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OAB User Guide Sample

1. At least one of the following three fields must be entered AIB Code AJB Name X Location Code Effective Month Exemption Type Last User Updaten P p00 AIB Code Location Code Effective Month Exemption T Detail Dc0006 OCT 1981 15 GSA PBS Other DC0089 OCT 1976 15 GSA PBS Other 1A0208 OCT 1981 15 GSA PBS Other KS0511 OCT 1981 15 GSA PBS Other KS0513 OCT 1981 15 GSA PBS Other KS0514 OCT 1981 15 GSA PBS Other KS0515 OCT 1981 15 GSA PBS Other ks0516 OCT 1981 15 GSA PBS Other S OA Biling Software Version 3 0 Figure 6 List with No Search Page 11 3 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 Build 1 0 User Guide A B Name The A B Name drop down list is populated with the 20 character agency bureau short names Once an A B Name is selected from the drop down list the A B Code field is automatically populated with the corresponding agency bureau code 4d Effective This field identifies when the administrative adjustment should Month start 4d Expiration This field identifies when the administrative adjustment will end Month 44 Percent This field is the administrative adjustment percentage applied to Adjustment OAs with the specified A B Code 0A Bill Tip The valid formats for billing months in the OA Billing Application are MMM YYYY MMM YYYY MMM YYYY MM YYYY MM YYYY and MM YYYY 1 C
2. Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 6 OA BILLING REPORTS FUNCTION eseeeeeeeeeeeeeeeeeeees 6 1 Billing Report Submission Page 6 1 Billing Information Report 6 1 Exemption Report 6 1 Billing History Report Page 6 1 CHAPTER 7 OA BILLING USER CLASSEG eeeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 7 1 Central Office Super User 7 1 Central Office User 7 1 View Only User 7 1 Tech Support User 7 1 PBS Portal User 7 2 CHAPTER 8 COMMON OA BILLING PROCESSEG teeeeeeeeeeeeeeeees 8 1 Application Access 8 1 Search 8 1 Clear 8 1 Refresh 8 1 Export 8 2 New Search 8 2 Same Search 8 2 CHAPTER 9 OA BILLING MESSAGE TYPE seeeeeeeeeeeeeeeeeeeeeeeeeees 9 1 CHAPTER 10 OA BILLING PAGE COMPONENTS seeeeeeeeeeeeeeeees 10 1 Application Header Bar 10 2 Application Menu Bar 10 2 CHAPTER 11 OA BILLING APPLICATION PAGE TYPES eeeeeees 11 1 Search Page 11 1 Details Page 11 2 List with No Search Page 11 3 ii October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 TABLE OF FIGURES Figured OA Billing OMe AGG asses scectser cnc teccataazs accdesncmat atte ae amiataactMines 10 1 Figure 2 Application Header Bar acu cccsainvccustesdus vansatuss so toned notes coerarcan vom ane onan 10 2 Figure 3 Application Menu Bar aes iceiewehsedteisenei
3. used for searching existing records and displaying the results in a table OA BILLING Billing History Report REPORTS RENT REVISIONS PBS CLIENT DATA ADMINISTRATION At least one of the following four fields must be entered Region X OA Number Location Code Lease Number These are optional fields when a Region is entered State City i OA Biling Software Version 3 0 Figure 4 Search Page 11 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 Details Page The Details page is used to display add update or delete details pertaining to a particular record OA BILLING Agency Adjustment Details Figure 5 Details Page 11 2 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 List with No Search Page The List with No Search Page lists all the records for the function in a table and allows you to view add update or delete each record in the same page by selecting it from the table List with No Search Pages in the OA Billing Application are Exceptions Exemptions Rent Exemptions Administrative Adjustments Trust Fund Agency and Natural Disaster Be de OA Biling Exemptions D dh v Page v G Tools v OA BILLING _ Exemptions REPORTS RENT REVISIONS PBS CLIENT DATA ADMINISTRATION oe gt
4. used in the Station Symbol field Leaving all search criteria blank results in the retrieval of all billing addresses Billing Address Details Page The Billing Address Details Page is used to create update or delete a billing address For an existing billing address the audit trail information and the date and time that the user last accessed OA Billing is displayed 4 2 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 5 OA BILLING ADMINISTRATION FUNCTION The OA Billing Administration function is used to perform administrative functions for both the users and the application as well as to broadcast messages to users that are currently logged into the application The OA Billing Administration function is comprised of the following OA Billing pages User Admin Search for User s Page User Admin Add Edit User Details Page Broadcast Page Application Administration Page User Admin Search for User s Page The User Admin Search for User s Page is used to search for OA Billing users and to access the User Admin Add Edit User Details Page to add update or view a user User Admin Add Edit User Details Page The User Admin Add Edit User Details Page is used to create a user or to edit the information for an existing user Any user who can view or update OA Billing data must be created through this page Users who only view OA Billing Reports do not need to be set up on OA B
5. Government Agency Sample Only Public Service Development Division PSDD Sample Only Company Non Disclosed OCCUPANCY AGREEMENT OA BILLING RELEASE 3 0 USER MANUAL OAB UM 004 Build 1 0 October 24 2008 g Arizona s Kokopelli Writing Group Suite 505 Phoenix Arizona Contract PHKEC1125 Task No 555T0132 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 OCCUPANCY AGREEMENT OA BILLING RELEASE 3 0 USER GUIDE TABLE OF CONTENTS CHAPTER 1 USER GUIDE CONVENTIONG cccccsseeeeesssccesssseseeeeeesseeeeeeseees 1 1 CHAPTER 2 INTRODUCTION TO OA BILLING ccccceeceeeseeeeeseseeeeeeeeeeeeeeeeenees 2 1 CHAPTER 3 RENT REVISIONS FUNCTION cccccsssseeecccsnseeeseenseeeseeenseesees 3 1 Agency Adjustments Page 3 1 Administrative Adjustments Page 3 1 Trust Fund Adjustments Page 3 1 Exceptions Page 3 2 Exemptions Page 3 2 Rent Exemptions Page 3 2 Natural Disaster Exemptions Page 3 2 CHAPTER 4 PBS CLIENT DATA w ccccccceeeeeeeeeeeeeenenseeeeeeeeeeeeeessnseeeeeeesseeooenaes 4 1 Agency Bureau Search Page 4 1 Agency Bureau Details Page 4 1 Billing Address Search Page 4 2 Billing Address Details Page 4 2 CHAPTER 5 OA BILLING ADMINISTRATION FUNCTION cccccceesssseeeeeeees 5 1 User Admin Search for User s Page 5 1 User Admin Add Edit User Details Page 5 1 Broadcast Page 5 1 Application Administration Page 5 1 i October 24 2008 Occupancy
6. LICK the ADD button The record is added and the message The record has been added successfully is displayed Please note this sample represents only a portion of a larger guide Names of the company and program have been changed to protect the privacy of the company 11 1 October 24 2008
7. S the EXPORT button The Windows Export Dialog box is displayed 2 SELECT one of the following e OPEN Automatically opens and exports the entire table into Microsoft Excel e SAVE Allows you to save the table as a CSV file into the directory and file name of your choice e CANCEL No action is taken the page remains unchanged Notes e If you are using a Windows 2000 machine you may need to PRESS the OPEN button twice e f using the OPEN button in the Windows Export Dialog box Internet Explorer inserts invalid characters in the CSV sheet name and you will not be able to update the spreadsheet To avoid this press the SAVE button in the Windows Export Dialog box to first save the file and then perform any editing changes New Search The NEW SEARCH button clears the fields on the Search page and allows you to perform a new search This button is only available for Details pages 0A Bill Tip All required fields are yellow have an before the field name and are bold Same Search The SAME SEARCH button allows you to perform a new search using the search criteria used in the previous search This button is only available for Details pages and only if there are records in the search results table when the Details page is accessed 8 2 October 24 2008 Occupancy Agreement OA Billing Release 3 0 User Guide CHAPTER 9 OA BILLING MESSAGE TYPES OAB UM 004 Build 1 0 Within the OA Billi
8. as been created successfully Central Office Super Users and Central Office Users have access to this page to add update delete deactivate and reactivate agency bureaus and View Only Users have access to this page to view agency bureaus 4 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 Billing Address Search Page Billing Addresses are the Billed Office Address Code BOAC and the Intra Governmental Payments and Collections IPAC addresses that are used to mail printed rent space bills to agencies and bureaus The IPAC data is also known as the Simplified Intra governmental Billing and Collection SIBAC in the TABLES application In OA Billing the two address types are maintained through the same Search and Details pages with appropriate data validations applied to each address type The audit trail information is available for each billing address record Central Office Super Users Central Office Users and View Only Users have access to this page to search for existing billing addresses and to access the Billing Address Details Page to view detail information Central Office Super Users and Central Office Users may also use the NEW button on this page to access the Billing Address Details Page to add a new billing address or to update an existing one Authorized users can search by various combinations of Address Type Status and Station Symbol Wildcard characters can be
9. at the above date and time please call the STAR Help Desk immediately to avoid any possible security violations OA Billing Software Version 3 0 Figure 1 OA Billing Home Page 10 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 Application Header Bar The Application Header Bar contains the GSA logo application logo logged in user information date and link to Close OA Billing buttons Additionally depending on the page a link to OA Billing Home Page Help and News and Updates are also available OA BILLING Home REPORTS RENT REVISIONS PBS CLIENT DATA ADMINISTRATION Figure 2 Application Header Bar Application Menu Bar The Application Menu Bar contains the application buttons in the following order e Reports e O Billing History Reports Billing Report Submission e Rent Revisions O 0000 0 O Administration Adjustments Agency Adjustments Exceptions Exemptions Natural Disaster Exemptions Rent Exemptions Trust Fund Adjustments e PBS Client Data O O Agency Bureaus Billing Addresses e Administration O Broadcast User Administration REPORTS RENT REVISIONS PBS CLIENT DATA ADMINISTRATION Figure 3 Application Menu Bar 10 2 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 11 OA BILLING APPLICATION PAGE TYPES Search Page The Search Page is
10. board Table 1 User Guide Conventions 1 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 2 INTRODUCTION TO OA BILLING In April 05 PBS billing was moved from STAR to Occupancy Agreement Billing However STAR is still the source for PBS building inventory OA Billing creates bills based on the Occupancy Agreement OA data from the OA Tool instead of CBR data from STAR The relationship between the CBR and OA still exists The Client Billing Record Module in STAR is used for assigning space parking to clients OA in STAR Release 3 0 of OA Billing has been developed to maintain the billing data and provide a reporting function The OA Billing Application is comprised of the following functions e Rent Revision Function e OA Billing Administration Function e OA Billing Reports Function e PBS Client Data These functions are described in the following chapters 2 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 3 RENT REVISIONS FUNCTION OA Billing is an application primarily used by PBS Central Office Users to maintain the OA Billing Rent Revisions Data Rent Revisions Data defines various billing features like billing adjustments special billing characteristics for agency bureaus billing subsidies or levies etc Monthly OA Billing processes use this data while billing the client agencies based o
11. d are for posted transactions within the last five fiscal years for a selected billing period There are four different report styles Detail Detail Calculation Summary and Nationwide Depending upon the report style selected in the Report Type field the valid combination of search criteria changes Billing Information Report The Billing Information Report BIR is used to view charges except for exemptions for a particular bill period based upon the selection criteria entered on the Report Submission Page The report pages are similar to the actual bill pages sent to GSA s customer agencies The BIR can be run on demand for both Preview and Final billing Exemption Report The Exemption Report is used to view charges for exemptions for a particular billing period based upon the information that was entered on the Billing Report Submission Page The Exemption Report can be run on demand for both Preview and Final billing Billing History Report Page The Billing History Report Page is used to enter and select criteria used to generate Billing History Reports The Billing History Report Page is used to generate the Billing History Report for billed amounts posted for the present and previous eleven months for an Occupancy Agreement OA 6 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 7 OA BILLING USER CLASSES This section details the five user classes available
12. ee teed Riad ade San ardent 10 2 Figlirea Search Page secur heh Bane ae Be etna Bienes 11 1 Figure Details Pages 2 ai sc ccse Yenc ccna a oan shes we on fos ast eczaaes oe ances 11 2 Figure 6 List with No Search Page sac ssasctysi incadscatsectimnateanadcationdeoiies oust 11 3 iii October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 1 USER GUIDE CONVENTIONS The following conventions are used throughout this user guide These conventions are described in the table below Convention Meaning OA Bill Tip This symbol provides a helpful hint or shortcut that makes working through a task easier The bold and italicized computer symbol signifies that you Ad need to enter information into the OA Billing Application j This symbol points out information that you need to know to s Note further understand a topic or points you to another area which will provide further clarification 1 Numbered steps guide you through hands on exercises 2 gt Caution This symbol alerts you to an action that you need to take special care with PRESS the ESC button When you are told to press a button the directive and the name of the button are capitalized even if the name of the button does not match what you see on the screen or on your keyboard Such as in the example the ESC button is referenced in all caps even though it appears in lower case on your key
13. ents associated with the Agency Bureau are processed as exceptions during the OA Billing process Exceptions are used for security sensitive agency rent billing such as the Department of Commerce Department of Army etc Exemptions Page The Exemptions Page is used to create OA Billing exemption records for a specified Agency Bureau A B a building or a specific A B within a building All Occupancy Agreements associated with the Agency Bureau are processed as exemptions during the OA Billing process An exemption is entered when the GSA Administrator grants a reduction in rent payments from a customer agency for a specified term of occupancy Rent Exemptions Page The Rent Exemptions Page is used to add update delete and export Occupancy Agreement OA numbers that are to be exempt from rent charges for a specified period of time These rent exemptions appear in the Billing Adjustments amp Corrections section of the Bill Pages Natural Disaster Exemptions Page The Natural Disaster Exemptions Page is used to create natural disaster exemption records for buildings that are closed or unavailable due to a natural disaster such as a hurricane The clients occupying these buildings are not billed for the period of the exemption 3 2 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 4 PBS CLIENT DATA Agency Bureau Search Page The Agency Bureau Search Page is used by Centra
14. er OAB UM 004 Build 1 0 All other PBS Portal users that have not been explicitly assigned one of the user classes mentioned above only have view access to the OA Billing Reports The table below summarizes the OA Billing user classes and their access privileges OA Billing Pages Central Central View Tech PBS Office Super Office User Only User Support User Portal User User Rent Bill Revisions Agency Adjustments View Only View Only View Only No Access No Search Access Agency Adjustments Update Update View Only No Access No Details Access Exceptions Update Update View Only No Access No Access Exemptions Update Update View Only No Access No Access Rent Exemptions Update Update View Only No Access No Access Administrative Update Update View Only No Access No Adjustments Access Trust Fund Update Update View Only No Access No Adjustments Access Natural Disaster Update Update View Only No Access No Exemptions Access PBS Client Data Billing Address Update Update View Only No Access No Search Access Billing Address Update Update View Only No Access No Details Access Agency Bureau Update Update View Only No Access No Search Access Agency Bureau Update Update View Only No Access No Details Access OA Billing Reports Billing Information View Only View Only View Only View Only View Only Report Exemption Report View Only View On
15. illing Broadcast Page The Broadcast Page allows OA Billing users to create and broadcast messages to all other users who are currently working in the OA Billing Application Application Administration Page The Application Administration Page is used to set the status of the OA Billing Application to Available Unavailable at a specific date time or in the specified number of minutes from the time the change is added or updated In addition this page is also used to set the level of information logging for the OA Billing Application for both audit trails and debugging purposes 5 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 6 OA BILLING REPORTS FUNCTION The OA Billing Reports function is used to select report criteria and to run the following reports Billing Information Report BIR Exemption Report and Billing History Report The OA Billing Reports function is comprised of the following pages and reports e Billing Report Submission Page e Billing Information Report e Exemption Report e Billing History Report Page 0A Bill Tip You can view the reports print the reports or download the reports to a text file Billing Report Submission Page The Billing Report Submission Page is used to generate the Billing Information Report BIR and the Exemption Report The desired report in the Report Name field may be selected The reports that are generate
16. in OA Billing along with their corresponding access privileges to the specific OA Billing pages The OA Billing pages are grouped according to the following functions e Rent Bill Revisions e OA Billing Administration e OA Billing Reports The five available user classes are Central Office Super User Central Office User View Only User Tech Support User PBS Portal User Central Office Super User These users have update access to the Rent Bill Revisions data Within the OA Billing Administration function they have access for maintaining the user profiles for the users and to broadcast messages to users logged into the OA Billing Application These users have view only access to the OA Billing Reports Central Office User These users have update access to the Rent Bill Revisions functions and view only access to the OA Billing Reports View Only User These users have view only access to the Rent Bill Revisions data and view only access to the OA Billing Reports Tech Support User Within the OA Billing Administration function these users have access to maintain the user profiles in OA Billing and to make the OA Billing Application available or unavailable to the users Tech support users are able to broadcast messages to users logged into the OA Billing Application These users have view only access to the OA Billing Reports 7 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 User Guide PBS Portal Us
17. l Office to search for agency bureaus export agency bureaus access the Agency Bureau Details Page for a particular agency bureau or to initiate the creation of a new agency bureau Agency bureaus are used to describe the federal agencies and bureaus that do business with the GSA PBS Agency bureaus are billed for PBS services using the Station Symbols a k a Agency Location Code Central Office Super Users Central Office Users and View Only Users have access to this page to search for agency bureaus and to access the Agency Bureau Details Page Central Office Super Users and Central Office Users may also use the NEW button on this page to access the Agency Bureau Page to add a new agency bureau Agency Bureau Details Page The Agency Bureau Details Page is used by Central Office to add update delete deactivate reactivate and export agency bureaus and create new station symbol mappings The audit trail information the last user to update the record and the date and time the record was last updated is displayed for each record OA billing will maintain up to three mappings for the agency bureau the current and up to two previous mappings You can create a new mapping or view up to the last three mappings if three mappings already exist for the agency bureau When you create a new mapping and three mappings already exist the earliest mapping is deleted from the system You can create a mapping only when the agency bureau record h
18. ly View Only View Only View Only OA Billing History View Only View Only View Only View Only View Only Report 7 2 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 OA Billing Administration Search For User s View Only No Access No View Only No Access Access Add Edit User Details Update No Access No Update No Access Access Broadcast Update No Access No Update No Access Access Application Admin No Access No Access No Update No Access Access Table 2 OA User Classes Update pages 0A Bill Tip All OA Billing Users have access to the OA Billing Help and News and 7 3 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 8 COMMON OA BILLING PROCESSES This section discusses the common behaviors for the OA Billing Application These behaviors which are used throughout the application include general navigation processing for navigation bar buttons and other common navigation rules for the OA Billing Application Application Access The OA Billing Home Page displays the date and time of your previous OA Billing access On your first OA Billing access the message This is your first access to OA Billing is displayed Search 1 ENTER the criteria for the Search Note You can search on any field or combination of fields If an Adjustme
19. n the data from OA Tool Rent Bill Revisions Data is maintained by entering information in the following OA Billing pages Agency Adjustments Page Administrative Adjustment Page Trust Fund Adjustments Page Exceptions Page Exemptions Page Rent Exemptions Page Natural Disaster Exemptions Page Agency Adjustments Page Agency adjustments are billing adjustments for Agency Bureaus A Bs These adjustments are not billed to the associated OAs i e no preparation is done to the OAs associated to the A B Administrative Adjustments Page The Administrative Adjustments Page is used to add update delete expire reactivate and export administrative adjustment percentages for agencies These percentages are used to create administrative adjustments for specific rent charges Trust Fund Adjustments Page The Trust Fund Agency Adjustments Page is used to add update delete and export trust fund agency reduction percentages for agencies These percentages are used to create trust fund agency reductions for specific rent charges They are posted as the percentage of specific rent charges for an Occupancy Agreement OA and appear in the Billing Adjustments amp Corrections section of the Bill Pages 3 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 Exceptions Page The Exception Page is used to create OA Billing exception records for a specified Agency Bureau A B All Occupancy Agreem
20. ng Application you will see the following types of messages when entering data or performing tasks TYPES OF OA BILLING MESSAGES Description Example Error Messages An error message displays in red text and tells you that something you entered or an action that you performed is incorrect Error messages need to be corrected before you can continue ERROR Record already exists for this A B Code Informational Messages An informational message displays in blue text and tells you additional detail about the data that you have entered or an action that you performed The record has been added successfully Alert Messages An alert message displays in dark blue and cautions you about the action that you performed You will lose changes Do you still want to continue Table 3 OA Billing Messages 9 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 CHAPTER 10 OA BILLING PAGE COMPONENTS The OA Billing Application has been designed to have a consistent look and feel by using standardized components on the OA Billing pages ve de oaBilling Home l gt d v Page v G Tools v OA BILLING _ Home REPORTS RENT REVISIONS PBS CLIENT DATA ADMINISTRATION WELCOME T OA BILLING Your last access to OA Billing was on 20 Aug 2008 at 14 36 04 If you did not access OA Billing
21. nt ID is entered then all other search fields are disabled 2 PRESS the SEARCH button If no records are found the message No records found is displayed If more than one record is found the results are displayed in the table Clear 1 PRESS the CLEAR button The message Are you sure you want to clear the fields is displayed 2 If you select Yes the fields at the top of the page are cleared If you select No the page remains unchanged Note Clicking the CLEAR button also clears any error conditions on the page Refresh The REFRESH button refreshes the contents of the table and the fields in the upper portion of the window This button is available on List with No Search pages Refer to section 0 on Page 11 3 for an example of a List with No Search page 1 PRESS the REFRESH button gt Caution If any data has been previously entered or edited the message You will lose any changes Do you still want to continue is displayed If you select Yes any previous changes that were made are lost and the detail information is displayed in the upper portion of the page If you select No the page remains unchanged 8 1 October 24 2008 Occupancy Agreement OA Billing Release 3 0 OAB UM 004 User Guide Build 1 0 Export The EXPORT button exports all of the records displayed in the table into a comma delimited file The EXPORT button is enabled when the table is populated 1 PRES

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