Proposed DLMS Change (PDC) 1288 Mandatory Supply Status to Requisition Bill-To DOD Activity Address Code & Supply Status Revisions for Standard Line of Accounting Bob Hammond Chair, Finance Process Review Committee HQFinance@dla.mil 703-767-2117 February 15, 2018

PDC 1288 Background PDC 1288 address a gap that exists when an obligation is not recorded against a requisition or appropriately updated based upon order processing Missing obligations may be due to an order that is placed outside of a Component ordering system (e.g., orders submitted using web ordering systems) Other instances where the bill-to DoDAAC may not have visibility of the requisition (such as third party billing via the Fund Code to Billed Office DoDAAC Table) Providing supply status to the bill-to DoDAAC allows the financial system supporting the bill-to activity to establish an obligation based on the information conveyed by the status code in the event that one was not previously assigned

PDC 1288 Background Cont. Financial system will also use the supply status to update the obligation based on the original order data as this information changes during order processing Order fulfillment systems must support creation of MILSTRIP supply status and financial systems must support use of the supply status to establish or update obligations for requisitions Components must integrate supply and financial systems to create/adjust obligations based on receipt of applicable supply status PDC 1288 requires the Defense Automatic Addressing System (DAAS) to provide mandatory supply status to the bill-to DoDAAC Staffing Note: Components please comment regarding whether routing supply status to the bill-to DoDAAC’s Billing COMMRI vice the Data Processing (DP) COMMRI will route status to the correct financial system for recording/adjusting the obligation. In the absence of an automated interface between supply and financial systems, please comment on whether or not and obligations are adjusted, and if so, how

Bridging the Gap Modify DAAS processes to furnish mandatory supply status to the bill-to DoDAAC based on Communications Routing Identifier (COMMRI) For third party billing, DAAS will retrieve the bill-to DoDAAC from the Fund Code to Billed Office DoDAAC Table (FCB) when necessary pending full DLMS implementation of the bill-to party in the DLMS requisition format DAAS will transmit supply status to the bill-to party associated with third party billing by legacy DIC AE9 DAAS will provide this status regardless of the M&S code. DAAS will implement this requirement in a way that does not transmit multiple supply status transactions to the same activity Ref para 4.c. (1) Staffing Note: Components please comment regarding whether routing supply status to the DP COMMRI vice the bill-to DoDAAC’s. Billing COMMRI will route status to the correct financial system for recording/adjusting the obligation.

DLMS 870S and SLOA Modify the DLMS 870S to carry Standard Line of Accounting (SLOA) data content Source of supply systems processing DLMS 511R transactions containing SLOA data will perpetuate the SLOA data content to the supply status field Ref. 4.c. (2), (3) Ref. 4.c. (2)

DAAS Actions DAAS will edit supply status transactions for SLOA data content. DAAS will use the Standard Financial Information Structure (SFIS) Fund Code to Fund Account Conversion Table (FCA) to populate SLOA data when no SLOA data is present in the supply status If discrete values for the SLOA data elements in the transaction do not match data elements from the SFIS Fund Code to Fund Account Conversion Table for the Fund Code in the transaction Unmatched SLOA data elements are removed from the supply status DAAS will not reject supply status transactions DAAS generates a separate supply status transaction (870S/legacy Document Identifier Code (DIC) AE9) with Status Code BK providing an audit trail of the DAAS update to the transaction REF 4.c. (4)

Identified FMS Concerns Navy FMS requisition from customer (Service Code “P”) does not have the signal and fund code from customer. Added by DOD FMS Systems (MISL or SCES) Note this also impacts ADC 1043 series SLOA edits FMS Media & Status with the Distribution Code will provide duplicative data. Answer: “DAAS will implement this requirement in a way that does not transmit multiple supply status transactions to the same activity,” BK status, indicating that the requisition has been modified may be confusing and make supply events appear out of sequence (e. g. item backordered then BK status received). Proposed Used by DAAS on DIC AE9 to advise customers that SLOA data content mismatched to the Fund Code on the SFIS Fund Code to Fund Account Conversion Table has been removed.

FMS Concerns – Multiple Meanings for BK REQUISITION TRANSACTION STATUS CODES Modified Requisition data elements have been modified as requested. Examine data fields in this status document for current requisition data (2) Used by Transaction Services on DIC AE9 and by GSA on DIC AE_ to advise that the requisition contained a requisition priority for which the activity was not authorized. The requisition priority has been downgraded as shown and the requisition forwarded for processing  

FMS Concerns – Multiple Meanings for BK REQUISITION TRANSACTION STATUS CODES Modified Used by Transaction Services on DIC AE9 to advise that the requisition contained an invalid/expired OSD/CJCS category D project code. The project code has been blanked out and the requisition forwarded for processing Used by Transaction Services on DIC AE9 or by source of supply to advise the customer that the requisition priority designator and/or required delivery date (RDD) data fields continued invalid or incompatible data. Customer entry has been modified or blanked out and the requisition forwarded for processing  

FMS Concerns – Multiple Meanings for BK Continued REQUISITION TRANSACTION STATUS CODES Used by Transaction Services on DICC AE9 or by the source of supply to advise that submitter’s fund code has been replaced by Fund Code XP requiring non-interfund billing (6) Used by DAAS on DIC AE9 to advise customers that SLOA data content mismatched to the Fund Code on the SFIS Fund Code to Fund Account Conversion Table has been removed    The beauty of DLMS… what if we make the DLMS status codes three characters with staggered implementation? “CX” is another candidate. Separate PDC.

Proposed MILSBILLS Changes C2.1.7.3. The bill-to party should obligate the entire properly made amount of a reimbursable order when the order is accepted. [FMR] C2.1.7.4. The bill-to party must record obligations in the official accounting records at the time a legal obligation is incurred, or as close to the time of incurrence as is feasible. In no instance will the requesting agency record obligations any later than 10 calendar days following the day that an obligation is incurred. [FMR] C2.1.7.5. The bill-to party must record obligations at the line item level with one requisition per line item. This supports required line-item detail billing for requisitions that will be billed via the DLMS 810L Logistics Bill. Staffing Note: Components, please comment on any business process for which this will be problematic in the near term.

Actions Components EBSO Respond to PDC 1288; due date extended to March, 2, 2018 Address staffing notes Provide comments EBSO Address/resolve component comments Modify from PDC as necessary => ADC