Spending Chain Manage Purchase Requisitions Course

Contact Number:

(provide an example of the contract number W91YTZ-12-C-0001) Contract number only required on PRs interfacing to contracting. This must be in the header text and will better assist contracting when awarding option years on a contract.

Tasks

1. Create and Change a Material Master record in GFEBS. 2. Explain the interface relationships with external systems that provide Vendor Master Data to GFEBS. 3. Explain situations in which Vendor Master Data must be entered manually. 4. List and describe vendor account groups (vendor types) used in GFEBS 5. Assign vendor numbers manually in GFEBS. Create and Change a Vendor Master record in GFEBS

Plant:

4 Alpha / Numeric Code which determines your location for example JCK1 = Fort Jackson.

Change a Manual PR (6 of 10)

A Pre-Award modification is one in which the PR was saved and approved but has not been awarded by contracting. If a decertification in required, the PR Funds Certifier should call the contracting office to determine the status of the Award and ensure it is still in A Pre-Award stage. Once the status is confirmed, the PR approvals can be released, allowing the PR processor to make all necessary changes to the existing lines.

Purchase Requisition Approvers

A Purchase Requisition Approver has permissions to perform the following approvals: L1, L2, L3, L6, L7, L8 The PR approver is advised via email when documents are awaiting approval. If several individuals are identified for a certain level, i.e. L1 , only one approval is required. The approvals are done via T-Code ME54N which we will cover in a later section.(Please see screenshot on the right) It is the responsibility of the approver to ensure the PR has all required information and supporting documentation on the PR prior to approval. If the PR is missing any of the necessary information to justify the purchase they can reject the PR. Upon rejection the PR Processor receives an email advising of the rejection. The PR processor and Approver must then communicate the reasons for the rejection. The PR processor can make any changes as necessary and upon saving the PR will route for approval again.

Purchase Requisition Funds Certifier (2)

A Purchase Requisition Funds Certifier has permission to perform approvals L4 and L5. Note: Because of sedations of duties, the Purchase Requisition Funds Certifier should never do both L4 and L5 certification. The Funds Certifer must ensure both line of accounting elements are correct in the Account Assignment tab as well funding availability for the requirement. If funding information is incorrect, the Funds Certifier is responsible for correcting the information to include the fund, functional area, cost object and/or commitment item. Once the PR is approved, the funds are committed and the approval workflow ends for PRs requiring approval at this stage. The PR is then sent to the system partner such as SPS (contracting) or is available to print and send to the Performing Activity in the case of a MIPR. Note: Misc Pay subject to Prompt Payment has a different approval process.

Change a Manual PR (2 of 10)

A Purchase Requisition Processor uses the Change Purchase Requisition (ME52N) transaction to modify a manually entered PR in GFEBS. PR modifications are changes to a PR that originate after it is saved. PR modifications can be performed by the PR Processor up until the time the PR Funds Certifier releases / approves the PR. Once the PR is certified, it cannot be changed by anyone. Upon coordination with the PR Funds Certifier, changes, if minor, can be performed by the Funds Certifier. Significant changes, such as an increase in quantity or unit of measure, will require the Funds Certifier to cancel the release / approval making the PR available for changes by the PR Processor.

Change a Manual PR (1 of 10)

A change of a Purchase Requisition can occur for several reasons and is a detailed process. Modifications the Purchase Requisition Processor can perform include: Pre-Certification of GFEBS PR Post Certification of GFEBS PR - Pre-Award Post Certification of GFEBS PR - Post-Award

No Funding is Available (Pre-Award) (1 of 2)

A new PR needs to be created and no funds are available. An example would be you need three printers at $100 each and currently have no funding, but are expecting to get the funding soon. Unlike a fully funded PR where you might enter a "K" for Cost Center in the Account Assignment Field, in this case you would enter a "U" for unfunded. This is sent to DOC via SPS, allowing them to do preliminary work in anticipation of a future award. The PR can be sent to SPS with no Line of Accounting or budgetary impact as indicated by the "U" in the Account Assignment field. Note in this case there is no Account Assignment tab that would contain the funding information. Click the image to expand.

Which of the following is an example of a significant change that a Purchase Requisition Processor can make on an existing PR?

Add a line item to purchase additional goods

Routing to Contracting

After funds certification occurs, GFEBS starts the transmission of the PR to the contracting office. The best practice is to ensure the PR made it successfully to contracting via the GFEBS SPS ACK / NCK report (ZSSC_SPS_PR). This report provides the details which were transmitted to contracting and advises if the transmission was a success or error and the reason behind the error if one occurred. The key to a successful transmission is the communication with contracting and ensuring we are not making changes post award to existing lines, such as line of accounting, quantity and amount. This report can be run by PR number, Purchase Group or Funds Center.

Change a Manual PR (8 of 10)

After the Contract is awarded the contract and the Purchase Order is recorded in GFEBS, the Funds Certifier must cancel the release / approvals for modifications to be made to the PR. Changes should not be made to existing awarded lines. A new line must be created to increase quantity and / or value price. The PR Processor and / or Funds Certifier should also notify the contracting specialist / officer advising of the upcoming modification request. This can be done via digitally signed email. All changes should also be annotated In the Header Text of the PR.

Goods Receipt

After the Purchase Order is successfully completed in GFEBS, we proceed to the receipt of the Goods and Services we've procured. The Goods Receipt course focuses on goods receipt processing in GFEBS. You learn the steps necessary to complete a goods receipt in GFEBS, as well as an understanding about triggers, interfaces, and acceptance outputs for goods received. The course is meant to provide you with an explanation of the overall process, key concepts and terminology as well as an explanation of the key roles associated with this process. The following topics are discussed: •Explain the Goods Receipts and Acceptance process •List the Interface System involved in Goods Receipt •Define movement types •Transactions used to change and display Goods Receipt in GFEBS. •Goods Reversal •Display Material Master Record

Desired Vendor:

Cage Code for PRs going to contracting. If it is a new requirement the cage code can be left blank. Vendor Code for Misc Pay PRs. This is a mandatory field as information is derived from the Vendor code to include the payment information. DoDAAC of performing activity for MIPRs

Specific for AXOL PRs:

Card Identifier: number which identifies the Card Holders Account. The card identifier is a unique GFEBS assigned number, not the credit card number. Merchant Description: Allows the card holder to match up the PR to the eOrder which will be created in AXOL

Material Group:

Commitment Item where cost will be captured.

Account Assignment:

Commonly known as the line of accounting and always includes a cost object which collects costs or revenue for a particular purpose. Examples of cost objects include a Cost Center (K), Internal Order (F) and a Work Breakdown Structure (P).

K

Cost Center

Which of the following transactions is used to enter a PR manually in GFEBS?

Create Purchase Requisition (ME51N)

Analysis of PRs (2 of 2)

Displaying a PR To display details about a particular PR from the list display, double-click the PR number or single-click on the PR number and select: Menu > Environment > Display Requisition GFEBS then displays that PR. Displaying Modifications To determine if something has been modified in a PR, you first must highlight a line item, then select: Menu > Environment > Item Changes The system displays a list of modifications to the highlighted line, the date of modifications, and the name of the user who made the modifications.

Internal Order

F

True or False: The Purchase Requisition Funds Certifier cannot change the fund information on the PR once it is in approval workflow.

False

True or False: The Purchase Requisition Processor can make changes to the Purchase Requisition After Fund Certification (L4 approval).

False

Funding Modifications to SPS PRs (2 of 2)

For pre-award PRs, the Purchase Requisition Processor can start with: No funding is available, the PR is created unfunded and then becomes partially-funded when funding is provided. Partial funding is available. The Purchase Requisition Processor knows the full requirement, but does not have all the funding at the time the PR is created. For Post-Award PRs, there are two processes to modify funding on a SPS PR: Increasing Funding for an Award - Incremental Funding Decreasing Funding on an Award - Decremental Funding

Post Certification PR Modification

If a PR requires modification after it's been approved and certified, the PR Funds certifier must first contact contracting or the performing agency to advise of the necessary changes. After coordination with the contracting agency/performer the Fund Certifier will cancel the release via Transaction Code ME54N. Once the changes are made to the PR the workflow will restart with the L1 approver and route to all required approvals again with the final approval being the L4, Fund Certifier.

Change a Manual PR (7 of 10)

If the funding source for the increase is different from the original line, add a new line to the PR. Workflow approval is reinitiated if there is an increase in value to the PR. If there is a decrease in value, change to text, change to attachment, or if a document has been attached, the approval process will continue with the existing workflow.

Incr. Funding for an Award

In the Partial Funding scenario we received funding to purchase three printers. Now we have been awarded additional funds to fulfill our requirement: Purchase Requisition Processor must notify the Purchase Requisition Funds Certifier to decertify the PR. On PR used for partial funding, create a new line item with an Account Assignment category on the new line, enter "F" for Internal Order, "K" for Cost Center, or "P" for Project, same as original PR Line item. Update Quantity on the new line item for the goods that can be purchased with the additional funding. In our example the new line item is 2, for total request of five printers. The Total Value on the new line item is $200. In the Item Detail on the Customer Data tab select "Increment Funding" for the field Funding Request field. In the Reference PR field enter the number of the initial PR and the line item number from that PR for the Reference PR Line Item Field.

Decr. Funding on an Award

In the Partial Funding scenario we received funding to purchase three printers. Now we need to use the funds for a more critical request and need to decrease the request by two printers. Purchase Requisition Processor must notify the Purchase Requisition Funds Certifier to decertify the PR. On the PR used for partial funding, create a new line item with an Account Assignment category of "Y" for decrement on the new line. Update Quantity on the new line by the amount of decrease. In our example the new line item is 2, the quantity by which you will be decreasing the PR. This decreases the Total Value of funding on this PR by $200. In the Item Detail on the Customer Data tab select "Decrement Funding" for the Funding Request field. In the Reference PR field enter the number of the initial PR and the line item number from that PR for the Reference PR Line Item field.

LMP Approval Workflow

LMP PRs only require Fund Certification (L4 approval) for funds commitment. The routing of the PR to the correct Funds Certifier(s) is determined by the Requestor/Approver DoDAAC entered on the Cost Object. Upon fund certification, the PR is routed to the Procurement Automated Data and Document System (PADDS) for award.

Purchase Group:

Last 3 digits of the Contracting Offices DoDAAC i.e. W91QV1. The purchase group determines the contracting agency to which the PR is routed to for award. This is a mandatory field which will be used on all PR types. The purpose of the purchase group on a outbound MIPR is different and will be covered in the approval section of this lesson.

Create Purchase Requisition

ME51N

Misc Pay Purchase Requisition

ME51N

Modify a Purchase Requisition

ME52N

Purchase Requisition Approval Maintainer

Maintains a table of all Purchase Requisition Approvers. The table helps ensure that the PR workflow sends the PR to the appropriate Purchase Requisition Approvers within an organization.

Master Data

Master Data contains information that remains the same over time and that is often needed in the same form. Several process areas use master data, including: •Financials •Property Plant and Equipment (PP&E) •Cost Management •Funds Management •Reimbursables Two types of master data relate specifically to Spending Chain: •Material Master Data •Vendor Master Data

Acquisition Process in GFEBS (2 of 2)

Master Data is the building block for everything within GFEBS. It allows us to identify an activities hierarchy within the Army, capture costs, identify the types of purchases we make and the vendors we procure those goods / services from. Material and Vendor Master Data are the first two sub-processes within the Acquisition Process. This master data then allows us to continue onto the final sub-process which is Procurement.

Specific for SPS PRs:

North American Industry Classification System (NAICS) determines what is being purchased. It can be found on the existing contract. Use the link provided to look up NAICS codes. Product Service Code - A mandatory field which allows contracting to determine the type of purchase. A link to the list of codes is provided below: https://www.fpds.gov

Purchase Orders

Once a Purchase Requisition is recorded you can move onto the Purchase Order. The Purchase Orders course walks you through the Purchase Order (PO) process. You learn how an obligation is created in GFEBS and how changes are made to the obligation, both manually and through an interface. This course also explains the various duties of key roles in the process. The following topics are: •Create Purchase Orders •Purchase Order Types •Systems which interface with GFEBS to post obligations

Manage Purchase Requisition

Once the Material and Vendor Master Data is created a user can proceed to the next step in the process, the Managing Purchase Requisitions lesson. This lesson introduces you to the various scenarios which will require a purchase requisitions in GFEBS. The following topics are discussed: •Create Purchase Requisitions •Purchase Requisitions types •Change Purchase Requisitions •Funding Modifications •Purchase Requisition Approval Workflow

WBS Element

P

Change a Manual PR (3 of 10)

PR modifications that result in a non-significant change will not restart workflow from the beginning. A non-significant change is one that does not result in an overall dollar increase to the PR, for example: decreasing quantity or price on a PR. If a Purchase Requisition Approver makes a significant change that results in an overall dollar increase to the PR, it will restart workflow back at the beginning. For example: increasing the quantity or price on a PR.

We have an unfunded PR that was submitted to the Contracting Office for 5 printers. We now have sufficient funding for 3 printers. Which process is used to modify the funding on this PR?

Partial Funding Process

Change a Manual PR (10 of 10)

Post Certification of GFEBS PR and Post-Award If decreasing funds to an existing contract CLIN/SLIN, use account assignment "Y" and enter the amount of decrease. In this example, the original order of two $10 items totals $20. When the second line is added using account assignment "Y" (decrement), it indicates that the quantity is decreased by one with a total dollar decrease of $10. ITEM ACCT SHORT TEXT QTY X PRICE = TL 1 K 1001AA INC 2X $10 = $20 2 Y 1001AA DEOB QTY-1 1 X $10 = $10

Change a Manual PR (9 of 10)

Post Certification of GFEBS PR and Post-Award Within the PR Short Text cite the CLIN/SLIN requiring the modification. If adding funds to an existing contract CLIN/SLIN, enter only the amount of increase. In the example below, line one indicates the original order of two items at $10 each for a total of $20. In order to increase the PR, a second line is added with the item's additional quantity and amount. ITEM ACCT SHORT TEXT QTY X PRICE = TL 1 K 1001AA INC 2X $10 = $20 2 k 1001AA INC 1 X $10 = $10

Change a Manual PR (5 of 10)

Pre-Certification of GFEBS PR After the PR is saved, but before the funds have been certified, modifications can be made by Purchase Requisition Processor or Purchase Requisition Approver. A new line item can be added on the PR with the same or different funding source as the original line item which is a significant change because this addition results in increased quantity and funding requirements. Workflow approval is reinitiated if there is an increase in value to PR. If there is a decrease in value, change to text, changes to attachment, or an attachment has been added the approval process will continue with existing workflow.

MIPR Amendments

Prior to making an amendment to a MIPR, we must first ensure the obligation already exists and coordinate with the performing activity. The amendment on the PR should always reference line number you are increasing / decreasing. The Outbound MIPR PR must have a new line created for each amendment. Each of those amendment lines must reference the original line.

Which role approves a PR in GFEBS?

Purchase Requisition Approver

Which role in GFEBS monitors PR interfaces?

Purchase Requisition Interface Processing Monitor

Purchase Requisition Approval Levels

Purchase requisitions can have up to 8 different approvals and a specific sequence of approvals. As a default all PRs will require the L1 and L4 approvals and additional approvals can be selected by the PR processor as necessary. Regardless of the approvals selected the Fund Certifier, L4 will always be the last one to approve a PR. Upon L4 certification the PR is locked and no further changes can be made. The PR cannot be changed by anyone until the PR is decertified by the Funds Certifier. MIPRs have an additional Approval requirement, L5 which is done upon MIPR acceptance. The table on the screen lists the 8 PR approval levels and their descriptions. Review the table to learn more about the approval levels. Note: A Purchase Requisition Approver can only approve a PR at one level. For example, if the G4/logistics creates a PR and the PR routes to an approver who is both the L1 and the L3, they can approve at either the L1 or L3 but not both.

Purchase Requisition Approver

Reviews, validates, and approves PRs. the PR approval workflow Purchase Requisitions being input as a commitment in GFEBS by T-code ME51N. The then go through the Levels of Certification (L1- Gen Supervisor, L2- IT, L3- PBO, and L4- Fund Certifier) depending on item being procured. This notice will route to the specific office in question through the "Universal Worklist (UWL)" mail system.

ZSSC_SPS_PR Outbound IDOC PG Sim

Role: PR Processor Scenario: Execute an Outbound IDOC Purchase Group Transaction Code: ZSSC_SPS_PR Outbound IDOC Purchase Group

ME5A List a Display of PRs

Role: PR Processor, PR Approver, PR Funds Certifier, PR Interface Processing Monitor Scenario: List a Display of PRs Transaction Code: ME5A

Purchase Requisition Processor

Serves as the PR initiator, receiving and validating requirements and entering the PR. The Purchase Requisition Processor also makes changes and corrections to PRs as required. They coordinate with the Purchase Requisition Interface Processing Monitor in the event of interface errors.

Material Master Data

Sub-process encompasses the creation and maintenance of Material Master Data. The main activity associated with this sub-process is as follows: To perform Material Configuration, or the sourcing, maintenance and application of Material Master Data.

Vendor Master Data

Sub-process encompasses the creation and maintenance of Vendor Master Data. The activities within this sub-process are: •Create Vendor Master Data: Manually create or receive Vendor Master Data from the Army Enterprise System Integration Program (AESIP) •Process Vendor Master Data: Manage and maintain Vendor Master Data

Accounts Payable

The Accounts Payable process focuses on the Invoicing and Payment for the Goods and / or Services procured by the Government. The course outlines the following topics: •Introduction to Accounts Payable •Invoicing •Payment Program These processes will be explored through a demonstration and simulation of each

Purchase Requisition Approval Table

The Approval Workflow Table is maintained by the PR Approval Maintainer via transaction code ZSSC_WF_USERS. The table can be updated by DoDAAC or EDIPI. Mandatory Fields Include: DODAAC: Ex. W45RBK User Name: End users EDIPI (common access card number) Min Value: must always be at least 0.01 Max Value: maximum value can be up to 99,999,999,999.99 and is determined by the activity. Check the box with the required approval Permissions e.g. L1, L4 (must have the role assigned first) Optional Fields: Approval Code: this is an open text field which will allow activities to identify additional workflows within a DODAAC. This approval code must be used for all levels of approval. It is the responsibility of the Purchase Requisition Approval Maintainer to ensure the table is updated with new approvers as well as remove approvers upon departure. The table identifies who changed the table by EDIPI and the date it was updated.

Misc Pay Approval Workflow

The Miscellaneous Pay Process requires approvals outside of the normal PR process. Unlike other PRs, it is not routed for approval until the invoice is created and all supporting documentation is attached. Activities must identify Miscellaneous Pay Approvers and load the approvers onto the Misc Pay Approver Table. The table is maintained by the Misc Pay Approver as well. This table is similar to the PR Workflow table but it is driven by the Fund Center and EDIPI (CAC number) of the approver. If the wrong document type is used or the supporting documentation isn't attached, the Misc Pay will not route for approval. For Misc Pays with the aforementioned information the approvers identified for the fund center will receive a notification via email advising of the pending approvals. The approval is done via the universal worklist.

PR Interface Processing Monitor Role

The Purchase Requisition Interface Processing Monitor is responsible for resolving errors between GFEBS and an external system whether it is DMLSS and LMP as an Inboound interface or SPS for an outbound interface. For the SPS contract writing system, the Purchase Requisition Interface Processing Monitor: Handles inbound and outbound interface of PRs Handles errors on PRs which interface with SPS In the event of an error with the SPS interface, a negative acknowledgement is sent to the Purchase Requisition Interface Processing Monitor's SAP Inbox informing the user that SPS rejected the file via transcaction code ZSSC_SPS_PR Views Intermediate Documents (IDocs) to identify the fields with errors, correct them, and then re-process them Coordinates with the Purchase Requisition Processor to correct errors

Purchase Requisition Types

The Purchase Requisition Processor manually enters PRs in GFEBS by using the Create Purchase Requisition (ME51N) transaction. It is imperative we use the correct document type as it determines mandatory information for each document type and is a key factor in routing for approval. There are several PR document types listed in GFEBS; however, only four are primarily used: SPS PR Misc Pay PRs Outbound MIPR PRs AXOL (three different types)

Material and Vendor Master Data

The first step in the Acquisition Process is Material and Vendor Master Data. This lesson walks GFEBS Users through the creation and maintenance of master data as it relates to Spending Chain. It also covers the management of the master data and our system partners which create and update the data and the situations in which manual creation and updates occur. The following topics are covered in the course: •Maintenance and Application of Material Master Data •Material groups •Inbound Vendor Master from AESIP & CEFT •Vendor Accounts Groups and Numbering •Create and Change Vendor

Purchase Requisition Approval Workflow

The following Purchase Requisition types require approvals: Standard Procurement System (SPS) Outbound Military Interdepartmental Purchase Requests (MIPR) Access Online (AXOL) Defense Medical Logistical Standard Support (DMLSS) Logistical Modernization Program (LMP) When a PR is entered into GFEBS (manually or via an interface) and saved the PR is in a "Blocked" status. The workflow is determined by the Requestor's DoDAAC and is maintained by the Purchase Requisition Approval Maintainer. The release strategy for DMLSS PRs is selected automatically by the inbound interface. The release strategy is automatically determined by the aforementioned document types but PR processor must select the appropriate release strategy i.e. L2, L3, L6, L7 to ensure all other approvers review and approve the PR as necessary. Release strategies can include: L2 - IT for Information Technology Approval L3 - PBO for Property Book Approvals L6 - Haz Mat L7 - Safety or combination of 2 or more of these e.g. L2/L3 (IP) for IT and PBO

Change a Manual PR (4 of 10)

The following are examples of modifications that the Purchase Requisition Processor can perform when changing a PR manually in GFEBS: Change in quantity or change in value: Can result from adding a new line to the PR or modifying an existing one an be a significant change if the overall dollar value increases. If the overall dollar value does not change or it is reduced, it is considered a non-significant change Adding, modifying or removing PR attachments in GFEBS is considered a non-significant change (no increase to the overall dollar value). Note: GFEBS allows the PR processor to attach all types of documents up to 15MB but the limitations of the contracting agencies still remain. Please contact them for those limitations i.e. Word, Excel, PDF, Text Files.

Requestor DoDAAC:

The requestors DoDAAC is the activity who is requesting the procurement of goods or services. This DoDAAC also determines the approval.

Purchase Requisition Funds Certifier

This role is normally assigned to the Resource Manager (RM). PR Fund Certifiers ensure the proper funds are cited on the purchase requisition. Fund Certification is always the last step in the approval process and results in a commitment of funds. Purchase Requisitions being input as a commitment in GFEBS by T-code ME51N. The then go through the Levels of Certification (L1- Gen Supervisor, L2- IT, L3- PBO, and L4- Fund Certifier) depending on item being procured. This notice will route to the specific office in question through the "Universal Worklist (UWL)" mail system.

True or False: PR modifications are changes made to a PR that originates after the PR is saved.

True

True or false: For SPS PRs, if no funding is available, GFEBS does not permit you to forward the PR to the Contracting Office to allow them to begin initial work on the contract.

True

U

Unfunded

Funding Modifications to SPS PRs (1 of 2)

Up till now you have seen how to prepare PRs for items in which full funding is available. That will not always be the case. Sometimes you must prepare a PR even though funding is not yet available. This allows the contracting office to perform preliminary work prior to award to expedite an award once funding becomes available. In this case the contracting office may make an award subject to the availability of funds. If full funding is not immediately available the PR can be partially funded if some funds become available. As additional funds become available the PR can be incrementally funded to add funds to the PR.

Analysis of PRs (1 of 2)

Users can run reports using various criteria to analyze PRs. Transactions that run reports to analyze PRs include: General List Display of Purchase Requisitions (ME5A) PR List Display by Account Assignment (ME5K) PR List Display by Project/Work Breakdown Structure (WBS) (ME5J) The reports available in GFEBS provide analysis in a fast and straightforward manner. Report information can be manipulated and the report layout can be modified to create customized reports that can be saved for future use. The Essentials Course provides information regarding report customization, information, drill-down and report exporting in ECC.

Purchase Requisition Interface Processing Monitor

Validates inbound and outbound interfaces between GFEBS and partner systems and resolves issues as necessary.

Purchase Requisition Creation

When a unit / activity identifies a requirement, the next step is to identify where the requisition must be initiated. Some Purchase Requisitions (PRs) are created automatically via interface by a system partner like the Logistics Modernization Program (LMP) and Defense Medical Logistics Standard Support (DMLSS). All required data is loaded in GFEBS through the interface and requires no manual intervention. There are situations which require the manual creation of a PR by the PR Processor. Those types of PRs are listed below: SPS PR: Procurements which will require contract award Outbound MIPR PR: Agreements between two Federal entities for the requisition of goods or services GPC PR: PRs which interface to Access On Line (AXOL) Misc Pay PR: Used for miscellaneous payments subject to Prompt Payment

No Funding is Available (Pre-Award) (2 of 2)

When funding does become available, you must update the Quantity and Total value to the amount which is partially available for funding. In the Item Detail of the PR, select the Customer Data tab and select "Partial Funding" for the field Funding Request. Next, we demonstrate how to modify the funding information on a PR in GFEBS within a simulated environment.

Purchase Requisition Funds Certifier

Which role verifies that the correct fund is being cited on the PR in the approval workflow?

Purchase Requisition (PR) Approval:

Within the PR activity, there are multiple steps, approvals and outcomes. After a PR is approved, GFEBS changes the PR status from "Blocked" to "Unblocked." If the approved PR is created with the Standard Procurement System (SPS) PR document type, it is transmitted to the SPS contract writing system. If the approved PR is for a Military Interdepartmental Purchase Request (MIPR), the Department of Defense (DD) Form 448 can be printed using GFEBS and sent to the performing agency. If the PR is created with the Miscellaneous Pay document type, it will not be subject to the PR approval workflow.

Service

buy is intangible where the quantity will always be 1 and the unit of measure will always be AU and the valuation price is the total amount we are willing to pay for that period of performance. The vendor will be able to invoice as many times as necessary until the total value of the line is consumed. Using our Wireless Service example it can be awarded as a service a 1 AU for $24,000 and if the vendor invoices for $3,000 one month and $1,000 for another month due to usage differences the system will not de-obligate any of the monies as it is considered a service buy and we still have $20,000 available to invoice against. See the example below.

Material

buy is tangible / measurable where the quantity x the valuation price is how much we are willing to pay per unit of measure. An example is buying 12 Months of Wireless Services at $2000 per month. This means a vendor can invoice 12 times (once per month - measurable quantity) for up to $2000 per month. If the vendor invoices for anything less than the $2000, the system will de-obligate the difference for that month only. See the example below.

Material and Vendor Master Data Maintenance

•An Understanding of Master Data and Material Master Data Interface Management and Manual Entry •Vendor Master Data Interface Management and Manual Entry Click on the task button below to identify the tasks you will be able to perform upon completion of the Master and Vendor Master Data lesson.

Spending Chain is made up of two sub-processes:

•The Acquisition Process is made up of the Material Master Data, the Vendor Master Data and the Procurement of Goods or Services. •The Accounts Payable Process is made up of Post Invoice and Payment Programs.