Dave laden and sam di croce, n8 presentations
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Transcript of Dave laden and sam di croce, n8 presentations
1Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
PPE Conference 2-4 Nov 2010PPE Conference 2-4 Nov 2010
N8 Financial Management - Update
2Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
N8-Financial ManagementN8-Financial ManagementCOMMITMENTS/OBLIGATIONS/EXPENSESCOMMITMENTS/OBLIGATIONS/EXPENSES
• Commitment: Occurs when a requisition is saved in FMS. A commitment reduces the availability of funds. (Note: All requisitions, even when they are in a rejected or incomplete status, reduce your available funding)
• Obligation: Occurs when the requisition is auto-created to a purchase order (PO). Examples of obligations are shipyard contracts, service order contracts, funding documents, travel orders, and government purchase card PO’s.
• Expense: Is recorded in FMS when the PO is receipted.
3Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
N8-Financial ManagementN8-Financial ManagementRECEIPTING-ACCRUAL METHOD RECEIPTING-ACCRUAL METHOD
• Enter receipts when services are provided or goods/material are delivered to the warehouse or ship
• Expenses are recorded when the receipt is entered
• Do NOT wait for an invoice to receipt (you will be understating your expenses)
4Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
N8 – Financial ManagementN8 – Financial ManagementPR HEADER & LINE ITEM DESCRIPTIONPR HEADER & LINE ITEM DESCRIPTION
• The ship name, Period of Performance (POP) or Required Delivery Date (RDD), and if the requirement is going through the WAWF process, the acronym “WAWF” must be entered at the beginning of each description for services or goods being procured through our N10.
• An example could be:
USNS MATTHEW PERRY, RDD: 13DEC10, WAWF, CHROMOLAX HEATER
5Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
N8 – Financial ManagementN8 – Financial Management Project Status Inquiry (PSI) Project Status Inquiry (PSI)
• PSI is our “tool” for determining obligation authority:
Cost Budget less expenses and commitments equals the balance, or “Estimate to Completion” column in PSI, which is funds available for obligation
“Actuals” in PSI represent expenses
“Commitments” in PSI include all requisitions and un-expensed obligations
FMS training is provided quarterly. Look for e-mails from the training contractor and sign up.
6Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
N8 – Financial ManagementN8 – Financial Management TRACKING “YOUR” COMMITTMENTS/OBLIGATIONS
• The Port Engineer is responsible for monitoring requisitions and PO’s that he/she initiates in FMS. • Don’t wait until the Tri-Annual Commitment/Obligation Review to cancel requisitions in FMS. • The sooner you cancel a commitment/obligation that is no longer valid, the sooner you get the funding back into your M & R budgets
• Eliminating invalid items in FMS as they occur/are identified, will reduce the number of items to review during the Tri-Annual Review
•Discoverer Reports 12 and 12B are used to assist in this review
7Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
N8 – Financial ManagementN8 – Financial Management FUNDING DOCUMENTS
• N41 enters requisitions for funding documents into FMS
• The requisitions are sent up for Reviewer’s approval
• N812 fund certifies the funding document requisitions and then issues to the outside activity
• N812 auto-creates the Requisitions to PO’s when the signed acceptance copies of the funding documents or contracts are returned to the MSFSC Budget Office
• It is recommended that the Port Engineer inform the appropriate Financial Technician when the work is actually accomplished so that the receipts (expense) can be entered into FMS during the month in which the work actually occurred. You should not wait until the end of the fiscal year to have the funding document PO’s receipted.
8Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
N8 – Financial ManagementN8 – Financial Management Wide Area Work Flow (WAWF)
•Wide Area Workflow (WAWF) is a secure Web-based system for electronic invoicing, receipt and acceptance.
http://www.acq.osd.mil/dpap/dars/dfars/html/current/232_70.htmhttps://wawf.eb.mil/https://wawf.eb.mil/FuncInfo.html
9Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
N8 – Financial ManagementN8 – Financial Management Wide Area Work Flow (WAWF)
10Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
ROLE RESPONSIBILITIES
Invoice Reviewer Verifies that items or services being invoiced have been received and accepted.
Receipt Verifier Ensures that the FMS PO contains enough quantity receipts in order to match the invoice.
Certifying Officer Certifies that the Invoice is valid and either approves the invoice for payment or rejects the invoice via the Invoice Approval Workflow. (This is the Payables Supervisor at MSFSC who is responsible for approving invoices for payment.)
Global Service Desk (GSD) Logs and tracks WAWF related issues and forwards requests to the appropriate staff for resolution.
Tier II Help Desk Completes the requested Purchase Order changes/updates to FMS and/or coordinates with appropriate staff for resolution.
MSC WAWF Roles and ResponsibilitiesMSC WAWF Roles and Responsibilities
10Nov 2010
11Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip11
SubmitsWAWF- RR
WAWF
WAWF - RRFMS – WAWF
Validation / Manual Queue
FMS
Shipment Verifier emails
the Receipt Creator to enter
the quantity received
Purchasing (ASN
Created)
WAWF - RR
Emai
l Not
ifica
tion
Enter Receipt
Response
* Site Specific
Receiving Report-High Level View
Nov 2010N41
N43/N41
12Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip12
SubmitsInvoice WAWF Invoice
FMS – WAWF
Validation / Manual Queue
FMS
FMS Accounts PayableModule
Invoice
FMS
Notifi
catio
n
* Site Specific
AP Workflow
Approved Invoice
Review
er A
pprovalR
eceiver A
pproval
Invoicing-High Level View
Nov 2010
N41
N43/N41
N8211
13Military Sealift Fleet Support Military Sealift Fleet Support CommandCommand Man, Train, Maintain, EquipMan, Train, Maintain, Equip
N8 – Financial ManagementN8 – Financial Management
Questions???