Warfighter Support Stewardship Growth & Development Leadership DLA Receipting and Acceptance Alicia McGee, Business Process Analyst DSCP AAFA 2008 Clothing and Textiles Supply-Chain

Warfighter Support Stewardship Growth & Development Leadership Editing Procedures for WAWF and VIM-ASAP ISSUE: Editing capability in Wide Area Workflow (WAWF) and VIM-ASAP –Electronic submission and processing of Payment Request and Receiving Reports –Vendor mandate Action: Depending on status in WAWF and VIM-ASAP –Submitted Status (WAWF) –Rejected Status (WAWF) Vendor must contact VIM-ASAP Help desk at –Recognized mistakes submitted to VIM-ASAP within the 1 st 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 option 2 then option 2 –DFAS representatives may request an 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 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 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 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 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 Leadership 1 Prepare and Finish DD250 VIM-ASAP 2 Prepare and Finish MSL VIM-ASAP 3 Accept DD250 WAWF-RA 4 Process QAR Acceptance WAWF-RA 5 Transmit Invoice and Acceptance to DFAS WAWF-RA 6 Update Database with Invoice and Acceptance DFAS 7 Initiate 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 for questions regarding Invoice and Receiving Report Flow DFAS can reject if requested by vendor QAR can reject Vendor can recall Clothing and Textile Supply-Chain DD250 Process Flow

Warfighter 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 1 st and 2 nd shipments were not received Contact the Acquisition Specialist about missing receipts.

Warfighter 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 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 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 Leadership View Demand History Monthly consumption calculation On-Hand quantity changes daily

Warfighter Support Stewardship Growth & Development Leadership Support the Warfighter Alicia McGee, Business Systems and Procedures DSCP