1. Process Miscellaneous Pay Non Prompt Payment Act (Non-PPA) Documents
Show Slide #1: Process Miscellaneous Pay Non Prompt Payment Act (Non-PPA) Documents
U.S. ARMY SOLDIER SUPPORT INSTITUTE
Advanced Individual Training
542-36B10 - Financial Management
805A-AAD6B102 (V4.2)– Process Commitment and Obligation Documents
SCOPE
Commitment Processing is an important part of the Spending Chain process. The Commitment Processor is responsible for creating and/or changing funds pre-commitment document(s). In GFEBS, a funds pre-commitment document is a method to record a line of accounting (LOA), which will be cited by incoming obligation interfaces, such as Access Online (AXOL) and Funds control Module (FCM).
The overall outcome of this lesson is to teach soldiers the responsibilities of a Commitment Processor. Soldiers will learn the importance of inputting accurate information, usage of the appropriate regulation, and supporting documents to create/change funds of pre-commitment document and to create and change a funds commitment document. Instructors are accountable for teaching all material within this lesson. Students are accountable for learning all material within this lesson and will be assessed at the conclusion of this lesson.
Method of Instruction: Discussion 1

2. Terminal Learning Objective
Action: Process Miscellaneous Pay Non Prompt Payment Act (Non-PPA) Documents
Conditions: Given an exercise scenario, computer console, data sheets, access to Army Knowledge Online (AKO), applicable regulations and publications, relevant Accounts Payable Documentation, standard office supplies and equipment, and awareness of Operation Environment (OE) variables and factors.
Standards: Successfully Pre-commit, Obligate, and Invoice funds for goods and or services without incurring a ‘red-flagged hard-stop’ in SAP
Show Slide #2: Terminal Learning Objectives
Facilitator Note: Inform the students of the following learning objective requirements. At the completion of this lesson, you (the student) will have an understanding and know the importance of vendor master data. You will be able to create, display, and change information pertaining to the vendor(s).
TERMINAL LEARNING OBJECTIVE
Action: Process Miscellaneous Pay Non Prompt Payment Act (Non-PPA) Documents
Conditions: Given an exercise scenario, computer console with access to the Training Environment, data sheets, access to Army Knowledge Online (AKO), applicable regulations and publications, relevant Accounts Payable Documentation, standard office supplies and equipment, and awareness of Operation Environment (OE) variables and factors.
Standards: Pre-commit, Commit, and Obligate funds for goods and or services while continuing to maintain Separation of Duties (SOD).
Learning Domain: Affective
Level of Learning: Knowledge
Safety Requirement: Everyone is responsible for safety. A thorough risk assessment must be completed prior to every mission or operation. Food and drinks are not allowed near or around electrical equipment due to possible shock or damage to equipment. Exercise care in personal movement in and through such areas. Avoid all electrical cords and associated wiring. In the event of an electrical storm, you will be instructed to power down equipment.
Risk Assessment Level: Low
Environmental Consideration: Environmental protection is not just the law but the right thing to do. It is a continual process and starts with deliberate planning. Always be alert to ways to protect our environment during training and missions. In doing so, you will contribute to the sustainment of our training resources while protecting people and the environment from harmful effects.
Evaluation: This lesson will test your ability to properly log into GFEBS, research given references, and properly make inputs into the training environment.
Instructional Lead-In: Today, it is essential that all Soldiers (CVS Clerks assigned to specific roles) are able to log into GFEBS, research regulations and specific links to accurately input pre-commitment documents. This class will prepare you to successfully accomplish the tasks listed.
Motivator: In today’s Army, we define ourselves as being the best trained, equipped and the best led Army that the United States has ever known. So to keep this image we as Financial Leaders and Managers have to become the best at financially supporting our Soldiers and being stewards of taxpayer dollars. Knowing this we have embraced Standard Financial Information System (SFIS) and the General Fund Enterprise Business System (GFEBS) in that it provides our Army decision makers with accurate, reliable, timely business and financial information to keep our War Fighters within their fiscal responsibilities.
2. TRAINING AIDS
This lesson is taught in a large group classroom setting with personal computer systems, Panasonic projection televisions, Mr. Podium MP42 Lectern, indoor speakers, Touch panel TPS-3100I Crestron, Ceiling mountable projector, internet access, and dry erase/white board.
Appendix A: Assessment Plan
Appendix B: Slides
CONDUCT OF LESSON
A. Lesson Timeline:
00 hours 15 minutes Introduction, Learning Objective, Administrative Data
00 hours 05 minutes Concrete Experience:
00 hours 15 minutes Publish and Process
01 hours 40 minutes Generalize New Information: Introduce the lesson
00 hours 10 minutes Develop
00 hours 50 minutes Apply
00 hours 50 minutes Assessment
00 hours 15 minutes Assessment Review
00 hours 50 minutes Break
Total Hours 3 2

3. Agenda End to end process (high level) description Concrete Experience
Definition
Roles / Responsibilities
Pre-commitment / Commitment – FMY1
Hands-on training (Exercise Scenarios)
Create Funds Commitment / Obligations – FMZ1
Invoicing via FB60 (create/attach/block/view)
Show Slide #3: Agenda
Facilitator Note: Read the agenda of Commitment Processor that will be covered in this lesson. At this time refer students to the handout which includes the key terms, summary sheet, and data sheets. Emphasize the importance of these handouts as a useful tool throughout this lesson. 3

4. Misc. Pay Process (Non-PPA) 4 Non-PPA Process FMY1 Pre-Commit FB02 /03
Block/ View
FMZ1
Commit/
Obligate
Non-PPA
Process
Show Slide #4: Misc. Pay Process (Non-PPA) High Level Brief
Facilitator’s Note: Remind the students that the FMY1 (Pre-commitment) and the FMZ1 (Commitment/Obligate) was done in the previous lesson. During this learning activity we will start with the FB60 (Enter Vendor Invoice) and end with the FB03 (View Invoice) process for the non-PPA.
FB02
Attach File
FB60
Post
Invoice
FB03
View 4

5. Miscellaneous Pay Non-PPA (What is it?)
A valid obligation that is NOT subject to the Prompt
Payment Act
Attributes- payments for recurring / non-contractual
purchases
MWR functions (non-GPC card) 4th of July festivities, etc.
Special Authoritative arrangement- Military acts and
executive orders: Funeral detail, Color Guard, etc.
DOJ legal fees
Show Slide #5: Miscellaneous Pay-Non-PPA Definition w/ examples
Facilitator’s Note: Restate the Definition. This is from slide 35.
Facilitator’s Note: A valid obligation of the Army containing one or more of the following attributes:
- Payments for non-recurring, non-contractual purchases
Ex. Payments for morale, welfare, and recreation functions when use of the Government Purchase Card (GPC) is not feasible
- Payment per special authoritative arrangements other than formal contracting agreement
Ex. Military services directives that are based on acts and executive orders
- Payments and funding made by other federal agencies under special authority that necessitates special billing/reimbursement conditions
Ex. Fees paid by the Department of Justice (DOJ) or per instruction from the DOJ
Legal Fees 5

6. Miscellaneous Pay Non-PPA (Expense Types)
Payments to: Federal / Non-Federal entities
Federal- Government Employees / Green suitors
Authorized when: Reimbursement for legitimate ‘official’
Duties
Non-Federal- State and local Government
Non-profit orgs., private schools, individuals outside
Government
Show Slide #6: Miscellaneous Pay-Non-PPA (Expense Types)
Facilitator’s Note: Explain that each box and each lane (Role) is representative of the whole process, end to end. The yellow circled areas are the areas in which we will be working with in the classroom. The Green arrows represent which part of the process we are in.
Payments to Federal Government Employees/Military Members
Primarily authorized when government employee/military member (active, reserve, and National Guard) need to be reimbursed for legitimate expenses incurred as part of their official duties (Observer/Controller, Quality Assurance, etc.)
Payments to Non-Federal Entities
State and local government, business, non-profit organizations, private schools, not-for-profit hospitals, and government owned corporations
Includes payments to individuals outside the government 6

7. Miscellaneous Pay Non-PPA (Roles)
FMY1- Commitment Processor
FMZ1- Purchase Order Processor
FB60- Site Invoice Processor
Miscellaneous Pay Approver
Show Slide #7: Misc. Pay- Role
Facilitator’s Note: The Miscellaneous Pay Approver is a restricted role that requires users to have completed and submitted an updated version of Form 577 to EDA prior to being approved for the role in GRC.  
Facilitator’s Note: The Miscellaneous Pay Approver role is now available for selection in GRC for Wave 8a organizations. GRC Approvers should immediately begin identifying users and creating GRC requests for users who require the Miscellaneous Pay Approver role.
Facilitator’s Note: The Commitment Processor is the equivalent to a PR Processor. 7

8. Misc. Pay Process (Non-PPA) 8 Non-PPA Process FMY1 Pre-Commit FB02/03
Block/View
FMZ1
Commit/
Obligate
Non-PPA
Process
Show Slide #8: Misc. Pay Process (Non-PPA)
Facilitator’s Note: Concentrating on the Pre-Commitment portion of this exercise. Remind the students that the FMY1 (Pre-commitment) and the FMZ1 (Commitment/Obligate) was done in the previous lesson. During this learning activity we will start with the FB60 (Enter Vendor Invoice) and end with the FB03 (View Invoice) process for the non-PPA.
FB02
Attach File
FB60
Post
Invoice
FB03
View 8

9. Why Create Funds Pre-Commitment?
Basic Car- MSRP $22,000
My Wish List
Custom Tinting
Show Slide #9: Create funds pre-commitment Concrete Experience
Facilitator’s Note: During the next three slides you will explain to the students the importance of pre-committing / committing funds. We will use a car for an example. At this time you want to only show the title of the slide. Ask the students if they were to purchase a car today based on their salary, “What car would they purchase?”
Press the “page down” key or click the mouse. Next, you want to ask the students if they would keep the base model or add additional options. Ask three or four of the students, “What would they add to their car?”
Press the “page down” key or click the mouse, until all the additional options are shown. At the end of the graphics, inform the students that they will have to sign the contract to receive the goods (car).
HP (2.5L vs. 3.5L)
Satellite Radio
Am I signing here?? 9

10. Create Funds Pre-Commitment (Cont.) Considerations
Regular upkeep / Maintenance
Car Insurance Companies $ $$
$$$
DON’T Forget…Property Tax (Annual)
Show Slide #10: Create funds pre-commitment (Cont.) Considerations
Facilitator’s Note: Ask the students if they have considered the additional cost that are associated with owning a vehicle. Have a few of the students name some of the additional considerations. The slide title should be displayed.
Press the “page down” key or click the mouse to show some of the main considerations with owning a vehicle.
Car Insurance – It is mandatory to have insurance on your vehicle prior to driving it off the car lot.
Regular upkeep/ Maintenance – fuel, unexpected occurrences, detailing the car.
Property Tax (Annual)
Facilitator Note: Ask the students if they considered these expenses when we talked about the car in the previous slide?
ETC..etc..etc..etc.. 10

11. Create Funds Pre-Commitment (Cont.) Reality Break Down
Scenario: You are a newly assigned Soldier at Ft. Jackson, SC. We will use the base pay of a PFC / E-3, taxes based on 12.91%, State tax based on 3%, monthly car payment on a 25K = $553, and car insurance for a 21 year old male = $187.
Income (credit) by month
Expenditure (debit) by month
Let’s not forget…
$ (Monthly) = $21,664 /yr
- $233 = Federal /FICA 12.91%
$1,805
Incidentals
“Latte” effect (fix)
- $54.00 = State 3%
= $1,572
- $553 = car payment
= $1,518
$$ = Sales Shopping
$$ = Your Fast Food Fix
- $187 = Insurance
Show Slide #11: Create funds pre-commitment (Cont.)
Facilitator’s Note: Read the scenario to the students. Explain to the students that the totals used will be rounded to the nearest dollar. We will use a income (credit) by month column and an expenditure (debit) month column. The base pay for a PFC for 2014 is $21,664, this equals monthly pay periods prior to taxes.
We will start by rounding the monthly pay to $ We will cover the deductions one at a time and show how they will affect the monthly pay.
First deduction is Federal taxes $233, taking your pay down to $1572.
Second deduction is state tax for $54, taking your pay to $1518.
**Inform the students that the government will always get their money first. The taxes are based on an individual’s status and number of dependents.
Third deduction is the $533 for the car payment, leaving you a balance of $965.
Fourth deduction is $187 for car insurance, leaving the Soldier with a grand total of $778.
Do not move on to the next topic, discuss with the Soldiers the remaining amount the $778. Select a Soldier to write the $778 amount on the white board. Ask the Soldiers what additional purchases they think they will have for the month? Deduct some of the suggestions from the $778. Make sure to include gas and maintenance we showed in the previous slide.
Click on the mouse or select the page down key. Incidentals and “Latte Effect” will display on the screen.
Incidentals - Occurring by chance or without intention.
The latte effect, also known as the "Latte Factor" -- a phrase trademarked by financial author David Bach -- describes the small things consumers buy on a daily basis, such as coffee, cigarettes and fast food that slowly but steadily drain their bank accounts. Bach's philosophy was that this money spent on indulgences could instead be invested and saved for retirement or other goals
Press the page down key to complete the discussion of this slide.
S-Bucks (Starbucks), KK (Krispy Kreme), Dunkin’ doughnuts.
If the Soldiers have not mentioned the Thrift Savings Plan (TSP), GI Bill, or an emergency that could occur, mention this to the Soldiers.
= $965
= $778
$$ = Weekend getaways
$$ = S-Bucks / KK / Dunkin’
$$ = Hygiene / Impulse buys
$$ = Energy Drinks / Sodas 11

12. Create Funds Pre-commitment Document
By The Numbers
Transaction Code: FMY1
Role: Commitment Processor
Show Slide #12: Create funds pre-commitment document user procedure (FMY1)
Facilitator’s Note: By the Numbers. A commitment is an administrative reservation of funds based upon firm procurement requests, orders, directives, and equivalent instruments. Or, requests which authorize the creation of an obligation without further recourse to the official responsible for certifying the availability of funds.
Purpose: Use this procedure to enter a funds pre-commitment document. Specifically for bulk commitments. This, also, can be used when you need to reserve budget for an anticipated acquisition to ensure funding is available when needed.
In GFEBS, a funds pre-commitment document is a method to record a line of accounting (LOA), which will be cited by incoming obligation interfaces, such as Access Online (AXOL) and Funds Control Module (FCM) 12

13. Create Funds Pre-Commitment
Start
1a. Doc Type: Always select M1 (FCM Commitments) for Non-PPA purchases 1a
1. Doc Type: Select the dropdown to view choices
4. On the menu bar, click “Fast Data Entry” 4
Show Slide #13: FMY1 – Create funds pre-commitment (Cont.)
Facilitator’s Note: The instructor will click through the slide or utilize the page down key on the keyboard to cover the following slide. The students will input the information from the slide into the Training Client. The students will need the Purchase Request and Commitment Form (DA FORM -3953).
Start: Type in FMY1 in the menu field. The Soldiers may have to click on the <l next to the Menu tab to open the field.
Step 1: Select the drop-down to choose the correct document type for Non PPA.
Step 1a: Always select M1 (FCM Commitments) for Non-PPA (prompt payment act) purchases.
Step 2: Doc date / Post date / Company code should default in
Step 3: Currency $$ in which the vendor wishes to be paid.
Step 4: Press “Fast Data Entry”. 1 3 1b 2
2. Doc date / Post date / Company code should default in
1b. Green check to advance
3. Currency $$ in which the vendor request. USD 13

14. Create Funds Pre-Commitment (Cont.)
1. Overall amount of the item / service being procured
2. Enter the Fund. Use current FY 2 1
3. Scroll Right
Show Slide # 14: FMY1 – Create funds pre-commitment (Cont.)
Facilitator’s Note: The instructor will click through the slide or utilize the page down key on the keyboard to cover the following slide. The students will input the information from the slide into the Training Client.
Step 1: Overall amount of the item / Service procured.
Step 2: Step 7: Enter the fund.
Step 3: Scroll to the right
Step 4: Enter the GL accounting code
Step 5: Enter the Cost Center
Step 6: On the menu bar, click ‘Check’
**Information: Move the slide-bar located at the bottom of the screen to expose the next two entries.
4. Enter the General Ledger identifier
5. Enter the Cost center of the ordering Installation 5 4 14

15. Create Funds Pre-Commitment (Cont.)3 1
3. On the menu bar, click ‘Save’
1. On the menu bar, click ‘Check’
2. System generated message, No errors
Show Slide #15: FMY1 – Create funds pre-commitment
Facilitator’s Note: The instructor will click through the slide or utilize the page down key on the keyboard to cover the following slide. The students will input the information from the slide into the Training Client.
Step 1: Click ‘Check’
Step 2: A system generated message will appear notifying the processor whether or not the transaction is error free.
Step 3: Save the document
Step 4: Another system generated message issuing a document number. Students are to write this down for future reference. 2 4
4. System generated message with document number. 15

16. Exercise Scenario #1 FMY1 16
Show Slide #16: Exercise Scenario #1 for FMY1
Facilitator Note: The exercise scenario will consist of performing transactions FMY1. The students will work individually on this exercise. Instructor can walk them through as well. 16

17. Check on Learning
T/F: The FMY1 simultaneously commits AND obligates the funds in question?
True
False
When executing the transaction code FMY1, which document type is used for items not subject to the Prompt Payment Act (Non-PPA)?
M1 - FCM Commitments
A1 - ARNG Advance pre-commitment
F8 - AXOL Bulk commitment
What Role is responsible for the FMY1 input into GFEBS?
Purchase Order Processor
Commitment Processor
Pre- Purchase Processor
Show Slide #17: Check on Learning
Facilitator’s Note: Conduct a check on learning.
Question: T/F: The FMY1 simultaneously commits AND obligates the funds in question?
B. False
Question: When executing the transaction code FMY1, which document type is used for items not subject to the Prompt Payment Act (Non-PPA)?
M1 - FCM Commitments
A1 - ARNG Advance pre-commitment
F8 - AXOL Bulk commitment
Question: What Role is responsible for the FMY1 input into GFEBS?
Purchase Order Processor
Commitment Processor
Pre- Purchase Processor 17

18. Misc. Pay Process (Non-PPA) 18 Non-PPA Process FMY1 Pre-Commit FB02/03
Block/View
FMZ1
Commit/
Obligate
Non-PPA
Process
Show Slide #18: Misc. Pay Process (Non-PPA)
Generalize New Information (1 hour:30 mins)
Facilitator’s Note: Remind the students that the FMY1 (Pre-commitment) and the FMZ1 (Commitment/Obligate) was done in the previous lesson. During this learning activity we will start with the FB60 (Enter Vendor Invoice) and end with the FB03 (View Invoice) process for the non-PPA.
FB02
Attach File
FB60
Post
Invoice
FB03
View 18

19. Process Funds Commitment and Obligations Documents
Obligation Generally Defined: A promise to an external
company or agency.
This transaction can obligate to IATS related travel orders, PowerTrack,
Misc. Pay obligations, manual accruals, etc.
An act which creates legal liability on the part of the
Government for the payment of appropriated funds for goods
and/or services received.
Legally binding
Show Slide #19: Create funds pre-commitment document user procedure (FMY1)
Facilitator’s Note: d. Generalize New Information (1 hour 40 minutes)
Facilitator’s Note: Read the information below to the students.
A funds commitment document is used to create an obligation in GFEBS manually for miscellaneous payments that are not subject to the Prompt Payment Act (PPA). It is important to execute the FMZ1 to cancel out the FMY1 (Pre-Commitment Document).
Accounting is a system of bookkeeping, because every entry to an account requires a corresponding and opposite entry to a different account. For instance, recording earnings of $100 would require making two entries: a debit entry of $100 to an account called "Cash" and a credit entry to an account called "Income.“
This transaction can obligate to IATS related travel orders, PowerTrack,
Misc. Pay obligations, manual accruals, etc. 19

20. Process Funds Commitment and Obligations Documents
By The Numbers
Transaction Code: FMZ1
Role: Purchase Order Processor
Show Slide #20: Create funds pre-commitment document user procedure (FMY1)
Facilitator’s Note: d. Generalize New Information (1 hour 40 minutes)
Facilitator’s Note: Read the information below to the students.
A funds commitment document is used to create an obligation in GFEBS manually for miscellaneous payments that are not subject to the Prompt Payment Act (PPA). It is important to execute the FMZ1 to cancel out the FMY1 (Pre-Commitment Document).
Accounting is a system of bookkeeping, because every entry to an account requires a corresponding and opposite entry to a different account. For instance, recording earnings of $100 would require making two entries: a debit entry of $100 to an account called "Cash" and a credit entry to an account called "Income." 20

21. Create Funds Commitment Document
1. Under ‘Doc-Type’ click dropdown, 1a. select F9, 1b. Green Check-it.
Start 1
Show Slide #21: FMZ1 – Create Funds Commitment (Cont.)
Facilitator’s Note: You will now have the students log into the GFEBS TED to create a funds pre-commitment document. The purpose of this is to allow you to practice manually entering a funds pre-commitment document in GFEBs, specifically for Access Online (AXOL). This procedure should be performed when you need to establish a LOA to which purchases will be charged. The transaction code used for this is FMZ1, Create Funds Pre-Commitment Document.
Start: Type in FMZ1 in the menu field. The Soldiers may have to click on the <l next to the Menu tab to open the field.
Step 1: Select the drop-down to choose the correct document type for Non PPA.
Step 1a: Select the “F9” Miscellaneous obligation from the list, click on the green check mark.
Step 2: Document / Posting date- and Company Code should default in. If not, input current dates and ‘ARMY’ is always the company code.
Step 3: On the menu bar, click the ‘Fast Data Entry’ in order to generate the line item view. 1a 1b 2
2. Document / Posting Date and Company code should default in

22. Create Funds Commitment Document (Cont.)
2. On the menu bar, click ‘Fast Data Entry’ 2
1. Under ‘Currency Rate’ select the value in which the vendor wishes to be paid. 1
Show Slide #22: FMZ1 – Create Funds Commitment (Cont.)
Facilitator Note: The instructor will click through the slide or utilize the page down key on your keyboard to cover the following slide. The students will input the information from the slide into the Training Client.
Step 1: Enter a brief description of the item being procured.
Step 2: Select the “header data” tab on the menu bar.
Step 3: For the Reference Number, enter the Standard Document Number (SDN). For Misc Obligations, Always: MOD/Seq.#/Date (MMDDYYYY).
Step 4: Click on the green check mark in the lower left corner of the screen.
3. Under ‘Doc. text’ Enter a brief description of the item being procured 3
4. Under ‘Line Items’ Line 1, Input ‘Overall Amount’
5. Under ‘Line Items’ Line 1, Input ‘Text’
6. Under ‘Line Items’ Line 1, Input ‘Fund’ *Current FY* 22 4 5 6

23. Create Funds Commitment Document (Cont.)6 5
6. On the menu bar, click ‘Save’
5. On the menu bar, click ‘Check’
1. Under ‘Line Items’ Line 1, Input ‘Functional Area’
4. Under ‘Line Items’ Line 1, Input ‘Vendor’
2. Under ‘Line Items’ Line 1, Input ‘G/L Account’
3. Under ‘Line Items’ Line 1, Input ‘Cost Center’
Show Slide #23: FMZ1 – Create Funds Commitment (Cont.)
Facilitator Note: The instructor will click through the slide or utilize the page down key on your keyboard to cover the following slide. The students will input the information from the slide into the Training Client.
Step 1: Input the ‘Functional Area’
Step 2: Under ‘Line Items’ Line 1, Input ‘G/L Account’
Step 3: Under ‘Line Items’ Line 1, Input ‘Cost Center’
Step 4: Under ‘Line Items’ Line 1, Input ‘Vendor’
Step 5: On the menu bar- Click Check. This does NOT check for misspelled words or correct phone numbers.
Step 5a: System generated message states: ‘Checks Complete- G2G’ In the event a red-flag is present, double-click the message (lower left) and follow the prompt.
Step 6: On the menu bar- Click Save
Step 6a: System generated message states: Document 582 has been successfully posted. 1 2 3 4 5a
5a. System generated message states: ‘Checks Complete- G2G’ 23 6a
6a. System generated message states: ‘Doc. 582 Created / Posted’

24. Exercise Scenario #2 FMZ1 24
Show Slide #24: Exercise Scenario #2 for FMZ1
Facilitator’s Note: The exercise scenario will consist of performing transactions FMY1. The students will work individually on this exercise. Instructor can walk them through as well. 24

25. Check on Learning
T/F: A commitment / obligation are simultaneously created during the FMZ1 Transaction?
True
False
When Selecting “Doc Type”, which F identifier relates to
“Obligation for Miscellaneous Payments and MODS”?
a. F2 FAS Obligation
F6 POWERTRACK obligation
F9 Miscellaneous obligation
By clicking the “check” button on the menu bar, this action:
Generates a new document number
Checks the Validity of the EDIPI / DoD ID Number user
Checks the document for completeness and accuracy
Show Slide #25: Check on learning for FMZ1
Facilitator’s Note: Conduct a check on learning:
Question: T/F: A commitment / obligation are simultaneously created during the FMZ1 Transaction?
True
Question: When Selecting “Doc Type”, which F identifier relates to “Obligation for Miscellaneous Payments and MODS”?
a. F9 Miscellaneous obligation
Question: By clicking the “check” button on the menu bar, this action:
Checks the document for completeness and accuracy 25

26. Misc. Pay Process (Non-PPA) 26 Non-PPA Process FMY1 Pre-Commit FMZ1
FB02/03
Block/View
FMZ1
Commit/
Obligate
Non-PPA
Process
Show Slide #26: Misc. Pay Process (Non-PPA)
Facilitator’s Note: Remind the students that it is now time to create and post the vendor invoice so that they may be paid.
FB02
Attach File
FB60
Post
Invoice
FB03
View 26

27. Enter Vendor Invoice 27 https://www.youtube.com/watch?v=Pr_gMfuVmbM
Show Slide 27: Enter Vendor Invoice for a Non-prompt payment act
b. Concrete Experience (05 minutes)
The concrete experience serves as a trigger of past experience, knowledge, and it is also a focusing mechanism for the lesson that follows to support the teaching of new content. The collective intent is to force the student to connect to the lesson and is the precursor to intuitive thinking of experiential learning model.
Discuss the videos to help the students understand the importance receiving goods, accepting goods, and processing documents for payments.
Facilitator Notes: The cell phone has evolved throughout the years. You have a choice now to purchase a contract, no contract,
locked, or unlocked cell phone. This clip will show one person’s opinion about a particular no contract cell phone.
**Play the video and gather some of the student’s opinions, after watching the video. ***
Instructor Notes: No contract cell phones are an example of a service not subject to the prompt payment act. Prompt Payment rules does not apply. There are no late interest penalties for payments. Early payments are not mandatory. There is not a guidance on when to make payments. Your payments are based on your (the customer needs). For example, $25 per month could get you UNLIMITED TALK, TEXT, AND DATA.
c. Publish and Process (10 Minutes)
During this phase of the Army Learning Model the instructor will solicit responses of the student’s reaction to the concrete experience. The students will reflect on their experience and knowledge of the topic and they will begin a reconciliation of where they are and, if successful, where they will be at lesson end. The critical portion of this part of the ALM process is to force the students to reflect. As the instructor you can achieve this by asking a series of thought influencing questions, for example:
Instructor Note:
What is the importance of inspecting the items that are being delivered?
Give examples of different ways goods or services can be accepted. Example: Purchasing food, gas, or shoes etc. Starting a new cell phone contract. Purchasing a car. Have you ever ordered a package, arrived home and your package is placed on your step, porch, or by the mail box? If so, “Did you accept these goods?” What could happen if the package was stolen? Are you responsible?
Having the students think critically is the ultimate goal of publish and process. Force the students to explain their answers; meaning, how and why did they arrive at the solution to the questions.
You should also be looking for responses that will help the student’s transition from publish and process to generalize new information. During this process, remind the students of lesson objectives as they transition from publish and process into generalize new information. 27

28. Input Vendor Invoice Role
The Site Invoice Processor responsibilities include the following:
Receiving and entering miscellaneous payment invoices that have to be processed manually.
Entering credit memos.
Posting vendor down payments;
Releasing invoices that are blocked for payment in GFEBS.
Show Slide 28 User Role: Site Invoice Processor
Facilitator’s Note: Select a student(s) to read the slide. Inform the students that they will see the five key areas when they log into the training environment and walkthrough the transaction with the instructor. 28

29. Non-PPA Vendor Invoice (What is it?)
Does NOT reference a Purchase Order or Contract
Generated by specific documents or agreements
Majority of Miscellaneous payments fall under Non-PPA
Referenced to the previous ‘Funds Commitment Document’
** Perform this procedure when you need to manually enter a Misc. pay Non PPA Invoice. Examples include: Utility payments, clothing, tuition reimbursement, Training requests, legal claims and fees, etc.
Show Slide 29: Misc. Pay Process (Non-PPA) Vendor Invoice: What is it?
Facilitator Note: A miscellaneous payment invoice is an invoice that does not reference a
purchase order or contract. These obligations of the government are
generated by a variety of obligating documents or agreements.
Some miscellaneous payments are subject to the Prompt Payment Act (PPA);
but the majority of miscellaneous payments fall in the (non-PPA) group.
Those that are not subject to PPA can be processed through the Enter Vendor
Invoice (FB60) transaction with reference to a Funds Commitment Document
(FMZ1). 29

30. Vendor Invoice Pay Process
No transaction will happen without proper documentation
Site invoice Processor records the Obligation into GFEBS via FB60
Site invoice Processor provides DFAS with the necessary documentation
Payments are then placed on a proposal by DFAS
DFAS certifier ensures Site Invoice Processor chose correct documentation path (PPA vs. Non-PPA)
Lastly, DFAS Certifier validates documentation (1034 v. 577 on file) w/ disbursing office
Show Slide 30: GFEBS Miscellaneous Pay Process
Facilitator’s Note: A Miscellaneous Payment Invoice transaction should not be processed in GFEBS unless correct and complete supporting documentation is received. In general, the existing paper-based process relies on expenses being claimed via the following:
The Site Invoice Processor records the obligation and enters the invoice into GFEBS.
The Site Invoice Processor provides DFAS with the signed, certified, misc. payment document Public Voucher for Purchases and Services Other Than Personal (SF1034) via fax.
Payments are placed on a pay proposal by the DFAS Payment Processor
DFAS Certifier ensures that the Army Site Invoice Processor has properly transcribed the data from the document into GFEBS and selected the proper payment path (non-PPA vs. PPA)
DFAS Certifier validates the SF1034 against the DD577 on file with the Disbursing Office (via electronic Document Access) 30

31. Role: Site Invoice Processor
Input Vendor Invoice
(Misc. Pay Non-PPA)
By The Numbers
Transaction Code: FB60
Role: Site Invoice Processor
Show Slide #31: Input Vendor Invoice
Facilitator’s Note: Prepare the students to EITHER WATCH the demonstration, or have them follow along in the TED. 31

32. Enter Vendor Invoice FB605
Start
1. Enter or locate the appropriate “Vendor” code 1
2. Enter the Invoice receipt date and Invoice date (Use Today’s Date) Note: 5a 2 3 5b 4
Show Slide 32: Enter Vendor Invoice (FB60)
Facilitator’s Note: Ensure the transaction at the top is set to ‘INVOICE’ (under menu)
For step 1: Enter the vendor code: If not sure, the processor can select the dropdown and do a search in the system using variables.
For step 2: Both Invoice creation and receive days should be filled in with that exact information. Information will be located on the actual invoice. For training purposes, input todays date for both.
For step 3: Reference number is the invoice number. Every invoice has this number for tracking purposes.
For step 4: Posting date is self-explanatory. Use todays date.
For step 5: This is step 6 on the ES (Document type). Often this field does not load initially. In order to get it to load, follow the steps in order: Click Menu, hover over Settings, click on ‘Editing Options. Under the ‘Account Editing Options’ screen, navigate to the lower left portion of the screen. Under ‘Doc type option’ click the dropdown and choose ‘Entry with Short Name’. Click the back button on the menu bar. Document type should now be there.
3. Utilize the Invoice Number as the “Reference”
(this is your initials and birth date (JF1226)
5. For Doc. Type: Click Menu > Settings > Editing Options > Click
4. Posting date is the day we post this invoice. Use today

33. Enter Vendor Invoice FB60
2. On the menu bar, click ‘Back’ 2
3. Notice: Doc-Type present. Click dropdown, 3a select ‘ MP (Misc. Pay FM)
1. Under the ‘Account Editing Options’ screen, navigate to the lower left portion of the screen. Under ‘Doc type option’ click the dropdown and choose ‘Entry with Short Name’
Show Slide 33: Enter Vendor Invoice (FB60)
Facilitator’s Note: Click on the “Document Type” option. This code will establish if the transaction will be processed and approved manually (will not need to be approved by a second party in GFEBS - Misc. Pay Approver) or if it will initiate the GFEBS Workflow for the Miscellaneous Pay Approver to certify the transaction prior to payment. The main two types utilized for this type of transaction (FB60- Miscellaneous Pay Non-PPA) are:
MP-Doc Type: This option will trigger the workflow process by automatically blocking the invoice (M-Block) until it is certified by the Miscellaneous Pay Approver and ultimately paid.
KR-Doc Type: This option will allow the transaction to be paid without certification in GFBES but a manually certified SF 1034 will have to be submitted to the paying office prior to payment. 3 3a 1

34. Enter Vendor Invoice FB60
1. In the amount section, input full amount on DA 3953
3. In the GL acct. section, input GLAC from on DA 3953 1
Show Slide 34: Enter Vendor Invoice (FB60)
Facilitator’s Note: In the amount section- input the full amount of the PR&C. In the text section, input a detailed description of the goods and or services that are being procured.
For step 3; The following information comes from the PR&C (accounting LOA section), General Ledger, total amount, and in order for this document to reference another, input the ‘Earmarked Funds’ number.
2. In the Text section, input good description from on DA 3953 2 3 4
4. In the amount section, input full amount from on DA 3953
5. In the Earmarked fu…section, input Doc. # from FMZ1 (scroll half-way over 5

35. Enter Vendor Invoice FB601 2
1a. GFEBS provides document data for verification purposes. * Notice the Debit / Credit transaction at the bottom balancing the transaction out.
2. On the menu bar, click ‘Post’
1. Click “Simulate” to verify all input data. 1a
1b. System generated message states: ‘Acct. Assign. Proposed’
Show Slide 35: Enter Vendor Invoice (FB60)
Facilitator’s Note: Again, on the menu bar- click the simulate button to check the document for errors. This is NOT a mandatory step. The processor can skip this and go right for the post.
Upon clicking simulate, a document overview screen appears. Feel free to explain the slide and all of its information. The important take-away is the ‘debit-credit’ at the bottom. This action balances the transaction out.
Upon clicking Save on the menu bar, a generated message at the bottom left of the screen will tell you whether or not the transaction went through. The document number is to be annotated for auditing purposes. 1b
2a. System generated message states: ‘Document 94 was created and posted’ Annotate 2

36. Exercise Scenario #2
FB60
Show Slide #36: Exercise Scenario #3 for FB60
Facilitator’s Note: The exercise scenario will consist of performing transactions FB60 (Invoice Creation) . The students will work individually on this exercise. Instructor can walk them through as well. 36

37. Check on Learning 37 T-Code FB60 is used to ______ a vendor invoice?
Display
Delete
Create
Change
IRT FB60- Where did the ‘Earmarked Funds’ number originate from?
FMY1
FMZ1
FB60
FMBB
By clicking the “Simulate” button on the menu bar, this action:
Checks the document for completeness and accuracy
Generates a new document number
Checks the Validity of the EDIPI / DoD ID Number user
Show Slide 37: Check on learning FB60
Facilitator Note: Question the students on the following questions;
T-Code FB60 is used to ______ a vendor invoice?
Display
Delete
Create
Change
IRT FB60- Where did the ‘Earmarked Funds’ number originate from?
FMY1
FMZ1
FB60
FMBB
By clicking the “Simulate” button on the menu bar, this action:
Checks the document for completeness and accuracy
Generates a new document number
Checks the Validity of the EDIPI / DoD ID Number user 37

38. Misc. Pay Process (Non-PPA) 38 Non-PPA Process FMY1 Pre-Commit FMZ1
FB02/03
Block/View
FMZ1
Commit/
Obligate
Non-PPA
Process
Show Slide #38: Misc. Pay Process (Non-PPA)
Facilitator’s Note: Remind the students that it is now time to view the vendor invoice for accuracy.
FB02
Attach File
FB60
Post
Invoice
FB03
View 38

39. Role: Site Invoice Processor
View Vendor Invoice
(Misc. Pay Non-PPA)
By The Numbers
Transaction Code: FB03
Role: Site Invoice Processor
* View-only capabilities can be issued to multiple roles and on a ‘Need-to-Know’ basis
Show Slide #39: Input Vendor Invoice
Facilitator’s Note: Prepare the students to EITHER WATCH the demonstration, or have them follow along in the TED. 39

40. View Vendor Invoice (Misc. Pay Non-PPA) Start 1 2 1a 1b 40
1. Enter the FB60 generated number. If not known, select the dropdown and do a search. 1a. Company code will default in, always ARMY. 1b. Input current FY
Start 2
2. Press ‘Enter’ 1 1a 1b
3. Verify information for accuracy
Show Slide #40: View Vendor Invoice
Facilitator’s Note: Prepare the students to EITHER WATCH the demonstration, or have them follow along in the TED.
Two-character numerical key that together with the account number controls the posting at line item level. The posting key determines:
Account type: 2. Debit/credit posting: 3. Layout of entry screens
Facilitator’s Note: When you enter a posting, enter a posting key for each item. This key determines how the item is posted. Posting keys are defined at client level and therefore apply to all company codes.
The posting key determines: 1. The data you can enter in the line item: 2. How data you post is processed: 3. How the system updates the data you enter. Posting keys are differentiated by customer, vendor and posting key for G/L accounts. Apart from the General Ledger Accounting (FI-GL) and Accounts Receivable and Payable (FI-AR/AP) components, there are also posting keys for assets and material accounts.
Standard Posting Keys:
40: G/L account debit posting
50: G/L account credit posting
01: Customer invoices
11: Customer credit memos
31: Customer invoices
21: Customer credit memos
25: Vendor payments
3. Verify
4. Drill-Down on PK-31 (Customer Invoice) for review
4. Drill-Down 40

41. View Vendor Invoice (Misc. Pay Non-PPA) 1 41 2
Verify Document for Accuracy
1. If the Processor is comfortable with the information, click the ‘Back’ button on the menu bar
Show Slide #41: View Vendor Invoice
Facilitator’s Note: This is for display and verify purposes ONLY. Notice: The payment block box is not checked. Once finished, click the ‘Back’ button on the menu bar. Point out the fact that it reads Line Item 1 at the top.
2. Double-click (Drill-Down) on PK-40 2 41

42. View Vendor Invoice (Misc. Pay Non-PPA) 42 2
2. On the menu bar, click ‘Display Document Header’
1. Verify Document for Accuracy
Show Slide #42: View Vendor Invoice
Facilitator’s Note: This is for display and verify purposes ONLY. Point out the fact that it reads Line Item 2 at the top.
Once finished, click the ‘Display Document Header on the menu bar. 42

43. View Vendor Invoice (Misc. Pay Non-PPA) 3 43 2
3. Enter /N in the command line when complete, click ‘Enter’
1. Verify Document for Accuracy
Show Slide #43: View Vendor Invoice
Facilitator Note: Cover all areas of the header Information. ‘Entered by’ is the user’s EDIPI. Posting period represents the months into the Fiscal Year. FY starts in Oct, it is now Feb. October – November – December – January – February = 5 periods.
Facilitator's Note: Green Check it when Finished. Input /N and hit enter. This brings the user back to the initial screen. 3
2. Green Check it when Complete 2 43

44. Exercise Scenario FB03 44 Show Slide #44: Exercise Scenario for FB03
Facilitator’s Note: The exercise scenario will consist of performing transactions FB03 (View Invoice) . The students will work individually on this exercise. Instructor can walk them through as well. 44

45. Check on Learning Can changes be made in the View mode?
Yes, by selecting the ‘Display Change Mode’ button on the menu bar
What transaction code is used to view vendor invoices?
a. FB60
b. FB03
c. FB02
d. FB60
Show Slide 45: Check on learning FB03
Facilitator’s Note: Question the students on the following questions;
Can changes be made in the View mode?
Yes- By selecting the ‘Display Change Mode’ button on the menu bar
What transaction code is used to view vendor invoices?
a. FB60
b. FB03
c. FB02
d. FB60 45

46. Misc. Pay Process (Non-PPA) 46 Non-PPA Process FMY1 Pre-Commit FB02/03
Block/View
FMZ1
Commit/
Obligate
Non-PPA
Process
Show Slide #46: Misc. Pay Process (Non-PPA)
Facilitator’s Note: There will be NO Exercise Scenario for this exercise for this transaction. This is for Familiarization only and the students level of confidence in the system should be such that little to no guidance is needed.
FB02
Attach File
FB60
Post
Invoice
FB03
View 46

47. Attach Document(s) to Invoice
The Site Invoice Processor can change miscellaneous payment
invoices that have been posted (using the FB60 transaction) by
using the Change Document (FB02) transaction. GFEBS prevents
the data in certain fields of a posted document from being
changed.
This includes: Posting Amount, Account, Posting Key,
Fiscal Year, and Tax Amount. These fields cannot be changed,
because they have updated certain account balances during
posting.
Show Slide #47: Attach Document(s) to Invoice (FB02)
Facilitator’s Note: Inform the students that if changes are made the Site Invoice Processor must satisfy certain conditions imposed by GFEBS. This is necessary to prevent any changes to documents that could result in the undesired manipulation of data, which would then make reconciliation impossible.
Facilitator’s Note: If you need to explain reconciliation, explain that reconciliation refers to the process of ensuring that two sets of records (usually the balances of two accounts) are in agreement. Reconciliation is used to ensure that the money leaving an account matches the actual money spent, this is done by making sure the balances match at the end of a particular accounting period. 47

48. Attach Document(s) to Invoice
Use this procedure where policy dictates the need to attach the physical documentation to the Invoice transaction (either MIRO, FB60 or FB65). Only the “Site Invoice Processor” should execute this action. Attaching the document creates an outstanding audit trail for future reference and for the researching of similar payments against a particular contract.
At this time, students create an attachment on the desktops. (a simple word doc. will do.)
Show Slide #48: Attach Document(s) to Invoice (FB02)
Facilitator’s Note: Inform the students that in GFEBS Production (live system) this process must be accomplished within 15 minutes of posting the invoice transaction. Failure to do so may result in unnecessary delays and work. 48

49. Attach Document(s) to Invoice
By The Numbers
Transaction Code: FB02
Role: Site Invoice Processor
* View-only capabilities can be issued to multiple roles and on a ‘Need-to-Know’ basis
Show Slide #49: Attach Documents to Invoice
Facilitator’s Note: Prepare the students to EITHER WATCH the demonstration, or have them follow along in the TED. Have the students create an attachment on the desktop. A simple word document will do. 49

50. Attach Document(s) to Invoice
Start
1. Enter the “FB60” invoice document number 1 2
2. Enter the Company Code ‘ARMY’ 3
3. Enter the current Fiscal Year (FY) 4
Show Slide 50: Attach Document(s) to Invoice (FB02)
Facilitator’s Note: Ensure the students are plugging in the correct Document number. If there’s students getting red-flags, chances are they input the wrong document number.
4. Click ‘Enter’
5. Invoice / GL information Posting keys 31 and 40. 5 50

51. Attach Document(s) to Invoice1
1. Off to the right-side of the screen, Click the “Services for Object” button 2a 2
2. Hover over the “Create…” option then 2a. Click on the “Create Attachment” option
Show Slide 51: Attach Document(s) to Invoice (FB02)
Facilitator’s Note: Be prepared for the system to run a little low when executing ‘Java’.
As you go through the slides read the appropriate notes, if there are not any notes inform the students to select the highlighted (numbered) information. 4
3. Java App requesting to run program, Click ‘Run’ 3
4. System prompts user to locate file to upload: Dropdown>Desktop 51

52. Attach Document(s) to Invoice
1. From the location of the file, either double-click or single-click the file to be uploaded and 1a. click “Open” 1 1a 3
5. Shows ‘File Attached,’ Creator and date created
3. In order to view the attached document, once again click the ‘Services for Object’ icon 4
Show Slide #52: Attach Document(s) to Invoice (FB02)
Facilitator’s Note: Again, there is NO Exercise Scenario for this transaction. Have the students either use their slides to get them through or ‘buddy them up’
2. System generated message
4. Select: ‘Attachment List’ 5 2 52

53. Exercise Scenario FB02 53 Show Slide #53: Exercise Scenario for FB03
Facilitator’s Note: The exercise scenario will consist of performing transactions FB02 (Attach Docs. to Invoice) . The students will work individually on this exercise. Instructor can walk them through as well. 53

54. Check on Learning T-Code FB02 is used to ______ to a vendor invoice?
Display / Disappear
Recall / Delete
Enter / Release
Change / Attach
T/F: The “Services for Object” button is used to attach
documents from a known location.
a. True
False
Which position(s) is/are authorized to execute the FB02?
Site Invoice Processor
Show Slide #54: Check on Learning
Facilitator’s Note: Conduct a Check on Learning:
T-Code FB02 is used to ______ to a vendor invoice?
Display / Disappear
Recall / Delete
Enter / Release
Change / Attach
T/F: The “Services for Object” button is used to attach
documents from a known location..
a. True
b. False
Which position(s) is/are authorized to execute the FB02?
a. Site Invoice Processor 54

55. Misc. Pay Process (Non-PPA) 55 Non-PPA Process FMY1 Pre-Commit FB02/03
Block/View
FMZ1
Commit/
Obligate
Non-PPA
Process
Show Slide #55: Misc. Pay Process (Non-PPA)
Facilitator’s Note: There will be NO Exercise Scenario for this exercise for this transaction. This is for Familiarization only and the students level of confidence in the system should be such that little to no guidance is needed.
FB02
Attach File
FB60
Post
Invoice
FB03
View 55

56. Block Vendor Invoice
An Invoice is Blocked (Changing an Invoice Document) in GFEBS for the purposes of precluding the system from retrieving the transaction from being part of a Payment Run. Blocked invoices must be monitored closely to ensure they do not incur interest when the contract is subject to the Prompt Payment Act (PPA) and to avoid unnecessary delays in the payment process for those that are not.
An Invoice may be manually blocked or GFEBS may block it automatically due to imbalances through established system variables. Once an Invoice is Blocked, it must be Released either automatically or manually.
Show Slide 56: Block (Manual) Invoice (FB02)
Facilitator’s Note: The FB02 is titled “Change Document”. One of the changes that can be done using the FB02 is to Block an invoice. 56

57. Block Vendor Invoice
The following personnel will have the ability to execute the transactions covered in this block of instructions based on their assigned position and GFEBS Roles:
CVS Technician
CVS Analyst
Show Slide 57: Block (Manual) Invoice (FB02)
Facilitator’s Note: Although the CVS Technician and the CBS Analyst have the ability to Block an Invoice from payment, the transaction may be “viewed” by all the CVS Battle Team members. 57

58. Block / View Vendor Invoice
By The Numbers
Transaction Code: FB02/03
Role: CVS Analyst /
* View-only capabilities can be issued to multiple roles and on a ‘Need-to-Know’ basis
Show Slide #58: Block / View Vendor Invoice
Facilitator’s Note: Prepare the students to EITHER WATCH the demonstration, or have them follow along in the TED. Have the students create an attachment on the desktop. A simple word document will do. 58

59. Block / View Vendor Invoice
Start 1
1. Input your Document Number: 1a. Company Code: 1b. Current FY
1a.
1b.
2. Remember, PK-31 represents the Vendor Invoice. Double-Click anywhere on line item #1
Show Slide #59: Block / View Vendor Invoice
Facilitator’s Note: Prepare the students to EITHER WATCH the demonstration, or have them follow along in the TED. Have the students create an attachment on the desktop. A simple word document will do.
Facilitator’s Note: If the document number cannot be found, click the dropdown and conduct a search using known parameters. Student should remember that Posting Key 31 represents the vendor invoice. 2 59

60. Block / View Vendor Invoice5 4.
4. Click ‘Save’
5. System Generated message
1. Everything appears in red. In the ‘Pmnt Block’ section, click the dropdown to reveal choices 2.
2. Select ‘B’ for Payment Block. 2a. Green Check to continue
Show Slide #60: Block / View Vendor Invoice
Facilitator’s Note: Prepare the students to EITHER WATCH the demonstration, or have them follow along in the TED. Have the students create an attachment on the desktop. A simple word document will do.
Facilitator's Note: The student will NOT see the dropdown unless they click in the box. Select ‘B’ for blocked and click the Green Check mark. 1 2a
3. Notice the Block is now in place 3 60

61. Block / View Vendor Invoice
1. Enter T-code /NFB03 1 2 3
2a.
2b.
Show Slide #61: Block / View Vendor Invoice
Facilitator’s Note: Prepare the students to EITHER WATCH the demonstration, or have them follow along in the TED. Have the students create an attachment on the desktop. A simple word document will do.
Facilitator’s Note: In order to see the fruits of your labor, execute t-code FB03 to view your work. If the status changes from block to unblock, then the student can make the change from this window.
3. Remember, PK-31 represents the Vendor Invoice. Double-Click anywhere on line item #1
2. Once again, Input your Document Number: 2a. Company Code: 2b. Current FY 61

62. Block / View Vendor Invoice3a 2
1. Notice the ‘B’ present for Block.
2. In order to Reverse the Block (un-block), on the menu bar, select ‘Change Display Change Mode’ 4
Show Slide #62: Block / View Vendor Invoice
Facilitator’s Note: Prepare the students to EITHER WATCH the demonstration, or have them follow along in the TED. Have the students create an attachment on the desktop. A simple word document will do.
Facilitator’s Note: On the menu bar, select the change button. This opens up certain (not all) fields to be edited. Simply take out the B for Block, and click save. Message generated lower left that changes have been made. 3. 1
3. Notice: The document is now in ‘Change’ mode from Display. Simply backspace the ‘B’ out and 3a. Select ‘Save on the menu bar.
4. System Generated message 62

63. Exercise Scenario
FB02/03
Show Slide #63: Exercise Scenario for FB02/03
Facilitator’s Note: The exercise scenario will consist of performing transactions FB02 (Attach Docs. to Invoice) . The students will work individually on this exercise. Instructor can walk them through as well.
Facilitator’s Note: By this time, the students should be able to go in and execute without an Exercise Scenario. Assist the ones who may need it or ‘battle’ them up. 63

64. Check on Learning
T/F: Change can be made from the Display Only (FB03) mode.
a. True
False
On Line item 1, ____ represents Vendor Invoice
On Line Item 2, ____ represents G/L Account Debit Posting
L1- Posting Key (PK) 31
L2- Posting Key (PK) 40
(By clicking the Display/Change mode button on the menu bar)
Show Slide #64: Check on Learning
Facilitator’s Note: Conduct a Check on Learning:
T/F: Change can be made from the Display Only (FB03) mode.
True: (By clicking the Display/Change mode button on the menu bar)
False
On Line item 1, ____ represents Vendor Invoice
On Line Item 2, ____ represents G/L Account Debit Posting
L1- Posting Key (PK) 31
L2- Posting Key (PK) 40 64

65. TLO Summary
Action: Process Miscellaneous Pay Non Prompt Payment Act (Non-PPA) Documents
Conditions: Given an exercise scenario, computer console, data sheets, access to Army Knowledge Online (AKO), applicable regulations and publications, relevant Accounts Payable Documentation, standard office supplies and equipment, and awareness of Operation Environment (OE) variables and factors.
Standards: Successfully Pre-commit, Obligate, and Invoice funds for goods and or services without incurring a ‘red-flagged hard-stop’ in SAP
Show Slide #65: Restate the TLO
Facilitator Note: Inform the students of the following learning objective requirements. At the completion of this lesson, you (the student) will have an understanding and know the importance of vendor master data. You will be able to create, display, and change information pertaining to the vendor(s).
TERMINAL LEARNING OBJECTIVE
Action: Process Miscellaneous Pay Non Prompt Payment Act (Non-PPA) Documents
Conditions: Given an exercise scenario, computer console with access to the Training Environment, data sheets, access to Army Knowledge Online (AKO), applicable regulations and publications, relevant Accounts Payable Documentation, standard office supplies and equipment, and awareness of Operation Environment (OE) variables and factors.
Standards: Pre-commit, Commit, and Obligate funds for goods and or services while continuing to maintain Separation of Duties (SOD). 65

66. Critical Thinking How important is it to pre-commit funds?
Now that you understand pre-commitment and obligations, “How can this information help you in the future?”
Show Slide #66: Critical Thinking
Facilitator’s Note: The above listed questions are only examples. As the instructor you are free to ask varied questions. However, ensure the questions are open-ended and serve to ensure the students see the relevance of the generalized new information presented and future usage.
This phase is student-centered and instructor facilitated. Allow the students to decide how they will use the information. The definitive goal is for the students to think critically and creatively about how to use the information garnered from the lesson plan in the future. As the instructor you can direct the students to brainstorm in small groups or you can ask open ended questions such as:
How important is it to pre-commit funds?
Now that you understand pre-commitment and obligations, “How can this information help you in the future?” 66

67. Appendix A Assessment Plan 67
Show Slide #67: Appendix A, Assessment Plan
Appendix A
Facilitator’s Note: The student’s performance for lesson 805A-AAD6B102 to create funds commitment.
Practical Exercise #1 will assess the Soldier’s ability to create a funds pre-commitment documents.
Practical Exercise #2 will assess the Soldier’s ability to create a funds commitment document.
Evaluation of Student’s Research Ability Go/No Go. 67