Spending Chain Purchase Orders
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? - ANSis 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? - ANSA 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? - ANSFMZ1
Contract - ANSA 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 - ANSA 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 - ANSA 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 - ANSis 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 - ANSMilitary Interdepartmental Purchase Request
(MIPR); DD Form 448-2 - Acceptance of Military Interdepartmental Purchase Requests (MIPR)
The Non-DTS Travel - ANSencompasses all travel that is not administered in the Defense
Travel System
Reimbursable Line Item - ANSis 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) - ANSidentifies the appropriate Department of Defense
(DoD) component and appropriation chargeable for movement of material
Purchase Order Processor - ANSResponsible 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 - ANSMonitors 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. - ANSCreate Purchase
Order (ME21N)
Change Purchase Order (ME22N)
Display Purchase Order (ME23N)
Purchase Order Document Types - ANSIn 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.
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? - ANSis 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? - ANSA 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? - ANSFMZ1
Contract - ANSA 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 - ANSA 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 - ANSA 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 - ANSis 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 - ANSMilitary Interdepartmental Purchase Request
(MIPR); DD Form 448-2 - Acceptance of Military Interdepartmental Purchase Requests (MIPR)
The Non-DTS Travel - ANSencompasses all travel that is not administered in the Defense
Travel System
Reimbursable Line Item - ANSis 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) - ANSidentifies the appropriate Department of Defense
(DoD) component and appropriation chargeable for movement of material
Purchase Order Processor - ANSResponsible 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 - ANSMonitors 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. - ANSCreate Purchase
Order (ME21N)
Change Purchase Order (ME22N)
Display Purchase Order (ME23N)
Purchase Order Document Types - ANSIn 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.
