GFEBS ERP System Training

Transcription

GFEBS Charge Card
PR/PO Solution
GSA SmartPay® Training Forum
Washington, D.C.
Thomas Buenaga, Army Relationship Manager
Vince Scatamacchia, GFEBS Functional Design
and Test Team
August 3-5, 2016
Agenda
• Overview
– Basic Terms
– Bottom Line Up Front (BLUF)
• Cardholder/Billing Official Information
– Cardholder/Billing Official ACTIONS
– Cardholder Relationship with PR Processor Role
– Billing Official Relationship Approver Role
• High Level Process Flow
• GFEBS Roles
• Access Online PR Document Types
– PR /PO to eOrder in Access Online
– Access Online 2-Way or 3-Way Single PR
– Access Online 2-Way Bulk PR
U.S. BANK | PROPRIETARY AND CONFIDENTIAL | 2
Agenda continued
•
•
•
•
Matching Multiple Transactions
Credits- Returns vs. Rebates
Transaction versus eOrder Amount
Managing Invoice Payments and Delinquencies
– U.S. Bank Delinquency Report
– Weekly IDoc Report
– IDoc Status Codes
– Common PO IDoc Errors
– IDoc Error Handling
• Appendix A: Resources
Basic Terms
• PR = Purchase Requisition - GFEBS commitment
• PO = Purchase Order - GFEBS obligation
• Access Online = Credit Card Management System managed by U.S.
Bank
• GFEBS = General Fund Enterprise Business System - Army’s General
Fund Accounting System of record
• Transactions - Government credit card charges from merchants
• Matching - transactions linked to the eOrders created in Access Online
• Manual Order - the order that a cardholder or Billing Official enters
directly into Access Online
Basic Terms
• eOrder - the electronic order sent to Access Online that has been
generated by GFEBS under the new process (called the PR/PO
Process)
• Government Risk & Compliance System (GRC) Training Coordinator –
Person who can assist gaining access to GFEBS
• Goods Receipt (G/R) – entered in GFEBS by a Goods Receipt
Processor for material receipt
• IDoc - GFEBS Intermediate Document indicating by status code either
a successful PO/invoice update or suspension because of an error
Bottom Line Upfront (BLUF)
• A process is required to be in compliance with Financial Management
Regulation (FMR) Vol. 3, Chap. 8, para. 080202G
– “Commitments shall be established in advance in…for commercial
purchase cards.”
• Funds must be committed prior to making a purchase
• Compliance is met by the creation and approval of a committing document in
GFEBS called a Purchase Requisition (PR)
• Approval of the PR automatically creates the obligation of funds in the form of a
Purchase Order (PO) in GFEBS
• The creation of the PO in US Army’s GFEBS triggers the automatic generation
of an eOrder in U.S. Bank’s Access Online
• For the PR/PO Process, all transactions must be matched to a GFEBS
generated eOrder, manual order creation must be avoided
Cardholder/Billing Official Information
• PR/PO Process
– Cardholders request PR Processors create PR in GFEBS
– GFEBS generated eOrders can be identified in Access Online by the
Control Number and Document Number
• Control Number always starts with “21”
– As seen in the “Match Multiple Orders to Transactions” screen and “Order
Maintenance View” screens
• Document Number always starts with “46”
– As seen in the “Order Maintenance View”
Cardholder/Billing Official ACTIONS
– DO NOT CERTIFY statements with transactions matched to manual orders
• Billing Officials must REJECT statement back to Cardholder to properly match
to a GFEBS generated eOrder
– Transactions MUST be matched to GFEBS generated eOrders by way of
the PR/PO process
• Failure to follow these instructions will result in the need for a DFAS
manual payment, which could result in card suspension and disruption
of your mission
Transaction Example
Access Online “Match Multiple Orders to Transactions” Screen
“Control Number” is the
PR # created in GFEBS
& will always start with a
“21”
Transaction Example
Access On Line “Order Maintenance” Screen
A GFEBS PR/PO will
show “Source” as
“ARMYGFEBS
Manually
created orders
by a CH or BO
in Access
Online
GFEBS PR/PO created
orders by a PR Processor
Cardholder Relationship with PR
Processor Role
• Cardholders CAN be provisioned in GFEBS as PR Processors
– Can create their own PRs if provisioned- (depends on business need)
– To be provisioned in GFEBS requires GRC provisioning and training
• **See your Supervisor and/or GRC Training Coordinator for guidance**
• Cardholders not provisioned will need to request a PR Processor to
create a PR on their behalf
– If PR Processor is unknown, contact your Supervisor or GRC Training
Coordinator
– The PR creates a GFEBS accounting commitment
– Upon approval the PR automatically generates a PO
– The GFEBS PO causes the automatic generation of an eOrder in Access
Online within 1 hour and the Cardholder is authorized to make the
purchase
Billing Official Relationship with PR
Approver Role
• Billing Officials CAN be provisioned in GFEBS as PR Approvers
– Can approve PRs if provisioned- (depends on business need)
– To be provisioned in GFEBS requires GRC provisioning and training
• **See your Supervisor and/or GRC Training Coordinator for guidance**
• PRs require a minimum of two levels of approval
– Can select additional levels of approval if desired
– L1 Approval- “Supervisor”
– L4 Approval- “Funds Certifier”
– Once L4 approved, 3 simultaneous automatic actions:
• 1. Notification email sent to Cardholder
• 2. PO automatically created in GFEBS
• 3. eOrder automatically generated in Access Online within 1 hour
High Level Process Flow
U.S. Bank-Access Online
Process
PO Lines to
CH Account creates
eOrder
Order
Mgt
CH
Recon
CH = Cardholder
BO = Billing Official
BO
Recon
Certify
2 Day Lag
EDI -810 Invoice & Credit
Memo Creation
EDI -821 PO
Update
GFEBS Process
PR/
Workflow
PO
GR
Commitment
Obligation
Expense
(for 3-way match)
Required Funds
Certification
Auto PO
Creation
Optional GR
PO
Update
Invoice/
F110/
Cred Memo Pmt Wrhs
Expense
Disbursement
(for 2-way match)
Liability to
U.S. Bank
Payable file to
U.S. Bank
GFEBS Roles (per “Business Role Titles from Role Assignment Guidelines 20120731”)
Goods Receipt Purchase Order
Interface
Processor*
Processing
Monitor
Sites
Purchase Requisition Purchase Order
Processor*
Processor
Purchase Requisition Purchase Order
Interface
Approver
Processing
Purchase Requisition
Monitor
Funds Certifier
Purchase Requisition
Approval Maintainer
DFAS
GPC Account
Maintainer
*Optional Roles
**ARNG USPFO Only
Site Invoice
Interface
Processing
Monitor
105 ARNG
Movement Type
Goods Acceptance
Processor**
Invoice
Interface
Processing
Monitor
Payment
Processor
Payment
Certifier
Important GFEBS Roles
• Purchase Requisition Processor
– Responsible for creating the PRs; Can be individually assigned to each
Cardholder or centrally assigned (create PRs on behalf of the CHs)
• Purchase Requisition Approver
– Approves the PR for purchase card purchases initiated by the Purchase
Requisition Processor
• Purchase Requisition Fund Certifier
– Enables funds certification and is typically assigned to Resource
Management to allow for precise management of charge card spending
and budget awareness
• Purchase Order Processor
– Assigned to those within Resource Management (RM) and authorized to
increase the amount of an existing obligation should the purchase in
question be higher than initially entered
• Purchase Order Interface Processing Monitor
– Required to monitor IDoc errors between U.S. Bank and GFEBS related to
charge card purchases through inbound Electronic Data Interchange
(EDI)-821 interface reporting
• Site Invoice Interface Processing Monitor
– Required to monitor IDoc errors between U.S. Bank and GFEBS related to
charge card purchases through inbound EDI-810 interface reporting
• GPC Account Maintainer
– Responsible for monitoring a daily refresh file from U.S. Bank’s Access
Online and maintaining charge card master records in GFEBS as
necessary
– Daily Cardholder Refresh File – file posted to AKO daily containing all
cardholder accounts that have been opened or closed in the past 24 hours
(see “Resources” chart # 40)
• For provisioning questions, consult your Supervisor and/or GRC
Training Coordinator
Access Online
PR Document Types
Access Online PR Document Types
• 2-Way PRs
– Access Online 2-Way Single PR and Access Online 2-Way Bulk PR
– Require Invoice and Obligating Document (PO) for payment by DFAS
• 3-Way PR
– Access Online 3-way Single PR
– Requires Invoice, Obligating Document (PO) and Goods Receipt for
payment by DFAS
Access Online 2-Way or 3-Way Single PR
Automatic
Distribution
in AXOL
T1 = $100
PR
PO
eOrder
Line 1 = $50
Line 1 = $50
Line 1 = $50
(25%)
Line 2 = $100
Line 2 = $100
Line 2 = $100 (50%)
Line 3 = $50
Line 3 = $50
Line 3 = $50
(25%)
L1 = $25
L2 = $50
L3 = $25
(25%)
(50%)
(25%)
T2 = $50
L1 = $12.50 (25%)
L2 = $25
(50%)
L3 = $12.50 (25%)
Optional
Redistribution
In AXOL
T1 = $100
L1 = $0
(0%)
L2 = $100 (100%)
L3 = $0
(0%)
T2 = $50
L1 = $0
L2 = $0
L3 = $50
(0%)
(0%)
(100%)
• PO creates one eOrder (single)
• Each transaction will be initially distributed across each line of the eOrder
according to the percentage of the line amounts in the eOrder
• The cardholder can then redistribute the transaction once it has been matched
in Access Online if desired
• Used when each transaction must be spread across each Line of Accounting
Access Online 2-Way Bulk PR
T1 = $30
eOrder 1 = $50
PR
PO
Line 1 = $50
Line 1 = $50
Line 2 = $100
Line 2 = $100
Line 3 = $50
Line 3 = $50
T2 = $20
T3 = $50
eOrder 2 = $100
T4 = $30
T5 = $20
eOrder 3 = $50
T6 = $50
• PO creates an eOrder for each line (BULK amount of eOrders)
• Each transaction is matched 100% against a single eOrder and the
one Line of Accounting
– Multiple transactions can be matched to the same eOrder
2-Way Single eOrder
PR Number
PO Number
2-Way Single eOrder
Dollar Amount
from PR/PO
Vendor name
from PR/PO
2-Way Single eOrder
3 line eOrder - Note percentage allocation by each
line’s amount to different lines of accounting
2-Way Single eOrder
GFEBS Final
Invoice Indicator
PO Doc & Line
Number
2-Way Bulk eOrder Line 1
PR Number
PO Number
Dollar Amount
from PR/PO
Vendor name
from PR/PO
2-Way Bulk eOrder will always have
1 line
GFEBS Final
Invoice Indicator
PO Doc & Line
Number
PR Number
PR in eOrder is now
line 2
PO Number
PO in eOrder is
now line 2
Dollar Amount
from PR/PO
Vendor name
from PR/PO
2-Way Bulk eOrder will always
have 1 line
GFEBS Final
Invoice Indicator
PO Doc & Line
Number
Matching Multiple Transactions
Access On Line “Match Multiple Orders to Transactions” Screen
Select eOrder that
needs matching……
Check all trans that
need to be match to a
single eOrders
…..Then click “Match
to Order”
Credits- Returns vs. Rebates
• Returns
– If merchant issues a credit for a purchase, new PR should not be created
– Instead, the cardholder should match that credit against an already existing
PR/PO eOrder that the debit was originally matched against
– Return will fail if the credited amount exceeds amount of the original invoice
– Exceptions for when a Rebate PR is used for Returns:
• Return occurs 6 or more months after the purchase
• Return goes to a new account because the old account was closed due to fraud
• Rebates (non-Army cardholders)
– A U.S. Bank issued credit (Rebate) will require a new GFEBS PR
designated by Account Assignment = R (leave amount positive)
– This PR will then proceed through the normal workflow process, which will
create a PO and eOrder
– Rebate PR and PO lines will not commit or obligate funding
• If the transaction amount(s) is less than the amount obligated
• Extra funds can be automatically deobligated at bill cycle end by
changing the “SAR/GFEBS FINAL INV” field from “N” to “Y” on the
matched transaction in Access Online
• If this step is omitted, the PO Processor can check the “Final Invoice
Indicator” on the PO line’s Invoice tab in GFEBS after the invoice posts
If the transaction amount(s) is greater than the amount obligated:
• But is within DASA-FO approved tolerance of the lesser of 10% or
$100 of the PO line amount
– At bill cycle end, the EDI-821 file will automatically increase the
corresponding PO line (assuming there is enough available funding)
• And exceeds the tolerance
– The PO line amount must be increased manually by a PO Processor (via
ME22N)
– If this is not done before bill cycle end, the EDI-821 & EDI-810 will cause
IDoc errors
No Manual Orders
• Must match every transaction in Access Online to an eOrder
**NO MANUAL ORDERS****
– Billing Official must verify no manual Orders before certifying
– Run Order Detail Report in Access Online to ensure all matched lines of
accounting have a PO (“46…” number)
– Failing to do so will require manual payment process
• Payment will be delayed to U.S. Bank and cause delinquencies
“46” PO Doc &
Line Number
Managing Invoice Payments
and Delinquencies
U.S. Bank Delinquency Report
• Monthly Delinquency report sent to Level 3 A/OPCs approximately 3-4
days after the billing cycle
– Not an Access Online® generated report
Identified this account to work first
Delinquency
• A/OPCs need to monitor the delinquency report once it is received
– Identify and work the oldest (most delinquent) accounts first
– Contact Billing Officials for additional information
• If unable to determine what month is delinquent A/OPCs should:
– Have Resource Manager (RM) verify in GFEBS (using
– transaction code FB03) if any invoices are missing or unpaid or
– Contact your U.S. Bank invoice services representative
• See Appendix B for contact information
FB03 – Invoice Verification
• For invoices that are missing
– Note that invoices for 19.09.2014 and 19.10.2014 are missing
– RM’s can identify unposted invoices
Sep and Oct 2014
Invoices are missing
FB03 – Payment Verification
• For invoices that are not paid
– Example shows clearing doc for November Invoice
– If no clearing document is present no payment has been made to this
account
• RM must research reason for non payment
Clearing doc indicates the
DFAS ready-to-pay file
U.S. Bank Account Reconciliation
• If unable to determine what month is delinquent contact your
Government services research representative who can provide an
account reconciliation
Identified Oct 2014 Invoice
payment is missing
Delinquent Month Identified
• Invoice Missing
– Review IDoc error report posted to AKO
– If IDocs are present, correct all IDocs.
– If no IDocs check if BO certified statement
• Invoice present but not paid
– Common reasons for non-payment:
• Insufficient funding of interest LOA (B block)
• Missing goods receipt on a 3 way match purchase order (R block)
Weekly IDoc Report on AKO
• Posted Weekly by COB Friday ET on Army Knowledge Online (AKO):
– https://www.us.army.mil/suite/files/35900811
• File titled “AXOL_PR-PO_IDoc_Report_XX-XX-XX_to_XX-XX-XX”
– Ex: AXOL_PR-PO_IDoc_Report_08-19-12_to_03-18-13
• “AXOL PR-PO IDoc Pull XXXXXX” (Tab 1) contains all IDocs
– Column A: IDoc Number
– Column B: Message Type:
• ZSSC_AXOL_PO_UPDATE = EDI-821 PO IDoc
• ZSSC_AXOL_INV_CREATE = EDI-810 Invoice IDoc
– Column C: Status (refer to previous slide)
– Column D: Managing Account
– Column E: Funds Center
– Column F: Error – If in 51, high level reason for IDoc failure, see Tab 2
– Column G: Message Variant
– Column H: Created On – Date the IDoc was created
– Column I: Status Text – More specific explanation for the IDoc failure, see Tab 2
– Column J: “Content 16” is the Managing Account/Bill Cycle End
• “Error Guidance” (Tab 2) contains common error messages & guidance
• “STATUS Codes” (Tab 3) contains the status code guide
Weekly IDoc Report on AKO
• File titled “AXOL_PR-PO_IDoc_Report_XX-XX-XX_to_XX-XX-XX”
– Ex: AXOL_PR-PO_IDoc_Report_08-19-12_to_02-20-15
Error Guidance Tab
Status Codes Tab
IDoc error(s) identified for the
Oct invoice
Status Codes for IDocs
Code
Description
Action Required
51
IDOC in suspended status
Not recorded in financial system
Get the Error Group and pull
IDOC# to get additional info to
problem solve
53
IDOC posted successfully
Results reflected in GFEBS accounts
No action required
64
Not processed; waiting for batch job to
run & process
No action required
68
IDOC not processed and has been
marked for no further processing
More information needed
Normally no action required
Successful IDoc Messages
• EDI-821 IDocs
– “Purchase Order has been updated”
• EDI-810 IDocs
– “Document MIRO Invoice 51XXXXXXXX 20XX Posted Successfully”
– “Document MIRO Credit Memo 51XXXXXXXX 20XX Posted Successfully”
– “Document FB65 Credit Memo 17XXXXXXXX 20XX Posted Successfully”
Common EDI-821 PO IDoc Errors
Error Message
1.
2.
“Exceeds Tolerance and
Limit. PO 46XXXXXXXX,
line XXXXX by $XXXX.”
“Overall budget exceeded
by XX.XX USD (GFEBS
AVC LEDGER) for
document item XXXXX”
Resolution
Transaction values in the IDoc exceed both the 10% Tolerance
and the $100 Limit. Open the PO in ME22N. For each red Data
Record, update the corresponding PO line item amount on the
PO’s Limits tab (in both Expected Amount and Overall Amount
fields).
NOTE: If the PO Line already contains a “Purchase Order
History” tab, there is already an invoice on this PO line (most
likely from a prior billing cycle). If this is the case, the PO line’s
Expected Amount and Overall Amount will need to be increased
to cover any additional funding needed for the current Bill Cycle’s
charges.
The transaction exceeded the PO line amount and was within
tolerance, but there are not enough available funds on the
associated line of accounting for the program to make the update.
Either funds need to be moved to the PO line’s current line of
accounting or the line of accounting can be changed on the PO
(via the Limits tab -> green arrow). Then the PO line item amount
should be increased.
Common EDI-821 PO IDoc Errors
Error Message
Resolution
“PO Doc-Line
3. 46XXXXXXXX-XXXXX not
found”
The PO doc-line is deleted. Open the PO in ME22N. Highlight and
undelete the deleted line.
“PO line already closed
4.
46XXXXXXXX-XXXXX”
The PO line has the Final Invoice Indicator checked. Open the PO in
ME22N and click to the invoice tab. Uncheck the “Final Invoice
Indicator” and save.
“No PO Line Items found in
This occurs if there was a manually created Order in Access
GFEBS for PO Line”
Online®, instead of a GFEBS PR/PO created eOrder (electronic
5.
or
Order).
DFAS manual pay required for the Managing Account’s
“No PO Line Items found in
statement.
GFEBS for SDN”
This error occurs when a PO line has been both trashed and the
amount changed to $0.0. This iDOC will never reprocess
6. “Enter an Expected Value” successfully.
statement.
Common EDI-810 Invoice IDoc Errors
Error Message
Resolution
A rebate PR/PO was created with a Functional Area of “Army” in the
“Functional Area ‘Army’ is
7.
line of accounting. Open the PO in ME22N and click to the Account
not allowed”
Assignment tab.
“Reversal value greater
8. than value invoiced to
date”
This EDI-810 IDoc is trying to post a credit memo for returns (not
rebates). Returns need to be matched against a PO line that has
been invoiced (or will be in the same Bill Cycle) for at least the dollar
amount of the return. If that invoice is failing to post, that would cause
this credit memo to also fail. It will reprocess successfully once the
corresponding invoice does post.
If this is failing because there will be no invoice against the PO line
(or there is an invoice, but not for enough funds), this IDoc will never
reprocess to post the MIRO Credit Memo.
Example: Purchase made, but return amount is higher than the debit
due to exchange rate fluctuation.
Example: Rebate matched to Debit PR
DFAS manual pay required for the Managing Account’s statement.
Common EDI-810 Invoice IDoc Errors
Error Message
Resolution
“Missing required field. PO
or PIIN or SDN”
This occurs if there was a manually created eOrder, instead of a
or
GFEBS PR/PO created eOrder.
9.
“SDN XXXXXXXX/XXXX not
statement.
found in GFEBS in PIIN
field”
Conclusion
• Monitoring and correcting IDocs is essential to a healthy living
Managing Account and a happy BO
• You can take responsibility for your own survival by understanding the
importance of IDOCs
APPENDIX A
Resources & Invoice Services
Representative Contact Information
Resources
• GPC job aids/materials:
– Also contains the weekly iDOC report posted on Friday
• U.S. Bank job aids
• Consolidated Active Cardholder file (every Wed)
Resources
• Daily Cardholder Refresh file
– https://www.uw.army.mil/suite/files/36984390
• Requests for review of manual payments
– Get a helpdesk ticket, [email protected]
– Provide to Vince or Nancy with Access Online bill, spreadsheet, and
certifications: [email protected];
[email protected]
Invoice Services Representative
Contact Information
Andrea Ramsett
Greg Wixo
Phone
701-461-3914
Phone
701-461-3250
Fax
866-616-1712
Fax
866-616-1712
Email
[email protected]
Email
[email protected]
Hours
7:00AM to 3:30PM CST M-F
Hours
Army Level 3 Commands Managed:
MICC
ACC
ECC
PEOSTRI
USAMRAA
INSCOM
CHAPLAINS
MEDCOM
72, 74, 79
3, 9
26, 37, 58, 77, 85, 86
6
65
84
90
99
MICC
ACC
ECC
27, 31, 32, 56, 60, 70, 71, 73, 80
33, 34, 78
75, 76, 82, 89
Invoice Services Representative
Contact Information
Krista Arendes
Connie McClellan
Phone
701-461-3270
Phone
701-461-3312
Fax
866-616-1712
Fax
866-616-1712
Email
[email protected]
Email
[email protected]
Hours
Hours
ACC-RI
Army Guard
NAF
USACE
Air Guard
Army Contract Pay
Bank Card Payment
Research Supervisor
12
18
21
55
94
(All Commands)
Thank You!
Presentations are available at:
www.usbank.com/sp2presentations
©2016 U.S. Bank
(R-05/16) MMWR-90598

GFEBS ERP System Training

Transcription

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