DEAMS Weekly Checklist

Daily-Health Check & Reconciliation

• Review Invoices on Hold
  • Check the FM Morning Paper (Power BI) or Discoverer Viewer daily for invoices on hold. This is a critical task to ensure payments move forward.
• DEAMS to ADS Daily Reconciliation (DADR)
  • Verify payments and collections processed by the Disbursing Office balance between DEAMS and ADS (Legacy).
• Check DIMES Dashboard
  • Review Interface Metrics (DIMES) for transaction errors (e.g., WAWF, DCBS, DAAS) that require corrective action.

Monday-Travel & Entitlements

• Travel ODL Research
  • Review the Travel Open Document Listing (ODL). Use the Document Cross-Reference tool to research aged travel orders (DTS, RTS, AROWS).
  • Check for negative Unliquidated Obligations (UOO) or Accrued Expenditures Unpaid (AEU) balances.
• AROWS/Travel Commitments Management
  • Run the FMA Open AROWS Commitments report. Identify unneeded commitments (often caused by duplicate submissions) and cancel requisitions using DEAMS Purchasing Buyer to free up resources
• Travel Obligations Oversight
  • Oversee manual creation of travel obligations (Purchase Orders) for RTS/Manual orders. Ensure the correct PO Type (“RTS Orders – Manual”) and Payment Terms (“Immediate”) are used
• Travel Corrections (JVs/1081s)
  • Process or approve Journal Vouchers (JVs) to correct travel overbills (PO-to-PO corrections) where charges hit the wrong line of accounting
• Supplier/Vendor Verification
  • Query supplier records for individuals (Travel/Pay) to ensure proper setup in DEAMS (Prime vs. Travel sites) to prevent payment rejects

Tuesday-Procurement & GPC

• GPC Funding & Balancing
  • Validate GPC Balances by comparing Access Online (AXoL) balances against DEAMS commitments/obligations.
  • Manage GPC Planned POs. If obligations exceed expenditures, decommit funds at the Planned PO level or deobligate at the Release level to free up funds
• Requisition (PR) Management
  • Review/Approve Purchase Requisitions (Form 9s, Form 4009s). Ensure funds certification is complete and Need-By/GL dates are in open periods,.
  • Handle “Rejected” or “Returned” PRs. If the originator is unavailable, take ownership of the PR to complete or delete it
• MORD Management
  • Obligate Accounting MORDs using DEAMS Purchasing Buyer > AutoCreate. Ensure the PO type is set to “MISC” and receipt routing is “Direct Delivery”
  • Validate UOO and AEP amounts. Does the MORD accurately reflect the requirement? Are payments posting? Why not?
• Purchase Order Adjustments
  • Process increases to MORD obligations or decrease POs using iProcurement (if eligible),.
    • Note: Do not decrease contractual documents in iProcurement; those must be done in the contract writing system
• Miscellaneous Payment Processing
  • Create or review Miscellaneous Payment Purchase Orders (Category E for individuals or Category V for vendors). Ensure terms are “Non-PPA Immediate” for individuals

Wednesday-Journal Voucher (JV) Review

• Journal Voucher (JV) Approval
  • Review and approve/reject JVs and SF1081s. Check for required attachments (text explanation and supporting docs) and ensuring debits/credits net to zero
• Expense Transfers (Correcting LOAs)
  • Execute SF 1081s to move expenses between Lines of Accounting (LOAs) if errors were found in DADR or ODL reviews. Use SF 1081 if moving between different Funds/AAIs
• Receiving Report Management
  • Create or correct Receiving Reports for Miscellaneous Payments. Ensure the three-step process (Receive, Accept, Deliver) is complete
    • Note: As of Oct 1, receiving reports are no longer required for Category E (Individual) miscellaneous payments
• Invoice Correction
  • Research Invoice Voids (VR codes) using PTP Inquiry to understand why DFAS rejected an invoice (e.g., VR08 – Obligation doc number mismatch),.
  • Correct rejected invoices by reversing distribution lines and re-entering correct data
• Supplier Maintenance (Public Vendors)
  • Query public vendor records. If a vendor is missing or incorrect (e.g., wrong UEI/EFT info), submit updates to DFAS via the appropriate mailbox

Thursday-Reimbursements (RBA) & Billing

Focus: Orders to Cash (O2C), Inter-agency agreements, and Billing Events.

• Agreement Management
  • Enter or amend Agreements (MIPRs, MOAs) in the Project Billing module. Ensure funds are baselined after entry,.
  • Verify Reimbursable Budget Authority (RBA) is loaded as “Available” before processing agreements
• Create Billing Events
  • Create Billing Events for Federal or Public customers. Ensure “Bill Amount” equals “Revenue Amount” and the correct Event Type is selected
• Draft Invoice/Revenue Generation
  • Run Generate Draft Invoice and Generate Draft Revenue reports for specific projects to trigger the billing process,.
  • Check for errors (e.g., Hard Limit exceeded) in the Events Summary
• Reimbursement Balancing (D-to-R Transfers)
  • Process “Reimbursement Balancing” JVs to move Direct (D-Fund) obligations to Reimbursable (R-Fund) LOAs to free up direct budget authority.
  • Ensure invoices start with prefix “REIMBBAL”
• 1080 Generation
  • Generate SF 1080s for transfers between appropriations using the AR Invoice Number

Friday-Reporting, Analysis, Closeout

• Status of Funds (SoF) Analysis
• Run the Status of Funds report via Discoverer Viewer or OBIEE. Analyze “Available Obligation Authority” and “Uncommitted” balances. Also utilize the AFAOC SoF Tools.
• Use Pivot Tables in Excel to summarize SoF data for leadership
• Open Document Listing (ODL) Review
• Run the Open Document Listing report. Search for dormant commitments or MORDs that need deobligation.
• Check for duplicate commitments in AROWS and cancel if necessary
• Residual Balance Cleanup
  • Identify PRs with residual balances where the PO has been finalized. Use the “Split PR Line” function if necessary to isolate the residual amount, then cancel the specific line
  • Document Cross-Reference Checks
    • Use Document Cross-Reference to trace specific POs to Invoices and Payments to resolve any “orphan” transactions found during the week
    • End of Month (EOM) Prep / Wrap-up
      • If near EOM, place holds on Billing Events to prevent processing during the DFAS “closed period” (last 5 workdays of the month),.
    • Set Vacation Rules if you will be out of office the following week to delegate approval authority