Defense Finance and Accounting Service

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Defense Finance and Accounting Service Purchase
Card Electronic Commerce Implementation 2001
Mr. Joseph R. Mickley DFAS
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Purpose of This Briefing

• Understand Electronic Commerce Concepts
• Support HQ Army Request

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Briefing Topics

• Operating Concept
• Electronic Commerce EDI
• The FA2 (Line of Accounting)
• Testing

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CONOPS
Obligation Methods

• Pre Cycle Bulk
• Post Cycle Bulk
• Per Transaction

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Purchase Card Concept
821 Obligation
Purchase
Bank
810 Invoice
EFT or 820 Payment
Entitlement Disbursing
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Electronic Data Interchange (EDI)

• Standard Electronic Information Format
• Computer to Computer
• Error Reduction Cost Reduction

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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

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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
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821 Obligation Transaction
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FA2 Accounting Data
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FA2 Accounting Data
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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

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Parent Rule Set
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Parent Rule Set
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Parent Rule Set
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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

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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
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FA2 Cross Walk to Parent - Child Rule Set
Parent(1)
SIFS/CAPS 821 810
Required Validated
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Y
es 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
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FA2 Cross Walk to Parent - Child Rule Set
Parent(1)
SOMARDS/CAPS 821 810
Required Validated
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Y
es 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
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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

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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
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FA2 Cross Walk to Parent - Child Rule Set
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
Child(2)
Parent(1)
SIFS/CAPS 821 810
Data Values (3)
Required Validated
Data Fields
97 XXXXXXXX 4930 AA37 (2 spaces) 65 Require at
Child GPC0M5 (site ID) Z95271 532000 26RB
2 011070 Discussion Point M5
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Y
es 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
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FA2 Cross Walk to Parent - Child Rule Set
Parent(1)
SOMARDS/CAPS 821 810
Required Validated
Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Y
es 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
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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

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Processing Model

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

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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
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CAPS Processing Model
48 hrs after the certification releases a
transaction to an obligation status, an invoice
is released
RSC Huntsville
Routing Indicator for each Vendor Pay office i.e.
DODAAC, FSN
EDI
810 Invoice (UDFs)
FTP
DMC OGDEN
EDI interface module
EDI interface module
CAPS - W
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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
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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
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CAPS Processing Model
48 hrs after the certification releases a
transaction to an obligation status, an invoice
is released
RSC Huntsville
Routing Indicator for each Vendor Pay office i.e.
DODAAC, FSN
EDI
810 Invoice (UDFs)
FTP
DMC OGDEN
EDI interface module
EDI interface module
CAPS - C
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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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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
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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

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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

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System Test Status

• String Tests UAT
• STANFINS/CAPS-W
• SIFS/CAPS-C
• SOMARDS/CAPS-C

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STANFINS/CAPS-W Testing

• 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
Complete
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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

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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

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Joseph R. Mickley DFAS 703 607-1198
Joseph.R.Mickley_at_DFAS.MIL