1. Process Single Charge Card Solution (GPC) in GFEBS
Show Slide 1: Process Single Charge Card Solution (GPC) in GFEBS
Title: Process Single Charge Card Solution (GPC) in GFEBS
References: Handouts, Excel Spreadsheets
Facilitator Material and Student Material: Dry erase markers, white boards, and access to the GFEBS Training Database.
Facilitator Material: Each primary facilitator should possess a lesson plan, slide deck, course handouts, practical exercises, access to the GFEBS Training database, All required references and technical manuals will be provided by the local Command.
Student Material: Students should possess course handouts, practical exercises, access to the GFEBS Training Database, and standard classroom supplies.
The 21st Century Soldier Competencies are essential to ensure Soldiers and leaders are fully prepared to prevail in complex, uncertain environments. This lesson reinforces the following 21st Century Soldier Competencies:
Communication and Engagement (Oral, written, and negotiation)
Critical thinking, intergovernmental, and multinational competence
Tactical and Technical Competence
Throughout the lesson discussion seek opportunities to link the competencies with the lesson content through the student’s experiences. 1

2. Terminal Learning Objective
Action: Create, Approve, and Certify a Purchase Requisition for Access Online (AXOL) 2-Way Single Government Purchase Charge Card (GPC) in the General Fund Enterprise Business System (GFEBS)
Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer,
Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N).
Show Slide 2: TLO
Facilitator Note: State the Actions, Conditions and Standards for the Students
Action: Create, Approve, and Certify a Purchase Requisition for AXOL 2-Way Single charge card (GPC) in GFEBS
Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer,
Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N).
Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS.
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
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.
Standard: Without creating a ‘Hard-Stop’ in the system, create a purchase requisition and approve it in GFEBS. 2

3. Different PR Document Types
AXOL 2-Way Single PR
 This requires a separate PR/PO per Merchant
 Good Receipt Not Required
 Can have multi-line PR/PO’s with various LOA’s for any AXOL reallocations needed by the Cardholder
 Groups all lines on the PR as one (1) eOrder
AXOL 2-Way Bulk PR
 RECOMMENDED for any general use
 Recommended for All high volume cards
 Goods Receipt Not Required in GFEBS
 PR/PO can have multiple LOA’s, but only one LOA per line item
 Each PR/PO line item denotes one unique eOrder (equates to an Obligation in AXOL)
AXOL 3-Way Single PR
 Single swipe transactions.
 Requires a Good Receipt.
 Can have multi-line PR/PO’s with various LOA’s for AXOL any reallocations needed by the Cardholder.
Show Slide 3: Different Purchase Requisition Document types
Facilitator Note: In addition, The number range for AXOL PRs begin with 21XXXX , The number range for AXOL POs begin with 46XXXX, and eOrders in AXOL are only good for 180 days (6 months); after this time they are purged from the system.
AXOL 2-Way Single PR-
-- Each PR creates a Single eOrder
-- Each Transaction will be initially distributed across each line of the eOrder according to the percentage of the line amounts in the eOrder
-- The cardholder can then redistribute the transaction once it is matched in AXOL
-- Will not require a goods receipt
AXOL 2-Way Bulk PR
-- Each line on the PR will create a new eOrder in AXOL.
-- Users can identify one line of accounting per line of accounting. Multiple transactions can be matched to an eOrder over the billing period
AXOL 3-Way Single PR.
The cardholder can then redistribute the transaction once it is mathced in AXOL
-- Will require a goods reciept 3

4. Roles
GPC Account Maintainer- This role has direct involvement in the Charge Card Process. The person with this role maintains the cardholder master records within GFEBS. This role is typically centrally assigned within each organization or Resource Management to establish a master record for each end user’s pseudo card number within GFEBS. This role is responsible for monitoring a daily refresh file from U.S. Bank’s Access Online and maintaining charge card master records in GFEBS as necessary.
Purchase Requisition Processor - Enters the purchase requisition (PR) into GFEBS to commit funds for the charge card purchase. This role may be assigned to the charge card holder to enter his or her own PR else any PR Processor can enter the PR for the cardholder.
Purchase Requisition Approver - Approves the PR for purchase card purchases initiated by the Purchase Requisition Processor
Purchase Requisition Funds Certifier- Enables funds certification and is typically assigned to Resource Management to allow for precise management of charge card spending and budget awareness.
Show Slide 4: Different Purchase Requisition Document types
Facilitator Note: In addition, The number range for AXOL PRs begin with 21XXXX , The number range for AXOL POs begin with 46XXXX, and eOrders in AXOL are only good for 180 days (6 months); after this time they are purged from the system.
AXOL 2-Way Single PR-
-- Each PR creates a Single eOrder
-- Each Transaction will be initially distributed across each line of the eOrder according to the percentage of the line amounts in the eOrder
-- The cardholder can then redistribute the transaction once it is matched in AXOL
-- Will not require a goods receipt
AXOL 2-Way Bulk PR
-- Each line on the PR will create a new eOrder in AXOL.
-- Users can identify one line of accounting per line of accounting. Multiple transactions can be matched to an eOrder over the billing period
AXOL 3-Way Single PR.
The cardholder can then redistribute the transaction once it is mathced in AXOL
-- Will require a goods reciept 4

5. Battle Drill Schematic
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 5 1 3 4 6
Show Slide 5: Battle Drill Process Flow
Facilitator Note: Master Data is a key component in this process. The master data elements required for the Government Purchase Cards is the Charge Card Master Record. The Role to create the Charge Card Master Data Record is the GPC Account Maintainer. It is the responsibility of the GPC Account Maintainer to create and maintain card holders accounts. A daily file of new records is loaded in AKO. Once the Charge Card Master record is created the card holder can make Purchases. 5

6. Process Flow 6 Monitor interfaces between systems EDI 821-810
GPC PR- AXOL 2
Way single.
Enter PR
information
Print for records
ZSSC_Print_PR
L1- Approve PR
L4 - Certify PR
(LOA is added
to PR)
PO automatically
created in GFEBS
Transmit PR/PO
to AXOL via
Interface
PO eOrder auto-
created in AXOL
View PO via
ME53N in
GFEBS
Views E-Order in
AXOL
Reconciles Trans-
actions
Certifies
Monitor
interfaces
between
systems
EDI
Routes to DFAS
ME51N /
ZSSC_Print_PR
PR Processor
ME52/54N
PR Approver
ME53N
PO Processor
Card Holder /
Billing Official
GPC Interface
Monitor (RM)
Show Slide 6: Process Flow
Facilitator Note: This is the Process flow from the very beginning (creation), until the end where it gets routed to DFAS for payment. In a nutshell, the process begins with;
Create PR via ME51N
View and Print PR via ME53N for accountability/auditability purposes.
Processor routes PR to first-Line supervisor for L1 approval via ME54N.
Supervisor then routes to RM (Billing Officer) for L4 certification via ME54N while adding the Line of Accounting.
Processor / Supervisor views documentation in GFEBS to ensure a PO was auto-created in GFEBS via ME23N.
The GPC Account Maintainer then checks the documentation in access online for accuracy, reconciles / matches orders v. purchases and certifies for payment.
Any errors present, the Interface Monitor makes corrections as per EDI
Routes to DFAS for payment.
Legend
GFEBS
Operation
Non-GFEBS 6

7. Battle Drill Schematic
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 1
Show Slide 7: Battle Drill Process Flow
Facilitator Note: Step 1: PR Processor creates the PR via ME51N with the appropriate Document type. 7

8. ME51N- Create PR for AXOL 2-Way Single Charge Card
Enter Transaction Code ME51N to create a GPC PR- Enter
Show Slide 8: Create GPC PR (Cont.)
Facilitator Note: Begin Transaction Code for PR Creation. If an incorrect Doc Type WAS selected, DO NOT execute the L1 Certification –Delete this PR and reprocess by creating a NEW PR (Either from the beginning, or copy this PR and change the Doc Type 3 2
Sections:
Header
Item Overview
Item Detail
Under PR Document type, Select the AXOL 2-way Single GPC PR 8

9. ME51N- Create PR for AXOL 2-Way Single Charge Card
Input ALL Necessary information here; e.g. existing contract info. Options, $$, COR POC, RM POC, Pay office DoDAAC 3 2
Required Fields:
A- Acct Assign.
Short Text
Quantity
Unit (of measure)
Val. price
Delivery date
Material group (26RB for O/E GPC)
Plant (Installation)
PGr
Requisnr.
POrg
Select the ‘Item overview’ to expand
Show Slide 9: Create GPC PR (Cont.)
Facilitator Note:
For step 1: Input all necessary information in the Header Text to include requirements, existing contract information, option being exercised. COR POC info, RM POC info and Pay office DODAAC
For step 2: Select the Item Overview selection button.
For step 3:
A (account assignment): U= Unfunded K= Cost Center P= WBS.: F = Internal Order
b. Short Text: CLIN line description
c. Quantity: Amount of item/service required d. Unit: Unit of Measure
e. Val.Price: Price Per Unit
f. Deliv. Date: Expected Date of Delivery g. POrg: Army (Always Army)
h. Desired Vendor: Not mandatory but if this is an option year enter vendor’s Cage Code.
i. Matl Group: Commitment Item (EOR)
j. PGrp: last 3 alphanumeric characters of the Contracting DODAAC (i.e. YTZ for W912YTZ)
k. Plant: 4 letter indicator of your location. (ask your RM if you are unsure)
l. Requisnr.: First initial and last name of person i.e. JDOE ( this is a searchable field) 4
Once the information for ALL CLIN lines are input, Press Enter. 9

10. ME51N- Create PR for AXOL 2-Way Single Charge Card
At this time, collapse the ‘Item Overview’ Icon, this will automatically expand the ‘Item Detail’ Icon. (If it doesn’t, select the ‘Item Detail’ Icon to expand)
953.15 G 2 3
Show Slide 10: Create GPC PR (Cont.)
Facilitator Note:
NOTE: For multiple lines, the ‘Pay Office’, NAICS, POP start and end date, and ‘Valuation’ amount will be inputted on each line item.
Opening the ‘Item Detail’ Icon exposes multiple tabs to work with, begin with the ‘Customer Data’ tab
953.15 10

11. ME51N- Create PR for AXOL 2-Way Single Charge Card
After clicking the ‘Customer Data’ tab, click the ‘Workflow’ tab.
Under the ‘Workflow’ tab, input the DoDAAC of the purchasing unit. 3
Next, click the ‘GPC’ tab to expose both ‘Card Identifier’ and ‘Vendor/CAGE’ fields. Input both fields.
Show Slide 11: Create GPC PR (Cont.)
Facilitator Note: This will default to an inner tab PR Gen Use the inner scroll as needed. Mandatory Fields are Full Name, Telephone No. and SRN. Be sure to use the COR info and for the SRN type in existing contract number or an internal tracking number. After you save it you will have to go back in and change it to the PR number generated by GFEBS. 7. Scroll back up to Update/Review the Workflow tab. Enter your DODAAC and check the different Approvals required for the PR by clicking in the boxes.
Facilitator Note: Card Identifier: The Card Identifier is a 12 digit number assigned to the Cardholder in Access Online that is associated with each card account number. It is stored in GFEBS and helps direct the order created in GFEBS to the correct Cardholder account in Access Online. 11

12. ME51N- Create PR for AXOL 2-Way Single Charge Card4
Finally, click the ‘Save’ button on the menu bar to generate the PR number below.
On the ‘Menu Bar, click ‘Check’ to verify accuracy.
In the event: #1- Some required information is missing or #2- Incorrect information was input, this box directs the user to the solution for the problem. 2 3
Show Slide 12: Create GPC PR (Cont.)
Facilitator Note: Once the PR has been Saved and submitted to Workflow the Release Indicators will populate on the Release strategy tab at the Header section:
Finally the RM will release the PR after reviewing for correctness and authority (L1) using ME54N and then certify the PR (L4) using ME54N.
Facilitator Note: If the PR begins with any number other than ‘21’, an incorrect Doc Type may have been selected in the beginning steps – Verify before you proceed
Facilitator Note: Once the award has been issued the Purchase Order will be automatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N. Update the Account Assignment tab (with the LOA as necessary). If you selected U the Account assignment tab will not appear. In most locations the RM will load the Line of Accounting (LOA).
Once the issue is fixed, click the ‘Check’ again. The user will then be notified with the below message, 12

13. ME51N- Print PR for AXOL 2-Way Single Charge Card
Enter T-code: ZSSC_Print_PR
Click: ENTER 2 3
ZSSC_Print_PR
Enter your document number(s)
Click: Execute
Show Slide 13: Create GPC PR (Cont.)
Facilitator Note: Once the PR has been Saved and submitted to Workflow the Release Indicators will populate on the Release strategy tab at the Header section:
Finally the RM will release the PR after reviewing for correctness and authority (L1) using ME54N and then certify the PR (L4) using ME54N.
Facilitator Note: If the PR begins with any number other than ‘21’, an incorrect Doc Type may have been selected in the beginning steps – Verify before you proceed
Facilitator Note: Once the award has been issued the Purchase Order will be automatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N. Update the Account Assignment tab (with the LOA as necessary). If you selected U the Account assignment tab will not appear. In most locations the RM will load the Line of Accounting (LOA). 13

14. ME51N- Print PR for AXOL 2-Way Single Charge Card
04/05/2016
GPC 2-way Single
EXAMPLE ONLY
04/05/2016
Ergonomic Workstation
953.15
953.15
EXAMPLE ONLY
Show Slide 14: Create GPC PR (Cont.)
Facilitator Note: Once the PR has been Saved and submitted to Workflow the Release Indicators will populate on the Release strategy tab at the Header section:
Finally the RM will release the PR after reviewing for correctness and authority (L1) using ME54N and then certify the PR (L4) using ME54N.
Facilitator Note: If the PR begins with any number other than ‘21’, an incorrect Doc Type may have been selected in the beginning steps – Verify before you proceed
Facilitator Note: Once the award has been issued the Purchase Order will be automatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N. Update the Account Assignment tab (with the LOA as necessary). If you selected U the Account assignment tab will not appear. In most locations the RM will load the Line of Accounting (LOA).
04/08/2016
26RB 14

15. 2-Way Single Charge Card
ME51N- Create PR for AXOL
2-Way Single Charge Card
Simulation
The instructor demonstrates this activity while you follow along
Hands on Exercise
The instructor will lead you step by step through the activity using the training materials provided
Show Slide 15: Create GPC PR
Facilitator Note: Begin Simulation 15

16. Battle Drill Schematic
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1
Show Slide 16: Battle Drill Process Flow
Facilitator Note: Step 2: Upon creation of the PR, the Supervisor checks for accuracy and issues the L1 approval. Routes to BO (RM). 16

17. ME52N- Change PR for AXOL 2-Way Single Charge Card
NOTE: In the event that the PR was built unfunded (u), the RM (in most cases) will input the LOA information for certifying / approval purposes.
In order to input the LOA information, follow the sequence;
ME52N (Change PR)
Click ‘Other Purchase Requisition’
Input your PR #, click ‘Other Document’
Click ‘Display/Change
In the ‘Item Overview’ section, replace the ‘U’ with a ‘K’ in the Account. Save.
Under ‘Item Detail’ click the additional data tabs button to display ‘Account Assignment’ tab. Input LOA and save.
Slide 17: L1 / L4 approve and certify- Add Line of Accounting (Cont.)
Facilitator Note: 17

18. ME54N- Approve / Certify PR for AXOL 2-Way Single Charge Card1 3
Again, this step applies to both L1 and L4 approvers / certifiers;
Input T-Code ME54N, click Enter
On menu bar, select ‘Other Purchase Requisition’
Input you PR #, Select; Other Document.
ME54N
Ensure your PR Type and number displays.. 2
AXOL 2-way Single PR
Show Slide 18: Approve / Certify a PR
Facilitator Note: PR Approver identifies need to approve a PR and contacts Fund Certifier.
Ergonomic Work Station
POC: James J F.
Click; ‘Release Strategy’ 4 18

19. ME54N- Approve / Certify PR for AXOL 2-Way Single Charge Card
Click Save when Finished.
NOTIFY Fund Certifier to execute the same process. 3
AXOL 2-way Single PR
PR Approver:
Status shows: Yellow Triangle meaning: Release Possible. 1
PR Approver:
By Clicking ‘Release Possible’, brings ‘Release Pencil and green Check. Check it to verify.
Show Slide 19: Approve / Certify a PR
Facilitator Note: PR Approver identifies need to approve a PR and contacts Fund Certifier. 2 19

20. ME54N- Certify PR for AXOL 2-Way Single Charge Card
GPC Approval / Certify by Billing Official (BO)
LOA input by RM
Routing:
L1, Supervisor,
L8, GPC approval (optional)
L4, Fund Certifier.
Upon L4 certification, the PR generates a PO that interfaces with AXOL and creates an eOrder.
eOrders are used to match up actual card charges to the purchase order/obligation in GFEBS.
Show Slide 20: L1 / L4 approve and certify- Add Line of Accounting
Facilitator Note: The Government Purchase Card has an optional approval L8 which requires the PR Approver role. The PR processor can select the L8 upon creation of the PR. The GPC PR will route to the L1, Supervisor, L8 GPC approval and end with the L4, Fund Certifier. Upon fund certification the PR will generate a PO which will then interface to AXOL and create an eOrder. The PR will then proceed through the normal workflow process, which will create a PO and eOrder. eOrders are used to match up actual card charges to the purchase order/obligation in GFEBS. 20

21. ME54N- Certify PR for AXOL 2-Way Single Charge Card
Simulation
The instructor demonstrates this activity while you follow along
Hands on Exercise
The instructor will lead you step by step through the activity using the training materials provided
Show Slide 21: Approve / Certify PR 21

22. Battle Drill Schematic
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1 3
Show Slide 22: Battle Drill Process Flow
Facilitator Note: Step 3: L4 Certification from BO (RM shop) Adds the LOA. 22

23. Check for the PO Creation In GFEBS
Upon Certification, check to ensure PO was created by:
ME53N (Display PR)
Menu Bar > Other Purchase Req.
Input PR # of GPC Purchase
Click 2 1 3 4
Slide 23: View Purchase Order in GFEBS
Facilitator Note: User can also use T-Code ME23N. Once the award has been issued in the GPC system the Purchase Order will be auomatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N.
1.00
Under Item Detail section, select Status tab
Review: Processing Status, PO#, Qty, etc. 5
1.00 23

24. Battle Drill Schematic
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1 3 4
Show Slide 24: Battle Drill Process Flow
Facilitator Note: 4th step- PO created in GFEBS (approximately 30 minute cycles from L4 Cert.). eOrder created in AXOL 24

25. View eOrder in Access Online
Slide 25: View eOrder in Access online
Facilitator Note: The Government Purchase Card has an optional approval L8 which requires the PR Approver role. The PR processor can select the L8 upon creation of the PR. The GPC PR will route to the L1, Supervisor, L8 GPC approval and end with the L4, Fund Certifier. Upon fund certification the PR will generate a PO which will then interface to AXOL and create an eOrder. The PR will then proceed through the normal workflow process, which will create a PO and eOrder. eOrders are used to match up actual card charges to the purchase order/obligation in GFEBS.
Logging on to US Bank to view E-Order.
Go to:
Input your ‘Organizational Short Name’ e.g. FtJackS8
User ID
Password 25

26. View eOrder in Access Online
04/05/2016
Slide 26: View eOrder in Access online (Cont.)
Facilitator Note:
04/05/2016
04/05/2016 26 26

27. View eOrder in Access Online
Slide 27: View eOrder in Access online (Cont.)
Facilitator Note: 27

28. View eOrder in Access Online
Slide 28: View eOrder in Access online (Cont.)
Facilitator Note: 28

29. View eOrder in Access Online
Final Invoice Posted?
Slide 29: View eOrder in Access online (Cont.)
Facilitator Note:
Purchase Order Number and Line Item Number 29

30. Battle Drill Schematic
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 5 1 3 4
Show Slide 30: Battle Drill Process Flow
Facilitator Note: 5th Step- Account reconciled. Increment / Decrement as necessary. 30

31. View eOrder in Access Online
Un-Matched Transactions
Slide 31: View eOrder in Access online (Cont.)
Facilitator Note:
Access Online “Match Multiple Orders” screen 31

32. View eOrder in Access Online
Slide 32: View eOrder in Access online (Cont.)
Facilitator Note: 32 32
Access Online “Order Maintenance” Screen.

33. Battle Drill Schematic
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 5 1 3 4 6
Show Slide 33: Battle Drill Process Flow
Facilitator Note: Final Stage, Interface Monitor ensures errors are corrected: EDI 821 / 810 33

34. Credits- Returns vs. Rebates
– If the merchant issues a credit for a purchase, a new PR should not be created. If so, the cardholder should match that credit against an existing (PR/PO process) eOrder that the debit was originally matched against
– The Return will fail if the amount being credited exceeds the amount of the original invoice
– The Return can occur in the same or a subsequent billing cycle (up to 6 months later)
– If the original debit occurred before rolling onto the PR/PO solution and there is no PR/PO eOrder, follow the rebate process below
Rebates
– Effective FY16 all rebates earned and issued to Army General Funds will be processed separately from billing statements
– Rebates are calculated based on the amount of dollars invoiced and the timeliness of invoice payment
– U.S. Bank will distribute rebates via EFT (electronic funds transfer) to DFAS
– Checks will only be issued in very limited cases
– Level 2 Funds Centers will receive both summary and detailed reports from U.S. Bank to assist in the processing of the rebates
Slide 34: Credits- Returns v. Rebates
Facilitator Note: Returns: If the merchant issues a refund for a purchase the cardholder should match the refund to an existing eOrder. The return will fail if the amount being credited exceed the amount of the original invoice eOrders will be available for 6 billing cycles, if the return occurred after the 6 billing cycles you will need to match it to another eOrder ensuring it doesn’t exceed the amount of the invoice for that bill.
Rebates: A US Bank issued rebate will require a new GFEBS PR designated by the Account Assignment R (amount should reflect the total amount of the rebate) The PR will then proceed through the normal Workflow Process which will create a PO and eOrder Rebate PR and PO lines will not commit or obligate funds.
When U.S. Bank issues credit (rebate) will require a new GFEBS PR designated by Account Assignment=R (leave amount positive)
Facilitator Note: Never match a rebate transaction to a debit eOrder 34

35. Transaction vs. eOrder Amount
If the transaction amount(s) is less than the amount obligated:
– Extra funds can be automatically deobligated at bill cycle end by changing the “SAR/GFEBS FINAL INV” field from “N” to “Y” on the matched transaction in AXOL
– If this step is omitted, the PO Processor can check the “ ” on the PO line’s Invoice tab in GFEBS after the invoice posts
If the transaction amount(s) is greater than the amount obligated but is within DASA-FO approved tolerance of the lesser of 10% or $100 of the PO line amount :
– At bill cycle end, the EDI-821 file will automatically increase the corresponding PO line (assuming there is enough Available funding)
• And exceeds the tolerance
– The PO line amount must be increased manually by a PO Processor (via ME22N)
– If this is not done before bill cycle end, the EDI-821 & EDI-810 will cause IDoc errors
Final Invoice Indicator
Slide 35: Transaction v. eOrder amount
Facilitator Note: If the transaction amount is less than the obligated amount:
- Extra funds can be automatically de-obligated at bill cycle end by changing the SAR/GFEBS FINAL INV Field to a Y in AXOL
- The Purchase Order processor can check the Final Invoice Indicator on the PO lines Invoice tab in GFES after the invoice posts.
If the transaction amount is greater than the amount obligated:
- If it is within the DASA-FO approved tolerance of lesser of 10% or $100 the invoice will automatically increasing the corresponding PO line (assuming enough funding is available.
- If it exceeds the tolerance the PO processor must manually increase the PO via ME22N. This must be done prior to the end of the billing cycle. 35

36. Check on Learning
The recommended Purchase Requisition to use for General use is the;
2. Which GPC specific approval level is categorized as ‘optional’ in the approval process?
T or F: Once the PR has been L4 certified, the Purchase Order can be viewed / verified via the Purchase Requisition (me53n).
AXOL 2-Way Bulk PR
a. L1
b. L4
c. L5
d. L8
Slide 36: Check on Learning
Facilitator Note: Ask the following questions;
Q. The recommended Purchase Requisition to use for General use is the;
AXOL 2-way bulk PR
Q. Which GPC specific approval level is categorized as ‘optional’ in the approval process?
L8 (this is just an additional ‘eyes-on’ step.
Q. T or F: Once the PR has been L4 certified, the Purchase Order can be viewed / verified via the Purchase Requisition (me53n).
A. True (this is in the Item Detail, under the Status tab)
True (this is in the Item Detail section, under the Status tab) 36

37. Questions? 37 Slide 37: Transaction v. eOrder amount
Facilitator Note: Field any Questions from the Students 37