Identify the Reimbursable Process 1

Terminal Learning Objective Action: Identify the Reimbursable Process Conditions: In a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS. Standards: With a minimum of 80% accuracy: Communicate the Reimbursable and Sales Order Process Determine Debt Management and Reporting Procedures 2

Course Objectives • Master Data Sales Orders • Direct Charges • Creating a Project Structure • Monitoring Sales Orders Reports Billing Reports 3

Reimbursable Work: Examples • Custodial or housekeeping services. • Security or fire protection services. • Refuse collection. • Routine maintenance. • Services such as education, training, subsistence, storage, etc. • Acquisition of a level of effort (e.g., 100 hours, 20 weeks, 1 year). • Manufacture, production, or assembly of items. • Renovation, rebuild, rehabilitation, reconditioning, or overhaul of items. • Development of automated or software systems. • Inter-service support agreements host-tenant services such as administrative services, civilian personnel services, or community services. 4

Sales Orders A sales order represents an agreement between two parties, specifically the Army and another Federal agency, a commercial organization, state or local government, or individual. There are two types of sales orders: • Sales order with an advance – where monies are provided by the customer before the goods or services are received. • Sales order without an advance – an agreement that enables the Army to increase its reimbursable authority to provide the work; it is paid based on the goods or services provided. 5

Sales Orders (Cont.) Sales orders can be accepted with two types of authority: • Funded Reimbursable Authority – is specified on a funding document received by the performing organization and stipulates a specific dollar amount of reimbursable work that can be performed. Once this limit has been reached, the performing organization cannot create sales orders without requesting an increase in the amount specified on the funding document. • Automatic Reimbursable Authority – gives the performing organization the right to accept sales orders, with no limits on the maximum amount of work that can be provided. 6

Direct Charge Direct Charge is any Reimbursable work that occurs within the Army where the customers and providers operate in GFEBS. 7

Creating a Project Structure A project structure provides the Army with dates, planned work, responsible parties, and the appropriate funding information that is used to derive budget attributes during execution. 8

Creating a Project Structure (Cont.) • Create Project and WBS for a Regular Reimbursable Agreement – CJ20N: Create Project and WBS Element for Reimbursement Sales Orders 9

Creating a Project Structure (Cont.) • Create Project and WBS for a Direct Charge Reimbursable Agreement – CJ20N: Create Project and WBS Element for Direct Charge – FMBB: Transfer Budget Authority or Distribution 10

Creating a Project Structure (Cont.) • Display Project Actual Cost Line Items – CJI3: Display Project Actual Cost Line Items 11

Sales / Reimbursable Order • Sales Order: Direct Cite and Reimbursable Authority – A combination of direct cite and reimbursable authority identified on the sales order in GFEBS. – For the direct cite, create a line item which references a WBS element that identifies direct cite funding information on the funding data tab. – For the reimbursable authority, create a separate line item on the sales order citing a WBS element that should be marked as a billable cost object. – Allows for the direct cite execution and reimbursable execution to be tracked and controlled against the same sales order. 12

Sales / Reimbursable Order (Cont.) • Display Master Customer Record – XD03: Display Customer Record 13

Sales / Reimbursable Order (Cont.) • Create and Display a Sales Order With/Without an Advance – VA01: Create a Sales Order – VA03: Display Sales Order 14

Sales / Reimbursable Order (Cont.) • Create Sales Order for Direct Cite – VA01: Create a Sales Order 15

Sales / Reimbursable Order (Cont.) • Create a Sales Order: Direct Cite and Reimbursable Authority – VA01: Create a Sales Order – VA02: Change Sales Order – VA03: Display Sales Order 16

Monitoring Sales Order • It is inherent within GFEBS that, once saved, data are retained in the system as it is entered or changed. • The Customer Order Processor can change information on the sales order by using transaction VA02 – Change Sales Order. • Customer Order Processors are responsible for monitoring funding of orders via the Reimbursable Funds Status reports. 17

LSA #1 Check on Learning Q1: What are the two types of Sales Orders? Q2: These are the Authority-types that a Sales Order can be accepted: 18

LSA #1 Summary 19

Reporting The Customer Order Processor has the capability to view reports that monitor each sales order: • S_ALR_87012173 - List of Customer Open Items for Printing • S_ALR_87012175 - Customer Due Date Forecast • S_ALR_87012197 - List of Customer Line Items • ZRFSC1 - Reimbursable Cumulative Status by FC • ZRFSC2 - Reimbursable Cumulative Status by FP • ZRFSNC1 - Reimbursable Non-Cumulative Status by FC • ZRFSNC2 - Reimbursable Non-Cumulative Status by FP • V.23 - Sales Document Blocked for Billing • VA03 - Display Sales Order • VA05 - List of Sales Orders 20

Billing Reports The user can track the status of an order by using nine (9) reports: • S_ALR_87012168 – Due Date Analysis for Open Items • VF03 – Display Billing Document • VF05 – List Billing Documents VF11- Cancel Billing documents • ZRFSC1 – Reimbursable Cumulative Fund Status by Funds Center Report • ZRFSC2 – Reimbursable Cumulative Fund Status by Funded Program Report • ZRFSNC1 – Reimbursable Non-Cumulative Fund Status by Funds Center Report • ZRFSNC2 – Reimbursable Non-Cumulative Fund Status by Funds Center Funded Program Report • FAGLL03 – G/L Account Line Item Display 21

Debt Invoice Process The debt invoice process refers to all activities that result in invoice creation and recording of the Accounts Receivable (AR). There are three main categories of debt invoice sources: Revenue where there is a sale of services or goods without a reimbursable agreement. Entitlement debts based on improper payments (negative AP) reclassified as AR. Other debts or AR where individuals or organizations have a need to make payments and the government be able to collect these funds (jury duty, receipt accounts, tuition, etc.). 22

Debt Management Reports The Accounts Receivable Reporter can run various reports to view customer accounts and AR data: The Customer Open Items Analysis by Balance of Overdue Items (S_ALR_87012178) report is used to display customer open items by user-defining aging categories (e.g., every 20, 30 days, etc.). Selections and filtering capabilities can be made for multiple customers. Items can also be summed at various levels. This aging report can be used to determine receivables that are eligible for write off and to validate that the required debt fees have been applied to delinquent receivables. 23

Debt Management Reports (Cont.) The Customer Line Item Display (FBL5N) report lists customer line items. Items can be selected by open, cleared, or all items. Details can be displayed for specific line items using drill down capabilities and user defined report layouts can be created for future use. Fields can be sorted and subtotaled at various levels. Customer Account Analysis (S_ALR_87012169) report is used to analyze the receivables for a specific customer during a selected fiscal year. An account can be viewed by account balance per period, special G/L indicator (separated by interest, fee, and penalty), and by open items on the account. Due Date Analysis for Open Items (S_ALR_87012168) report is for displaying customer open items in 30-day intervals. Selections can be for multiple customers and can be filtered by various queries. 24

LSA #2 Check on Learning Q1: Match the Report [a] S_ALR_87012175 [b] S_ALR_87012197 [c] ZRFSC1 __ List of Customer Line Items __ Customer Due Date Forecast __ Reim. Cumulative status by FC Q2: The _______ ______ _____has the capability to view reports that monitor each sales order: 25

LSA #2 Summary 26

Conduct Practical Exercises 27 27

Questions? 28

TLO Summary Action: Identify the Reimbursable Process Conditions: In a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS. Standards: With a minimum of 80% accuracy: Communicate the Reimbursable and Sales Order Process Determine Debt Management and Reporting Procedures 29