1. Payment Processing 1 L652 PA Process as of 12 Apr 2012
Show Slide #1 Payment Processing
SECTION I. ADMINISTRATIVE DATA
Academic Hours / Methods
2 hrs / 10 min Large group Instruction
/ 40 min Practical Exercise (Hands On)
/ 0 min Test
/ 0 min Test Review
2 hrs / 50 min Total Hours
SECTION II. INTRODUCTION: Today we are Payment Process in GFEBS
Method of Instruction. Conference / Discussion
Instructor to Student Ratio: 1:24
Time of Instruction 2 hrs 50 mins
Media: Large Group Instruction
Motivator: It is imperative vendors are paid in a timely manner in order to meet Prompt Payment Act requirements and avoid interest penalty payments. The Payment Processor and Payment Certifier complement each other and provide checks and balances over each other’s work.
Student Materials:
DFAS-IN Regulation 37-1, Finance and Accounting Policy Implementation
DFAS-IN Manual , The Army Management Structure
DODFMR R, Vol 10, Department of Defense Financial Management Regulation 1
L652 PA Process as of 12 Apr 2012

2. Terminal Learning Objective
Identify the Payment Process in GFEBS
In a classroom environment, given access to financial management documents and DFAS-IN Regulation 37-1, and DFAS-IN Manual FY.
With at least 80% accuracy, learners must demonstrate proficiency with:
Enter the Payment Process in GFEBS
Action:
Conditions:
Standards:
Show Slide #2: Terminal Learning Objective
Facilitator’s Note: Read/State the TLO
Action: Identify the Payment Process in GFEBS
Conditions: In a classroom environment, given access to financial management documents and DFAS-IN Regulation 37-1, and DFAS-IN Manual FY
Standards: Enter the Payment Process in GFEBS with 80% accuracy.
SAFETY REQUIREMENTS: In a training environment, leaders must perform a risk assessment in accordance with FM 5-19, Composite Risk Management. Leaders will complete a DA Form 7566 COMPOSITE 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).
RISK ASSESSMENT LEVEL: Low
ENVIRONMENTAL STATEMENT: 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. An exam will include this block of instruction and requires a passing score on the examination of 80% or for International Students (70%).
INSTRUCTIONAL LEAD IN: With appropriate documentation (invoice, receiving report, and contract) DFAS can enter the payment to vendors. 2

3. Introduction
The Payment Processing lesson will cover payment proposals and payment runs as they pertain to the Spending Chain and Reimbursable processes.
Show Slide #3: Introduction
The Payment Processing lesson will cover payment proposals and payment runs as they pertain to the Spending Chain and Reimbursable processes. 3

4. Payment Program Process Flow
Payment Program Process Flow (Cont.)
Payment Program Process Flow
Legend
GFEBS Operation
Good Receipt
Payment Interface Processing Monitor
Monitors the interface from iRAPT [formerly Wide Area Workflow (WAWF)]
Invoice
Invoice Interface Processing Monitor
Monitors the interface for invoices from iRAPT (formerly WAWF)
Create Payment Proposal
Payment Processor
F110
Enters payment parameters
Schedules Payment Proposal
Create Payment Run
Payment Certifier
Review and Certify Payments
Schedule Payment Run
ADS
Non-GFEBS Operation
Show Slide #4: Payment Program Process Flow (and Cont.)
The diagram highlights the key activities in the payment program process:
Goods Receipt Processor and Invoice Receipt Processor will manually enter receipts and invoices in GFEBS if iRAPT (formerly WAWF) is not available. (iRAPT is Invoicing, Receipt, Acceptance, and Property Transfer)
Payment Interface Processing Monitor - Responsible for monitoring the interface from iRAPT (formerly the Wide Area Work Flow.)
Invoice Interface Processing Monitor - Responsible for monitoring the interface for invoices from iRAPT (formerly the Wide Area Work Flow.)
Payment Processor - Responsible for collecting all necessary payment information and preparing all payments to be processed by the Payment Certifier.
Payment Certifier - Responsible for verifying, accepting or rejecting the payment proposal prepared by the Payment Processor, as necessary.
<Slide build>
Reveals the slide as ‘continued’ and the red arrow to “Create Payment Proposal”
This step highlights the key activities in creating a payment proposal.
Payment Processor – Responsible for collecting all necessary payment information and preparing all payments to be processed by the Payment Certifier. 4

5. Payment Proposal Run transaction F110 to select parameters
Create separate payment files for EFT and check payments
Payment Processor proposal certification options:
Delete Proposal
Display Proposal
Display Proposal Log
Show Slide #5: Payment Proposal
The Payment Processor uses the Payment Program (F110) transaction to select parameters for payment, which then creates the Payment Proposal.
The Payment Proposal distinguishes between the various types of payments to be made. The Payment Proposal displays the open items whose payments are proposed based on the payment parameters selected in the Payment Program. Payment parameters include but are not limited to Payment Due Date, Vendor, and Payment Method (check or EFT). The creation of the Payment Proposal is the first part of a two-part process that involves the same transaction with two different roles. The Payment Processor first sets the different parameters for payment. Once the selection criteria have been set and parameters are saved, he or she will schedule the Payment Proposal. For EFT payments only, the Payment Processor must verify EFT information for vendors. This is discussed in further detail in the “CEFT Validation” lecture in this topic. Later in the process, an authorized official (e.g. Payment Certifier) certifies the Payment Proposal.
Payment Processor proposal certification options: Delete Proposal, Display Proposal, and Display Proposal Log.
The Payment Processor then creates a separate payment file for EFT payments and check payments. The method of a vendor's payment is determined by the information established in the vendor master record. 5

6. Payment Program Process Flow (Cont.)
Legend
GFEBS Operation
Good Receipt
Payment Interface Processing Monitor
Monitors the interface from iRAPT [formerly Wide Area Workflow (WAWF)]
Invoice
Invoice Interface Processing Monitor
Monitors the interface for invoices from iRAPT (formerly WAWF)
Create Payment Proposal
Payment Processor
F110
Enters payment parameters
Schedules Payment Proposal
Create Payment Run
Payment Certifier
Review and Certify Payments
Schedule Payment Run
ADS
Non-GFEBS Operation
Show Slide #6: Payment Program Process Flow (Cont.)
The following diagram highlights the key activities in the payment run process.
Payment Certifier - Responsible for verifying, accepting or rejecting the payment proposal prepared by the Payment Processor, as necessary. 6

7. Payment Certification
Payment Certifier Validation Process:
Verify Proposal
Separate Payment Run IDs are created for EFTs and checks
Accept
Process unblocked Invoices
Reject
Block invoices for payment
Show Slide #7: Payment Certification
Payment Certification and Payment Run are the last part(s) of this two part process that falls under the Payment Certifier’s responsibility.
Once the Payment Proposal is created, it’s subject to certification.
The Payment Certifier performs the certification process directly in the Payment Program via the F110 transaction code by selecting the Payment Run ID (a combination of the Payment Run date and payment identifier) and reviewing the data created in the Payment Proposal.
Payment Certifier verify the Proposal, they ensure separate Payment Run IDs are created for EFTs and checks. He/she accepts and process unblocked Invoices, and rejects blocked invoices from payment. 7

8. LSA #1 Check on Learning
1. What transaction code does the Payment Certifier use to perform the Payment Certification? F True or False – The Payment Processor creates separate Payment Run IDs for EFTs and checks? True
Show Slide #8: LSA #1 Check on Learning
Answers:
What transaction code does the Payment Certifier use to perform the Payment Certification?
F110
True or False – The Payment Processor creates separate Payment Run IDs for EFTs and checks?
True 8

9. LSA #1 Summary 9 Show Slide #9: LSA #1 Summary Facilitator's Note:
in the first part of this lesson, we discussed the Payment Program process including creating the payment proposal and certifying the payment.
“Or”
NOTE: Have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer. 9

10. Payment Run Payment Certifier Payment Run Process: Certify Payment
Complete Payment Run
Record Disbursements in Transit (DIT)
Manually upload Ready-to-Pay file into DS
Liquidate DIT upon receipt of payment confirmation from ADS or DDS on the Post-Pay file
View Final Log
Show Slide #10: Payment Run
After all payments have been certified, the Payment Certifier completes the Payment Run, which creates the payment transaction file (Ready-to-Pay file).
Disbursements In Transit (DITs) are recorded in GFEBS when the Payment Proposal is certified and the Ready-to-Pay file is sent to Disbursing System.
The DIT is liquidated upon receipt of payment confirmation from ADS or DDS on the Post-Pay file.
The Payment Certifier can view the final log that pertains to the completed Payment Run. 10

11. Payment Run (Cont.) Un-cashed Checks/EFT Rejections:
Monitor payments between GFEBS, ADS, ITS, and DCAS
EFT rejection notifications received
Payment Certifier notifies Invoice Processor
Invoice Processor clears the unmatched collections
Show Slide #11: Payment Run (Cont.)
The Payment Certifier monitors the payments between GFEBS, ADS, ITS, and DCAS. He or she is notified of EFT rejections by monitoring unmatched collections (received from ADS) related to EFT rejects.
The Payment Certifier will notify the Invoice Processor who clears the unmatched collections using the Reset Cleared Items (FBRA) transaction code to reverse the payment postings within GFEBS.
When notified by ADS of a payment cancellation (i.e. a check cancellation or EFT rejection), the Invoice Processor resets the cleared items to reverse the payment postings within GFEBS.
In addition to reversing payment documents created earlier, this transaction (FBRA) reopens the invoice so that a payment with corrected remittance information can be made.
NOTE: FBRA does not automatically block the invoice. Therefore, if the remittance information has not been corrected, another undeliverable payment transaction may result. 11

12. LSA #2 Check on Learning
1. After all payments are certified, which role is responsible for completing the Payment Run?
Payment Certifier
2. True or False – Invoices not blocked are further processed during the Payment Proposal?
False
3. Which role can view the final log that pertains to the completed Payment Run?
Show Slide #12: LSA #2 Check on Learning
Answers:
After all payments are certified, which role is responsible for completing the Payment Run?
Payment Certifier
True or False – Invoices not blocked are further processed during the Payment Proposal?
False
3. Which role can view the final log that pertains to the completed Payment Run? 12

13. LSA #2 Summary 13 Show Slide #13: LSA #2 Summary Facilitator's Note:
In the second part of this lesson, we continued the discussion of the Payment Program process with the payment run after the payments are certified by the Payment Certifier.
“Or”
NOTE: Have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer. 13

14. Payment Report Payment Report Roles: Payment Processor
Payment Certifier
Payment Interface Processing Monitor
Invoice Interface Processing Monitor
Payment Report:
Vendor Line Item Display (FBL1N):
Displays the account of a particular vendor(s)
Show Slide #14: Payment Report
The Payment Certifier monitors the payments between GFEBS, ADS, ITS, and DCAS. He or she is notified of EFT rejections by monitoring unmatched collections (received from ADS) related to EFT rejects.
The Payment Certifier will notify the Invoice Processor who clears the unmatched collections using the Reset Cleared Items (FBRA) transaction code to reverse the payment postings within GFEBS.
When notified by ADS of a payment cancellation (i.e. a check cancellation or EFT rejection), the Invoice Processor resets the cleared items to reverse the payment postings within GFEBS.
In addition to reversing payment documents created earlier, this transaction (FBRA) reopens the invoice so that a payment with corrected remittance information can be made.
NOTE: FBRA does not automatically block the invoice. Therefore, if the remittance information has not been corrected, another undeliverable payment transaction may result.
NOTE: Payment report will be covered in more detail during the Comprehensive Reporting block of instructions. 14

15. Payment Report (Cont.) Export Report to Local File
The Payment Processor, Payment Certifier and/or the Payment Interface Processing Monitor can export a report to a local file (spreadsheet or in HTML format)
Once the report is displayed, go to Menu -> List -> Export -> Local File, select the appropriate format and save the file.
Show Slide #15: Payment Report (Cont.)
If there’s a need to save a report to your computer for later use, the Payment Processor, Payment Certifier, and/or the Payment Interface Processing Monitor can export a report to a local file, such as in a spreadsheet or in an HTML format. The preferred method is to use the HTML format for best results. Once the report is displayed go to Menu  List  Export  Local File, select the appropriate format of choice, and save the file on your computer where desired. 15

16. LSA #3 Check on Learning
1. Which role(s) have access to view the payment report within GFEBS? Invoice Interface Processing Monitor, Payment Certifier, Payment Interface Processing Monitor, and Payment Processor 2. Which transaction code is used to display the Vendor Line Item report? FBL1N 3. What is the path to export a report? Menu->List->Export->Local File
Show Slide #16: LSA #3 Check on Learning
Answer:
Which role(s) have access to view the payment report within GFEBS?
Invoice Interface Processing Monitor, Payment Certifier, Payment Interface Processing Monitor, Payment Processor
Which transaction code is used to display the Vendor Line Item report?
FBL1N
What is the path to export a report?
Menu → List → Export → Local File 16

17. LSA #3 Summary 17 Show Slide #17: LSA #3 Summary Facilitator's Note:
In the third part of this lesson, we discussed the payment report and roles associated with it.
“Or”
NOTE: Have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer. 17

18. Payment Proposal 18 Show Slide #18: Payment Proposal
As stated earlier in the lesson, the Payment Processor is responsible for collecting all necessary payment information and preparing all payments to be processed by the Payment Certifier. The Payment Processor uses the Payment Program (F110) transaction to select parameters for payment, which then creates the Payment Proposal. 18

19. F110 - Automatic Payment Transactions: Status
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 #19: F110 – Automatic Payment Transactions: Status
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 19

20. LSA #4 Check on Learning
1. What does the Payment Proposal display? The open items whose payments are proposed based on the payment parameters selected in the Payment Program 2. True or False – For a payment run by check, the Payment Processor selects the CEFT button after clicking the green check to schedule the proposal. False
Show Slide #20: LSA #4 Check on Learning
Answers:
Q. What does the Payment Proposal display?
A. The Payment Proposal displays the open items whose payments are proposed based on the payment parameters selected in the Payment Program.
Q. True or False – For a payment run by check, the Payment Processor selects the CEFT button after clicking the green check to schedule the proposal.
A. False 20

21. LSA #4 Summary 21 Show Slide #21: LSA #4 Summary Facilitator's Note:
In the fourth part of this lesson, the Payment Processor uses the F110 T-code to create the Payment Proposal.
“Or”
NOTE: Have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer. 21

22. Payment Run 22 Show Slide #22: Payment Run
As stated in the previous lesson, the Payment Certification and Payment Run are the last part(s) of this two part process that falls under the Payment Certifier’s responsibility.
Once the Payment Proposal is created, it’s subject to certification.
The Payment Certifier performs the certification process directly in the Payment Program via the F110 transaction code by selecting the Payment Run ID (a combination of the Payment Run date and payment identifier) and reviewing the data created in the Payment Proposal. 22

23. F110 - Automatic Payment Transactions: Status
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 #23: F110 – Automatic Payment Transactions: Status
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 23

24. LSA #5 Check on Learning
1. True or False – The Payment Certifier has the option to “Block” individual invoices from payments? True 2. The Outgoing Payment: a. will always be zero. b. will always equal the Incoming Payment. c. is the total payment amount on the payment run.
Show Slide #24: LSA #5 Check on Learning
Answers:
True or False – The payment Certifier has the option to “Block” individual invoices from payments?
True
2. The Outgoing Payment:
is the total payment amount on the payment run. 24

25. LSA #5 Summary 25 Show Slide #25: LSA #5 Summary Facilitator's Note:
In the final part of this lesson, the Payment Certifier uses the F110 T-Code to perform the certification process and run the payment.
“Or”
NOTE: Have one learner from each group to explain the most important take away to them from this lesson. Facilitate a discussion on each answer. 25

26. Questions
Show Slide #26
Note: Ask students if they have any questions and restate TLO. 26

27. TLO Summary Identify the Payment Process in GFEBS
In a classroom environment, given access to financial management documents and DFAS-IN Regulation 37-1, and DFAS-IN Manual FY.
With at least 80% accuracy, learners must demonstrate proficiency with:
Enter the Payment Process in GFEBS
Action:
Conditions:
Standards:
Show Slide #27: TLO Summary
Facilitator’s Note: Reiterate the TLO.
Action: Identify the Payment Process in GFEBS
Conditions: In a classroom environment, given access to financial management documents and DFAS-IN Regulation 37-1, and DFAS-IN Manual FY
Standards: Enter the Payment Process in GFEBS with 80% accuracy. 27