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Defense Finance and Accounting Service Purchase Card Electronic Commerce Implementation 2001

Defense Finance and Accounting Service Purchase Card Electronic Commerce Implementation 2001. Mr. Joseph R. Mickley DFAS. Purpose of This Briefing. Understand Electronic Commerce Concepts Support HQ Army Request. Briefing Topics. Operating Concept Electronic Commerce & EDI

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Defense Finance and Accounting Service Purchase Card Electronic Commerce Implementation 2001

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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 Set

  13. 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 20002000 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

  14. 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

  15. 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

  16. 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

  17. 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

  18. Handling Rejects • Rejects provided to the installation APC • 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 at the installation

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

  20. 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

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

  22. SIFS/CAPS-C Testing • String 1 - Communications test Complete - RePerform • Verified accounting and finance systems could process EDI transactions • String 2 - Process 821 and 810, using non-C.A.R.E. generated data Complete - RePerform • String 3 - Process 821 and 810 using data generated by C.A.R.E. - Jan 31, 2001 • UAT Feb 20 - 23, 2001

  23. Parent Rule Set

  24. 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

  25. SOMARDS/CAPS-C Testing • String 1 - Communications test Complete - RePerform • Verified accounting and finance systems could process EDI transactions • String 2 - Process 821 and 810, using non-C.A.R.E. generated data Complete - RePerform • String 3 - Process 821 and 810 using data generated by C.A.R.E. - Jan 31, 2001 • UAT Feb 20 - 23, 2001

  26. 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

  27. 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

  28. 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

  29. 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

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