Invoice and Receiving Reports

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					                                      TRICARE
                                     Management
HEALTH AFFAIRS                          Activity




                 Receiving Reports
                            Agenda
                                                        TRICARE
                                                       Management
HEALTH AFFAIRS                                            Activity




      •    Responsibilities
      •    Guidance
      •    Acceptance / Rejection
      •    Contractor’s Corrective Actions
      •    Prompt Payment Act (PPA)
      •    Policy on Electronic Submission
      •    Wide Area Workflow-Receipt and Acceptance


                                                        2
                   COR Responsibilities
                    Receipt and Acceptance           TRICARE
                                                    Management
HEALTH AFFAIRS                                         Activity




      • Review and accept or reject contractor
        deliverables
      • Coordinate corrective action
      • Document receipt of goods and/or services
      • Forward documentation to paying office if
        so tasked under the terms of the
        contract/order


                                                     3
                        Guidance
                                                      TRICARE
                                                     Management
HEALTH AFFAIRS                                          Activity




      • Ensure that required information is
        forwarded to paying office if so tasked
        under the terms of the contract/order
      • Use paperless processing unless there is a
        compelling reason not to
      • Adhere to Prompt Payment Act time limits
        - FAR 52.232-25


                                                      4
                        Prompt Payment Act
                                                               TRICARE
                                                              Management
HEALTH AFFAIRS                                                   Activity




      • Government must make payments on time in
        accordance with the contract or…
            – Pay interest penalties when payments are late
      • Clock starts ticking upon receipt by first
        Government official
      • Government may take discounts only when
        payments are made during the discount
        period
                                                               5
                      Receiving Report
                    Acceptance / Rejection                 TRICARE
                                                          Management
HEALTH AFFAIRS                                               Activity




     • Receiving report documents Government
       acceptance of goods or services
     • Acceptance occurs when authorized Government
       representative examines provided products or
       services, compares to contract requirements, and
       is satisfied products or services conform to
       contractual requirements
     • Reasons for rejection must be provided to the
       contractor in writing

                                                           6
                    Contractor’s Corrective Action
                                                                       TRICARE
                                                                      Management
HEALTH AFFAIRS                                                           Activity



     • Significant discrepancies such as non-conforming
       products or services may require the contractor to
       submit a corrective action plan
     • When a corrective plan is required, KO consults
       with COR to consider contractor’s reply
     • COR provides advice on:
           – Appropriateness of contractor’s corrective action plan
           – Impact of accepting non-conforming products or
             services; or
           – Whether or not contractor’s rebuttal is valid

                                                                       7
                     Policy on Electronic Submission
                                                                               TRICARE
                                                                              Management
HEALTH AFFAIRS                                                                   Activity




      • Use paperless system if at all possible
      • DFARS 232.7002 provides limited exceptions where
        contractors may submit paper based documents:
            – Purchases paid for with Government-wide commercial purchase
              cards
            – Awards made to foreign vendors for work performed outside the
              U.S.
            – Classified contracts or purchases
            – Contracts awarded by deployed Contracting Officers in the course
              of military operations
            – Where contractor is unable to submit or DoD is unable to receive an
              electronic payment request and all parties agree to an alternate
              method
                                                                               8
                   Paperless Processing
                                                     TRICARE
                                                    Management
HEALTH AFFAIRS                                         Activity




      • Wide Area Workflow-Receipt and         Wide Area
                                               Workflow


        Acceptance (WAWF-RA) is the DoD
        preferred system
      • Electronic processing guidance found in
        DFARS 232.70
      • WAWF-RA is the only DoD system that
        accommodates electronic receiving reports

                                                     9
                               WAWF-RA – Purpose
                                                                                   TRICARE
                                                                                  Management
HEALTH AFFAIRS                                                                       Activity



    • What is WAWF-RA?
          – A transaction system, supporting a distinct part of the procurement
            lifecycle:
                 • From submission of electronic invoice
                 • Through receipt, inspection & acceptance action
                 • To electronic payment
    • What does it do?
          – Allows global access to contract related documents via the World Wide
            Web
          – Eliminates paper from the invoicing, receipt and acceptance processes
          – Permits submission of electronic invoice & receiving report data via:
                 • Web
                 • Electronic Data Interchange (EDI)
                 • File Transfer Protocol (FTP)
                                                                                  10
                         WAWF-RA Background
                                                                 TRICARE
                                                                Management
HEALTH AFFAIRS                                                     Activity



     • Problem: Acceptance & Payment Process predominately
       supported by hard copy
     • Requirement: Electronically capture and coordinate the four
       basic items necessary to make a payment
                 Input                   Output
                 Contract                Disbursing Voucher
                 Vendor Invoice
                 Receiving Reports

     • Objective: Create an Electronic Commerce environment
       using existing tools

                                                                11
                       Benefits of WAWF
                                                                 TRICARE
                                                                Management
HEALTH AFFAIRS                                                     Activity




      • Paperless System that requires no additional software or
        tools
      • Global Access supports integration of data
      • Enables Secure Transactions with Audit capability
      • Electronic Transactions and Real-Time processing enables
        accuracy and timely payment decreasing interest penalties
        and maximizing benefit of discounts
      • Permits both invoice & receiving report processing




                                                                12
                     WAWF Functionality
                                                        TRICARE
                                                       Management
HEALTH AFFAIRS                                            Activity



     • Contractor submits documents
        – Document types selected via drop down box
        – Many fields populated automatically
        – Location Codes critical for proper routing
        – Supports Word, Excel, PDF attachments
     • Government officials can accept or reject
        – Comments explain basis of rejection
        – Vendor notified by e-mail of any rejection
        – Vendor makes revisions and resubmits

                                                       13
                 Receiving Report Approval
                                                              TRICARE
                                                             Management
HEALTH AFFAIRS                                                  Activity




      • In accordance with current TMA policy, TMA CORs are
        not authorized to approve Public Vouchers submitted for
        Cost-reimbursement, Time and Materials and Labor Hour
        contracts.
      • DCAA has sole authority to verify and approve interim
        vouchers and the Administrative Contracting Officer has
        sole authority to approve final vouchers.
      • Within WAWF, TMA CORs can view these documents for
        information purposes only.
      • TMA CORs perform interim approval for both contractor
        2-in-1 format and COMBO format invoice/receiving
        reports using the WAWF Acceptor role.
                                                             14
                     How Does WAWF-RA Work?
                                   Payment Office Actions                                        TRICARE
                                                                                                Management
HEALTH AFFAIRS                                                                                     Activity


                                    Electronic Payment Request
     Vendor
                     Invoice &                     Vendor
                     Receiving                       EDI
                       Report                                              DEBX          Entitlement
                                                Vendor                                    Systems
Government                                       FTP

Workflow Users                         Vendor                     Vendor
                     Invoice &          web
- Inspectors         Receiving
                                                                    EDI
- Acceptors            Report
- Certifiers           - SIGN
                     - REJECT


                       Invoice &
                                                 WAWF
                       Receiving
Payment Processing       Report
                          View
- Payment Clerks
                                                                                         Accounting
                                                                                          Systems
                                                                      UID Registry
                       DAAS            CCR                  EDA
                                                                            Email notice sent
                                                                            to workflow user
                                                                                                15
                          WAWF System Support
                                                           TRICARE
                                                          Management
HEALTH AFFAIRS                                               Activity




        • DOD System, Maintained by DISA
                 – Ogden Support Center
                 – Help Desk 1-866-618-5988
        • Web-Based Application
        • Web-Based Self Registration
                 – Group Administrator (GAM) Activates/
                   Deactivates Accounts
        • Web-Based Training
        • “Test Drive” simulation web site                16
                      WAWF Getting Started
                                                                  TRICARE
                                                                 Management
HEALTH AFFAIRS                                                      Activity




     • What do I need to do before my office can process our first
       receiving report/voucher under WAWF?
     • Steps spelled out in WAWF On-Ramp Guide and
       Government User Checklist
     • Also see the TMA Acquisition Desk Top Reference and
       AM&S COD-FC Policy Memo webpage for additional
       WAWF information




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                 Questions
                              TRICARE
                             Management
HEALTH AFFAIRS                  Activity




                   ?

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posted:10/11/2011
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