As part of a SAF/FMF reorganization, SAF/FMFC-A Air Force Accounting and Finance Office (AFAFO) and SAF/FMFS Air Force Accounting Operations Center (AFAOC) have joined forces as a NEW organization, SAF/FMFO (Accounting Policy and Operations), effective 1 Oct 2024.
This reorganization consolidates Air Force Financial Operations accounting support within a centralized organization, from policy development to implementation and sustainment across the Department of the Air Force (DAF). This merger streamlines access to process owners within a single organization and enhances the customer support already being provided to the Commands by increasing the breadth and depth of reach back support.
SAF/FMFO consists of four divisions covering the scope of work and quality products Air Force FM professionals have come to expect from AFAFO and AFAOC – now in one organization. SAF/FMFO’s divisions include Customer Support led by Mr. Bill Sanders, Field Support led by Ms. Kim Burnett, Policy led by Ms. Mick Hale, and Technical Support led by SAF/FMFO Deputy, Mr. T.J. Souza.
Our customers and FM systems users will still have access to help desk support, Subject Matter Expert (SME) knowledge, Power BI research modules, policy management, monthly users forums, dedicated fiscal year end closeout support, and so much more. With SAF/FM resources better aligned, we are looking forward to this exciting new venture and strive to deliver on our mission to provide overarching DAF FM accounting policy and customer support to strengthen user proficiency, including continuing education, targeted assistance, systems operation and monitoring, data analytics, internal controls, and strategic communications.
Organizational change is essential in today’s ever-transforming business environment and is necessary for maintaining relevance and posterity. Rest assured that our vision will always remain the same – Success through Customer Focus. We here at SAF/FMFO are thrilled to continue supporting the world’s greatest airmen and guardians.
If you have any questions or feedback, please contact SAF.DEAMS.StratComms@us.af.mil.
Tag: DEAMS
AFAOC Civilian Pay Accounting 101
This training is simply fantastic. I learned so much and have a lot of homework now. Most importantly, getting new accesses in DEAMS.
DFAS IntelShare Portal DCPS Home (helpful manuals)
Best of DEAMS Weekly Messages
- AFAOC Field Support – Non-DTS Travel ODL (Who Wants to be a SME?)
- AFAOC Field Support – AF/SF Airlift Debt (Blog) (Analytics)
- Funds Control Level in DEAMS Explained
- What is the Open Document Listing (ODL)?
- Forensic Analyst Dashboard
- Introduction to DEAMS Reimbursements
- How to Update Your Profile via FAMS
- Guidance on Invoice Holds & How to Clear Them
- AFAFO Adjustment Voucher Policy
- AFAOC Data Analytics – What is a Status of Funds? (38 min)
- AFAOC Field Support – Advana DAR-Q (4 min)
- AFAOC Field Support – Non-Temporary Storage and Personally Owned Vehicles (7 min)
- AFAOC MCSME – Balancing Target Loads with Funding Documents (5 min)
- DEAMS Help Desk – How do I add a new BPN to the BPN field LOV in DEAMS iProcurement? (4 min)
- DEAMS Help Desk – How do I add a DoDAAC to the Contracting Office field LOV in DEAMS iProcurement? (5 min)
- DEAMS Help Desk – How do I fix an incorrect address on an existing BPN or a printed Requisition? (5 min)
- AFAOC Legacy Help Desk – Okta: New Authentication for AFM and FMSuite (3 min)
- DFAS – Accounts Maintenance & Control DEAMS Reminders (3 min)
- New Export Option in PowerBI Services: What changed? The default option for Summarized data export is now a LIVE connection through Azure that allows up to 500,000 rows. This Live connection means that it will remain a live connection each time you open that exported file. It queries the data and brings in the most current information for the filters you exported.
- Target Loads & Initial Distribution: The Continuing Resolution has been replaced with an actual budget which means Initial Distribution (ID) is on everyone’s mind. Be ready to receive your ID by reviewing the DEAMS Users Group video blog post, Target Loads & Initial Distribution, as briefed by Roger Marchese, our AFSOC MCSME.
- Lost Questions for the DEAMS Users Group: Have you ever asked a DEAMS question in milBook and not had it answered? Chances are, the question may not be in the DEAMS Users Group. Take a look at the video Moving Questions to the DEAMS Users Group which illustrates how to move questions from other places in milBook, into the DEAMS Users Group.
- DEAMS Miscellaneous Payments Training: DEAMS Miscellaneous Payments Basic Users Training is scheduled for 15-16 March, 1000-1600 ET, and the Experienced Users Course is scheduled for 20-23 March, 1100-1300 each day, with a different topic each day. Visit the DEAMS Outreach Portal for more details!
- AFAOC Analytics PowerBI Suite Deep Dive Mr. Josh Johnson, AFAOC Data Analytics, presents a comprehensive AFAOC Analytics PowerBI Suite Deep Dive.
- Manual (Non-DTS) Travel Purchase Orders & Connecting Travel ODL to Non-DTS Travel POs AFAOC Field Support is pleased to present two videos as part of the October/November 2022 AFAOC Monthly Users Forum! First, Ms. Amanda Robbins presents Manual (Non-DTS) Travel Purchase Orders, followed by Mr. Dan Thurston presenting Connecting Travel ODL to Non-DTS Travel POs.
- DEAMS Adjustment Vouchers In this MCSME video, Lynea Stoudemire discusses DEAMS Adjustment Vouchers, the SF 1081 and the OF 1017-G (Journal Voucher).
- DEAMS Invoice Responsibilities Overview Ms. Amanda DeRussy, DEAMS Help Desk, presents DEAMS Help Desk – DEAMS Invoice Responsibilities Overview.
- What’s in a Screenshot? Discusses Best Practices for Information to Send for Your Help Desk Ticket.
- The Mystery of the Missing Quantity Box in DEAMS iProcurement What to do When the Quantity Box is Not Showing in DEAMS iProcurement During a Blue Dot Change Decrease/Cancellation.
- LeaveWeb Update Mr. Dylan Clark, AFAOC Legacy Help Desk, presents LeaveWeb Updates.
- DEAMS PTEOs and Legacy Address Builds Ms. Jessica Moirs, DFAS, presents DEAMS PTEOs and Legacy Address Builds.
- Using Microsoft Edge for DEAMS (Settings for Launching Java)
- Don’t worry if Microsoft’s Internet Explorer 11 (IE11) goes away. You can still access DEAMS by using Microsoft Edge.
- Mr. Steve Shuler, AFAOC Field Support, presents Miscellaneous Payment Program Invoices on Hold as part of the March 2022 AFAOC Monthly Users Forum.
- AFAOC DEAMS Help Desk – Common Errors when Adjusting GPC Purchase Orders
- Ms. Amanda DeRussy, AFAOC DEAMS Help Desk, presents Common Errors when Adjusting GPC Purchase Orders as part of the March 2022 AFAOC Monthly Users Forum
- DFAS – GPC Transactions
- Ethan Doody, DFAS Limestone, presents GPC Transactions as part of the March 2022 AFAOC Monthly Users Forum.
- Guide for Travel ODL Research
- The Desktop Guide for DEAMS Travel ODL Research is available to assist users clear open aged travel orders in DEAMS. This Guide contains real examples with step-by-step instructions and screen shots to walk you thru the research process.
- AFAOC MCSME – Target Loads & Initial Distribution
- Roger Marchese, the MCSME for AFSOC, covers key elements when preparing for and loading Initial Distribution. He covers target load components users need to be familiar with, common mistake areas when loading Initial Distribution and reports to pull to locate CRA/Emergency target loads
- How to search in the DEAMS Users Group
- There are different areas of responsibility in DEAMS and a great source for getting answers to your question may be as easy as searching the DEAMS Users Group. Our team of DEAMS SMEs strives to provide remarkable customer service as quick as we can, but sometimes you need an answer now.
- Balancing R60 and STH
- What reasons might there be for the R60 to be out of balance with the STH and how can we use these reports to provide more accurate budgetary projections? Are there better civilian pay reports that can be used for budget analysis and projections? Let find out…..
Solving the DEAMS PTP Puzzle
Dive into this comprehensive guide where the Command SME team assembles the pieces of the Accounts Payable puzzle. The AFAOC CSME – Solving the PTP Puzzle video will provide you with:
- A clear understanding of the Accounts Payable or Procure to Pay (PTP) process in DEAMS.
- Insight into the five key components of the process: Purchase Requisition, Purchase Order, Receipt, Invoice, and Payment.
- A walkthrough of different payment methods used in DEAMS.
- An exploration of various scenarios you may encounter in your work center.
Whether you’re new to DEAMS or looking to enhance your knowledge, this video is a must-watch. Equip yourself with the tools to navigate the PTP process smoothly and efficiently.
DEAMS Critical Task List (CTL)
This is such a great starting point and compilation of links for all the tasks we should be doing. Invaluable resource.
DEAMS Critical Task List (CTL) | milBook Home (milsuite.mil)
Dormant MORD Performance Countermeasures
In response to recommended process improvements, the 31 December 2022 deobligations will be limited to dormant Accounting MORDs marked as “deobligate” in PowerBI. MORDs without comment in PowerBI, meeting the criteria in the Performance Metric Countermeasures Memo signed on 4 Nov 2022 will not be deobligated on 31 December 2022. Dormant MORD Performance Countermeasures
Performance Metric Countermeasures for
Dormant Accounting Miscellaneous Obligation Reimbursement Documents (MORDs)
16 DECEMBER 2022 UPDATE: In response to recommended process improvements, the 31 December 2022 deobligations will be limited to dormant Accounting MORDs marked as “deobligate” in PowerBI. MORDs without comment in PowerBI, meeting the criteria for the Performance Metric Countermeasures for Dormant Accounting MORDs policy signed on 4 Nov 2022 will not be deobligated on 31 December 2022. Additional training on the process will be made available in January 2023 and monthly deobligations will continue as originally planned.
In accordance with the 4 November 2022 Air Force Accounting & Finance Office – Accounting (AFAFO-A) Performance Metric Countermeasures memo to establish a process to deobligate aged Accounting MORDs within DEAMS that are dormant for 180 days or more, the AFAOC has identified the specific documents that require research, validation and/or corrective action. The results have been consolidated and delivered as a new tool within the Open Documents portion of AFAOC Data Analytics PowerBI application entitled “DEAMS Dormant POs” located on the Data Analytics and Field Support SharePoint site. This module is updated daily and a training video will be made available soon for reference.
All bases should access the DEAMS Dormant POs application and take appropriate action IAW the instructions provided in the policy memo to either deobligate the MORD or provide an explanation for keeping the obligation balance open. Any dormant MORDS meeting the criteria established by AFAFO-A (FY20 or older) will be systemically deobligated on 31 December 2022 and will continue to be deobligated monthly. Bases will be required to review and validate dormant MORDs on a monthly basis until they are no longer open.
The DEAMS Dormant POs tool provides an “Age Band” filter, which allows users to view documents based on the number of days since last accounting activity. Users can select multiple age ranges from 61-90 days; 91-120 days; 121-150 days; 151-180 days; and 181+ days.
It is the base’s responsibility to ensure their open MORDs aged 180 days, or more are validated prior to the end of each month. To reserve the obligation, a MORD must be annotated with “Valid Obligation” within the PowerBi tool before the end of the month, along with all the following details:
Reason for the delay in expensing the obligation
A generic response WILL NOT be accepted; if this was processed as a TBO include the associated voucher information
Amount of the pending invoice
If the invoice is less than the MORD, you will need to decrease your MORD
Anticipated expenditure date
Documentation to support this date must be uploaded in FMSuite
Source of invoice
Performing organization or Vendor’s contact information is required
Note: MAJCOMs/FIELDCOMs are responsible for providing guidance on whether MAJCOM/FIELDCOM approval is required to keep the obligation in the system.
Favorite DEAMS Videos
DEAMS Sandbox Info
Username and Password are located near the bottom of this page
Data Universal Numbering System (DUNS) to Unique Entity Identifier (UEI) Transition Effective 4 Apr 2022
DEAMS Users will be impacted by the transition from Data Universal Numbering System (DUNS) to Unique Entity Identifier (UEI) codes, which is currently expected to occur on 4 April 2022. Those with DEAMS Supplier Maintenance and Creation Responsibility will be most impacted.
In DEAMS, the DUNS number has been a nine-digit non-indicative numbering sequence used to identify specific vendors, assigned and managed by Dun & Bradstreet since 1962. In October 2020, the Office of Management and Budget (OMB) directed a Government-wide transition from DUNS to UEI codes to be completed by April 2022. This transition impacts Government Information Systems that use or collect Supplier information, and streamlines how an entity (anyone who does business with the government) receives their ID. UEI codes are scheduled to be activated in DEAMS on 4 April 2022.
Entities already registered in the System for Award Management (SAM) were automatically transitioned from DUNS to UEIs. Information on creating a new UEI is available on the General Services Administration website at https://www.gsa.gov/about-us/organization/federal-acquisition-service/office-of-systems-management/integrated-award-environment-iae/iae-systems-information-kit/unique-entity-identifier-update.
“If your entity is registered in SAM.gov today, your Unique Entity ID (SAM) has already been assigned and is viewable in SAM.gov. This includes inactive registrations. The Unique Entity ID is currently located below the DUNS Number on your entity registration record.”
For DEAMS Users, the biggest difference will be the number of characters in the field (9 DUNS/12 UEI). To assist Users in selecting the correct UEI site number for a vendor, DEAMS Job Aid “Supplier Record Research_SPD.docx” provides an overview of the process and references other job aids, depending on which responsibilities are being used for the actions. To help ease the transition from DUNS to UEI, a crosswalk will be made available at “go live” on the DEAMS Outreach Portal to help users identify correct vendor records in DEAMS. This crosswalk will only contain existing vendors; it will not capture new entities following the transition.
Our DFAS partners are responsible for creating and maintaining the UEI list in DEAMS, and in the event of interface errors, they may need to validate UEI codes in SAMs. The SAMs site lists the UEI for a supplier right below the corresponding DUNS, simplifying the validation process.
Questions should be addressed to users’ respective MAJCOM/CCMD SMEs, or the DEAMS Help Desk.
For any further messaging, access the DEAMS Users Group on milBook.
DEAMS Top 10 List Archive
The monthly DEAMS Top 10 list is an invaluable resource for staying on top of the latest DEAMS updates. It typically has information relevant to the current budget cycle and has tons of helpful links. It (like almost everything else) is behind the .mil domain, so I’m going to house them here so you can learn when your not connected or after hours.
DEAMS Top 10 Library (CAC required)
03_March_2022_Top_Ten_List 02_February_2022_Top_Ten_ListAFAOC Analytics Power BI Introduction to the Open Document Listing (ODL)
Great video by Josh Johnson on how to analyze the STH within DEAMS via Power BI.
https://www.milsuite.mil/book/leadercasts/10835
Proper DEAMS Purchase Order Type for Syncada MORDs
When establishing Purchase Orders (POs) in DEAMS for US Bank Syncada invoices the correct PO Type is Planned Purchase Order.
Recently there has been an increase of MORDs being established with a PO Type of Standard Purchase Order, which is causing a lot of manual work. This causes the invoice to Interface into DIMES with an error. It will then need to be uploaded into EDM and manually processed by straight post (similar to a straight obligation) since releases cannot be reserved, approved, or matched on Standard POs in DEAMS. This causes delays in processing.
There are job aids on the DEAMS Outreach Portal or they can reach out to their DEAMS SME for technical assistance.
Source:
DFAS Limestone | JAMBA
Comm 207-328-1632 / DSN 220-1632
The Ultimate DEAMS Resource Guide
It’s a full-time job staying on top of DEAMS updates. The first thing you should do is set up multiple SharePoint alerts. That way you’ll get the latest DEAMS news as it’s posted.
This page will be evergreen and serve as a DEAMS timeline. The most important links will always remain on top and then in descending order by date. If you find broken or dead links leave a note in the comments below.
Timeless Links
- R12 Job Aid Index (Searchable Matrix) – Searchable list of all DEAMS Job Aids, categorized by functionality
- DEAMS Outreach Portal – Central repository for all DEAMS info
- AFAOC Monthly Users Forum Searchable Guide – Search through every topic discussed in the Monthly Users Forums, including audio recordings
- DEAMS Users Group – Find answers or ask questions of other DEAMS users and SMEs
- AFAOC Systems Users Training Site – Central location for user training info
- DEAMS Answer Bank – Select the process or issue and complete the targeted questions to find your answer or Job Aid link
- Create an alert on SharePoint to get the latest DEAMS Announcements
- milBook/milSuite site
- DEAM Top 10 List Archive
April 2020
- Retrieving Data from Financial Management Data Quality Service (FMDQS)
- Fund Control Levels Changing – 2 April 2020
March 2020
- New Open Document Listing and Travel ODL Available Daily on Power BI Webpage [View Slides] [Listen to Audio]
- Cancelling GPC Release Shipment Lines
- Do I Need VPN to Access…?
- Initial Distribution Reminder
- Changes to Help Desk Access
- Welcome Back ODL and Travel ODL
- Reimbursement Program: Need to Update an Agreement Funding 1080 LOA, Customer CDS Legacy loa, or DUID?
- Check these Resources for Additional Help
- Current Software Updates
- REMINDER: Check Your General Ledger Dates
- Check “Date Time” of Status of Funds in DEAMS Reports
February 2020
1269 No Longer a Requirement in DEAMS
Per AFAFO’s memo “Defense Enterprise Accounting & Management System (DEAMS) Target Load and Adjustment Process,” there is no longer a need to create/print a hard copy 1269 and obtain wet signatures for loading or adjusting targets in DEAMS. The DEAMS system itself is the “mechanized equivalent.” DEAMS stores the target load information and may be retrieved at any time. The amount, line of accounting, creator, and approver may be validated by querying the target load document from the DEAMS entry screens. The DEAMS Budget Execution Transaction Register (BETR) report and the Target Load Accuracy Tool (TLAT) may be used as reference for validation of what is contained in DEAMS.
SAF-FMFC-AFAFO-DEAMS-1269-Memo-5-9-2019Source:
Deputy, Air Force Accounting Operations Center
Tracking Documents Through the Stages of Accounting in DEAMS
After pulling a Status of Funds – Near Real Time report, use the Selective Transaction History Report to research any transactions. Using the Discoverer Viewer report titled “R12 01 General Ledger Transactions STH – New_Payment Voucher Num” (STH report) returns all updates to documents in the system. By pulling the data into a pivot table (snippet of the pivot parameters provided) users can see the dates and document details as it has moved through the system.
Below are basic research details to follow:
Parameters used for the STH Report
Recommend pulling data by OE, FY and AAI (387700) to limit file size.
Insert the budget-affecting GL Account Codes (GLAC) (found at GLAC Parameter Strings (Cell A4)) to eliminate unnecessary General Ledger entries.
Update on the recent STH duplicates issue
The R12 General Ledger Transactions STH in Discoverer Viewer no longer contains duplicate lines of summary entries. Over the past month, DEAMS advised users to remove duplicate lines identified under the Je Header Id and Je Line Num fields. The STH now includes entries with more complete data. Although you may still see lines with matching Je Header Id and Je Line Num fields, those rows of information now include differences in other columns used to track documents from origination to payment. You no longer need to remove duplicates.
Power BI can handle years of STH data
In a future YouTube video I plan on demonstrating how to build an STH Tool using Power BI. I’ve pulled in every accounting transaction at my wing over the past five years and can finally harness the time intelligence functions available with DAX. You can do impressive day-over-day, week-over-week, month-over-month, or year-over-year analysis amongst other things. Chad Kukorola deserves all the credit for this idea. I had been dreaming of how to do this for years, but Excel always bogged down on me. After reviewing some of Chad’s Power Query code, I was able to make it work in Power BI. Until I get the YouTube video postd, reach out and let me know if you’re interested in seeing what the tool is capable of.