Review Reimbursement Accounting

Terminal Learning Objective Action: Identify the Internal Order Process (Record Reimbursable Accounting Data) in GFEBS Conditions: Given DODFMR 7000.14-R, Vol. 10, DFAS-IN Regulation 37-1, DFAS-IN Manual 37-100FY, GFEBS handout and access to GFEBS home page. Standards: With a minimum of 80% accuracy input the following transactions in GFEBS: Build a Project and Work Breakdown Structure Fund a Funded Program Create a Sale Order Write-Down a Sales

Create Project/WBS Element – Direct Charge Order

Show Slide 4: Create a funded program

Direct Charge Order Process Direct Charge Order Process (Cont.) Plan Project and Create WBS (CJ20N) Determine Order Acceptance Initiate Direct Charge Agreement Distribute Funds to Funded Program Budget Office Fund/Release Project Legend GFEBS Operation Non-GFEBS Operation

CJ20N – Project Builder – Direct Charge Order 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

Direct Charge Order Process (Cont.) Plan Project and Create WBS Determine Order Acceptance Initiate Direct Charge Agreement Distribute Funds to Funded Program Budget Office (FMBB & ZFSC5) Fund/Release Project Legend GFEBS Operation Non-GFEBS Operation

FMBB – Budgeting Workbench 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

ZFSC5 – Cum Status by Funded Program: Detail 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

Direct Charge Order Process (Cont.) Legend GFEBS Operation Non-GFEBS Operation Plan Project and Create WBS Determine Order Acceptance Initiate Direct Charge Agreement Distribute Funds to Funded Program Budget Office Fund/Release Project

CJ20N – Project Builder-Fund/Release - Direct Charge Order 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

Check On Learning True or False: The requestor for a Direct Charge order is not using GFEBS? What role is responsible for putting funds on the Funded Program? True or False: Either the performer or requestor have the ability to enter the LOA into CJ20N?

Create Project/WBS Element/Sales Order – Direct Cite Order

Direct Cite (Federal) Order Process Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing Legend GFEBS Operation Non-GFEBS Operation

Direct Cite (Federal) Order Process (Cont.) Direct Cite Process - Inbound MIPR (Economy Act) usually DOD agency – Requestor not on GFEBS Performer creates the WBS Element and indicates ZCITEZTFO in the Fund field on the Funding Data tab Performer sends acceptance (DD Form 448-2) Performer references the customer’s LOA on Sales Order Treasury pulls the funds directly from the Requestor’s LOA Requestor pays for purchases through their LOA GFEBS does not bill requestor Performer updates WBS element Funded/Released

Direct Cite (Federal) Order Process (Cont.) Customer Order Processor monitors Sales Order execution Records/changes information on Sales Order Monitors Funding of Sales Order Records Increases Decreases Notifies Customer Order Approver Approves Rejects

Direct Cite (Federal) Order Process (Cont.) Legend GFEBS Operation Non-GFEBS Operation Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing

CJ20N – Project Builder – Direct Cite Order 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

CJ20N – Project Builder-Fund/Release - Direct Cite Order 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

Direct Cite (Federal) Order Process (Cont.) Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing Legend GFEBS Operation Non-GFEBS Operation

Direct Cite Order Process (Cont.) Direct Cite Sales Order – MIPR document Legal agreement by the Army to perform work for: Federal Government Requestor subject to Economy Act Sales Order type ZRNA

XD03 – Customer Display - Direct Cite Order 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

VA01 – Create Sales Order - Direct Cite Order 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

Direct Cite Order Process Sales Order Approval Responsibilities Customer Order Processor Notifies Customer Order Approver via e-mail or GFEBS Mailbox Identifies Customer Number Sales Order Number Requests review Customer Order Approver Views Sales Order (VA02)

Direct Cite Order Process (Cont.) Sales Order Approval Responsibilities (Cont.) Customer Order Approver (Cont.) Accepts Sales Order Creates condition record type ZFED Saves changes Notifies Customer Order Processor via e-mail or GFEBS Mailbox of approval Rejects Sales Order Notifies Customer Order Processor via e-mail or GFEBS Mailbox Data to be updated Requests updates be made

Direct Cite Order Process (Cont.) Sales Order Approval Responsibilities (Cont.) Customer Order Processor Updates the Sales Order appropriately Requests approval from Customer Order Approver

VA02 – Change Sales Order 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

Direct Cite (Federal) Order Process (Cont.) Legend GFEBS Operation Non-GFEBS Operation Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing

ZRFSC1 – Reimbursable Status by FC 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

Check On Learning When the WBS Element is created for a Direct Cite Order, what should be put in the Fund field on the Funding Data tab of CJ20N? True or False: Direct Cite customers are public customers? Where is the requestor’s LOA entered?

Create Project/WBS Element/Sales Order – Reimbursable Order

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

Reimbursable Order Process (Cont.) Reimbursable Order - Inbound MIPR (or appropriate document depending upon government entity) 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

Reimbursable Order Process (Cont.) Legend GFEBS Operation Non-GFEBS Operation Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing

CJ20N – Project Builder – Reimbursable Order 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

CJ20N – Project Builder-Fund/Release - Reimbursable Order 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

Check On Learning When the Performer creates a WBS Element for a Reimbursable Order, what type of fund should be input on the Funding Data tab of CJ20N? True or False: The operative indicator “Billing” should not be checked on a Reimbursable Order? What should be entered in the Funded Program Type field on the Funding Data tab of CJ20N?

Reimbursable Order Process (Cont.) Plan Project and Create WBS RM/AST Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing Legend GFEBS Operation Non-GFEBS Operation

Reimbursable Order Process (Cont.) Sales Order Legal agreement by the Army to perform work for requesting: Organization DOD Non-DOD Sales Order types: ZRWA (Army REIMB Order) Note: For training purposes use ZRNA

VA01 – Create Sales Order - Reimbursable 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

Reimbursable Order Process (Cont.) Plan Project and Create WBS RM/AST Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing Legend GFEBS Operation Non-GFEBS Operation

VA02 – Change Sales Order - Reimbursable Order 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

Check On Learning What T-code do you use to view customer master data? When a Customer Order Approver approves a sales order, what Condition type do they use? How many line items can there be on a Reimbursable Sales Order?

Reimbursable Order Process (Cont.) Plan Project and Create WBS Determine Order Acceptance Fund/Release Project Create and Approve Sales Order Monitor Sales Order Processing Legend GFEBS Operation Non-GFEBS Operation

Reimbursable Billing

Reimbursable Billing (Cont.)

Billing for Reimbursable Order Process Legend GFEBS Operation Non-GFEBS Operation Process Execution Against WBS Run Resource Related Billing DFAS Create/ Monitor Billing Document Generate and Mail Manual Bill Write Down (Adjust) Sales Order

Billing for Reimbursable Order Process (Cont.) Process Execution against a WBS Payroll charges Travel Supplies, equipment purchases, etc. Run Resource Related Billing - Accumulates expenses incurred in each period that can be invoiced Manually, or Monitoring batch job Create/monitor billing document

Billing for Reimbursable Order Process (Cont.) Transmit billing documents to customers via one of the following three methods: DCAS SF-1080 (0) - Federal Customers DA-1857 (A) - Public Customers (manual bill) IPAC (I) SF1080 Print and mail Close Sales Order Billing complete

Billing for Reimbursable Order Process (Cont.) Legend GFEBS Operation Non-GFEBS Operation Process Execution Against WBS Run Resource Related Billing DFAS Create/ Monitor Billing Document Generate and Mail Manual Bill Write Down (Adjust) Sales Order

Billing for Reimbursable Order Process (Cont.) Write-down Sales Order Billing complete Execution less than Obligation Return excess to Requestor

VA02 – Change Sales Order 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

Check On Learning True or False: A Sales Order must be written-down if the commitment and execution against the order are not the same. True or False: If the execution against the sales order is less than the obligation, the sales order must be written down.

Questions