Process Prompt Payment Act Documents

Process Prompt Payment Act Documents
Show Slide #1: Process Prompt Payment Act Documents SCOPE The overall outcome of this lesson is to teach Soldiers the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. Soldiers will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitators are accountable for teaching all material within this lesson. Learners are accountable for learning all material within this lesson and will be assessed at the conclusion of this lesson. Title: Process Prompt Payment Act Documents References: FM 1-06 and DFAS-IN REG 37-1. Section I. Administrative Data Academic Hours/Methods 00 hrs. / 00 min. Test 07 hrs. / 40 min. PE (practical exercise (Hands On) 11 hrs. / 10 min. DSL (large or small group discussion) 00 hrs. / 00 min. Test Review 00 hrs. / 00 min. Total Hours Section II. Introduction: Facilitator's to Learner Ratio: 1:30 Method of Instruction: DSL (large or small group discussion) Time of Instruction: 00 hrs. / 10 min. Media: PowerPoint Presentation Facilitator's Material: Each primary Facilitator should possess a lesson plan, slide deck, course handouts, practical exercise with answer key, and summary sheet containing FM 1-06 and DFAS-IN REG 37-1. Learner’s Material: Learners should possess course handouts, practical exercises, summary sheet containing FM 1-06, DFAS-IN REG 37-1 with access to Bb and standard classroom supplies. Facilitator's Note: "All required references and technical manuals will be provided by the School House“ Motivator (Concrete Experience): Inform the learners of the scope and the objectives by the completion of this lesson, they will have an understanding and know the importance processing accounting documents for pay. There are many roles involved in the processing of procured documents and numerous transactions. We will cover each of the roles and the transactions involved with accomplishing this action. The overall outcome of this lesson is to teach each of you the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Our job (Facilitator) is to be accountable for teaching of all material within this lesson. You (Learners) are accountable for learning all material within this lesson and will be assessed via completions of each PE at the conclusion of practically all of the learning activities throughout the lesson. 1

Terminal Learning Objective
Action: Process Prompt Payment Act Documents 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 at least 80% accuracy (70% for International Learners): Interpret the General Fund Enterprise Business System (GFEBS) process Demonstrate create goods receipt for Purchase Order (PO) Prepare invoice processing procedures manually for a contractual invoice Identify viewed Purchased Order (PO) status after invoice input Demonstrate a block vendor invoice Perform Purchase Requisition (PR) list display utilizing ME5A t-code Perform release blocked invoice receipt manually Enter display document status after Invoice Receipt (IR) release Enter cancel/reverse invoice for purchased orders related invoice Perform clear vendor/header data manually Show Slide #2: Terminal Learning Objective. Read TLO Action: Process Prompt Payment Act Documents 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 at least 80% accuracy (70% for International Learners): Interpret the General Fund Enterprise Business System (GFEBS) process Demonstrate create goods receipt for Purchase Order (PO) Prepare invoice processing procedures manually for a contractual invoice Identify viewed Purchased Order (PO) status after invoice input Demonstrate a block vendor invoice Perform Purchase Requisition (PR) list display utilizing ME5A t-code Perform release blocked invoice receipt manually Enter display document status after Invoice Receipt (IR) release Enter cancel/reverse invoice for purchased orders related invoice Perform clear vendor/header data manually Safety Requirements: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , Risk Management. Leaders will complete a DD Form 2977 DELIBERATE RISK ASSESSMENT WORKSHEET during the planning and completion of each task and sub-task by assessing mission, enemy, terrain and weather, troops and support available-time available and civil considerations (METT-TC). Local policies and procedures must be followed during times of increased heat category in order to avoid heat related injury. Consider the work/rest cycles and water replacement guidelines IAW TRADOC Regulation Risk Assessment Level: Low. Environmental Considerations: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT. Evaluation: Learners will be assessed using “Go” or “No Go” on Professional Development and Leadership during the Capstone Exercise. Instructional Lead-In / Publish and Process: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class will prepare you to successfully accomplish the tasks listed. Facilitator's Note: During this phase of the Army Learning Model the facilitator will solicit responses of the learners reaction to the concrete experience. The learners will reflect on their experience and knowledge of the topic and they will begin a reconciliation of where they are and, if successful, where they will be at lesson end. Note: The critical portion of this part of the ALM process is to force the learners to reflect. As the facilitator you can achieve this by asking a series of thought influencing questions, for example: What is the importance of inspecting the items that are being delivered? Give examples of different ways goods or services can be accepted. Example: Purchasing food, gas, or shoes etc. Starting a new cell phone contract. Purchasing a car. Have you ever ordered a package, arrived home and your package is placed on your step, porch, or by the mail box? If so, “Did you accept these goods?” What could happen if the package was stolen? Are you responsible? Having the learners think critically is the ultimate goal of publish and process. Force the learners to explain their answers; meaning, how and why did they arrive at the solution to the questions. You should also be looking for responses that will help the learners transition from publish and process to generalize new information. During this process, remind the learners of lesson objectives as they transition from publish and process into generalize new information. Facilitator’s Note: Transition into LSA #1

Types of Invoices Two types of Invoices:
Contractual consist of two key transactions MIRO and MIR4 Miscellaneous Pay Miscellaneous Pay (subject to PPA) and (Not subject to PPA), consist of the following transactions FMY1, FMZ1, FB60, etc. Two ways invoices are processed: Interfaced (Automated) invoices external to GFEBS primarily with Wide Area Work Flow (WAWF) Manual invoices are entered manually. Show Slide #3: Types of Invoices 1. Learning Step / Activity 1. Interpret the General Fund Enterprise Business System (GFEBS) Process Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 10 min. Media: PowerPoint Presentation, Printed Reference Material 21st Century Soldier Competencies: The 21st Century Soldier Competencies are essential to ensure Soldiers and leaders are fully prepared to prevail in complex, uncertain environments. Throughout the lesson discussions, seek opportunities to link the competencies with the lesson content through the Learner’s experiences. Facilitator's Note: There are many ways to describe and explain the high-low method and calculation for fixed and variable cost components. Before facilitating this lesson, ask the Learners which of the 21st Century Soldier Competency do they think pertain to this lesson? Facilitate a discussion on the answers given and at the end of the lesson revisit it and see if the Learners still believe their choice are the same. Note: For this lesson these competencies should be talked about. #1. Character and accountability #3. Adaptability and initiative #4. Lifelong learner (includes digital literacy) #5. Teamwork and collaboration #6. Communication and engagement (oral, written, and negotiation) #7. Critical thinking and problem solving #8. Cultural and joint, interagency, intergovernmental, and multinational competence #9. Tactical and technical competence (full spectrum capable) Facilitator's Note: Transition into lesson with the following note. Facilitator's Note: One of the important parts of this process is the Invoice. An invoice is a commercial document issued by a seller to a buyer relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the seller has provided. The FMY1 and FMZ1 were discussed in a previous lesson.

Types of Documents In GFEBS, a document is generated and stored in the system for transactions that cause a change in stock. When posting a goods movement, two documents are created in GFEBS. Material Document – shows as both proof of the goods movement and a source of information. Accounting Document – are created automatically when a Goods Receipt (GR) or Invoice Receipt (IR) is posted manually or automatic. The document contains details of individual postings such as general ledger (G/L) account (GLAC), quantity, and amount. If the invoice is posted manually and subject to PPA it references a PO and GR. Key Accounts that are affected by processing invoices are vendor account, accounts payable account, expense account, GR/IR clearing account. Show Slide #4: Types of Documents Facilitator's Note: Read this once the slide has been covered. Note: Once you have posted a goods movement (i.e., goods receipts and acceptance), you can no longer change the document. You can only enter additional information into it, such as referencing the original document or commenting on the event. In GFEBS, a document is generated and stored in the system for transactions that cause a change in stock. When posting a goods movement, two documents are created in GFEBS. Material Document Accounting Document If the invoice is posted manually and subject to PPA it references a PO and GR. Key Accounts that are affected by processing invoices are vendor account, accounts payable account, expense account, GR/IR clearing account.

Payment Process PPA Contractual T-Codes Non-PPA Misc. Pay T-Codes
ME51N – Create Purchase Requisition ME21N – Create a Purchase Order MIGO – Goods Receipt ME5A – PR list Display MIRO - Invoice/Block ME23N – View Status MRBR – Release Blocked Invoice Receipt MR8M – Cancel/Reverse Invoice F-44 – Clear Vendor Header Data MIR4 – View/Display FMY1 – Pre-Commit Document FMZ1 – Create Funds Commitment Document FB60 – Enter Invoice FB03 – View Invoice FB02 – File Attachment/Block Show Slide #5: Payment Process Facilitator's Note: You will inform the learners that you will cover both of these processes. Note: The transaction codes that will be covered during this lesson are listed above in the perspective areas that will be taught. You will cover contracts subject to PPA and define Miscellaneous Payments subject to non-PPA. FMY1 – Pre-Commit Document FMZ1 – Create Funds Commitment Document FB60 – Enter Invoice FB03 – View Invoice FB02 – File Attachment/Block Facilitator's Note: Inform the learners that MIRO, MIR4, FB60 are transaction codes (t-codes) that we will cover in this lesson. ME51N – Create Purchase Requisition ME21N – Create a Purchase Order MIGO – Goods Receipt ME5A – PR list Display MIRO - Invoice/Block ME23N – View Status MRBR – Release Blocked Invoice Receipt MR8M – Cancel/Reverse Invoice F-44 – Clear Vendor Header Data MIR4 – View/Display 5

Procurement with Contracting Process Summary
Purchase Requisition Enter PR Approve PR Certify PR Transmit PR to Standard Procurement System (SPS) via Interface Display PR Make Necessary Changes Purchase Order Award or Modify contract Transmit contract Data to GFEBS via Interface* Record contract as PO in GFEBS Goods Receipt Post Goods Receipt * If not posted automatically via WAWF Invoice Post Invoice * If not posted automatically via WAWF Three Way Match Show Slide #6: Procurement with Contracting Process Summary Facilitator's Note: This display shows all the transactions that need to take place prior to the three way match and also the t-codes that are involved with the three-way match. (ME21N, MIGO, and the MIRO). For Misc Pay PPA, the ME21N (Purchase Order) is done through the Standard Procurement System (SPS) interface via the Mission and Installation Contracting Command (MICC), which is the contracting office. Purchase Requisition, ME51N / ME53N Three way match, ME21N / MIGO / Miro ME51N ME53N ME21N MIGO MIRO

Commercial Off The Shelf (COTS):
GFEBS CAR (Analogy) SAP-Systems Applications & Products PR-(IE., Gravel) GFEBS Reports DA 3953 SF44 ADS GFEBS ME51N F11O L1-Gen.Supv L2-IT L3- PB L4- Funds Certification INVOICE MIRO MIGO MIGO AWARD ME23N MANUAL Show Slide #7: GFEBS CAR (Analogy) Facilitator's Note: Inform learners this is a High Level brief on the overall Standard Procurement Process (SPS) Purchase Requisition (PR) process resulting in a 3-way match required for Vendor payment. This is a High Level brief on the GFEBS SPS PR Process completing a 3-way match. The CAR represents GFEBS, a bi-product of SAP- Systems, Applications and Products This is a “Commercial off the Shelf” product (COTS). Who uses SAP? Accenture / DuPont / Audi / BMW / VW / Burger King / Coca-Cola Blueprinting allows the Government to “Customize” SAP in the transformation to the General Fund Enterprise Business System. The ARMY is the customer. Begin with the Transaction Code (T-code) ME51N Example used: Gravel needed, input PR&C (DA3953) as ME51N This requires levels of certification L1-(Supervisor), L2 (IT related), L3 (Property Book), L4-Funds Certification. (For gravel, only L1 / L4) Upon Certification, an SPS PO (ME21N) auto-creates in GFEBS (courtesy of the MICC) The unit Receives the Goods / Services, inputs manually into GFEBS via T-code MIGO (Note: When bandwidth is available, the Wide Area Workflow (WAWF) auto accepts the goods/services via a GR Processor) this is the same with MIRO. Through workflow, the Invoice Processor inputs T-code MIRO into GFEBS. Upon completion of the MIRO, this triggers the Payment run/Payment Processing via T-code F110 with DFAS through the ADS interface. (Automatic Disbursing System) Transaction(s) are recorded in the system and appear on all applicable reports. ME21N PO/Obligation WAWF GR Commercial Off The Shelf (COTS): SAP Accounting Software Blueprinting: Adds customer add-ons and customization of the product “The ARMY is the customer” SPS T-Codes: ME51N-Create PR ME52N-Change PR ME53N-Display PR

Two Roles Involved in the Goods Receipt Process
Goods Receipt Processor is responsible for receiving goods and/or services and managing any exceptions that may arise; receipt, inspection, and acceptance may or may not be performed prior to invoice receipt from the vendor. For goods receipts and acceptances, the Goods Receipt Processor manually enters the goods receipt and acceptance in GFEBS. Key Activities: Create, change, and cancel Goods Receipt document. The Material Inspection and Receiving Report (DD 250) Goods Receipt Interface Processing Monitor is responsible for the interfacing from external goods receipt systems. This duty is also involved in the identification and resolution of any errors that may occur between GFEBS and the WAWF interface. Manages the WAWF as well as other interfaces. Show Slide #8: Two Roles Involved in the Goods Receipt Process Facilitator's Note: General knowledge for the lesson. Cover the two roles involved with the MIGO. Goods Receipt Processor is responsible for receiving goods and/or services and managing any exceptions that may arise; receipt, inspection, and acceptance may or may not be performed prior to invoice receipt from the vendor. For goods receipts and acceptances, the Goods Receipt Processor manually enters the goods receipt and acceptance in GFEBS. Key Activities: Create, change, and cancel Goods Receipt document. The Material Inspection and Receiving Report (DD 250) Goods Receipt Interface Processing Monitor is responsible for the interfacing from external goods receipt systems. This duty is also involved in the identification and resolution of any errors that may occur between GFEBS and the WAWF interface. Manages the WAWF as well as other interfaces.

Goods Receipt Processing in GFEBS
The purpose of a goods receipt is to record the delivery of goods and/or services purchased by the Army, it is based on a purchase order. The Goods Receipt and Acceptance processes in GFEBS involves two primary activities: Recording Goods Receipt and Acceptance (t-code = MIGO) Processing Goods Reversal (t-code = MR8M) Goods Receipts are entered into GFEBS two ways: Manual GR Acceptance is used primarily for miscellaneous payment processing. It will be used for payments subject to PPA by the Goods Receipt Processor. Automatically via interface with Wide Area Workflow (WAWF) for contract buys. WAWF is a web application that allow vendors to submit invoices electronically. The recording of the receipt and acceptance may occur simultaneously or separately. Show Slide #9: Goods Receipt Processing in GFEBS Facilitator's Note: Read the definition and point out the difference in a Purchase Order and a Purchase Requisition, after reading the first sentence. Definition: Purchase Order is a legal document “contract” issued by the buyer to the supplier, indicating specifications, quantities, prices and agreed terms and conditions. Definition: Purchase Requisition is a request for the creation of a purchase order, to include the material to be purchased, item specifications, quantities, estimated cost, and a requested delivery date. The Goods Receipt and Acceptance processes in GFEBS involves two primary activities: Recording Goods Receipt and Acceptance (t-code = MIGO) Processing Goods Reversal (t-code = MR8M) Goods Receipts are entered into GFEBS two ways: Manual GR Acceptance is used primarily for miscellaneous payment processing. It will be used for payments subject to PPA by the Goods Receipt Processor. Automatically via interface with Wide Area Workflow (WAWF) for contract buys. WAWF is a web application that allow vendors to submit invoices electronically. The recording of the receipt and acceptance may occur simultaneously or separately.

Movement Types When you enter a goods movement into the system, you must enter a movement type to differentiate between various goods movements. A movement type is a three-digit identification key for a goods movement (i.e., simultaneous goods receipt or goods acceptance, or goods receipt and goods acceptance treated as separate movements). Movement type that will be used for training is Movement Type 101: Movement type 101 is generally used when the Goods Receipt Processor receive the receiving report and confirm acceptance of the goods and/or services on behalf of the government. (Goods Receipt and Acceptance) Using movement type 101 will automatically enter the goods receipt and acceptance movements simultaneously into GFEBS. Movement type 101 indicates that the goods and/or services delivered are intended either for the warehouse or for consumption and usage. Show Slide #10: Movement Types Facilitator's Note: Inform the learners that they will be utilizing movement type 101 during this lesson. Note: Movement type 103 is generally used when quality inspection is required prior to government acceptance (Goods Receipt ONLY) Movement Type 101: Movement type 101 is generally used when the Goods Receipt Processor receive the receiving report and confirm acceptance of the goods and/or services on behalf of the government. (Goods Receipt and Acceptance) Using movement type 101 will automatically enter the goods receipt and acceptance movements simultaneously into GFEBS. Movement type 101 indicates that the goods and/or services delivered are intended either for the warehouse or for consumption and usage.

LSA #1 Check on Learning True or False: Goods Receipt Processor is responsible for the interfacing from external goods receipt systems. This duty is also involved in the identification and resolution of any errors that may occur between GFEBS and the WAWF interface. Answer: False, Goods Receipt Processor is responsible for receiving goods and/or services and managing any exceptions that may arise; receipt, inspection, and acceptance may or may not be performed prior to invoice receipt from the vendor. For goods receipts and acceptances, the Goods Receipt Processor manually enters the goods receipt and acceptance in GFEBS. Show Slide #11: LSA #1 Check on learning Facilitator's Note: Ask the following check on learning question, facilitate discussion on answer given. True or False: Goods Receipt Processor is responsible for the interfacing from external goods receipt systems. This duty is also involved in the identification and resolution of any errors that may occur between GFEBS and the WAWF interface. Answer: False, Goods Receipt Processor is responsible for receiving goods and/or services and managing any exceptions that may arise; receipt, inspection, and acceptance may or may not be performed prior to invoice receipt from the vendor. For goods receipts and acceptances, the Goods Receipt Processor manually enters the goods receipt and acceptance in GFEBS.

LSA #1 Summary Show Slide #12: LSA #1 Summary
Facilitator's Note: In this lesson, we identified and discussed the two different types of invoices, how a document is generated in GFEBS and its payment process, the two roles involved in the goods receipt process and movement types. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Create Goods Receipt (MIGO)
Show Slide #13: Create Goods Receipt (MIGO) 2. Learning Step / Activity 2. Demonstrate Create Goods Receipt for Purchase Order (PO) Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 10 mins. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator Notes: Have the learners log into the Training Environment. Learners will follow along in the Training Environment as the facilitator go through the slides. The slides will provide step-by-step instructions.

MIGO- Create Goods Receipt
Press Enter on your keyboard GR should default to 101 (This is a GR for a Purchase Order), If not, use the dropdown to choose from the list 5 Enter the Transaction code MIGO, press enter MIGO 4 1 2 3 Input the Purchase Order number to which this Goods Receipt receives against (Instructor issued) Goods Receipt should default in, if not choose the desired transaction from the dropdown menu Purchase Order should default in, if not choose the desired transaction from the dropdown menu Show Slide #14: MIGO- Create Goods Receipt Facilitator's Note: Use the page down key or space bar tab to navigate through the steps. Note: There are 15 animated steps associated with this slide. You will need to do this for all the transaction code demonstrations. The process will start by typing MIGO in the field net to ”Menu” key. As you go through the slide the appropriate notes will appear, if there are not notes You will inform the learners to select the highlighted information. Green arrows with annotated #’s requires a selection and/or input action. Goods Receipt should default in, if not choose the desired transaction from the dropdown menu Purchase Order should default in, if not choose the desired transaction from the dropdown menu Input the Purchase Order number to which this Goods Receipt receives against (Facilitator issued) GR should default to 101 (this is a GR for a Purchase Order), If not, use the dropdown to choose from the list Press Enter on your keyboard

MIGO- Create Goods Receipt (Con't)
Click “Post” on the menu bar to officially receive the good(s) in GFEBS GR Issue slip. Should default to “Collective Slip”. This is needed to print the GR. If not, select from the dropdown menu GR Processor verifies the following information for accuracy and completeness. Select the line item to be received against. This is done by a single click in the Line column (left from Mat Short Text) 6 7 2 3 Under the Item Detail, Select the “Quantity” tab to verify proper quantity Under the Item Detail, Select the “Where” tab 8 Show Slide #15: MIGO- Create Goods Receipt (Con't) Facilitator's Note: Use the page down key or space bar tab to navigate through the steps. Note: There are 19 animated steps associated with this slide. You will need to do this for all the transaction code demonstrations. Green arrows with annotated #’s requires a selection and/or input action. GR Issue slip. Should default to “Collective Slip”. This is needed to print the GR. If not, select from the dropdown menu. Select the line item to be received against. This is done by a single click in the Line column (left from Mat Short Text). Under the Item Detail, Select the “Quantity” tab to verify proper quantity. In the “Text” block, enter a brief description of the item received. Place a “Check” in the “Item OK” box. Note: You may have to scroll down to see this box. Click “Post” on the menu bar to officially receive the good(s) in GFEBS. Place a “Check” in the “Item OK” box. :NOTE You may have to scroll down to see this box. Who’s receiving the item? (optional) Where is it being unloaded? (optional) 9 In the “Text” block, enter a brief description of the item received 11 Received Hesco Bastions in full 10

MIGO- Create Goods Receipt (Con’t)
Show Slide #16: MIGO- Create Goods Receipt (Con’t) Facilitator's Note: Use the page down key or space bar tab to navigate through the steps. Note: There is 1 animated step associated with this slide. You will need to do this for all the transaction code demonstrations. Green arrow with annotated # requires a selection and/or input action. The symbol indicates a successful posting of goods. Although GFEBS is a repository system, it is a good practice to annotate the document number for audit purposes and personal tracking. The “ symbol indicates a successful posting of goods. Although GFEBS is a repository system, it is a good practice to annotate the document number for audit purposes and personal tracking. 12

Exercise Scenario #1 (MIGO)
Show Slide #17: Exercise Scenario #1 (MIGO) Practical Exercise / Review: Process Prompt Payment Documents Exercises #1 and #2 Set 2 Time of Instruction: 01 hrs. / 00 min. Facilitator to Learner Ratio: 1:30 Method of Instruction: Practical Exercise Media: Practical Exercise, Computer Assisted Instruction General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to create good receipts for purchase order (PO). After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the PE. Special Instructions: You are a Goods Receipt Processor (GRP) at the Division, G-4, and have been directed to manually input and post a Goods Receipt using t-code MIGO. Motivator: This procedure is to create a Goods Receipt for a Purchase Order. The overall outcome of this scenario exercise is to understand the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercise ADE36118 PPA ES 1 MIGO, ADE36118 PPA ES 1 MIGO 2, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. Materials Needed: Calculator. Practical Exercise Booklets Computer loaded with TED Software. *Pen or Pencil. Classroom notes. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: You may take a break at any time, however, do not take the exercise materials out of the classroom. This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. Your facilitator will advise you what to do when you complete of this practice exercise. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the data entered and enter your new response. Review (20 minutes) will be conducted at the completion of the PE. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Instructional Lead-in: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class and exercise will prepare you to successfully accomplish the tasks. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Give the learners the date to use for the data being used (if applicable), data sheet, PSW, and personal notes. Review each transaction with the learners. Thirty minutes to complete the training. Process a MIGO in GFEBS. Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise. PE Solutions Process Prompt Payment Documents Exercise #1 and #1 Set 2 Solution: ADE36118 PPA ES 1 MIGO / ADE36118 PPA ES 1 MIGO 2: End goal of the exercise and process is to get a document number for MIGO-Accrual/Expense.

LSA #2 Check on Learning Q1: True or False, A MIGO Transaction is used to process a Miscellaneous pay (Non PPA) Invoice True False Q2: While executing a MIGO transaction, if a needed item does NOT default in, a _____ is clicked to reveal multiple choices. The “additional choice” tab on menu bar Match code box/dropdown Shift + F12 Q3: The proper role to process and post a MIGO is the: PR / PO Processor Vendor Master Data Interface Monitor Goods Receipt (GR) Processor Show Slide #18: LSA #2 Check on Learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1: True or False, A MIGO Transaction is used to process a Miscellaneous pay (Non PPA) Invoice True False Q2: While executing a MIGO transaction, a needed item does NOT default in, a _____ is clicked to reveal multiple choices. The “additional choice” tab on menu bar Match code box/dropdown Shift + F12 Q3: The proper role to process and post a MIGO is the: PR / PO Processor Vendor Master Data Interface Monitor Goods Receipt (GR) Processor

Facilitator's Note: In this lesson, we (learners) followed along in TED as we (facilitator) facilitated via slides the step by step process for creating a Good Receipt for purchase order (PO), finalizing with a scenario exercise for MIGO. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Invoice Processing (MIRO)
Show Slide #20: Invoice Processing (MIRO) 3. Learning Step / Activity 3. Prepare Invoice Processing Procedures Manually for a Contractual Invoice Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 10 min. Media: PowerPoint, Printed Reference Material, Computer Assisted Instruction Facilitator’s Note: Inform the learners that we will be covering the Invoice Processing Procedures, as well we will be covering the MIRO t-code. Facilitator Notes: Have the learners log back into the Training Environment. As previously done in LSA 1, learners will follow along in the Training Environment as the facilitator go through the slides. The slides will provide step-by-step instructions. 20

Invoice Processor (IP)
Invoice Processor (IP) - Processes only invoices and invoice transactions which are associated with Misc. Payments. This role is responsible for the following: Change Status of PR Process Vendor Master Data (View Vendor Master) Carry out Goods Receipt Post Open Invoices (enter incoming invoices, manage blocked invoices) Create/change PR/PO (Display Access) Payment Program (Display access) View withholding tax report Show Slide #21: Invoice Processor (IP) Facilitator's Note: Read the duties of the Invoice Processor and point out the key activities. Invoice Processor (IP): Processes only invoices and invoice transactions which are associated with Misc. Payments. This role is responsible for the following: Change Status of PR Process Vendor Master Data (View Vendor Master) Carry out Goods Receipt Post Open Invoices (enter incoming invoices, manage blocked invoices) Create/change PR/PO (Display Access) Payment Program (Display access) View withholding tax report

Enter Invoice User Procedure (MIRO)
The MIRO (Enter Invoice) transaction code is used for the following: Create a Misc. Pay invoice that references a PO and GR to complete the procurement process. The Processor can post the invoice with reference to the purchasing/material documents (PO/GR) in GFEBS for a specific vendor. The triggers for the MIRO is to perform this procedure when you need to manually enter a contractual invoice or a Misc. Pay subject to PPA invoice. The Prerequisites for the MIRO is the original invoice document and the purchase order(s) and goods receipt(s) must exist in the system. Show Slide #22: Enter Invoice User Procedure (MIRO) Facilitator's Note: Use this procedure to manually enter a contractual invoice if you are the Invoice Processor or a Misc. Pay Invoice Processor. The user procedures for t-code MIRO will appear in the PSW as Enter Invoice User Procedure (MIRO) and will show in the Training Data Base as Enter Incoming Invoice: Company Code The MIRO (Enter Invoice) transaction code is used for the following: Create a Misc. Pay invoice that references a PO and GR to complete the procurement process. The Processor can post the invoice with reference to the purchasing/material documents (PO/GR) in GFEBS for a specific vendor. The triggers for the MIRO is to perform this procedure when you need to manually enter a contractual invoice or a Misc. Pay subject to PPA invoice. The Prerequisites for the MIRO is the original invoice document and the purchase order(s) and goods receipt(s) must exist in the system.

Create and Post a Vendor Invoice
(MIRO) Show Slide #23: Create and Post a Vendor Invoice (MIRO) Facilitator's Note: Inform the learners that we will now transition and cover the Create and Post a Vendor Invoice. Learners will continue to follow along in the Training Environment as the facilitator go through the slides. The slides will provide step-by-step instructions.

MIRO- Enter Incoming Invoice
ARMY Company Code: Always “Army” Show Slide #24: MIRO- Enter Incoming Invoice Facilitator's Note: MIRO transactions are designed to be subject to the PPA (Prompt Payment Act). Use the page down key to advance through the steps in the following slides. Facilitator's Note: Use the page down key or space bar tab to navigate through the steps. Note: There are 3 animated steps associated with this slide. Use the current FY on all inputs.

MIRO- Enter Incoming Invoice (Con't)
Inputting the Date(s): Select the “dropdown” to populate the calendar 06/13/2014 June Transaction: This should default to Invoice. If not, click the dropdown and choose from the options Double-Click the current date or.. 1 06/13/2014 3 06/13/2014 jf1226 06/13/2014 Single click the date and then the “Green-Check” icon 18750 2 Inv recpt date: This is the date that the invoice was received in the billing office. Usually represented by a stamp (mmddyyyy) Show Slide #25: MIRO- Enter Incoming Invoice (Con't) Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides. Note: There are 25 animated steps associated with this slide. Ensure that all the notes are covered. Green arrows with annotated #’s requires a selection and/or input action. Received in billing office (today) / Inv. Report date Invoice Date (Today’s Date) / Invoice Date Reference / jf1226 Amount Due / Amount 18750 Reference: This is an “alpha-numeric” reference ID specific to the vendor. (use you initials + mmdd of birth: ex. JF1226 Invoice date: This is the original date of the invoice (mmddyyyy) Total amount due on the invoice. NOTE: For training purposes, do not input commas (,) or periods (.) 4

Click the Enter key, this action generates the PO information that is being invoiced. Today's date Today's date jf1226 18,750.00 Under the PO Reference tab, ensure that the “Purchase Order/ Scheduling Agreement” is pre-selected. If not, click the dropdown and choose from the list. Show Slide #26: MIRO- Enter Incoming Invoice (Con't) Facilitator's Note: Continue from previous slide to down key or space bar tab to navigate through the steps. Note: There are 7 animated steps associated with this slide. Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. In the blank area, input the Purchase Order (PO) number that is to be invoiced. Note: For training purposes, this is “staged data” that will be issued by the facilitator. In the blank area, input the Purchase Order (PO) number that is to be invoiced. NOTE: For training purposes, this is “staged data” that will be issued by the facilitator. 5

MIRO- (Con't) Once the PO data populates the screen, ensure it is the correct PO, the correct vendor and that money is available to process the Invoice (utilize the documentation on hand and PO History). Click the “Simulate” button. This tests the document for accuracy prior to posting it. 6 Payment terms verifies the amount of time in which the Government has to make the payment. (Net/30) Upon clicking “Enter”, the vendor information populates to ensure accuracy of whom the payment will be made to. Balance shows green. Ensure the Balance Reads “0” (this ensures the GR and IR are in Balance). Show Slide #27: MIRO- Enter Incoming Invoice (Con't) Facilitator's Note: Continue from previous slide to down key or space bar tab to navigate through the steps. Note: There are 11 animated steps associated with this slide. Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. Click the “Simulate” button. This tests the document for accuracy prior to posting it. In the Amount block, the total amount to be invoiced for the vendor is populated. ( reflects step 4) Move the slide-bar to the right to view multiple fields of the PO information.

Note: Writing the GFEBS number on the document establishes an audit trail. Message validates a “debit /credit transaction” in GFEBS. Click “Post” to save your work and record the Invoice against the Purchase Order (PO) Show Slide #28: MIRO- Enter Incoming Invoice (Con't) Facilitator's Note: Continue from previous slide to down key or space bar tab to navigate through the steps. Note: There are 6 animated steps associated with this slide. Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. System Notification to alert the user the transaction was successfully saved. This number is permanently assigned to the MIRO transaction. Must be used to query and identify it in the future. 7 System Notification to alert the user the transaction was successfully saved. This number is permanently assigned to the MIRO transaction. Must be used to query and identify it in the future.

Exercise Scenario #2 (MIRO)
Show Slide #29: Exercise Scenario #2 (MIRO) Practical Exercise / Review: Process Prompt Payment Documents Exercises #2 and #2 Set 2 Method of Instruction: Practical Exercise Media: Practical Exercise, Computer Assisted Instruction Time of Instruction: 01 hrs. / 00 min. Facilitator to Learner Ratio: 1:30 General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to prepare invoice processing procedures manually for a contractual invoice. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the PE. Special Instructions: You are an Invoice Processor in the 3rd INF DIV, G-4 and have been directed to manually input, and post an invoice. Motivator: This procedure is use to manually enter a Contractual invoice if you are the Invoice Processor or a Site Invoice Processor for MISC Pay subject to Prompt Pay Act (PPA). The overall outcome of this scenario exercise is to understand the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercise ADE36118 PPA ES 1 MIRO, ADE36118 PPA ES 1 MIRO 2, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. Materials Needed: Calculator. Practical Exercise Booklets Computer loaded with TED Software. *Pen or Pencil. Classroom notes. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: You may take a break at any time, however, do not take the exercise materials out of the classroom. This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. Your facilitator will advise you what to do when you complete of this practice exercise. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the data entered and enter your new response. Review (20 minutes) will be conducted at the completion of the PE. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Instructional Lead-in: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class and exercise will prepare you to successfully accomplish the tasks. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Give the learners the date to use for the data being used (if applicable), data sheet, PSW, and personal notes. Review each transaction with the learners. Thirty minutes to complete the training. Process a MIRO in GFEBS. Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise. PE Solutions Process Prompt Payment Documents Exercise #2 and #2 Set 2 Solution: ADE36118 PPA ES 1 MIRO / ADE36118 PPA ES 1 MIRO 2: End goal of the exercise and process is to get a document number for MIRO-Invoice.

LSA #3 Check on Learning Q1: What t-code is utilized to create / post a vendor invoice? MIGO XK02 XK03 MIRO Q2: True or False, The “Invoice Receipt Date” reflects when the invoice was received and stamped in the billing office. True False Q3: By annotating the GFEBS generated MIRO document number on the original documentation, this establishes what? Redundancy An audit trail Legitimacy as a processor None of the above Show Slide #30: LSA #3 Check on Learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1: What t-code is utilized to create / post a vendor invoice? MIGO XK02 XK03 MIRO Q2: True or False, The “Invoice Receipt Date” reflects when the invoice was received and stamped in the billing office. True False Q3: By annotating the GFEBS generated MIRO document number on the original documentation, this establishes what? Redundancy An audit trail Legitimacy as a processor None of the above

Facilitator's Note: In this lesson, we (learners) continued to follow along in TED as we (facilitator) facilitated via slides the step by step process for preparing an Invoice Processing manually for a contractual invoice, finalizing with a scenario exercise for MIRO. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

View PO Status after Invoice Input
(ME23N) Show Slide #32: View PO Status after Invoice Input (ME23N) 4. Learning Step / Activity 4. Identify Viewed Purchased Order (PO) Status after Invoice Input Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: Inform the learners that we will transition now and cover the View PO Status after Invoice Input.

ME23N- View PO Status after Invoice Input
Purpose Use this procedure to display a purchase order (PO). A PO is used to record an obligation for a contract awarded against a commitment. Trigger Perform this procedure to view information on a PO, such as contract data information or price and quantity of item being procured. Prerequisites Purchase requisition must exist, referenced by the PO. Purchase order must exist. Show Slide #33: ME23N- View PO Status after Invoice Input Facilitator's Note: When searching for this in the PSW you will research the MIRO it will show as Display Purchase Order User Procedure (ME23N). Note: Select a learner(s) to read the Purpose, Trigger, and Prerequisites and have small discussions on what they may interpret from their reading. Learner 1, Purpose: Use this procedure to display a purchase order (PO). A PO is used to record an obligation for a contract awarded against a commitment. Learner 2, Trigger: Perform this procedure to view information on a PO, such as contract data information or price and quantity of item being procured. Learner 3, Prerequisites; Purchase requisition must exist, referenced by the PO. Purchase order must exist.

ME23N- View PO Status after Invoice Input (Con’t)
Select “Other Purchase Order”. ME23N 1 Input the PO number (if known). If unknown, use the “match-code” dropdown to conduct a search. Click “Other Document”. 2 Show Slide #34: ME23N- View PO Status after Invoice Input (Con’t) Facilitator's Note: Inform learners that the ME23N is used to view the status of a Purchase Order (PO). Facilitator's Note: Use the page down key or space bar tab to navigate through the steps. Note: There are 6 animated steps associated with this slide. Use the current FY on all inputs. Ensure that all notes are covered. Green arrows with annotated # requires a selection and/or input action. Select “Other Purchase Order”. Input the PO number (if known). If unknown, use the “match-code” dropdown to conduct a search. Click “Other Document”.

ME23N- View PO Status after Invoice Input (Con't)
MIGO Input; Double click to view the document. MIRO input; Double click to view the document. In the event that there are too many tabs, the “additional hidden tab icon” will reveal additional unseen tabs. 6 5 Show Slide #35: ME23N- View PO Status after Invoice Input (Con't) Facilitator's Note: Continue with using the page down key to advance through the steps in the following slides and ensure that all notes are covered and; After the last step, inform the learners that a Reverse Document (FB08) will be processed prior to the next transaction we will view. The FB08 cannot be processed in the training environment. The Invoice Processor reverses a Misc. Pay not subject to PPA invoice. A Misc. Pay invoice can only be reversed if: it doesn’t contain cleared items, it contains only vendor and G/L account items, and all entered values are still valid. Note: There are 13 animated steps associated with this slide. Use the current FY on all inputs. Green arrows with annotated # requires a selection and/or input action. Status. Purchase Order History MIRO input; Double click to view the document. MIGO Input; Double click to view the document. 4

Exercise Scenario #3 (ME23N)
Show Slide #36: Exercise Scenario #3 (ME23N) Practical Exercise / Review: Process Prompt Payment Documents Exercises #3 Method of Instruction: Practical Exercise Media: Practical Exercise, Computer Assisted Instruction Time of Instruction: 01 hrs. / 00 min. Facilitator to Learner Ratio: 1:30 General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to identify viewed purchased order (PO) status after invoice input. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the PE. Special Instructions: You are an Invoice Processor in the 3rd INF DIV, G-4 and have been directed to ensure that GFEBS recorded the correct Invoice against the correct Purchase Order. Motivator: This procedure is use to view a Contractual invoice after a MIRO input if you are the Invoice Processor or a Site Invoice Processor for MISC Pay, subject to the Prompt Pay Act (PPA). The overall outcome of this scenario exercise is to understand the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercise ADE36118 PPA ES 3 ME23N, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. Materials Needed: Calculator. Practical Exercise Booklets Computer loaded with TED Software. *Pen or Pencil. Classroom notes. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: You may take a break at any time, however, do not take the exercise materials out of the classroom. This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. Your facilitator will advise you what to do when you complete of this practice exercise. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the data entered and enter your new response. Review (20 minutes) will be conducted at the completion of the PE. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Instructional Lead-in: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class and exercise will prepare you to successfully accomplish the tasks. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Give the learners the date to use for the data being used (if applicable), data sheet, PSW, and personal notes. Review each transaction with the learners. Thirty minutes to complete the training. Process a ME23N in GFEBS. Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise. PE Solutions Process Prompt Payment Documents Exercise #3 Solution: ADE36118 PPA ES 3 ME23N: End goal of the exercise and process is to get a document number for ME23N-Viewed Purchased Order.

LSA #4 Check on Learning True or False: Q1. A Purchase Order is used to record an obligation for a contract awarded against a commitment. A1. True Q2. When you us the Trigger procedure, you are viewing information on a Purchase Order, such as contract data information or price and quantity of item being procured. A2. True Show Slide #37: LSA #4 Check on learning Facilitator's Note: Ask check on learning questions, facilitate discussion on answers given. True or False: Q1. A Purchase Order is used to record an obligation for a contract awarded against a commitment. A1. True Q2. When you us the Trigger procedure, you are viewing information on a Purchase Order, such as contract data information or price and quantity of item being procured. A2. True

Facilitator's Note: In this lesson, we (learners) continued to follow along in TED as we (facilitator) facilitated via slides the step by step process manually for identifying viewed purchased order status after invoice input, finalizing with a scenario exercise for ME23N. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Block a Vendor Invoice (FB02)
Show Slide #39: Block a Vendor Invoice (FB02) 5. Learning Step / Activity 5. Demonstrate a Block Vendor Invoice Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: Inform the learners that we will transition and cover Block a Vendor Invoice.

Block a Vendor Invoice (FB02) (Con.t)
An Invoice is Blocked (Changing an Invoice Document) in GFEBS for the purposes of precluding the system from retrieving the transaction from being part of a Payment Run. Blocked invoices must be monitored closely to ensure they do not incur interest when the contract is subject to the Prompt Payment Act (PPA) and to avoid unnecessary delays in the payment process for those that are not. An Invoice may be manually blocked or GFEBS may block it automatically due to imbalances through established system variables. Once an Invoice is Blocked, it must be Released either automatically or manually. Show Slide #40: Block a Vendor Invoice (FB02) (Con’t) Facilitator's Note: Read After covering the information on the slide. An Invoice is Blocked (Changing an Invoice Document) in GFEBS for the purposes of precluding the system from retrieving the transaction from being part of a Payment Run. Blocked invoices must be monitored closely to ensure they do not incur interest when the contract is subject to the Prompt Payment Act (PPA) and to avoid unnecessary delays in the payment process for those that are not. An Invoice may be manually blocked or GFEBS may block it automatically due to imbalances through established system variables. Once an Invoice is Blocked, it must be Released either automatically or manually. Note: Although only the above personnel have the ability to Block an Invoice from payment, the transaction may be “viewed” by all personnel during PO research.

FB02- Block a Vendor Invoice
Enter the “Invoice document number” that is to be blocked. 1 2 Show Slide #41: FB02- Block a Vendor Invoice Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides. Note: There are 6 animated steps associated with this slide. Ensure that all the notes are covered. Use the current FY on all inputs. MIRO transactions are designed to be subject to the PPA (Prompt Payment Act) The “posting date” reflects an earlier date due to the fact, that this screenshot was created prior to today. E.g. Screenshot created June 13. Green arrows with annotated # requires a selection and/or input action. Enter the “Invoice document number” that is to be blocked. Enter the “Fiscal Year” (FY). 2014 Enter the “Fiscal Year” (FY).

FB02- Block a Vendor Invoice (Con’t)
5 Under “Document Number”, enter the Invoice number. 3 4 2014 Enter the “Fiscal Year” (FY) Show Slide #42: FB02- Block a Vendor Invoice (Con’t) Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 8 animated steps associated with this slide. The “posting date” reflects an earlier date due to the fact, that this screenshot was created prior to today. E.g. Screenshot created June 13. Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. Under “Document Number”, enter the Invoice number. / Enter the “Fiscal Year” (FY) / 2014 Execute / this is YOUR invoice number that is selected to be blocked. Double Click the “Document No” This is YOUR invoice number that is selected to be blocked. Double-Click the “DocumentNo”

Show Slide #43: FB02- Block a Vendor Invoice (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 6 animated steps associated with this slide. Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. Double Click the line with a PK (Posting Key) of “31” (Invoice). Enter the appropriate “Payment Block Key” (reason). Usually “B” when manually blocking an invoice. Execute Click “Save” to prevent the Invoice from being paid. Double Click the line with a PK (Posting Key) of “31” (Invoice). 6

8 Click “Save” to prevent the Invoice from being paid. Enter the appropriate “Payment Block Key” (reason). Usually “B” when manually blocking an Invoice. Show Slide #44: FB02- Block a Vendor Invoice (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 4 animated steps associated with this slide. Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. Enter the appropriate “Payment Block Key” (reason). Usually “B” when manually blocking an Invoice. Click “Save” to prevent the Invoice from being paid. 7 B 44

Exercise Scenario #4 (FB02)
Show Slide #45: Exercise Scenario #4 (FB02) Practical Exercise / Review: Process Prompt Payment Documents Exercises #4 and #4 Set 2 Method of Instruction: Practical Exercise Media: Practical Exercise, Computer Assisted Instruction Time of Instruction: 01 hrs. / 0 min. Facilitator to Learner Ratio: 1:30 General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to demonstrate a block vendor invoice. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the PE. Special Instructions: You are a Goods Receipt Processor (GRP) at the Division, G-4, and have been directed to manually input and post a Goods Receipt using t-code MIGO. Motivator: This procedure is use to manually Block a Contractual invoice if you are the Invoice Processor or a Site Invoice Processor for MISC Pay subject to Prompt Pay Act (PPA). The overall outcome of this scenario exercise is to understand the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercise ADE36118 PPA ES 4 FB02, ADE36118 PPA ES 4 MRBR Set 2, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. Materials Needed: Calculator. Practical Exercise Booklets Computer loaded with TED Software. *Blank Paper. *Pen or Pencil. Classroom notes. Note: (* Learner responsibility) Procedures/Instructions: All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the data entered and enter your new response. You may take a break at any time, however, do not take the exercise materials out of the classroom. This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Your facilitator will advise you what to do when you complete of this practice exercise. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Review (20 minutes) will be conducted at the completion of the PE. Instructional Lead-in: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class and exercise will prepare you to successfully accomplish the tasks. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Process a FB02 in GFEBS. Give the learners the date to use for the data being used (if applicable), data sheet, PSW, and personal notes. Review each transaction with the learners. After FB02 is complete, we will do an MRBR-2 to review the block Thirty minutes to complete the training. Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise. PE Solutions Process Prompt Payment Documents Exercise #4 and #4 Set 2 Solution: ADE36118 PPA ES 4 FB02 / ADE36118 PPA ES 4 MRBR Set 2: End goal of the exercise and process is to get a document number for FB02-Blocked Invoice.

ME23N- PO Status after Invoice Block
A negative value (-)would indicate a “Credit” toward “Invoices Received” Show Slide #46: ME23N- PO Status after Invoice Block Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There is 1 animated steps associated with this slide. Ensure that notes is covered. After the last step you will see the values are changed to negative, this is showing that the reverse has taken place and the post has been implemented

Exercise Scenario #5 (ME23N)
Show Slide #47: Exercise Scenario #5 (ME23N) Practical Exercise / Review: Process Prompt Payment Documents Exercises #5 Method of Instruction: Practical Exercise Media: Practical Exercise, Computer Assisted Instruction Time of Instruction: 00 hrs. / 30 min. Facilitator to Learner Ratio: 1:30 General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to process a ME23N in GFEBS to review the block invoiced that they processed. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the PE. Special Instructions: You are an Invoice Processor in the 3rd INF DIV, G-4 and have been directed to verify that GFEBS recorded the blocked invoice previously done with the FB02. Motivator: This procedure is use to view a Block a Contractual invoice if you are the Invoice Processor or a Site Invoice Processor for MISC Pay subject to Prompt Pay Act (PPA). The overall outcome of this scenario exercise is to understand the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercise ADE36118 PPA ES 5 ME23N, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. Materials Needed: Calculator. Practical Exercise Booklets Computer loaded with TED Software. *Pen or Pencil. Classroom notes. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: You may take a break at any time, however, do not take the exercise materials out of the classroom. This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. Your facilitator will advise you what to do when you complete of this practice exercise. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the data entered and enter your new response. Review (10 minutes) will be conducted at the completion of the PE. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Instructional Lead-in: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class and exercise will prepare you to successfully accomplish the tasks. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Process a ME23N in GFEBS to review the block invoiced that they processed. Review each transaction with the learners. Twenty minutes to complete the training. Give the learners the date to use for the data being used (if applicable), data sheet, PSW, and personal notes. Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise. PE Solutions Process Prompt Payment Documents Exercise #5 Solution: ADE36118 PPA ES 5 ME23N: End goal of the exercise and process is to get a document number for ME23N-Viewed Purchased Order.

LSA #5 Check on Learning Q1: What t-code is utilized to Block a vendor invoice? MIGO Xblock Mblock FB02 Q2: True or False, The processor cannot post an invoice if there is a “Block” present. True False Q3: What “Payment Block Key” is mostly used to block an invoice? A C B D Show Slide #48: LSA #5 Check on Learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1: What t-code is utilized to Block a vendor invoice? MIGO X-Block Mblock FB02 Q2: True or False, The processor cannot post an invoice if there is a “Block” present. True False Q3: What “Payment Block Key” is mostly used to block an invoice? A C B D

Facilitator's Note: In this lesson, we (learners) continued to follow along in TED as we (facilitator) facilitated via slides the step by step process manually for an invoice blocked in GFEBS both manually and automatic, finalizing with a scenario exercise for FB02. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

PR List Display (ME5A) Show Slide #50: PR List Display (ME5A)
6. Learning Step / Activity 6. Perform Purchase Requisition (PR) List Display utilizing ME5A t-code Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 10 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: Inform the learners that they will be covering the (Purchase Requisition) PR list Display utilizing ME5A t-code. Note: This T-code will list all unobligated Purchase Requisitions which can be further defined with additional parameter information.

Goods Receipt Interface Processing Monitor
Goods Receipt Interface Processing Monitor (GRIP) handles the interfacing from external goods receipt systems, the WAWF and other affiliated interfaces. The GRIP ensures any interface errors are connected and posted. Key Activities: Change Status of Purchase Requisition. Carry out Goods Receipt (View Material Document) Create/Change Purchase Requisitions (View Purchase Requisitions) Create/Change Purchase Order (View Purchase Order) Post Open Invoice (View Invoice Document) Change/Update Vendor Information Show Slide #51: Goods Receipt Interface Processing Monitor Facilitator's Note: Describe the duties and activities of the Goods Receipt Interface Processing Monitor. Goods Receipt Interface Processing Monitor (GRIP) handles the interfacing from external goods receipt systems, the WAWF and other affiliated interfaces. The GRIP ensures any interface errors are connected and posted. Key Activities: Change Status of Purchase Requisition. Carry out Goods Receipt (View Material Document) Create/Change Purchase Requisitions (View Purchase Requisitions) Create/Change Purchase Order (View Purchase Order) Post Open Invoice (View Invoice Document) Change/Update Vendor Information

Display list of Unobligated Purchase Requisitions – Open Commitments (ME5A)
Title Display list of Purchase Requisitions User Procedure (ME5A) Purpose Use this procedure to display a list of purchase requisitions. You can run this report by purchase requisition number, material number, delivery date, document type, and many other selection criteria. Trigger Perform this procedure when you need to display a list of purchase requisitions. Once you have displayed a list of purchase requisitions, you can drill into the detailed information of an individual purchase requisition from within the report Prerequisites Purchase requisitions must exist in GFEBS Show Slide #52: Display list of Unobligated Purchase Requisitions – Open Commitments (ME5A) Facilitator's Note: Describe the duties and activities of the Goods Receipt Interface Processing Monitor. Title Display list of Purchase Requisitions User Procedure (ME5A) Purpose Use this procedure to display a list of purchase requisitions. You can run this report by purchase requisition number, material number, delivery date, document type, and many other selection criteria. Trigger Perform this procedure when you need to display a list of purchase requisitions. Once you have displayed a list of purchase requisitions, you can drill into the detailed information of an individual purchase requisition from within the report Prerequisites Purchase requisitions must exist in GFEBS

ME5A- Display List of PR’s (Wide-Open)
If the PR number is already known, input it in the space provided. For Multiple PR’s, utilize the “to” field e.g to To use further defining search criterion, click the dropdown and search by; Category, Sub-number, etc. ME5A The search for Purchase Requisitions can be further refined by utilizing the fields provided. Keep in mind, that the less information provided will most likely result in the query taking longer. Show Slide #53: ME5A- Display List of PR’s (Wide-Open) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 9 animated steps associated with this slide. Explain that (Wide-Open) refers to pulling information from all sources referring to (Purchase Requisitions) PR’s that are in GFEBS Ensure that all the notes are covered. The search for Purchase Requisitions can be further refined by utilizing the fields provided. Keep in mind that the less information provided will most likely result in the query taking longer. On the other hand, the more information given, the quicker the report. If the PR number is already known, input it in the space provided. For Multiple PR’s, utilize the “to” field e.g to To use further defining search criterion, click the dropdown and search by; Category, Sub-number, etc. On the other hand, the more information given, the quicker the report.

ME5A- Display List of PR’s (Con’t)
Scope of list: (defaults to “A”) a total of 14 “layout preferences” (or variants) in the training database. ALV is the desired layout in most shops. Click the “Execute” button to run your specified query of open Purchase Requisitions Add “JCK1” (Ft Jackson) as the PR’s installation. This could also represent a Forward Operating Base (FOB) in a deployed environment. ALV JCK1 Processing Status: The status of the PR (ME51N). Click in the white box to reveal a dropdown. We will select an Open Commitment “N” N Show Slide #54: ME5A- Display List of PR’s (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 12 animated steps associated with this slide. Ensure that all the notes are covered. Scope of list: (defaults to “A”) a total of 14 “layout preferences” (or variants) in the training database. ALV is the desired layout in most shops. Add “JCK1” (Ft Jackson) as the PR’s installation. This could also represent a Forward Operating Base (FOB) in a deployed environment. Processing Status: The status of the PR (ME51N). Click in the white box to reveal a dropdown. We will select an Open Commitment “N” Click the “Execute” button to run your specified query of open Purchase Requisitions

ME5A- Display List of PR’s (Con’t )
Status reads: N (not edited). Possibly waiting for additional information, funding, or upcoming changes. A (Account Assignment) informs the user that there is a Cost Center assigned to the PR. Depending on the minimal amount of information input, this report can yield hundreds of open obligations. Show Slide #55: ME5A- Display List of PR’s (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 6 animated steps associated with this slide. Ensure that all the notes are covered. Depending on the minimal amount of information input, this report can yield hundreds of open obligations. Status reads: N (not edited). Possibly waiting for additional information, funding, or upcoming changes. A (Account Assignment) informs the user that there is a Cost Center assigned to the PR.

ME5A- Display List of PR’s (Con't)
Quantity of Item Vendor ID Item Description Installation ordered from Purchase Org “Army” Show Slide #56: ME5A- Display List of PR’s (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 6 animated steps associated with this slide. Ensure that all the notes are covered. Item Description Quantity of Item Installation ordered from Vendor ID Purchase Org “Army”

ME5A- Display List of PR’s
(Specific PR) Input the known Purchase Requisition number in the search field. ALV Scope: Enter “ALV” for preferred layout JCK1 Use “JCK1” for the ordering installation Enter “N” for a non-edited PR N Show Slide #57: ME5A- Display List of PR’s (Specific PR) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 9 animated steps associated with this slide. Ensure that all the notes are covered. Input the known Purchase Requisition number in the search field. Scope: Enter “ALV” for preferred layout. Use “JCK1” for the ordering installation. Enter “N” for a non-edited PR. Click “Execute” to run the report. Click “Execute” to run the report.

Ensure that the correct Purchase Requisition is displayed. The Processor can view the entire Line Item by scrolling the slide-bar to the right The processor can view the entire PR by simply selecting the desired tabs below For a more detailed look at the PR, the processor can “Drill-Down”. Double click the 10 line. Click “Item Overview (IO)” button to view the following: Show Slide #58: ME5A- Display List of PR’s (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 8 animated steps associated with this slide. Ensure that all the notes are covered. Ensure that the correct Purchase Requisition is displayed. The Processor can view the entire Line Item by scrolling the slide-bar to the right For a more detailed look at the PR, the processor can “Drill-Down”. Double click the 10 line. The processor can view the entire PR by simply selecting the desired tabs below Click “Item Overview (IO)” button to view the following: Verify the entire “IO” Line for accuracy Verify the entire “IO” Line for accuracy

Click the Display/Change tab on the menu bar to make corrections. The processor notices that the address is incorrect and minimal at best, and needs to further define it Under the “Item Overview” button, the processor is told to verify the “Delivery Address” for Procured items. Show Slide #59: ME5A- Display List of PR’s (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 10 animated steps associated with this slide. Ensure that all the notes are covered. Under the “Item Overview” button, the processor is told to verify the “Delivery Address” for Procured items. The processor notices that the address is incorrect and minimal at best, and needs to further define it Click the Display/Change tab on the menu bar to make corrections. Notice: All fields changed into “Edit-Mode” for necessary corrections. Upon completion of editing, click the “Save” button on the menu bar. Notice: All fields changed into “Edit-Mode” for necessary corrections. Upon completion of editing, click the “Save” button on the menu bar.

Exercise Scenario #6 (ME5A)
Show Slide #60: Exercise Scenario #6 (ME5A) Practical Exercise / Review: Process Prompt Payment Documents Exercises #6 Facilitator to Learner Ratio: 1:30 Method of Instruction: Practical Exercise Media: Practical Exercise, Computer Assisted Instruction Time of Instruction: 01 hrs. / 00 min. General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability view a Purchase Requisition (PR) list display utilizing ME5A t-code. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the PE. Special Instructions: You are a PR Processor you will be required to research and answer the following questions. In addition, you will have to inform the class (step-by-step) how you researched the answer. Motivator: The overall outcome of this scenario exercise is to understand the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercise ADE36118 PPA ES 6 ME5A, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. Materials Needed: Practical Exercise Booklets Computer loaded with TED Software. Classroom notes. Calculator. *Blank Paper. *Pen or Pencil. Note: (* Learner responsibility) Procedures/Instructions: You have 30 minutes to complete this exercise. You may take a break at any time, however, do not take the exercise materials out of the classroom. This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the data entered and enter your new response. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Your facilitator will advise you what to do when you complete of this practice exercise. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Review (20 minutes) will be conducted at the completion of the PE. Instructional Lead-in: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class and exercise will prepare you to successfully accomplish the tasks. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Give the learners the date to use for the data being used (if applicable), data sheet, PSW, and personal notes Use the following information during this transaction. Purchase Requisition: to Enter ME5A Don’t forget to drill down for answers. Scope of list: ALV Review each transaction with the learners. Processing Status: N Plant: JCK1 Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise. PE Solutions Process Prompt Payment Documents Exercise #6 Solution: ADE36118 PPA ES 6 ME5A: End goal of the exercise and process is to get a document number for ME5A-Display Purchase Requisition. Answer: IT text buy Answer: (On the ME5K PR screen and the Item Overview>Desired Vendor) Answer: Lockheed Martin / First Location: (Click on the Vendor number. This takes you to the vendor information) / Second Location: (Item Detail>Source of Supply tab) Answer: August 22, 2008 / First Location: (In the ME5A PR > Item Overview>Delivery Date) / Second location ( Item Detail, click on the Quantities/Dates tab) Answer: 2575 (ME5A PR screen >Item Detail>Material Data) Answer: $1210 / First Location: (Item Overview>Total Value) /Second Location: (Item Detail>Valuation tab) Answer: August 14, ( ME5A PR > Item Detail>Quantities/Dates> Release Date) Answer: D08 (Item Detail>Account Assignment) Answer: (Item Detail>Account Assignment) Answer: W37HES (Item detail>Customer Data>Workflow) Answer: 150 Fort Jackson Rd, FTJ, SC (Item Detail>Delivery Address) Answer: Vince Scatamachia (Item Detail/Contact Person) Answer: Blocked (Header>Release Strategy>Release Indicator)

List of Display Purchase Requisition - (ME5A) Q/A
You are a ________________ and you are required to research and answer the following questions. In addition, you will have to inform the class (step-by-step) how you researched the answer. Q1. What are the requested items for PR ? Answer: IT text buy Q2. What is the vendor number for IT Text Buy? Answer: (On the ME5K PR screen and the Item Overview>Desired Vendor) Q3. Who is the vendor? Answer: Lockheed Martin First Location: (Click on the Vendor number. This takes you to the vendor information) Second Location: (Item Detail>Source of Supply tab) Q4. What is the delivery date for the IT equipment? Answer: August 22, 2008 First Location: (In the ME5A PR > Item Overview>Delivery Date) Second location ( Item Detail, click on the Quantities/Dates tab) Q5. In PR , what is the material group? Answer: 2575 (ME5A PR screen >Item Detail>Material Data) Show Slide #61: List of Display Purchase Requisition - (ME5A) Q/A Facilitator's Note: Review the answers with the learners. If a learner found the answer in a different location, have the learner explain how he/she found the answer. Note: You are a ________________ and you are required to research and answer the following questions. In addition, you will have to inform the class (step-by-step) how you researched the answer. Q1. What are the requested items for PR ? Answer: IT text buy Q2. What is the vendor number for IT Text Buy? Answer: (On the ME5K PR screen and the Item Overview>Desired Vendor) Q3. Who is the vendor? Answer: Lockheed Martin First Location: (Click on the Vendor number. This takes you to the vendor information) Second Location: (Item Detail>Source of Supply tab) Q4. What is the delivery date for the IT equipment? Answer: August 22, 2008 First Location: (In the ME5A PR > Item Overview>Delivery Date) Second location ( Item Detail, click on the Quantities/Dates tab) Q5. In PR , what is the material group? Answer: 2575 (ME5A PR screen >Item Detail>Material Data)

List of Display Purchase Requisition - (ME5K) Q/A (Con’t)
Q6. What is the total Value Price for PR ? Answer: $1210 First Location: (Item Overview>Total Value) Second Location: (Item Detail>Valuation tab) Q7. What is the Release Date? Answer: August 14, ( ME5A PR > Item Detail>Quantities/Dates> Release Date) Q8. What is the “Fund”? Answer: D08 (Item Detail>Account Assignment) Q9. What is the General Ledger (G/L) Account? Answer: (Item Detail>Account Assignment) Q10. What is the DoDAAC? Answer: W37HES (Item detail>Customer Data>Workflow) Q11. What is the full address where items will be delivered? Answer: 150 Fort Jackson Rd, FTJ, SC (Item Detail>Delivery Address) Q12. Who is the Contact Person? Answer: Vince Scatamachia (Item Detail/Contact Person) Q13. Is the Release Indicator blocked or not blocked? Answer: Blocked (Header>Release Strategy>Release Indicator Show Slide #62: List of Display Purchase Requisition - (ME5A) Q/A (Con’t) Facilitator's Note: Review the answers with the learners. If a learner found the answer in a different location, have the learner explain how he/she found the answer. Q6. What is the total Value Price for PR ? Answer: $1210 First Location: (Item Overview>Total Value) Second Location: (Item Detail>Valuation tab) Q7. What is the Release Date? Answer: August 14, 2008 (ME5A PR > Item Detail>Quantities/Dates> Release Date) Q8. What is the “Fund”? Answer: D08 (Item Detail>Account Assignment) Q9. What is the General Ledger (G/L) Account? Answer: (Item Detail>Account Assignment) Q10. What is the DoDAAC? Answer: W37HES (Item detail>Customer Data>Workflow) Q11. What is the full address where items will be delivered? Answer: 150 Fort Jackson Rd, FTJ, SC (Item Detail>Delivery Address) Q12. Who is the Contact Person? Answer: Vince Scatamachia (Item Detail/Contact Person) Q13. Is the Release Indicator blocked or not blocked? Answer: Blocked (Header>Release Strategy>Release Indicator

LSA #6 Check on Learning Q1: What t-code is utilized to view open Purchase Requisitions? ME2A ME5A ME51N ME21N Q2: True or False, Changes cannot be made while executing a PR search in GFEBS. True False Q3: The less information given in the “search criterion” will result in the report taking a _____ time to generate. Longer Shorter Show Slide #63: LSA #6 Check on learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1: What t-code is utilized to view open Purchase Requisitions? ME2A ME5A ME51N ME21N Q2: True or False, Changes cannot be made while executing a PR search in GFEBS. True False Q3: The less information given in the “search criterion” will result in the report taking a _____ time to generate. Longer Shorter

Facilitator's Note: In this lesson, we (learners) continued to follow along in TED as we (facilitator) facilitated via slides the step by step process manually for a purchase requisition list display utilizing the ME5A t-code, finalizing with a scenario exercise for ME5A. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Release Blocked Invoice Receipt (MRBR)
Show Slide #65: Release Blocked Invoice Receipt (MRBR) 7. Learning Step / Activity 7. Perform Release Blocked Invoice Receipt Manually Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: The Invoices are staged data that is located in the TED. You must provide the learners with their invoice number. Each learner must have their own invoice number in order to complete the Release Blocked Invoice Receipt Transaction.

Release a Blocked Invoice Receipt
Use this procedure to release “Blocked Invoices” for payment once the Invoice has been matched to the Goods Receipt (GR) and Purchase Order (PO). If you receive and process an Invoice before Goods Acceptance is received/processed, the Invoice will be saved in a “Blocked Status”. This transaction MRBR will be used for Contractual Invoices processed using the transaction code of (MIRO). Show Slide #66: Release a Blocked Invoice Receipt Facilitator's Note: Read and discuss the information on the current and next slide before transitioning over to TED with learners. Use this procedure to release “Blocked Invoices” for payment once the Invoice has been matched to the Goods Receipt (GR) and Purchase Order (PO). If you receive and process an Invoice before Goods Acceptance is received/processed, the Invoice will be saved in a “Blocked Status”. This transaction MRBR will be used for Contractual Invoices processed using the transaction code of (MIRO).

Release a Blocked Invoice Receipt
(Con’t)) The Invoice Processor uses the Release Blocked Invoices (MRBR) transaction to release contractual invoices that have had variances resolved and are ready for release Show Slide #67: Release a Blocked Invoice Receipt (Con’t) Facilitator's Note: Continue from previous slide to read the information and have further discussion with learners. The Invoice Processor uses the Release Blocked Invoices (MRBR) transaction to release contractual invoices that have had variances resolved and are ready for release

MRBR- Release Blocked Invoice for Payment
Note: For the purposes of training, enter *1* as the invoice and FY 2010 as the search strings MRBR 4 Click “Execute” to view query results. 1 “Company Code”: Defaults in. Enter the applicable Invoice Document # and FY search Criteria. Select the Processing method (“Manually” is preferred due to the ability the user has to select which invoices to release.) *1* 2010 Show Slide #68: MRBR- Release Blocked Invoice for Payment Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides. Note: There are 6 animated steps associated with this slide. • Ensure that all the notes are covered. • Use the current FY on all inputs. Green arrows with annotated # requires a selection and/or input action. “Company Code”: Defaults in. Enter the applicable Invoice Document # and FY search Criteria. Select the Processing method (“Manually” is preferred due to the ability the user has to select which invoices to release.) Select the procedure used to Block the Invoice (all options should be utilized individually to ensure all Invoices are viewed regardless of Blocking reason). Click “Execute” to view query results. 2 Select the procedure used to Block the Invoice (all options should be utilized individually to ensure all Invoices are viewed regardless of Blocking reason). 3

MRBR- Release Blocked Invoice for Payment (Con’t)
This line displays the “Blocked Invoice” based on the search criteria entered on the previous screen. Thorough research must be conducted prior to contemplating their release. 6 Scroll to the right to view the reasons the Invoices were blocked. There are large amounts of data on each line so be prepared to scroll left and right frequently. Show Slide #69: MRBR- Release Blocked Invoice for Payment (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 5 animated steps associated with this slide. Ensure that all the notes are covered. This line displays the “Blocked Invoice” based on the search criteria entered on the previous screen. Thorough research must be conducted prior to contemplating their release. Scroll to the right to view the reasons the Invoices were blocked. There are large amounts of data on each line so be prepared to scroll left and right frequently. The “X” indicates the reason the invoice was blocked The “X” indicates the reason the invoice was blocked.

Blocked Reason: Quality Blocked Reason: Price Blocked Reason: Amount Show Slide #70: MRBR- Release Blocked Invoice for Payment (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There is 1 animated step associated with this slide. Inform the learners that all “Blocking Reasons” (columns marked with an “X”) must be deleted for the document the Processor wishes to Release. Some documents may have multiple Blocking reasons. Ensure that all the notes are covered. Blocked Reason: Order Price Quantity Blocked Reason: Quantity Blocked Reason: Price Blocked Reason: Quality Blocked Reason: Amount Blocked Reason: Date Blocked Reason: Manual Block Blocked Reason: Date Blocked Reason: Quantity Blocked Reason: Manual Block Blocked Reason: Order Price Quantity

5 Click on item Document Number to view the Invoice you wish to research prior to releasing it; ensure the release action is driven by the ability to pay the Vendor through a legitimate document “Three-Way-Match”. 6 After viewing the Blocked Invoice Document, press “Back” to return to the MRBR screen. Show Slide #71: MRBR- Release Blocked Invoice for Payment (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 5 animated steps associated with this slide. Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. Click on item Document Number to view the Invoice you wish to research prior to releasing it; ensure the release action is driven by the ability to pay the Vendor through a legitimate document “Three-Way-Match”. After viewing the Blocked Invoice Document, press “Back” to return to the MRBR screen. “Free for Payment “ indicates the Invoice has not been blocked from payment.

Single-Click on the “Blocked Reason” with the “X” Click the “Blocking Reason” button (Cancel Blocking Reason). 8 7 Show Slide #72: MRBR- Release Blocked Invoice for Payment (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 3 animated steps associated with this slide. Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. Single-Click on the “Blocked Reason” with the “X” Click the “Blocking Reason” button (Cancel Blocking Reason). After the “Blocking Reason” button is pressed, the “X” will be changed to a “Trash can Icon” denoting the deletion of the blocking reason After the “Blocking Reason” button is pressed, the “X” will be changed to a “Trash can Icon” denoting the deletion of the blocking reason.

Click the “Release Invoice” button to ensure all deleted “Blocks” are recorded 10 9 Click “Save Changes” to ensure all “Released Invoices” are saved. Once saved, the Invoice will be removed from the “Blocked Invoice List” Single-click the empty grey block furthest to the left of the line to “Select the Invoice Record” Show Slide #73: MRBR- Release Blocked Invoice for Payment (Con’t) Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 7 animated steps associated with this slide. Once the MRBR is complete the learners will input a ME23N and view the released blocked invoice. Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. Single-click the empty grey block furthest to the left of the line to “Select the Invoice Record” Click the “Release Invoice” button to ensure all deleted “Blocks” are recorded Note: after “Releasing”, a “Status” icon of a green flag will appear Click “Save Changes” to ensure all “Released Invoices” are saved. Once saved, the Invoice will be removed from the “Blocked Invoice List” View system generated message 11 Note: after “Releasing”, a “Status” icon of a green flag will appear View system generated message

PO Status after MIRO input
ME23N- PO Status after Invoice Reversal PO Status after MIRO input Show Slide #74: ME23N- PO Status after Invoice Reversal Facilitator's Note: Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides Note: There are 3 animated steps associated with this slide. After the last step you will see the values are changed to negative, this is showing that the reverse has taken place and the post has been implemented. The learners are expected to know/remember the steps used in the previous ME23N Ensure that all the notes are covered. Green arrows with annotated # requires a selection and/or input action. PO Status after MIRO input. MIRO Reversal input. Click to view saved transaction. Negative values indicate a “Credit” toward “Invoices Received” MIRO Reversal input. Click to view saved transaction. Negative values indicate a “Credit” toward “Invoices Received”

Exercise Scenario #7 (MRBR)
Show Slide #75: Exercise Scenario #7 (MRBR) Practical Exercise / Review: Process Prompt Payment Documents Exercises #7 and #7 Set 2 Method of Instruction: Practical Exercise Media: Practical Exercise, Computer Assisted Instruction Time of Instruction: 01 hrs. / 00 min. Facilitator to Learner Ratio: 1:30 General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to perform release blocked invoice receipt manually. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the PE. Special Instructions: You are an Invoice Processor in the 3rd INF DIV, G-4 and have been directed to release a blocked invoice. Motivator: This procedure is use to manually enter a Contractual invoice if you are the Invoice Processor or a Site Invoice Processor for MISC Pay subject to Prompt Pay Act (PPA). The overall outcome of this scenario exercise is to understand the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercise ADE36118 PPA ES 7 MRBR, ADE36118 PPA ES 7 MRBR 2, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. Materials Needed: Calculator. Practical Exercise Booklets Computer loaded with TED Software. *Blank Paper. *Pen or Pencil. Classroom notes. Note: (* Learner responsibility) Procedures/Instructions: All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the data entered and enter your new response. You may take a break at any time, however, do not take the exercise materials out of the classroom. This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Your facilitator will advise you what to do when you complete of this practice exercise. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. Review (20 minutes) will be conducted at the completion of the PE. Instructional Lead-in: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class and exercise will prepare you to successfully accomplish the tasks. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Process a MRBR in GFEBS Give the learners the date to use for the data being used (if applicable), data sheet, PSW, and personal notes. Review each transaction with the learners. Once the MRBR is complete the learners will input a ME23N and view the released blocked invoice Thirty minutes to complete the training. Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise. PE Solutions Process Prompt Payment Documents Exercise #7 and #7 Set 2 Solution: ADE36118 PPA ES 7 MRBR / ADE36118 PPA ES 7 MRBR 2: End goal of the exercise and process is to get a document number for MRBR-Released Blocked Invoice.

LSA #7 Check on Learning Release a Blocked Invoice Receipt, True or False: Q1. Use this procedure to release “Blocked Invoices” for payment once the Invoice has been matched to the Goods Receipt (GR) and Purchase Order (PO). A1. True Q2. Transaction MRBR will be used for Contractual Invoices processed using the transaction code of (MIRO). A2. True Q3. The Invoice Processor uses the Release Blocked Invoices (MRBR) transaction to release contractual invoices that have had variances resolved and are ready for release. A3. True Show Slide #76: LSA #7 Check on learning Facilitator's Note: Ask check on learning questions, facilitate discussion on answers given. Release a Blocked Invoice Receipt, True or False: Q1. Use this procedure to release “Blocked Invoices” for payment once the Invoice has been matched to the Goods Receipt (GR) and Purchase Order (PO). A1. True Q2. Transaction MRBR will be used for Contractual Invoices processed using the transaction code of (MIRO). A2. True Q3. The Invoice Processor uses the Release Blocked Invoices (MRBR) transaction to release contractual invoices that have had variances resolved and are ready for release. A3. True

Facilitator's Note: In this lesson, we (learners) continued to follow along in TED as we (facilitator) facilitated via slides the step by step process to perform release blocked invoice receipt manually with staged data that is located in the TED, finalizing with a scenario exercise for MRBR. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Display Doc Status after IR Release (MIR4)
Show Slide #78: Display Doc Status after IR Release (MIR4) 8. Learning Step / Activity 8. Enter Display Document Status after Invoice Receipt (IR) Release Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: This transaction is used to display the status of the Invoice Receipt release document. The MIR4 is used to validate that the MRBR.

MIR4- Document Status after Releasing Invoice
1 Click “Display Document”. 2 Enter Invoice Document Number and FY. 2010 Select the “Payment” Tab. 3 Show Slide #79: MIR4- Document Status after Releasing Invoice Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides. Note: There are 7 animated steps associated with this slide. • Ensure that all the notes are covered. • Green arrows with annotated # requires a selection and/or input action. Enter Invoice Document Number and FY. Click “Display Document”. Select the “Payment” Tab. The Invoice is now “Free for Payment”. The Invoice is now “Free for Payment”. 4 79

LSA #8 Check on Learning Before or After, True or False questions for Document Status after Releasing Invoice Q1. Is the Invoice free for payment before or after selecting the Payment tab. Before or After? A1. After Q2. You only need to add the Invoice Document number in the Display Invoice Document. True or False? A2. False Show Slide #80: LSA #8 Check on learning Facilitator's Note: Ask check on learning questions, facilitate discussion on answers given. Before or After, True or False questions for Document Status after Releasing Invoice Q1. Is the Invoice free for payment before or after selecting the Payment tab. Before or After? A1. After Q2. You only need to add the Invoice Document number in the Display Invoice Document. True or False? A2. False

Facilitator's Note: Facilitator's Note: In this lesson, we (learners) continued to follow along in TED as we (facilitator) facilitated via slides the step by step process to enter display document status after Invoice Receipt (IR) release, finalizing with a scenario exercise for MIR4. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Cancel/Reverse Invoice (MR8M)
Show Slide #82: Cancel/Reverse Invoice (MR8M) 9. Learning Step / Activity 9. Enter Cancel/Reverse Invoice for Purchased Orders Related Invoice Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: Inform them that the next transaction that will be covered is the MR8M, Cancel/Reverse invoice. Use the page down key to advance through the steps in the following slides. Use the current FY on all inputs.

Cancel Invoice (MR8M) The MR8M is used to correct a contractual invoice or a Misc. Pay subject to PPA invoice that has already been posted in GFEBS or to cancel a Misc. Pay subject to PPA invoice that has been rejected via workflow. The Invoice Processor and the Site Invoice Processor both use the MR8M. Because the invoice cannot be changed once it has been posted, GFEBS creates a new reversal document upon cancellation. Show Slide #83: Cancel Invoice (MR8M) Facilitator's Note: Select a learner(s) to read the slides, then have other learners give examples if experienced. The MR8M is used to correct a contractual invoice or a Misc. Pay subject to PPA invoice that has already been posted in GFEBS or to cancel a Misc. Pay subject to PPA invoice that has been rejected via workflow. The Invoice Processor and the Site Invoice Processor both use the MR8M. Because the invoice cannot be changed once it has been posted, GFEBS creates a new reversal document upon cancellation.

Cancel Invoice (MR8M) (Con't)
Purpose Use this procedure to cancel a purchase order related invoice. If an invoice is blocked as shown in a MRBR - Release Blocked Invoice report (used only to identify blocked Invoices), the invoice needs to be reversed, and a new invoice (MIRO) is entered with the correct quantity. If an invoice is cancelled, GFEBS automatically creates a credit memo. Trigger Perform this procedure when an invoice related to a purchase order needs to be reversed. Prerequisites Contractual (MIRO) invoice must exist in GFEBS. GFEBS invoice document number. Show Slide #84: Cancel Invoice (MR8M) (Con’t) Facilitator's Note: After reading the purpose explain to the learners that one of the possible reasons it is blocked is a due to an incorrect quantity on the invoice (e.g. received less goods than the invoice). Purpose Use this procedure to cancel a purchase order related invoice. If an invoice is blocked as shown in a MRBR - Release Blocked Invoice report (used only to identify blocked Invoices), the invoice needs to be reversed, and a new invoice (MIRO) is entered with the correct quantity. If an invoice is cancelled, GFEBS automatically creates a credit memo. Trigger Perform this procedure when an invoice related to a purchase order needs to be reversed. Prerequisites Contractual (MIRO) invoice must exist in GFEBS. GFEBS invoice document number.

Invoice Reversal Processing
The following procedures allow the user to reverse an erroneously processed Invoice. These procedures discussed here apply only to Invoices that have not been made part of a Payment Proposal or been paid by Disbursing (no “Clearing Numbers” have been issued by GFEBS). Two t-Codes are necessary in order to completely reverse an Invoice and ensure the Vendor Account is cleared: MR8M (Cancel Invoice Document) - Reverses the original “MIRO” transaction F-44 (Clear Vendor: Header Data) - Manually Clears the Invoice entry in the GFEBS “Vendor Account” Show Slide #85: Invoice Reversal Processing Facilitator's Note: The F-44 will be covered after the MR8M. The following procedures allow the user to reverse an erroneously processed Invoice. These procedures discussed here apply only to Invoices that have not been made part of a Payment Proposal or been paid by Disbursing (no “Clearing Numbers” have been issued by GFEBS). Two t-Codes are necessary in order to completely reverse an Invoice and ensure the Vendor Account is cleared: MR8M (Cancel Invoice Document) - Reverses the original “MIRO” transaction F-44 (Clear Vendor: Header Data) - Manually Clears the Invoice entry in the GFEBS “Vendor Account”

MR8M- Cancel Vendor Invoice
5 MR8M Enter the Invoice document number that is to be reversed. (Note: to confirm document accuracy for reversal, research original documentation number to the corresponding invoice number in the PO history. (ME23N) 1 2 Enter the FY (YYYY) 2014 3 Select a Reversal “Reason” (will most likely be “01” for the current period). Show Slide #86: MR8M- Cancel Vendor Invoice Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides. Note: There are 14 animated steps associated with this slide. • Enter MR8M, press enter • Ensure that all the notes are covered. ‾ Step 1: Use the invoice number from the first MIRO (unblocked MIRO) located on the Recording Document form. ‾ Step 2: Enter the current fiscal year. ‾ Step 3: Select reversal reason “01” for training purposes. Then check the green arrow. ‾ Step 4: In Posting Date for training purposes, use today's date. ‾ Step 5: Select “Display Document” ‾ Step 6: Select the “back” button located in the menu screen. • Green arrows with annotated # requires a selection and/or input action. Enter the Invoice document number that is to be reversed. (Note: to confirm document accuracy for reversal, research original documentation number to the corresponding invoice number in the PO history. (ME23N). Enter the FY (YYYY). Select a Reversal “Reason” (will most likely be “01” for the current period). Enter date of Reversal (Today) Display Document Facilitator's Note: Continue on next slide 4 mm/dd/yyyy Enter date of Reversal (Today).

MR8M- Cancel Vendor Invoice (Con't)
6 Once again, verify that this is the correct invoice that will be reversed. Show Slide #87: MR8M- Cancel Vendor Invoice (Con't) Facilitator's Note: Use the page down key to advance through the steps in the following slides and ensure that all notes are covered Note: There are 2 animated steps associated with this slide. Continue from previous slide. Step 5: Select “Display Document” Step 6: Select the “back” button located in the menu screen. Green arrows with annotated # requires a selection and/or input action. Once again, verify that this is the correct invoice that will be reversed.

MR8M- Cancel Vendor Invoice (Con't)
Once all input has been verified utilizing the PO history and documentation Click “Reverse” 7 Show Slide #88: MR8M- Cancel Vendor Invoice (Con't) Facilitator's Note: Use the page down key to advance through the steps in the following slides and ensure that all notes are covered Note: There are 3 animated steps associated with this slide. Continue from previous slide. A message will show in the bottom left corner of the screen. Step 7: Click “Reverse” located in the Menu tab. Write down the document number on the MR8M line on your document reference sheet. Green arrows with annotated # requires a selection and/or input action. Once all input has been verified utilizing the PO history and documentation Click “Reverse” System Notification to alert the user the Invoice was successfully reversed. The number issued by the system is permanently assigned to the MIRO reversal transaction. The message also prompts the user to manually clear the FI document (this action is executed with T-Code “F-44” covered in the next block of instruction). System Notification to alert the user the Invoice was successfully reversed. The number issued by the system is permanently assigned to the MIRO reversal transaction. The message also prompts the user to manually clear the FI document (this action is executed with T-Code “F-44” covered in the next block of instruction).

Exercise Scenario #8 (MR8M)
Show Slide #89: Exercise Scenario #8 (MR8M) Practical Exercise / Review: Process Prompt Payment Documents Exercises #8 Method of Instruction: Practical Exercise Media: Practical Exercise, Computer Assisted Instruction Time of Instruction: 00 hrs. / 30 min. Facilitator to Learner Ratio: 1:30 General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to enter cancel and reverse invoice for purchased orders related invoice. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the PE. Special Instructions: You are an Invoice Processor in the 3rd INF DIV, G-4 and have been directed to cancel an invoice. Motivator: This procedure is use to manually cancel a Contractual invoice if you are the Invoice Processor or a Site Invoice Processor for MISC Pay subject to Prompt Pay Act (PPA). The overall outcome of this scenario exercise is to understand the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercise ADE36118 PPA ES 8 MR8R, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. Materials Needed: Calculator. Practical Exercise Booklets Computer loaded with TED Software. *Pen or Pencil. Classroom notes. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: You may take a break at any time, however, do not take the exercise materials out of the classroom. This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. Your facilitator will advise you what to do when you complete of this practice exercise. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the data entered and enter your new response. Review (10 minutes) will be conducted at the completion of the PE. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Instructional Lead-in: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class and exercise will prepare you to successfully accomplish the tasks. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Give the learners the date to use for the data being used (if applicable), data sheet, PSW, and personal notes. Review each transaction with the learners. Learners will have twenty minutes to complete the training Process a MR8M in GFEBS. Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise. PE Solutions Process Prompt Payment Documents Exercise #8 Solution: ADE36118 PPA ES 8 MR8R: End goal of the exercise and process is to get a document number for MRBR-Cancel Vendor Invoice.

LSA #9 Check on Learning Q1: What t-code is utilized to Reverse an erroneous invoice? M8RM MR8M MIGO MIRO Q2: True or False, One should verify correct document reversal by comparing the actual documents with the PO history via ME23N. True False Q3: There is a message that prompts the user to manually clear the ME51N document. Show Slide #90: LSA #9 Check on Learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1: What t-code is utilized to Reverse an erroneous invoice? M8RM MR8M MIGO MIRO Q2: True or False, One should verify correct document reversal by comparing the actual documents with the PO history via ME23N. True False Q3: There is a message that prompts the user to manually clear the ME51N document.

Facilitator's Note: In this lesson, we (learners) continued to follow along in TED as we (facilitator) facilitated via slides the step by step process to enter cancel or reverse invoice for purchased orders related invoice process, finalizing with a scenario exercise for MR8M. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

Clear Vendor: Header Data (F-44)
Show Slide #92: Clear Vendor: Header Data (F-44) 10. Learning Step / Activity 10. Perform Clear Vendor/Header Data Manually Method of Instruction: DSL (large or small group discussion) Facilitator's to Learner Ratio: 1:30 Time of Instruction: 01 hrs. / 00 mins Media: PowerPoint Presentation, Printed Reference Material, Computer Assisted Instruction Facilitator's Note: Use the page down key and read the tabs for assistance.

F-44 - Clear Vendor: Header Data
1 Enter the Vendor ID Code for the Invoice Document Reversed during the MR8M F-44 3DS82 Ignore message and click (“continue”) Show Slide #93: F-44 - Clear Vendor: Header Data Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides. Note: There are 14 animated steps associated with this slide. Start by entering F-44 Step 1: Put in the Vendor number, this number will be given by the facilitator. (Vendor Number: 3DS82) Step 2: Click on the “Post” button in the Menu tab. Step 3: Click on the green check mark. Ignore the message. Green arrows with annotated # requires a selection and/or input action. Enter the Vendor ID Code for the Invoice Document Reversed during the MR8M Ignore message and click (“continue”)

F-44- Clear Vendor: Header Data (Con't)
Double-Click the “Blue or Red” USD Gross Amount to clear the “Not Assigned” imbalance Note that both the Invoice (MIRO) and Reversal (MR8M) Document Numbers are present in this screen (PK 31-Invoice and PK 21-Invoice Reversal) 4 The “Not Assigned” field indicates the imbalance (the MIRO and MR8M are not offsetting correctly) that needs to be cleared with this T-Code. NOTE: For classroom purposes, the below “Not assigned amount” represents one learners’ amount, not the ENTIRE class amount. Show Slide #94: F-44- Clear Vendor: Header Data (Con't) Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides. Note: There are 6 animated steps associated with this slide. Use the current FY on all inputs. It is important that the learners select the correct invoice number. PK 31 = the original invoice PK 21 = the receipt Step 4: The learners need to select their initial invoice number, it should show as a (-) amount in the USD gross Column, prior to the release/cancel transaction. Green arrows with annotated # requires a selection and/or input action. Double-Click the “Blue or Red” USD Gross Amount to clear the “Not Assigned” imbalance Note that both the Invoice (MIRO) and Reversal (MR8M) Document Numbers are present in this screen (PK 31-Invoice and PK 21-Invoice Reversal) The “Not Assigned” field indicates the imbalance (the MIRO and MR8M are not offsetting correctly) that needs to be cleared with this T-Code. NOTE: For classroom purposes, the below “Not assigned amount” represents one learners’ amount, not the ENTIRE class amount. Note: Failure to execute an F-44 immediately after the MR8M will result in a Vendor and General Ledger account imbalance that will affect the “Payment Proposal” procedures.

F-44- Clear Vendor: Header Data (Con't)
Click “Post” Note the “original Invoice USD Gross Amount is now “Black” and the below “Not Assigned” amount is now “0” (no imbalance) NOTE: For classroom purposes, this “Not assigned” generated number is YOUR invoice less the entire class amount. E.G. (18,750 x 10 learners = 187,500 – 18,750 = 168,750) Show Slide #95: F-44- Clear Vendor: Header Data (Con't) Facilitator's Note: Use the page down key or space bar tab to navigate through the steps in the following slides. Note: There are 3 animated steps associated with this slide. Step 5: Clicking on the “Post” button in the Menu tab will finalize the transaction. Note the “original Invoice USD Gross Amount is now “Black” and the below “Not Assigned” amount is now “0” (no imbalance) NOTE: For classroom purposes, this “Not assigned” generated number is YOUR invoice less the entire class amount. E.G. (18,750 x 10 learners = 187,500 – 18,750 = 168,750)

Exercise Scenario #9 (F-44)
Show Slide #96: Exercise Scenario #9 (F-44) Practical Exercise / Review: Process Prompt Payment Documents Exercises #9 Method of Instruction: Practical Exercise Media: Practical Exercise, Computer Assisted Instruction Time of Instruction: 00 hrs. / 30 min. Facilitator to Learner Ratio: 1:30 General Information: (Introduction / Objective) this exercise will measure your ability to input data and demonstrate the ability to perform clear vendor and header data manually. After following along with the facilitator in the Training Environment Database, learners will conduct their individual exercise by following the instructions and scenario in the PE. Special Instructions: You are an Invoice Processor in the 3rd INF DIV, G-4 and have been directed to Clear the vendor: Header Data upon the cancellation of the invoice. Motivator: Upon completion of cancelling a Vendor Invoice, this procedure is use to manually clear Vendor: Header Data if you are the Invoice Processor or a Site Invoice Processor for MISC Pay subject to Prompt Pay Act (PPA). The overall outcome of this scenario exercise is to understand the responsibilities of each role involved in the payment process and how to input the transactions without error. In order for goods or services to be received, processed, and settled for pay, each role must input transactions accurately in GFEBS. You will learn the importance of identifying the correct transaction codes, usage of the appropriate regulation, and supporting documents to complete each payment. Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes. Learner’s Material: Learners should possess course handouts, practical exercise ADE36118 PPA ES 9 F44, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. Materials Needed: Calculator. Practical Exercise Booklets Computer loaded with TED Software. *Pen or Pencil. Classroom notes. *Blank Paper. Note: (* Learner responsibility) Procedures/Instructions: You may take a break at any time, however, do not take the exercise materials out of the classroom. This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator. Your facilitator will advise you what to do when you complete of this practice exercise. ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken. All exercise requirements have only one correct entry. Make sure your answer is correct before saving. If you make a mistake or wish to change your answer after saving, “backout” the data entered and enter your new response. Review (10 minutes) will be conducted at the completion of the PE. If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help. Instructional Lead-in: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input documents to receive and accept goods or services, to monitor the transactions for accuracy, and to input the documents in preparation for pay. Processing documents without error will prevent delays in accounts being settled and reconciled. This class and exercise will prepare you to successfully accomplish the tasks. Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course. Requirements: Prior to starting the exercise and for review Give the learners the date to use for the data being used (if applicable), data sheet, PSW, and personal notes. Review each transaction with the learners. Learners will have twenty minutes to complete the training Process a F-44 in GFEBS. Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise. PE Solutions Process Prompt Payment Documents Exercise #9 Solution: ADE36118 PPA ES 9 F44: End goal of the exercise and process is to get a document number for F-44-Clear Vendor.

Critical Thinking Why would you need to block an invoice?
What is the purpose of annotating document number(s)? Show Slide #97: Critical Thinking Facilitator's Note: The above listed questions are only examples. As the facilitator you are free to ask varied questions. However, ensure the questions are open-ended and serve to ensure the learners see the relevance of the generalized new information presented and future usage. This phase is learner-centered and facilitated. Allow the learners to decide how they will use the information. The definitive goal is for the learners to think critically and creatively about how to use the information garnered from the lesson plan in the future. As the facilitator you can direct the learners to brainstorm in small groups or you can ask open ended questions such as: Why would you need to block an invoice? An Invoice is Blocked (Changing an Invoice Document) in GFEBS for the purposes of precluding the system from retrieving the transaction from being part of a Payment Run. Blocked invoices must be monitored closely to ensure they do not incur interest when the contract is subject to the Prompt Payment Act (PPA) and to avoid unnecessary delays in the payment process for those that are not. What is the purpose of annotating document number(s)? Document numbers are used as references and they are needed to complete additional transactions. If a service has been performed or a delivery of goods has been accepted, and you fail to inspect, “What are some issues that could occur?” Goods could be damaged. Total amount may have not been received. Services requested may not have been performed to standard. Etc. If a service has been performed or a delivery of goods has been accepted, and you fail to inspect, “What are some issues that could occur?”

LSA #10 Check on Learning Q1: True or False, Failure to execute an F-44 immediately after the MR8M will result in a Vendor and General Ledger account imbalance that will affect the “Payment Proposal” procedures. A1. True Q2: True or False, The “Not Assigned” field indicates an imbalance (the MIRO and MR8M are not offsetting correctly) that needs to be cleared with the T-Code. A2. True Show Slide #98: LSA #10 Check on learning Facilitator's Note: Ask check on learning question, facilitate discussion on answers given. Q1: True or False, Failure to execute an F-44 immediately after the MR8M will result in a Vendor and General Ledger account imbalance that will affect the “Payment Proposal” procedures. A1. True Q2: True or False, The “Not Assigned” field indicates an imbalance (the MIRO and MR8M are not offsetting correctly) that needs to be cleared with the T-Code. A2. True

Facilitator's Note: In this lesson, we (learners) continued to follow along in TED as we (facilitator) facilitated via slides the final step by step process to perform clear vendor and header data, concluding with the final scenario exercise for F-44. “Or” Facilitator, have each group as a group write down one major main lesson learnt from this LSA, allow a few minutes for them to interact. Once all groups have their one major learnt lesson written, pass it to another group to compare their answer. Facilitate a discussion on each major learnt lesson mentioned by each group.

TLO Check on Learning Show Slide #100: TLO Check on Learning
Facilitator’s Note: Facilitator's, have each group as a group write down one question from this lesson, give about five minutes. Once all groups have their question written, pass it to another group to answer it. Facilitate a discussion on each question.

TLO Summary Action: Process Prompt Payment Act Documents
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 at least 80% accuracy (70% for International Learners): Interpret the General Fund Enterprise Business System (GFEBS) process Demonstrate create goods receipt for Purchase Order (PO) Prepare invoice processing procedures manually for a contractual invoice Identify viewed Purchased Order (PO) status after invoice input Demonstrate a block vendor invoice Perform Purchase Requisition (PR) list display utilizing ME5A t-code Perform release blocked invoice receipt manually Enter display document status after Invoice Receipt (IR) release Enter cancel/reverse invoice for purchased orders related invoice Perform clear vendor/header data manually Show Slide #101: TLO Summary Facilitator’s Note: Read TLO Action: Process Prompt Payment Act Documents 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 at least 80% accuracy (70% for International Learners): Interpret the General Fund Enterprise Business System (GFEBS) process Demonstrate create goods receipt for Purchase Order (PO) Prepare invoice processing procedures manually for a contractual invoice Identify viewed Purchased Order (PO) status after invoice input Demonstrate a block vendor invoice Perform Purchase Requisition (PR) list display utilizing ME5A t-code Perform release blocked invoice receipt manually Enter display document status after Invoice Receipt (IR) release Enter cancel/reverse invoice for purchased orders related invoice Perform clear vendor/header data manually “Or” Facilitator’s Note: During and throughout the lesson we taught you and reinforced the responsibilities of each role involved in the payment process and how to input the transactions. We demonstrated and had multiple exercises in services to be received, processed, and settled for pay, requiring input transactions be submitted accurately into GFEBS. You all learned the importance of identifying the correct transaction codes and supporting documents to complete each payment. Assessed at the conclusion of this lesson scenario with review and input form the class and facilitators. Facilitator's at this time, have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer.

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