1. Correct Intermediate Documents (IDoc)
Show Slide #1: Correct Intermediate Documents (IDocs)
Title: Correct Intermediate Documents (IDocs)
References:
DFAS-IN Regulation 37-1, Finance and Accounting Policy Implementation
DFAS-IN MANUAL FY, The Army Management Structure
GFEBS Performance Support Website
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 Reviewing Intermediate Documents (IDocs)
Method of Instruction. Conference / Discussion
Instructor to Student Ratio: 1:25
Time of Instruction 2 hrs 50 mins
Media: Large Group Instruction
Motivator: The truth remains, interface monitoring is needed to ensure that data passed between the GFEBS SAP system and external systems is processed successfully. Identifying the Intermediate Documents (IDocs) through the GFEBS reporting process and, in turn, correcting the IDoc errors is imperative in saving the U.S. Government millions in interest penalties.
Student Materials:
DFAS-IN Manual , The Army Management Structure
DODFMR R, Vol 10, Department of Defense Financial Management Regulation 1

2. Terminal Learning Objective
Action: Correct Intermediate Documents (IDoc)
Conditions: In a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS
Standards: With at least 80% accuracy, learners must demonstrate proficiency to:
Define IDocs message types and common IDocs errors
Process IDocs transactions
Show Slide #2: Terminal Learning Objective
Facilitator’s Note: Read/State the TLO
Action: Correct Intermediate Documents (IDoc)
Conditions: In a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS.
Standards: With at least 80% accuracy:
- Define IDocs message types and common IDocs errors
- Process IDocs transactions
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 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 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. You will be given an exam which will include Review Detailed Expenditure Accounting Documents. A passing score on this examination is 80% and for International Students (70%).
INSTRUCTIONAL LEAD IN: Intermediate Documents (IDocs) serve as the data exchange between GFEBS and other commonly used systems. An IDoc is a bundle of data that is either received from or sent to an interfacing/partner system (AXOL, FCM, SPS, DCPC etc.). The structure of the IDoc is unique to each interface program. When the data is processed successfully, it is posted or updated in GFEBS. If the data fails to interface properly in GFEBS, an IDoc error is created for the transactions and no “obligation” is recorded in GFEBS. 2

3. Course Objectives • Terminology Intermediate Documents • Message Type
• Common Errors
• Transactions
Changing IDocs Status
Standard Procurement System
Show Slide #3: Course Objectives
Section III. Presentation.
Learning Step / Activity 1. Communicate the Purchase Requisitions Process
Method of Instruction: DSL - Discussion (large or small group)
Facilitator's to Learner Ratio: 1:25
Time of Instruction: 01 hr. / 00 min.
Media: PowerPoint Presentation, Handout
Facilitator’s Note: Explain Course Objectives to students. 3

4. Terminology
• IDoc (Intermediate Document) - Standard format in which data can be sent.
• Segment – Section of an IDoc where data is retrieved.
• Field – much like the segment it is an individual piece of information such as a customer number.
• Message Type – An identifier associated with the type of IDoc.
Show Slide #4: Terminology
Facilitator’s Notes: Read and explain each term to students.
• IDoc (Intermediate Document) - the standard formats in which data can be sent to and from the SAP system. An IDoc may contain multiple segments.
• Segment – Much like a line in a spreadsheet. This piece of an IDoc may contain multiple fields (i.e. segment type and/or number).
• Field – an individual piece of information such as a customer number, dollar amount or some descriptive code.
• Message Type – An identifier associated with the type of IDoc data used by the SAP system. This is also called a Logical Message Type. 4

5. IDoc
SAP uses the term IDoc (Intermediate Document) to define the standard formats in which data can be sent.
• An IDoc contains the information related to a single transaction.
• An IDoc may contain multiple segments (lines) and each segment may contain multiple fields.
Show Slide #5: IDoc
Facilitator’s Note: Inform student that Interface Monitoring is needed to ensure that data passed between the GFEBS SAP system and external systems is processed successfully.
The IDoc interfaces usually occur according to a pre-determined time frame such as nightly, weekly or month-end. This is important when determining what interface data you need to look at in the system.
SAP uses the term IDoc (Intermediate Document) to define the standard formats in which data can be sent to and from the GFEBS SAP system.
• An IDoc contains the information related to a single transaction. For example, the Customer Master interface will contain many IDocs and each IDoc will contain information about only one Customer.
• An IDoc may contain multiple segments (lines) and each segment may contain multiple fields. 5

6. Message Type
Each kind of IDoc data is identified by a Message Type. The message type is the main identifier to find and process IDoc data.
Show Slide #6: Message Type
IDocs can be classified as Inbound (data received into the GFEBS system) or Outbound (data sent out of the GFEBS
System).
Each kind of IDoc data is identified by a Message Type. The message type is the main identifier to find and process IDoc data. Some types of IDoc data are Customer Master data, Vendor Master data, Asset Master data, Purchase Orders, Purchase Requisitions and Time Tracking data.
See appendix A for a list of GFEBS IDoc Message Types. 6

7. Message Types (Cont.) 7 Show Slide #7: Message Types (Cont.)
Instructor Note: Explain message types to students. 7

8. Common Errors Two Common IDoc Error Messages
- Amount match failed with GFEBS PR CIN
- CIN Purchase Requisition not found
These examples represent the most common IDoc errors in the system.
Show Slide #8: Common Errors
2 Common IDoc Error Messages: Amount match failed with GFEBS PR CIN, and CIN Purchase Requisition not found
These examples represent the most common IDoc errors in the system and their typical causes which are easy to resolve if there is coordination between the Resource Management Office and the Contracting Office
There are several SAP transaction codes that can be used to review IDoc status codes and data:
– SBWP – Business Workplace is a SAP tool used to send and receive mail messages much like Microsoft Outlook. SAP has built in functionality that allows an message to be sent to an Interface Monitor’s mailbox if an IDoc fails. This message also includes a link directly to the IDoc data for correction.
– WE02 – This is a standard SAP transaction that allows users to view IDocs. The IDocs displayed will show the original data as well as the status codes associated with the IDoc processing. The selection screen provides numerous ways to select the IDoc data to be viewed. Each interface has a unique ‘Message Type’ to classify IDoc data. You can use the Message Type value to restrict the selection of IDoc data to a specific interface.
– ZOS_IFV – This is a custom transaction that will display IDoc Field Values. The user can specify multiple IDoc numbers, message types and fields that they wish to view.
– ZOS_IST – This is a custom transaction that will display IDoc Status data for multiple IDocs. This transaction allows you to view all the error messages for multiple IDocs rather than viewing them one-by-one as you would using transaction WE02. 8

9. Amount Match Failed
This occurs when the overall value of a PO IDoc line exceeds the committed amount for the referenced PR line item in GFEBS CIN.
Show Slide #9: Amount Match Failed
This error is raised when the overall value of a PO IDoc line exceeds the committed amount for the referenced PR line item in GFEBS CIN.
The root cause of this is when contracting awards a CLIN for an amount greater than the amount indicated on the GFEBS PR. 9

10. Amount Match Failed (Cont.)
Show Slide #10: Amount Match Failed (Cont.)
Note: This example shows an instance where the contract was awarded for a unit price higher than what was indicated on the PR.
PO IDoc shows total value as $39,022.88
PO IDoc shows unit price as $750.44 10

11. Amount Match Failed (Cont.)
PR Shows unit price as $ and total value as $38,983.88
Show Slide #11: Amount Match Failed (Cont.)
Note: This example shows the estimate cost of the PR prior to the contract being awarded. 11

12. PR Not Found
This error occurs when an inbound PO IDoc cannot find a matching PR and Line.
This is commonly caused by an individual manually manipulating the CIN.
This is also caused when the PR is interfaced to SPS via a legacy system, citing a GFEBS PR and LOA.
Show Slide #12: PR Not Found
This error occurs when an inbound PO IDoc cannot find a matching PR and Line Item based on the CIN transmitted in the IDoc
This is commonly caused by an individual manually manipulating the CIN, often replacing the PR Line Item with the Contract CLIN.
This is also caused when the PR is interfaced to SPS via a legacy system, citing a GFEBS PR and LOA. 12

13. PR Not Found (Cont.)
The IDoc says this line is in reference to PR# Line Item 10
Show Slide #13: PR Not Found (Cont.)
Instructor Note: This example shows an instance where the CIN was modified to reference a nonexistent line item on a GFEBS PR. 13

14. PR Not Found (Cont.)
A quick check of the PR shows that Line Item 10 does not exist.
Show Slide #14: PR Not Found (Cont.)
Instructor Note: Explain that Line Item “10” does not exist to the students. 14

15. PR Not Found (Cont.)
CIN on the Award was incorrectly edited to match the CLIN. It needs to remain the GFEBS PR Number + PR Line Item
Show Slide #15: PR Not Found (Cont.)
The Contract Identification Number (CIN) on the Award was incorrectly edited to match the CLIN. It needs to remain the GFEBS PR number + PR line. 15

16. LSA #1 Check On Learning Q: What are the two common IDoc messages?
A: Amount match failed with GFEBS PR CIN
CIN Purchase Requisition not found
Q: What is the major cause of Amount Match Failed?
A: The root cause of this is when contracting awards a CLIN for an amount greater than the amount indicated on the GFEBS PR.
Q: An IDoc contains the information related to a ______ transaction.
A: Single
Show Slide #16: LSA #1 Check on Learning
NOTE: The answer to each question will appear when you hit enter.
Q: What are the two common IDoc messages?
A: Amount match failed with GFEBS PR CIN
CIN Purchase Requisition not found
Q: What is the major cause of Amount Match Failed?
A: The root cause of this is when contracting awards a CLIN for an amount greater than the amount indicated on the GFEBS PR.
Q: An IDoc contains the information related to a ______ transaction.
A: Single 16

17. LSA #1 Summary 17 Show Slide #17: LSA #1 Summary Facilitator's Note:
During the first part of this lesson, we discussed the Intermediate Document (IDoc) and the different section within the IDoc. We also, covered the message types, along with the 2 most common IDoc Error Messages.
“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. Transactions
WE02 – This is a standard SAP transaction that allows users to view IDocs. The IDocs displayed will show the original data as well as the status codes associated with the IDoc processing.
Show Slide #18: Transactions
Learning Step / Activity 2. Process IDocs Transactions
Method of Instruction: DSL - Discussion (large or small group)
Facilitator's to Learner Ratio: 1:25
Time of Instruction: 01 hr. / 20 min.
Media: PowerPoint Presentation, Handout
WE02 – This is a standard SAP transaction that allows users to view IDocs. The IDocs displayed will show the original data as well as the status codes associated with the IDoc processing. The selection screen provides numerous ways to select the IDoc data to be viewed. Each interface has a unique ‘Message Type’ to classify IDoc data. You can use the Message Type value to restrict the selection of IDoc data to a specific interface. 18

19. WE02 Screen Selection 19 Show Slide #19: WE02 Screen Selection
Instructor Note: This is used to retrieve specific IDocs to view. At a minimum, specify details such as Message Type and Date range. If the selection is not
supplied, the transaction may time-out trying to display everything in the system! If you know the specific IDoc you would like to view you can
enter the IDoc Number and omit the Logical Message field.
Note: The Created On Date (From and Through) are pre-populated with today’s date. In order to pull historical
information the From Date must be set accordingly. 19

20. WE02 Results 20 Show Slide #20: WE02 Results
Results of executing transaction WE02 20

21. ZOS_IFV
– This report focuses on IDoc data rather than the status codes resulting from processing
– You can extract up to 10 different fields from IDocs using this Tool.
Show Slide #21: ZOS_IFV
ZOS_IFV – IDoc Field Values
‘Zulu’ ‘Oscar’ ‘Sierra’
– This report focuses on IDoc data rather than the status codes resulting from processing. This report is very useful if you need to analyze the data that has been processed through an interface.
– You can extract up to 10 different fields from IDocs using this Tool.
– The selection screen has two sections. 21

22. ZOS_IFV Selection Screen
Show Slide #22: ZOS_IFV Selection Screen
Top Section is to type in 1) Seg.-Segment Name 2) FN-Field name OR 2) Off-Set Begin and Total Length. 10 rows are
available in top section. Any or All 10 can be utilized. See Transaction ZOS_IFV Job Aid for additional instructions on how
to use this transaction.
The bottom section is for IDoc selection. This section works exactly same as WE02. Type in same selection criteria that you
would for WE02.
Notice the Radio Buttons??
– You can either put in Field names to pull values from, or you can put in off-set values. Click on Radio Button by “FN” if you know what fields you want to pull data from. If you want to pull by Off-Set, Check “Off” radio button and put in Off-Set Begin, and total length to retrieve in the right most two boxes. 22

23. Sample ZOS_IFV Report 23 Show Slide #23: Sample ZOS IFV Report
Note: A IDoc may have multiple segments. Data is retrieved from all segments. Double clicking on any row will take you
to the detailed view of the IDoc (WE02). 23

24. Changing an IDoc Status
Transaction ZOS_ISC is used to mass change the IDoc status when a transaction captured by the data within the IDoc is posted manually. The main purpose of this transaction is to clear IDoc failures from status 51 to status 68 once the transaction was manually posted successfully since the interface failed.
Identify applicable IDocs needing to have the IDoc status updated and ensure that there is not a typo for the IDoc number(s).
Change IDoc status using transaction ZOS_ISC
Show Slide #24: Changing and IDoc Status
Type ZOS_ISC into the prompt, and press enter.
Changes to T-Code ZOS_ISC are incorporated in FY18 3rd Quarter Release. Prior to the FY18 3rd Quarter Release, all users with access to ZOS_ISC could change the status of any IDoc and there was no maximum on the number of IDocs changed at one time. The FY18 3rd Quarter Release adds security to the ZOS_ISC T-Code by limiting access to certain roles; users will only be allowed to change certain IDoc types based on security role, IDoc message type, and IDoc status. There will also be a maximum number of IDocs that users are allowed to change in a single execution.
With the FY18 3rd Quarter Release, users will only be allowed to change IDocs within their own user group. This will prevent a user from mistakenly changing IDocs that don’t belong to their group. There will also be a maximum number of IDocs that can be changed in any single execution. If a group of IDocs is changed incorrectly, it will be easier to revert back to the original status. Users will be able to display any IDoc; the security restrictions apply only to changing IDocs.
Impacted Roles: Cash Balancing Approver, Cash Balancing Processor, Payment Interface Processing Monitor, Goods Receipt Interface Processing Monitor, Invoice Interface Processing Monitor, and Purchase Order Interface Processing Monitor. 24

25. Changing an IDoc Status (Cont.)
Show Slide #25: Changing an IDoc Status (Cont.)
Type ZOS_ISC into the prompt, and press enter. 25

26. Changing an IDoc Status (Cont.)
Show Slide #26: Changing an IDoc Status (Cont.)
Once the transaction is displayed, remove the “IDoc Created On” dates and populate the “IDoc Status - Current” and “To Status” fields with the appropriate statuses. In the example below, we are changing status 51 IDocs into status 68 IDocs. 26

27. Changing an IDoc Status (Cont.)
Show Slide #27: Changing an IDoc Status (Cont.)
Now you can enter the IDoc(s) that need status changes by clicking on the multiple selection arrow in the IDoc Number field. 27

28. Changing an IDoc Status (Cont.)
Show Slide #28: Changing an IDoc Status (Cont.)
Once the multiple selection screen appears, you can either
- Enter IDocs individually 28

29. Changing an IDoc Status (Cont.)
Show Slide #29: Changing an IDoc Status (Cont.)
Paste them by using the “Upload from Clipboard” icon. (This is assuming you’ve already copied the IDocs from another document). 29

30. Changing an IDoc Status (Cont.)
Show Slide #30: Changing an IDoc Status (Cont.)
Once the IDocs have been pasted, you can see the data displayed in the “Single Value” column, as well as a summary of how many IDocs were pasted in the “Select Single Values” tab. 30

31. Changing an IDoc Status (Cont.)
Show Slide #31: Changing an IDoc Status (Cont.)
Click the “Copy” button to finalize the copy/paste function and save the data. 31

32. Changing an IDoc Status (Cont.)
Show Slide #32: Changing an IDoc Status (Cont.)
Once the required fields are filled out, click on “Execute”. 32

33. Changing an IDoc Status (Cont.)
Show Slide #33: Changing an IDoc Status (Cont.)
If you are trying to change more than 1,000 IDocs, then you will receive the message below. Continue by selecting the green check mark. 33

34. Changing an IDoc Status (Cont.)
Show Slide #34: Changing an IDoc Status (Cont.)
This screen acts as a final confirmation screen before officially changing the status of an IDoc. The “IDoc Status” column displays the current status of the IDocs, and the “IDoc Status – Changed to” column will remain blank until the next step performed. 34

35. Changing an IDoc Status (Cont.)
Show Slide #35: Changing an IDoc Status (Cont.)
Click on the “Select All” button to highlight all of the IDocs. 35

36. Changing an IDoc Status (Cont.)
Show Slide #36: Changing an IDoc Status (Cont.)
Once all IDocs are highlighted, click on “Execute” to perform the final step. 36

37. Changing an IDoc Status (Cont.)
Show Slide #37: Changing an IDoc Status (Cont.)
Facilitator Note: Explain the screenshot to the students. 37

38. Changing an IDoc Status (Cont.)
Show Slide #38: Changing an IDoc Status (Cont.)
Now that the IDoc statuses have been changed, it is possible to export this data into Excel to retain records of the changes. 38

39. Changing an IDoc Status (Cont.)
Show Slide #39: Changing an IDoc Status (Cont.)
To export this data into Excel, select Menu -> List -> Export -> Spreadsheet. 39

40. Changing an IDoc Status (Cont.)
Show Slide #40: Changing an IDoc Status (Cont.)
You should now be prompted to save the document. 40

41. Changing an IDoc Status (Cont.)
Show Slide #41: Changing an IDoc Status (Cont.)
Navigate to the folder you would like to save the document to, enter the desired file name, and click “Save”. 41

42. Changing an IDoc Status (Cont.)
Show Slide #42: Changing an IDoc Status (Cont.)
This screen will show while the program is being executed for Microsoft Excel to open the saved document. 42

43. Changing an IDoc Status (Cont.)
Show Slide #43: Changing an IDoc Status (Cont.)
Now that the document has been saved, it should open in Excel automatically. If you’re using MS Office 2007, then you will be prompted with the warning message. Select “yes” and the document will open in .XLS (Excel 97 – 2003) format. 43

44. Changing an IDoc Status (Cont.)
Show Slide #44: Changing an IDoc Status (Cont.)
Final document opened in .XLS format. 44

45. Standard Procurement System
Viewing detailed SPS IDoc information using transaction WE02 or the SPS IDoc Error Report, users will now be able to view ALL errors associated with an IDoc failure.
All errors associate with a failed IDoc will be delivered with the NCK message to SPS, as well as in the and UWL messages delivered to GFEBS users.
Uncorrected IDocs (Status 51 or 56) will now automatically move to status 68 when a subsequent modification to the contract is received.  GFEBS will maintain only one failed IDoc per Contract (PIIN+SPIIN), with the highest MOD being the IDoc of record in the system.
Show Slide #45: Standard Procurement System
1. When viewing detailed SPS IDoc information using transaction WE02 or the SPS IDoc Error Report, users will now be able to view ALL errors associated with an IDoc failure (rather than displaying only the first error incurred).
2.  All errors associate with a failed IDoc will be delivered with the Negative Acknowledgement (NCK) message to SPS, as well as in the and Universal Work List (UWL) messages delivered to GFEBS users. 
3. Uncorrected IDocs (Status 51 or 56) will now automatically move to status 68 when a subsequent modification to the contract is received.  GFEBS will maintain only one failed IDoc per Contract (PIIN+SPIIN), with the highest MOD being the IDoc of record in the system. This will reduce redundancy for the IDocs reports and provide a better view of the missing contracting activities in the system.
Note:  This does not relieve the RM or Contracting Office from making corrections, but will ensure that only the latest IDoc error need be corrected. 45

46. LSA #2 Check On Learning
Q: Which transaction code is used to focus on IDoc data rather than the status codes?
(a) ZOS_ISC
(b) WE02
(c) ZOS_IFV
(d) WE07
A: ZOS_IFV
Q: How are errors associate with a failed IDoc delivered?
A: NCK message to SPS, as well as in the and UWL messages delivered to GFEBS users.
Show Slide #46: LSA #2 Check on Learning
NOTE: The answer to each question will appear when you hit enter.
Q: Which transaction code is used to focus on IDoc data rather than the status codes?
(a)ZOS_ISC
(b)WE02
(c)ZOS_IFV
(d)WE07
A: ZOS_IFV
Q: How are errors associate with a failed IDoc delivered?
A: NCK message to SPS, as well as in the and UWL messages delivered to GFEBS users. 46

47. LSA #2 Summary 47 Show Slide #47: LSA #2 Summary Facilitator's Note:
During the final part of this lesson, we discussed how to view and change IDoc errors. We also covered other report to use to view IDoc errors such as the Standard Procurement System (SPS) IDoc Error Report.
“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. 47

48. Practical Exercises 48 Show Slide #48: Practical Exercises
Practical Exercise: Check the status of an IDoc error (60 Minutes Apply) 
Method of Instruction: PE - Practical Exercise (Hands-On/Written)
Facilitator to Learner Ratio: 1:25
Time of Instruction: 01 hrs. / 20 min.
Media: Printed Reference Material, Practical Exercise, Handout 
General Information: (Introduction / Objective) this practical exercise simulates a scenario that measures your ability to properly perform an IDoc search by IDoc number.
Special Instructions: N/A 48 48

49. Questions? 49 Show Slide #49: Questions? Facilitator’s Note:
NOTE: Field any questions that may not have been answered throughout this lesson. 49

50. TLO Summary Action: Correct Intermediate Documents (IDoc)
Conditions: In a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS.
Standards: With at least 80% accuracy, learners must demonstrate proficiency to:
Define IDocs message types and common IDocs errors
Process IDocs transactions
Show Slide #13: TLO Summary
Facilitator’s Note: Reiterate the TLO
Action: Correct Intermediate Documents (IDoc)
Conditions: In a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS.
Standards: With at least 80% accuracy:
- Define IDocs message types and common IDocs errors
- Process IDocs transactions 50