Exam (elaborations)
GFEBS L250E Acquisition Process Overview Questions and Answers 2023
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GFEBS L250E Acquisition ProcessOverview
Spending Chain Process - answer The Acquisition process:
Material Master Data
Vendor Master Data
Procurement with Logistics
The Accounts Payable process
Material Master Data - answer sub-process encompasses the creation and
maintenance of material master data. The main activity associated with this sub-process
is:
Perform Material Configuration: Source, maintain, and apply material master data.
Vendor Master Data - answer sub-process encompasses the creation and
maintenance of vendor master data. The activities associated with this sub-process are:
Create Vendor Master Data: Manually create or receive vendor master data from the
Army Enterprise System Integration Program (AESIP).
Process Vendor Master Data: Manage and maintain vendor master data.
Procurement with Logistics - answer sub-process includes all the steps necessary to
purchase goods and services. The activities associated with this sub-process are:
Create/Change Purchase Requisition (PR): Create a PR for goods or services that
results in a commitment of funds.
PR Approval: After a PR is approved, its status is changed from "Blocked" to
"Unblocked". If the PR is:
An Standard Procurement System (SPS) PR document type, it is transmitted to the
SPS contract writing system.
A Military Interdepartmental Purchase Request (MIPR), once approved, the
Department of Defense (DD) Form 448 can be printed using GFEBS and sent to the
performing agency.
A Miscellaneous Pay PR, it will not be subject to PR approval work flow.
Create/Change Purchase Order (PO): Create, process, and change obligations.
Accounts Payable - answer The Accounts Payable process contains two main
activities post invoice and payment program
Post Invoice - answer The Post Invoice activity addresses the processing of all
invoices whether or not they are subject to Prompt Payment Act (PPA).
Invoices subject to PPA reference an obligation in the form of a PO and a
GR/acceptance.
, Miscellaneous payment invoices not subject to PPA usually only reference an
obligation in the form of a funds commitment document
Payment Program - answer The Payment Program activity involves the processing
of payments. The steps associated with this activity are:
Set Payment Parameters - The Payment Processor sets the payment parameters and
schedules the Payment Proposal.
Run Payment Proposal Listing - Payment Proposal matches all invoices that are
eligible for payment and is performed systematically by GFEBS.
Review and Certify Payments - Payments are reviewed and certified by a certification
officer (Payment Certifier). For the ARNG, the 105 ARNG Movement Type Goods
Acceptance Processor will certify the invoice and designate it as ready for payment by
manually creating a 105 Movement Type Goods Acceptance
Spending Chain Integration - answer The Spending Chain Process interacts with
other GFEBS business process areas including:
Financials
Cost Management
Funds Management
Financials - answer when prs are certified, the correct acct entries are made in the
ussgl to reflect commitments
Cost Management - answer GR is processed the cost is immediately applied to the
appropriate cost center
Funds Management - answer a funds check is made prior to saving a pr to ensure
funds are avialable for the purposed acquisition
Advantages of GFEBS for the Spending Chain Process - answer The Spending
Chain process in GFEBS has many advantages over legacy systems including:
Advantages of GFEBS for the Spending Chain Process
Centralized Master Data
Real-Time and Automated
Funds Availability Check
Automated Approval Workflow
Ensures Proper Payments
Centealized master data - answer sources vendor master records from AESIP
maintains the DPW material master ata
real time and automated funds availability check - answer performs funds availability
check upon commitment of funds to ensure funds will be available for obligation. This
reduces the potential for anti deficiency violations which requires authorized intervention
, automated approval work flow - answer electronically routes prs for approval and
funds certifications
ensures proper payments - answer ensures proper bank data for an EFT payment by
checking the corp EFT during execution of the payment run to ensure banking dat in
gfebs matches the data in CEFT
Acquisition process - answer Purchase Requisitions
Purchase Orders
Goods Receipts
Funds Commitment Documents
material and vender master data
Invoices subject to PPA reference an obligation in the form of a PO and GR/GA. -
answer true
The Acquisition sub-process includes: Vendor Master Data, Material Master Data,
Procurement with Logistics, and Accounts Payable - answer false
Which role sets the parameters that create the payment proposal for certification? -
answer payment processor
The following are all advantages of GFEBS for the Spending Chain process EXCEPT -
answer automated deletion of erroneous data
The Accounts Payable process is composed of two activities: Post Invoice and Payment
Program - answer true
What is Material Master Data - answer Material master data includes the information
required to initiate procurement activities, real property construction, and installation
activities.
This includes basic, technical and quality, purchasing, sales, packaging, supply
management, and accounting data.
Material master data has a hierarchical structure:
Army-wide data at the Company Code level (i.e., Federal Supply Class [FSC]).
Installation-specific information (i.e., price).
Material master data that resides in GFEBS is limited to those items managed by DPW.
Inventory Management - answer a method of balancing inventory needs and
requirements to lower the costs associated with obtaining and holding
Material Description - answer a GFEBS naming convention that standardizes
material creation, which helps eliminate duplicate data
material groups - answer synonymous with the element of resource which provides
easier tracking of the different types of goods and services that are procured.
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