIS 94 Report should be printed and included with the check(s) when they are mailed in, following the USDA lockbox procedures.
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