Returned Invoices

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Returned Invoices. Rebecca Beck Chief, Contract Input August 2003. Topics. MOCAS Payment Process Impact of Returned Invoices Top Four Reasons for Returns Get Well Plan. ACO/PCO. Tier II Queue/ EDM. Hardcopy or Electronic. DFAS Columbus Contract Input. Problems. Purchasing Office. - PowerPoint PPT Presentation

Transcript of Returned Invoices

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

    Your Financial Partner @ Work

  • 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