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Automating iRAPT/WAWF Invoicing to Save Time and Money

Invoices submitted to the Department of Defense (DoD) must be submitted through Wide-Area Workflow (WAWF). WAWF (aka iRAPT) invoices may be created online using the government web site. However, for companies that maintain invoice data in their business systems this approach often duplicates efforts.

Contractors may submit invoices electronically, bypassing use of the WAWF web site by creating electronic data interchange (EDI) transactions. Let us look at some methods of doing iRAPT invoicing via EDI submission and see how MIL-Comply Shipper can speed and simplify this process.

DLA Contracts (Supply and Sustainment)

WAWF Invoicing DLA Purchase Orders

Companies processing purchase orders from DLA (DIBBS) can greatly simplify invoicing by using DLA electronic purchase order data to automatically create invoices. In most cases, WAWF invoicing of DLA orders (EDI X12-850) can be reduced to simply adding an invoice number and clicking a button. Even the creation of invoice numbers can be automated. For orders requiring RFID, MIL-Comply automates military standard labeling using that same data and submits the RFID data directly to WAWF.

DCMA Contracts (Large Acquistions)

The greatest burden of creating invoices for DCMA-managed contracts is collecting and submitting all of the related data, including UIDs and RFID tags. MIL-Comply collects all of that data as it creates Mil-Std-129 labels. Or it may be quickly entered into shipping wizards, greatly simplifying the task compared to using the WAWF iRAPT web application.

Fast Pay

Supported WAWF-iRAPT Transactions

Fast Pay shipments do not require Contract Quality Assurance (CQA)for acceptance, but starting in January 2017, do require a Receiving Report to accompany the Invoice. MIL-Comply can automatically create Receiving Reports for Fast Pay Invoices. Simply select the Send Both option or the Combo transaction (if permitted by the contract).

Cost Vouchers (Contract-related Costs)

The Cost Voucher, also referred to as a Public Voucher, is the means by which contractors may receive payment for costs incurred on cost-reimbursement type contracts. Formerly submitted as a paper SF1034/SF1035, the Cost Voucher must now be submitted through WAWF. Similar to the standard commercial invoices described above, Cost Voucher creation may be streamlined through the use of MIL-Comply WAWF tools. Business systems that maintain project cost data may easily import it into MIL-Comply to submit the invoice electronically, saving time and reducing errors.

2-in-1 Invoices (Services Only Contracts)

The 2-in-1 Invoice is normally submitted for service contracts that have no supply deliverables. It is similar to the WAWF Combo Invoice, used when a contract for services requires acceptance prior to submission of an invoice for payment.

Once submitted to WAWF the 2-in-1 creates a single internal Invoice/Receiving Report. The document is routed from the Vendor to the Acceptor, then to the Local Processing Office (LPO) if applicable, before it is routed to the Payment Office.

Business systems that maintain service invoice data may import it into MIL-Comply to create and perform WAWF invoicing electronically. The 2-in-1 invoice may be also be quickly created by hand, using MIL-Comply templates and item databases.

Progress Payment (SF1443) Editor

Progress Payment Editor

Progress Payment Request

Government contractors engaged in long-term fixed-price development contracts may incur considerable expense well before the first deliverable. Progress payments are a form of Government financing for such contracts that are provided in recognition of the need for working capital to pay for work in-process expenditures.

Formerly submitted on the SF1443 form, progress payments requests have become another type of WAWF invoice. Manual creation of Progress Payment requests can be eliminated by connecting MIL-Comply to your business systems.

 

WAWF Grant Voucher Request

WAWF Grant Voucher Editor

Grant Vouchers (Invoicing on Non-Procurement Instruments)

The Grant Voucher is used to request funding for work done on Grants, Cooperative Agreements, Technology investment Agreements(TIA) and Other Transactions. Typically these are research projects performed by nonprofit entities, educational institutions and commercial organizations.

Similar to a Progress Payment Request, grant vouchers request payments in several installments over a period of time. The vendor populates the grant voucher from form SF270. This invoicing may be done in WAWF, or prepared in MIL-Comply and submitted electronically.

MIL-Comply is better and cheaper than using WAWF invoicing service. Save money and gain more control by doing this simple process in-house.