Date post: | 30-Mar-2015 |
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Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
DLA Receipting and Acceptance
Alicia McGee, Business Process Analyst DSCP
AAFA
2008Clothing and Textiles Supply-Chain
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
Editing Procedures for WAWF andVIM-ASAP
• ISSUE: Editing capability in Wide Area Workflow (WAWF) and VIM-ASAP– Electronic submission and processing of Payment Request and Receiving Reports – Vendor mandate 252.232-7003
• Action: Depending on status in WAWF and VIM-ASAP– Submitted Status (WAWF)– Rejected Status (WAWF)
• Vendor must contact VIM-ASAP Help desk at 1-888-940-7348– Recognized mistakes submitted to VIM-ASAP within the 1st hour can be removed– Vendors can recall shipments not signed (accepted) by Quality Assurance Representative (QAR) – After voiding submission, Modulant will “un-finish” the submission and vendor will enter correction.
• Vendor must contact DFAS to ask for a rejection of invoice and/or Receiving Report submission
– Call 1-800-756-4571 option 2 then option 2– DFAS representatives may request an e-mail with contract specifics– DFAS will reject the invoice NOT the RR
DFAS will void if payment has NOT been made
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
How to Void a Receiving Report (RR) in “Submitted Status”
Documents can be voided from WAWF view vendor documents menu
• Click on View Vendor Documents. Search for your shipment number.
2. Click the ‘V’ under the Void RR column.
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
VOID - RR in “Submitted” Status (continued)
3. A warning popup will appear. Click ‘OK’ to continue.
4. A confirmation screen verifies that the RR has been voided
DFAS permits data to be removed so that an updated version can be retransmitted
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
How to void a Receiving Report (RR) in “Rejected” Status
1. Click on the Access Rejected Receiving Reports link. Search for your shipment number.
2. Click the “V” under the Void column.
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
VOID - RR in “Rejected” Status
3. A warning popup will appear. Click ‘OK’ if you want to continue with the void process.
4. Look for a confirmation screen that verifies the RR has been voided.
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
1Prepare and Finish DD250
VIM-ASAP
2Prepare and Finish MSL
VIM-ASAP
3Accept DD250
WAWF-RA
4Process QAR Acceptance
WAWF-RA
5Transmit
Invoice and Acceptance to
DFAS
WAWF-RA
6Update
Database with Invoice and Acceptance
DFAS
7Initiate
Payment Process
DFAS
DFAS prohibits electronic corrections after Payment has been made as the Government must maintain an auditable financial record and inventory integrity.
Contact [email protected] for questions regarding WAWF
Invoice and Receiving Report Flow
DFAS can reject if requested by vendor
QAR can reject
Vendor can recall
Clothing and Textile Supply-ChainDD250 Process Flow
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
In-transit Visibility and Non-receipting
• Issue: Goods Receipts are not posting on shipped items, resulting in non-payment • Action: Vendors can use VIM-ASAP to monitor untimely or non-posting of shipments at a
CLIN level detail.
In-Transit denotes items
that were shipped and awaiting
receipt
Contract Shipments and Invoices
1st and 2nd shipments were not received
Contact the Acquisition
Specialist about missing receipts.
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
Monitor Payments
• Issue: Vendor Ability to review payment data in WAWF• Action: Pull Acceptance and Payment data from myInvoice (DFAS) and
display in VIM-ASAP for vendor
Taxpayer Identification Number (TIN) must be provided to VIM-ASAP
in order to access critical payment data
C&T Systems Accountant
Coding counts
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
Unfinished Labels
Pallet Level MSL
Case Level Label
• Invoice data will NOT move to WAWF unless labels are completed in VIM-ASAP
• Vendors contacted this week with unfinished labels (< 1 %)
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
Search by Item Name, NSN, or Specification
VIM-ASAP Demand History
ISSUE: Component and material providers request access to Clothing and Textile demand history
Action: Providers with a CAGE Code should contact VIM-ASAP and access to demand will be provided
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
View Demand History
Monthly consumption
calculation On-Hand quantity changes daily
Warfighter Support Stewardship Growth & Development LeadershipWarfighter Support Stewardship Growth & Development Leadership
Support the Warfighter
Alicia McGee, Business Systems and Procedures DSCP