GSA ASSIST – Central Invoice Service (CIS)

1. GSA ASSIST – Central Invoice Service (CIS) Live Training for GSA Contractors

2. Introduction Topics Glossary Purpose of Session: • To provide training to GSA Contractors for the new Assisted Services Shared Information System (ASSIST) Central Invoice Service (CIS) Presenter: • Reed Fazio, Business Analyst, TechFlow, Inc. • Email: reed.fazio@gsa.govor rfazio@techflow.com 2

3. In This Training, You Will Learn… Topics Glossary The pages and forms that comprise the ASSIST Central Invoice Service How to submit Invoices in CIS How to track Invoice acceptance activity How to navigate the CIS modules and documents Training: 60 minutes Question and Answer: 30 minutes 3

4. Topics Topics Glossary Overview Contractor Benefits CIS Navigation Invoicing/Acceptance Workflow Invoice Submission Invoice History Acceptance Reports In-Process Invoice Tracking Invoice Payment Tracking Data Migration 4

5. Systems and Acronyms Topics Glossary 5

6. Overview Topics Glossary The ASSIST Central Invoice Service (CIS) provides a centralized environment for GSA Contractors to submit Invoices for acquisitions with FEDSIM and the Regional contracting offices CIS replaces and consolidates the Invoice and acceptance functionality in the Tracking and Ordering System (TOS), and Information Technology Solutions Shop (ITSS) applications CIS modules and documents are integrated with the acquisition systems to provide an intuitive, contiguous user experience 6

7. Contractor Benefits Topics Glossary Common invoicing experience for contractors with acquisitions in TOS and ITSS Fewer rejections, as the service includes streamlined, enhanced Invoice entry and validations to prevent submission errors Greater transparency with Invoice payment tracking information For ITSS acquisitions…no more dual submission!...a single Invoice submission into the Central Invoice Service eliminates any need for redundant submission to GSA Finance and ITSS Better reporting via real-time, on-demand reports available at your fingertips Convenient summary details about historical and in-process Invoices combining all Invoices across applications Improved helpcontent with extensive ‘tool-tips’ and ‘in-form’ help 7

8. CIS Navigation Topics Glossary 8

9. CIS Navigation – Modules Topics Glossary CIS Introduces four new ASSIST modules for Contractor Users: • Invoice Form  Official Invoice document • Acceptance Report Form Documents GSA Acceptance • Invoice History Page  Record of all Invoicing activity for a specific acquisition • In-Process Invoices Page  Provides tracking of Invoice processing activity 9

10. CIS Navigation Topics Glossary ASSIST Portal • “Direct Access to Web Services” portlet displays link direct to In-Process Invoices page Order Navigator • Displayed on “view” CIS pages  Provides navigation throughout the entire order package (ASSIST components as well as ITSS/TOS) Invoice/Acceptance Report • Links allow quick navigation between pages 10

11. CIS Navigation Topics Glossary Order Package • ITSS/TOS Order Packages displays “Invoices and Acceptance Reports” link directing users to the Invoice History page for the acquisition 11

12. Workflow Topics Glossary 12

13. CIS Workflow Topics Glossary 13

14. Invoice Submission Topics Glossary 14

15. NBA Invoice Submission (CIS) Success! Topics Glossary 15

16. RBA Invoice Submission (CIS) Success! Topics Glossary 16

17. Invoice Form Topics Glossary Official Invoice is submitted in CIS Pre-populated with data from the most recent award • Order Info • Remittance address • Points of Contact • Schedule of Supplies and Services An attached copy of the Invoice and required supporting documentation is mandatory 17

18. Invoice Form – Top Section CIS appends ACT Number to ensure uniqueness in GSA Finance system – should be included when searching for Invoices by Invoice Number Improved discount terms may be provided for the specific Invoice submission Comments may be entered Topics Glossary 18

19. Invoice Form – Middle Section Information populated from most recent award Topics Glossary 19

20. Invoice Form – Schedule of Supplies and Services (NBA) Available balance for the Acquisition, Invoice Total may not exceed the Available Balance Enter service period Begin/End dates for Service Item Numbers OR Ship date for commodities/ deliverables Enter Quantity/Unit Price – Invoice Amount calculated dynamically POP of the Acquisition –Performance Begin/End dates entered must be within the range Use ‘twisties’ to show Item Number balance information. Invoice Total calculated dynamically Topics Glossary Item Numbers from most recent award 20

21. Invoice Form – Schedule of Supplies and Services (RBA) Enter service period Begin/End dates for service Item Numbers. Must be within the POP date range for the item number POP/Delivery dates per Item Number from most recent award Enter Invoice Amounts per Item Number Use ‘twisties’ to show Item Number balance information – Invoice Amounts may not exceed the Balance Invoice Total calculated dynamically Enter the ship date for Commodity Item Numbers. Must be after the award date Topics Glossary Item Numbers from most recent award 21

22. Invoice Form – Breakout (RBA) Dynamic calculation aids distribution Distribute Item Number Invoice amount to available categories Topics Glossary For RBA orders ONLY • Required on a limited basis, specified at the order level Clients may require detailed information on their bills – Contractors must provide granular breakout of Invoiced Item Numbers to applicable work categories • Available categories based on Item Number type 22

23. Invoice Form – Attachments 2. Attachments page displays 1. Select “Manage Attachments” button on Invoice form 4. Select “Return to Form” button 3. Select Attachments Topics Glossary File copy of Invoice and all required supporting documentation must be attached in order to submit the Invoice 23

24. Invoice Form – PDF Topics Glossary Upon submission, a PDF copy of the CIS Invoice is generated by the system for Contractor records • Provided as an attachment to the Invoice form 24

25. Help Topics Glossary Several resources are provided to guide Contractors through the CIS forms and workflow: • Field “Tool Tips”  provides guidance on data entry fields • Information Icons  provides guidance on read-only elements • “Help with this Page”  provides overarching help documentation for specific modules and related processes 25

26. Invoice History Topics Glossary 26

27. Invoice History Page “Create New Invoice” button Link to Help documentation Links navigate to Invoice/Acceptance Report forms (Acceptance Report links available once GSA acceptance provided) Grid is sortable/filterable by all fields Topics Glossary Record of all invoicing activity for a specific acquisition 27

28. Demonstration Topics Glossary 28

29. Acceptance Report Topics Glossary 29

30. Acceptance Report Topics Glossary Documents GSA Invoice approval, Invoices may be: • Accepted Invoice amount accepted in full • Partially Accepted  Portion of the Invoice amount accepted for payment • Rejected Invoice amount rejected in full 30

31. Acceptance Report (1 of 2) GSA Accepted Amount dependent upon “GSA Authorization” selection : • Accepted – full Contractor Invoice Amount accepted • Partial – GSA enters acceptable payment amounts • Rejected – set to $0.00 Invoiced/Accepted Amount totals Topics Glossary 31

32. Acceptance Report (2 of 2) GSA must provide detailed comments when partially accepting or rejecting an Invoice Topics Glossary 32

33. In-Process Invoice Tracking Topics Glossary 33

34. In-Process Invoices Tracking Topics Glossary CIS will notify Contractors when GSA rejects an Invoice • Contractors will continue to be notified of payment remittance via GSA Finance system emails Contractors are able to track their Invoices awaiting acceptance via the “In-Process Invoices” page accessible from the ASSIST Portal “Direct Access to Web Services” portlet 34

35. In-Process Invoices Page Link to Help documentation Grid is sortable/filterable – default sorted by Invoice Date Links to Invoice form Export to Excel file Topics Glossary Provides tracking of all submitted Invoices pending GSA acceptance 35

36. Invoice Payment Tracking Topics Glossary 36

37. Invoice Payment Topics Glossary Payment made by GSA Finance indicated on the Invoice form: • Payment Status • Processed Date • Payment Amount 37

38. Demonstration Topics Glossary 38

39. VITAP Invoice – Auto Rejection Effective upon CIS deployment, Contractors must submit Invoices using the new CIS process  direct submissions to VITAP will no longer be accepted Invoices submitted directly to VITAP following CIS deployment will be identified, imported to CIS and automatically rejected 39

40. Data Migration Topics Glossary 40

41. Data Migration Topics Glossary Existing Invoice/Acceptance documents in ITSS and TOS will be migrated to CIS • Invoices/Acceptance documents links no longer display in the order packages  documents are accessible via the CIS Invoice History Page • RBA Acceptance Information documents (matched) are migrated to CIS as Invoice and Acceptance Report documents • NBA Invoices and Receiving Reports are migrated to CIS as Invoice and Acceptance Report documents 41

42. Invoice Status Definitions Glossary Supplemental Workflow Diagrams Resources Topics Glossary 42

43. Invoice Status Definitions Topics Glossary 43

44. Glossary Topics Glossary 44

45. Supplemental Workflow Diagrams Topics Glossary 45

46. NBA Workflow (Pre-CIS) Topics Glossary 46

47. RBA Workflow (Pre-CIS) Topics Glossary 47

48. NBA Invoice Submission (Pre-CIS) Success! Topics Glossary 48

49. RBA Acceptance Information Submission (Pre-CIS) Success! Topics Glossary 49