TopicsMOCAS Payment ProcessImpact of Returned InvoicesTop Four Reasons for ReturnsGet Well Plan

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Contract Input

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Production & Delivery of GoodsDD250(Material Inspection/Receiving Report) ContractorMaterial Produced and ShippedDestinationCAODFAS Columbus

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PARKER-HANNIFIN CORP

AEROSPACE GROUP

1160 CENTER RD P.O. BOX 158

AVON, OH 44011

LORAIN GENERAL CORP

1350 CHESTER INDUSTRIAL PKY

AVON, OH 44011

XU DEFENSE DISTRIBUTION REGION WEST

DISTRIBUTION DEPOT SAN JOAQUIN

TRANS OFC BLDG 330 CRP

LATHROP, CA 95331-0130

33269

9N585 S

W62T2T

MATERIAL INSPECTION

AND

RECEIVING REPORT

1.PROC. INSTRUMENT IDEN.(CONTRACT)

(ORDER)NO.

6.INVOICE

7.PAGE

OF

8.ACCEPTANCE POINT

3.DATE SHIPPED

4.B/L

5.DISCOUNT TERMS

9.PRIME CONTRACTOR

11.SHIPPED FROM(if other than 9)

CODE

CODE

CODE

FOB:

10.ADMINISTERED BY

12.PAYMENT WILL BE MADE BY

CODE

CODE

CODE

14.MARKED FOR

17.

18.

19.

20.

QUANTITY

SHIP/REC'D*

UNIT

UNIT PRICE

AMOUNT

13.SHIPPED TO

ITEM

NO.

16.STOCK/PART NO

DESCRIPTION

(Indicate number of shipping containers-type of

container-container number.)

21.

PROCUREMENT QUALITY ASSURANCE

A. ORIGIN

B. DESTINATION

PQA ACCEPTANCE of listed items has been

made by me or under my supervision and they

conform to contract,except as noted herein or on

supporting documents.

DATE

DATE

SIGNATURE OF AUTH GOV'T REP

SIGNATURE OF AUTH GOV'T REP

SIGNATURE OF AUTH GOV'T REP

TYPED NAME

AND TITLE

TYPED NAME

AND TITLE

TYPED NAME

AND TITLE

22.

CONTRACTOR USE ONLY

22.

RECEIVER'S USE

Quantities shown in column 17 were received

in apparent good condition except as noted.

DATE RECEIVED

*If quantity received by the Government is the

same as quantity shipped,indicate by ( )

mark,if different,enter actual quantity re-

ceived below quantity shipped and encircle.

DD Form 250

SP0440-95-M-HA30

HPC0001

1 MAR 96

1/4% 10

9675792

1 MAR 96

0001

1075-01-045-1778 WHEEL ASSY

YPG95100000822

P/N 40-122

A SKID 1/1

17

EA

$615.95

$10,471.15

1 1

S

DCMAO CLEVELAND

FEDERAL OFFICE BLDG

1240 E. NINTH ST.

CLEVELAND, OH 44199

DFAS-COLUMBUS CENTER

ATTN: DFAS-CO BUNKER HILL

P.O. Box 182362

Columbus, OH 43218-2362

S3603A

SC1016

Sample 3, Transportation Charges Example

13 Jun 96 Dennis Rocmanoff

Dennis Racmanoff

S3603A

FREIGHT 236.52

_____________________

TOTAL $10,707.67

P.O. 29826/000

S.O. 055171-003

ORIGINAL INVOICE

Acceptance of GoodsDestinationAcceptanceAlertSPN(Shipment PerformanceNotice)Buying Command or Inventory Manager

ConsigneeShipmentAcceptanceSourceReadyTo BeginPaymentProcessAccountsPayableSPNandDD250

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PARKER-HANNIFIN CORP

AEROSPACE GROUP

1160 CENTER RD P.O. BOX 158

AVON, OH 44011

LORAIN GENERAL CORP

1350 CHESTER INDUSTRIAL PKY

AVON, OH 44011

XU DEFENSE DISTRIBUTION REGION WEST

DISTRIBUTION DEPOT SAN JOAQUIN

TRANS OFC BLDG 330 CRP

LATHROP, CA 95331-0130

33269

9N585 S

W62T2T

MATERIAL INSPECTION

AND

RECEIVING REPORT

1.PROC. INSTRUMENT IDEN.(CONTRACT)

(ORDER)NO.

6.INVOICE

7.PAGE

OF

8.ACCEPTANCE POINT

3.DATE SHIPPED

4.B/L

5.DISCOUNT TERMS

9.PRIME CONTRACTOR

11.SHIPPED FROM(if other than 9)

CODE

CODE

CODE

FOB:

10.ADMINISTERED BY

12.PAYMENT WILL BE MADE BY

CODE

CODE

CODE

14.MARKED FOR

17.

18.

19.

20.

QUANTITY

SHIP/REC'D*

UNIT

UNIT PRICE

AMOUNT

13.SHIPPED TO

ITEM

NO.

16.STOCK/PART NO

DESCRIPTION

(Indicate number of shipping containers-type of

container-container number.)

21.

PROCUREMENT QUALITY ASSURANCE

A. ORIGIN

B. DESTINATION

PQA ACCEPTANCE of listed items has been

made by me or under my supervision and they

conform to contract,except as noted herein or on

supporting documents.

DATE

DATE

SIGNATURE OF AUTH GOV'T REP

SIGNATURE OF AUTH GOV'T REP

SIGNATURE OF AUTH GOV'T REP

TYPED NAME

AND TITLE

TYPED NAME

AND TITLE

TYPED NAME

AND TITLE

22.

CONTRACTOR USE ONLY

22.

RECEIVER'S USE

Quantities shown in column 17 were received

in apparent good condition except as noted.

DATE RECEIVED

*If quantity received by the Government is the

same as quantity shipped,indicate by ( )

mark,if different,enter actual quantity re-

ceived below quantity shipped and encircle.

DD Form 250

SP0440-95-M-HA30

HPC0001

1 MAR 96

1/4% 10

9675792

1 MAR 96

0001

1075-01-045-1778 WHEEL ASSY

YPG95100000822

P/N 40-122

A SKID 1/1

17

EA

$615.95

$10,471.15

1 1

S

DCMAO CLEVELAND

FEDERAL OFFICE BLDG

1240 E. NINTH ST.

CLEVELAND, OH 44199

DFAS-COLUMBUS CENTER

ATTN: DFAS-CO BUNKER HILL

P.O. Box 182362

Columbus, OH 43218-2362

S3603A

SC1016

Sample 3, Transportation Charges Example

13 Jun 96 Dennis Rocmanoff

Dennis Racmanoff

S3603A

FREIGHT 236.52

_____________________

TOTAL $10,707.67

P.O. 29826/000

S.O. 055171-003

ORIGINAL INVOICE

Invoice InputTier II(CLR) Contingent LiabilityRecordContract PaymentProvisionFileAccountsPayableFile

API PaymentProcess

ManualPaymentProcessInvoice MasterFile

Invoice Receipt

Hard Copy

Electronic

Invoice Types

Commercial Invoice

DD250 Invoices

Contract Financing Requests

Public Vouchers

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DisbursementChecks Validityof PaymentDisbursingBack to Entitlement ProblemOKFullPayment NoticesReports toAccounting StationsCPNPayment, Subvoucher, and InvoiceEntitlementDivision

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Magnitude of BusinessNumber of Active Contractors - 16KNumber of Active Contracts - 329KTotal Obligated - $881.3BApproximately 90K Invoices Go Through the Payment Process Monthly79K PayApproximately 12% End Up Returned to the Contractor or Recycled

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Impact of Returned InvoicesApproximately 11K Invoices are Returned MonthlyDownward trend this FY

Represents Rework for Us and YouResubmission of InvoicesReprocessing of Invoices Causes Delays in Payment

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Returned Code VariablesCodeDescriptionE-01DFAS Not the Paying OfficeE-02Awaiting a Definitizing ModificationE-03Contract Number on Invoice is Missing or InvalidE-05Duplicate Invoice/Shipment NumberE-06Shipment Number is Missing or IncorrectE-07Evidence of Shipment RequiredE-08Invoice Requires ApprovalE-09Per Instructions of TO/ACO/PCOE-10Item Number Requires VerificationE-11Invoice Not Billed IAW the ContractE-12Error on DD250E-13Inspection/Acceptance ProblemE-14Unauthorized OvershipmentE-17TransportationE-19As Required

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Prompt Pay RequirementIn accordance with the Prompt Pay Act, DFAS is required to return the invoice to the contractor for correction within 7 days of receipt.

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Top 4 Reasons for Returns - FY03E-12: Error on DD250 Distribution Not Made to TerminalThe contractor must ensure proper distribution of the DD250 is made to the CAO terminal prior to resubmitting the invoice for payment.E-11: Invoice Not Billed IAW ContractItem Information/ACRN Missing/IncorrectThe contractor should review contractual terms and submit a corrected invoice for payment.E-06: Shipment Number Missing/IncorrectThe contractor must annotate the invoice with a correct shipment number. The invoice may then be resubmitted for payment.E-01: DFAS Not the Paying OfficeThe contractor should resubmit their invoice to the appropriate pay office, as stated in their contract.

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Returned / Recycled Invoices

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Chart1

83234102260.1228584473

91838107880.1174677149

92531109970.1188466568

6825974810.1095972692

91912107040.1164592219

88416107820.1219462541

91372112050.1226305652

87712110920.1264593214

7600788000.1157788098

99904123920.1240390775

98473113270.115026454

99747115810.1161037425

93570100420.1073207225

Invoices Processed:

CED Returned/ Recycled #

CED Returned/ Recycled %

Returned/ Recycled - Contract Pay

COVER

MONTHLY EIMS

CONTRACT ENTITLEMENT DIRECTORATE

TO:ASSOCIATE DIRECTOR

DEPUTY ASSOCIATE DIRECTOR

FROM:OPERATIONS SUPPORT, DFAS-BKSAA

PURPOSE:TO REPORT DIRECTORATE WORKLOAD STATUS/TRENDS

MONTH:Jun-03

Notes:

FREQUENCY:MONTHLY

POC:BILL SABO, DFAS-CC/BKSA, 3-6352

BRIAN MOLL