General Fund Create Debtor/Customer Master and Debt ...

[Pages:7]Debt Management Create Debtor/Customer Master and Debt/Invoice

GFEBS

General Fund Enterprise Business System

Debt MGMT Processor Debt MGMT Processor

Manual entitlement & revenue debts

Does Customer Yes

Exist?

Automatic entitlement & revenue debts

Debt MGMT Processor

No

Request Customer to be

created

Customer Master Data Controller

Note Customer Number

Debt MGMT Processor Is Obligation No Required? Yes

Does Obligation Yes

Exist?

No

Request Obligation to

be created

Create Accounts Receivable (Invoice)

Note Obligation

Number

Did debt originate in No

GFEBS?

Yes

Monitor Accounts Receivable

Create Correspondence

Request

Send Invoice to DLA Printing Office

A/R Reporter

ADS Collection DCAS Inbound

Fund Center MACOM Fund Center / DFAS DFAS

Purchase Order Processor

Debt Management Processor

Debt Management Processor

Responsible for the core debt management processes in GFEBS. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US Treasury debt referrals, 3) Core processes of recording debt/invoices, coordinating customer/debtor master data, aware of debt collections/DCAS processing, running interest program, running dunning process, creating installment plans and maintaining debt/debtor statuses.

Customer Master Data Controller

Responsible for creating and maintaining 1) Reimbursable customer master records, 2) Debtor customer master records in GFEBS.

Debt Interface Monitor

Responsible for front-end and back-end interfaces monitoring.

A/R Reporter

Responsible for running Accounts Receivable related reports. Debt Management Processor, Debt Allowance Processor and the Debt Write off Processor needs to have the A/R Reporter to fully execute their activities for Debt Management.

Purchase Order Processor

Responsible for creating purchase orders/funds commitments document directly into GFEBS as required. Entitlement system debts (over, duplicate & erroneous payments) requires the A/R debtor be linked to the obligation. If the obligation doesn't exist, then the Purchase Order Processor will need to create an obligation record. Revenue system debts don't require an obligation A/R link.

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Debt Management Interest, Fees & Penalties and Dunning Process

Eligible Debts (e.g. Day 31,

Day 61)

Automatically generate Demand Letters &

Billing Notices

Send to DLA

printing office

DLA printing office Demand Letters & billing

notices

Performs Interest Process

for delinquent

debts

Debt MGMT Processor

Performs Dunning Process for eligible

debts

Debt MGMT Processor

Monitor Accounts Receivable

A/R Reporter

Is Debt

eligible for Treasury

Yes

referral?

No

Automatically transfer Debt

Management

Debt remains in GFEBS

Debt Management Processor

A/R Reporter

Responsible for the core debt management processes in GFEBS. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US Treasury debt referrals, 3) Core processes of recording debt/invoices, coordinating customer/debtor master data, aware of debt collections/DCAS processing, running interest program, running dunning process, creating installment plans and maintaining debt/debtor statuses.

Responsible for running Accounts Receivable related reports. Debt Management Processor, Debt Allowance Processor and the Debt Write off Processor needs to have the A/R Reporter to fully execute their activities for Debt Management.

Page 2

GFEBS

General Fund Enterprise Business System

Fund Center MACOM Fund Center / DFAS DFAS

Debt Management Debt Referrals to U.S. Treasury

Automatically process eligible

debt refferals to Treasury

Debt Interface Monitor

Debt MGMT Processor

Automatically update

A/R Status Code to "PC"

Forward to Treasury

Department

Treasury accepts or rejects debts

referrals

A/R Reporter

Monitors A/R debts at Treasury (Fed Debt)

Debt Interface Monitor

Monitors A/R debts in GFEBS

add role A/R Reporter

Debt Interface Monitor

GFEBS

General Fund Enterprise Business System

Fund Center MACOM Fund Center / DFAS DFAS

Debt Management Processor

A/R Reporter

Debt Interface Monitor

Responsible for the core debt management processes in GFEBS. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US Treasury debt referrals, 3) Core processes of recording debt/invoices, coordinating customer/debtor master data, aware of debt collections/DCAS processing, running interest program, running dunning process, creating installment plans and maintaining debt/debtor statuses.

Responsible for running Accounts Receivable related reports. Debt Management Processor, Debt Allowance Processor and the Debt Write off Processor needs to have the A/R Reporter to fully execute their activities for Debt Management.

Responsible for front-end and back-end interfaces monitoring.

Page 3

Debt Management Allowance for Doubtful Accounts

GFEBS

General Fund Enterprise Business System

Fund Center MACOM Fund Center / DFAS DFAS

Notification to estimate / record bad

debt expense

Debt Allowance Processor

Execute Transfer Posting for Doubtful Receivables F103

Debt Allowance Processor

Process Batch Input Session of

Doubtful Receivables

SM35

Debt Allowance Processor

Verify A/R has been

transferred with Special G/L Indicator "L" FBL5N

A/R Reporter

Provision for

Doubtful Receivables

F104

Debt Allowance Processor

Notify Debt Management

Processor F103 and F104

executed

Debt Allowance Processor

Monitor G/L 1319 for abnormal balance

Debt Allowance Processor

Debt Allowance Processor

Responsible for maintaining the general ledger accounts; Allowance for Doubtful Accounts and Bad Debt Expenses. Separate bad debt business rules exist for Entitlement Debts versus Revenue Debts. Estimates based on either time (e.g. 180 days/50%) or individual debts status.

A/R Reporter

Responsible for running Accounts Receivable related reports. Debt Management Processor, Debt Allowance Processor and the Debt Write off Processor needs to have the A/R Reporter to fully execute their activities for Debt Management.

Page 4

Debt Management A/R Write-off Process -Manual

GFEBS

General Fund Enterprise Business System

Recommend A/R debt for Write Process

A/R Reporter

Debt MGMT Processor

Notify Allowance Processor of uncollectable

debt(s)

Update A/R debt

provisioning (debt at 100% uncollectable)

Debt Allowance Processor

Performs A/R debt

provisioning (debt at 100% uncollectable)

Debt MGMT Processor

Update Reason Code on A/R to "EW"

Notify Purchase Order Processor

to adjust obligation

Debt MGMT Processor

Purchase Order Processor

Reverse uncollectable

Fees & Penalties (if necessary)

Debt Reversal Processor

Debt MGMT Processor

Run FBL5N for list of A/R with Reason Code

"EW" for Write-Off

Write off Debt w/ Write-Off Reason Code

Debt MGMT Processor

Reverse uncollectable

Interest (if necessary)

Monitor Accounts Receivable

debts (currently not

Collectable status)

Debt MGMT Processor

A/R Reporter

Fund Center MACOM Fund Center / DFAS DFAS

Debt Management Processor

Responsible for the core debt management processes in GFEBS. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US Treasury debt referrals, 3) Core processes of recording debt/invoices, coordinating customer/debtor master data, aware of debt collections/DCAS processing, running interest program, running dunning process, creating installment plans and maintaining debt/debtor statuses.

Debt Write-Off Processor

A/R Reporter

Responsible for querying all debts eligible for write-off, validates that all write-off requirements are met, and performs the necessary transactions to complete the write-off in GFEBS.

Debt Reversal Processor

Responsible for reversing the uncollectable balance of Fees and Penalties receivables. Changing the debt status to "CNC" and/or clear A/R debt principal (A/R and Allowance for Doubtful Accounts)

Responsible for running Accounts Receivable related reports. Debt Management Processor, Debt Allowance Processor and the Debt Write off Processor needs to have the A/R Reporter to fully execute their activities for Debt Management.

Page 5

Purchase Order Processor

Responsible for creating purchase orders/funds commitments document directly into GFEBS as required. Entitlement system debts (over, duplicate & erroneous payments) requires the A/R debtor be linked to the obligation. If the obligation doesn't exist, then the Purchase Order Processor will need to create an obligation record. Revenue system debts don't require an obligation A/R link.

Debt Management A/R Write-off Process -Workflow

GFEBS

General Fund Enterprise Business System

Debt MGMT Processor

Selects eligible A/R debts based

on time (e.g. 2 yrs) and/or debt status

Workflow Started

Write Off No

Debt Allowance Processor

Yes

Debt Allowance Processor

Confirms A/Rs

for

Write Off

Yes

Close Out

Debt Write Off

Processor

Confirms A/Rs

for Close

Out

No

End

Debt Allowance Processor

Provision Debts 100% to Allowance for

Doubtful Accounts

Reverse uncollectable Interest, Fees

& Penalties (if necessary)

Debt Write-Off Processor

Debt Allowance Processor

Change Reason Code

to Currently Not Collectible

Clear A/R debt principal balance

(A/R and Allowance for

Doubtful Accounts)

Debt Write-Off Processor

No

Close Out

End

Yes

Change Reason

End

Code to

Closed Out

Debt Write-Off Processor

Fund Center MACOM Fund Center / DFAS DFAS

Debt Management Processor

Responsible for the core debt management processes in GFEBS. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US Treasury debt referrals, 3) Core processes of recording debt/invoices, coordinating customer/debtor master data, aware of debt collections/DCAS processing, running interest program, running dunning process, creating installment plans and maintaining debt/debtor statuses.

Debt Write-Off Processor

Responsible for querying all debts eligible for write-off, validates that all write-off requirements are met, and performs the necessary transactions to complete the write-off in GFEBS.

Page 6

Debt Allowance Processor

Responsible for maintaining the general ledger accounts; Allowance for Doubtful Accounts and Bad Debt Expenses. Separate bad debt business rules exist for Entitlement Debts versus Revenue Debts. Estimates based on either time (e.g. 180 days/50%) or individual debts status.

Debt Management Debt Case Management Activities

Manage Deferrals and

Installment Plans (e.g. waivers, remissions)

Debt MGMT Processor

Adjustment A/R debts (e.g.

reclassified, waiver adjusted amount,

Currently not Collectable reinstated)

Debt MGMT Processor

Debt Management Processor

Responsible for the core debt management processes in GFEBS. Activities and processes include; 1) Front-end activities (manual & automated interfaces) with entitlement and revenue systems, 2) Back-end process with US Treasury debt referrals, 3) Core processes of recording debt/invoices, coordinating customer/debtor master data, aware of debt collections/DCAS processing, running interest program, running dunning process, creating installment plans and maintaining debt/debtor statuses.

Page 7

GFEBS

General Fund Enterprise Business System

Fund Center MACOM Fund Center / DFAS DFAS

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