GFEBS L250E Acquisition Process Overview

Spending Chain Process ✔✔The Acquisition process: Material Master Data Vendor Master Data Procurement with Logistics The Accounts Payable process Material Master Data ✔✔sub-process encompasses the creation and maint ...

Spending Chain Process ✔✔The Acquisition process: Material Master Data Vendor Master Data Procurement with Logistics The Accounts Payable process Material Master Data ✔✔sub-process encompasses the creation and maintenance of material master data. The main activity associated with this sub-process is: Perform Material Configuration: Source, maintain, and apply material master data. Vendor Master Data ✔✔sub-process encompasses the creation and maintenance of vendor master data. The activities associated with 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.Procurement with Logistics ✔✔sub-process includes all the steps necessary to purchase goods and services. The activities associated with this sub-process are: Create/Change Purchase Requisition (PR): Create a PR for goods or services that results in a commitment of funds. PR Approval: After a PR is approved, its status is changed from "Blocked" to "Unblocked". If the PR is: An Standard Procurement System (SPS) PR document type, it is transmitted to the SPS contract writing system. A Military Interdepartmental Purchase Request (MIPR), once approved, the Department of Defense (DD) Form 448 can be printed using GFEBS and sent to the performing agency. A Miscellaneous Pay PR, it will not be subject to PR approval work flow. Create/Change Purchase Order (PO): Create, process, and change obligations. Accounts Payable ✔✔The Accounts Payable process contains two main activities post invoice and payment program Post Invoice ✔✔The Post Invoice activity addresses the processing of all invoices whether or not they are subject to Prompt Payment Act (PPA). Invoices subject to PPA reference an obligation in the form of a PO and a GR/acceptance.Miscellaneous payment invoices not subject to PPA usually only reference an obligation in the form of a funds commitment document Payment Program ✔✔The Payment Program activity involves the processing of payments. The steps associated with this activity are: Set Payment Parameters - The Payment Processor sets the payment parameters and schedules the Payment Proposal. Run Payment Proposal Listing - Payment Proposal matches all invoices that are eligible for payment and is performed systematically by GFEBS. Review and Certify Payments - Payments are reviewed and certified by a certification officer (Payment Certifier). For the ARNG, the 105 ARNG Movement Type Goods Acceptance Processor will certify the invoice and designate it as ready for payment by manually creating a 105 Movement Type Goods Acceptance Spending Chain Integration ✔✔The Spending Chain Process interacts with other GFEBS business process areas including: Financials Cost Management Funds ManagementFinancials ✔✔when prs are certified, the correct acct entries are made in the ussgl to reflect commitments Cost Management ✔✔GR is processed the cost is immediately applied to the appropriate cost center Funds Management ✔✔a funds check is made prior to saving a pr to ensure funds are avialable for the purposed acquisition Advantages of GFEBS for the Spending Chain Process ✔✔The Spending Chain process in GFEBS has many advantages over legacy systems including: Advantages of GFEBS for the Spending Chain Process Centralized Master Data Real-Time and Automated Funds Availability Check Automated Approval Workflow Ensures Proper PaymentsCentealized master data ✔✔sources vendor master records from AESIP maintains the DPW material master ata real time and automated funds availability check ✔✔performs funds availability check upon commitment of funds to ensure funds will be available for obligation. This reduces the potential for anti deficiency violations which requires authorized intervention automated approval work flow ✔✔electronically routes prs for approval and funds certifications ensures proper payments ✔✔ensures proper bank data for an EFT payment by checking the corp EFT during execution of the payment run to ensure banking dat in gfebs matches the data in CEFT Acquisition process ✔✔Purchase Requisitions Purchase Orders Goods Receipts Funds Commitment Documents material and vender master dataInvoices subject to PPA reference an obligation in the form of a PO and GR/GA. ✔✔true The Acquisition sub-process includes: Vendor Master Data, Material Master Data, Procurement with Logistics, and Accounts Payable ✔✔false Which role sets the parameters that create the payment proposal for certification? ✔✔payment processor The following are all advantages of GFEBS for the Spending Chain process EXCEPT ✔✔automated deletion of erroneous data The Accounts Payable process is composed of two activities: Post Invoice and Payment Program ✔✔true What is Material Master Data ✔✔Material master data includes the information required to initiate procurement activities, real property construction, and installation activities. This includes basic, technical and quality, purchasing, sales, packaging, supply management, and accounting data. Material master data has a hierarchical structure:Army-wide data at the Company Code level (i.e., Federal Supply Class [FSC]). Installation-specific information (i.e., price). Material master data that resides in GFEBS is limited to those items managed by DPW. Inventory Management ✔✔a method of balancing inventory needs and requirements to lower the costs associated with obtaining and holding Material Description ✔✔a GFEBS naming convention that standardizes material creation, which helps eliminate duplicate data material groups ✔✔synonymous with the element of resource which provides easier tracking of the different types of goods and services that are procured. Material Master data ✔✔contains the data required to manage a material. material master data includes subsets of related fields, such as basic data, sales data, purchasing data and accounting data.material type ✔✔a required field when creating a new material that asssigns the material to a group of materials such as stock materials or non stock materials. the material tpe defines certain attriutes of the material such as unit of measure or functional location supply 2000 ✔✔a legacy system used to manage items under the control of the directorate of public works non stock materials ✔✔items in which quantitites are not recorded in the material master non valuated materials ✔✔items that are expensed upon puchase and not valuated as an asset non valuated materials are maintained per quantity and no on the basis of value Material Master Data Controller ✔✔A material record is entered into GFEBS manually by the Material Master Data Controller. The specific tasks associated with this role include: Entering material master data records in GFEBS. This role enters material master data for materials and supply items that are purchased. Updating material master records by modifying a master record in GFEBS. This may include price and re-order point changes and alternate units of measureMaterial Types ✔✔The different types of materials for which a material master record is created allow for the uniform management of different materials. GFEBS has two material types: Stock Materials and Non-stock Materials Stock Materials ✔✔Consist of all material by which quantity and value are tracked (insulation) Non stock materials ✔✔used for non valuated materials (nails) Material groups ✔✔are a method of grouping similar materials and are required for PRs and POs GFEBS ✔✔also distinguishes hazardous materials by setting up material and inventory in the storage location HZD1 and all other materials in the storage location WH1. GFEBS has a naming convention to standardize the material master data creation for DPWmanaged items. Inventory information for material data at any installation can be viewed by persons at other installations. Changes in price made to the material master data record will not affect costs reflected in previously-prepared purchasing documents.