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

Terminal Learning Objective Action: Create a Reimbursable Sales 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: Interpret the purpose and types of Reimbursable Sales Orders. Input all Required Information Resulting in the Successful Creation of a Document Number. 2

Sales Order Purpose The VA01 (Sales Order) is created off of a Reimbursable Agreement - Direct Charge - Direct Cite - Reimbursable Order There are several types of Sales Orders 3

Sales Order: Types Determine what type of reimbursable document the agreement is. This will determine the type of Sales Order to be created. ZRNA - Sales Order Type for Economy Act and all Non-Project Orders (Economy Act Orders as defined in the FAR Part 17, Subpart 17.5 which can be found: https://www.acquisition.gov/far/html/FARMTOC.html) Examples: Federal customers, state/local government, and DoD Other: Timber and grazing, GPLD (lost keys), grants, MEDCOM labor ZRWA - Reimbursable Orders with Advance (Public Receivables not covered in this SOP) Examples: Non-Federal Customers Other: GPLD (rent paid in advance for quarters), grants, dining facility. 4

Order Types (Cont.) Determine what type of reimbursable document the agreement is. This will determine the type of Sales Order to be created ZRPO - Project Orders. DoD Customers Only (DODFMR Vol. 11A, Chapter 2, Paragraph 0205) ZRPR - Project Orders, Army to Army on GFEBS. DoD ARMY customers only 5

Roles and Responsibilities Customer Order Processor Responsible for creating / viewing a specific Sales Order (Can NOT approve) Responsible for creating a project, WBS elements, and to verify Customer Master Records 6

Determining Chart SITUATION: This VA01 is based on a Reimbursable Order without advance (ZRNA) to a Non-Federal agency. This Order is based on the fact that a WBS element has already been created via CJ20N, marked funded and released 7

Create and Approve Sales Order Where in the 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 8

LSA #1 Check on Learning Q1: List the three types of Reimbursable Orders Q2: T/F: The ZRPR Sales Order is strictly for “Army to Non-Army” entities Q3: The _____ _____ _____ can verify Customer Master Records   S 9

LSA #1 Summary 10

Create a Sales Order in GFEBS By The Numbers Transaction Code: VA01 Role: Customer Order Processor Again, you will have needed to create a WBS element (CJ20N) to successfully execute the Sales Order. 11

Create a Sales Order 4 2 1 3 1. Enter T-code VA01, hit Enter 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 12

Create a Sales Order (Cont.) 1. This is the Customer number (organization that received the goods and/or services) 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’ 13

Create a Sales Order (Cont.) 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 14

Create a Sales Order (Material Description) 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 15

Create a Sales Order (“Conditions” tab). 1. On L1, single-click gray box to highlight Orange 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 16

Create a Sales Order (“Additional Data”) 1. Click the ‘Additional Data’ box far right to display options 1 2. Select ‘Additional data B’ 2 17

Create a Sales Order (Cont.) 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 Note: Notice the title. Non-GFEBS performer LOA 18

Create a Sales Order (Cont.) 1. On the ‘Menu’ bar, Click ‘Save’ 1 COMPLETE 2. System generated message. Record for training purposes. 2 19

LSA #2 Check on Learning Q1: In reference to a Sales Order in GFEBS, the payment terms will ALWAYS be: Q2: T/F: The Order Reason will Always ‘Army Services Provided’ Q3: Upon successful completion of all required steps, a _____ _____ is created in GFEBS.   20

LSA #2 Summary 21

Creating a Reimbursable Order Practical Exercise # 1 Creating a Reimbursable Order 22

TLO Check On Learning Break into equal groups. As a group, write down a three questions from the lesson just received. Once complete, pass questions to another group Once questions have been answered, each group read their questions and answers. 23

TLO Summary Action: Create a Reimbursable Sales 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: Interpret the purpose and types of Reimbursable Sales Orders. Input all Required Information Resulting in the Successful Creation of a Document Number. 24