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Key Changes for GSA Global Supply and AutoChoice Customers

On January 15, 2014, customers of GSA Global Supply and AutoChoice began accessing bills, statements and billing data electronically via GSA’s Vendor and Customer Self Service (VCSS) website at vcss.gsa.gov.

What did not change?

There is no change in how customers view bills if they pay by credit card at the time of purchase. These credit card purchases for GSA Global Supply and AutoChoice appear only on credit card statements; VCSS bills are not being generated.

There is no change to GSA payments processed through the Treasury SIBAC system. However, these statements, in their current format, are available in VCSS.

What changed?

GSA Global Supply and AutoChoice customers experienced a number of changes when VCSS replaced WebBill and paper bills in January 2014. Customers now access bills, statements and billing data via the VCSS website; they also see data in a new, standardized bill and statement format online. All historical invoices before February 2014 are available in WebBill.

Below are key changes for GSA Global Supply and AutoChoice customers transitioning to VCSS:

NEW! Credit Card Summary Bill Description Change

 

GSA Global Supply customers who pay by credit card at the time of purchase and who elect to receive summary bills no longer see “Summary Bill” text in their credit card bill’s description field. Instead, the Order Number is listed in the description field.

Customers who choose to receive detailed bills see no change.

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Bills are no longer mailed

 

GSA Global Supply and AutoChoice bills are no longer mailed; customers must log in to VCSS to access and print bills.

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GSA Global Supply and AutoChoice statements are delivered separately

 

Effective February 2014, GSA Global Supply statements appear separately from AutoChoice statements in VCSS.

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Grouped IPAC statements

 

Intergovernmental Payment and Collection System (IPAC) statements are grouped by Agency Location Code (ALC). Charges are itemized separately by customer account within the same ALC.

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FEDTAPES customers will no longer receive electronic billing data files from GSA

 

FEDTAPES customers no longer receive electronic billing data files from GSA. Instead, they can access and download billing data in CSV format from VCSS. FEDTAPES customers should review how the format fits into their data usage processes. This change supports GSA’s enterprise-wide effort to modernize and standardize its billing and accounts receivable business processes and technology, ensuring compliance with Treasury, OMB and security guidelines.

For sample CSV files and a Crosswalk of data, please refer to the Phase 2 Materials and Communications page.

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WebBill users no longer download billing data in WebBill

 

WebBill users no longer download billing data in WebBill; instead, they can access and download billing data in CSV format from VCSS. WebBill customers should review how the format fits into their existing data usage processes. This change supports GSA’s enterprise-wide effort to modernize and standardize its billing and accounts receivable business processes and technology, ensuring compliance with Treasury, OMB and security guidelines.

For sample CSV files and a Crosswalk of data, please refer to the Phase 2 Materials and Communications page.

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New statement format in PDF

 

Effective February 2014, statements appear in a new PDF format for GSA Global Supply and AutoChoice customers. For detailed information, please reference the brochures About Your GSA Global Supply and AutoChoice IPAC Statement and About Your GSA Global Supply and AutoChoice Statement for non-IPAC Customers.

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New account codes

 

Account codes include the prefix “C-" in addition to the six-digit Billing Office Address Code (BOAC) or Activity Account Code (AAC). This differentiates GSA Global Supply and AutoChoice account codes from all other business lines in VCSS.

Example:

C-1091A1

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New statement number formats

 

Statements transmitted through IPAC have statement numbers beginning with “M”, followed by seven digits for GSA Global Supply customers, and “PI”, followed by six digits for AutoChoice customers.

Example:

GSA Global Supply: M0480968
AutoChoice: Pl302475

More information on format changes in the new IPAC statements can be found in the brochure About Your GSA Global Supply and AutoChoice IPAC Statement.


Non-IPAC statements have statement numbers beginning with “E,” followed by seven digits for GSA Global Supply customers and “PN,” followed by six digits for AutoChoice customers.

Example:

GSA Global Supply: E0000177
AutoChoice: PN302475

Additional information on changes in the non-IPAC statement can be found in the brochure About Your GSA Global Supply and AutoChoice Statement for non-IPAC Customers.

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Separate listing of IPAC credit transactions

 

To avoid duplication, each IPAC transaction is assigned a reference number that is unique to that transaction. For collections (known as 810 transactions), the reference number is the statement number. Credits (known as 820 transactions) are processed as payments instead of negative collections; credits are also listed separately. Each credit is assigned a system-generated, eight-character reference number. Each credit transaction also displays a statement number (listed in the Purchase Order Number field) to allow customers to match credits (820s) with charges (810s).

Examples:

GSA Global Supply collections statement number: M0480968
AutoChoice collections statement number: Pl302475
Credits, eight-character reference number: 00001N7G

Matching statement number in the Purchase Order Number field:

GSA Global Supply: M0480968
AutoChoice: Pl302475

Read more about changes to IPAC data fields in the brochure GSA changes to IPAC data fields for GSA Global Supply and AutoChoice Customers.

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New Agency Bureau Code format

 

Agency Bureau Codes changed from four to five digits. The first two positions (the agency code) have been expanded to three positions, with a zero inserted in front of the existing AB code. The last two positions (the bureau code) did not change.

Examples:

Prior to January 2014 (four digits): 1008
Effective January 2014 (five digits): 01008

More information on data field changes can be found in the brochure About GSA changes to IPAC data fields for GSA Global Supply and AutoChoice Customers.

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New Treasury Account Symbol format

 

Treasury is transitioning to a new Treasury Account Symbol format. The following two formats are being retired:

  • Pre-GWA Format: 2838704 -- The agency code is the first two positions, and the fund year is a single digit in the third position ("3" for 2013).
  • Alternative Format: 28138704 -- The agency code is the first two positions, and the fund year is two digits in the third and fourth position ("13" for 2013).

The new format is known as the Component Treasury Account Symbol. The new format will show the start and end year(s) of the appropriation used on the funding for the GSA Global Supply or AutoChoice purchase.

  • Example (Annual Funds): 02820132013 8704000 -- The agency code is the first three positions, and the annual appropriation is available for obligations only in 2013.
  • Example (Multi-year Funds): 02820132015 8704000 -- The multi-year appropriation is available for obligations starting in 2013 and ending in 2015.
  • Example (No-year Funds): 028 X8704000 -- The no-year appropriation is available for obligations at any time after the appropriation is approved and until it is rescinded or fully liquidated.

GSA Global Supply and AutoChoice customers may provide any of the above three formats (Pre-GWA, Alternative or Component) in the short-term; GSA will automatically convert the Component Treasury Account Symbol format for all IPAC transmissions. However, customers are strongly encouraged to begin using the Component format, as this will be the only format accepted by Treasury for IPAC transactions across the Federal Government, beginning October 1, 2014.

The Federal Account Symbols and Titles (FAST) Book I and FAST Book II (April 2013) are reference sources for the new format of Treasury Account Symbols for federal agencies.

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What else is available to help customers?

Additional materials are available to customers on the BAAR Phase 2 Materials and Communications tab, including customer communications, information sheets and brochures on VCSS, the new statement formats and how GSA will be standardizing the population of IPAC data fields.

For Help on VCSS

If you are a customer of GSA Fleet, PBS Rent, RWA, or in Washington, D.C., receiving steam and chilled water through HOTD, please contact the Financial Systems Service Desk:

  • Phone: 866-450-6588, 7:30 a.m. - 7:30 p.m. ET, Monday-Friday, excluding Federal holidays
  • Email: OCFOServiceDesk@gsa.gov

Phase 2B Customers (see Schedule by Phase)

Please email questions to baar@gsa.gov

Senior Officials Leading
GSA’s BAAR Project

Project Sponsor
David Shive
Acting Director, Office of Financial and HR IT Services

Project Sponsor
Edward Gramp
Acting Director of Financial Policy and Operations / Deputy Chief Financial Officer


BAAR, Global Supply, AutoChoice Customers