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Federal Acquisition Service U.S. General Services Administration Reporting Purchase Data in the GWAC Management Module (GWAC MM) GWAC Training
Federal Acquisition Service
U.S. General Services Administration
Reporting Purchase Data in the GWAC Management Module
(GWAC MM)GWAC Training
Federal Acquisition Service
U.S. General Services Administration
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
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Federal Acquisition Service
U.S. General Services Administration
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
The Reporting Purchase Data Process Diagram
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Process Diagram
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Users can report purchase data as soon as the order package is created
Upload File vs. Upload Package
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Upload File
Upload File
Upload File
Upload File
Upload File
Order A: Invoice 1
Line Item 1
Line Item 2
Line Item 3
Order A: Invoice 2
Line Item 1
Order B: Invoice 1
Line Item 1
Line Item 2
Order B: Invoice 2
Line Item 1
Line Item 2
Line Item 3
Order C: Invoice 1
Line Item 1
Line Item 2
The Upload File function allows the user to upload line item data for a single invoice for a single order at a time
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Upload File vs. Upload Package
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Upload PackageOrder A: Invoice 1
Line Item 1
Line Item 2
Line Item 3
Order A: Invoice 2
Line Item 1
Order B: Invoice 1
Line Item 1
Line Item 2
Order B: Invoice 2
Line Item 1
Line Item 2
Line Item 3
Order C: Invoice 1
Line Item 1
Line Item 2
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
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1) Reporting via Manual Entry
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If the Contractor reports Purchase Data manually then the process will follow the path outlined in red below
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Contractor Homepage
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Click the Enter New Purchase Data Quick Link to open the Purchase Data module
Reporting Purchase Data via Manual entry / Contractor user / Edit mode
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Enter an Invoice Number.
Invoice Number must be unique to the order.
Enter the Invoice Date
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.
Reporting Purchase Data via Manual entry / Bottom of form / Contractor user / Edit mode
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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, enter the Description
For each line item, select the location from the drop-down list:• N/A• Government Site• Contractor Site
Enter the invoice line item details. Each invoice must have at least one line item.
Reporting Purchase Data via Manual entry / Bottom of form / Contractor user / Edit mode
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For each line item, enter the Price
For each line item, enter the Quantity
For each line item, select the Unit
Click the red X to remove the corresponding line itemClick 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
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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.
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Validations
Field ValidationInvoice Number
Must be unique among all invoice numbers for the order. If you upload a Purchase Data Package, the invoice number must be unique. The GWAC MM will not overwrite data with an existing invoice number.
Line ID Must be unique among all line items on the invoice
Invoice Date Must be in valid date format, i.e. “01/01/2011”
Type Must be a valid type available for the contract family of the contract under which the order was awarded
Description Cannot exceed 255 characters
Computed Total
The sum of all Purchase Data Totals cannot exceed the current award amount.
All Fields Each field must have a value, except the Upload Invoice Data field.
Regardless of the method used to report Purchase Data, the GWAC MM enforces the following validations:
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Purchase Data Confirmation Page
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Upon successful validation of the Purchase Data, the GWAC MM will display a confirmation page
2) Purchase Data: Upload a File with Line Items
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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
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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
Reporting Purchase Data via Upload Line Items / Contractor user / Edit mode
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Populate the top portion of the Purchase Data form:1) Select the Order Number 2) Enter Invoice Number3) 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
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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
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All line items uploaded to a Purchase Data record are appended to the end of the line item list
If one of the file fields is left empty or is improperly formatted then the GWAC MM will display an error message.
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.
If the line item values are valid then the system will display all uploaded line items within the Purchase Data form.
Reporting Purchase Data via Upload Line Items / Contractor user / Edit mode
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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 Types Supported by Both Upload Functions
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File Requirements
Upload Line Items
.csv (comma separate value) File
Excel Spreadsheet
File Field Codes/Abbreviations Supported by Both File Types
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File Field Codes/AbbreviationsWhen 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 Location column within a file can have:1) the Location
description, or2) the Location code
The Unit column within a file can have:1) the Unit description, or2) the Unit abbreviation
The Type column within a file can have:1) the exact CLIN type description displayed in the user interface, or 2) the CLIN Code as identified in each specific contract
File Requirements: Excel Spreadsheet
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Only data from the first sheet in the file will be uploadedThe first row (header row) will be ignoredAll cells need to be formatted as GeneralAll cells should be clear of formatting
Select all cells in the sheetEditing / Clear / Clear FormatsMinimum number of line items is 2Maximum number of line items is 1,000The file can be named anything
Excel File Requirements for Upload File (Line Items)
Example Excel Spreadsheet File Format
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The Excel file values must be ordered in the expected order from left to right:
Line Id | Type | Description | Location | Price | Quantity | Unit
It is ok to include a header row because the first row is ignored
Excel File Format for Upload File (Line Items)
File Requirements: Comma Separated Value (.csv)
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The first row within the file is not ignored – do not include a header rowEach field value, including numbers must be enclosed in double quotesField values (columns) are separated by commas with no spaces in between the commas and double-quotesA 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 2Maximum number of line items is 1,000The file can be named anything
.CSV File Requirements for Upload File (Line Items)
.CSV File Format for Upload File (Line Items)
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Example .CSV File Format
The .CSV file values must be ordered in the expected order from left to right:
Line Id | Type | Description | Location | Price | Quantity | Unit
Do not include a header row because the first row is not ignored
3) Uploading a Package of Purchase Data
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If the Contractor reports Purchase Data by uploading a package of purchase data then the process will follow the path outlined in red below
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Reporting Purchase Data via Upload Package / Contractor user / Edit mode
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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
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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
1) Browse to select the file containing purchase data formatted as a package
Reporting Purchase Data via Upload Package / Package Upload Summary / Contractor user
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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
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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
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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
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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
Package File Requirements: Excel
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The worksheet must be named ‘gsa_gwac_upload’All other sheets will be ignoredThe first row (header row) will be ignoredIf using a field Code then format the cell as text to preserve any leading zeros, i.e. CLIN type ‘040’
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
Excel File Requirements for Upload Package (Multiple Invoices/Multiple Orders)
Package File Requirements: CSV
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The same .csv file requirements that apply when uploading line items applies when uploading a packageThe 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)
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
.CSV File Requirements for Upload Package (Multiple Invoices/Multiple Orders)
4) Reporting Using Web Services
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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
Federal Acquisition Service
U.S. General Services Administration
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.
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Federal Acquisition Service
U.S. General Services Administration
Questions & Support For questions regarding GWAC Policy please contact
[email protected] For questions regarding the GWAC Upload Purchase
Data training module please contact RBA Technical Support: Phone: (877) 472-4877 Email: [email protected]
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