NASA Glenn Research Center

Simplified Acquisition Process Glossary

- A -

APPROVING OFFICIAL (Bankcard Program):

NASA as an Agency currently requires that an Approving Official (AO) review a cardholder's statement and approve it electronically within P-Card. The AO must be at least one level higher in position than the cardholder. The AO should also keep the A/OPC informed of any changes in their organizational unit that might impact the credit card program such as departure of former employees or the addition of new. If an AO will not be available when statements must be approved, P-Card does have a delegation feature to indicate alternate approvers.

ATTACHMENTS:

In SAP, supporting documents may be attached to the PR after it has been saved.

AUDIT:

An activity conducted to ensure that only approppriate items are requisitioned.

AWCS STRUCTURE:

The Agencywide Coding Structure (AWCS) establishes a uniform method of identifying and classifying all NASA financial activity for planning, programming, budgeting, accounting and reporting. Additionally, the AWCS provides the official reference for classification and coding of all financial activity used in interpretation of various management reports.

BANKCARD (how to get one):

The Government Bankcard for Purchasing is also referred to as the Purchase Card to differentiate it from the Travel Card. Both cards are actually "Bankcards", that is, credit cards issued by a Bank. Purchase Cards and Travel Cards are not interchangeable and holders of each should make sure that one or the other is not used by mistake.

BANKCARD DISPUTES:

BANKCARD HOLDER:

A civil servant employee of NASA GRC who has attended mandatory training and has been authorized to make purchases on behalf of the government through the use of the government issued purchase card. Sometimes referred to as Cardholder.

BANKCARD RECONCILIATION:

BULK FUNDED PR PROGRAM:

NO LONGER AVAILABLE

CALIBRATION LAB ITEMS:

CAGE CODE

Identifies companies doing or wishing to do business with the Federal Government by providing a standardized method of identifying a given facility at a specific location. CAGE codes are entered in the Search 1 field. NOTE: CAGE Codes are not required for purchase card transactions.

CARDHOLDER:

See Bankcard Holder

CATEGORY:

Product classification consisting of Federal Supply Classification (FSC) codes for supplies at the two digit level and Product Service Codes (PSC) for services typically identified by a single alpha character. The category is the equivalent of the Material Group in SAP. The Category describes the supplies or services purchased. Selection of the category also derives the General Ledger and Commitment Item information in the account assignment information. Purchases may be searched for or consolidated into a report using the Category. The category list is maintained by the IFM Competency Center in cooperation with the Agency Bankcard Program Coordinator.

CCSI:

Credit Card Solutions, Inc. is the company that developed the P-Card Solution software. The company is now known as Expense Path Software, Inc.

CHARGE CODE:

Code used for account allocation into the Accounting System. The Charge Code is the equivalent of the Account Assignment in SAP. Each line item must have a valid Charge Code(s).

COMMENTS:

Free form field in the P-Card software which enables the cardholder to record necessary information. Any required Special Approvals which must be obtained prior to creating an order log or making any purchases must be documented in the Comments field. Cardholders can also use this field to indicate vendor contact person if desired. (SAP also has a Comments field which can be used to provide item specifications, etc.).

COST CENTER:

Lowest level in the Standard Hierarchy used to capture information by Performing Organization, or carrier account/cost pool. Cost Center is a required data element of the Charge Code for all types of funds.

- D -

DELEGATIONS:

Within P-Card, Preparers, Reconcilers and/or Approving Officials have the capability to delegate Alternates to act in their absence. Please note that Alternates must also have taken the web-based training, attended a Bankcard briefing, and completed any required security access forms in order to act in this capacity.

DISPUTED TRANSACTION:

Any transaction that may require follow on activity within P-Card. Examples of disputed transactions include: billing of merchandise not received prior to receipt of a charge, items returned to the vendor for which a credit may be received at a later date, etc.

DOCUMENT HEADER TEXT

The part of a document containing that applies to the entire document, such as the document date and document number. It contains explanations or notes, which apply to the document as a whole, that is, not only for certain line items.

EQUIPMENT UPGRADES:

In order to ensure the accuracy of GRC equipment records, remember to include the NASA tag number on your PR of any equipment you are upgrading if the cost of the components of the upgrade exceeds $1000. Here's an example: Say you are writing a PR to upgrade your PC, and the total cost of the line items for the upgrade on that PR is over $1000. You should then include the tag number of the PC in your PR description so that the equipment records can be properly updated.

- F -

FAR (Federal Acquisition Regulation):

FMM (Financial Management Manual):

FUND:

Comprised of funds provided by sponsors for a specified purpose. A combination of appropriation, fund source, program year and type of funds (e.g., HSF542002R). In SGL, a summary account established in the Treasury for each Appropriation and/or fund showing transactions to such accounts. Each such account provides the framework for establishing a set of balanced accounts on the books of the agency concerned. Fund is a required data element of the Charge Code for all types of funds.

FUND CENTER:

Element within Funds Management (FM) when combined with other FCS elements budget may be assigned to the agency, enterprise, or center. Replicates current AWCS structure. Fund Center is a required data element of teh Charge Code for all types of funding.

IDIQ FOR IT PURCHASES:

IT (Information Technology):

IT includes all computer-related items but also covers other data-related items such as phones (corded and wireless), cellphones, fax machines, pagers, as well as Radio Frequency Equipment. Contact Erline Trsek (3-9394) for questions concerning IT.

INSIDE PROCUREMENT CARDHOLDER:

An employee of the Procurement Division, usually a Buyer, who has been authorized to use the government purchase card for making purchases. Inside Procurement Cardholders will need to utilize both SAP as well as P-Card to process purchase card transactions.

INTERNAL ORDER:

Number assigned to a particular work order or planned order. Equivalent of Order in the Account Assignment of SAP. Internal Order is a required data element of the Charge Code for all types of funding.

ITEM DESCRIPTION

Brief description within P-Card for each supply or service to be purchased using a purchase card.

MATERIAL GROUP:

Materials and services that are grouped by their Product Service Codes (PSC) or Federal Supply Classification (FSC).

NETWORK:

An object containing instructions on how to carry out tasks in a specific way, in a specific order, and in a specific time period. Network is a required data element of the Charge Code when Network funding is used.

NIB/NISH:

NIB/NISH is an acronym used for items which are mandatory source items for all Federal purchases. NIB stands for National Industries for the Blind and NISH stands for National Industries for the Severely Handicapped . Be sure to visit their respective home pages for additional information and products.

ORDER DETAIL:

The window in P-Card that provides the ability to view a previously entered order log and the ability to enter a new order log.

ORDER LOG:

Online record of purchases maintained by the cardholder in P-Card for tracking of bankcard purchase information. The order log is also used for matching bank transactions. Each new order generates a unique log number. (Used to be called bankcard PR in APRS or draw in Bulk Funding.) Also called Record of Purchase; however, Order Log is the software term as well as the preferred term. (The equivalent entity in SAP is called a Purchase Requistion.)

ORDER SUMMARY:

The window in P-Card that displays a listing of all Order Logs that have not been completely reconciled.

OUTSIDE PROCUREMENT CARDHOLDER:

Formerly called Non-Procurement Cardholders. These are cardholders who are not Procurement division employees. Outside Procurement Cardholders will only be using P-Card to record purchase card transactions.

OVERALL LIMIT

Maximum value that the total of all unplanned services or the value of materials covered by the line items may not exceed. The overall limit value is equal to the expected value for the line item.

P-CARD SOLUTION:

The primary software component of the IFM Core Financial program is SAP which replaced NASA's legacy financial management systems and provides a single, integrated financial management system agencywide. In conjunction with SAP, NASA also introduced the P-Card Solution, an application from Expense Path Software Inc., (formerly Credit Card Solutions, Inc.), designed to provide an automated end-to-end purchase card process for the Agency. While the basic process for the use of the government credit card remains largely unchanged, the method used to record purchase card transactions is significantly more streamlined and standardized through the use of the P-Card Solution software. The P-Card Solution Software provides the cardholder with a simpler, user friendly means to track credit card transaction data. Non-procurement cardholders will record purchase card transactions entirely within the P-Card Solution software. Transparent to the cardholder, P-Card Solution will integrate seamlessly with SAP, passing transaction and accounting data back and forth.

PLANT:

The center.

P-ORG:

Purchasing Organization in SAP. For NASA Glenn, this is GRC.

PREPARER:

P-Card allows cardholders to specify other personnel to prepare order logs on their behalf. This is known as delegation. However, only the cardholder may actually make the order or transmit any purchase card information to the vendor.

PROMISED DATE:

Should reflect the date of the latest anticipated delivery for the order.

PURCHASING GROUP

SAP terminology that is essentially the same as the Buyer Code.

PURCHASE REQUISITION:

Term used in SAP, but in P-Card, this item is referred to as an Order Log.

RECONCILED:

A transaction that has been matched to an order log either partially or completely. This is one of four potential transaction status types: reconciled, disputed, approved, or costed.

RECORD OF PURCHASE:

Also known as Order Log. Order Log is the software term and the preferred term.

RELEASE STRATEGY (PR):

The approval hierarchy for documents that are created within SAP. Specifies the sequence in which the approvers responsible for processing a certain document must approve an internal or external purchasing document with their respective release codes. (There are no comparable release strategies in P-Card. Cardholders must obtain any required approvals prior to creating and saving order log in P-Card.)

REPAYMENT OPTION:

Currently under investigation as to whether this feature will be available under the new IFM system.

REPAIRS (NON-WARRANTY):

A new purchase request must be initiated and processed through Procurement for a Non-Warranty Repair. No equipment can be sent off-site for repair unless a Purchase Order number is indicated on a completed C-727 form.

REPAIRS (WARRANTY):

Initiation of a new purchase request is not needed for a Warranty Repair, but a completed C-727 form is. The C-727 form must contain the original purchase order number (e.g., C-77735-E) of the equipment to be repaired. This number should be indicated in the "Authority for Shipment" block. In the block titled "Purpose for Shipment", the wording "Warranty Repair" needs to be added.

REPRINTS:

Reprints can now be purchased with government bankcards, but a copy of the reprint must be sent to the Library/Recon File at M.S. 60-3. Include a note that the copy is for the Recon file.

REQUISITIONER:

One who creates purchase requisitions, especially in SAP. Requisitioners in the P-Card system are usually referred to as Cardholders.

RETURNS (CONTRACT REJECTION):

When an item must be returned on a Purchase Order, and the discrepancy is found at Receiving, Receiving will initiate a ROD (Report of Discrepancy) and a C-727 form will be completed and processed accordingly. However, if the Requestor discovers the discrepancy, then the Requestor must complete the C-727 form and obtain all necessary information and send it back to the vendor. The Requestor also must contact the Contracting Officer (i.e., Buyer) and alert them that a Contract Rejection Letter must be sent to "Freight Traffic" at M.S. 21-6 to validate the information.

RETURNS (NON PROCUREMENT GOVERNMENT BANKCARD ORDER):

When an item must be returned that was purchased with a bankcard, the cardholder needs to complete a C-727 form to accompany the item which must include the following information: Bankcard Order Number (the purchase request number), Who will pay freight charges (vendor or government), Return Authorization Number (issued by vendor), Vendor's Fed Ex. or UPS account number.

SAE:

Stands for "Science, Aeronautics and Exploration" and is one of the appropriations that make up the President's FY2005 budget for NASA. Others are Inspector General and SFC. Most IFM users will utilize either SAE or SFC in the Fund component of their accounting code structure.

SESSION:

The session refers to anytime one is logged into the P-Card software.

SFC:

Stands for "Space Flight Capabilities" and is one of the appropriations that make up the President's FY2005 budget for NASA. Others are Inspector General and SAE. Most IFM users will utilize either SAE or SFC in the Fund component of their accounting code structure.

SPECIAL APPROVALS:

Approvals that must be obtained prior to creating order logs in P-Card or making any purchases. These include Chemicals/Hazardous Materials, IT and Radio Frequency Items, Safety items, Flight and critical non-Flight hardware.

SPLIT PRs/Order Logs:

It is illegal to split requirements when writing PRs in SAP or Order Logs in P-Card especially for the purpose of avoiding competition thresholds. For example, there have been documented instances where requesters have obviously written two PR's instead of one to keep the amounts below the $2500 bankcard limit. It doesn't matter if a purchase is urgent or an emergency. This practice is not permitted under any circumstances.

STATEMENT:

Paper statements will cease with the implementation of the IFM Core Financial Module. Paper statements will be replaced by electronic purchase card transactions that will be imported once each month by the Purchase Card Program Coordinator. Transactions will be reconciled and approved on line using P-Card.

TEMPLATE:

Standard terms and conditions for specific types of procurements (e.g., simplified acquisitions, grants, and cooperative agreements).

TRADE INS:

Often a requester is able to trade-in a piece of used equipment for an established or negotiated reduction in cost of a similar piece of new, upgraded, or refurbished piece of equipment. The process by which this happens is often a mystery. Here is an outline of how to handle a trade-in when the opportunity presents itself: At the same time that a purchase request for the purchase of the new equipment is being initiated, a form C-260 must be completed for trade in of the used equipment and sent to "Trade-In" at MS 28-3. Be sure to add a note to your APRS PR (use function key F9) stating that the C-260 form was completed and submitted. The C-260 must include the following information:

• Location of the equipment (building and room no.)
• NASA Tag number of item if tagged
• Cost of new item
• Trade-in allowance authorized by vendor
• Vendor name, address, telephone number, and point of contact
• Purchase request number
• Task number being charged

IMPORTANT: If the item to be traded in is tagged, you need to contact your Equipment Service Representative (i.e., Property Custodian) who will then submit form 1602.

The process to issue the trade in memo cannot begin until all required forms and information are received. After this is done, a letter will be issued to all other NASA Centers . Clearing equipment through this process takes approximately ten days. At the end of these ten days, a trade-in memo will be issued to Procurement. An order can be placed only after Procurement receives the trade-in memo.

TRANSACTION :

The actual charges imported into the database from the bank load.

Unit Price:

Do not enter a dollar sign or commas in the unit price. Decimals may be inserted in the unit price when cents are indicated as part of the unit price.

UOM:

Acronym for Unit of Measure.

VENDOR:

Company from which supplies and/or services are being requistioned.

WBS:

Acronym for Work Breakdown Structure. Project structure built in a multi-hierarchy outline and adheres to the AWCS reporting structure and/or lower. Its elements describe specific tasks or actions to be carried out in the project.

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