DLA Receipting and Acceptance
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1 Clothing and Textiles Supply-Chain DLA Receipting and Acceptance AAFA 2008 Alicia McGee, Business Process Analyst DSCP
2 Editing Procedures for WAWF and VIM-ASAP ISSUE: Editing capability in Wide Area Workflow (WAWF) and VIM-ASAP Electronic submission and processing of Payment Request and Receiving Reports Vendor mandate Action: Depending on status in WAWF and VIM-ASAP Submitted Status (WAWF) Rejected Status (WAWF) Vendor must contact VIM-ASAP Help desk at Recognized mistakes submitted to VIM-ASAP within the 1 st hour can be removed Vendors can recall shipments not signed (accepted) by Quality Assurance Representative (QAR) After voiding submission, Modulant will un-finish the submission and vendor will enter correction. Vendor must contact DFAS to ask for a rejection of invoice and/or Receiving Report submission Call option 2 then option 2 DFAS representatives may request an with contract specifics DFAS will reject the invoice NOT the RR DFAS will void if payment has NOT been made
3 How to Void a Receiving Report (RR) in Submitted Status Documents can be voided from WAWF view vendor documents menu Click on View Vendor Documents. Search for your shipment number. 2. Click the V under the Void RR column.
4 VOID - RR in Submitted Status (continued) 3. A warning popup will appear. Click OK to continue. 4. A confirmation screen verifies that the RR has been voided DFAS permits data to be removed so that an updated version can be retransmitted
5 How to void a Receiving Report (RR) in Rejected Status 1. Click on the Access Rejected Receiving Reports link. Search for your shipment number. 2. Click the V under the Void column.
6 VOID - RR in Rejected Status 3. A warning popup will appear. Click OK if you want to continue with the void process. 4. Look for a confirmation screen that verifies the RR has been voided.
7 Clothing and Textile Supply-Chain DD250 Process Flow Invoice and Receiving Report Flow VIM-ASAP VIM-ASAP WAWF-RA WAWF-RA WAWF-RA 1 Prepare and Finish DD250 2 Prepare and Finish MSL 3 Accept DD250 Vendor can recall 4 Process QAR Acceptance 5 Transmit Invoice and Acceptance to DFAS QAR can reject DFAS DFAS DFAS can reject if requested by vendor 6 Update Database with Invoice and Acceptance 7 Initiate Payment Process DFAS prohibits electronic corrections after Payment has been made as the Government must maintain an auditable financial record and inventory integrity. Contact DSCPWAWFteam@dla.mil for questions regarding WAWF
8 In-transit Visibility and Non-receipting Issue: Goods Receipts are not posting on shipped items, resulting in non-payment Action: Vendors can use VIM-ASAP to monitor untimely or non-posting of shipments at a CLIN level detail. Contract Shipments and Invoices 1 st and 2 nd shipments were not received In-Transit denotes items that were shipped and awaiting receipt Contact the Acquisition Specialist about missing receipts.
9 Monitor Payments Issue: Vendor Ability to review payment data in WAWF Action: Pull Acceptance and Payment data from myinvoice (DFAS) and display in VIM-ASAP for vendor Taxpayer Identification Number (TIN) must be provided to VIM-ASAP in order to access critical payment data C&T Systems Accountant Coding counts
10 Unfinished Labels Invoice data will NOT move to WAWF unless labels are completed in VIM-ASAP Vendors contacted this week with unfinished labels (< 1 %) Pallet Level MSL Case Level Label
11 VIM-ASAP Demand History ISSUE: Component and material providers request access to Clothing and Textile demand history Action: Providers with a CAGE Code should contact VIM-ASAP and access to demand will be provided Search by Item Name, NSN, or Specification
12 View Demand History On-Hand quantity changes daily Monthly consumption calculation
13 Support the Warfighter Alicia McGee, Business Systems and Procedures DSCP
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