How to Invoice in WAWF As of 27 DECEMBER 07

Transcription

1 How to Invoice in WAWF As of 27 DECEMBER 07 The cases below describe a wide variety of Air Fce contractual actions and the accepts, inspects, inspection and acceptance points, payment offices, administration offices, and policies that relate to them. After considering all of these facts, the recommended WAWF method of submission of the invoice is listed. The type of invoice to be used on your contract may vary. Always follow the invoicing instructions provided by the issuing Procuring contracting officer (PCO) the Administering Contracting Officer (ACO). If you have any questions as to which type of invoice should be used contact your ACO. While it is DOD s goal to have all invoices submitted electronically, not every invoice can be submitted electronically at this time. Some DOD payment office are not yet capable of suppting electronic invoices, in this case the contract should not contain the clause , Electronic Submission of Payment Requests. However it should contain specific instructions to use a paper invoice. Non-US vends, who do not have US bank accounts, cannot complete the electronic funds transfer (EFT) ption of their Central Contract Registration (CCR) account. If EFT instructions are not available WAWF should not be used. In this case a paper invoice should be submitted along with a statement explaining that the EFT infmation is not available and that a paper check is requested. All US vends are required to have US bank account and hence will always be able to complete the EFT infmation in their CCR account. It the vend s responsibility to keep their EFT infmation current and accurate. Outdated inaccurate EFT infmation will prevent payment. F some cases one me notes apply. The notes provide key details that may be critical to the success of the invoice and should be read pri to creating the invoice. All questions comments should be sent to Henry Goswick at [email protected]. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 1 of 27

2 C A S E # Type of Contract Billable CLIN Pricing A C C E P T at Ship To Delivery Point 1 Supply NSN FFP S DLA Depot 2A Supply NSN SURPLUS Item FFP D DLA Depot Accept DCMA Inspect Accept Mark F ACO Y Mark F DLA N Mark F Admin Office P A Y O F F I E WAWF Method of Submission DCMA M Invoice and rept DCMA M Invoice and rept Notes Numbered Notes follow the table below. Repairs done under NSN even pseudo NSNs can use this method. See Note 1, 10, 13, and 14 See note 11 Additional Notes: DLA uses WAWF at its distribution depots. Shipments to SWXXXX DODAACs will be received by DLA in WAWF using the receiving rept in WAWF. Material shipped to DLA using a non DLA DODAAC like FB2065 in place of SW3119 will cause a problem in WAWF. If the contract uses a non-dla DODAAC f the ship to, like FB2065, DLA cannot process a WAWF receipt. In addition, the old DSS to MOCAS receipt also fails because it repts the receipt to SW3119 not FB2065. As a result, when the receipt is processed to MOCAS it will automatically err out due to the mismatch of ship to codes. While the property is in the right place this mismatch in ship to DODAAC results in MOCAS (that both DCMA and DFAS use to monit the delivery and make payment on the contract) showing no receipt at destination. In this case the dering activity must do acceptance at OTHER. per note 11. 2B Supply NSN SURPLUS Item FFP D Any Supply Point OTHER y Mark F DCMA M Invoice and rept F Acceptance at OTHER see note11 F YXXXXX Mark Fs, see note 13 When something is shipped to a supply point and "Marked F" someone else this is considered a transshipment. The material is not placed into stock and the supply point will not rept n perfm receipt acceptance. The contract MUST identify an Acceptance at OTHER DODAAC and a person by name and address who will perfm the acceptance. 3 Supply NSN FFP S Feign Military Sales Customer ACO MAPAC DCMA M Invoice and rept See Note 1 and Supply NSN SURPLUS Item FFP D Feign Military Sales Customer Not Available DCMA M NOT RECOM- MENDED Once an item has left the vend s facility and passes into a third parties hands acceptance is difficult impossible to accomplish in WAWF. Source inspection and acceptance is highly recommended. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 2 of 27

3 5 Supply NSN FFP S Non DLA Warehouse ACO DCMA M Invoice and rept See Note 1 and Supply Certificate of Confmance Authized NSN FFP COC Anywhere DCMA Other Accept Yes No DCMA M Invoice and rept Government acceptance is necessary f a COC. Additional Notes: The COC only satisfies our Inspection requirement. The COC must be attached to the Misc Tab; see Certificate of Confmance F DCMA to do acceptance f us they have to have access to the vend's facility. F non-commercial items we must include the clause , Inspection of Supplies- Fixed-Price, in our contract so that DCMA will have the right of access they need to accomplish the acceptance we need. The COC check box must be checked. See Note 1 and Supplies NSN CR S DLA Depot 8 Supply NSN FFP D O SEE ADDITIONAL NOTES ACO DCMA M PV Public Voucher - Cost Voucher VARIES VARIES M NOT RECOM- MENDED See the article, Processing of Interim and Final Cost Vouchers in WAWF below this table. See Notes 2 and 4 Additional Notes: Automated warehouses in DOD often do not use WAWF. Instead, they rely upon existing programming to do destination receipt acceptance. Each warehouse will only rept the receipt to one payment office. Defense Logistic Agency (DLA) warehouses (SWXXXX) will only rept the receipt to MOCAS. Air Fce Standard Base Supply System warehouses (like FB2067 FEXXXX) will always rept the receipt to IAPS. As long as the payment office on the contract match the payment office that the warehouse will rept the receipt to all a vend needs to do is to submit an stand alone invoice in WAWF and payment will proceed without any problem. HOWEVER, if we have a mismatch and the payment office on the contract is not the same as the fixed repting listed above then a payment problem will ALWAYS occur. If a mismatch will occur you have two options: 1. You can manually process a receiving rept to DFAS. A receiving rept can be a DD 250 a front page of a SF1449 f commercial items; see Note 12., 2. You can use Acceptance at Other per note 11. Status of System Fix: As of November 2006 DOD s Business Transfmation Agency drafted new rules f all DOD supply system as follows: The following receipt and acceptance condition was added to system certifications that cite A3324 Manage Receipt and Acceptance as an Operational Activity. This program must submit to the WSLM/MSSM IRB, via its PCA, NLT 120 days from the date of the signed DBSMC memo, an assessment as to whether the system perfms acceptance activities f unclassified Federal Acquisition Regulation (FAR)-based contracts/ders. 1. If the system does perfm acceptance activities, the system must submit to the IRB its plan and implementation dates f either: a) Migrating acceptance functions to WAWF with the option of receiving acceptance data and accounting data* F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 3 of 27

4 F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 4 of 27 b) Interfacing with WAWF to receive shipment data and return acceptance infmation. 2. If the system does not perfm acceptance activities, the system must assert in the assessment that the system either: a) Suppts receipt and acceptance activities, but does not perfm receipt and acceptance activities b) Does not perfm suppt receipt and acceptance activities and was marked in err 3. Deployment Plans, Interface Plans, and Suppt Function Plans will be submitted if applicable, based on scope of acceptance activities documented in 1 and 2. These rules went into effect the second quarter of FY 07 and plans were due by 4 th quarter of FY 07. Given the expense of reprogramming legacy systems a full fix may be some time in coming to all of DOD. 9 TRAVEL CR S DCAA DCAA See the article, Processing of Interim and Final OR OR Cost Vouchers in WAWF below this table. ACO ACO 10 Supplies FAST Pay Authized NSN Fast Pay N/A Anywhere Post Payment Audit is done 11 Supply NSN FFP D Non DLA Warehouse 12 Supply GFP GFM Repairables NSN Part Number Like SBSS DMLSS FFP O A Vend s Facility Yes No Ship To LOCAL DCMA M PV Public Voucher - Cost Voucher DCMA M Fast Pay Invoice (ISSUING OFFICE) ADMIN office must be the PCO s office code. DCMA DCMA M Invoice and rept Additional Notes: Because contracts cannot accept on behalf of the government, I&A must be done at source by DCMA. See Notes 2 and 4 Government acceptance is necessary f Fast Pay. UID and RFID cannot be entered into FAST PAY invoices. Therefe FAST PAY should not be authized if either of these is required to be repted. UID and RFID date must be entered into a receiving rept. I Invoice Vend s will choose "Create New Document" and proceed as nmal except that they'd enter the ISSUED BY DODAAC in the Administered By field. Standard Base Supply System (SBSS) and Defense Medical Logistics Standard Suppt (DMLSS) invoices CAN and SHOULD go into WAWF as a "stand alone" invoice. There is NO need f a RR to be done in WAWF as all receipt is done via the Supply system and the transactions interface with IAPS come out on a reject/recycle listing. Next, the vend s DODAAC must be valid. Check your ship to vend s DODAAC on the AFMC LSO/LOT webpage: AFMC/LG/LSO/lot/. EJ, EP, EY, and EZ Codes are only established f the duration of a contract. When the contract expires so do the codes. So, if AF the E code is not found on the AFMC LSO/LOT webpage they are not valid not active. The PCO must obtain valid and active codes pri to shipment of the GFP GFM. If the ship to vend s DODAAC was established by someone other than the AF check the code on the DAASC website: EJ Engines CEMS

5 EP EY EZ Fuels CLS ICS/SVC Production /Research & Development Modification / Repair / Overhaul See Notes 1, 10, and Supply GFP GFM Repairables NSN Part Number 14 Supply NSN Commercial P/N Any Kind O A Vend s Facility (CAGE Code) FFP D Requesting Unit s DODAAC BPN MUST BE GOV- ERN- MENT Requesting Unit DCMA M NOT RECOM- MENDED DCMA PCO M I Invoice and rept Only Government employees may accept a government contract delivery. The Government cannot be registered to accept under a vend s CAGE code. Therefe, the only way to accomplish destination acceptance in this case is to use the acceptance at OTHER procedure in Note 11 Software License The receiving unit has the responsibility to accept the shipment. Software licenses are me like a supply than a service. As such they are delivered to an office and the representative of the office must accept them in WAWF. Generally, if no other office is specified in the contract, the Issuing Office code should be used as the Ship To f WAWF purposes. Multiple licenses may be consolidated to a single accept even though they cover multiple users sites. PCOs should identify the office code the contract will ship to in WAWF. The ship to can be either a DODAAC a Business Partner Number (BPN). See Note 1 and Prototype T&M N/A DLA Warehouse 16 s No property Such as: A&AS Management Suppt 1 LOT TRAVEL FFP S Admin Office Code F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 5 of 27 DCAA Unit DCMA M PV Public Voucher - Cost Voucher ACO N/A DCMA M Invoice and rept Mark as a See the article, Processing of Interim and Final Cost Vouchers in WAWF below this table. See Notes 2 and 4 See Note 1 and 5.

6 17 TRAVEL FFP D Requesting Unit s BPN PCO s Issuing Office DODAAC QAR OR PCO N/A DCMA M Invoice and rept While the contract may be administered by DCMA, individual CLINs actions can be retained by the Issuing Contracting office. If Acceptance will be done locally by the PCO QAR, then the Issuing Office DODAAC should be entered f the Admin office and the SERVICE ACCEPTOR on this invoice. See Note s No property Such as: A&AS Management Suppt 1 LOT # of Hours FFP D Requesting Unit s BPN PCO s Issuing Office DODAAC QAR COTR N/A DCMA M Invoice and rept Mark as a See Note 1 and 5. While the contract may be administered by DCMA, individual CLINs actions can be retained by the Issuing Contracting office. If Acceptance will be done locally by the QAR COTR, then the Issuing Office DODAAC should be entered f the Admin office and the Accept on this invoice. 19 s f Repairs CLINs built As service SUB-CLIN built as NSN 20 s No property Such as: A&AS Management Suppt 21 s f Repairs CLINs built As service SUB-CLIN built as NSN 22 s f Repairs CLINs built As service SUB-CLIN built as NSN J0XX FFP D DLA Not Available 1 LOT FFP D Requesting Unit PCO PCO N/A LOCAL DCMA M NOT RECOM- MENDED (ISSUING OFFICE) I Invoice and rept Mark as a J0XX FFP S DLA ACO DCMA M Invoice and rept J0XX FFP S Requisitioning Unit (Via direct Shipment) Mark as a ACO DCMA M Invoice and rept Mark as a DLA cannot determine if a repair has been accomplished successfully. Shipments to DLA warehouse f stockage should always be inspected and accepted at source. IAPS now accepts and processes 1 Lot service contracts. Repairable have characteristics of a service and a supply. When invoicing it is the supply characteristic that are most imptant. Use a Combo invoice when the Inspect (DCMA) uses WAWF. Note when DLA Inspects they also accept. See Note 1, 13, and 14. Repairable have characteristics of a service and a supply. When invoicing it is the supply characteristic that are most imptant. Use a Combo invoice when the Inspect (DCMA) uses WAWF. Note when DLA Inspects they also accept. See Note 1, 13, and 14. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 6 of 27

7 23 s f Repairs CLINs built As service SUB-CLIN built as NSN J0XX FFP O SBSS Warehouse Not Available Unit DCMA M NOT RECOM- MENDED When a Ship To is used WAWF expects the ship to DODAAC to perfm acceptance. SBSS warehouses do not use WAWF and they send the automated receipt they do generate to IAPS. This will ALWAYS result in a payment problem when MOCAS is the pay system. The Mark F cannot accept the item and the warehouse will not accept the item in WAWF. Therefe, the only way to accomplish destination acceptance in this case is to use the acceptance at OTHER procedure in Note s f Repairs CLINs built As service SUB-CLIN built as NSN J0XX T&M D C A A DLA Depot 25 Any Type DATA FFP D Unit Request Engineer PCO DCAA DCMA M PV Public Voucher Cost Voucher ACO M RR only If Not Separately Priced. See the article, Processing of Interim and Final Cost Vouchers in WAWF below this table. See Notes 2, 4, 13, and 14 Data must always be accepted, however if it is not priced an invoice should not be submitted. Therefe the choice to use a stand alone RR a COMBO is determined by the pricing of the CLIN. Generally, the Issuing Office code is used as the Ship To f data items. PCOs should identify their office code to the vend f data items. 26 Any Type DATA Example: Mtg Rept Trip Rept FFP D Unit Request Engineer PCO ACO M Use a COMBO If the Data Is Priced and acceptance will take place immediately F priced data, use a COMBO if the data can be immediately accepted upon delivery. Use the accept s BPN as the ship to if one is available. If a BPN is not available, use the Issuing contracting office code as the ship to. PCOs should identify their office code to the vend f data items. See Note 1. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 7 of 27

8 27 Any Type DATA Example: Test Plans Test Repts FFP D Unit Request Engineer PCO ACO M Use a Stand Alone Rept and Invoice when the Data has an acceptance period. Additional Notes: F data that has to be evaluated befe acceptance can take place, the vend should submit a stand alone receiving rept with the data when delivered to the government. After the evaluation period, the government will use the receiving rept to accept reject the data. After the data is accepted, the vend should submit a stand alone invoice. The date the data was accepted the last day of the evaluation period, which ever occurs first, should be used as the shipment date. Use the accept s BPN as the ship to if one is available. If a BPN is not available, use the Issuing contracting office code as the ship to. PCOs should identify their office code to the vend f data items. 28 Any Type DATA Example: Drawings and specifications CR T&M LH N/A Unit Request Engineer PCO DCMA M PV Public Voucher Cost Voucher See the article, Processing of Interim and Final Cost Vouchers in WAWF below this table. Delivery instructions on the DD Fm 1423 may specify delivery directly to an individual via other means. However, f WAWF purposes the Issuing Office code is used as the Ship To f data items. PCOs should identify their office code to the vend f data items. 29 Construction 1 EA Project FFP D PCO PCO PCO CICON Construction Invoice See Notes 2 and 4 An Inspect DODAAC BPN is required to be entered by the contract. The Accept will be the PCO. The inspect must Inspect befe the Accept can accept. The unit of issue is 1 EA LO on each invoice. The amount billed represents the incremental progress from 0% to 100% completion. Each billing should show the project number, beginning of period, incremental amount, and end of period totals. See note 5 F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 8 of 27

9 30 Architect & Engineering - Construction 31 Contracts with Educational Institutions: 32A 32B 33A 33B 34A 34B Engineering s Management Suppt Engineering s Management Suppt A contract that authizes Progress Payments A contract that authizes Progress Payments A contract that authizes Installment Payments A contract that authizes Installment Payments 1 EA 1 LOT FFP D PCO PCO PCO COMBO as a service Cost T&M LH Cost T&M LH Cost T&M LH D DCAA PCO DHHS No PCO M I NOT RECOM- MENDED SEE EXCEPTIONS D PCO Unit QAP No PCO M PV Public Voucher Cost Voucher D PCO Unit QAP PCO LOCAL I COMBO as a service Supply FFP S ACO ACO DCMA M PP Progress Payments Supply FFP D PCO PCO LOCAL I PP Progress Payments Supply Commercial Items Only Supply Commercial Items Only FFP S ACO ACO DCMA M Commercial Item Financing FFP D PCO PCO LOCAL I Commercial Item Financing These invoices relate to future construction projects, but are not projects themselves. A&E contracts do not have to make the certifications required of construction projects. As a result, they should be invoice just like any other FFP service on a COMBO. The COMBO should me marked as a service SOME Contracts with Educational Institutions: University contracts are generally Cost-type contracts and are therefe invoiced on a public voucher. The approver of the voucher is the audit office assigned to the contract. At present, only DCAA audit office codes are available in WAWF. Therefe, if the Department of Health and Human s rather than DCAA is the "assigned audit" the voucher cannot be built routed via WAWF. In such instances DHHS voucher procedures should be followed. To use a public voucher a DCAA audit office must be involved. (DCAA offices can be located on their website Locally administered contracts do not usually have a DCAA audit assigned. Therefe in place of a PV a COMBO may be specified to allow the local PCO to sign off these invoices. See Note 19 ACO Approves See Note 7 PCO Approves See Notes 7 and 19 ACO Approves PCO Approves See Note 19 35A A contract that authizes Perfmance Based Payments FFP S ACO ACO DCMA M PBP Perfmance Based Payments ACO Approves F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 9 of 27

10 35B A contract that authizes Perfmance Based Payments FFP D PCO PCO LOCAL I PBP Perfmance Based Payments 36 First Articles NSN FFP D DLA PCO FA Test Unit 37 Not used 38 Transptation Contracts and Transptation- Related s Contracts 39 Contract with Canadian Commercial Cpation. 40 Supply Supply DCMA M Stand alone Rept and a Stand alone Invoice FFP D N/A PCO PCO I Invoice and rept Mark as a PCO Approves See Note 19 Do not submit a COMBO. Use individual documents. Rept is submitted WITH the FA Commercial Invoice is submitted AFTER the FA is accepted Note 9 Note 5. CR SUBPART DISALLOWANCE OF COSTS(Revised November 9, 2005) Disallowing costs after incurrence. (a) Contracting officer receipt of vouchers. Contracting officer receipt of vouchers is applicable only f cost-reimbursement contracts with the Canadian Commercial Cpation. See (b) f invoice procedures FFP O Any valid DODAAC BPN Any registered Accept Used when needed DCMA Local Office M I Invoice and rept The inspection and acceptance point in the contract must be destination. The ship to will be as listed in the schedule of the contract listed on the front page of the contract. Note 11 below will provide specific details, but Acceptance at other DODAAC allows f a person at a location other than the ship to to perfm acceptance in WAWF. This may be needed when a government inspect travels to remote sites to inspect the contracts installation repair wk (i.e. a service contract). The ship to may only designate the installation where the wk was perfmed. That installation may not have anything else to do with this contract. The government inspect can then accept using their local contracting office DODAAC. This maybe useful when a headquarters sends funds to an ALC to purchase something (i.e. a supply contract) f multiple units stationed at multiple bases. The ship to and mark f will be the local base and unit. The accept at other DODAAC will the headquarters DODAAC BPN. The accept at headquarters would be responsible to determine from each unit if the material was received. Once the accept has confirmation of receipt from their units they will accept in WAWF. This may be the only way you can get acceptance accomplished when you have destination inspection and acceptance at an FEXXXX equipment warehouse. Very few of these warehouses have WAWF accepts and me imptantly all of them rept the receipt to Vend Pay (IAPS). If you have a Contract Pay (MOCAS) pay office you must provide receipt acceptance to Contract Pay. If a paper document is not acceptable, then use of OTHER in WAWF is the only way to get the invoice paid. See Note 11 F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 10 of 27

11 41 Supply 42 Supply Supply ANY FFP O DOD School Purchase CR T&M LH D A valid DODAAC BPN does not exist Local Unit base Any registered Accept N/A PCO who administers the contract DCMA Local Office PCO who administers the contract M I I Invoice and rept PV Public Voucher Cost Voucher DOD Schools pose a problem because they may not have may not know their DODAAC. WAWF will not accept a ship to that is not in DAAS. So a DODAAC that is in DAAS must be used f billing purposed. Receipt acceptance must also be accomplished. Using Note 11 you can establish an OTHER accept. See the article, Processing of Interim and Final Cost Vouchers in WAWF below this table. See Notes 2 and 4 F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 11 of 27

12 Explanation of Abbreviations Pricing FFP Firm Fixed Price CR Cost Reimbursable LH Lab Hours T&M Time and Materials # of Billings O Once M Multiple I&A S Source D Destination D/O Destination with Acceptance at Other. The Other DODAAC BPN must be is different from the ship to DODAAC. In MOCAS O = D. COC Certificate of Confmance Ship To See Note 18. DODAAC MAPAC BPN Department of Defense Activity Address Code Military Assistance Program Address Code Business Partner Number Mark F Y Mark Fs are intended only f local base use. Special procedures are needed to input them in WAWF. See note 13. Accept/Inspect ACO Administrative Contracting Officer DCMA Defense Contract Management Agency DCAA Defense Contract Audit Agency DHHA Department of Health and Human s PCO Procuring Contracting Officer Admin Office D DCMA L Local Contract Office PCO Pay Office M MOCAS I IAPS F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 12 of 27

13 Note 1. Invoice and Rept (Combo) The COMBO can be used f both supplies and services. Check Supply if your CLIN is f: Data National Stock Numbered Items (NSNs), Pseudo NSNs, and s with units of issue like Month (MO) Each (EA) Check if your CLIN is f: s with a unit of issue of 1 LO ( 1 anything, the key is the 1) Travel (Billed on a firm fixed price basis) Repairable Items should all check the Supplies button. Note 2. Vouchers cannot presently be linked to a receiving rept. Note 3. Reserved Note 4. Processing of Interim and Final Cost Vouchers in WAWF As of 6 Mar 2006 When the vend creates a voucher, they need to enter data into the DCAA Audit and Approver fields. The Approver is nmally going to be the same office/dodaac as the Admin DoDAAC Field. That is especially true where DCMA is administering the contract as well as approving the final voucher. The service approver is the one who will approve the final voucher and their code should appear on all interim vouchers as well -- even though they are not acting on the interims. WAWF will let the vend input a DCAA PCO/COTR code into the Approver Field, but that is really not what is supposed to go there. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 13 of 27

14 If a buying activity s DoDAAC is entered into the Issue by DoDAAC field, those folks registered in WAWF f that DoDAAC in the Issued by View Only Role will be able to see the voucher. There s no need f their code to be used as the Approver and their code should not be used if they aren t going to be approving the final voucher. As long as the DCAA Audit DoDAAC is entered -- and it will be because it s a mandaty field -- DCAA will be able to see the vouchers. There s no need f their code to be used as the Approver. The administration office will get a copy anyhow. The main purpose of the Approver Field is f cases where the office signing the final voucher is not the same as the office administering the contract. F example: Robins AFB is the administering office but DCMA Dayton is to sign the final voucher. If a Robins DoDAAC is entered as the Approver on interim vouchers, DCMA would never be able to see those interim vouchers because their DoDAAC would not appear anywhere (Robins DoDAAC would be appearing in both the Admin DoDAAC and Approver fields). Where DCMA, f example, is going to approve the final voucher, vends should be consistent and enter the DCMA DoDAAC in the Approver Field even on interim vouchers. The above applies regardless of whether not the vend is on direct (bill) submission. The above should also end most cases of someone needing to be registered under a DoDAAC different from their own, especially f vouchers. Again, the proper way is the DoDAAC of the office signing the final voucher is entered as the Approver even on interim vouchers -- regardless of who is administering the contract and regardless of whether not the vend is on direct bill. The vend should still, where contractually required, submit a final Rept. The COTR/QAE responsible f acceptance processes the Rept (preferably this is all done in WAWF). Once that and all other contractual matters have been completed, the ACO/ Approver can approve the final voucher Limitations. (a) A cost-reimbursement contract may be used only when -- (1) The contract s accounting system is adequate f determining costs applicable to the contract; and (2) Appropriate Government surveillance during perfmance will provide reasonable assurance that efficient methods and effective cost controls are used; F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 14 of 27

15 Note 5. Certified Invoices Air Fce policy (see SAF/AQC memo 05-C-02 dtd 17 Oct 05) restricts Contracting Officers from requiring use of certified invoices, except in those circumstances when they are required by the FAR, without pri approval by the Chief of the Contracting Office. The FAR requirement f certification of invoices exists only f payments under Transptation Contracts and Transptation-Related s Contracts (FAR ) and payments under Fixed-Priced Construction Contracts ( ). F additional guidance see: Note 6. WInS is ONLY used f INVOICE SUBMITTAL Used ONLY if your invoice goes DIRECT to DFAS; no Approvals, no Repts capability WInS was phased out f Progress Payments to MOCAS only THIS PIECE was phased out remainder is still active. Note 7. INSTRUCTIONS ON PROGRESS PAYMENTS IN WAWF As of 27 December 07 Progress Payments should be limited in use. Per the FAR (a) and the DoD PBP, Perfmance Based Payments (PBPs) are the preferred government financing method when the contracting officer finds them practical, and the contract agrees to their use. Progress Payments are often administered by DCMA, but may also be administered locally. When locally administered the vend s internal controls should be reviewed befe the first progress payment. These internal controls include at a minimum, billing, quality, material management, accounting, purchasing, and estimating systems. Additionally, a financial condition review of certified financial statements must be done befe the first progress payment is paid, and done again annually. The FAR and DFARS sections f Progress Payments state the Administrative Contracting Officer is responsible to ensure that befe any progress payment amount is paid, that the necessary reviews and controls were perfmed. (See FAR Supervision of Progress Payments, FAR Initiation of Progress Payments and Review of Accounting System, FAR Approval of Progress Payment Requests, FAR Administration of Progress Payments, and DFARS Application of Government title terms.) F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 15 of 27

16 Note 8. System Suppt by Type of Invoice Document WAWF WINS EDI Invoice SUPPORTED SUPPORTED SUPPORTED Invoice FAST PAY SUPPORTED 2-in-1 SUPPORTED Not Suppted Not Suppted CICON SUPPORTED Not Suppted Not Suppted Construction Invoice Commercial Item SUPPORTED Not Suppted Not Suppted Financing PBP SUPPORTED Not Suppted Not Suppted Perfmance Based Payments PP SUPPORTED Not Suppted Not Suppted Progress Payments Rept SUPPORTED Not Suppted Not Suppted Invoice and SUPPORTED Not Suppted Not Suppted rept Supply Cost Voucher CV- DB/NDB Interim and Final CV DB Interim Only CV Interim Only Note 9. FIRST ARTICLEs (FA) have several variation on a common theme. The following applies to our 782 CBSSS contracting offices. This scenario assumes that First Article will be submitted to the Air Fce and we will conduct our own testing. 1. DCMA may be asked to perfm preliminary inspection by observing the vend testing and signing off on the observed results. However, in der f the FAM at Robins to sign off as the Inspect we must have our DODAAC entered in the Inspection DODDAC. DCMA s comments will have to come via an alternate rout like The vend submits a stand alone receiving rept when they ship their FA to their Contract Management Office (CMO, i.e. DCMA). The CMO inputs the shipper into MOCAS. The FA receiving rept should use the DODAAC of the FA Manager (FAM) in the Inspection DODAAC. 3. Some contracts contain a requirement 10 days pri to shipment that the FAM be notified so the Government can prepare f receipt of the FA and subsequent testing. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 16 of 27

17 4. When test plan and/ a test rept is required, the government will specify in the contract a period of time to evaluate the test plan and/ a test rept. Because of this evaluation period the vend should submit only a receiving rept in WAWF when the test plan and/ a test rept is delivered to the government. 5. The FA is sent to the ship to DODAAC specified in the contract, such as FD The shipment must have a packing slip (DD 250) attached to the FA. 7. Some contracts request that the vend also provide a return shipping label if the FA fails testing and is to be return to the vend. 8. The ship to point receives the FA and send it to the ganization that will perfm the testing (Usually this is the First Article Test Unit). 9. When the FA is received, the Test Unit infms the FAM that the FA has arrived. 10. If a test plan and/ a test rept are received with the FA they will be given to the engineer assigned to this FA. 11. Comments on the Test Plans and/ Test Repts will be repted to the FAM. 12. The FAM will use the comments to complete the Inspection in WAWF. 13. When the FA test results are complete they are sent to the PCO via the FAM. (See case 36) 14. The FAM will complete the Inspection of the FA in WAWF and recommend to the PCO that the FA be accepted, rejected. Conditional acceptance is still acceptance from a payment perspective, however the conditions should be entered into the Inspects comments made an attachment to the WAWF submission. 15. After receipt of the test results and completion of the Inspection by the FAM the PCO PCO s representative will: A. Accept reject the Test Plan and/ Test Rept in WAWF B. Infms the vend in writing of the results of the FA testing. C. Accept rejects the FA in WAWF. 16 Only after the Test Plan, Test Rept, FA has been accepted in WAWF should the vend create the stand alone INVOICE f the item accepted and then only if it is priced in the contract. Not separately priced items do not have invoices. 17. The date of the invoice should be no earlier than the PCO s acceptance date on the cresponding receiving rept. 18. Production Units: F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 17 of 27

18 A. The production quantity may be an exercisable option on the contract. If this is the case, then the PCO should exercise the option and establish a delivery schedule with specific calendar dates. B. If the production is not an option, the PCO should still issue a modification to the contract and establish a delivery schedule with specific calendar dates. 19. Acceptance of the production units is the responsibility of the supply point they are delivered to. However as is noted in case 8 above destination acceptance at Other may be necessary to assure timely acceptance. 20. Both the Inspect s and the Accept s addresses must be added to the "Additional Notifications" which immediately follows the message that the document has been successfully submitted into WAWF. Other variations In some areas a FAM is not established so the engineer perfms the FAM s duties. When the items are commercial and we may not have the FA shipped to base f testing. Instead we may rely up test data supplied by the vend that demonstrates that it meets the Air Fce s requirements. Often this data is verified by a DCMA Quality Assurance Representative (QAR). Pri to submission to the engineer of recd. Each contract must define, how the process will wk f that contract, who will perfm what duty, and what codes are to be used. If this infmation is not clearly defined in your contract, you should ask your PCO to supply you with the missing details. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 18 of 27

19 Note 10 Requisition Numbers Requisition Numbers are found in all CLINs that are being shipped direct to the requesting ganization. These affect transptation in route and facilitate delivery at destination. WAWF has a MILSTRIP tab f this infmation. Complete the entry as shown below: Note 11. Use of an inspection and acceptance at OTHER This procedure allows a third party at a location different that the ship to the mark f to accept a shipment. This wks equally well f services supplies. The contract will have to specify that the inspection and acceptance point as destination. Acceptance at Other is unique to WAWF. When the document is processed by the payment office, the payment office will treat the Other as Destination. The Accept at Other DODAAC must be a valid DODAAC. The person who will do the acceptance must be registered in WAWF as an accept f the DODAAC cited. Their name, phone number, and address must be listed in the contract. The vend should use a COMBO. On the initial screen they will input other f the inspection and acceptance points as shown below: F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 19 of 27

20 They will enter the Accept at Other DoDAAC from the contract. The EXT should be left blank unless the contract also provides an this code. On the Data Capture screen that comes up next the vend must and select Supplies s as appropriate F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 20 of 27

21 After the submission has been accepted by WAWF the vend must enter the Accepts address in the Additional notifications. After the accept is notified by that the submission has been input into WAWF they must accept the shipment. After the accept at other DODAAC has accepted the receiving rept in WAWF DFAS can process the invoice f payment. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 21 of 27

22 Note 12 MANUALLY processing a receiving repts: a. Have the vend prepare a DD 250 and send it to the person who will accept the shipment. Ideally this would be someone in the Mark F ganization. b. F commercial items, the front page of the SF 1449 may be completed in lieu of a DD 250. c. Once acceptance is done, have the signer of the receiving rept fax it to the appropriate DFAS regional fax number below: Contract Pay Faxes MOCAS Nth fax MOCAS South fax MOCAS West fax d. Once the signed receiving rept has been faxed to DFAS, call the customer service number f your vend and verify that they received the fax and have processed the DD 250. DFAS Columbus Customer (614) Contract Pay (MOCAS) Company names beginning with A-K Option 1, Option 1 Company names beginning with L-Z Option 1, Option 2 paid. e. Once the receiving rept has been processed by DFAS your vend s invoice may be Note 13 Entry of Y Mark F Codes. The Y marks f codes (YAZ420, YAZ653, etc.) are supplementary address codes. They are defined in AFMAN Volume 1, Part 4, Chapter 1, ATTACHMENT 1A-13. These codes were never intended to be significant to anyone other than the iginat of a purchase request. However, they have become widely used within the Air Fce. The SBSS (Standard Base Supply System) has used these Y codes as a means to determine who the materials is f when it is received at the Ship To point (the local SBSS warehouse). Befe WAWF it apparently didn't matter that the code was only significant to that base. Now that WAWF is checking the Mark F code in DAASC it is no longer true that these Y mark fs are not significant to other than the iginat. WAWF will not accept the Y mark f codes in the Mark F Code field so an alternate procedure is needed as described below: F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 22 of 27

23 On the DD 250 the mark f is block 14. It is composed of 2 separate items: a mark f code and a mark f text field. The mark f code is entered into the code field. The local unit s name and address are entered into the text field. WAWF has a place f both the Mark F code and the Mark F text too. The Mark f code is shown on this screen. This field is the equivalent of the code field of block 14. It will only accept a valid Department of Defense Activity Address Code (DODAAC). Because the Y mark f is not a valid DODAAC it can not be entered into this field. Leave the Mark F field blank and proceed to the Mark F tab. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 23 of 27

24 The Mark F text field is a tab in the receiving rept. The Mark F tab is located on the top of the WAWF screen along with the Header and Line Item tabs. The Mark F Tab is the equivalent of the body of the paper DD 250 block 14. Under the Mark F tab there is a Mark F Rep and a Mark F Secondary columns. In the Mark F Rep enter the Y mark f code and any unit infmation that has been provided. Note 14 Repair Mark Fs Mark f infmation is an imptant issue in repairable item. The following instructions are used in Robins AFB contracts. While the specific infmation to be entered into the Mark F tab are different than in note 13 above the procedure wk exactly the same way. Repairable Items Being Returned From a Vend (MAY 2006) A. When repairable items are returned to the warehouse after being repaired by a vend it is critical that they be distinguished from new item purchases. Repairables must therefe be identified on the Material Inspection and Rept (MIRR) (DD 250) that accompanies the shipment as follows: 1. F vends who prepare paper DD 250s as stand alone documents using a typewriter a PC, enter able Assets shipped from a Repair Contract. Input Receipt using Doc ID D4M to the Air Fce Owner RI in the body of block 14. Leave the code block blank. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 24 of 27

25 2. F vends who use Wide Area Wk Flow (WAWF) to prepare the DD 250 by printing them out of WAWF a different procedure is needed. In WAWF there is a Mark F field and a Mark F tab. (a) Mark F field: This field is the equivalent of the code field of block 14. Leave the Mark F field blank and proceed to the Mark F tab. (b) Mark F tab: The Mark F tab is located on the top of the WAWF screen along with the Header and Line Item tabs. The Mark F Tab is the equivalent of the body of the paper DD 250 block 14. Under the Mark F tab there is a Mark F Rep and a Mark F Secondary columns. In the Mark F Rep enter able Assets shipped from a Repair Contract. Input Receipt using Doc ID D4M to the Air Fce Owner RI. Note 15 DCMA s transptation officer provides new ship to DODAAC When we have a destination that is overseas, the DCMA transptation officer may direct that the shipper use a ship to DODAAC that is not found in the contract. From a transptation perspective we divide the shipment into two legs of trip : The CONUS (lower 48 states) leg and OCONUS (everywhere else) leg. We divide the shipment into the CONUS and OCONUS legs because we use commercial carriers to the pt of embarkation and then military transptation to destination. So to go to Japan Kea we ship the material first to W62N2A and then to its final destination. W62N2A XU DEF DIST DEPOT SAN JOAQUIN CCP WHSE SOUTH CHRISMAN RD TRACY CA Similarly, if we are shipping to Europe we ship to W25N14 and then on to its final destination. W25N14 XU CONSOL AND CONTAINERIZATION PT DDSP NEW CUMBERLAND FACILITY BLDG 2001 CCP DOOR 135 THRU 168 NEW CUMBERLAND PA So if this happens to you, you need to follow DCMA s instructions and use the DODAAC they give you in the ship to field. WAWF will accept this code as long as the inspection and acceptance is done at igin source. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 25 of 27

26 Note 16. Invoice Numbering Invoices can be any combination of letters numbers up to 8 digits long. Invoice number cannot repeat on a given contract. If and invoice is rejected recalled and then voided the iginal invoice number can be reused. If and iginal invoice will remain in WAWF even though a new invoice is needed, then the iginal invoice can not be reused. Further, a variation on the iginal number such a adding a A at the end is also not acceptable. A new invoice must have a new invoice number. Note 17. WAWF Rejected Invoice Crection Actions by Vends If a government user rejects a WAWF invoice (including 2n1s, COMBOs, etc.) to the vend, the vend may crect and resubmit the same invoice if a crection is needed f the following: DoDAAC Issue By Admin By Inspected By Accepted By LPO Pay By Line items (Contract Line Item Number CLIN) Discounts Miscellaneous Amounts Note: iginal Invoice Number remains unchanged upon resubmission Vends must void the rejected invoice and create a new one if a crection is needed f the following: Contract Number Delivery der Number Issue Date Shipment Number Shipment Date Invoice Number Invoice Date Once the rejected invoice is voided, vend should create and submit a new invoice. Note: The iginal Invoice Number can be used f the new invoice if the rejected invoice is voided first. Source: Ms. Tracy Cramp and Mr. Randy Huffman (HQ SAF/FMPT, WAWF PMOs) Date: 4 APR 2007 F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 26 of 27

27 Note 18. A Valid Ship To is MANDATORY f all shipments. All WAWF documents require a valid ship to code ( in the case of services a deliver to code). The code may be a DoD Activity Address Code (DODAAC), Military Assistance Program Address Code (MAPAC), a Business Partner Number (BPN). The government must provide the code. The code may be f a vend location. Codes f vend locations begin with EZ EY depending upon whether the item is a repairable some other kind of government owned property. Air Fce contracting officers may obtain vend codes from Vends may not perfm government acceptance. If the item is being shipped to a vend the government must perfm acceptance at igin at OTHER. Note 11 details the use of acceptance at other. Note 19. Local Contract Administration Weapons system contracts usually are administered by DCMA. Invoices f these contracts are usually submitted to and paid by MOCAS. In this case DCMA is directly involved in invoices f cost based s contracts, contracts that authizes Progress Payments, contracts that Installment Payments, contract that authizes Perfmance Based Payments. When vends are authized interim cost voucher payments DCAA is also involved. The situation changes completely when contract administration is retained locally, which is the nm f all operational contracting offices. DCMA and DCAA usually have no suppt role in operational contracts. The payment office will not be MOCAS. F Air Fce contracts it will likely be IAPS instead. The contracting officer will make all determinations. F Progress Payments, contracts that Installment Payments, contract that authizes Perfmance Based Payments the only difference is the code that is entered f the ADMIN OFFICE in WAWF. F cost based contracts a COMBO is used in place of a voucher. This allows the local contracting officer to review the vend s perfmance pri to payment. F:\NCMA\NCMA Feb News\How to Invoice Crectly in WAWF.doc Page 27 of 27