**DLMS FINANCE PRC AGENDA ITEMS**

**13/14 NOVEMBER 2007**

**0900 Start**

**2750 Prosperity Avenue Suite 300**

**Fairfax, VA 22031**

**OPEN ITEMS FROM FINANCE PRC MEETING OF 14/15 NOVEMBER 2006 (See Link)**

1. **Manual Processing of Interfund Bills from G69 (FAA)**

a. GSA to research where the rejected file is being sent and who is working the rejects.

i. Status 11/2/2007. Reggie Norwood is getting the rejected files and is working them.

b. DAASC to set up an account to send GSA rejects.

i. Status 10/25/2007. Reject messages are being delivered to Reggie Norwood's DIELOG account (COMMRI RUQACIH)(Pam Meredith).

c. DAASC will verify fund code edits on FMS requisitions.

i. Status 10/25/2007.DAASC began applying the ADC 20 logic to FMS requisitions coming from the ILCOs in September 2006.  This was turned off in October 2006 due to valid Army and Air Force FMS requisitions rejecting with an AE9/CX, which was discussed at the November 2006 Financial PRC meeting.  DAASC has not received any further instructions regarding the ADC 20 edits and recommends these edits be reviewed by the ILCOs (Pam Meredith).

2. **Use of Blank, Invalid or Improperly Used Fund Codes on Billings**

a. Susan Scott (AF) and Chuck Clevenger were to submit a change proposal to validate fund codes.

b. **ADC 143****.**Has the fund code validation been implemented at DAASC? (Susan Scott)

i. Status 10/25/2007. This ADC has not been implemented.

3. **MILSBILLS Threshold. For disputing researching and requesting credit on items under $500**

i. STATUS. AF/A4RM tasked AFLMA to conduct a cost benefit analysis on increasing the automatic deletion criteria for overdue shipments from $100 (current) to $500.  The analysis concluded the current $100 threshold for automatic deletion is cost beneficial.  AFLMA recommended procedural changes for overdue shipments within the $100-$500 criteria and establishing ceilings to ensure claim submissions.  AMC will test recommendations including processing the TAR action for shipments within the $100-$500 criteria delaying research actions for 30 days.  Also, a 120 day ceiling will be used to ensure claims are submitted and researched for outstanding overdue shipments.  (AF/A4RM, MSgt Taurus Hawk, DSN 312-225-4761)

4. **DLMS MILSBILLS Manual Updates**

a. Patricia Davis was to provide a write-up on non-payment by Federal Agencies.

i. Status 10/25/2007. Since Federal Agencies are usually our biggest non-payers and since the FMR forbids writing their delinquent accounts off, the language below should be incorporated in the MILSBILLS Regulation most likely along with paragraph C1.8  NON- COMPLIANCE AND OTHER UNRESOLVED PROBLEMS: ***FMR Vol 4, Chap 3, Para 030502L states:  “Unless authorized by law to perform nonreimbursable work, DoD performing activities will not perform reimbursable work for another Federal Agency that is 90 days or more in arrears in payment of previous reimbursable billings. This restriction can be waived by the Office of the Under Secretary of Defense if in the national interest to do so.”***

b. Susan Scott was to draft a change proposal on the use of fund code XP.****

5. **MILSBILLS Update of DoDAACS**

a. Update FA2303 to FG2303

i. Status 10/25/2007. Done - close

6. **812L****and****812R****.**

a. FPRC to evaluate notes sections of transactions to ensure consistency.

7. **ADC 226****- DODAAC Authority Codes**

a. DAASC to provide status on implementation.

i. Status 10/25/2007. Implementation of the authority codes is currently being tested and will be moved to Production once it's verified that everything is working correctly (Pam Meredith).

b. DLMSO removed TAC 3 requirement from Authority Code 02  for “Bill-to Only” as requested - Close

c. DLMSO removed signal code D or M requirement for Authority Code 04 for “DRMS Only” as requested - Close

8. **How to Establish Fund Codes**

a. Mark Minch (DAASC) was to request status from Lisa Tonkin (DAASC) for distribution to the Finance PRC.

i. Status 10/25/2007. Fund code adds/changes/deletes will only be accepted from the Service fund code POCs listed on the DLMSO website and should be emailed to fundcode@dla.mil (Pam Meredith).

9. **DLA  (S9M) Billings on Medical Service Contracts VIA Interfund**

a. DLA J88 provide status on whether this process has been changed and the billings can be manual or through IPAC (Buz Sawyer).

**NEW AGENDA ITEMS**

10. **XML/EDI Transaction Standards.** Sandra Bryant (BTA)

a. As the Financial Visibility Business Enterprise Priorities Lead Team, we are analyzing the financial data elements on the EDI transaction sets to:

i. Determine which ones need to be updated/changed to be SFIS compliant

ii. Determine if there are any existing EDI data elements that should be a part of the SFIS data set but not yet designated as such

iii. Determine if there are any EDI data elements that are not part of the SFIS data set but still financially applicable/required

11. **Inter-Service Obligation via Transaction (EDI XML/Web Call)**

a. **Which IC/DLMS Supplement required? (821P?)**

b. **Draft PDC 266****– Army Requisition Established Outside of Army Standard System Check for Funds Availability**(Ronnie Daniels)

12.  **FAA RIC Problem**

b. Some FAA billings have RIC 570 vice RIC G69. (Susan Scott)

13. **Air Force Billing Problems Resulting From Partial Shipments**

a. This issue came up in the Supply PRC, but it also has financial implications. Since DSS confirms based on partial shipments and DLA EBS bills based on these confirmations, (ARO) vice the material release order (A5_), the possibility exists that some bills will appear as duplicate billings. These bills don't contain suffixes on the document numbers, and the finance system considers the same document number with the same quantity a duplicate.  This is causing a lot of manual work, and is increasing the billing from DFAS to the Services. Air Force indicates that this is a problem for them, but Army has indicated that it is not a problem for them. Is it a problem for others? We need to develop a plan and a select a lead to correct this problem. Some possible solutions include:

i. Fix EBS not to bill until the shipment is complete

ii. Change DFAS systems to accommodate the existing billing process

iii. In DLMS add the TCN to the bill or add a partial shipment indicator for future use (Susan Scott)

b. ADC 247 provides some background.

14. **Treasury Suspense Account Elimination**

a. Treasury is eliminating suspense accounts starting  **F3875 and **F3885.  MILSBILLS uses **F3885 (.2000) to place interfund bills/details in suspense when no due-in or obligation exists.  Need to talk about how we want to address this and document in DOD 4000.25-7-M.  Meeting held with OSD and all DFAS sites week of 21-24 May. (Susan Scott)

15. **MILS Migration**

a. Need to get an update from the all on status of migration from MILS to DLMS. 

i. STATUS 10/31/2007: DLMSO is aware that DLA EBS (Formerly BSM) is using the 810 and 812 transactions.   The ILS-S/SBSS Air Force, LMP Army, and Marine Corps systems at Albany GA are currently making system changes to migrate to the DLMS with implementations beginning in March and ending in the fall of next year.  In 2007 and 2008 the BTA has been providing seed funding for implementing DLMS transactions through a competitive nomination “Jump Start” process, which is planned to continue through 2013. We will put this topic on the next PRC agenda.

17. **MILSBILLS C.5.6.5.**

a. This paragraph of MILSBILLS may be incorrect as pertains to Interim Change 00-1 to MILSBILLS dated July 27, 2001. (Susan Scott)

i. See comments from DLMSO (Bob Hammond).

18. **Proposed DLMS Enhancement**

a. The proposal is to initiate a reply transaction to confirm receipt of Interfund Bill Retransmission Requests. Per MILSBILLS c6.4 Copies of bills may be retrieved several ways: Images of bills may be retrieved from DAAS through their web based MILSBILLS inquiry process, via the internet, or by submitting a Request for Retransmission of Interfund Bill (DI Code QB1) DAAS shall retransmit a copy of all bills matching the prescribed retransmission criteria. Without the bill on record, DAAS creates an FAE with advice code 41. (Bob Hammond)

19. **PDC 284****- Product Quality Deficiencies Report (PQDR)/Supply Discrepancy Report (SDR)/ Transportation Discrepancy Report (TDR) Credit Tracking**(Mark Johnson)