Reporting Purchase Data in the GWAC Management Module (GWAC MM)

Reporting Purchase Data in the GWAC Management Module (GWAC MM) GWAC Training

Training Objectives • Upon completion of this presentation, readers should be able to: • Identify the different ways to report Purchase Data • Describe the differences between the two File Upload functions (Line items vs. Package) • Successfully report Purchase Data in the GWAC Management Module

The Reporting Purchase Data Process Diagram The next slide displays a diagram that describes the actions of both the contractor and GWAC Management Module when reporting purchase data. • To read the diagram, begin at “start” • A diamond indicates a decision point • A rectangle indicates an action or step in the process • Contractor behavior is depicted in the top lane • GWAC MM system behavior is depicted in the bottom lane

Process Diagram Users can report purchase data as soon as the order package is created Contractor GWAC MM

Upload File vs. Upload Package The Upload File function allows the user to upload line item data for a single invoice for a single order at a time Data contained in each file

Upload File vs. Upload Package The Upload Package function allows the user to upload line item data and invoice data for multiple invoices for multiple orders within a single file Data contained in file

1) Reporting via Manual Entry If the Contractor reports Purchase Data manually then the process will follow the path outlined in red below Contractor GWAC MM

Contractor Homepage Click the Enter New Purchase Data Quick Link to open the Purchase Data module

Reporting Purchase Data via Manual entry / Contractor user / Edit mode Enter invoice-level data above the line item table Select the Order Number from the drop-down list. The Order Number needs to be selected first so that the GWAC MM can load the Type drop-down list with the appropriate CLIN types. Enter the Invoice Date Enter an Invoice Number. Invoice Number must be unique to the order.

Reporting Purchase Data via Manual entry / Bottom of form / Contractor user / Edit mode Enter the invoice line item details. Each invoice must have at least one line item. For each line item, enter a Line ID unique to the invoice, up to ten(10) alphanumeric characters For each line item, select the CLIN Type from the drop-down list of all CLIN Types associated with the Contract Family • For each line item, select the location from the drop-down list: • N/A • Government Site • Contractor Site For each line item, enter the Description

Reporting Purchase Data via Manual entry / Bottom of form / Contractor user / Edit mode For each line item, enter the Quantity For each line item, enter the Price For each line item, select the Unit Click the red X to remove the corresponding line item Click the Add Line Item button to add a new line item to the bottom of the form

Reporting Purchase Data via Manual entry / Bottom of form / Contractor user / Edit mode The Total for each line item is calculated: Total = Price X Quantity The Computed Total is the sum of all line item Total amounts Click Submit to validate the Purchase Data. If successful, a confirmation page will be displayed. Click Cancel to close without saving

Purchase Data Validation Messages / Bottom of form / Contractor user / Edit mode Upon Submit the GWAC MM will validate all field values. Validation error messages are displayed next to the invalid data. Once the user fixes the data, they can click Submit to re-validate the data.

Validations Regardless of the method used to report Purchase Data, the GWAC MM enforces the following validations:

Purchase Data Confirmation Page Upon successful validation of the Purchase Data, the GWAC MM will display a confirmation page

2) Purchase Data: Upload a File with Line Items If the Contractor reports Purchase Data by uploading line items for a single invoice then the process will follow the path outlined in red below To upload a file with line item data, the user navigates to the Purchase Data module as if they were going to manually enter the data Contractor GWAC MM

Reporting Purchase Data via Upload Line Items / Contractor user / Edit mode • Populate the top portion of the Purchase Data form: • Select the Order Number • Enter Invoice Number • Enter Invoice Date • The Order Number needs to be selected before uploading the file so that the GWAC MM can match the file values with the appropriate CLIN types for the order. Click Browse to identify the file containing the line item data

Reporting Purchase Data via Upload Line Items / Contractor user / Edit mode 1) Browse your computer to select the file to upload 2) Click Open and the system will populate the filename in the Upload Invoice Data field 3) Click Upload and the GWAC MM will attempt to input each row from the file and display it within the GWAC MM user interface

Reporting Purchase Data via Upload Line Items / Contractor user / Edit mode If the line item values are valid then the system will display all uploaded line items within the Purchase Data form. If one of the file fields is left empty or is improperly formatted then the GWAC MM will display an error message. All line items uploaded to a Purchase Data record are appended to the end of the line item list When uploading line items (and not a package) the system only pre-populates the line items. The user must still click Submit to complete validation and submission.

Reporting Purchase Data via Upload Line Items / Contractor user / Edit mode Each time the user uploads line items using the upload file function, all line items in the file are appended to the end of the Purchase Data record. Therefore, users have the ability to append line items to an existing Purchase Data record. Validations will be run upon submission of the Purchase Data record on all line items, ensuring that all Line IDs are unique regardless of when or how the line items were added.

File Requirements File Types Supported by Both Upload Functions

File Field Codes/Abbreviations File Field Codes/Abbreviations Supported by Both File Types When uploading a file (either a file with line items or a package), the system will accept either the Description or Code value for the three (3) fields outlined in the table below • The Type column within a file can have: • the exact CLIN type description displayed in the user interface, or • the CLIN Code as identified in each specific contract • The Location column within a file can have: • the Location description, or • the Location code • The Unit column within a file can have: • the Unit description, or • the Unit abbreviation

Excel File Requirements for Upload File (Line Items) File Requirements: Excel Spreadsheet • Only data from the first sheet in the file will be uploaded • The first row (header row) will be ignored • All cells need to be formatted as General • All cells should be clear of formatting • Select all cells in the sheet • Editing / Clear / Clear Formats • Minimum number of line items is 2 • Maximum number of line items is 1,000 • The file can be named anything

.CSV File Requirements for Upload File (Line Items) File Requirements: Comma Separated Value (.csv) The first row within the file is not ignored – do not include a header row Each field value, including numbers must be enclosed in double quotes Field values (columns) are separated by commas with no spaces in between the commas and double-quotes A line item value cannot contain a double quote since the system uses the quote to indicate the start/stop of each value, e.g.,“contract access fee “caf” payment”, Minimum number of line items is 2 Maximum number of line items is 1,000 The file can be named anything

3) Uploading a Package of Purchase Data If the Contractor reports Purchase Data by uploading a package of purchase data then the process will follow the path outlined in red below Contractor GWAC MM

Reporting Purchase Data via Upload Package / Contractor user / Edit mode Data does not need to be entered on this form if uploading a package because the file will contain the order number, invoice number, and invoice date Click Upload Package to open the Upload Package module

Reporting Purchase Data via Upload Package / Contractor user 1) Browse to select the file containing purchase data formatted as a package • 2) Click Upload and the GWAC MM will: • Verify the file type • Validate the order(s) • Validate the invoice data • Validate the line item data

Reporting Purchase Data via Upload Package / Package Upload Summary / Contractor user Summary information at the top displays the number of invoices that successfully passed validation and failed validation Click on the Invoice Number link to view the line item validation errors Click on the Invoice Number to see the successfully validated line items that will be submitted Click Submit All Valid Invoices to submit the successfully validated invoices

Reporting Purchase Data via Upload Package / Purchase Data Validation Errors / Contractor user View the errors identified at the line item level. If an invoice has at least one error then the system will not upload the invoice. The system will only upload invoices that are completely error-free.

Reporting Purchase Data via Upload Package / Valid Purchase Data Details / Contractor user Users can verify the Purchase Data details for purchase data records the did not contain errors

Reporting Purchase Data via Upload Package / Purchase Data Package Upload Success / Contractor user After clicking Submit All Valid Invoices the GWAC MM will display a confirmation page with the invoices successfully uploaded and the invoices that failed upload (if any) Users can fix erroneous files and click Upload Another Package to try again

Excel File Requirements for Upload Package (Multiple Invoices/Multiple Orders) Package File Requirements: Excel The Excel file values must be ordered in the expected order from left to right: Order Number | Invoice Number | Invoice Date | Line Id | Type | Description | Location | Price | Quantity | Unit • The worksheet must be named ‘gsa_gwac_upload’ • All other sheets will be ignored • The first row (header row) will be ignored • If using a field Code then format the cell as text to preserve any leading zeros, i.e. CLIN type ‘040’

.CSV File Requirements for Upload Package (Multiple Invoices/Multiple Orders) Package File Requirements: CSV The .CSV file values must be ordered in the expected order from left to right: Order Number | Invoice Number | Invoice Date | Line Id | Type | Description | Location | Price | Quantity | Unit The same .csv file requirements that apply when uploading line items applies when uploading a package The only difference in the .csv file is the increase in the number of fields from seven to ten (to include Order Number, Invoice Number, Invoice Date)

4) Reporting Using Web Services Web Services technology allows contractors to submit Purchase Data from their systems directly to the GWAC MM without needing to login to the GWAC MM user interface. If the Contractor reports Purchase Data using Web Services then the process will follow the path outlined in red Contractor GWAC MM

Using Web Services • Using web services, contractors may: • Add purchase data • Edit existing purchase data: update invoice number, invoice date, or line item data • Delete purchase data line items • Contractors must develop web services on their end in order for their system to transmit purchase data from their system to the GWAC MM. • If interested in utilizing Web Services, please contact the GWAC Program Office for the GWAC MM Web Services specifications.

Questions & Support • For questions regarding GWAC Policy please contact jacques.malebranche@gsa.gov • For questions regarding the GWAC Upload Purchase Data training module please contact RBA Technical Support: • Phone: (877) 472-4877 • Email: AASBS.helpdesk@gsa.gov

Reporting Purchase Data in the GWAC Management Module (GWAC MM)