1. Process a Government Purchase Card (GPC) in GFEBS
Show Slide #1: Process a Government Purchase Card (GPC) in GFEBS
Title: Process a Government Purchase Card (GPC) in GFEBS
References:
DoD FMR R Volume 5
DFAS-IN MANUAL FY, The Army Management Structure
U.S. Bank Access Online Web Training
GFEBS Performance Support Website (PSW)
Handouts, Excel Spreadsheets
Section I. Administrative Data
Academic Hours/Methods
02 hrs. / 00 min. DSL (small or large group discussion)
01 hrs. / 00 min. PE (Practical Exercise)
03 hrs. / 00 min. Total Hours
Section II. Introduction:
Facilitator's Material and Student Material: Dry erase markers, white boards, and access to the GFEBS Training Database.
Facilitator's Material: Each primary Facilitator's should possess a lesson plan, slide deck, course handouts, practical exercises, access to the GFEBS Training database, All required references and technical manuals will be provided by the local Command.
Student Material: Students should possess course handouts, practical exercises, access to the GFEBS Training Database, and standard classroom supplies.
Throughout the lesson discussion seek opportunities to link the competencies with the lesson content through the student’s experiences.

2. Terminal Learning Objective
Action: Process a Government Purchase Card (GPC) Transaction
Conditions: FM Leaders in a classroom environment working individually or as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
Standard: Process a GPC transaction with at least 80% by inputting a GPC Purchase Requisition (PR) in GFEBS; approving PR in GFEBS via ME54N; viewing eOrder in Access Online (AXOL); and communicating the GPC rebates process.
Show Slide #2: Terminal Learning Objective
Facilitator's Note: State the Actions, Conditions and Standards for the Students
Action: Process a Government Purchase Card (GPC) Transaction
Conditions: FM Leaders in a classroom environment working individually or as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
Standard: Process a GPC transaction with at least 80% by inputting a GPC Purchase Requisition (PR) in GFEBS; approving PR in GFEBS via ME54N; viewing eOrder in Access Online (AXOL); and communicating the GPC rebates process.
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
Environmental Considerations: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects. Refer to FM Environmental Considerations and GTA ENVIRONMENTAL-RELATED RISK ASSESSMENT.

3. Process Flow Show Slide #3: Process Flow
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
Show Slide #3: Process Flow
Learning Step Activity #2: Create a GPC Purchase Requisition (PR) in GFEBS
Facilitator's Note: This is the Process flow from the very beginning (creation), until the end where it gets routed to DFAS for payment. In addition, it even shows the roles involved throughout these processes. In a nutshell, the process begins with;
Create PR via ME51N
View and Print PR via ME53N for accountability/auditability purposes.
Processor routes PR to first-Line supervisor for L1 approval via ME54N.
Supervisor then routes to RM (Billing Officer) for L4 certification via ME54N while adding the Line of Accounting.
Processor / Supervisor views documentation in GFEBS to ensure a PO was auto-created in GFEBS via ME23N.
The GPC Account Maintainer then checks the documentation in access online for accuracy, reconciles / matches orders v. purchases and certifies for payment.
Any errors present, the Interface Monitor makes corrections as per EDI
Routes to DFAS for payment.

4. Battle Drill Schematic – Step 1
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 1
Show Slide #4: Battle Drill Schematic – Step 1
Facilitator's Note: Also known as swim-lanes, this schematic shows the “who does what, and when” in the GPC process. Step 1: PR Processor creates the PR via ME51N with the appropriate Document type.

5. ME51N- Create PR for Access Online (AXOL)
Enter Transaction Code ME51N to create a GPC PR- then click ‘Enter’
Show Slide #5: ME51N- Create PR for AXOL 2-Way Single Charge Card
Facilitator's Note: Begin Transaction Code for PR Creation. If an incorrect Doc Type WAS selected, DO NOT execute the L1 Certification –Delete this PR and reprocess by creating a NEW PR (Either from the beginning, or copy this PR and change the Doc Type 3
Sections:
Header
Item Overview
Item Detail 2
Under PR Document type, Select the AXOL 2-way Single GPC PR

6. 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.
Show Slide #6: ME51N- Create PR for AXOL (Cont.)
Facilitator's Note:
For step 1: Input all necessary information in the Header Text to include requirements, existing contract information, option being exercised. COR POC info, RM POC info and Pay office DODAAC
For step 2: Select the Item Overview selection button.
For step 3:
A (account assignment): U= Unfunded K= Cost Center P= WBS.: F = Internal Order
b. Short Text: CLIN line description
c. Quantity: Amount of item/service required d. Unit: Unit of Measure
e. Val.Price: Price Per Unit
f. Deliv. Date: Expected Date of Delivery g. POrg: Army (Always Army)
h. Desired Vendor: Not mandatory but if this is an option year enter vendor’s Cage Code.
i. Matl Group: Commitment Item (EOR)
j. PGrp: last 3 alphanumeric characters of the Contracting DODAAC (i.e. YTZ for W912YTZ)
k. Plant: 4 letter indicator of your location. (ask your RM if you are unsure)
l. Requisnr.: First initial and last name of person i.e. JDOE ( this is a searchable field)

7. 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.
Show Slide #7: ME51N- Create PR for AXOL (Cont.)
Facilitator's Note: This will default to an inner tab PR Gen Use the inner scroll as needed. Mandatory Fields are Full Name, Telephone No. and SRN. Be sure to use the COR info and for the SRN type in existing contract number or an internal tracking number. After you save it you will have to go back in and change it to the PR number generated by GFEBS. Scroll back up to Update/Review the Workflow tab. Enter your DODAAC and check the different Approvals required for the PR by clicking in the boxes.
Facilitator's Note: At this time, collapse the ‘Item Overview’ Icon, this will automatically expand the ‘Item Detail’ Icon. (If it doesn’t, select the ‘Item Detail’ Icon to expand). NOTE: For multiple lines, the ‘Pay Office’, NAICS, POP start and end date, and ‘Valuation’ amount will be inputted on each line item. Finally, opening the ‘Item Detail’ Icon exposes multiple tabs to work with, begin with the ‘Customer Data’ tab.
Click on the GPC tab next

8. 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
Show Slide #8: ME51N- Create PR for AXOL (Cont.)
Facilitator's Note: Card Identifier: The Card Identifier is a 12 digit number assigned to the Cardholder in Access Online that is associated with each card account number. It is stored in GFEBS and helps direct the order created in GFEBS to the correct Cardholder account in Access Online.
Facilitator's Note: Once the PR has been Saved and submitted to Workflow the Release Indicators will populate on the Release strategy tab at the Header section:
Finally the RM will release the PR after reviewing for correctness and authority (L1) using ME54N and then certify the PR (L4) using ME54N.
Facilitator's Note: If the PR begins with any number other than ‘21’, an incorrect Doc Type may have been selected in the beginning steps – Verify before you proceed
Facilitator's Note: Once the award has been issued the Purchase Order will be automatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N. Update the Account Assignment tab (with the LOA as necessary). If you selected U the Account assignment tab will not appear. In most locations the RM will load the Line of Accounting (LOA).
Finally, click the ‘Save’ button on the menu bar to generate the PR number below.

9. Print PR from GFEBS
Enter T-code: ZSSC_Print_PR
Click: ENTER 1 2
Enter your document number(s) 3
Click: Execute
Show Slide #9: ME51N- Create PR for AXOL (Cont.)
Facilitator's Note: Once the PR has been Saved and submitted to Workflow the Release Indicators will populate on the Release strategy tab at the Header section:
Finally the RM will release the PR after reviewing for correctness and authority (L1) using ME54N and then certify the PR (L4) using ME54N.
Facilitator's Note: If the PR begins with any number other than ‘21’, an incorrect Doc Type may have been selected in the beginning steps – Verify before you proceed
Facilitator's Note: Once the award has been issued the Purchase Order will be automatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N. Update the Account Assignment tab (with the LOA as necessary). If you selected U the Account assignment tab will not appear. In most locations the RM will load the Line of Accounting (LOA).

10. View PR Created in GFEBS
Actual PR Generated in the GFEBS Training Client.
Show Slide #10: ME51N- Create PR for AXOL (Cont.)
Facilitator's Note: Cover all aspects of this PR with the students. Inform them that what they see is an example only.

11. 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
Show Slide #11: ME51N- Create PR for AXOL (Cont.)
Facilitator's Note: Begin Simulation. At this time, instructor can either perform the transaction in the training client while the students observe or, instructor can have the students execute the transaction at a ‘crawl-pace.’ The latter tends to take longer due to the fact of the experience level among the audience. 15

12. LSA #1 Check on Learning
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
Show Slide #12 LSA #2 Check on Learning
Facilitator's Note: Read and ask the following check on learning question and facilitate discussion on answers given.
Facilitator's Note: The answer to each question will appear when you hit enter.
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

13. LSA #1 Summary Show Slide #13: LSA #1 Summary
Facilitator's Note: During this part of the lesson, we discussed the direct charge order process, along with how to input a project definition/order and work breakdown structure element (Direct Charge)
“Or”
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.

14. Battle Drill Schematic – Step 2
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1
Show Slide #14: Battle Drill Schematic – Step 2
Learning Step Activity #3: Approve/Certify PR in GFEBS
Facilitator's Note: Step 2: Upon creation of the PR, the Supervisor checks for accuracy and issues the L1 approval. Routes to BO (RM). Again, instructor can walk students through or demonstrate on the screen.

15. 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.
Show Slide #15: ME52N- Change PR for AXOL 2-Way Single Charge Card (Add LOA)
Facilitator's Note: 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.

16. 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 4
Ensure your PR Type and number displays correctly 3
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
Show Slide #16: ME54N- Approve / Certify PR for AXOL 2-Way Single Charge Card.
Facilitator's Note: The yellow triangle represents that a release is possible. By clicking it, the PR gets released and the workflow continues. PR Approver identifies need to approve a PR and contacts Fund Certifier.

17. ME54N- Approve / Certify GPC-PR (Cont.)
The L1 status now shows L1 approved with green check mark..
Click Save when Finished. 1 2 3
Show Slide #17: ME54N- Approve / Certify PR (Cont.)
Facilitator's Note: PR Approver identifies need to approve a PR and contacts Fund Certifier. Convey to the student that this slide represents ‘A-Way’ and not necessarily ‘The Way.’ SOP’s will vary among locations. Example: The RM shop will pull reports from GFEBS (ME5A) and then act upon the results.
GPC-PR
L1 Released
Notifies Certifier of Mission Completion via
; Phone Call; Workflow
GPC-PR
L4 Certify

18. 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.
Show Slide #18: ME54N- Approve / Certify PR (Cont.)
Facilitator's Note: 3
“Green Check’” status now reads “both L1 and L4 released / certified.
By clicking save, this generates a ‘Doc-Changed’ message. 5

19. 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.
Show Slide #19: ME54N- Approve / Certify PR for AXOL (Cont.)
Facilitator's Note: The Government Purchase Card has an optional approval L8 which requires the PR Approver role. The PR processor can select the L8 upon creation of the PR. The GPC PR will route to the L1, Supervisor, L8 GPC approval and end with the L4, Fund Certifier. Upon fund certification the PR will generate a PO which will then interface to AXOL and create an eOrder. The PR will then proceed through the normal workflow process, which will create a PO and eOrder. eOrders are used to match up actual card charges to the purchase order/obligation in GFEBS.

20. 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
Show Slide #20: ME54N- Approve / Certify PR for AXOL (Cont.)
Facilitator's Note: Begin Simulation. At this time, instructor can either perform the transaction in the training client while the students observe or, instructor can have the students execute the transaction at a ‘crawl-pace.’ The latter tends to take longer due to the fact of the experience level among the audience.

21. LSA #2 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: 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
Show Slide #21 LSA #3 Check on Learning
Facilitator's Note: Read and ask the following check on learning question and facilitate discussion on answers given.
Facilitator's Note: The answer to each question will appear when you hit enter.
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

22. LSA #2 Summary Show Slide #22: LSA #2 Summary
Facilitator's Note: During this part of the lesson, we created a Purchase Requisition in GFEBS, resulting in a saved document number. This document number will be needed for future Transaction code(s).
“Or”
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.

23. Battle Drill Schematic – Step 3
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1 3
Show Slide #23: Battle Drill Schematic – Step 3
Learning Step Activity #4: View eOrder in Access Online (AXOL)
Facilitator's Note: Step 3: L4 Certification from BO (RM shop) Adds the LOA.

24. Battle Drill Schematic – Step 4
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 1 3 4
Show Slide #24: Battle Drill Process Flow – Step 4
Facilitator's Note: 4th step- PO created in GFEBS (approximately 30 minute cycles from L4 Cert.). eOrder created in AXOL

25. 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
Show Slide #25: Verify PO Creation in GFEBS
Facilitator's Note: User can also use T-Code ME23N. Once the award has been issued in the GPC system the Purchase Order will be automatically generated and populate in GFEBS in less than an hour. The PO number will appear on the Status tab of the Purchase Requisition and can be reviewed using ME53N.
1.00

26. Logging in Access Online (AXOL)
1 (Initial sign-in)
2 (Change PW)
3 (Create security questions)
4 (Accept disclaimer)
Show Slide #26: Logging in Access Online (AXOL)
Learning Step Activity #4: View eOrder in Access Online (AXOL)
Facilitator's Note: Initial sign in procedures are listed above. Self-explanatory.

27. View Transaction List in AXOL
NOTE: There are several views available when dealing with transaction information. 1 2
Show Slide #27: View Transaction List in AXOL
Facilitator's Note: Notify the students that there are multiple elements to the GPC process. We will begin with viewing our own transactions.

28. View Transaction (Cont.)1
Show Slide #28: View Transaction (Cont.)
Facilitator's Note: The system is user friendly. Simply by typing ‘B’ in the last-name block brings up all last names beginning with B and in alphabetical order. 2

29. 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
Show Slide #29: View Transaction (Cont.)
Facilitator's Note: At the top-left of the screen, the ‘Card-Holder’ name and associated information appears. There are three sections to the “Card Account Summary w/ Transaction List” screen. By clicking on the + enables a further drill-down into the specified area.
NOTE: By clicking on the + enables a further drill-down into the specified area 3

30. View Transaction (Cont.)1
Show Slide #30: View Transaction (Cont.)
Facilitator's Note: Inform the learner that the green dot on the page is a sign that the account is open. The last four is tied in with the account number. By default, the ‘Open’ cycle displays. Choose dropdown to change.
NOTE: Billing Cycle Close Date. 2
NOTE: By default, the ‘Open’ cycle displays. Choose dropdown to change.

31. 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
Show Slide #31: View Transaction (Cont.)
Facilitator's Note: There are other ‘Summary Information’ areas that may display here.
- Outstanding Order Information
- Total Transactions
- Reallocated Transactions
- Final approved transactions with a percentage of what has been final approved
Facilitator's 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. 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.

32. View Transaction (Cont.)1
NOTE: The ‘Account Activity’ report will show the Lines of Accounting currently attached to the transactions.
Show Slide #32: View Transaction (Cont.)
Facilitator's Note: The ‘Account Activity’ report will show the Lines of Accounting currently attached to the transactions.

33. 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
Show Slide #33: Disputing a Transaction
Facilitator's Note: To dispute a transaction, go to: Card Account Summary>Transaction list screen. Click the ‘Trans Date’ link next to the transaction you want to dispute. Scroll to the bottom of the screen – Click Dispute. Also on this page includes the transaction details. 3
Scroll to the bottom of the screen – Click Dispute

34. 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
Show Slide #34: Dispute a Transaction (Cont.)
Facilitator's Note: There are numerous reasons to initiate a dispute. Choose from the options available. If one does not pertain to your situation, there is an ‘Other’ option available. Click “Unrecognized” For this, you will have to print the transaction, sign it, and submit it. To the right, make note of additional documentation needed. Click continue. The more information provided, the better off the cardholder will be.
To the right, make note of additional documentation needed 4

35. 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..
Show Slide #35: Dispute a Transaction (Cont.)
Facilitator's Note: After clicking continue – Verify all fields, and fill in all red asterisk areas. These are required. In the ‘Actions’ field, record merchant responses etc. as needed to explain the dispute in detail. Important - All disputes need to be initiated within 60 days of the cycle date. Click continue. 3 4 5
NOTE: All disputes need to be initiated within 60 days of the cycle date.

36. Battle Drill Schematic – Step 5
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 5
Show Slide #36: Battle Drill Schematic – Step 5
Facilitator's Note: 5th Step- Account reconciled. Increment / Decrement as necessary.

37. 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.
Show Slide #37: Reconcile/Reallocate Transactions
Facilitator's Note: This task is TYPICALLY completed by the cardholder. If necessary, the Approving/Billing Official can perform these tasks on behalf of the cardholder. Select the transaction you wish to REALLOCATE using the checkbox. Then click on the transaction date to open the transaction summary. 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. 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.

38. 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.
Show Slide #38: Reconcile/Reallocate Transactions (Cont.)
Facilitator's 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. Notice that the amount remaining must be at zero before the user can save their allocation changes. Rows marked for ‘Deletion’ are subtracted from Total Allocated and Amount Remaining values. When finished, be sure and save changes. 3 4
NOTE: Rows marked for ‘Deletion’ are subtracted from Total Allocated and Amount Remaining values.

39. 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.
Show Slide #39: Reconcile/Reallocate Transactions (Cont.)
Facilitator's Note: To ADD additional allocation lines (1-100), enter the number to add in the Additional Allocations field and click the ADD button. Below that, 2 new lines have been added. Next step is to assign allocations as appropriate using different amounts or different codes.
Below, 2 new lines have been added. Next step is to assign allocations as appropriate using different amounts or different codes. 2

40. 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
Show Slide #40: Reconcile and Reallocate Transactions (Cont.)
Facilitator's Note: Point out to the students that the 2 new lines have been assigned 20% and the original was reduced to 60%. Again, ensure the total amount equals 100%. Click ‘Save Allocations’ when finished. Once saved, an auto-message will appear informing the user the request has been ‘successfully completed.’ Finally, off to the right, click ‘Add as Favorite’ to add to your favorites list.
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.’

41. LSA #3 Check on Learning
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
Show Slide #41: LSA #4 Check on Learning
Facilitator's Note: Read and ask the following check on learning question and facilitate discussion on answers given.
Note: The answer to each question will appear when you hit enter.
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

42. LSA #3 Summary Show Slide #42: LSA #4 Summary
Facilitator's Note: During this part of the lesson, we discussed the Reconciling and Reallocating in AXOL.
“Or”
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. 11

43. Battle Drill Schematic – Step 6
Battle Drill 12: Process Contract (P2P) Single Charge Card Solution (GPC) 2 5 1 3 4 6
Show Slide #43 Battle Drill Schematic – Step 6
Facilitator's Note: Final Stage, Interface Monitor ensures errors are corrected: EDI 821 / 810.

44. 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
Show Slide #44: Credits- Returns vs. Rebates
Learning Step Activity #5: Discuss GPC Rebates Process
Facilitator's Note: 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.

45. 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
Show Slide #45: Rebate Process
Facilitator's Note: For referencing:
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

46. 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.
Show Slide #46: Rebate Process (Cont.)
Facilitator's Note: 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.

47. 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
Show Slide #47: Business Rules
Facilitator's Note: 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 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

48. 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
Show Slide #48: Business Rules (Cont.)
Facilitator's Note: 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.
Facilitator's Note: Business Procedures. 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.

49. 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
Show Slide #49: Business Procedures (Cont.)
Facilitator's Note: 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. 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

50. Process Steps
U.S. Bank distributes reports to command POCs providing details of rebate amounts down to managing account – Sample report(s):
Sample
Sample
Show Slide #50: Process Steps
Facilitator's Note: U.S. Bank distributes reports to command POCs providing details of rebate amounts down to managing account – Sample report(s) shown above.
GFEBS Level 2 Funds Center

51. 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)
Show Slide #51: Process Steps – DD Form 1131
Facilitator's Note: 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. Be advised: If DD1131 is not received within 60 days, DFAS may deposit funds to Army Treasury receipt account (21R3210)

52. 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
Show Slide #52: DD Form 1131 (Cont.)
Facilitator's Note: Self-Explanatory. Cover the form step by step if need. Do not assume every student has seen this form.
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

53. 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
Show Slide #53: DD Form 1131 (Cont.)
Facilitator's Note: Self-Explanatory. Again, cover the form step by step if need. Do not assume every student has seen this form.
XX20XX (Fund) (Fund Center) (Functional Area) (Credit Memo Number).
6. Total should populate when you fill in the amounts.
652.32

54. 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.’
Show Slide #54: Enter Credit Memo in GFEBS
Facilitator's Note: A total of 6 steps beginning with the t-code input. Be advised, the editing options can be located under the menu options. Be sure the user does NOT hit the Enter key.
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’

55. 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.
Show Slide #55: Enter Credit Memo (Cont.)
Facilitator's Note: Again, follow the steps in order. The vendor is legitimate to use in the TED.

56. 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.
Show Slide #56: Enter Credit Memo (Cont.)
Facilitator's Note: Again, follow the steps in order. The vendor is legitimate to use in the TED.
**NOTE: You should have no more than 7 lines because that is all that can fit on each 1131.

57. 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
Show Slide #57: Enter Credit Memo (Cont.)
Facilitator's Note: Continue with the steps in order. It is important to mention that the student should not hit the enter key when finished, but rather click the back button.

58. Enter Credit Memo (Cont.)
Your balance should be zero.
Short ‘Text and Loc.curr’ amount
will populate
Show Slide #58: Enter Credit Memo (Cont.)
Facilitator's Note: Once the back button is pushed, a lot of the previouly6inputted information will populate, making this process easier for the processor.

59. 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.
Show Slide #59: Enter Credit Memo (Cont.)
Facilitator's Note: When scrolling, the student must not scroll too fast. It is easy to pass the required information. If all lines show green, the student did something right. Any red flags on any line must be dealt with right away. The system will direct the user to the error.

60. Enter Credit Memo (Cont.)
1. Go to Payment tab
3. Once complete, “Post”
2. Make sure “Pmnt Block” is “Blocked for payment”
Show Slide #60: Enter Credit Memo (Cont.)
Facilitator's Note: Be advised – with the proper ‘staged’ LOA information, students can execute this T Code in the Training Client.
Document Created
4. Record the Document Number for your 1131.

61. 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.
Show Slide #61: Process Steps
Facilitator's Note: 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.

62. 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.
Show Slide #62: Process Steps (Cont.)
Facilitator's Note: 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.

63. LSA #4 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: True
Q3: The t-code __[a]__ is used to Reverse a document.
A3: FB08
Show Slide #63: LSA #5 Check on Learning
Facilitator's Note: Read and ask the following check on learning question and facilitate discussion on answers given.
Facilitator's Note: The answer to each question will appear when you hit enter.
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

64. LSA #4 Summary Show Slide #64: LSA #5 Summary
Facilitator's Note: During this part of the lesson, we discussed the advantages and disadvantages of ‘rebates versus returns’.
“Or”
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. 11

65. Questions? Show Slide #65: Questions?
Facilitator's Note: Field any additional questions the students may have. Facilitate as needed.

66. Terminal Learning Objective
Action: Process a Government Purchase Card (GPC) Transaction
Conditions: FM Leaders in a classroom environment working individually or as a member of a small group, using doctrinal and administrative publications, self-study exercises, personal experiences, practical exercises, handouts, and discussion.
Standard: Process a GPC transaction with at least 80% by inputting a GPC Purchase Requisition (PR) in GFEBS; approving PR in GFEBS via ME54N; viewing eOrder in Access Online (AXOL); and communicating the GPC rebates process.
Show Slide #66: Terminal Learning Objective
Restate the TLO.