FINANCIAL MANAGEMENT SCHOOL UNITED STATES ARMY FINANCIAL MANAGEMENT SCHOOL U.S. ARMY SOLDIER SUPPORT INSTITUTE PRACTICAL EXERCISE # 1 (Verify Commitment and Obligation Transactions) ANSWER KEY FOR Prepare Accounts Payable Vouchers For Payment PE 1 AK

LEARNER's INSTRUCTIONS OBJECTIVE: This practical exercise measures your ability to prepare Accounts Payable vouchers. There are several situations regarding the Prompt Payment Act. You must determine payment due dates, compute discounts and calculate interest penalty payments as applicable. You are a voucher examiner assigned to the Commercial Vendor Services (CVS) clearing cell in Fort Stewart, GA. You are responsible for receiving and processing Accounts Payable documents. The Disbursing Officer is W. C. Cory, LTC, FC. SITUATION: GENERAL INSTRUCTIONS: A. Read all learner notes very carefully. There are Special instructions on page 2 that will assist you in completing this exercise. B. You will do all required written work in this booklet. Complete the Bills Register Cards and the payment vouchers that apply to the documents in the supplement. C. You will have 6 class periods to complete this practical exercise. D. You may not communicate with other learners. E. Upon completion of this practical exercise, see the facilitator for further instructions. STANDARD: Your answers must be in accordance with DFAS-IN Regulation 37-1 and the Prompt Payment Act. MATERIALS REQUIRED: 1. Handouts 1 and 2 2. Supplement and Payment Due Date Sheets 3. Calculator 4. Pencil 5. Learner notes i PE 1 AK

ACCOUNTS PAYABLE BRANCH PREPARE ACCOUNTS PAYABLE VOUCHERS FOR PAYMENT SITUATION: Given contractual documents, you must prepare vouchers for payment and update the Bills Register Card based on the documentation provided. GENERAL INFORMATION: JULY ** DISBURSING OFFICER: WALTER CORY, LTC, FC S M T W T F S PAID BY BLOCK: 23rd FMCo Fort Stewart, GA. 31314 ADSN: 6348 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 TODAY’S DATE: 28 June ** 22 23 24 25 26 27 28 INTEREST PENALTY RATE: 8.5% 29 30 31 HAVE A GREAT 4TH !! INTEREST ACCOUNTING CLASSIFICATION: 021202012D09 A2ABMABM00 6100.2617 131096QLOG 43AJ CA200 W4RNAA32740020 S34030 NOTE TO FACILITATOR: ISSUE EACH LEARNER A WORKBOOK, SUPPLEMENT THAT IS NOT TO BE WRITTEN IN AND PAYMENT DUE DATE SHEETS. 1 PE 1 AK

(CVS) clearing cell in Fort Stewart, GA. You have received the FIXED PRICE CONTRACTS SITUATION: You are a voucher examiner assigned to the Commercial Vendor Services (CVS) clearing cell in Fort Stewart, GA. You have received the following documents: 1. SF 33, Contract 2. DD Form 250, Receiving Reports 3. Vendors’ Invoices REQUIREMENT: You must prepare the payment vouchers for the fixed priced contracts based on the supporting documents listed above, then, update the Bills Register Card. 2 PE 1 AK

NET JOHN MARTIN 021202012 D09 A2ABMAB00 6100.2617 RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 12 MAY ** NET JOHN MARTIN 021202012 D09 A2ABMAB00 6100.2617 131096QLOG 26EB W4RNAA32740020 S34030 FINANCE OFFICE ATTN: COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 A. N. PURCELL PE 1 AK 3

North Star Electronics Inc., 1050 East Street, Richmond Hill, GA 31324 CONTINUATION SHEET Page 2 of 2 North Star Electronics Inc., 1050 East Street, Richmond Hill, GA 31324 DAFI01-**-C-7150 UNIT ITEM NO. SUPPLIES/SERVICES QTY UNIT PRICE AMOUNT 0001 Computers, IBM CPU 486DX 5 ea 2,000.00 $10,000.00 4 PE 1 AK

RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE COMMERCIAL VENDOR SERVICES ATTN: CVS CLEARING CELL FORT STEWART, GA 31314 RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 25 JUN ** 23 JUN PAUL ELLIOT GS, PBO PE 1 AK 5

RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE INVOICE NORTH STAR ELECTRONICS 1050 EAST STREET RICHMOND HILL, GA 31324 NUMBER: 21568 INVOICE DATE: 20 JUNE ** TERMS: 2/10, N/30 UNITED STATES ARMY CVS CLEARING CELL ATTN: ACCOUNTS PAYABLE FORT STEWART, GA 31314 ORDER NUMBER: SOLD TO: DAFI01-**-C-7150 RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 24 JUN ** DIRECTOR, INFORMATION MANAGEMENT BLDG 609, ATTN: MR. KENNEDY FORT STEWART, GA 31314-9837 SHIP TO: ITEM DESCRIPTION QUANTITY UNIT PRICE AMOUNT 1 Computers, IBM CPU 2 EA 2,000.00 $4,000.00 TOTAL DUE: $4,000.00 6 PE 1 AK

DEPARTMENT OF THE ARMY FINANCE OFFICE COMMERCIAL VENDOR SERVICE FORT STEWART GA 31314 $4,000.00 $4,000.00 LESS 2% DISCOUNT 80.00 1ST $3,920.00 021202012D09 A2ABMAB00 6100.2617 131096QLOG 26EB W4RNAA32740020 S34030 PE 1 AK 9

NET MARY THOMAS A. N. PURCELL PE 1 AK 10 RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 31 MAR ** NET MARY THOMAS 021202011D010 A2ABB2ABB00 5790.0000 131096DABC0 26EB RC100 GRE1234019003 S34030 FINANCE OFFICE ATTN: COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 A. N. PURCELL PE 1 AK 10

Carlisle Sheet Metal Outlet, 1030 West 53d Street, Hagan, GA 30429 CONTINUATION SHEET Page 2 of 2 Carlisle Sheet Metal Outlet, 1030 West 53d Street, Hagan, GA 30429 DAFI01-**-C-1759 UNIT ITEM NO. SUPPLIES/SERVICES QTY UNIT PRICE AMOUNT 0001 Sheet Metal, 20” x 10” 500 EA 10.00 $5,000.00 0002 Rivetter, Standard, Electric 15 EA 245.95 $3,689.25 0003 Rivettes 50 BX 8.50 $ 425.00 TOTAL: $9,114.25 PE 1 AK 11

15 APR ** PAUL ELLIOT 30 APR ** GS12, PBO BILL CHANEY PE 1 AK 12 FINANCE OFFICE ATTN: COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 20 JUN ** 15 APR ** PAUL ELLIOT 30 APR ** GS12, PBO BILL CHANEY PE 1 AK 12

RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE INVOICE CARLISLE SHEET METAL OUTLET 1030 WEST 53D STREET HAGAN, GA 30429 NUMBER: 19865 INVOICE DATE: 16 APRIL ** TERMS: 2/10, N/30 UNITED STATES ARMY 24TH FMSU CVS CLEARING CELL ATTN: ACCOUNTS PAYABLE FORT STEWART, GA 31314 ORDER NUMBER: DAFI01-**-C-1759 SOLD TO: RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 21 APR ** DIRECTOR, ENGINEERING & HOUSING BLDG 611B, ATTN: MR. BURNS FORT STEWART, GA 31314-9837 SHIP TO: ITEM DESCRIPTION QUANTITY UNIT PRICE AMOUNT 1 SHEET METAL, 20”X10” 100 EA 10.00 $1,000.00 245.95 $3,689.25 2 RIVETTER, STAN. ELEC. 15 EA 249.95 $3,749.25 $ 85.00 3 RIVETTES 10 BX 8.50 $ 88.50 TOTAL DUE: $4,837.75 $4,774.25 13 PE 1 AK

FINANCE OFFICE COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 $4,837.75 $4,837.75 UNIT (63.50) PRICE ERROR ON INV 37 DAYS LATE @ 8.50% 41.19 1ST $4,815.44 PE 1 AK 16

ADVANCE/PROGRESS PAYMENTS SITUATION: You are a voucher examiner assigned to the Commercial Vendor Services (CVS) Clearing cell in Fort Stewart, GA. You have received the following documents: 1. DD 1155, Contract (Advance Payment) 2. SF 33, Contract (Progress Payment) 3. Vendors’ Invoices 4. Certificate of Performance REQUIREMENT: You must prepare the payment vouchers for the advance and progress payments based on the supporting documents listed above, then update the Bills Register Card. PE 1 AK 17

ATTN: COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 18 JAN ** RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 25 JAN ** FINANCE OFFICE ATTN: COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 021207011D01 A2ABB2ABB00 5780.0000 26EB 131096QNMG RB100 CST67356400000 S34030 $2,400.00 12 MO $200.00 $2,400.00 PAYMENT DUE DATE: 2 JUL ** $2,400.00 A. N. PURCELL $2,400.00 23RD FINANCE BN FORT STEWART, GA 31314 ADSN: 6348 W. CORY, LTC, FC, DO X 1ST PE 1 AK 18 COPY 1

RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE MIICROFILMS INTERNATIONAL P. O. BOX 4276 DENVER, COLORADO 80223 INVOICE NUMBER 108753 DATE 20 JUNE ** BILL TO: DEPARTMENT OF THE ARMY FINANCE OFFICE COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 ORDER NUMBER DABT15-**-M-5246 TERMS Orders will be effective for the addressee upon receipt of payment. PERIOD OF SUBSCRIPTION: AUG ** - JUL ** DESCRIPTION DELIVERY SCHEDULE TOTAL COST New York Times Microfiche ** 1 Issue per Month @ $200.00 $2,400.00 Total Due This Bill: $2,400.00 RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 22 JUN ** + 10 DAYS 2 JUL ** ADVANCE PAYMENT DATE PE 1 AK 19

RECEIVED IN FINANCE OFFICE CVS CLEARING CELL 15 MAY ** NET 14 TIM JOHNSON 021072513F09 A257BN257BN00 5780.0000 257U 1320E6QUTM RB100 FCR26976400000 S34030 COMMERCIAL VENDOR SERVICES ATTN: CVS CLEARING CELL FORT STEWART, GA 31314 A. N. PURCELL 21 PE 1 AK

J & J PAINTING INC. 3035 ROCKLAND AVENUE PEMBROKE, GA 31321 CONTINUATION SHEET J & J PAINTING INC. 3035 ROCKLAND AVENUE PEMBROKE, GA 31321 DABT15-**-C-0155 ITEM SUPPLY/SERVICE QTY U/I U/P AMOUNT 0001 Renovation of quarters 500-600, for the period 1 Aug-30 Sep **. Includes: Painting, general repairs, plumbing, cleaning, and building supplies. (Progress Payment Authorized) $35,000.00 NOTE 1: DELIVERIES: F.O.B. Destination SHIP TO: Director, Engineering and Housing Bldg 10032 Fort Stewart, GA 31314 NOTE 2: PAYMENT TERMS: Progress payments will be made upon receipt of certificate of performance for the percentage of work completed, less the retained amount as applicable. The invoice must contain the following: 1) Remit to address (if other than the address given) 2) The contract number 3) Date of invoice 4) Description 5) Terms 6) Extension/Footing 7) Percentage of completion NOTE 3: CONTRACT TYPE: This is a fixed price contract. The unit price will remain as offered. PE 1 AK 22

CERTIFICATE OF PERFORMANCE NUMBER: 67392 DATE BILLED: 16 JUNE ** CONTRACT NUMBER: DABT15-**-C-0155 DEPARTMENT OF THE ARMY DIRECTOR OF ENGINEERING AND HOUSING ATTN: BLDG 10032 FORT STEWART, GA 31314 BILL TO: DESCRIPTION OF SERVICES ESTIMATED COST PERCENTAGE OF COMPLETION RENOVATE QUARTERS 500-600 $35,000.00 25% AMOUNT CLAIMED FOR PERIOD 16 MAY - 15 JUNE ** = $35,000.00 X 25% = $8,750.00 LESS RETAINED PERCENTAGE @ 10% = $ 875.00 NET AMOUNT: $7,875.00 ACCOUNTING CLASSIFICATION: 21*7025 76-9505 192131.13-257H W91DEH*01550724/ZKJD S09076 VENDOR: J & J PAINTING INC. 3035 ROCKLAND AVENUE PEMBROKE, GA 31321 RECEIVED IN DEH 16 JUN ** TIM JOHNSON TIM JOHNSON, FOREMAN + 14 DAYS 30 JUN (SAT) CERTIFICATION: I CERTIFY THE SERVICES LISTED ON THIS INVOICE ARE AN ACCURATE REPRESENTATION OF SERVICES PERFORMED. SERVICES ACCEPTED 15 JUNE **. 2 JUL ** PAYMENT DUE DATE W. D. POST W. D. POST ENGINEERING AND HOUSING FORT STEWART, GA RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 25 JUN ** PE 1 AK 23

$8,750.00 $8,750.00 LESS 875.00 10% RETAINER FEE $7,875.00 1ST DEPARTMENT OF THE ARMY FINANCE OFFICE COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 $8,750.00 $8,750.00 LESS 875.00 10% RETAINER FEE $7,875.00 1ST 021072513F09 A257BN257BN00 5780.00 257U 1320E6QUTM RB100 FCR26976400000 S34030 PE 1 AK 25

REQUIREMENTS CONTRACT/DELIVERY ORDER SITUATION: You are a voucher examiner assigned to the Commercial Vendor Services (CVS) IN Fort Stewart, GA. You have received the following documents: 1) SF 33, Solicitation & Award (Requirements Contract) 2) DD 1155, Order for Supplies or Services (Delivery Order) 3) DD Forms 250, Material Inspection and Receiving Reports 4) Vendor’s Invoice REQUIREMENT: You must prepare the payment voucher based on the supporting documents listed above, then update the Bills Register Card. 26 PE 1 AK

NET ROBERT GURRERO A. N. PURCELL PE 1 AK 27 RECEIVED IN FO CVS CLEARING CELL 15 MAY ** NET ROBERT GURRERO COMMERCIAL VENDOR SERVICES ATTN: CVS CLEARING CELL FORT STEWART, GA 31314 A. N. PURCELL PE 1 AK 27

CONTINUATION SHEET PAGE 2 OF 3 ACME PARTS AND SUPPLIES, INC. 1011 MAIN ST., CLAXTON, GA 30417 DAFI01-**-C-0825 UNIT ITEM NO. SUPPLIES/SERVICES QTY UNIT PRICE AMOUNT Repair parts for government vehicles located on Fort Stewart, GA. In accordance with the specifications & provisions contained herein for the period 1 Jun ** - 31 May **. 0001 Repair parts for Chrysler Products. 4 door sedan, 19**. $25,000.00 Replacement parts to include: Tires, engine replacement parts, exhaust system parts, body parts, axles, tie rods, electronic repair supplies, brake replacement supplies, heating and cooling system parts. 0002 Repair parts for Ford motor products. Truck, van (panel & cargo) $25,000.00 19**. Replacement parts to include: Tires, engine, replacement parts, exhaust system parts, body parts, axles, tie rods, electronic repair supplies, brake replacement supplies, heating and cooling system parts. NOTE 1: Bidder agrees to obtain parts, when not available within a reasonable time period. Ordering parts will not increase the contracted price. NOTE 2: Pricing: The government will obtain parts at the price offered to all other customers or lower. NOTE 3: Shipping: Freight expenses will be included in the offered price per item. Free on board to destination. Ship to addresses: 1/91st Mechanized Infantry Division ATTN: TMP Fort Stewart, GA 31314 23d Medical Support Battalion ATTN: USAR Reserve Operations PE 1 AK 28

CONTINUATION SHEET PAGE 3 OF 3 ACME PARTS AND SUPPLIES, INC. 1011 MAIN ST., CLAXTON, GA 30417 DAFI01-**-C-0825 UNIT ITEM NO. SUPPLIES/SERVICES QTY UNIT PRICE AMOUNT NOTE 4: Individual Delivery Orders will be issued when parts or supplies have been ordered. NOTE 5: Inspection and Acceptance: The parts or supplies will be accepted in proper condition and deemed acceptable by the receiving activity. The condition of the parts or supplies is the responsibility of the vendor until acceptance is acknowledged by an authorized government agent. NOTE 6: The vendor’s invoice will contain at least the following items: a. Vendor’s date of invoice. b. Contract number. c. Description of supplies or service. d. Extension information. e. Terms. 29 PE 1 AK

CVS COMMERCIAL VENDOR SERVICE RECEIVED IN FINANCE OFFICE 5 JUNE ** FINANCE OFFICE ATTN: COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 $2,076.13 02120214D10 A2ABM2ABM00 5740.0000 131079QDPW EA250 C5NZDG56720038 S34030 $2076.13 021201025F09 A2ABB2ABB00 6730.00 432100R2D2 EA300 S7FGBK8006638 S34030 $2,052.32 CVS COMMERCIAL VENDOR SERVICE RECEIVED IN FINANCE OFFICE 7 JUN ** PAYMENT DUE DATE: 6 JUL ** A. N. PURCELL LESS 2% DISCOUNT 84.25 23RD FINANCE BN FORT STEWART, GA 31314 ADSN: 6348 $4,128.45 W. CORY, LTC, FC, DO X 1ST PE 1 AK 30 COPY 1

ACME PARTS AND SUPPLIES, INC. 1011 MAIN ST., CLAXTON, GA 30417 CONTINUATION SHEET ACME PARTS AND SUPPLIES, INC. 1011 MAIN ST., CLAXTON, GA 30417 DAFI01-**-C-0825/0001 UNIT ITEM NO. SUPPLIES/SERVICES QTY UNIT PRICE AMOUNT NOTE 1: Delivery Schedule SHIP TO: 1/91ST MECHANIZED INFANTRY DIVISION ATTN: TMP FORT STEWART, GA 31314 0001 Tires, Uniroyal, 15”, Sedan 25 EA 45.90 $1,147.50 0002 Radiator, Serial #512900 10 EA 52.15 $ 521.50 0003 Tires, Uniroyal, 16” Cargo Van 10 EA 44.95 $ 449.50 TOTAL: $2,118.50 THESE ITEMS ARE CHARGEABLE TO FUND CITE: 21*2020 76-9505 111011.00-26EB W91TMP*1560825/A111 S09076 SHIP TO: 23D MEDICAL SUPPORT BATTALION USAR RESERVE OPERATIONS FORT STEWART, GA 31314 0001 Tires, Uniroyal, 15”, Sedan 25 EA 45.90 $1,147.50 0002 Tires, Uniroyal, 16” Cargo Van 10 EA 44.95 $ 449.50 0003 Exhaust Pipes, Serial #52347 20 EA 24.86 $ 497.20 TOTAL: $2,094.20 THESE ITEMS ARE CHARGEABLE TO FUND CITE: 021201025F09 A2ABB2ABB00 6730.0000 432100R2D2 EA300 S7FGBK8006638 S34030 NOTE 2: Deliver to FOB point by: 15 June ** PE 1 AK 31

RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE ATTN: COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 18 JUN ** 15 JUN ** TOMAS STONE PE 1 AK 32

RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE ATTN: COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 21 JUN ** 16 JUN ** DAVID MORRIS 33 PE 1 AK

RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE INVOICE ACME PARTS AND SUPPLIES 1011 MAIN STREET CLAXTON, GA 30417 NUMBER: 347607 INVOICE DATE: 16 JUNE ** TERMS: 2/20, Net 30 UNITED STATES ARMY FINANCE OFFICE ATTN: COMMERCIAL VENDOR SERVICE FORT STEWART, GA 31314 ORDER NUMBER: DAFI01-**-C-0825 D. O. #0001 SOLD TO: RECEIVED IN FINANCE OFFICE COMMERCIAL VENDOR SERVICE 20 JUN ** SHIP TO: 23D MED SPT BN & 1/91ST MECH INF DIV FORT STEWART, GA 31314 ITEM DESCRIPTION QUANTITY UNIT PRICE AMOUNT $ 45.90 $ 2,295.00 1 Tires, Uniroyal, 15” 50 EA $ 46.00 $2,300.00 2 Radiator, #512900 10 EA $ 52.15 $ 521.50 3 Exhaust Pipes, #52347 20 EA $ 24.86 $ 497.20 $ 44.95 $899.00 4 Tires, Uniroyal, 16” 20 EA $ 45.00 $ 900.00 TOTAL DUE: $4,218.70 $4,212.70 PE 1 AK 34