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


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.


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)


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


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.


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


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.


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


N8 – Financial ManagementN8 – Financial Management Wide Area Work Flow (WAWF)


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


N8 – Financial ManagementN8 – Financial Management

Questions???

Dave laden and sam di croce, n8 presentations

Education

fms po

wawf process

acronym wawf

invoice approval workflow

funding document requisitions

msc wawf roles

fms andor coordinates

wawf rr email notification