GFEBS L250E Acquisition Process Overview
Exam
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 Management
Financials
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 Payments
Centealized 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 data
Invoices 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.
Exam
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 Management
Financials
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 Payments
Centealized 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 data
Invoices 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.
