1. Process a Government Purchase Card (GPC) in GFEBS

2. Terminal Learning Objective
Action: Process a Government Purchase Card (GPC) in GFEBS
Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer,
Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N).
Standard: With a minimum of 80% accuracy (70% for international students), learners must demonstrate proficiency with:
Communicate the overview of the GPC Program
Create a GPC Purchase Requisition (PR) in GFEBS
Approve/Certify PR in GFEBS
View eOrder in Access Online (AXOL)
Discuss GPC Rebates Process

3. GPC Program Overview What is the Government Purchase Card?
The purchase card empowers non-procurement and procurement personnel within Army units with a simple, easy method to make small purchases of commercially available supplies and services to meet organizational mission requirements.
What are “small purchases”?
Official government purchases that fall at or below the $3, “MICRO-PURCHASE” Threshold for commercially available supplies and services ($2, for services), as established by congress and outlined in the Federal Acquisition Regulation (FAR) Parts 8 & 13 and supplemented by AFAR

4. Mandatory Steps for GPC Transactions
Step 1 Requester - Identify the Requirement
- Is this a service, supply, or construction?
Step 2 Requester - Complete the Purchase Request Form
- Define the Requirement (pens, paper, etc) BE VERY METICULOUS!!!
Step 3 Cardholder Reviews the Purchase Request
- Ensure detailed description is complete & Proper Funding is Available
Step 4 Cardholder Executes Proper Coordination
- Resource Managers can help you determine “The Color of Money”
- Other possible sources to coordinate with could be: (DAPS, DPW, and Legal)
Step 5 Cardholder Submits Request to the Billing Official
- Billing Official reviews the request for Legality & Proper Funding
- Approves or Rejects the request IN WRITING

5. Mandatory Steps for GPC Transactions (Cont.)
Step 6 Cardholder Makes the Purchase
- Maintains Receipt/Records
- Ensure that accountable items are put on the Property Book
- Deliver the item to the End User
- Ensure that an Order is created in Access Online
Step 7 Cardholder must Complete Transactions in ACCESS Online
- Match all Orders to Posted Transactions in Access Online.
Step 8 Billing Official must complete Access Online
- Must Final Approve Cardholder Transactions & Certify Account for payment.
- Ensure detailed description is complete & Proper Funding is Available

6. Checks and Balances Process
Card Holders must:
ensure funds are available
get pre-purchase approval from the Billing Official
work with the bank to rectify issues
Resource Managers must:
validate funds are available (Bulk Funding)
ensure usage of the correct color of money
Billing Officials must:
approve all purchases
keep records IAW the FAR
ensure Federal Procurement Policy is upheld
ensure all refresher training is completed
communicate with the bank, RM and TCC
TCC must:
provide training
provide surveillance oversight
provide acquisition planning
investigate fraud and split purchases
brief commanders on the health of their program
communicate with the billing officials, card holders, RMs and the bank

7. Different PR Document Types
AXOL 2-Way Single PR
 This requires a separate PR/PO per Merchant
 Good Receipt Not Required
 Can have multi-line PR/PO’s with various LOA’s for any AXOL reallocations needed by the Cardholder
 Groups all lines on the PR as one (1) eOrder
AXOL 2-Way Bulk PR
 RECOMMENDED for any general use
 Recommended for All high volume cards
 Goods Receipt Not Required in GFEBS
 PR/PO can have multiple LOA’s, but only one LOA per line item
 Each PR/PO line item denotes one unique eOrder (equates to an Obligation in AXOL)
AXOL 3-Way Single PR
 Single swipe transactions.
 Requires a Good Receipt.
 Can have multi-line PR/PO’s with various LOA’s for AXOL any reallocations needed by the Cardholder.

8. GPC Roles
GPC Account Maintainer- This role has direct involvement in the Charge Card Process. The person with this role maintains the cardholder master records within GFEBS. This role is typically centrally assigned within each organization or Resource Management to establish a master record for each end user’s pseudo card number within GFEBS. This role is responsible for monitoring a daily refresh file from U.S. Bank’s Access Online and maintaining charge card master records in GFEBS as necessary.
Purchase Requisition Processor - Enters the purchase requisition (PR) into GFEBS to commit funds for the charge card purchase. This role may be assigned to the charge card holder to enter his or her own PR else any PR Processor can enter the PR for the cardholder.
Purchase Requisition Approver - Approves the PR for purchase card purchases initiated by the Purchase Requisition Processor
Purchase Requisition Funds Certifier- Enables funds certification and is typically assigned to Resource Management to allow for precise management of charge card spending and budget awareness.

9. Battle Drill Schematic
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 5 1 4 3 6

10. LSA #1 Check on Learning
Q1: What $ amount constitutes “small purchases” (Non Service) when it comes to official government purchases?
A1:
Q2: The ______ matches all orders to posted transactions in AXOL.
a. Billing Official
Card Holder
Resource Manager
Training NCOIC
Q3. This GPC PR type requires a goods receipt.
A3:
Q1: What $ amount constitutes “small purchases” (Non Service) when it comes to official government purchases?
A1: Official government purchases that fall at or below the $3, threshold
Q2: The ______ matches all orders to posted transactions in AXOL.
a. Billing Official
Card Holder
Resource Manager
Training NCOIC
Q3. This GPC PR type requires a goods receipt.
A3: What is the AXOL 3-way Single PR?

11. LSA #1 Summary

12. Process Flow Monitor interfaces between systems EDI 821-810
GPC PR- AXOL 2
Way single.
Enter PR
information
Print for records
ZSSC_Print_PR
L1- Approve PR
L4 - Certify PR
(LOA is added
to PR)
PO automatically
created in GFEBS
Transmit PR/PO
to AXOL via
Interface
PO eOrder auto-
created in AXOL
View PO via
ME53N in
GFEBS
Views E-Order in
AXOL
Reconciles Trans-
actions
Certifies
Monitor
interfaces
between
systems
EDI
Routes to DFAS
ME51N /
ZSSC_Print_PR
PR Processor
ME52/54N
PR Approver
ME53N
PO Processor
Card Holder /
Billing Official
GPC Interface
Monitor (RM)
Legend
GFEBS
Operation
Non-GFEBS

13. Battle Drill Schematic – Step 1
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 1

14. ME51N- Create PR for Access Online (AXOL)
Enter Transaction Code ME51N to create a GPC PR- then click ‘Enter’ 3
Sections:
Header
Item Overview
Item Detail 2
Under PR Document type, Select the AXOL 2-way Single GPC PR

15. ME51N- Create PR for AXOL (Cont.)
Header: Input ALL Necessary information here; e.g. existing contract info. Options, $$, COR POC, RM POC, Pay office DoDAAC 1 3 2
Select the ‘Item overview’ to expand
Required Fields:
A- Acct Assign.
Short Text
Quantity
Unit (of measure)
Val. price
Delivery date
Material group (26RB for O/E GPC)
Plant (Installation)
PGr
Requisnr.
POrg 4
Once the information for ALL CLIN lines are input, Press Enter.

16. ME51N- Create PR for AXOL (Cont.)
By clicking ‘Enter’ the Overview collapses and the Item Detail expands.
Note: For multiple lines, the ‘Pay Office’, NAICS, POP start and end date, and ‘Valuation’ amount will be inputted on each line item. 2
Opening the ‘Item Detail’ Icon exposes multiple tabs to work with, begin with the ‘Customer Data’ tab 3 4
Under the ‘Workflow’ tab, input the DoDAAC of the purchasing unit.
Click on the GPC tab next

17. ME51N- Create PR for AXOL (Cont.)
On the ‘Menu Bar, click ‘Check’ to verify accuracy. 2 3
NOTE: In the event: #1- Some required information is missing or #2- Incorrect information was input, this box directs the user to the solution for the problem.
Once the issue is fixed, click the ‘Check’ again. The user will then be notified with the below message,
Input both ‘Card Identifier’ and ‘Vendor/CAGE’ fields. Input both fields. 1 4
Finally, click the ‘Save’ button on the menu bar to generate the PR number below.

18. Print PR from GFEBS 1 2 3 Enter T-code: ZSSC_Print_PR Click: ENTER
Enter your document number(s) 3
Click: Execute

19. View PR Created in GFEBS
Actual PR Generated in the GFEBS Training Client.

20. ME51N- Create PR for AXOL -Simulation
The facilitator demonstrates this activity while you follow along
Hands on Exercise
The facilitator will lead you step by step through the activity using the training materials provided 15

21. LSA #2 Check on Learning
Q1: The 3 sections in GFEBS pertinent to the PR creation are the:
A1:
Q2: The majority of the PR’s required information (Unit of Measure, Plant, PGr, etc.) belongs to the ___________ section
Q3. Out of the many tabs listed in the PR process, the customers DoDAAC is listed under the ___ tab.
PR Gen
Contracts
Workflow
GPC
Q1: The 3 sections in GFEBS pertinent to the PR creation are the:
A1: Header – Item Overview – Item Detail sections.
Q2: The majority of the PR’s required information (Unit of Measure, Plant, PGr, etc.) belongs to the ___________ section
A1: Item Overview
Q3. Out of the many tabs listed in the PR process, the customers DoDAAC is listed under the ___ tab.
PR Gen
Contracts
Workflow
GPC

22. LSA #2 Summary

23. Battle Drill Schematic – Step 2
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1

24. ME52N- Change GPC-PR (Add a LOA)
NOTE: In the event that the PR was built unfunded (u), the RM (in most cases) will input the LOA information for certifying / approval purposes.
In order to input the LOA information, follow the sequence;
ME52N (Change PR)
Click ‘Other Purchase Requisition’
Input your PR #, click ‘Other Document’
Click ‘Display/Change
In the ‘Item Overview’ section, replace the ‘U’ with a ‘K’ in the Account. Save.
Under ‘Item Detail’ click the additional data tabs button to display ‘Account Assignment’ tab. Input LOA and save.

25. ME54N- Approve / Certify GPC-PR1
Input T-Code – Click Enter
Again, this step applies to both L1 and L4 approvers / certifiers;
On menu bar, select ‘Other Purchase Requisition’
Input you PR #, Select; Other Document. 2
Click the “Pencil/Green Check” to execute L1 Release. 5 3 4
Ensure your PR Type and number displays correctly
Ensure ‘Release Strategy’ tab is highlighted
Note: When executing this T-Code, your PR SHOULD automatically default in. If not, then begin with step 2, 2nd bullet

26. ME54N- Approve / Certify GPC-PR (Cont.)
The L1 status now shows L1 approved with green check mark..
Click Save when Finished. 1 2 3
GPC-PR
L1 Released
Notifies Certifier of Mission Completion via
; Phone Call; Workflow
GPC-PR
L4 Certify

27. ME54N- Approve / Certify GPC-PR (Cont.)
‘Reverse Release’ symbol
Upon notification, L4 Certifier executes ME54N. This screen will appear. Yellow triangle represents certifying is possible 1 2
The “ Symbol represents “ready to release/certify.”
This in turn generates a ‘Doc-Changed’ message. 4
Click ‘Save’ on the menu bar. 3
“Green Check’” status now reads “both L1 and L4 released / certified.
By clicking save, this generates a ‘Doc-Changed’ message. 5

28. ME54N- Approve / Certify GPC-PR (Cont.)
GPC Approval / Certify by Billing Official (BO)
LOA input by RM
Routing:
L1, Supervisor,
L8, GPC approval (optional)
L4, Fund Certifier.
Upon L4 certification, the PR generates a PO that interfaces with AXOL and creates an eOrder.
eOrders are used to match up actual card charges to the purchase order/obligation in GFEBS.

29. ME54N- Approve / Certify GPC-PR (Cont.)
Simulation
The instructor demonstrates this activity while you follow along
Hands on Exercise
The instructor will lead you step by step through the activity using the training materials provided

30. LSA #3 Check on Learning
Q1: In order to add an LOA to an existing PR, the letter _[a]_ must be changed to the letter _[b]_ under the ___[c]___ tab.
A1:
Q2: Upon L4 certification, the PR generates a PO that interfaces with _[a]_ IOT create an eOrder.
Q3: T/F: Routing to L4 is Optional.
A3:
Q1: In order to add an LOA to an existing PR, the letter _[a]_ must be changed to the letter _[b]_ under the ___[c]___ tab.
A1: U (unfunded); K (Cost Center); Account Assignment
Q2: Upon L4 certification, the PR generates a PO that interfaces with _[a]_ IOT create an eOrder.
A1: Access Online (AXOL)
Q3: T/F: Routing to L4 is Optional.
A3: False: L1/L4 Required, L8 is Optional

31. LSA #3 Summary

32. Battle Drill Schematic – Step 3
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1 3

33. Battle Drill Schematic – Step 4
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1 3 4

34. Verify PO Creation in GFEBS6
1 – 2 - 3
NOTE: Keep in mind, in production, the PO is AUTO-CREATED in GFEBS. The training client is not capable in this task.
Upon Certification, check to ensure PO was created by:
ME53N (Display PR)
Menu Bar > Other Purchase Req.
Input PR # of GPC Purchase
Click 2 1 3
4 - 5 4
1.00
Under Item Detail section, select Status tab
Review: Processing Status, PO#, Qty, etc. 5
1.00

35. Logging in Access Online (AXOL)
1 (Initial sign-in)
2 (Change PW)
3 (Create security questions)
4 (Accept disclaimer)

36. View Transaction List in AXOL
NOTE: There are several views available when dealing with transaction information. 1 2

37. View Transaction (Cont.)1 2

38. View Transaction (Cont.)
NOTE: At the top-left of the screen, the ‘Card-Holder’ name and associated information appears. 1
NOTE: There are three sections to the “Card Account Summary w/ Transaction List” screen. 2
NOTE: By clicking on the + enables a further drill-down into the specified area 3

39. View Transaction (Cont.)1
NOTE: Billing Cycle Close Date. 2
NOTE: By default, the ‘Open’ cycle displays. Choose dropdown to change.

40. View Transaction (Cont.)
NOTE: There are other ‘Summary Information’ areas that may display here. Examples:
Outstanding Order Information
Total Transactions
Reallocated Transactions
Final approved transactions with a percentage of what has been final approved 2
NOTE: The PAA button provides the user with a quick report. Be advised: If reallocation occurs after printing a report, a new version will need to be printed.

41. View Transaction (Cont.)1
NOTE: The ‘Account Activity’ report will show the Lines of Accounting currently attached to the transactions.

42. Disputing a Transaction1
NOTE: To dispute a transaction, go to: Card Account Summary>Transaction list screen 2
Click the ‘Trans Date’ link next to the transaction you want to dispute 2
Transaction
Details 3
Scroll to the bottom of the screen – Click Dispute

43. Dispute a Transaction (Cont.)
NOTE: There are numerous reasons to initiate a dispute. Choose from the options available. 1 2
Click “Unrecognized” For this, you will have to print the transaction, sign it, and submit it. 3
To the right, make note of additional documentation needed 4

44. Dispute a Transaction (Cont.)1
After clicking continue – Verify all fields, and fill in all red asterisk areas. These are required. 2
In the ‘Actions’ field, record merchant responses etc. as needed to explain the dispute in detail.. 3 4 5
NOTE: All disputes need to be initiated within 60 days of the cycle date.

45. Battle Drill Schematic – Step 5
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 5

46. Reconcile/Reallocate Transactions
NOTE: This task is TYPICALLY completed by the cardholder. If necessary, the Approving/Billing Official can perform these tasks on behalf of the cardholder. 1
Select the transaction you wish to REALLOCATE using the checkbox. Then click on the transaction date to open the transaction summary. 2
At the top of the screen, click on the ‘Allocations’ tab. This gives you information on how the transaction is allocated. You can reallocate from this tab to a different accounting code, or even multiple accounting codes.

47. Reconcile/Reallocate Transactions (Cont.)1
NOTE: Reallocation can be done by either $ dollar or % percentage on the ‘Allocations’ tab. The system is designed to help you with the math in the amount remaining field. 2
Notice that the amount remaining must be at zero before the user can save their allocation changes. 3 4
NOTE: Rows marked for ‘Deletion’ are subtracted from Total Allocated and Amount Remaining values.

48. Reconcile/Reallocate Transactions (Cont.)1
To ADD additional allocation lines (1-100), enter the number to add in the Additional Allocations field and click the ADD button.
Below, 2 new lines have been added. Next step is to assign allocations as appropriate using different amounts or different codes. 2

49. Reconcile and Reallocate Transactions (Cont.)
Below, the 2 new lines have been assigned 20% and the original was reduced to 60%. Again, ensure the total amount equals 100% 1 2
Click ‘Save Allocations’ when finished
Click ‘Add as Favorite’ to add to your favorites list 3
Once saved, an auto-message will appear informing the user the request has been ‘successfully completed.’

50. LSA #4 Check on Learning
Q1: When viewing the cardholders transactions in AXOL, the ‘summary section’ reveals a green icon. This means…
A1:
Q2: T/F: “Cash Not Received” is NOT an available option when disputing a charge.
A2:
Q3: You can add up to ____ allocation lines in the additional allocations field.
A3:
Q1: When viewing the cardholders transactions in AXOL, the ‘summary section’ reveals a green icon. This means…
A1: The account is open
Q2: T/F: “Cash Not Received” is NOT an available option when disputing a charge.
A2: False (it is - slide 43)
Q3: You can add up to ____ allocation lines in the additional allocations field.
A3: 100

51. LSA #4 Summary 11

52. Battle Drill Schematic – Step 6
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 5 1 3 4 6

53. ARMY GPC Rebate Process
Effective FY16 all rebates earned and issued to Army General Funds will be processed separately from billing statements
Rebates are calculated based on the amount of dollars invoiced and the timeliness of invoice payment
U.S. Bank will distribute rebates via EFT (electronic funds transfer) to DFAS
Checks will only be issued in very limited cases
Level 2 Funds Centers will receive both summary and detailed reports from U.S. Bank to assist in the processing of the rebates

54. Rebate References OMB Circular A-123 Appendix B Paragraph 7.5
Public Law , Section 8067
DOD FMR Volume 10 Chapter 23 Section and Volume 10 Chapter 2 Section and
DOD Charge Card Guidebook Paragraph A.4.9.1

55. Rebate use and Application
OMB Circular A-123 Appendix B Paragraph 7.5: Unless specific authority exists allowing rebates to be used for other purposes, rebates must be returned to the appropriation or account from which they were expended, and can be used for any legitimate purchase by the appropriation or account to which they were returned, or as otherwise authorized by statute.
Public Law , Section 8067: Rebates attributable to the use of the purchase card may be credited to operation and maintenance; and research, development, test and evaluation accounts of the DoD which are current when the rebates are received.

56. Business Rules
Rebates will be distributed by U.S. Bank via EFT to DFAS approximately 21 days after the quarter end (Jan 21, Apr 21, Jul 21, Oct 21) and must be applied IAW Public Law , Section 8067
U.S. Bank will notify each GFEBS Level 2 Funds Center RM POC with the total EFT amount of their rebate
- POCs must be identified by the Level 2 Funds Center G8/Comptroller
Level 2 Funds Centers must decide whether rebate will be processed at their level or delegated to Level 3/4 Funds Centers understanding it is their responsibility to monitor all rebates and the subsequent clearing
Execution requires entering FB65 in GFEBS and submitting DD1131 to DFAS-CL
Detailed reporting by U.S. Bank Total Business Relationship (TBR) hierarchy will be provided to each GFEBS Level 2 Funds Center RM POC as well as the normal distribution process

57. Business Rules (Cont.) Business Procedures
DFAS will process the rebate with a final step in ADS using the GFEBS document number and summary LOA information provided on the DD1131
With these changes, rebates will no longer appear on the cardholder statements
Business Procedures
1. Setup
DASA-P is responsible for determining the distribution method for GPC rebates.
Identify Level 2 Funds Centers which will receive EFT along with the RM POC at each activity
Identify type of funding at each activity (GFEBS, STANFINS, DEAMS)
Rebate Calculation and Reporting
U.S. Bank will calculate the rebate per master contract requirements
U.S. Bank will generate rebate report down to the MA and sortable to the Funds Center level
U.S. Bank can provide additional reporting at the request of the Level 3 A/OPC

58. Business Procedures (Cont.)
Receiving Rebate Funds
U.S. Bank will notify each activity Level 3 A/OPC and GFEBS Level 2 Funds Center RM POC of total EFT amount
Designated Funds Center RM will enter the FB65 credit memo and
Designated Funds Center RM will also prepare a DD1131, citing the GFEBS document number and summary level LOA by main account and amount
There must be one DD1131 for each FB65 credit memo entered
DFAS “deposits” EFT amount into designated LOA
The Funds Center is responsible for monitoring the clearing of the rebate
60 Days

59. Process Steps
U.S. Bank distributes reports to command POCs providing details of rebate amounts down to managing account – Sample report(s):
Sample
Sample
GFEBS Level 2 Funds Center

60. Process Steps – DD Form 1131
The Funds Center must complete the DD1131 ensuring the GFEBS document number and summary LOA information is included.
Attach signed 1131s to the Credit Memo along with the excel report for Auditability.
Note: If DD1131 is not received within 60 days, DFAS may deposit funds to Army Treasury receipt account (21R3210)

61. USARCENT G8 Comptroller
DD Form 1131 (Cont.)
UNITED STATES ARMY CENTRAL
ATTN: ACRM-PB
1 Gabreski DR. Bld. 1947, SHAW AFB, SC 29152
USARCENT Address
M. J. Smith
Budget Office, Comptroller
USARCENT G8 Comptroller
(803) 885-XXXX
(312) 889-XXXX
DFAS Address
DFAS-CL-DSSN: A
ATTN: Accounting (M.G. Seyler)
1240 E. 9th Street, Cleveland, OH
DFAS
Station Number
M.G. Seyler DIRECTOR, DISBURSING
OPERATIONS
8522
(216) 204-XXXX
01/02/18
03/31/18
Rebate Period From/To

62. DD Form 1131 (Cont.)
US BANK
1ST QTR FY18 GPC REBATE 2020
181.61
D18
A8AAG VOFS
2. Stays US Bank: Only required in the first box.
3. XXX QTR FYXX GPC Rebate 2020.
*Only required in the first box.
D18
A8AAG VOFS
191.61
4. Amount of the Rebate. ***NOTE: You may group rebates by WSB or Cost Collector if they are the same.
1. Date Received: Apply to all lines that will have an LOA
D18
A8AAG VOFS
279.10
XX20XX (Fund) (Fund Center) (Functional Area) (Credit Memo Number).
6. Total should populate when you fill in the amounts.
652.32

63. Enter Credit Memo in GFEBS
2. On the Menu bar – click ‘Editing Options.’
1. Input T-Code FB65 – Click ‘Enter’
6. On the Menu bar – click ‘Editing Options.’
5. Click ‘Change User Master.’ This will save the setting as your default.
4. Also select: ‘Doc date equal to posting date.’ This makes it 1-step easier in the future.
3. Doc Type set to ‘Doc type ready for input’

64. Enter Credit Memo (Cont.)
1. Input Vendor Number
2. All Dates should be the same
5. Amount: Total amount at the bottom of your 1131.
3. Ref: Rebate74(FY)QTR(X). Replace this with document number once posted.
4. Select ‘Carcass Returns’ from the drop-down.
6. Text: ‘OE-GovPurchaseCard.’
7. Press ‘Enter’ key.’ Be advised, Press twice if this is your second or more posting.

65. Enter Credit Memo (Cont.)
2. G/L acct: ‘ RB.’
1. The balance will change to the total amount you input. In the end, this needs to be zero.
3. Input ALL amounts listed on the 1131
4. Double-Click on the first amount box. This will open a new window to work in.
**NOTE: You should have no more than 7 lines because that is all that can fit on each 1131.

66. Enter Credit Memo (Cont.)
3. Click ‘Nest Item’ to move to the next line.
1. This should be the amount that was in the first amount box.
2(a) In the ‘Cost Center (CC)’ box, put the corresponding CC that goes with that amount.
2(b) If the CC is WBS, type in WBS element field..(Located directly under CC)
**NOTE: Continue to add the corresponding cost centers to each line, clicking “Next item” to go to the next line. Once you complete the last line, click the “Back” button.
**DO NOT CLICK EXIT

67. Enter Credit Memo (Cont.)
Your balance should be zero.
Short ‘Text and Loc.curr’ amount
will populate

68. Enter Credit Memo (Cont.)
1. Scroll until you find “Fund.” Verify the Fund is the one located on the 1131.
2. Scroll until you find “Functional Area.” Verify
3. After filling in the correct “Func. Area”, press the enter key.
4. GFEBs will run a check on your memo and will let you know of any errors. Errors will appear in the bottom left of the page.
If there are no errors, you will get green check marks next to each line like pictured here.

69. Enter Credit Memo (Cont.)
1. Go to Payment tab
3. Once complete, “Post”
2. Make sure “Pmnt Block” is “Blocked for payment”
Document Created
4. Record the Document Number for your 1131.

70. Process Steps
Using FB02, the Site Invoice Processor must update the Doc Reference Field with the GFEBS Document number and attach a copy of the DD Also recommend attaching the US Bank spreadsheet, digitally signed, for audit purposes.

71. Process Steps (Cont.)
RM forwards DD1131 to DFAS Cleveland via to POCs
DFAS Cleveland processes collections in ADS citing the GFEBS Doc # as the “DESC LOG NO” in ADS
GFEBS receives collections via the DCAS interface for matching and clearing, Funds Center must also monitor clearing of the document
Executing Funds Centers monitor their FB65s to ensure rebates are processed.
***You can not edit FB65. If a correction will need to be made, you will need to reverse the document with T-Code FB08 and create a new Credit Memo.

72. LSA #5 Check on Learning Together Separately In lieu of None of these
Q1: Effective FY16, all rebates earned and issued to Army General Funds will be processed __[a]__ from billing statements
Together
Separately
In lieu of
None of these
Q2: T/F: There must be one DD1131 for each FB65 credit memo entered
A2:
Q3: The t-code __[a]__ is used to Reverse a document.
A3:
Q1: Effective FY16, all rebates earned and issued to Army General Funds will be processed __[a]__ from billing statements
Together
Separately
In lieu of
None of these
Q2: T/F: There must be one DD1131 for each FB65 credit memo entered
A2: True
Q3: The t-code __[a]__ is used to Reverse a document.
A3: FB08

73. LSA #5 Summary 11

74. Questions?

75. TLO Summary Action: Process a Government Purchase Card (GPC) in GFEBS
Conditions: Given access to General Fund Enterprise Business System (GFEBS) with required GFEBS roles (GPC Account Maintainer,
Purchase Requisition Processor, Purchase Requisition Approver, Purchase Requisition Funds Certifier) for GFEBS t-codes (ME51N, ME52N, ME54N, ME23N).
Standard: With a minimum of 80% accuracy (70% for international students), learners must demonstrate proficiency with:
Communicate the overview of the GPC Program
Create a GPC Purchase Requisition (PR) in GFEBS
Approve/Certify PR in GFEBS
View eOrder in Access Online (AXOL)
Discuss GPC Rebates process