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 Outdated or inaccurate EFT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]
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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
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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*
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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
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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.
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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
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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
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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
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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
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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
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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.
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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;
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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.)
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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.
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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:
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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.
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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:
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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
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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.
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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:
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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.
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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.
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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.
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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
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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.
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