Spending Chain Purchase Orders 2023

Spending Chain Purchase Orders 2023 Spending Chain is made up of two sub-processes: Ans- •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. What are purchase orders? Ans- is a way GFEBS records an obligation based on a pre-commitment or commitment document. After a Purchase requisition (PR) is funds certified, it will require a Purchase Order to obligate funds. What is another way to post an obligation in GFEBS? Ans- A Funds Commitment document. It is different from a PO because it does not require a commitment document as it posts a simultaneous commitment and obligation. These documents are more commonly used for Miscellaneous Payments not subject to Prompt Payment, travel external to the Defense Travel System (DTS) and are sometimes posted via a system partner interface as is the case with DTS and the Funds Control Module (FCM). These documents are financial documents created with transaction code FMZ1. What is the transaction code to create a funds document? Ans- FMZ1 Contract Ans- A legally-binding agreement between a buyer and a vendor over a specified length of time for the purchase of goods or services for a specified quantity or price. A contracting office must administer the contract to establish an agreement with the awarded vendor. Contract Line Item Number Ans- A unique, four-digit number that identifies a specific contract line item on a contract. Contracts identify the items or services to be acquired as separate contract line items. Funds Commitment Document Ans- A way to record an obligation in GFEBS, other than a purchase order (PO). It is used to commit and as an obligation in one step, for business processes in which a purchase requisition (PR) or PO is unnecessary (i.e., for obligations who payments are not subject to the Prompt Payment Act (PPA)). Direct Cite Line Item Ans- is a MIPR Line Item accepted by the performing Activity as Direct Cite Basis (Category II) - the requester's fund is cited directly on all documents needed to support the fulfillment of the MIPR Line Item. The requester's funds stay in the Commitment stage until a copy of the obligation document (e.g., contract award) is received back from the performing activity Department of Defense (DD) Form 448 Ans- Military Interdepartmental Purchase Request (MIPR); DD Form 448-2 - Acceptance of Military Interdepartmental Purchase Requests (MIPR) The Non-DTS Travel Ans- encompasses all travel that is not administered in the Defense Travel System Reimbursable Line Item Ans- is a MIPR line item accepted by the performing Activity on a Reimbursable basis - the Performing Activity fulfills the MIPR requirement "in-house" The Transportation Account Code (TAC) Ans- identifies the appropriate Department of Defense (DoD) component and appropriation chargeable for movement of material Purchase Order Processor Ans- Responsible for manually entering POs directly in GFEBS and for entering PO modifications They also manually enter a funds commitment document in GFEBS for situations where it is not necessary to use a PO (i.e., miscellaneous payment obligations not subject to PPA) Purchase Order Interface Processing Monitor Ans- -Monitors the interfacing to and from external systems / contract writing systems (i.e., Standard Procurement Systems (SPS) and Defense Medical Logistics Standard --Support (DMLSS)) in the PO process and monitors interfacing in the Funds Commitment Document process (i.e., Funds Control Module (FCM)) They also help identify and resolve errors with interfaces Foreign Military Sales Interface Processing Monitor Ans- Monitors the interfacing of obligations from the Defense Security Assistance Management System (DSAMS) and ensures the DSAMS interface runs consistently and any errors are handled three key transactions used in the material Purchase Order Process. Ans- Create Purchase Order (ME21N) Change Purchase Order (ME22N) Display Purchase Order (ME23N) Purchase Order Document Types Ans- In GFEBS, the document type not only identifies the different PO types but it also determines mandatory fields on the document. For example, an SPS PO requires information for invoices which interface from WAWF such as the Procurement Instrument Identification Number (PIIN), Account Classification Reference Number (ACRN), CLIN (Contract Line Item Number), SLIN (Sub-Contract Line Item Number). The same PIIN number in a Misc PO Pay is used but has a different purpose as identified by the Misc Pay Guide and requires no ACRN, CLIN or SLIN for invoicing. Inbound SPS interface Ans- SPS is a DoD application that supports the acquisition process by capturing information for purchase requisitions (PRs) and contracts. For PRs initiated in GFEBS, contract award data is sent by SPS to GFEBS. Either a new PO is created via the Create Purchase Order (ME21N) transaction or an existing SPS PO is updated via the Change Purchase Order (ME22N) transaction through the interface. In the event of successful posting, a positive acknowledgement is sent to SPS; otherwise a negative acknowledgement citing the errors is sent. The Purchase Order Interface Processing Monitor views the Intermediate Documents (IDocs) via the IDoc List (WE02) transaction to identify fields with errors and works with SPS representatives to correct the errors and reprocess the IDocs. DMLSS Interface Ans- DMLSS uses GFEBS and SPS for contracted purchases. Funds commitment requirements created in DMLSS are saved as document type DMLSS PR in GFEBS and then are sent to SPS from contracting. Once award data from SPS is received, GFEBS creates and saves the obligation as a PO. In the event of an error with the interface, the Purchase Order Interface Processing Monitor views IDocs via the IDoc List (WE02) transaction to identify the fields with errors, correct them, and then reprocess the IDocs using the Status Monitor for ALE Messages (BD87) transaction. Purchase Order Interfacing Ans- The majority of the Purchase Orders in GFEBS are created via interfaces from external systems such as the Standard Procurement Systems (SPS) and the Defense Medical Logistics Standard Support (DMLSS). Others are auto generated after fund certification as is the case with Access Online (AXOL) Purchase Order and Military Interdepartmental Purchase Requests (MIPRs) accepted as a Reimbursable.