AFMIS Training

1. AFMIS Training • AFMIS Training is located at: https://secleeafmisweb.sdcl.lee.army.mil/AFMISWEB. • AFMIS Live is located at https://secleeafmisweb.sdcl.lee.army.mil/AFMISWEBNG.

2. Purpose • Overview • Catered Flow • A Rations Flow • Consolidated Meals • Training Site CDF • Initial Set Up • Catered Meals • Request • Receive and Pay Vendor • Headcount Input • DA 5914s • Scan and Go • Closeout • Prepared Meals • Request • Receive and Pay Vendor • Headcount • DA 5914s • Closeout • Consolidated Meals • Unit to Unit • Unit to CDF • Headcount • Cooks Worksheets

3. PURPOSE • Enhance the Paperless System • Provide World Wide Access for Subsistence Requesting • Provide Better Management of Subsistence Resources

4. Document Hierarchy NGB State (OC) MSC (IC) MSC (IC) BN (IC) BN (IC) BN (IC) BN (IC) Unit Unit Unit Unit Unit Unit Unit Unit The State is responsible for all funding and approval of subsistence and is the Operational Command (OC) Intermediate Commands (IC) have visibility only.

5. CATERED MEAL AFMIS FLOWCHART Unit eating with another unit? (90-60) Consolidated Meal Collect Detail Reports or DA 5913s from other units (90-45) Feeding Unit Submits Request (60-45) Start No Yes Request Approved by OC(45-35) Send a DA 5913Rqto supporting unit(90-60) No Yes Unit Prints off PR&C and Purchase Rations with GPC Contract Required(45-35) No Yes Unit Reports Headcount and Closes out Report (5) Feeding Unit Gathers Headcount Data End Contract Initiated

6. PREPARED MEAL AFMIS FLOWCHART Feeding Unit Gathers Headcount Data Unit Reports Headcount and Closes out Report (5) Collect Detail Reports or DA 5913s from other units (90-60) Start OC submits Grocery Order to Apperts Feeding Unit Submits Request (60-45) End Request Approved by OC(45-35) No Unit Prints off Grocery Order and enters into Apperts Yes

7. Start CDF MEALS AFMIS FLOWCHART Units Contact COR to determine if CDF is Operational (90-60) Unit submits request to CDF for meal cards Feeding Unit Submits AFMIS Request (60-45) Feeding Unit Gathers Headcount Data Request Approved by OC(45-35) Unit Reports Headcount and Closes out Report (5) Yes End No

8. INITIAL SETUP • Identify User (Completed prior to training) • Set up GPC Holders (Cardholder Maintenance) • Primary • Alternate • MSC / State • Input Vendors (Meal Supplier Maintenance) • Enter Food Service Personnel Information • (Dining Facility Cash Data Maintenance) • Input Inventories (A rations units only)

9. INITIAL SETUP GPC HOLDER SETUP • Setup of GPC holders is under “Finance” Cardholder Maintenance • A Primary and Alternate GPC holders will be established for each unit. • The GPC holders do not need to be assigned to the unit. • The next higher should be set up as an alternate GPC

10. INITIAL SETUP GPC HOLDER SETUP • Click on Create • Enter your GPC holder information • Select if individual is the primary GPC • Click on Save or Save and Return to enter another GPC holder

11. INITIAL SETUP VENDORS SETUP • Setup of Vendors • Click on Meal Supplier Maintenance • Click on the Create button on the next screen

12. INITIAL SETUP VENDORS SETUP • Complete the vendor information • Indicate if the vendor can cater meals • Indicate if the vendor can supply groceries. • Leave the Primary check box blank. • Enter at least three vendors that you normally use. • Click on SAVE or SAVE and Return to add additional Vendors • VENDOR enter Vendor for a catering or grocery vendor • DINING FACILITY for military units that will provide meals to you. NOTE: IF YOU ARE FEEDING WITH ANOTHER MILITARY UNIT, ENTER THE UNIT’S INFORMATION

13. INITIAL SETUP Food Service and Unit Personnel Input To enter the unit information click on the “Dining Facility/Unit Information Maintenance” link under Headcount/Cash Collection section

14. INITIAL SETUP Food Service and Unit Personnel Input Enter the Name, Rank, Title, commercial and DSN telephone numbers for the Food Service Officer, Food Service Sergeant, and Responsible Commander.

15. INITIAL SETUP INVENTORY (A Rations Units) • An initial inventory of your stock must be accomplished before you submit a meal request. • Under INVENTORY MANAGEMENT select “Physical Inventory” • Select the type of inventory as Monthly • Select the current Month. • Click on the NEXT button. • Units that have a CONSOLIDATE INVENTORY should maintain a manual inventory of their stock and not input physical inventories.

16. INITIAL SETUP INVENTORY (A Rations Units) • You should already have conducted a physical inventory of your self stock before begin the initial setup inventory. • Click on the “Print Count Sheets” This sets the inventory date. You should receive a “Negative Report”. • Close the Report and the “Enter Counts” button will activate

17. INITIAL SETUP INVENTORY (A Rations Units) • Select Semiperishable from the dropdown menu. (Units should not have perishable stock on hand) • To add your inventory, enter the TIIN number at the bottom of the page and select the “ADD” button. If you do not know the TIIN number Select the SEARCH Icon at the bottom of the page

18. INITIAL SETUP INVENTORY (A Rations Units) • You have three search options in the SEARCH BY • TIIN • NSN • Item Name • Enter the information you would like to search for and click on the SEARCH button • Once you find the item you would like to add, click on the green arrow to the left of the item. The item will be transferred to your inventory worksheet.

19. INITIAL SETUP INVENTORY (A Rations Units) • Enter the inventory count under the “Loose Count”. • Repeat the steps until you have all of your inventory entered. • PRINT RECOUNT SHEETS to insure there are no zero balances entered. If there are any items that do not have a count a report will be displayed, otherwise you will receive an “Error Encountered” which is OK. • PRINT VARIANCE REPORT This will show the difference between the physical inventory and the Balance on Hand (BOH)

20. INITIAL SETUP INVENTORY (A Rations Units) • Once you have run the PRINT VARIANCE REPORT the “FINALIZE INVENTORY” button will activate. • Click on the “FINALIZE INVENTORY” button to complete the inventory and display the “Accountably Inventory Report”. Notice the BOH now reflects the physical count

21. catered MEAL REQUEST • AFMIS Training is located at: https://secleeafmisweb.sdcl.lee.army.mil/AFMISWEB. • AFMIS Live is located at https://secleeafmisweb.sdcl.lee.army.mil/AFMISWEBNG.

22. CATERED MEALS • The Catered Meals Process is used to create the documents required by units and food service personnel to request and account for meals catered to the reserve center (armory) or provided by the vendor at their establishment. • Catered meals will only be provided to Soldiers authorized to receive Subsistence-in-kind (SIK) at no cost to the Soldier. • Catered meal can be created by units that have cooking capability as well as units that do not have cooking capability. • Unit commanders will continue to submit DA 5913 Request (electronic or hard copy) 60 days prior to the meal, to the unit Supply NCO. If Consolidating, the unit will submit a DA 5913 Request to the supporting unit within 60 days prior to the meal. • AFMIS entries MUST be submitted NLT 30 days prior to the meal.

23. CATERED MEALS • Requesting Catered Meals • Individual Meal Request • Consolidated Meal Request • Extended Meal Request • Voiding Request • Checking Status of a Request • Completing the Purchase of Approved Request • Reporting Headcount Information • Closing a Catered Meal Request • Required Documentation

24. CATERED MEALS • Start Catered Meals Request Menu by clicking on the Catered Meals link under Meal Production

25. CATERED MEALS • To create a catered meal order on the left side enter Location, Month and Year. • The Catered meal order page will open. Enter • Account (IDT or AT) • Purpose: Training • Check all Standards Met • Meal Style Itemized or Buffet

26. CATERED MEALS • At the bottom left of the page enter the meal date • Enter the type of meal from the drop menu • Click ADD • This will add the catered meal to the meals list above. • You can add as many meals as you need

27. CATERED MEALS • Enter the headcount for the meal and the projected cost per meal • If a warning triangle appears this means a cooking unit is available at your armory location.

28. CATERED MEALS • Click on the Meal detailthat will open the mealdetail page • If you selected Itemizedmeal style the ItemDetails TAB will be displayed. • Enter the meal items. • Meal Remarks, enter anyremarks specific to this meal not the entire meal order. You could enter the menus here if you selected buffet.

29. CATERED MEALS • Do the same for the restof the meals on this requestclick on the next detail mealicon. • Enter the Supplierinformation • Enter the Cardholderinformation

30. CATERED MEALS • Order Remarks is where youwill enter the informationrequired for the entire order • Document number • Consolidating Information • Feeding plan • Any additional information to support this entire request. W90HBU-2033-3000 MUTA 4 0600-1700HRS, RON Consolidating 43rd Band- 45, 92nd TC-5 Sat 13 Mar B: 45 L: MREs D: MREs Sun 14 Mar B: 45 L: 50 D: 0 Operational Rations required to support training operations.

31. CATERED MEALS Catered Meals Individual Meal Request • Click on the “Submit” button to submit your request for approval. The Catered Meal search/create page will appear. • If you are consolidating with another unit, Complete a DA 5913 Request and e-mail it to the supporting unit.

32. CATERED MEALS • Search for your order, add theinformation you want to filterand click on the SEARCH button on the right side. • The meals will be displayed in the lower portion of the page. • Click on the Pencil icon to edit themeal request or to close it out. The number of meals on the request are displayed here

33. CATERED MEALS • Click on the meal detail icon. • Enter the actual cost ofthe meal • Enter the Headcount foryour unit under theNational Guard field • Consolidated meals scroll down and enterthem under other.

34. CATERED MEALS • Enter the register receipt number from GPC Receipt or your document number. • Click on the CLOSE MEAL button located at the top ofthe page. This will close only this meal. Once you close all of the meals on thisrequest the entire order willbe closed and you will receivea confirmation.

35. CATERED MEALS Catered Meals ADMINISTRATIVE REPORTS AND INFO • REQUIRED DOCUMENTATION • Training Schedule • Change in Menu Memorandum (if required) • DA 5913 – Request (w/rosters if consolidated) • DA 5913 – Report • Copy of the GPC Receipt (Except Contracted Meals) • DA 5914 Rations Control Sheets

36. PREPARED MEAL REQUEST • AFMIS Training is located at: https://secleeafmisweb.sdcl.lee.army.mil/AFMISWEB. • AFMIS Live is located at https://secleeafmisweb.sdcl.lee.army.mil/AFMISWEBNG.

37. PREPARED MEALS • The Grocery Orders Process is used to create grocery orders, for units that have cooking capabilities, which are electronically submitted to the State Food Program Manager (FPM) for review and funding. • Maintain an automated Headcount. • Maintain Cash Receipts documents. • Maintain Inventory of shelf stock

38. PREPARED MEALS • Requesting Prepared Meals • Receive the Groceries • Completing the Purchase of Approved Request • Production Control Sheets • Kitchen Requisitions and Returns • Inventory of ending shelf stock • Reporting Headcount Information • Reporting Cash Collection • Closing Meal Request • Required Documentation

39. PREPARED MEALS • Prepared meals must follow a certain flow in order for the inventory to remain correct • The initial inventory is populated with what you have in shelf stock. • Request Meals from approved Menu produces the grocery list and draws items from your inventory. • Receive Groceries into inventory • Production Sheets breaks out what groceries go to which meal and who is preparing them • Kitchen Requisitions and Returns draws the groceries from your inventory • Final Inventory verifies items you have on shelf stock. The next time you submit a request the grocery worksheet will show the balance of items required that are on hand. Initial Inventory Request Groceries Receive Groceries Production Sheets Kitchen Requisitions Final Inventory

40. PREPARED MEALS Prepared Meals CREATING A GROCERY ORDER • Initiating a prepared meal request by clicking on the “Grocery Support” link under ORDERS/RECEIPTS • To generate a grocery order click on the “Generate Grocery Order” link

41. PREPARED MEALS Prepared Meals CREATING A GROCERY ORDER • RDD (Required Delivery Date) enter the date the raw subsistence needs to be delivered or picked up from the vendor. If you enter an RDD that already exists you will receive an error message to inform you that a request for that date already exists and that you will need to select another RDD • Under “Meal Date” enter all of the dates that you will be serving meals for this request by enter the date or click on the calendar icon selecting the date and then click on the ADD button. • Once you have all of the dates enter click on the CONTINUE Button.

42. PREPARED MEALS Prepared Meals CREATING A GROCERY ORDER • Select the date the meal will be served. • Select the meal for that Date, Breakfast, Lunch or Dinner • Select the Menu Name from the drop down menu (14/21 day Menu, Quick Prepare Menu, etc..) • Select the Menu Day. You will need to refer to the approved Menu Plan. • Once you have selected the meal click on the ADD button and repeat these steps to add additional meals.

43. PREPARED MEALS Prepared Meals CREATING A GROCERY ORDER Enter your projected headcounts for all of the meals in the “Proj HC” data field. If you try to generate the request without the headcount data completed you will receive an error message. • If you exit this window without generating the request all data will be lost. • Enter Projected Headcount for each day. • Click on the “Generate” button to build the grocery list (This does not submit your request only build the grocery list. • The “Grocery Order and Production Schedule(s) Generated Successfully” will be displayed and will allow you to “Edit Grocery Orders”, “Return to Grocery Support” or return to the Main menu.

44. PREPARED MEALS Prepared Meals PREPARING REQUEST FOR APPROVAL • Select “Grocery Support” under Orders / Receipts section. • Select “Grocery Order” • Execute a search for the grocery order. If you select ALL under status, all grocery orders will be displayed. • Select the Grocery Order you need to process by clicking on the pencil at the far left of the request.

45. PREPARED MEALS Prepared Meals PREPARING REQUEST FOR APPROVAL • Enter the Account type (IDT, AT) • Enter the Purpose of the request from the dropdown menu (Always select Training) • You will need to cycle through the TABs to complete your request. • ITEM Data is a list of grocery items to support the menus • Unit Info • Supplier Info • Ship To • Cardholder • Remarks

46. PREPARED MEALS Prepared Meals PREPARING REQUEST FOR APPROVAL • ITEM Detail provides a grocery list of subsistence you need to prepare the requested meals. • Order Quantity. You can adjust the order quantity based on the quantity you have in stock. If item is at zero you must delete if from the grocery order. • The BOH will display what you have on hand to assist in adjusting your “Order Qty” • Adding items to the grocery list, click on the search icon to look up the item.

47. PREPARED MEALS Prepared Meals PREPARING REQUEST FOR APPROVAL • Conducting a search for an item to add to the grocery list can be accomplished by: • TIIN • NSN • Item Name • Once you have found the product you require click on the green arrow and it will be added to the bottom of your grocery list • Enter the quantities that you require • To Delete items from the grocery list, select the item by checking the box to the left of the item and then clicking the DELETE button on the Grocery List. DO NOT click on the DELETE button at the top of the page, that will delete the entire grocery order.

48. PREPARED MEALS Prepared Meals PREPARING REQUEST FOR APPROVAL • Unit Info TAB shows the unit information • Supplier Info TAB, Select the vendor or unit from the dropdown menu. If the vendor or unit is not listed you will need enter the vendor into the program before you can continue, select “SAVE AND RETURN” to save what you have completed and then enter the vendor.

49. PREPARED MEALS Prepared Meals PREPARING REQUEST FOR APPROVAL • Ship To TAB. This TAB allows you to indicate the address the vendor will be delivering your grocery order to or where the unit will be consuming the meal at. If the location is not listed in the dropdown, click on the ADD link to add the new location. Your primary location should be your primary training site such as the armory. • Cardholder TAB The cardholder TAB identifies the GPC holder who will pay for the meal. Select the individual by clicking on the dropdown arrow

50. PREPARED MEALS Prepared Meals PREPARING REQUEST FOR APPROVAL • Remarks Tab Enter • Training Status • MUTA 1,2,3,4 • AT • Other units Feeding • Unit (headcount) • Reasons any Item Data information was changed • Once all of the information has been entered you can either “Save” the request or “Submit” the request • Submit the request by click on the “SUBMIT” button at the top left of the page. If you are missing some information you will receive and Error notice that will explain what you need to do to correct the error.