GFEBS Charge Card PR/PO Solution

Transcription

1 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

2 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

3 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 3

4 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 4

5 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 5

6 Bottom Line Upfront (BLUF) A process is required to be in compliance with Financial Management Regulation (FMR) Vol. 3, Chap. 8, para G 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 6

7 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 7

8 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 8

9 Transaction Example Access Online Match Multiple Orders to Transactions Screen Control Number is the PR # created in GFEBS & will always start with a 21 U.S. BANK PROPRIETARY AND CONFIDENTIAL 9

10 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 10

11 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 11

12 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 sent to Cardholder 2. PO automatically created in GFEBS 3. eorder automatically generated in Access Online within 1 hour U.S. BANK PROPRIETARY AND CONFIDENTIAL 12

13 High Level Process Flow U.S. Bank-Access Online Process PO Lines to CH Account creates eorder Order Mgt CH Recon BO Recon EDI -821 PO Update Certify CH = Cardholder BO = Billing Official 2 Day Lag EDI -810 Invoice & Credit Memo Creation GFEBS Process PR/ Workflow PO GR PO Update Invoice/ Cred Memo F110/ Pmt Wrhs Commitment Obligation Expense (for 3-way match) Expense (for 2-way match) Disbursement Required Funds Certification Auto PO Creation Optional GR Liability to U.S. Bank Payable file to U.S. Bank GFEBS Roles (per Business Role Titles from Role Assignment Guidelines ) Purchase Requisition Processor Purchase Requisition Approver Purchase Requisition Funds Certifier Purchase Requisition Approval Maintainer Purchase Order Processor* Purchase Order Interface Processing Monitor GPC Account Maintainer Goods Receipt Processor* Sites DFAS *Optional Roles **ARNG USPFO Only Purchase Order Interface Processing Monitor Site Invoice Interface Processing Monitor Invoice Interface Processing Monitor 105 ARNG Movement Type Goods Acceptance Processor** Payment Processor Payment Certifier U.S. BANK PROPRIETARY AND CONFIDENTIAL 13

14 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 14

15 Important GFEBS Roles 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 15

16 Important GFEBS Roles 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 16

17 Access Online PR Document Types U.S. BANK PROPRIETARY AND CONFIDENTIAL 17

18 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 18

19 Access Online 2-Way or 3-Way Single PR PR Line 1 = $50 PO Line 1 = $50 eorder Line 1 = $50 (25%) Automatic Distribution in AXOL T1 = $100 L1 = $25 L2 = $50 L3 = $25 (25%) (50%) (25%) Optional Redistribution In AXOL T1 = $100 L1 = $0 L2 = $100 L3 = $0 (0%) (100%) (0%) Line 2 = $100 Line 2 = $100 Line 2 = $100 (50%) T2 = $50 T2 = $50 Line 3 = $50 Line 3 = $50 Line 3 = $50 PO creates one eorder (single) (25%) L1 = $12.50 (25%) L2 = $25 (50%) L3 = $12.50 (25%) L1 = $0 L2 = $0 L3 = $50 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 (0%) (0%) (100%) U.S. BANK PROPRIETARY AND CONFIDENTIAL 19

20 Access Online 2-Way Bulk PR T1 = $30 PR PO eorder 1 = $50 T2 = $20 Line 1 = $50 Line 1 = $50 T3 = $50 Line 2 = $100 Line 2 = $100 eorder 2 = $100 T4 = $30 Line 3 = $50 Line 3 = $50 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 20

21 2-Way Single eorder PR Number PO Number U.S. BANK PROPRIETARY AND CONFIDENTIAL 21

22 2-Way Single eorder Dollar Amount from PR/PO Vendor name from PR/PO U.S. BANK PROPRIETARY AND CONFIDENTIAL 22

23 2-Way Single eorder 3 line eorder - Note percentage allocation by each line s amount to different lines of accounting U.S. BANK PROPRIETARY AND CONFIDENTIAL 23

24 2-Way Single eorder GFEBS Final Invoice Indicator PO Doc & Line Number U.S. BANK PROPRIETARY AND CONFIDENTIAL 24

25 2-Way Bulk eorder Line 1 PR Number PO Number U.S. BANK PROPRIETARY AND CONFIDENTIAL 25

26 2-Way Bulk eorder Line 1 Dollar Amount from PR/PO Vendor name from PR/PO U.S. BANK PROPRIETARY AND CONFIDENTIAL 26

27 2-Way Bulk eorder Line 1 2-Way Bulk eorder will always have 1 line U.S. BANK PROPRIETARY AND CONFIDENTIAL 27

28 2-Way Bulk eorder Line 1 GFEBS Final Invoice Indicator PO Doc & Line Number U.S. BANK PROPRIETARY AND CONFIDENTIAL 28

29 2-Way Bulk eorder Line 2 PR Number PR in eorder is now line 2 PO Number PO in eorder is now line 2 U.S. BANK PROPRIETARY AND CONFIDENTIAL 29

30 2-Way Bulk eorder Line 2 Dollar Amount from PR/PO Vendor name from PR/PO U.S. BANK PROPRIETARY AND CONFIDENTIAL 30

31 2-Way Bulk eorder Line 2 2-Way Bulk eorder will always have 1 line U.S. BANK PROPRIETARY AND CONFIDENTIAL 31

32 2-Way Bulk eorder Line 2 GFEBS Final Invoice Indicator PO Doc & Line Number U.S. BANK PROPRIETARY AND CONFIDENTIAL 32

33 Matching Multiple Transactions Access On Line Match Multiple Orders to Transactions Screen Select eorder that needs matching..then click Match to Order Check all trans that need to be match to a single eorders U.S. BANK PROPRIETARY AND CONFIDENTIAL 33

34 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 34

35 Transaction versus eorder Amount 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 35

36 Transaction versus eorder Amount 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 36

37 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 37

38 Managing Invoice Payments and Delinquencies U.S. BANK PROPRIETARY AND CONFIDENTIAL 38

39 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 39

40 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 40

41 FB03 Invoice Verification For invoices that are missing Note that invoices for and are missing RM s can identify unposted invoices Sep and Oct 2014 Invoices are missing U.S. BANK PROPRIETARY AND CONFIDENTIAL 41

42 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 PROPRIETARY AND CONFIDENTIAL 42

43 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 43

44 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) U.S. BANK PROPRIETARY AND CONFIDENTIAL 44

45 Weekly IDoc Report on AKO Posted Weekly by COB Friday ET on Army Knowledge Online (AKO): File titled AXOL_PR-PO_IDoc_Report_XX-XX-XX_to_XX-XX-XX Ex: AXOL_PR-PO_IDoc_Report_ _to_ 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 45

46 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_ _to_ Error Guidance Tab Status Codes Tab IDoc error(s) identified for the Oct invoice U.S. BANK PROPRIETARY AND CONFIDENTIAL 46

47 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 IDOC posted successfully Results reflected in GFEBS accounts Not processed; waiting for batch job to run & process IDOC not processed and has been marked for no further processing No action required No action required More information needed Normally no action required U.S. BANK PROPRIETARY AND CONFIDENTIAL 47

48 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 48

49 Common EDI-821 PO IDoc Errors 1. Error Message Exceeds Tolerance and Limit. PO 46XXXXXXXX, line XXXXX by $XXXX. 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. 2. Overall budget exceeded by XX.XX USD (GFEBS AVC LEDGER) for document item XXXXX 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. U.S. BANK PROPRIETARY AND CONFIDENTIAL 49

50 Common EDI-821 PO IDoc Errors Error Message PO Doc-Line 46XXXXXXXX-XXXXX not found PO line already closed 46XXXXXXXX-XXXXX Resolution The PO doc-line is deleted. Open the PO in ME22N. Highlight and undelete the deleted line. 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. 5. No PO Line Items found in GFEBS for PO Line or No PO Line Items found in GFEBS for SDN This occurs if there was a manually created Order in Access Online, instead of a GFEBS PR/PO created eorder (electronic Order). DFAS manual pay required for the Managing Account s statement. 6. Enter an Expected Value This error occurs when a PO line has been both trashed and the amount changed to $0.0. This idoc will never reprocess successfully. DFAS manual pay required for the Managing Account s statement. U.S. BANK PROPRIETARY AND CONFIDENTIAL 50

51 Common EDI-810 Invoice IDoc Errors 7. Error Message Functional Area Army is not allowed Resolution A rebate PR/PO was created with a Functional Area of Army in the line of accounting. Open the PO in ME22N and click to the Account Assignment tab. 8. Reversal value greater 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. U.S. BANK PROPRIETARY AND CONFIDENTIAL 51

52 Common EDI-810 Invoice IDoc Errors Error Message Resolution 9. Missing required field. PO or PIIN or SDN or SDN XXXXXXXX/XXXX not found in GFEBS in PIIN field This occurs if there was a manually created eorder, instead of a GFEBS PR/PO created eorder. DFAS manual pay required for the Managing Account s statement. U.S. BANK PROPRIETARY AND CONFIDENTIAL 52

53 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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 53

54 APPENDIX A Resources & Invoice Services Representative Contact Information U.S. BANK PROPRIETARY AND CONFIDENTIAL 54

55 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) U.S. BANK PROPRIETARY AND CONFIDENTIAL 55

56 Resources Daily Cardholder Refresh file Requests for review of manual payments Get a helpdesk ticket, Army.GFEBS.Helpdesk@mail.mil Provide to Vince or Nancy with Access Online bill, spreadsheet, and certifications: vincent.scatamacchia.ctr@mail.mil; nancy.c.boggs.ctr@mail.mil U.S. BANK PROPRIETARY AND CONFIDENTIAL 56

57 Invoice Services Representative Contact Information Andrea Ramsett Phone Fax Greg Wixo Phone Fax Hours 7:00AM to 3:30PM CST M-F Hours 8:00AM to 4:30PM CST M-F Army Level 3 Commands Managed: MICC ACC ECC PEOSTRI USAMRAA INSCOM CHAPLAINS MEDCOM 72, 74, 79 3, 9 26, 37, 58, 77, 85, Army Level 3 Commands Managed: MICC ACC ECC 27, 31, 32, 56, 60, 70, 71, 73, 80 33, 34, 78 75, 76, 82, 89 U.S. BANK PROPRIETARY AND CONFIDENTIAL 57

58 Invoice Services Representative Contact Information Krista Arendes Phone Fax Connie McClellan Phone Fax Hours 8:00AM to 4:30PM CST M-F Hours 8:30AM to 5:00PM CST M-F Army Level 3 Commands Managed: ACC-RI Army Guard NAF USACE Air Guard Army Contract Pay (All Commands) Bank Card Payment Research Supervisor U.S. BANK PROPRIETARY AND CONFIDENTIAL 58

59 Thank You! Presentations are available at: U.S. Bank (R-05/16) MMWR U.S. BANK PROPRIETARY AND CONFIDENTIAL 59