GFEBS Charge Card PR/PO Solution

Similar documents
U.S. Army, GFEBS, DFAS & U.S. Bank Document

Step-by-step procedure to match an eorder with transaction(s) 2. Cardholder Match multiple transactions and approve statement steps

Document Information, Statuses & Exceptions in Ariba

Accounts Payable. Vendors and Vouchers

SAP User Guide Invoice Verification

inoerp Accounts Payable Process Flows inoerp

North Dakota University System Accounts Payable Processes

USAFMCOM System Support Operations (SSO) GFEBS Training. Army Day PDI Overall Classification UNCLASSIFIED//FOUO

Accounts Payable Entry Tips

Ariba Network Invoice Guide

FI to FI Transfer Frequently Asked Questions

SCEIS ACCOUNTS PAYABLE AND AGENCY BLOCKED INVOICE RECONCILER (ZMRBR) (AP330) End User Training Columbia Winter/Spring 2012

MiGS Merchant Administration Guide. July 2013 Software version: MR 29

FI321 Umoja Accounts Payable Process. Umoja Accounts Payable Process Version 12 1

Final. Internal Audit Report. Creditors System

Travel and Expenses Expense Reports

Invoice Collaboration: Self Billing Invoice

Accounts Payable and Inventory Management

WE RE AMPED TO MEET YOU!

Steps for Entering an OnBase Purchase Requisition (PR)

University Purchasing Manual How to Enter Requisitions for Purchase Orders

Montgomery County Public Schools. Financial Management System (FMS) User s Guide. iexpense. Version 3.0. May Division of Controller

FI322 Umoja Payment Processing. Umoja Payment Processing Version 17 1

Procure to Pay Process

Procure to Pay Process

APS Gateway New Merchant Set-up

Florida A & M University

Invoice Approval Using the Accounts Payable Module in the Munis ERP System

Workflow Instructions Entering an Electronic Check Request

FI321 Umoja Accounts Payable Process. Umoja Accounts Payable Process Version 8 1

Oracle Internal Accounts Management System Manual

State Accounting Office

Case Study Top-Down, Risk-Based Approach Purchase to Pay Process

The NBT Online Banker PERSONAL FINANCIAL MANAGEMENT TOOL HOW TO GUIDE

CORE Oklahoma. State of Oklahoma COR118 Accounts Payable Inquiry and Reporting Manual. Revised: October 1, 2007

IFAS 7i Department Accounts Payable

Purchasing Card Program

Approving CFS Invoices

Oregon State University. Invoice Approvals. How to Approve Invoices in Banner and Banner Self Service

Purchasing Card (P-Card) Policy and Procedure Frequently Asked Questions

Government of Saskatchewan Executive Council. Oracle Sourcing isupplier User Guide

BUSINESS PROCESS (SAS 112 Compliance)

Training. Account Payable Invoice Processing PTP0401A

DIRECT PAYMENTS (ACH TRANSFER MODULE)

Dynamics GP 50 More Tips in 50 Minutes

Accounts Payable. Ver : 1.4 AT/F/PR 07 Date : 06/08

Accounting in SAP IT IS CRITICAL THAT YOU USE ONLY YOUR DATA SET. FAILURE TO DO SO WILL CAUSE YOU PROBLEMS AS WELL AS OTHERS IN YOUR CLASS.

P-Card: A Payables Tool. Presented by PNC Bank April 28, 2010

CASH: DISBURSEMENTS PROCESSING C ACCOUNTING MANUAL Page 1 CASH: DISBURSEMENTS PROCESSING. Contents

Nexsure Training Manual - Accounting. Chapter 6

Accounts Payable: Invoice Processing Signature Authority (SAS) Approval

Account Maintenance Guide. April 2014

Course Code AR/BI3. Accounts Receivable Advanced

Dynamics GP 50 Tips in 50 Minutes

Accounts Payable Outsourcing

NO Cash Accepted at any Customs Office

Accounts Payable Job Aid

Traveler Frequently Asked Questions

AP316: Travel and Expense Administration. Instructor Led Training

GXS Global Managed Services Production Support

MANUAL OF PROCEDURE. Miami Dade College Purchasing Card Program. VI-2 Bidding for Commodities and Services VI-3A Minority Business Enterprises

Accounting for Credit Card Transactions

Rochester Institute of Technology. Oracle Training: Preparing Journal Entries in the Oracle Applications

PSFIN v9.2 Expenses Administrator Participant Guide

PNC BANK PNC PURCHASING CARD. Policy and Procedures

TCS Payment Processing Interface 1.0

C&A AR Online Credit Card Processor Installation and Setup Instructions with Process Flow

TEXAS CHRISTIAN UNIVERSITY. Purchasing Card Program Policies and Procedures

Copyright 2006 Business Management Systems. Web Based ERP/CRM Software

Financial Management Modernization Initiative (FMMI)

Creating International Wire Transfer Payments Reference Guide

Online Banking Business Payments Guide

Integrated Payment Processing. User Guide V0409

PC Connect Agreement & Disclosure Receipt of Disclosures Equipment Requirements Definition of Business Day

Table of Contents. How to Process Expense Accruals in Umoja. Job Aid. Overview Objectives Enterprise Roles... 2

Access Online. Transaction Approval Process User Guide. Approver. Version 1.4

Transaction Dispute Office

BUSINESS PRACTICES WILSON COUNTY BOARD OF EDUCATION ACCOUNTS PAYABLE DEPARTMENT

Hayneedle Vendor Portal Training Manual Drop Ship Vendors

RBCU Online/Mobile Banking Access Agreement

cardholder USER GUIDE Purchasing

Accounts Payable Job Aid

SAP Business Intelligence ( BI ) Financial and Budget Reporting. 2nd Edition. (Best Seller Over 1,000,000 copies sold)

Illinois Mental Health Collaborative Provider Guide to Using Direct Claim Submission

Transactions Module. 70 Royal Little Drive. Providence, RI Copyright Optum. All rights reserved. Updated: 3/1/14

SAP Business Intelligence ( BI ) Financial and Budget Reporting. 7.0 Edition. (Best Seller At Least 43 copies Sold)

Agenda. Copyright Acuity Business Solutions, LLC All Rights Reserved

Creating Domestic Wire Transfer Payments Reference Guide

Purchasing Card Policy and Procedure Manual

QuickBooks and Neat. A guide to using Neat and QuickBooks together

Job Streaming User Guide

Your guide to the Internet Service for Receivable Finance (ereceivable Finance)

Kuali Requisition Training

Changing from Cash to Accrual Accounting

Module 6 Business Process and ADempeire

Cardholder Bank Disputed Transactions

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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 3

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

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

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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 6

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

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

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

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

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

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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 12

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 20120731 ) 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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 41

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

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

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

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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 45

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 U.S. BANK PROPRIETARY AND CONFIDENTIAL 46

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 64 68 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

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

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

Common EDI-821 PO IDoc Errors 3. 4. 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

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

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

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

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

Resources GPC job aids/materials: https://www.us.army.mil/suite/files/35900811 Also contains the weekly idoc report posted on Friday U.S. Bank job aids https://www.us.army.mil/suite/files/42251534 Consolidated Active Cardholder file (every Wed) https://www.us.army.mil/suite/files/36984399 U.S. BANK PROPRIETARY AND CONFIDENTIAL 55

Resources Daily Cardholder Refresh file https://www.uw.army.mil/suite/files/36984390 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

Invoice Services Representative Contact Information Andrea Ramsett Phone 701-461-3914 Fax 866-616-1712 Greg Wixo Phone 701-461-3250 Fax 866-616-1712 Email andrea.ramsett@usbank.com Email gregory.wixo@usbank.com 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, 86 6 65 84 90 99 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

Invoice Services Representative Contact Information Krista Arendes Phone 701-461-3270 Fax 866-616-1712 Connie McClellan Phone 701-461-3312 Fax 866-616-1712 Email krista.arendes@usbank.com Email constance.mcclellan@usbank.com 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 12 18 21 55 94 (All Commands) Bank Card Payment Research Supervisor U.S. BANK PROPRIETARY AND CONFIDENTIAL 58

Thank You! Presentations are available at: www.usbank.com/sp2presentations 2016 U.S. Bank (R-05/16) MMWR-90598 U.S. BANK PROPRIETARY AND CONFIDENTIAL 59