1. Commercial Vendor Services
Flow and Receipt of
Commercial Vendor Services
Documents L E A R N T O D B Y I G S H 1 9 2
Show Slide #1: Title: Identify the Flow and Receipt of Commercial Vendor Services Documents
Title: Identify the Flow and Receipt of Commercial Vendor Services Documents
References: DFAS-IN REG 37-1, FM 1-06
Section I. Administrative Data
Academic Hours/Methods
02 hrs. / 00 min. DSL (large or small group discussion)
01 hrs. / 00 min. PE (practical exercise (Hands On)
00 hrs. / 00 min. Test
00 hrs. / 00 min. Test Review
00 hrs. / 00 min. Total Hours
Section II. Introduction:
Method of Instruction: DSL (large or small group discussion)
Facilitator's to Learner Ratio: 1:30
Time of Instruction: 00 hrs. / 05 min.
Media: PowerPoint Presentation
Facilitator's Material: Each primary Facilitator should possess a lesson plan, slide deck, course handouts, practical exercise with answer key, and summary sheet containing DFAS-IN REG 37-1, and FM 1-06.
Learner’s Material: Learners should possess course handouts, practical exercises, summary sheet containing DFAS-IN REG 37-1, FM 1-06 with access to Bb and standard classroom supplies.
Facilitator's Note: "All required references and technical manuals will be provided by the School House“
Motivator (Concrete Experience): The Accounts Payable office can be a rather fun place to work. Vendors just love to call you and scream about their payments. For some reason they believe that you have all the answers, but guess what? The vendor is right! As members of the Accounts Payable team, if you process all documents correctly, you will have the answers! It is important that you understand the way that documents flow through your office, and that you know how to properly examine them. In this lesson you will look at the flow and examination of documents.

2. Terminal Learning Objective
Action: Identify the Flow and Receipt of Commercial Vendor Services Documents
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 at least 80% accuracy (70% for International Learners):
Identify document flow within Accounts Payable
Process various documents to the Bills Register Card (BRC), DA Form 3900
Show Slide #2: Terminal Learning Objective.
Read TLO
Action: Identify the Flow and Receipt of Commercial Vendor Services Documents
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 at least 80% accuracy (70% for International Learners):
Identify document flow within Accounts Payable
Process various documents to the Bills Register Card (BRC), DA Form 3900
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
Risk Assessment Level: Low.
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.
Evaluation: Learners will take the Accounts Payable Exam during the Pay Support module. Learners must score 80% or higher and International officers must score 70% or higher. Learners will also be assessed using “Go” or “No Go” on Professional Development and Leadership during the Capstone Exercise.
Instructional Lead-In / Publish and Process: The accounts payable branch has the responsibility for paying the Army's bills accurately and on time. Most offices use the Computerized Accounts Payable System (CAPS) or CAPS for Windows to accomplish this task. Most people are not aware of the many functions that CAPS performs. If CAPS were to shut down for a significant period, most offices would not be able to function. Being able to manually prepare payments is a critical war fighting task that each and every voucher examiner, supervisor and Chief of Accounts Payable need to know.
Facilitator's Note: During this phase of the Army Learning Model the facilitator will solicit responses of the learner’s reaction to the concrete experience. The learners will reflect on their experience and knowledge of the topic and they will begin a reconciliation of where they are and, if successful, where they will be at lesson end.
Note: The critical portion of this part of the ALM process is to force the learners to reflect. As the facilitator you can achieve this by asking a series of thought influencing questions, for example:
What is the importance? (Give examples)
What could happen if?
Are you responsible?
Having the learners think critically is the ultimate goal of publish and process.
Force the learners to explain their answers; meaning, how and why did they arrive at the solution to the questions.
You should also be looking for responses that will help the learner’s transition from publish and process to generalize new information. During this process, remind the learners of lesson objectives as they transition from publish and process into generalize new information.
Facilitator’s Note: Transition into LSA #1 2

3. Procurement Documents
Commonly referred to as contracts
SF 33, Solicitation, Offer, and Award- used for formal type contracts
DD Form 1155, copy 1, Order for Supplies or Services- used for small purchases
Show Slide #3: Procurement Documents
1. Learning Step / Activity 1. Identify Document Flow within Accounts Payable.
Facilitator's to Learner Ratio: 1:30
Method of Instruction: DSL (large or small group discussion)
Media: PowerPoint Presentation, Printed Reference Material, Handout
Time of Instruction: 00 hrs. / 40 min.
21st Century Soldier Competencies: The 21st Century Soldier Competencies are essential to ensure Soldiers and leaders are fully prepared to prevail in complex, uncertain environments. Throughout the lesson discussions, seek opportunities to link the competencies with the lesson content through the Learner’s experiences.
Facilitator's Note: There are many ways to describe and explain the high-low method and calculation for fixed and variable cost components. Before facilitating this lesson, ask the Learners which of the 21st Century Soldier Competency do they think pertain to this lesson? Facilitate a discussion on the answers given and at the end of the lesson revisit it and see if the Learners still believe their choice are the same.
Note: For this lesson these competencies should be talked about.
#1. Character and accountability
#3. Adaptability and initiative
#4. Lifelong learner (includes digital literacy)
#5. Teamwork and collaboration
#6. Communication and engagement (oral, written, and negotiation)
#7. Critical thinking and problem solving
#8. Cultural and joint, interagency, intergovernmental, and multinational competence
#9. Tactical and technical competence (full spectrum capable)
Facilitator's Note: Transition into lesson with the following note. Have learners refer to Handout (HO) 702, Accounts Payable, during this lesson.
(1) Prior to computing a payment voucher the accounts payable office must have the following documentation:
Procurement Document - Contracting Office
Receiving/Acceptance Report - Receiving Activity
Invoice – Vendor
The first document received should be the contract.
This can be either a DD Form 1155 or SF 33 type contract.
The contract comes from contracting.
Facilitator's Note: Refer learners to page 3 of HO 702 to see the listing of contracts. 3

4. Total Obligation amount
Contract Number
Discount Information
Vendors Information
Total Obligation amount
Submit invoices to (billing office)
Show Slide #4: SF 33 Solicitation, Offer And Award (Contract Payment Package)
Facilitator Note: Refer to page 9-10 in the 702 Handout and explain that the SF 33 also has a continuation sheet that is attached to the contract.
Note: You can find that on page 10 of the 702.
This is important information for when we are looking at billing dates and freight information.
You will not use the continuation sheet for any of the PEs or Test.
Explain the different parts of the SF 33 and what information is important to Accounts Payable.
Discount Information
Vendors Information
Total Obligation Amount
Submit Invoices to
Who is making the payment
Contract Number
Facilitator Note: Inform learners that it is important to understand the contract b/c you will need to pull information from the contract to complete the Bills Register Card.
Who is making the payment. 4

5. Who receives the invoice? Date stamp purposes.
Discount Terms
Who receives the invoice? Date stamp purposes.
Show Slide #5: DD Form 1155, Order for Supplies or Services (Contract Payment Package)
Facilitator Note: Refer to page 15 in the 702
Explain to learners the differences in the DD Form 1155, copy 1 versus the SF 33. It is still a contractual document.
Discuss with leaners how to find the information relevant to accounts payable
Contract Number
Discount Terms
Who receives the invoice?
Copy 1 vs. Copy 8
Vendors Name and Address
Copy 1 is a contract 5

6. Receiving Reports
DD Form 250, Material Inspection and Receiving Report
DD Form 1155, copy 8
Show Slide #6: Receiving Reports
(2) The second document that should be received is the receiving report.
This comes from the receiving activity.
The receiving report can be a DD Form 250 (Material Inspection and Receiving Report) or copy 8 of the DD Form 1155.
Facilitator Note: Refer learners to page 3 of HO 702 to see the list of receiving reports 6

7. Do not use discount terms on a RR
Date RR received by accounts payable
Receipt of Goods
Receipt of Goods plus 7 days is Constructive Acceptance Date
Show Slide #7: DD Form 250, Material Inspection and Receiving Report
Facilitator’s Note: Refer learners to page to page 11 in the 702
Explain the different sections of the DD Form 250 and the importance to Accounts Payable.
ROG
AOG
Discount Terms are never used on a Receiving Report
Is the Clin information correct according to the invoice?
Date Stamp for received in Accounts Payable (Used on BRC)
Receipt of Goods/Acceptance of Goods date are used to determine the due date.
Later we will discuss how to calculate due dates based on receiving reports. Also you will see how to calculate the dates that are required on the BRC.
Acceptance of Goods 7

8. Both dates are not required
Acceptance of Goods
Both dates are not required
If only one date in 26 and no date in 39, then 26 becomes your ROG.
Receipt of Goods
Add 7 days to get CAD
Show Slide #8: DD Form 1155, Order for Supplies or Services (Acceptance/Receipt of Goods)
Facilitator’s Note: Refer learners to page 16 in the 702.
DD Form 1155 Copy 8, can also be used as a receiving report.
Copy 1 is the contract.
Be sure to watch the numbers in the bottom right hand corner.
Also if you can’t locate the copy number, if the receiving report dates are filled in, then it is referred to as the receiving report.
The ROG and AOG are found in blocks 26 and 39. ROG in 39 and AOG in 26. If only one box is filled and it is box 26, then it becomes the ROG.
Facilitator’s Note: Explain and have a discussion with learners on the ROG/AOG on the DD Form 1155, copy 8.
It is not required to have both dates.
Copy 8 makes it a RR. If the dates are filled in, then RR. 8

9. Invoices No prescribed form Prepared by the Vendor Must contain:
Vendor name and address
Invoice Date
Contract or Order number
Extension information (unit price, quantity)
Show Slide #9: Invoices
(3) The third and final document should be a vendor’s invoice.
There is no prescribed form or format for the invoice.
There are however basic requirements for an invoice to be valid.
On page 4 of HO 702 there is a listing of the basic requirements for an invoice to be valid.
Facilitator’s Note: Refer to page 4 of HO 702 and read through the information 9

10. Should contain required information needed for BRC and payment voucher
Date stamp according to contract. Who should receive the invoice?
Show Slide #10: Invoices (Cont.)
Facilitator’s Note: Refer learners to page 17 in the 702
The information found in the blue circle is the information that is needed to fill out the beginning of the BRC.
Explain how we use the invoice date stamp that is in accordance with the submit invoices box on the contract.
Should contain required information needed for BRC and payment voucher
Date stamp according to contract. Who should receive the invoice? 10

11. LSA #1 Check on Learning
Q1: What documentation must be received in the Accounts Payable Office prior to computing a payment voucher? A2: Procurement Document, Receiving/Acceptance Report, and Invoice. Q2: What are the two ways to set up a contract number? A2: Vendor Name and Contract Number. Q3: What four files are maintained by the Control Section? A3: Central Bills Register, Central Contract, Document Awaiting, and Ready to Disburse files.
Show Slide #11: LSA #1 Check on learning
Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answer given and summarize the learning activity.
Q1: What documentation must be received in the Accounts Payable Office prior to computing a payment voucher?
A1: Procurement Document, Receiving/Acceptance Report, and Invoice.
Q2: What are the two ways to set up a contract number?
A2: Vendor Name and Contract Number.
Q3: What four files are maintained by the Control Section?
A3: Central Bills Register, Central Contract, Document Awaiting, and Ready to Disburse files. 11

12. LSA #1 Summary Show Slide #12: LSA #1 Summary
Facilitator's Note: In this lesson, we identified and discussed several documents, first being procurement and it being referred to as contracts, the SF 33 having a continuation sheet and the differences in the DD 1155 versus the SF 33. We talked about the DD 250 material inspection and receiving report, finalizing with the final document being the vendors invoice.
“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.

13. 377 C-4195 10Oct 13Oct 1500 00 75 1425 17Oct 18Oct 1st Partial
SUPPLIES AND SERVICES
BILLS REGISTER
NONPERSONAL
DAF101-**-C-4195
TOTAL OBLIGATION: $135,900.00
Name
Address
HARDWARE SUPPLIES R US
3030 CANNADY AVE. PEMBROKE, GA 31321
REGISTER
NUMBER
ORDER OR
CONTRACT
DATE OF
INVOICE
RECEIVED
DISCOUNT OR
DEDUCTION
NET AMOUNT
RECEIVING REPORT
VOUCHER
AMOUNT
CHECK
REMARKS DA
3900
FORM
1SEP72
AP-HO-702
INFORMATION FOR THE FIRST
COLUMNS, TAKEN FROM THE
VENDOR’S INVOICE
THE DATE ACCOUNTS
PAYABLE GETS
THE RECEIVING REPORT
AT A MINIMUM
INCLUDE THE
PAYMENT NUMBER
AND TYPE, AND
ANY REASON FOR
CHANGES TO THE
ORIGINAL AMOUNT
OF THE INVOICE
377
C-4195
10Oct
13Oct
1500 00 75
1425
17Oct
18Oct
FILLED IN AFTER DISBURSING
MAKES THE PAYMENT
PURPOSE OF THE BILLS REGISTER CARD
1. Shows when all supporting documents
necessary to prepare a payment voucher,
have been received.
2. Cites paid vouchers and check number.
3. Shows amount and number of partial or
progress payments.
4. Prevents duplicate payments.
5. Source of information for Inquiries.
1st Partial
Less 5% Discount
ANY
INCREASE OR
DECREASE
TO THE
BLOCK PLUS
OR MINUS
DISCOUNT OR
BLOCK
INCLUDE
ACTUAL OR
CONSTRUCTIVE
ACCEPTANCE
WHICHEVER
IS EARLIER
Show Slide #13: Bills Register Card
2. Learning Step / Activity 2. Process Various Documents to the Bills Register Card (BRC), DA Form 3900.
Method of Instruction: DSL (large or small group discussion)
Facilitator's to Learner Ratio: 1:30
Time of Instruction: 01 hrs. / 00 min.
Media: PowerPoint Presentation, Printed Reference Material, Handout
Facilitator's Note: Transition into LSA #2 informing learners of the Bills Register Card, and page 8 of HO 702.
The BRC provides the following information:
Shows when all supporting documents required to prepare/complete a payment voucher have been received.
Cites all paid vouchers and check numbers.
Shows the amount and number of all progress and partial payments.
Prevents the preparation of duplicate payments.
Provides information for inquiries pertaining to payment vouchers.
Note: We will see and discuss the BRC in detail during document analysis.
Facilitator's Note: Refer learners to page 3 of HO 702.
Maintenance of Accounts Payable Files. There are four files which are maintained by the control section:
Central Bills Register File.
Central Contract File.
Document Awaiting File.
Ready to Disburse File.
Facilitator's Note: Refer learners to the definitions of each of these files, found on page 5 of HO 702. 13

14. *Highlighted areas are posted to the BRC*
1. THIS CONTRACT IS A RATED ORDER
RATING
PAGE OF
SOLICITATION, OFFER AND AWARD
UNDER DPAS (15 CFR 350) 1 1
PAGES
2. CONTRACT NO.
DAFI-**-C-4195
2. CONTRACT NO.
3. SOLICITATION NO.
4. TYPE OF SOLICITATION
5. DATE ISSUED
6. REQUISITION/PURCHASE
NO. X
DAFI01-**-C-4195
DAFI01-**-B-0025
SEALED BID (IFB)
25 AUG **
PRC6250
NEGOTIATED (RFP)
7. ISSUED BY
CODE
8. ADDRESS OFFER TO
(If other than Item 7)
PROCUREMENT DIVISION
DIRECTOR CONTRACTING AND PROCUREMENT (DOC)
BLDG 600, RM 7
1/91ST MECH INF
FORT STEWART, GA 31314
FORT STEWART, GA 31314
NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".
*Highlighted areas are posted to the BRC*
SOLICITATION
Show Slide #14: Contract
Block 2: The contract number.
The voucher examiner will post this to the upper left hand corner of the BRC.
The contract number is broken down as follows:
Position 1-2: Department of the Army, represented by the two letters “DA”
Position 3-6: The purchasing officer who issued the contract, represented by two letters and two numbers
Position 7-8: The fiscal year in which the contract was issued, represented by the last two digits of that year.
Position 9: Type of procurement represented by a capital letter.
A: Blanket Purchase Agreement
B: Invitation for bid
C: Contracts, excluding Indefinite Delivery Types Contracts
D: Delivery Types Contracts (Indefinite)
E: Facilities Contract
F: Delivery orders placed with or through other Government Agencies or Departments
G: Basic Ordering Agreements
H: Agreements, Including Basic Agreements
L: Leasing Agreements
M: Purchase Order-Manual
N: Notice of Intent to Purchase
P: Purchase Order-Automated
Q: Request for Quotation-Manual
R: Request for Proposal
S: Sales Contract
T: Request for Quotation-Automated
Position : The delivery order number.
At the beginning of each fiscal year, each series of PIINs for the same activity starts with the number 0001.
If more than 9,999 numbers are needed, alpha-numeric combinations are used, except the letters “O” and “I” are not used. 14

15. * THE SOLICITATION SECTION
copies for furnishing the supplies or services in the Schedule will be received at the place specified in
BLDG 600
SOLICITATION 7
10. FOR INFORMATION
CALL:
A. NAME
WILLIAM A. ALEXANDER
B. TELEPHONE NO.
(Include area code) (NO COLLECT CALLS)
(803)
11. TABLE OF CONTENTS
SEC.
DESCRIPTION
PAGE(S)
PART I -
THE SCHEDULE
PART II
CONTRACT CLAUSES I 2
PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.
PART IV
REPRESENTATIONS AND INSTRUCTIONS J
LIST OF ATTACHMENTS K
REPRESENTATIONS, CERTIFICATIONS AND
OTHER STATEMENTS OF OFFERORS
1-2 L
INSTRS., CONDS., AND NOTICES TO OFFERORS M
EVALUATION FACTORS FOR AWARD
OFFER
(Must be fully completed by offeror)
(X) A B C D E F G H
SOLICITATION/CONTRACT FORM
SUPPLIES OR SERVICES AND PRICES/COST
DESCRIPTION/SPECS./WORK STATEMENT
PACKAGING AND MARKING
INSPECTION AND ACCEPTANCE
DELIVERIES OR PERFORMANCE
CONTRACT ADMINISTRATION DATA
SPECIAL CONTRACT REQUIREMENTS 1
9. Sealed offers in original and
Item 8, or if hand carried, in the depository located in
until
2:00 PM
(Hour)
local time
2 OCT **
(Date)
CAUTION - LATE Submissions, Modifications, and Withdrawals: Section L, Provision No or
All offers are subject to all terms and conditions contained in this solicitation.
* THE SOLICITATION SECTION
OF THE SF 33 IS OF NO
IMPORTANCE TO US IN
ACCOUNTS PAYABLE
Show Slide #15: SF 33 Solicitation
Facilitator’s Note: SOLICITATION" section, the information shown is of no importance to accounts payable. 15

16. (Must be fully completed by offeror)
12. In compliance with the above, the undersigned agrees, if this offer is accepted wit calendar days
(60 calendar days unless a different period
is inserted by the offeror)
from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item,
delivered at the designated point(s), within the time specified in the schedule.
3030 CANNADY AVE.
PEMBROKE, GA 31321
10 CALENDAR DAYS %
OFFER
(Must be fully completed by offeror)
NOTE: Item 12 does not apply if the solicitation includes the provisions at , Minimum Bid Acceptance Period.
13. DISCOUNT FOR PROMPT PAYMENT
(See Section I, Clause No )
20 CALENDAR DAYS
30 CALENDAR DAYS
CALENDAR DAYS
14. ACKNOWLEDGMENT OF AMENDMENTS
(The offeror acknowledges receipt of amend-
ments to the SOLICITATION for offerors and
related documents numbered and dated:
AMENDMENT NO.
DATE
NAME
AND
ADDRESS OF
OFFEROR
CODE
FACILITY
16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN
(Type or print)
BRIAN P. NEGRON
PRESIDENT
15B. TELEPHONE NO.
(Include area code)
(555)
15C. CHECK IF REMITTANCE ADDRESS
IS DIFFERENT FROM ABOVE - ENTER
SUCH ADDRESS IN SCHEDULE.
17. SIGNATURE
Brian P. Negron
18. OFFER DATE
20 SEP **
15A. 5
NET
HARDWARE SUPPLIES R US
Show Slide #16: SF 33 Offer
Block 13: Lists the discount terms which were offered by the vendor.
Block 15A: Shows the name and address of the vendor. This information will be posted to the BRC. 16

17. Block 19: The Contract Line Item Number (CLIN).
AWARD
(To be completed by Government)
20. AMOUNT
$135,900.00
19. ACCEPTED AS TO ITEMS NUMBERED
21. ACCOUNTING AND APPROPRIATION
0001
21* Z0-26EB W91DPW* /MJDF
22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:
23. SUBMIT INVOICES TO ADDRESS SHOWN IN
ITEM
10 U.S.C. 2304(c) ( )
10 U.S.C. 253(c) ( )
(4 copies unless otherwise specified) 25
24. ADMINISTERED BY
(If other than Item 7)
CODE
25. PAYMENT WILL BE MADE BY
CODE
///////RECEIVED IN FIELD SITE\\\\
FIELD SITE
///ACCOUNTS PAYABLE\\\
ATTN: ACCOUNTS PAYABLE
/////16 OCT **\\\\
FORT STEWART, GA 31314
26. NAME OF CONTRACTING OFFICER
(Type or print)
27. UNITED STATES OF AMERICA
28. AWARD DATE
GARY W. MC COY
G W Mc Coy
(Signature of Contracting Officer)
31 AUG **
IMPORTANT -
Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.
NSN
PerFORM (DLA)
STANDARD FORM 33
(Rev. 4-85)
PREVIOUS EDITION NOT USABLE
Prescribed by GSA
FAR (48 CFR) (c)
Show Slide #17: SF 33 Award
Block 19: The Contract Line Item Number (CLIN).
This shows how many line items are listed on the contract.
Block 20: The total amount of the contract.
This information will be posted to the top right hand corner of the BRC.
This is referred to as the "Total Obligation". 17

18. Name: Address: DAFI01-**-C-4195 TOTAL OBLIGATION: $135,900.00
BILLS REGISTER
SUPPLIES AND SERVICES
NONPERSONAL
DAFI01-**-C-4195
TOTAL OBLIGATION: $135,900.00
Name:
Address:
HARDWARE SUPPLIES R US
3030 CANNADY AVE. PEMBROKE, GA 31321
Show Slide #18: Bills Register Card
This is the top portion of the BRC.
As you see the information that we just discussed on the SF 33 is listed on the top of the BRC.
Facilitator's Note: Students need to understand where the information is listed on the BRC. 18

19. FILLED IN AFTER DISBURSING PURPOSE OF THE BILLS REGISTER CARD
SUPPLIES AND SERVICES
BILLS REGISTER
NONPERSONAL
DAF101-**-C-4195
TOTAL OBLIGATION: $135,900.00
Name
Address
HARDWARE SUPPLIES R US
3030 CANNADY AVE. PEMBROKE, GA 31321
REGISTER
NUMBER
ORDER OR
CONTRACT
DATE OF
INVOICE
RECEIVED
DISCOUNT OR
DEDUCTION
NET AMOUNT
RECEIVING REPORT
VOUCHER
AMOUNT
CHECK
REMARKS DA
3900
FORM
1SEP72
AP-HO-702
INFORMATION FOR THE FIRST
COLUMNS, TAKEN FROM THE
VENDOR’S INVOICE
THE DATE ACCOUNTS
PAYABLE GETS
THE RECEIVING REPORT
AT A MINIMUM
INCLUDE THE
PAYMENT NUMBER
AND TYPE, AND
ANY REASON FOR
CHANGES TO THE
ORIGINAL AMOUNT
OF THE INVOICE
377
C-4195
10Oct
13Oct
1500 00 75
1425
17Oct
18Oct
FILLED IN AFTER DISBURSING
MAKES THE PAYMENT
PURPOSE OF THE BILLS REGISTER CARD
1. Shows when all supporting documents
necessary to prepare a payment voucher
have been received.
2. Cites paid vouchers and check number.
3. Shows amount and number of partial or
progress payments.
4. Prevents duplicate payments.
5. Source of information for Inquiries.
1st Partial
Less 5% Discount
ANY
INCREASE OR
DECREASE
TO THE
BLOCK PLUS
OR MINUS
DISCOUNT OR
BLOCK
INCLUDE
ACTUAL OR
CONSTRUCTIVE
ACCEPTANCE
WHICHEVER
IS EARLIER
Show Slide #19: Bills Register Card (Cont.)
Bills Register Card, and page 11 of HO 702.
The first seven blocks on the BRC are filled out by using information provided on the invoice.
You can put a negative/positive amount in the discount/deduction block.
Reference the next slide with all the invoice information.
The first five blocks of the BRC are taken directly from the invoice and are listed as follows:
Register Number:
The invoice number if it is given.
The invoice number is not required information.
Order or Contract Number:
If the procurement document is a purchase order then the last five digits of the contract number will go here.
If it is a delivery order, then the delivery order number, which is four digits, will go here.
Date of Invoice:
This is the date the vendor puts on the invoice.
Date Received:
This date is taken from the date stamp of the billing office (not always the DFAS Field Site).
Amount:
The full amount of the invoice, prior to any changes, will be included in this block. 19

20. Show Slide #20: Invoice
Invoice information
Number
Invoice Date
Order Date
Order Number 20

21. PURPOSE OF THE BILLS REGISTER CARD
SUPPLIES AND SERVICES
BILLS REGISTER
NONPERSONAL
DAF101-**-C-4195
TOTAL OBLIGATION: $135,900.00
Name
Address
HARDWARE SUPPLIES R US
3030 CANNADY AVE. PEMBROKE, GA 31321
REGISTER
NUMBER
ORDER OR
CONTRACT
DATE OF
INVOICE
RECEIVED
DISCOUNT OR
DEDUCTION
NET AMOUNT
RECEIVING REPORT
VOUCHER
AMOUNT
CHECK
REMARKS DA
3900
FORM
1SEP72
AP-HO-702
INFORMATION FOR THE FIRST
COLUMNS, TAKEN FROM THE
VENDOR’S INVOICE
377
C-4195
10Oct
13Oct
1500 00
PURPOSE OF THE BILLS REGISTER CARD
1. Shows when all supporting documents
necessary to prepare a payment voucher
have been received.
2. Cites paid vouchers and check number.
3. Shows amount and number of partial or
progress payments.
4. Prevents duplicate payments.
5. Source of information for Inquiries.
Show Slide #21: Bills Register
Facilitator's Note: Explain to Learners that we use the contract number in block 2.
However, if the Delivery Order number is given we will use that in place of the last four of the contract.
INFORMATION FOR THE FIRST COLUMNS, TAKEN FROM THE VENDOR’S INVOICE
PURPOSE OF THE BILLS REGISTER CARD
Shows when all supporting documents necessary to prepare a payment voucher have been received.
Cites paid vouchers and check number.
Shows amount and number of partial or progress payments.
Prevents duplicate payments.
5. Source of information for Inquiries. 21

22. Show Slide #22: Receiving Report
15.
16.
STOCK/PART NO.
DESCRIPTION
17.
18.
19.
20.
(Indicate number of shipping containers - type of
QUANTITY
ITEM
container - container number.)
SHIP/REC'D*
UNIT
UNIT PRICE
AMOUNT
OOO1
CONCRETE READY MIX, STANDARD 10
Cu yd
150.00
1,500.00
//////RECEIVED IN OPLOC\\\\\
Accounts Payable
///////18 OCT **\\\\\\\\\\\\\\\
21.
CONTRACT QUALITY ASSURANCE
22.
RECEIVER'S USE
A. ORIGIN
B. DESTINATION
Quantities shown in column 17 were received
CQA
ACCEPTANCE of listed items
18 Oct **
MICHAEL GORDON
Contracting Agent
Michael Gordon
Dennis Roman
PBO, GM13
10 Oct **
CQA
ACCEPTANCE of listed items
in apparent good condition except as noted.
has been made by me or under my super-
has been made by me or under my supervision and
vision and they conform to contract, except
they conform to contract, except as noted herein
as noted herein or on supporting documents.
or on supporting documents.
DATE RECEIVED SIGNATURE OF AUTH GOVT REP
TYPED NAME
AND OFFICE
DATE
SIGNATURE OF AUTH GOVT REP
DATE
SIGNATURE OF AUTH GOVT REP
* If quantity received by the Government is the
TYPED NAME
TYPED NAME
same as quantity shipped, indicate by (
) mark,
AND OFFICE
AND TIITLE
if different, enter actual quantity received
below quantity shipped and encircle.
23. CONTRACTOR USE ONLY
ACCEPTANCE OF GOODS
(AOG)
ONLY!!!
Show Slide #22: Receiving Report
Facilitator's Note: Explain and brief to the learners that there are two dates which are posted to the BRC from the receiving report.
The receiving report number and received dates are to be posted.
They are found in the 8th column of the BRC.
Get the receiving report number date by comparing constructive acceptance with the actual acceptance date (if given).
Whichever date is earlier is the date you post.
Get constructive acceptance by adding 7 days to the ROG date.
The reason for constructive acceptance is, by law, the government has a total of 7 calendar days to accept (ok) the goods, so if the actual acceptance date extends past the 7th day we revert to the constructive acceptance date.
The receiving report received date is taken directly from the date stamp of the DFAS Field Site.
Block 21B: This block is not a required block, however, if it is filled in with a signature and date, it becomes the actual acceptance date, or the AOG (acceptance of goods).
DD Form 250, NOV 92
Previous edition may be used.
USAPPC V1.00 22

23. DATE Accounts Payable REC’D
15.
16.
STOCK/PART NO.
DESCRIPTION
17.
18.
19.
20.
(Indicate number of shipping containers - type of
QUANTITY
ITEM
container - container number.)
SHIP/REC'D*
UNIT
UNIT PRICE
AMOUNT
OOO1
CONCRETE READY MIX, STANDARD 10
Cu yd
150.00
1,500.00
DATE Accounts Payable REC’D
THE R/R
//////RECEIVED IN OPLOC\\\\\
Accounts Payable
///////18 OCT **\\\\\\\\\\\\\\\
21.
CONTRACT QUALITY ASSURANCE
22.
RECEIVER'S USE
A. ORIGIN
B. DESTINATION
Quantities shown in column 17 were received
CQA
ACCEPTANCE of listed items
18 Oct **
MICHAEL GORDON
Contracting Agent
Michael Gordon
Dennis Roman
PBO, GM13
10 Oct **
CQA
ACCEPTANCE of listed items
in apparent good condition except as noted.
has been made by me or under my super-
has been made by me or under my supervision and
vision and they conform to contract, except
they conform to contract, except as noted herein
DATE RECEIVED SIGNATURE OF AUTH GOVT REP
RECEIPT
OF GOODS
(ROG)
ONLY!!!
as noted herein or on supporting documents.
or on supporting documents.
TYPED NAME
AND OFFICE
DATE
SIGNATURE OF AUTH GOVT REP
DATE
SIGNATURE OF AUTH GOVT REP
* If quantity received by the Government is the
TYPED NAME
TYPED NAME
same as quantity shipped, indicate by (
) mark,
AND OFFICE
AND TIITLE
if different, enter actual quantity received
below quantity shipped and encircle.
23. CONTRACTOR USE ONLY
ACCEPTANCE OF GOODS
(AOG)
ONLY!!!
Show Slide #23: Receiving Report (Cont.)
Block 22: This signature and date are required.
The date in this block is the date of delivery, or the ROG (receipt of goods).
DATE ACCOUNTS PAYABLE REC’D THE R/R
ACCEPTANCE OF GOODS (AOG) ONLY!!!
RECEIPT OF GOODS (ROG) ONLY!!!
DD Form 250, NOV 92
Previous edition may be used.
USAPPC V1.00 23

24. (of invoice rcc’d block or earlier date block)
TODAY’S DATE
BILLING OFFICE
CONTRACT
TERMS
RECEIVED
(in billing office) +
DAYS =
DISCOUNT PAYMENT DUE DATE (DPDD)
RECEIVING REPORT
ROG
AOG
(if given)
+ 7 =
EARLIER DATE
(of CAD or AOG)
LATER DATE
(of invoice rcc’d block or earlier date block)
+ 30 DAYS=
INVOICE
DATED
Interest Penalty
PAYMENT DUE DATE WORKSHEET
ECPD
-PDD
Julian Date =
DAYS LATE
DAILY PERCENTAGE FACTOR X
INTEREST RATE
PRINCIPLE
INTEREST AMT
Discounts
Step 1: Principle
Discount %
= Discount Amount
Step 2: Principle -
Discount Amount
= Cost to Govt
= TOTAL INTEREST
Payment Due Date (PDD)
C.A.D. #1 #2 #3
10 OCT **
17 OCT **
18 OCT **
POST IN THE
NUMBER BLOCK
OF THE BRC
Show Slide #24: Payment Due Date Worksheet
Payment Due Date Worksheet
Post in the number block of the BRC
17 OCT ** 24

25. PURPOSE OF THE BILLS REGISTER CARD
SUPPLIES AND SERVICES
BILLS REGISTER
NONPERSONAL
DAF101-**-C-4195
TOTAL OBLIGATION: $135,900.00
Name
Address
HARDWARE SUPPLIES R US
3030 CANNADY AVE. PEMBROKE, GA 31321
REGISTER
NUMBER
ORDER OR
CONTRACT
DATE OF
INVOICE
RECEIVED
DISCOUNT OR
DEDUCTION
NET AMOUNT
RECEIVING REPORT
VOUCHER
AMOUNT
CHECK
REMARKS DA
3900
FORM
1SEP72
AP-HO-702
INFORMATION FOR THE FIRST
COLUMNS, TAKEN FROM THE
VENDOR’S INVOICE
THE DATE ACCOUNTS
PAYABLE GETS
THE RECEIVING REPORT
377
C-4195
10Oct
13Oct
1500 00
PURPOSE OF THE BILLS REGISTER CARD
1. Shows when all supporting documents
necessary to prepare a payment voucher
have been received.
2. Cites paid vouchers and check number.
3. Shows amount and number of partial or
progress payments.
4. Prevents duplicate payments.
5. Source of information for Inquiries.
ANY
INCREASE OR
DECREASE
TO THE
BLOCK PLUS
OR MINUS
DISCOUNT OR
BLOCK
INCLUDE
ACTUAL OR
CONSTRUCTIVE
ACCEPTANCE
WHICHEVER
IS EARLIER
Show Slide #25: Bills Register Short Check on Learning 1.
Facilitator's Note: Quick Check on Learning Exercise for learners to fill out the BRC for the Receiving Report Information Dates.
INFORMATION FOR THE FIRST COLUMNS, TAKEN FROM THE VENDOR’S INVOICE
ANY INCREASE OR DECREASE TO THE INVOICE AMOUNT
AMOUNT BLOCK PLUS OR MINUS DISCOUNT OR DEDUCTION BLOCK
INCLUDE ACTUAL OR CONSTRUCTIVE ACCEPTANCE WHICHEVER IS EARLIER
THE DATE ACCOUNTS PAYABLE GETS THE RECEIVING REPORT
FILLED IN AFTER DISBURSING MAKES THE PAYMENT
AT A MINIMUM INCLUDE THE PAYMENT NUMBER AND TYPE, AND ANY REASON FOR CHANGES TO THE ORIGINAL AMOUNT OF THE INVOICE
PURPOSE OF THE BILLS REGISTER CARD:
Shows when all supporting documents necessary to prepare a payment voucher have been received.
Cites paid vouchers and check number.
Shows amount and number of partial or progress payments.
Prevents duplicate payments.
5. Source of information for Inquiries. 25

26.  Show Slide #26: DD Form 1155 and DD Form 1155, Top
ORDER FOR SUPPLIES OR SERVICES
(Contractor must submit four copies of invoice.)
9. CONTRACTOR
39. DATE RECEIVED
(YYMMMDD)
Form Approved
OMB No
Expires Dec 31, 1993
26. QUANTITY IN COLUMN 20 HAS BEEN
This delivery order is issued on another Government agency or in accordance with and subject to terms and conditions of above numbered contract.
3. DATE OF ORDER
23.
AMOUNT
MARK ALL
PACKAGES AND
PAPERS WITH
CONTRACT OR
ORDER NUMBER
14. SHIP TO
Public reporting burden for this collection of information is estimated to average 1 hour per response, including the time for reviewing instructions, searching existing data sources,
gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding this burden estimate or any other aspect of this
collection of information, including suggestions for reducing this burden, to Department of Defense, Washington Headquarters Services, Directorate for Information Operations and
Reports, 1215 Jefferson Davis Highway, Suite 1204, Arlington, VA , and to the Office of Management and Budget, Paperwork Reduction Project ( ),
Washington, DC
PLEASE DO NOT RETURN YOUR FORM TO EITHER OF THESE ADDRESSES.
SEND YOUR COMPLETED FORM TO THE PROCUREMENT OFFICIAL IDENTIFIED IN ITEM 6.
6. ISSUED BY
CODE
7. ADMINISTERED BY
(If other than 6)
8. DELIVERY FOB
DEST
OTHER
(See Schedule if
other)
FACILITY CODE
NAME AND
ADDRESS
11. MARK IF BUSINESS IS
SMALL
SMALL DISAD-
VANTAGED
WOMEN-OWNE
15. PAYMENT WILL BE MADE BY
16.
TYPE OF
ORDER
DELIVERY
PURCHASE
Reference your
furnish the following on terms specified
ACCEPTANCE.
THE CONTRACTOR HEREBY ACCEPTS THE OFFER REPRESENTED BY THE NUMBERED PURCHASE ORDER AS IT MAY PREVIOUSLY HAVE BEEN OR IS
NOW MODIFIED, SUBJECT TO ALL OF THE TERMS AND CONDITIONS SET FORTH, AND AGREES TO PERFORM THE SAME.
If this box is marked, supplier must sign Acceptance and return the following number of copies:
NAME OF CONTRACTOR
SIGNATURE
TYPED NAME AND TITLE
DATE SIGNED
(YYMMDD)
20. QUANTITY
* If quantity accepted by the Government is same as
quantity ordered, indicate by X. If different, enter
actual quantity accepted below quantity ordered and
encircle.
24. UNITED STATES OF AMERICA
BY:
25. TOTAL
29.
DIFFERENC ES
30.
INITIALS
INSPECTED
RECEIVED
ACCEPTED, AND CONFORMS TO THE
CONTRACT EXCEPT AS NOTED
DATE
SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE
27. SHIP. NO.
PARTIAL
FINAL
31. PAYMENT
COMPLETE
36. I certify this account is correct and proper for payment.
SIGNATURE AND TITLE OF CERTIFYING OFFICER
DD FORM 1155, APR 93
PREVIOUS EDITION MAY BE USED.
CONTRACTING/ORDERING OFFICER
USAPPC V1.00
ACCEPTED*
18.
ITEM NO.
19.
SCHEDULE OF SUPPLIES/SERVICE
21.
UNIT
22.
UNIT PRICE
ORDERED/
A.N. CANNADY GS 12
$163.00
1729-**
28. D.O. VOUCHER NO.
32. PAID BY
33. AMOUNT VERIFIED CORRECT FOR
34. CHECK NUMBER
35. BILL OF LADING NO.
42. S/R VOUCHER NO.
38. RECEIVED BY
(Print)
Jerry Burch
41. S/R ACCOUNT NUMBER
38. RECEIVED AT
Bldg 163
40. TOTAL CONTAINERS
12. DISCOUNT TERMS
NET 30
13. MAIL INVOICES TO
See Item 6
POST HOSPITAL
BUILDING 163
FORT STEWART, GA
FIELD SITE
ATTN: COMMERCIAL VENDOR SERVICES
17. ACCOUNTING AND APPROPRIATION DATA/LOCAL USE
21* CZ W91HOS* /HBBA S09076
0001
Repair of Hospital heating and blowing system
RECEIVED IN OPLOC
Commercial Vendor Services
30 DEC ** 1
job
PAGE 1 OF
1. CONTRACT/PURCH ORDER NO.
DAFI01-**-M-1589
2. DELIVERY ORDER NO.
0009
4. REQUISITION/PURCH REQUEST NO.
PRC 2404
5. PRIORITY
DIRECTOR, PURCHASING AND CONTRACTING (DOC)
HQ, 1/91ST MECH INF
CONSTRUCTION OR US
129 W. 22ND STREET
GLENNVILLE, GA
10. DELIVER TO FOB POINT BY
(Date)
**DEC23
A. N. Cannady
Larry Hagman
29 Dec **
////////// //////////
///////// /////////
///////// //////////
**DEC29
**0101  8
Show Slide #26: DD Form 1155 and DD Form 1155, Top
DD Form 1155 copy 8:
This document is used as a receiving report for the first shipment of the DD 1155 contract.
Because the items in blocks 1, 2, 5 are typed at the same time as the contract we do not have to check them again.
We do, however, check the following blocks which pertain specifically to the receiving report.
Block 20: If all quantities have been received the number in this block will be checked. If not, it will be circled and the proper quantity written in below. 26

27. Show Slide #27: DD Form 1155, Bottom.
24. UNITED STATES OF AMERICA
* If quantity accepted by the Government is same as
quantity ordered, indicate by X. If different, enter
actual quantity accepted below quantity ordered and
encircle.
25. TOTAL
$163.00
A. N. Cannady
29.DIFFERENCES
BY:
A.N. CANNADY GS 12
CONTRACTING/ORDERING OFFICER
BLOCK 26
MANDATORY BLOCK
ONLY ONE SIGNATURE
= ROG
26. QUANTITY IN COLUMN 20 HAS BEEN
27. SHIP. NO.
28. D.O. VOUCHER NO.
30. 
INSPECTED
RECEIVED
ACCEPTED, AND CONFORMS TO THE
CONTRACT EXCEPT AS NOTED
INITIALS
PARTIAL
32. PAID BY
33. AMOUNT VERIFIED CORRECT FOR
29 Dec **
LARRY HAGMAN
FINAL
DATE
SIGNATURE OF AUTHORIZED GOVERNMENT REPRESENTATIVE
31. PAYMENT
34. CHECK NUMBER
36. I certify this account is correct and proper for payment.
COMPLETE
PARTIAL
35. BILL OF LADING NO.
DATE
SIGNATURE AND TITLE OF CERTIFYING OFFICER
FINAL
38. RECEIVED AT
38. RECEIVED BY
(Print)
39. DATE RECEIVED
40. TOTAL CONTAINERS
41. S/R ACCOUNT NUMBER
42. S/R VOUCHER NO.
Bldg 163
Jerry Burch
(YYMMMDD)
**DEC29
DD FORM 1155, APR 93
PREVIOUS EDITION MAY BE USED. 8
USAPPC V1.00
Show Slide #27: DD Form 1155, Bottom.
Block 27: The shipment type, will go here.
It will help determine the status of payment in a future lesson.
Block 26: Is a required date and signature block.
If this is the only date given, it will be the ROG (reference (d) below).
Blocks 38 and 39:
This is not a required date and signature.
However, if it is given, it will be the ROG, and the date in block 26 will be the AOG.
The receiving report number and received dates on the BRC are determined in the same manner as the DD Form 250.
Facilitator's Note: Refer learners to page 16 of HO 702 and determine if the dates are correctly posted under receiving report number and received.
BLOCKS 38& 39
NOT MANDATORY
SIGNATURE & DATE
= ROG
BLOCK 26 = AOG 27

28. (of invoice rcc’d block or earlier date block)
TODAY’S DATE
PAYMENT DUE DATE WORKSHEET #1
BILLING OFFICE
TERMS
CONTRACT #2
INVOICE
DISCOUNT PAYMENT DUE DATE (DPDD)
DATED +
DAYS =
POST IN THE
NUMBER BLOCK
OF THE BRC
RECEIVED
(in billing office)
TERMS
LATER DATE
(of invoice rcc’d block or earlier date block) #3
RECEIVING REPORT
C.A.D.
+ 30 DAYS=
ROG
05 JAN **
29 DEC **
+ 7 =
29 DEC **
AOG
(if given)
29 DEC **
EARLIER DATE
(of CAD or AOG)
Payment Due Date (PDD)
Interest Penalty
Julian Date
INTEREST RATE
DAILY PERCENTAGE FACTOR
PRINCIPLE
INTEREST AMT
ECPD
-PDD X X = X X = =
DAYS LATE X X =
= TOTAL INTEREST X X =
Show Slide #28: Payment Due Date Worksheet
Payment Due Date Worksheet, Bills Register Card, and page 4 of HO 702, item 7.
Post in the number block of the BRC
29 DEC **
Discounts
Step 1: Principle X
Discount %
= Discount Amount
Step 2: Principle -
Discount Amount
= Cost to Govt 28

29. FILLED IN AFTER DISBURSING PURPOSE OF THE BILLS REGISTER CARD
DAF101-**-M-1589
TOTAL OBLIGATION: $163.00
BILLS REGISTER
SUPPLIES AND SERVICES
NONPERSONAL
Name
CONSTRUCTION OR US
Address
129 W. 22ND STREET GLENNVILLE,, GA 30427
REGISTER
NUMBER
ORDER OR
CONTRACT
NUMBER
DATE OF
INVOICE
DATE
RECEIVED
DISCOUNT OR
DEDUCTION
NET AMOUNT
INVOICE
RECEIVING REPORT
VOUCHER
NUMBER
CHECK
AMOUNT
REMARKS
NUMBER
RECEIVED
DATE
NUMBER
AMOUNT
0009
29 DEC
30 DEC
163. 00 00
163 00
29 DEC
30 DEC
1st Final
ANY
INCREASE OR
DECREASE
TO THE
INVOICE
AMOUNT
AMOUNT
BLOCK PLUS
OR MINUS
DISCOUNT OR
DEDUCTION
BLOCK
INCLUDE
ACTUAL OR
CONSTRUCTIVE
ACCEPTANCE
WHICHEVER
IS EARLIER
FILLED IN AFTER DISBURSING
MAKES THE PAYMENT
AT A MINIMUM
INCLUDE THE
PAYMENT NUMBER
AND TYPE, AND
ANY REASON FOR
CHANGES TO THE
ORIGINAL AMOUNT
OF THE INVOICE
INFORMATION FOR THE FIRST
COLUMNS, TAKEN FROM THE
VENDOR’S INVOICE
THE DATE ACCOUNTS
PAYABLE GETS
THE RECEIVING REPORT
Show Slide #29: Bills Register Short Check on Learning 2.
Facilitator’s Note: Have learners fill out all the information on the BRC, using the 2 previous slides information.
INFORMATION FOR THE FIRST COLUMNS, TAKEN FROM THE VENDOR’S INVOICE
ANY INCREASE OR DECREASE TO THE INVOICE AMOUNT
AMOUNT BLOCK PLUS OR MINUS DISCOUNT OR DEDUCTION BLOCK
INCLUDE ACTUAL OR CONSTRUCTIVE ACCEPTANCE WHICHEVER IS EARLIER
THE DATE ACCOUNTS PAYABLE GETS THE RECEIVING REPORT
FILLED IN AFTER DISBURSING MAKES THE PAYMENT
AT A MINIMUM INCLUDE THE PAYMENT NUMBER AND TYPE, AND ANY REASON FOR CHANGES TO THE ORIGINAL AMOUNT OF THE INVOICE
PURPOSE OF THE BILLS REGISTER CARD:
Shows when all supporting documents necessary to prepare a payment voucher have been received.
Cites paid vouchers and check number.
Shows amount and number of partial or progress payments.
Prevents duplicate payments.
5. Source of information for Inquiries.
PURPOSE OF THE BILLS REGISTER CARD
1. Shows when all supporting documents
necessary to prepare a payment voucher
have been received.
2. Cites paid vouchers and check number.
3. Shows amount and number of partial or
progress payments.
4. Prevents duplicate payments.
5. Source of information for Inquiries. DA
FORM
1SEP72
3900 29

30. Show Slide #30: Invoice for the BRC
Where is the information that we need to look for to fill out the BRC?
What date stamp do we use in regards to the contract?
Construction, 129 West 22nd Street, Glennville, GA 30427
Sold to United States Army
GOVT-1002C
Received in DC 30 DEC**
Received in FLD Site Account Payable 2 Jan**
Note: All documents are date stamped when received. The vendor’s format may vary from this example, however, regardless of the format, the same basic information must be displayed. 30

31. Required Documents to Make a Payment Procurement Document
- DD Form 1155
- SF 33
Receiving Report
- DD Form 250
- Copy 8 DD Form 1155
Vendors Invoice
Show Slide #31: Required Documents to Make a Payment
Facilitator’s Note: Have learners refer back to pages 3-4 in the 702.
Procurement Document is another term for Contract.
Procurement Document
DD Form 1155
SF 33
Receiving Report
DD Form 250
Copy 8 DD Form 1155
Vendors Invoice 31

32. LSA #2 Check on Learning
Q. Which of the following statements is either True or False pertaining to the Bills Register Card?
Shows when all supporting documents required to prepare/complete a payment voucher have been received.
Cites all unpaid vouchers and check numbers.
Shows the amount and number of all progress and partial payments.
Allows the preparation of duplicate payments
Provides information for inquiries pertaining to payment vouchers.
The solicitation section is important to us in accounts payable.
True
False (Paid)
True
Show Slide #32: LSA #1 Check on learning
Facilitator's Note: Ask the following check on learning questions, facilitate discussion on answer givens.
True or False:
Q. Which of the following statements is either true of false pertaining to the Bills Register Card?
Shows when all supporting documents required to prepare/complete a payment voucher have been received. True
Cites all unpaid vouchers and check numbers. False (Paid)
Shows the amount and number of all progress and partial payments. True
Allows the preparation of duplicate payments. False (Prevents)
Provides information for inquiries pertaining to payment vouchers. True
The solicitation section is important to us in accounts payable. False (this statements applies to the SF 33 and is of no importance to us in accounts payable)
False (Prevents)
True
False (this statements applies to the SF 33 and is of no importance to us in accounts payable) 32

33. LSA #2 Summary Show Slide #33: LSA #2 Summary
Facilitator's Note: In this lesson, we identified and went over the Bills Register Card and the information it provides, the contract number and its different positions, along with solicitation, invoice, receiving report, and the worksheet sections.
“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.

34. Practical Exercise Show Slide #34: Practical Exercise PE 726
Practical Exercise / Review: Identify the Flow and Receipt of Accounts Payable Documents
Method of Instruction: Practical Exercise
Facilitator to Learner Ratio: 1:30
Time of Instruction: 01 hrs. / 00 min.
Media: Practical Exercise, Printed Reference Material, Handout
General Information: (Introduction / Objective) this exercise will measure your ability to process commercial accounts documents, and maintain the Bills Register Card (BRC), DA Form 3900.
Today’s Date: 10 JUL **
Field Site Finance Officer: James R. Richardson, MAJ, FC
Brief Block: 23d Finance Battalion
Fort Stewart, GA
DSSN: 6348
Special Instructions: You are a voucher examiner assigned to the Accounts Payable Section of the Operating Location at Fort Stewart, GA. You have received various accounts payable documents in the control section.
Motivator: As mentioned at the beginning of the class, the Accounts Payable office can be a fun place to work. Vendors will call and scream about their payments. They believe that you have the answers, and they are right! As members of the Accounts Payable team, if you process all documents correctly, you will have the answers! This exercise will help you understand the way that documents flow through your office and how to properly examine them. In this exercise you will look at the flow and examination of documents.
Facilitator’s Material: Each primary facilitator should possess a lesson plan, course handouts, and practical exercises with answer keys, summary worksheet containing DFAS-IN REG 37-1, FM 1-06 and lesson created notes.
Learner’s Material: Learners should possess course handouts, practical exercise ADE36109 Identify the Flow and Receipt of CVS Documents PE 726, summary worksheet containing DFAS-IN REG 37-1, FM 1-06, and standard classroom supplies. 
Materials Needed:
Accounts Payable HO 702.
Practical Exercise ADE36109
Calculator.
Classroom notes.
*Pen or Pencil.
*Blank Paper.
Note: (* Learner responsibility)
Procedures/Instructions:
This exercise will give you the purpose and scenario and steps for the exercise. Check your exercise document for missing any portion or if it is illegible, obtain a new document from your facilitator.
You may take a break at any time, however, do not take the exercise materials out of the classroom.
All exercise requirements have only one correct entry. Make sure your answer is correct before submitting final product to the facilitator.
ALL WORK ON THIS EXERCISE MUST BE ON YOUR OWN. You may NOT communicate with other learners, have or receive assistance, or make a record of your answers anywhere but on your answer sheet if given. Failure to follow these instructions will result in the appropriate disciplinary action being taken.
Your facilitator will advise you what to do when you complete of this practice exercise.
If you experience difficulties, ask the Facilitator’s or assistant Facilitator’s for immediate assistance or help.
Review (20 minutes) will be conducted at the completion of the PE.
Instructional Lead-in: The accounts payable branch has the responsibility for paying the Army's bills accurately and on time. If Computerized Accounts Payable System (CAPS) or CAPS for Windows were to shut down for a significant period, most offices would not be able to function. Being able to manually prepare payments is a critical war fighting task that each and every voucher examiner, supervisor and Chief of Accounts Payable need to know. This class and exercise will prepare you to successfully accomplish the tasks.
Feedback: AAR will be conducted after the PE, along with a Learner end of course critique will be conducted at the end of the course.
Requirements:
Prior to starting the exercise and for review
Date stamp all documents received with today’s date.
Post all documents received to the Daily Receipts Log, and place unmatched documents in either the Document Awaiting File or the Central Contract File.
Post all documents to their applicable BRC.
Review each transaction with the learners.
Evaluation: Rate each learner’s performance as they complete each transaction. There is no evaluation sheet for this exercise, knowledge will be measured in the Professional Development and Leadership capstone exercise.
PE Solutions Identify the Flow and Receipt of CVS Documents PE 726 AK
Solution Page 4: Date: 10 JUL **
Invoices Received:
Number / Contract Number / Terms / Merchandise Amount / Freight Amount
1. PG DAFI01-**-M /10 Net $5,
2. PG DAFI01-**-C Net $
Receiving Reports Received:
1. PG DAFI01-**-C Net $
2. PG DAFI01-**-M Net $1,
3. PG DAFI01-**-M /10 Net $8,
4. PG DAFI01-**-F Net $4,
Contracts Received:
1. PG DAFIO1-**-C Net $2,
Solution Page 5: Date Stamped: 10 Jul
ROG(25 JUN) + 7 Days = 2 Jul / Earlier Date = 2 Jul
Solution Page 6: 2 Jul / 10 Jul
Solution Page 7: Date Stamped: 10 Jul
ROG (30 Jun) + 7 Days = 7 Jul / AOG = 13 Jul / Earlier Date = 7 Jul
Solution Page 8: 7 Jul / 10 Jul
Solution Page 9: Date Stamped: 10 Jul
ROG (30 Jun) + 7 days = 7 Jul / AOG = 2 Jul / Earlier Date = 2 Jul
Solution Page 10: 2 Jul / 10 Jul
Solution Page 11: Date Stamped: 10 Jul
ROG (1 Jul) + 7 Days = 8 Jul / AOG = 7 Jul / Earlier Date = 7 Jul
Solution Page 12: 7 Jul / 10 Jul
Solution Page 13: Date Stamped: 10 Jul
Solution Page 14: / M-1257 / 19 Jun / 10 Jul / 5076 / 25
Solution Page 15: Date Stamped: 10 Jul
Solution Page 16: 35890A / 0001 / 15 Jun / 10 Jul / 478 / 50
Solution Page 17: Date Stamped: 10 Jul
Solution Page 18: Total Obligation: $2, / Munson Parts & Supplies / 4123 Constellation Blvd., Savannah, Ga 31314 34

35. TLO Check on Learning Show Slide #35: TLO Check on Learning
Facilitator’s Note: Facilitator's, have each group as a group write down one question from this lesson, give about five minutes. Once all groups have their question written, pass it to another group to answer it. Facilitate a discussion on each question.

36. TLO Summary
Action: Identify the Flow and Receipt of Commercial Vendor Services Documents
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 at least 80% accuracy (70% for International Learners):
Identify document flow within Accounts Payable
Process various documents to the Bills Register Card (BRC), DA Form 3900
Show Slide #36: TLO Summary
Facilitator’s Note: Read TLO
Action: Identify the Flow and Receipt of Commercial Vendor Services Documents
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 at least 80% accuracy (70% for International Learners):
Identify document flow within Accounts Payable
Process various documents to the Bills Register Card (BRC), DA Form 3900
“Or”
Facilitator’s Note: During and throughout the lesson we taught you have covered the flow of documents within Accounts Payable, the maintenance of files, the maintenance of the BRC, and document analysis. Now that we know about the players and we know about the documents, we can learn how to make the payments through the assessment at the conclusion of this lesson with the PE scenario with review and input form the class and facilitators.
Facilitator's 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.
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