Project WAWF Information

Wide Area Workflow (WAWF) is a secure web-based system set up by the Department of Defense (DoD) for electronic invoicing, receipt, and acceptance. You can electronically submit invoices and government inspection and acceptance documents. Using web-based applications, government contractors and authorized DoD personnel can generate, capture, and process receipt and payment-related documentation. Authorized DoD users are notified of pending actions by e-mail and are presented with a collection of documents required to process the contracting or financial action. The system uses Public Key Infrastructure (PKI) to electronically bind the digital signature to provide non-refutable proof that the user has electronically signed the document. More importantly, WAWF helps to mitigate interest penalty payments caused by lost or misplaced documents. The WAWF website is https:\\wawf.eb.mil.

You can use the WAWF screens in Costpoint to prepare batch files to be transmitted to WAWF via File Transfer Protocol (FTP).

You can use the WAWF screens in Costpoint to prepare batch files to be transmitted to WAWF via File Transfer Protocol (FTP).  Here is how you will typically use the WAWF feature:

1.  Billing Settings screen

We have added a new WAWF Options group box to the Billing Settings screen. Use it to specify a default output path for the Create WAWF Billing Files screen (Projects\Process\Billing). This will provide guidance to your users and assist them in ensuring that their output files are directed to the proper location.  

Select the Enable Project Product Bills for WAWF checkbox to enable the WAWF Info, ACRNs, and MILSTRIPs subtasks in the Enter Project Product Bills screen (Projects\Transactions\Billing). In addition, the Line Item Type will become visible in the table window of the main screen.

2.  Maintain WAWF Billing Settings screen

In this screen, set up all the valid CAGE codes for your company.  A company can have more than one CAGE code.  You must also enter the Department of Defense Activity Address Codes (DoDAAC) specified in your contract. These become the defaults assigned to the CAGE Code, but you can change them in the Project WAWF Information screen (Projects\Maintain\Billing) when you assign the CAGE Code to a project. You can enter extensions, but they are not required.

3.  Project WAWF Information screen

Set up this screen at the billing level of the project for which you would like to create a WAWF FTP file.  You also need to assign a CAGE Code to this project. You can assign only one CAGE code to an invoice-level project. The DoDAACs you assigned to the CAGE code in the Maintain WAWF Billing Settings screen (Administration\Configure\Projects) will default in to the DODAACs group box at the bottom of the screen, but you can change them. You also have the following three options:

• Include Discounts and Taxes in CLIN – This checkbox defaults as checked. If you leave this check box selected, the taxes and discounts follow the billed amounts as mapped to the CLIN.  If the CLIN Mapping Method is Use ACRN Mapping, this checkbox is selected and is not editable.

• Map Units by Account – This option defaults as selected. If you leave this option selected, the unit transaction account is used in the mapping.  This method treats units as any other billable cost. If you select this option and the Combo invoice type, the UID or RFID information (lines 16D – 16F) is not used in the Combo file. If the CLIN Mapping Method is Default CLIN, this option is not available.

• Combine Units by Transaction CLIN – Select this option to have unit transactions mapped by the CLIN/catalog used when the units were entered.  If the CLIN Mapping Method is UseACRN Mapping, you must map the unit transaction CLIN or catalog in the Maintain ACRN Bills screen (Projects\Maintain\Billing) as a line item to be included in the WAWF file.  If the CLIN Mapping Method is CLIN Mapping, the transaction CLIN or catalog does not need to be mapped to be included in the WAWF file. However if the CLIN is in specified and other billed costs are also mapped to that CLIN, they are summed together and the unit price derives as the total billed amount divided by the quantity of units billed. If you use this method, if the CLIN and item in the UID subtask matches the billed units, and the invoice type is Combo, the UID and RFID information is used in the WAWF file (16D – 16F). If the CLIN Mapping Method is Default CLIN, this option is not available.

Next, you need to specify a CLIN mapping method:  

• If you select the Use ACRN Mapping option, you must first set up the Maintain ACRN Bills screen (Projects\Maintain\Billing). If you select this option, Costpoint uses the mapping set up in the Maintain ACRN Bills screen when creating the WAWF file. All fees and burdens and possibly taxes and discounts (if selected) follow the billed amounts with which they are associated. Since WAWF files are built using line items, the only valid ACRN mapping methods are ACRN/Line Item and ACRN/Line Item with Mapping.  

• If you select the Default CLIN radio button, enter a CLIN ID in the field to the right of the radio button. The Create WAWF Billing Files application (Projects\Process\Billing) will use this CLIN when creating the FTP file.

• If you select the CLIN Mapping option, use the CLIN Mapping subtask and its subtasks to map projects and, optionally, accounts or labor categories. If you have specific project account groups or have established their transaction projects so that they relate to ACRNs or CLINs (line items), no account or PLC mapping is necessary. For example:

Project Number	Project Function	Line Item (CLIN)
C001	Top Level Rollup
C001.01	Revenue and Billing Level
C001.01.01	Task 1 Engineering Labor	0001AA
C001.01.02	Task 2 Support Labor	0002AB
C001.01.03	Task 3 Other Direct Costs	0001AA

 

You have line items associated with the project tasks, so there is no need to map accounts or PLCs. You can map the transaction level project as shown above.  

If the line items cannot easily be associated with project numbers, you can map accounts or Project Labor Categories (PLCs) to each line using the Accounts or CLIN Mapping subtasks.  

You also need to specify what type of invoice you want to generate.  The valid invoice types are Cost Voucher, Commercial Invoice, 2N1, Combo, and Progress Payment.  The system generates a different FTP file for each invoice type. Each must be submitted separately.  

After you determine what type of invoice you want to generate, you need to specify what source the Create WAWF Billing Files application should use to retrieve the data for this invoice project. The available file sources are standard bills, progress payment bills, or project product bills.  

Note:  Please be aware that the Create WAWF Billing Files process (Projects\Process\Billing) will retrieve the data from the billing edit tables.  Do not post your bills until you have generated your WAWF FTP files.

Use the appropriate subtasks to enter additional information for each invoice type. This information is required for the generation of the FTP file but is not available in the billing edit tables.

4.  Edit Standard Bills, Edit Progress Payment Billing, Edit Progress Payment Bills

For a project to be included in an FTP file, there must be data in the billing edit tables and the bill must have a status of "Selected."  Also, the Included in WAWF File checkbox must be unchecked. This ensures that the project is not included in more than one FTP file.

5.  Create WAWF Billing Files screen

Use this screen to generate an FTP file for one invoice type at a time. The application will reference the Project WAWF Information screen (Projects\Maintain\Billing) to determine which projects are assigned the invoice type selected. The program will also look at the File Source selection (Standard Bills, Progress Payment Bills, or Project Product Bills) in that screen to determine which billing edit tables to use to retrieve the invoice information.

If, after generating an FTP file, you find that it has a project you do not want to include, you should deselect the project bill and rerun the process.  You can select the Clear WAWF File Flags checkbox and rerun the Create WAWF Billing Files process again for the project selection. This will allow you to recreate the file to include all selected invoices, even if they were created in a prior process.  

For information on how the FTP file is structured and populated, see the "FTP File Layouts" sections in the documentation for the Create WAWF Billing Files screen.

Enter, or use Lookup to select, a project ID. This is a required field. You can enter or select only projects that have been saved in the Project Billing Information screen (Projects\Maintain\Billing\Project Billing Information). The project name displays in the field to the right.

Enter, or use Lookup to select, the CAGE code for this project. When you enter a CAGE code, the defaults set up for it in the Maintain WAWF Billing Settings screen (Administration\Configure\Projects) will populate the DoDAACs group box, but you can change them. This is a required field.

Enter, or use Lookup to select, the CAGE code extension, if applicable.

Select this checkbox if you are using the Mechanization of Contract Administration Service (MOCAS) pay system. If you select this checkbox, Costpoint will build the file using the MOCAS spreadsheets for standard bills and project product bills.

Select this radio button to use the cost voucher invoice type for this project.  If you select this radio button, you must enter a value in the Task Order field.

Select this radio button to use the commercial invoice type for this project.

Note: If the invoice is the final shipment and you are using the MOCAS pay system, the bill number must be formatted as indicated in the “WAWF layouts FTP – MOCAS.xls” spreadsheet, available from Deltek's e-Support site (this information is also included in the documentation for the Create WAWF Billing Files screen (Projects\Process\Billing)).

Select this radio button to use the 2N1 invoice type for this project.

Note: If the invoice is the final shipment and you are using the MOCAS pay system, the bill number must be formatted as indicated in the “WAWF layouts FTP – MOCAS.xls” spreadsheet, available from Deltek's e-Support site (this information is also included in the documentation for the Create WAWF Billing Files screen (Projects\Process\Billing)).

Select this radio button to use the progress payment invoice type for this project. If you select this radio button, you must enter information in the ACRN/FMS Worksheet subtask. This information is required for the generation of the FTP file but is not available in the billing edit tables. If you select this radio button, you must select Progress Payment Bills as your File Source.

In addition, the following fields will be available for entry:

• Delivery on Invoice checkbox

• FMS checkbox

• Date of Financial Information

• Previous Progress Payment Request Number

Select this radio button to use the combo invoice type for this project.  If you select this radio button, you must make selections in the Type, Inspection Point, Acceptance Point, and FOB group boxes. The Mark For Del Comments and Mark for Del Secondary Comments fields will also be available, as will the Alternate Release Procedure and Construction Certificate checkboxes.

You must also enter additional information for this combo invoice type in the UID Information, UID Detail Information, and RFID Information subtasks. This information is required for the generation of the FTP file but is not available in the billing edit tables.

Select this check box to include discounts and taxes in the CLIN. If you select the Use ACRN Mapping option in the CLIN Mapping Method group box, this check box is selected and grayed out.

Select this option to have unit transactions mapped by the account entered in the Enter Units Usage screen (Projects\Transactions\Units). This option is not available if you select the DefaultCLIN mapping option in the CLIN Mapping Method group box. If you select Map Units by Account, the Combine Units by Transaction option is not available.

Select this option to have unit transactions mapped by the CLIN/catalog used when the units were entered. If you select this option and the CLIN Mapping Method is Use ACRN Mapping, the CLIN (line item) used in the units transaction must be mapped in the Maintain ACRN Bills screen (Projects\Maintain\Billing) to be included in the WAWF file. If you select this option  and the CLIN Mapping Method is CLIN Mapping, the CLIN used in the units transaction does not need to be mapped to be included in the file. This option is not available if you select the DefaultCLIN mapping option in the CLIN Mapping Method group box. If you select Combine Units by Transaction CLIN, the Map Units by Account option is not available.

Select this option to use the ACRN mapping set up in the Maintain ACRN Bills screen.

Note: If you select this option, you must set up the Maintain ACRN Bills screen (Projects\Maintain\Billing) before using this screen. You cannot select this option unless the Billing Requirement in the Maintain ACRN Bills screen is ACRN/Line Item or ACRN/Line Item with Mapping.

Select this option if you have only one CLIN to bill. If you select this option, you must enter a default CLIN in the field to the right before you can save the record. If you select this option, all costs on the invoice will be summarized into the default CLIN.  The only exception will be any items that have a CLIN or catalog within the bill.

Select this option to map CLINs to projects and, optionally, accounts or labor categories.

Enter the six-character, alphanumeric code of the agency responsible for administering the contract terms. This is usually either the Department of Defense Activity Address Code (DoDAAC) issuing agency or the Defense Contract Management Agency (DCMA).  This is usually listed on page 1 of the award document.

Enter the six-character, alphanumeric code for the office responsible for the computation and payment of your vouchers.  This is usually listed on page 1 of the award document.

Enter the six-character, alphanumeric code for the organization or agency that issued the contract.

Enter the six-character, alphanumeric code for the DoD activity responsible for inspecting the items listed on the document. After you enter a code, the field to the right displays the extension, which defaults from Maintain WAWF Billing Settings screen (Administration\Configure\Projects) but can be edited.

Enter six-character, alphanumeric code for the contracting officer/ship to/service acceptor DoDAAC. After you enter a code, the field to the right displays the extension, which defaults from Maintain WAWF Billing Settings screen (Administration\Configure\Projects) but can be edited.

Enter the six-character, alphanumeric code for the agency or organization from which the shipment will originate if it is different from the contractor's location. After you enter a code, the field to the right displays the extension, which defaults from Maintain WAWF Billing Settings screen (Administration\Configure\Projects) but can be edited.

Enter the six-character, alphanumeric code for the mark-for delivery DoDAAC. After you enter a code, the field to the right displays the extension, which defaults from Maintain WAWF Billing Settings screen (Administration\Configure\Projects) but can be edited.

Enter the six-character, alphanumeric code for the agency responsible for certifying the vouchers before the documents are forwarded to DFAS. After you enter a code, the field to the right displays the extension, which defaults from Maintain WAWF Billing Settings screen (Administration\Configure\Projects) but can be edited.

Enter six-character, alphanumeric code for the contracting officer/ship to/service acceptor DoDAAC. After you enter a code, the field to the right displays the extension, which defaults from Maintain WAWF Billing Settings screen (Administration\Configure\Projects) but can be edited.

Select this checkbox if you are using the alternate release procedure for this project. This checkbox will be available only if you selected the Combo Invoice Type.

If you select this checkbox, you cannot select the Certificate of Performance checkbox.

Select this checkbox if the invoice has received a certificate of conformance. If you select this checkbox, you cannot select the Alternate Release Procedure checkbox.

Enter any comments relating to the Mark For codes. Use of these fields is usually pre-determined at the time the contract is awarded. You can enter up to 75 alphanumeric characters. This field will be available only if you selected the Combo Invoice Type.

Enter any secondary comments relating to the Mark For codes. You can enter up to 75 alphanumeric characters. This field will be available only if you selected the Combo Invoice Type.

Select this checkbox if the file will include the final invoice.

Select this checkbox if the file will include the final shipment.

Enter the task order number for this project. This field will be available only if you selected the Cost Voucher Invoice Type.

Select this check box to use the invoice ID from the BILL_EDIT_INVC_HDR table as the attachment file name included in the WAWF file. The name is given a .pdf extension. Be sure to name your attachment file accordingly. If you select this check box, the Select field not available.

Enter the file path in this field or select the button on the right to browse for the file. If you make an entry here, the Use Invoice ID as Attachment File Name checkbox is not available.

Select this check box to create the WAWF file as a fast pay invoice.

Enter a first line haul mode code. This field is not available unless you select the Fast Pay Invoice checkbox.

Select this checkbox if this is a delivery on invoice project. This checkbox will be available only if you selected the Progress Payment Invoice Type.

Select this checkbox to indicate that the invoice has been certified.

Select this checkbox if this project contains foreign military sales. If you select this checkbox, you must enter at least one row in the ACRN/FMS Worksheet subtask with an ACRN/FMS Indicator of "FMS."

This checkbox will be available only if you selected the Progress Payment Invoice Type.

Enter, or use Calendar Lookup to select, the date of the most recent financial information. This field will be available only if you selected the Progress Payment Invoice Type.

Enter the previous progress payment request number. This field will be available only if you selected the Progress Payment Invoice Type.

The request number must begin with "PPRB" if the FMS checkbox is selected. Otherwise the request number must begin with "PPRA." If the request number is eight characters long, the eighth character must be a letter to designate a LOT contract. For this reason, the program cannot extrapolate a previous bill number.