Stand Alone Invoicing Process

Access PIEE/WAWF Access PIEE/WAWF: https://piee.eb.mil/

From this website, you can log on via user ID and password. If you are a new user of PIEE go to register.

Common Use:
When there is no acceptor at the receiving DoDAAC and there is no authorized person to receive the material in the system.

Process Category:

Invoicing

For Assistance:

Scroll through sections to see Important Information, Notes, and Tips

Important Information

When a vendor ships material make sure the DD250 accompanies the shipment, so the material can be receipted by the government in a timely manner.

Payment will be delayed if DD250 does not accompany shipment, even if invoice is submitted. If there is a payment problem check DFAS and state of invoice in PIEE.

If award being shipped has a Service CLIN (i.e., FAT/PLT/TMTS) use Stand Alone Invoice process as outlined in DFARs Appendix F, Part 4, F-401, Table 1.

Notes

An invoice should include a Material Inspection and Receiving Report (DD250) and tracking information.

To fill in required information throughout the process ensure you have a copy of your contract for reference.

If you do not have a copy, one can be obtained from Electronic Data Access (EDA), DoD’s contract data repository.

Tips

Ensure you are already registered for the WAWF "Vendor" role and have gained access to PIEE.

If a user has an active PIEE account but is missing the “Vendor” role, that user must login and add the role of “Vendor” before they are able to begin creating a document in WAWF.

Is a user needs additional help understanding the steps required to gain access to PIEE see PIEE Vendor Getting Started.

Resources:

Note: To view any sub-step accordions in this process select the expand all button or individually select each one to open or close.

1. Open WAWF and Create New Document

Find any meanings for acronyms, abbreviations and codes used in the Terms Glossary Table.

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A. OPEN PIEE PAGE AND LOGIN

1. Open PIEE by clicking the PIEE website and selecting the blue Login button in the top right hand corner.

Note: For more information on getting started with PIEE please go to the Working with DLA - PIEE webpage

B. ACCEPT PRIVACY STATEMENT

2. After clicking on the log in button, the "Consent Required" pop up will appear issuing PIEE's Privacy Statement and Warning on the use of the Back Button. To continue login, click the Accept button.

C. ENTER LOGIN INFORMATION

3. The PIEE Login Screen will appear asking for information. Please:

Enter Vendor User ID
Enter Vendor Password
Select blue "Log In" button below form input fields

D. SELECT WAWF ICON

4. The "Welcome to Procurement Integrated Enterprise Environment" screen opens, select the WAWF icon with the subtitle "Wide Area Workflow" in the Payment section

E. CREATE NEW DOCUMENT

5. After clicking the WAWF icon, the WAWF welcome screen will appear. To create a document for the invoice:

Select "Vendor" tab and then the "Create Document" option from dropdown

Note: You can also view previously submitted document or documents that have been rejected back to you from this “Vendor” selection menu.

2. Enter/Verify Contract Information

Find any meanings for acronyms, abbreviations and codes used in the Terms Glossary Table.

Tip: If you need additional assistance entering in contract information beyond what is provided on this process page, click on the "Help" button in the lower left hand corner on the WAWF page.

Important Information: Here are the likely locations on your contract to find CAGE, Contract Number, and Delivery Order based on the form type used:

Element/ Form Type	DD1155	SF1449	SF26	SF33
CAGE	Block 9	Block 17a	Block 7	Block 15A
Contract Number	Block 1	Block 2	Block 2	Block 2
Delivery Order	Block 2	Block 4	Block 4	Block 6

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A. CONFIRM CAGE CODE

The Vendor - Create Document - Contract screen will appear.

1. Confirm the correct CAGE Code is present in the entry box.

Note: A DUNS or unique identity ID may also populate in the field.

Important Information: Only CAGE codes associated with your WAWF vendor role will display and CAGE must match your contract. If you have more than one CAGE, you must pick the one that matches the contract/ order you want to submit a document against.

B. ENTER/VERIFY CONTRACT INFORMATION

2. In the "Contractual?" field select from the dropdown Y indicating a contract is in effect.

Note: To submit an invoice there must be a contract associated with it.

3. In the Contract Number field, enter the contract number associated with the invoice you wish to submit.

C. ENTER DO NUMBER AND SUBMIT INFORMATION

4. Enter DO (Delivery Order) associated with Contract being submitted for an invoice.

Note: If your contract has a DO number it must be be entered in the DO field, otherwise leave field blank.

5. Select the Next button in the lower left hand corner.

Tip: No other fields need to be changed.

3. Enter/Verify Pay Official

Find any meanings for acronyms, abbreviations and codes used in the Terms Glossary Table.

Important Information: Any edits to prepopulated data will generate a "Validation Warning Message." Additional info will populate at top of screen.

Tip: Error messages, Warnings, and Information messages will display at the top of the page:

Error messages indicate an error with the information entered. These must be corrected to continue.
Warning messages indicate a possible problem.
Information messages are purely informational and do not indicate a problem.

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A. ENTER/VERIFY PAY OFFICIAL DODAAC

The Vendor - Create Document - Pay DoDAAC screen will appear.

1. Locate the Pay Official field to the far right of the first row and enter Pay Official DoDAAC into the input box.

Tip: A vendor needs to enter manually the Pay Official, they can find their pay official DoDAAC by looking at the first page of their contract in a box titled "Payment will be made by" or you can find it on the front page of your contracts in one of the following locations:

Element/ Form Type	DD1155	SF1449	SF26	SF33
Pay Official	Block 15	Block 18a	Block 12	Block 25

B. SELECT CLIN AND SUBMIT

2. Locate the first column in second tabular row that has Select CLIN/SLIN and select an appropriate CLIN from the dropdown.

Note: If there is no Checkbox in front of the CLIN field, skip selecting a CLIN.

3. Select the grey Next button to submit information

4. Select Document Type

Find any meanings for acronyms, abbreviations and codes used in the Terms Glossary Table.

Tip: The WAWF instructions in DFARS 232.252-7006 will provide instructions on what document to create besides just the common Combo invoice.

Note: The currency (in the "Currency Code" field) will default to US Dollars but can be changed to match the currency of your contract.

Select "Invoice" radio button
Select Next button

5. Fill in Appropriate Routing

Find any meanings for acronyms, abbreviations and codes used in the Terms Glossary Table.

Important Information: The fields available on the routing page will vary depending on the document type previously selected. Fields should prepopulate from EDA however, enter any required and missing entries and confirm any prepopulated entries are correct.

Tip: Here are the likely locations on your contract to find Issue by DoDAAC, Admin By, and Ship To based on the form type used:

Element/ Form Type	DD1155	SF1449	SF26	SF33
Issue by DoDAAC	Block 6	Block 9	Block 5	Block 7
Admin By*	Block 7	Block 10*	Block 6	Block 24
Ship To**	Block 10 or "See schedule"	Block 4 or "See schedule"	Block 11 or "See schedule"	Block 23 or "See schedule"

*Admin By is the same as the Issue By DoDAAC if it is not separately identified.

**Ship To must be the same for all items on the WAWF document. If the block states “See schedule,” the contract should identify the specific location where the items are to be shipped or services accepted.

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A. CONFIRM DODAAC INFORMATION

Enter/Verify the Effective Date
Note: Effective Date refers to the Award Date.
Enter/Verify the Issue by DoDAAC
Note: The Acceptor DoDAAC on the receiving report should be the ‘Issue By’ DoDAAC listed in block 6 of the award (DAAN 09-04 Government First Article Test )
Enter/Verify the Admin DoDAAC

B. ENTER SHIP TO CODE

4. Enter and confirm Ship to Code (DoDAAC)
Note: Do not list the DoDAAC for a Consolidation Point or the Freight Forwarder.
Tip: There might be an error when not putting in the correct ship to code that says "Error: There is not an active user for the role of Acceptor for Location Code." If this occurs, open contract/solicitation to confirm correct ship to code.

5. Select the Next button to proceed to Invoice and Shipping Information

6. Fill In Invoice and Shipping Information

Find any meanings for acronyms, abbreviations and codes used in the Terms Glossary Table.

Important Information: The "Shipment Number" is not found on the contract. It is a vendor generated number for tracking purposes. We recommend taking the first 3 letters of your company followed 0001 and incrementing for each additional shipment against the order. For final shipment the 8th position should be "Z".

Tip: Fields in the Header Tab with a single asterisk (*) are required for submission. Fields with a double asterisk (**) are required to save the document or move on to additional tabs at the top of the page.

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A. OPEN HEADER TAB

Ensure the Header Tab is open

Note: Header Tab captures high level information about your document.

B. ENTER INVOICE INFORMATION

Enter an Invoice Number. You can enter any number to track your invoices.
Select Y or N from Final Invoice drop-down. Determined by asking the question: Is this shipment the final shipment for the contract/ order?

Note: Final invoice equals final shipment to complete the contract.

C. ENTER SHIPMENT INFORMATION

3. Enter a Shipment Number. This is the shipment number for your document. You might be given a shipment number by your customer; otherwise, you can enter your own.

4. Enter the Shipment Date. This is the date (or estimated date) of when the shipment will occur. For services, this is likely the date the services were rendered.

5. Select Y or N from the Final Shipment drop-down. Determined by asking the question: Is this shipment the final shipment for the contract/ order?

6. Insert tracking number into Bill of Lading Number field

7. Select the Submit button

7. Add/Edit Line Item

Find any meanings for acronyms, abbreviations and codes used in the Terms Glossary Table.

Important Information: If you have a line item on your contract but are not shipping it/ invoicing for it, please do not include it on your document submission.

Tip: If your line item(s) prepopulate, you will still need to edit the line item to add the quantity shipped. You may also add a new line item if line items did not prepopulate or if the line you wish to deliver against did not prepopulate.

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A. OPEN LINE ITEM TAB IN EDIT MODE

Select Line Item Tab
Select Edit link under the Line Item Details section for line item.

Note: Select Add if no line item exists

B. ENTER CLIN INFORMATION

Enter Item No.
Enter Product/Service ID
Select Product /Service ID Qualifier from Dropdown
Enter Qty Shipped
Enter Unit of Measure
Enter Unit Price
Enter Description
Select Save CLIN/SLIN

8. Add Appropriate Attachments

Find any meanings for acronyms, abbreviations and codes used in the Terms Glossary Table.

Important Information: Attachment file name cannot have spaces or special characters.

Tip: It is preferred for vendors to combine documents together into one lump package otherwise you will have to submit multiple attachments. For more information please see how to make PDF portfolios.

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A. OPEN ATTACHMENTS TAB

1. Select the Attachments Tab

B. BROWSE AND UPLOAD ATTCHMENTS

2. Select the Browse button

3. Highlight the desired file in your file explorer and click the Open button

4. Confirm document was selected as name will pop up to the left of the Browse button and click the Upload button

5. Confirm Attachment Type as this is auto-populated based on what was uploaded

9. Review Documents and Submit Invoice

Find any meanings for acronyms, abbreviations and codes used in the Terms Glossary Table.

Note: When creating documents in WAWF, validation warnings will appear with regard to prepopulated data. These validation warning do NOT prevent the submission of a document in WAWF. The warnings are to prompt users to verify data before taking action.

Select Preview Document tab and review entered information in the Document Information section
When ready, select the Submit button

10. Add Any Necessary Email Notifications

Note: This is the last step in the process as a new screen will display indicating successful submission of the invoice, with a list of who received an email notification.

To send additional email notifications to others not on the specified list, select Send Additional Email Notifications and enter your recipients
If you need to add additional documents for invoicing or go back and correct information at the Create Additional Document screen, select the Return button

Important: If the Workflow Information by WAWF section appears giving you an Action By, WAWF field, and a check mark beside "Document Rejected" then your invoice has been rejected. Resubmit by following the steps above again and correct the WAWF specified by the system.

Terms Glossary

Find meanings for acronyms, abbreviations and codes used throughout the process article below in the table:

Term Used	Meaning/Definition
CAGE	Commercial and Government Entity
CLIN	Contract Line Item Number
DD1155	Order for Supplies or Services
DD250	Material Inspection and Receiving Report
DFARS	Defense Federal Acquisition Regulation Supplement
DLA	Defense Logistics Agency
DO	Delivery Order
DoDAAC	Department of Defense (DoD) Activity Address Code
DUNS	Data Universal Numbering System
ELIN	Exhibit Line Item Number
FAQ	Frequently Asked Questions
FAT	First Article Testing
ID	Identifier
MILSTRIP	Military Standard Requisitioning and Issue Procedures
N	No
No.	Number
PDF	Portable Document Format
PDS	Procurement Data System
PIEE	Procurement Integrated Enterprise Environment
PLT	Production Lot Testing
Qty	Quantity
SF1449	Solicitation/Contract/Order for Commercial Items
SF26	Award/Contract
SF33	Solicitation, Offer, And Award
SLIN	Subline Item Number
TMTS	Textile, Material, Test Sampling
UID	Unique Identifier
WAWF	Wide Area Workflow
Y	Yes

Jump to Step:

Open WAWF and Create New Document
Enter/Verify Contract Information
Enter/Verify Pay Official
Select Document Type
Fill In Appropriate Routing
Fill In Invoice and Shipping Information
Add Line Item
Add Appropriate Attachments
Review Documents and Submit Invoice
Add Any Necessary Email Notification