Process Internal Orders

Terminal Learning Objective Action: Process Internal Orders Conditions: You are a Budget Analyst with access to a computer, the GFEBS training database, applicable GFEBS references, and awareness of Operational Environment (OE) variables and actors Standards: With a minimum 80% accuracy, learners must demonstrate proficiency with: Communicate Internal Order (IO) Functions 2

What are Internal Orders (IO’s)? Cost objects used to plan, collect, monitor, and settle the costs of specific jobs and tasks. Costs are collected on Internal Orders throughout a given period, and settled to other cost objects based on Settlement Rules. If costs are not settled from an Internal Order to other objects, they remain on the Internal Order after the execution of period-end close processes. Even though one Cost Center “owns” an Internal Order, multiple Cost Centers may charge costs to each Internal Order. 3

Internal Orders (IO) Uses Used to monitor the costs of short term, long-term, and recurring activities or programs. The use of Internal Orders is beneficial because it eliminates the need to create a new Order each time a small job is carried out. For programs, events, or projects that don’t require a detailed Work Breakdown Structure (WBS). Costs are collected on Internal Orders throughout a given period, and at period end these costs can be settled to other cost objects based on established Settlement Rules. 4

Internal Orders in GFEBS How do Internal Orders relate to Cost Centers (CC) in GFEBS? Each Internal Order has one responsible CC, the CC to which the Internal Order is assigned. The responsible CC is responsible for setting up the Internal Order and maintaining the Master Data to include Settlement Rules. The Decentralized Controlling Master Data Maintainer role creates and maintains Internal Orders at the installation level. Responsible for creating, changing, managing, performing the mass upload of new or changed internal orders, creating and changing investment program positions, structure and definitions and opening and closing approval years The mass upload of new Internal Orders or the mass alteration of existing internal order master records may be performed by executing the Internal Order from Load Spreadsheet extension. 5

GFEBS Cost Objects VS. Legacy Data Elements 6

What IO’s offer GFEBS Users Internal Orders offer the flexibility to monitor the costs of time-restricted events as well as long-term recurring activities, programs, or projects with no definitive start-date or end-date. The user has the option of entering a start-date and end-date, or leaving the date fields blank. If the start-date and end-date are left blank – there will be no cutoff date for posting to the internal order. 7

Centralized vs. Decentralized Control of IO’s Internal Orders may be centrally controlled at different levels depending on if costs being captured are for all Army or are pertinent to one Command only. Internal Orders are Decentralized when they pertained to one organization. Example: Centralized Control (HQDA – Contingency Operations/Disaster Relief) Centralized Control (IMCOM – Garrison Commander’s Conference) Decentralized Control (FT Jackson – Conduct Rescue Operations) Matrix Example: (Order Types) Financial Transactions – Internal Orders Service Support Program – Internal Orders Unfunded Leave Orders – Internal Orders 8

IO Types Real: Internal Orders can be used to monitor the costs of short term, long term, and recurring activities or programs. Examples of Real Orders: Minor Construction Damage from a fire Investment Orders for Assets produced in-house Development and Construction Orders Orders for services to a third party Advertising Statistical: A Statistical Internal Order displays a parallel view of costs. - Costs collected on Statistical Internal Orders cannot be settled. - A posting to a Statistical Internal Order occurs as a result of a real posting to a cost object such as a Cost Center. The entry occurs parallel to the real posting made to another object. - The advantage of using a Statistical Internal Order is the real costs are posted to the Cost Center using the Primary Cost Elements. 9

Template Requesting the Creation of a New IO Review Internal Order Template (Found in Student Material) 10

Example of Created and Existing IO’s Review Example of Created and Existing Internal Orders (Found in Student Material) 11

LSA #1 Check on Learning Q1: What are Internal Orders used for? A1: Q2: What are the two types of Internal Orders? A2: Q3: What are some examples of Real Internal Orders? A3: Q: What are Internal Orders used for? A: Q: What are the two types of Internal Orders? Q: What are some examples of Real Internal Orders? NOTE: Addition questions for the students; Q: What kind of flexibility do internal orders offer? Q: What does Statistical Internal Order displays? 12

LSA #1 Summary 13

Conduct Practical Exercises 14 14

Walkthrough: Transaction Codes KO01/02 Conduct Practical Exercise 16.1 Practical Exercise: Create / Change an Internal Order Walkthrough: Transaction Codes KO01/02 Conduct Practical Exercise 16.1 Use this procedure to create an Internal Order to collect, plan, and monitor or settle costs for a specific events during a specific time period. Internal Orders are cost objects used to plan, collect, monitor and settle the costs of specific jobs and tasks. Internal Orders are used to monitor the costs of short term, long-term, and recurring activities or programs. Perform this procedure after receiving notification that an internal order needs to be created. Record the GFEBS Assigned Reference Number for the Internal Order created, it will be needed in the next procedure. Use this procedure to make changes to existing Internal Orders. Internal Orders are cost Objects used to plan, collect, monitor and settle the costs of specific Jobs and tasks. Procedure: Used the Internal Order created in prior exercise and make the following changes. Click on the General Data Tab and enter your name and phone number. Look for informational message stating “************” has been changed. 15

Questions? 16

TLO Summary Action: Process Internal Orders Conditions: You are a Budget Analyst with access to a computer, the GFEBS training database, applicable GFEBS references, and awareness of Operational Environment (OE) variables and actors Standards: With at least 80% accuracy learners must demonstrate proficiency with: Communicate Internal Order (IO) Functions 17