ARMY/DFAS 2021 Virtual Training Session - APAN Community

ARMY/DFAS 2021 Virtual Training Session:

Accounts Receivable

Army Presenters: Daniel Dupree Derek Hunt Taynie Hibler

DFAS Presenters: Amy Collver - Public Chrystal Kieffer - Misc Victoria Hodge – Gov’t

UMT Categories 101

Category Description Simplified Logic Support Magnitude

Accounts Receivable

Government Reimbursable • A/R Sub Categories: G-

Reimbursable Bills; G-Sales Order• Repayments to the providers of

goods or services by the requestors, who can either be public or private entities

Varies. One key identifier is typically the CIT number or Invoice number (e.g. 31 (IPAC), 32 (DCAS), 33 (Advance) and 900 (Bill number)) cited in the document header text or DCAS Doc number

Public Debt Management• A/R Sub Categories: P-DTS & P-Civ

Pay (non-payroll)• Due US amounts from over

payments for entitlements, and payroll, or certain other debt situations

DTS UMTs - doc header txt or reference (Dov) begins with "0" or "1" or reference contains "CT" or "CTL"

Miscellaneous Collections• A/R Sub Category: P-Misc Receipts• Collection of funds received from

individuals and or organizations. These funds can be refunded to the appropriation originally cited and for which there are not specific procedures otherwise

Doc Header Text typically begins with a 34XXXXXXXX

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DFAS* Customer

DFAS* Customer

DFAS* Customer

*Entities that clear UMTs

Government Reimbursements

Victoria HodgeDFAS CO

Questions?

Miscellaneous Collections

HHG/CBA Tax Debts UMTs

Accounts Receivable Civilian Travel UMTs

Accounts Receivable DTS UMC

Cleared UMT Examples

Sales Order Setup Leads to UMT’s. Why?

Proper Maintenance of Reimbursables

Accounts Receivable Sales Order with Advance UMT’s

Accounts Receivable DCAS UMT’s

Accounts Receivable IPAC UMT’s

Accounts Receivable Gov’t Category Refresher

Agenda

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G- Reimbursable UMT Category

3/23/2021 Integrity - Service - Innovation 5

Category Description Simplified Logic Support Magnitude

Accounts Receivable

Government Reimbursable • A/R Sub

Categories: G-Reimbursable Bills; G-Sales Order

• Repayments to the providers of goods or services by the requestors, who can either be public or private entities

Varies. One key identifier is typically the CIT number or Invoice number (e.g. 31 (IPAC), 32 (DCAS), 33 (Advance) and 009 (Bill number)) cited in the document header text or DCAS Doc number

DFAS*

Customer

Accounts Receivable IPAC UMT’s

» Identifying UMTs ü Tracer to manage UMCs

• Document header text • 31 series CIT• MIPR/ Purchase Request

• DCAS File Name• I.IPAC_ADSSFIS01

ü Category AR, Sub Category G - Reimbursable Bills

» UMT Causes


Root Causes of IPAC UMT’s

Incorrect LOA data cited on

Sales Order

ALC/FSN changes not

communicated

System Timing Issues

Approver/ Acceptor Discretion

Obligation/ MIPR Issues

Accounts Receivable IPAC UMT’s Cont’d

» What Can DFAS Do?ü LOA Data can be updated using GFEBS Transaction Code VA02, in the Additional Data B Tab.

• NOTE: LOA can only be updated if we have copies of funding documentation i.e. MIPR 448, 448-2, IAA, and any amendments.

ü DFAS has access to lookup past IPAC transactions and also manually input new IPAC transactions if payment method change/ LOA Correction is needed.

»What Army Action is Needed?ü Responsiveness from ARMY when DFAS reaches out for documentation ü Ensure Correct payment method is used based on ALC/FSN combinationü Attach funding document in GFEBSü Amendments need communicated promptlyü Sometimes Chargebacks for wrong LOA will need clarified between ARMY and trading partnerü Be mindful of EOM cutoff for payment systems

» Generic “Recipe” for Transaction Clearanceü Locate and review documentation associated with UMTü Post ( if no 14 series clearing document exist) and clear transaction (FB05, FB08).


Accounts Receivable DCAS UMT’s


• Document Header Text• 32 series CIT• MIPR/ Purchase Request

• DCAS File Name• I.GFEBS1080

ü Category AR, Sub Category G - Reimbursable Bills, Blank

» UMT Causes


Root Causes of

DCAS UMT’s

Incorrect LOA data cited on Sales Order

ALC/FSN changes not

communicated System

Timing Issues

Obligation/ MIPR Issues

Accounts Receivable DCAS UMT’s Cont’d

» What Can DFAS Do?ü LOA Data can be updated using GFEBS Transaction Code VA02, in the Additional Data B Tab.

• NOTE: LOA can only be updated if we have copies of funding documentation i.e. MIPR 448, 448-2, IAA, and any amendments.

ü DFAS has access to process corrections to LOA data in DCAS.

»What Army Action is Needed?ü Responsiveness from ARMY when DFAS reaches out for documentation ü Ensure Correct payment method is used based on ALC/FSN combinationü Attach funding document in GFEBSü Amendments need communicated promptlyü Sometimes UMT’s needing LOA clarification will need clarified between ARMY and trading

partnerü Be mindful of EOM cutoff for payment systems



Accounts Receivable Sales Order with Advance UMT’s


• Document header text • 33 series CIT• NOCITPROVIDED

• DCAS File Name• I.ADSSFIS01

ü Category AR, Sub Category G - Reimbursable Bills, Blank

» UMT Causes


Root Causes of Sales

Orders with Advance UMT’s

Collections sent before CIT

established, no CIT or incorrect CIT provided

Return of Funds

processed for CIT

Multiple collections on

one CIT, incorrectly calculated

Collection CIT has typo

Sales order with an Advance - An agreement between two entities, specifically between the Army and itself or another Federal agency, the Army and a commercial organization, state and local government, or individual, where monies were provided by the customer in advance for the services or goods to be provided in the support of the agreement.

Accounts Receivable Sales Order with Advance UMT’s Cont’d

» What Can DFAS Do?ü DFAS is able to search vouchers and research the open CIT report with limited successü Obtaining backup from AskDFAS Cleveland or other Disbursing Office

»What Army Action is Needed?ü Responsiveness from ARMY when DFAS reaches out for documentation ü Attach all relevant documentation (i.e. DD1131, Copies of checks etc.) in GFEBSü Ensure DD1131 is filled out accurately and completely with all LOA informationü CIT is in “Parked” status.

• CIT’s should be created before DD1131 is sent to DFASü It is most helpful for ARMY to research and find resolution for these UMTs.

• Ultimate posting authorization would need to come from ARMY even after we research and successfully find where a UMT likely belongs.

ü Army personnel can request access to view only roles in ADS and IPAC to locate vouchers for research



Proper Maintenance of Reimbursables

» Sales Order with Advance ü DD1131’s

Include the correct: • DSSN • Fund • WBS • Sales Order • CIT • Fund Center• Amount• TT Code ( 3C for Collections)


Sales Order Setup Leads to UMT’s, Why?


• IPAC Payment Method should be “I”• DCAS Payment Method should be “0”• Sales Order with Advance Payment Method

should be “X”

Payment Method

• Copy of MIPR, MIPR Acceptance, and Any Amendments should be attached in GFEBS Sales Order

Attaching MIPR’s

• GFEBS customers with ALC 8522 FSN 021001 billing ALC 8522 FSN 021001 use left side of Additional Data B tab

• All other billings use right side of Additional Data B Tab

Additional Data B Tab

• This information must match the MIPR for a sales order that utilizes this customer number.

• Agency Location Code (ALC) and Payment Office (use FSN) need to be filled in

XD03- U.S. Federal

Government

Sales Order Setup Leads to UMT’s, Why? Cont.


• All fields within Additional Data B Tab , with the exception of Sublevel Prefix, need to be filled in

• If data is missing no CIT will generate on the invoice to process billing

FMS

• Federal Customer -should match the Availability of Funds Cited on the Customers Request

• Non Federal Customers- should match the expected completion date of the project

• drives Fiscal Year End Draw Down of Sales Orders

Contract End Date

• WBS must be Funded and Released• WBS and Fund Combination must be Unique• WBS must have proper Billing Element

StatusWBS

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Cleared UMT IPAC Example

START: Identify UMT on TRACER Report

Next, I would look up the UMT using FB03 in GFEBS• UMT number (2701323195) in Document Number field• Company Code remains ARMY• Correct Fiscal Year (2021)

I just like to verify there are no 14 series collection documents, in this case there is not.

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Next, I would l look into the actual GFEBS sales order • Use transaction code VA03• Search by the Info in the Document Header Text field from TRACER

Scroll to the right to locate the Sales Order Number and Select the Green Check

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We would need to search line by line to find our amount of the UMT.

In this case our amount falls on line 30

• Select Line 30

• Select Display Document

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• Click on the Accounting Document related to our amount and click display document

• From this screen I am able to tell this is being processed through IPAC based on the 31 series CIT

• Drill into the CIT by double clicking or clicking on the CIT and hit Select Individual Object

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We can see this specific invoice has been collected by the 14 series clearing document outlined in RED

Drill into the 14 series clearing document and again on the second page until it displays a voucher in the Reference field

We see that our UMT voucher (1890828) doesn’t match the voucher collected in GFEBS (1883519)

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From here, I would like to see what has been processed within the IPAC system for this invoice using IPAC Transaction Analysis

Enter the Accounting Document 009# in the Invoice # selector

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We need to compare voucher numbers with our UMT voucher with the collection voucher in GFEBS

Outlined in GREEN- collection voucher 1883519 posted in GFEBS Outlined in RED- another collection voucher 1890828, our UMT

voucher number Outlined in YELLOW- An adjustment

Cleared UMT Examples Cont’d

DCAS UMT Example


Assignment

Document Number

Business Area

Document Type

Document Date

Posting Key

Amount in local currency

Local Currency

Document Header Text Reference key 3 Reference

DODAAC

DFAS Site Category Sub Category

File Date Voucher #

00008522 2700069539 ARMY Z1 01-Nov-19 40 $13,920.72 USD 3200116964

00000000000770603899 69842608302019

320011

Columbus

Accounts Receivable

G - Reimbursable Bills

01-Nov-19 698426

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Cleared UMT DCAS UMT Example

Start: Identify UMT on TRACER Report

Next: In this case I would look up the CIT using transaction code FB03 in GFEBS•CIT number (3200116964) in Document Number field•Company Code remains ARMY•Correct Fiscal Year (2019)

I just like to verify there are no 14 series collection documents, in this case there is not.In this case the Reference field list an invoice number (begins with 009) we can search in GFEBS.

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Next, I would l look into the actual GFEBS sales order •Use transaction code VA03•Search by using the invoice provided previously in the FB03 search above and paste that in your Billing Document field

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We only have one line, click Display document flow to open line item 10.

We need to search for our invoice (0091765902) and amount ($13,920.72).

Click on the Accounting Document with the invoice number related to our amount and click display document

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We know this UMT is being billed through DCAS by the 32 series CIT.

We can now look up the voucher in DCAS using Search INFO Trans

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Locate the Amount of our UMT

We want to verify the Line of Accounting (LOA) matches what is provided on the MIPR or IAA and the GFEBS Sales Order

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We can locate the MIPR in the attachments in VA03

We want to choose the most recent upload of the MIPR-DD 448, the DD 448-2 Acceptance will not have the correct LOA

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Our LOA based on this MIPR is 021 2019/2021 2032 FSN 021001

The LOA matches the:

UMT on TRACER DCAS Voucher Data Additional Data B of GFEBS Sales Order

We are now good to post (FB05) and clear (FB08) this UMT

Cleared UMT Examples Cont’d

Sales Order with Advance

» Started with 6 UMT’s on TRACER Report


Assignment

Document Number Business Area

Document Type

Document Date Posting Key

Amount in local currency

Local Currency

Document Header Text Reference key 3 Reference DODAAC DFAS Site Category Sub Category File Date Voucher #

00008522 2700452648 ARMY Z1 28-Apr-18 40 $27,241.29 USD 3300008592000 00000000000685692676109200604242018330000 Columbus Accounts Receivable G - Reimbursable Bills 30-Apr-18 1092006



00008522 2700497167 ARMY Z1 22-Apr-19 50 ($27,241.29) USD 3300008593000 00000000000746271447137372704112019330000 Columbus Accounts Receivable 23-Apr-19 1373727



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Cleared UMT Sales Order with Advance (example)

CIT

FY

Start: Identify UMT’s on TRACER Report

Based on the UMT’s above it seems there is a Debit and a Credit for $27,241.29 for three different CIT’s•3300008591•3300008592•3300008593Next: I would look up each CIT listed above using transaction code FB03 in GFEBS

For this example the Fiscal year would be 2018 for each CIT

Looking at the CIT, there is a 14 series collection document number, outlined in RED above.Drill into the 14 series by double clicking on the document number, and again on the second page

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In the Reference field we see a voucher number and date combination outlined in RED above.

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A few things we can see along the way:

The amount of the CIT’s ($27,241.49) and the amount of the UMT’s ($27,241.29) do not match There is a collection already posted in GFEBS using the CIT Even though the voucher number matches TRACER, the amounts are different

What’s Next?

I would look up all the corresponding vouchers from TRACER AND identified as posted in GFEBS in CA Web view

1373727 DTD 04/11/2019 1373728 DTD 04/11/2019 1373729 DTD 04/11/2019 1092006 DTD 04/24/2018 1092007 DTD 04/24/2018 1092008 DTD 04/24/2018

Search a date range and choose the result matching your voucher date

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» Finally, we see the lightü The 6 UMTS on TRACER were the original vouchers

processed in April of 2018 and the reversals process in April of 2019

ü Also, the reversal vouchers corrected the amount, in order to allow that part of the vouchers to post to the CIT in GFEBS.

» End resultü We can FB08 each of the UMTs

Public Debt Management

Amy CollverDFAS-RO

Accounts Receivable DTS UMTs Cont.

» What causes UMTü DTS data come through with Tanum-Receivables and collectionsü No Receivableü Invalid Document number (Header Text)ü Over-collections

» How can customer assistü DMM: Ensure all financial transaction processed thru DTSü DMM: Stop or change and payroll collection timely

• Amendments processed to reduce or reverse debt after pay coll approved

• Customer sent in payment after pay coll requested 3/23/2021 Integrity - Service - Innovation 42

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Accounts Receivable DTS UMC cont.

» How DFAS Researchesü Tracer

• Category AR; Sub Category: P-DTS/DTS IBA

ü Locate and review documentation associated with UMT• Voucher, if needed• ODS• DTS

DTS Trans Flag ‘DTSR’ = debt (DCAS)

Accounts Receivable DTS UMTs Cont.

ü Create/correct receivable (FB70, FBR2)• Receivable created using 6790.0100 NOT 6100.xxxx

• Accounts receivable does not restore funding to FMZ • AM&C directorate clears TP2s

ü Post and clear transaction (F-04, FB08)


Accounts Receivable Civilian Travel UMTs

» Most common Civ Relo UMTsü Household Good Taxü Negative RITAü Storageü CBA Tax

» Tracerü Identified by Doc Header Text

» What causes UMTsü Receivable not establishedü Insufficient LOA

• Collection• Supporting documentation (original PCS orders)

» What customer can do to helpü Ensure LOA on PCS orders are accurate to include FMZ and FMZ line number.

• Ex 5066252142007


1st letter of last name

Last 4 of SSN

Type of debt

Year of debt

Ends with ‘CIVRELO’

Doc Header Text

HHG/CBA Tax Debts UMTs

» Coordination between several department» Manual process

» Causes of UMTsü AP UMDs: IATS Voucher-Systemic

• Delay when funding not availableü AR UMCs:

• Collections prior to debt set up• Waiting for disbursement to post to FMZ

» Clearing UMTsü AP UMDs: Manually post disbursement ü AR UMCs: Manually post receivable prior to collection


TransCom: Creates debt file Travel Pay-Vouchers

Accounts Payable Post Disbursement to clear

UMD

Accounts Receivable, demand & debt ltr,

Post Receivable, post collection


Chrystal Kieffer - DFAS IN


» What are Miscellaneous Collections?ü Funds received from

individuals and/or organizations. These funds can be refunded back to the appropriation originally cited and for which there are not specific procedures otherwise

» Types of Misc. Collectionsü Mealsü Jury Dutyü Recycleü Fish and Wildlifeü Trademarkü GPC Rebates

» Attributes of Misc. Collections UMTsü A/R SubCategory: P-Misc

Receiptsü Doc Header begins with 34

» Customer Responsibilityü Create Collection in Transitü Reverse Collection in Transit

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If an element is different, a UMT occurs

If all elements are the same, it

clears systemically

DD1131 tries to match up with CIT in

GFEBS

Create DD1131

Create CIT in GFEBS

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Ø How does a Miscellaneous Collection become a UMT?


» Common Reasons for Misc. Collections UMTs1. No CIT or CIT is Parked

• Make sure the CIT is created before a DD1131 is submitted.• Make sure you have “unparked” the CIT

2. Manual Entry Errors• Too many zeroes in the CIT• Wrong $ amount

3. DD1131 incorrectly filled in.• Example on next slide.

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» DD 1131 Preparation Tipsü Box 9

• Ensure the amount in this box is the same amount as the CIT.

• Box 10• LOA• Transaction Type Code (1R- Receipts, 2D-Disbursements, 3C-Collections)• Fund Center• CIT Number *Very Important*

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» How to Resolve Misc. Collection UMTs1. Check the Open CIT List for the CIT.

• https://www.us.army.mil/content/armyako/en/mycommunities/Home/groups/hqda/Groups/OfcSecArmy/Groups/OASA_FMC/Groups/dasafo/Groups/fop/files.asset.html/content/usergenerated/asi/mongo/content/armyako/en/mycommunities/Home/groups/hqda/Groups/OfcSecArmy/Groups/OASA_FMC/Groups/dasafo/Groups/fop/files/jcr:content/content/primary/library/accounts_receivable-2TRF/open_cits-pJdP.html#

2. Check ADS and the DD1131 to ensure they match.• Backup can be provided by AskDFAS if processed through 8522.

• https://corpweb1.dfas.mil/askDFAS/custCategories.action?tsm=1531245949163&pgModld=5420

3. Contact your appropriate DFAS site for assistance.


https://www.us.army.mil/content/armyako/en/mycommunities/Home/groups/hqda/Groups/OfcSecArmy/Groups/OASA_FMC/Groups/dasafo/Groups/fop/files.asset.html/content/usergenerated/asi/mongo/content/armyako/en/mycommunities/Home/groups/hqda/Groups/OfcSecArmy/Groups/OASA_FMC/Groups/dasafo/Groups/fop/files/jcr:content/content/primary/library/accounts_receivable-2TRF/open_cits-pJdP.html





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ARMY/DFAS 2021 Virtual Training Session - APAN Community

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