Integrity - Service - Innovation myInvoice Mary Seal Financial Specialist Defense Finance and Accounting Service Columbus, OH October 2010

August 2010 Integrity - Service - Innovation myInvoice myInvoice is a web-based application developed specifically for contractors to obtain the status of their invoices. Government users may also use myInvoice to obtain the status of vendor’s invoices. myInvoice consolidates invoice information, for both paid and unpaid invoices, obtained from numerous DFAS payment systems into one central repository. In addition to querying and viewing data, users may download myInvoice information for further analysis. To obtain assistance with myInvoice, send an to Questions concerning payment of your invoice(s) should be directed to Customer Service or the payment office. 2

August 2010 Integrity - Service - Innovation 3 Which DFAS Systems Feed myInvoice AVEDS: Automated Voucher Examination and Disbursing System CAPS-Clipper: Computerized Accounts Payable System - Clipper CAPS-W: Computerized Accounts Payable System – Windows Debt Application DEAMS: Defense Enterprise Accounting and Management System EBS: Enterprise Business System (formerly BSM) FABS: Financial Accounting and Budgeting System FAS: Fuels Automated System GFEBS: General Funds Enterprise Business System IAPS: Integrated Accounts Payment System MOCAS: Mechanization of Contract Administration Services MOCAS Interest Payments Navy ERP: Navy Enterprise Resource Planning Returned Invoices SAVES: Standard Automated Voucher Examination System STARS-OP: Standard Accounting and Reporting System - One Pay

August 2010 Integrity - Service - Innovation 4 myInvoice Home Page Check out the “How to” Instructions link or Instructions tab for Registration instructions, Java tips and download links. Also check out the Recent Changes link for a description of recent enhancements.

August 2010 Integrity - Service - Innovation 5 Instructions Registration, Java Plug-in, and Report/Query instructions are provided on this page. Links to download Excel templates and links to various Reason Codes found in myInvoice are also provided.

August 2010 Integrity - Service - Innovation 6 myInvoice Home Page After reviewing the instructions page, select the appropriate Registration link.

August 2010 Integrity - Service - Innovation 7 Vendor Registration Form The “Vendor Registration” form should be used by vendor’s that are required to have a Tax Identification Number (TIN). The CAGE/DUNS/TIN entered here must be the same as the CAGE/DUNS/TIN in the Central Contractor Registration (CCR). You must click Submit to save your entries.

Foreign Vendor Information Foreign vendors will be required to register in CCR in order to view their invoice information in myInvoice The following is required for foreign vendors to register in the CCR:  A DUNS number, provided by Dun & Bradstreet  Information on obtaining a DUNS number can be found at or by calling D&B’s Federal Government DUNS number request line at for assistance  A North Atlantic Treaty Organization (NATO) Cage (NCAGE)  Additional information on obtaining an NCAGE can be found on the CCR website at or at If you require assistance registering in CCR, please call or for assistance. After obtaining your NCAGE, we suggest you provide it to your contracting offices for inclusion on any future contracts.

August 2010 Integrity - Service - Innovation 9 Foreign Vendor Registration The ”Foreign Vendor” Registration form should be used by vendors that are not required to have a TIN. The CAGE/DUNS entered here must be the same as the CAGE/DUNS in the Central Contractor Registration (CCR). You must click Submit to save your entries.

August 2010 Integrity - Service - Innovation 10 Payment Notification Payment Notification check box Notification of new DFAS payment action TO: undisclosed-recipients Our records show that you have new payment information available for the following: CAGE Code XXXXX DUNS Code XXXXXXXXX Contract Number XXXXXXXXXXXXX Call Number 0522 Invoice Number BVN0005 Shipment Number BVN0005 Invoice Amount Payment Amount Payment Date 9-JUL-10

August 2010 Integrity - Service - Innovation 11 Government Registration Form The purpose of this registration is to verify that you are a current DoD employee. Therefore, the address must be an acceptable work address and the reason for access must meet “need to know” requirements. Registrations will be denied if the reason is something like “to do my job”. After completing the registration form, click Submit. You will receive an in 1-3 days approving/denying your registration.

August 2010 Integrity - Service - Innovation 12 myInvoice Log-In Enter the User ID and PIN you created and then click submit. If at any time you forget your PIN, enter your user ID, check this box and then click Submit. PINs expire every 90 days. Registrations are disabled if not used for 90 days. To reactivate your disabled account, call option 1; or , option 1. Registrations not accessed within last 6 months wil be archived and you must do a new registration.

August 2010 Integrity - Service - Innovation 13 Vendor Reports/Queries The registration form may be accessed by clicking the Vendor Registration tab above. Select report button then click submit.

August 2010 Integrity - Service - Innovation 14 Government Reports/Queries The registration form may be accessed by clicking the Gov’t Registration tab above. Gov’t employees may query by contract number if the CAGE/DUNS is unknown or not on the record.

August 2010 Integrity - Service - Innovation 15 Vendors - using the purple arrows in the middle, select CAGE(s) or DUNS to move to Report List or click on the Disable List button to key in the CAGE/DUNS. Then select payment type, enter criteria and select Summary Rpt, Detail Rpt or Download. Payment Definition Report Gov’t users must key the CAGE/DUNS into the Report list.

August 2010 Integrity - Service - Innovation 16 When the CAGE/DUNS list has been disabled, the fields under Report List are open for entry. Payment Definition Report

August 2010 Integrity - Service - Innovation 17 Report By Payment Definition - Download Select a download format.

August 2010 Integrity - Service - Innovation 18 Using the purple arrows in the middle, select CAGE(s) or DUNS to move to Report List or click on the Disable List button to key in the CAGE/DUNS. Select payment status. Select Summary Rpt, Detail Rpt or Download. Report by Status and Date

August 2010 Integrity - Service - Innovation 19 Summary Report Data Availability MOCAS 90 days Vendor Pay 120 days EBS 30 days

August 2010 Integrity - Service - Innovation 20 Detail Report

August 2010 Integrity - Service - Innovation 21 Summary Report Data Availability MOCAS 90 days Vendor Pay 120 days EBS 30 days

August 2010 Integrity - Service - Innovation 22 Detail Report

August 2010 Integrity - Service - Innovation 23 Detail Report

August 2010 Integrity - Service - Innovation 24 Enter none, some, or all criteria in the Contract, Delivery Order, Invoice, and Shipment Numbers fields. Report by Contract/Invoice/Shipment

August 2010 Integrity - Service - Innovation 25 If assistance is required select Assistance and mail questions to Customer Service. Assistance

August 2010 Integrity - Service - Innovation 26 Choose the appropriate Customer Service Office from the drop down list. Assistance

August 2010 Integrity - Service - Innovation 27 Vendor Pay Information System (VPIS) Download Mirrors the old VPIS download file format. Only the download option is available.

August 2010 Integrity - Service - Innovation 28 Status by Last Action Date Note: Only MOCAS, AVEDS, FAS and Navy ERP provide data in the Last Action Date field. Enter Last Action Dates (dd-mon-yyyy), or use the arrows to choose from the calendar.

August 2010 Integrity - Service - Innovation 29 Load Status Report

August 2010 Integrity - Service - Innovation 30 myInvoice – Sample Debt Notice Debtor: Company Name P.O. Box Columbus, Ohio Bill of Collection: Contract: XXXXXX-07-F-XXXX Shipment: 8707 Invoice: DFAS8707 Cage Code: Reason for debt: Duplicate Payment Original debt amt : 18, Principle: 14, Interest: Note: Interest as of 1/07/10 Penalty/Admin: Balance due: 14, For additional information contact: Name: Smith Smith Phone: Fax: To make a payment on-line: (link to ACCS – MOCAS only) To make a payment via mail: (link opens remit address info) NOTE: Direct all inquiries about debts to the POC on the Debt Notice. Customer Service and the myInvoice Helpdesk are not equipped to answer debt related questions.

August 2010 Integrity - Service - Innovation 31 F.A.Q. Check the Frequently Asked Questions (F.A.Q.) tab for tips on solving common problems like disabled User IDs, pop-up blockers, and downloading on a Windows XP PC.

August 2010 Integrity - Service - Innovation 32 myInvoice – Statistics Approximately 21,200 myInvoice users*  Government users - 4,700  Vendors - 16,200  Foreign vendors *Registration not accessed for 6 months are archived. 52 files are sent to myInvoice each day from 18 different locations More than 5 million records are loaded each day More than 213,000 queries are requested each month  Status and Date – 94,277  Contract, Invoice, Shipment – 55,562

Questions? For assistance using myInvoice, call: , option 5 or , option 5 For re-activation of a disabled account, call: , option 1 or , option 1