Describe the Pay Agent Process in GFEBS - PowerPoint Presentation

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Describe the Pay Agent Process in GFEBS

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Terminal Learning ObjectiveAction: Process paying agent for FOO, CERP, OMA, ARP & RewardsConditions: FM Leaders in a classroom environment using doctrinal and administrative publications, practical exercises, personal experience, handouts, discussion and access to GFEBS.

Standard

: Analysis includes:

- Create a vendor (employee) via transaction code XK01

- Create a MISC Pay PR&C via transaction code ME51N

- Verify availability of funds via transaction code ME53N

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AgendaCreate a vendor (employee) via transaction code XK01Create a MISC Pay PR&C via transaction code ME51N Verify availability of funds via transaction code ME53N 3Slide4

Battle Drill 5:

Process (P2P) Paying Agent (PA) for Field Ordering Officer (FOO) (CERP), OMA,

&

Rewards Programs)

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Legend

GFEBS

Operation

Create MISC Pay PR

ME51N

Verify availability of

funds

ME53N

XK01

Create a vendor

(employee)

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Pay Agent (PA)PA is an extension of the DO at the unit levelPA is an individual who is trained by the DDO/DA to account for government funds and make payments in relatively small amountsPAs are individuals whose regular duties do not involve disbursing functionsPA is paired with an Project Purchasing Officer (PPO) and cannot be appointed as an PPOThe PA will not make payments without the express authorization from the PPOThe PA interacts with the DDO/DA on a routine basisIs usually a USG employee, however defense policies may allow for multinational members6Slide7

Commanders Emergency Response Program (CERP)Provide an immediate and measurable benefit to the local populationBe completed quicklyPromote local national employmentBe highly visible to the local populaceIncorporate host nation entities throughout the life of the project, from inception to turnoverBe sustained by the host nation after turnoverAccepted as beneficial by the local indigenous population7Slide8

Field Ordering Officer (FOO)Every FOO is paired with a Pay AgentAll purchases must be made as a teamFOO makes the purchase decisionA third party must receives the itemsThe FOO has the responsibility to fill out the SF 44FOO funds can be used for emergency purchasesCannot make purchases that are foreseeable or reoccurring8Slide9

Creating a Vendor Master Data Record LSA-19Slide10

XK01- Create Vendor (Employee)

XK01

1A2B4

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Enter the appropriate “Vendor Account “Group if known or select the appropriate code

Note:

the most commonly utilized codes are “Z001” and “Z004”

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Enter the Vendor CAGE to be processed

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Select the most appropriate Account Group

Z005

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Click “Enter” to start the Vendor Creation

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Click “Next Screen”

XK01-

Create Vendor (Employee)

(Cont’d)

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Name of Company

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Search terms (able to search for this vendor by these terms). (Vendor CAGE code is recommended)

US Army

SFC Michael Wilson Employee 1

1A2B4

Vendor 1

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Enter Company address information. Ensure the Country information is correct.

123

Mohamet

Street

Kabul

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12345

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Title will be “Company” unless it is an individual

“Address” Screen

AF

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Click “Next Screen”

TIN (Taxpayer Identification Number) and Tax information is required for U.S. Vendors. If it is an individual, instead of company, the Social Security Number will be entered in these fields.

“Control” Screen

XK01-

Create Vendor (Employee)

(Cont’d)

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AF

AFIBAFKA*

Enter the desired search string with wildcards “*” if needed to locate the Bank in the system (must be pre-loaded)

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Once entered, click the checkmark to populate the “Bank Key” field

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Select the appropriate “Bank Key” (SWIFT Code or ABA)

AFIBAFKA

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Enter the correct bank account number

12345

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Enter the appropriate “Country Code” for the Bank Location

Mukhar

Al

Saleem

“Payment Transactions” Screen (Bank Data)

XK01-

Create Vendor (Employee)

(Cont’d)

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If provided, enter the type of account:

01- Checking

02- Savings

01

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Enter the name of the bank Account “Beneficiary”. Must be based on the name the bank account is under (cannot me misspelled)

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Click “Next Screen”

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General ledger account to which transactions in the subsidiary ledgers (such as in the customer, vendor, or assets areas) are automatically updated. “2110.0100” is the most commonly utilized for CVS Vendors

2110.0100

“Accounting Information” Screen

XK01-

Create Vendor (Employee)

(Cont’d)

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Click “Next Screen”

Z030

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Enter the payment terms applicable to this vendor

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Select the appropriate “Payment Method”. (GFEBS does not support Cash payments). EFT is the preferred method of payment in theater and GFEBS.

Note:

The Deployable Disbursing System (DDS) utilizes“ CTX (Corporate Trade Exchange) Format ACH” .

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Click after selection is made

T

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Place a checkmark here to ensure all invoices are checked for duplicates during entry

“Payment Transactions Accounting” Screen

XK01-

Create Vendor (Employee)

(Cont’d)

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Click “Next Screen”

No Input necessary for a foreign vendor

No Input necessary for a foreign vendor

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Enter the Currency the vendor is likely to be paid with

USD

“Correspondence Accounting, Withholding Tax Accounting, Purchasing Data” Screens

XK01-

Create Vendor (Employee)

(Cont’d)

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The “Partner Functions” is the last data field. Click “Save” to record the vendor entry.

No Input necessary

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The Vendor is now added to the GFEBS database and is ready to be utilized.

Note:

Vendor Master Data may be changed as needed. T-Code “

XK02

” will allow an authorized user to make adjustments to the record when applicable and when needed.

“Partner Functions” Screen and saving the Vendor data

XK01-

Create Vendor (Employee)

(Cont’d)

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Create a Vendor (employee)LSA - 218Slide19

Battle Drill 5:

Process (P2P) Paying Agent (PA) for Field Ordering Officer (FOO) (CERP), OMA,

&

Rewards Programs)

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XK01 – Create VendorSimulationThe instructor demonstrates this activity while you follow along Hands on ExerciseThe instructor will lead you step by step through the activity using the training materials provided20Slide21

Create a Miscellaneous Pay Purchase Requisition (PPA)LSA - 321Slide22

Battle Drill 5:

Process (P2P) Paying Agent (PA) for Field Ordering Officer (FOO) (CERP), OMA,

&

Rewards Programs)

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ME51N – Create Purchase RequisitionSimulationThe instructor demonstrates this activity while you follow along Hands on ExerciseThe instructor will lead you step by step through the activity using the training materials provided23Slide24

Display a Miscellaneous Pay Purchase Requisition (PPA)LSA - 424Slide25

Battle Drill 5:

Process (P2P) Paying Agent (PA) for Field Ordering Officer (FOO) (CERP),

OMA,&

Rewards Programs)

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ME53N – Display Purchase RequisitionSimulationThe instructor demonstrates this activity while you follow along Hands on ExerciseThe instructor will lead you step by step through the activity using the training materials provided26Slide27

Check on Learning

What

t-code is used to create a vendor(employee)?

2.

Which account group are employees and individuals assigned to?

How

do you verify that funds has been added to conduct the PA mission?

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Questions?27