1. Review Reimbursement Accounting

2. Terminal Learning Objective
Action: Identify the Internal Order Process (Record Reimbursable Accounting Data) in GFEBS
Conditions: Given DODFMR R, Vol. 10, DFAS-IN Regulation 37-1, DFAS-IN Manual FY, GFEBS handout and access to GFEBS home page.
Standards: With a minimum of 80% accuracy input the following transactions in GFEBS:
Build a Project and Work Breakdown Structure
Fund a Funded Program
Create a Sale Order
Write-Down a Sales

3. Create Project/WBS Element – Direct Charge Order

4. Show Slide 4: Create a funded program

5. Direct Charge Order Process
Direct Charge Order Process (Cont.)
Plan Project and Create WBS (CJ20N)
Determine Order Acceptance
Initiate Direct Charge Agreement
Distribute Funds to Funded Program
Budget Office
Fund/Release Project
Legend
GFEBS Operation
Non-GFEBS Operation

6. CJ20N – Project Builder – Direct Charge Order
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

7. Direct Charge Order Process (Cont.)
Plan Project and Create WBS
Determine Order Acceptance
Initiate Direct Charge Agreement
Distribute Funds to Funded Program
Budget Office
(FMBB & ZFSC5)
Fund/Release Project
Legend
GFEBS Operation
Non-GFEBS Operation

8. FMBB – Budgeting Workbench
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

9. ZFSC5 – Cum Status by Funded Program: Detail
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

10. Direct Charge Order Process (Cont.)
Legend
GFEBS Operation
Non-GFEBS Operation
Plan Project and Create WBS
Determine Order Acceptance
Initiate Direct Charge Agreement
Distribute Funds to Funded Program
Budget Office
Fund/Release Project

11. CJ20N – Project Builder-Fund/Release - Direct Charge Order
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

12. Check On Learning
True or False: The requestor for a Direct Charge order is not using GFEBS?
What role is responsible for putting funds on the Funded Program?
True or False: Either the performer or requestor have the ability to enter the LOA into CJ20N?

13. Create Project/WBS Element/Sales Order – Direct Cite Order

14. Direct Cite (Federal) Order Process
Plan Project and Create WBS
Determine Order Acceptance
Fund/Release Project
Create and Approve Sales Order
Monitor Sales Order Processing
Legend
GFEBS Operation
Non-GFEBS Operation

15. Direct Cite (Federal) Order Process (Cont.)
Direct Cite Process - Inbound MIPR (Economy Act) usually DOD agency – Requestor not on GFEBS
Performer creates the WBS Element and indicates ZCITEZTFO in the Fund field on the Funding Data tab
Performer sends acceptance (DD Form 448-2)
Performer references the customer’s LOA on Sales Order
Treasury pulls the funds directly from the Requestor’s LOA
Requestor pays for purchases through their LOA
GFEBS does not bill requestor
Performer updates WBS element
Funded/Released

16. Direct Cite (Federal) Order Process (Cont.)
Customer Order Processor monitors Sales Order execution
Records/changes information on Sales Order
Monitors Funding of Sales Order
Records
Increases
Decreases
Notifies Customer Order Approver
Approves
Rejects

17. Direct Cite (Federal) Order Process (Cont.)
Legend
GFEBS Operation
Non-GFEBS Operation
Plan Project and Create WBS
Determine Order Acceptance
Fund/Release Project
Create and Approve Sales Order
Monitor Sales Order Processing

18. CJ20N – Project Builder – Direct Cite Order
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. CJ20N – Project Builder-Fund/Release - Direct Cite Order
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

20. Direct Cite (Federal) Order Process (Cont.)
Plan Project and Create WBS
Determine Order Acceptance
Fund/Release Project
Create and Approve Sales Order
Monitor Sales Order Processing
Legend
GFEBS Operation
Non-GFEBS Operation

21. Direct Cite Order Process (Cont.)
Direct Cite Sales Order – MIPR document
Legal agreement by the Army to perform work for:
Federal Government Requestor subject to Economy Act
Sales Order type
ZRNA

22. XD03 – Customer Display - Direct Cite Order
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. VA01 – Create Sales Order - Direct Cite Order
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

24. Direct Cite Order Process
Sales Order Approval Responsibilities
Customer Order Processor
Notifies Customer Order Approver via or GFEBS Mailbox
Identifies
Customer Number
Sales Order Number
Requests review
Customer Order Approver
Views Sales Order (VA02)

25. Direct Cite Order Process (Cont.)
Sales Order Approval Responsibilities (Cont.)
Customer Order Approver (Cont.)
Accepts Sales Order
Creates condition record type ZFED
Saves changes
Notifies Customer Order Processor via or GFEBS Mailbox of approval
Rejects Sales Order
Notifies Customer Order Processor via or GFEBS Mailbox
Data to be updated
Requests updates be made

26. Direct Cite Order Process (Cont.)
Sales Order Approval Responsibilities (Cont.)
Customer Order Processor
Updates the Sales Order appropriately
Requests approval from Customer Order Approver

27. VA02 – Change Sales Order 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

28. Direct Cite (Federal) Order Process (Cont.)
Legend
GFEBS Operation
Non-GFEBS Operation
Plan Project and Create WBS
Determine Order Acceptance
Fund/Release Project
Create and Approve Sales Order
Monitor Sales Order Processing

29. ZRFSC1 – Reimbursable Status by FC
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

30. Check On Learning
When the WBS Element is created for a Direct Cite Order, what should be put in the Fund field on the Funding Data tab of CJ20N?
True or False: Direct Cite customers are public customers?
Where is the requestor’s LOA entered?

31. Create Project/WBS Element/Sales Order – Reimbursable Order

32. Reimbursable Order Process
Plan Project and Create WBS
Determine Order Acceptance
Fund/Release Project
Create and Approve Sales Order
Monitor Sales Order Processing
Legend
GFEBS Operation
Non-GFEBS Operation

33. Reimbursable Order Process (Cont.)
Reimbursable Order - Inbound MIPR (or appropriate document depending upon government entity)
Requestor not on GFEBS
Automatic Reimbursable Authority (202010AXX)
Does not consume performer’s direct funds directly
Performer creates WBS Element
The performing organization completes all steps in the creation of the WBS.
The Billing Element indicator is selected
Funded Program type is REIM
Sales Order created referencing the WBS Element
May be multiple lines/different WBS Elements
Sales Order Monitored

34. Reimbursable Order Process (Cont.)
Legend
GFEBS Operation
Non-GFEBS Operation
Plan Project and Create WBS
Determine Order Acceptance
Fund/Release Project
Create and Approve Sales Order
Monitor Sales Order Processing

35. CJ20N – Project Builder – Reimbursable Order
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

36. CJ20N – Project Builder-Fund/Release - Reimbursable Order
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

37. Check On Learning
When the Performer creates a WBS Element for a Reimbursable Order, what type of fund should be input on the Funding Data tab of CJ20N?
True or False: The operative indicator “Billing” should not be checked on a Reimbursable Order?
What should be entered in the Funded Program Type field on the Funding Data tab of CJ20N?

38. Reimbursable Order Process (Cont.)
Plan Project and Create WBS
RM/AST
Determine Order Acceptance
Fund/Release Project
Create and Approve Sales Order
Monitor Sales Order Processing
Legend
GFEBS Operation
Non-GFEBS Operation

39. Reimbursable Order Process (Cont.)
Sales Order
Legal agreement by the Army to perform work for requesting:
Organization
DOD
Non-DOD
Sales Order types:
ZRWA (Army REIMB Order)
Note: For training purposes use ZRNA

40. VA01 – Create Sales Order - Reimbursable
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

41. Reimbursable Order Process (Cont.)
Plan Project and Create WBS
RM/AST
Determine Order Acceptance
Fund/Release Project
Create and Approve Sales Order
Monitor Sales Order Processing
Legend
GFEBS Operation
Non-GFEBS Operation

42. VA02 – Change Sales Order - Reimbursable Order
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

43. Check On Learning What T-code do you use to view customer master data?
When a Customer Order Approver approves a sales order, what Condition type do they use?
How many line items can there be on a Reimbursable Sales Order?

44. Reimbursable Order Process (Cont.)
Plan Project and Create WBS
Determine Order Acceptance
Fund/Release Project
Create and Approve Sales Order
Monitor Sales Order Processing
Legend
GFEBS Operation
Non-GFEBS Operation

45. Reimbursable Billing

46. Reimbursable Billing (Cont.)

47. Billing for Reimbursable Order Process
Legend
GFEBS Operation
Non-GFEBS Operation
Process Execution Against WBS
Run Resource Related Billing
DFAS
Create/
Monitor Billing Document
Generate and Mail Manual Bill
Write Down (Adjust) Sales Order

48. Billing for Reimbursable Order Process (Cont.)
Process Execution against a WBS
Payroll charges
Travel
Supplies, equipment purchases, etc.
Run Resource Related Billing - Accumulates expenses incurred in each period that can be invoiced
Manually, or
Monitoring batch job
Create/monitor billing document

49. Billing for Reimbursable Order Process (Cont.)
Transmit billing documents to customers via one of the following three methods:
DCAS
SF-1080 (0) - Federal Customers
DA-1857 (A) - Public Customers (manual bill)
IPAC (I)
SF1080
Print and mail
Close Sales Order
Billing complete

50. Billing for Reimbursable Order Process (Cont.)
Legend
GFEBS Operation
Non-GFEBS Operation
Process Execution Against WBS
Run Resource Related Billing
DFAS
Create/
Monitor Billing Document
Generate and Mail Manual Bill
Write Down (Adjust) Sales Order

51. Billing for Reimbursable Order Process (Cont.)
Write-down Sales Order
Billing complete
Execution less than Obligation
Return excess to Requestor

52. VA02 – Change Sales Order 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

53. Check On Learning
True or False: A Sales Order must be written-down if the commitment and execution against the order are not the same.
True or False: If the execution against the sales order is less than the obligation, the sales order must be written down.

54. Questions