Purpose: Stand Alone Invoicing is used when there is no acceptor at the receiving DoDAAC (delivery location) and there is no authorized person to receive the material in the system. Invoicing is submitted through the Procurement Integrated Enterprise Environment's (PIEE) Wide Area Workflow (WAWF).
Objectives:
- Learn how to submit an invoice when there is no acceptor at receiving location
- Review invoice status after submission
Last modified: 10/8/2024
Process Steps:
Before Starting
- 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
What's Next
Resources and Terms Glossary
Select the expand all button or individually select each expandable section to open/close additional information.
Before Starting
Invoicing is when a Vendor submits a document to DLA requesting payment for goods or services. Invoicing is done through Procurement Integrated Enterprise Environment 's (PIEE) Wide Area Workflow (WAWF). The process is similar to other invoicing procedures such as the Combo Invoicing Process.
- A copy of your contract for reference (a copy can be obtained from Electronic Data Access (EDA), DoD’s contract data repository)
- A list of items being shipped and their quantity
- Tracking Information
- Username and Password for PIEE to access Wide Area Workflow, or WAWF
Login to WAWF “Vendor” role in PIEE using User ID and Password.
New users of WAWF/PIEE should go to PIEE registration in order to gain access to WAWF.
Note: If the PIEE account is active but missing the “Vendor” role, login and add the role of “Vendor” before continuing.
Open PIEE by accessing the PIEE website and selecting the blue Log In button in the top right hand corner.
The Consent Required dialogue box will appear, relaying PIEE’s Privacy Statement and Warning on the use of the back button. Read and click
Accept to continue.
The PIEE Log In screen will appear.
- Enter Vendor User ID.
- Enter Vendor Password.
- Click Log In.
The "Welcome to Procurement Integrated Enterprise Environment" screen will appear. In the Payment Section, select the WAWF icon.
The “WAWF Welcome” screen will appear. Select the Vendor tab, followed by the Create Document option from the dropdown menu.
Fields 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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For help locating contract information, see the following articles:
- When the “Vendor-Create Document-Contract” screen appears, confirm that the correct CAGE code is present in the entry box.
A unique identity ID from SAM.gov may be present in the entry box.
- Click the "Contractual?" dropdown and select "Y" to indicate that a contract is in effect.
- Enter the Contract Number in the Contract Number field.
- If you have a Delivery Order (D.O.) number, enter it in the Delivery Order field. If the contract does not have a DO number, leave the field blank.
- Select Next.
If any errors occur, the following will appear at the top of the screen:
- Validation Warning messages will appear if any edits are made to pre-populated data.
- Error messages will appear to indicate that there is an error with information entered. These must be corrected to continue.
- Warning messages indicate that there is a possible problem.
- Information messages are purely informational and do not indicate a problem.
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- Input Pay Official DoDAAC into the Pay Official field.
- Click Next.
Note: The Pay Official DoDAAC can be located on the first page of the contract within the box labeled Payment will be made by.
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- Under the Select Document to Create section, select the radio button next to Invoice.
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The fields should prepopulate. Ensure all information is correct and that no additional information needs to be entered or corrected before continuing.
- Enter/Verify Effective Date (Award Date).
- Enter/Verify Issue By DoDAAC.
- Enter/Verify Admin DoDAAC.
- Enter Ship To Code. This number will then auto populate in the Accept by DoDAAC field.
- Select Next.
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- Ensure the Header tab is selected.
- Enter Shipment Number. Create your own shipment number and enter it into the corresponding field.
- Enter Shipment Date. This is the date (or estimated date) shipment will occur. For services, this is likely the date services were rendered.
- Select Y or N from the Final Shipment dropdown by asking the question: "Is this the final shipment for the contract/order?"
- Enter an Invoice Number. Any number may be entered to track invoices.
- Select Y or N from Final Invoice dropdown. A final invoice is associated with the final shipment to complete the contract/order.
- Insert Tracking Number into Bill of Lading Number field.
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Important Information on Adding or Editing a Line Item:
- If there is a line item on the contract, but it is not being shipped/invoiced, do not include it within the document submission.
- Though line items may prepopulate, they still need to be edited to add quantity shipped.
- If line items are missing, add a new line item.
- Select Line Item tab.
- Select Edit under the Line Item Details section. Select Add to add a line item (if blank).
- Enter Item No.
- Enter Product/Service ID.
- Select Product /Service ID Qualifier from drop-down.
- Enter Qty Shipped.
- Enter Unit of Measure.
- Enter Unit Price.
- Enter Description from Section B information of solicitation or award.
- Select Save CLIN/SLIN/ELIN.
If your contract contains UID, MILSTRIP, or Batch/Lot & Shelf Life information, fill out the fields in the corresponding tabs.
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If possible, Vendors should combine documents into one package to avoid the need for submission of multiple attachments. For more information, see "How to Make PDF Portfolios" .
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Select Attachments tab.
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Select Choose File.
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Highlight the desired file in your file explorer and click Open. Please note that file names cannot have spaces or special characters.
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Click Upload.
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Confirm or select Attachment Type as this is auto populated based on the upload.
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- Select Preview RR tab.
- Review entered information in the Document Information section.
- Select Submit.
A new screen will appear indicating the successful submission of the invoice with a list of who received an email notification.
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- To send additional email notifications to others not listed, select Send Additional Email Notifications.
- Enter additional recipients.
- Select Submit.
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What's Next
Payment will be processed after the above steps have been completed. If there are issues with your submission, an email will be sent to the email on file. To check the status of your invoice, follow these steps:
- Login to WAWF and select the Vendor tab.
- From the dropdown, select History folder.
- Use the search fields to locate the Combo Invoice.
- Click Submit.
- Locate the invoice heading and then click on the linked document below.
- Your invoice will open, scroll down to the bottom of the page and under Action By: Payment Official you can view the status of your invoice.
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Resources
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 |