integrity - service - innovation myinvoice mary seal financial specialist defense finance and...

Integrity - Service - Innovation

myInvoice

https://myinvoice.csd.disa.mil

Mary SealFinancial Specialist

Defense Finance and Accounting ServiceColumbus, OHOctober 2010

August 2010 Integrity - Service - Innovation

myInvoice

myInvoice is a web-based application developed specifically for contractors to obtain the status of their invoices.

Government users may also use myInvoice to obtain the status of vendor’s invoices.

myInvoice consolidates invoice information, for both paid and unpaid invoices, obtained from numerous DFAS payment systems into one central repository.

In addition to querying and viewing data, users may download myInvoice information for further analysis.

To obtain assistance with myInvoice, send an email to [email protected]

Questions concerning payment of your invoice(s) should be directed to Customer Service or the payment office.

2

August 2010 Integrity - Service - Innovation 3

Which DFAS Systems Feed myInvoice

AVEDS: Automated Voucher Examination and Disbursing System CAPS-Clipper: Computerized Accounts Payable System - Clipper CAPS-W: Computerized Accounts Payable System – Windows Debt Application DEAMS: Defense Enterprise Accounting and Management

System EBS: Enterprise Business System (formerly BSM) FABS: Financial Accounting and Budgeting System FAS: Fuels Automated System GFEBS: General Funds Enterprise Business System IAPS: Integrated Accounts Payment System MOCAS: Mechanization of Contract Administration Services MOCAS Interest Payments Navy ERP: Navy Enterprise Resource Planning Returned Invoices SAVES: Standard Automated Voucher Examination System STARS-OP: Standard Accounting and Reporting System - One Pay


myInvoice Home Page

Check out the “How to” Instructions link or Instructions tab for Registration instructions, Java tips and download links. Also check out the Recent Changes link for a description of recent enhancements.


Instructions

Registration, Java Plug-in, and Report/Query instructions are provided on this page. Links to download Excel templates and links to various Reason Codes found in myInvoice are also provided.


myInvoice Home Page

After reviewing the instructions page, select the appropriate Registration link.


Vendor Registration Form

The “Vendor Registration” form should be used by vendor’s that are required to have a Tax Identification Number (TIN).

The CAGE/DUNS/TINentered here must be the same as the CAGE/DUNS/TIN inthe Central Contractor Registration (CCR).

You must click Submit to save your entries.

Foreign Vendor Information

Foreign vendors will be required to register in CCR in order to view their invoice information in myInvoice

The following is required for foreign vendors to register in the CCR: A DUNS number, provided by Dun & Bradstreet

Information on obtaining a DUNS number can be found at www.ccr.gov or by calling D&B’s Federal Government DUNS number request line at 1-866-705-5711 for assistance

A North Atlantic Treaty Organization (NATO) Cage (NCAGE) Additional information on obtaining an NCAGE can be found

on the CCR website at www.ccr.gov or at www.dlis.dla.mil/Forms/Form_AC135.asp

If you require assistance registering in CCR, please call 1-888-227-2423 or 269-961-4725 for assistance.

After obtaining your NCAGE, we suggest you provide it to your contracting offices for inclusion on any future contracts.


Foreign Vendor Registration

The ”Foreign Vendor” Registration form should be used by vendors that are not required to have a TIN.

The CAGE/DUNS entered here must be the same as the CAGE/DUNS in the Central Contractor Registration (CCR).

You must click Submit to save your entries.


E-mail Payment Notification

Payment Notification check box

Notification of new DFAS payment [email protected]: undisclosed-recipients

Our records show that you have newpayment information available for the following: CAGE Code XXXXX DUNS Code XXXXXXXXX Contract Number XXXXXXXXXXXXX Call Number 0522 Invoice Number BVN0005 Shipment Number BVN0005 Invoice Amount 159.95 Payment Amount 159.95 Payment Date 9-JUL-10


Government Registration Form

The purpose of this registration is to verify that you are a current DoD employee. Therefore,the e-mail address must be an acceptable work address and the reason for access must meet “need to know” requirements.Registrations will be denied if the reason is something like “to do my job”.

After completing the registration form, click Submit.

You will receive an e-mail in 1-3 days approving/denying your registration.


myInvoice Log-In

Enter the User ID and PIN you created and then click submit.

If at any time you forget your PIN, enter your user ID, check this box and then click Submit.

PINs expire every 90 days. Registrations are disabled if not used for 90 days.To reactivate your disabled account, call 877-692-5260option 1; or 614-693-4899, option 1.Registrations not accessed within last 6 months wil bearchived and you must do a new registration.


Government Reports/Queries

The registration form may be accessed by clicking the Gov’t Registration tab above.

Gov’t employees may query by contract number if the CAGE/DUNS is unknown or not on the record.


Vendors - using the purple arrows in the middle, select CAGE(s) or DUNS to move to Report List or click on the Disable List button to key in the CAGE/DUNS. Then select payment type, enter criteria and select Summary Rpt, Detail Rpt or Download.

Payment Definition Report

Gov’t users must key the CAGE/DUNS into the Report list.


When the CAGE/DUNS list has been disabled, the fields under Report List are open for entry.

Payment Definition Report


Report By Payment Definition - Download

Select a download format.


Using the purple arrows in the middle, select CAGE(s) or DUNS to move to Report List or click on the Disable List button to key in the CAGE/DUNS.

Select payment status.

Select Summary Rpt, Detail Rpt or Download.

Report by Status and Date


Summary Report

Data Availability MOCAS 90 days Vendor Pay 120 days EBS 30 days


Detail Report


Summary Report

Data Availability MOCAS 90 days Vendor Pay 120 days EBS 30 days


Detail Report


Enter none, some, or all criteria in the Contract, Delivery Order, Invoice, and Shipment Numbers fields.

Report by Contract/Invoice/Shipment


If assistance is required select E-mail Assistance and mail questions to Customer Service.

E-mail Assistance


Choose the appropriate Customer Service Office from the drop down list.

E-mail Assistance


Vendor Pay Information System (VPIS) Download

Mirrors the old VPIS download file format. Only the download option is available.


Status by Last Action Date

Note: Only MOCAS, AVEDS, FAS and Navy ERP provide data in the Last Action Date field.

Enter Last Action Dates (dd-mon-yyyy), or use the arrows to choose from the calendar.


Load Status Report


myInvoice – Sample Debt Notice

Debtor: Company NameP.O. Box Columbus, Ohio 12345-6789

Bill of Collection: 12789356 Contract: XXXXXX-07-F-XXXXShipment: 8707 Invoice: DFAS8707Cage Code: 55555Reason for debt: Duplicate Payment Original debt amt : 18,000.00Principle: 14,000.00Interest: 23.00 Note: Interest as of 1/07/10Penalty/Admin: 25.00

Balance due: 14,048.00

For additional information contact: Name: Smith Smith Phone: 111-111-1111 e-Mail: [email protected] Fax: 111-111-1101

To make a payment on-line: (link to ACCS – MOCAS only)To make a payment via mail: (link opens remit address info)

NOTE: Direct all inquiries about debts to the POC on the Debt Notice.

Customer Service and the myInvoice Helpdesk are not equipped to answer debt related questions.


F.A.Q.

Check the Frequently Asked Questions (F.A.Q.) tab for tips on solving common problems like disabled User IDs, pop-up blockers, and downloading on a Windows XP PC.


myInvoice – Statistics

Approximately 21,200 myInvoice users* Government users - 4,700 Vendors - 16,200 Foreign vendors - 300*Registration not accessed for 6 months are archived.

52 files are sent to myInvoice each day from 18 different locations

More than 5 million records are loaded each day

More than 213,000 queries are requested each month Status and Date – 94,277 Contract, Invoice, Shipment – 55,562

Questions?

For assistance using myInvoice, call: 800-756-4571, option 5 or 216-522-6998, option 5

For re-activation of a disabled account, call: 877-692-5260, option 1 or 614-693-4899, option 1

integrity - service - innovation myinvoice mary seal financial specialist defense finance and...

Documents

pay integrity service

customer service

registration instructions

myinvoice information

status of vendors invoices

reporting system

instructions page

myinvoice home pageafter