WIDE AREA WORKFLOW (WAWF) Electronic Invoicing
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1 NAVFAC PACIFIC WIDE AREA WORKFLOW (WAWF) Electronic Invoicing 2012 NAVFAC Pacific Industry Forum Sherry Diones e-business Administrator i Acquisition, NAVFAC Pacific 26 March 2012
2 Background Problem: Acceptance and payment process was predominately supported by hard copy Solution: Create an electronic commerce environment to support paperless p receiving and invoicing DoD-Wide Electronic Process of Payment Request Mandated by Public Law: Section 1008 of National Authorization Act of FY 2001 DFARS Clause (DFARS ) Contractor shall submit payment requests and receiving reports using WAWF 2 WAWF
3 WAWF Exceptions (DFARS Policy) 1. Purchases paid for with a government credit card 2. Awards made to foreign vendors for work performed outside of the United States. Removal of Exception to Wide Area Workflow (WAWF) for Foreign Vendors, dated 6 May Classified contracts/purchases when electronic submission and processing of payment requests could compromise the safeguarding of classified information or national security 4. Contracts awarded by deployed contracting officers in the course of military operations 5. Purchases to support unusual or compelling needs described in FAR Cases in which DoD is unable to receive payment requests or provide acceptance in electronic form 7. Cases in which the contracting officer has determined, in writing, that electronic submission would be unduly burdensome to the contractor 3 WAWF
4 Users of WAWF DoD Vendors Air Force (USAF) Army (USA) Defense Finance and Accounting Service (DFAS) Defense Information Systems Agency (DISA) Defense Contract Audit Agency (DCAA) Defense Contract Management Agency (DCMA) Defense Logistics Agency (DLA) Marine Corps (USMC) Navy (USN) Other Defense Agencies 4 WAWF
5 WAWF Benefits Streamline invoicing and acceptance Eliminates lost documents Access documents and view processing status at any time Immediate feedback via each time an action is taken on an invoice including rejection of documents Ability to correct and resubmit documents online, potential same day turn around Secure and auditable transactions Reduced Operating Cost 5 WAWF
6 How WAWF Works (from the DFAS Electronic Commerce & Wide Area Workflow Overview 7/8/11) 1. Vendor Creates/submits invoice and/or receiving report 3 ways to input 1. Web Input 2. FTP 3. EDI WAWF WAWF transmits payment actions EDI 810C, 856, & 861 via DEBX GEX to DoD pay systems. 6. Bank EFT 2. DoD Pay Systems DFAS entitlement system processes payments that match on invoice, receiving report, and contract. Authorizes transfer of funds via EFT to Vendors bank. Govt. Inspector Receives notification of awaiting actions. Accepts or rejects using WAWF. 3. Govt. Acceptor Receives notification of awaiting actions. Accepts or rejects using WAWF. 4. Local Processing Office Receives notification of awaiting actions. Accepts or rejects using WAWF 5. DFAS Payment Office Receives notification of awaiting actions. Researches any suspended transactions or rejects document to the initiator. 6 WAWF
7 WAWF Routing Table (Refer to Contract for Invoicing Instructions) 7 WAWF
8 Screen Shots 8 WAWF
9 Screen Shots 9 WAWF
10 Screen Shots 10 WAWF
11 Screen Shots 11 WAWF
12 Screen Shots 12 WAWF
13 Screen Shots 13 WAWF
14 Screen Shots 14 WAWF
15 Screen Shots 15 WAWF
16 Steps for Getting Started in WAWF Vendor Getting Started Guide html 1. Register with the Central Contractor Registry (CCR) 2. Establish an Electronic Business (EB) Point of Contact (POC) in CCR 3. Register of Electronic Document Access (EDA) (Optional) 4. Ensure CAGE Code is added to WAWF Group Structure 5. Establish an Organizational Address 6. Designate a Group Administrator Manager (GAM) 7. Determine if batch feeds for data input is necessary 8. Set up PCs to Access WAWF 9. Self Register GAM 10.Have all users for the CAGE Code(s) self-register on the WAWF web site for one of the available Vendor Roles. 11.Practice Using WAWF 16 WAWF
17 Other Vendor WAWF Resources WAWF Web Based Training WAWF Training Practice Site Training g Instructions: WAWF DASN Web Site WAWF Website Navy WAWF Help Desk, WAWF 17 WAWF
18 NAVFAC Pacific Acquisition WAWF POCs Respective Contracting Officer NAVFAC Pacific and Hawaii Acquisition WAWF POCs Pi Primary POC: Sherry Diones Alternate POC: Iris Moon WAWF
19 Questions? 19 WAWF
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