Summary Filled Order Expenditure Listing

How to process SFOEDL into ‘SMARTS’ program …

Background Knowledge:

Summary Filled Order Expenditure Difference Listing (SFOEDL) is a monthly listing of unmatched billing transactions from DFAS. Transactions included in monthly SFOEDL are assumed charges or credits to your OPTAR dollars. It can financially ruin an Activity if transactions are not monitored regularly. But first, let’s understand why SFOEDL charges or credits were created? Understanding the process of how you get there will tremendously help the Activity minimize the number of SFOEDL charges or credits. So, how did it start? It all started from you (the Activity) of not understanding what transactions may become potential SFOEDL charges or credits.

Here are some of the most common causes of SFOEDL:

Sending offline DTO requisition to the supply system or supply source without obligating the total money value of the cost of the material or services.

Unit price in the item table does not match with the unit price of the item at the supply sources. This is caused by not processing the monthly change notice and annual price change notice. Remember, when you process DTO requisitions (with NSN), the system will take the unit price from the item table as the value of your obligation. These obligations are sent to DFAS every 8th days (Weekly Transmittal) to match with the billings from the supply sources. If the obligated money value does not equal to the billing from the supply source, then the transaction becomes SFOEDL charge or credit.

Carcass charges. Ensure to monitor DLR processes in a daily basis to avoid potential carcass charges. Make sure you reply to all BK1s and other NRFI inquiries from NAVICPs.

Monitor the RPPOs (Repair Part Petty Officers) for ‘Walk-through’ and ‘Bearer Pick-up’. Make sure RPPOs understand the consequences of not letting Supply know of everything they order to other supply sources (i.e. FISC, Open purchase, Credit Card charges, etc.).

and others...

Well, of course it is almost impossible to match all billings from the supply sources due to price variations. However, it can be minimized by training all participants (i.e. RPPO, Stock Control personnel, etc.).

Procedures:

To process SFOEDL, follow the steps listed below:

Notes:

(1) The below procedures are not applicable to Submarine Force. Submarine Force is utilizing the ‘Batch Posting’ by fund code procedures. Document Number Series used in posting SFOEDL values will be configured as follows: UIC – (Julian Date of SFOEDL) – SFxx… xx is 01 through 99. Menu Path: Fin>Reconciliation> SFOEDL Individual Requisition Fund Code Differences.

(2) SFOEDL Date is configured as “Oct 2009” for October 2009 SFOEDL.

Step #1: Download your SFOEDL in timely manner. Dates are specified when the Activities can download their respective SFOEDL from the specified site. The downloaded file must end with .sfo to be valid for processing into SMARTS (Ships and MALS Automated Reconciliation Tracking System).

Step #2: LOGON to R-Supply and perform ‘File Transfer’ of the SFOEDL input file.

Step #3: Verify the “Input File”. GoTo: File>Utilities>Batch Review. Select the ‘Input File’ radio button (Batch Job JSS75 should be displayed). Select the Batch Job JSS275 and click the ‘OK’ button or you may double click the Batch Job JSS275 to display the input transactions. Spot check documents to ensure all transactions in SFOEDL were uploaded. If for some reason the input transactions are not complete, delete the incomplete input file and perform the file transfer again. Close the display window and proceed to Step #4.

Step #4: After successful completion of the ‘File Transfer’, GoTo: Site>Management>Site Internal>Batch Job Scheduling>Predefined Parameters. Select process JSS275 - SMARTS SFOEDL Transfers. JSS275 is used to batch in the SFOEDL images during the SMARTS interface process.

Note: All document numbers that do not exist on the database will default to '7X' for S&E and 'ZX' for AOM. This includes stock requisitions. Make sure ‘7X’ Division exists as ‘Division’ under Supply Department.

Step #5: You may produce SFOEDL Reports at this point prior to processing the JSS280. GoTo: Fin>Management>Financial Reports>SMARTS Reports. Select the required reports.

Step #6: Verify and take notes of the current ending value of your OPTAR. This value may change, due to value of charges and credits after processing the Batch Job JSS280.

Step #7: Run the Batch Job JSS280. GoTo: Site>Management>Site Internal>Batch Job Scheduling>Predefined Parameters and run the Batch Job JSS280 - SMARTS SFOEDL Transactions. The JSS280 Batch Job will process and post all S76 Financial Adjustments (Charges and credits). After completion of Batch Job JSS280, all charges and credits to your OPTAR should have been posted.

Step #8: Again, you may produce SFOEDL Reports at this point after processing the JSS280 for verification. GoTo: Fin>Management>Financial Reports> SMARTS Reports. Select the required reports.

Step #9: Verify the ending value of your OPTAR after successful completion of the Batch Job JSS280. Compare this value to the value from Step #6. The difference of the ending value of your OPTAR should equal to the value of ‘charges and credits’ summary of the current SFOEDL.

Note: When running JSS280, all SFOEDL transactions post to the Financial Adjustment and TL Que Fin table. The adjustment and processed date is posted to the Financial Adjustment tables when the batch job is completed. In addition, JSS280 deletes all Auto-worked records from the SMARTS Data table. The only records in SMARTS Data table after the completion of JSS280 are those set to Not-worked (Transactions that are equal to or greater than the ‘Threshold dollar value’ for review and challenge if the transaction is not valid.).

Step #10: Process your challenges. GoTo: Fin>Reconciliations>SMARTS. Select OPTAR Category to be processed.

Note: Do Not Process “LIVE MONTHLY FINANCIAL” until you have finished processing your SFOEDL Challenges. You will have a chance to review and challenge above threshold dollar value transactions. Remember that your Activity have been charged or credited with all these charges/credits. Your job is to persuade DFAS that the charges therein were invalid hoping that DFAS will reverse the charges (if you can prove it to them). So, you better have proof that the charges were invalid when challenging invalid charges.

Step #11: Submit the Challenge Report to DFAS. Print a copy of the Challenge Report for your record.

Note: If DFAS accept your challenges, it will be included on the next SFOEDL as Credits. So make sure you keep track of all the challenged documents. It’s your money.

Step #12: After completion of challenges, you are ready to Run the “LIVE MONTHLY FINANCIAL” at the end of the month for submission to DFAS.

Very Important Notice:

DO NOT PROCESS ‘LIVE MONTHLY FINANCIAL’ BEFORE PROCESSING THE CHALLENGES.

If you process a LIVE MONTHLY FINANCIAL prior to processing challenges and try to post challenges, you will receive the following database error: "This financial adjustment was transmitted (trnsmtl_no = xx, fiscal_yr = xxxx) trnsmtl_dt = xx/xx/xxxx! Further changes to data are not allowed!" These transactions will purge off the ‘smarts_data’ table based on the ‘smarts_data.purge_dt’ plus the number of days set for purge on Activity Control Info ‘Controls’ tab. When you run the next SFOEDL Transfer (JSS275), transactions that are "HANG" up in ‘smarts_data’ table will be purged. If the activity did not post SFOEDL challenges and the transaction needs to be challenged, you will need to do it manually.

Currently, do not load or process UOL transactions through SMARTS/RSupply. UOL transactions need to be processed manually at the following menu path: Fin>Reconciliations>UOL.

Any questions, feedback or comments, email Lonnie Auza. (absalon.auza@navy.mil)