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

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


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


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.


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


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.


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.


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

mailto:[email protected]


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.


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


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 %)


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


View Demand History

Monthly consumption

calculation On-Hand quantity changes daily


Support the Warfighter

Alicia McGee, Business Systems and Procedures DSCP