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Certify Commercial Vendor Services (CVS) Vouchers
U.S. ARMY SOLDIER SUPPORT INSTITUTE NONCOMMISSIONED OFFICER ACADEMY Show Slide #1: Title: Certify Commercial Vendor Services (CVS) Vouchers References: DFAS-IN REG 37-1, Finance and Accounting Policy Implementation, 1 Jan 00. DOD R VOL 10, Department of Defense Financial Management Regulation, Volume 10, Contract Payment Policy and Procedures, 1 May 14. FAR, Federal Acquisition Regulation, 1 Mar 05. DFAS-IN MANUAL FY, The Army Management Structure, 6 Aug 07. AR 1-1, Planning, Programming, Budgeting, and Execution System, 30 Jan 94. DD Form 250 (Material Inspection and Receiving Report) DD Form 1155 (Orders for Supplies or Services) DA Form 3900 (Bills Register Supplies and Services Non-personal) SF 33 (Solicitation, Offer and Award) SF 44 (Purchase Order-Invoice-Voucher) SF 1034 (Public Voucher for Purchases and Services Other Than Personal) Section I. Administrative Data Academic Hours/Methods 03 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 04 hrs. / 00 min. Total Hours Section II. Introduction: Method of Instruction: DSL (small or large group discussion) Facilitator's to Learner Ratio: 1:16 Time of Instruction: 00 hrs. / 20 min. Media: PowerPoint Presentation Learning Domain - Level: Cognitive / Applying 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. 1
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Terminal Learning Objective
Action: Certify Commercial Vendor Services (CVS) Vouchers Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, with access to the Financial Management Tactical Platform (FMTP), DFAS-IN Regulation 37-1 (Finance and Accounting Policy Implementation), DoD Financial Management Regulation R, Volume 10 (Contract Payment Policy), DFAS-IN Manual FY (The Army Management Structure), Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFAR), Code of Federal Regulation (CFR) Title 5: Part, 1315, invoices, payment due date worksheets, all forms required to process and certify CVS vouchers, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: Prepare documents flow, process and certify all CVS vouchers, and process various documents to the Bills Register Card (BRC) (DA Form 3900). With at least 80% accuracy (70% for international learners), students must demonstrate proficiency during the following learning activities: 1. Prepare documents flow and review all CVS documents. 2. Process various documents to the Bills Register Card (BRC), DA Form 3900. Show Slide #2: Terminal Learning Objective. Facilitator’s Note: Facilitate discussion base on the information on the slide. Action: Certify Commercial Vendor Services (CVS) Vouchers Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, with access to the Financial Management Tactical Platform (FMTP), DFAS-IN Regulation 37-1 (Finance and Accounting Policy Implementation), DoD Financial Management Regulation R, Volume 10 (Contract Payment Policy), DFAS-IN Manual FY (The Army Management Structure), Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFAR), Code of Federal Regulation (CFR) Title 5: Part, 1315, invoices, payment due date worksheets, all forms required to process and certify CVS vouchers, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: Prepare documents flow, process and certify all CVS vouchers, and process various documents to the Bills Register Card (BRC) (DA Form 3900). With at least 80% accuracy (70% for international learners), students must demonstrate proficiency during the following learning activities: 2. Process various documents to the Bills Register Card (BRC), DA Form 3900. 1. Prepare documents flow and review all CVS documents. Instructional Guidance: Throughout this lesson, solicit learners the challenges they experienced in a operational environment (OE) and what they did to resolve them. Encourage learners to apply at least 1 of the 8 critical variables: physical environment, political stability of the state, sociological demographics, infrastructure, military capabilities, information, time, and economics. 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 ATP 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
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Receive a Payment Packet
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: Receive a Payment Packet 1. Learning Step / Activity 1. Prepare documents flow and review of all CVS documents Method of Instruction: DSL (small or large group discussion) Facilitator's to Learner Ratio: 1:16 Time of Instruction: 01 hrs. / 00 min. Media: PowerPoint Presentation, Printed Reference Material, Handout 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 #2. Comprehensive fitness #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. The first step in certifying commercial vender service vouchers the accounts payable office must receive the payment packet from a voucher examiner. The payment packet consist of the following: Procurement Document – Commonly referred to as contracts comes from the Contracting Office. Receiving/Acceptance Report – from the Receiving Activity Invoice – from the Vendor The first document received should be the contract. This can be either a DD Form 1155 or SF 33 type contract. Facilitator's Note: Ensure the contract has been Pre-validated using General Fund Enterprise Business System (GFEBS) and Wide Area Workflow e-Business Suite (WAWF) Facilitator's Note: Refer learners to page 3 of HO 702 to see the listing of contracts.
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Audit Payment Make all payments that are late and requiring interest first. Pay the vendors that offer discounts the government is able to take. Pay the net 30 payments by due date to avoid paying interest charges. Show Slide #4: Audit Payment Facilitator's Note: Facilitate a discussion on auditing which payment must be made first. The main mission of accounts payable: Prepare, process and audit all vouchers for supplies, equipment, and non-personal services procured by the government. Make all payments that are late and requiring interest first. Pay the vendors that offer discounts the government is able to take. Pay the net 30 payments by due date to avoid paying interest charges. Facilitator's Note: explain to the learners the NET 30 Payment Due Dates: To determine a Net 30 payment due date, you must consider the type of documentation you have in front of you. Compare the ROG with the date the billing office receives the invoice; take the later date plus 30 days. When payment is late, calculate the number of days late, calculate interest penalty amount, and add the interest amount to the gross amount.
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Total Obligation amount
Contract Number Discount Information Vendors Information Total Obligation amount Submit invoices to (billing office) Show Slide #5: SF 33 Solicitation, Offer And Award (Contract Payment Package) Facilitator's Note: Inform the learners in the next few slides we will discuss how to verify if the payment packet is complete. 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. Note: Ensure the purchase agreement is included. The purchase agreement will be one of the following: This is important information for when we are looking at billing dates and freight information. Purchase Order-Invoice-Voucher, SF 44. Order for Supplies or Services, DD Form 1155. Explain the different parts of the Solicitation, Offer and Award, SF 33 or Solicitation/Contract/Order for Commercial Items SF 1449 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.
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Who receives the invoice? Date stamp purposes.
Discount Terms Who receives the invoice? Date stamp purposes. Show Slide #6: 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? DD Form 1155 Copy 1 vs. DD Form 1155 Copy 8 (also will be covered in a later slide) Vendors Name and Address Copy 1 is a contract
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Receiving Reports DD Form 250, Material Inspection and Receiving Report DD Form 1155, copy 8 Show Slide #7: Receiving Reports Facilitator Note: Inform the learners (2) The second document that should be received is the receiving report. The receiving report will be one of the following: Copy 8 of the DD Form 1155. Material Inspection and Receiving Report, DD Form 250. SF 44 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
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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 #8: 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
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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 #9: 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.
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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 #10: Invoices Facilitator’s Note: Inform the learners the (3) The third and final document should be a vendor’s invoice. The invoice will be one of the following: SF 44 The invoice come from the vendor There is no prescribed form or format for the invoice. There are however basic requirements for an invoice to be valid. Facilitator’s Note: Refer to page 4 of HO 702 there is a listing of the basic requirements for an invoice to be valid and read through the information
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Should contain required information needed for BRC and payment voucher
Date stamp according to contract. Who should receive the invoice? Show Slide #11: 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?
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Payment Voucher PAYMENT VOUCHER: This portion is found at the bottom of copy 1 of the SF 44 Show Slide #12: Payment Voucher Facilitator’s Note: Ensure that the payment voucher is included in the payment packet as well. Explain to the learners that the payment voucher is found at the bottom of copy 1 of the SF 44 and includes the following information: DD Form 1155 SF 1034 SF 44 DIFFERENCES: Include any changes to the original amount of the SF 44. Correct any discrepancies on the payment voucher. Make pen and ink changes to the original voucher. Return the payment packet to the voucher examiner for resolution. AMOUNT VERIFIED CORRECT FOR: This will be the correct amount of the payment. Type the certifying officer's signature block and title to the left of the "DIFFERENCES" block. Also, include the dollar amount of the payment.
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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 #13: 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.
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LSA #1 Summary Show Slide #14: 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.
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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 #15: Bills Register Card 2. Learning Step / Activity 2. Process Various Documents to the Bills Register Card (BRC), DA Form 3900. Method of Instruction: DSL (small or large group discussion) Facilitator's to Learner Ratio: 1:16 Time of Instruction: 02 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.
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*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 #16: Contract Facilitator's Note: Within the Contract Payment Package you must that verify the purchase agreement purchase order agreement is valid. Inform the learners that this means they must ensure: The contracting officer is appointed on orders. The ordering officer is appointed on orders. The articles or services purchased or to be purchased is legal based upon the type or purchase agreement. The amount of the articles or services purchased or to be purchased is legal based upon the type or purchase agreement. 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.
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* 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 #17: SF 33 Solicitation Facilitator’s Note: SOLICITATION" section, the information shown is of no importance to accounts payable.
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(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 #18: 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.
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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 #19: 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".
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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 #20: 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.
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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 #21: 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.
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Show Slide #22: Receiving Report
23. CONTRACTOR USE ONLY OOO1 CONCRETE READY MIX, STANDARD //////RECEIVED IN OPLOC\\\\\ Accounts Payable ///////18 OCT **\\\\\\\\\\\\\\\ 1,500.00 150.00 * If quantity received by the Government is the same as quantity shipped, indicate by ( 20. AMOUNT 18. UNIT Cu yd 16. STOCK/PART NO. DESCRIPTION (Indicate number of shipping containers - type of container - container number.) A. ORIGIN 15. ITEM DD Form 250, NOV 92 USAPPC V1.00 Previous edition may be used. 19. UNIT PRICE 17. QUANTITY SHIP/REC'D* 10 CONTRACT QUALITY ASSURANCE 21. 22. RECEIVER'S USE Quantities shown in column 17 were received in apparent good condition except as noted. DATE RECEIVED SIGNATURE OF AUTH GOVT REP TYPED NAME AND OFFICE B. DESTINATION has been made by me or under my super- vision and they conform to contract, except as noted herein or on supporting documents. CQA ACCEPTANCE of listed items has been made by me or under my supervision and they conform to contract, except as noted herein or on supporting documents. AND TIITLE DATE SIGNATURE OF AUTH GOVT REP if different, enter actual quantity received below quantity shipped and encircle. ) mark, ACCEPTANCE OF GOODS (AOG) ONLY!!! 18 Oct ** MICHAEL GORDON Contracting Agent Michael Gordon Dennis Roman PBO, GM13 10 Oct ** Show Slide #22: Receiving Report Facilitator's Note: Explain to the learners how to verify the receiving report is valid. Explain to the learners, when verifying that the receiving report is valid ensure that: The receiving report is date stamped indicating it was received in the Commercial Vendor Service section. The purchase agreement number on the receiving report is correct. Verify against the purchase agreement. The vendor's name and address is correct. Verify against the purchase agreement. The description of the article or service provided is correct. Verify against the purchase agreement. The unit price of the articles provided does not exceed the agreed upon amount. Verify against the purchase agreement. The quantity of the articles provided does not exceed what was agreed to. Verify against the purchase agreement. The total amount charged for each article received is computed correctly. The person who received the articles or service signed and dated the 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).
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DATE Accounts Payable REC’D
23. CONTRACTOR USE ONLY OOO1 CONCRETE READY MIX, STANDARD //////RECEIVED IN OPLOC\\\\\ Accounts Payable ///////18 OCT **\\\\\\\\\\\\\\\ 1,500.00 150.00 * If quantity received by the Government is the same as quantity shipped, indicate by ( 20. AMOUNT 18. UNIT Cu yd 16. STOCK/PART NO. DESCRIPTION (Indicate number of shipping containers - type of container - container number.) A. ORIGIN 15. ITEM DD Form 250, NOV 92 USAPPC V1.00 Previous edition may be used. 19. UNIT PRICE 17. QUANTITY SHIP/REC'D* 10 CONTRACT QUALITY ASSURANCE 21. 22. RECEIVER'S USE Quantities shown in column 17 were received in apparent good condition except as noted. DATE RECEIVED SIGNATURE OF AUTH GOVT REP TYPED NAME AND OFFICE B. DESTINATION has been made by me or under my super- vision and they conform to contract, except as noted herein or on supporting documents. CQA ACCEPTANCE of listed items has been made by me or under my supervision and they conform to contract, except as noted herein or on supporting documents. AND TIITLE DATE SIGNATURE OF AUTH GOVT REP if different, enter actual quantity received below quantity shipped and encircle. ) mark, ACCEPTANCE OF GOODS (AOG) ONLY!!! RECEIPT OF GOODS (ROG) DATE Accounts Payable REC’D THE R/R 18 Oct ** MICHAEL GORDON Contracting Agent Michael Gordon Dennis Roman PBO, GM13 10 Oct ** 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!!!
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Show Slide #24: Invoice Facilitator’s Note: In the next few slides we will discuss verifying that the invoice is valid: In the next few steps facilitate verifying the Invoice information: Number Invoice Date Order Date Order Number When verifying that the invoice is valid ensure the following: The invoice is date stamped indicating it was received in the Commercial Vendor Service section. The invoice is not billing for more than what was received. Verify the invoice against the receiving report. The vendor's name and address is correct. Verify against the receiving report and purchase agreement. The invoice has an invoice date on it. The purchase agreement number on the invoice is correct. Verify against the purchase agreement. The description of the article or service provided is correct. Verify against the purchase agreement and receiving report. The unit price of the articles provided does not exceed the agreed upon amount. Verify against the purchase agreement. The quantity of the articles provided matches what was received. Verify against the receiving report. The total amount charged for each article received is computed correctly. The total amount billed on the invoice is computed correctly.
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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 #25: 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.
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(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 #26: Payment Due Date Worksheet Payment Due Date Worksheet Post in the number block of the BRC 17 OCT **
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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 #27: 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.
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A. N. Cannady Larry Hagman 8
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 #28: DD Form 1155 and DD Form 1155, Top Facilitator Notes: Verify the payment voucher is prepared correctly. 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. Ensure the payment due date (PDD) in block 19 is computed correctly. 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. Ensure the amounts in block 23 are computed correctly. Ensure the total in block 25 is computed correctly.
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Show Slide #29: DD Form 1155, Bottom.
39. DATE RECEIVED (YYMMMDD) 26. QUANTITY IN COLUMN 20 HAS BEEN * 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.DIFFERENCES 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 A.N. CANNADY GS 12 $163.00 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 A. N. Cannady LARRY HAGMAN 29 Dec ** **DEC29 BLOCK 26 MANDATORY BLOCK ONLY ONE SIGNATURE = ROG BLOCKS 38& 39 NOT MANDATORY SIGNATURE & DATE BLOCK 26 = AOG 8 Show Slide #29: 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). Ensure any discount taken or interest charged annotated in block 29 is computed correctly. Ensure the voucher examiner initialed in block 30. Ensure the correct type of payment is annotated in block 31. For partial payments, ensure the payment number is annotated. Ensure the amount verified correct for in block 33 is computed correctly. Ensure the accounting classifications and the corresponding amounts in block 17 are correct. Ensure the signature block for the certifying officer in block 36 is correct. 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.
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(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 29 DEC ** 05 JAN ** POST IN THE NUMBER BLOCK OF THE BRC Show Slide #30: 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 **
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FILLED IN AFTER DISBURSING PURPOSE OF THE BILLS REGISTER CARD
SUPPLIES AND SERVICES BILLS REGISTER NONPERSONAL DAF101-**-M-1589 TOTAL OBLIGATION: $163.00 Name Address CONSTRUCTION OR US 129 W. 22ND STREET GLENNVILLE,, GA 30427 REGISTER NUMBER ORDER OR CONTRACT DATE OF INVOICE RECEIVED DISCOUNT OR DEDUCTION NET AMOUNT RECEIVING REPORT VOUCHER AMOUNT CHECK REMARKS DA 3900 FORM 1SEP72 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 0009 29 DEC 30 DEC 163. 00 163 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 Final ANY INCREASE OR DECREASE TO THE BLOCK PLUS OR MINUS DISCOUNT OR BLOCK INCLUDE ACTUAL OR CONSTRUCTIVE ACCEPTANCE WHICHEVER IS EARLIER Show Slide #31: 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.
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Show Slide #32: 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.
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SF 1034 The contract number of each SF 44 must appear on the SF 1034.
Accounts payable personnel prepare an SF 1034 with the SF 44 attached as a sub voucher. Show Slide #33: SF 1034 Facilitator notes: Inform the learners that the accounts payable personnel prepare an SF 1034 with the SF 44 attached as a sub voucher. This is done when there is more than one invoice from the same vendor and they are ready for payment. The contract number of each SF 44 must appear on the SF 1034. When verifying that the SF 1034 is prepared correctly ensure the following: The current date is in the "Date Voucher Prepared" block. The "Contract Number and Date" block is correct. Verify against the purchase agreement. The "Requisition Number and Date" block is correct. Verify against the purchase agreement. The "Payee's Name and Address" block is correct. Verify against the purchase agreement. The "Date Invoice Received" block is stamped by the billing office. The "Discount Terms" block indicates the correct terms offered. Verify against the purchase agreement and invoice. The "Number and Date of Order" block has the correct invoice number and date. The "Date of Delivery or Service" has the correct receiving report number and date from the BRC or earlier of the CAD or AOG. The "Articles or Services," "Quantity," and "Unit Price" blocks list all the articles or services billed and their respective quantity and price. Verify against the purchase agreement, receiving report, or invoice. Ensure the standard statement "per detailed bill herewith attached dated DDMMYY" (where DD is the invoice day, MM is the invoice numeric month, and YY is the last two digits of the invoice year) is annotated in the "Articles or Services" block. The PDD in the "Articles or Services" block is computed correctly. The "Amount" block is computed correctly. The amount in the "Total" block is computed correctly. Any discount taken or interest charged annotated in the "Differences" block is computed correctly. The amount in the "Amount Verified Correct For" block is computed correctly. The correct type of payment is annotated in the "Payment" block. For partial payments, ensure the payment number is annotated. The voucher examiner initialed in the "Signature or Initials" block. The signature block for the certifying officer in the certifying officer block is correct. The accounting classifications and the corresponding amounts in the "Accounting Classification" block are correct. Verify the accounting classifications against the purchase agreement.
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purchase order, receiving report, vendor invoice, and payment voucher.
The SF 44 is primarily designed for over the counter purchases. It can be used as a purchase order, receiving report, vendor invoice, and payment voucher. Show Slide #34: SF 44 Facilitator notes: Refer learners to pages of Handout 702 for an in depth explanation of the SF 44. The SF 44 Used for small purchase procedures to simplify procurement methods and to reduce administrative costs. The contracting officer selects the best method to purchase the various supplies and required services. When verifying that the SF 44 is prepared correctly ensure: The correct payment due date if meat or agricultural commodities. The correct amount is annotated in the certification block. Any discount taken or interest charged is annotated in the "Differences" block is computed correctly. The amount "Amount Verified Correct For" block is computed correctly along with the voucher examiner initials. The accounting classification and the corresponding amounts in the "Accounting Classification" block are correct.
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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 #35: 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 When correcting any discrepancies on the payment voucher. Make pen and ink changes to the original voucher. Return the payment packet to the voucher examiner for resolution. When auditing the voucher certifying it for payment. Sign block 36 of the DD Form 1155. Sign on the "Authorized Certifying Officer" line of the SF 1034. Sign on the "Authorized Certifying Officer" line of the SF 44. Finally forward the certified payment voucher to disbursing.
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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 #36: LSA #2 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)
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LSA #2 Summary Show Slide #37: 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.
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Practical Exercise Show Slide #38: Practical Exercise PE 726
Practical Exercise / Review: Certify Commercial Vendor Services (CVS) Vouchers 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
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TLO Check on Learning Show Slide #39: 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.
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TLO Summary Action: Certify Commercial Vendor Services (CVS) Vouchers
Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, with access to the Financial Management Tactical Platform (FMTP), DFAS-IN Regulation 37-1 (Finance and Accounting Policy Implementation), DoD Financial Management Regulation R, Volume 10 (Contract Payment Policy), DFAS-IN Manual FY (The Army Management Structure), Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFAR), Code of Federal Regulation (CFR) Title 5: Part, 1315, invoices, payment due date worksheets, all forms required to process and certify CVS vouchers, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: Prepare documents flow, process and certify all CVS vouchers, and process various documents to the Bills Register Card (BRC) (DA Form 3900). With at least 80% accuracy (70% for international learners), students must demonstrate proficiency during the following learning activities: 1. Prepare documents flow and review all CVS documents. 2. Process various documents to the Bills Register Card (BRC), DA Form 3900. Show Slide #40: TLO Summary Facilitator’s Note: Read TLO Action: Certify Commercial Vendor Services (CVS) Vouchers Conditions: FM Leaders in a classroom environment working individually and as a member of a small group, with access to the Financial Management Tactical Platform (FMTP), DFAS-IN Regulation 37-1 (Finance and Accounting Policy Implementation), DoD Financial Management Regulation R, Volume 10 (Contract Payment Policy), DFAS-IN Manual FY (The Army Management Structure), Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation Supplement (DFAR), Code of Federal Regulation (CFR) Title 5: Part, 1315, invoices, payment due date worksheets, all forms required to process and certify CVS vouchers, self-study exercises, personal experiences, practical exercises, handouts, and discussion. Standard: Prepare documents flow, process and certify all CVS vouchers, and process (or post?) various documents to the Bills Register Card (BRC) (DA Form 3900). With at least 80% accuracy (70% for international learners), students must demonstrate proficiency during the following learning activities: 1. Prepare documents flow and review all CVS documents. 2. Process (or post?) 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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