Process Single Charge Card Solution (GPC) in GFEBS Show Slide 1: Process Single Charge Card Solution (GPC) in GFEBS Title: Process Single Charge Card Solution (GPC) in GFEBS References: Handouts, Excel Spreadsheets Facilitator Material and Student Material: Dry erase markers, white boards, and access to the GFEBS Training Database. Facilitator Material: Each primary facilitator should possess a lesson plan, slide deck, course handouts, practical exercises, access to the GFEBS Training database, All required references and technical manuals will be provided by the local Command. Student Material: Students should possess course handouts, practical exercises, access to the GFEBS Training Database, and standard classroom supplies. The 21st Century Soldier Competencies are essential to ensure Soldiers and leaders are fully prepared to prevail in complex, uncertain environments. This lesson reinforces the following 21st Century Soldier Competencies:   Communication and Engagement (Oral, written, and negotiation) Critical thinking, intergovernmental, and multinational competence Tactical and Technical Competence Throughout the lesson discussion seek opportunities to link the competencies with the lesson content through the student’s experiences. 1

Terminal Learning Objective Action: Create, Approve, and Certify a Purchase Requisition for Access Online (AXOL) 2-Way Single Government Purchase Charge Card (GPC) in the General Fund Enterprise Business System (GFEBS) Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer, Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N). Show Slide 2: TLO Facilitator Note: State the Actions, Conditions and Standards for the Students Action: Create, Approve, and Certify a Purchase Requisition for AXOL 2-Way Single charge card (GPC) in GFEBS Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer, Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N). Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS. Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with DA PAM 385-30, Risk Management. Leaders will complete a DD Form 2977 DELIBERATE RISK ASSESSMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation 350-29. Environmental Considerations: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM 3-34.5 Environmental Considerations and GTA 05-08-002 ENVIRONMENTAL-RELATED RISK ASSESSMENT. Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS. Process a rebate to the appropriate line of accounting. 2

GOVERNMENT PURCHASE CARD (GPC) PROGRAM What is the Government Purchase Card? The purchase card empowers non-procurement and procurement personnel within Army units with a simple, easy method to make small purchases of commercially available supplies and services to meet organizational mission requirements. What are “small purchases”? Official government purchases that fall at or below the $ 3,500.00 “MICRO-PURCHASE” Threshold for commercially available supplies and services ($2,500.00 for services), as established by congress and outlined in the Federal Acquisition Regulation (FAR) Parts 8 & 13 and supplemented by AFAR 13.90. Utilize a purchase request form to get the necessary approvals and waivers (if needed) authorizing you to make the purchase Ensure adequate funding is available. Ensure that the price is “Fair and Reasonable” Ensure any shipping charges are included in the price and not to be billed as a separate item! Distribute your purchases among vendors Advise vendor that your purchase is TAX Exempt – Take your Tax Relief (VAT) Form with you. Ensure additional credit card fees are not added to the purchase price 10% Discount at AAFES

Mandatory Steps for GPC Transactions       Step 1 Requester - Identify the Requirement - Is this a service, supply, or construction? Step 2 Requester - Complete the Purchase Request Form - Define the Requirement (pens, paper, etc) BE VERY METICULOUS!!! Step 3 Cardholder Reviews the Purchase Request - Ensure detailed description is complete & Proper Funding is Available Step 4 Cardholder Executes Proper Coordination - Resource Managers can help you determine “The Color of Money” - Other possible sources to coordinate with could be: (DAPS, DPW, and Legal) Step 5 Cardholder Submits Request to the Billing Official - Billing Official reviews the request for Legality & Proper Funding - Approves or Rejects the request IN WRITING Here are the steps a GPC cardholder must go through prior to making a purchase. It is highly recommended that you as the RM attend all of the training for the cardholder and the billing official. Many times you will be the one walking your team through the process and how will you know if they are doing something wrong if you haven’t been trained on their job.

Mandatory Steps for GPC Transactions Continued       Step 6 Cardholder Makes the Purchase - Maintains Receipt/Records - Ensure that accountable items are put on the Property Book - Deliver the item to the End User - Ensure that an Order is created in Access Online Step 7 Cardholder must Complete Transactions in ACCESS Online - Match all Orders to Posted Transactions in Access Online. Step 8 Billing Official must complete Access Online - Must Final Approve Cardholder Transactions & Certify Account for payment. - Ensure detailed description is complete & Proper Funding is Available

Checks and Balances Process Card Holders must: ensure funds are available get pre-purchase approval from the Billing Official work with the bank to rectify issues Resource Managers must: validate funds are available (Bulk Funding) ensure usage of the correct color of money Billing Officials must: approve all purchases keep records IAW the FAR ensure Federal Procurement Policy is upheld ensure all refresher training is completed communicate with the bank, RM and TCC TCC must: provide training provide surveillance oversight provide acquisition planning investigate fraud and split purchases brief commanders on the health of their program communicate with the billing officials, card holders, RMs and the bank

Different PR Document Types AXOL 2-Way Single PR  This requires a separate PR/PO per Merchant  Good Receipt Not Required  Can have multi-line PR/PO’s with various LOA’s for any AXOL reallocations needed by the Cardholder  Groups all lines on the PR as one (1) eOrder AXOL 2-Way Bulk PR  RECOMMENDED for any general use  Recommended for All high volume cards  Goods Receipt Not Required in GFEBS  PR/PO can have multiple LOA’s, but only one LOA per line item  Each PR/PO line item denotes one unique eOrder (equates to an Obligation in AXOL) AXOL 3-Way Single PR  Single swipe transactions.  Requires a Good Receipt.  Can have multi-line PR/PO’s with various LOA’s for AXOL any reallocations needed by the Cardholder. Show Slide 3: Different Purchase Requisition Document types Facilitator Note: In addition, The number range for AXOL PRs begin with 21XXXX , The number range for AXOL POs begin with 46XXXX, and eOrders in AXOL are only good for 180 days (6 months); after this time they are purged from the system. AXOL 2-Way Single PR- -- Each PR creates a Single eOrder -- Each Transaction will be initially distributed across each line of the eOrder according to the percentage of the line amounts in the eOrder -- The cardholder can then redistribute the transaction once it is matched in AXOL -- Will not require a goods receipt AXOL 2-Way Bulk PR -- Each line on the PR will create a new eOrder in AXOL. -- Users can identify one line of accounting per line of accounting. Multiple transactions can be matched to an eOrder over the billing period AXOL 3-Way Single PR. The cardholder can then redistribute the transaction once it is mathced in AXOL -- Will require a goods reciept 3

Roles GPC Account Maintainer- This role has direct involvement in the Charge Card Process. The person with this role maintains the cardholder master records within GFEBS. This role is typically centrally assigned within each organization or Resource Management to establish a master record for each end user’s pseudo card number within GFEBS. This role is responsible for monitoring a daily refresh file from U.S. Bank’s Access Online and maintaining charge card master records in GFEBS as necessary. Purchase Requisition Processor - Enters the purchase requisition (PR) into GFEBS to commit funds for the charge card purchase. This role may be assigned to the charge card holder to enter his or her own PR else any PR Processor can enter the PR for the cardholder. Purchase Requisition Approver - Approves the PR for purchase card purchases initiated by the Purchase Requisition Processor Purchase Requisition Funds Certifier- Enables funds certification and is typically assigned to Resource Management to allow for precise management of charge card spending and budget awareness. Show Slide 4: Different Purchase Requisition Document types Facilitator Note: In addition, The number range for AXOL PRs begin with 21XXXX , The number range for AXOL POs begin with 46XXXX, and eOrders in AXOL are only good for 180 days (6 months); after this time they are purged from the system. AXOL 2-Way Single PR- -- Each PR creates a Single eOrder -- Each Transaction will be initially distributed across each line of the eOrder according to the percentage of the line amounts in the eOrder -- The cardholder can then redistribute the transaction once it is matched in AXOL -- Will not require a goods receipt AXOL 2-Way Bulk PR -- Each line on the PR will create a new eOrder in AXOL. -- Users can identify one line of accounting per line of accounting. Multiple transactions can be matched to an eOrder over the billing period AXOL 3-Way Single PR. The cardholder can then redistribute the transaction once it is mathced in AXOL -- Will require a goods reciept 4

Battle Drill Schematic Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 5 1 3 4 6 Show Slide 5: Battle Drill Process Flow Facilitator Note: Master Data is a key component in this process. The master data elements required for the Government Purchase Cards is the Charge Card Master Record. The Role to create the Charge Card Master Data Record is the GPC Account Maintainer. It is the responsibility of the GPC Account Maintainer to create and maintain card holders accounts. A daily file of new records is loaded in AKO. Once the Charge Card Master record is created the card holder can make Purchases. 5

Process Flow 6 Monitor interfaces between systems EDI 821-810 GPC PR- AXOL 2 Way single. Enter PR information Print for records ZSSC_Print_PR L1- Approve PR L4 - Certify PR (LOA is added to PR) PO automatically created in GFEBS Transmit PR/PO to AXOL via Interface PO eOrder auto- created in AXOL View PO via ME53N in GFEBS Views E-Order in AXOL Reconciles Trans- actions Certifies Monitor interfaces between systems EDI 821-810 Routes to DFAS ME51N / ZSSC_Print_PR PR Processor ME52/54N PR Approver ME53N PO Processor Card Holder / Billing Official GPC Interface Monitor (RM) Show Slide 6: Process Flow Facilitator Note: This is the Process flow from the very beginning (creation), until the end where it gets routed to DFAS for payment. In a nutshell, the process begins with; Create PR via ME51N View and Print PR via ME53N for accountability/auditability purposes. Processor routes PR to first-Line supervisor for L1 approval via ME54N. Supervisor then routes to RM (Billing Officer) for L4 certification via ME54N while adding the Line of Accounting. Processor / Supervisor views documentation in GFEBS to ensure a PO was auto-created in GFEBS via ME23N. The GPC Account Maintainer then checks the documentation in access online for accuracy, reconciles / matches orders v. purchases and certifies for payment. Any errors present, the Interface Monitor makes corrections as per EDI 821-810. Routes to DFAS for payment. Legend GFEBS Operation Non-GFEBS 6

Battle Drill Schematic Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 1 Show Slide 7: Battle Drill Process Flow Facilitator Note: Step 1: PR Processor creates the PR via ME51N with the appropriate Document type. 7

ME51N- Create PR for AXOL 2-Way Single Charge Card Enter Transaction Code ME51N to create a GPC PR- Enter Show Slide 8: Create GPC PR (Cont.) Facilitator Note: Begin Transaction Code for PR Creation. If an incorrect Doc Type WAS selected, DO NOT execute the L1 Certification –Delete this PR and reprocess by creating a NEW PR (Either from the beginning, or copy this PR and change the Doc Type 3 2 Sections: Header Item Overview Item Detail Under PR Document type, Select the AXOL 2-way Single GPC PR 8

ME51N- Create PR for AXOL 2-Way Single Charge Card Input ALL Necessary information here; e.g. existing contract info. Options, $$, COR POC, RM POC, Pay office DoDAAC 3 2 Required Fields: A- Acct Assign. Short Text Quantity Unit (of measure) Val. price Delivery date Material group (26RB for O/E GPC) Plant (Installation) PGr Requisnr. POrg Select the ‘Item overview’ to expand Show Slide 9: Create GPC PR (Cont.) Facilitator Note: For step 1: Input all necessary information in the Header Text to include requirements, existing contract information, option being exercised. COR POC info, RM POC info and Pay office DODAAC For step 2: Select the Item Overview selection button. For step 3: A (account assignment): U= Unfunded K= Cost Center P= WBS.: F = Internal Order b. Short Text: CLIN line description c. Quantity: Amount of item/service required d. Unit: Unit of Measure e. Val.Price: Price Per Unit f. Deliv. Date: Expected Date of Delivery g. POrg: Army (Always Army) h. Desired Vendor: Not mandatory but if this is an option year enter vendor’s Cage Code. i. Matl Group: Commitment Item (EOR) j. PGrp: last 3 alphanumeric characters of the Contracting DODAAC (i.e. YTZ for W912YTZ) k. Plant: 4 letter indicator of your location. (ask your RM if you are unsure) l. Requisnr.: First initial and last name of person i.e. JDOE ( this is a searchable field) 4 Once the information for ALL CLIN lines are input, Press Enter. 9

ME51N- Create PR for AXOL 2-Way Single Charge Card At this time, collapse the ‘Item Overview’ Icon, this will automatically expand the ‘Item Detail’ Icon. (If it doesn’t, select the ‘Item Detail’ Icon to expand) 953.15 G 2 3 Show Slide 10: Create GPC PR (Cont.) Facilitator Note: NOTE: For multiple lines, the ‘Pay Office’, NAICS, POP start and end date, and ‘Valuation’ amount will be inputted on each line item. Opening the ‘Item Detail’ Icon exposes multiple tabs to work with, begin with the ‘Customer Data’ tab 953.15 10

ME51N- Create PR for AXOL 2-Way Single Charge Card After clicking the ‘Customer Data’ tab, click the ‘Workflow’ tab. Under the ‘Workflow’ tab, input the DoDAAC of the purchasing unit. 3 Next, click the ‘GPC’ tab to expose both ‘Card Identifier’ and ‘Vendor/CAGE’ fields. Input both fields. Show Slide 11: Create GPC PR (Cont.) Facilitator Note: This will default to an inner tab PR Gen Use the inner scroll as needed. Mandatory Fields are Full Name, Telephone No. and SRN. Be sure to use the COR info and for the SRN type in existing contract number or an internal tracking number. After you save it you will have to go back in and change it to the PR number generated by GFEBS. 7. Scroll back up to Update/Review the Workflow tab. Enter your DODAAC and check the different Approvals required for the PR by clicking in the boxes. Facilitator Note: Card Identifier: The Card Identifier is a 12 digit number assigned to the Cardholder in Access Online that is associated with each card account number. It is stored in GFEBS and helps direct the order created in GFEBS to the correct Cardholder account in Access Online. 11

ME51N- Create PR for AXOL 2-Way Single Charge Card 4 Finally, click the ‘Save’ button on the menu bar to generate the PR number below. On the ‘Menu Bar, click ‘Check’ to verify accuracy. In the event: #1- Some required information is missing or #2- Incorrect information was input, this box directs the user to the solution for the problem. 2 3 Show Slide 12: Create GPC PR (Cont.) Facilitator Note: Once the PR has been Saved and submitted to Workflow the Release Indicators will populate on the Release strategy tab at the Header section: Finally the RM will release the PR after reviewing for correctness and authority (L1) using ME54N and then certify the PR (L4) using ME54N. Facilitator Note: If the PR begins with any number other than ‘21’, an incorrect Doc Type may have been selected in the beginning steps – Verify before you proceed Facilitator Note: Once the award has been issued the Purchase Order will be automatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N. Update the Account Assignment tab (with the LOA as necessary). If you selected U the Account assignment tab will not appear. In most locations the RM will load the Line of Accounting (LOA). Once the issue is fixed, click the ‘Check’ again. The user will then be notified with the below message, 2100071789 12

ME51N- Print PR for AXOL 2-Way Single Charge Card Enter T-code: ZSSC_Print_PR Click: ENTER 2 3 ZSSC_Print_PR Enter your document number(s) Click: Execute 2100071789 Show Slide 13: Create GPC PR (Cont.) Facilitator Note: Once the PR has been Saved and submitted to Workflow the Release Indicators will populate on the Release strategy tab at the Header section: Finally the RM will release the PR after reviewing for correctness and authority (L1) using ME54N and then certify the PR (L4) using ME54N. Facilitator Note: If the PR begins with any number other than ‘21’, an incorrect Doc Type may have been selected in the beginning steps – Verify before you proceed Facilitator Note: Once the award has been issued the Purchase Order will be automatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N. Update the Account Assignment tab (with the LOA as necessary). If you selected U the Account assignment tab will not appear. In most locations the RM will load the Line of Accounting (LOA). 13

ME51N- Print PR for AXOL 2-Way Single Charge Card 2100071789 04/05/2016 GPC 2-way Single EXAMPLE ONLY 2100071789 04/05/2016 Ergonomic Workstation 953.15 953.15 EXAMPLE ONLY Show Slide 14: Create GPC PR (Cont.) Facilitator Note: Once the PR has been Saved and submitted to Workflow the Release Indicators will populate on the Release strategy tab at the Header section: Finally the RM will release the PR after reviewing for correctness and authority (L1) using ME54N and then certify the PR (L4) using ME54N. Facilitator Note: If the PR begins with any number other than ‘21’, an incorrect Doc Type may have been selected in the beginning steps – Verify before you proceed Facilitator Note: Once the award has been issued the Purchase Order will be automatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N. Update the Account Assignment tab (with the LOA as necessary). If you selected U the Account assignment tab will not appear. In most locations the RM will load the Line of Accounting (LOA). 04/08/2016 26RB 14

2-Way Single Charge Card ME51N- Create PR for AXOL 2-Way Single Charge Card Simulation The instructor demonstrates this activity while you follow along Hands on Exercise The instructor will lead you step by step through the activity using the training materials provided Show Slide 15: Create GPC PR Facilitator Note: Begin Simulation 15

Battle Drill Schematic Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1 Show Slide 16: Battle Drill Process Flow Facilitator Note: Step 2: Upon creation of the PR, the Supervisor checks for accuracy and issues the L1 approval. Routes to BO (RM). 16

ME52N- Change PR for AXOL 2-Way Single Charge Card NOTE: In the event that the PR was built unfunded (u), the RM (in most cases) will input the LOA information for certifying / approval purposes. In order to input the LOA information, follow the sequence; ME52N (Change PR) Click ‘Other Purchase Requisition’ Input your PR #, click ‘Other Document’ Click ‘Display/Change In the ‘Item Overview’ section, replace the ‘U’ with a ‘K’ in the Account. Save. Under ‘Item Detail’ click the additional data tabs button to display ‘Account Assignment’ tab. Input LOA and save. Slide 17: L1 / L4 approve and certify- Add Line of Accounting (Cont.) Facilitator Note: 17

ME54N- Approve / Certify PR for AXOL 2-Way Single Charge Card 1 3 Again, this step applies to both L1 and L4 approvers / certifiers; Input T-Code ME54N, click Enter On menu bar, select ‘Other Purchase Requisition’ Input you PR #, Select; Other Document. ME54N Ensure your PR Type and number displays.. 2100000011 2 AXOL 2-way Single PR 2100000011 Show Slide 18: Approve / Certify a PR Facilitator Note: PR Approver identifies need to approve a PR and contacts Fund Certifier. Ergonomic Work Station POC: James J F. 803.751.2213 2100000011 Click; ‘Release Strategy’ 4 18

ME54N- Approve / Certify PR for AXOL 2-Way Single Charge Card 2100000011 Click Save when Finished. NOTIFY Fund Certifier to execute the same process. 3 AXOL 2-way Single PR 2100000011 PR Approver: Status shows: Yellow Triangle meaning: Release Possible. 1 PR Approver: By Clicking ‘Release Possible’, brings ‘Release Pencil and green Check. Check it to verify. Show Slide 19: Approve / Certify a PR Facilitator Note: PR Approver identifies need to approve a PR and contacts Fund Certifier. 2 19

ME54N- Certify PR for AXOL 2-Way Single Charge Card GPC Approval / Certify by Billing Official (BO) LOA input by RM Routing: L1, Supervisor, L8, GPC approval (optional) L4, Fund Certifier. Upon L4 certification, the PR generates a PO that interfaces with AXOL and creates an eOrder. eOrders are used to match up actual card charges to the purchase order/obligation in GFEBS. Show Slide 20: L1 / L4 approve and certify- Add Line of Accounting Facilitator Note: The Government Purchase Card has an optional approval L8 which requires the PR Approver role. The PR processor can select the L8 upon creation of the PR. The GPC PR will route to the L1, Supervisor, L8 GPC approval and end with the L4, Fund Certifier. Upon fund certification the PR will generate a PO which will then interface to AXOL and create an eOrder. The PR will then proceed through the normal workflow process, which will create a PO and eOrder. eOrders are used to match up actual card charges to the purchase order/obligation in GFEBS. 20

ME54N- Certify PR for AXOL 2-Way Single Charge Card Simulation The instructor demonstrates this activity while you follow along Hands on Exercise The instructor will lead you step by step through the activity using the training materials provided Show Slide 21: Approve / Certify PR 21

Battle Drill Schematic Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1 3 Show Slide 22: Battle Drill Process Flow Facilitator Note: Step 3: L4 Certification from BO (RM shop) Adds the LOA. 22

Check for the PO Creation In GFEBS Upon Certification, check to ensure PO was created by: ME53N (Display PR) Menu Bar > Other Purchase Req. Input PR # of GPC Purchase Click 2 1 3 4 Slide 23: View Purchase Order in GFEBS Facilitator Note: User can also use T-Code ME23N. Once the award has been issued in the GPC system the Purchase Order will be auomatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N. 1.00 Under Item Detail section, select Status tab Review: Processing Status, PO#, Qty, etc. 5 4600074550 1.00 23

Battle Drill Schematic Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1 3 4 Show Slide 24: Battle Drill Process Flow Facilitator Note: 4th step- PO created in GFEBS (approximately 30 minute cycles from L4 Cert.). eOrder created in AXOL 24

View eOrder in Access Online Slide 25: View eOrder in Access online Facilitator Note: The Government Purchase Card has an optional approval L8 which requires the PR Approver role. The PR processor can select the L8 upon creation of the PR. The GPC PR will route to the L1, Supervisor, L8 GPC approval and end with the L4, Fund Certifier. Upon fund certification the PR will generate a PO which will then interface to AXOL and create an eOrder. The PR will then proceed through the normal workflow process, which will create a PO and eOrder. eOrders are used to match up actual card charges to the purchase order/obligation in GFEBS. Logging on to US Bank to view E-Order. Go to: https://access.usbank.com/cpsApp1/AxolPreAuthServlet?requestCmdId=login Input your ‘Organizational Short Name’ e.g. FtJackS8 User ID Password 25

View eOrder in Access Online 04/05/2016 Slide 26: View eOrder in Access online (Cont.) Facilitator Note: 04/05/2016 04/05/2016 30 26

View eOrder in Access Online Slide 27: View eOrder in Access online (Cont.) Facilitator Note: 27

View eOrder in Access Online Slide 28: View eOrder in Access online (Cont.) Facilitator Note: 28

View eOrder in Access Online Final Invoice Posted? Slide 29: View eOrder in Access online (Cont.) Facilitator Note: Purchase Order Number and Line Item Number 29

Battle Drill Schematic Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 5 1 3 4 Show Slide 30: Battle Drill Process Flow Facilitator Note: 5th Step- Account reconciled. Increment / Decrement as necessary. 30

View eOrder in Access Online Un-Matched Transactions Slide 31: View eOrder in Access online (Cont.) Facilitator Note: Access Online “Match Multiple Orders” screen 31

View eOrder in Access Online Slide 32: View eOrder in Access online (Cont.) Facilitator Note: 36 32 Access Online “Order Maintenance” Screen.

Battle Drill Schematic Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 5 1 3 4 6 Show Slide 33: Battle Drill Process Flow Facilitator Note: Final Stage, Interface Monitor ensures errors are corrected: EDI 821 / 810 33

Credits- Returns vs. Rebates – If the merchant issues a credit for a purchase, a new PR should not be created. If so, the cardholder should match that credit against an existing (PR/PO process) eOrder that the debit was originally matched against – The Return will fail if the amount being credited exceeds the amount of the original invoice – The Return can occur in the same or a subsequent billing cycle (up to 6 months later) – If the original debit occurred before rolling onto the PR/PO solution and there is no PR/PO eOrder, follow the rebate process below •Rebates – Rebates will no longer appear on the cardholder statements; – Rebates are to be posted as credits to expense accounts not misc. receivables. – Rebates are to be collected to a single LOA per fund/main account designated by the command; – Commands should provide DD1131 with credit memo references within 10 days of receiving reports from U.S. Bank; – Commands must inform U.S. Bank POC changes; Slide 34: Credits- Returns v. Rebates Facilitator Note: Returns: If the merchant issues a refund for a purchase the cardholder should match the refund to an existing eOrder. The return will fail if the amount being credited exceed the amount of the original invoice eOrders will be available for 6 billing cycles, if the return occurred after the 6 billing cycles you will need to match it to another eOrder ensuring it doesn’t exceed the amount of the invoice for that bill. Rebates: A US Bank issued rebate will require a new GFEBS PR designated by the Account Assignment R (amount should reflect the total amount of the rebate) The PR will then proceed through the normal Workflow Process which will create a PO and eOrder Rebate PR and PO lines will not commit or obligate funds. When U.S. Bank issues credit (rebate) will require a new GFEBS PR designated by Account Assignment=R (leave amount positive) Facilitator Note: Never match a rebate transaction to a debit eOrder 34

Rebate Process U.S. Bank distributes reports to command POCs providing details of rebate amounts down to managing account. Sample report(s): DFAS receives the ACH and will hold, pending receipt of DD1131 from Commands. If DD1131 is not received within 60 days DFAS may deposit funds to Army Treasury receipt account (21R3210). DFAS will process each DD1131 as received Slide 35: Rebate Prcess 35

Rebate Process Continued Commands will create a credit memo in GFEBS using doc type = “KW” - Vendor must be “1E5G9” - For doc type “KW” = the invoice receipt date and doc date should be the same as posting date. - Reference field should be initially populated with “REBATE” + FY + QTR #, i.e. “REBATE 2016QTR 1” - This should be replaced with DOC # in step 3.2. If not, then this provides helpful info for clearing UMC - Since there is no Funds Commitment document, LOA data must be entered. Recommend using GLAC = “6100.26RB” with commitment item = “26RB” - Balance (upper right on screen) should be zero Rebate Process Continued Slide 35: Rebate Process Continued 36

Rebate Process Continued 3.1 Select the “Payment” tab, confirm that the Pmnt Block = “Blocked for payment” and balance is zero with green indicator. Select the “Post” button to create the credit memo. Slide 35: Rebate Prcess Facilitator Note: If the transaction amount is less than the obligated amount: - Extra funds can be automatically de-obligated at bill cycle end by changing the SAR/GFEBS FINAL INV Field to a Y in AXOL - The Purchase Order processor can check the Final Invoice Indicator on the PO lines Invoice tab in GFES after the invoice posts. If the transaction amount is greater than the amount obligated: - If it is within the DASA-FO approved tolerance of lesser of 10% or $100 the invoice will automatically increasing the corresponding PO line (assuming enough funding is available. - If it exceeds the tolerance the PO processor must manually increase the PO via ME22N. This must be done prior to the end of the billing cycle. 37

Rebate Process Continued 3.2 Command should use FB02 to update the doc reference field and attach a copy of the DD1131 Slide 35: Rebate Prcess Facilitator Note: If the transaction amount is less than the obligated amount: - Extra funds can be automatically de-obligated at bill cycle end by changing the SAR/GFEBS FINAL INV Field to a Y in AXOL - The Purchase Order processor can check the Final Invoice Indicator on the PO lines Invoice tab in GFES after the invoice posts. If the transaction amount is greater than the amount obligated: - If it is within the DASA-FO approved tolerance of lesser of 10% or $100 the invoice will automatically increasing the corresponding PO line (assuming enough funding is available. - If it exceeds the tolerance the PO processor must manually increase the PO via ME22N. This must be done prior to the end of the billing cycle. 39

Rebate Process Continued 4. Command forwards DD1131 to DFAS Cleveland via email. Send to both POCs: Lou Ann Willard – lou.a.willard.civ@mail.mil, 216-204-7654 Carmen Laboy – carmen.e.laboy.civ@mail.mil, 216-204-7619 5. DFAS Cleveland processes collections in ADS citing the GFEBS Doc # as the “DESC LOG NO” in ADS Slide 35: Rebate Prcess Facilitator Note: If the transaction amount is less than the obligated amount: - Extra funds can be automatically de-obligated at bill cycle end by changing the SAR/GFEBS FINAL INV Field to a Y in AXOL - The Purchase Order processor can check the Final Invoice Indicator on the PO lines Invoice tab in GFES after the invoice posts. If the transaction amount is greater than the amount obligated: - If it is within the DASA-FO approved tolerance of lesser of 10% or $100 the invoice will automatically increasing the corresponding PO line (assuming enough funding is available. - If it exceeds the tolerance the PO processor must manually increase the PO via ME22N. This must be done prior to the end of the billing cycle. 35

Rebate Process Continued 6. GFEBS receives collections via the DCAS interface for matching and clearing; DFAS monitors and clears UMCs. Slide 35: Rebate Prcess Facilitator Note: If the transaction amount is less than the obligated amount: - Extra funds can be automatically de-obligated at bill cycle end by changing the SAR/GFEBS FINAL INV Field to a Y in AXOL - The Purchase Order processor can check the Final Invoice Indicator on the PO lines Invoice tab in GFES after the invoice posts. If the transaction amount is greater than the amount obligated: - If it is within the DASA-FO approved tolerance of lesser of 10% or $100 the invoice will automatically increasing the corresponding PO line (assuming enough funding is available. - If it exceeds the tolerance the PO processor must manually increase the PO via ME22N. This must be done prior to the end of the billing cycle. 35

Transaction vs. eOrder Amount If the transaction amount(s) is less than the amount obligated: – Extra funds can be automatically deobligated at bill cycle end by changing the “SAR/GFEBS FINAL INV” field from “N” to “Y” on the matched transaction in AXOL – If this step is omitted, the PO Processor can check the “ ” on the PO line’s Invoice tab in GFEBS after the invoice posts If the transaction amount(s) is greater than the amount obligated but is within DASA-FO approved tolerance of the lesser of 10% or $100 of the PO line amount : – At bill cycle end, the EDI-821 file will automatically increase the corresponding PO line (assuming there is enough Available funding) • And exceeds the tolerance – The PO line amount must be increased manually by a PO Processor (via ME22N) – If this is not done before bill cycle end, the EDI-821 & EDI-810 will cause IDoc errors Final Invoice Indicator Slide 35: Transaction v. eOrder amount Facilitator Note: If the transaction amount is less than the obligated amount: - Extra funds can be automatically de-obligated at bill cycle end by changing the SAR/GFEBS FINAL INV Field to a Y in AXOL - The Purchase Order processor can check the Final Invoice Indicator on the PO lines Invoice tab in GFES after the invoice posts. If the transaction amount is greater than the amount obligated: - If it is within the DASA-FO approved tolerance of lesser of 10% or $100 the invoice will automatically increasing the corresponding PO line (assuming enough funding is available. - If it exceeds the tolerance the PO processor must manually increase the PO via ME22N. This must be done prior to the end of the billing cycle. 35

Check on Learning The recommended Purchase Requisition to use for General use is the; 2. Which GPC specific approval level is categorized as ‘optional’ in the approval process? T or F: Once the PR has been L4 certified, the Purchase Order can be viewed / verified via the Purchase Requisition (me53n). AXOL 2-Way Bulk PR a. L1 b. L4 c. L5 d. L8 Slide 36: Check on Learning Facilitator Note: Ask the following questions; Q. The recommended Purchase Requisition to use for General use is the; AXOL 2-way bulk PR Q. Which GPC specific approval level is categorized as ‘optional’ in the approval process? L8 (this is just an additional ‘eyes-on’ step. Q. T or F: Once the PR has been L4 certified, the Purchase Order can be viewed / verified via the Purchase Requisition (me53n). A. True (this is in the Item Detail, under the Status tab) True (this is in the Item Detail section, under the Status tab) 36

Questions? 37 Slide 37: Transaction v. eOrder amount Facilitator Note: Field any Questions from the Students 37

Terminal Learning Objective Action: Create, Approve, and Certify a Purchase Requisition for Access Online (AXOL) 2-Way Single Government Purchase Charge Card (GPC) in the General Fund Enterprise Business System (GFEBS) Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer, Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N). Show Slide 2: TLO Facilitator Note: State the Actions, Conditions and Standards for the Students Action: Create, Approve, and Certify a Purchase Requisition for AXOL 2-Way Single charge card (GPC) in GFEBS Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer, Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N). Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS. Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with DA PAM 385-30, Risk Management. Leaders will complete a DD Form 2977 DELIBERATE RISK ASSESSMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation 350-29. Environmental Considerations: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM 3-34.5 Environmental Considerations and GTA 05-08-002 ENVIRONMENTAL-RELATED RISK ASSESSMENT. Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS. Process a rebate to the appropriate line of accounting. 2