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
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.
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!
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).
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
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.
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
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.
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…..
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.
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
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.
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.
“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.
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.
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.
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.
