How to Invoice in WAWF
How to Invoice in WAWF As of 27 DECEMBER 07 The cases below describe a wide variety of Air Force contractual actions and the acceptors, inspectors, inspection and acceptance points, payment offices, administration offices, and policies that relate to them. After considering all of these factors, 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) or 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 supporting electronic invoices, in this case the contract should not contain the clause 252.232-7003, Electronic Submission of Payment Requests. However it should contain specific instructions to use a paper invoice. • Non-US vendors, who do not have US bank accounts, cannot complete the electronic funds transfer (EFT) portion of their Central Contractor 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 information is not available and that a paper check is requested. All US vendors are required to have US bank account and hence will always be able to complete the EFT information in their CCR account. It the vendor’s responsibility to keep their EFT information current and accurate. Outdated or inaccurate EFT information will prevent payment. For some cases one or more notes apply. The notes provide key details that may be critical to the success of the invoice and should be read prior to creating the invoice. All questions or comments should be sent to Henry Goswick at 478 222 1093 or [email protected]. F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 1 of 27 C A S E Type of Contract Billable CLIN Pricing A C C E P T at Ship To Acceptor or or Service Delivery Point DCMA Inspector 1 Supply NSN FFP S DLA Depot ACO “Y” Mark For DCMA P A Y O F F I E M 2A Supply NSN Or SURPLUS Item FFP D DLA Depot DLA “N” Mark For DCMA M # Service Acceptor Mark For Admin Office WAWF Method of Submission Invoice and Receiving report (COMBO) Invoice and Receiving report (COMBO) Notes Numbered Notes follow the table below. Repairs done under NSN or 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 report 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 for the ship to, like FB2065, DLA cannot process a WAWF receipt. In addition, the old DSS to MOCAS receipt also fails because it reports the receipt to SW3119 not FB2065. As a result, when the receipt is processed to MOCAS it will automatically error 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 monitor the delivery and make payment on the contract) showing no receipt at destination. In this case the ordering activity must do acceptance at OTHER. per note 11. 2B Supply NSN Or SURPLUS Item FFP D Any Supply Point OTHER “y” Mark For DCMA M Invoice and Receiving report (COMBO) For Acceptance at OTHER see note11 For “YXXXXX Mark Fors, see note 13 When something is shipped to a supply point and "Marked For" someone else this is considered a transshipment. The material is not placed into stock and the supply point will not report nor perform receipt acceptance. The contract MUST identify an Acceptance at OTHER DODAAC and a person by name and email address who will perform the acceptance. 3 Supply NSN FFP S Foreign Military Sales Customer ACO 4 Supply NSN Or SURPLUS Item FFP D Foreign Military Sales Customer Not Available F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 2 of 27 MAPAC DCMA M Invoice and Receiving report (COMBO) See Note 1 and 10. DCMA M NOT RECOMMENDED Once an item has left the vendor’s facility and passes into a third parties hands acceptance is difficult or impossible to accomplish in WAWF. Source inspection and acceptance is highly recommended. 5 Supply NSN FFP S Non DLA Warehouse ACO 6 Supply Certificate of Conformance Authorized NSN FFP COC Anywhere DCMA Or Other Acceptor Yes or No DCMA M Invoice and Receiving report (COMBO) See Note 1 and 10. DCMA M Invoice and Receiving report (COMBO) Government acceptance is necessary for a COC. Additional Notes: The COC only satisfies our Inspection requirement. The COC must be attached to the Misc Tab; see 46.315 -- Certificate of Conformance For DCMA to do acceptance for us they have to have access to the vendor's facility. For non-commercial items we must include the clause 52.246-2 , Inspection of SuppliesFixed-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 10. 7 Supplies NSN CR S DLA Depot ACO DCMA M PV Public Voucher - Cost Voucher 8 Supply NSN FFP D or O SEE ADDITIONAL NOTES VARIES VARIES M NOT RECOMMENDED 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 report the receipt to one payment office. Defense Logistic Agency (DLA) warehouses (SWXXXX) will only report the receipt to MOCAS. Air Force Standard Base Supply System warehouses (like FB2067 or FEXXXX) will always report the receipt to IAPS. As long as the payment office on the contract match the payment office that the warehouse will report the receipt to all a vendor 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 reporting 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 report to DFAS. A receiving report can be a DD 250 or a front page of a SF1449 for commercial items; see Note 12. or, 2. You can use Acceptance at Other per note 11. Status of System Fix: As of November 2006 DOD’s Business Transformation Agency drafted new rules for 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 performs acceptance activities for unclassified Federal Acquisition Regulation (FAR)-based contracts/orders. 1. If the system does perform acceptance activities, the system must submit to the IRB its plan and implementation dates for either: a) Migrating acceptance functions to WAWF with the option of receiving acceptance data and or accounting data* F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 3 of 27 2. 3. 9 b) Interfacing with WAWF to receive shipment data and return acceptance information. If the system does not perform acceptance activities, the system must assert in the assessment that the system either: a) Supports receipt and acceptance activities, but does not perform receipt and acceptance activities b) Does not perform or support receipt and acceptance activities and was marked in error Deployment Plans, Interface Plans, and Support 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 4th quarter of FY 07. Given the expense of reprogramming legacy systems a full fix may be some time in coming to all of DOD. Service TRAVEL CR S DCAA DCAA DCMA M PV See the article, Processing of Interim and Final OR OR Public Cost Vouchers in WAWF below this table. ACO ACO Voucher - Cost Voucher 10 Supplies FAST Pay Authorized NSN Fast Pay N/A Anywhere Post Payment Audit is done 11 Supply NSN FFP D Non DLA Warehouse Ship To SBSS Or DMLSS Supply GFP Or GFM Repairables NSN Or Part Number FFP O A Vendor’s Facility DCMA M Fast Pay Invoice LOCAL I Invoice M Invoice and Receiving report (COMBO) (ISSUING OFFICE) Like 12 Yes or No ADMIN office must be the PCO’s office code. DCMA DCMA See Notes 2 and 4 Government acceptance is necessary for Fast Pay. UID and RFID cannot be entered into FAST PAY invoices. Therefore FAST PAY should not be authorized if either of these is required to be reported. UID and RFID date must be entered into a receiving report. Vendor’s will choose "Create New Document" and proceed as normal except that they'd enter the ISSUED BY DODAAC in the Administered By field. Standard Base Supply System (SBSS) and Defense Medical Logistics Standard Support (DMLSS) invoices CAN and SHOULD go into WAWF as a "stand alone" invoice. There is NO need for a RR to be done in WAWF as all receipt is done via the Supply system and the transactions interface with IAPS or come out on a reject/recycle listing. Additional Notes: Because contractors cannot accept on behalf of the government, I&A must be done at source by DCMA. Next, the vendor’s DODAAC must be valid. Check your ship to vendor’s DODAAC on the AFMC LSO/LOT webpage: https://www.afmc-mil.wpafb.af.mil/HQAFMC/LG/LSO/lot/. EJ, EP, EY, and EZ Codes are only established for 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 or not active. The PCO must obtain valid and active codes prior to shipment of the GFP or GFM. If the ship to vendor’s DODAAC was established by someone other than the AF check the code on the DAASC website: https://www.daas.dla.mil/daasinq/dodaac.asp?cu=d EJ Engines CEMS F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 4 of 27 EP EY EZ Fuels CLS ICS/SVC Production /Research & Development Modification / Repair / Overhaul See Notes 1, 10, and 14. 13 Supply GFP or GFM NSN Or Part Number Any Kind NSN FFP O (CAGE Code) Repairables 14 Supply A Vendor’s Facility D Or Requesting Unit’s DODAAC or BPN MUST BE GOVERNMENT DCMA M NOT RECOMMENDED Requesting Unit DCMA Or PCO M Invoice and Receiving report (COMBO) Commercial P/N Or Only Government employees may accept a government contract delivery. The Government cannot be registered to accept under a vendor’s CAGE code. Therefore, the only way to accomplish destination acceptance in this case is to use the acceptance at OTHER procedure in Note 11 I or Software License The receiving unit has the responsibility to accept the shipment. Software licenses are more 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 for WAWF purposes. Multiple licenses may be consolidated to a single acceptor even though they cover multiple users or sites. PCOs should identify the office code the contractor will ship to in WAWF. The ship to can be either a DODAAC or a Business Partner Number (BPN). See Note 1 and 10. 15 Service 16 Services – No property Such as: A&AS Or Management Support Prototype T&M N/A DLA Warehouse DCAA Unit DCMA M PV Public Voucher - Cost Voucher 1 LOT Service FFP S Admin Office Code ACO N/A DCMA M Invoice and Receiving report (COMBO) TRAVEL F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Mark as a Service Page 5 of 27 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. 17 Service TRAVEL FFP D Requesting Unit’s BPN QAR N/A DCMA M Invoice and Receiving report (COMBO) While the contract may be administered by DCMA, individual CLINs or actions can be retained by the Issuing Contracting office. If Acceptance will be done locally by the PCO or QAR, then the Issuing Office DODAAC should be entered for the Admin office and the SERVICE ACCEPTOR on this invoice. See Note 1. N/A DCMA M Invoice and Receiving report (COMBO) See Note 1 and 5. While the contract may be administered by DCMA, individual CLINs or actions can be retained by the Issuing Contracting office. If Acceptance will be done locally by the QAR or COTR, then the Issuing Office DODAAC should be entered for the Admin office and the Service Acceptor on this invoice. OR or PCO’s Issuing Office DODAAC 18 Services – No property Such as: A&AS Or Management Support 1 LOT Service FFP D Requesting Unit’s BPN PCO QAR Or Or or PCO’s Issuing Office DODAAC # of Hours COTR Mark as a Service 19 Services for Repairs CLINs built As service SUB-CLIN built as NSN J0XX FFP D DLA Not Available 20 Services – No property Such as: A&AS Or Management Support Services for Repairs CLINs built As service SUB-CLIN built as NSN 1 LOT Service FFP D Requesting Unit or PCO PCO Services for Repairs CLINs built As service SUB-CLIN built as NSN J0XX 21 22 N/A DCMA M NOT RECOMMENDED DLA cannot determine if a repair has been accomplished successfully. Shipments to DLA warehouse for stockage should always be inspected and accepted at source. LOCAL I Invoice and Receiving report (COMBO) IAPS now accepts and processes 1 Lot service contracts. (ISSUING OFFICE) J0XX FFP S DLA ACO DCMA M Mark as a Service Invoice and Receiving report (COMBO) Mark as a Service FFP F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc S Requisitioning Unit (Via direct Shipment) ACO DCMA M Invoice and Receiving report (COMBO) Mark as a Service Page 6 of 27 Repairable have characteristics of a service and a supply. When invoicing it is the supply characteristic that are most important. Use a “Combo” invoice when the Inspector (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 important. Use a “Combo” invoice when the Inspector (DCMA) uses WAWF. Note when DLA “Inspects” they also accept. See Note 1, 13, and 14. 23 Services for Repairs CLINs built As service SUB-CLIN built as NSN J0XX FFP 24 Services for Repairs CLINs built As service SUB-CLIN built as NSN J0XX T&M Any Type DATA 25 FFP O SBSS Warehouse Not Available D C A A DLA Depot DCAA D Unit Requestor or Engineer or PCO Unit DCMA M NOT RECOMMENDED When a Ship To is used WAWF expects the ship to DODAAC to perform 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 For cannot accept the item and the warehouse will not accept the item in WAWF. Therefore, the only way to accomplish destination acceptance in this case is to use the acceptance at OTHER procedure in Note 11 DCMA M PV Public Voucher – Cost Voucher See the article, Processing of Interim and Final Cost Vouchers in WAWF below this table. RR only Data must always be accepted, however if it is not priced an invoice should not be submitted. Therefore the choice to use a stand alone RR or a COMBO is determined by the pricing of the CLIN. ACO M If Not Separately Priced. See Notes 2, 4, 13, and 14 Generally, the Issuing Office code is used as the Ship To for data items. PCOs should identify their office code to the vendor for data items. 26 Any Type DATA FFP D Unit Example: Mtg Report or Trip Report Requestor or Engineer or PCO ACO M Use a COMBO For priced data, use a COMBO if the data can be immediately accepted upon delivery. If the Data Is Priced and acceptance will take place immediately Use the acceptor’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 vendor for data items. See Note 1. F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 7 of 27 27 Any Type DATA FFP D Unit Example: Test Plans or Test Reports Requestor or Engineer or PCO ACO M Use a Stand Alone Receiving Report and Invoice when the Data has an acceptance period. Additional Notes: For data that has to be evaluated before acceptance can take place, the vendor should submit a stand alone receiving report with the data when delivered to the government. After the evaluation period, the government will use the receiving report to accept or reject the data. After the data is accepted, the vendor should submit a stand alone invoice. The date the data was accepted or the last day of the evaluation period, which ever occurs first, should be used as the shipment date. Use the acceptor’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 vendor for data items. 28 Any Type DATA CR Example: Or Drawings and specifications N/A Unit T&M Requestor or Engineer or PCO DCMA M PV Public Voucher – Cost Voucher Or LH 29 Construction 1 EA Project FFP D PCO PCO PCO CICON Construction Invoice See the article, Processing of Interim and Final Cost Vouchers in WAWF below this table. Delivery instructions on the DD Form 1423 may specify delivery directly to an individual via email or other means. However, for WAWF purposes the Issuing Office code is used as the Ship To for data items. PCOs should identify their office code to the vendor for data items. See Notes 2 and 4 An Inspector DODAAC or BPN is required to be entered by the contract. The Acceptor will be the PCO. The inspector must Inspect before the Acceptor can accept. The unit of issue is 1 EA or 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 Correctly in WAWF.doc Page 8 of 27 30 Architect & Engineering Construction 1 EA or 1 LOT FFP D PCO 31 Contracts with Educational Institutions: Service Cost D DCAA or PCO Or PCO DHHS PCO No PCO COMBO as a service M Or T&M NOT RECOMMENDED I SEE EXCEPTIONS PCO M PV Public Voucher – Cost Voucher LOCAL I COMBO as a service DCMA M PP Progress Payments LOCAL I PP Progress Payments DCMA M Commercial Item Financing LOCAL I Commercial Item Financing Or LH 32A 32B 33A 33B 34A 34B 35A Engineering Services Or Management Support Engineering Services Or Management Support Service A contract that authorizes Progress Payments A contract that authorizes Progress Payments A contract that authorizes Installment Payments A contract that authorizes Installment Payments A contract that authorizes Performance Based Payments Cost Or T&M Or LH Cost Or T&M Or LH D PCO Unit QAP D PCO Unit QAP or Supply FFP S ACO Supply FFP D PCO Supply Commercial Items Only Supply Commercial Items Only FFP S ACO FFP D PCO Service FFP Service No PCO ACO PCO ACO PCO These invoices relate to future construction projects, but are not projects themselves. A&E contractors 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 therefore 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. Therefore, if the Department of Health and Human Services rather than DCAA is the "assigned auditor" the voucher cannot be built or 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 http://www.dcaa.mil/ Locally administered contracts do not usually have a DCAA auditor assigned. Therefore 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 F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc S ACO Page 9 of 27 ACO DCMA M PBP Performance Based Payments ACO Approves 35B 36 37 38 39 40 A contract that authorizes Performance Based Payments First Articles Service NSN Not used Transportation Contracts and TransportationRelated Services Contracts Contract with Canadian Commercial Corporation. Service or Supply FFP D PCO PCO FFP D DLA PCO FFP D N/A PCO LOCAL FA Test Unit I PBP Performance Based Payments PCO Approves DCMA M Stand alone Receiving Report and a Stand alone Invoice Do not submit a COMBO. Use individual documents. Receiving Report is submitted WITH the FA Commercial Invoice is submitted AFTER the FA is accepted Note 9 PCO I Invoice and Receiving report (COMBO) Mark as a Service Note 5. CR Service or Supply FFP See Note 19 SUBPART 242.8--DISALLOWANCE OF COSTS(Revised November 9, 2005) 242.803 Disallowing costs after incurrence. (a) Contracting officer receipt of vouchers. Contracting officer receipt of vouchers is applicable only for cost-reimbursement contracts with the Canadian Commercial Corporation. See 225.870-5(b) for invoice procedures O Any valid DODAAC or BPN Any registered Acceptor Used when needed DCMA or Local Office M or Invoice and Receiving report (COMBO) I The inspection and acceptance point in the contract must be destination. The ship to will be as listed in the schedule of the contract or listed on the front page of the contract. Note 11 below will provide specific details, but “Acceptance at other DODAAC” allows for a person at a location other than the “ship to” to perform acceptance in WAWF. This may be needed when a government inspector travels to remote sites to inspect the contractors installation or repair work (i.e. a service contract). The ship to may only designate the installation where the work was performed. That installation may not have anything else to do with this contract. The government inspector 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) for multiple units stationed at multiple bases. The ship to and mark for will be the local base and unit. The “acceptor at other DODAAC” will the headquarters DODAAC or BPN. The acceptor at headquarters would be responsible to determine from each unit if the material was received. Once the acceptor 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 acceptors and more importantly all of them report the receipt to Vendor 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 Correctly in WAWF.doc Page 10 of 27 41 Service or Supply Service or Supply FFP O DOD School Purchase Any registered Acceptor DCMA or Local Office A valid DODAAC or BPN does not exist 42 Service or Supply ANY CR Or T&M Or LH D Local Unit or base M or Invoice and Receiving report (COMBO) I N/A PCO who administers the contract PCO who administers the contract I PV Public Voucher – Cost Voucher DOD Schools pose a problem because they may not have or 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 for billing purposed. Receipt acceptance must also be accomplished. Using Note 11 you can establish an OTHER acceptor. 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 Correctly in WAWF.doc Page 11 of 27 Pricing # of Billings I&A Ship To See Note 18. Mark For Acceptor/Inspector Admin Office Pay Office Explanation of Abbreviations FFP Firm Fixed Price CR Cost Reimbursable LH Labor Hours T&M Time and Materials O Once M Multiple S Source D Destination D/O Destination with Acceptance at Other. The Other DODAAC or BPN must be is different from the ship to DODAAC. In MOCAS O = D. COC Certificate of Conformance DODAAC Department of Defense Activity Address Code MAPAC Military Assistance Program Address Code BPN Business Partner Number Y Mark Fors are intended only for local base use. Special procedures are needed to input them in WAWF. See note 13. ACO Administrative Contracting Officer DCMA Defense Contract Management Agency DCAA Defense Contract Audit Agency DHHA Department of Health and Human Services PCO Procuring Contracting Officer D DCMA L Local Contract Office or PCO M MOCAS I IAPS F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 12 of 27 Note 1. Invoice and Receiving Report (Combo) The COMBO can be used for both supplies and services. Check Supply if your CLIN is for: Data National Stock Numbered Items (NSNs), Pseudo NSNs, and Services with units of issue like Month (MO) or Each (EA) Check Service if your CLIN is for: Services with a unit of issue of 1 LO (or 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 report. Note 3. Reserved Note 4. Processing of Interim and Final Cost Vouchers in WAWF As of 6 Mar 2006 When the vendor creates a voucher, they need to enter data into the DCAA Auditor and Service Approver fields. The Service Approver is normally 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 vendor input a DCAA or PCO/COTR code into the Service Approver Field, but that is really not what is supposed to go there. F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 13 of 27 If a buying activity’s DoDAAC is entered into the Issue by DoDAAC field, those folks registered in WAWF for that DoDAAC in the Issued by View Only Role will be able to see the voucher. There’s no need for their code to be used as the Service Approver and their code should not be used if they aren’t going to be approving the final voucher. As long as the DCAA Auditor DoDAAC is entered -- and it will be because it’s a mandatory field -- DCAA will be able to see the vouchers. There’s no need for their code to be used as the Service Approver. The administration office will get a copy anyhow. The main purpose of the Service Approver Field is for cases where the office signing the final voucher is not the same as the office administering the contract. For example: Robins AFB is the administering office but DCMA Dayton is to sign the final voucher. If a Robins’ DoDAAC is entered as the Service 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 Service Approver fields). Where DCMA, for example, is going to approve the final voucher, vendors should be consistent and enter the DCMA DoDAAC in the Service Approver Field even on interim vouchers. The above applies regardless of whether or not the vendor 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 for vouchers. Again, the proper way is the DoDAAC of the office signing the final voucher is entered as the Service Approver even on interim vouchers -- regardless of who is administering the contract and regardless of whether or not the vendor is on direct bill. The vendor should still, where contractually required, submit a final Receiving Report. The COTR/QAE responsible for acceptance processes the Receiving Report (preferably this is all done in WAWF). Once that and all other contractual matters have been completed, the ACO/Service Approver can approve the final voucher. 16.301-3 -- Limitations. (a) A cost-reimbursement contract may be used only when -(1) The contractor’s accounting system is adequate for determining costs applicable to the contract; and (2) Appropriate Government surveillance during performance will provide reasonable assurance that efficient methods and effective cost controls are used; F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 14 of 27 Note 5. Certified Invoices Air Force 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 prior approval by the Chief of the Contracting Office. The FAR requirement for certification of invoices exists only for payments under Transportation Contracts and Transportation-Related Services Contracts (FAR 52.232-4) and payments under Fixed-Priced Construction Contracts (52.232-5). For additional guidance see: https://www.safaq.hq.af.mil/contracting/policy/AQC/policy-2005/05-c-02.pdf Note 6. WInS is ONLY used for INVOICE SUBMITTAL Used ONLY if your invoice goes DIRECT to DFAS; no “Approvals”, no “Receiving Reports” capability WInS was phased out for “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 32.1001(a) and the DoD PBP, Performance Based Payments (PBPs) are the preferred government financing method when the contracting officer finds them practical, and the contractor agrees to their use. Progress Payments are often administered by DCMA, but may also be administered locally. When locally administered the vendor’s internal controls should be reviewed before 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 before the first progress payment is paid, and done again annually. The FAR and DFARS sections for Progress Payments state the Administrative Contracting Officer is responsible to ensure that before any progress payment amount is paid, that the necessary reviews and controls were performed. (See FAR 32.503-2 -- Supervision of Progress Payments, FAR 32.503-3 -- Initiation of Progress Payments and Review of Accounting System, FAR 32.503-4 -- Approval of Progress Payment Requests, FAR 32.503-5 -- Administration of Progress Payments, and DFARS 232.503-15 Application of Government title terms.) F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 15 of 27 Note 8. System Support by Type of Invoice Document WAWF WINS EDI Invoice SUPPORTED SUPPORTED SUPPORTED Invoice FAST PAY Service 2-in-1 CICON Construction Invoice Commercial Item Financing PBP Performance Based Payments PP Progress Payments Receiving Report Invoice and Receiving report (COMBO) Service or Supply Cost Voucher SUPPORTED SUPPORTED SUPPORTED Not Supported Not Supported Not Supported Not Supported SUPPORTED Not Supported Not Supported SUPPORTED Not Supported Not Supported SUPPORTED Not Supported Not Supported SUPPORTED SUPPORTED Not Supported Not Supported Not Supported Not Supported 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 Force and we will conduct our own testing. 1. DCMA may be asked to perform preliminary inspection by observing the vendor testing and signing off on the observed results. However, in order for the FAM at Robins to sign off as the Inspector we must have our DODAAC entered in the Inspection DODDAC. DCMA’s comments will have to come via an alternate rout like email. 2. The vendor submits a stand alone receiving report when they ship their FA to their Contract Management Office (CMO, i.e. DCMA). The CMO inputs the shipper into MOCAS. The FA receiving report should use the DODAAC of the FA Manager (FAM) in the Inspection DODAAC. 3. Some contracts contain a requirement 10 days prior to shipment that the FAM be notified so the Government can prepare for receipt of the FA and subsequent testing. F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 16 of 27 4. When test plan and/or a test report is required, the government will specify in the contract a period of time to evaluate the test plan and/or a test report. Because of this evaluation period the vendor should submit only a receiving report in WAWF when the test plan and/or a test report is delivered to the government. 5. The FA is sent to the ship to DODAAC specified in the contract, such as FD2060. 6. The shipment must have a packing slip (DD 250) attached to the FA. 7. Some contracts request that the vendor also provide a return shipping label if the FA fails testing and is to be return to the vendor. 8. The ship to point receives the FA and send it to the organization that will perform the testing (Usually this is the First Article Test Unit). 9. When the FA is received, the Test Unit informs the FAM that the FA has arrived. 10. If a test plan and/or a test report are received with the FA they will be given to the engineer assigned to this FA. 11. Comments on the Test Plans and/or Test Reports will be reported 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, or rejected. Conditional acceptance is still acceptance from a payment perspective, however the conditions should be entered into the Inspectors comments or made an attachment to the WAWF submission. 15. After receipt of the test results and completion of the Inspection by the FAM the PCO or PCO’s representative will: A. Accept or reject the Test Plan and/or Test Report in WAWF B. Informs the vendor in writing of the results of the FA testing. C. Accept or rejects the FA in WAWF. 16 Only after the Test Plan, or Test Report, or FA has been accepted in WAWF should the vendor create the stand alone INVOICE for 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 corresponding receiving report. 18. Production Units: F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 17 of 27 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 Inspector’s and the Acceptor’s email addresses must be added to the "Additional Email 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 performs the FAM’s duties. When the items are commercial and we may not have the FA shipped to base for testing. Instead we may rely up test data supplied by the vendor that demonstrates that it meets the Air Force’s requirements. Often this data is verified by a DCMA Quality Assurance Representative (QAR). Prior to submission to the engineer of record. Each contract must define, how the process will work for that contract, who will perform what duty, and what codes are to be used. If this information 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 Correctly in WAWF.doc Page 18 of 27 Note 10 Requisition Numbers Requisition Numbers are found in all CLINs that are being shipped direct to the requesting organization. These affect transportation in route and facilitate delivery at destination. WAWF has a MILSTRIP tab for this information. 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 or the mark for to accept a shipment. This works equally well for services or 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 Acceptor at Other DODAAC must be a valid DODAAC. The person who will do the acceptance must be registered in WAWF as an acceptor for the DODAAC cited. Their name, phone number, and email address must be listed in the contract. The vendor should use a COMBO. On the initial screen they will input other for the inspection and acceptance points as shown below: F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 19 of 27 They will enter the Acceptor 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 vendor must and select Supplies or Services as appropriate F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 20 of 27 After the submission has been accepted by WAWF the vendor must enter the Acceptors email address in the Additional E-Mail notifications. After the acceptor is notified by e-mail that the submission has been input into WAWF they must accept the shipment. After the acceptor at other DODAAC has accepted the receiving report in WAWF DFAS can process the invoice for payment. F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 21 of 27 Note 12 MANUALLY processing a receiving reports: a. Have the vendor prepare a DD 250 and send it to the person who will accept the shipment. Ideally this would be someone in the Mark For organization. b. For 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 report fax it to the appropriate DFAS regional fax number below: Contract Pay Faxes MOCAS North fax MOCAS South fax MOCAS West fax 1-866-837-8036 1-866-473-5429 1-877-749-4843 d. Once the signed receiving report has been faxed to DFAS, call the customer service number for your vendor and verify that they received the fax and have processed the DD 250. DFAS Columbus Customer Service 1-800-756-4571 (614) 693-8507 Contract Pay (MOCAS) Company names beginning with A-K Company names beginning with L-Z Option 1, Option 1 Option 1, Option 2 e. Once the receiving report has been processed by DFAS your vendor’s invoice may be paid. Note 13 Entry of Y Mark For Codes. The Y marks for codes (YAZ420, YAZ653, etc.) are supplementary address codes. They are defined in AFMAN 23-110 Volume 1, Part 4, Chapter 1, ATTACHMENT 1A-13. These codes were never intended to be significant to anyone other than the originator of a purchase request. However, they have become widely used within the Air Force. The SBSS (Standard Base Supply System) has used these Y codes as a means to determine who the materials is for when it is received at the Ship To point (the local SBSS warehouse). Before WAWF it apparently didn't matter that the code was only significant to that base. Now that WAWF is checking the Mark For code in DAASC it is no longer true that these Y mark fors are not significant to other than the originator. WAWF will not accept the Y mark for codes in the Mark For Code field so an alternate procedure is needed as described below: F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 22 of 27 On the DD 250 the mark for is block 14. It is composed of 2 separate items: a mark for code and a mark for text field. The mark for code is entered into the code field. The local unit’s name and address are entered into the text field. WAWF has a place for both the Mark For code and the Mark For text too. The Mark for 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 for is not a valid DODAAC it can not be entered into this field. Leave the Mark For field blank and proceed to the Mark For tab. F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 23 of 27 The Mark For text field is a tab in the receiving report. The Mark For tab is located on the top of the WAWF screen along with the Header and Line Item tabs. The Mark For Tab is the equivalent of the body of the paper DD 250 block 14. Under the Mark For tab there is a Mark For Rep and a Mark For Secondary columns. In the Mark For Rep enter the Y mark for code and any unit information that has been provided. Note 14 Repair Mark Fors Mark for information is an important issue in repairable item. The following instructions are used in Robins AFB contracts. While the specific information to be entered into the Mark For tab are different than in note 13 above the procedure work exactly the same way. Repairable Items Being Returned From a Vendor (MAY 2006) A. When repairable items are returned to the warehouse after being repaired by a vendor it is critical that they be distinguished from new item purchases. Repairables must therefore be identified on the Material Inspection and Receiving Report (MIRR) (DD 250) that accompanies the shipment as follows: 1. For vendors who prepare paper DD 250s as stand alone documents using a typewriter or a PC, enter “Serviceable Assets shipped from a Repair Contractor. Input Receipt using Doc ID “D4M’ to the Air Force Owner RI” in the body of block 14. Leave the code block blank. F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 24 of 27 2. For vendors who use Wide Area Work Flow (WAWF) to prepare the DD 250 by printing them out of WAWF a different procedure is needed. In WAWF there is a Mark For field and a Mark For tab. (a) Mark For field: This field is the equivalent of the code field of block 14. Leave the Mark For field blank and proceed to the Mark For tab. (b) Mark For tab: The Mark For tab is located on the top of the WAWF screen along with the Header and Line Item tabs. The Mark For Tab is the equivalent of the body of the paper DD 250 block 14. Under the Mark For tab there is a Mark For Rep and a Mark For Secondary columns. In the Mark For Rep enter “Serviceable Assets shipped from a Repair Contractor. Input Receipt using Doc ID “D4M’ to the Air Force Owner RI”. Note 15 DCMA’s transportation officer provides new ship to DODAAC When we have a destination that is overseas, the DCMA transportation officer may direct that the shipper use a ship to DODAAC that is not found in the contract. From a transportation 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 port of embarkation and then military transportation to destination. So to go to Japan or Korea we ship the material first to W62N2A and then to its final destination. W62N2A XU DEF DIST DEPOT SAN JOAQUIN CCP WHSE 30 25600 SOUTH CHRISMAN RD TRACY CA 95304-5000 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 17070-5001 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 origin or source. F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 25 of 27 Note 16. Invoice Numbering Invoices can be any combination of letters or numbers up to 8 digits long. Invoice number cannot repeat on a given contract. If and invoice is rejected or recalled and then voided the original invoice number can be reused. If and original invoice will remain in WAWF even though a new invoice is needed, then the original invoice can not be reused. Further, a variation on the original 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 Correction Actions by Vendors If a government user rejects a WAWF invoice (including 2n1s, COMBOs, etc.) to the vendor, the vendor may correct and “resubmit” the same invoice if a correction is needed for the following: • DoDAAC • Issue By • Admin By • Inspected By • Accepted By • LPO • Pay By Line items (Contract Line Item Number or CLIN) Discounts Miscellaneous Amounts Note: Original Invoice Number remains unchanged upon resubmission Vendors must “void” the rejected invoice and create a new one if a correction is needed for the following: • Contract Number • Delivery Order Number • Issue Date • Shipment Number • Shipment Date • Invoice Number • Invoice Date Once the rejected invoice is voided, vendor should create and submit a new invoice. Note: The Original Invoice Number can be used for 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 Correctly in WAWF.doc Page 26 of 27 Note 18. A Valid Ship To is MANDATORY for all shipments. All WAWF documents require a valid ship to code (or 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), or a Business Partner Number (BPN). The government must provide the code. The code may be for a vendor location. Codes for vendor locations begin with EZ or EY depending upon whether the item is a repairable or some other kind of government owned property. Air Force contracting officers may obtain vendor codes from https://dodaac.wpafb.af.mil Vendors may not perform government acceptance. If the item is being shipped to a vendor the government must perform acceptance at origin or 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 for these contracts are usually submitted to and paid by MOCAS. In this case DCMA is directly involved in invoices for cost based Services contracts, contracts that authorizes Progress Payments, contracts that Installment Payments, or contract that authorizes Performance Based Payments. When vendors are authorized interim cost voucher payments DCAA is also involved. The situation changes completely when contract administration is retained locally, which is the norm for all operational contracting offices. DCMA and DCAA usually have no support role in operational contracts. The payment office will not be MOCAS. For Air Force contracts it will likely be IAPS instead. The contracting officer will make all determinations. For Progress Payments, contracts that Installment Payments, or contract that authorizes Performance Based Payments the only difference is the code that is entered for the ADMIN OFFICE in WAWF. For cost based contracts a COMBO is used in place of a voucher. This allows the local contracting officer to review the vendor’s performance prior to payment. F:\NCMA\NCMA Feb News\How to Invoice Correctly in WAWF.doc Page 27 of 27
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