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Defense Finance and Accounting Service Purchase Card Electronic Commerce Implementation

Learn about electronic commerce concepts, support HQ Army requests, and understand the FA2 line of accounting. Explore testing obligation methods, electronic data interchange, purchase card concepts, and more. Get insights into EDI conventions and standards.

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Defense Finance and Accounting Service Purchase Card Electronic Commerce Implementation

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  1. Defense Finance and Accounting Service Purchase Card Electronic Commerce Implementation 2001 Mr. Joseph R. Mickley DFAS

  2. Purpose of This Briefing • Understand Electronic Commerce Concepts • Support HQ Army Request

  3. Briefing Topics • Operating Concept • Electronic Commerce & EDI • The FA2 (Line of Accounting) • Testing

  4. CONOPS Obligation Methods • Pre Cycle Bulk • Post Cycle Bulk • Per Transaction

  5. Accounting System Payment* System Purchase Card Concept 821 Obligation Purchase Bank 810 Invoice EFT or 820 Payment *Entitlement & Disbursing

  6. Electronic Data Interchange (EDI) • Standard Electronic Information Format • Computer to Computer • Error Reduction & Cost Reduction

  7. Electronic Data Interchange (EDI) • Conventions & Standards • Use Accredited Standards Committee (ASC) X12 Standards • Framework for an EDI Message Format • Transaction Sets, Segments, Data Elements, Code Sets, and Interchange Control Structure

  8. Electronic Data Interchange Conventions ANSI* X-12 • 810 Invoice • 821 Obligation • 820 Payment • 824 Application Advice • 997 Confirmation • 511 Commitment • 850 Purchase Order • 856 Shipment Notice Manifest • 860 Purchase Order Modification Purchase Card Electronic Transaction Sets *American National Standards Institute

  9. Record Data Stack REF Reference Identification ACT Account Identification FA1 Type Accounting Data TSU Transaction Summary ENT Entity FA2 Accounting Data 148 Characters (150 Psbl) Minimum to Post Obligation and Convey Management Information FA2 Accounting Data 821 Obligation Transaction

  10. FA2 Accounting Data

  11. TREASURY APPROPRIATION DATA Single String In CARE FA2 Accounting Data

  12. Parent Rule Sets • Parent Rule Sets Are All Values and Editing Requirements of the Accounting and Payment System • See Following Charts for Rule Set Specifics

  13. Parent Rule Set

  14. Parent Rule Set

  15. Parent Rule Set

  16. FA2 Cross Walk to Parent - Child Rule Set • The FA2 Cross Walk Combines the FA2 With the Parent Rule Set and Shows a Child Rule Set Comprised of One Line of Accounting • See Following Charts for Cross Walk Specifics

  17. Parent(1) Child(2) RequiredValidated Data Values (3) Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes Yes Yes No Yes Yes 21 20012001 2020 0000 (Spaces) GPC072 72G6DF 26RB G6DF72 016027 (1) All Possible Values & Selected Data Fields FA2 Cross Walk to Parent - Child Rule Set STANFINS/CAPS 821 & 810 * Required for 810 - Reverse of the DBSH Field DPI Code/APC Code * Recommend You Validate in the Child (2) Limited Values (3) One Example

  18. Child(2) Data Values (3) 97 XXXXXXXX 4930 AA37 (2 spaces) 65 GPC0M5 (site ID) Z95271 532000 26RB 2 011070 [Discussion Point] M5 FA2 Cross Walk to Parent - Child Rule Set Parent(1) SIFS/CAPS 821 & 810 RequiredValidated Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes No Yes Yes Yes No Yes Yes Yes No Yes No (2) Values Used by the Organization (3) One Example (1) All Possible Value & Selected Data Fields

  19. Child(2) Data Values (3) 21 20012001 2020 0000 (2 spaces) 36 GPC0D2 1B02R9 HBLAT0 26RB 001021 D2 FA2 Cross Walk to Parent - Child Rule Set Parent(1) SOMARDS/CAPS 821 & 810 RequiredValidated Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes No Yes Yes Yes Yes Yes No (2) Values Used by the Organization (3) One Example (1) All Possible Value & Selected Data Fields

  20. FA2 Cross Walk to Parent - With Format • The FA2 Cross Walk - With Format Slide Provides Detail on Segment Data Format Requirements • See Following Charts for Format Specifics

  21. Parent(1) Child(2) Format RequiredValidated Data Values (3) Data Fields Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes Yes Yes No Yes Yes Numeric Yr Approp (4) & Yr Expire(4) Numeric 4 Positions 2 Spaces Alphanumeric [Req & Val in CH] GPC0 + 2 Position DPI [Val in CH] 6 Positions Required [Val & Req] Alphanumeric APC Code + DPI Code 15 in CARE converts to 14 in Stnfns 6 Positions 21 20012001 2020 0000 (Spaces) GPC072 72G6DF 26RB G6DF72 016027 (1) All Possible Values & Selected Data Fields (2) Limited Values (3) One Example FA2 Cross Walk to Parent - Child Rule Set STANFINS/CAPS 821 & 810 * Required for 810 - Reverse of the DBSH Field DPI Code/APC Code * Recommend You Validate in the Child

  22. FA2 Cross Walk to Parent - Child Rule Set Parent(1) Child(2) Format 97 SIFS - all Xs 4930 AlphaNum 2 spaces preferred 2 Positions Alphanumeric [Req & Val in CH] Req & Validate in Child Req & Val - 6 Pos Alpha Num 6 Pos AlphaNum 26** or 31** Numeric 15 in CARE converts to 14 in SIFS 6 Numbers 1 Pos Minimum Always 2 Position AlphaNum SIFS/CAPS 821 & 810 RequiredValidated Data Values (3) Data Fields Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes No Yes Yes Yes No Yes Yes Yes No Yes No 97 XXXXXXXX 4930 AA37 (2 spaces) 65 Require at Child GPC0M5 (site ID) Z95271 532000 26RB 2 011070 [Discussion Point] M5 (1) All Possible Value & Selected Data Fields (2) Values Used by the Organization (3) One Example

  23. Child(2) Format Data Values (3) Input Fields Numeric Approp Yr (4) + Exp Yr (4) Numeric 4 Positions 2 Spaces 2 Positions Alphanumeric [Req & Val in CH] GPC0 + 2 Position Site ID [Val in Ch] Minimum 6 Positions Required 6 Pos Required. Full CCC or “000000” [WCR Req & Val in Child] Alphanumeric 15 in CARE to 15 in SOM 6 Positions Site Id 21 20012001 2020 0000 (2 spaces) 36 GPC0D2 1B02R9 HBLAT0 26RB 001021 D2 FA2 Cross Walk to Parent - Child Rule Set Parent(1) SOMARDS/CAPS 821 & 810 RequiredValidated Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes No Yes No Yes No Yes Yes Yes Yes Yes No (2) Values Used by the Organization (3) One Example (1) All Possible Value & Selected Data Fields

  24. Parent, Child & Accounting Line Relationship • Parent Rule Set Governs • Structure Defined by DFAS • Values Supplied by DFAS • Loaded and Maintained by US Bank • Child Rule Set Further Defines • Structure defined by Resource Management • Values defined by Resource Management • Loaded and Maintained by RM • Contains all available Alternate LOAs

  25. Processing Model • The Process Model Provides a General Overview of File and Data Flow Within the Electronic Commerce Process • See Following Charts for Specifics

  26. System analyst or DOIM analyst schedules files against STANFINS Daily Cycles STANFINS Processing Model Certification releases transaction to an obligation status DMC St. Louis DPI Codes EDI 821 Obligation Computer Generated FTP STANFINS DMC OGDEN FTP Server for Translation in STANFINS Format

  27. Local CAPS site initiates manual retrieval through local FTP software. CAPS Processing Model 48 hrs after the certification releases a transaction to an obligationstatus, an invoice is released RSC Huntsville Routing Indicator for each Vendor Pay office i.e. DODAAC, FSN EDI 810 Invoice (UDF’s) FTP DMC OGDEN EDI interface module EDI interface module CAPS - W

  28. EDI 821 Obligation 810 Invoice EDI FA2 Summary CARE PARENT Rule Set All Possible Lines of Accounting FA2 Accounting Data CARE CHILD Rule Set Your Lines of Accounting CAPS STANFINS

  29. SOMARDS Processing Model Certification releases transaction to an obligation status DMC St. Louis Site ID, FSN and BSN route to correct IP address EDI 821 Obligation Computer Generated FTP SOMARDS Enters SOMARDS Daily Cycles by JCL instruction. DMC OGDEN FTP Server for Translation in SOMARDS Format

  30. Local CAPS site initiates manual retrieval through local FTP software. CAPS Processing Model 48 hrs after the certification releases a transaction to an obligationstatus, an invoice is released RSC Huntsville Routing Indicator for each Vendor Pay office i.e. DODAAC, FSN EDI 810 Invoice (UDF’s) FTP DMC OGDEN EDI interface module EDI interface module CAPS - C

  31. EDI 821 Obligation 810 Invoice EDI FA2 Summary CARE PARENT Rule Set All Possible Lines of Accounting FA2 Accounting Data CARE CHILD Rule Set Your Lines of Accounting CAPS SOMARDS

  32. EDI 821 Obligation 810 Invoice EDI FA2 Summary CARE PARENT Rule Set All Possible Lines of Accounting FA2 Accounting Data CARE CHILD Rule Set Your Lines of Accounting CAPS SIFS

  33. Handling Rejects STANFINS 821 Rejects & CAPS 810 Rejects • Rejects Will Be Provided to the Installation A/OPC by DFAS • Notification Will Include Evident Condition for the Reject • 821s Will Reject at the Line of Accounting Level • 810s Will Reject at the Invoice Level • Rejects Will Be Corrected by the Owning Army Installation (Both Error Transaction & CARE Root Cause) • Billing Officials Must Submit a Certified Paper Invoice With Correction Annotation to DFAS for All 810 Rejects

  34. Handling Rejects SIFS & SOMARDS - 821 Accounting Rejects • Rejects to Be Identified by the Installation RM (Daily Reports) • 821s Will Reject at the Line of Accounting Level • Rejects Will Be Directly Corrected by the Installation RM • RM to Fix Both Current Transaction & CARE Root Cause • Correction Information to Be Forwarded by Installation RM to Billing Official and A/OPC in Anticipation of the 810 Invoice Reject • Billing Officials Must Submit a Certified Paper Invoice With Correction Annotation to DFAS for All 810 Rejects

  35. System Test Status • String Tests & UAT • STANFINS/CAPS-W • SIFS/CAPS-C • SOMARDS/CAPS-C

  36. STANFINS/CAPS-W Testing Complete • String 1 - Communications test • Verified accounting and finance systems could process EDI transactions • Sting 2 - Process 821 and 810, using non-C.A.R.E. generated data • String 3 - Process 821 and 810 using data generated by C.A.R.E. • UAT Summer 2000 • Beta site implementation Ft. Rucker and Ft. Polk (Limited number in production) Complete Complete

  37. SIFS/CAPS-C Testing • String 1 - Communications test Complete • Verified accounting and finance systems could process EDI transactions • String 2 - Process 821 and 810, using non-C.A.R.E. generated data Complete • String 3 - Process 821 and 810 using data generated by C.A.R.E. - Complete • UAT Feb 20 - 23, 2001

  38. SOMARDS/CAPS-C Testing • String 1 - Communications test Complete • Verified accounting and finance systems could process EDI transactions • String 2 - Process 821 and 810, using non-C.A.R.E. generated data Complete • String 3 - Process 821 and 810 using data generated by C.A.R.E. - Complete • UAT Feb 20 - 23, 2001

  39. Joseph R. Mickley DFAS 703 607-1198 Joseph.R.Mickley@DFAS.MIL

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