Produce a Reimbursable Order U.S. ARMY SOLDIER SUPPORT INSTITUTE NONCOMMISSIONED OFFICER ACADEMY 1

Terminal Learning Objective Action: Produce a Reimbursable Order Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: With a minimum of 80% accuracy, learners must demonstrate proficiency with: Create a Reimbursable Order via CJ2ØN Mark Funded and Release via CJ20N Create a Sales Order via VAØ1 Change a Sales Order via VA02 2

Prerequisites for Creating a Reimbursable Order 3 Roles Accounts Receivables Reporter Customer Order Processor Customer Order Approver

Reimbursable Order Process Plan Project and Create WBS CJ20N Determine Order Acceptance Non-GFEBS Operation Fund/Release Project CJ20N Create and Approve Sales Order VA01 VA02 Monitor Sales Order Processing 4

Reimbursable Order Process (Cont.) Reimbursable Order - Inbound MIPR Requestor not on GFEBS Automatic Reimbursable Authority (202010AXX) Does not consume performer’s direct funds directly Performer creates WBS Element The performing organization completes all steps in the creation of the WBS. The Billing Element indicator is selected Funded Program type is REIM Sales Order created referencing the WBS Element May be multiple lines/different WBS Elements Sales Order Monitored 5

Create Reimbursable Order (CJ2ØN) Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing 6

Create a Reimbursable Order (CJ2ØN) Cont. 1. Enter T-code CJ20N - Press ‘Enter’ CJ2ØN 1 6 4 6. Click ‘Enter’ 2 5 4. Input Description of Service requested and $$ Located DD448 Block 9B,F 2. Under the ‘Create’ icon, click the dropdown 5. Under ‘Project Profile’ click the dropdown and select ‘NEW: Mission Support’ 3 3. Select: Project

Create a Reimbursable Order (CJ2ØN) Cont. Note: System status now reads: Project Definition Created 4. Finally, on the Menu bar, click ‘Save’ 4 1. Under the ‘Basic Data’ tab, choose ‘Person Respons. And Applicant no.’ from the dropdown menu 1 3 2 2. Dates the project is to Start / Stop 3. Under ‘Organization’ input the Plant (Ordering Installation) 5 5. Note: System generated message

Create a Reimbursable Order (CJ2ØN) Cont. 2. Under ‘Identification and view selection’ click to create the L1 WBS 2 1. Under ‘Worklist Description’ Dbl-click your Project Definition 3. Click the ‘Over’ tab 3 6a 4 5 1 4. On L1, input your generated WBS number 5. Input ‘Description’ 6. Under Typ, click dropdown and select ‘Sustainment’ (S1) and Green check it 7 7. Scroll to display additional req. fields 6b

Create a Reimbursable Order (CJ2ØN) Cont. Operative Indicators 1. Scroll until the PE (Program Element), Acct (Account Assignment), and Bill (Billing) are in view, check all 3 boxes 1 2. Once again, scroll to display required fields 2 3 3. Scroll until you see CA… This is always ARMY 4. Input ‘Responsible Cost Center’ 4 5. Press ‘Enter’ 5

Create a Reimbursable Order (CJ2ØN) Cont. 1 2 2. Click the ‘Customer Enhancement’ tab 1. Click on your ‘Level 1’ WBS * Notice: all three Operative Indicators are selected

Create a Reimbursable Order Cont. (CJ2ØN) NOTE: The ‘Funding Data’ needs to completed by the Performer 1. Required Items to be filled out: Functional Area Funds center Main Account Fund Funded Program (default) Funded Program Type: (REIM) Funded Program Start date 1 2 4. Computer generated message 2. Place a check mark in the ‘Create Funded Program’ box 4 3 3. On the menu-bar, select ‘Save’

LSA #1 Check on Learning Q1. One of the major differences in this Reimbursable order as per the others (D-Charge / D-Cite) is, in production: Funding past FY is listed Only Funding is listed as Partial Only Funding is listed as Direct d. Q2. The L1-WBS level is the same as the Project Definition Number. a. False Q3. In SAP, Cost Planning, Account assignment, and Billing are also known as: b. Reimbursable Indicators c. Account Indicators d. GFEBS Indicators Funding is listed as Automatic True Operative Indicators 13

LSA #1 Summary 14

Part 1 of Practical Exercise #1 Creating a Reimbursable Order (CJ20N) 15

Mark Funded & Release (CJ2ØN) Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing 16

Mark Funded and Release (CJ2ØN) CJ2ØN 1 1. Input T-code CJ20N- Enter 3 3. Locate your project, Single-Click to Highlight 2. Locate your definition, Double-Click to open 2

Mark Funded and Release (CJ2ØN) 1. Click ‘Menu’ 1 3 3. Bring the mouse down and HOVER over ‘Status’ 2 4. Bring the mouse down and HOVER over ‘User Status’ 4 2. Bring the mouse down and HOVER over ‘Edit’ 5 5. Finally, bring the mouse down and HOVER over ‘Set & Pass On’ 6. User Status Menu: Highlight ‘Funding Approved’ Green Check it 6

Mark Funded and Release (CJ2ØN) 1. GFEBS generated message: Verifies specific WBS / POC / Status set- Green Check to proceed 1 3. Bring the mouse down and HOVER over ‘Status’ 2. Click ‘Menu’ 2 3 4. Bring the mouse over and click ‘Release’ 2 4 2. Bring the mouse down and HOVER over ‘Edit’ 5 5. System Generated message (provided there are no errors)

LSA #2 Check on Learning Q1. Once the ‘Funding Approved’ (S1) is selected, the pop-up dialog box reveals what? WBS element, Responsible Person, User Status, Date WBS element, User Status, Service Procured, Company Code WBS element, Company Code, Item Procured, LOA d. WBS element, Responsible Person, Fund Center, User Status 20

LSA #2 Summary 21

Part 2 of Practical Exercise #1 Mark Funded-Released (CJ20N) Show Slide #22: Part 2 of Practical Exercise #1, Mark Funded-Release (CJ20N) Method of Instruction: Practical Exercise Facilitator to Learner Ratio: 1:16 Time of Instruction: 01 hrs. / 30 min. Media: PowerPoint Presentation, Handout, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: The learner's performance for lesson 805A-ABD6B312 Produce a Reimbursable Order. Motivator: Financial Managers are known to be trusted experts who help Soldiers and organizations envision and shape their financial future. You must be committed to objectivity, integrity and competence. As financial managers and NCOs, we must all perform in an excellent manner on behalf of the Army and be accountable for the highest professional and business ethics. During this lesson, you’ll be processing reimbursement documents. Instructional Lead-in: You are to complete each hands on exercise by either achieving or receiving document numbers or prescribed actions (Systems Icon) to show the completion of each of the processes. These actions will determine your knowledge and ability to mark funded and released to processed CJ20N . You will have established time frames for each exercise to complete the individual practical exercises. Exercises for manual input of Reimbursable Order. Part 2 of Practical Exercise #1 will assess the Soldier’s ability to manually Mark Funded-Released (CJ2ØN) Evaluation: To obtain a "Go" in the individual hands on PEs, you must: Acquire the GFEBS system generated message “Status was set” after funding approval and releasing the WBS. Answer and discuss answers during the AAR.   Solutions for Mark Funded-Released (CJ20N)PE: Facilitator's Note: Verify the learner’s document numbers to ensure the process was properly preformed in part 1. 22

Create a Sales Order (VA01) Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing 23

Create a Sales Order (VA01) Cont. 4 2 1 3 1. Enter T-code VA01, hit Enter 1 Create a Sales Order (VA01) Cont. 4 VAØ1 2 4. On the Menu bar, click ‘Sales’ 2. Enter: ZRNA for ‘Order Type’ 3. Under ‘Organizational Data’ Sales Org is always: ARMY, Distribution Channel: 01, Division: 01 3

(VA01) Cont. Create a Sales Order 1 3 2 5 6 1. This is the Customer number (organization that received the goods and/or services) Create a Sales Order (VA01) Cont. 2. This is the MIPR acceptance number (DD Form 448-2) Note: For training purposes, we will use: MIPR + Initials + Birth MMDD 1 3 2 3. Purchase Order date on MIPR (use today) 4 5 6 4. Under the ‘Sales’ tab, Contract start and end date DD Form 448-2 (Date the seller accepted the order) 5. Payment Terms: Always 0001 6. Order Reason: Always ‘Army Services Provided’

(VA01) Cont. Create a Sales Order 1 3 2 5 4 6 1. Click ‘Menu’ 3. Continue to hover over header… 1 3 2 5 2. From the menu, hover over ‘Go to’ 4 4. Click on ‘Accounting’ Note: NOT Account Assignment 5. Under the ‘Accounting’ tab in ‘Payment Method,’ select dropdown to view choices 6. Click appropriate Payment Method: ‘US Fed IPAC Collections File’ 6

Create a Sales Order (VA01) Cont. 8 4 1 5 2 3 6 7 1. Click the ‘Order data’ tab 4. On the Menu bar, click the ‘Back’ button 8. Click ‘Enter’ 8 4 5. Click on the ‘Sales’ tab 1 5 2 7. Under ‘Order Quantity’ input 1 3 2. Input ‘Name’ of sold-to Party 3. Input Contact Number 6 7 6. On L1- Under ‘All Items’ input R10 under material

Create a Sales Order (VA01) Cont. 1 5 2 6 3 7 4 8 1. On L1, single-click gray box to highlight Orange Create a Sales Order (VA01) Cont. 1 2. Once orange, Double-Click the same gray box 5. Click the ‘Account Assignment’ tab 5 6. Input the WBS 2 6 3 8. Verify LOA information in the dialog box, green check when finished 7. Click ‘FM Acc…’ 3. Click the ‘Shipping’ tab 7 4 4. Input the Ordering Installation 8 s.0000064

Create a Sales Order (VA01) Cont. 1. Click the ‘Additional Data’ box far right to display options 1 2. Select ‘Additional data B’ 2

(VA01) Cont. Create a Sales Order 1 2 4 5 6 3 Note: Notice the title. Non-GFEBS performer LOA 1. Enter LOA information located DD448, block 14 1 2. Input all required fields: Agcy Accounting Identifier Code Agcy Disbursing Identifier Code Dept. Regular Code Account Code Period of Availability (yyyyyyyy) e.g. 20172017 2 4 4. In the ‘Dept. Reg. Code’ input 047 5 6 3 5. Place cursor in the ‘Main Account’ box, Click 6. Select 047 (only entry) 3. In the ‘Availability Type Code’ box, click drop-down

Create a Sales Order (VA01) Cont. 1 2 1. On the ‘Menu’ bar, Click ‘Save’ 1 COMPLETE 2. System generated message. Record for training purposes. 2

LSA #3 Check on Learning Q1. T/F: Under the ‘Accounting’ tab, the Line Of Accounting information is filled in. e.g. Functional Area, Cost Center, Funded Program, etc… Q1. T/F: Under the ‘Accounting’ tab, the Line Of Accounting information is filled in. e.g. Functional Area, Cost Center, Funded Program, etc… A1: False: Under the Accounting tab, ‘Payment Method’ is selected from the dropdown Q2. For the Reimbursable Order, the designated Fund is: a. 202010A17 ZDFO FSHA ZCITETFO 32

LSA #3 Summary 33

Part 3 of Practical Exercise #1 Create a Sales Order (VA01) 34

Approve a Sales Order (VA02) Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing 35

Change a Sales Order (VAØ2) 1 3 2 4 1. On the menu bar, enter t-code and press ‘Enter’ Change a Sales Order (VAØ2) VAØ2 1 3. Click ‘Sales’ 3 4. Under ‘Sales’ tab, single-click to highlight orange 2 2. In the ‘Order’ section, input your 4-digit ‘GFEBS Generated’ Sales Order number 2a. NOTE: You can also search by your Purchase Order (MIPR) number 4

Change a Sales Order (VAØ2) Cont. 1 2 3 4 5 1. Once highlighted orange, Double-Click to populate required screen 2. Click the ‘Conditions’ tab COMPLETE 2 3. In the ‘CnTy’ column, input ‘ZFED’ 4. In the ‘Condition value’ column, input cost 3 4 5 5. System Generated Message

LSA #4 Check on Learning Q. In the event that the ‘Order’ number is not available, the _____ _____ _____ can be used to find (and pull) the information needed. A. Q. T/F: At the completion of the VA02, a NEW Reimbursable Order number has just been created. A. a. True b. Purchase Order Number False (it just gets a ‘change’ status) 38

LSA #4 Summary 39

Part 4 of Practical Exercise #1 Approve a Sales Order (VA02) 40

TLO Summary Action: Create a Reimbursable Order Conditions: Mid-grade Fm Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, practical exercise, personal experience, handouts, and discussion with an awareness of the Operational Environment (OE) variables and actors. Standard: With a minimum of 80% accuracy, learners must demonstrate proficiency with: Create a Reimbursable Order via CJ2ØN Mark Funded and Release via CJ20N Create a Sales Order via VAØ1 Change a Sales Order via VA02 41

TLO Check On Learning Break into equal groups. As a group, write down a few questions from the lesson just received. Once group have sufficient questions, pass questions to another group to answer them. Once questions have been answered, each group read their questions and answers. 42