SUS Vendor Training Value

Supplier Self-Services (SUS)
Vendor Training
for Value Based Contracts
Last Updated 28 Dec 2016

ASA (FM&C)

Vendor Training Table of Contents
What is Supplier Self-Service (SUS)………………………..{Slide # 3}
Vendor System Requirements)……………………….……..{Slide # 4}
WAWF/SUS Log On Instructions…………………….……...{Slide # 5}
SUS Screen Shot Instructions……………………………….{Slide # 14}
Acknowledge Award or Modification
Create Confirmation
Create E-Invoice

Verify Documents Posted ……………………………............{Slide # 27}
Check Payment Status…………………………………………{Slide # 29}
Printing or Saving SUS Documents…………………………{Slide # 30}
Create Credit Memo to Cancel Invoice……………………...{Slide # 32}
SUS Support Contact Information……………………..........{Slide # 33}
WAWF Vendor History Folder & Notifications……….........{Slide # 34}
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What is Supplier Self-Services (SUS)?
• SUS is a Vendor Portal
– Maintains WAWF as the single face to industry for DoD invoicing
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User ID management and secure provisioning by CAGE remains in WAWF
Seamlessly logs vendor into SUS based on assigned Pay Office
“One-Stop” interface developed by WAWF
Summary data updated in WAWF for a consolidated view for all of DoD

– Utilizes standard GFEBS functionality
 Improves Army end-to-end visibility and auditability

– Defaults GFEBS PO obligation data to the vendor
 Pre-populates vendor invoice data with pre-validated GFEBS data
o Allows for identification of errors early in the process
• Vendors to validate PO accurately reflects contract terms immediately after award

o Vendor input restricted to prevent conflict with contract
• i.e., can input Quantity, but cannot change fields like Unit of Measure or Unit Price

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Provides vendor integrated visibility of open amount and real-time invoice processing status
Prevents delay in acceptance posting in GFEBS
Eliminates manual intervention to improve auditability
Reduces interest penalties

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Vendor System Requirements
• Internet Access
• Must use Internet Explorer
– Under

or Tools, select Compatibility View Settings

 Add “Army.mil”
 Close all sessions of Internet Explorer and re-open to re-initialize

• WAWF user id
– Ensure id used is assigned to CAGE code for SUS contract award
– If you are a new user, please navigate to the following website to
establish a new vendor account
 https://wawf.eb.mil/ or call 1-866-618-5988

– Pay Office on contract is assigned HQ0678 for Army GFEBS SUS
 Will route user from WAWF to GFEBS SUS vendor portal

12/8/2015

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WAWF/SUS Log On
Instructions

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Steps 1-11 are same for normal WAWF login to complete invoice entry
Log into WAWF as normal by clicking the “Accept” button 1
6
NOTE: WAWF is the official DoD system point of entry to industry for submitting invoices.
WAWF will direct user to SUS in step 12.

Enter WAWF user ID and password and click “Login” 2

Management of allowed WAWF users remains with WAWF administrator
If you are a new user and need a User ID and password, see slide #4 for instructions.

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Select “iRAPT” 3

8

Once in iRAPT, select “Vendor“ and “Create Document” 4

9

xxxxxxxxxxxx

DoD Contract (FAR)

xxxxxxxxxxxx
W9124712P0091

Vendor CAGE / DUNS number 5 defaults from logon, verify matches award
Enter contract number type 6 , contract number 7 and
delivery order (if applicable for A or D contracts) 8 . Select “Next” 9
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XXXXXXXXX

XXX

XXXXXX

DoD Contract (FAR)

If CLINs are listed, do not double click to go into CLIN details, select “Next”

Validate Pay Official field = HQ0678 10 ; if not – contact your Contracting Office POC.
When "HQ0678“, system will direct to GFEBSP2P for SUS invoice entry instead of WAWF.
11
Select “Next”. 11

**NEW SCREEN**

XXXXXXXXX

XXX

XXXXXX

Red Messages above are displayed to identify pilot
NOTE: SUS is a component of the Army Procure-to-Pay (P2P) pilot

Select “Open GFEBSP2P in new window” 12

12

13

Read notice and select “OK” 13 to be directed to SUS
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SUS Screen Shot Instructions

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3 Steps to Submit Invoice in SUS for Value Based
1. “Process” to acknowledge SUS system matches contract
Only required for initial award or if award modified
Goal is to ensure system correctly captures contract award or modification

2. “Create Confirmation” of value or service provided
Notifies government what you delivered

3. “Create/Send E-Invoice” to match Confirmation
Sends invoice to DFAS Accounts Payable (A/P) for payment

SUS Pilot prepopulates contract information enabling faster payment to vendor.
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Step 1a. PO Acknowledgment
•
•

Contract number entered in WAWF (step #7, slide 8) will auto-direct user to the
associated SUS Purchase Order (PO) document.
PO data is replicated from Army GFEBS (accounting and entitlement system) to
SUS for vendor to confirm goods delivered or services performed & create invoice.

1a. Compare SUS PO to PDF of contract award.
If no discrepancies, select “Process” to prepare Acknowledgment.
If a discrepancy, call the Contracting Officer listed on the contract
award.
NOTE: “Process” button appears for a new or changed contract/PO.
Must acknowledge (or reject) each line prior to creating follow-on documents.

Basic (or header) data shown above comes from awarded contract

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Step 1b. PO Acknowledgment
•
•

PO will show 2-3 lines for each service CLIN with unit of measure AU (activity unit) and amount
Review PO CLIN data to make sure amount matches award

1b. If any lines show on PO that were fully invoiced in WAWF, see slide #38
for further instructions on how to first reject those lines by CLIN.
If all lines are correct, select “Confirm all items” to see GREEN CHECKs.

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Step 1c. PO Acknowledgment

1c. Verify status updated to “Confirmed”, then select “Send” to submit.

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Step 2a. Create Confirmation for Quantity or Amount
Verifymessage
messageshown
shown
at the
of
Verify
at the
top top
of page
page indicates
a successful
indicates
a successful
posting. posting
NOTE: Yellow warning messages can be ignored.

2a. Next step, select “Create Confirmation”.
This action creates document similar to WAWF Receiving Report.

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Step 2b. Create Confirmation for Quantity or Amount

Bldg 525
1 – 31 Dec, 2016

2b. If a service CLIN is included, you MUST enter the period
of service performed (e.g. 1 – 31 Dec 2016 or Dec 2016) for
payment certification.
Provide any other short text information that is helpful to your
acceptor, but you must email any attachments directly.

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Step 2c/d. Confirmation for Quantity or Amount

Option: If you are unsure of quantity or amount remaining on the CLIN,
click the Item Selection and “Propose Outstanding Quantities”
button to default the Open amount.

2c. Enter Quantity provided
If CLIN unit of measure is “Activ.unit” (or Job), enter dollar value of service performed in quantity field.
If CLIN unit of measure is “Months, Hours, etc.”, enter quantity of service performed in quantity field.

2d. Verify entries for all CLINs, and select “Confirm” to send the confirmation to acceptor.
NOTES:
- Do not change the defaulted 40000* Number.
- Common error is to enter “1” for quantity when unit is “Activ.unit”. This is a Confirmation of only $1.00.
- If you select “SAVE”, confirmation is NOT sent to acceptor, but saved in SUS for later submission or cancellation.
- Acceptor will be notified via email the following morning.
- If you are required to send acceptor attachments, you must send an email with attachments directly to acceptor listed on
contract .

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Step 3a. Create E-Invoice
Verify message shown at the top of page
indicates a successful posting.
NOTE: Yellow warning messages can be ignored.

3a. Next step, select “Create Invoice”

**ALERT**

Invoice data is defaulted from the submitted Confirmation.
DO NOT change Quantity or Net Value on the invoice because it must match Confirmation for payment certification.
If invoice is incorrect, select “Cancel” before sending invoice, then go back and “Cancel Confirmation”.
Create a new Confirmation for the corrected quantity delivered, then submit a matching invoice.

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Step 3b/c. Create E-Invoice
1 – 31 Dec, 2016

3b. Populate "Message to Purchaser" with the period
service performed or additional info to DFAS A/P.
Should be similar to info on the Confirmation to your
acceptor (Refer to Step 2b, Slide #20).
NOTE:
- REQUIRED for payment certification if multiple service invoices are
submitted against the contract, e.g., enter 1-31 Dec 2016 or Dec 2016.
- Attachments are not currently allowed in SUS, email directly to acceptor.

3c. A system generated sequential Number is assigned to the invoice.
Optional: You may change the defaulted sequential Number to your internal vendor reference number to help you
recognize your payment. The Number will be on the payment addenda record. Number must be unique, so suggest to
begin with your 5 digit vendor CAGE code assigned in System for Award Management (SAM), i.e., 1A234-1000 where
1A234 is the CAGE and 1000 is your internal reference number.

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Step 3d. Create E-Invoice
3d. When Gross Price is verified, select “Send” to send the document to DFAS A/P.
NOTE:
If “SAVE”, document is NOT sent to DFAS A/P, but saved in SUS for later submission or cancellation.

NOTE:
DO NOT change Quantity or Net Value on invoice since it must match Confirmation for payment certification.
DO NOT enter “Unplanned Delivery Costs” since delivery costs must have a separate funded CLIN.
Scroll down to enter payment terms for discounts offered if included on awarded contract.
If Quantity or Net Value is incorrect, “Cancel” and do not send invoice.
Go back to “Cancel Confirmation” and notify Acceptor to reject.
Must “Create Confirmation” again for the corrected quantity delivered, then submit a matching invoice.

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Step 3e. Create E-Invoice
Verify message shown at the top of page
indicates a successful posting.
NOTE: Yellow warning messages can be ignored.

3e. SUS notification to Acceptor and invoice submission complete.

NOTE:
Status = “Accepted by Customer” means successfully sent to GFEBS. No need to change.
Acceptor is notified of Inbound Delivery created from Confirmation submitted after nightly background job.
Email acceptor with any required attachments or to notify earlier than next day of submitted documents.
Acceptor should post acceptance (or rejection) within 7 days per the DFARS.
Notification of acceptance should be received via WAWF email and shown in “Display Document Flow”
(see examples in appendix).

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Verify Documents Posted
Check Payment Status
Printing & Saving SUS Documents
Create Credit Memo to Cancel Invoice
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Verify Documents Posted

Select “Home”
Select “All Invoices and Credit Memos” to view listing of documents and status
Select “All Purchase Orders” to view listing of PO documents

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Display Document Flow

NOTES:
Lists all documents posted against the PO.
If document status “In Process”, document is NOT sent, but saved in SUS for later submission or cancellation.
If no documents are shown, ensure “army.mil” is added to Internet Explorer > Compatibility View Settings.
To refresh, select Home > Display All Purchase Orders, select PO and “Display Document Flow”.

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SUS “Check Payment Status”
Select Invoice from listing to Display Invoice.
Scroll down and select “Check Payment Status” for real-time status.

Invoice will show “Submitted” with GFEBS document number

After certified for payment and disbursed, SUS Display Invoice Pymt Status is
“PAID” with date and EFT payment reference/TRACE number

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Printing or Saving SUS Documents
Optional: Select “Print” to view/save a PDF of your shipping document or invoice

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Example of PDF for ASN

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Creating a Credit Memo to Cancel Invoice
Display Invoice and select “Create Credit Memo” to cancel an invoice

Sequential Number will default.
Change to original invoice number + “CM”
i.e., 5000000932-CM, 1A234-1000-CM, etc.
Select “Send” to send Credit Memo to DFAS A/P to clear against the invoice

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SUS Support Contact Information

For Technical SUS help, contact the GFEBS Helpdesk:
[email protected] or 866-757-9771

SUS Pilot Support team:
[email protected]

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WAWF Vendor History Folder
&
Notification

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WAWF Vendor History Folder
WAWF vendor folder is updated hourly
Will show Invoice status “Processed” meaning posted in Accounting & Entitlement system
Will show Receiving Report status as “Submitted”
XXXXX
XXXX
XXXX

XXXXXX
XXXXXX

XXXXXXXXX
XXXXXXXXX

WAWF Receiving Report status updated “Accepted” when Acceptor posts in GFEBS

XXXXX

XXXX

XXXXXX

XXXXXXXXX

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Within approximately 1 hour, should receive E-Mail from WAWF providing Confirmation #
XXXXXXXXXXX XXXXXX

XXXXXXXXXXX
XXXXX

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E-Mail from WAWF to vendor showing Invoice Posted in WAWF History

XXXXXXXXXXX XXXXX

XXXXXXXXXXX
XXXXX

CAGE-123456

Meaning posted in the Accounting & Entitlement system

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Step 1b. PO Acknowledgment

NOTE: If any lines shown on SUS PO were fully invoiced in WAWF, must first:
- select “Reject” (RED X) in Item Overview section below for each closed CLIN
- Click “Send”
- Then continue with acknowledge/Confirm All Items shown on slide #17.

Red X to “Reject”

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