2024 CLG 0010 DoD Governmentwide Commercial Purchase Card Overview Lesson 4 Complete Questions & Answers (Solved) 100% Correct
- Receipts and Invoices
Answer: Each GPC transaction must be supported by a de- tailed/itemized receipt or invoice from the merchant to document the transaction. The requirement for a detailed/itemized receipt or invoice applies to all transactions, whether they are made over the phone, via the Internet, or in person.
- Receipts
Answer:
A receipt is a written acknowledgment that lists the supplies or services purchased, the total amount paid, and price for each. Many point-of-sale terminals or cash registers automatically produce receipts.
Detailed/itemized receipts must include the following minimum information:
Name of merchant Merchant contact information (e.g., address and phone number) Name/description of each supply/service purchased Price for each supply/service purchased
Tax for the taxable items (Note: GPC purchases are exempt from State tax)
Date of purchase Method of payment Total purchase price
- Invoices
Answer: An invoice is a commercial document issued by a seller to a buyer that relates to a specific sales transaction. It lists the products, quantities, and agreed prices for supplies or services the seller has provided to the buyer. Invoices can be issued only by legal entities.
Detailed/itemized invoices must include the following minimum information:
Name of merchant Merchant contact information (e.g., address and phone number) Name/description of each supply/service purchased Price for each supply/service purchased
Tax for the taxable items (Note: GPC purchases are exempt from State tax.)
Date of purchase and/or shipping date Shipping address (if applicable) Shipping charges Total purchase price
- Returns
Answer: Receipts/invoices are normally required for the return of supplies. All returns must be credited to the account used to make the purchase.CHs are also required to obtain a merchant receipt/invoice for each return trans- action to 1 / 2
document the transaction and support Approving/Billing Official (A/BO) account reconciliation.No merchant in-store credit or gift cards are authorized for returned supplies.
- Proof of Delivery
Answer:
Proof of delivery shall be included in supporting documentation for all GPC transactions.An individual other than the CH must document proof of delivery.
Proof of delivery is documented by having a Government employee:
Sign and date the invoice, packing slip, or other document listing the items that were ordered, billed, and received.To ensure proper identity, print or type his/her name.A/BOs shall verify proof of delivery documentation in their monthly transaction review and certification of billing statements.
- Independent Receipt and Acceptance
Answer: Written independent receipt and acceptance is proof of delivery documented by someone other than the CH or A/BO. DoD GPC Policy requires independent receipt and
acceptance for:
Transactions in which the GPC is used as a method of payment; GPC purchases of accountable property, self-generated CH purchases (i.e., purchases lacking a documented requisition/request from someone other than the CH); and Other specific circumstances for which Components elect to require independent receipt and acceptance.CHs must follow DoD and Component procedures to ensure required acceptance documentation is received and provided to the Certifying Officer for use in the billing statement account reconciliation process and for formal record retention.
- What documentation is acceptable for GPC transactions? (Select the two that apply.)
Answer: Detailed invoices and detailed receipts are acceptable documentation for GPC transactions.
8. PIEE
Answer: The Procurement Integrated Enterprise Environment (PIEE) procurement portfolio includes Wide Area Workflow (WAWF), a secure, web-based system that is used for electronic invoicing, receipt, and acceptance. WAWF allows: Government merchants to submit and track invoices and receipt/acceptance documents over the web, and Government personnel to process those invoices in a real-time, paperless environment.DFARS 232.7002 requires utilization of WAWF to create and accept the receiving report when the GPC is used as a method of payment against an existing Government contract. In order to ensure proper routing of contract transactions paid with the GPC, the code "CRCARD" must be used in the Pay Official/DoDAAC field. The contractor is required to generate the receiving report in WAWF, and the Government acceptor is required to accept the receiving report in WAWF. The CH is required to verify acceptance has occurred in WAWF prior to submitting the invoice to the Certifying Officer for certification.
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