GFEBS L250E Acquisition Process Overview

GFEBS L250E Acquisition Process Overview Spending Chain Process - Answer-The Acquisition process: Material Master Data Vendor Master Data Procurement with Logistics The Accounts Payable process Material Master Data - Answer-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 - Answer-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 - Answer-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 - Answer-The Accounts Payable process contains two main activities post invoice and payment program Post Invoice - Answer-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 - Answer-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 - Answer-The Spending Chain Process interacts with other GFEBS business process areas including: Financials Cost Management Funds Management Financials - Answer-when prs are certified, the correct acct entries are made in the ussgl to reflect commitments Cost Management - Answer-GR is processed the cost is immediately applied to the appropriate cost center Funds Management - Answer-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 - Answer-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 - Answer-sources vendor master records from AESIP maintains the DPW material master ata real time and automated funds availability check - Answer-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 - Answer-electronically routes prs for approval and funds certifications ensures proper payments - Answer-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