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2007 1099 Misc Form to Print Off document sample
Document Sample
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (1) Acknowledge_Goods_Tendered 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-0519 The system shall provide the capability to include the vendor name, Acknowledge Other Goods Acknowledge Other FSIO OFFM-N0-0106, req. 09.02.41
contract number, requisition number, stock number, line item description, and Services Goods and Services PMC-01(01/06)
invoice number, date invoice received, invoice date, discount terms,
request type, and invoice amount within the request for the Material
Inspection and Receiving Report submitted to the receiving organization.
NOTE: Request Type shall identify whether the request is for the receipt,
acceptance, or both receipt and acceptance.
AP-0579 AP-1545 The system shall provide automated functionality to record the following Acknowledge Other Goods Acknowledge Other FSIO OFFM-N0-0106, req. 09.02.74
information from receipt documents: Prime Contractor (Vendor Name & and Services Goods and Services PMB-04 (01/07)
Vendor ID); Contract Number (PIIN/SPIIN); CLIN/SLIN, Quantity and Unit
Of Measure; Acceptance Point (i.e. Destination or Source); Shipment
Number; Ship Date; Asset Identification Number (UID); Ship to; Receive
Date; Acceptance Date; Receiving Official; and Item Description.
AP-0584 The system shall provide automated functionality to record a receipt Acknowledge Other Goods Acknowledge Other FSIO OFFM-N0-0106, req. 09.02.49
without acceptance. and Services Goods and Services PMB-01(01/07)
AP-1125 The system shall provide automated functionality to accept and record an Acknowledge Other Goods Acknowledge Other FSIO OFFM-N0-0106, req. 09.02.49 DoDFMR Vol. 10, Chap.
EDI 861 transaction set IAW DoD Implementation standards. and Services Goods and Services PMB-01 (01/07) 17, 170103 (02/96)
AP-2030 The system will provide the capability to input multiple receipts for one or Acknowledge Other Goods Acknowledge Other DFARS Appendix F, F- DFAR Appendix F, FAR
more invoices. and Services Goods and Services 104, (12/06) 52.232-25S (12/06)
AP-2289 The system must record information on receipts in sufficient detail to Acknowledge Other Goods Acknowledge Other FSIO OFFM-N0-0106, req. 09.02.41
allow the matching of receipt, purchase order/contract, and invoice for and Services Goods and Services PMC-01, (01/07)
payment purposes. Examples of data to collect include item numbers,
quantities, units of measure, vendor, and purchase order number.
Page 1
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (1) Acknowledge_Goods_Tendered 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2494 AP-1523 The system shall provide automated functionality to record full or partial Acknowledge Other Goods Acknowledge Other FSIO OFFM-N0-0106, req. 09.02.49
receipt and/or acceptance of goods and services at the and Services Goods and Services PMB-01, JAN 2007
PIIN/SPIIN/CLIN/SLIN level.
AP-2501 AP-0484 The system shall provide automated functionality to display a warning Acknowledge Other Goods Acknowledge Other DoDFMR, Volume 01, 09.02.65 FAR 52.211-16 (04/84)
message and allow corrections for receiving document is entered that and Services Goods and Services Chapter 02, Add. 2 D3b
puts the total quantity received above the quantity variance at the PIIN, (01/07)
SPIIN, CLIN, SLIN or ELIN level.
AP-2523 AP-1523 The system shall provide the capability to record partial receipt of goods Acknowledge Other Goods Acknowledge Other FSIO OFFM-N0-0106, req. 09.02.49
and/or services at the contract (PIIN/SPIIN) and line item (CLIN/SLIN, or and Services Goods and Services PMB-01, JAN 2007
ELIN) level.
AP-2528 AP-0484 The system shall provide a warning message and allow corrections to be Acknowledge Other Goods Acknowledge Other DODFMR Vol 01, Ch 2 09.02.65 FAR 52.211-16 (04/84)
made when a receiving document is entered that puts the total quantity and Services Goods and Services Add. 2 D3b (01/07)
received above the quantity variance at the contract (PIIN/SPIIN) level
when FAR Clause 52.211-16 indicates quantity variation is at the
contract level only.
AP-2529 AP-0484 The system shall provide a warning message and allow corrections to be Acknowledge Other Goods Acknowledge Other DODFMR Vol 01, Ch 2 09.02.65 FAR 52.211-16 (04/84)
made when a receiving document is entered that puts the total quantity and Services Goods and Services Add. 2 D3b (01/07)
received above the quantity variance at the destination level for the line
items (CLIN/SLIN, or ELIN) associated with a specific destination and
contract (PIIN/SPIIN) when FAR Clause 52.211-16 indicates quantity
variation is at the destination level.
Page 2
CSE - Acknowledge Goods Tendered and Services Rendered
External Non-
DoD User or Evidence of Goods
Non-DoD Source Tendered and
Returned Invoice Invoice for Services Invoice for Goods DCAA Authorization
Services Rendered
Shared
Validated Invoice
Go To: Maintain
Entitlement Entitlement
Information Update Information Fast Pay Invoice
Validate
Invoice Entitlement
+ Information
Evidence of Goods Fast Pay Invoice Go To:
Tendered and Services Rendered Manage Entitlement
Evaluate Liability Information
Goods and Services
Acknowledgement
Real Property for Acknowledge
Acknowledgement
Goods Tendered and Services
Initiation
Rendered?
NO Acknowledge Other Goods and Services
Goods and Services Acknowledgement
Go To: Monitor Contract or Order, Real
Property for Performance Inspection and
Testing and Verification?
Performance Evidence
Acknowledge Real Property Services
YES
Rendered
Material Supply
and Service Arrival Information
Management Transport Material
and Forces
Arrival Information
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (2) Perform_Acceptance_Proc 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requireme Secondary Requirement Accounting
Requirement and Date nt Source Source and Date Transaction
No. Reference
Number
AP-1511 The system must communicate through the system those Perform Acceptance Perform Acceptance DoDFMR, Volume 01, 09.02.28 OFFM-No-0106, Jan 2006,
instances where a receiving report or acceptance is missing for an Procedures for Other Goods Procedures for Other Goods Chapter 02, Add. 2 D3c PMC-08
invoice, or where goods or services have been received and and Services and Services
accepted, but an invoice has not been entered.
AP-1523 To support the Accounts Payable process, the Core financial Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.49
system must provide automated functionality to record full or Procedures for Other Goods Procedures for Other Goods PMB-01, JAN 2007
partial receipt and/or acceptance of goods and services by and Services and Services
document line item. This is to include the receipt and/or
acceptance of partial quantities of goods and services on each
document line.
AP-1537 The system must process purchase returns, including rejection of Perform Acceptance Perform Acceptance DoDFMR, Volume 01, 09.02.66 OFFM-No-0106, Jan 2006,
part of a shipment. The appropriate resulting transaction should be Procedures for Other Goods Procedures for Other Goods Chapter 02, Add. 2 D3d RMB-01
generated. and Services and Services (01/07)
AP-1537.01 The system shall provide automated functionality to process Perform Acceptance Perform Acceptance "DoDFMR,"Volume 01, 09.02.66 OFFM-No-0106, Jan 2006,
purchase returns and generate the appropriate resulting Procedures for Other Goods Procedures for Other Goods Chapter 02, Add. 2 D3d RMB-01
transaction, including rejection of part of a shipment. and Services and Services (01/07)
AP-1546 To support the Accounts Payable process, the Core financial Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.75
system must provide automated functionality to capture the Procedures for Other Goods Procedures for Other Goods PMB-05 (01/06)
following additional information on the acceptance of and Services and Services
goods/services: • Acceptance official; Dates products were
delivered or services were provided; Date products/services
accepted; Quantity/amount accepted; Date products/services
rejected; Quantity/amount rejected; Vendor ID number and name;
Ship to locations.
AP-1551 To support the Invoicing process the Core financial system must Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.80
provide automated functionality to validate that invoice dates that Procedures for Other Goods Procedures for Other Goods PMC-10, (01/07)
products were delivered or services were performed are within the and Services and Services
period of performance dates on the referenced obligation.
Page 4
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (2) Perform_Acceptance_Proc 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requireme Secondary Requirement Accounting
Requirement and Date nt Source Source and Date Transaction
No. Reference
Number
AP-1552 To support the Invoicing process the Core financial system must Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.81
provide automated functionality to validate that the invoice dates Procedures for Other Goods Procedures for Other Goods PMC-11 (01/07)
that products were delivered or services were performed are dates and Services and Services
for which the products/services have been received and accepted.
Prevent the processing of invoices with unmatched dates and the
duplicate processing of invoices with matched dates.
AP-1667 AP-1649 The system must generate aged receiving reports without Perform Acceptance Perform Acceptance DoDFMR, Volume 01, 09.06.03
acceptance. Procedures for Other Goods Procedures for Other Goods Chapter 02, Add. 2 D10b
and Services and Services (01/07)
AP-1999 The system must notify the receiving activity for missing Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.50
receipt/inspection/acceptance data. Procedures for Other Goods Procedures for Other Goods PMC-08
and Services and Services
AP-2207 The system shall provide automated functionality to identify Perform Acceptance Perform Acceptance DOD 4500.9-R DTR PART MRM #15, DTR 4500.9-R-
transportation or contract discrepancies (i.e., any discrepancy Procedures for Other Goods Procedures for Other Goods IV-404-1, PARA G.1.a, Part II, dtd Nov 2004, Chap
between the government or commercial bill of lading and item and Services and Services AUG 2003 212
received), and generate a transportation discrepancy report or
Contract Discrepancy Report (CDR).
AP-2498 AP-1678 The system shall provide automated functionality to maintain an Perform Acceptance Perform Acceptance DoDFMR, Volume 10, 100301
open record of all Fast Pay payments. Procedures for Other Goods Procedures for Other Goods Chapter 10, 100301
and Services and Services
AP-2498.01 AP-2498 The system shall provide automated functionality to pass the Perform Acceptance Perform Acceptance DoDFMR, Volume 10, 09.02.60
receipt/acceptance information to the record when a matching Procedures for Other Goods Procedures for Other Goods Chapter 10, 100301
open record is found for Fast Pay contracts. and Services and Services
AP-2498.02 AP-2498 The system shall provide automated functionality to close the Perform Acceptance Perform Acceptance DoDFMR, Volume 10, 09.02.60
record when a matching open record is found for Fast Pay Procedures for Other Goods Procedures for Other Goods Chapter 10, 100301
receipt/acceptance. and Services and Services
Page 5
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (2) Perform_Acceptance_Proc 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requireme Secondary Requirement Accounting
Requirement and Date nt Source Source and Date Transaction
No. Reference
Number
AP-2499 AP-1678 The system shall provide automated functionality to generate, on Perform Acceptance Perform Acceptance DoDFMR, Volume 10,
demand, a report that follow-up is required on the 15th day of the Procedures for Other Goods Procedures for Other Goods Chapter 10, 100301
month following the month of payment for Fast Pay payments and Services and Services (06/97)
made without receipt/acceptance.
AP-2500 AP-1678 The system shall provide automated functionality to initiate Perform Acceptance Perform Acceptance DoDFMR Vol. 4, Ch. 9, DoDFMR Vol. 10, Chap.
collection action after 60 days when (from the date of payment) Procedures for Other Goods Procedures for Other Goods 090201. I (01/07) 10, 1003 (06/97)
receipt/acceptance has not been received for Fast Pay payments and Services and Services
made.
AP-2507 AP-1125 The system shall provide automated functionality to record full or Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.49 FMR Vol 10, Chpt 17
partial receipt and/or acceptance of goods and services at the Procedures for Other Goods Procedures for Other Goods PMB-01, JAN 2007 (02/96)
PIIN/SPIIN/CLIN/SLIN level in accordance with the DoD and Services and Services
Implementation standards for electronic documents (e.g. EDI and
XML).
AP-2522 AP-1523 The system shall provide the capability to record full acceptance of Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.49
goods and/or services at the contract (PIIN/SPIIN) and line item Procedures for Other Goods Procedures for Other Goods PMB-01, JAN 2007
(CLIN/SLIN, or ELIN) level. and Services and Services
AP-2524 AP-1523 The system shall provide the capability to record partial Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.49
acceptance of goods and/or services at the contract (PIIN/SPIIN) Procedures for Other Goods Procedures for Other Goods PMB-01, JAN 2007
and line item (CLIN/SLIN, or ELIN) level. and Services and Services
AP-2533 AP-1125 The system must provide the capability to identify and reject Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.49 DFARS 252.232-7003
duplicate receipt and/or acceptance reference number. Procedures for Other Goods Procedures for Other Goods PMB-01(01/07) (03/07)
and Services and Services
AP-2604 AP-1866, AP- The system shall provide automated functionality to notify the Perform Acceptance Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.50 DODFMR, Volume 10,
2598 vendor of a discrepancy when the invoiced quantity is less than the Procedures for Other Goods Procedures for Other Goods PMC-08, (01/07) Chapter 9, Subparagraph,
accepted quantity, and that additional invoice(s) must be submitted and Services and Services (02/96)
by the vendor for the remaining quantity.
Page 6
CSE - Perform Acceptance Procedures
External Non-
DoD User or
Non-DoD Source Evidence of Goods Invoice
Tendered Returned Invoice Invoice for Services for Goods DCAA Authorization
Shared
Validated Invoice
Entitlement Fast Pay Invoice Awarded
Validate
Information Update Go To: Maintain Contract
Invoice
Entitlement
+
Information
Inspection Goods and Services Entitlement Acknowledged
Evidence with no Discrepancies Information Intergovernmen
Fast Pay Invoice Go To: tal Order
Manage Entitlement
Evaluate Liability Information Acceptance
ESOH Control Results Acceptance Results
Requirement with Discrepancies
Acceptance Real Property for perform
Procedures Acceptance Procedures?
Initiated Perform Acceptance Procedures for Go To: File
NO Discrepancy Report
Other Goods and Services
for Other goods and
Services
Acceptance Acceptance Results
Discrepancies
Go To: Real
Property for
Evidence of Goods
Finalizing
Tendered
Acceptance
Aggregate Real Property Management
YES
Information
Acceptance
Results
Material Supply
and Service Arrival Information
Management Transport Material
and Forces
Arrival Information
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (3) Validate_Invoice 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-0463 The system shall provide the capability to select a specified currency Perform Invoice Perform Acceptance FSIO OFFM-,N0-0106, req. 09.01.29 I TFM Part 4 - 2065
type for an amount entered in an originating document. The Validation Procedures SMB-34, Jan 07
currency type is to be used to convert amount to U.S. Dollars for
payment calculation, and to convert to foreign currency for
disbursement.
AP-1101 The system shall provide the capability to reference multiple Perform Invoice Perform Acceptance JFMIP SR-02-02, 41 09.04.89
obligations on a single invoice document at the CLIN/SLIN/ELIN Validation Procedures (01/07)
level.
AP-1124 The system shall provide a capability to accept and record invoices Perform Invoice Perform Acceptance DFARS 252.232-7003
in an electronic format using the "Standard Invoice Dataset" (eg: Validation Procedures (03/07)
Commercial Invoices (EDI 810C), Financing Payments (EDI 810P)
and Public Vouchers EDI 810V).
AP-1171 The system shall be capable of recognizing and preventing improper Validate Proper Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.41
payments by utilizing any of the following criteria: 1. Receipt Date of Procedures PMC-01
the Invoice 2. Date of the Invoice (Contractor's Preparation Date) 3.
Date of Receipt of Goods or Service 4. Effective Date of Contract
5. Date of Acceptance of Goods or Services 6. Invoice Return Date
(if applicable)
AP-1394 The system shall reject duplicate invoices from the same vendor on Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.64
the same contract. Validation Procedures PMC-04, (01/07)
AP-1394.01 AP-1394 The system shall automatically prevent duplicate invoices from the Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.64
same vendor using the following criteria: 1. Agency Code 2. Vendor Validation Procedures PMC-04, (01/07)
Number 3. Vendor Account Number (if applicable) 4. Vendor TIN
5. Vendor Invoice Number 6. Vendor Date 7. Invoice Amount 8.
Referenced Obligation Document Number
AP-1394.02 AP-1394 The system shall record, track and report vendor invoices/payment Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.64 OFFM-N0-0106, req. PMC-
identified as duplicate invoices/payment request. Validation Procedures PMC-04, (01/07) 05, (01/07)
AP-1394.03 AP-1394 The system shall automatically create and transmit vendors notices Manage Returned Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.64 OFFM-N0-0106, req. PMC-
when invoices/payment requests are identified as duplicates Invoices Procedures PMC-04, (01/07) 05, (01/07)
electronically.
Page 8
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (3) Validate_Invoice 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-1518 To support the Invoicing process the Core financial system must Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.41
provide automated functionality to capture the following additional Validation Procedures PMC-01, (01/07)
information on invoice documents: Vendor invoice number or
account number; Invoice date; Invoice receipt date; Vendor ID
number and name, Contract line/subline number; Name and
address of contractor official to whom payment is to be sent; EFT
banking information (account number, account type, RTN); DUNS+4
number for CCR vendors; Payment terms (including discount for
prompt payment); Shipping terms (e.g., shipment number and date
of shipment); Vendor contact name and telephone number; Dates
products were delivered or services were provided; User comments;
Date invoice returned to vendor; Date improper invoice resubmitted
by vendor.
AP-1522 To support the Invoicing process the Core financial system must Validate Proper Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.48
provide automated functionality to capture a vendor invoice number Procedures PMC-02, (01/07)
of up to 30 characters or the current requirement of I TFM-6-5000.
Report the complete number on all payment files, reports and query
results.
AP-1531 The system shall provide the capability to use the Fast Payment Fast Pay? Perform Acceptance DoDFMR, Volume 10, 09.02.60 FAR 13.401 (09/06) FAR
clause indicator on the awarded contract to determine whether or Procedures Chapter 10, 100301 13.404 (09/06)
not an accelerated payment is to be made. (01/07)
AP-1533 To support the Invoicing process the Core financial system must Manage Returned Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.62
provide automated functionality to generate a letter or e-mail to the Invoices Procedures PMC-22, (01/07)
vendor notifying them of the return of an improper invoice, upon the
recording of an improper invoice reason code. Include the following
information in the notice: Vendor invoice number and date; Reason
code(s) and description(s) of invoice discrepancies; Date of notice;
Request for a corrected invoice; Name, title, telephone number and
e-mail address of Agency contact person.
AP-1534 To support the Invoicing process the Core financial system must Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.63
provide automated functionality to define the criteria to be used in Validation Procedures PMC-04, (01/07)
editing for duplicate vendor invoices, including one or more of the
following: agency code, vendor number, vendor account number,
vendor TIN, vendor invoice number, invoice date, invoice amount,
referenced obligation document number.
AP-1547 To support the Invoicing process the Core financial system must Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.76
provide automated functionality to validate for duplicate vendor Validation Procedures PMC-05 (01/07)
invoices based on the agency-defined editing criteria.
AP-1554 To support the Invoicing process the Core financial system must Validate Proper Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.83
provide automated functionality to define reason codes and related Procedures PMC-19, (01/07)
descriptions for improper invoices. For example, IP01- Improper
Invoice, X data missing.
AP-1597 To support the Invoicing process the Core financial system must Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.04.15
provide automated functionality to capture up to 9,999 document line Validation Procedures PMC-03, (01/07)
items per invoice document.
Page 9
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (3) Validate_Invoice 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-1754 The system shall provide the capability to recognize when an interim Perform Invoice Perform Acceptance DoDFMR Volume 10, 100202
cost voucher (against a cost-reimbursement type contract) has been Validation Procedures Chapter 10, (06/97)
approved by an authorized government official (e.g., DCAA) .
AP-1833 The system will provide the ability to record discount terms used in Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.06 JFMIP Core, pg. 39
determining if taking a discount is economically justified. Validation Procedures PMD-07 (01/06), DoDFMR,
Volume 10, Chapter 2
(04/02); OFFM-NO-0106,
Jan 2006, PMD-04
AP-1836 The system shall provide automated functionality to capture the Perform Invoice Perform Acceptance OFFM-N0-0106, req. PMD- DoDFMR, Volume 10,
discount percentage. Validation Procedures 01, PMD-04 (01/06), Chapter 2 (04/02)
AP-1843 The system will provide the ability to identify and control Fast Pay Fast Pay? Manage Entitlement DoDFMR, Volume 10, 09.02.60
order processing based on available performance information. Chapter 10, 100301
AP-1844 The system will provide the ability to recognize appropriate order Fast Pay? Perform Acceptance DoDFMR, Volume 10, 09.02.60 FMFIA 09.026.00
terms and payment requests as Fast Pay. Procedures Chapter 10, 100301
AP-1969 The system shall provide automated functionality to capture invoice Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.04.13 OFFM-NO-0106, Jan 2006,
received date. Validation Procedures PMD-09 (01/06) PMB-01
AP-1987 AP-1533 The system shall provide automated functionality to record the return Manage Returned Perform Acceptance FSIO OFFM-N0-0106, req. 09.04.17
date on improper invoices. Invoices Procedures PME-01 (01/06)
AP-2015 AP-1533 The system must be able to generate a request/follow-up notice on Manage Returned Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.62
demand to the contractor notifying the contractor of a rejected Invoices Procedures PMC-22, (01/07)
improper payment request, with a rejection letter detailing the
reasons for the rejection.
AP-2123 The system must provide the capability to provide a warning Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.01.05
message when the user attempts to input an external vendor invoice Validation Procedures PMA-01, (01/07)
number that has already been recorded for the related vendor.
AP-2140 AP-1533 The system should provide the capability to provide a system- Manage Returned Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.62
generated letter or e-mail to the vendor stating the reason for Invoices Procedures PMC-22, (01/07)
rejection or "notice of intent to disallow" an invoice within 7 days of
receipt of invoice.
AP-2184 The system shall provide automated functionality to record receipt of Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.02.03
payment requests from grantees based on an estimate of work Validation Procedures PMD-01 (01/06)
completed under the contract or the agreement.
Page 10
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (3) Validate_Invoice 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2430 To support the payment process, the agency’s single integrated Validate Proper Invoice Perform Acceptance JFMIP SR-02-02,37 09.04.70
financial management system must access the following proper Procedures
invoice information
- name and address of contractor;
- contract number and all associated delivery order numbers or task
order numbers (including modification number, if any); PO number
(including modification number, if any); BPA number and all
associated BPA call numbers (including modification number, if
any);
- description of products or services for each item;
- quantity for each item;
- unit of measure for each item;
- unit price for each item;
- extended price for each item;
- total invoice amount;
- shipping terms;
- payment terms;
- name and address of contractor official to whom payment is to be
sent;
- name, title, phone number, and mailing address of person to notify
if invoice is defective;
- invoice date;
- invoice receipt date;
- proper invoice date;
- proper invoice receipt date;
- transportation costs;
- prompt payment terms;
- vendor invoice number; and
- proper invoice acceptance date.
AP-2521 AP-2490 The system will only recognize a valid Fast Pay Invoice when the Fast Pay? Evaluate Payable DoDFMR, Volume 10, 09.02.60 FAR 52.213-1
Fast Pay clause is present in the contract. Request Information Chapter 10, 100301
(01/07)
AP-2601 AP-1754 The system must suspend the payment until authorization is Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 14.01.14
received. Validation Procedures SMB-13, (01/07)
AP-2601.01 AP-2601 In the event authorization is not received, the system shall have Perform Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 14.01.14
automated functionality to suspend the payment until authorization is Validation Procedures SMB-13, (01/07)
received.
AP-2602 AP-1754 In the event an authorized payment is rejected by the payment Manage Returned Manage Entitlement JFMIP SR-02-02, 42 09.04.101 DoDFMR Volume 1,
office, the system must have the capability to notify the vendor and Invoices Chapter 2, Add. 2, D2c
the approving official.
AP-2630 AP-1094 The system shall provide the capability to recognize Fast Pay? Perform Acceptance FAR 52.213-1 (05/06) OFFM-NO-0106, Jan 2006,
vendor/contractor submitted invoices as Fast Pay when FAR 52.213- Procedures PMD-01 and FME-21
1 is cited in the contract.
Page 11
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (3) Validate_Invoice 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2665 The system shall provide automated functionality to apply Prompt Fast Pay? Manage Entitlement 5CFR Part 1315 (10/07) DoDFMR 'Vol. 10, Ch. 7,
Payment processes based upon the terms and conditions of the Subpara 070101-A (07/02)
contract.
AP-2741 The system shall provide automated functionality to allow payment Fast Pay? Perform Acceptance FAR 13.402; OFFM-NO- DFARS 213.402.
of fast pay invoices prior to verifying receipt and acceptance under Procedures 0106, Jan 2006, PMD-01
limited conditions listed in FAR 13.402 and DFAR 213.402.
AP-2758 The system shall provide automated functionality to record the Perform Invoice Perform Acceptance 5 CFR Part 1315.4-3(f)
invoice receipt date to determine start of payment period. Validation Procedures (10/07)
AP-2806 The system shall provide a capability to capture the amount of each Perform Invoice Perform Acceptance Federal Acquisition FAR Subpart OFFM-NO-0106, Jan 2006,
performance-based payment request either as a dollar amount or as Validation Procedures Regulation (FAR), (09/06) 32.1004 PMB-01
a percentage of a specifically identified price (e.g., contract price, or
unit price of the deliverable item).
AP-3372 "To support the Prompt Payment Act proper invoice requirements, Validate Proper Invoice Perform Acceptance 5 CFR Part 1315 Para.
the system shall validate the following information is present on an Procedures 1315.9(b)
invoice.
(1) Name of vendor;
(2) Invoice date;
(3) Government contract number, or other authorization for delivery
of goods or services;
(4) Vendor invoice number, account number, and/or any other
identifying number agreed to by contract;
(5) Description (including, for example, contract line/subline
number), price, and quantity of goods and services rendered;
(6) Shipping and payment terms (unless mutually agreed that this
information is only required in the contract);
(7) Taxpayer Identifying Number (TIN), unless agency procedures
provide otherwise;
(8) Banking information, unless agency procedures provide
otherwise, or except in situations where the EFT requirement is
waived under 31 CFR 208.4;
(9) Contact name (where practicable), title and telephone number;
(10) Other substantiating documentation or information required by
the contract."
Page 12
Validate Invoice
External Non-
DoD User or
Non-DoD Source
DCAA
Returned Invoice Authorization
Financial Entitlement
Management
Go To: Maintain Fast Pay Invoice
Entitlement Entitlement Go To: Manage Entitlement,
Information Update Information Fast Pay Invoice Evaluate Liability Information
Manage Accept Procedures for Other
Returned NO Goods and Services
Invoice for Service Invoices
YES
NO
Validate Perform Fast Pay?
Proper YES Invoice YES
Invoice Validation
Proper Invoice Invoice Valid? NO
Invoice Validated
Go To: Perform Acceptance Procedures
for Other Goods and Services
Invoice for Goods
Entitlement
Information Validated
Invoice
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-0018 The system must provide the capability to record obligations, Maintain Accounts Payable Maintain Accounts Payable DFAS 7900.4G, Ver 6.0 08.03.41 JFMIP SR-02-01, req. PMB-
expenses, assets, etc., associated with payments made Balance Balance Jan 07 19
through use of imprest funds, third-party drafts, and
Government credit cards and establish payables to replenish
the imprest fund.
AP-0165 The system shall provide a capability to match an expenditure Maintain Accounts Payable Maintain Accounts Payable FSIO OFFMN0- 09.02.59
reported through the interfund billing process to the applicable Balance Balance 0106, req.
obligation, and to automatically liquidate the obligation and PMD-14
post the expenditure transaction.
AP-1211 The system must reflect contractual holdbacks as other Establish Contract Holdback Establish Contract Holdback Volume 04, Chapter 09, DoDFMR
liabilities. 090101.C (01/07)
AP-1211.01 AP-1211 The system shall record the journal entries as defined by the Generate Pro Forma Entries Generate Pro Forma Entries US Treasury Supplement, USSGL TFM S2 07-02 aug B410-001
USSGL TFM when recording the delivery of goods or services for Accounts Payable for Accounts Payable Section III, B410 2007
for construction.
AP-1211.02 AP-1211 The system shall have the capaiblity to record Progress Billing Generate Pro Forma Entries Generate Pro Forma Entries DoDFMR, Volume 01, 09.03.22 DODFMR, Volume 11B, B410-001
Received From Contractor for percentage of completion of for Contract Holdback for Contract Holdback Chapter 02, Add. 2 D7a Chapter 7, 070201.B.2
ordered work (A portion is withheld from payment pending (01/07)
successful completion of contract)
AP-1289 AP-1575 The system shall provide a capability to generate the Maintain Accounts Payable Generate Pro Forma Entries DoDFMR, Volume 01, 09.03.22 DA Workgroup
appropriate transactions to reflect discounts or withholdings Balance for Contract Holdback Chapter 02, Add. 2 D7a
and adding interest or penalties.
AP-1300 The system shall provide the capability to apply multiple Liquidate Progress Manage Entitlement FAR 52.216-7 DA Workgroup
liquidation rates against financing payments according to the Payments, Advances and
terms and conditions of the contract. Pre Payments
AP-1494 AP-1682 To support the Accounts Payable process, the Core financial Calculate Adjustment to Maintain Accounts Payable FSIO OFFMN0-0106, req. 09.02.02
system must provide automated functionality to record an Undelivered Orders Balance PMB-02 (01/06); SFFAS-1,
accrued liability and the reclassification of the order from 77 (03/93)
undelivered order to delivered order unpaid upon receipt of
goods or services whether the goods are delivered or in transit.
AP-1509 Interest payable to federal entities is an intragovernmental Maintain Accounts Payable Maintain Accounts Payable SFFAS-1, 82 09.02.24
liability and the system must account for it separately from Balance Balance
interest payable to the public.
Page 14
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-1514 AP-2490 The system must, for facilities or equipment constructed or Evaluate Payable Request Evaluate Payable Request SFFAS-1, 79, "DoDFMR," 09.02.02
manufactured by contractors or grantees according to Information Information Volume 4, Chapter 9,
agreements or contract specifications, record payable amounts 090201B; DoD 4th quarter
based on an estimate of work completed under the contract or financial statement
the agreement. The estimate of such amounts will be based guidance Attachment 18:
primarily on the federal entity's engineering and management Advances to Contractors
evaluation of actual performance progress and incurred costs. and Contingent Liabilities
(01/07)
AP-1515.01 AP-1515 The system shall provide automated functionality to disclose Maintain Accounts Payable Maintain Accounts Payable DoDFMR Volume 11B, DoDFMR Volume 4,
accounts payable not covered by available budgetary Balance Balance Chapter 9, Subpara Chapter 9, Subpara 0902,
resources for the following liabilities: 090109, Oct. 2002; OFFM- Jan. 2007
1. Receipt of goods in the current or prior periods No-0106, Jan 2006, FME-
2. Receipt of services in the current or prior periods 09
3. Occurrence of eligible events in the current or prior periods
for which revenues or other sources of funds necessary to pay
the liabilities have not been made available through
Congressional or earnings of the entity (Notwithstanding an
expectation that the appropriations will be made; whether they
in fact will be made is completely at the discretion of the
Congress).
AP-1520 Other current liabilities due to federal entities are Maintain Accounts Payable Maintain Accounts Payable SFFAS-1, 85 09.02.46 SFFAS-1, 85
intragovernmental liabilities that the system must report Balance Balance
separately from those due to employees and the public.
AP-1537.02 AP-1537 If the purchase return occurs after acceptance, then an Generate Pro Forma Entries Generate Pro Forma Entries "DoDFMR,"Volume 01, 09.02.66
adjustment would need to be made to the accounts payable for Accounts Payable for Contract Holdback Chapter 02, Add. 2 D3d
amount that is traceable to the original accounts payable (01/07)
transaction; then the system must have the capability to record
the following:
Budgetary:
DR 4901 - Delivered Orders, Unpaid
CR 4801-Undelivered Orders, Obligations Unpaid
Proprietary: DR
2110 Accounts Payable
CR 6100 - Operating Expense
AP-1544 To support the Accounts Payable process, the Core financial Liquidate Progress Maintain Accounts Payable FSIO OFFM-N0-0106, req. 09.02.73
system must provide automated functionality to liquidate Payments, Advances and Balance PMB-03 (01/07)
advance or prepaid expense when recording an accrued Pre Payments
liability (receipt of goods or services).
Page 15
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-1575 The system must generate the appropriate transactions to Establish Accounts Payable Establish Accounts Payable "DoDFMR,"Volume 01, 09.03.22
reflect discounts or withholdings and adding interest or Chapter 02, Add. 2 D7a
penalties when appropriate. (01/07)
AP-1575.01 AP-1575 The system shall have the capability to record accrued interest Generate Pro Forma Entries Generate Pro Forma Entries "DoDFMR,"Volume 4, USSGL TFM S2 07-02 aug B112-001
paid. for Accounts Payable for Accounts Payable Chapter 9, 090304 (01/07) 2007
AP-1575.04 AP-1575 The system must have the capability to reverse the accruals for Maintain Accounts Payable Maintain Accounts Payable Treasury Financial Manual B418 DoDFMR Vol 1, Chap 2
interest expenses incurred, not yet paid at the beginning of the Balance Balance (TFM); OFFM-NO-0106, Add 2 D7a (12/98)
next fiscal year. Jan 2006, SMD-03, SMD-
04, SMD-05, SMD-06
AP-1631.01 AP-1631 Upon the delivery of a good or service related to a cancelled Generate Pro Forma Entries Generate Pro Forma Entries FSIO OFFM-N0-0106, req. 09.04.52 USSGL TFM S2 07-02 aug B412-001
appropriation, the system must have the capability to record a for Accounts Payable for Accounts Payable PMD-56, (01/07) 2007
journal entry to establish an accounts payable in an unexpired
appropriation subject to apportionment.
AP-1631.02 AP-1631 Upon the delivery of a good or service related to a cancelled Generate Pro Forma Entries Generate Pro Forma Entries FSIO OFFM-N0-0106, req. 09.04.52 USSGL TFM S2 07-02 aug B412-002
appropriation, the system must have the capability to record a for Accounts Payable for Accounts Payable PMD-56, J(01/07) 2007
journal entry to establish an accounts payable in an unexpired
appropriation exempt from apportionment.
AP-1631.03 AP-1631 Upon the delivery of a good or service related to a cancelled Generate Pro Forma Entries Generate Pro Forma Entries FSIO OFFM-N0-0106, req. 09.04.52 USSGL TFM S2 07-02 aug D145-001
appropriation, the system must have the capability to record a for Accounts Payable for Accounts Payable PMD-56, (01/07) 2007
journal entry in the cancelled appropriation for the removal of
the cancelled payable upon receipt of a valid bill.
AP-1649.02 AP-1649 The system shall provide a capability for an authorized user to Maintain Accounts Payable Maintain Accounts Payable E-2- RM 1.3.0.3 JFMIP TLE-09
view the GLAC and associated dollar value meeting the Balance Balance Requirements_Traceability
accounts payable aging limit balance threshold. _Matrix062405.xls and E-
2_Requirements_Traceabil
ity_Matrix112304.xls
AP-1678 AP-2490, AP- The system shall provide the capability to recognize the dollar Evaluate Liability Information Evaluate Liability FSIO OFFM-N0-0106, req. 09.02.02
2521 amount of an accrued expenditure unpaid upon receipt of valid Information PMB-02; SFFAS-1, 77
payment request for orders subject to Fast Pay. (01/07)
AP-1682 AP-2490 The system shall provide the capability to record an accounts Evaluate Liability Information Evaluate Liability 'FMFIA 09.031.00; DoD 09.02.02 FMFIA 09.031.00; DoD
payable based on receipt of a certified invoice. Information 7000.14 R , Vol. 14, Ch. . 1 7000.14 R , Vol. 14, Ch. . 1
B.7; FAR 52.232.12 B.7; FAR 52.232.12
Page 16
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-1726 The system shall provide the capability to classify payables as Establish Accounts Payable Establish Accounts Payable DoDFMR Vol 6B, Chap 4, 040205 A
governmental or public. (01/06)
AP-1877 The system will provide the ability to individually record Establish Accounts Payable Establish Accounts Payable SFFAS-1, 79, DoDFMR, 09.02.37
progress payments made to vendors based on a percentage of Volume 4, Chapter 9,
completion. 090201B; DoD 4th quarter
financial statement
guidance Attachment 18:
Advances to Contractors
and Contingent Liabilities
AP-1880 The system shall be able to recalculate all or specified Liquidate Progress Manage Entitlement FAR 32.503-9 32.503-8 thru 32.503-12
previous progress payment liquidation based on change of Payments, Advances and
liquidation rates. Pre Payments
AP-1894 The system must calculate the liquidation of previous Liquidate Progress Maintain Accounts Payable FAR 32.503-9 Enterprise Activity Model
payments for those contract CLINs/SLINs/ELINs on which Payments, Advances and Balance A323
progress/performance/advance payments were made. Pre Payments
AP-1947 To support the accounts payable and invoice processes, the Maintain Accounts Payable Maintain Accounts Payable DoDFMR Volume 10,
system shall provide the capability to write-off (adjustment) Balance Balance Chapter 9, 090301, E. 2. b
accounts payable entries when no invoice has been received
AP-1950 AP-1947 To support the accounts payable process, the system shall Maintain Accounts Payable Maintain Accounts Payable DoDFMR Volume 10, DoD 7000.14R, Vol. 10,
provide the capability to record a "Release from Contract Balance Balance Chapter 9, 090301.D Ch. . 9 (090301E)
Obligation" notification received from the contractor and
automatically write-off the Accounts Payable and de-obligate
the funds
AP-2060.03 AP-2060 The system must have the capaiblity to record Progress Generate Pro Forma Entries Generate Pro Forma Entries SFFAS #1, Para 74 OFFM-NO-0106, Jan 2006,
payment requests, and certified invoices for progress for Accounts Payable for Accounts Payable PMB-02
payments, based on the percentage of completion, in the
accounting records by the following journal entries:
Budgetary:
Dr 4801 Undelivered Orders - Obligations Unpaid
Cr 4802 Undelivered Orders - Prepay/Advances
Proprietary:
Dr 1720 Construction-in-Progress
Cr 2110 Accounts Payable
Page 17
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2060.04 AP-2060 The system must have the capability to record Progress Generate Pro Forma Entries Generate Pro Forma Entries SFFAS #1, Para 74 OFFM-NO-0106, Jan 2006,
payment requests, and certified invoices for progress for Accounts Payable for Accounts Payable PMB-02
payments, determined by methods other than the percentage
of completion in the accounting records by the following journal
entries:
Budgetary:
Dr 4801 Undelivered Orders - Obligations Unpaid
Cr 4802 Undelivered Orders - Prepay/Advances
Proprietary:
Dr 1410 Advances & Prepayments
Cr 2110 Accounts Payable
AP-2060.05 AP-2060 The system must have the capaibility to record Performance- Generate Pro Forma Entries Generate Pro Forma Entries SFFAS #1, Para 74 OFFM-NO-0106, Jan 2006,
based payment requests, and certified invoices requesting for Accounts Payable for Accounts Payable PMC-10, PMC-11
performance-based payments, that have the following basis:
(1) performance measured by objective, quantifiable methods,
(2) the accomplishment of defined events, or (3) other
quantifiable measures of results; with the following journal
entries:
Budgetary:
Dr 4801 Undelivered Orders - Obligations Unpaid
Cr 4802 Undelivered Orders - Prepay/Advances
Proprietary:
Dr 1410 Advances & Prepayments
Cr 2110 Accounts Payable
AP-2060.06 AP-2060 The system must have the capability to record a commercial Generate Pro Forma Entries Generate Pro Forma Entries SFFAS #1, Para 74 OFFM-0106, Jan 2006,
interim payment request, and a certified invoice requesting an for Accounts Payable for Accounts Payable PMB-01 and PMB-02
interim payment, that is given to the contractor after some work
has been completed with the following journal entry to post an
accounts payable in the accounting records:
Budgetary:
Dr 4801 Undelivered Orders - Obligations Unpaid
Cr 4802 Undelivered Orders - Prepay/Advances
Proprietary:
Dr 1410 Advances & Prepayments
Cr 2110 Accounts Payable
Page 18
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2060.08 AP-2060 The system shall record an accounts payable and an accrued Establish Accounts Payable Establish Accounts Payable DODFMR Volume 3, OFFM-0106, Jan 2006,
expenditure unpaid liability upon receipt of Acceptance Chapter 16, 160301.A.2 PMB-01
Information equal to the amount accepted.
AP-2060.09 AP-2060 The system shall provide the capability to identify Accounts Verify Asset or Expense Verify Asset or Expense DODFMR Volume 4, 090202.D OFFM-0106, Jan 2006,
Payable that do not match an Undelivered Order. Posting Accounts Posting Accounts Chapter 9, (01/07) PMB-02
AP-2193 AP-1509 The system must identify interest payable to federal entities Establish Accounts Payable Establish Accounts Payable SFFAS-1, 82 09.02.24 OFFM-NO-0106, Jan 2006,
separately from interest payable to the public. PMD-08
AP-2234 AP-2490, AP- The system shall provide automated functionality to establish a Evaluate Liability Information Evaluate Liability SFFAS-1, 85, JAN 2007 09.02.39 OFFM-NO-0106, Jan 2006,
1514 liability for progress payments, less any withheld amounts, Information PMB-02
when title is accepted for work-in-progress determined by
percent complete (i.e., construction).
AP-2283 AP-2490, AP- The system shall provide automated functionality to compute Evaluate Payable Request Evaluate Payable Request SFFAS-1, 79, JAN 2007, 09.02.37
1514 the liability for property, plant, and equipment manufactured or Information Information "DoDFMR," Volume 4,
constructed under long-term contracts on the basis of verified Chapter 9, 090201B
estimates of work completed (percentage-of-completion (01/07); DoD 4th quarter
method) per contractor reports or invoices received during financial statement
each accounting period, rather than on disbursements made. guidance Attachment 18:
Advances to Contractors
and Contingent Liabilities
AP-2283.01 AP-2283 The system shall provide automated functionality to record Evaluate Payable Request Evaluate Payable Request SFFAS-1, 79, JAN 2007, 09.02.37
liabilities for contract retainages for property, plant, and Information Information "DoDFMR," Volume 4,
equipment manufactured or constructed under long-term Chapter 9, 090201B
contracts. (01/07); DoD 4th quarter
financial statement
guidance Attachment 18:
Advances to Contractors
and Contingent Liabilities
Page 19
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2283.02 AP-2283 The system shall provide automated functionality to adjust the Receive Adjustment for Receive Adjustment for SFFAS-1, 79, JAN 2007, 09.02.37
appropriate property, plant, and equipment accounts (including Delivered Orders and Delivered Orders and "DoDFMR," Volume 4,
construction in progress) based on liabilities recorded for Accounts Payable Accounts Payable Chapter 9, 090201B
contract retainages for property, plant, and equipment (01/07) ; DoD 4th quarter
manufactured or constructed under long-term contracts. financial statement
guidance Attachment 18:
Advances to Contractors
and Contingent Liabilities
AP-2311 AP-0009 The accounting process must record in its records the full cost Establish Accounts Payable Calculate Adjustment to FSIO OFFM-N0-0106, req. 09.02.02
of the goods or services it receives as an expense, or if Undelivered Orders PMB-02; SFFAS-1, 77
appropriate, as an asset (such as work-in-process inventory).
AP-2316 The system shall provide automated functionality to recognize Evaluate Payable Request Evaluate Payable Request SFFAS-1, 80 (01/07) 09.02.38
liabilities when incurred, regardless of whether they are Information Information
covered by available budgetary resources.
AP-2342 The system shall provide automated functionality to record unit Establish Accounts Payable Establish Accounts Payable SFFAS-1, 85 (01/07) 09.02.39 Doors Requirement IDFR-
cost, quantity ordered, unit of measure, and the extended price 285
(unit cost x quantity accepted) of products and/or services at
the CLIN/SLIN level.
AP-2343.02 AP-2343 The system shall provide the capability to record accrued Generate Pro Forma Entries Establish Accounts Payable DoDFMR Volume 3 Section 1602 OFFM-0106, Jan 2006,
expenditures for contracts during the period in which the goods for Adjustments to Chapter 16 GLD-01
or services are received and accepted using appropriate Undelivered Orders
accounting entries.
AP-2343.03 AP-2343 The system shall provide the capability to record accrued Verify Asset or Expense Verify Asset or Expense DoDFMR Volume 3 Section 1602 OFFM-0106, Jan 2006,
expenditures for the accountable entity for which the contract Posting Accounts Posting Accounts Chapter 16 GLD-01
undelivered order is obligated.
AP-2345 When adjustments are made to existing obligations or Maintain Accounts Payable Maintain Accounts Payable FSIO OFFM-N0-0106, req. 01.05.21 OFFM-0106, Jan 2006,
previously recorded expenditures, the system shall have the Balance Balance GLD-03 (01/07) GLD-03
capability to automatically distinguish between upward and
downward adjustments to unexpired and expired budget
authority, and generate the appropriate general ledger
postings.
Page 20
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2382.01 AP-2382 To system shall have the capability to record the delivery of Generate Pro Forma Entries Generate Pro Forma Entries US Treasury Supplement, OFFM-NO-0106-Jan, 2006
goods and services in the same year the order was placed and for Accounts Payable for Accounts Payable Section III, B406 GLB-02, GLB-04 and GLB-
accrue a liability. The current-year expended authority is less 05
than the original obligation for appropriations subject to
apportionment.
Budgetary:
Dr 4801 Undelivered Orders - Obligations, Unpaid
Cr 4610 Allotments - Realized Resources
Cr 4901 Delivered Orders - Obligations, Unpaid
Note - 4610 is credited for the difference between
the expended authority and the original obligation.
Proprietary:
Dr XXXX Appropriate Asset and /or Expense Account
Cr 2110 Accounts Payable
AP-2382.02 AP-2382 To system shall have the capability to record the delivery of Generate Pro Forma Entries Generate Pro Forma Entries US Treasury Supplement, OFFM-NO-0106-Jan, 2006
goods and services in the same year the order was placed and for Accounts Payable for Accounts Payable Section III, B406 GLB-02, GLB-04 and GLB-
accrue a liability. The current-year expended authority is less 05
than the original obligation for appropriations exempt from
apportionment.
Budgetary:
Dr 4801 Undelivered Orders - Obligations, Unpaid
Cr 4620 Unobligated Funds Exempt From
Apportionment
Cr 4901 Delivered Orders - Obligations, Unpaid
Note - 4620 is credited for the difference between
the expended authority and the original obligation.
Proprietary:
Dr XXXX Appropriate Asset and /or Expense Account
Cr 2110 Accounts Payable
AP-2468 To support the payment process, the agency’s single Maintain Accounts Payable Maintain Accounts Payable JFMIP SR-02-02, 44 09.04.108
integrated financial management system should provide the Balance Balance (01/07)
ability to produce aged accounts payable information.
Page 21
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2468.02 AP-2468 To support the accounts payable process, the system shall Maintain Accounts Payable Maintain Accounts Payable JFMIP SR-02-02, 44 09.04.108
identify pending accounts payable records. Accounts payable Balance Balance (01/07)
records are no longer pending when a disbursement clears
them.
AP-2468.03 AP-2468 To support the reporting of accounts payables, the system Establish Accounts Payable Establish Accounts Payable JFMIP SR-02-02, 44 09.04.108
shall provide the capability to identify the associated
Acceptance information for an accounts payable record.
Information to be available include the date that the goods and
services were accepted.
AP-2490 The system shall provide automated functionality to accrue Evaluate Liability Information Evaluate Liability FSIO OFFM-N0-0106, req. 09.02.02
liability at the point when an entity accepts title of goods. Information PMB-02; SFFAS-1, 77
(01/07)
AP-2490.01 AP-2490 The system must provide the capability to record receipts and Evaluate Liability Information Evaluate Liability DFAS BB, JAN 2007, FSIO 09.02.02 DoD-IG Report No. D-2007-
acceptance for invoices entitled in another system. Information OFFMN0-0106, req. PMB- 091(05/07); DoD-IG-2007-
02; SFFAS-1, 77 065 (03/07)
AP-2490.02 AP-2490 The system must provide the capability to receive receipt and Evaluate Liability Information Evaluate Liability FSIO OFFMN0-0106, req. 09.02.02 DoD-IG Report No. D-2007-
acceptance information for invoices entitled in another system. Information PMB-02; SFFAS-1, 77 091(05/07); DoD-IG-2007-
065 (03/07)
AP-2492 AP-1514 The system shall provide automated functionality to Evaluate Payable Request Evaluate Payable Request SFFAS-1, 79, JAN 2007, 09.02.37
identify/flag obligations for performance progress by contract Information Information "DoDFMR," Volume 4,
and CLIN for determination of estimated progress amounts in Chapter 9, 090201B; DoD
recording accrued liabilities. 4th quarter financial
statement guidance
Attachment 18: Advances
to Contractors and
Contingent Liabilities
AP-2498.03 AP-2498 The system shall provide automated functionality to ensure that Evaluate Payable Request Evaluate Payable Request DoDFMR, Volume 10, 09.02.60
no accounts payable is created when an open record is Information Information Chapter 10, 100301
matched to a Fast Pay receipt/acceptance.
AP-2498.04 AP-2498 The system shall provide automated functionality to ensure that Evaluate Payable Request Evaluate Payable Request DoDFMR, Volume 10, 09.02.60
an accounts payable is created when a Fast Pay Information Information Chapter 10, 100301
receipt/acceptance cannot be matched to an open record.
AP-2511 AP-0484 The system shall provide automated functionality to identify Establish Accounts Payable Establish Accounts Payable SFFAS-1, 77 (01/07) 09.02.22
and record estimated quantities.
Page 22
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2514 AP-2490 The system shall provide automated functionality to accrue and Evaluate Liability Information Evaluate Liability SFFAS-1, 79, JAN 2007, 09.02.37
recognize an accounts payable in each accounting period Information "DoDFMR," Volume 4,
based on constructive or de facto receipt when a contractor Chapter 9, 090201B
builds or manufactures facilities or equipment according to the (01/07)
government specifications.
AP-2515 AP-2490, AP- The system shall provide automated functionality to recognize Evaluate Payable Request Evaluate Payable Request JFMIP SR-02-02, 41 09.04.93
2234 an accounts payable for the approved amount upon the receipt Information Information (01/07)
of the related invoice when contract financing payments are
allowed to be issued to the vendor prior to the delivery of the
good or service. (Examples of these contract financing
payments include Advance Payments, Performance-Based
Payments, Commercial Advances & Interim Payments,
Progress Payments based on costs, Progress Payments
based on percentage or stage of completion, and Interim
Payments under a costs reimbursement contract.)
AP-2519 AP-2508, AP- The system shall provide automated functionality to record Receive Adjustment for Receive Adjustment for "DoDFMR,"Volume 01, 09.02.66
1537 purchase returns as adjustment transactions to accounts Delivered Orders and Delivered Orders and Chapter 02, Add. 2 D3d
payable amounts at PIIN/SPIIN/CLIN/SLIN level. Accounts Payable Accounts Payable (01/07)
AP-2532 AP-1125 The system must adjust the accounts payable amount based Receive Adjustment for Maintain Accounts Payable FSIO OFFM-NO-0106, req. 09.02.49 DFARS 252.232-7003
on cancellations or corrections to the receipt and acceptance Delivered Orders and Balance PMB-01 (01/07) (03/07) AP Workshop
data at the contract (PIIN/SPIIN), line item (CLIN/SLIN, or Accounts Payable
ELIN) and shipment level.
AP-2618 AP-1711 The system shall allow for liquidations and adjustments Maintain Accounts Payable Maintain Accounts Payable DoDFMR Volume 3,
chargeable to an expired appropriation. Balance Balance Chapter 10, 100207 (A)
(12/00)
AP-2632.01 AP-2632 The system shall have the capability to apply the applicable Liquidate Progress Manage Entitlement FAR Subpart 32.501-1
progress payment and liquidation rates (i.e. large business Payments, Advances and
80% and small business concerns 85%). Pre Payments
AP-2637 AP-1094 The system shall provide the capability to make contract Liquidate Progress Manage Entitlement DFARS 252.232-7002
financing payments against contracts designated as Foreign Payments, Advances and (12/91)
Military Sales (FMS) and apply the applicable Progress Pre Payments
Payment and Liquidation Rates.
Page 23
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2883 The Accounting System of Record must have the capability to Maintain Accounts Payable Maintain Accounts Payable DOD-IG Report D2007-065
reconcile the Accounts Payable, Pre-validation Request and Balance Balance
the Disbursement transactions.
AP-2891.04 AP-2891 To support the Funds Control/Funds Availability Editing activity, Maintain Accounts Payable Maintain Accounts Payable FSIO OFFM-N0-0106, req. 08.02.01 FSIO OFFM-N0-0106, req.
the Core financial system must provide automated functionality Balance Balance FME-09 FME-02
to validate funds availability prior to recording Expenditures
AP-2920 The Core financial system must provide automated Liquidate Progress Manage Execution Fund BEA 4.1 Busines Rule, OFFM-NO-0106, Jan 2006,
functionality in applying funds control to record advance Payments, Advances and Account ENT_Core_System_5 FME-12
payment refunds by document or document line. Pre Payments
AP-2921 The Core financial system must provide automated Liquidate Progress Maintain Accounts Payable BEA 4.1 Busines Rule, OFFM-NO-0106, Jan 2006,
functionality in applying funds control to record expenditures Payments, Advances and Balance ENT_Core_System_6 FME-12
incurred against advance payments made. Pre Payments
AP-2935 To support the Funds Control/Advances activity, the core Liquidate Progress Maintain Accounts Payable FSIO OFFM-NO-0106, req. 08.03.40
financial system must provide automated functionality to record Payments, Advances and Balance FME-31 (01/07)
expenditures incurred against advance payments made, Pre Payments
reducing the advance balance and liquidating the referenced
obligation.
AP-2972 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-001
goods or services and accrue an accounts payable, for Information Information 2007
operating materials and supplies held for use.
AP-2973 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-002
goods or services and accrue an accounts payable, for Information Information 2007
operating materials and supplies held in reserve for future use.
AP-2974 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-003
goods or services and accrue an accounts payable, for Information Information 2007
inventory purchased for resale.
AP-2975 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-004
goods or services and accrue an accounts payable, for Information Information 2007
inventory held in reserve for future sale.
Page 24
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2976 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-005
goods or services and accrue an accounts payable, inventory - Information Information 2007
raw materials.
AP-2977 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-006
goods or services and accrue an accounts payable, for Information Information 2007
inventory - finished goods.
AP-2978 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-007
goods or services and accrue an accounts payable, for Information Information 2007
commodities held under price support and stabilization support
programs.
AP-2979 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-008
goods or services and accrue an accounts payable, for Information Information 2007
stockpile materials held in reserve.
AP-2980 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-009
goods or services and accrue an accounts payable, for Information Information 2007
stockpile materials held for sale.
AP-2981 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-010
goods or services and accrue an accounts payable, for other Information Information 2007
related property.
AP-2982 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-011
goods or services and accrue an accounts payable, for land Information Information 2007
and land rights.
AP-2983 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-012
goods or services and accrue an accounts payable, for Information Information 2007
improvements to land.
AP-2984 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-013
goods or services and accrue an accounts payable, for Information Information 2007
buildings, improvements, and renovations.
Page 25
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2985 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-014
goods or services and accrue an accounts payable, for other Information Information 2007
structures and facilities.
AP-2986 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-015
goods or services and accrue an accounts payable, for Information Information 2007
equipment.
AP-2987 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-016
goods or services and accrue an accounts payable, for Information Information 2007
leasehold improvements.
AP-2988 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-017
goods or services and accrue an accounts payable, for internal- Information Information 2007
use software.
AP-2989 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-018
goods or services and accrue an accounts payable, for internal- Information Information 2007
use software in development.
AP-2990 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-020
goods or services and accrue an accounts payable, for other Information Information 2007
general property, plant, and equipment not otherwise classified
in the USSGL.
AP-2991 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-021
goods or services and accrue an accounts payable, for other Information Information 2007
assets not otherwise classified in the USSGL.
AP-2992 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-022
goods or services and accrue an accounts payable, for Information Information 2007
operating expenses/program costs.
AP-2993 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-023
goods or services and accrue an accounts payable, for Information Information 2007
nonproduction costs.
AP-2994 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B402-053
goods or services and accrue an accounts payable, for natural Information Information 2007
resources other than land (i.e. other natural resources).
Page 26
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-2995 The system shall have the capability to record an offset upon Maintain Accounts Payable Evaluate Payable Request USSGL TFM S2 07-02 aug B406-001
the delivery of operating materials and supplies held for use in Balance Information 2007
the same year the order was placed when the current-year
expended authority (recorded in a separate transaction) is
more than the original obligation, and accrue an accounts
payable.
AP-2996 The system shall have the capability to record an offset upon Maintain Accounts Payable Evaluate Payable Request USSGL TFM S2 07-02 aug B406-002
the delivery of operating materials and supplies held for use in Balance Information 2007
the same year the order was placed when the current-year
expended authority (recorded in a separate transaction) is
more than the original obligation, and accrue an accounts
payable. The budget authority is for unobligated funds exempt
from apportionment.
AP-2997 The system shall have the capability to record an offset upon Maintain Accounts Payable Evaluate Payable Request USSGL TFM S2 07-02 aug B406-004
the delivery of operating materials and supplies held in reserve Balance Information 2007
for future use in the same year the order was placed when the
current-year expended authority (recorded in a separate
transaction) is more than the original obligation, and accrue an
accounts payable.
AP-2998 The system shall have the capability to record an offset upon Maintain Accounts Payable Evaluate Payable Request USSGL TFM S2 07-02 aug B406-005
the delivery of operating materials and supplies held in reserve Balance Information 2007
for future use in the same year the order was placed when the
current-year expended authority (recorded in a separate
transaction) is more than the original obligation, and accrue an
accounts payable. The budget authority is for unobligated
funds exempt from apportionment.
AP-2999 The system shall have the capability to record an offset upon Maintain Accounts Payable Evaluate Payable Request USSGL TFM S2 07-02 aug B406-007
the delivery of inventory purchased for resale in the same year Balance Information 2007
the order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
Page 27
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3000 The system shall have the capability to record an offset upon Maintain Accounts Payable Evaluate Payable Request USSGL TFM S2 07-02 aug B406-008
the delivery of inventory purchased for resale in the same year Balance Information 2007
the order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
AP-3001 The system shall have the capability to record an offset upon Maintain Accounts Payable Evaluate Payable Request USSGL TFM S2 07-02 aug B406-010
the delivery of inventory held in reserve for future sale in the Balance Information 2007
same year the order was placed when the current-year
expended authority (recorded in a separate transaction) is
more than the original obligation, and accrue an accounts
payable.
AP-3002 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-013
the delivery of raw materials inventory in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
AP-3003 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-014
the delivery of raw materials inventory in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
AP-3004 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-016
the delivery of finished goods inventory in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
Page 28
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3005 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-017
the delivery of finished goods inventory in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
AP-3006 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-019
the delivery of commodities held under price support and Information Information 2007
stabilization support programs in the same year the order was
placed when the current-year expended authority (recorded in
a separate transaction) is more than the original obligation, and
accrue an accounts payable.
AP-3007 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-020
the delivery of commodities held under price support and Information Information 2007
stabilization support programs in the same year the order was
placed when the current-year expended authority (recorded in
a separate transaction) is more than the original obligation, and
accrue an accounts payable. The budget authority is for
unobligated funds exempt from apportionment.
AP-3008 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-022
the delivery of stockpile materials held in reserve in the same Information Information 2007
year the order was placed when the current-year expended
authority (recorded in a separate transaction) is more than the
original obligation, and accrue an accounts payable.
AP-3009 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-023
the delivery of stockpile materials held in reserve in the same Information Information 2007
year the order was placed when the current-year expended
authority (recorded in a separate transaction) is more than the
original obligation, and accrue an accounts payable. The
budget authority is for unobligated funds exempt from
apportionment.
Page 29
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3010 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-025
the delivery of stockpile materials held for sale in the same Information Information 2007
year the order was placed when the current-year expended
authority (recorded in a separate transaction) is more than the
original obligation, and accrue an accounts payable.
AP-3011 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-026
the delivery of stockpile materials held for sale in the same Information Information 2007
year the order was placed when the current-year expended
authority (recorded in a separate transaction) is more than the
original obligation, and accrue an accounts payable. The
budget authority is for unobligated funds exempt from
apportionment.
AP-3012 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-028
the delivery of other related property in the same year the order Information Information 2007
was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
AP-3013 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-029
the delivery of other related property in the same year the order Information Information 2007
was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
AP-3015 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-032
the delivery of land and land rights in the same year the order Information Information 2007
was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
Page 30
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3016 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-034
the delivery of improvements to land in the same year the order Information Information 2007
was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
AP-3017 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-035
the delivery of improvements to land in the same year the order Information Information 2007
was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
AP-3018 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-037
the delivery of construction-in-progress in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
AP-3019 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-038
the delivery of construction-in-progress in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
AP-3020 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-040
the delivery of buildings, improvements, and renovations in the Information Information 2007
same year the order was placed when the current-year
expended authority (recorded in a separate transaction) is
more than the original obligation, and accrue an accounts
payable.
AP-3022 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-043
the delivery of other structures and facilities in the same year Information Information 2007
the order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3023 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-044
the delivery of other structures and facilities in the same year Information Information 2007
the order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
AP-3024 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-046
the delivery of equipment in the same year the order was Information Information 2007
placed when the current-year expended authority (recorded in
a separate transaction) is more than the original obligation, and
accrue an accounts payable.
AP-3025 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-047
the delivery of equipment in the same year the order was Information Information 2007
placed when the current-year expended authority (recorded in
a separate transaction) is more than the original obligation, and
accrue an accounts payable. The budget authority is for
unobligated funds exempt from apportionment.
AP-3026 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-049
the delivery of leasehold improvements in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
AP-3027 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-050
the delivery of leasehold improvements in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
AP-3028 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-052
the delivery of internal-use software in the same year the order Information Information 2007
was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
Page 32
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3029 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-053
the delivery of internal-use software in the same year the order Information Information 2007
was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
AP-3030 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-055
the delivery of internal-use software in development in the Information Information 2007
same year the order was placed when the current-year
expended authority (recorded in a separate transaction) is
more than the original obligation, and accrue an accounts
payable.
AP-3031 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-056
the delivery of internal-use software in development in the Information Information 2007
same year the order was placed when the current-year
expended authority (recorded in a separate transaction) is
more than the original obligation, and accrue an accounts
payable. The budget authority is for unobligated funds exempt
from apportionment.
AP-3032 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-058
the delivery of other natural resources in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable.
AP-3033 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-059
the delivery of other natural resources in the same year the Information Information 2007
order was placed when the current-year expended authority
(recorded in a separate transaction) is more than the original
obligation, and accrue an accounts payable. The budget
authority is for unobligated funds exempt from apportionment.
Page 33
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3034 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-061
the delivery of other general property, plant, and equipment in Information Information 2007
the same year the order was placed when the current-year
expended authority (recorded in a separate transaction) is
more than the original obligation, and accrue an accounts
payable.
AP-3035 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-062
the delivery of other general property, plant, and equipment in Information Information 2007
the same year the order was placed when the current-year
expended authority (recorded in a separate transaction) is
more than the original obligation, and accrue an accounts
payable. The budget authority is for unobligated funds exempt
from apportionment.
AP-3036 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-064
the delivery of other assets in the same year the order was Information Information 2007
placed when the current-year expended authority (recorded in
a separate transaction) is more than the original obligation, and
accrue an accounts payable.
AP-3037 The system shall have the capability to record an offset upon Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-065
the delivery of other assets in the same year the order was Information Information 2007
placed when the current-year expended authority (recorded in
a separate transaction) is more than the original obligation, and
accrue a contract holdback. The budget authority is for
unobligated funds exempt from apportionment.
AP-3038 The system shall have the capability to record additional Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-067
operating expenses/ program costs incurred upon the delivery Information Information 2007
of goods and services in the same year the order was placed
when the current-year expended authority (partially recorded in
a separate transaction) is more than the original obligation, and
accrue an accounts payable.
Page 34
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3039 The system shall have the capability to record additional Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-068
operating expenses/ program costs incurred upon the delivery Information Information 2007
of goods and services in the same year the order was placed
when the current-year expended authority (partially recorded in
a separate transaction) is more than the original obligation, and
accrue an accounts payable. The budget authority is for
unobligated funds exempt from apportionment.
AP-3040 The system shall have the capability to record additional Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-070
nonproduction costs incurred upon the delivery of goods and Information Information 2007
services in the same year the order was placed when the
current-year expended authority (partially recorded in a
separate transaction) is more than the original obligation, and
accrue an accounts payable.
AP-3041 The system shall have the capability to record additional Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug B406-071
nonproduction costs incurred upon the delivery of goods and Information Information 2007
services in the same year the order was placed when the
current-year expended authority (partially recorded in a
separate transaction) is more than the original obligation, and
accrue an accounts payable. The budget authority is for
unobligated funds exempt from apportionment.
AP-3053 The system shall have the capability to record the accrual of Evaluate Payable Request Evaluate Payable Request DoDFMR,"Volume 4, USSGL TFM S2 07-02 aug B418-001
interest expenses on borrowing from the Bureau of the Public Information Information Chapter 9, 090304 (01/07) 2007
Debt and/or the Federal Financing Bank incurred but not paid.
AP-3054 The system shall have the capability to record the accrual of Evaluate Payable Request Evaluate Payable Request DoDFMR,"Volume 4, USSGL TFM S2 07-02 aug B418-002
interest expenses on securities incurred but not paid. Information Information Chapter 9, 090304 (01/07) 2007
AP-3055 The system shall have the capability to record the accrual of Evaluate Payable Request Evaluate Payable Request DoDFMR,"Volume 4, USSGL TFM S2 07-02 aug B418-003
other interest expenses incurred but not paid. Information Information Chapter 9, 090304 (01/07) 2007
AP-3056 The system shall have the capability to record the accrual of Evaluate Payable Request Evaluate Payable Request DoDFMR,"Volume 4, USSGL TFM S2 07-02 aug B418-004
interest expenses on borrowing from the Bureau of the Public Information Information Chapter 9, 090304 (01/07) 2007
Debt and/or the Federal Financing Bank incurred but not paid,
for unobligated funds exempt from apportionment.
AP-3057 The system shall have the capability to record the accrual of Evaluate Payable Request Evaluate Payable Request DoDFMR,"Volume 4, USSGL TFM S2 07-02 aug B418-005
interest expenses on securities incurred but not paid, for Information Information Chapter 9, 090304 (01/07) 2007
unobligated funds exempt from apportionment.
Page 35
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3058 The system shall have the capability to record the accrual of Evaluate Payable Request Evaluate Payable Request DoDFMR,"Volume 4, USSGL TFM S2 07-02 aug B418-006
other interest expenses incurred but not paid, for unobligated Information Information Chapter 9, 090304 (01/07) 2007
funds exempt from apportionment.
AP-3264 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-001
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for operating and material and supplies held
for use. Expended authority is less than the original obligation
and the authority is not expired - Recovery is previously
anticipated.
AP-3265 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-002
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for operating and material and supplies held
in reserve for future use. Expended authority is less than the
original obligation and the authority is not expired - Recovery is
previously anticipated.
AP-3266 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-003
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for inventory purchased for resale. Expended
authority is less than the original obligation and the authority is
not expired - Recovery is previously anticipated.
AP-3267 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-004
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for inventory held in reserve for future sale.
Expended authority is less than the original obligation and the
authority is not expired - Recovery is previously anticipated.
AP-3268 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-005
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for inventory - raw materials. Expended
authority is less than the original obligation and the authority is
not expired - Recovery is previously anticipated.
AP-3269 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-006
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for inventory - finished goods. Expended
authority is less than the original obligation and the authority is
not expired - Recovery is previously anticipated.
Page 36
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3270 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-007
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for commodities held under price support
and stabilization support programs. Expended authority is less
than the original obligation and the authority is not expired -
Recovery is previously anticipated.
AP-3271 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-008
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for stockpile materials held in reserve.
Expended authority is less than the original obligation and the
authority is not expired - Recovery is previously anticipated.
AP-3272 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-009
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for stockpile materials held for sale.
Expended authority is less than the original obligation and the
authority is not expired - Recovery is previously anticipated.
AP-3273 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-010
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other related property. Expended
authority is less than the original obligation and the authority is
not expired - Recovery is previously anticipated.
AP-3274 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-011
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for land and land rights. Expended authority
is less than the original obligation and the authority is not
expired - Recovery is previously anticipated.
AP-3275 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-014
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for improvements to land. Expended
authority is less than the original obligation and the authority is
not expired - Recovery is previously anticipated.
Page 37
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3276 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-015
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for contruction-in-progress. Expended
authority is less than the original obligation and the authority is
not expired - Recovery is previously anticipated.
AP-3277 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-016
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for buildings, improvements, and
renovations. Expended authority is less than the original
obligation and the authority is not expired - Recovery is
previously anticipated.
AP-3278 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-017
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other structures and facilities. Expended
authority is less than the original obligation and the authority is
not expired - Recovery is previously anticipated.
AP-3279 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-018
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for equipment. Expended authority is less
than the original obligation and the authority is not expired -
Recovery is previously anticipated.
AP-3280 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-019
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for leasehold improvements. Expended
authority is less than the original obligation and the authority is
not expired - Recovery is previously anticipated.
AP-3281 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-020
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for internal-use-software. Expended authority
is less than the original obligation and the authority is not
expired - Recovery is previously anticipated.
Page 38
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3282 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-021
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for internal-use-software in development.
Expended authority is less than the original obligation and the
authority is not expired - Recovery is previously anticipated.
AP-3283 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-022
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other natural resources. Expended
authority is less than the original obligation and the authority is
not expired - Recovery is previously anticipated.
AP-3284 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-023
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other general property, plant, and
equipment. Expended authority is less than the original
obligation and the authority is not expired - Recovery is
previously anticipated.
AP-3285 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-024
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other assets. Expended authority is less
than the original obligation and the authority is not expired -
Recovery is previously anticipated.
AP-3286 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-025
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for operating expenses/program costs.
Expended authority is less than the original obligation and the
authority is not expired - Recovery is previously anticipated.
AP-3287 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-026
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for nonproduction costs. Expended authority
is less than the original obligation and the authority is not
expired - Recovery is previously anticipated.
Page 39
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3288 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-056
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for operating and material and supplies held
for use. Expended authority is less than the original obligation
and the authority is not expired - Unapportioned authority not
previously anticipated.
AP-3289 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-057
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for operating and material and supplies held
in reserve for future use. Expended authority is less than the
original obligation and the authority is not expired -
Unapportioned authority not previously anticipated.
AP-3290 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-058
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for inventory purchased for resale. Expended
authority is less than the original obligation and the authority is
not expired - Unapportioned authority not previously
anticipated.
AP-3291 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-059
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for inventory held in reserve for future sale.
Expended authority is less than the original obligation and the
authority is not expired - Unapportioned authority not previously
anticipated.
AP-3292 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-060
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for inventory - raw materials. Expended
authority is less than the original obligation and the authority is
not expired - Unapportioned authority not previously
anticipated.
Page 40
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3293 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-061
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for inventory - finished goods. Expended
authority is less than the original obligation and the authority is
not expired - Unapportioned authority not previously
anticipated.
AP-3294 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-062
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for commodities held under price support
and stabilization support programs. Expended authority is less
than the original obligation and the authority is not expired -
Unapportioned authority not previously anticipated.
AP-3295 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-063
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for stockpile materials held in reserve.
Expended authority is less than the original obligation and the
authority is not expired - Unapportioned authority not previously
anticipated.
AP-3296 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-064
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for stockpile materials held for sale.
Expended authority is less than the original obligation and the
authority is not expired - Unapportioned authority not previously
anticipated.
AP-3297 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-065
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other related property. Expended
authority is less than the original obligation and the authority is
not expired - Unapportioned authority not previously
anticipated.
AP-3298 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-066
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for land and land rights. Expended authority
is less than the original obligation and the authority is not
expired - Unapportioned authority not previously anticipated.
Page 41
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3299 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-067
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for improvements to land. Expended
authority is less than the original obligation and the authority is
not expired - Unapportioned authority not previously
anticipated.
AP-3300 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-068
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for contruction-in-progress. Expended
authority is less than the original obligation and the authority is
not expired - Unapportioned authority not previously
anticipated.
AP-3301 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-069
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for buildings, improvements, and
renovations. Expended authority is less than the original
obligation and the authority is not expired - Unapportioned
authority not previously anticipated.
AP-3302 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-070
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other structures and facilities. Expended
authority is less than the original obligation and the authority is
not expired - Unapportioned authority not previously
anticipated.
AP-3303 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-071
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for equipment. Expended authority is less
than the original obligation and the authority is not expired -
Unapportioned authority not previously anticipated.
Page 42
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3304 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-072
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for leasehold improvements. Expended
authority is less than the original obligation and the authority is
not expired - Unapportioned authority not previously
anticipated.
AP-3305 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-073
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for internal-use-software. Expended authority
is less than the original obligation and the authority is not
expired - Unapportioned authority not previously anticipated.
AP-3306 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-074
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for internal-use-software in development.
Expended authority is less than the original obligation and the
authority is not expired - Unapportioned authority not previously
anticipated.
AP-3307 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-075
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other natural resources. Expended
authority is less than the original obligation and the authority is
not expired - Unapportioned authority not previously
anticipated.
AP-3308 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-076
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other general property, plant, and
equipment. Expended authority is less than the original
obligation and the authority is not expired - Unapportioned
authority not previously anticipated.
Page 43
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3309 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-077
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for other assets. Expended authority is less
than the original obligation and the authority is not expired -
Unapportioned authority not previously anticipated.
AP-3310 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-078
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for operating expenses/program costs.
Expended authority is less than the original obligation and the
authority is not expired - Unapportioned authority not previously
anticipated.
AP-3311 The system shall have the capability to record the delivery of Evaluate Payable Request Evaluate Payable Request USSGL TFM S2 07-02 aug D134-079
goods and services ordered in a prior year and accrue an Information Information 2007
accounts payable for nonproduction costs. Expended authority
is less than the original obligation and the authority is not
expired - Unapportioned authority not previously anticipated.
AP-3317 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-078
adjustment due to corrections of errors that reduces the value Balance Balance 2007
of accounts payable.
AP-3318 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-079
adjustment due to changes in accounting principles that Balance Balance 2007
reduces the value of accounts payable.
AP-3319 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-084
adjustment due to corrections of errors that reduces the value Balance Balance 2007
of accrued interest payable.
AP-3320 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-085
adjustment due to changes in accounting principles that Balance Balance 2007
reduces the value of accrued interest payable.
AP-3321 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-086
adjustment due to corrections of errors that reduces the value Balance Balance 2007
of payables for transfers of currently invested balances.
AP-3322 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-087
adjustment due to changes in accounting principles that Balance Balance 2007
reduces the value of payables for transfers of currently
invested balances.
Page 44
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3323 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-088
adjustment due to corrections of errors that reduces the value Balance Balance 2007
of expenditure transfers payable.
AP-3324 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-089
adjustment due to changes in accounting principles that Balance Balance 2007
reduces the value of expenditure transfers payable.
AP-3326 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-068
adjustment due to corrections of errors that reduces the value Balance Balance 2007
of accounts payable from canceled appropriations.
AP-3327 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D308-069
adjustment due to changes in accounting principles that Balance Balance 2007
reduces the value of accounts payable from canceled
appropriations.
AP-3328 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-010
adjustment due to corrections of errors that increases the prior- Balance Balance 2007
period accounts payable balance.
AP-3329 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-011
adjustment due to changes in accounting principles that Balance Balance 2007
increases the prior-period accounts payable balance.
AP-3332 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-016
adjustment due to corrections of errors that increases the value Balance Balance 2007
of a prior-period balance in accrued interest payable.
AP-3333 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-017
adjustment due to changes in accounting principles that Balance Balance 2007
increases the value of a prior-period balance in accrued
interest payable.
AP-3334 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-018
adjustment due to corrections of errors that increases the Balance Balance 2007
payable for transfers of currently invested balances.
Page 45
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3335 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-019
adjustment due to changes in accounting principles that Balance Balance 2007
increases the payable for transfers of currently invested
balances.
AP-3336 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-020
adjustment due to corrections of errors that increases the value Balance Balance 2007
of a prior-period expenditure transfers payable.
AP-3337 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-021
adjustment due to changes in accounting principles that Balance Balance 2007
increases the value of a prior-period expenditure transfers
payable.
AP-3340 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-080
adjustment due to corrections of errors that increases the value Balance Balance 2007
of a reinstated accounts payable balance from a canceled
appropriation.
AP-3341 The system shall have the capability to record a prior period Maintain Accounts Payable Maintain Accounts Payable USSGL TFM S2 07-02 aug D312-081
adjustment due to changes in accounting principles that Balance Balance 2007
increases the value of a reinstated accounts payable balance
from a canceled appropriation.
AP-3366 AP-1211 The system shall record journal entries when recording the Generate Pro Forma Entries Generate Pro Forma Entries USSGL TFM S2 07-02 aug D508-001
reclassification of expended balances held back from for Contract Holdback for Contract Holdback 2007
contractors from accounts payable.
AP-3369 To support the progress payment process, the system shall Maintain Accounts Payable Maintain Accounts Payable DODFMR Volume 10,
have the capability to liquidate progress payments previously Balance Balance Chapter 10, 100205
made, upon receipt and processing of an invoice for the same
PIIN/SPIIN/CLIIN.
AP-3369.01 AP-3369 To support the progress payment process, the system shall Maintain Accounts Payable Maintain Accounts Payable DODFMR Volume 10,
calculate the recoupment/liquidation amount for progress Balance Balance Chapter 10, 100205
payments by multiplying the gross amount of the invoice by the
liquidation rate.
AP-3369.02 AP-3369 To support the progress payment process, the system shall Maintain Accounts Payable Manage Liabilities DODFMR Volume 10,
use the outstanding work in process (WIP) balance to liquidate Balance Chapter 10, 100205
progress payments, when the recoupment/liquidation amount
is greater than the outstanding WIP balance.
AP-3371 The system shall provide the capability to liquidate progress Liquidate Outstanding Maintain Accounts Payable DoDFMR Volume 10,
and advance payments when a cash refund/repayment is Account Receivable Balance Balance Chapter 2, 100207
recorded against the contract and accounting classification.
Page 46
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (4) Manage_Liabilities 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Source and Date Transaction
No. Reference
Number
AP-3388 To support the Intragovernmental processes, the system shall Calculate Adjustment ot Calculate Adjustment to TFM Volume I, Bulletin
provide the automated functionality to accrue expenses upon Undelivered Orders Undelivered Orders 2007-03, Section III, B.1
receipt of Seller's performance data or upon applying an
estimation methodology defined in the Intragovernmental
Order.
AP-3389 To support the Intragovernmental processes, the system shall Maintain Accounts Payable Maintain Accounts Payable TFM Volume I, Bulletin
provide the capability to identify and view obligation and Balance Balance 2007-03, Section III, B.2
payable balances that have had no activity for 180 days or
more.
AP-3392 To support the Intragovernmental processes, the system shall Evaluate Payable Request Evaluate Payable Request TFM Volume I, Bulletin
record advance payments as an asset. Information Information 2007-03, Section III, B.3
AP-3393 To support the Intragovernmental processes, the system shall Liquidate Progress Maintain Accounts Payable TFM Volume I, Bulletin
liquidate the asset recorded for an advance payment, and Payments, Advances and Balance 2007-03, Section III, B.3
record an expense upon receiving notice of performance or Pre Payments
billings.
AP-3409 The system shall record unfunded costs to be recorded for Establish Accounts Payable Establish Accounts Payable DoDFMR Volume 11A,
Project Orders that have been placed for agencies outside the Chpater 2, 020704
US Government (including reimbursable transactions pursuant
to the Foreign Military Sales Act). These costs will be recorded
for the Project Order issued, Billings made by the performing
activity, Reimbursements by the ordering activity and
Reimbursements obtained by the ordering activity from the
nonfederal customer.
Page 47
Manage Liabilities
External Non-
DoD User or
Non-DoD
Source
Manage Human
Human Resources
Resources Entitlement and Pay
Management Certified Human Resources
Management Pay Information
Real Property Environmental
and Installation Liability Information
Lifecycle
Management Perform Asset
Accountability
Acceptance Finalize Acceptance
Evidence for Other goods and
Services Monitor Contract or
Validate Invoice
Order Performance
Fast Pay
Shared Invoice
Certified Invoice
DoD Initiated
Payment Request
Financial Entitlement
Management
Confirmed Approved
Accounts Payable
Payment Adjustment
Adjustment Manage Payment
Confirmation and
Follow-up
Interest Owed Process
Calculate Adjustment
Interest
Accounting
Insufficient Funds Identified
Verify Funds
Availability
Accrued Liability Go To: Maintain Accrued
Liability Balance
Accounts Payable
Evaluate
and Liability
Liability
Information Department of
Information Accounts Payable Accounts Accounts Payable
Received Defense Fund
Payable (Adjusted)
Balance
Account
Holdback on Holdback
Acceptance? Released? Notification of
Calculate Insufficient
Receive Accounts Evaluate Payable Verify Asset or
Adjustment to Funds
Payable Supporting Request Expense Posting No No Generate Pro
Undelivered Receive Adjustment Recalculate New
Documentation Information Accounts Forma Entries for
Orders for Delivered Orders Accounts Payable
Required Adjustments to
and Accounts Payable Balance
Personnel Accounts Payable Undelivered Orders
Disbursing Yes
Accounting Yes Adjustment
Information
Information
Adjustments
to Undelivered
Establish Reclassify Contract Orders Pro
Additional Accounts Additional Accounts Outstanding
Retrieve Contract Holdback to Establish Forma
Payable Information Payable Information Maintain Accounts Outstanding Accounts Payable
Accounts Holdback Accounts Payable Accounts
Request Payable Balance Accounts Payable Balance
Payable Payable
Balance
Information
Generate Pro
Forma Entries for Accounts Payable
Cancel Payable Pro Forma
Post Cancel
Payments Pro Forma Entries
Generated
Accounts Payable Go To Capture Pro
Account Forma Entries
Outstanding
Accounts Accounts Payable
Payable Account Balance
Liquidate Progress Pre Paid Expense
Contract
Payments, Adjustment
Holdback
Account Advances and Pre Progress Payment Post Cancel
(Reversal) Payments Adjustment Payments Pro
Generate Pro Forma
Forma Entries for
Contract Holdback Accounts Payable
Account
Pre Paid Expense
Generate Pro
Adjustment
Forma Entries for
Contract Holdback
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (5) Manage_Entitlement 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-0159 The system shall provide automated functionality to view unmatched Certify Government Manage Entitlement MRM #15, DTR 4500.9-R-Part
detail line items on the POWERTRACK invoice. Credit Card Invoice II, Chap 212, (11/04)
AP-0182 The system shall provide a capability to match Interfund line item Maintain Entitlement Manage Entitlement JFMIP SR-02- 09.04.118
adjustments to original bill detail and adjustment requests. Information 02, 45
AP-0332 AP-1644 The system shall provide automated functionality to identify and Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.15
report payments that require 1099 reporting. Information PME-06, (01/07)
AP-0335 The system shall provide automated functionality to track and report Maintain Entitlement Manage Entitlement DoDFMR, Volume 1, Chapter 09/03.29 DoDFMR, Volume 1,
monthly and year-to-date number of discounts available, number Information 2, Add. 2 D7h (12/98); OFFM- Chapter 2, Add. 2 D11d
taken, number lost, number not taken because it was not No-0106, Jan 06, PMD-08 (12/98)
economically justified.
AP-0338 The system shall provide automated functionality to identify vendor Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.05
payments that are not subject to a Prompt Payment Act regulation. Information PMD-37 (01/06)
AP-0462 The system shall provide an authorized user the capability to view Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 01.01.29
on-line the foreign currency type and value, and US Dollar Information SMB-34
equivalent for a transaction in funds other than US Dollar.
AP-0477 AP-2149 The system shall provide a capability to populate a Delivery Order Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 08.03.32
with the Contract Clauses and Terms from the Blanket Purchase Information SMC-01
Agreement based on an exact match of the Contract Number.
AP-0484 The system shall provide the capability to capture the variance in Maintain Entitlement Manage Entitlement DODFMR Vol 01, Ch 2 Add. 2 09.02.65 OFFM-NO-0106, Jan 2006,
quantity by contract line item. Information D3(b)(12/98) PMC-09
AP-0508 The system shall provide a capability to preclude a duplicate posting Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 01.01.25
by Document Number and Modification Number/Amendment Information SMB-06 (01/06)
Number.
AP-0509 AP-1529 The system shall provide a capability to de-commit remaining funds Closeout Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.58
and post to the Standard General Ledger when a obligation Information PMC-12, JAN 2007
document is marked "Final".
AP-0510 AP-1511 The system shall provide the capability for an authorized user to set Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter
a period of time that the request for Material Inspection and Information 7, 070204
Receiving Report is generated to be sent to the commander of the
Receiving Activity. This request should include a list of missing
documents, the amount of cash discounts involved, possible interest
penalties for late payments and the dates on which notices were
sent to the Receiving Activity.
AP-0511 AP-1511 The system shall provide the capability for an authorized user to set Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter
a period of time that a subsequent request for Material Inspection Information 7, 070203
and Receiving Report is submitted at the receiving organization
level.
AP-0548 AP-1511 The system shall provide a capability for an authorized user to set a Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter
period of time that the request for Material Inspection and Receiving Information 7, 070203
Report data shall be sent to the Receiving Activity after the vendor
invoice is received.
AP-0566 The system shall provide a capability for an authorized user to Process Adjustment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.82
process an adjustment for an invoice. Against Entitlement PMC-18, (01/07)
Page 49
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (5) Manage_Entitlement 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-0580 'The system shall provide automated functionality to view Maintain Entitlement Manage Entitlement FSIO OFFM-N0-PME-03 09.05.31
adjustments (i.e. cancellations and corrections) in Receiving Report Information (01/07)
data.
AP-0586 The system shall provide the capability to allow an authorized user Process Adjustment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.49
to enter adjustments (cancellations/corrections) to Receipt and Against Entitlement PMB-01, JAN 2007
Acceptance report data.
AP-0704 The system shall provide automated functionality to view the Maintain Entitlement Manage Entitlement DoDFMR, Vol. 10, Chap. 9,
Change History of an Invoice. Information 090302 B, 4, a, 2, Feb. 1996;
OFFM-NO-0106, Jan 2006,
PME-02
AP-0705 The system shall provide automated functionality to view a specific Maintain Entitlement Manage Entitlement DoDFMR, Vol. 10, Chap. 9,
version of an Invoice. Information 090302 B 5, Feb. 1996; OFFM-
NO-0106, Jan 2006, PME-02
AP-0706 AP-0705 The system shall provide automated functionality to view the Maintain Entitlement Manage Entitlement DoDFMR, Vol. 10, Chap. 9,
differences, in content, between two versions of an Invoice. Information 090302 B, Feb. 1996; OFFM-
NO-0106, Jan 2006, PME-01
AP-1161 The system shall provide the capability to track and record Maintain Entitlement Manage Entitlement FAR Clause 52.232.33;34 TFM Vol 1 Part4 4540
information on each contract that is not paid by EFT, to include the Information (12/01)
following data elements: a) Contracting Office b) Vendor Name
c) PIIN/SPIIN (contract number) d) Vendor CAGE Code e) Vendor
DUNS Number f) Non-EFT Reason Code
AP-1184 The system must provide the capability to record detailed Certify Government Manage Entitlement JFMIP SR-02-02, 42 (01/07) 09.04.100
transactions associated with credit card purchases and allow users Credit Card Invoice
to change the accounting classification information by line item for
specific transactions.
AP-1258 The system shall provide the capability to identify and capture an Process Adjustment Manage Entitlement DoDFMR Volume 10, Chapter
explanation of adjustments made to the payment voucher. This Against Entitlement 9, 090302.B.4.a(2)
explanation may be electronically generated for general changes or
entered by a user.
AP-1473 To support the Payment Follow-Up process, the Core financial Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.04
system must provide automated functionality to report third-party Information PME-07 (01/07)
payments on the principal vendors’ IRS 1099-MISC forms.
AP-1473.01 AP-1473 The system shall provide automated functionality to collect data for Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.04
reporting third party payments on the principal vendors’ IRS 1099- Information PME-07 (01/07)
MISC forms.
Page 50
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (5) Manage_Entitlement 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-1491 The system must maintain an audit trail to original obligation Maintain Entitlement Manage Entitlement "DoDFMR,"Volume 01, 09.01.25
document. This documentation must contain the following items, as Information Chapter 02, Add. 2 D2a
applicable: (01/07)
(1) Link item.
(a) Stock number.
(b) Description.
(c) Quantity.
(d) Unit price.
(e) Total price.
(f) Estimated freight charges.
(2) Expiration date.
(3) Expected receipt date.
(4) Vendor identification.
AP-1492 To support the Document Referencing and Modification process, the Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.26
Core financial system must provide automated functionality to Information SMC-03 (01/07)
associate documents with related source documents (e.g.,
reimbursable agreements, purchase orders, contracts and delivery
orders, BPAs and call numbers, and grants) so that queries show all
related activity.
AP-1492.01 AP-1492 The system shall provide automated functionality to display all Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.26
documents related to a contract for query purposes. Information SMC-03 (01/07)
AP-1527 To support the Invoicing process the Core financial system must Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.54
provide automated functionality to update recurring payment Information PMC-15 (01/07)
information for changes in agreement terms, amounts, frequency,
etc.
AP-1536 The system shall provide automated functionality to track quantity Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.02.65
variances between the receiving report and obligation document. Information 02, Add. 2 D3b (01/07)
AP-1536.02 AP-1536 The system shall provide reporting capability for quantity variances. Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, 09.02.65
Information Chapter 02, Add. 2 D3b
(01/07)
AP-1541 The system must provide the capability to support payments made Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.02.70 OFFM-No-0106, PMA-02,
to financial institutions acting as agent for the vendor. Provide the Information 02, Add. 2 D8c (01/07) Jan 06
capability to report IRS 1099 data to the vendor instead of to the
financial institution.
AP-1541.01 AP-1541 The system shall provide automated functionality to ensure that IRS Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.02.70 OFFM -NO-0106, Jan
1099 data in Notice of Assignment is reported to the vendor, not the Information 02, Add. 2 D8c (01/07) 2006, PME-06
agent.
AP-1545 To support the Accounts Payable process, the Core financial system Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.74
must provide automated functionality to capture the following Information PMB-04 (01/06)
additional information on receipt documents (receiving reports):•
Receiving official; Dates products were delivered or services were
provided; Quantity/amount received; Vendor ID number and name;
ship locations.
Page 51
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (5) Manage_Entitlement 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-1553 To support the Invoicing process the Core financial system must Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.82
provide automated functionality to define reason codes and related Information PMC-18, (01/07)
descriptions for invoice processing actions in the following
categories:
• Invoice adjusted; Invoice held from payment schedule; Invoice
cancelled. For example, PH01, Payment Held, Vendor CCR status
expired, IA03, Invoice Adjusted, Unauthorized shipping charges
deducted, IC02, Invoice cancelled, Invoice re-submitted with new
invoice number.
AP-1555 To support the Invoicing process the Core financial system must Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.84
provide automated functionality to capture reason codes and related Information PMC-20, (01/07)
descriptions for the following types of invoice processing errors and
actions: Advantageous discount lost; Interest paid; Improper
payment made; Invoice adjusted; Invoice held from payment
schedule; Invoice cancelled.
AP-1556 To support the Invoicing process the Core financial system must Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.85
provide automated functionality to capture reason codes and related Information PMC-21, (01/07)
descriptions for improper invoices held or suspended (i.e., failed
validations).
AP-1569.02 AP-1569 The system shall provide the capability to automatically identify Maintain Entitlement Manage Entitlement 10 U.S.C. 2874 (10/04) 10 U.S.C. OFFM-No-0106, Jan 2006,
rent/lease payments by date of service and agency location in order Information 2874 PMC-14
to prevent duplicate payments.
AP-1582 The system shall provide automated functionality to collect Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.03.29 5 CFR 1315
information on discounts taken and lost and interest penalties for the Information 02, Add. 2 D7h (01/07); OFFM-
Prompt Payment Report. No-0106, Jan 2006, PMD37
AP-1586 The system shall provide information about each payment to reflect Maintain Entitlement Manage Entitlement "DoDFMR,"Volume 01, 09.03.33
the stage of the scheduling process that the payment has reached Information Chapter 02, Add. 2 D7l,
and the data each step was reached: (01/07)
(1) Payment warehoused.
(2) Schedule sent to disbursing agent.
(3) Payment issued by disbursing agent.
AP-1590 To support the Disbursing process, the Core financial system must Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.05
provide automated functionality to capture prompt payment Information PMD-37 (01/06)
information required by 5 CFR 1315, including discounts taken,
discounts lost, and interest paid.
AP-1599 To support the Payment Follow-Up process, the Core financial Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.17
system must provide automated functionality to query invoice status Information PME-01, (01/07)
information. Parameters include: vendor number, vendor name
(legal, DBA or division), TIN, DUNS number and vendor invoice
number. List the selected invoices, their due dates, the date that the
following stages were reached and the number of days between
each date: Invoice received; Invoice suspended due to validation
errors; Invoice held; Invoice returned to vendor; Invoice resubmitted
by vendor; Invoice approved and warehoused; Invoice scheduled for
payment (disbursement-in-transit); Invoice paid.
Page 52
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (5) Manage_Entitlement 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-1622 To support the Disbursing process, the Core financial system must Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.43
provide automated functionality to capture payment terms on Information PMD-53 (01/06)
obligations that are different than those specified on the associated
vendor record.
AP-1625 To support the Disbursing process, the Core financial system must Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.46
provide automated functionality to query disbursement data. Information PMD-17 (01/07)
Parameters include accounting period range, disbursement type(s)
to be included. Provide an option to exclude credit card transactions.
Result is the total number of payments made on time by
disbursement type. Query returns total number of on-time and late
payments made based on due date.
AP-1625.01 AP-1625 The system shall provide automated functionality to query Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.46
disbursement data by accounting period. Information PMD-17 (01/07)
AP-1625.02 AP-1625 The system shall provide automated functionality to query Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.46
disbursement data by disbursement type. Information PMD-17 (01/07)
AP-1626 To support the Disbursing process, the Core financial system must Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.47
provide automated functionality to capture the following additional Information PMD-38
information for IPAC transactions:
• Sender/originator TAS; Sender ALC; Sender SGL account; Sender
BETC; Sender DO symbol; Sender DUNS number; Sender DUNS+4
number, Customer/receiver TAS; Customer ALC; Customer SGL
account; Customer DUNS number, Customer DUNS+4 number;
Customer BETC; Customer Department Code.
AP-1627 To support the Disbursing process, the Core financial system must Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.48
provide automated functionality to capture the following additional Information PMD-45
information with IPAC reclassifications:
• Original DO symbol
• Voucher number.
AP-1630 To support the Disbursing process, the Core financial system must Payment Pending? Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.51
provide automated functionality to record vendor credit memoranda PMD-50 (01/07)
as accounts receivable or negative accounts payable.
AP-1630.01 AP-1630 To support the Disbursing process, the Core financial system must Payment Pending? Manage Entitlement DFAS, Jan 2007, FSIO OFFM- 09.04.51
provide automated functionality to record vendor credit memoranda N0-0106, req. PMD-50 (01/07)
as an adjustment to an accounts payable when the payment has not
been made.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-1635 To support the Payment Follow-Up process, the Core financial Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.04
system must provide automated functionality to maintain a history of Information PME-02
the following information for each payment made: Accounting
classification information; ALC; TAS/BETC; Referenced obligation
document number(s); Source document number(s) (reimbursable
agreement number, BPA and associated BPA call number, Contract
and associated delivery/task order number, and grant number);
Total invoice amount; Payment voucher document number; Vendor
invoice number; Vendor information (number, name, address, TIN,
and DUNS+4 number for CCR vendors); Payment address or bank
account number and routing number; Payment method (e.g., check,
EFT); Payment amount; Interest paid; Discount taken; Internal offset
made; Date due; Date paid.
AP-1635.01 AP-1635 The system shall maintain a history at the PIIN/SPIIN/CLIN/SLIN Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.04
level, of every payment made to include: DSSN, Payment Office, Information PME-02
Referenced obligation document number(s), Source document
number(s) (reimbursable agreement number, BPA and associated
BPA call number, Contract and associated delivery/task order
number, and grant number), Accounting classification information,
ALC, Appropriation charged , TAS/BETC, Vendor identification
number, Vendor invoice number (Payment Request Number),
Vendor name, Vendor address, Vendor TIN, Vendor DUNS+4
number (for CCR vendors), Payee Name, Payment address, Payee
Bank Routing Number, Payee Bank Account Number, Total invoice
amount, Discount Amount Taken, Interest paid, Offset amount
taken, Payment amount, Discount Amount Lost, Discount Amount
Offered But Not Taken, Payment voucher document number,
payment schedule number, Payment method (e.g., check, EFT),
Check Number or EFT Trace Number, Date due, Date paid.
AP-1640 The system must maintain an on-line history file of closed out Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.05.11 DoDFMR, Vol 01, Chapter
documents for a user-defined period of time. Information 02, Add. 2 D2c (01/07) 9, 090102, (08/00)
AP-1644 To support the Payment Follow-Up process, the Core financial Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.15 DoDFMR Vol.10, Chap. 6,
system must provide automated functionality to generate IRS Forms Information PME-06, (01/07) 060505 (02/96)
1099-MISC, 1099-INT and 1099-G in accordance with IRS
regulations and in current IRS acceptable format, including hard
copy and electronic form (i.e., bulk file). For example, produce an
IRS Form 1099-MISC for payments of $600 or more to a sole
proprietor for services rendered.
AP-1644.01 AP-1644 The system shall provide automated functionality to produce IRS Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.15 DoDFMR Vol.10, Chap. 6,
1099 for payments made to noncorporate contractors for services Information PME-06, (01/07) 060505 (02/96)
totaling $600 or more per contractor or royalties of $10 or more in
any calendar year.
AP-1644.02 AP-1644 The system shall provide automated functionality to produce IRS Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.15 DoDFMR Vol.10, Chap. 6,
1099 for payments made to corporations providing medical and Information PME-06, (01/07) 060505 (02/96)
health care services totaling $600 or more per contractor or royalties
of $10 or more in any calendar year.
Page 54
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-1644.03 AP-1644 The system shall provide automated functionality to capture data Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.15 DoDFMR Vol.10, Chap. 6,
required for 1099 reporting. Information PME-06, (01/07) 060505 (02/96)
AP-1649 To support the Payment Follow-Up process, the Core financial Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.20 DoDFMR, Vol 03, Chapter
system must provide automated functionality to generate the Information PME-04 (01/07) 11 (01/01)
Unmatched Invoice Document Lines Report. Result is a list of
selected invoice document numbers with document lines not
matched to obligations, receipts, and/or acceptance, as required by
the matching terms of the obligation (2, 3 or 4-way matching).
Report the following information for each invoice document listed:
Vendor number and name; Invoice number; Invoice date; Invoice
receipt date; Invoice amount; Referenced obligation number;
Document number; Document line number(s); Document line
amount(s); Document line accounting classification; Unmatched
document(s) (obligation, receipt and/or acceptance); Age, in days,
that invoice document line has been unmatched. Sorting options
include document number, vendor number, vendor name,
accounting classification and unmatched age.
AP-1658 To support the Payment Follow-Up process, the Core financial Maintain Entitlement Manage Entitlement FSIO OFFM-N0-PME-03 09.05.31
system must provide automated functionality to query payment data. Information (01/07)
Parameter is accounting period range. Result is number of
payments and percent of total by payment method (EFT vs. check).
AP-1658.01 AP-1658 The system shall provide automated functionality to query payment Maintain Entitlement Manage Entitlement FSIO OFFM-N0-PME-03 09.05.31
data by accounting period. Information (01/07)
AP-1660 To support the Payment Follow-Up process, the Core financial Maintain Entitlement Manage Entitlement FSIO OFFM-N0-PME-08 09.05.33 DoDFMR Vol. 1, Chap. 2,
system must provide automated functionality to query IRS 1099- Information (01/07) Add 2, 11.a (12/98)
MISC information. Parameters include calendar year, vendor name
(legal or DBA), TIN and DUNS+4 number. Result is details
supporting IRS 1099-MISC reporting.
AP-1660.01 AP-1660 'The system shall provide automated functionality to query payment Maintain Entitlement Manage Entitlement FSIO OFFM-N0-PME-08 09.05.33 DoDFMR Vol. 1, Chap. 2,
information supporting IRS 1099-MISC reporting to include calendar Information (01/07) Add 2, 11.a (12/98)
year, vendor name (legal or DBA), TIN, and DUNS+4 number.
AP-1661 To support the Payment Follow-Up process, the Core financial Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.34
system must provide automated functionality to query payments Information PME-09, Jan. 2007
data. Identify a sample of payments for review based on agency-
defined sampling criteria and the date(s) of payment. Result is a list
of invoice document numbers with drill down to invoice details,
including data required on a proper vendor invoice per 5 CFR 1315.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-1661.01 AP-1661 The system shall provide the capability to produce a reports to Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.34
identify a sampling of payments for review containing the following Information PME-09, (01/07)
examples of data elements:
a. Vendor Name
b. Invoice date
c. DUID
d. Vendor Invoice Number
e. Description (e.g., CLIN/SLIN/ELIN), price, and quantity of goods
and services rendered
f. Shipping and payment terms (IAW contract)
g. TIN
h. EFT Banking information (unless EFT is waived under 31CFR
208.4)
AP-1665 AP-1649 The system must generate aged requisitions. Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.06.01
Information 02, Add. 2 D10a (01/07)
AP-1666 AP-1649 The system must generate aged outstanding obligating documents Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.06.02
by entry date and expected receipt date. Information 02, Add. 2 D10c (01/07)
AP-1668 AP-1649 The system must generate aged, unmatched vendor invoice report. Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.06.04
Information 02, Add. 2 D10d (01/07)
AP-1669 The system must report, in accordance with OMB Circular A-125, Maintain Entitlement Manage Entitlement DoDFMR, Volume 1, Chapter 09.06.05
"Prompt Payments," the: (1) Number of interest penalties paid; (2) Information 2, Add. 2 D11d (01/07)
Amount of interest penalties paid; (3) Relative frequency, on a
percentage basis, of interest penalty payment to the total number of
payments; (4) Number, total amount, and relative frequency, on a
percentage basis, of payments made 5 days or more before the due
date, except where cash discounts were taken.
AP-1670 AP-1649 The system must generate status and procurement history for Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.06.06
documents such as multi-task contracts, grants, and blanket Information 02, Add. 2 D2g (01/07)
purchase agreements.
AP-1671 AP-1649 The system must produce detailed listing by level of funds control for Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.06.07
the commitment documents, obligation documents, and expenditure Information 02, Add. 2 D10e (01/07)
of funds.
AP-1675 AP-1649 The system must produce audit trail reports to support data Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.06.13
transferred from external systems to the financial system, including Information 02, Add. 2 D10i (01/07)
an error listing.
AP-1676 The system must retain for audit trail purposes the original machine Maintain Entitlement Manage Entitlement DoDFMR,"Volume 01, Chapter 09.06.14
readable records along with all amendments. Information 02, Add. 2, D2e, (01/07)
AP-1677 AP-1649 The system must record and maintain contracts and grants so that Maintain Entitlement Manage Entitlement DoDFMR, Volume 01, Chapter 09.06.15
fiscal year-to-date and inception-to-date information can be Information 02, Add. 2 D2f (01/07)
presented.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-1700 The system shall provide automated functionality to record and Maintain Entitlement Manage Entitlement Core Financial Systems GAO-04-763G JFMIP Core, pg. 35
report on delivery and call orders. Information Requirements, page 50; OFFM- (07/04)
NO-0106, Jan 2006, PMB-01
AP-1701 The system shall provide automated functionality to record Blanket Maintain Entitlement Manage Entitlement Core Financial Systems GAO-04-763G (07/04) ;
Purchase Agreements and records of call. Information Requirements, page 50 ; FSIO 08.03.19; 08.03.20
OFFM-N0-0106, req. FME-27;
FSIO OFFM-N0-0106, req.
FME-28
AP-1702 The system will provide the ability to allow orders to be reopened by Maintain Entitlement Manage Entitlement DoDFMR Vol. 1, Ch. 2, Add. 2; OFFM-NO-0106, Jan 2006,
authorized staff with contracting authority after final payment has Information D, 4c, Dec. 1998 SMC-07
been made.
AP-1702.01 AP-1702 The system shall provide automated functionality to allow orders to Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, SMC-07 14.01.05 DoDFMR Vol. 1, Ch. 2,
be reopened to post collections against the original standard Information (01/06) Add. 2; D, 4c, Dec. 1998
accounting classification structure at the CLIN/SLIN/ELIN level.
AP-1702.02 AP-1702 The system shall provide automated functionality to allow orders to Maintain Entitlement Manage Entitlement OFFM-NO-0106, Jan 2006, 14.01.05 DoDFMR Vol. 1, Ch. 2,
be reopened and re-establish the original standard accounting Information SMC-07 Add. 2; D, 4c, Dec. 1998
classification structure at the CLIN/SLIN/ELIN level in order to make
additional payments (e.g., vendor refunds).
AP-1702.03 AP-1702 In the event orders are closed in error (remaining CLIN/SLIN/ELINs Maintain Entitlement Manage Entitlement OFFM-NO-0106, Jan 2006, 14.01.05 DoDFMR Vol. 1, Ch. 2,
not paid and/or shipped/accepted), the system shall provide Information SMC-07 Add. 2; D, 4c, Dec. 1998
automated functionality to allow orders to be reopened in its entirety
with original standard accounting classification structure at the
CLIN/SLIN/ELIN level to make additional payments.
AP-1728 The system shall have the capability to track status of vendor Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 42, (01/07); 09.04.101 DoDFMR, (12/98)
invoices from receipt of the invoice through disbursement, including Information OFFM-NO-0106, Jan 2006,
those invoices returned to the vendor with reason codes. PME-01, PME-02
AP-1728.01 AP-1728 The system shall provide automated functionality to track the date of Maintain Entitlement Manage Entitlement DoDFMR, (12/98) Vol. 1, Chap. OFFM-NO-0106, Jan 2006,
each status change of vendor invoices. Information 2, Add. 2, D2c PMC-17, PMC-18, PMC-
19, PMC-20 and PMC-21.
AP-1732 The system shall provide the ability to maintain status on accounting Process Adjustment Verify Funds FSIO OFFM-N0-0106, req. 14.01.01 DoDFMR Volume 6B,
/ payment adjustments requested. Against Entitlement Availability SME-01 Chapter 13
AP-1750 The system will provide the ability to identify awarded contracts that Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 08.04.08
have amendments or modifications. Information FME-07 (01/07)
AP-1752 AP-1505 The system will provide the ability to record the authorized Maintain Entitlement Perform DoDFMR, Volume 01, Chapter 09.02.19
performance status variance value. Information Acceptance 02, Add. 2 D3a
Procedures for
Other Goods and
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-1771 AP-1586 The system shall provide the ability to provide information about Maintain Entitlement Manage Entitlement DoDFMR," 09.03.33
each payment to reflect the stage of the scheduling process which Information Volume 01,
the payment has reached and date each step was reached. Chapter 02,
Add. 2 D7l, (01/07)
AP-1789 AP-1631 The system shall have the capability to automatically re-entitle Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req.
(process) any payment request against an order which contained Information PMD-56, JAN 2007
canceled funds for which current funds have been obligated.
AP-1810 The system must provide the capability to record a discount lost Maintain Entitlement Maintain Accounts OFFM-NO-0106, Jan 2006, DoDFMR Vol 13, Chap 4,
against the appropriate expense account upon payment after the Information Payable Balance PMD-37 0404 (08/94)
discount date. (The accounts payable amount is still liquidated at
the net amount.)
AP-1829 AP-1142 The system shall provide automated functionality to record and Manage Entitlement DoD FMR vol1, Chpt 2, Add. 2 09.03.29
Maintain Entitlement FSIO OFFM-N0-0106, req.
maintain discount information. Information D7h, Jan 2007; OFFM-NO- PMD-37 - Blue Book -
0106, Jan 2006, PMD-01, 09.04.05
PMD-04, and PMD-08
AP-1837 The system shall provide automated functionality to capture discount Award Contract or Award Contract or OFFM-N0-0106, req. PMD-04, DoDFMR, Volume 10,
amounts at contract level, CLIN level or invoice line level. Acknowledge Order or Acknowledge Order PMD-10 (01/06), Chapter 2 (04/02)
Issue Modification or Issue
Modification
AP-1841 The system shall provide automated functionality to associate a Award Contract or Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.61
discount with a contract or other procurement order. Acknowledge Order or PMD-04 (01/06)
Issue Modification
AP-1845 The system shall provide the capability to capture the Fast Payment Maintain Entitlement Manage Entitlement DoDFMR, Volume 10, Chapter 09.02.60
clause identifier on the obligating document to determine whether or Information 10, 100301 (01/07)
not an accelerated payment is to be made.
AP-1952 The system shall provide authorized users the ability to view status Maintain Entitlement Manage Entitlement DoDFMR," Volume 1, Chapter 09.05.05 OFFM-NO-0106, Jan 2006,
of contractor payments on-line in real-time. Information 2, Add 2, D9, A (01/06) PMD-12 and PME-01
AP-1953 AP-1555 The system shall allow authorized users to view payment requests Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.84
and any reason codes and related descriptions. Information PMC-20, (01/07)
AP-1960 The system shall have automated functionality to record historical Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.04 DODFMR Volume 10,
payment data, to include these fields: payment amount, payment Information PME-02, (01/07) Chapter 1, March 2002
date, invoice received date, contract number, invoice number,
CLIN/SLIN/ELIN, and EFT Tracer Number or check.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-1967 The system shall provide automated functionality to capture actual Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.13 OFFM-NO-0106, Jan 2006,
and constructive acceptance dates, in order to correctly calculate the Information PMD-09 (01/06) PMB-05; OFFM-NO-0106,
valid Prompt Payment due date. Jan 2006, PMD-01
AP-1970 The system will capture the payment request receipt date related to Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.13
discount requirements. Information PMD-09
AP-1998 AP-1511 The system must be able automatically generate a request to the Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter Enterprise Activity Model
receiving activity for receiving and inspection / acceptance at user Information 7, 070203 A3151
specified intervals.
AP-2010 AP-1511 The system must be able to automatically generate a request to the Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter Enterprise Activity Model
procurement activity for payment requests that have no matching Information 7, 070203 A3151
order, asking for that order.
AP-2022 The system shall provide capaiblity to electronically notify and follow- Closeout Entitlement Manage Entitlement JFMIP SR-02-02, 49 09.06.17
up with the Administrating Contract Office for non-receipt of final Information
payment request for contracts that have been physically completed.
AP-2046 The system must be able to maintain non-quantitative account Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.05
information (e.g. POC, phone number). Information PMA-01(01/06)
AP-2048 The system will provide the ability to maintain multiple receiving and Maintain Entitlement Manage Entitlement DFAS Blue Book, Jan 2007, 09.01.05
remit to addresses for a given contract. Information FSIO OFFM-N0-0106, req.
PMA-01
AP-2098 The system shall provide automated functionality to produce an Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.05 Best Practice, as used by
Open amounts report, accessing the Inactive Vendor file for open Information PMA-01, (01/07) AMF Bowling Worldwide,
invoices, purchase orders (PO's), credits to allow correction or Inc.
completion of previous activity.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2102 To support the obligation process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 28 08.04.53 OFFM-NO-0106, Jan 2006,
financial management system must capture and maintain the Information PMc-01
following contract data elements
• obligating document number (if different from contract number);
• contractor name and address;
• contract administration office;
• payment office;
• unit of measure;
• unit price;
• extended price;
• quantity;
• variance amount or percentage allowed;
• total amount;
• payment terms and conditions (e.g., discount terms, applicable
payment clauses, withhold indicator, withhold percentage, etc.);
• delivery/performance schedule;
• estimated completion date;
• payment type (e.g., prompt pay, fast pay, progress pay, or partial
pay);
• names of government-designated receiving, invoice-approving,
and acceptance officials;
• shipping costs; and
• shipping terms, e.g., FOB destination.
AP-2130 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.41
financial management system must provide the following capability Information PMC-01, (01/07)
related to the payment request: Provide access to the bill, invoice,
or written request for payment.
AP-2137 The system must provide the capability to record reason codes for Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.16
returned and adjusted invoices, lost discounts, and late payments. Information PMC-17, (01/07)
AP-2185 The system must maintain sufficient and appropriate information for Maintain Entitlement Manage Entitlement JFMIP SR-00-3, 32; 13.06.07
reconciliation with the agency's Core Financial System. Information "DoDFMR," Volume 12,
Chapter 5
AP-2190 AP-1670 The system shall provide automated functionality to record, control, Maintain Entitlement Manage Entitlement DoDFMR, Volume 1, Chapter 09.06.06 OFFM-NO-0106, Jan 2006,
and track blanket purchase agreements and records of call. Information 2, Add. 2 D2g, (01/07) FME-27
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2212.01 AP-2212 The system shall provide automated functionality to record Maintain Entitlement Manage Entitlement "DoDFMR,"Volume 01, 09.01.25
adjustments (for example, item quantities and units, acceptance Information Chapter 02, Add. 2 D2a,
date, shipped quantities, and unit prices) and maintain a history of (01/07)
changes by userid and date.
AP-2226 The system must have the ability to review payment request. Maintain Entitlement Manage Entitlement JFMIP SR-00-3, 21; DoDFMR, 13.04.09
Information Volume 12, Chapter 5, (01/07)
AP-2257 The system must record relevant information, such as customer Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 38 09.04.74 FSIO OFFM-N0-0106, req.
name, customer identification number, phone number, multiple Information RMA-01
customer addresses (ship to, bill to), key contracts, shipping
restrictions, items and quantities ordered, date received and
shipping location.
AP-2338.01 AP-2338 The system shall provide the capability to receive a Purchase Card Certify Government Manage Entitlement FSIO OFFM-N0-0106, req. 14.01.26 DoD Government Charge
Billing Statement directly from the bank. Credit Card Invoice TLD-01 (01/07) Card Guidebook, Appendix
I-2
AP-2415 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.55
financial management system must access the contractor’s nine Information PMD-58
digit, numeric TIN and DUNS identification.
AP-2416 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 35 09.04.56
financial management system must provide an indicator (e.g., Y/N) Information
as to whether payments to the contractor are exempt from EFT.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2418 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 35 09.04.58
financial management system must access the following information Information
related to the contract, captured at obligation
- contract number and all associated delivery order numbers or task
order numbers (including modification number, if any); PO number
(including modification number, if any); BPA number and all
associated BPA call numbers (including modification number, if any)
- award date;
- obligating document number (if different from contract number);
- contractor name and address, including any previous company
name(s) used for the particular contract;
- contract administration office;
- payment office;
- product or service description;
- unit of measure;
- unit price;
- extended price;
- quantity;
- payment terms and conditions (e.g., discount terms, applicable
payment clauses, withhold indicator, withhold percentage, etc.);
- payment type (e.g., advance pay, progress pay, or partial pay);
- accounting information;
- names of government-designated receiving, certifying, and
acceptance officials;
- variance amount or percentage allowed; and
- total amount.
AP-2419 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 36 09.04.59
financial management system must provide access to a protest Information
decision that resulted in the award of costs.
AP-2420 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,36 09.04.60
financial management system must access the specified duration of Information
land rights acquired.
AP-2422 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,36 09.04.62
financial management system must provide access to the following Information
required information associated with the payment for PP&E acquired
under lease
- lease agreement and terms;
- amount of lease; and
- discount rate (if a lease).
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2423 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 36 09.04.63
financial management system must access the costs and asset Information
identifier(s) associated with the cleanup of PP&E.
AP-2424 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,36 09.04.64
financial management system must access the asset identifier Information
and/or project/program code and asset category (e.g., national
defense assets, multi-use heritage assets, and investments in non-
Federal property) associated with the payment.
AP-2425 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 37 09.04.65
financial management system must access the following information Information
associated with acquisitions related to software development
- total acquisition costs by line item description of phase (e.g.,
completion of conceptual formulation, design, and testing);
- transaction purpose (e.g., acquisition, data conversion, or repair);
- asset identifier or associated project/program; and
- elements of products and services acquired, e.g., training,
licenses, and manuals.
AP-2426 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,37 09.04.66
financial management system must access assignment of claim Information
information, as in the case of a bankruptcy or court ordered
restructuring, to ensure payment is made in accordance with the
assignment.
AP-2427 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,37 09.04.67
financial management system must access the contract terms Information
regarding delivery or constructive delivery.
AP-2428 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,37 09.04.68
financial management system must access the advance/prepayment Information
terms associated with a contract financing agreement.
AP-2429 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,37 09.04.69
financial management system must provide access to the bill, Information
invoice, or written request for payment.
AP-2432 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,38 09.04.72
financial management system must access the estimated cost of Information
work completed by a contractor for facilities or equipment
constructed or manufactured by contractors in accordance with
contract specifications.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2433 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,38 09.04.73
financial management system must access the following information Information
from the receiving report
- contract number and all associated delivery order numbers or task
order numbers (including modification number, if any); PO number
(including modification number, if any); BPA number and all
associated BPA call numbers (including modification number, if
any);
- description of products delivered or services performed;
- quantity of items delivered;
- unit of measure;
- date products delivered, or dates from/to services performed;
- date products received; and
- signature, printed name, phone number, and mailing address of
receiving official.
AP-2434 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,39 09.04.74
financial management system must access the following acceptance Information
information
- contract number and all associated delivery order numbers or task
order numbers (including modification number, if any); PO number
(including modification number, if any); BPA number and all
associated BPA call numbers (including modification number, if
any);
- product or service description;
- unit of measure;
- delivery/performance schedule;
- quantities accepted;
- quantity rejected;
- date rejected (returned);
- date products delivered or dates from/to services performed;
- receipt date;
- acceptance of products and services date;
- progress payment approval date;
- signature (or electronic alternative) of acceptance official;
- name, title, phone number, and mailing address of acceptance
official; and
- interest calculation date in accordance with Title 5, Part 1315 of the
AP-2436 To support the payment process, the agency’s single integrated Maintain Entitlement Maintain Accounts JFMIP SR-02-02, 39 (01/07) 09.04.76
financial management system must provide notification that receipt Information Payable Balance
and acceptance of products/services has occurred, title has passed,
terms of the contract have been met, or progress under the contract
has been made for a contract financing payment.
AP-2437 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,40 09.04.77
financial management system must access the acquisition cost of Information
each item and the proper accounting classification.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2439 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 40 09.04.79
financial management system must provide access to information Information
on the history of contractor deficiencies to determine if fast pay
abuse exists.
AP-2440 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 40 09.04.80
financial management system must access the contract number and Information
all associated delivery order numbers or task order numbers
(including modification number, if any); PO number (including
modification number,
if any); BPA number and all associated BPA call numbers (including
modification number, if any);
- contractor invoice number;
- total invoice amount; and
- name and address of contractor official to whom payment is to be
sent.
AP-2441 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 40 09.04.81
financial management system must access the name, signature, Information
and phone number of financial approving and certifying officers for a
voucher.
AP-2442 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 40 09.04.82
financial management system must access the appropriation or fund Information
symbol for each voucher.
AP-2443 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 40 09.04.83
financial management system must provide a partial payment Information
indicator.
AP-2444 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 40 09.04.84
financial management system must provide the ability to recognize, Information
for an invoice, that supplies or services have been received and
accepted.
AP-2446 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 40 09.04.86
financial management system must access the following information Information
associated with the payment of an asset
- asset identifier code(s);
- total asset or improvement costs, broken out by land or
structures/buildings (if possible and significant);
- category of PP&E (e.g., heritage assets, multi-use assets, general
PP&E, stewardship);
- quantity.
AP-2448 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 41 09.04.88
financial management system must identify project(s) associated Information
with a payment.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2454 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 41 (01/07) 09.04.94
financial management system must provide an indicator (e.g., Y/N) Information
as to whether the payment is for a commercial purchase card issuer.
AP-2456 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 41 09.04.96
financial management system must provide an indicator (e.g., Y/N) Information
as to whether the associated contract has a fast payment clause. If
yes, the contractor’s invoice triggers payment.
AP-2457 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 41 09.04.97
financial management system must access the following information Information
for intragovernmental payment and collection (IPAC) transactions
- ALC contact;
- contact telephone number;
- contact email address;
- originating ALC;
- customer ALC;
- amount;
- obligating document number;
- PO number;
- invoice number;
- pay flag;
- quantity;
- unit price;
- unit of issue;
- sender Treasury account symbol (e.g., appropriation); and
- receiver department code.
AP-2458 To support the payment process, the agency’s single integrated Process Adjustment Manage Entitlement JFMIP SR-02-02, 42 09.04.98
financial management system must Access the following information Against Entitlement
for IPAC adjustment transactions
- ALC contact;
- contact telephone number;
- contact email address;
- originating ALC;
- customer ALC;
- amount;
- original IPAC document reference number;
- original date accomplished; and
- original accounting date.
AP-2459 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 42 09.04.99
financial management system must access the following information Information
for IPAC zero-dollar transactions
- ALC contact;
- contact telephone number;
- contact email address;
- originating ALC; and
- customer ALC.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2461 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 43 & 44, 09.04.101
financial management system must support the following pre-audit Information (01/07)
verifications
- contract number is valid, and payee name is correct;
- required administrative authorizations for the procurement and
approvals for payment were obtained (names, titles, and phone
numbers);
- TIN or payee ID number provided;
- payment is not a duplicate payment;
- delivered items or services are in accordance with the contract
(quantities, prices, and amounts);
- payment amount is in accordance with the contract (including any
adjustments);
- payment tracking control number, i.e., the number that links the
invoice to the government payment;
- description of items and services, quantity, and price on the invoice
match the same elements in the contract to ensure that the correct
contract/order number has been cited by the vendor, the correct
obligation charged, and only contracted items/services and
quantities are paid for;
- cost effective discounts have been taken;
- all applicable deductions were made and credited to the proper
account in the correct amount;
- receipt, acceptance and payment are matched to funding source(s)
AP-2467 To support the payment process, the
in accordance with the contract; and agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 44 09.04.106
financial management system should provide an indicator (e.g., Y/N) Information
as to whether the contractor is exempt from registering through the
CCR (will become mandatory upon issuance of governmentwide
implementing
standard requirements).
AP-2468.01 AP-2468 To support the contract entitlement process, the core financial Maintain Entitlement Maintain Accounts JFMIP SR-02-02, 44 (01/07) 09.04.108
system must provide automated functionality to generate a letter or e- Information Payable Balance
mail to the vendor requesting an invoice for goods and services
already accepted. This request is to be sent 180 days after final
acceptance of goods and services.
AP-2469 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 44 09.04.109
financial management system should provide the ability to cross- Information
reference contract numbers and related interagency agreements.
AP-2470 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 44 09.04.110
financial management system should access the following optional Information
data elements of the contract
- line item number; and
- estimated completion date.
AP-2472 To support the payment process, the agency’s single integrated Certify Government Manage Entitlement JFMIP SR-02-02, 44 (01/07) 09.04.112
financial management system should access the names of Credit Card Invoice
individual(s) who must approve the invoice before payment can be
made.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2474 To support the payment process, the agency’s single integrated Manage Entitlement Manage Entitlement JFMIP SR-02-02, 45 09.04.114
financial management system should enable electronic receiving
report processing, submission of invoices, approval and signatures,
and notification alerts for pending actions.
AP-2476 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 45 09.04.116
financial management system should provide the ability to ―forward‖ Information
or make available the invoice data to others outside the finance
office (receiving and accepting personnel, contracting office
personnel) for receipt and acceptance sign-offs on-line.
AP-2479 The agency’s single integrated financial management system must Certify Government Manage Entitlement JFMIP SR-02-02, 56 & 57 09.02.89
provide access the following information at time of purchase card Credit Card Invoice (01/07)
approval
- card number;
- FY;
- appropriation/Treasury fund symbol;
- organization code;
- cost center;
- object class;
- project code;
- program code; and
- individual name/office name of cardholder.
AP-2480 The agency’s single integrated financial management system must Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 57 (01/07) 09.02.90
provide access the following information at time of invoice/payment Information
recorded by card issuing institution
- amount;
- card number; and
- individual name/office of cardholder.
AP-2482 To support the closeout process, the agency’s single integrated Closeout Entitlement Manage Entitlement JFMIP SR-02-02, 48 & 49 09.06.16
financial management system must provide a receiving report Information
containing a final indicator, with acceptance acknowledged by a
designated agency official including
- contract number and all associated delivery order numbers or task
order numbers (including modification number, if any); PO number
(including modification number, if any); BPA number and all
associated BPA call numbers (including modification number, if
any);
- date of receipt;
- date of acceptance; and
- final acceptance indicator.
AP-2484.01 AP-2484 To support the closeout process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02,49 09.06.17
financial management system must access or provide evidence that Information
the contractor’s final invoice has been submitted.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2485 To support the closeout process, the agency’s single integrated Closeout Entitlement Manage Entitlement JFMIP SR-02-02, 49 09.06.19
financial management system must provide where excess funds Information
have been identified, provide the document number under which the
funds were obligated, the amount of the de-obligation, and the date
of the de-obligation.
AP-2487 To support the closeout process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 49 09.06.20
financial management system Information
should provide an accounting document number.
AP-2488 To support the closeout process, the agency’s single integrated Manage Entitlement Manage Entitlement JFMIP SR-02-02, 63 09.06.21
financial management system
should enable electronic contracting, obligation of funds, approvals
and signatures, and notification
alerts for pending actions.
AP-2489 AP-1678 The system shall allow the receipt and acceptance to be recorded Maintain Entitlement Manage Entitlement DoDFMR, Volume 10, Chapter 09.02.60
against a previously disbursed Fast Pay invoice. No additional Information 10, 100301
processing will be initiated under this condition.
AP-2493 AP-1546 The system shall provide automated functionality to record the Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.75
following information from acceptance documents: Prime Information PMB-05, JAN 2007
Contractor (Vendor Name & Vendor ID); Contract Number
(PIIN/SPIIN); CLIN/SLIN, Quantity and Unit Of Measure; Acceptance
Point (i.e. Destination or Source); Shipment Number; Ship Date;
Asset Identification Number (UID); Ship to code (DoDAAC); Receive
Date; Acceptance Date; Receiving Official; and Item Description. All
of this data must be maintained within the contract history and
associated with each receipt and acceptance event.
AP-2495 AP-0484 The system shall be capable of recording and maintaining quantity Maintain Entitlement Manage Entitlement FAR 52.211-16 (04/84)
variances by contract line item in order to account for underages and Information
overages of items.
AP-2503 AP-1505 The system shall provide the capability for users to change the Award Contract or Award Contract or DoDFMR, Volume 01, Chapter 09.02.19
quantity variance tolerance levels. Acknowledge Order or Acknowledge Order 02, Add. 2 D3a (01/07)
Issue Modification or Issue
Modification
AP-2505 AP-0484 The system shall provide the capability for inquiry and reporting of Maintain Entitlement Manage Entitlement Federal Acquisition Regulation FAR 52.211- DoDFMR, Volume 01,
recorded variances at PIIN, SPIN, CLIN, SLIN and ELIN level. Information (FAR) (04/84); 'OFFM-NO- 16 Chapter 02,
0106, Jan 2006, PMB-05 Add. 2 D3b (12/98)
AP-2512 AP-0484 The system shall provide the capability for input/selection of the Award Contract or Award Contract or FAR Subpart 16 (06/07)
contract type (i.e., cost reimbursement, cost-plus fixed-fee, supplies, Acknowledge Order or Acknowledge Order
services, construction). Issue Modification or Issue
Modification
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2516 AP-0586 The system shall provide automated functionality to allow an Finalize Acceptance Finalize Acceptance FSIO OFFM-N0-0106, req. 14.01.38
authorized user to record receipt and acceptance data within the TLD-04, JAN 2006
system at the PIIN/SPIIN/CLIN/SLIN and Shipment level prior to
payment..
AP-2518 AP-0586 The system shall provide automated functionality to allow an Finalize Acceptance Finalize Acceptance FSIO OFFM-N0-0106, req. 14.01.38
authorized user to record receipt and acceptance data within the TLD-04, JAN 2006
system at the PIIN/SPIIN/CLIN/SLIN and Shipment level after
payment has been made.
AP-2530 AP-1125 The system must provide the capability to receive and process Manage Entitlement Manage Entitlement DoDFMR, Vol 10, Chap DFARS 252.232-7003
Source receipts and acceptance electronically (e.g. EDI 856 17(2/96) (03/07)
transaction sets) at the contract (PIIN/SPIIN), line item (CLIN/SLIN,
or ELIN) and shipment level.
AP-2531 AP-1125 The system must provide the capability to receive and process Process Adjustment Manage Entitlement FSIO OFFM-NO-0106, req. 09.02.49 DFARS 252.232-7003
adjustments (cancellations/corrections) to receipt and acceptance Against Entitlement PMB-01 (01/07) (03/07) AP Workshop
data at the contract (PIIN/SPIIN), line item (CLIN/SLIN, or ELIN) and
shipment level.
AP-2534 AP-1125 The system must provide the capability to receive and process Manage Entitlement Manage Entitlement DoDFMR, Vol 10, Chap 17 DFARS 252.232-7003
Destination receipts electronically (e.g. EDI 856 transaction sets) at (02/96) (03/07) AP Workshop
the contract (PIIN/SPIIN), line item (CLIN/SLIN, or ELIN) and
shipment level.
AP-2535 AP-1125 The system must provide the capability to receive and process Manage Entitlement Manage Entitlement DoDFMR, Vol 10, Chap 17 DFARS 252.232-7003
Destination acceptance electronically (e.g. EDI 861 transaction sets) (02/96) (03/07)
at the contract (PIIN/SPIIN), line item (CLIN/SLIN, or ELIN) and
shipment level.
AP-2536 AP-1125 Based on the receipt of an electronic document (e.g. EDI or XML Maintain Entitlement Manage Entitlement DoDFMR, Vol 10, Chap 17 DFARS 252.232-7003
transaction), the system must have the capability to record full Information (02/96) (03/07)
acceptance of goods and/or services at the contract (PIIN/SPIIN)
and line item (CLIN/SLIN, or ELIN) level.
AP-2537 AP-1125 Based on the receipt of an electronic document (e.g. EDI or XML Maintain Entitlement Manage Entitlement DoDFMR, Vol 10, Chap 17 DFARS 252.232-7003
transaction), the system must have the capability to record partial Information (02/96) (03/07) AP Workshop
receipt of goods and services at the contract (PIIN/SPIIN) and line
item (CLIN/SLIN, or ELIN) level.
AP-2538 AP-1125 Based on the receipt of an electronic document (e.g. EDI or XML Maintain Entitlement Manage Entitlement DoDFMR, Vol 10, Chap 17 DFARS 252.232-7003
transaction), the system must have the capability to record partial Information (02/96) (03/07)
acceptance of goods and services at the contract (PIIN/SPIIN) and
line item (CLIN/SLIN, or ELIN) level.
AP-2554 The system shall provide the capability to capture and maintain the Maintain Entitlement Manage Entitlement DFARS 246.6; DFARS 09.02.74 FSIO OFFM-N0-0106, req.
data elements of a Material Inspection and Receiving Report (DD Information Appendix F; JFMIP SR-02-02, PMB-04 (01/06)
Form 250) as defined in DFARS Appendix F. 48 & 49
AP-2594 AP-1531 The system shall provide the capability to support the FAR/DFAR Maintain Entitlement Perform DoDFMR, Volume 10, 09.02.60 FAR 13.3 , FAR 13.401
clauses for Fast Payments on the obligating document to determine Information Acceptance Chapter 10, 100301 (01/07); FAR 13.404 (09/06)
whether or not an accelerated payment is to be made. Procedures OFFM-NO-0106, Jan 2006,
FME-21 and PMD-01
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2617.01 AP-2617 The system shall provide the capability to document obligation Process Adjustment Verify Funds DoDFMR Vol 3, Chap 10 100202(B)
adjustments related to incentive or award fees, price adjustments, Against Entitlement Availability (12/00)
Navy shipbuilding, engineering services, tests, or evaluations by
comprehensive written documentation containing a statement that
the charges do not require, involve, or result in additional work or
changes in scope. This statement shall explain the circumstances,
contingencies, or management practices that necessitated the
adjustment.
AP-2634 AP-1094 The system shall have the capability to identify when FAR 52.232-30 Maintain Entitlement Manage Entitlement FAR 52.232-29 (02/02) FAR 52.232-30 (10/95)
is cited on the contract. Information
AP-2640.03 AP-2640 The system shall provide the capability to update the document line Maintain Entitlement Manage Entitlement FAR 52.209.3 and 52.209-4
items (CLIN, SLIN, or ELIN) upon receipt of First Article approval. Information (09/89)
AP-2640.06 AP-2640 The system shall provide the capability to identify the document line Maintain Entitlement Manage Entitlement FAR 52.209.3 and 52.209-4
item(s) at the CLIN, SLIN, or ELIN levels requiring approval of First Information (09/89)
Article.
AP-2670 AP-1094 The system shall have the capability of identifying obligation Maintain Entitlement Manage Entitlement FAR 52.247-48, July 1999 OFFM-NO-0106, Jan 2006,
documents that cite FAR 52.247-48 (Evidence of Shipment). Information PMD-01
AP-2695 The system shall have a capability to identify the type of contract Maintain Entitlement Manage Entitlement DFARS Subpart 216.1
(i.e. cost, cost plus, fixed price, etc.) Information
AP-2696 The system shall have a capability to identify the contract category Maintain Entitlement Manage Entitlement DOD 4000.25-5-M, Chapter 3,
(i.e. supplies, services, construction, etc.). Information C.3, Feb. 1999
AP-2697 The system shall provide the capability to flag obligation documents Maintain Entitlement Manage Entitlement FAR 52.232-32, Feb. 2002; FAR 52.232-16, Apr. 2003;
when both FAR clauses 52.232-32 and FAR.232-16 (Progress Information OFFM-NO-0106, Jan 2006, FAR Subpart 32.10
Payments) are cited on the same obligation document. PMD-01
AP-2697.02 The system shall provide a capability to reject the obligation Award Contract or Award Contract or FAR Subpart 32.1004
document citing competitive type awards (i.e., cost plus fixed-fee) Acknowledge Order or Acknowledge Order
authorizing performance based payments. Issue Modification or Issue
Modification
AP-2699 AP-0319 The system will provide an automatic reconciliation process between Maintain Entitlement Manage Entitlement JFMIP SR-01-01, 24 (01/07) 16.02.72 'OFFM-NO-0106, Jan
agencies as part of the Treasury Offset Program. Information 2006, PMD-36
AP-2711 AP-1095 The system shall provide the capability to identify contract disputes Maintain Entitlement Manage Entitlement FAR 33.202
and maintain changes in contract terms due to the contract dispute. Information
AP-2714 AP-1475 The system must provide the capability to capture error messages Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.09
and allow corrections to be made. Information PMA-10 (01/06)
AP-2726.04 AP-2726 The system shall have the capability to release payment of invoices Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.23
previously on hold upon receipt of modification ratifying name Information PMA-05 (01/06)
change request (Novation Agreement).
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2726.05 AP-2726 The system shall provide authorized users access with override Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.23
capability to release invoices previously on hold pending receipt of Information PMA-05 (01/06)
name change (Novation Agreement) modification.
AP-2736 The system shall provide automated functionality to create an audit Maintain Entitlement Manage Entitlement DoDFMR Vol. 10, App. B, OFFM-NO-0106, PMD-37.
trail for discounts offered and accepted/rejected. Information (02/96)
AP-2781 The system shall provide automated functionality to print reason Maintain Entitlement Manage Entitlement FSIO OFFMN0- 09.04.16 DoDFMR Vol. 10, Chap. 7,
codes for lost discounts. Information 0106, req. 070501 (07/02)
PMC-17 (01/06)
AP-2782 AP-1967 The system shall provide automated functionality to calculate Finalize Acceptance Finalize Acceptance DoDFMR Vol. 10, Chap. 7,
constructive acceptance if no actual acceptance is provided. 070202 B (07.02)
AP-2797 The system shall provide automated functionality to capture data Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, Req 01.02.26 DFARS 204.7108, May
elements identified as the standard accounting classification Information SMC-08, (01/07) 2007; SFIS Checklist,
structure IAW the Standard Financial Information Structure (SFIS). Mar. 2007
AP-2798 The system shall provide automated functionality to receive Maintain Entitlement Manage Entitlement DoDFMR, Volume 10, Chapter OFFM-NO-0106, Jan 2006,
contracts electronically. Information 17, Sub 170101, B, Feb. 1996 TLF-01
AP-2799 The system shall have automated functionality to receive contract Maintain Entitlement Manage Entitlement DoDFMR, Volume 10, Chapter OFFM-NO-0106, Jan 2006,
modifications electronically. Information 17, Sub 170101, B, Feb. 1996 TLF-01
AP-2802 The system shall provide the capability to maintain an SFIS standard Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, Req 01.05.50
accounting classification structure. Information SMA-10, (01/07)
AP-2803 The system shall provide automated functionality to capture and Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, Req 01.05.51 SFIS Checklist, March
maintain Demand Unique Identifier. Information SMA-11, 01/07) 2007
AP-2804 The system shall identify and maintain Organization Unique Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, Req 01.05.51 SFIS Checklist, March
Identifier (OUID) data elements: 1. Organization Unique Identifier Information SMA-11, 01/07) 2007
2. Agency Disbursing Identifier Code (DSSN) 3. Agency
Accounting Identifier Code (Fiscal Station)
AP-2818 The system shall provide the capability to identify when FAR 52.249- Maintain Entitlement Manage Entitlement FAR 52.249-8
8 (Termination for Default (Fixed-Price Supply and Service)) is cited Information
on the obligation document.
AP-2820 The system shall provide the capability to automatically apply and Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106 (01/06), 08.02.12
equitably distribute lump sum decrease modifications (i.e, $250 for Information FMC-11
extension of delivery schedule) at the CLIN/SLIN/ELIN on the
modification document.
AP-2907 The system shall have the capability to provide all (100%) Maintain Entitlement Manage Entitlement Public Law 105-264; 41 CFR DOD Government Charge
transportation invoice, payment and payment history data to GSA for Information 102-118.25 Card Guidebook
review and approval..
AP-2908 The system shall provide automatic capability for complete Maintain Entitlement Manage Entitlement GAO Standards for Internal DOD MRM #15, DTR 4500.9-R-
accounting traceability, to include transaction, standard accounting Information Control in the Federal Government Part II, Chap 212 (11/04)
classification structure, and each banking transaction assigned to a Government, (11/99); OFFM- Charge Card
specific transaction. NO-0106, Jan 2006, PME-02 Guidebook
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-2909 The system shall provide automatic capability to segregate role- Manage Entitlement Manage Entitlement DoD FMR Vol 5, Ch 1, Section DoD Government Charge
based capabilities and limit access to these functions to authorized 010505, Apr. 2005 Card Guidebook, Nov.
users. 2004
AP-2912 The system shall generate an audit trail of transactions recorded as Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 14.01.01
a document moves from its source through all document statuses Information SME-01, Jan. 2007
(e.g., the initial source may be documents that were entered online,
system-generated, and interfaced from other systems).
AP-2923 The Core financial system must provide automated functionality to Maintain Entitlement Manage Entitlement BEA 4.1 Busines Rule, OFFM--NO-0106, Jan
generate contract activity reports. Information ENT_Core_System_8 2006, FMF-03
AP-2931 The system must validate that duplicate documents are not Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 14.01.30
recorded, e.g., by editing document numbers or storing additional Information SMB-06 (01/07)
information that make the document number unique (as in date
stamp on a utility bill).
AP-2932 AP-2468.01 To support the contract entitlement process, the core financial Maintain Entitlement Manage Entitlement DoDFMR Volume 4, Chapter DoDFMR Volume 1,
system must provide automated functionality to generate a letter or e- Information 9, 090202.B Chapter 2, 020207.E
mail to the vendor requesting an invoice for goods and services
already accepted. This request is to be sent 180 days after final
acceptance of goods and services.
AP-2932.01 AP-2932 The system shall provide the capability to record acceptance Maintain Entitlement Manage Entitlement DoDFMR Volume 4, Chapter
information, regardless if the invoice has been received and Information 9, 90202.B
recorded.
AP-2932.02 AP-2932 The system shall have the capability to identify acceptance records Maintain Entitlement Manage Entitlement DoDFMR Volume 4, Chapter
that do not have an associated invoice, and their entry date. Information 9, 090202.B
AP-2933 To support the contract entitlement process, the core financial Maintain Entitlement Manage Entitlement DoDFMR Volume 4, Chapter DoDFMR Volume 1,
system must provide automated functionality to generate a follow-up Information 9, 090202.B Chapter 2, 020207.E
letter or e-mail to the vendor requesting an invoice for an goods or
services already accepted. This request is to be sent 180 days after
final acceptance of goods and services.
AP-3360 To support the Budget Authority process, the core financial system Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 08.01.34
must provide automated functionality to process revolving fund Information FMC-10 (01/07)
contracts, work orders, and projects. Monitor all related advances,
prepayments and reimbursements.
AP-3361.02 AP-3361 To support the Funds Control, the system shall provide the capability Match to Contract or Manage Entitlement FSIO OFFM-N0-0106, req. 08.03.24
to identify the obligation associated to an advance payment. Obligation Document FME-29
AP-3361.03 AP-3361 When recording an advance payment, the system shall obtain the Match to Contract or Manage Entitlement FSIO OFFM-N0-0106, req. 08.03.24
accounting information from the obligation when not entered on the Obligation Document FME-29
advance payment.
Page 73
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-3361.04 AP-3361 To support the Funds Control actiity, the system shall provide the Match to Contract or Establish Accounts FSIO OFFM-N0-0106, req. 08.03.24
capability to automatically record an obligation when no obligation Obligation Document Payable FME-29
on record matches an advance payment.
AP-3363 To support the Funds Control/Funds Availability Editing activity, the Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 08.04.14
core financial system must provide automated functionality to Information FME-08 (01/07)
maintain open documents to show the status of commitments,
obligations, advances, accruals and disbursements by document
(commodity) line item.
AP-3363.01 AP-3363 To support the Funds Control/Funds Availability Editing activity, the Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 08.04.14
system shall maintain status of all spending documents (e.g. Information FME-08, Jan 07
commitments, obligations, advances, accruals and disbursements)
at the line item level.
AP-3363.02 AP-3363 To support the Funds Control/Funds Availablity Editing activity, the Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 08.04.14
system shall maintain all records referencing a specific fund on the Information FME-08, Jan 07
active file (i.e. not archived), until the fund is closed.
AP-3364 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 40 (01/07) 09.04.78
financial management system must provide evidence of Information
performance indicator if payment was made prior to performance in
accordance with the fast or advance payment clause.
AP-3373 To support the Document Referencing and Modification process,the Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 08.02.24
core financial system must provide automated functionality to Information SMC-05
capture document modifications that do not affect the general
ledger, such as changes to vendor names, descriptions, etc.
AP-3374 To support the Document Referencing and Modification process,the Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 08.02.25
core financial system must provide automated functionality to Information SMC-06
associate document modifications and cancellations with the original
documents so that queries show all related activity.
AP-3375 To support the Document Referencing and Modification process,the Maintain Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 08.02.27
core financial system must provide automated functionality to Information SMC-09
capture the latest system processing status on all documents. •
Held: The user has decided to save (hold) the document and not
allow the system to process it. (Note: This status is distinguished
from invoices that are processed and warehoused, then ―held‖ from
inclusion in the payment schedule.) • Suspended: The document
has failed one or more system validations (edits) and is prevented
by the system from processing. The document is automatically
stored for later processing. Suspended documents may be
automatically processed by the system upon changes to underlying
data, such as available funds. • Pending Approval: The document
has passed all system validations. The system will not process the
document until all approvals required by the agency's workflow
configuration have been applied. Not all documents require
approvals. • Approved: The document has passed all system
validations (edits) and all required approvals have been applied. The
document is available for processing. • Processed: All related
accounting events have been recorded and system tables have
Page 74
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-3381 To support the Treasury Information Maintenance process, the core Maintain Entitlement Manage Entitlement FSIO OFFM-NO-0106, req. 09.05.36
financial system must provide automated functionality to define the Information FBA-06
GWA Reporter Category for GWA reporter ALCs as • IPAC Only •
CA$HLINK II Only • TDO Payments Only • IPAC and CA$HLINK II •
IPAC and TDO Payments • TDO Payments and CA$HLINK II, or •
IPAC, CA$HLINK II and TDO Payments.
AP-3384 To support the payment process, the agency’s single integrated Maintain Entitlement Manage Entitlement JFMIP SR-02-02, 44 09.04.109
financial management system should provide the ability to cross- Information
reference contract numbers and related interagency agreements.
AP-3385 To support the payment process for Intragovernmental Orders, the Maintain Entitlement Manage Entitlement TFM Volume I, Bulletin 2007-
core financial system shall provide the automated functionality to Information 03, Section III.A.1
match the Seller's performance data (i.e. data regarding the delivery
of goods and services) and bills to the Acknowledged
Intragovernmental Order
AP-3386 To support the payment process for Intragovernmental Orders, the Maintain Entitlement Manage Entitlement TFM Volume I, Bulletin 2007-
core financial system shall provide the automated functionality to Information 03, Section III, A.2
record Seller's performance data (i.e. data regarding the delivery of
goods and services) against pending or paid Intergovernmental bills.
AP-3387 To support the Intragovernmental processes, the Buyer's accounting Maintain Entitlement Manage Entitlement TFM Volume I, Bulletin 2007-
system shall capture all the detailed transactions associated with the Information 03, Section III, B
order (e.g. obligations, expenses, payables, and disubrsements) for
the life of the order.
AP-3394 To support the Intragovernmental processes, the system shall Manage Returned Manage Entitlement TFM Volume I, Bulletin 2007-
provide the capability to "chargeback" (i.e. reject) an Invoices 03, Section III, F.2
Intragovernmental transaction.
Page 75
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-3395 To support the Intragovernmental processes, the core financial Maintain Entitlement Manage Entitlement TFM Volume I, Bulletin 2007-
system shall have the capability to capture and maintain the Information 03, Section VI A.3
following information for an Intragovernmental Order:
a. The common agreement number (order number) and the funding
source.
b. The TAS for both Trading Partners.
c. The BETC for both Trading Partners.
d. The effective date and duration of the agreement, to include the
expiration of the funding source.
e. The amount and the method of payment.
f. The BPN number for both Trading Partners.
g. The method and frequency of performance (revenue and
expenses) reporting.
h. If applicable, provisions for advance payments and method of
liquidating such advance.
i. The parties’ right to modify, cancel, or terminate the agreement.
j. An alternative Dispute Resolution clause.
k. A clause specifying that if the Buyer cancels the order, the Seller
is authorized to collect costs incurred prior to cancellation of the
order plus any termination costs.
l. Accounting/finance office point of contact information, such as,
name, location, and telephone number. As well as, Contracting
Officer or Contracting Officer’s Technical Representative point of
contact information.
AP-3396 To support the Intragovernmental processes, the core financial Process Adjustment Review Funding TFM Volume I, Bulletin 2007-
system shall allow an authorized user to enter adjustments against Against Entitlement Request 03, Section VII C.1
accounting records associated with an Intragovernmental Order.
AP-3398 To support the Intragovernmental processes, the core financial Maintain Entitlement Manage Entitlement TFM Volume I, Bulletin 2007-
system shall provide the capability to record a monetary threshold to Information 03, Section VII C.2.b
be used by the user in determining if a contractual dispute should be
pursued. This threshold shall not exceed $100,000
AP-3399 To support processing of Intragovernmental transactions, the system Maintain Entitlement Manage Entitlement DoDFMR Volume 11A,
shall have the capability to recognize when a Intragovernmental Information Chapter 2
Order is a Project Order, in accordance with DoDFMR Volume 11A,
Chapter 2.
AP-3400 To support processing of Intragovernmental transactions, the system Maintain Entitlement Manage Entitlement DoDFMR Volume 11A,
shall have the capability to recognize when a Intragovernmental Information Chapter 3
Order is a Economy Act Order, in accordance with DoDFMR Volume
11A, Chapter 3.
AP-3403 To support the de-obligation process, the core financial system shall Process Adjustment Manage Entitlement DoDFMR Volume 11A,
provide functionality to de-obligate unused funds obligated to an Against Entitlement Chapter 3, 030404.B
Economy Act Order.
Page 76
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-3404 To support Intragovernmental processing, the system shall provide Maintain Entitlement Manage Entitlement DoDFMR Volume 11A,
the capability to capture and maintain the following information for Information Chapter 3, 030501
an Economy Act Order:
A. A description of the supplies or services ordered;
B. Delivery requirements;
C. A funds citation (either direct or reimbursable);
D. A payment provision which may include the citation of the
account number associated with a DoD purchase card (acquired
under the General Services Administration Smart Pay Program) or
the United States of America Card (acquired from the Treasury
Department); and
E. Acquisition authority as may be appropriate.
AP-3407 The system shall provide the capability to process payments against Process Payment Manage Entitlement DoDFMR volume 11A, Chapter
Fixed-Price Project Orders. Request 2, 020702
AP-3408 The system shall the capability to process payments against cost- Process Payment Manage Entitlement DoDFMR volume 11A, Chapter
Reimbursement Project Orders. Request 2, 020703
AP-3410 The system shall provide the capability to reimburse the performing Process Payment Manage Entitlement DoDFMR Volume 11A,
activity, costs incurred in the termination of project orders. Request Chpater 2, 020709
AP-3414 The system shall ensure that only one supplier is allowed for Maintain Entitlement Manage Entitlement DoDI 4000.19, Aug. 9, 1995
Intragovernmental Support Agreements (e.g. DD Form 1144). Information
AP-3415 The system shall allow multiple receiving offices to be entered and Maintain Entitlement Manage Entitlement DoDI 4000.19, Aug. 9, 1995
maintained for Intragovernmental Support Agreements (e.g. DD Information
Form 1144)
AP-3417 The system shall provide the capability to capture clauses (e.g. FAR Maintain Entitlement Manage Entitlement DoDI 4000.19, Aug. 9, 1995
Clauses) on an Intragovernmental Support Agreement (e.g. DD Information
Form 1144).
AP-3420 The system shall provide the capability to process General Services Process Payment Manage Entitlement DoDFMR Volume 10, Chapter
Administration (GSA) Noninterfund Billings (i.e. GSA 789, Request 10, 100104.B.2
Statement, Voucher and Schedule of Withdrawals and Credits)
AP-3421 The system shall provide the capability to adjust General Services Process Adjustment Manage Entitlement DoDFMR Volume 10, Chapter
Administration (GSA) Noninterfund Billings (i.e. GSA 789, Against Entitlement 10, 100104.B.3
Statement, Voucher and Schedule of Withdrawals and Credits) for
transportation-type discrepancies or results from a lost or damaged
parcel post shipment.
AP-3426 The system shall provide the capability to identify General Services Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter
Administration (GSA) Noninterfund Billings that have been paid, but Information 10, 100104.E.1
receipt has not been verified.
Page 77
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement No. and Date Source Source and Date Transaction
Reference
Number
AP-3427 The system shall provide the capability to notify the Receiving Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter
Activity when a General Services Administration (GSA) Noninterfund Information 10, 100104.E.1
Billings has been paid, but the receipt has not been verified.
AP-3428 The system shall provide the capability to process shipping Process Payment Manage Entitlement DoDFMR Volume 10, Chapter
surcharges for packing, packaging and preservation of material Request 10, 100104.E.2
related to a General Services Administration (GSA) Noninterfund
Billing. These surcharges are billed seperately and are not included
in the standard unit prices.
AP-3429 The system shall provide the capability to process GSA Motor Pool Process Payment Manage Entitlement DoDFMR Volume 10, Chapter
payment requests Request 10, 100104.E.4
AP-3432 The system shall provide the capability to process GSA Federal Process Payment Manage Entitlement DoDFMR Volume 10, Chapter
Telecommunication Services (FTS) payment requests Request 10, 100104.E.5
AP-3435 The system shall provide the capability to record the receipt of an Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter
invoice / payment request for services provided by the Government Information 10, 100105.B.3
Printing Office (GPO).
AP-3436 The system shall provide the capability to identify invoices / payment Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter
requests for services provided by the Government Printing Office Information 10, 100105.B.3
(GPO) which does not have a certified invoice on record.
AP-3437 The system shall provide the capability to notify the Ordering Activity Maintain Entitlement Manage Entitlement DoDFMR Volume 10, Chapter
of invoices / payment requests for services provided by the Information 10, 100105.B.3
Government Printing Office (GPO) which do not have a certified
invoice on record, 10 days after the payment request was received.
AP-3438 The system shall provide the capability to process a credit invoice Process Payment Manage Entitlement DoDFMR Volume 10, Chapter
against a payment request for services provided by the Government Request 10, 100105.B.5
Printing Office (GPO)
AP-3439 The core financial system shall provide the capability to identify Maintain Entitlement Manage Entitlement DoDFMR Volume 13, Chapter
Interagency, intra-agency, and interfund transactions separately Information 9, 09.03.02.H.6
identified in records so they can be properly treated in preparing
consolidated reports.
Page 78
Manage Entitlement
Credit Release form Returned Invoice
External Non- Memoranda Contract Obligation Request for Invoice 1099 Advice of Payment
(Rejected) Manage Buyer or Foreign Military Sales
DoD User or
Federal Register Seller Registration Expenditure Authority Foreign Military Sales
Non-DoD Credit Card Interest Rate Information (CCR) Response
Source Invoice Expenditure Authority
Request
Finalize Acceptance Award contract or
Closeout Contract Monitor Contract or
for Other goods and Acknowledge Order
Certify Government or Order Order Performance
Services Acknowledge or Issue
Credit Card Invoice
Acceptance Validate Invoice Other Goods Awarded Modification
Adjustment to
Evidence and Services Contract
be Made Monitor Contract
Shared
Fast Pay or Order
Invoice
Certified Invoice Contract or Order
Acknowledged
Certified Closure Information Contract Modification DoD Initiated
Intergov. Order
Credit Card Payment Request
Invoice
Financial Credit
Management Memoranda Capture Pro Forma Establish Accounts Post to General Maintain Accounts
Purchase Accounts Payable Entries Payable Ledger Payable Balance
Accountant Investment Capture Receivable Adjustment
Request Information Goods and Interest Owed
Additional Accounts Payable
Services
Information Request Contract
Acknowledgement Notification of
Holdback Pro
Certified Invoice Investment Forma Entries Pre Paid Expense Disbursement
Payment Request Adjustment Confirmed
Paid Disbursement Voucher - Disbursing Information Payment
Ready to Pay File [Rejected] -Return Payment Notice
Stop Payment Notice
Entitlement
Manage Payment
Payment Pending? Entitlement Confirmation and
Credit Memoranda No Information Follow-up
Updates
Payment Confirmed
Manage Go To: Maintain Accounts Payable Balance
Returned Monitor Contract or Order
Yes Invoices
Calculate and
Manage Offsets Final Payment
Contract or Order Closure Information for Contract
Closeout
Entitlement
Information Notification of
Contract Supplier
Fulfillment Information
Request for Action Process
Adjustment to be Made Adjustment Adjustment
`
Release from Contract Obligation to be Made Against Approved
Entitlement Adjustment
Obligation
Adjustment Approved Pro Forma
Generate Contract
Go To: Maintain Accounts Payable Balance Entry
Holdback Pro
Contract Holdback Forma
Awarded Contract Establish Contract
Contract Modification Required?
Acknowledged Intergov. Order Yes Contract Holdback
Holdback Account
NO
Acceptance Evidence Maintain
Entitlement Information
Entitlement
Updated
Information
Interest Rate
Entitlement
Modification or Information
Certified Invoice Change Vendor Name or Address Changed Updates
Acceptance Evidence
Fast Pay Invoice
Requirement Go To: Develop or Modify Contract or Order Entitlement
Certified Credit Card Invoice Information
Certified Invoice Investment Payment Request
Government Initiated Payment Request
Interfund Billing
Reimbursable Bill Request for
Process Payment Request
+ Administrative
Prevalidation Cancel Payment
Offset Entitlement
Response Cancel Payment Request
Additional Accounts Information
Payable Information Cancel Payment Notification [Returned]
Request Retrieve Request
Accounts Cancel Payment Response Process
Additional Accounts
Payable Entitlement Information Received Collections
Payable Information Accounts
Information Go To: Validate Cancel Payment Against
Request for Receivable Request Information Entitlement
Additional Accounts Payable Ready to Pay File
Funds Balance
Information Retrieved
Validation
Go To: Evaluate Payable Request
Information Manage Execution
Request for Fund Account Funds Entitlement Information Received
Prevalidation + Validation Go To: Validate Ready to Pay File Information
Response
Disbursing Paid Disbursement Ready to Pay File Rejected
Disbursing Information
Officer Voucher
Disburse
Ready to Pay File Collection Information Request for Additional Supporting
[Rejected] Collection Information
Notification of Collection to be Made
Paid Voucher Prepared Returned Payment Notice Rejected Collection
Manage Returned
Payments Reimbursable Bill
Interfund Billing Additional Supporting
Collect Collection Information
Stop Payment Notification Collection
Returned Payment Notice Stop Payment Notification Rejected
Billing
Technician
Generate Interfund Prepare
Billing Reimbursable Bill
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (6) Process_Payment_Request 12/1/2010
Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-0334 The system shall allow an authorized user to enter a tax withholding rate at Manage Payee Manage 'Tax Increase Prevention and
the vendor level (eg. CAGE level, TIN level). Status Entitlement Reconciliation Act of 2005
AP-0375 The system shall provide a capability for an authorized user to approve an Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-13, 09.04.01 DoD FMR Vol 10, Ch 1,
invoice for payment processing. Pay File Entitlement (01/06) Sub 010201 (H), March
2002
AP-0536.02 AP-1375 The system shall provide automated functionality to route manually Process Payment Manage DoDFMR, Volume 01, Chapter 02, 09.03.31
scheduled invoices for payment. This includes performing all the necessary Request Entitlement Add. 2 D7j (01/07); OFFM-NO-0106,
functions related to that payment; i.e. updating the payment history, the Jan 06, PMD-13
general ledger function, funds control function, and electronic approval.
AP-0572 The system shall provide automated functionality to route manually entered Process Payment Manage DoDFMR, Volume 01, Chapter 02, 09.03.31
invoices for electronic approval. Request Entitlement Add. 2 D7j (01/07)
AP-0588 The system shall be able to rematch (re-entitle) invoices to obligations, Manage Cash Manage FSIO OFFM-N0-0106, req. PMC-08, 09.02.50 OFFM-NO-0106, Jan 2006,
receiving reports and acceptance information when they have been Management Entitlement JAN 2007 PMD-12
scheduled for payment.
AP-0606 The system shall establish the default payment method (e.g. EFT) for each Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-01 09.01.05
vendor record. Status Entitlement (01/06)
AP-0607 AP-1487 The system shall automatically verify vendor data on a daily basis from the Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-17 09.01.21
start of the user identified period up to the payment date. Status Entitlement (01/06)
AP-0608 The system shall provide automated functionality to route manually entered Manage Payee Manage JFMIP SR-02-02, 45 (01/07) 09.04.114
vendor records to an authorized approving official. Status Entitlement
AP-0611 AP-1479 The system shall provide a capability for an authorized user to add, modify, Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-02 09.01.13
save, and delete a Notice of Assignment (NOA). Status Entitlement (01/06)
AP-0612 The system shall provide a capability to send an acknowledgment of a Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-02 09.01.13 FAR 32.803
Release of Assignment as an electronic notification to parties designated by Status Entitlement (01/06)
the Finance and Accounting Office.
AP-0613 The system shall require an authorized user to electronically validate and Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-02 09.01.13 FAR 52.232-23; FAR
approve/disapprove the input of Notice of Assignment and Release of Status Entitlement (01/06) 52.232-24
Assignment data.
AP-0614 The system shall require approval on all manually entered vendor records. Manage Payee Manage "DoDFMR," 09.02.44
Status Entitlement Volume 01,
Chapter 02,
Add. 2 D8e (12/98)
AP-0620 AP-1479 The system shall provide a capability to send an acknowledgment of a NOA Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-02 09.01.13
receipt as an electronic notification to the contracting office and other parties Status Entitlement (01/06)
designated by the Finance and Accounting Office.
AP-0622 The system shall provide automatic functionality to route information to a Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-02 09.01.13 DoDFMR Vol. 10, Chap. 3,
Third Party Payment Certification Official upon receipt of an approved Third Status Entitlement (01/07) 030202 (08/07)
Party assignment.
AP-0624 AP-1479 The system shall provide an on-line capability for an authorized user to add, Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-02 09.01.13
modify, save, and delete Third Party Payment Data. Status Entitlement (01/06)
AP-1093 The system shall automatically validate invoices from the authoritative Manage Payee Manage FSIO OFFM-N0-0106, req. PMC-06, 09.02.77
source for registered vendors (currently CCR) for current vendor information. Status Entitlement (01/07)
AP-1095 The system shall record vendor status indicators for the following categories Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-01, 09.01.05
to ensure proper payment to the correct party: a) bankruptcy b) notice of tax Status Entitlement (01/06)
levy c) notice of assignment d) contract dispute or litigation e) ratification
actions f) release of assignment.
AP-1096 The system shall allow vendors to be added/deleted/suspended from the Manage Payee Manage DoDFMR, Volume 01, Chapter 02, 09.02.44
vendor file with proper authorization. Status Entitlement Add. 2 D8e (12/98)
Page 80
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-1128 The system must provide the capability to allow a warehoused payment to Manage Cash Manage FSIO OFFM-N0-0106, req. SMC-09 08.02.27
be modified, cancelled, and/or put on hold. Management Entitlement
AP-1192 The system shall provide the capability to re-entitle payment requests that Process Payment Manage FSIO OFFM-N0-0106, req. SMC-09 09.02.41
were modified, cancelled, and/or put on hold. Request Entitlement
AP-1212 The system shall have the capability to reject ancillary system transactions Manage Payee Manage DoDFMR, Volume 1, Chapter 2, 09.02.31
which do not have a valid vendor identified. Status Entitlement Add. 2 D8g, (01/07)
AP-1212.01 AP-1212 The system shall have automated functionality to notify authorized users of Manage Payee Manage DoDFMR, Volume 1, Chapter 02, 09.02.31
CCR transaction rejects. Status Entitlement Add. 2 D8g (01/07)
AP-1212.02 AP-1212 The system shall have an override capability for processing CCR Manage Payee Manage ―DoDFMR,‖ Volume 01, Chapter 02, 09.02.31
transaction rejects. Status Entitlement Add. 2 D8g (01/07)
AP-1250 The system shall match an Invoice (PIIN, SPIIN, CLIN, SLIN) to an obligation Match to Contract or Manage FSIO OFFM-N0-0106, req. PMC-08, 09.02.50
document. Obligation Entitlement JAN 2007
Document
AP-1253 The system shall provide automated functionality to match a Match to Contract or Verify Funds FSIO OFFM-N0-0106, req. PMD-42; 09.02.51 MRM #15, DTR 4500.9-R-
POWERTRACK invoice against an established obligation, IAW procedures Obligation Availability DFAS 7900.4G, (01/07); PMC-08 Part II, Chap 212, (11/04)
in the Defense Transportation Regulation (DTR), Chapter 212. Document
AP-1313.01 AP-1313 The system shall have the capability to identify when Assignment of Claims Manage Payee Manage FAR Subpart 42.803; FAR Subpart 42.804
is activated (Notice of Assignment). Status Entitlement
AP-1313.02 AP-1313 The system shall provide the capability to identify the date of deactivation for Manage Payee Manage FAR Subpart 42.803 FAR Subpart 42.804
an Assignment of Claims (Release of Assignment). Status Entitlement
AP-1313.03 AP-1313 "The system shall provide the capability to track and record the following Manage Payee Manage FAR Subpart 42.803 FAR Subpart 42.804
data elements for Notice of Assignments (NOA): Status Entitlement
- PIIN/SPIIN (Contract Number)
- CAGE/DUNS number
- Company Name
- Assignee Payee Name
- Assignee Payee address
- Receipt date of NOA
- Effective date of NOA"
AP-1313.04 AP-1313 The system shall have the capability to track and record the input of Release Manage Payee Manage FAR Subpart 42.803 FAR Subpart 42.804
of Assignments (ROA): These are the following data elements: Status Entitlement
CAGE/DUNS Number .PIIN/SPIIN (Contract Number) .Company Name
.Payee Name (Assignee) .Payee Address (Assignee), Receipt Date
(Receipt of ROA) .Release Date of ROA
AP-1313.05 AP-1313 The system shall have the capability to prevent dual assignment of claims for Manage Payee Manage DoDFMR Vol 10, Ch 3, Subpara FAR Subpart 32.8; 22
the same contract document number (Notice of Assignment) and generate Status Entitlement 030114 (02/96) Comp Gen 520 (1942).
an alert to an authorized user. (Ref. 030114 DoDFMR Vol 10, Ch3).
AP-1313.06 AP-1313 In event there are dual assignment of claims (NOA) for the same contract , Manage Payee Manage DoDFMR Vol 10, Ch3, Subpara FAR Subpart 32.8; 22
the system shall validate the first assignment of claims has been Status Entitlement 030114 (02/96) Comp Gen 520 (1942)
released/ended before allowing activation of the second claim.
AP-1313.07 AP-1313 The system shall provide the capability to prevent the assignment of claims Manage Payee Manage DoDFMR Vol 10, Ch3, Subpara FAR Subpart 32.8; 22
(NOA) prior to the effective of its associated contract document number. Status Entitlement 030114 (02/96) Comp Gen 520 (1942)
Page 81
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-1313.08 AP-1313 The system shall have the capability to recognize the minimum dollar Manage Payee Manage DoDFMR Vol 10, Ch3, Subpara FAR Subpart 32.8; 31
amount ($1000 threshold) for activation of assignment of claims against Status Entitlement 030101 and 03010108 U.S.C. 3727(01/05); 41
various types of contracts (e.g., open-end, call-type, or indefinite delivery- U.S.C. 15
type contracts, basic ordering agreements, and unilateral purchase orders) .
AP-1313.09 AP-1313 The system shall have the capability to validate the minimum dollar amount Manage Payee Manage DoDFMR Vol 10, Ch3, Subpara FAR Subpart 32.8; 31
for Assignment of claims using the following criteria: CAGE/DUNS Number Status Entitlement 030101 and 0301010 (02/96) U.S.C. 3727 (01/05)
.PIIN/SPIIN (Contract Number) .Company Name .Assignee Payee Name
.Assignee Payee Address .Receipt Date of NOA .Effective Date of NOA
.Vendor Status Code .Assignment of Claims Dollar Amount
AP-1313.10 AP-1313.01 The system shall automatically identify assignees who are not registered in Manage Payee Manage FAR Subpart 4.11
CCR/CEFT upon receipt of Notice of Assignment requests. Status Entitlement
AP-1313.11 AP-1313 The system shall have the capability to track and record Assignees who are Manage Payee Manage FAR Subpart 4.11
not registered in CCR/CEFT. These are the following data elements: Status Entitlement
.CAGE/DUNS Number .PIIN/SPIIN (Contract Number) .Company Name
.Assignee Payee Name .Assignee Payee Address .Receipt Date of NOA
.Effective Date of NOA .Vendor Status Code
AP-1330 AP-1644 The system shall provide automated functionality to prepare a voucher for Prepare Ready to Manage FSIO OFFM-N0-0106, req. PME-06, 09.05.15
deposit with the assigned standard accounting classification structure and Pay File Entitlement (01/07)
1099 information for Federal Tax Withheld.
AP-1335 The system shall provide automated functionality for an authorized user to Prepare Ready to Manage DoD FMR Vol 10, Ch 1, , (03/02) Sub 010201
electronically certify a Voucher. Pay File Entitlement (H)
AP-1341 The system shall provide the capability to suspend payments with a Record Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-01, 09.01.05
Status Code of Deleted, Expired, or Suspended. Status Entitlement (01/07)
AP-1342 The system shall provide the capability to notify authorized users when a Manage Payee Manage FSIO OFFM-N0-0106, req. SMB- 14.01.56 FSIO OFFM-NO-0106, req
payment is prevented due to validation failure against the vendor file. (i.e. Status Entitlement 15(01/06) PMC-23(01/06
Vendor Status Code expiration, Banking data)
AP-1373 The system shall schedule payments in the currency billed unless the payee Prepare Ready to Manage JFMIP SR-01-01, 25 16.02.78 I TFM Part 4-2065.30
is located in a restricted country, or in an excess or near-excess currency Pay File Entitlement
country.
AP-1373.01 AP-1373 The system shall be able to identify restricted countries. Prepare Ready to Manage JFMIP SR-01-01, 25 16.02.78 I TFM Part 4-2065.30
Pay File Entitlement
AP-1373.02 AP-1373 The system shall be able to identify excess or near excess currency Prepare Ready to Manage JFMIP SR-01-01, 25 16.02.78 I TFM Part 4-2065.30
countries. Pay File Entitlement
AP-1388 AP-1479 The system shall provide the capability to make payments to a Third Party Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-02 09.01.13
Alternate Payee to comply with the following: a) Notices of Assignment b) Status Entitlement (01/06)
Court orders c) Internal Revenue Service Liens d) Levies e) Debts owed
to other Federal departments and agencies
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-1474.01 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-01, 09.01.05
system must provide automated functionality to capture the following vendor Status Entitlement Jan 2007
information: 1) Vendor ID number (agency-assigned) 2) Vendor name
(Legal) 3) Vendor name (DBA) 4) Vendor name (Division) 5) Vendor
Address 6) Business Type (support CCR published business rules for
business type; federal government, state government, state business, etc.)
7) US or Non-US, Product service codes, SIC code 8) NAICS code 9)
Credit card vendor indicator 10) DUNS number 11) DUNS+4 number for
each instance of banking information for CCR vendors 12) Prompt pay
indicator and type - or payment terms 13) IRS 1099 indicator 14) IRS W-
2 indicator 15) CCR registration indicator (required, exempt) 16) CCR
registration status (active or expired) 17) Comment field, Active/Inactive
indicator 18) Debarment indicator 19) Debarment start and end dates
20) GFRS and FACTS I trading partner codes for Federal vendors 21)
ALC (for Federal vendors) 22) Disbursing Office Symbol (for Federal
AP-1474.02 vendors) 23) Default payment method, e.g., 2) CCR registration status Manage Payee
1) CCR registration indicator (required/exempt);check, EFT 24) Alternate Manage FSIO OFFM-N0-0106, req. PMA- 09.01.05
(active or expired); 3) Comment field, Active/Inactive indicator; 4) Status Entitlement 01(01/06)
Department indicator, Debarment start/end dates; 5) GFRS and FACTS I
trading partner codes for federal vendors; 6) ALC (for federal vendors); 7)
Disbursing Office Symbol (for Federal vendors); 8) Default payment
method, e.g. check EFT; 9) Alternate payment methods; 10) TIN; 11)
Foreign address indicator; 12) Four remittance addresses for check
payments (including street address city state zip code and country); 13)
Contact name telephone number and e-mail address for each remittance
address; 14) Four instances of EFT banking information (including account
number account type (e.g. checking savings) and RTN); 15) Four instances
of EFT bank name and address; 15) Contact name telephone number and e-
mail address for each instance of EFT banking information accommodating
contact types defined as mandatory in CCR business rules.
AP-1475 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-10 09.01.09
system must provide automated functionality to validate for duplicate TIN Status Entitlement (01/06)
when adding or updating vendor records. Notify the agency when duplicate
TINs are identified. Allow the error message to be overridden.
AP-1476 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-12 09.01.10
system must provide automated functionality to maintain a history of Status Entitlement (01/07)
changes made to vendor information. Capture name of data item changed,
before and after values, entry date and time and ID of user who made the
change.
AP-1477 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-14 09.01.11
system must provide automated functionality to deactivate vendors on Status Entitlement (01/06)
demand or based on agency-specified length of time with no activity.
AP-1478 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-04 09.01.12
system must provide automated functionality to import CCR data. Update Status Entitlement (01/06)
vendor data for relevant changes contained in the CCR’s daily extract files.
Support the data definitions (e.g. data types; field lengths) used in CCR for
fields that are common to the CCR and the Core vendor file.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-1479 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-02 09.01.13
system must provide automated functionality to capture third-party payee Status Entitlement (01/06)
information associated a primary vendor including: Payee name; Payee point
of contact; Payee telephone number ; Payee email address; Remittance
address or banking information (account number, account type, RTN).
AP-1480 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-08 09.01.14
system must provide automated functionality to associate multiple DUNS Status Entitlement (01/06)
plus 4 numbers to a single DUNS number.
AP-1481 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-09 09.01.15
system must provide automated functionality to associate one DUNS+4 with Status Entitlement (01/06)
each instance of a vendor’s CCR banking information.
AP-1482 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-07 09.01.16
system must provide automated functionality to associate multiple DUNS Status Entitlement (01/06)
numbers with a single TIN.
AP-1483 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-11 09.01.17
system must provide automated functionality to query vendor file. Status Entitlement (01/07)
Parameters include: • Vendor number; Vendor legal name; Vendor DBA
Name; Vendor Division; Vendor TIN; DUNS number; IRS 1099 indicator;
Result is a display of all vendor data for the specified vendor. Output options
include an Excel formatted data file.
AP-1484 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-13 09.01.18
system must provide automated functionality to query vendor history. Status Entitlement (01/07)
Parameters include vendor number, change date range. Results include
date and time of change, ID of user who made the change, item name,
before and after data values.
AP-1485 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-15 09.01.19
system must provide automated functionality to prevent the deactivation of Status Entitlement (01/06)
vendors that have unliquidated obligations or unpaid invoices in the system.
AP-1487 To support the Payee Information Maintenance process, the Core financial Manage Payee Award Contract FSIO OFFM-N0-0106, req. PMA-17 09.01.21
system must provide automated functionality to prevent new obligation and Status or Acknowledge (01/06)
payment to vendors with expired CCR registrations. Order or Issue
Modification
AP-1487.03 AP-1487 The system shall suspend payments to vendors with expired CCR Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-17 09.01.21
registrations. Status Entitlement (01/07)
AP-1487.04 AP-1487 The system shall suspend payments to vendors that are not registered in Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-17 09.01.21
CCR. Status Entitlement (01/07)
AP-1487.07 AP-1487 The system shall automatically release payments that have been suspended Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-17 09.01.21
because of the expiration of the vendor's CCR registration, once vendor's Status Entitlement (01/07)
CCR registration has been reactivated.
AP-1488 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-03 09.01.22
system must provide automated functionality to associate vendor and Status Entitlement (01/06)
customer records that represent the same entity.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-1489 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-05 09.01.23
system must provide automated functionality to identify updated CCR Status Entitlement (01/06)
company names (legal, DBA or division) that are different than vendor
names on obligations. Generate an exception report to notify agencies of
contracts that require modification. Result is a list of selected vendor
numbers, details of the CCR company name change, related obligation
document numbers and associated vendor names.
AP-1490 To support the Payee Information Maintenance process, the Core financial Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-06 09.01.24
system must provide automated functionality to prevent the agency from Status Entitlement (01/07)
manually updating CCR vendor data for vendors required to register in the
CCR.
AP-1493 To support the Invoicing process the Core financial system must provide Manage Cash Manage FSIO OFFM-N0-0106, req. PMC-16 09.02.01
automated functionality to warehouse approved invoices for future Management Entitlement (01/06)
scheduling.
AP-1512 The system must allow transactions to be entered directly for those events Process Payment Manage "DoDFMR,"Volume 01, Chapter 02, 09.02.30
that will result in payment but are not part of the normal commitment, Request Entitlement Add. 2 D5a
obligation, and matching process. (For example, travel advances.) Such
transactions shall not be made without adequate internal controls, such as
specific prior approval or preexisting conditions (approved travel orders, for
example).
AP-1519 The system must allow new vendors to be added to the vendor file if there is Manage Payee Manage "DoDFMR,"Volume 01, Chapter 02, 09.02.44 OFFM-N0-01016, PMA-01,
proper authorization. Status Entitlement Add. 2 D8e, (01/07) Jan 2007
AP-1526 To support the Invoicing process the Core financial system must provide Process Payment Manage FSIO OFFM-N0-0106, req. PMC-14 09.02.53
automated functionality to define recurring payments in the system and Request Entitlement (01/07)
schedule items (e.g. contracts, leases, etc.) for payment on an interval
determined by the agency (i.e., weekly, bi-weekly, monthly, quarterly or other
specified number of days). Capture the actual payment dates on the
individual payment records.
AP-1526.01 AP-1526 The system shall provide automated capability to process recurring Process Payment Manage DoD FMR Volume 10, Chap 12 10 U.S.C. Specific authoritative
payments such as commercial utility, cable, and telephone bills according to Request Entitlement (07/02) 2465 and 44 sources outlined in the
the cash management, PPA and tax reporting rules. CFR 151 DoD Miscellaneous
Guidebook templates
(working draft as of July
30, 2007)
AP-1530 To support the Disbursing process, the Core financial system must provide Match to Contract or Manage FSIO OFFM-N0-0106, req. PMD-14, 09.02.59
automated functionality to generate a payment if the receiver information Obligation Entitlement JAN 2007
matches the obligation, under related 2-way matching option. Document
AP-1538 The system must establish the other disbursement information so that the Process Payment Manage DoDFMR, Volume 01, Chapter 02, 09.02.67 OFFM-No-0106, Jan 2006,
transactions can be included in the scheduling for disbursements. Request Entitlement Add. 2 D5b PMD-44
AP-1539 The system must maintain a vendor file that includes data to support the Manage Payee Manage DoDFMR, Volume 01, Chapter 02, 09.02.68 FSIO OFFM-N0-0106, req.
accounts payable process. Status Entitlement Add. 2 D8a (12/98) PMA-01
AP-1542 The system must accommodate more than one vendor address. Manage Payee Manage DoDFMR, Volume 01, Chapter 02, 09.02.71
Status Entitlement Add. 2 D8d (12/98)
AP-1543 The system must permit users to define criteria for deleting vendors from the Manage Payee Manage DoDFMR, Volume 01, Chapter 02, 09.02.72 OFFM-No-0106, Jan 2006,
vendor file. Status Entitlement Add. 2 D8f (12/98) PMA-14 and PMA-15
Page 85
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-1548 To support the Invoicing process the Core financial system must provide Manage Payee Manage FSIO OFFM-N0-0106, req. PMC-06 09.02.77
automated functionality to validate invoices from registered CCR vendors for Status Entitlement (01/07)
the following CCR vendor information:
• Active status; Vendor name on invoice or referenced obligation same as
CCR company name (legal, DBA or division); Banking information on invoice
or referenced obligation same as banking information on vendor file.
AP-1549 To support the Invoicing process the Core financial system must provide Manage Payee Manage FSIO OFFM-N0-0106, req. PMC-07 09.02.78
automated functionality to, at the time of preliminary payment scheduling, Status Entitlement (01/07)
validate payments to registered CCR vendors for the following CCR vendor
information:
• Active status; Vendor name same as CCR company name (legal, DBA or
division) on vendor file; Banking information same as banking information on
vendor file. Hold payments that fail these validations from inclusion in the
final payment schedules.
AP-1557 To support the Disbursing process, the Core financial system must provide Manage Standard Manage FSIO OFFM-N0-0106, req. PMD-06 09.02.86
automated functionality to define dates (e.g., weekends, Federal holidays) Cutoff Dates Entitlement
for which payments cannot be scheduled. Prevent payment scheduling that
falls on agency-excluded dates.
AP-1558 To support the Invoicing process the Core financial system must provide Manage Payee Manage FSIO OFFM-N0-0106, req. PMC-23 09.02.87
automated functionality to import vendor updates from the CCR system and Status Entitlement (01/06)
release previously suspended invoices and payment vouchers for the
following:
• Vendor status change from expired to active
• Vendor name on document or referenced obligation now the same as
CCR company name (legal, DBA, or division)
• Banking information on document or referenced obligation now the
same as banking information on vendor file.
Calculate payment due dates for released invoices and re-calculate payment
due dates for released payment vouchers.
AP-1568 The system must generate a report listing any payments scheduled on a Manage Cash Manage DoDFMR, Volume 01, Chapter 02, 09.03.13 OFFM-No-0106, Jan 2006,
particular day. Management Entitlement Add. 2 D10h (01/07) PMD-12
AP-1569 The system must be capable of, for payments for services of a continuing Process Payment Manage I TFM Part 4-2025.30 (01/07) 09.03.14 OFFM-No-0106, Jan 2006,
nature such as rents, janitorial services, etc., which are performed under Request Entitlement PMC-14, PMC-15
agency-vendor agreements providing for payments of definite amounts at
fixed periodic intervals, making payments of definite amounts at fixed
periodic intervals, making payments without submission of invoices, or bills
by the vendor.
AP-1569.01 AP-1569 The system shall provide automated capability to process recurring Process Payment Manage 10 USC 2401a, 10 USC 2684a, 10 10 U.S.C. Specific authoritative
payments for rents and services performed under agency-vendor Request Entitlement USC 2874, 10 USC 2811, FAR 7.4, 2874 sources outlined in the
agreements. This includes lease or rental payments made according to DFARS 207.04, DoDFMR Vol 10, DoD Miscellaneous
terms and conditions of the lease agreement, and supported by the Chap 5 (02/96); OFFM-No-0106, Jan Guidebook templates
authoritative sources identified in the DoD Miscellaneous Payment 2006, PMC-14 and PMC-15 (working draft as of July
Guidebook. 30, 2007)
AP-1576 The system must provide for automated approval of payment schedules. Prepare Ready to Manage DoDFMR, Volume 01, Chapter 02, 09.03.23
Pay File Entitlement Add. 2 D7b
AP-1577 The system must include for each payment all relevant identification Prepare Ready to Manage "DoDFMR,"Volume 01, Chapter 02, 09.03.24
information, such as: Pay File Entitlement Add. 2 D7c, (01/07)
- order number.
- invoice number.
- disallowance (reason for and amount of).
- interest penalty amount.
Page 86
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-1578 The system must automatically calculate totals by appropriation symbol for Prepare Ready to Manage DoDFMR, Volume 01, Chapter 02, 09.03.25
inclusion on the payment schedule. Pay File Entitlement Add. 2 D7d
AP-1579 The system must allow the system, through user-defined criteria, to establish Manage Standard Manage DoDFMR, Volume 01, Chapter 02, 09.03.26
the date to be used for warehousing payments or have the system default to Cutoff Dates Entitlement Add. 2 D7e
the system date.
AP-1580 The system must allow changes to payment schedules by authorized Manage Standard Manage DoDFMR, Volume 01, Chapter 02, 09.03.27
personnel. Cutoff Dates Entitlement Add. 2 D7f
AP-1584 The system must allow a payment to be removed from the automated Manage Cash Manage DoDFMR, Volume 01, Chapter 02, 09.03.31
scheduling stream and to be manually scheduled. The system must then Management Entitlement Add. 2 D7j
perform all the other necessary functions related to that payment, such as
updating the payment history, the general ledger function and a funds control
function.
AP-1588 To support the Disbursing process, the Core financial system must provide Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-13 09.04.01
automated functionality to identify payments to be disbursed in a particular Pay File Entitlement
payment cycle based on their due date. Provide for on-line review and
certification by an authorized certifying officer, including the holding of
individual payments from inclusion in the payment schedule.
AP-1594 To support the Disbursing process, the Core financial system must provide Process Payment Manage FSIO OFFM-N0-0106, req. PMD-44 09.04.09
automated functionality to record payment transactions from other systems, Request Entitlement
such as payroll and travel. Identify whether or not disbursement has already
been made, and record the U.S. SGL prescribed general ledger entries.
Schedule those disbursements not already made for payment through the
Core financial system.
AP-1598 To support the Invoicing process the Core financial system must provide Process Payment Manage FSIO OFFM-N0-0106, req. PMC-17, 09.04.16
automated functionality to define reason codes and related descriptions for Request Entitlement (01/07)
invoice processing errors in the following categories:
• Advantageous discount lost
• Interest paid, and
• Improper payment made. For example, DL01, Discount Lost because
invoice misplaced.
AP-1606 To support the Disbursing process, the Core financial system must provide Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-34 09.04.26
automated functionality to generate one bulk check payment file regardless Pay File Entitlement
of payee type (employee or vendor).
AP-1608 To support the Disbursing process, the Core financial system must provide Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-27 09.04.28
automated functionality to generate CTX payment files that meet the Pay File Entitlement
following specifications:
• Reflect balanced transactions (sum of all remittance records equals the
transaction total); Include a valid settlement date (next business day or less);
Accommodate credit memos.
AP-1612 To support the Disbursing process, the Core financial system must provide Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-12 09.04.32
automated functionality to maintain a sequential numbering system for Pay File Entitlement
scheduling payments to be made by the disbursing office. Define different
schedule number ranges for different payment types, such as travel
schedules, transportation schedules, payroll schedules, vendor schedules,
etc. Generate appropriate and unique schedule numbers for the payments
scheduled for disbursement.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-1614 To support the Disbursing process, the Core financial system must provide Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-31 09.04.35
automated functionality to capture the TAFS associated with each payment Pay File Entitlement
in ECS, SPS and Bulk Vendor/Miscellaneous payment files.
AP-1616 To support the Disbursing process, the Core financial system must provide Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-19 09.04.38
automated functionality to distribute the payment of a single invoice to Pay File Entitlement
multiple bank accounts.
AP-1617 To support the Disbursing process, the Core financial system must provide Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-18 09.04.39
automated functionality to query preliminary payment schedule data. Identify Pay File Entitlement (01/07)
a sample of invoices for certification based on agency-defined sampling
criteria and the payment due date. Result is a list of invoice document
numbers with drill down to invoice details, including data required on a
proper vendor invoice per 5 CFR 1315.
AP-1624 To support the Disbursing process, the Core financial system must provide Manage Cash Manage FSIO OFFM-N0-0106, req. PMD-11 09.04.45
automated functionality to select and process warehoused invoices for Management Entitlement
manual payment.
AP-1631 To support the Disbursing process, the Core financial system must provide Match to Contract or Verify Funds DFAS BB, FSIO OFFM-N0-0106, 09.04.52
automated functionality to, for payments that reference obligations in Obligation Availability req. PMD-56, JAN 2007
cancelled funds, the system must bring forward accounting and non-financial Document
information from the original obligation document to an invoice in the current
year.
AP-1636 The system must provide on-line access to vendor activity by vendor name, Manage Payee Manage DoDFMR, Volume 1, Chapter 2, Add 09.05.05
vendor short name, and vendor number. Status Entitlement D9, A (01/07)
AP-1653 The system must verify extensions and computations. Value Payment Manage "DoDFMR,"Volume 01, Chapter 02, 09.05.26
Request Entitlement Add. 2 D2b, (01/07)
AP-1653.01 AP-1653 The system shall verify invoice extensions (unit price x qty) and computation Value Payment Manage "DoDFMR,"Volume 01, Chapter 02, 09.05.26
(billed items equal total) on vendor submitted invoices. Request Entitlement Add. 2 D2b, (01/07)
AP-1659 To support the Payment Follow-Up process, the Core financial system must Manage Cash Manage FSIO OFFM-N0-PME-05 (01/07) 09.05.32 DoDFMR Vol. 1, Chap. 2,
provide automated functionality to generate a report of payment vouchers Management Entitlement Add 2, 7.l (12/98)
past their due date, as of current system date. List the selected payment
vouchers with the following information: Payment voucher number;
Referenced obligation number; Vendor invoice number; Vendor number and
name; Invoice date; Invoice amount; Invoice due date; Number of days late.
Sort options include number of days late and vendor number.
AP-1659.01 AP-1659 The system shall provide automated functionality to generate a daily report Manage Cash Manage FSIO OFFM-N0-PME-05 (01/07) 09.05.32 DoDFMR Vol. 1, Chap. 2,
of past due vouchers paid by disbursing as of current system date. Management Entitlement Add 2, 7.l (12/98)
AP-1659.02 AP-1659 The system shall provide automated functionality to list payment vouchers by Manage Cash Manage FSIO OFFM-N0-PME-05 (01/07) 09.05.32 DoDFMR Vol. 1, Chap. 2,
Payment voucher number; Referenced obligation number; Vendor invoice Management Entitlement Add 2, 7.l (12/98)
number; Vendor number and name; Invoice date; Invoice amount; Interest
amount paid; Invoice due date; Number of days late.
AP-1659.03 AP-1659 The system shall provide automated functionality to sort voucher paid report Manage Cash Manage FSIO OFFM-N0-PME-05 (01/07) 09.05.32 DoDFMR Vol. 1, Chap. 2,
by number of days late and vendor number. Management Entitlement Add 2, 7.l (12/98)
AP-1672 AP-1649 The system must generate a cash requirement projection report indicating Manage Cash Manage DoDFMR, Volume 01, Chapter 02, 09.06.08
the dollar amount of disbursements due to be made on a particular day. Management Entitlement Add. 2 D10g (01/07)
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-1673 AP-1649 The system must generate a vendor listing by vendor name and number. Manage Payee Manage DoDFMR, Volume 01, Chapter 02, 09.06.11
Status Entitlement Add. 2 D10f (01/07)
AP-1674 AP-1649 The system must generate a report listing the payments to be scheduled on Manage Cash Manage DoDFMR, Volume 01, Chapter 02, 09.06.12
a particular day. Management Entitlement Add. 2 D10h (01/07)
AP-1742 The system will track suspended payables and provide the ability to produce Manage Payee Manage FSIO OFFM-N0-0106, req. PMC-23 09.02.87
notification of availability for release. Status Entitlement (01/06)
AP-1765 The system shall schedule payments falling due on weekends, federal Manage Standard Manage FSIO OFFM-N0-0106, req. PMD-06 09.02.86
holidays or agency excluded dates for the following business day. Cutoff Dates Entitlement
AP-1765.01 AP-1765 The system shall be able to identify weekends (Saturday and Sunday). Manage Standard Manage FSIO OFFM-N0-0106, req. PMD-06 09.02.86
Cutoff Dates Entitlement
AP-1765.02 AP-1765 The system shall provide the ability to schedule and authorize payments. Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-06, 09.02.86 OFFM-N0-0106, req. PMD-
Pay File Entitlement Jan 2007 12, PMD-13, Jan 2007
AP-1780 The system shall provide the capability to recognize specified vendor Prepare Ready to Manage FAR 52.232-25 (10/03)
payment methods (i.e. cash, check, or EFT methods of payment), based on Pay File Entitlement
order terms and conditions.
AP-1782 The system shall provide capability to calculate payment amount in U.S. Value Payment Manage FSIO OFFM-N0-0106, req. PMD-57 09.04.53
Currency, regardless of the currency specified, based on applicable Request Entitlement (01/06)
exchange rate.
AP-1856 The system shall have the capability to match each CLIN/SLIN on an invoice Match to Contract or Manage FSIO OFFM-N0-0106, req. PMC-08 09.02.50
to the proper LOA on the contract. Obligation Entitlement (01/07)
Document
AP-1869 To support the Accounts Payable matching process, the system must Match to Contract or Manage DoD FMR. Vol. 1, Ch. 2, Add. 2, 4 FSIO OFFM-N0-0106, req,
provide, either internally or through interface with other systems, a matching Obligation Entitlement (b) (12/98) PMC-08 (01/06)
capability by document including matching criteria for noncommodity orders Document
such as subscriptions, memberships, and training."
AP-1916 The system will provide the ability to include for each payment all relevant Prepare Ready to Manage DoDFMR," 09.03.24
identification information. (e.g., order number, payment request number, Pay File Entitlement Volume 01,
disallowance, and interest penalty amount.) Chapter 02,
Add. 2 D7c, (01/07)
AP-2024 AP-1128 The system must be able to indicate when the planned scheduled payment Manage Cash Manage FSIO OFFM-N0-0106, req. SMC-09 08.02.27
date has been missed, requiring rescheduling. Management Entitlement
AP-2047 The system will provide the ability to only allow modification of the vendor Manage Payee Manage DFAS Blue Book, Jan 2007, FSIO 09.01.05
information with the proper authorization. Status Entitlement OFFM-N0-0106, req. PMA-01
(01/06)
AP-2050 The system will provide the ability to allow new vendors to be added to the Manage Payee Manage "DoDFMR," 09.02.44
vendor file, given proper authorization. Status Entitlement Volume 01,
Chapter 02,
Add. 2 D8e (12/98)
AP-2051 The system will provide the ability to permit users to define criteria for Manage Payee Manage "DoDFMR,"Volume 01, Chapter 02, 09.02.72
deleting vendors from the vendor file. Status Entitlement Add. 2 D8f (12/98)
AP-2097 The system shall provide automated functionality to produce an Inactive Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-01, 09.01.05 Best Practice, as used by
Vendor (IV) report. (This report is a weekly listing of vendors moved from Status Entitlement (01/07) AMF Bowling Worldwide,
the master vendor file.) Inc.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-2099 The system shall provide automated functionality to produce a monthly Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-01, 09.01.05 Best Practice, as used by
report of all vendors added or changed in the master vendor file. Status Entitlement (01/07) AMF Bowling Worldwide,
Inc.
AP-2101 The system shall provide automated functionality to produce a vendor report Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-01, 09.04.17 Best Practice, as used by
allowing Taxpayer ID (TIN) as the search object. Status Entitlement (01/07) AMF Bowling Worldwide,
Inc.
AP-2122 The system shall prevent duplicate vendor payee records (e.g., One DUNS Manage Payee Manage FSIO OFFM-N0-0106, req. PMA- 09.01.05
to One CAGE). Status Entitlement 01(01/06)
AP-2417 To support the payment process, the agency’s single integrated financial Prepare Ready to Manage JFMIP SR-02-02,35 09.04.57
management system access the following information related to an EFT Pay File Entitlement
payment
- contract number and all associated delivery order numbers or task order
numbers (including modification number, if any); PO number (including
modification number, if any); BPA number and all associated BPA call
numbers (including modification number, if any); name and remittance
address;
- signature, title, and telephone number of the contractor official authorized to
provide EFT information;
- name, address, and nine-digit routing and transit number (RTN) of the
contractor’s financial agent;
- contractor’s account number and type of account (checking, savings, or
lockbox);
- the Fedwire Transfer System telegraphic abbreviation of the contractor’s
financial agent; and
- the name, address, telegraphic abbreviation, and nine-digit RTN of the
financial institution
receiving the wire transfer payment if the contractor’s financial agent is not
connected directly to the Fedwire Transfer System online.
AP-2445 To support the payment process, the agency’s single integrated financial Process Payment Manage JFMIP SR-02-02, 40 09.04.85
management system must provide the ability to make payment without an Request Entitlement
invoice based on the contract schedule of payment.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-2457.01 AP-2457 To support the disbursement process, the agency’s single integrated Prepare Ready to Manage JFMIP SR-02-02, 41 09.04.97
financial management system must include the following information in the Pay File Entitlement
ready-to pay file for intragovernmental payment and collection (IPAC)
transactions
- ALC contact;
- contact telephone number;
- contact email address;
- originating ALC;
- customer ALC;
- amount;
- obligating document number;
- PO number;
- invoice number;
- pay flag;
- quantity;
- unit price;
- unit of issue;
- sender Treasury account symbol (e.g., appropriation); and
- receiver department code.
AP-2465 To support the payment process, the agency’s single integrated financial Manage Payee Manage JFMIP SR-02-02, 44, (01/07) 09.04.105
management system should capture vendor information required when Status Entitlement
registering with the CCR and track activity by CCR identifier (will become
mandatory upon issuance of government wide implementing standard
requirements).
AP-2473 To support the payment process, the agency’s single integrated financial Manage Payee Manage JFMIP SR-02-02, 45 09.04.113
management system should allow contracting staff to determine whether a Status Entitlement
contractor is a first-time contractor or abuser of fast pay (so that contracting
can determine whether or not to include a fast pay clause).
AP-2475 To support the payment process, the agency’s single integrated financial Match To Contract Manage JFMIP SR-02-02, 45 09.04.115
management system should provide the ability to compare the electronic Entitlement
invoice data elements (contract/order number, description of items or
services, quantity, and price) to the contract data and advise of ―match‖ or
―no match.‖
AP-2477 To support the payment process, the agency’s single integrated financial Match To Contract Manage JFMIP SR-02-02, 45 09.04.117
management system should record or recognize if invoiced quantities Entitlement
exceed, match or are less than contract quantities, and keep track of
quantities yet to be invoiced/received.
AP-2599 AP-1754 The system must recognize when CCR registration has expired for Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-01 09.01.05 'OFFM-NO-0106, Jan
vendor/contractor submitted invoices and payment requests. Status Entitlement (01/06) 2006, PMA-04
AP-2607 AP-1530 The system shall be able to recognize contract terms of a 2-way match Match to Contract or Manage FSIO OFFM-N0-0106, req. PMD-14, 09.02.59
between the Receiving Report and obligation. Obligation Entitlement JAN 2007
Document
AP-2608 AP-1530 The system shall be able to entitle a payment based on receipt of a Match to Contract or Manage FSIO OFFM-N0-0106, req. PMD-14, 09.02.59
Receiving Report when the contract terms specify a 2-way match between Obligation Entitlement JAN 2007
Receiving Report and obligation. Document
AP-2661 AP-1094 The system shall provide automated functionality to prohibit making Manage Payee Manage FAR 52.232.24 (01/96) Assignment of Claims Act
payments to Third Party Payee when FAR clause 52.232-24 is cited in the Status Entitlement of 1940; 31 U.S.C. 3727,
contract award. 41 U.S.C. 15
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-2694 The system shall provide the capability to make payment by EFT Prepare Ready to Manage FAR 52.232-33 (d), Oct. 2003 OFFM-NO-0106, Jan 2006,
(i.e.Fedwire Transfer System, ACH), check, or some other mutually Pay File Entitlement PMD-20 and PMD-21
agreeable method of payment according to the terms and conditions of the
contract. (Ref. 52.232-33 (d))
AP-2704 AP-1294 The system shall provide automated functionality to display each offset taken Prepare Ready to Manage FSIO OFFM-N0-0106, req. PMD-53 09.04.42
and a unique reference number on payment voucher. Pay File Entitlement (01/06)
AP-2709 AP-1095 The system shall provide the capability to record vendor status indicators at Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-01 09.01.05
TIN level for the following: a) bankruptcy b) notice of tax levy c) notice of Status Entitlement (01/06)
assignment d) release of assignment.
AP-2710 AP-1095 The system shall provide the capability to process notice of assignment and Manage Payee Manage FAR 32.803-A
release of assignment at the CAGE and contract level. Status Entitlement
AP-2712 AP-1342 The system shall prevent payments due to validation failure against the Manage Payee Manage FSIO OFFM-N0-0106, req. PMC-07 09.02.78
vendor file (i.e., Vendor Status Code Expiration, Banking Data). Status Entitlement (01/06)
AP-2713 AP-1474.02 The system shall provide the capability to include the correct addendum Manage Payee Manage FAR 52.232-33 OFFM-NO-0106, Jan 2006,
information based on banking information (ABA number). Status Entitlement PMA-01
AP-2715 AP-1479 The system shall capture third party payee information to include: TIN as Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-02 09.01.13
well as DUNS and CAGE. Status Entitlement (01/06)
AP-2716 AP-1519 The system shall provide the capability to allow new vendors to be added to Manage Payee Manage FAR Subpart 4.1102 (07/06) OFFM-NO-0106, Jan 2006,
the vendor file if there is proper authorization and the vendor is not required Status Entitlement PMA-01
to be registered in CCR IAW FAR Subpart 4.1102.
AP-2717 AP-1558 The system shall provide the capability to receive a systemic daily feed of Manage Payee Manage FSIO OFFM-N0-0106, req. PMA- 09.01.12
vendor file updates. Status Entitlement 04(01/06)
AP-2725 AP-0606 The system shall allow an authorized user to modify the method of payment. Manage Payee Manage FAR 32.1103 OFFM-No-0106, Jan 2006,
Status Entitlement PMA-01
AP-2726 AP-1489 The system shall generate an exception report to notify agencies of changes Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-05 09.01.23
in DUNS/CAGE number of the vendor, new and old legal name of vendor, Status Entitlement (01/06)
new and old company name, date of change, and related obligation
document numbers associated to the vendor.
AP-2726.01 AP-2726 The system shall be able to display the following data elements on the Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-05 09.01.23
report: Status Entitlement (01/07)
. DUNS/CAGE Number of the Vendor
- New and Old Legal Name of Vendor
- New and Old Company Name
- Date of Change
- Vendor Status Code
AP-2726.02 AP-2726 The system shall have the capability to generate the report (e.g., Name Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-05 09.01.23
Changing Report), daily. Status Entitlement (01/06)
AP-2726.03 AP-2726 The system shall have the capability to automatically place invoices on hold Manage Payee Manage FSIO OFFM-N0-0106, req. PMA-05 09.01.23
when vendor status code displays a name change (Novation Agreement) Status Entitlement (01/06)
warning identifier.
AP-2727 The system shall make payments via Electronic Funds Transfer (EFT) when Prepare Ready to Manage FAR 52.232-33 OFFM-No-0106, Jan 2006,
FAR 52.232-33 is present in the contract. Pay File Entitlement PMA-01
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-2728 The system shall provide the capability to make payments with American Prepare Ready to Manage FAR 52.232-34; May 1999
Banking Association (ABA) numbers other than Automated Clearing House Pay File Entitlement
(ACH), such as Fedwire, Society for Worldwide Interbank Financial
Telecommunications (SWIFT). (FAR 52.232-34)
AP-2800 The system shall automatically validate all lines of accounting against the Match to Contract or Manage FSIO OFFM-N0-0106, Req SMA-05, 01.01.12
appropriation master table. These are the data elements for validation: Obligation Entitlement (01/07)
1.Department Code 2.Transfer Department Code (if applicable) 3.Period Document
of Availability Beginning 4.Main Account 5.Sub-Class 6.Sub-Account
AP-2815 The system shall provide the capability to automatically make tax payments Process Payment Manage 'DoD FMR Volume 10, Chapter 6., FAR Subpart 29
on fuel purchases. Request Entitlement 060201, Feb. 1996
AP-2822 The system shall provide the capability to allow payments to be made by Prepare Ready to Manage U.S. Code, 31 U.S.C. 3332(f); FAR U.S. Code, Debt Collection
other payment methods, when the payee is a foreign government, Pay File Entitlement Subpart 32.1103 31 U.S.C. Improvement Act of 1996.
government entity/individual receiving a single payment from DoD during a 3332(f)
12-month span.
AP-2823 The system shall provide the capability to receive and process Process Payment Manage DoDFMR Vol. 10, Chap.17 (02/96)
miscellaneous payments in an electronic format (e.g., EDI, XML) unless Request Entitlement
otherwise excluded.
AP-2824 The system shall provide automated functionality to make Apprehension Process Payment Manage 10 U.S.C. 956; 10 U.S.C. 7214 10 U.S.C. Apprehension and return of
Rewards payments. Request Entitlement 956; 10 U.S. Military prisoners,
U.S.C. 7214 deserters, and absent
without leave members
AP-2826 The system shall provide automated functionality to make Apprehension Process Payment Manage 10 U.S.C. 956; 10U.S.C. 7214
Reimbursements & Confinement Costs payments. Request Entitlement
AP-2828 The system shall provide automated functionality to make Attorney Fees Process Payment Manage 5 U.S.C. 504 and 28 U.S.C. 2412 Equal Access to Justice
(other than EEOC) payments. Request Entitlement (01/06) Act
AP-2830 The system shall provide automated functionality to make Awards Made to Process Payment Manage Public Law 98-369; 31 U.S.C. 3551- Competition in Contracting
Bid Protesters payments as directed by regulatory guidance. Request Entitlement 3556 (01/87); DoD Miscellaneous Act of 1984; Procurement
Guidebook, B-7 Protest System
AP-2832 The system shall provide automated functionality to make Civilian Clothing Process Payment Manage 10 USC 1593; 5USC 7903 (01/06)
Allowance payments to government employees who are required by law or Request Entitlement
regulation to wear a prescribed uniform in the performance of official duties.
AP-2832.01 AP-2832 The system shall provide automated functionality to make Civilian Clothing Process Payment Manage 10 USC 1593; 5USC 7903 (01/06)
Allowance payments to contractors who are required by law or regulation to Request Entitlement
wear a prescribed uniform in the performance of official duties.
AP-2832.02 AP-2832 The system shall provide automated functionality to make intergovernmental Process Payment Manage 10 USC 1593; 5USC 7903
Civilian Clothing Allowance payments to employees who are required by law Request Entitlement
or regulation to wear a prescribed uniform in the performance of official
duties.
AP-2832.04 AP-2832 The system shall provide automated functionality to compute payments for Process Payment Manage 10 USC 1593; 5USC 7903 (01/06)
protective clothing and equipment required for the protection of contractor Request Entitlement
personnel in the performance of their assigned tasks.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-2832.05 AP-2832 The system shall provide automated functionality to compute Process Payment Manage 10 USC 1593; 5USC 7903
intergovernmental payments for protective clothing and equipment required Request Entitlement
for the protection of personnel in the performance of their assigned tasks.
AP-2834 The system shall provide automated functionality to make EEOC Judgments Process Payment Manage 5 CFR 1201 (01/01) Merit Systems Protection
and Settlements (Paid to an Attorney). Request Entitlement Board
AP-2836.02 AP-2836 The system shall provide automated functionality to make Fees, Licenses Process Payment Manage DoD FMR Volume 10, Chapter 12
and Permit payments directly to vendors (e.g., hunting and fishing licenses Request Entitlement
for game wardens).
AP-2836.03 AP-2836 The system shall provide automated functionality to make Fees, Licenses Process Payment Manage DoD FMR Volume 10, Chapter 12
and Permit payments other federal entities (e.g., EPA). Request Entitlement
AP-2838 The system shall provide automated functionality to make Gift (purchase of Process Payment Manage 22 USC Section 2694 (01/06) Limitation on purchase of
an official gift, to include speaking fees) payments. Request Entitlement gifts for foreign individuals
AP-2840 The system shall provide the capability to make Hospital Accreditation Process Payment Manage The Joint Commission The Joint Joint Accreditation of
payments. Request Entitlement Commission Hospitals (each state has
requirements); DoD Misc
Pay Guidebook; DoD FMR
Vol. 10, Ch 12, Subpara
120225
AP-2843 The system shall provide automated functionality to make Legal Claims Process Payment Manage DoDFMR Vol 10, Chap. 8 (02/96) 080102 F 28 USC 1346(b), 2671-
payments. Request Entitlement 2680; 10 U.S.C. 2734; 31
USC 3721(b); 10 USC
2733; 32 USC 715; 10
USC 2734(a) and 2734(b)
AP-2845 The system shall provide the capability to make Medical Services (Provided Process Payment Manage DoD FMR Vol 10, Ch 12 (07/02) 120207 DoD 6010.8-R; 10 U.S.C.
by Civilian Non-Federal Sources) payments. Request Entitlement 1071-1085
AP-2845.02 AP-2845 The system shall provide automated functionality to make reimbursement Process Payment Manage DoD 6010.8-R; 10 U.S.C. 1071-1085 DoD FMR
payments for Medical Services (Provided by Civilian Non-Federal Sources) Request Entitlement Vol 10, Ch
to foreign students. 12
AP-2847 The system shall provide automated functionality to make payment for all Process Payment Manage 10 U.S.C. 2491-2495(b) (01/06) DoDI Uniform funding and mgmt
other generic miscellaneous payments, i.e. BRAC payments to commercial Request Entitlement 1015.10 of morale, welfare, and
vendors, training and educational expenses, Purchase and Transportation of recreation programs;
Special Items, Veterinary Services (for Contingency and/or Emergency Programs for Military
Conditions), and MWR expenses. Morale, Welfare and
Recreation
AP-2906 The system shall provide the capability to validate the TIN for miscellaneous Manage Payee Manage FAR 4.203 OFFM-NO-0106, Jan 2006,
payments when the vendor is not registered in the CCR. Status Entitlement PMA-01
AP-2910 The system shall provide automated functionality to route invoices and to Process Payment Manage JFMIP SR-02-02, 45 (01/07) 09.04.114
notify appropriate user of pending action required. Request Entitlement
AP-2911 The system shall provide automated functionality to route electronically Prepare Ready to Manage JFMIP SR-02-02, 45 (01/07) 09.04.114
received invoices for approval. Pay File Entitlement
AP-3369.03 AP-3369 To support the progress payment process, the system shall deduct from the Value Payment Manage FAR 52.232-16
invoice payment amount, the amount of the unliquidated progress payments, Request Entitlement
or the amount invoiced times the liquidation rate, whichever is less.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Date Requirement Secondary Requirement Accounting
Requirement Name Source Source and Date Transaction
No. Reference
Number
AP-3424 The system shall provide the capability to verify funds availability for General Manage Funds Manage DoDFMR Volume 10, Chapter 10,
Services Administration (GSA) Noninterfund Billings prior to payment. Validation Entitlement 100104.E.1
AP-3440 To support the Disbursing process, the core finanacial system shall include Prepare Ready to Manage DoDFMR Volume 5
Intragovernmental payments on the Ready to Pay file, with the data elements Pay File Entitlement
required to transfer the funds. The data elements will be based on the
method used for the transfer (e.g. IPAC, interfund, etc.)
Page 95
Process Payment Request
External Non-
Foreign Military Sales
DoD User or Manage Buyer or
Expenditure Authority Foreign Military Sales
Non-DoD Seller Registration
Credit Card Response Expenditure Authority
Source Information (CCR)
Invoice Request
Goods and Services
Finalize Acceptance
Validate Monitor Contract or Acknowledgement
for Other goods and
Invoice Order Performance Develop or Modify Acknowledge Other
Certify Government Services
Certified Contract or Order Goods and Services
Credit Card Invoice
Shared Certified Invoice
Credit Card Supplier
Invoice Fast Pay Information
Invoice Acceptance DoD Initiated
Evidence Payment Request
Financial Entitlement
Management
Manage
Certified Invoice Standard
Acceptance Evidence Cutoff Dates
Fast Pay Invoice
Modification or
Certified Credit Card Invoice
Change
Certified Invoice Investment Payment Request Accounts Requirement Invoice Information Cutoff Dates
Government Initiated Payment Request Receivable Cash Manage Cash
with Net Amount
Interfund Billing Balance Management Management
Due
Reimbursable Bill Match to Required YES
Value Manage Manage Funds
Contract or Calculate Entitlement Prepare Ready
Payment Payee Validation
Obligation + to Pay File
Request Status +
Document
NO
Refund Entitlement
Request for Information
Payment
Entitlement Administrative Offset Received
Request Ready to Pay File
Information
Funds Entitlement Information Received
Validation Go To: Validate Ready to Pay File
Accounts Payable
Response Information
Adjustment
Prevalidation
Accounts Response
Interest Receivable Request for
Owed Credit Request for
Prevalidatio
Funds
n
Validation
Accountant
Accounts Liquidate Outstanding Manage Execution
Establish Accounts Maintain Accounts
Receivable Accounts Receivable Fund Account
Payable Payable
Liquidated Balance +
Disbursing
Ready to Pay File Rejected
Officer
Go To: Manage Payment Confirmation
and Follow-up
Disburse Disbursing
Reimbursable Bill Information
Interfund Billing
Ready to Pay File Paid Voucher Prepared
[Rejected] Go To: Manage Payment Confirmation
and Follow-up
Paid Disbursement
Voucher
Billing
Technician
Generate Interfund Prepare
Billing Reimbursable Bill
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (7) Calculate_Entitlement 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-0310 The system shall provide a capability to automatically schedule payment in Determine Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.61
accordance with discount terms. Schedule Date PMD-04 (01/06); OFFM-
NO-0106, Jan 2006, PMD-
12 and PMD-13.
AP-0315 The system shall provide a capability to automatically entitle financing Process Contract Manage Entitlement FAR 52.216-13 (April
payments in accordance with Part 32 of the Federal Acquisition Regulation. Clauses 1998)
AP-0319 The system shall automatically transfer amounts collected through offset Calculate and Manage Manage Entitlement JFMIP SR-01-01, 24 16.02.72
with all the requisite data to identify the debtor and applicable account to Offsets
the responsible Government entity in accordance with the method of
payment (eg. Intra-governmental payment and collections (IPAC), EFT or
check) agreed upon between DFAS and the responsible government entity.
AP-0333 The system shall have the capability to withhold 3% tax from every Process IRS Manage Entitlement Tax Increase Prevention
payment for goods or services Jan. 1, 2011 and thereafter, based upon the Withholding and Reconciliation Act of
Tax Increase Prevention and Reconciliation Act of 2005. 2005
AP-0355 AP-1693 The system shall provide automated functionality to record and maintain Compare Outstanding Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13 FSIO OFFM-N0-0106, req.
balance of debt owed to the government at vendor TIN level. Accounts Receivable PMD-54 (01/06) TLD-04; SMC-09
Balance
AP-0363 AP-1693 The system shall provide the capability to automatically offset payments to Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13 FSIO OFFM-N0-0106, req.
a vendor for debts owed to the government, based on the vendor's TIN. Offsets PMD-51(01/06) PMD-54 (01/06)
AP-0364 The system shall provide automated functionality to allow authorized users Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13 DoDFMR Vol. 10, Chap.
to view and offset debts against payments due to vendors that are indebted Offsets PMD-51(01/06) 18, 180501(12/01)
to the government.
AP-0535 AP-1375 The system shall provide the capability for an authorized user to release the Validate Manage Entitlement DODFMR Volume 10, FAR 52.247-67 FAR 47.303-17(d)(1),(2);
invoice for payment after validation of the existence of evidence of Freight Transportation Chapter 14, Feb. 1996
Charges. Documentation
AP-0536 AP-1375 The system shall provide automated functionality to flag a line item Transportation with Manage Entitlement DODFMR Volume 10, 09.02.04 FAR 47.303-17(d)(1),(2)
containing an exceeded Freight Charge Threshold (e.g., transportation Dollar Amount Over Chapter 14, Feb. 1996
miscellaneous charges in excess of $100 without documentation Threshold?
substantiating charges IAW FAR 52.247-67).
AP-0537 The system shall provide automated functionality to prevent vendor invoice Process Contract Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.62
payment of charges not authorized by contract terms (e.g. transportation Clauses PMC-22; OFFM-NO-0106,
and quantity variance). Jan 2006, PMD-04
AP-0573 The system shall require the unique identification (UID) code exists on the Process Contract Manage Entitlement DFARS 252.211-7003
Invoice and Acceptance when the contract contains DFARS contract clause Clauses
252.211-7003, Item Identification and Valuation.
AP-0578 The system shall require that all contract/CLINs identified as FastPay to be Match Type Manage Entitlement DoDFMR, Volume 10, 09.02.60 OFFM-NO-0106, Jan 2006,
established as a two-way match (includes Contract and Invoice). Chapter 10, 100301 PMC-08
(01/07)
AP-0716 AP-0335 The system shall provide automated functionality to charge interest to the Calculate Interest and Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.44 DoDFMR Vol. 10, Chap. 7,
same accounting classification as the original payment or to another Penalties PMD-11 (01/06) 070401 (07/02)
specified accounting classification in the same fund as the original
payment.
AP-1094 The system shall provide the capability to systemically apply terms and Process Contract Manage Entitlement FAR and DFARS Clauses OFFM-NO-0106, Jan 2006,
conditions based on FAR and DFAR clauses. Clauses PMD-01
AP-1142 The system shall provide the functionality to capture reason codes for Calculate Discount Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.84 OFFM-N0-0106, Jan 2006,
discounts offered but not taken. PMA-20 (01/06) PMD-08, PMD-37
Page 97
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-1174 AP-1500 The system shall provide the capability to process credit memoranda for Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13
returned goods at the PIIN/SPIIN/CLIN/SLIN level. Offsets PMD-51(01/06)
AP-1224 The system shall provide automated functionality to compare discount Calculate Discount Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.61 OFFM-N0-0106, Jan 07,
terms on the invoice with discount terms on the awarded contract and PMD-04 (01/06) PMD-07
automatically apply the most economically feasible.
AP-1248 The system shall provide automated functionality to electronically route an Match to Acceptance Manage Entitlement JFMIP SR-02-02, 45 09.04.114
invoice for approval when a matching PIIN, SPIIN and CLIN, quantity, unit (01/07)
price, unit of measure, and extended price on an invoice and acceptance
report exist.
AP-1248.01 AP-1248 The system shall provide automated functionality to electronically approve Match to Acceptance Manage Entitlement JFMIP SR-02-02, 45 09.04.114
a payment when a matching PIIN, SPIIN and CLIN, quantity, unit price, unit (01/07)
of measure, and extended price on an invoice and acceptance report exist.
AP-1249 The system shall require that an Invoice be matched to Acceptance Match to Acceptance Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.50
Reports on a real time basis. PMC-08, JAN 2007
AP-1257 The system shall provide automated functionality to electronically route Validate Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.04 FAR 47.303-17(d)(1),(2)
freight charges to the appropriate approver. Transportation PMC-13 (01/07) (03/05)
Documentation
AP-1257.01 AP-1257 The system shall provide automated functionality to electronically approve Transportation with Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.04 FAR 47.303-17(d)(1),(2)
freight charges . Dollar Amount Over PMC-13 (01/07) (03/05)
Threshold?
AP-1269 AP-2805 The system shall provide the capability to pay contract financing payment Manage Payment Manage Entitlement JFMIP SR-02-02, 37 09.04.68
requests from authorized Lines of Accounting (standard accounting Instructions (01/07)
classification structure) based upon contractual payment instructions.
AP-1272 The system shall verify that the sum of the disbursement distributed to the Manage Payment Manage Entitlement DoDFMR, Volume 01, 09.05.26
accounting structures equals the total dollar value of the Invoice amount Instructions Chapter 02, Add. 2 D2b
minus any reductions (e.g. discounts, withholds, etc.).
AP-1286 The system shall provide the capability for an authorized user to add, Process IRS Manage Entitlement DoDFMR, Vol. 10, Chap. Tax Increase Prevention
modify and cancel a Tax Withholding Rate. Withholding 6, 060505 and Reconciliation Act of
2005
AP-1287 The system shall provide a capability to withhold an individual's taxes Process IRS Manage Entitlement DoDFMR, Vol. 10, Chap.
based on the Tax Withholding Rate. Withholding 6, 060505
AP-1288 The system shall provide a capability to withhold amounts otherwise due to Process Contract Establish Contract DoDFMR," 09.03.22 DFAR: 252.227-7030
the contractor in accordance with the contract Withholding Clause (DFARS Clauses Holdback Volume 01,
252.227-7030). Chapter 02,
Add. 2 D7a (01/07)
AP-1293 AP-2665 The system shall provide automated functionality to add, modify, save or Calculate Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.13
cancel a Treasury Current Value of Funds Rate (CVFR). PMD-09 (01/06)
AP-1294 The system shall display each offset taken and a unique reference number Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.04
on the payment voucher. Offsets PMD-36 (01/06)
AP-1313 The system shall have the capability to block a vendor from automatic Calculate and Manage Manage Entitlement FAR Part 32.804(a) 31 U.S.C. 3728 (01/05)
offset (i.e. Notice of Assignments and pre-paid agreements, etc.) Offsets
AP-1319 AP-1611 The system shall provide the capability for an authorized user to view a Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 05.05.11 DoDFMR Vol 4, Ch 3,
payment due to a vendor indebted to the government that has been Offsets RMC-05, JAN 2006 Subpara 030204(04/07)
transferred to the Central DoD Debt Management Office.
Page 98
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-1329 The system shall provide a capability to subtract the calculated tax amount Process IRS Manage Entitlement DoDFMR Vol. 10, Chap. 6,
from the gross payment amount to arrive at net payment due the vendor. Withholding 060505, D. 3.
AP-1375 The system shall provide automated functionality to reduce amount of Process Contract Manage Entitlement FAR 52.247-34 (11/91) Federal DoDFMR Vol 10, Chap 14,
payment request for unauthorized freight charges (FOB Destination). Clauses Acquisition 140104
Regulation (FAR)
AP-1375.01 AP-1375 The system shall provide automated functionality to recognize freight terms Process Contract Manage Entitlement FAR 52.247-29; FAR DoDFMR Vol. 10, DoDFMR Vol. 10, Chap.
of FOB Origin. Clauses 52.247-30; FAR 52.247-32; Chap. 14, 140104 14, 140103 (02/06)
FAR 52.247-65 (02/06) (02/96)
AP-1375.02 AP-1375 The system shall provide automated functionality to pay freight charges on Process Contract Manage Entitlement FAR 52.247-29; FAR DoDFMR Vol. 10, DoDFMR Vol. 10, Chap.
contracts marked as FOB Origin. Clauses 52.247-30; FAR 52.247-32; Chap. 14, 140104 14, 140103 (02/06)
FAR 52.247-65 (02/06) (02/96)
AP-1375.03 AP-1375 The system shall provide automated functionality to recognize freight terms Process Contract Manage Entitlement FAR 52.247-34 (02/06) Federal
of FOB Destination. Clauses Acquisition
Regulation (FAR)
AP-1495 To support the Disbursing process, the Core financial system must provide Determine Payment Manage Entitlement DFAS BB, JAN 2007, FSIO 09.02.03
automated functionality to calculate the due date of vendor payments in Schedule Date OFFM-N0-0106, req. PMD-
accordance with 5 CFR 1315, including but not limited to the following 01 (01/06)
factors: Commodity type; Contract terms; Invoice receipt; Goods/services
receipt and acceptance; Fast Payment; Discount terms; Accelerated
payment methods; Governmentwide commercial purchase card rebates;
Improper invoices returned more than 7 days after receipt.
AP-1496 To support the Invoicing process the Core financial system must provide Process Contract Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.04 DoDFMR Vol. 10, Chap.
automated functionality to record additional shipping and other charges to Clauses PMC-13 (01/07) 14 (02/96), 140105 B
adjust the payment amount, if they are authorized and within variance
tolerances.
AP-1497 AP-2173; AP- To support the Disbursing process, the Core financial system must provide Determine Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.05
2756 automated functionality to calculate multiple due dates when items on an Schedule Date PMD-02 (01/06)
invoice have different payment terms.
AP-1498 To support the Disbursing process, the Core financial system must provide Calculate Discount Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.06
automated functionality to calculate whether taking a discount is PMD-07 (01/06), DoDFMR,
economically justified as defined in I TFM-6-8040. Volume 10, Chapter 2
(04/02)
AP-1500 To support the Disbursing process, the Core financial system must provide Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13
automated functionality to reduce payments to vendors to satisfy Offsets PMD-51(01/06)
outstanding credit memos. Record the collection for the amount offset and
reduce expenditures under the related obligation. If a credit is not fully
liquidated by one payment, maintain the balance of the credit for application
against a future payment.
AP-1504 To support the Disbursing process, the Core financial system must provide Calculate Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.18
automated functionality to calculate amounts to be disbursed, including PMD-08 (01/06)
discounts, interest, and penalties, in accordance with 5 CFR 1315. Record
U.S. SGL prescribed transactions for discounts taken, and interest,
penalties and principal paid.
Page 99
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-1505 The system must define tolerances to be defined for quantity variances Calculate Acceptance Manage Entitlement DoDFMR,"Volume 01, 09.02.19
between receiving reports and the awarded contract. The system should Value Chapter 02, Add. 2 D3a,
identify goods or services rejected if this tolerance is exceeded and provide (12/98)
for overrides by authorized personnel.
AP-1506 AP-2665 The system must establish the rate of interest set by the Secretary of the Calculate Interest and Manage Entitlement DoDFMR, Volume 10, 09.02.20
Treasury under Section 12 of the Contract Disputes Act of 1978 (41 U.S.C. Penalties Chapter 07, 070306
611). This rate is published semiannually in the Federal Register and will (07/02)
be provided to individual disbursing offices by their servicing DFAS Center.
It is effective with each 6-month period beginning January 1 and July 1 of
each year.
AP-1508 The system must record interest payable for the amount of interest expense Calculate Interest and Manage Entitlement SFFAS-1, 81 (01/07) 09.02.23 FSIO OFFM-N0-0106, req.
incurred and unpaid. Penalties PMD-08
AP-1508.01 AP-1508 The system must have the capability to calculate Prompt Payment interest Calculate Interest and Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.18 OFFM-N0-0106, req. PMD-
from the day after payment is due until the day payment is made. Penalties PMD-08 (01/07) 01 (01/07)
AP-1521 To support the Disbursing process, the Core financial system must provide Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.47
automated functionality to record credit memo offsets against subsequent Offsets PMD-52(01/06)
payments to the same vendor from the same or a different funding source.
AP-1524 AP-0484 To support the Invoicing process the Core financial system must provide Match Type Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.50
automated functionality to match invoices to obligations, receiving reports PMC-08 (01/06)
and acceptance information by document line item and quantity. Perform
two-way matching (obligation and invoice, or obligation and receipt), three-
way matching (obligation, simultaneous receipt/acceptance and invoice),
and four-way matching (obligation, receipt, acceptance and invoice).
Prevent the payment of invoices until the matching process is complete.
AP-1524.02 AP-1524 The system shall provide the capability to define 2-way (obligation and Match Type Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.50
invoice, or obligation and receipt), 3-way (obligation, simultaneous PMC-08 (01/06)
receipt/acceptance, and invoice), and 4-way (obligation, receipt,
acceptance, and invoice) matching options by document line item and
quantity.
AP-1524.03 AP-1524 The system shall provide the capability to prevent payment of unmatched Match to Acceptance Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.05
invoices, according to the 2-way, 3-way or 4-way matching options. PMC-08 (01/06)
AP-1528 To support the Disbursing process, the Core financial system must provide Determine Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.56
automated functionality to capture an agency-specified payment due date in Schedule Date PMD-05
place of a system-calculated due date (i.e. payment due date override).
AP-1532 To support the Disbursing process, the Core financial system must provide Calculate Discount Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.61
automated functionality to validate payment terms on invoices against the PMD-04 (01/06)
payment terms on the related obligating documents. Calculate the most
advantageous terms, store them on the invoice documents, and use them
to calculate the payment due dates and amounts.
AP-1550 To support the Invoicing process the Core financial system must provide Calculate Acceptance Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.79
automated functionality to process invoices for payment of partial quantities Value PMC-09 (01/06)
received and accepted.
Page 100
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-1574 AP-1495 The system must generate a payment due date of 30 days from the start of Determine Payment Manage Entitlement 5 CFR Part 1315; 13.15.4 09.03.19
the payment period if a due date is not specified in the contract and does Schedule Date (g)(1)-(3) (10/07)
not meet the criteria set forth in CFR 1315.4 9 (g)(1)-(3).
AP-1595 To support the Disbursing process, the Core financial system must provide Manage Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.12
automated functionality to apply interest and discount amounts across Instructions PMD-10 (01/06)
multiple accounting lines on an invoice using the ratio of the original invoice
accounting line amounts to the invoice total.
AP-1596 AP-2665 To support the Disbursing process, the Core financial system must provide Calculate Interest and Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.13
automated functionality to calculate payment amounts and due dates using Penalties PMD-09 (01/06)
Treasury rate tables, i.e., Prompt Pay Act Interest rate and Current Value of
Funds rate.
AP-1611 To support the Disbursing process, the Core financial system must provide Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.31
automated functionality to prevent agency offset of vendor payments based Offsets PMD-54 (01/06)
on agency-defined criteria such as accounting classification elements,
vendor number, and vendor CCR business type.
AP-1623 To support the Disbursing process, the Core financial system must provide Calculate Interest and Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.44
automated functionality to define the default for recording late payment Penalties PMD-03 (01/06)
interest, i.e., to the same accounting classification as the original payment
or to another specified accounting classification in the same fund as the
original payment.
AP-1655 The system must record distribution of individual obligation line items to Manage Payment Manage Entitlement DoDFMR, Volume 01, 09.05.28
multiple classification structures. Instructions Chapter 02, Add. 2 D2d
(01/07)
AP-1693 AP-0355 The system shall flag an invoice where an outstanding debt exists at TIN Compare Outstanding Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13
level. Accounts Receivable PMD-51(01/06)
Balance
AP-1720 The system shall have the capability to calculate utility payments penalties. Calculate Interest and Manage Entitlement DoD FMR Vol. 10, Chp 12 DOD Guidebook For
Penalties (07/02) ; DoD FMR Vol. 10, Miscellaneous Payments
Chp , 070205 B 7 (07/02) (July 30, 2007
AP-1737 AP-1327 The system shall provide automated functionality to deduct offset amounts Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13 DoDFMR Vol. 10, Chap.
from a payment request in order to satisfy the debt. Offsets PMD-51(01/06) 18, 180501(12/01)
AP-1738 The system must be able to identify payment requests eligible for an offset Compare Outstanding Compare FSIO OFFM-N0-0106, req. 09.02.13
based on the presence of an Accounts Receivable or Credit Memoradum. Accounts Receivable Outstanding PMD-51
Balance Accounts Receivable
Balance
AP-1753 The system shall provide automated functionality to ensure that payment Process Contract Manage Entitlement OMB Cir. A-125 part 4. OFFM-NO-0106, Jan 2006,
requests are paid in accordance with contract terms. Clauses PMD-04
AP-1762 The system shall provide automated functionality to determine due date in Determine Payment Manage Entitlement 5 CFR Part 1315; 13.15.4 09.03.19 OFFM-NO-0106, Jan 2006,
accordance with contract terms. Schedule Date (g)(1)-(3) (10/07) PMD-01
AP-1799 The system shall provide automated functionality to calculate net payment Calculate Entitlement Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.18
after all applicable adjustments have been applied (e.g. performance, PMD-08(01/06)
interest, discounts, recoupment, state taxes, offsets).
AP-1800 The system shall provide automated functionality to calculate interest in Calculate Interest and Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.18
accordance with the Prompt Pay Act. Penalties PMD-08 (01/06)
Page 101
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-1809.01 AP-1809 The system must provide the capability to record discounts to be taken on Calculate Discount Manage Entitlement DoDFMR, Vol 13, Chap 4 0404 OFFM-NO-0106, Jan 2006,
the gross amount of the invoice if goods are specified FOB destination. (08/94) PMD-08.
AP-1809.02 AP-1809 The system must provide the capability to record discounts only on the cost Calculate Discount Manage Entitlement DoDFMR, Vol 13, Chap 4 0404 OFFM-NO-0106, Jan 2006,
of goods specified as FOB shipping, and not on any related freight charges. (08/94) PMD-08.
AP-1816 The system shall provide automated functionality to accept discounts Calculate Discount Manage Entitlement DoDFMR Volume 10, OFFM-NO-0106, Jan 2006,
offered on a contract. Chapter 10, (04/02) PMD-07
AP-1820 The system shall provide automated functionality to compute offered Calculate Discount Manage Entitlement DoD FMR Vol 10, Ch 2, OFFM-NO-0106, Jan 2006,
discount on gross amount of the invoice less taxes or freight that is listed 020203.A (04/02) PMD-07
separately.
AP-1822 The system shall provide automated functionality to determine that no Calculate Discount Manage Entitlement DoDFMR Volume 10, OFFM-NO-0106, Jan 2006,
discount should be taken on the progress payment liquidation portion of the Chapter 10, 100205 PMD-07
invoice when the contract does not contain a discount clause. (06/97)
AP-1824 The system shall provide automated functionality to determine that Calculate Discount Manage Entitlement DoDFMR Volume 10, Comp. Gen. Dec. B159741
discount should still be taken on the progress payment liquidation portion of Chapter 10, (06/97)002; (11/22/66)
the invoice when discount clause is included in the contract and terms have OFFM-NO-0106, Jan 2006,
not been met. PMD-07
AP-1826 The system shall provide automated functionality to determine the optimal Calculate Discount Manage Entitlement DoDFMR Volume 10, OFFM-NO-0106, Jan 2006,
discount percentage. Chapter 10, (06/97) 2002 PMD-07
AP-1827 The system shall provide automated functionality to record the date of the Calculate Discount Manage Entitlement DoDFMR Volume 10, OFFM-NO-0106, Jan 2006,
optimal discount. Chapter 10, (06/97)02 PMD-07
AP-1828 The system shall provide automated functionality to calculate lost discount Calculate Discount Manage Entitlement DoDFMR Volume 10, FSIO OFFM-N0-0106, req.
amounts for payments made after the discount period. Chapter 10 (06/97) PMD-37
AP-1834 The system shall provide automated functionality to compare discount Calculate Discount Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.06 DoD 7000.14-R, Vol. 4, Pg.
offers to the Treasury Current Value of Funds Rate to determine cost PMD-07 (01/06), DoDFMR, 19
effectiveness. Volume 10, Chapter 2
(04/02); OFFM-N)-0106,
Jan 2006, PMD-09
AP-1835 The system shall provide automated functionality to capture the number of Calculate Discount Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.06 OFFM-NO-0106, Jan 2006,
days left in the discount period. PMD-07 (01/06), DoDFMR, PMD-04
Volume 10, Chapter 2
(04/02)
AP-1838 The system shall provide automated functionality to capture quantity and Calculate Discount Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.06
unit price for discount items on an invoice . PMD-07 (01/06), DoDFMR,
Volume 10, Chapter 2
(04/02)
AP-1846 The system shall provide automated functionality to identify appropriate Calculate Interest and Manage Entitlement DODFMR Volume 10, OFFM-NO-0106, Jan 2006,
fiscal year funds to be charged for accrued interest and penalties. Penalties Chapter 7, 070307 (07/02) PMD-10
Page 102
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-1854 The system must be able to compare appropriate terms and conditions Process Contract Manage Entitlement JFMIP SR-02-02, 35; 09.04.58 DoDFMR, Volume 1,
(e.g. FAR/DFARS clauses specific to shipping, receipts, payments, and Clauses OFFM-NO-0106, Jan 2006, Chapter 2, Add. 2 D3a;
payment requests) of an order to payment request in order to determine if PMD-04 Blue Book 09.02.19
the payment request meets those terms and conditions. FSIO OFFM-N0-0106, req.
PMC-13; Blue Book
09.02.04
FSIO OFFM-N0-0106, req.
PMD-02; Blue Book
09.02.05
AP-1866 The system shall ensure that entitled and disbursed quantities do not Calculate Acceptance Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.50 DoDFMR, Volume 10,
exceed what was accepted on the receiving report. Value PMC-08, JAN 2007 Chapter 1, 010201.B
AP-1985 The system shall provide automated functionality to capture and update the Calculate Entitlement Manage Entitlement DoDFMR, Volume 10, 09.02.20 OFFM-NO-0106, Jan 2006,
Treasury interest rate. Chapter 7, 070306 (07/02) PMD-09
AP-2054 AP-1596 The system shall provide automated functionality to calculate due date from Determine Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.03 DoD FMR Vol. 10, Chpt 7,
invoice received date or acceptance date (whichever is later) in accordance Schedule Date PMD-01 (01/06) 070205 (07/02)
with Prompt Pay Act.
AP-2073.01 AP-2073 System should require e-invoicing when DFARS 252.232-7003 is on the Process Contract Manage Entitlement DFARS 252.232-7003, Defense Federal Best Practice, as
awarded contract, unless authorized by the Contracting Officer. Clauses (03/07) Acquisition recommended by Institute
Regulation of Management &
(DFARS) Administration
AP-2118 AP-1495 The system shall provide automated functionality to pay small business as Determine Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.03
quickly as possible after receipt of all proper documentation and before the Schedule Date PMD-01 (01/06)
due date.
AP-2119 The system shall provide automated functionality to compute payment due Determine Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.03
date upon receipt of proper invoice except where no invoice is required. Schedule Date PMD-01 (01/06)
AP-2133 The system shall provide the capability to process progress payments in Calculate Acceptance Manage Entitlement SFFAS-1, 79, "DoDFMR," 09.02.37
the amount approved by the contracting officer. Value Volume 4, Chapter 9,
090201B; DoD 4th quarter
financial statement
guidance Attachment 18:
Advances to Contractors
and Contingent Liabilities,
(01/07)
AP-2135 To support the payment process, the agency’s single integrated financial Calculate Acceptance Manage Entitlement SFFAS-1, 79, "DoDFMR," 09.02.37
management system must provide the following capability related to the Value Volume 4, Chapter 9,
payment: Verify the contracting officer’s approval, including amount and 090201B; DoD 4th quarter
accounting information, for a performance-based payment. financial statement
guidance Attachment 18:
Advances to Contractors
and Contingent Liabilities,
(01/07)
AP-2171 The system shall have the capability to entitle payments for partial supplies Calculate Acceptance Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.79 FAR 52.232-1 (04/84)
or services after acceptance. Value PMC-09, JAN 2007
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2336 Payment shall be scheduled only after the match rules have been met and Match Type Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.50
verification that a payment has not already been made. PMC-08, (01/07)
AP-2355 The system must be capable of referencing multiple obligations on a single Manage Payment Manage Entitlement FSIO OFFM-N0-0106, Req 08.02.26
invoice document. Instructions SMC-08
AP-2364 AP-1524 To support the payment process, the agency’s single integrated financial Match Type Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.50
management system must provide the capability to match receipt, PMC-08 (01/06)
acceptance and payment to funding source(s) in accordance with contract.
AP-2421 To support the payment process, the agency’s single integrated financial Process Contract Manage Entitlement JFMIP SR-02-02,36 09.04.61
management system must access any restrictions on the use or Clauses
convertibility of general property, plant and equipment (PP&E) acquired,
e.g., land donated to an agency for its use with the provision that if the
agency ceases operations at that location, the land would revert back to the
donor.
AP-2447 To support the payment process, the agency’s single integrated financial Determine Payment Manage Entitlement JFMIP SR-02-02, 41 09.04.87
management system must provide the capability to flag payments for Schedule Date
accelerated/special processing.
AP-2452 To support the payment process, the agency’s single integrated financial Calculate Acceptance Manage Entitlement JFMIP SR-02-02, 41 09.04.92
management system must permit progress payments in the amount Value
approved by the contracting officer.
AP-2455 To support the payment process, the agency’s single integrated financial Contract Payment? Manage Entitlement JFMIP SR-02-02, 41 09.04.95
management system must permit payment to commercial purchase card (01/07)
issuers prior to evidence of receipt or performance.
AP-2462 To support the payment process, the agency’s single integrated financial Match to Acceptance Manage Entitlement JFMIP SR-02-02, 44, 09.04.102
management system must verify that the appropriate government officials (01/07)
have signed the appropriate form authorizing payment.
AP-2471 To support the payment process, the agency’s single integrated financial Process Contract Manage Entitlement JFMIP SR-02-02, 44 09.04.111
management system should access the contract payment method (e.g., Clauses (01/07)
payment to be made by purchase card or other noninvoice means, or
payment to be made by invoice) which triggers a rejection of any invoice, if
the payment method specified by the invoice differs from that allowed for in
the contract.
AP-2496 AP-2521 The system shall provide automated functionality to allow payment to be Match Type Perform Acceptance JFMIP SR-02-02, 41 09.04.96
made prior to receiving a receipt/acceptance document for contracts citing Procedures (01/07)
Fast Pay clause.
AP-2502 AP-1505 The system shall provide capability to define variances as either a Process Contract Manage Entitlement "DoDFMR,"Volume 01, 09.02.19
percentage of total quantity obligated, as a set number, or dollar value at Clauses Chapter 02, Add. 2 D3a
PIIN/SPIN/CLIN/SLIN/ELIN level as defined in the contract. (01/07)
AP-2504 AP-0484 The system shall provide automated functionality to capture and record Process Contract Manage Entitlement DoDFMR, Volume 01, 09.02.65 FAR 52.211-16 (09/89)
amounts in excess of quantity variances at PIIN/SPIN/CLIN/SLIN level. Clauses Chapter 02, Add. 2 D3b
(01/07)
Page 104
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2506 AP-0484 The system shall be capable of identifying when FAR 52.211-17 is cited Process Contract Manage Entitlement FAR 52.211-17 (09/89) OFFM-NO-0106, Jan 2006,
and allow for quantities in excess of the obligation document. When this Clauses PMB-04
clause is cited, this is the following criteria: a) allow for input of quantities
accepted in excess of any allowable variation in quantity b) track the value
(based on the unit price) of the quantities accepted in excess of any
allowable variation in quantity c) For quantities accepted in excess of any
allowable variation in quantity that are valued at $250 or less: limit the
payable amount to the quantity ordered plus any allowable variation in
quantity d) For quantities accepted in excess of any allowable variation in
quantity that are valued at more than $250: include the total excess quantity
in the payable amount
AP-2508 AP-1537 The system shall provide a capability to offset payment with a receivable for Compare Outstanding Manage Entitlement "DoDFMR,"Volume 01, 09.02.66
a credit invoice as a result of a returned item. Accounts Receivable Chapter 02, Add. 2 D3d,
Balance (01/07)
AP-2509 AP-1537 The system shall provide a capability to offset payment with a receivable for Compare Outstanding Manage Entitlement JFMIP-SR-03-01, DM-23, 05.02.65
a credit invoice from a partial acceptance. Accounts Receivable (01/07)
Balance
AP-2510 AP-1537 The system shall not accrue or pay interest on material held pending Calculate Interest and Manage Entitlement DoDFMR, Volume 03,
litigation for contracts in dispute. Penalties Chapter 8, 080202.A
(11/00)
AP-2598 AP-1866 The system shall be capable of entitling additional invoice(s) for the Calculate Acceptance Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.50
remaining quantity, when the invoiced quantity is less than the accepted Value PMC-08, JAN 2007
quantity.
AP-2631 AP-1094 The system shall provide the capability to identify Clause FAR 52.232-12 Process Contract Manage Entitlement FAR 52.232-12 (05/01) OFFM-NO-0106, Jan 2006,
(Advance Payments) authorizing advance payments according to terms of Clauses FME-29
the contract.
AP-2632 AP-1094 The system shall provide the capability to allow contract financing Process Contract Manage Entitlement FAR 52.232-16 (04/03)
payments against orders when FAR clause 52.232-16 is cited in the Clauses
awarded contract.
AP-2633 AP-1094 The system must alert the user when FAR 52.232-29 (Terms for Financing Process Contract Manage Entitlement FAR 52.232-29 (02/02)
of Purchases of Commercial Items) is cited and notify an authorized user Clauses
that impending commercial item financing payments will be authorized and
approved by the Contracting Officer according to the terms and conditions
of the contract.
AP-2634.01 AP-2634 The system shall have the capability to alert an authorized the user when Process Contract Manage Entitlement FAR 52.232-30 (10/95)
FAR 52.232-30 is cited authorizing the vendor/contractor to submit Clauses
commercial item financing request based on the terms and conditions of
the contract.
AP-2635 AP-1094 The system shall alert the user when FAR 52.232-32 (Performance Based Process Contract Manage Entitlement FAR 52.232-32 (02/02)
Payments) is cited authorizing the vendor/contractor to submit performance Clauses
based payment requests according to the terms and conditions of the
contract.
AP-2636 AP-1094 The system shall alert an authorized user when FAR 52.232-7 (Payments Process Contract Manage Entitlement FAR 52.232-7 (02/07)
under Time-and-Material and Labor-Hour Contracts) is cited authorizing Clauses
vendor/contractor to submit cost vouchers for payment authorized by the
Contracting Officer or authorized government representative (i.e., DCAA
Representative).
Page 105
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2638 AP-1094 The system shall alert the user when FAR 52.216.26 (Payments of Process Contract Manage Entitlement FAR 52.216.26 (12/02)
Allowable Costs Before Definitization) is cited to notify an authorized user of Clauses
definitization of Letter Contract is required according to the terms and
conditions of the contract set forth by the contracting officer (i.e., payment
to vendor up to 75% of the cost of the clin until definitization of the
contract).
AP-2639 AP-1094 The system shall provide the capability to alert an authorized user when Process Contract Manage Entitlement FAR 52.209-3, Sep. 1989
FAR clause 52.209-3 is cited and first article contractor testing is required Clauses
prior to approval being granted and payment made.
AP-2640 AP-1094 The system shall provide the capability to alert an authorized user when Process Contract Manage Entitlement FAR 52.209-4
FAR clause 52.209-4 is cited and first article government testing is required Clauses
prior to approval being granted and payment made.
AP-2640.01 AP-2640 The system shall provide the capability to capture the number of days Process Contract Manage Entitlement FAR 52.209.3 and
required for approval of First Article. Clauses 52.209.4 (09/89)
AP-2640.02 AP-2640 The system shall provide the capability to calculate the number of days Process Contract Manage Entitlement FAR 52.209.3 and 52.209-
required for testing of First Article, before approval is granted. Clauses 4 (09/89)
AP-2640.04 AP-2640 The system shall provide the capability to prevent payment of invoices until Process Contract Manage Entitlement FAR 52.209.3 and 52.209-
First Article approval is granted by the Contracting Officer. Clauses 4 (09/89)
AP-2640.05 AP-2640 The system shall provide the capability to release invoices on hold upon Process Contract Manage Entitlement FAR 52.209.3 and 52.209-
receipt of First Article approval. Clauses 4
AP-2642 AP-1094 The system shall provide automated functionality to disallow freight Process Contract Manage Entitlement FAR 52.247-7 (04/84)
charges when FAR clause 52.247-7 is cited in the contract and movement Clauses
of goods can be moved by government vehicles in lieu of common carrier
or some other means not advantageous to the government.
AP-2643 AP-1094 The system shall provide automated functionality to alert the user when Process Contract Manage Entitlement DFARS 252.247-7023
DFARS clause 252.247-7023 is cited in the contract. Clauses (05/02)
AP-2644 AP-1094 The system shall provide automated functionality to suspend payment of Process Contract Manage Entitlement DFARS 252.204.7002, OFFM-NO-0106, Jan 2006,
invoices to the vendor for any portion of a contract line item or exhibit line Clauses (12/91) SMB-14, SMB-15, SMC-
item which contains an Not Separately Priced (NSP) item(s) until: (1) The 09.
vendor has delivered the total quantity of all related contract subline items
or exhibit subline items; and (2) The Government has accepted them.
AP-2644.01 AP-2644 The system shall provide automated functionality to release the payment of Process Contract Manage Entitlement DFARS 252.204.7002,
invoices to the vendor when all Not Separately Priced (NSP) item(s) have Clauses (12/91)
been delivered and accepted.
AP-2645 AP-1094 The system shall apply the designated increase/decrease variation Process Contract Manage Entitlement FAR 52.211-16, Apr. 1984 OFFM-0106, Jan 2006,
percentage at either total contract or line item levels when FAR 52.211-16 Clauses SMB-19
is cited in the contract when entitling payment.
AP-2648 AP-1094 The system shall be capable of recognizing technical data - withholding Process Contract Manage Entitlement DFARS 252.227-7030, OFFM-NO-0106, Jan 2006,
payment (DFAR 252.227-7030) clause when cited in the contract to alert Clauses Mar. 2000 PMD-01
an authorized user of an impending deduction in accordance with
instructions by the contracting officer (i.e., apply 10% of the total contract
price or amount against the vendor/contractor invoice, unless a lesser
withholding is specified in the contract).
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2649 AP-1094 The system shall identify when FAR 52.216-10 (incentive fee) is cited to Process Contract Manage Entitlement FAR 52.216-10, Mar. 1997 OFFM-NO-0106, Jan 2006,
determine whether a fee is authorized according to the terms and Clauses PMD-01
conditions of the contract.
AP-2650 AP-1094 The system shall identify when FAR 52.216-11 (Cost contract/no fee) is Process Contract Manage Entitlement FAR 52.216-11, Mar. 1997 OFFM-NO-0106, Jan 2006,
cited on cost reimbursement contracts, the government shall not pay the Clauses PMD-01
contractor a fee for performing the contract.
AP-2651 AP-1094 The system must provide the capability to alert the user when FAR clause Process Contract Manage Entitlement FAR 52.216-12, Apr. 1984
52.216-12 is cited in the contract authorizing the deductions of fee amounts Clauses
withheld by the contracting officer based on the performance by the
contractor.
AP-2655 AP-1094 The system shall identify when FAR clause 52.216-8 is cited in the contract Process Contract Manage Entitlement FAR 52.216-8, Mar. 1997 OFFM-NO-0106, Jan 2006,
authorizing the deductions of fee amounts withheld by the contracting Clauses PMD-01
officer based on the performance by the contractor.
AP-2656 AP-1094 The system shall alert an authorized user when FAR clause 52.216-9 Process Contract Manage Entitlement FAR 52.216-9, Mar. 1997 OFFM-NO-0106, Jan 2006,
(Fixed Fee-Construction) is cited in the contract for payment of fixed fees. Clauses PMD-01
AP-2657 AP-1094 The system shall alert an authorized user when FAR 52.232-9 (limitation on Process Contract Manage Entitlement FAR 52.232-9, Apr. 1984 OFFM-NO-0106, Jan 2006,
withholding of payments) is cited when more than one clause or schedule Clauses PMD-01
term of the contract authorizes temporary withholding of amounts for
supplies delivered or services performed.
AP-2658 AP-1094 The system shall have the capability to identify liquidated damages when Process Contract Manage Entitlement FAR 52.211-11, Sep. 2000 OFFM-NO-0106, Jan 2006,
FAR 52.211-11 (supplies, services or R&D) is cited on the obligation Clauses PMD-01
document (i.e., when the contractor fails to deliver the supplies or perform
the services within the time specified in the contract).
AP-2658.01 AP-2658 The system shall have the capability to identify liquidated damages at the Process Contract Manage Entitlement FAR 52.211-11, Sep. 2000
CLIN/SLIN/ELIN levels when FAR 52.211-11 is cited. Clauses
AP-2659 AP-1094 The system shall have the capability to identify liquidated damages- Process Contract Manage Entitlement FAR 52.211-12, Sep. 2000 OFFM-NO-0106, Jan 2006,
construction when FAR 52.211-12 is cited on the obligation document.. Clauses PMD-01
AP-2659.01 AP-2659 The system shall have the capability to identify liquidated damages- Process Contract Manage Entitlement FAR 52.211-12, Sep. 2000
construction at the CLIN/SLIN/ELIN levels when FAR 52.211-12 is cited. Clauses
AP-2662 AP-1094 The system shall provide an automatic notification to vendor/contractor of Match to Receipt Perform Acceptance DFARS 252.246-7000, OFFM-NO-0106, Jan 2006,
his requirement to submit a receipt and acceptance document when Procedures Mar. 2003 PMD-01
DFARS 252.246-7000 (material inspection and receiving report) is cited in
the contract.
AP-2663 AP-1094 The system shall provide a capability to identify when FAR 52.232-5 Process Contract Manage Entitlement FAR 52.232-5, Sep. 2002 OFFM-NO-0106, Jan 2006,
(Payment under Fixed-price construction contracts) is cited on the awarded Clauses PMD-01
contract, authorizing financing payments (i.e. Progress Payments) against
construction contracts.
AP-2664 AP-1094; AP- The system shall provide automated functionality to notify the user of Determine Payment Manage Entitlement FAR 52.232-25 (10/03)
1530 invoice due date for making invoice payment. Schedule Date
AP-2668 AP-1094 The system shall have the capability to identify DFARS 252.225-7014 Process Contract Manage Entitlement DFARS 252.225-7014, USC, Title 10, Section
(Berry Amendment) when cited in the awarded contract. Clauses June 2005; OFFM-NO- 2533a, Jan. 2004
0106, Jan 2006, PMD-01
AP-2668.01 AP-2668 The system shall have the capability to track and record deductions Process Contract Manage Entitlement DFARS 252.225-7014, USC, Title 10, Section
authorized by the contracting officer as it relates to the manufacture of Clauses June 2005 2533a, Jan. 2004
foreign specialty metals when DFARS clause 252.225-7014 (Berry
Amendment) cited contract.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2669 AP-1094 The system shall have the capability to identify contracts citing DFARS Process Contract Manage Entitlement DFARS 252.232-7003, OFFM-NO-0106, Jan 2006,
252.232-7003 (Electronic Submission of Invoices). Clauses Mar. 2007 PMD-01
AP-2669.01 AP-2669 The system shall be able to track, record and report vendor/contractor Process Contract Manage Entitlement DFARS 252.232-7003,
invoices submitted hardcopy when DFARS 252.232-7003 is cited unless Clauses Mar. 2007
permitted to submit in another form authorized by the Contracting Officer.
AP-2671 AP-1094 The system must provide the capability to recognize when volume rates Process Contract Manage Entitlement FAR 52.247-61 (04/84)
apply, based on the terms and conditions of the contract, when FAR clause Clauses
52.247-61 (Minimum Size Shipping Weight) is cited.
AP-2673 AP-1094 The system must provide the capability to recognize,and suspend and Process Contract Manage Entitlement FAR 52.247-60 (12/89)
entitlement for manual reivew, when guaranteed shipping weights rates Clauses
apply, based on the terms and conditions of the contract, when FAR clause
52.247-60 is cited.
AP-2675 AP-2805 The system shall provide the capability to automatically make payments Manage Payment Manage Entitlement DFARS 204.7108 (d2),
(when CLIN/SLIN/ELINs are multiple funded) in sequential standard Instructions May 2007
accounting classification structure line item order.
AP-2676 AP-2805 The system shall provide the capability to automatically make payments Manage Payment Manage Entitlement DFARS 204.7108 (d3),
within the obligation document line item sequence (i.e., period of Instructions May 2007
availability) specified by the contracting officer when CLIN/SLIN/ELINs are
multi-funded.
AP-2677 AP-2805 The system shall provide the capability at document line item level (when Manage Payment Manage Entitlement DFARS 204.7108 (d4),
clins are multi-funded) to allow automatic payment using oldest funds first Instructions May 2007)
(exhausting all funds in the previous fiscal year before disbursing from the
next year).
AP-2677.01 AP-2677 The system shall provide the capability to automatically make payments Manage Payment Manage Entitlement DFARS 204.7108 (d4),
using oldest fiscal year funds first (i.e., period of availability) when Instructions May 2007
CLIN/SLIN/ELINs are multiple funded.
AP-2677.02 AP-2677 In the event there is more than one standard accounting classification Manage Payment Manage Entitlement DFARS 204.7108 (d4),
structure associated with the same fiscal year (period of availability) at the Instructions May. 2007
CLIN/SLIN/ELIN levels, the system shall automatically disburse the
payment from each standard accounting classification structure within a
fiscal year (in the same proportion) as the amount of funding obligated for
each standard accounting classification structure within the fiscal year.
AP-2678 AP-2805 The system shall provide the capability to automatically make payments (in Manage Payment Manage Entitlement DFARS 204.7108 (d5),
the event there is multiple funded CLIN/SLIN/ELINs) with the earliest Instructions May 2007
cancellation date first, exhausting all funds in that standard accounting
classification structure before disbursing funds from the next earliest
cancellation dated standard accounting classification structure.
AP-2678.01 AP-2678 In the event there is multiple standard accounting classification structure Manage Payment Manage Entitlement DFARS 204.7108 (d5),
associated with the same cancellation date, the system shall provide the Instructions May 2007
capability to automatically make payments from each designated document
line item within the same cancellation date (in the same proportion) as the
amount of funding obligated for each standard accounting classification
structure within the same cancellation date.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2678.02 AP-2678 'The system shall automatically identify the standard accounting Manage Payment Manage Entitlement DFARS 204.7108 (d5),
classification structure by date of cancellation prior to making payments Instructions May 2007
using the following criteria: 1. Period of
Availability (Beginning) 2. Period of Availability (Ending) 3. TAFS
Status Indicator 4. Expiration Flag 5. Availability Type Code
6. DUID 7. OUID
AP-2679 AP-2805 The system shall automatically make payments from each standard Manage Payment Manage Entitlement DFARS 204.7108 (d6),
accounting classification structure in the same proportion as the amount of Instructions May 2007
funding currently unliquidated for each standard accounting classification
structure, in the event there is multiple-funded CLIN/SLIN/ELINs.
AP-2681 AP-2805 The system shall provide the capability to automatically make payments in Manage Payment Manage Entitlement DFARS 204.7108 (d7),
sequential (i.e., period of availability) order at the contract level exhaust all Instructions May 2007
funds in the previous standard accounting classification structure before
disbursing from the next.
AP-2682 AP-2805 The system shall provide the capability to automatically make payments at Manage Payment Manage Entitlement DFARS 204.7108 (1) (d9), OFFM-NO-0106, Jan 2006,
the contract level to allow automatic payment using the oldest fiscal year Instructions May 2007 FME-10
(i.e., period of availability) funds first, exhausting all funds in the previous
fiscal year before disbursing from the next fiscal year.
AP-2682.01 AP-2682 In the event there is more than one standard accounting classification Manage Payment Manage Entitlement DFARS 204.7108 (d9),
structure associated with the same fiscal year (i.e., period of availability) at Instructions May 2007
the Contract level, the system shall automatically disburse the payment
amount from each standard accounting classification structure within a
fiscal year in the same proportion as the amount for each standard
accounting classification structure within the fiscal year.
AP-2683 AP-2805 The system shall provide the capability to automatically identify orders Manage Payment Manage Entitlement DFARS 204.7108 (d12), OFFM-NO-0106, Jan 2006,
which do not cite specific standardized payment instructions in accordance Instructions May 2007 PMD-01
with DFARS 204.7108 (d1) thru (d11).
AP-2687 AP-2805 The system shall provide the capability to automatically identify at what Manage Payment Manage Entitlement DFARS 204.7108 (c6), JFMIP SR-02-02, 35
level (contract/LOA, CLIN, SLIN, or ELIN) the payment instructions are Instructions May 2007
applicable.
AP-2688 AP-2805 The system shall have the capability to apply standard payment instructions Manage Payment Manage Entitlement DFARS 204.7108 (c7), OFFM-NO-0106, Jan 2006,
either at the contract level and/or at the document line item level. Instructions May 2007 PMD-01
AP-2690 AP-1094 The system shall provide the capability to include instructions for Manage Payment Manage Entitlement DFARS 204.7108 (c9),
distribution of the contract financing payments to each country's account for Instructions May 2007
contracts that contain foreign military sales requirements.
AP-2692 The system shall have a capability to flag invoices for further review by an Transportation with Manage Entitlement FAR 52.247-48, Feb. 1999
authorized user to validate Evidence of Shipment exists for goods received Dollar Amount Over
when FAR 52.247-48 (Evidence of Shipment) is cited. Threshold?
AP-2697.01 The system shall provide the capability to allow an authorized user to Process Contract Manage Entitlement 'FAR Subpart 32.1004
review the payment requests when both clauses, FAR 52.232-32 and FAR Clauses
52.232-16 are cited on the awarded contract.
AP-2701 AP-1174; AP- The system shall provide the capability to apply the credit to the specific Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13
1500 obligation (at the line item level) that resulted in the debt. Offsets PMD-51(01/06)
AP-2702 AP-1174; AP- The system shall provide the capability to maintain the balance of debt Compare Outstanding Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13
1500 (e.g., as an account receivable), at the PIIN/SPIIN/CLIN/SLIN level. Accounts Receivable PMD-51(01/06)
Balance
Page 109
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2703 AP-1693 The system shall provide automated functionality to prevent offsets in Calculate and Manage Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.13
excess of the debt. Offsets PMD-51
AP-2740 AP-1495 The system shall provide automated functionality to recognize 14 day Determine Payment Manage Entitlement FAR 52.232-27-A (09/05) OFFM-NO-0106, Jan 2006,
payment terms for construction contracts. Schedule Date PMD-01
AP-2742 AP-1495 The system shall provide automated functionality to make payments within Determine Payment Manage Entitlement FAR 52.232-25 (10/03) OFFM-NO-0106, Jan 2006,
15 days after receipt of the invoice for Fast Payment contracts. Schedule Date PMD-01
AP-2744 AP-1495 The system shall provide automated functionality to recognize 7 day Determine Payment Manage Entitlement FAR 32.007 (4) OFFM-NO-0106, Jan 2006,
payment terms for financing payments as specified on the contract. Schedule Date PMD-01
AP-2746 The system shall not calculate interest before the normal payment due date Prompt Payment Date Manage Entitlement DFARS 232.906 (12/05) OFFM-NO-0106, Jan 2006,
even if the company is a small business and the "earliest possible" date Past? PMD-08
falls before the due date.
AP-2748 The system shall provide automated functionality to determine if an offered Calculate Discount Manage Entitlement DoDFMR, Vol.10, Chap. OFFM-NO-0106, Jan 2006,
discount is economically justified. 02, 020202-A (04/02) PMD-04
AP-2749 The system shall provide automated functionality to prevent discount when Calculate Discount Manage Entitlement DoDFMR, Vol.10, Chap. OFFM-NO-0106, Jan 2006,
it is not determined to be economically justified. 02, 020202-A (04/02) PMD-07
AP-2750 AP-2749 The system shall provide automated functionality to display a warning Calculate Discount Manage Entitlement DoDFMR, Vol.10, Chap. OFFM-NO-0106, Jan 2006,
message if offered discount is not economically justified. 02, 020202-A (04/02) PMD-07
AP-2751 The system shall provide automated functionality to use the invoice Calculate Discount Manage Entitlement DoDFMR Vol. 4, Chap. 9, FAR 32.906 (e)
received date for computation of discounts on invoices when no invoice 090201-F (01/07); OFFM-
date is present on the invoice. NO-0106, Jan 2006, PMD-
08
AP-2752 The system shall provide automated functionality to calculate interest Prompt Payment Date Manage Entitlement DoDFMR, Vol.10, Chap. OFFM-NO-0106, Jan 2006,
beginning on the first day after the due date of the invoice. Past? 07, 070307-C (07/02) PMD-08
AP-2753 The system shall provide automated functionality to calculate interest due Calculate Interest and Manage Entitlement DoDFMR, Vol.10, Chap. OFFM-NO-0106, Jan 2006,
in 30 day increments. Penalties 07, 070307-C (07/02) PMD-08
AP-2754 The system shall provide automated functionality to add interest penalties Calculate Interest and Manage Entitlement DoDFMR, Vol.10, Chap. OFFM-NO-0106, Jan 2006,
unpaid for 30 days to the principal amount of the invoice. The next 30 day Penalties 07, 070307-A (07/02) PMD-08
increment shall be calculated on this amount.
AP-2755 AP-2707 The system shall provide the capability to prevent accrual of interest Calculate Interest and Manage Entitlement DoDFMR, Vol.10, Chap. OFFM-NO-0106, Jan 2006,
penalties exceeding 360 days. Penalties 07, 070307-C (07/02) PMD-08
AP-2756 AP-2747 The system shall provide automated functionality to accept and compare Calculate Discount Manage Entitlement DoDFMR Vol. 10, Chap. 2, 'FAR 52.232-8 (02;02)
multiple discounts and select the most advantageous terms for payment. 020102 (04/02); OFFM-NO-
0106, Jan 2006, PMD-07
AP-2757 The system shall provide automated functionality to accept contractor's Calculate Discount Manage Entitlement DoDFMR Vol. 10, Chap. 2, FAR 52.232-8
extension of discount period or increase in the discount percentage beyond 020102
what was previously offered.
AP-2760 The system shall provide automated functionality to apply the interest rate Calculate Interest and Manage Entitlement DoDFMR Vol. 10, Chap. 7,
in effect on the first day to the entire period of interest accrual. Penalties 070307-B (07/02)
Page 110
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2764 The system shall provide the capability to ensure that payments are made Determine Payment Manage Entitlement DoDFMR Vol. 10, Chap. 7,
no earlier than the 28th day of the payment period for contracts issued Schedule Date 070101-B. 1 (07/02)
before March 31, 1989.
AP-2765 The system shall provide automated functionality to ensure that payments Determine Payment Manage Entitlement DoDFMR Vol. 10, Chap. 7, 5 CFR 1315; FAR 32.9
are made no earlier than the 23rd day of the payment period for contracts Schedule Date 070101-B. 2 (07/02)
issued after April 1, 1989 (IAW Prompt Payment Act).
AP-2767 The system shall provide automated functionality to accept discounts Calculate Discount Manage Entitlement DoDFMR Vol. 10, Chap. 2
offered on an invoice. 020102 (07/02)
AP-2770 The system shall provide automated functionality to determine the most Calculate Discount Manage Entitlement DoDFMR Vol.10, Chap. 2,
cost effective discount. 020104 (07/020
AP-2771 The system shall provide automated functionality to compute discounts on Calculate Discount Manage Entitlement DoDFMR Vol. 10, Chap. 2,
mandatory withheld funds when these amounts are released for payment if 020203 A.3 (04/02)
previous payments were paid within the discount terms.
AP-2773 AP-2756 The system shall provide automated functionality to calculate discounts by Calculate Discount Manage Entitlement DoDFMR Vol. 10, Chap. 2,
invoice line item and quantity. 020203-5 (04/02)
AP-2775 AP-2756 The system shall provide the capability to split invoice payments when Calculate Discount Manage Entitlement DoDFMR Vol. 10, Chap. 2,
discounts are offered by line item. 020203-5 (04/02)
AP-2783 AP-1497 The system shall provide automated functionality to make separate Determine Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.05
payments when items on an invoice have different payment terms. Schedule Date PMD-02 (01/06)
AP-2784 The system shall provide automated functionality to notify the user when Prompt Payment Date Manage Entitlement FAR 52.232-25 (10/03) OFFM-NO-0106, Jan 2006,
invoice is subject to interest. Past? PMD-08
AP-2785 The system shall provide automated functionality to calculate interest in Calculate Interest and Manage Entitlement FAR 52.232-25 (10/03) OFFM-NO-0106, Jan 2006,
accordance with Prompt Pay Act unless otherwise excluded. Penalties PMD-08
AP-2786 AP-2785 The system shall provide automated functionality to prevent calculation of Prompt Payment Date Manage Entitlement DoDFMR Vol. 10, Chap. 7, OFFM-NO-0106, Jan 2006,
interest on contracts not subject to the Prompt Payment Act as listed: (a) Past? 070102 (07/02) PMD-08
Contracts with foreign governments; (b) Contracts executed prior to
October 1, 1982 (unless modified or renewed after that effective date); (c)
Any interest which may be payable under claims settled under the Contract
Disputes Act (CDA) of 1978, except claims related to the PPA.; (d)
Contracts based on foreign laws or customs issued under Status of Forces
Agreements (10 U.S.C. 2396); (e) Contracts where payment terms and
late payment penalties have been established by other governmental
authority (e.g., tariffs); (f) Contract financing payments, other than the final
payment; (g) USPFO s in each state share costs with their state on
building or maintaining property. If the state contracting officer, acting in his
or her capacity as a state employee, issues contracts for this work using
state fund cite, payments made to the state or contractor are exempt from
PPA.
Page 111
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2792 AP-2805 The system shall provide the capability to automatically make payment Manage Payment Manage Entitlement DFARS 204.7108 (1)
using the standard accounting classification structure with earliest Instructions (d10), May 2007
cancellation date first (i.e., availability type code, expiration flag, period of
availability), exhausting all funds in that standard accounting classification
structure before disbursing from the next fiscal year.
AP-2793 AP-2805 In the event there is more than one standard accounting classification Manage Payment Manage Entitlement DFARS 204.7108 (1)
structure associated with the same cancellation date (i.e., availability type Instructions (d10), May 2007
code, expiration flag, period of availability) at the Contract level, the system
shall automatically disburse the payment amount from each standard
accounting classification structure with the same cancellation date in the
same proportion as the amount of the standard accounting classification
structure within the cancellation date.
AP-2794 AP-2805 The system shall provide automated functionality to make payments at the Manage Payment Manage Entitlement DFARS 204.7108 (1)
Contract level, within the same proportion as the amount of funding Instructions (d11), May 2007
currently unliquidated for each standard accounting classification.
AP-2795 AP-2805 The system shall provide the capability to automatically make payments Manage Payment Manage Entitlement 'DFARS 204.7108 (d8),
within the obligation document level sequence (i.e., period of availability) Instructions (10/05)
specified by the contracting officer.
AP-2805 The system shall have the capability to automatically identify the following Manage Payment Manage Entitlement DFARS 204.7108 (d), May
special payment instructions identifiers in accordance with DFARS Instructions 2007
204.1708 (d): a) d1 (line item specific: single funding); b) d2 (line item
specific: sequential LOA order); c) d3 (Line item specific: contracting
officer specified order); d) d4 (Line item specific: by fiscal year); e) d5
(Line item specific: by cancellation date); f) d6 (Line item specific:
proration); g) d7 (Contract-wide: sequential LOA order); h) d8 (Contract-
wide: contracting officer specified order); i) d9 (Contract-wide: by fiscal
year); j) d10 (Contract-wide: by cancellation date); k) d11 (Contract-wide:
proration); l) d12 (Other)
AP-2807 The system shall provide the capability to identify when FAR 52.229-3 Process Contract Manage Entitlement FAR 52.229-3
(federal state, and local taxes) is cited on the obligation document. Clauses
AP-2808 The system shall allow an authorized user to make federal, state and local Process Contract Manage Entitlement FAR 52.229-3
tax payments, when FAR 52.229-3 is cited on the obligation document. Clauses
AP-2809 The system shall provide the capability to identify when FAR 52.229-6 Process Contract Manage Entitlement FAR 52.229-6
(Taxes-Foreign Fixed-Price Contracts) is cited on the obligation document. Clauses
AP-2811 The system shall provide the capability to identify when FAR 52.229-7 Process Contract Manage Entitlement FAR 52.229-7
(Taxes-Fixed-Priced Contracts with Foreign Governments) is cited on the Clauses
obligation document.
AP-2812 The system shall provide the capability to identify when FAR 52.229-8 Process Contract Manage Entitlement FAR 52.229-8
(Taxes-Foreign Cost-Reimbursement Contracts) is cited on the obligation Clauses
document.
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2813 The system shall provide the capability to identify when FAR 52.229-9 Process Contract Manage Entitlement FAR 52.229-9
(Taxes-Foreign Cost-Reimbursement Contracts with Foreign Governments) Clauses
is cited on the obligation document.
AP-2814 The system shall provide the capability to identify when FAR Subpart Process Contract Manage Entitlement 'DoD FMR Volume 10, FAR Subpart 29
29.201 (Federal Excise Taxes) is cited on the obligation document. Clauses Chapter 6., Sub 060201,
Feb. 1996
AP-2816 The system shall provide the capability to identify when FAR 52.249-2 Process Contract Manage Entitlement FAR 52.249-2 (05/04)
(Termination for Convenience (Fixed Price)) is cited on the obligation Clauses
document.
AP-2817 The system shall provide the capability to identify when FAR 52.249-4 Process Contract Manage Entitlement FAR 52.249-4 (04/84)
(Termination for Convenience (Services)) is cited on the obligation Clauses
document.
AP-2825 The system shall make Apprehension Rewards payments by day 30 upon Determine Payment Manage Entitlement 10 U.S.C. 956; 10 U.S.C. 10 U.S.C. 956; 10
receipt of certified voucher (SF1034) or electronic equivalent. Schedule Date 7214 U.S.C. 7214
AP-2827 The system shall make payments (Apprehension Reimbursements & Determine Payment Manage Entitlement 10 U.S.C. 956; 10U.S.C.
Confinement Costs) by day 30 upon receipt of certified voucher (SF1034) Schedule Date 7214
or electronic equivalent.
AP-2905 AP-1375 The system shall provide automated functionality to reduce the amount of Process Contract Manage Entitlement FAR 52.247-67 (02/06) Federal OFFM-NO-0106, Jan 2006,
invoiced freight charges IAW the FAR clauses governed by the contract Clauses Acquisition PMC-13
cited on the invoice. Regulation (FAR)
AP-2905.01 AP-2905 The system shall provide automated functionality to allow payment of Process Contract Manage Entitlement FAR 52.247-67 (02/06) Federal FAR Subpart 47.303-17(d)
transportation charges, in the event the supporting FAR clause (FAR Clauses Acquisition (1); FAR 47.300 (02/06)
52.247-67 and/or FAR Subpart 47.303-17) is present and meets the dollar Regulation (FAR);
threshold. OFFM-NO-0106,
Jan 2006, PMC-
13
AP-2905.02 AP-2905 The system shall provide automated functionality to disallow payment of Process Contract Manage Entitlement FAR 52.247-67 (02/06) Federal FAR Subpart 47.303-17(d)
transportation charges, in the event the supporting FAR clause (FAR Clauses Acquisition (1); FAR 47.300 (02/06)
52.247-67 and/or FAR Subpart 47.303-17) is not present, and allow the Regulation (FAR)
invoice to pay without the transportation charges. ; OFFM-NO-0106,
Jan 2006, PMC-
13
AP-2914 The system shall ensure that entitled and disbursed quantities do not Calculate Acceptance Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.50
exceed what is cited in the contract, except where the excess quantities Value PMC-08, JAN 2007
accepted on the receiving report are within the quantity variance as stated
in the contract.
AP-3365 To support the payment process, the agency’s single integrated financial Match Type Manage Entitlement JFMIP SR-02-02, 41 09.04.93
management system must permit payment without evidence of (01/07)
performance (for contract financing, including advance payments and
commercial contract financing).
AP-3390 To support the Intragovernmental processes, the system shall have the Process Contract Manage Entitlement TFM Volume I, Bulletin
capability to identify when advances are permitted for an Acknowledged Clauses 2007-03, Section III, B.3
Intragovernmental Order
AP-3391 To support the Intragovernmental processes, the system shall have the Process Contract Manage Entitlement TFM Volume I, Bulletin
capability process advances when permitted and identified in the Clauses 2007-03, Section III, B.3
Acknowledged Intragovernmental Order
Page 113
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Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-3405 To support payment of Intragovernmental Bills, the system shall disburse Determine Payment Manage Entitlement DoDFMR Volume 11A,
the payment request for an Economy Act Order upon receipt of the request. Schedule Date Chapter 3, 030502
A bill submitted or a request for payment is now subject to audit or
certification in advance of payment.
AP-3418 The system shall provide the capability to automatically process FAR Process Contract Manage Entitlement DoDI 4000.19, Aug. 9,
clauses cited on the Intragovernmental Support Agreement (e.g. DD Form Clauses 1995
1144) when processing an associated payment request. Specific
processing requirements for clauses are defined by other requirements.
AP-3419 To support Non-Interfund Intragovernmental processing, the system shall Match Type Manage Entitlement DoDFMR Volume 10,
provide the capability to match the payment request to the requisition (i.e. Chapter 10, 100102.B.3.a
Intragovernmental Support Agreement) and verified that the items billed (1)
were ordered and at the price citied on the agreement.
AP-3422 The system shall provide the capability to pay General Services Determine Payment Manage Entitlement DoDFMR Volume 10,
Administration (GSA) Noninterfund Billings by check within 15 days after Schedule Date Chapter 10, 100104.E.1
receipt of the GSA payment request.
AP-3423 The system shall provide the capability to pay General Services Match Type Manage Entitlement DoDFMR Volume 10,
Administration (GSA) Noninterfund Billings without preaudit or receipt Chapter 10, 100104.E.1
verification (i.e. 2-way match).
AP-3430 The system shall provide the capability to pay GSA Motor Pool payment Determine Payment Manage Entitlement DoDFMR Volume 10,
requests within 30 days of the billing date. Schedule Date Chapter 10, 100104.E.4
AP-3431 The system shall provide the capability to match a GSA Motor Pool Match Type Manage Entitlement DoDFMR Volume 10,
payment requests to the obligation document. Chapter 10, 100104.E.4
AP-3433 The system shall provide the capability to process GSA Federal Determine Payment Manage Entitlement DoDFMR Volume 10,
Telecommunication Services (FTS) within 15 days after receipt of the GSA Schedule Date Chapter 10, 100104.E.5
payment request
AP-3434 The system shall provide the capability to pay a payment request from the Determine Payment Manage Entitlement DoDFMR Volume 10,
Government Printing Office (GPO) within 15 days after the receipt of a Schedule Date Chapter 10, 100104.E.5
certified invoice from the ordering activity
Page 114
Calculate Entitlement
External Non-
DoD User or
Non-DoD
Source
Interest Rate
Goods and Services
Acknowledgement
Shared
Financial Entitlement
Management Match to
4 Way
Receipt
Entitlement
Request for
Information
Administrative Offset
Reimbursable Bill Calculate
DoD Initiated Match to
FAST PAY 3 Way Acceptance
Payment Acceptance
Invoice Value
Request
Interfund
Billing
Process Accounts
Match Type Calculate
2 Way Contract Compare Receivable
Discounts
Clauses Outstanding Balance
Accounts Receivable
Transportation with Yes
Prompt Payment Balance
Dollar Amount Over Invoice
Threshold ? Date Past? Information
Determine Manage
with Net
NO No Payment NO Payment
Amount Due
Schedule Date Instruction Contractor Owes?
Acceptance
Evidence Contract Payment? NO
YES
YES
Yes
Validate
Transportation Calculate
Certified Documentation Interest
Invoice Process IRS
And Penalties Calculate and
Withholding
Certified Manage
(3% tax)
Credit Card Offsets
(TBD) Net Amount Due Determined
Invoice Interest Owed
Go To: Manage Funds
Validation
Accountant
Liquidate Outstanding Accounts Receivable
Accounts Receivable Liquidated
Balance
Offset Pro Forma
Establish Accounts Entries
Payable Generate Offsetting
Liability or Receivable
Got To: Capture Pro
Pro Forma Entries
Forma Entries
Material
Supply and
Service Manage Inbound and
Management Outbound Shipments
Shipping
Documentation
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (8) Manage_Funds_Validation 12/1/2010
Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Requirement Secondary Requirement Accounting
Requirement Name Date Source Source and Date Transaction
No. Reference
Number
AP-0400 The system shall maintain a history of all prevalidation requests sent to and Manage Funds Manage DoDFMR,Volume 01,Chapter 09.06.13
responses received from the Accounting Station. Validation Entitlement 02,Add. 2 D10i; 'OFFM-NO-0106,
Jan 2006, PME-01/PME-02
AP-0400.01 AP-0400 The system shall capture the date that prevalidation requests and cancelations Manage Manage DoDFMR, Volume 01, Chapter 02, 09.06.13 OFFM-NO-0106, Jan 2006,
were sent and responses received and retain the date in the history. Prevalidation Entitlement Add. 2 D10i PME-01; PME-02
AP-0400.02 AP-0400 The system shall provide the capability to view prevalidation request, Manage Manage DoDFMR, Volume 01, Chapter 02, 09.06.13 OFFM-NO-0106, Jan 2006,
cancelation and response history. Prevalidation Entitlement Add. 2 D10i PME-01; PME-02
AP-1377 The system shall provide the capability to electronically send a notification for a Manage Manage DFAS 7000.7-I March 2003
prevalidation request to the responsible Accounting Station based on the Prevalidation Entitlement
Agency Accounting Identifier Codes as defined by the Standard Financial Request
Information Structure (SFIS).
AP-1383 The system shall be able to receive prevalidation responses from an Manage Manage DFAS 7000.7-I March 2003
Accounting Station. Prevalidation Entitlement
Response
AP-1384 The system shall match prevalidation responses to prevalidation requests. Manage Manage DFAS 7000.7-I March 2003
Prevalidation Entitlement
Response
AP-1862 The system shall suspend the entire invoice payment until all prevalidation Manage Manage DFAS 7000.7-I March 2003 OFFM-NO-0106, Jan 2006,
requests have been approved. Prevalidation Entitlement PMC-08
AP-2392 The system must provide the capability to establish and modify the system's Manage Manage DFAS 7000.7-I March 2003
response (either reject transaction or provide warning) to the failure of funds Prevalidation Entitlement
availability edits for each transaction type. Response
AP-2394 The entitlements system must send the DoD Funds Balance dataset elements Manage Manage BEA 4.1 Verify Funds Availability
Prevalidation Entitlement BPM Process
Request
AP-2394.01 AP-2394 The entitlement system must relate the PIIN, SPIIN and CLIIN/SLIIN to the Manage Manage SFIS Compliance Checklist, BEA
DUID on each request. Prevalidation Entitlement 4.1, (3/07) Req. C9
Request
AP-2398 The entitlement system must provide the capability to release of an entitlement Manage Manage FSIO OFFM-N0-0106, req. SMB-10 08.02.04
for disbursement when it has received an Authority to Disburse (ATD) for all Prevalidation Entitlement
requests submitted to the Accounting Station(s) of Record. Response
AP-2401 The system must provide the capability to cancel a previous pre-validation Manage Manage DFAS 7000.7-I March 2003
request. This capability can be performed only when the funds have not been Prevalidation Entitlement
disbursed. Request
AP-2401.01 AP-2401 The entitlement system must provide the capability to send a cancellation for Manage Manage DFAS 7000.7-I March 2003
previous request that received a negative response. Prevalidation Entitlement
Request
AP-2401.03 AP-2401 The entitlement system must provide the capability to send a cancellation for Manage Manage DFAS 7000.7-I March 2003
previous request that received no response. Prevalidation Entitlement
Request
AP-2401.04 AP-2401 The entitlement system must provide the capability to send a new request after Manage Manage DFAS 7000.7-I March 2003
a previous request for the same CLIIN/SLIIN, accounting station has been Prevalidation Entitlement
cancelled. Request
AP-2401.05 AP-2401 The Entitlement System must provide the capability to receive and process Manage Manage DFAS 7000.7-I March 2003
responses for cancellation requests. Prevalidation Entitlement
Request
AP-2401.06 AP-2401 The Entitlement System must provide an alert for cancellation requests that Manage Manage FSIO OFFM-N0-0106, req. SMB-10 08.02.04
have been rejected. Prevalidation Entitlement
Response
Page 116
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Requirement Secondary Requirement Accounting
Requirement Name Date Source Source and Date Transaction
No. Reference
Number
AP-2401.07 AP-2401 The entitlement system must prevent cancellation requests from being sent to Manage Manage DFAS 7000.7-I March 2003
the Accounting Station when the associated funds have been disbursed. Prevalidation Entitlement
Request
AP-2404 The entitlement system must prevent a payment from being made for more Manage Manage DFAS 7000.7-I March 2003
than what was prevalidated. Prevalidation Entitlement
AP-2405 The entitlement system must provide the capability for authorized users to view Manage Manage DFAS 7000.7-I March 2003
suspended disbursements via a report or on-line application. Prevalidation Entitlement
AP-2637.01 AP-2637 The system shall have the capability to distinguish between FMS (Foreign Foreign Military Manage DFARS 204.7108 (05/07)
Military Sales) and US document line items. Sales? Entitlement
AP-2869 The entitlement system shall identify pre-validation requests for which a Manage Manage DFAS 7000.7-I March 2003 OFFM-NO-0106, Jan 2006,
response has not been received. Prevalidation Entitlement PMC-08
AP-2869.01 AP-2869 The entitlement system shall provide an alert when a prevalidation response Manage Manage DFAS 7000.7-I March 2003
has not been received within a prespecified time frame to allow an authorized Prevalidation Entitlement
user to research the cause.
AP-2870.01 AP-2870 The entitlement system must send an updated prevalidation request when the Manage Manage DFAS 7000.7-I March 2003
data passed in the request has changed and an authority to disburse (ATD) Prevalidation Entitlement
was previously received. Request
AP-2870.02 AP-2870 The entitlement system must have the capability to send a cancellation for the Manage Manage DFAS 7000.7-I March 2003
original response and a new request when the Agency Accounting Identifier Prevalidation Entitlement
Code (i.e. Accounting system) has changed. Request
AP-2870.03 AP-2870 The entitlement system must have the capability to receive and process a Manage Manage DFAS 7000.7-I March 2003
response to an updated request. Prevalidation Entitlement
Request
AP-2871 Both Accounting system of record and Entitlement system must maintain the Manage Funds Manage SFIS Compliance Checklist, BEA
SFIS DUID for reconciliation purposes Validation Entitlement 4.1, (3/07) Req. C9
AP-2872 The core financial systems must have the capability to perform prevalidation at Manage Funds Manage DOD-IG Report D2007-065
the DUID level Validation Entitlement
AP-2873 'The entitlement system must perform all entitlement edits and processes, as Manage Manage DODFMR Vol 10, Chpt 1, 010201.B
specified by payment type, prior to submitting a pre-validation request. Prevalidation Entitlement
AP-2884 The entitlement system shall provide the capability to view and research Manage Manage FSIO OFFM-N0-0106, req. SMB-10 08.02.04
rejected payment requests. Prevalidation Entitlement
Response
AP-2885 The entitlement system shall alert the user when a response can not be Manage Manage DFAS 7000.7-I March 2003
processed. For example, it can not be matched back to a request. Prevalidation Entitlement
Response
AP-2886 When processing new requests, the entitlement system must also send a Manage Manage DFAS 7000.7-I March 2003
cancellation for any previous requests associated with the line item. Prevalidation Entitlement
Request
Page 117
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Requirement Secondary Requirement Accounting
Requirement Name Date Source Source and Date Transaction
No. Reference
Number
AP-2890 The JFMIP Core Financial System Requirements document highlights Manage Funds Manage JFMIP SR-02-02, 60 08.01.47
additional general qualities of the single integrated financial management Validation Entitlement
system that must be supported relative to the sharing of information and
processes between and among the core financial system, acquisition system,
and other mixed systems: facilitate the reconciliation of information that is
common to the core financial management system and to one or more of the
financial mixed systems (e.g., acquisition systems and property management
systems) described in the JFMIP Framework document and other JFMIP
requirements documents, the single integrated financial management system
must provide for: multiple levels of system access, transaction authorization,
and approval authority; single source data entry; validation of funds availability
prior to scheduling payment; communication of the need for additional funds;
simultaneous posting of budgetary and proprietary accounts; prepayment
examinations from diverse locations; controls to ensure transaction processing
in proper chronological/numeric sequence and standard edits for shared data.
AP-2891 To support the Funds Control/Funds Availability Editing activity, the Core Manage Funds Manage FSIO OFFM-N0-0106, req. FME-09 08.02.01
financial system must provide automated functionality to validate funds Validation Entitlement
availability prior to recording spending transactions.
AP-2891.03 AP-2891 To support the Funds Control/Funds Availability Editing activity, the Core Manage Funds Manage FSIO OFFM-N0-0106, req. FME-09 08.02.01 FSIO OFFM-N0-0106, req.
financial system must provide automated functionality to validate funds Validation Entitlement FME-02
availability prior to recording Advances
AP-2892 To support the payment process, the agency’s single integrated financial Manage Funds Manage JFMIP SR-02-02, 44 09.04.103
management system must verify funds availability before making payment. Validation Entitlement
AP-2893 To support the Document and Transaction Control process, the Core financial Manage Manage FSIO OFFM-N0-0106, req. SMB-10 08.02.04
system must provide automated functionality to define the level of fund control Prevalidation Entitlement
edits and tolerance checks as one of the following: Rejection; Warning Response
(override authority needed to post transaction) and Information only (no
override needed).
AP-3014 The system shall have the capability to record an offset upon the delivery of Evaluate Payable Evaluate Payable USSGL TFM S2 07-02 aug 2007 B406-031
land and land rights in the same year the order was placed when the current- Request Request
year expended authority (recorded in a separate transaction) is more than the Information Information
original obligation, and accrue an accounts payable.
AP-3021 The system shall have the capability to record an offset upon the delivery of Evaluate Payable Evaluate Payable USSGL TFM S2 07-02 aug 2007 B406-041
buildings, improvements, and renovations in the same year the order was Request Request
placed when the current-year expended authority (recorded in a separate Information Information
transaction) is more than the original obligation, and accrue an accounts
payable. The budget authority is for unobligated funds exempt from
apportionment.
AP-3361 To support the Funds Control/Advances activity, the core financial system must Match t Contract or Manage FSIO OFFM-N0-0106, req. FME-29 08.03.24
provide automated functionality to record advance payments made, such as Obligation Entitlement (01/07)
travel advances, contract prepayments, and grant advances. When recording Document
an advance payment, reference an obligating document and bring forward all
accounting information. In cases where no obligating document is available,
reduce funds availability and create an obligating document to support the
advance payment made.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name and Requirement Secondary Requirement Accounting
Requirement Name Date Source Source and Date Transaction
No. Reference
Number
AP-3425 The system shall provide the capability to record that receipt verification has Manage Manage DoDFMR Volume 10, Chapter 10,
been performed for General Services Administration (GSA) Noninterfund Prevalidation Entitlement 100104.E.1
Billings. Response
Page 119
Manage Funds Validation
External Non- Foreign Military Sales
DoD User or Expenditure Authority Foreign Military Sales
Non-DoD Source Response Expenditure Authority
Request
Financial Entitlement
Management
Foreign
Military Sales? Manage FMS Payment
Expenditure ATD
Yes
Authority
Request Go To: Manage Cash Management
YES
Request Funds
No YES
Validation YES
For Self?
Invoice Information
Authority to
with Net Amount
Disburse Invoice with
No
NO Request for Insufficient
Manage Funds Resolve
NO Funds
Prevalidation Validation Discrepancy
Funds Insufficient Funds
Validation
Response Discrepancy
Resolved
Manage Manage
Prevalidation Prevalidation
Request Response
Accountant
Manage Execution Prevalidation
Request for
Fund Account Response
Prevalidation
+
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (9) Manage_Execution_Fund_Acct 12/1/2010
Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-0148 The system shall provide a capability for an authorized user to view Verify Funds Verify Funds FSIO OFFM-N-0106, req. 08.04.45
obligations, obligation adjustments and expenditures by contract line item and Availability Availability FMF-02
accounting classification.
AP-0158 The system shall provide a capability to include the certifying official's update Resolve Verify Funds MRM #15, DTR 4500.9-R-
to an unmatched 'funding source' (obligation data) cited on the Discrepancy Availability Part II, Chap 212, (11/04)
POWERTRACK invoice.
AP-0345 The system shall provide a capability to suspend invoices citing a Closed Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.02.27
Account. Availability Availability SMC-09 (01/06)
AP-0411 The system shall provide the capability to display the unliquidated balance of Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.04.43 FSIO OFFM-N0-0106, req.
the commitment, obligation, invoice, and receipt document. Availability Availability FMF-05 PMC-12
AP-0467 AP-2318.03 The system shall have the capability to record spending transactions, including Certify Funds Certify Funds FSIO OFFM-N0-0106, req. 08.01.13
commitments, obligations, advances and expenditures, at or below the level in FME-03
the standard structured accounting classification.
AP-0473 The system shall provide a capability to mark a Commitment as canceled and Certify Funds Review Funding FSIO OFFM-N0-0106, req. 01.05.26
reverse the associated General Ledger account entry. Note: Budgetary Request SMD-05
Resources are available for future commitment.
AP-0478 AP-2149 The system shall provide a capability for an authorized user to view a Verify Funds Verify Funds JFMIP SR-99-9, 10 10.02.41
populated Obligation Document. Availability Availability
AP-0500 The system shall provide a capability to establish multiple obligations against a Review Funding Manage Entitlement FSIO OFFM-N0-0106, Req 08.02.26
single commitment. Request SMC-08 (01/06)
AP-0520 AP-2931 The system shall provide a capability to prevent a duplicate Initiation, Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 14.01.30
Commitment or Obligation document number. Availability Availability SMB-06 (01/07)
AP-0627 The system shall provide a capability for an authorized user to add, modify, Review Funding Review Funding DoDFMR Volume 3,
save, and delete Commitments associated to Economy Act Orders. Request Request Chapter 8, 080202.E
AP-0659 The system shall provide a capability for an authorized user to add, modify, Review Funding Review Funding DoDFMR Volume 3,
save, and delete an Obligations associated to Econmy Act Orders. Request Request Chapter 8, 080703
AP-1215 'The Accounting System must have the capability to capture the prevalidation Verify Funds Verify Funds DODFMR Vol 10, Chpt 1,
request information when an authority to disburse (ATD) was granted, to use Availability Availability 010106
in calculating the funds available for future prevalidation requests.
AP-1215.01 AP-1215 The Accounting System must have the capability to capture the prevalidation Verify Funds Verify Funds DODFMR Vol 10, Chpt 1,
request information when an Authority To Disburse (ATD) was granted, to use Availability Availability 010106
in calculating the funds available for future prevalidation requests.
AP-1215.02 AP-1215 The Accounting System must have the capability to identify prevalidation Verify Funds Verify Funds DODFMR Vol 10, Chpt 1,
requests history for which a payment has been disbursed. Availability Availability 010106
AP-1215.03 AP-1215 To determine funds availability, the Accounting System must subtract from the Verify Funds Verify Funds DODFMR Vol 10, Chpt 1,
unliquidated obligation all approved prevalidation requests (i.e. ATD received) Availability Availability 010106
for which the payment was not disbursed
AP-1215.04 AP-1215 The Accounting System must have the capability to grant an Authority to Issue Authority to Manage Execution FSIO OFFM-N0-0106, req. 08.02.04 DODFMR Vol 10, Chpt 1,
Disburse (ATD) using a positive acknowledgement response to the entitlement Disburse Fund Account SMB-10 010106
system when the funds available is sufficient for the current prevalidation
request.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-1307 The system shall provide a capability to stop payment to a closed Verify Funds Verify Funds OFFM-0106, January 08.05.12
appropriation. Availability Availability 2006, FME-05
AP-1308 The system shall provide a capability to stop payment to a canceled Verify Funds Verify Funds OFFM-0106, January
appropriation. Availability Availability 2006, FME-10
AP-1486 To support the Payee Information Maintenance process, the Core financial Verify Funds Award Contract or FSIO OFFM-N0-0106, req. 09.01.20
system must provide automated functionality to prevent new obligations that Availability Acknowledge Order PMA-16 (01/06)
reference inactive or debarred vendors. or Issue
Modification
AP-1525 To support the Disbursing process, the Core financial system must provide Resolve Manage Execution FSIO OFFM-N0-0106, req. 09.02.51 DoDFMR Vol 3, Chap 8
automated functionality to record ―obligate and pay‖ transactions where Discrepancy Fund Account PMD-42 (01/07) (11/00)
obligation and payment occur simultaneously.
AP-1575.05 AP-1575 The system shall have the capability to post the following journal entry for all Certify Funds Generate Pro DoDFMR,"Volume 01, 09.03.22
direct appropriations when expenditure authority is used: Forma Entries for Chapter 02, Add. 2 D7a
Budgetary: None Accounts Payable (01/07)
Proprietary:
Debit 3107 Unexpended Appropriations-Used
Credit 5700 Expended Appropriations
AP-1610 To support the Disbursing process, the Core financial system must provide Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 09.04.30
automated functionality to validate that invoices selected for payment will not Availability Availability PMD-16
disburse a fund into a negative cash position. Notify the agency of invoices that
fail this edit.
AP-1610.01 AP-1610 The Core Financial system must issue an alert when the amount to be Verify Funds Verify Funds DODFMR Vol 10, Chpt 1,
disbursed exceeds the unliquidated obligation and the Accounts Payable that Availability Availability 010106
has been granted an Authority to Disburse.
AP-1708 The system shall be able to create obligation adjustment notices (e.g., Manage Variances Manage Execution DoDFMR Vol. 10, Chapt.
transportation, discounts). and Transportation Fund Account 1, Subpara 010201 (C),
(03/02)
AP-1709 'The system shall be able to automatically establish both a commitment and Verify Funds Manage Entitlement DoD FMR, Vol. 1, Ch. 3, (Public Law OFFM-NO-0106, Jan 2006,
obligation at the line item level as long as funds are available. Availability Addendum, KAR # 7 and 8 101-510- SMB-19
, DoD FMR Vol. 14, Ch. Antideficiency
2A (09/07) Act); 2B; vol
3, Chap 15,
para 15.02.02
AP-1711 AP-1708 The system shall provide the capability to allow adjustments to the obligation Review Funding Manage Entitlement DoDFMR Volume 1, DoDFMR Volume 14, Chapter
amount. Request Chapter 3, Add KAR#7 (10/02); DoD 7220.9-M, Ch. 24
(05/93) B.3.a, Ch. 25.C; OFFM-NO-
0106, Jan 2006, SMB-19
AP-1714 The system must be able to identify any recorded obligation appropriation that Verify Funds Verify Funds DoDFMR, Volume 3, 08.02.19 DoD 7000.14 R Vol. 1, Ch. 3,
is in canceled status. Availability Availability Chapter 10, 100201.G.2 Addendum, KAR # 7; DoD
7000.14R, Vol. 14, Ch. . 2 A &
B (Public Law 101-510
Antideficiency Act)
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-1715 The system must be able to identify the status of stopped payment Verify Funds Verify Funds JFMIP SR-02-02, 44 09.04.103 DoD 7000.14 R Vol. 1, Ch. 3,
appropriations in order to prevent disbursements and warn against further Availability Availability Addendum, KAR # 7; DoD
obligations. 7000.14R, Vol. 14, Ch. . 2 A &
B (Public Law 101-510
Antideficiency Act)
AP-1788 The system shall provide the capability to record and present all adjustments Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.02.27 OMB A-125 6.B / DoD
and modifications to documents, irrespective of the original documents status. Availability Availability SMC-09 7000.14R Vol. 14 Ch. 2. A
For example, the system will capture any adjustments to funding documents
that are suspended due to errors.
AP-1789.01 AP-1789 The system shall provide automated functionality to monitor amounts paid out Verify Funds Manage Entitlement FSIO OFFM-N0-0106, req. 08.05.12
of current year funds to cover obligations made against a cancelled account Availability FME-05, JAN 2007
(TAFS).
AP-1789.02 AP-1789 The system shall provide automated functionality to prevent payments that Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.05.12
cumulatively exceed 1 percent of the current year appropriation or the total Availability Availability FME-05, JAN 2007
amount available prior to close of the original appropriation.
AP-1793 The system must be able to identify the unliquidated balance on an awarded Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.03.42
contract Availability Availability FME-18
AP-1797 AP-1544 The system will provide the ability to identify unliquidated advances associated Verify Funds Manage Entitlement FSIO OFFM-N0-0106, req. 08.04.14
to a specific contract. Availability FME-08
AP-1858 The system must be able to determine/identify if there is insufficient obligation Verify Funds Verify Funds JFMIP SR-02-02, 44; 09.04.103 Grassley Amendment to
balance available in order to process the payment request. Availability Availability OFFM-NO-0106, Jan 2006, Acquisition Reform Bill H.R.
PMC-08 4650-56, and Section 8137 of
Public Law 103-335
AP-2008 The system must be able to identify and notify the user of a payment request Verify Funds Verify Funds JFMIP SR-02-02, 44 09.04.103 Grassley Amendment to
for which no valid obligation exists. Availability Availability Acquisition Reform Bill H.R.
4650-56, and Section 8137 of
Public Law 103-335; OFFM-
NO-0106, Jan 2006, PMC-08
AP-2029 The system shall provide automated functionality to define common Verify Funds Manage Entitlement OMB Cir. A-127, 7. b Core GAO-04-763G (07/04)
accounting classification elements and classify and report accounting Availability (07/93) Financial
transactions by each type of element to meet classification & reporting needs. Systems
Requirements
, page 14
AP-2045 The system must be able to recognize and not accept obligations on a closed Verify Funds Verify Funds DoDFMR Volume 3,
(canceled) appropriation. Availability Availability Chapter 10, 100201.B
AP-2105 The system shall allow a commitment reference (eg. MIPR, Requisition Review Funding Manage Entitlement FSIO OFFM-N0-0106, Req 08.02.26
Number) to be matched with multiple CLIN/SLIN/ELINs having the same line of Request SMC-08 (01/07)
accounting (LOA).
AP-2144 The system must provide the capability to provide for modification to spending Review Funding Manage Entitlement FSIO OFFM-N0-0106, req. 08.01.38
documents (commitments, obligations and expenditures), including ones that Request FME-02, (01/07)
change the dollar amount or the accounting classification cited and check for
funds availability when changes are made.
AP-2149 The system must provide the capability to automatically link transactions in the Review Funding Manage Entitlement FSIO OFFM-N0-0106, req. 08.03.32
spending chain, and bring forward accounting and non-financial information Request SMC-01
from one document to another, when the previously accepted document is
referenced (e.g., commitment to obligation, obligation to receiving report).
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-2154 The system must provide the capability to automatically notify users when Verify Funds Verify Funds DFAS BB, Jan 2007, FSIO 09.04.30 OFFM-NO-0106, Jan 2006,
funds availability is reduced by transactions from external systems (e.g., credit Availability Availability OFFM-No-0106, req. PMD- FME-02 and FME-03
card payments, and payroll). 16 (01/07)
AP-2219 If the customer is a federal agency, the system must record the fund citation Certify Funds Certify Funds BEA 4.1 ENT_
provided. Intragovernmental_
Order_Modification
Business Rule
AP-2227 The system shall be able to accept and record authorized modifications and Certify Funds Manage Entitlement FSIO OFFM-N0-0106, req. 08.02.10 DoDFMR Volume 5, Chapter
cancellations of posted obligation documents. SMC-04 (01/07) 33 (04/05); DoDFMR Volume
3, Chapter 11 (09/00)
AP-2237 The system must provide the capability to determine funds availability based Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.02.09 OFFM-NO-0106, Jan 2006,
on whether funds cited are current, expired, or canceled and record Availability Availability FME-10 (01/07) FME-02 and FME-03
appropriate accounting entries when de-obligation of expired funding occurs.
Also, the system must not allow the use of de-obligated prior-year funds for
current year expenditures.
AP-2244 The system shall provide automated functionality to maintain information Certify Funds Manage Entitlement OFFM-NO-0106, Jan 2006,
related to obligation documents and related amendments, including obligating PME-02
document number and type; vendor information, accounting classification
elements, referenced commitment (if applicable); and dollar amounts.
AP-2247 The system must provide the capability to manage and control prior-year funds Verify Funds Verify Funds FMR Vol. 3, Chpt 10,
in the current year and support Public Law 101-510 (M-year legislation) by Availability Availability 100201.F
assuring that amounts paid out of current year funds to cover obligations made
against a closed account do not exeed lesser of
1. The unexpended balance of the canceled appropriation (the unexpended
balance is the sum of the unobligated balance plus the unpaid obligations of
an appropriation at the time of cancellation, adjusted for obligations and
payments which are incurred or made subsequent to cancellation, and which
would otherwise have been properly charged to the appropriation except for
the cancellation of the appropriation); or
2. The unexpired unobligated balance of the currently available appropriation;
or
3. One percent of the total original amount appropriated to the current
appropriation being charged.
AP-2247.02 AP-2247 'The system shall provide the capability to assure that the accounts payable Verify Funds Verify Funds DoDFMR Volume 14 Section
amounts recorded in the current year appropriation for a closed (cancelled) Availability Availability Chapter 2 020102 B
account does not exceed the lesser of:
a. One percent of the total amount of the original appropriation to the current
appropriation being charged.
b. The unobligated balance of the currently available appropriation.
c. The unobligated balance of the canceled appropriation.
AP-2247.03 AP-2247 To support the requirements for expired and closed accounts, the core Verify Funds Verify Funds DoD FMR Volume 3,
financial system shall provide the capability to identify the unobligated balance Availability Availability Chapter 10, 100201.G.1
and unpaid obligations of all expired appropriations at the time they expire.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-2247.04 AP-2247 To support the requirements for expired and closed accounts, the core Verify Funds Verify Funds DoDFMR Volume 3,
financial system shall provide the capability to identify the unobligated balance Availability Availability Chapter 10, 100201.G.2
and unpaid obligations of all canceled appropriations at the time they are
canceled.
AP-2247.05 AP-2247 To support the requirements for expired and closed accounts, the core Verify Funds Verify Funds DoDFMR Volume 3,
financial system shall provide the capability to identify to closed accounts all Availability Availability Chapter 10, 100201.G.3
obligations and payments charged to currently available appropriations that
otherwise would have been properly chargeable (both as to purpose and
amount) to a canceled appropriation (as provided for in DoDFMR Volume 3,
Chapter 10, subparagraph 100201.F).
AP-2247.06 AP-2247 To support the requirements for expired and closed accounts, the core Certify Funds Certify Funds DoDFMR Volume 3,
financial system shall provide the capability to maintain identification of the Chapter 10, 100201.G.4
amount for which it is permissible to charge current appropriations for
obligations and payments which otherwise would have been properly
chargeable (both as to purpose and amount) to a canceled appropriation. This
amount is determined by subtracting, from the unexpended balance of the
appropriation at the time it was canceled, all subsequent obligations and
payments made as indicated in DoDFMR Volume 3, Chapter 10,
subparagraph 100201.G.3.
AP-2247.07 AP-2247 The system shall provide the capability to identify and track the unexpended Verify Funds Verify Funds DoDFMR Volume 3,
balance for closed accounts. The unexpended balance is the sum of the Availability Availability Chapter 10, 100201
unobligated balance plus the unpaid obligations of an appropriation at the time
of cancellation, adjusted for obligations and payments which are incurred or
made subsequent to cancellation, and which would otherwise have been
properly charged to the appropriation except for the cancellation of the
appropriation
AP-2247.08 AP-2247 The system shall provide the capability to track the account and amount of Verify Funds Verify Funds DoDFMR Volume 3,
current year funds available to be used to cover the unexpended balance of Availability Availability Chapter 10, 100201
canceled accounts.
AP-2247.09 AP-2247 To support the requirements for expired and closed accounts, the core Verify Funds Verify Funds DoDFMR Volume 3,
financial system shall provide the capability to track the unpaid obligations and Availability Availability Chapter 10, 100201.G.5
receivables associated to closed accounts, until all obligations are paid and
accounts receivable collected.
AP-2294 AP-1655 The system must provide the capability to reference multiple funding sources Review Funding Review Funding DoDFMR, Volume 01, 09.05.28
on a single commitment or obligation. Request Request Chapter 02, Add. 2 D2d
AP-2295 The system shall provide automated functionality to produce detailed reports Verify Funds Verify Funds DoDFMR, Volume 1, 09.06.07 OFFM-NO-0106, Jan 2006,
for commitments, obligations, accruals, and disbursements by document line Availability Availability Chapter 2, Add. 2 D10e, FMF-02
item. (01/07)
AP-2318 The core financial system shall record commitments, obligations and Certify Funds Certify Funds DoDFMR, Volume 1, 09.06.07 OFFM-NO-0106, Jan 2006,
expenditures in the general ledger based upon classification elements of the Chapter 2, Add. 2 D10e; GLB-02
standard accounting structure. (01/07)
AP-2318.02 AP-2318 The system will record obligations in accordance to the USSGL. Certify Funds Certify Funds DoDFMR Volume 3 OFFM-NO-0106, Jan 2006,
Chapter 15, Par. 150203 GLB-02 and FME-03
A.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP- AP-2318.02 The system shall have the capability to record the following journal entries for Certify Funds Certify Funds US Treasury USSGL, OFFM-NO-0106, Jan 2006,
2318.02.01 an Obligation (Undelivered Order) without an advance payment or prior Section III, TC B306 GLB-02 , GLB-04 and GLB-05
Commitment in a Program subject to apportionment:
Budgetary Entry
Dr 4610 Allotments - Realized Resources
Cr 4801 Undelivered Orders - Obligations, Unpaid
Proprietary Entry
None
AP- AP-2318.02 The system shall have the capability to record the following journal entry for an Certify Funds Certify Funds US Treasury USSGL, OFFM-NO-0106, Jan 2006,
2318.02.02 Obligation (Undelivered Order) without an advance payment but preceded by a Section III, TC B308 GLB-02 , GLB-04 and GLB-05
Commitment in a Program subject to apportionment:
Budgetary Entry
Dr 4700 Commitments - Programs Subject to Apportionment
Cr 4801 Undelivered Orders - Obligations, Unpaid
Dr/Cr 4610 Allotments - Realized Resources
(GLA 4610 is increased [credited] or decreased [debited] if the undelivered
order differs from the outstanding commitment.)
Proprietary Entry
None
AP- AP-2318.02 The system shall have the capability to record the following journal entry for an Certify Funds Certify Funds US Treasury USSGL, OFFM-NO-0106, Jan 2006,
2318.02.03 Obligation (Undelivered Order) with an advance payment but without a prior Section III, TC B308 GLB-02 , GLB-04 and GLB-05
Commitment in a Program subject to apportionment:
Budgetary Entry
Dr 4610 Allotments - Realized Resources
Cr 4802 Undelivered Orders - Obligations, Prepaid/Advanced
Proprietary Entry
Dr 1410 Advances and Prepayments
Cr 1010 Fund Balance With Treasury
AP- AP-2318.02 The system shall have the capability to record the following journal entry for an Certify Funds Certify Funds US Treasury USSGL, OFFM-NO-0106, Jan 2006,
2318.02.04 Obligation (Undelivered Order) with an advance payment and preceded by a Section III, TC B308 GLB-02 , GLB-04 and GLB-05
Commitment in a Program subject to apportionment:
Budgetary Entry
Dr 4710 Commitments - Programs Subject to Apportionment
Cr 4802 Undelivered Orders - Obligations, Prepaid/Advanced
Dr/Cr 4610 Allotments - Realized Resources
(GLA 4610 is increased [credited] or decreased [debited] if the undelivered
order differs from the outstanding commitment.)
Proprietary Entry
Dr 1410 Advances and Prepayments
Cr 1010 Fund Balance With Treasury
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP- AP-2318.02 The system shall have the capability to record the following journal entries for Certify Funds Certify Funds US Treasury USSGL, OFFM-NO-0106, Jan 2006,
2318.02.05 an Obligation (Undelivered Order) without an advance payment or prior Section III, TC B306 GLB-02 , GLB-04 and GLB-05
Commitment in a Program exempt from apportionment:
Budgetary Entry
Dr 4620 Unobligated Funds Exempt From Apportionment
Cr 4801 Undelivered Orders - Obligations, Unpaid
Proprietary Entry
None
AP- AP-2318.02 The system shall have the capability to record the following journal entry for an Certify Funds Certify Funds US Treasury USSGL, OFFM-NO-0106, Jan 2006,
2318.02.06 Obligation (Undelivered Order) without an advance payment but preceded by a Section III, TC B308 GLB-02 , GLB-04 and GLB-05
Commitment in a Program exempt from apportionment:
Budgetary Entry
Dr 4720 Commitments - Programs Exempt From Apportionment
Cr 4801 Undelivered Orders - Obligations, Unpaid
Dr/Cr 4620 Unobligated Funds Exempt From Apportionment
(GLA 4620 is increased [credited] or decreased [debited] if the undelivered
order differs from the outstanding commitment.)
Proprietary Entry
None
AP- AP-2318.02 The system shall have the capability to record the following journal entry for an Certify Funds Certify Funds US Treasury USSGL, OFFM-NO-0106, Jan 2006,
2318.02.07 Obligation (Undelivered Order) with an advance payment but without a prior Section III, TC B308 GLB-02 , GLB-04 and GLB-05
Commitment in a Program exempt from apportionment:
Budgetary Entry
Dr 4620 Unobligated Funds Exempt From Apportionment
Cr 4802 Undelivered Orders - Obligations, Prepaid/Advanced
Proprietary Entry
Dr 1410 Advances and Prepayments
Cr 1010 Fund Balance With Treasury
AP- AP-2318.02 The system shall have the capability to record the following journal entry for an Certify Funds Certify Funds US Treasury USSGL, OFFM-NO-0106, Jan 2006,
2318.02.08 Obligation (Undelivered Order) with an advance payment and preceded by a Section III, TC B308 GLB-02 , GLB-04 and GLB-05
Commitment in a Program exempt from apportionment:
Budgetary Entry
Dr 4720 Commitments - Programs Exempt From Apportionment
Cr 4802 Undelivered Orders - Obligations, Prepaid/Advanced
Dr/Cr 4620 Unobligated Funds Exempt From Apportionment
(GLA 4620 is increased [credited] or decreased [debited] if the undelivered
order differs from the outstanding commitment.)
Proprietary Entry
Dr 1410 Advances and Prepayments
AP-2318.03 AP-2318 The CoreCr 1010 Fund Balance With Treasury
Financial System shall provide the capability to record Commitments Certify Funds Certify Funds DoDFMR Volume 3 09.06.07 OFFM-0106, Jan 2006, FME-
within the General Ledger for appropriations. Chapter 15, Par. 150202 03
A. 1-5
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-2318.04 AP-2318 To support the Obligation process, the Core Financial System shall require a Verify Funds Verify Funds DoDFMR Volume 3 09.06.07 OFFM-0106, Jan 2006, FME-
Commitment to be recorded for procurement, military construction, and Availability Availability Chapter 15, Par. 150202 03
research, development, test and evaluation appropriations. This allows Funds A. 1-5
Control to ensure that an obligation equal to or less than the commitment may
be incurred without further recourse to an authorizing official. Commitments
are permissible for others appropriations, but not required.
AP-2343 The system must provide the capability to automatically update the funds Verify Funds Manage Entitlement Public Law 106-79 Section DoDFMR Vol 3, Chaps 3, 11
control and budget execution balances to reflect changes in the status of Availability 8135 (DoD Appn Act, (DFAS 7000.1-I Preval
obligations and expended appropriations, as well as changes in amounts. 2000); OFFM-0106, Jan Instructions dtd Mar 2003)
2006, FME-02
AP-2397 The Accounting System of Record must provide the capability to send an Manage Manage Execution FSIO OFFM-N0-0106, req. 08.02.04
acknowledgement indicating that the Entitlement System has the Authority to Prevalidation Fund Account SMB-10
Disburse (ATD). Response
AP-2401.08 AP-2401 The Accounting System must provide the capability to receive a cancellation Manage Manage Execution DFAS 7000.7-I March 2003
for previous request that received a negative response. The original request is Prevalidation Fund Account
to reflect that it is no longer valid. Request
AP-2401.09 AP-2401 The Accounting System must provide the capability to receive a cancellation Manage Manage Execution DFAS 7000.7-I March 2003
for previous request that received no response. The original request is to Prevalidation Fund Account
reflect that it is no longer valid. Request
AP-2401.10 AP-2401 The Accounting System must provide the capability to receive and process a Manage Manage Execution DFAS 7000.7-I March 2003
new request after a previous request for the same CLIN/SLIN, accounting Prevalidation Fund Account
station has been cancelled. Request
AP-2401.11 AP-2401 The Accounting System must provide the capability to send a response to Manage Manage Execution FSIO OFFM-N0-0106, req. 08.02.04
indicate when a request for cancellation has been rejected. Prevalidation Fund Account SMB-10
Response
AP-2401.12 AP-2401 The Accounting System must process cancellation request prior to new Manage Manage Execution DFAS 7000.7-I March 2003
requests to ensure proper sequencing. Prevalidation Fund Account
Request
AP-2401.13 AP-2401 The accounting system of records must produce an alert when a cancellation Manage Manage Execution DFAS 7000.7-I March 2003
requests are for funds previously disbursed or is a Disbursement in Transit. Prevalidation Fund Account
Request
AP-2401.14 AP-2401 The accounting system of records must produce an alert when a cancellation Manage Manage Execution DFAS 7000.7-I March 2003 OFFM-NO-0106, SMC-09
requests are for requests previously cancelled. Prevalidation Fund Account
Request
AP-2401.15 AP-2401 The Accounting System must provide the capability to send a response for a Manage Manage Execution DFAS 7000.7-I March 2003 OFFM-NO-0106, SMC-09
cancelled transaction indicating its status. Prevalidation Fund Account
Response
AP-2401.16 AP-2401 The accounting system must have the capability to identify a prevalidation Verify Funds Verify Funds DODFMR Vol 10, Chpt 1,
request as being invalid, and not to be used for calculating fund availability, Availability Availability 010106
when a cancellation request has been processed against it.
AP-2402 The Accounting System of Record must provide the capability to send a reject Manage Manage Execution FSIO OFFM-N0-0106, req. 08.02.04
to the entitlement system with the reason for rejection. Prevalidation Fund Account SMB-10
Response
AP-2403 The Accounting System of Record must have the capability to reprocess a Manage Manage Execution DFAS 7000.7-I March 2003
request for prevalidation (e.g. pending acceptance) when the original request Prevalidation Fund Account
was rejected. Request
AP-2403.01 AP-2403 The Accounting System of Record must provide the capability to update the Manage Manage Execution FSIO OFFM-N0-0106, req. 08.02.04
reason for the rejection and send a new response to the requesting entitlement Prevalidation Fund Account SMB-10
system. Response
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-2403.02 AP-2403 The Accounting System of Record must provide the capability to grant an ATD Issue Authority to Manage Execution FSIO OFFM-N0-0106, req. 08.02.04
for a previously rejected request. A new response is to be sent to the Disburse Fund Account SMB-10
entitlement system.
AP-2450 To support the payment process, the agency’s single integrated financial Verify Funds Verify Funds JFMIP SR-02-02, 41 09.04.90
management system must provide the total amount paid and the amount of Availability Availability
funds remaining for each contract, delivery order, task order, and BPA call.
AP-2481 The computer system software must support commitments, either internally or Certify Funds Certify Funds DoDFMR," Volume 1, 09.02.91
through interface by: a. Capturing the desired delivery date. b. Allowing for Chapter 2, Add 2, D1
commitment documents to be future-dated, archived, and posted at the (01/07)
appropriate level.
AP-2513 AP-0484 The system shall provide automated functionality to recognize fixed-price Manage Variances Manage Execution Federal Acquisition Subpart 8.4
supply contracts with estimated quantities for unit-priced items and: a) track and Transportation Fund Account Regulation (FAR) (09/06)
the actual quantity of the items accepted as a percentage of the estimated
quantity. b) for quantities accepted that are more than 15 percent above the
estimated quantity, the system must recognize an accounts payable in the
amount of the unit-price multiplied by the difference between the estimated
quantity and the actual quantity accepted. c) for quantities accepted that are
more than 15 percent above the estimated quantity, the system must identify
the need for a modification to fund the overage prior to payment. d) for
quantities accepted that are more than 15 percent below the estimated
quantity, the system must identify the need for a modification to deobligate the
underage prior to contract closure.
AP-2595 AP-2506 The system shall have the capability to identify and track when a modification Manage Variances Manage Execution DoDFMR, Volume 1, 09.02.65 FAR 52.211-18 (04/84); FAR
to the contract must be requested to cover the amount in excess of quantity and Transportation Fund Account Chapter 2, Add. 2 D3b 52.211-17 (09/89); OFFM-NO-
variance. (01/07); 'OFFM-NO-0106, 0106, Jan 2006, SMB-12
Jan 2006, SMB-12
AP-2613 AP-1708 The system shall provide the capability to automatically create obligation Manage Variances Manage Execution DoDFMR Vol. 1, Ch. 3, DoD 7220.9-M, Ch. 24 B.3.a,
adjustment notices to the accounting system(s) of record and acquisition for and Transportation Fund Account Addendum, KAR #7 Ch. 25.C
transportation, quantity variance, liquidated damages and discounts. (05/93); OFFM-NO-0106,
Jan 2006, PMC-13
AP-2614 AP-1711 The system shall provide the capability to automatically create obligation Manage Variances Manage Execution DoDFMR Volume 1, DoD 7220.9-M, Ch. 24 B.3.a,
adjustments to the accounting system(s) of record and acquisition for and Transportation Fund Account Chapter, Addendum Ch. 25.C
transportation, quantity variance, liquidated damages and discounts. KAR#7 (05/93)
AP-2616 AP-1711 The system shall provide automated functionality to prevent new obligations Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.03.35 OMB Circular A-11, Part 4; I
against expired appropriations. Availability Availability FME-11 (01/07) TFM S2, Part III
AP-2617 AP-1711 The system shall provide the capability to allow authorized users to override Verify Funds Verify Funds DoDFMR Volume 3,
the automated functionality and allow for additional obligations against current Availability Availability Chapter 10, 100202 (B)
year funding on expired obligations according to the terms of the contract (e;g., (12/00)
incentive or award fees, price adjustments: navy shipbuilding: engineering
services, tests, evaluations).
AP-2619 AP-1711, AP- The system shall have the capability to identify unpaid obligations when funds Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.02.09
2237 expire at the appropriate level of the standard accounting classification Availability Availability FME-10
structure.
AP-2621 AP-1711 The system shall provide automated functionality to prevent new obligations Verify Funds Verify Funds DoDFMR Volume 3, 08.02.18 OFFM-NO-0106, Jan 2006,
against canceled appropriations. Availability Availability Chapter 10, 100201.G.1 FME-11
(01/07)
AP-2622 AP-1711 The system shall have the capability to prevent disbursements from a Verify Funds Verify Funds DODFMR Vol. 3, Chap. OFFM-NO-0106, Jan 2006,
canceled appropriation. Availability Availability 10, 100213 -C (12/00) FME-05
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-2623 AP-1711 The system shall have the capability to identify unpaid obligations when funds Verify Funds Manage Entitlement FSIO OFFM-N0-0106, req. 08.02.09
cancel at the standard accounting classification structure (Line of Accounting) Availability FME-10
level.
AP-2624 AP-1711 The system shall have the capability to identify all obligations and payments Verify Funds Manage Entitlement DODFMR Vol.3, Chap. 10, OFFM-NO-0106, Jan 2006,
charged to current appropriations that were previously charged or would have Availability 100201 G-3 (12/00) FME-04 and FME-05
otherwise been chargeable to a canceled appropriation.
AP-2674 AP-1094 The system shall provide the capability to allow single source funding (i.e., one Review Funding Manage Entitlement DFARS 204.7108 (d1),
LOA to one clin and/or one LOA to many clins). Request May 2007
AP-2798.01 AP-2798 To support the obligation process, the core financial system shall provide Review Funding Certify Funds JFMIP SR-02-02, 25 OFFM-NO-0106, Jan 2006,
automated functionality to create an obligation upon receipt of an awarded Request FME-02 and FME-03
contract.
AP- AP-2798.01 To support the obligation process, the core financial system shall automatically Certify Funds Certify Funds DoDFMR volume 3, OFFM-NO-0106, Jan 2006,
2798.01.01 record an obligation for the total amount stated on the contract for a Firm Fixed- Chapter 8, 080501 FME-21
Price Contract.
AP- AP-2798.01 To support the obligation process, the system shall automatically record an Certify Funds Certify Funds DoDFMR Volume 3,
2798.01.02 obligation for the amount of the target or billing price stated in a Fixed-Price Chapter 8, 080502
Contract With an Escalation, Price Redetermination, or Incentive Provision,
even though the contract may contain a ceiling price in a larger amount.
AP- AP-2798.01 To support the obligation process, the system shall automatically record an Certify Funds Certify Funds DoDFMR Volume 3,
2798.01.03 obligation for the total estimated payment on Cost-Reimbursement and Time- Chapter 8, 080503
and-Material Contracts.
AP- AP-2798.01 To support the obligation process, the system shall automatically record an Certify Funds Certify Funds DoDFMR Volume 3, OFFM-NO-0106, Jan 2006,
2798.01.04 obligation for the price stated in an order associated with Open-End Contracts Chapter 8, 080504 PMC-08
and Option Agreements, when the order does not require acceptance by the
contractor.
AP- AP-2798.01 To support the obligation process, the system shall automatically record an Certify Funds Certify Funds DoDFMR Volume 3, OFFM-NO-0106, Jan 2006,
2798.01.05 obligation for the amount of the order associated with Open-End Contracts and Chapter 8, 080504 PMC-08
Option Agreements, when the order requires acceptance by the contractor.
AP- AP-2798.01 To support the obligation process, the system shall automatically record an Certify Funds Certify Funds DoDFMR Volume 3, OFFM-NO-0106, Jan 2006,
2798.01.06 obligation for the cost of the minimum quantity specified on a Indefinite Chapter 8, 080504 PMC-08
Quantity Contract.
AP- AP-2798.01 To support the obligation process, the system shall automatically record an Certify Funds Certify Funds DoDFMR Volume 3,
2798.01.07 obligation for the price of the quantity specified for delivery, exclusive of the Chapter 8, 080505
permitted variation, for Contracts Authorizing Variations in Quantities to be
Delivered.
AP- AP-2798.01 To support the obligation process, the system shall automatically record an Certify Funds Certify Funds DoDFMR Voume 3,
2798.01.08 obligation for Multiyear Procurement Contracts in the amount of the price of the Chapter 8, 080506
quantities specified for delivery under the requirement for the first program year
and identify the program year with that amount.
AP- AP-2798.01 To support the obligation process, the system shall automatically record an Certify Funds Certify Funds DoDFMR Volume 3, OFFM-NO-0601, Jan 2006,
2798.01.09 obligation for a Purchase Order in the amount stated. Chapter 8, 080510 FME-02 and FME-03
AP- AP-2798.01 The system shall have the capability to record an obligation for multi-year Certify Funds Certify Funds DoDFMR Vol 3, Chap 8 080506
2798.01.10 contracts after the initial program year. Each time the contractor is notified that (01/07)
funds are available to cover that program year requirment, an obligation shall
be identified with that program year and recorded in the amount of the price of
the quantities specified for delivery.
AP-2874 The accounting system of records must provide the capability to systemically Manage Manage Execution JFMIP SR-02-02, 44 09.04.103 OFFM-NO-0106, Jan 2006,
perform prevalidation and grant authority to disburse for invoices that are Prevalidation Fund Account PMC-08
entitled in another system. Request
AP-2876 The accounting system of records must have the capability to match the Verify Funds Verify Funds DODFMR Vol 10, Chpt 1, OFFM-NO-0106, Jan 2006,
prevalidation requests to the General Ledger Account Balance Availability Availability 010106 PMC-08
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-2877 The accounting system of record must have the capability to reject a Verify Funds Verify Funds BEA 4.1 Business Rule OFFM-NO-0106, Jan 2006,
prevalidation request when the associated Accounts Payable Accrual is not on Availability Availability Ent_Disburse_Funds_2 PMC-08
the General Ledger.
AP-2878 The accounting system of record must have the capability of adjusting the Issue Authority to Manage Execution DFAS 7000.7-I March 2003 OFFM-NO-0106, Jan 2006,
Accounts Payable record to reflect the information received on the Disburse Fund Account PMC-08
prevalidation request.
AP-2880 The Accounting System of Record must have the capability to reprocess a Manage Manage Execution DFAS 7000.7-I March 2003 OFFM-NO-0106, Jan 2006,
prevalidation request when the data within the Accounting System of Record Prevalidation Fund Account PMC-08
has changed, without the Entitlement system sending a new request. Request
AP-2881 The accounting system of record must provide the capability to view pending Manage Manage Execution DFAS 7000.7-I March 2003 OFFM-NO-0106, Jan 2006,
payments that have received an authority to disburse (ATD). Prevalidation Fund Account PMD-13
Response
AP-2882 The Accounting System must have the capability of adjusting the Accounts Accounts Payable Maintain Accounts DoDFMR,Vol 3, Chap 8, DFAS 7000.7-I
Payable record to reflect the information received on the prevalidation request. on File? Payable Balance 081401 and 081402
AP-2891.01 AP-2891, AP- To support the Funds Control/Funds Availability Editing activity, the Core Verify Funds Conduct Program FSIO OFFM-N0-0106, req. 08.02.01 FSIO OFFM-N0-0106, req.
0467 financial system must provide automated functionality to validate funds Availability Management FME-09 FME-02
availability prior to recording Commitments.
AP-2891.02 AP-2891, AP- To support the Funds Control/Funds Availability Editing activity, the Core Award Contract or Award Contract or FSIO OFFM-N0-0106, req. 08.02.01 FSIO OFFM-N0-0106, req.
2318.02 financial system must provide automated functionality to validate funds Acknowledge Order Acknowledge Order FME-09 FME-02
availability prior to recording Obligations or Issue Modification or Issue
Modification
AP-2894 To add value to the Funds Status process, the Core financial system should Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.02.22
provide automated functionality to notify the agency when funds availability is Availability Availability FMF-09 (01/07)
reduced based on the processing of agency-specified transaction types or
sources (e.g., credit card payments and payroll).
AP-2895 To support the Funds Control/Funds Availability Editing activity, the Core Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.04.08
financial system must provide automated functionality to maintain a history of Availability Availability FME-07 (01/07)
changes made to commitment, obligation, advance, and expenditure
documents.
AP-2896 To support the funds certification process, the agency's single integrated Verify Funds Verify Funds JFMIP SR-02-02, 22 08.03.44
financial management system must access the following information: Fiscal Availability Availability (01/07)
Year, appropriation/Treasury fund symbol, organization code, cost center,
object classification, estimated amount, project code, program code, PR
number, transaction date, action code (original/new/modification), subject to
funds availability indicator, asset identifier code, contractor code/name, trading
partner, and trading partner code.
AP-2897 To support the Funds Control/Funds Availability Editing activity, the Core Certify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.04.01
financial system must provide automated functionality to capture accounting Availability FME-06 (01/07)
classification information on commitments, obligations, advances, and
expenditures at the accounting line item level.
AP-2898 To support the Funds Control/Funds Availability Editing activity, the Core Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 06.06.18
financial system must provide automated functionality to monitor Availability Availability FME-18 (01/07)
contracts—Monitor the use of funds against contracts, work-orders, task
orders, and grants.
AP-2899 To support the Funds Control/Funds Availability Editing activity, the Core Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.01.02
financial system must provide automated functionality to monitor the use of Availability Availability FME-14 (01/07)
funds against legal (statutory) and administrative (agency imposed).
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-2900 To support the Funds Control/Funds Availability Editing activity, the Core Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.01.37
financial system must provide automated functionality to monitor the use of Availability Availability FME-01 (01/07)
funds at each organizational level or other accounting classification to which
budget authority is distributed. Reject, warn or inform the agency by spending
document line when distributed authority is exceeded.
AP-2901 To support the Funds Control/Funds Availability Editing activity, the Core Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.01.38
financial system must provide automated functionality to process spending Availability Availability FME-02 (01/06)
documents that affect the availability of funds, including commitments,
obligations, advances, and expenditures.
AP-2902 To support the Funds Control/Funds Availability Editing activity, the Core Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.01.13
financial system must provide automated functionality to record spending Availability Availability FME-03 (01/06)
transactions, including commitments, obligations, advances and expenditures,
at or below the level in the accounting classification than they are budgeted.
AP-2903 To support the Funds Control/Funds Availability Editing activity, the Core Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.02.07
financial system must provide automated functionality to update balances used Availability Availability FME-12 (01/07)
for funds controls to reflect changes in the status and amounts of
commitments, obligations, expenditure and available balances.
AP-2904 To support the Funds Distribution process, the Core financial system must Verify Funds Verify Funds FSIO OFFM-N0-0106, req. 08.01.04
provide automated functionality to prevent the distribution of funds in excess of Availability Availability FMD-04 (01/07)
the amount of funds available at the next highest distribution level.
AP-2915 The Core Financial System must store and maintain Business Event Type Verify Funds Manage Execution BEA 4.1 Busines Rule, OFFM-NO-0106, Jan 2006,
Code (BETC) values. Availability Fund Account ENT_Business_ PME-02
EvENT_Type_
Code_System
AP-2916 The Core financial system must provide automated functionality to validate the Verify Funds Manage Execution BEA 4.1 Busines Rule, OFFM-NO-0106, Jan 2006,
funds availability balances used for funds and status control reporting. Availability Fund Account ENT_Core_System_11 FME-01
AP-2917 The Core financial system must provide automated functionality to generate Verify Funds Manage Execution BEA 4.1 Busines Rule, OFFM-NO-0106, Jan 2006,
funds status reports and user alerts based on agency-defined thresholds. Availability Fund Account ENT_Core_System_12 FME-02
AP-2918 The Core financial system must provide automated functionality in applying Verify Funds Manage Entitlement BEA 4.1 Busines Rule, OFFM-NO-0106, Jan 2006,
funds control to maintain open documents to show the status of commitments, Availability ENT_Core_System_3 FME-02
obligations, advances, accruals and disbursements.
AP-2919 The Core financial system must provide automated functionality to apply funds Review Funding Manage Execution BEA 4.1 Busines Rule, OFFM-NO-0106, Jan 2006,
control to close obligations, commitment documents, and document lines. Request Fund Account ENT_Core_System_4 FME-12
AP-2922 The Core financial system must provide automated functionality to generate Verify Funds Manage Execution BEA 4.1 Busines Rule, OFFM-NO-0106, Jan 2006,
the Status of Funds query and report. Availability Fund Account ENT_Core_System_7 FMF-01 and FMF-02
AP-2929 The Core Financial System must store and maintain Funding Center Identifiers Verify Funds Manage Execution BEA 4.1 Busines Rule,
according to the BEA. Availability Fund Account ENT_Funding_ Center_
Identifier_System
AP-3064 The system shall have the capability to record the funded portion of operating Certify Funds Certify Funds USSGL TFM S2 07-02 aug B436-002
expenses/program costs that was previously estimated, and no previous 2007
obligation was established.
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-3367 To support the Funds Status process, the core financial system must provide Verify Funds Verify Funds FSIO OFFM-N)-0106, req. 08.04.45
automated functionality to query status of funds. Parameters include Availability Availability FMF-02
accounting period, and allotment accounting classification. Result is a display
providing the following information:
• Accounting classification elements
• Total Allotment
• Commitments
• Obligations
• Expenditures
• Available Balance (available balance must equal the balance in the 4610 or
4620 account).
Drill down from the commitments line, obligations line, and the expenditures
line to the detailed transactions, documents, and document detail that support
these lines.
AP-3368 The outstanding work in progress (WIP) balance for each accounting Verify Funds Verify Funds DODFMR Volume 10,
classification cannot exceed the unliquidated obligation (ULO) for that Availability Availability Chapter 10, 100204.B
accounting classification multiplied by the liquidation rate.
AP-3377 To support the funds certification process, the agency's single integrated Verify Funds Verify Funds JFMIP SR-02-02, 23 08.03.45
financial management system should access the following information: intra- Availability Availability
governmental business partner code (will become mandatory upon issuance of
government wide implementing standard requirements), interagency
agreement number, performance measure code, description, estimated
amounts increased and/or decreased, revenue source code, and agency
location code (ALC).
AP-3382 To support the obligation process, the agency’s single integrated financial Review Fund Review Funding JFMIP SR-02-02, 26&27 08.04.48
management system must access the following information: • FY • Request Request
appropriation/Treasury fund symbol; • organization code; • cost center; • object
classification; • project code; • program code; • obligation amount; • PR
number; • funded through date (for those contracts that are incrementally
funded) • contract number and all associated delivery order numbers or task
order numbers (including modification number, if any); PO number (including
modification number, if any); blanket purchase agreement (BPA) number and
all associated BPA call numbers (including modification number, if any); •
contractor name; • contractor TIN; • Data Universal Numbering System
(DUNS) identification; • interagency agreement number; • trading partner; •
award (transaction) date; • effective date; • action code;• product or service
description; • amounts increased and/or amounts decreased; • subject to funds
availability indicator; and • asset identifier code
AP-3383 To support the obligation process, the agency’s single integrated financial Review Fund Review Funding JFMIP SR-02-02, 27 08.04.51
management system must access the full estimated cost of the interagency Request Request
agreement (both direct and indirect costs need to be provided for evaluation).
AP-3397 To support the Intragovernmental processes, the core financial system shall Verify Funds Verify Funds TFM Volume I, Bulletin
provide the capability to identify accounting records associated with Availability Availability 2007-03, Section VII C.1
Intragovernmental Orders.
AP-3401 To support the obligation process, the core financial system shall provide Certify Funds Certify Funds DoDFMR Volume 11A, BEA 4.1 Acknowledged
automated functionality to create an obligation upon receipt of an Chapter 3, 030404.A Intragovernmental Order data
Acknowledged Intragovernmental Order object
AP-3402 To support the obligation process, the core financial system shall provide Certify Funds Certify Funds DoDFMR Volume 11A, BEA 4.1 Acknowledged
automated functionality to create an obligation for the entire amount of the Chapter 3, 030404.A Intragovernmental Order data
reimbursable amount stated in an Economy Act Order object
AP-3406 The system shall validate that Project Orders are established only on a Review Fund Review Funding DoDFMR Volume 11A,
reimbursable basis; direct-cite is prohibited. Request Request Chapter 2, 020519
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Unique ID Parent Functional Requirement DFAS Process BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement Name and Date Source Source and Date Transaction
No. Reference
Number
AP-3411 The system shall provide the capability to automatically record a commitment Review Fund Review Funding DoDFMR Volume 3,
upon receipt of an Intragovernmental requisitions and orders (such as DD Request Request Chapter 8, 080202.E
Form 448, ―Military Interdepartmental Purchase Request‖)
AP-3412 The system shall have the capability to automatically record an obligation in Review Fund Review Funding DoDFMR Volume 3,
the amount stated in an the order, upon receipt of a signed Project Order. Request Request Chapter 8, 080703.A
AP-3413 Upon issuence by the Ordering Agency, the system shall have the capability to Certify Funds Certify Funds DoDFMR Volume 3,
automatically record an obligation in the amount stated on an order placed with Chapter 8, 080704
a U.S. Government agency, such as an order required to be placed with (a)
Federal Prison Industries (18 U.S.C. 4124), (b) Government Printing Office (44
U.S.C. 111), (c) the GSA, or (d) U.S. Army Corps of Engineers -- Civil
Functions Revolving Fund (33 U.S.C. 576). These orders do not need to be
accepted by the performing activity.
AP-3416 The system shall allow an Intragovernmental Support Agreements (e.g. DD Review Fund Review Funding DoDI 4000.19, Aug. 9,
Form 1144) to be entered without an Expiration Date. Request Request 1995
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Manage Execution Fund Account
Financial Entitlement
Manage Request for
Management Request for Request Funds
Prevalidation Funds
Prevalidation Request Validation Validation
Department
of Defense
Accountant Fund
Request for Balance
Program and Prevalidation Manage
Funding Prevalidation
Document Request Funds
Establish Validation
Funding Control Response
Accounts
Sufficient
Request for Payable on
Funds?
Funds Validation File?
Verify Funds Issue Authority NO Go To: Request
YES YES
Availability to Disburse Funds Validation
Commitment Obligation Request for
Pro Forma Pro Forma Prevalidation
Accepted Intragovernmental Order
NO NO
Accounts Payable Account Accounts YES
Program and Acknowledged Intragovernmental Order
Obligation Payable
Funding Document Awarded Contract Department Commitment Pro Forma Needed? YES
Commitment Request of Defense Pro Forma
Contract Modification Fund Authorized
Variance or Resolve Issue Reject
Obligation Request Balance NO NO NO
Transportation Discrepancy Response
Individual Travel Charge? Go to: Manage Funds Validation;
Accounts Payable Discrepancy
Account Authorization Manage Prevalidation Response
YES Resolved? Manage
Maintain YES
Accounts Prevalidation
Payable
Funds Availabe Response
Certify Funds
Balance Manage
Obligation Liabilities
(recheck funds) Manage
Pro Forma
Review Fund Verify Funds Variances and
Entry
Request Availability Transportation
Insufficient Funds
Identified
Prevalidation
Response
Post to General
Commitment Variance Ledger
Request Notification of Notification
Insufficient
Funds
Human Resource
Management
Obligation Commitment
Request Request Manage Travel
Manage
Benefits
Obligation
Request
Manage Human
Resources
Entitlement and
Pay
Contract
Modification Develop Human
Resources
Manage
Organization
Accepted
Awarded Intragove
Contract rnmental Sustain Human
Acknowledged Order Resources
Intragovernmental
Order
Shared Acknowledged
Accepted
Intragovernmental
Intragover
Order
Awarded nmental
Contract Order
Accept Approved Award Contract or Monitor Contract
Contract Intragovernmental Acknowledge Order or or Order
Modification Order Issue Modification Performance
Commitment
Request
Weapon System
Lifecycle Conduct
Commitment
Management Program
Request
Management
Material Supply Identify and
and Service Commitment Reserve Supply
Management Request Chain
Commitment Resources
Request
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (10) Manage_Payment_Confirm 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Accounting
Requirement and Date Source Requirement Transaction
No. Reference Source and Date
Number
AP-0252 The system shall provide a capability for an authorized user to add, modify, Post Disbursement Manage Entitlement DoDFMR Volume 3, Chapter
and save a Chargeback to transfer accountability for a disbursement to the Information 11, 111404.A.4
DO's suspense account when the disbursement is rejected by Accounting.
AP-0378 The system shall provide a capability to reverse a general ledger and Cancel Entitlement Payment Cancel Payable 'DoDFMR, Volume 1, 09.03.32
associated subsidiary ledger accounting entries generated to account for Chapter 2, Add. 2 D7k
payments when those payments are undeliverable due to check returns. (01/07)
AP-0379 The system shall provide a capability to reverse a general ledger and Cancel Entitlement Payment Cancel Payable 'DoDFMR, Volume 1, 09.03.32
associated subsidiary ledger accounting entries generated to account for Chapter 2, Add. 2 D7k
payments when those payments are undeliverable due to EFT returns. (01/07)
AP-0392 The system shall provide the capability to match an externally assigned Receive Disbursing Manage Entitlement FSIO OFFM-N0-0106, req. 14.01.46
disbursed voucher to a certified invoice previously submitted for payment. Information SMB-01, (01/07)
AP-1086 Provide capability to voucher recertified payments and charge to Reprocess Invoice? Manage Entitlement DoDFMR, volume 5, OFFM-No-0106,
appropriation or fund charged when the original check was issued. Chapter 8, 080512.F January 2006,
PMD-13
AP-1329.01 AP-1329 The system shall provide a capability to update an electronic Remittance Create Advice of Payment Manage Entitlement DoDFMR Vol. 10, Chap. 6,
Advice of Payment to show net amount paid to vendor and amount of 060505, D. 3.
Federal Taxes Withheld.
AP-1346 The system shall provide a capability to submit an Advice Of Payment Create Advice of Payment Manage Entitlement DoDFMR, Volume 1, 09.03.24
(AOP) at the time that the disbursement payment transaction is released to Chapter 2, Add. 2 D7c,
the Assignee/'Contractor. (01/07)
AP-1501 To support the Payment Confirmation process, the Core financial system Cancel Entitlement Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.14
must provide automated functionality to record disbursement cancellations FBB-07 (01/06)
for individual payments that have not been negotiated.
AP-1529 To support the Invoicing process the Core financial system must provide Manage Final Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.58
automated functionality to record an invoice as a ―partial‖ or ―final‖ payment PMC-12 (01/07)
of the referenced obligation. If ―final‖, deobligate any unliquidated balance
and close the obligation and receipt.
AP-1529.01 AP-1529 To support the Invoicing process the Core financial system must provide Manage Final Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.58
automated functionality to record an invoice as a "partial" or "final" PMC-12 (01/07)
payment of the referenced obligation.
AP-1529.02 AP-1529 To support the invoicing process, the Core financial system must provide Manage Final Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.58
automated functionality to notify the Contract Officer of the contract PMC-12 (01/07)
fulfillment, (i.e. initiate Contract Closeout) upon final payment of a contract.
AP-1585 AP-2138 The system must provide techniques to handle voided checks by reversing Cancel Entitlement Payment Manage Entitlement "DoDFMR,"Volume 01, 09.03.32 OFFM-NO-0106,
the accounting transactions leading to the disbursement and reestablishing Chapter 02, Add. 2 D7k Jan 2006, PMD-55
the obligation, if applicable. (01/07)
AP-1585.01 AP-1585 The system must provide techniques to handle voided checks by reversing Cancel Entitlement Payment Manage Entitlement DoDFMR, Volume 1, 09.03.32 OFFM-NO-0106,
the original accounting transactions leading to the disbursement. Chapter 2, Add. 2 D7k Jan 2006, PMD-55
AP-1585.02 AP-1585 'The system must provide techniques to handle voided checks by Cancel Entitlement Payment Manage Entitlement DoDFMR,"Volume 01, 09.03.32 FSIO OFFM-N0-
reestablishing the obligation when accounting transactions have been Chapter 02, Add. 2 D7k 0106, req. PMD-55
reversed that led to a disbursement.
136 of 169
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (10) Manage_Payment_Confirm 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Accounting
Requirement and Date Source Requirement Transaction
No. Reference Source and Date
Number
AP-1587 The system must provide for the automated comparison of the agency's Receive Disbursing Manage Entitlement DoDFMR, Volume 1, 09.03.34
payment schedule and the disbursing agent's accomplished payment Information Chapter 2, Add. 2 D7m
schedule. (01/07)
AP-1613 To support the Disbursing process, the Core financial system must provide Cancel Entitlement Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.33
automated functionality to generate the reversal of an entire payment PMD-55
schedule or a single payment within a payment schedule based on a
single, online action. Generate disbursement-in-transit reversal entries,
record the re-established accounts payable, and update related payment
records.
AP-1621 To support the Disbursing process, the Core financial system must provide Create Advice of Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.04.42 FSIO OFFM-N0-
automated functionality to notify vendors of payments that have been offset PMD-30 0106, req. PMD-53;
by credit memos. Specify the invoice number, invoice amount, offset DoDFMR Vol. 10,
amount, payment amount and payment date. Chap. 18, 180501
AP-1698 The system shall provide the capability to identify awarded contracts that Final Payment? Manage Entitlement JFMIP SR-02-02, 48 & 49 09.06.16
are flagged shipped/services complete and is available for closure.
AP-1781 The system will provide the ability to re-establish unliquidated obligations Cancel Entitlement Payment Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.14 BB 09.04.53, FSIO
and accounts payable for checks that have not been negotiated or FBB-07 OFFM-N0-0106,
electronic funds transfer transactions which have been returned. req. PMD-57
AP-2138 The system must provide the capability to reverse disbursement Cancel Entitlement Payment Manage Entitlement DoDFMR,Volume 01, 09.03.32
transactions for voided checks or for other payments that have not been Chapter 02,
negotiated. Add. 2 D7k (01/07)
AP-2232 The system must provide the capability to automatically liquidate, partially Post Disbursement Manage Entitlement JFMIP-SR-03-01, TV-6 05.12.06 FSIO OFFM-N0-
or in full, the balance of open documents by line item. This capability will Information (01/06) 0106, req. SMC-02
be used in the liquidation of various documents such as commitments, (01/06)
obligations, undelivered orders, payables, receivables, and advances,
upon the processing of subsequent related transactions (e.g., liquidate an
obligation upon entry of the related receiving report).
AP-2399 To support the process to calculate funds availability, the entitlement Post Disbursement Manage Entitlement DOD-IG Report D2007-065
system must provide the Accounting System of Record sufficient Information
information to identify ATDs that have been disbursed.
AP-2431 To support the payment process, the agency’s single integrated financial Post Disbursement Manage Entitlement JFMIP SR-02-02,38 09.04.71
management system must provide an indicator to mark whether an invoice Information
has been paid (including Treasury schedule and trace number).
AP-2435 To support the payment process, the agency’s single integrated financial Manage Final Payment Manage Entitlement JFMIP SR-02-02,39 09.04.75
management system must access the following information associated
with final acceptance at closeout relative to final payment: - date of
acceptance; - evidence of performance (e.g., receiving report approved by
designated official); and - receipt of products and services.
AP-2484 To support the closeout process, the agency’s single integrated financial Manage Final Payment Manage Entitlement JFMIP SR-02-02, 49 09.06.18
management system must provide evidence that a final invoice payment
has taken place with the following - final payment indicator (including any
resolution of contract withholds);
• invoice number; and
• total amount paid.
137 of 169
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (10) Manage_Payment_Confirm 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Accounting
Requirement and Date Source Requirement Transaction
No. Reference Source and Date
Number
AP-2718 AP-2138 The system shall have the capability to process rejected payments (i.e. Cancel Entitlement Payment Manage Entitlement DoD FMR, Vol 1, Ch 2, Add. 09.03.32 OFFM-N)-0106,
EFT). 2 D7k (12/98) PMD-23
AP-2719 AP-2138 The system shall have the capability to post rejected payments (i.e. EFT) Cancel Entitlement Payment Manage Entitlement DoD FMR Vol 1, Ch 2, Add. 09.03.32
to the correct accounts. 2 D7k (12/98)
AP-2720 AP-2138 The system shall have the capability to process returned checks. Cancel Entitlement Payment Manage Entitlement DoD FMR, Vol 1, Ch. 2, Add
2 D7k (12/98)
AP-2721 AP-2138 The system shall have the capability to post returned checks to the correct Cancel Entitlement Payment Manage Entitlement DoD FMR, Vol. 1, Ch 2, 09.03.32
accounts. Add. 2. D7k (12/98)
AP-2730 The system shall identify a disbursement as final or partial against an Manage Final Payment Manage Entitlement DoDFMR Volume 10, OFFM-NO-0106,
established obligation. Chapter 1, Subpara 010103, Jan 2006, PMC-12.
Mar. 2002
AP-2968 The system shall have the capability to record a confirmed disbursement Post Disbursement Evaluate Payable USSGL TFM S2 07-02 aug B110-001
schedule, for accounts payable. Information Request Information 2007
AP-3370 The system shall provide the capability to automatically notify the Prepare Advice of Collection Manage Entitlement DoDFMR Volume 10,
contractor as to what a payment represents. This notification is to contain Chapter 8, 080601
the invoice(s) paid, identification of deductions, refunds, discounts taken,
etc. This notification is refered to as an advice of payment (AOP) or can be
a copy of the payment voucher.
AP-3376 The system shall include the explanation of adjustments made to the Create Advice of Payment Manage Entitlement DoDFMR Volume 10,
payment voucher as part of the Advice of Payment (AOP) provided to the Chapter 9, 090302.B.4.a(2)
Contractor
138 of 169
Manage Payment Confirmation and Follow-Up
External Non-
DoD User or
Non-DoD Source
Advise of
Payment
Shared
Monitor Contract
or Order
Notification of
Disbursing Disbursement
Information
Financial Accountant
Management Maintain
Accounts
Ready to Pay Payable
File (Rejected)
Disbursing Officer
Disburse Manage
Returned
Payments Confirmed
Payment
Confirmed
Paid
Contract
Disbursement
Fulfillment
Voucher Stop Payment Returned
Notice Payment
Notice
Entitlement
Final
Disbursing Information Payment?
Paid Disbursement Voucher Post
Create Advice of Manage Final
Cancel Disbursement YES
Payment Payment
Payment Information
Notification
NO
Receive
Disbursing
Maintain
Information
Entitlement
Information
Accounts
Ready to Pay File (Rejected) Payable
Stop Payment Notice Adjustment Entitlement Reprocess
Returned Payment Notice Information Invoice?
Cancel Payment Notification Cancel Updates
Entitlement NO
Payment
YES
Go To: Process
Payment Request
Entitlement
Information
55e54f8d-88c2-452b-858d-5bd7a49fea45.xls (11) Process_Collections 12/1/2010
Unique ID Parent Functional Requirement DFAS Process Name BPM Process Requirement Source Name Requirement Secondary Requirement Accounting
Requirement and Date Source Reference Source and Date Transaction
No. Number
AP-2913 The core financial system shall automatically refund collections when Process Collections Manage Entitlement DoD FMR 10, Ch. 18, OFFM-NO-0106, Jan 2006,
the debt was collected using an offset and the collection was also Against Entitlement 180501.A (12/01) RMD-06
subsequently received from the vendor directly.
AP-2913.01 AP-2913 To support debt collection, the core financial system will identify Offset Awaiting Payment? Manage Entitlement DoD FMR 10, Ch. 18 OFFM-NO-0106, Jan 2006,
payments warehoused taking offsets for a specific accounts receivable 180501.A (12/01) RMD-02
entry.
AP-2913.02 AP-2913 To support debt collection, the core financial system will identify Offset on Paid Invoice? Manage Entitlement DoD FMR 10, Ch. 18,
payments that were previously disbursed with an offset for a specific 180501.A (12/01)
accounts receivable entry.
AP-2913.03 AP-2913 To support debt collection, the core financial system will reprocess Cancel Entitlement Manage Entitlement DoD FMR 10, Ch. 18, OFFM-NO-0106, Jan 2006,
warehoused payments taking offsets for a specific accounts receivable. Payment 180501.A (12/01) SMC-09
This is to occur when a collection was received from the vendor and
record prior to the warehoused payment being disbursed. The intent of
this action is to remove the offset from the payment.
AP-2913.04 AP-2913 To support debt collection, the core financial system will process a Create Refund Payment Manage Entitlement DoD FMR 10, Ch. 18, OFFM-N)-0106, Jan 2006,
refund payment for previously disbursed payments containing offsets Request 180501.A (12/01) RMD-06
against a specific accounts receivables. This occurs when a collection
was also received from the vendor and recorded.
140 of 169
Process Collections Against Entitlement
Financial Accountant
Management Maintain
Accounts
Payable
Disbursing Officer
Collection Collect Additional Supporting
Information Collection Information Accounts
Payable
Adjustment
Request for Additional
Supporting Collection
Information
Notification of
Rejected
Collection
Entitlement Entitlement
Information
Updates
Request for Additional Supporting
Collection Information Retrieve Additional
Supporting Collection
Information
Entitlement
Information
Entitlement
Payment Pending? Updates
Information
Updates
NO
END
Notification of Maintain
Rejected Collection YES Entitlement
Information
Cancel
Entitlement
YES Payment
Offset Awaiting
Payment?
Collection Information
Create Refund Refund Go To: Process
Payment Payment Payment Request
NO
Request Request
Offset on Paid
Invoice? YES
Version 3.0 Business Rules
Unique ID Business Rule Business Rule Description DFAS Process BEA 4.1 Process Name Requirement Source Name Requirement Secondary
Title/Name Name and Date Source Requirement Source
Reference and Date
Number
AP-BR-0001 All incoming transactions/information will be edited for format and content. Format Manage Manage Entitlement Disbursing HPO
edits include any file and record layout requirements to perform further editing, Entitlement
payment and accounting processes. Content edits include the following:
a. matching the full line of accounting against the accounting master file;
b. ensuring FMS transactions contain Expenditure Authority and valid case number,
country code and line number;
c. validating EFT payments against CEFT;
d. ensuring payments subject to pre-validations have an obligation in the
accounting records;
e. ensuring payments that effect the International Balance of Payments identify a
valid country code;
f. balancing payment vouchers (gross amount of payment voucher = LOA amount
totals, gross amount of collection vouchers = LOA amount totals);
g. appropriation transfers (e.g., SF 1080/1081s) must net to zero.
Transactions that do not pass the edits will be rejected back to the submitter for
correction and subsequent re-edit before passing into the CDR and processing by D.O.
AP-BR-0002 Collections submitted for debt repayment shall be recorded against an account Process Collections Manage Entitlement Disbursing HPO
receivable. If an account receivable is not established, the collection shall be put in Against Entitlement
suspense and the appropriate entitlement/accounting activity notified that they have 60
days to clear the suspense or the funds will revert to the Treasury Miscellaneous
Receipts Account.
AP-BR-0003 All incoming transactions that require certification IAW COL will be certified by a duly Finalize Finalize Acceptance for Disbursing HPO
appointed certifying officer prior to being processed by the D.O. Incoming transactions Acceptance for Other Goods and
that do not require certification IAW COL (intra-governmental payments, Other Goods and Services
SF1080/1081s, etc.) will be approved by an official with the appropriate authority. Services
AP-BR-0004 All payments shall be made in accordance with Debt Collection Improvement Act of Manage Payment Manage Entitlement Disbursing HPO
1996. EFT payments subject to the Debt Collection Act that are returned due to bad Confirmation and
account information (incorrect RTN, account number, etc.) will be collected back into Follow-up
the original appropriation and notification sent to the originating entitlement activity for
research and re-entitlement of the payment, if appropriate. Any subsequent payment
on the original obligation will be certified and made via EFT, not by US Treasury check.
AP-BR-0005 Disbursing will pay Federal taxes (FITW & FICA) upon receipt/reconciliation of a Process IRS Manage Entitlement Disbursing HPO
certified voucher where appropriate. Federal taxes will not normally be put into a Withholding
deposit account for later payment.
Page 142
Version 3.0 Business Rules
Unique ID Business Rule Business Rule Description DFAS Process BEA 4.1 Process Name Requirement Source Name Requirement Secondary
Title/Name Name and Date Source Requirement Source
Reference and Date
Number
AP-BR-0006 Deposits made by personnel within the Disbursing Office will be taken into the D.O.’s Process Collections Manage Entitlement Disbursing HPO
accountability and collected into the appropriate LOA on the day the deposit is made. Against Entitlement
Deposits made by personnel outside the Disbursing Office will be taken into the D.O.’s
accountability and collected into the appropriate LOA when the deposit is confirmed in
CA$HLINK.
AP-BR-0007 All SF1080s (Transfer Between Appropriations and/or Funds) and SF1081s Manage Payment Manage Entitlement Disbursing HPO
(Withdrawals and Credits) that transfer or adjust amounts at the Treasury level or Confirmation and
between accountable stations (FSN, AAA, ADSN), or that reference the ALC/DSSN, Follow-up
will be processed by the Disbursing System.
AP-BR-0008 Claims of non-receipt of payment will be coordinated by the disbursing/entitlement Manage Payment Manage Entitlement Disbursing HPO
activities, and any subsequent re-issue (whether it is by check or EFT) will be prepared Confirmation and
by entitlement activities and require a new payment voucher and certification. Follow-up
AP-BR-0009 Other than advances and agent operations, all paid vouchers will be recorded in the Manage Payment Manage Entitlement Disbursing HPO
accounting system (i.e., the D.O. will not defer any paid vouchers). Confirmation and
Follow-up
AP-BR-0010 Disbursing will not process a payment voucher with a negative net amount – a Prepare Ready to Manage Entitlement Disbursing HPO
receivable should be established and collection pursued. Pay File
AP-BR-0011 Entitlement function edits will be performed in the Central Data Repository before Manage Manage Entitlement Disbursing HPO
Disbursing processes a payment request. Entitlement
AP-BR-0012 A receiving report may only contain one shipment. Finalize Finalize Acceptance for JFMIP SR-02-02, 38, 09.04.73
Acceptance for Other Goods and (01/07)
Other Goods and Services
Services
AP-BR-0013 A DoD Agency shall provide a certified estimate, base on the Percentage-of- Finalize Finalize Acceptance for SFFAS-1, 85, (01/07) 09.02.39 JFMIP SR-02-02,
Completion Method, of contract performance of construction type contracts in order to Acceptance for Other Goods and 41, (01/07)
record an accounts payable transaction immediately following each accounting period. Other Goods and Services
Services
AP-BR-0014 In accordance with DFARS 204.7108 (1) (d12), the contracting officer may insert other Award Contract or Award Contract or 'DFARS 204.7108 (d12),
payment instructions (i) provide a significantly better reflection of how funds will be Acknowledge Order Acknowledge Order or May 2007
expended in support of contract performance; and (ii) are agreed to by the agency and or Issue Issue Modification
the contract administration office. Modification
Page 143
Version 3.0 Business Rules
Unique ID Business Rule Business Rule Description DFAS Process BEA 4.1 Process Name Requirement Source Name Requirement Secondary
Title/Name Name and Date Source Requirement Source
Reference and Date
Number
AP-BR-0015 Contract-Level and Clin-Level Standard Special Instructions, both cannot be allowed Award Contract or Award Contract or DFARS 204.7108 (c7)
on the same obligation document (contract number). If the payment instructions apply Acknowledge Order Acknowledge Order or (05/07)
at the contract level, there can be only one payment instruction for each contract type). or Issue Issue Modification
In the event the payment instructions apply at the contract line or subline level, there Modification
can be only be one payment instruction per contract line or subline item
AP-BR-0016 For contracts that contain a combination of fixed-price, cost-reimbursement, and/or Award Contract or Award Contract or DFARS 204.7108 (c8)
time-and-materials/labor-hour line item items, shall at a minimum, include separate Acknowledge Order Acknowledge Order or (05/07)
instructions for each contract type of contract line item (e.g., contract-wide proration for or Issue Issue Modification
fixed-price line items and contract-wide LOA level for cost-reimbursement line items. Modification
AP-BR-0017 Contracting Officers shall use one of the standard payment instructions in paragraphs Award Contract or Award Contract or DFARS 204.7108 (c10)
(d)(7) through (11) of the DFARS (204.7108) unless the contracting officer documents Acknowledge Order Acknowledge Order or (05/07)
in the contract file that there are significant benefits of requiring contractor identification or Issue Issue Modification
of the contract line item on the payment request. Modification
AP-BR-0018 For contracts that provide for progress payments based on costs, payment instructions Award Contract or Award Contract or 'DFARS 204.7108 (c4),
shall be selected from those provided in paragraph (d) of DFARS 204.7108. Acknowledge Order Acknowledge Order or (05/07)
or Issue Issue Modification
Modification
AP-BR-0019 Changes to contract funding or significant disparities between existing instructions and Maintain Manage Entitlement DFARS 204.7108 (c5)
actual contract performance (i.e. changes in payment instruction) may be impacted by Entitlement (05/07)
the payment office based on the payment(s) posted and/or the contract modification re- Information
allocating funds.
AP-BR-0020 Criteria for Use The contracting officer may use performance-based payments only if the following Award Contract or Award Contract or FAR 32.104 Federal
conditions are met: (a) The contracting officer and offeror are able to agree on the Acknowledge Order Acknowledge Order or Acquisition
performance-based payment terms; or Issue Issue Modification Regulation
Modification (FAR)
(b) The contract is a fixed-price type contract; and
(c) The contract does not provide for other methods of contract financing, except that
advance payments in accordance with Subpart 32.4, or guaranteed loans in
accordance with Subpart 32.3 may be used.
AP-BR-0021 Performance Based The cumulative amount for Performance Based Payments shall not exceed 90 percent Process Contract Manage Entitlement FAR 32.1005 b. (2) (ii), Federal
Payments of the contract price if on a whole contract basis, or 90 percent of the delivery item Clauses (09/06) Acquisition
price if on a delivery item basis. Regulation
(FAR)
AP-BR-0022 IAW FAR Part 32.804(a), the Govt may not setoff, recover, payments actually made to Calculate and Manage Entitlement FAR 32.804 (09/06) Federal FAR 32.803 (09/06)
assignee on account of any liability of the contractor to the Govt. (b) states that the Manage Offsets Acquisition
"inclusion of a no-setoff commitment in an assigned contract entitles the assignee to Regulation
recv payments free of reduction or setoff. FAR Part 32.803(e) sites "When an assigned (FAR)
contract does not include a no-setoff commitment, the Govt may apply against
payments to the assignee any liability of to the Govt arising independently of the
assigned contract if the liability existed at the time the NOA was received even though
that liability had not yet matured so as to be due and payable.
Page 144
Version 3.0 Business Rules
Unique ID Business Rule Business Rule Description DFAS Process BEA 4.1 Process Name Requirement Source Name Requirement Secondary
Title/Name Name and Date Source Requirement Source
Reference and Date
Number
AP-BR-0023 When a contract does not specify that the contract price excludes Federal Excise Tax Process IRS Manage Entitlement Vol. 10, Chap. 6, 060201 DoDFMR FAR 29.201 (b)
(FET), assume the contract price includes the tax and pay only the contract price (14 Withholding A, (02/96) (03/05)
Comp Gen 44 (1934) and 17 Comp Gen 1039 (1938).
AP-BR-0024 When the contract specifically excludes the tax, Federal Excise Tax (FET) should be Process IRS Manage Entitlement Vol. 10, Chap. 6, 060201 DoDFMR, FAR 32.1005 b. (2)
added to the contract price by the contractor and billed on the invoice as a separately Withholding (02/96) (ii)
identified item.
AP-BR-0029 The matching rule process should allow matching per contract line item. Example: A Match Type Manage Entitlement FSIO OFFM-N0-0106, req. 09.02.50
matching rule on a delivery CLIN may be two way whereas the actual product CLIN PMC-08, JAN 2007
may be three-way.
AP-BR-0030 A match rule shall specify the data required to validate performance of an order, Match Type Manage Entitlement DFAS BB, JAN 2007, FSIO 09.02.03
thereby enabling the establishment of a vendor payable. OFFM-N0-0106, req. PMD-
01
AP-BR-0031 Verifying invoice data. Validate Invoice Perform Acceptance FSIO OFFM-N0-0106, req. 09.05.20
Once the invoice has been approved (if that is required), a three-way match should be Procedures for Other PME-04, JAN 2007
performed on all invoices over some minimal level. Differences must be resolved Goods and Services
before the invoice can be paid. If the difference is in the pricing, the better price should
be taken .
AP-BR-0032 A three-way match shall be performed on all approved invoices before the invoice is Match Type Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.20
paid. PME-04, JAN 2007
AP-BR-0033 Differences discovered during the three way match must be resolved before the Match to Manage Entitlement FSIO OFFM-N0-0106, req. 09.05.20
invoice can be paid. Acceptance PME-04, JAN 2007
AP-BR-0034 Information received on material returned by the government is provided to the Manage Payment Manage Entitlement DFAS BB, JAN 2007, FSIO 09.02.13
customer as a credit/refund notice. Confirmation and OFFM-N0-0106, req. PMD-
Follow-up 51
AP-BR-0039 Liability for the unpaid amount for facilities or equipment constructed or manufactured Establish Accounts Establish Accounts SFFAS1, ¶79 (FASAB) 09.02.37
by contractors or grantees according to agreements or contract specifications, should Payable Payable
be recorded as payable based on an estimate of work completed under the contract or
the agreement. The estimate of such amounts should be based primarily on the federal
entity's engineering and management evaluation of actual performance progress and
incurred costs.
AP-BR-0043 A Vendor shall register/provide business information prior to service or purchase Manage Payee Manage Entitlement FSIO OFFM-N0-0106, req. 09.01.05
contract award. (2) Vendor Information must provide the capability to maintain a history Status PMA-01
of changes to the vendor file.
AP-BR-0046 A commitment must be recorded in the accounting system prior to incurring an Verify Funds Manage Entitlement DoDFMR, Vol 3, Chap 15, Sections
obligation or disbursing funds, except for specific appropriations, e.g. for procurement Availability Dec 1996 150202 and
and RDT&E funds. 150203
AP-BR-0047 Receipt without acceptance should be recorded for logistic purposes without recording Evaluate Payable Evaluate Payable Vol. 4, Chap. 9, 090201 A, DoDFMR
the related liability. Future acceptance will trigger the recording of all applicable Request Request Information 090202 B (01/07)
accounts payable transactions. Information
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Unique ID Business Rule Business Rule Description DFAS Process BEA 4.1 Process Name Requirement Source Name Requirement Secondary
Title/Name Name and Date Source Requirement Source
Reference and Date
Number
AP-BR-0048 For Fixed Fee-Construction, payments shall be made in installments based upon the Process Contract Manage Entitlement FAR 52.216-9 (04/84)
percentage of completion of the work as determined from estimates submitted to and Clauses
approved by the Contracting Officer, but subject to the withholding provisions.
AP-BR-0049 The contractor shall, in place of actual damages, pay to the Government liquidated Monitor Contract or Monitor Contract or FAR 52.211-11(09/00)
damages in the amount specified by the contracting officer. Order Performance Order Performance
AP-BR-0050 For contracts issued January 1996 or later and FAR 52.211-11 or FAR 52.211-12 is Process Contract Manage Entitlement FAR 52.211-11(09/00)
cited apply the appropriate identifier either at contract and/or CLIN/SLIN/ELIN levels. Clauses
AP-BR-0051 When making payments at the CLIN/SLIN/ELIN levels, exhaust all funds in the Manage Payment Manage Entitlement DFARS 204.7108 (d2),
previous obligation document line item before paying from the next obligation Instructions (05/07)
document line item in sequential order.
AP-BR-0059 The interest rate to be used will be the rate in effect on the day after the due date of Calculate Interest Manage Entitlement Vol. 10, Chap. 7, 070307 DoDFMR
the payment. The specific interest rate will be applied to the total penalty period and Penalties C. (07/02)
(maximum 1 year interest) regardless of whether the interest period carries over into
different interest rate periods. 30 day compounding 360 day year. (Amounts under
$1.00 not paid).
AP-BR-0060 The vendor will request payment in accordance with the contract terms. Finalize Finalize Acceptance for DFARS Appendix F
Acceptance for Other Goods and
Other Goods and Services
Services
AP-BR-0061 The item's identification number, description, quantity, storage location, receiving date, Finalize Finalize Acceptance for DFAS BB, JAN 2007, FSIO 09.02.41
and acceptance date shall be recorded for each Receipt-Item Event Acceptance for Other Goods and OFFM-N0-0106, req. PMC-
Other Goods and Services 01
Services
AP-BR-0062 In limited situations, payment may be made without evidence that supplies have been Match Type Manage Entitlement DoDFMR, Volume 01, 09.02.28
received. Instead, a contractor certification that supplies have been shipped may be Chapter 02, Add. 2 D3c
used as the basis for authorizing payment. Payment may be made within 15 days after
the date of receipt of the invoice. This payment procedure may be employed only when
all of the following conditions are present: (1) Individual orders do not exceed $25,000
(except where agency heads permits a higher amount on a case-by-case basis); (2)
Deliveries of supplies are to occur where there is both a geographical separation and a
lack of adequate communications facilities between Government receiving and
disbursing activities that make it impracticable to make timely payments based on
evidence of Federal acceptance; (3) Title to supplies will vest in the Government
upon delivery to a post office or common carrier for mailing or shipment to destination
or upon receipt by the Government if the shipment is by means other than the Postal
Service or a common carrier; and (4) The contractor agrees to replace, repair, or
correct supplies not received at destination, damaged in transit, or not conforming to
purchase requirements.
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Version 3.0 Business Rules
Unique ID Business Rule Business Rule Description DFAS Process BEA 4.1 Process Name Requirement Source Name Requirement Secondary
Title/Name Name and Date Source Requirement Source
Reference and Date
Number
AP-BR-0063 Agencies should be particularly alert to the possibility of duplicating payments Validate Invoice Perform Acceptance JAN 2007 FSIO OFFM-N0- 09.02.63 and
whenever one or more of the following situations exist: -Payments have been delayed Procedures for Other 0106, req. PMC-04, JFMIP 09.02.76
for extended periods of time after the due date and duplicate copies of invoices are Goods and Services SR-02-02, 43
received from vendors as follow-up claims. -Invoices or bills may have been submitted
by the vendors to more than one agency location for payment. -Adjusted invoices are
received after payments have been made.
AP-BR-0064 Project managers, engineering personnel and contracting officials must make Evaluate Payable Evaluate Payable SFFAS-1, 79, JAN 2007, 09.02.37
estimated progress information available in order to record the estimated accrual for Request Request Information "DoDFMR," Volume 4,
facilities/equipment construction. Information Chapter 9, 090201B; DoD
4th quarter financial
statement guidance
Attachment 18: Advances
to Contractors and
Contingent Liabilities
AP-BR-0065 Must have proof of receipt & acceptance. Assumption: Exceptions have been granted Finalize Finalize Acceptance for FSIO OFFM-N0-0106, req. 09.02.49
for strategic sourcing relationships. For e.g., Vendor Managed Inventory(VMI), Fast Acceptance for Other Goods and PMB-01, JAN 2007
Pay (DLA) Other Goods and Services
Services
AP-BR-0070 If a valid Fast Pay invoice has not been previously submitted for a specific contract Manage Liabilities Manage Liabilities DoDFMR, Volume 10, 09.02.60
(PIIN/SPIIN), line item (CLIN/SLIN, or ELIN), and shipment, then establish an accounts Chapter 10, 100301
payable.
AP-BR-0071 If a Fast Pay invoice has been received and an accounts payable has been Manage Liabilities Manage Liabilities DoDFMR, Volume 10, 09.02.60
established for a specific contract (PIIN/SPIIN), line item (CLIN/SLIN, or ELIN), and Chapter 10, 100301
shipment, but is unpaid, then adjust the accounts payable to the actual amount on the
receipt/acceptance document.
AP-BR-0072 If the Fast Pay invoice has been paid for a specific contract (PIIN/SPIIN), line item Manage Liabilities Manage Liabilities DoDFMR, Volume 10, 09.02.60
(CLIN/SLIN, or ELIN), and shipment, and the accounts payable has been liquidated, Chapter 10, 100301
then record the acceptance without an accounts payable transaction.
AP-BR-0073 Record partial and full receipts of orders along with items that are backordered Acknowledge Other Acknowledge Other DFAS BB, JAN 2007, 09.02.49
Goods and Goods and Services 'FSIO OFFM-N0-0106, req.
Services PMB-01
AP-BR-0074 Manual review of invoices is required for transportation charges that exceed threshold Validate Manage Entitlement FAR 52.247-67 FAR 47.303-
amounts, IAW FAR 52.247-67 and FAR 43.303-17(d)(1). Transportation 17(d)(1),(2);
Documentation
AP-BR-0075 When title to property has passed to the U.S. Government, transportation charges for Finalize Finalize Acceptance for DoDFMR Vol. 10, Chap. DTR, 4500.9-R, Part
material shipped from one U.S. Government installation to another are not considered Acceptance for Other Goods and 13, 130204 II dtd Nov 2004 and
part of the contract expense in buying the material. These charges, known as Second Other Goods and Services DTR, 4500.9-R, Part
Destination Transportation charges, are an independent obligation arising under the Services IV
transportation service contract. These expenses are charged to the appropriation
current at the time the transportation was performed. If supplies are damaged in
shipment, the installation, which shipped the merchandise, pays for the repairs.
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Version 3.0 Business Rules
Unique ID Business Rule Business Rule Description DFAS Process BEA 4.1 Process Name Requirement Source Name Requirement Secondary
Title/Name Name and Date Source Requirement Source
Reference and Date
Number
AP-BR-0076 GSA has post-payment audit responsibility on PowerTrack transportation payments. Maintain Manage Entitlement Public Law 105-264
Entitlement
Information
AP-BR-0077 Recurring Payments (Note #1). Payment for continuing services such as rents, Match Type Manage Entitlement DoD FMR (DOD 7000.14- Vol10, Ch9,
janitorial services, or utilities, which are performed under agency-contractor R) 090502
agreements providing payments at fixed periodic intervals may be made without an
invoice being submitted from the contractor. (DoDFMR Vol10, Ch9, 090502)
AP-BR-0078 Recurring Payments (Note #2) The amount paid normally will be at the base amount Perform Perform Acceptance DoD FMR (DOD 7000.14- Vol10, Ch9,
specified in the contractual document. A receiving report or certification that the Acceptance Procedures for Other R) 090502
services were performed for the time period in question is required to support payment. Procedures Goods and Services
(DoDFMR Vol 10, Ch 9, 090502 and Ch 7 070202-A),
AP-BR-0079 Recurring Payments (Note #3) The basic voucher prepared to support payments of Validate Invoice Perform Acceptance DoD FMR (DOD 7000.14- Vol10, Ch9,
this nature must show as a minimum, contract number, period covered by the Procedures for Other R) 090502
payment, name of the contractor, amount of payment, and account to be charged Goods and Services
(DoDFMR Vol 10, Ch 9, 090502).
AP-BR-0080 Recurring Payments (Note #4). The basic voucher must be certified for payment the Validate Invoice Perform Acceptance DoD FMR (DOD 7000.14- Vol10, Ch9,
same as vouchers for all other payments. Annotate payment voucher with enough Procedures for Other R) 090502
detail so it can be identified and reconciled with the basic payment voucher (Vol 10, Ch Goods and Services
9, 090502).
AP-BR-0081 Recurring Payments (Note #5) Administrative controls must be established to ensure Manage Manage Entitlement DoD FMR (DOD 7000.14- Vol10, Ch9,
that recurrent payments are on unexpired contracts or agreements, for correct Entitlement R) 090502
amounts, for services actually performed, and are not duplications (Vol 10, Ch 9,
090502).
AP-BR-0082 The Cardholder will track disputed Purchase Card transactions. Certify Government Manage Entitlement Treasury Financial Manual, Credit Card
Credit Card Invoice Sect. 4535 Association
Business
Rules, DOD
Government
Charge Card
Guidebook
AP-BR-0084 The settlement date will be identified by the EFT transmittal date for EFT payments or Maintain Manage Entitlement DFAS BB, Jan 07, FSIO 09.05.03
the check date for payments made by check. Entitlement OFFM-N0-0106, req. FBB-
Information 03
AP-BR-0085 The reporting entity should disclose accounts payable not covered by budgetary Manage Liabilities Manage Liabilities SFFAS-1, 80 09.02.38
resources.
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Version 3.0 Business Rules
Unique ID Business Rule Business Rule Description DFAS Process BEA 4.1 Process Name Requirement Source Name Requirement Secondary
Title/Name Name and Date Source Requirement Source
Reference and Date
Number
AP-BR-0086 Financial records will be retained for a longer period of time if a compelling reason Maintain Manage Entitlement DoD FMR Vol 1, Ch 9, Sub 36 CFR 1220-1238;
exists or supplemental guidance so directs. Entitlement 090202 DoD Directive
Information 5015.2 Records
Management
Program, dtd,
11Apr97;
AP-BR-0087 When an electronic signature is utilized for approving vouchers electronically, A DoD- Finalize Finalize Acceptance for DoD FMR Vol 10, Ch 1,
approved public key infrastructure digital signature shall be employed. This will ensure Acceptance for Other Goods and Sub 010201 (H)
that the certifying officer’s electronic signature is: Other Goods and Services
1. Unique to the certifying officer Services
2. Capable of verification, and that the associated data has not been altered since
transformation and is free from repudiation
3. Under the sole control of the certifying officer.
AP-BR-0093 Property, Plant and Equipment shall be recorded as soon as title passes or Property, Manage Liabilities Manage Liabilities SFFAS-1, 77 (03/93) 09.02.22
Plant and Equipment is delivered. (01/06)
AP-BR-0094 When a contractor provides the government with goods that are also suitable for sale Manage Liabilities Manage Liabilities SFFAS1, ¶78 (FASAB)
to others, the liability usually arises when the contractor physically delivers the goods
and the government receives them and takes formal title. However, when a contractor
builds or manufactures facilities or equipment to the government's specifications,
formal acceptance of the products by the government is not the determining factor for
accounting recognition. Constructive or de facto receipt occurs in each accounting
period, in accordance with the following paragraph.
AP-BR-0095 Liability for the unpaid amount of the goods is incurred and must be recorded when title Manage Liabilities Manage Liabilities SFFAS1, ¶77 (FASAB) 09.02.22
is received, whether the goods are delivered or in transit. If invoices for those goods
are not available, the amounts owed should be estimated.
AP-BR-0096 Liability for the unpaid amount of the goods provided by a contractor that are also Manage Liabilities Manage Liabilities SFFAS1, ¶78 (FASAB)
suitable for sale to others is incurred and must be recorded when title is received,
whether the goods are delivered or in transit. However, when a contractor builds or
manufactures facilities or equipment to the government's specifications, formal
acceptance of the products by the government is not the determining factor for
accounting recognition. Constructive or de facto receipt occurs in each accounting
period.
AP-BR-0097 When an entity accepts title to goods, whether the goods are delivered or in transit, the Manage Liabilities Manage Liabilities SFFAS1, ¶77 (FASAB) 09.02.22
entity should recognize a liability for the unpaid amount of the goods. If invoices for
those goods are not available when financial statements are prepared, the amounts
owed should be estimated.
AP-BR-0098 The accounting process must provide the capability to record an accrued liability and Manage Liabilities Manage Liabilities DFAS BB, JAN 2007, FSIO 09.02.02
properly identify them as a capital asset, expense, prepaid expense, or construction. OFFMN0-0106, req. PMB-
02; SFFAS-1, 77
AP-BR-0099 To the extent provided by a treaty, executive agreement, or laws of the country Award Contract or Award Contract or DODFMR Vol. 5, Chapt.