GFEBS SPENDING CHAIN: PURCHASE REQUISITIONS Questions and Answers (2022/2023) (Verified Answers)

GFEBS SPENDING CHAIN: PURCHASE REQUISITIONS Questions and Answers (2022/2023) (Verified Answers) 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. Purchase Requisition Interface Processing Monitor Validates inbound and outbound interfaces between GFEBS and partner systems and resolves issues as necessary. 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. Purchase Requisition Approver Reviews, validates, and approves PRs. the PR approval workflow carries the PR through a sequence of approvers that always end with the Purchase Requisition Funds Certifier. 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. •Carries the PR through a sequence of approvers that always end with the Purchase Requisition Funds Certifier. Contract 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. 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. 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 Material Group Commitment Item where cost will be captured. This is also commonly referred to as the Element of Resource. 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) Plant 4 Alpha / Numeric Code which determines your location for example JCK1 = Fort Jackson. Requestor DoDAAC The requestors DoDAAC is the activity who is requesting the procurement of goods or services. This DoDAAC also determines the approval. 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: Specific for AXOL PRs Card Identifier: number which identifies the Card Holders Account Merchant Description: Allows the card holder to match up the PR to the eOrder which will be created in AXOL Situations which require the manual creation of a PR by the PR Processor 1. SPS PR: Procurements which will require contract award 2. Outbound MIPR PR: Agreements between two Federal entities for the requisition of goods or services 3. GPC PR: PRs which interface to Access On Line (AXOL) 4. Misc Pay PR: Used for miscellaneous payments subject to Prompt Payment Primary PR document types 1. SPS PR 2. Misc Pay PRs 3. Outbound MIPR PRs 4. AXOL (three different types) Service A _________ 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 A ____________ 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. PR Interface Processing Monitor 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. ME52N Change Purchase Requisition PR modifications can be performed by the PR Processor until PR Funds Certifier releases / approves the PR. TRUE Once the PR is certified, it cannot be changed by anyone. 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. non-significant change does not result in an overall dollar increase to the PR TRUE