Customer Receipting

1
Customer Receipting

• Why Receipts Matter

2
Compliancy

• DLA implemented new enterprise system beginning
  in 2002
• Key element for EBS
• Critical to track all payment information at line
  item level
• Previous system (DISMS)
• Orders, invoices and receipts processed at
  summary level

3
Federal Financial Management Improvement Act
(FFMIA)

• Purpose to advance Federal financial management
  by ensuring that Federal financial management
  systems provide accurate, reliable, and timely
  financial management information to the
  governments managers

4
DFAS Blue Book

• REQ 09.02.50
• System must provide capability to record "full"
  or "partial" receipt and acceptance of goods and
  services by line item
• REQ 09.02.50
• System must provide capability to automatically
  match invoices to obligations and receiving
  reports by document and line item and provide for
  two-way matching (obligation and 06 invoice) and
  three-way matching (obligation, receiving report,
  and receipt of invoice)

5
Subsistence Ordering Process
DLA
sales order
purchase order
STORESEBS
Vendor
Customer
receipt
vendor invoice
vendor payment
bill
goods shipment
6
EBS vs. DISMS Invoice Comparison
Vendor A
P

P

P
Items requiring match by DISMS Items requiring
match by EBS
P
P
Vendor A
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
P
DISMS match on PIIN/CALL
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What a Receipt Does

• Updates quantity price on the order
• Can create a purchase order
• Updates billing info signal code, fund code,
  supplementary address
• Adjusts billing allows for additional payments
• Cancels orders
• Creates bill
• Posts to purchase orders

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STORES Receipt Processing Detail
STORES MIS
OF-74
EBS
Customer and material validation
Create GR
Enable SAP Billing
IDOC Error
MIGO
Update PR
Update Sales Order
Update PO
ZSTO doc type

• Update fund code, signal code
• Update order quantity or add linescreate order
  if doesnt exist
• Update GR Received flag

B-
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STORES Receipt Adjustment (GRA) Processing
Detail
STORES MIS
OF-74B
EBS
Create Customer Billing adjustment
Customer and material validation
Update GR
IDOC Error
Create Vendor Credit Memo (downward adjustment)
MIGO
Update PO
Update Sales Order
Update PR
Update Order Quantity
ZSTO doc type
B-
10
BSM Billing and Collection Detail
Bill sent to Customer and DFAS Indy for
clearing Collection Processed to clear receivable
Daily - SAP Billing evaluates GR and Invoices
creates billing Documents and Receivable
Interfund Bill 4th, 11th, 18th, 25th of each
month
Billing documents Summarized and Billed to
Customers
Collection
GoodsReceipt
FI-05, 07
SAP Billing Document
Non-Interfund25th of each month
EXT-1847
Invoice
Customer can be billed at summary or detail line
level
1080 Paper Bill
DFAS mails bill to customer
DFAS applies check to open receivable Creates
collection to clear receivable
Check
Collection
B-
11
New Enterprise System Three Way Match
Purchase Order
Goods Receipt
Invoice

• All lines of all orders must have these 3
  documents
• All must be present for payment to process
• Purchase order and receipt needed for billing

12
Three Way Match - Example
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Receipt Higher than Invoice
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Receipt Lower than Invoice
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StatisticsWhy your receipts matter
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Receipts by Month
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Perspective

• Number of invoices, lines, and total dollar
  amount per day for Aug 2008

305M
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Subsistence Metrics
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What if Receipt is Incorrect or Not Received?

• No billing/incorrect billing to customer
• Customer calls
• Tracing of receipts
• Manual adjustments
• Customer updates in system
• No vendor payments/short pays
• Vendor inquires
• Research
• Were receipts received?
• Were receipts correct quantity?
• Request for vendor invoice
• Manual adjustments to receipts

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Issues

• Forced vs. actual receipt
• Does not always reflects what was received
• Based on order quantity
• Receipts process thru to error status
• manual effort required to fix
• Add on lines
• Do not always process

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What the Customer Can do

• Submit manual receipts for actual quantities
  received
• Submit goods receipt adjustments
• Work with Subsistence personnel who are working
  the Reconciliation Tool to assure correct
  receipts in the system

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Conclusion

• Collaborative process We all play a roll
• Customer receipts for what was received
• Vendor invoices for what was shipped
• Vendor, DSCP customer work Recon Tool
• A receipt is more than just a receipt

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Questions?