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MILSBILLS Rejects

This document outlines the critical issue of Interfund Bill Rejects within the DLA, highlighting the systemic and manual rejection of bills due to improper data, specifically related to DoDAACs. In September 2011, DLA faced $4.0M in rejected bills, creating a significant manual workload for DLA and DFAS. Examples of errors, including improper DoDAAC use and authority code mismatches, are discussed. The document emphasizes the need for corrective actions, including identifying root causes, improving processes, and ensuring accurate billing data to resolve ongoing issues.

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MILSBILLS Rejects

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  1. MILSBILLS Rejects FPRC Meeting November 15, 2011 Cathy Shepard

  2. Interfund Bill Rejects • Definition: Interfund Bill Rejects are bills that do not end up getting processed correctly due to being rejected (systemically or manually). These bills do not pass edit checks. • Background: Incorrect data contained in the billing transaction is causing the billing to reject, thus preventing the customer from being charged and DLA from getting paid. Improper DoDAACs are a primary cause of rejects • Impact: • September 2011 – DLA rejected bills $4.0M (407 Bills) • Rejects create a manual workload for both DLA and Defense Finance and Accounting Service (DFAS) as each one needs to be researched and corrected.

  3. Bill Reject Examples • STORES DoDAAC Errors: • Improper DoDAACs are being used to requisition items. • Ordering system does not validate DODAACs edit checks • DAASC rejects the bills

  4. Bill Reject Examples • MAPAC vsDoDAAC Errors: • Military Assistance Program Address Code (MAPAC) are being used for Foreign Military Services vs. DoDAACs. • MAPAC begins with a B,D, K, P, or T. • Example DoDAACS: • BBAA00 • BGAA00 • DBAA00

  5. Bill Reject Examples • DoDAAC& Authority Code Errors: • Valid DoDAACs without the correct authority codes • Example DoDAACs: • F67100 – Authority Code 07 / Administrative • F1D741 – Authority Code 01 / Ship to only • M94480 – Authority Code 01 / Ship to only • N32360 – Authority Code 01 / Ship to only

  6. Bill Reject Examples • Other Identified Errors and Issues: • Signal Code Problem - EBS not processing signal code in sales orders to bill proper party – need SCR • EBS automatically converting non-interfund bills to interfund after 30 days – need SCR • EBS not auto populating bill-to DoDAAC for SDR credits, resulting in manual entry errors – submitted SCR; need training in interim • EBS dropping detail billing lines, so that totals don’t match with summary bill – need SCR • One instance of a valid DoDAAC rejected by DAAS – DLA Transaction Services researching

  7. Bill Rejects - Summary • Action Items: • Bi-weekly files are sent to the DLA Finance Offices for review & research to correct identified problems • Way Forward: • Stop/Reduce Inflow by determining root causes and correcting issue/s creating the root cause • Change processes; Submit SCRs as appropriate • Correct rejected bills by working with our customers to obtain the valid DoDAAC

  8. QUESTIONS

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