1. Prepare a Reimbursable Direct Charge
U.S. ARMY SOLDIER SUPPORT INSTITUTE
NONCOMMISSIONED OFFICER ACADEMY
Show Slide #1: Prepare a Reimbursable Direct Charge
Title: Prepare a Reimbursable Direct Charge
References:
AR1-1 – Planning, Programming, Budgeting, and Execution System
DFAS-IN Regulation 37-1, Finance and Accounting Policy Implementation
DFAS-IN MANUAL FY, The Army Management Structure
GFEBS Performance Support Website (PSW)
Section I. Administrative Data
Academic Hours/Methods
010 hrs. / 00 min. DSL (small or large group discussion)
00 hrs. / 00 min. PE (Practical Exercise)
10 hrs. / 00 min. Total Hours
Section II. Introduction:
Method of Instruction: DSL - Discussion (large or small group)
Facilitator's to Learner Ratio: 1:16
Time of Instruction: 00 hrs. / 10 min.
Media: PowerPoint Presentation   
Facilitator Material: Each primary facilitator should possess a lesson plan, evaluation sheet, scenario event list for exercises, and summary sheet containing the above noted references.
Learners Material: Learners should possess course handouts, access to all systems for exercises, summary sheet containing the above noted references portable laptop, and standard classroom supplies.
Note: "All required references and technical manuals will be provided by the local Command“
Motivator (Concrete Experience): Financial Managers are known to be trusted experts who help Soldiers and organizations envision and shape their financial future. You must be committed to objectivity, integrity and competence. As financial managers and NCOs, we must all perform in an excellent manner on behalf of the Army and be accountable for the highest professional and business ethics. During this lesson, taught how to prepare a reimbursable direct charge.
SCOPE
The overall outcome of this lesson is to teach Soldiers the process of creating a Project Definition/Order and WBS element as a Direct Charge without error. 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. 1

2. Terminal Learning Objective
Action: Prepare a Reimbursable Direct Charge
Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
Standard: With a minimum of 80% accuracy, learners must demonstrate proficiency with:
Communicate reimbursable process and create project definition
Review fund a funded program (FP) and cumulative status by FP report
Show Slide #2: Terminal Learning Objective
Facilitator's Note: Read/State TLO
Inform the students of the following learning objective requirements. At the completion of this lesson, you (the student) will have an understanding and know the importance of processing reimbursement documents. 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 while accomplishing this action.
1. TERMINAL LEARNING OBJECTIVE
Action: Prepare a Reimbursable Direct Charge
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
Standards: With a minimum of 80% accuracy, learners must demonstrate proficiency with:
- Communicate reimbursable process and create project definition
- Review fund a funded program (FP) and cumulative status by FP report
Learning Domain - Level: Cognitive / Applying
Safety Requirement: In a training environment, leaders must perform a risk assessment in accordance with DA PAM 385-3Ø, Risk Management. Leaders will complete a DD Form 2977 RISK MANAGEMENT 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 35Ø-29.
Risk Assessment Level: Low
Environmental Consideration: 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: This lesson will test your ability to properly log into GFEBS, research given references, and properly make inputs into the training environment to process accounting documents for pay.
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 will prepare you to successfully accomplish the tasks listed.
2. TRAINING AIDS
This lesson is taught in a large group classroom setting with personal computer systems, Panasonic projection televisions, Mr. Podium MP42 Lectern, indoor speakers, Touch panel TPS-31ØØI Crestron, Ceiling mountable projector, internet access, and dry erase/white board. 2

3. Prerequisites for a Direct Charge 3 Roles
Roles used for a Direct Charge
Accounts Receivables Reporter
Customer Order Processor
Customer Order Approver
Show Slide #3: Prerequisites for a Direct Charge 3 Roles
Learning Step Activity #1. Communicate Reimbursable Process and Create Project Definition
Generalize New Information (1Ø minutes)
Method of Instruction: DSL (large or small group discussion)
Facilitator to Learner Ratio: 1:16
Time of Instruction: 00 hrs. / 30 mins.
Media: PowerPoint Presentation, Printed Reference Material
Facilitator's Note:
There are three roles that you must have access to process a Direct Charge, the following roles that are pertinent for this lesson is as follows:
Accounts Receivables Reporter – run reports and reconcile accounts.
Customer Order Processor – Create project and WBS elements and verify customer master records.
Customer Order Approver – Approve projects and WBS elements.

4. Prerequisites for a Direct Charge (Cont.) Transaction Codes (T-Codes)
TITLE
XDØ3
Customer Display
CJ2ØN
Create a Project and WBS Element (Direct Charge)
FMBB
Fund a Funded Program
ZSFC3
Cuml. by FP (funded program) - Detail
Show Slide #4: Prerequisites for a Direct Charge (Cont.) Transaction Codes (T-Codes)
Facilitator's Note: Identify the T-codes are used when processing a Direct Charge. During this lesson we will cover the CJ2ØN, FMBB, and the ZSFC3. The XDØ3 was covered in lesson 1. Make sure to point out that they are different the (1, 2, 3, and 5) in GFEBS are different from the codes used when identifying transactions in DJMS or coding.
GFEBS: Ø1 = Create, Ø2 = Change, Ø3 = Display, etc. 4

5. Key Terms Work Breakdown Structure (WBS) Cost Object Direct Charge
Direct Cite
Economy Act Order
Funded Program
Project Accounting
Project Order
Show Slide #5: Key Terms
Facilitator's Note: The terms and definitions are located in the student handout.
Key Terms and definitions:
1 Work Breakdown Structure (WBS) - A model of the work to be performed in a project organized in a hierarchical structure. In a WBS, individual tasks and activities are described in the project as individual elements in a hierarchy. The WBS is the basis for the organization and coordination of a project.
2 Cost Object - A data element used to capture execution costs for reimbursable orders and direct charge agreements which include: commitment, obligation, expenses, and disbursements. For Reimbursables, WBS elements are the primary cost objects. Cost Centers and internal orders are also used for cost objects.
3 Direct Charge- Occurs if the customer is an Army customer on GFEBS and the scope of work meets the Economy Act criteria defined by the customer. The performer identifies the order as direct charge and no sales order is produced.
4 Direct Cite - Authority received on a Reimbursable funding document, providing the performing organization has the legal authority to cite the customer’s funds as the financing source on purchasing documents.
5 Economy Act - The Act providing authority for Federal agencies to order goods and services from other Federal agencies, (including other military departments and Defense agencies) and to pay the actual costs of those goods and services
6 Funded Program - Used to control spending related to work orders (Reimbursable/Direct work orders) and/or projects. After the work order (WO) and/or project is created, the Funded Program is created using the WO or project number. The funds are then distributed from ARMY, for example, to 4ØØ156, so that funds are now available and work may begin.
Project Accounting - Used to plan costs, which aids in assessing the economic and financial consequences of the project .
8 Project Order - Serve to obligate appropriations in the same manner as orders or contracts placed with commercial
enterprises. 5

6. Key Terms (Cont.) 9. Funding Document/Authorization
1Ø. Project Planning
11. Sales Order with Advance
Sales Order without Advance
Memorandum of Agreement - MOA
Inter Service Support Agreement - ISSA
Show Slide #6: Key Terms (Cont.)
Facilitator's Note: Key Terms and definitions Cont.
9. Funding Document - The agreement document for the activity or activities requested to be performed. Some examples of these documents are: MIPR, Purchase Orders, Navy Forms, Coast Guard Forms, Marine Forms and Others.
1Ø. Project Planning - Project Planning provides the performer creating a sales order with a project structure including dates, planned work, and responsible parties, as well as with the appropriate funding information that is used to derive budget attributes during execution.
11. Sales order with an Advance - An agreement between two entities, specifically between the Army and itself or another Federal agency, the Army and a commercial organization, state and local government, or individual, where monies were provided by the customer in advance for the services or goods to be provided in the support of the agreement.
12. Sales order without an Advance - A Reimbursable agreement that is represented by a funding document/authorization between two entities, specifically between the Army and itself or another Federal agency, that provides the Army with the ability to increase their Reimbursable Authority to provide the work and is paid based on the goods and/or services provided.
13. MOA (Memorandum of Agreement)- A written document describing a cooperative relationship between two parties wishing to work together on a project or to meet an agreed upon objective.
14. ISSA (Inter Service Support Agreement) -Action by one Military service to provide logistics and/or administrative support to another Military service.

7. Reimbursable Process Schematic
Show Slide #7: Reimbursable Process (Matrix)
Facilitator's Note: LSA 1 – Reimbursable Process (3Ø minutes)
Determine Type of Work - must decide if it is an Economy Act Order, Project Order, Direct Cite Order, or a Direct Charge Order. Before any type of agreement can occur there must be a funding document that gives legal authority to accept work.
Project Planning with Project Systems – The Army uses the GFEBS Project systems functionality to create a project structure that contains dates, tasks, and responsible persons to complete the scope of work defined by the reimbursable order.
Create a WBS Element - funding information used to derive budget availability during project execution. Identifies and creates a WBS element that captures execution costs for reimbursable Orders. A model of work to be performed in a project organized in hierarchical structure.
Determine Order Acceptance – the Army informs the customer of the specific quotation amount for the agreed upon scope of work
Direct Charge - both are in GFEBS. The Army keeps track of the work completed internally and does not bill itself. No sales order or MIPR is done if it is Army to Army transaction and both are using GFEBS.
Determine if customer exists- check the master data (XDØ3) (customer Order Processor) Check the customer Master Data
Create a Sales Order – activity includes creating a sales order, Economy Act, and reimbursable with Advance. (Customer Order Processor)
Approve a Sales Order - the COA approves or rejects new or updated sales orders. (Customer Order Approver)
Collect Advance payment – if customer is public, request advance pay for the requested work and post to the sales order
D-Charge- Occurs if the customer is an Army customer on GFEBS and the scope of work meets the Economy Act criteria defined by the customer. The performer identifies the order as direct charge and no sales order is produced.
D-Cite- Authority received on a Reimbursable funding document, providing the performing organization has the legal authority to cite the customer’s funds as the financing source on purchasing documents. 7 7 7

8. GFEBS Reimbursable Decision Matrix
Will requesting activity’s funds be cited on original
Automatic:
Create WBS using “REIM” Funded Program Type and Automatic Fund
(i.e. 2Ø2Ø1ØA**)
Create Sales Order: on Additional Data B tab, enter funding data (LOA) under “Non-General Fund Army Line of Accounting” NO NO
Is requesting activity
funded through
GFEBS?
Start
YES
YES
Will requesting activity’s
funds be cited on
original
Automatic:
Create WBS using “REIM” Funded Program Type and Automatic Fund
(i.e. 2Ø2Ø1ØA**)
Create Sales Order: on Additional Data B tab, enter funding data (LOA) under “Non-General Fund Army Line of Accounting”
Direct Cite:
Create WBS using “GENR” Funded Program Type “ZCITEZTFO” Fund
Create Sales Order: on Additional Data B tab, enter funding data (LOA) under “Non-General Fund Army Line of Accounting” NO
Show Slide #8: GFEBS Reimbursable Decision Matrix
Facilitator's Note: Reimbursable agreements involve a requesting agency and a performing agency. The requesting agency is responsible for the following: Determining that funds are available and deciding the order is in the best interest of the organization. The Performing Agency:
Determine if the goods/services requested on the agreement are within the scope of their mission.
Has the authority and capacity to provide
The goods or services being requested. Lastly, Determine if work can begin before the Requesting agency’s funds expire.
The GFEBS Reimbursable Decision Matrix Above should be used as a quick reference guide for properly handling GFEBS reimbursable agreements.
YES
Direct Charge:
Create Direct Charge WBS using “DRCH” Funded Program Type and Direct Fund (i.e. 2Ø2Ø1ØD**)
Requestor inputs FMBB transaction to fund WBS.
There are two types of reimbursable agreements, Automatic and Direct. (Unlike legacy, in GFEBS, how the agreement is accepted is dictated by how the funds will be executed.)
(**) = FY 8

9. Reimbursable Authorities
Sales Orders can be accepted with three types of
authorities:
Direct Obligation Authority (DOA)
Automatic Reimbursement Authority (ARA)
Funded Reimbursable Authority (FRA)
Show Slide #9: Reimbursable Authorities
Facilitator's Note: Explain the 3 types of Reimbursable Authorities.
Direct Obligation Authority (DOA): Specific Dollar Amount for Mission Activities and Base Operations, Quarterly Amount Immediately Available for Obligation Upon Receipt of the Allotment, Controlled by Installation.
Automatic Reimbursement Authority (ARA): No Specific Dollar Amount, Temporarily finance support to individuals or non-mission activities, Not Immediately Available for Obligation Upon Receipt of the Allotment (Obligation Authority “Generated” Based on Receipt of Order), Controlled by Installation level and gives the performing organization the right to accept sales orders, with no limits on the maximum amount of work that can be provided.
Funded Reimbursable Authority (FRA): Stipulates a specific dollar amount of Reimbursable work that can be performed. Used for non-mission activities, but essential needs on the installation. Quarterly amount not immediately available for obligation upon receipt of allotment. They are held in reserve until the revenue producing activities place orders. Controlled ceiling set by ACOM with amounts controlled by quarterly limits. Once the dollar amount has been reached, the performing organization cannot create a sales order without requesting an increase in the amount. Once this limit has been reached, the performing organization cannot create sales orders without requesting an increase in the amount specified on the funding document. 9

10. Reimbursable Authorities (Cont.)
Automatic Reimbursement Authority (ARA)
ARA orders are used when the Requesting Agency must pay the Performing Agency the actual costs of the goods or services provided. The Performing Agency will invoice/bill the requesting agency for reimbursement after goods or services have been performed. (equivalent of accepting a MIPR as Category I.)
Ex. 2Ø2Ø1ØAXX (XX) Funds do not expire.
Show Slide #10: Reimbursable Authorities (Cont.) Automatic Reimbursement Authority
Facilitator's Note: Army to Army within GFEBS can utilize as long as the communication has all necessary elements needed to ensure proper WBS or Project Order setup. The 2Ø2Ø1ØA15 is part of the line of accounting. Detailing the type of order and fiscal year.
Reference the (XX)
Certain appropriations are available for an indefinite period. Obligated and unobligated balances in such appropriations must be closed/canceled when no disbursements have been made from the indefinite appropriation for a period of 2 years and the President, the Secretary of Defense, or the Secretary’s designee determines the purposes for which the appropriation was made have been carried out. DoD 7ØØØ,14-$ FMR, Vol 3, Chap 1Ø.
Obligation Authority “Generated” based on receipt of order, controlled by Installation level, gives the performing organization the right to accept sales orders with no limits on the maximum amount of work that can be provided.
No Specific Dollar Amount. 10

11. Reimbursable Authorities
Funded Reimbursable Authority (FRA): Obligation Authority “Generated” based on receipt of order. It gives the performing organization the right to accept sales orders, with no limits on the maximum amount of work that can be provided. Funds are held in reserve until the revenue producing activities place the orders. Controlled ceiling set by ACOM with amounts controlled by quarterly limits. Once this limit has been reached, the performing organization cannot create sales orders without requesting an increase in the amount specified on the funding document. Specific Dollar Amount.
Show Slide #11: Reimbursable Authorities
Facilitator's Note: Money is held in reserve, there is a controlled ceiling set, and the amounts set in quarterly limits (cannot be exceeded unless approval is authorized). 11

12. Ordering Procedures
An order must be created for the desired goods or services. For training purposes we will use the DD Form 448 and DD Form Regardless of the form used, all orders must be documented. At a minimum the order must include the following:
Certification of availability for purpose: Economy Act
A description of the goods or services being ordered
Delivery requirements
A fund citation (either direct or automatic)
A payment provision. (Provide billing instruction and information)
Duration of the agreement
Dollar limits and any authority to exceed applicable limits without specific approval from the ordering activity.
Show Slide #12: Ordering Procedures
Facilitator's Note: An order may be placed on any form or document that is acceptable to both the requesting and performing agencies. The requesting agency must provide a certification on the Economy Act order that the funds cited on the Economy Act are properly chargeable for the purposes cited in the order. 12

13. Work Breakdown Structure (WBS element)
The Program/Project WBS is the structure that encompasses the entire program or project. It usually consists of three levels of products/elements with associated work definitions. The three upper levels of the PWBS are defined below.
Level 1 is the entire program/project
Level 2 elements are the major product segments or subsections.
Level 3 contains definable components or subsets of the level 2 elements.
Show Slide #13: Work Breakdown Structure (WBS element)
Facilitator's Note: The purpose of a WBS is to divide the project into manageable pieces of work to facilitate planning and control of cost, schedule, and technical content. It also identifies the total work to be performed and divides the work into manageable elements, with increasing levels of detail. 13

14. Work Execution (6 Stages of Expenditure Transactions)
Funding Document
Commitment
448
Obligation
448-2
Accrued Expenditure
Expense
Disbursement
Show Slide #14: Work Execution
Facilitator's Note: Read to students: Work execution of a sales order focuses on recording execution against the billable cost objects associated with an order: commitment, obligation, expenses, and disbursement.
There are multiple types of execution that can occur against an order, including labor hours (civilian, military, contractor, etc) posting, materials or supplies purchasing, equipment, travel, training, and other costs for consolidation of all costs on the sales order for billing. The information that is detailed in this process, with regard to order execution, also includes time and attendance, procurement, cost transfers, and retrieval of external system costs.
Commitment - A commitment is an administrative reservation of funds based upon firm procurement, directives, orders, requisitions, or requests which authorize the creation of an obligation without further recourse to the official responsible for certifying the availability of funds. With Interdepartmental orders you would use the Military Interdepartmental Request (DD Form 448) as the commit document until the Acceptance of the MIPR (DD Form 448-2) is received.
Obligation - A legal reservation of funds which the government is legally bound to pay a known or estimated amount at a specific time. An obligation is properly recordable only when supported by documentary evidence of the following:
- A binding agreement, in writing.
- A valid loan agreement.
- An order required by law to be placed with a government agency.
- Other legal liabilities.
Accrued Expenditure - The actual or constructive receipt of supplies and/or services for which a valid obligation has been incurred.
Expense - The total value of goods and/or services consumed in accomplishment of the mission or task. This stage is normally recorded simultaneously with the accrued expenditure.
Disbursement - A payment of a legal liability of the government which decreases the accountability of the Disbursing Officer (DO) making the decision 14

15. Create Project Definition/Order and Work Breakdown Structure Element (Direct Charge)
Follow the Numbers
Show Slide #15: Create Project Definition/Order and Work Breakdown Structure Element (Direct Charge)
Generalize New Information (4Ø minutes)
Facilitator's Note: During the crawl phase the Facilitator's will go through each step of the transaction code (t-code) while reading the information provided in the (info) boxes.
The following t-codes will be covered during the Direct Charge Process.
CJ2ØN = Create a Project and WBS element
FMBB = Funds Management
ZRFSC1 - Cumulative Status by FC (FUND CENTER) Report
CJ2ØN- Fund and Release

16. Create a Project and a WBS Element (Cont.) (CJ2ØN)1
1. Input T-code CJ20N- Enter
2. For first time users, the “Welcome to Builder” pane along with parameter choice will Always show. Green Check both to proceed. 2 3
3. This is the “Create” Project Definition Icon, single-click and select Project 4. from the menu. 5
Show Slide #16: Create a Project and a WBS Element (Cont.) (CJ2ØN)
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the transaction code demonstrations. 4
5. Under Project Def. Input brief description and $$ of services being procured (**far right box)
This is found in Item 9b of DD Form 448

17. Create a Project and a WBS Element (Cont.) (CJ2ØN)1
1. Description of services being procured
4. Under ‘Responsibilities’ click drop-downs for both Person Respons. And Applicant no. and choose from list 2
2. Under ‘Project Profile’ click drop-down and choose ‘Mission Support’ 4 6 5
Show Slide #17: Create a Project and a WBS Element (Cont.) (CJ2ØN)
Facilitator's Note: This is a quick overview of the different field-types in the training data base. This information was covered during the Intro to GFEBs lesson. Click the down arrow to navigate through this slide and the following slides.
1. The Menu Bar list action tabs.
2. The Free-text field – when the field background is white it is open/available for text input.
3. Tabs/Tab-fields – are used for specific information. The pages that display after the tab is selected is for information relevant to the specific tab.
4. The drop-down arrows will display a list of designated choices for the tab field.
Radio buttons – you can select one radio button when it is “required”.
Continue on with the selection 3
5. Input projected project start and stop dates
6. Ordering Installation
7. Save your work 7

18. Create a Project and a WBS Element (Cont.)
(CJ2ØN) 3
3. Under ‘ID and view selection’ single-click
1. Under ‘Worklist Description’ Single-Click the icon left of ‘Last Projects Processed’
4. Locate the ‘Over’ tab and click 1 4
Show Slide #18: Create a Project and a WBS Element (By The Numbers) Cont.
Facilitator's Note: SAP / ERP will generate a project definition number beginning with (S.#######). If a screen appears that ask for a beginning and ending range, have the student(s) type 3ØØØØØ for the start date and 3ØØ999 as the end date.
2. Double-Click your project definition title 2 5
5. Begin to fill-in L1 information

19. Create a Project and a WBS Element (Cont.) (CJ2ØN)1
1. After WBS & Description input, scroll to the (R) to expose 2. Type (S1)
3. The Planning Element (PE), Account Assignment (Acct), and the Billing Element (Bill) are called ‘Operative Indicators’ Select PE 2 3
4. Scroll again to expose 5. CA… (always ARMY) and 6. Resp. cost cntr
Show Slide #19: Create a Project and a WBS Element (By The Numbers) Cont.
Facilitator's Note: Step 7: For the start date, use current date. For the finish date, use a future date within the current fiscal year.
Facilitator’s Note: With operative indicators, you specify the attributes of a WBS element and determine which tasks the WBS element can carry out in the project. Whether you can change the operative indicators in project planning depends on the system status.
You can assign the following operative indicators to WBS elements:
Operative indicator for...
Usage...
Cost planning (PE)
If you want to plan costs for a WBS element, you have to indicate that the WBS element is a planning element in the WBS.
Account assignment (Acct)
If you want to post actual costs and commitments to a WBS element, you have to indicate that the WBS element is an account assignment element in the WBS. All objects that can be assigned costs and commitments within a project (for example, orders, networks, or purchase orders) can only be assigned to a WBS element if you have set the account assignment indicator for the element.
In Customizing for the Project System, you can set an indicator to specify that costs are planned for all WBS elements or only for specific WBS elements.
Billing Element (Bill)
If you want to post revenues to a WBS element, you have to indicate that the WBS element is a billing element in the WBS. 4 5 6
7. Press Enter when complete 7

20. Create a Project and a WBS Element (Cont.) (CJ2ØN)1
1. Double-click your project to re-open 2
2. Click the ‘Customer Enhancement’ tab
Show Slide #2Ø: Create a Project and a WBS Element (By The Numbers) Cont.
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the transaction code demonstrations.

21. Create a Project and a WBS Element (Cont.) (CJ2ØN)
NOTE: Under the ‘Funding Data’ tab, this is to be completed by the Performer
2. Under ‘Funded Program Type’ click the dropdown- Select Direct Charge
1. Check ‘Create Funded Program’ 2 1 3
3. Under ‘Funded Program Start Date’ select today’s date
Show Slide #21: Create a Project and a WBS Element (By The Numbers) Cont.
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the transaction code demonstrations. 4
4. On the menu bar, click ‘Save’
5. System generated message 5

22. Create a Project and a WBS Element (Cont.) (CJ2ØN)1 2
2. Double-click ‘Project Definition’ to expose WBS
1. If not expanded, click triangle (L) of ‘Last Projects Processed’ to expose Project Definition 3
3. Single-click your WBS
Show Slide #22: Create a Project and a WBS Element (By The Numbers) Cont.
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the transaction code demonstrations
4. Click ‘Customer Enhancement’ tab 4

23. Create a Project and a WBS Element (Cont.) (CJ2ØN)
NOTE: Under the ‘Funding Data’ tab, this is to be completed by the Requestor’s Budget Office 5
Input: 1. Functional Area; 2. Funds Center; 3. Main Account; 4. Fund 1 2 3 4
This information defaults in.
Show Slide #23: Create a Project and a WBS Element (By The Numbers) Cont.
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the transaction code demonstrations
5. Click the ‘Basic data’ tab

24. Create a Project and a WBS Element Cont. (CJ2ØN)
2. Click ‘Save’ to end this process. Once again, a system generated message 3. shows additions (changes) to the document
1. In the ‘Operative Indicator’ section, ensure to place a in the ‘Acct asst elem.’ block
Show Slide #24: Create a Project and a WBS Element (By The Numbers) Cont.
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the transaction code demonstrations 1 3 24

25. LSA #1 Check on Learning
Q. T-Code CJ2ØN is used to ______ a project definition?
a. Display
b. Delete
c. Create
d. Enter
Q. T/F: The WBS element must be created prior to the
Project Definition.
a. True
False (Project Definition comes first)
Q. By clicking the “Simulate” button on the menu bar, this action:
a. Checks the document for completeness and accuracy
b. Generates a new document number
c. Checks the Validity of the EDI user
d. Delete the process
Show Slide #25: LSA #1 Check on Learning
Facilitator’s Note: Ask the following Questions;
Q. T-Code CJ2ØN is used to ______ a project definition?
Create
Q. T/F: The WBS element must be created prior to the Project Definition.
A. False
Q. By clicking the “Simulate” button on the menu bar, this action:
A. Checks the document for completeness and accuracy 25

26. LSA #1 Summary Show Slide #26: LSA #1 Summary
Facilitator's Note: During this part of the lesson, we communicated the reimbursable process, along with discussing how to create project definition/order and work breakdown structure element (Direct Charge)
“Or”
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. 26

27. Practical Exercise #1 CJ2ØN Create a Project and WBS Element (Direct Charge)
Show Slide #27: Apply (1 hour) Practical Exercise #1, CJ2ØN Create a Project and WBS Element (Direct Charge)
Facilitator's Note: The CJ2ØN exercise scenario will be done by each student. The students are required to perform this exercise on their own.
Facilitator's Note: Review the PE (1Ø minutes)

28. Fund a Funded Program (FMBB)
Show Slide #28: Fund a Funded Program
Learning Step Activity #2. Review Fund a Funded Program and Cumulative Status by FP Report
Generalize New Information (35 minutes)
Facilitator's Note: The functions in this component support you in creating and executing budgets. The purpose of Funds Management is to budget all revenues and expenditures for individual areas of responsibility, to control future funds transactions in accordance with the distributed budget, and to stop the budget from being exceeded. 28

29. Fund a Funded Program (Cont.) (FMBB)
1. Enter T-Code FMBB- Press ‘Enter’
2. Click the dropdown in FM area, select ‘ARMY’ and Green Check it 2 1
FMBB
3. Click the dropdown in ‘Layout Variant,’ select ‘ARMY 2’ and place Check 3a. in ‘Default Layout’
Show Slide #29: Fund a Funded Program Cont.  
Facilitator's Note: Use the "page down" key to navigate through the steps. You will need to do this for all the transaction code demonstrations. As you go through the slides read the appropriate notes, If there are not any notes inform the students to select the highlighted (numbered) information.
4. Green check IOT populate the main screen 3 3a 4 29

30. Fund a Funded Program (Cont.) (FMBB)
Note: Under the tab, fill out the following areas:
1. Click dropdown and select ‘Transfer.’ (sometimes defaults to ‘Enter’)
3. Under ‘Document Type’ Click the Dropdown and select ‘Allotment’ 1
2. For ‘Version,’ Always choose zero 2 3
Show Slide #3Ø: Fund a Funded Program (Cont.) (FMBB)
Facilitator's Note: Use the "page down" key to navigate through the steps. You will need to do this for all the transaction code demonstrations.
As you go through the slides read the appropriate notes, If there are not any notes inform the students to select the highlighted (numbered) information.
4. Sender Information: Enter Budget Type, Fund, and Commitment Item 4
5. Receiver Information: Enter Budget Type, Fund, and Commitment Item 5 30

31. Fund a Funded Program (Cont.) (FMBB)
Note: Immediately below, fill in both Sender (-) and Receiver (+) information. **Important: Ensure to change Receiver line to (+)
1. Line 1: Sender / Receiver column (-); Funds Center A76VV; Functional Area 131; Funded Program ARMY; Amount (of service); Description
2. Line 2: Sender / Receiver column (+); Funds Center A76VV; Functional Area 131; Funded Program is the Project #; Amount (for service); Description
Show Slide #31: Fund a Funded Program (Cont.) (FMBB)
Facilitator's Note: Use the "page down" key to navigate through the steps. You will need to do this for all the transaction code demonstrations. Make sure you use the Reference (excel spreadsheet) to depict the correct budget type. As you go through the slides, read the appropriate notes. If there are no notes, inform the students to select the highlighted (numbered) information. 1 2 31

32. Fund a Funded Program (Cont.) (FMBB)
5. Upon clicking Post, both lines copy over as the accounting part in the system (4119) 3 1
1. On the menu bar, click ‘Check document’
3. On the menu bar, click ‘Post’ 5
Show Slide #32: Fund a Funded Program (Cont.) (FMBB)
Facilitator's Note: Use the "page down" key to navigate through the steps. You will need to do this for all the transaction code demonstrations. Make sure you use the Reference (excel spreadsheet) to depict the correct budget type. As you go through the slides, read the appropriate notes. If there are no notes, inform the students to select the highlighted (numbered) information. 2 4
2. System generated message after Doc. check
4. System generated message after Post 32

33. Practical Exercise #2 (FMBB)
Show Slide #33: Apply (2Ø minutes) Practical Exercise #2, Fund a Funded Program (FMBB)
Facilitator's Note: In this activity, the students will input the FMBB. The students should log into the GFEBS Portal and Training Environment. Use the data sheet included in the course packet to complete the activity. If questions arise that do not pertain to the scenario, address them after the hands-on training. Explain to participants the resources they have available to complete the activity.
The Facilitator's can determine if the training should be done individually or in groups of two.
Review the PE (1Ø minutes) 33

34. Cumulative Status by Funded Program (FP) Report (ZFSC3)
Show Slide #34: Cumulative Status by Funded Program (FP) Report (ZFSC3)
Generalize New Information (15 minutes)
Facilitator's Note: Explain to learners how important it is to verify funds during this step of the process.
Status of funds Reports are used to view spending and available funding to cover new obligations. It shows the AFP, Allotment, Commitment, Obligation, Expenses, Disbursement, Available Allotment, and available AFP for budget objects (including Fund, Fund Center, Commitment Item, Functional Area, and Funded Program).
A funded program tracks the execution of funding for specific programs or projects.
ZFSC1 Cumulative Status reports are used to pull reports down by Fund Center. This t-code allows you to pull reports that reflect the input the transactions have on the budget. The ZFSC3 displays a cumulative status-of-funds by funded program. 34

35. Cumulative Status by FP Report (ZFSC3)
1. Enter T-Code ‘ZFSC3’ hit enter 1
5. On the menu bar, click ‘Execute’
2. Click dropdown in ‘Financial Management Area’, select ‘ARMY’ 5 2
Show Slide #35: Cumulative Status by FP Report (ZFSC3)
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations.
Default
3. Under the Fund section on the “Or value(s)’ line, input fund with CURRENT FY
Default
4. Under the Fund Center section on the ‘Or value(s)’ line, input fund center 3 4

36. Cumulative Status by FP Report (Cont.) (ZFSC3)
1. Under ‘Variation Characteristics’ select ‘Budget Type’ 1
Show Slide #36: Cumulative Status by FP Report
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations.
2. Under ‘Budget Type,’ double-click the appropriate quarterly budget 2

37. Cumulative Status by FP Report (Cont.) (ZFSC3)
1. Report parameters 1
2. Scroll to view ENTIRE reporting columns 2.
Show Slide #37: Cumulative Status by FP Report
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations. 3.
3. Notice: The ‘Available Allotment has been debited the cost of the Course Upgrade

38. Cumulative Status by FP Report (Cont.) (ZFSC3)1
2. Notice: S has been expanded out (drilled-in) as far as possible. 3. This is the view when scrolled right
1. This symbol (+) represents an expandable item (drill-down) 2 3
Show Slide #38: Cumulative Status by FP Report
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations.

39. Cumulative Status by FP Report (Cont.) (ZFSC3)
This is the full report, expanded out, depicting the debited $25,000 cost from the original $5,000,000, Available Allotment and credited towards the S Project
Show Slide #39: Cumulative Status by FP Report
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations. 1 2

40. Practical Exercise #3 (ZFSC3)
Show Slide #4Ø: Cumulative Status by FP Report
Facilitator's Note: Apply (2Ø minutes) Practical Exercise #3, (ZFSC3)
In this activity, the students will input the ZRFSC1. The students should log into the GFEBS Portal and Training Environment.
Use the data sheet included in the course packet to complete the activity. If questions arise that do not pertain to the scenario, address them after the hands-on training. Explain to participants the resources they have available to complete the activity.
Facilitator's Note:
The Facilitator's can determine if the training should be done individually or in groups of two.
Review the PE (1Ø minutes) 40

41. WBS Element-Mark Funded and Release (CJ2ØN)
Show Slide #41: WBS Element-Mark Funded and Release (CJ2ØN)
Facilitator's Note: WBS Element-Mark Funded and Release (CJ2ØN) Generalize New Information (2Ø minutes)
Facilitator’s Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations. 41

42. WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)1
CJ2ØN
3. Your Level 1 WBS is now populated, single-click it
1. Enter T-Code CJ20N- Press ‘Enter’ 3
Show Slide #42: WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations.
4. WBS is highlighted, more options are now available. Hover the mouse to view each one
2. Under ‘Work-List Description’ Double-click your definition 4 2

43. WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)
1. Click ‘Menu’
3. Bring the mouse down and HOVER over ‘Status’ 1 3
4. Bring the mouse down and HOVER over ‘User Status’ 2
2. Bring the mouse down and HOVER over ‘Edit’ 4
Show Slide #43: WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations. 5
5. Finally, bring the mouse down and HOVER over ‘Set & Pass On’

44. WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)
1. User Status: Select- ‘Funding Approved’. Green Check it
2. User Status Display Message: Informational use only- Green check it
Show Slide #44: WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations. 2 1 44

45. WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)
1. Click ‘Menu’
3. Bring the mouse down and HOVER over ‘Status’ 1 3 2 4
2. Bring the mouse down and HOVER over ‘Edit’
4. Bring the mouse over and click ‘Release’
Show Slide #45: WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations. 5
5. System Generated message (provided there are no errors) 45

46. WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)
1. On the menu bar, click ‘Save’ 1
Show Slide #46: WBS Element-Mark Funded and Release (Cont.) (CJ2ØN)
Facilitator's Note: Use the “"page down"” key to navigate through the steps. You will need to do this for all the
transaction code demonstrations. 2
2. System generated message: Annotate for personal records 46

47. LSA #2 Check on Learning
Q. Upon clicking set and pass on, a dropdown box appears and asks for the processor to choose what?
a. Accept the Funding (ACCP)
b. Review the Funding (REV) c.
d. Override the Funding (FOR2)
Q. T/F: Providing there are no errors in SAP, a system generated message that reads “Funds Released” appears after clicking ‘Release’
Q. The system status changes to REL upon clicking what?
a. Menu>edit>status>release
b. Menu>edit>status>set>set & pass on
d. Menu>status>release>release and pass on
Approve the Funding (FUND)
False ( appears)
Show Slide #47: LSA #2 Check on Learning
Facilitator Note: Ask the following questions;
Upon clicking set and pass on, a dropdown box appears and asks for the processor to choose what?
Accept the Funding (ACCP)
Review the Funding (REV)
Approve the Funding (FUND)
Override the Funding (FOR2)
True or False: After the Approval of Funds, the system status reads CRTD.
a. True
b. False
The system status changes to REL upon clicking what?
Menu>edit>status>release
Menu>edit>status>set>set & pass on
Menu>status>release
Menu>status>release>release and pass on
Menu>status>release 47

48. LSA #2 Summary Show Slide #48: LSA #2 Summary
Facilitator's Note: During the last part of the lesson, we reviewed fund a funded program along with the cumulative status by the funded program report.
“Or”
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. 48

49. Practical Exercise #4 WBS Element-Mark Funded and Release CJ2ØN
Show Slide #49: Practical Exercise #4 WBS Element-Mark Funded and Release CJ2ØN
Facilitator's Note: Apply (2Ø minutes) Practical Exercise #4, WBS Element-Mark Funded and Release CJ2ØN
Facilitator's Note: In this activity, the students will input the CJ2ØN. The students should log into the GFEBS Portal and Training Environment.
Use the data sheet included in the course packet to complete the activity. If questions arise that do not pertain to the scenario, address them after the hands-on training. Explain to participants the resources they have available to complete the activity.
The Facilitator's can determine if the training should be done individually or in groups of two.
Review the PE (1Ø minutes) 49

50. TLO Summary Action: Prepare a Reimbursable Direct Charge
Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
Standard: With a minimum of 80% accuracy, learners must demonstrate proficiency with:
Communicate reimbursable process and create project definition
Review fund a funded program (FP) and cumulative status by FP report
Show Slide #50: Terminal Learning Objective Summary
Facilitator’s Note: Reiterate Terminal Learning Objective
Action: Prepare a Reimbursable Direct Charge
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.
Standards: With a minimum of 80% accuracy, learners must demonstrate proficiency with:
- Communicate reimbursable process and create project definition
- Review fund a funded program (FP) and cumulative status by FP report
Facilitator’s Note: Today we discussed how to communicate reimbursable process and create a project definition. In addition, we reviewed fund a funded program (FP) and cumulative status by FP report.
Facilitators 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. 50