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Wide Area Workflow (WAWF): Ground Fuels Vendor Introduction

Wide Area Workflow (WAWF): Ground Fuels Vendor Introduction. WAWF S creenshot Demonstration: Vendor Log-In Notice/Warning: Read and then click Accept. WAWF S creenshot Demonstration: Vendor Log-In Vendor Log-In: Type in your User ID and Password. Then click Login.

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Wide Area Workflow (WAWF): Ground Fuels Vendor Introduction

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  1. Wide Area Workflow (WAWF): Ground Fuels Vendor Introduction
  2. WAWF Screenshot Demonstration: Vendor Log-In Notice/Warning: Read and then click Accept
  3. WAWF Screenshot Demonstration: Vendor Log-In Vendor Log-In: Type in your User ID and Password. Then click Login
  4. Screenshot Demonstration: Main Screen
  5. WAWF Inspection & Acceptance Screenshot Demonstration: Create Document Create a Document: Select Vendor Tab then select “Create Document”
  6. Screenshot Demonstration: Create Document 1. Select CAGE Code/DUNS , 2. Select DoD Contract (FAR) , 3. Type in Contract Number , 4. Type in Delivery Order Number , 5. Click “Next” 4 3 1 2 5
  7. Screenshot Demonstration: Create Document Type in Pay Official “SL4701” then click “Next”
  8. Screenshot Demonstration: Combo Report Select Currency, in this case “USD” and select Energy Invoice and Energy Receiving Report (Combo)
  9. Screenshot Demonstration: Combo Report Inspection: Select Destination for the majority of Ground Fuel Items Acceptance: Select Destination for the majority of Ground Fuel Items
  10. Screenshot Demonstration: Combo Report Admin DoDAAC: Enter “SPE600” ; Ship to Code: Enter the ship-to DoDAAC Issue By DoDAAC: Enter “SPE600 ; Inspect by DoDAAC: If Inspection occurs enter it Always refer to the order document to make sure the information you enter in WAWF matches the order. This is just a TEST example
  11. Screenshot Demonstration: Receiving Report Type in Shipment Number, Shipment Date, and Invoice Number. Select Final Shipment (if last shipment), Select FOB as cited on the order (D = Destination, S = Source, 0 = Other)
  12. Screenshot Demonstration: Transportation For waterborne movements, a Transportation Method/Type must be selected(Scroll down to the bottom of header screen to see this) Only if transporting by Tanker/Barge
  13. Screenshot Demonstration: Add Line Item After Header data is filled in under the Header Tab: Click on the Line Item tab, then click “Add” under Actions To add line item on combo report
  14. Screenshot Demonstration: CLIN Information All entries with asterisks are listed in “Red” in the box below and are Mandatory Line Item entry must be the line item from the Delivery Order (not the contract line item!). When complete click on the Reference Tax TAB. Item No.: Enter the delivery order line item Stock Part No.: Enter the NSN Type: This is always going to be “FS – National Stock Number” Qty. Shipped: Enter the quantity delivered UofM: Must match the unit of measure on the delivery order. For gallons enter “U6” - Entering “U6” will pre-populate the Unit of Measure field Unit Price ($): Enter the unit price Description: Enter in the product code.
  15. Screenshot Demonstration: Tax Mandatory to answer if all taxes and fees reflected in the original Contract are applicable to this invoice, Responses Yes/No . Usually this will be Yes, unless there is a tax that is included in the price that has changed and a contract modification has not been issued to reflect the change. Note: All taxes (including FET) will be included in the unit price of the product. There will be no separate line item. The vendor will need to include the FET in the unit price.
  16. Screenshot Demonstration: Save CLIN Click “Save CLIN/SLINE/ELIN” button. You will then have an option of submitting the receiving report/invoice or adding attachments.
  17. Screenshot Demonstration: Adding Documents When adding documents, select “Browse” Find your document(s), and click “Upload” Attachments could include substantiating documentation, e.g., Delivery tickets. This is an optional step By clicking on ‘browse’ the user can access their document files and select saved document they want to attach The name of the file to be attached cannot have spaces or special characters WAWF will allow attachment of any file as long as it’s under 5MB
  18. Screenshot Demonstration: Adding Comments To record comments, select the “Comments” TAB and enter comments Comments are for the vendor. Vendors can enter anything they want here.
  19. Screenshot Demonstration: Submitting Combo Once your entries for the Invoice and Receiving Report are completed, click “Submit” on any TAB. Recommend reviewing Header information before clicking “Submit”.
  20. Screenshot Demonstration: Success Notice After the combo is submitted, you will receive a “success” notification and will be given the opportunity to send additional email notifications. Notifications are forwarded to the originator of the document as well as the next individual(s) to take action. E-mail addresses are established when the vendor first registers to use WAWF. It is the responsibility of the Vendor to forward the e-mails to the individuals that must take action.
  21. Wide Area Workflow (WAWF): Recall an Invoice
  22. Screenshot Demonstration: Recall 2-in-1 Invoice You (the vendor) can recall an invoice for a variety of reasons including date change, quantity change, unit of measure, cost/price, etc. The next slides demonstrate how to perform a line item change on an invoice.
  23. Screenshot Demonstration: Recall 2-in-1 Invoice If your 2-in-1 Invoice is in Submitted or Resubmitted status, you (the vendor) can recall it back to make a correction. There are seven steps in recalling a 2-in-1 Invoice including: Log into WAWF and expand the Vendor menu. Click on the sub-link “View Vendor Documents” and locate the invoice you wish to correct. Next to the status columns, click on the blue hyperlink “R” under “Recall RR” or “Recall Invoice” headers. The header tab of the invoice selected will display in editable mode. Make the necessary changes and click “Create Document” button. Click on “Misc. Info” tab and attach any supporting documentation. Come back to the header tab and click the “Submit” button.
  24. Screenshot Demonstration: Recall 2-in-1 Invoice Step 1: Log into WAWF. Click on the Vendor TAB and select the “History Folder”
  25. Screenshot Demonstration: Recall 2-in-1 Invoice Step 2: Select your Cage Code/DUNS Number (required). If you know the contract number and deliver order number enter it to narrow the search results.
  26. Screenshot Demonstration: Recall 2-in-1 Invoice Step 3: Click “R” to open the Receiving Report to edit the document. YouCANNOT change the Header Details, which include: Contract Number Delivery Order Number Inspection/Acceptance Points Shipment/Invoice Number Shipment/Invoice Date Final Shipment Y/N field You will have to Void the Receiving Report/Invoice and Resubmit it.
  27. Screenshot Demonstration: Recall 2-in-1 Invoice The Vendor - Energy Receiving Report data screen is displayed
  28. Screenshot Demonstration: Recall 2-in-1 Invoice Example: Changing the Item No. to 0002 from 0001 Step 4: Click the “Line Item” TAB. Then click edit
  29. Screenshot Demonstration: Recall 2-in-1 Invoice Step 5: Change Item No. to 0002 from 0001
  30. Screenshot Demonstration: Recall 2-in-1 Invoice Step 6: Click “Save CLIN/SLIN/ELIN”
  31. Screenshot Demonstration: Recall 2-in-1 Invoice Step 7: Click “Submit”
  32. Screenshot Demonstration: Recall 2-in-1 Invoice Step 7: Successfully recalled and submitted
  33. Additional Contacts Vendor Technical Support provided by DISA Ogden Electronic Business Service Desk: Account Setup Password Issues Contact information: CSCASSIG@CSD.DISA.MILor 866-618-5988 For Functional Support please contact the DLA Energy Help Desk at 800-446-4950 or email energy.procurementbpa@dla.mil
  34. Vendor - Helpful Links for Registration System for Award Management (SAM) Vendor Registration (you must now register in SAM, not the CCR as prescribed by DFARS 252.232.7006 (Jun2012): https://www.sam.gov/portal/public/SAM/portal WAWF Web Site: https://wawf.eb.mil/xhtml/unauth/web/homepage/HomePage.xhtml Vendor account self-registration: https://wawf.eb.mil/xhtml/unauth/web/homepage/VendorGettingStartedHelp.xhtml Review online training modules for creating documents: https://wawftraining.eb.mil/xhtml/unauth/web/wbt/WbtMainMenu.xhtml 34
  35. Wide Area Workflow Vendors Toolbox WAWF Homepage/Production Site: https://wawf.eb.mil WAWF Online Training Site: https://wawftraining.eb.mil/xhtml/unauth/web/wbt/WbtMainMenu.xhtml WAWF Practice Site: https://wawftraining.eb.mil/ Payment Status MyInvoice: https://myinvoice.csd.disa.mil
  36. QUESTIONS?
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