Create WAWF Billing Files

Use this screen to create batch files that you can submit to the WAWF via FTP. A bill must have a Status of "S" (Select), indicating that it has been approved, before you can include it in a WAWF file.

This screen has one subtask, Project Non-Contiguous Ranges. If you select the Non-Contiguous Range checkbox, use this subtask to select a noncontiguous range of projects.

When should I use this screen?

Execute this screen after calculating bills (standard or progress payment) or entering bills (project product bills). All bills must have a status of "Selected" to be included within the file. You must execute this screen before posting the bills because the primary file source is the billing edit tables.

FAQs

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), and for the Line Item Type, GFE, Product Service Type, and Stock No columns to become visible in the table window of the main screen. These columns are key components for the generation of a WAWF invoice using project product bills.

2. WAWF Billing Settings screen (Administration\Configure\Projects\Billing Settings)

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.

3. Project WAWF Information screen (Projects\Maintain\Billing\Project WAWF Information)

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 WAWF Billing Settings screen (Administration\Configure\Projects\Billing Settings) will default in to the DODAACs group box at the bottom of the screen, but you can change them.

Next, you need to specify a CLIN mapping method:

If you select the Generic Billing Format radio button, you need to select a CLIN in the Group Subtotal Heading column of the Generic Billing Formats screen (Projects\Maintain\Billing) that has been specified for the project in the Project Billing Info screen. This will allow you to map accounts to a specific CLIN. If the billing formula is a loaded labor type, you must use the PLC Mapping subtask to map PLCs to your CLINs. (Set up generic billing formats in the Generic Billing Formats screen.)
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 will use this CLIN when creating the FTP file.

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.

Field Descriptions

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. Once you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. Many users save a unique set of parameters for each different way they run a report or process. If you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters will automatically display as selection defaults. You can change any of the associated selection defaults as necessary.

Enter, or use Query to select, a parameter ID of up to 15 alphanumeric characters. You should choose characters for your parameter ID that help identify the type of selections you made in the screen, such as “PERIOD” or “QUARTERLY.”

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to produce reports and run processes more efficiently because you can select the parameter ID with its previously defined screen selections. Once the default selections display in the screen, you can override the defaults as necessary.

Enter, or use Query to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Use these options to select the range of projects for which you want to create a WAWF billing file. You can create a file for all projects initialized in the Project WAWF Information screen (Projects\Maintain\Billing). If you are using billing user groups and/or billing cycles, you can create a file only for those projects that are authorized for your user group and/or billing cycle.