1. Create a Reimbursable Sales Order
U.S. ARMY SOLDIER SUPPORT INSTITUTE
NONCOMMISSIONED OFFICER ACADEMY
Show Slide #1: Create a Reimbursable Sales Order
Title: Create a Reimbursable Sales Order
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
ØØ hours 1Ø minutes Introduction, Learning Objective, Administrative Data
ØØ hours 1Ø minutes Concrete Experience
ØØ hours 1Ø minutes Publish and Process
Ø6hours ØØ minutes Generalize New Information
Ø1 hours 3Ø minutes Practical Exercises
ØØ hours 3Ø minutes Assessment Review
ØØ hour 1Ø minutes Break
Ø8 hours ØØ minutes 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, slide deck, course handouts, and a summary sheet containing the above noted references.
Learners Material: Learners should possess all required printed reference material, course handouts, a summary sheet containing the above noted references and standard classroom supplies.
Note: All required printed reference material, and technical manuals will be provided by the Schoolhouse.
Motivator: 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, you’ll be processing reimbursement documents.
1. SCOPE
The overall outcome of this lesson is to teach Soldiers the process of creating a Reimbursable Order 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.
Facilitator’s Note: Conduct a brief exercise and ask open ended questions to learners about their experience with reimbursable accounting. How did they grow as leaders throughout the process? Is there anything that they would like to add or mention for the benefit of the class? 1

2. Terminal Learning Objective
Action: Create a Reimbursable Sales Order
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:
Interpret the purpose and types of Reimbursable Sales Orders.
Input all Required Information Resulting in the Successful Creation of a Document Number.
Show Slide #2: Terminal Learning Objective
Facilitator's Note: Read/State TLO
Inform the learners of the following learning objective requirements. At the completion of this lesson, the learner will have an understanding and know the importance of processing reimbursable sales order document.
1. TERMINAL LEARNING OBJECTIVE
Action: Create a Reimbursable Sales Order
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:
- Interpret the purpose and types of Reimbursable Sales Orders.
- Input all Required Information Resulting in the Successful Creation of a Document Number
Learning Domain - Level: Cognitive / Applying
Safety Requirement: In a training environment, leaders must perform a risk assessment in accordance with DA PAM , 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
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-3100I Crestron, Ceiling mountable projector, internet access, and dry erase/white board. 2

3. Sales Order Purpose
The VA01 (Sales Order) is created off of a Reimbursable Agreement
- Direct Charge
- Direct Cite
- Reimbursable Order
There are several types of Sales Orders
Show Slide #3: Sales Order Purpose
Learning Step / Activity 1. Interpret the Purpose and Types of Reimbursable Sales Orders.
Method of Instruction: DSL (large or small group discussion)
Facilitator's to Learner Ratio: 1:16
Time of Instruction: 01 hrs. / 30 min.
Media: PowerPoint Presentation, Handout
Facilitator's Note: Inform the learners that there are three roles that you must have access to process a Direct-Cite, the following roles that are pertinent for this lesson is as follows:
The VA01 (Sales Order) is created off of a Reimbursable Agreement
- Direct Charge
- Direct Cite
- Reimbursable Order
There are several types of Sales Orders 3

4. Sales Order: Types
Determine what type of reimbursable document the agreement is. This will determine the type of Sales Order to be created.
ZRNA - Sales Order Type for Economy Act and all Non-Project Orders
(Economy Act Orders as defined in the FAR Part 17, Subpart 17.5 which can be
found:
Examples: Federal customers, state/local government, and DoD
Other: Timber and grazing, GPLD (lost keys), grants, MEDCOM labor
ZRWA - Reimbursable Orders with Advance (Public Receivables not covered in
this SOP)
Examples: Non-Federal Customers
Other: GPLD (rent paid in advance for quarters), grants, dining facility.
Show Slide #4: Sales Order: Types
Facilitator's Note: Use the information in the slide to inform the learners of what type of reimbursable document the agreement is.
Determine what type of reimbursable document the agreement is. This will determine the type of Sales Order to be created.
ZRNA - Sales Order Type for Economy Act and all Non-Project Orders
(Economy Act Orders as defined in the FAR Part 17, Subpart 17.5 which can be
found:
Examples: Federal customers, state/local government, and DoD
Other: Timber and grazing, GPLD (lost keys), grants, MEDCOM labor
ZRWA - Reimbursable Orders with Advance (Public Receivables not covered in
this SOP)
Examples: Non-Federal Customers
Other: GPLD (rent paid in advance for quarters), grants, dining facility. 4

5. Order Types (Cont.)
Determine what type of reimbursable document the agreement is. This will determine the type of Sales Order to be created
ZRPO - Project Orders. DoD Customers Only (DODFMR Vol. 11A, Chapter 2,
Paragraph 0205)
ZRPR - Project Orders, Army to Army on GFEBS. DoD ARMY customers only
Show Slide #5: Sales Order: Types (Cont.)
Facilitator's Note: Use the information in the slide to continue discussion from previous slide.
ZRPO - Project Orders. DoD Customers Only (DODFMR Vol. 11A, Chapter 2, Paragraph 0205) that have been given the authority to operate a reimbursable program in an amount equal to or exceeding the project order amount(s).
ZRPR - Project Orders, Army to Army on GFEBS. DoD ARMY customers only 5

6. Roles and Responsibilities
Customer Order Processor
Responsible for creating / viewing a specific Sales Order (Can NOT approve)
Responsible for creating a project, WBS elements, and to verify Customer Master Records
Show Slide #6: Roles and Responsibilities
Facilitator's Note: Use the information in the slide to facilitate discussion.
Customer Order Processor - Create project and WBS elements and verify customer master records.
Responsible for creating / viewing a specific Sales Order (Can NOT approve)
Responsible for creating a project, WBS elements, and to verify Customer Master Records 6

7. Determining Chart
Show Slide #7: Determining Chart
Facilitator's Note: Use this information in the slide to discuss Reimbursable Orders. Explain the inform shown in the determining chart.
SITUATION: This VA01 is based on a Reimbursable Order without advance (ZRNA) to a Non-Federal agency. This Order is based on the fact that a WBS element has already been created via CJ20N, marked funded and released
SITUATION: This VA01 is based on a Reimbursable Order without advance (ZRNA) to a Non-Federal agency. This Order is based on the fact that a WBS element has already been created via CJ20N, marked funded and released 7

8. Create and Approve Sales Order
Where in the Process
Plan Project and Create WBS
CJ20N
Determine Order Acceptance
Non-GFEBS Operation
Fund/Release Project
CJ20N
Show Slide #8: Where in the Process
Facilitator's Note: Discuss the following GFEBS process with the learners.
Identify the T-codes that will be used during the activities to be covered during the next 3 learning activities. You can use the Format ID and the action code (3501= start BAH or a 4001 Start BAS) to explain the transaction code. 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: 01 = Create, 02 = Change, 03 = Display, etc.
Create and Approve Sales Order
VA01
VA02
Monitor Sales Order Processing 8

9. LSA #1 Check on Learning
Q1: List the three types of Reimbursable Orders
A1: Direct Charge / Direct Cite / Reimbursable Order
Q2: T/F: The ZRPR Sales Order is strictly for “Army to Non-Army” entities
A2: False (Army to Army)
Q3: The _____ _____ _____ can verify Customer Master Records
A3: Customer Order Processor
Show Slide #9: LSA #1 Check on Learning
Facilitator's Note: Read and ask the following check on learning question and facilitate discussion on answers given.
Note: The answer to each question will appear when you hit enter.
Q1: List the three types of Reimbursable Orders
A1: Direct Charge / Direct Cite / Reimbursable Order
Q2: T/F: The ZRPR Sales Order is strictly for “Army to Non-Army” entities
A2: False
Q3: The _____ _____ _____ can verify Customer Master Records
A3: Customer Order Processor 9

10. LSA #1 Summary Show Slide #10: LSA #1 Summary
Facilitator's Note: On the first part of the lesson, we identified Key Terms associated with a Reimbursable order, and discussed the purpose and many types of Sales Orders.
“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. 10

11. Create a Sales Order in GFEBS
By The Numbers
Transaction Code: VA01
Role: Customer Order Processor
Again, you will have needed to create a WBS element (CJ20N) to
successfully execute the Sales Order.
Show Slide #11: Create a Sales Order in GFEBS TCODE VA01
Learning Step / Activity 2. Input all Required information resulting in the successful creation of a document number
Method of Instruction: DSL (large or small group discussion)
Facilitator's to Learner Ratio: 1:16
Time of Instruction: 04 hrs. / 00 min.
Media: PowerPoint Presentation, Handout
Facilitator's Note: On the first part of the lesson, we identified Key Terms associated with a Sales Order, and discussed the purpose and many types of Sales Orders. 11

12. Create a Sales Order 4 2 1 3 1. Enter T-code VA01, hit Enter
4. On the Menu bar, click ‘Sales’
2. Enter: ZRNA for ‘Order Type’
Show Slide #12: Create a Sales Order (Cont.)
Facilitator's Note: Allow learners time to log into the system and follow along in the process. Circulate the room to ensure all learners understands the process on how to input order type, input sales organization, input distribution channel and input division. The create a sales order process starts by typing VA01 in the field next to ”Menu” key. As you go through the slides read the appropriate notes and remind the learners to follow along with you in the Training Environment (TED).
Facilitator's Note: By the numbers, enter T-code VA01.
1. Enter T-code VA01, hit Enter
2. Enter: ZRNA for ‘Order Type’
3. Under ‘Organizational Data’ Sales Org is always: ARMY, Distribution Channel: 01, Division: 01
4. On the Menu bar, click ‘Sales’
3. Under ‘Organizational Data’ Sales Org is always: ARMY, Distribution Channel: 01, Division: 01 3 12

13. Create a Sales Order (Cont.)
1. This is the Customer number (organization that received the goods and/or services)
2. This is the MIPR acceptance number (DD Form 448-2) Note: For training purposes, we will use: MIPR + Initials + Birth MMDD 1 3 2
3. Purchase Order date on MIPR (use today) 4 5
Show Slide #13: Create a Sales Order (Cont.)
Facilitator's Note: Use the information in the slide and below to walk the learners through each step on inputting Sold to Party, PO Number, PO Date, Delivery Plant, Contract Start, and Contract End.
1. This is the Customer number (organization that received the goods and/or services)
2. This is the MIPR acceptance number (DD Form 448-2) Note: For training purposes, we will use: MIPR + Initials + Birth MMDD
3. Purchase Order date on MIPR (use today)
4. Under the ‘Sales’ tab, Contract start and end date DD Form (Date the seller accepted the order)
5. Payment Terms: Always 0001
6. Order Reason: Always ‘Army Services Provided’ 6
4. Under the ‘Sales’ tab, Contract start and end date DD Form (Date the seller accepted the order)
5. Payment Terms: Always 0001
6. Order Reason: Always ‘Army Services Provided’ 13

14. Create a Sales Order (Cont.)
1. Click ‘Menu’
3. Continue to hover over header… 1 3 2 5
2. From the menu, hover over ‘Go to’ 4
4. Click on ‘Accounting’ Note: NOT Account Assignment
Show Slide #14: Create a Sales Order (Cont.)
Facilitator's Note: By the numbers continued.
1. Click ‘Menu’
2. From the menu, hover over ‘Go to’
3. Continue to hover over header…
4. Click on ‘Accounting’ Note: NOT Account Assignment
5. Under the ‘Accounting’ tab in ‘Payment Method,’ select dropdown to view choices
6. Click appropriate Payment Method: ‘US Fed IPAC Collections File’
5. Under the ‘Accounting’ tab in ‘Payment Method,’ select dropdown to view choices
6. Click appropriate Payment Method: ‘US Fed IPAC Collections File’ 6 14

15. Create a Sales Order (Material Description)
1. Click the ‘Order data’ tab
4. On the Menu bar, click the ‘Back’ button
8. Click ‘Enter’ 8 4
5. Click on the ‘Sales’ tab 1 5 2
Show Slide #15: Create a Sales Order (Cont.)
Facilitator's Note: Continue the create a sales order using the information in the slide. In this step ensure the learner understand how to input material description.
1. Click the ‘Order data’ tab
2. Input ‘Name’ of sold-to Party
3. Input Contact Number
4. On the Menu bar, click the ‘Back’ button
5. Click on the ‘Sales’ tab
6. On L1- Under ‘All Items’ input R10 under material
7. Under ‘Order Quantity’ input 1
8. Click ‘Enter’
7. Under ‘Order Quantity’ input 1 3
2. Input ‘Name’ of sold-to Party
3. Input Contact Number 6 7
6. On L1- Under ‘All Items’ input R10 under material 15

16. Create a Sales Order (“Conditions” tab).
1. On L1, single-click gray box to highlight Orange 1
2. Once orange, Double-Click the same gray box
5. Click the ‘Account Assignment’ tab 5
6. Input the WBS 2 6 3
8. Verify LOA information in the dialog box, green check when finished
7. Click ‘FM Acc…’
3. Click the ‘Shipping’ tab 7 4
Show Slide #16: Create a Sales Order (Cont.)
Facilitator's Note: Double-Click L1 gray box to the left. This action is necessary for the T.E.D to generate the “Conditions” tab.
1. On L1, single-click gray box to highlight Orange
2. Once orange, Double-Click the same gray box
3. Click the ‘Shipping’ tab
4. Input the Ordering Installation
5. Click the ‘Account Assignment’ tab
6. Input the WBS
7. Click ‘FM Acc…’
8. Verify LOA information in the dialog box, green check when finished
4. Input the Ordering Installation 8 s 16

17. Create a Sales Order (“Additional Data”)
1. Click the ‘Additional Data’ box far right to display options 1
2. Select ‘Additional data B’
Show Slide #17: Create a Sales Order (Cont.)
Facilitator's Note: At this point, discuss the importance of the Additional Data tab.
1. Click the ‘Additional Data’ box far right to display options
2. Select ‘Additional data B’ 2 17

18. Create a Sales Order (Cont.)
1. Enter LOA information located DD448, block 14 1
2. Input all required fields:
Agcy Accounting Identifier Code
Agcy Disbursing Identifier Code
Dept. Regular Code
Account Code
Period of Availability (yyyyyyyy) e.g 2 4
4. In the ‘Dept. Reg. Code’ input 047 5 6 3
Show Slide #18: Create a Sales Order (Cont.)
Facilitator's Note: Enter LOA information located DD448, block 14. Input all required fields:
Agcy Accounting Identifier Code
Agcy Disbursing Identifier Code
Dept. Regular Code
Account Code
Period of Availability (yyyyyyyy) e.g
Next, in the ‘Availability Type Code’ box, click drop-down. In the ‘Dept. Reg. Code’ input 047. Place cursor in the ‘Main Account’ box, Click the Binoculars icon. Select 047 (only entry).
5. Place cursor in the ‘Main Account’ box, Click
6. Select 047 (only entry)
3. In the ‘Availability Type Code’ box, click drop-down
Note: Notice the title. Non-GFEBS performer LOA 18

19. Create a Sales Order (Cont.)
1. On the ‘Menu’ bar, Click ‘Save’ 1
COMPLETE
Show Slide #19: Create a Sales Order (Cont.) Complete
Facilitator's Note: On the menu bar, click save. It is at this point where the learners will have successfully generated a sales order document number.
2. System generated message. Record for training purposes. 2 19

20. LSA #2 Check on Learning
Q1: In reference to a Sales Order in GFEBS, the payment terms will ALWAYS be:
A1: 0001
Q2: T/F: The Order Reason will Always ‘Army Services Provided’
A2: True
Q3: Upon successful completion of all required steps, a _____ _____ is created in GFEBS.
A3: Document Number
Show Slide #20: LSA #2 Check on Learning
Facilitator's Note: Read and ask the following check on learning question and facilitate discussion on answers given.
Note: The answer to each question will appear when you hit enter.
Q1: In reference to a Sales Order in GFEBS, the payment terms will ALWAYS be:
A1: 0001
Q2: T/F: The Order Reason will Always ‘Army Services Provided’
A2: True
Q3: Upon successful completion of all required steps, a _____ _____ is created in GFEBS.
A3: Document Number 20

21. LSA #2 Summary Show Slide #21: LSA #2 Summary
Facilitator's Note: During this exercise, we completed all required steps in creating a sales order in GFEBS
“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. 21

22. Creating a Reimbursable Order
Practical Exercise # 1
Creating a Reimbursable Order
Show Slide #22: Create a Reimbursable Order PE
Method of Instruction: Practical Exercise
Facilitator to Learner Ratio: 1:16
Time of Instruction: 01 hrs. / 30 min.
Media: PowerPoint Presentation, Handout, Printed Reference Material, Computer Assisted Instruction
Facilitator's Note: The learner's performance for lesson 805A-ABD6B315 Creating a Reimbursable Order.
Motivator: 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, you’ll be processing reimbursement documents.
Instructional Lead-in: You are to complete each hands on exercise by either achieving or receiving document numbers or prescribed actions (Systems Icon) to show the completion of each of the processes. These actions will determine your knowledge and ability to analyze spending chain concepts. You will have established time frames for each exercise to complete the individual practical exercises.
Exercises for manual input of Reimbursable Order.
Practical Exercise #1 will assess the Soldier’s ability to manually Create a Reimbursable Order (CJ2ØN)
Evaluation: To obtain a "Go" in the individual hands on PEs, you must:
Acquire the GFEBS system generated message “ARMY REIM ORDER (four digit number) has been saved”, after completing all required steps.
Answer and discuss answers during the AAR.
Solutions for Creating a Reimbursable Order PE:
Facilitator's Note: Verify the learner’s document numbers to ensure the process was properly preformed in part 1 and 2. 22

23. TLO Check On Learning Break into equal groups.
As a group, write down a three questions from the lesson just received.
Once complete, pass questions to another group
Once questions have been answered, each group read their questions and answers.
Show Slide #23: TLO Check on Learning
Facilitator's Note: At this time, break class into equal groups. Each group take out paper and as a group, write down a three questions from the lesson that they just received. Give them enough time to get their questions written. Once all groups have a sufficient amount of good questions, have each group pass their questions to another group and have them answer them. Allow sufficient time for them to answer the questions. Once all questions have been answered, have each group read their questions and answers. 23

24. TLO Summary Action: Create a Reimbursable Sales Order
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:
Interpret the purpose and types of Reimbursable Sales Orders.
Input all Required Information Resulting in the Successful Creation of a Document Number.
Show Slide #24: TLO Summary
Facilitator’s Note: Reiterate Terminal Learning Objective
Action: Create a Reimbursable Order
Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, with access to the Financial Management Tactical Platform, DFAS-IN Regulation 37-1, Finance and Accounting Policy Implementation, DFAS-IN Manual FY, The Army Management Structure, AR 1-1, Planning, Programming, Budgeting, and Execution System, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
Standard: With 80% accuracy, learners must demonstrate proficiency with:
- Interpret the purpose and types of Reimbursable Sales Orders.
- Input all Required information resulting in the successful creation of a document number.
“Or”
Facilitator’s Notes: During this lesson, we explained how to process reimbursable documents. In addition, we described how the process of Processing a Sales Order.
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. 24