GSA ASSIST – Central Invoice Service (CIS)

1. GSA ASSIST – Central Invoice Service (CIS) Live Demonstration for GSA FEDSIM Employees

2. Introduction Topics Glossary Purpose of Session: • To provide a demonstration to GSA FEDSIM Employees of the new Assisted Services Shared Information System (ASSIST) Central Invoice Service (CIS) Presenter: • Reed Fazio, Business Analyst, TechFlow, Inc. • Email: reed.fazio@gsa.govor rfazio@techflow.com 2

3. In This Demonstration, You Will Learn… Topics Glossary The pages and forms that comprise CIS How to monitor in-process Invoices How to accept Invoices in CIS How to navigate CIS 3

4. Topics Topics Glossary Overview Business Drivers GSA Benefits CIS Navigation Invoicing/Acceptance Workflow In-Process Invoice Tracking Invoice Acceptance Invoice History Invoice Payment Tracking ECF Invoice Auto Rejection Data Migration 4

5. Systems and Acronyms Topics Glossary 5

6. Business Drivers Topics Glossary The ASSIST Central Invoice Service was designed to provide: • A centralized, simplified invoicing experience for GSA Contractors • Improved efficiency for invoicing and acceptance processing • Better quality invoices resulting in fewer rejections • Reduced systems and training overhead • Systemic Client processing for FEDSIM acquisitions 6

7. Overview Topics Glossary CIS provides a centralized environment for GSA Employees to accept Invoices against acquisitions with FEDSIM and the Regional contracting offices The ASSIST Central Invoice Service introduces the first shared service in the Assisted Acquisitions Services Business System (AASBS) available to FEDSIM Clients CIS modules and documents are seamlessly integrated with the acquisition systems to provide an intuitive, contiguous user experience 7

8. GSA Benefits Better quality invoices resulting in less processing effort and fewer rejections Improved efficiency by reducing navigation requirements and providing more functional user experience elements (i.e. Accounts Allocation) PPM roles able to provide input to the acceptance process Greater transparency with Invoice payment tracking information Better reporting via real-time, on-demand reports available at your fingertips Convenient summary details about historical and in-process Invoices combining all Invoices across applications Improved helpcontent with extensive ‘tool-tips’ and ‘in-form’ help 8

9. CIS Navigation Topics Glossary 9

10. CIS Navigation – Modules Topics Glossary CIS Introduces four new ASSIST modules for GSA Users: • Invoice Form  Official Invoice document • Acceptance Report Form Documents GSA Acceptance • Invoice History Page  Record of all Invoicing activity for a specific acquisition • In-Process Invoices Page  Provides tracking of Invoice processing activity 10

11. CIS Navigation Topics Glossary Landing Page • “Direct Access to Web Services” portlet displays link direct to In-Process Invoices page Order Navigator • Displayed on “view” CIS pages  Provides navigation to the Invoice/Acceptance Report • Links allow quick navigation between pages 11

12. CIS Navigation – TOS Order Package Topics Glossary TOS Order Package displays “Invoices and Acceptance Reports” link directing users to the Invoice History page for the acquisition 12

13. CIS Workflow Topics Glossary 13

14. In-Process Invoice Tracking Topics Glossary 14

15. In-Process Invoices Tracking Topics Glossary CIS will notify GSA users via system generated email when an Invoice is awaiting acceptance (upon invoice submission AND upon Client processing) GSA users are able to track their Invoices awaiting acceptance via the “In-Process Invoices” page accessible from the ASSIST Portal “Direct Access to Web Services” portlet Two views are provided: • “My” In-Process Invoices • “All” In-Process Invoices 15

16. In-Process Invoices Page – “My” View Link to Help documentation Grid is sortable/filterable – default sort is by Invoice date (oldest on top) Links to Invoice/Acceptance Report forms Export to Excel file Topics Glossary Provides tracking of all submitted Invoices requiring GSA acceptance on acquisitions where the user is named 16

17. In-Process Invoices Page – “All” View Topics Glossary Provides tracking of all submitted Invoices requiring GSA acceptance on acquisitions where the user has registration access to the contracting office 17

18. Invoice Acceptance Topics Glossary 18

19. CIS Invoice Acceptance Success! Topics Glossary 19

20. Invoice Form Topics Glossary Contractors submit the official Invoice in CIS Pre-populated with data from the most recent award • Order Info • Remittance address • Points of Contact • Schedule of Supplies and Services 20

21. Invoice Form (1 of 2) Contact information for Contractor who submitted the Invoice Contractors may offer improved Discount Terms for individual Invoices – defaults to contract terms on the most recent award Comments provided by Contractor Topics Glossary 21

22. Invoice Form (2 of 2) Invoiced Item Numbers Invoiced Total Files attached by Contractor – Invoice copy, supporting documentation System-generated PDF copy of CIS Invoice document Topics Glossary 22

23. Invoice Form – PDF Topics Glossary Upon submission, a PDF copy of the CIS Invoice form is generated by the system for records purposes • Provided as an attachment to the Invoice form 23

24. Acceptance Report Form Topics Glossary Documents Invoice Acceptance – Invoices may be: • Accepted  Payment of Invoice approved in full • Partially Accepted  Partial payment of Invoice • Rejected  Invoice rejected in full Minimizes navigation by providing all pertinent Invoice data and file attachments needed to determine acceptance Client Goods and Services captured as a recommendation – GSA provides final Invoice acceptance or rejection 24

25. Acceptance Report Form – Invoice Summary Navigate directly to Invoice form Link to Help Documentation Invoice submission date Status indicates the current point in the workflow Contractor Comments from Invoice form Topics Glossary 25

26. Acceptance Report Form– Contractor Invoice • Only Item Numbers Invoiced by Contractor are displayed Amounts recommended for payment by Client Performance/Ship dates for items Invoiced Use ‘twisties’ to show Item Number balance information GSA Accepted Amount dependent upon “GSA Authorization” selection : • Accepted – full Contractor Invoice Amount • Partial – field becomes editable; revise values to indicate acceptable payment amounts • Rejected – $0.00 Invoice/acceptance totals Topics Glossary 26

27. Acceptance Report Form – File Attachments System generated PDF copy of the Invoice form 2. Attachments page displays 4. Select “Return to Form” button 1. Select “Manage Attachments” button on Invoice form 3. Select attachments Topics Glossary Users can view attachments from the Invoice and add attachments of their own 27

28. Acceptance Report Form – Client Authorization Topics Glossary Clients provide Goods and Services Acceptance on the Acceptance Report form • Accepted  All goods and services have been received in full • Partially Accepted  Portion of the goods and services accepted for payment • Rejected  All goods and services not received in full Client processing is optional and will not prevent Invoice acceptance by GSA if not completed 28

29. Acceptance Report Form – Invoice Questionnaire Comments are required when questions are answered “No” Select “Yes”, “No”, or “Not Applicable” for each question Topics Glossary Editable by GSA and PPM Users – Selections are validated against the GSA Authorization selection (Invoice must be rejected/partially accepted if any questions 2 – 6 are answered “No” 29

30. Acceptance Report Form – GSA Authorization Select from dropdown Comments visible to Contractors. Required when Partially Accepting or Rejecting FSC will provide comments if the Invoice is returned to the PM Topics Glossary Invoices may be: • Accepted  Payment of Invoice approved in full • Partially Accepted  Partial payment of Invoice • Rejected  Invoice rejected in full 30

31. Acceptance Report Form – Partial Acceptance 3. Revise GSA Acceptance Amount values  Populated with Client recommendations If Client Partially Accepted else populated with Contractor Invoice values 1. Select “Partial” Authorization 2. Enter Comments Topics Glossary 31

32. Acceptance Report Form – Receipt and Acceptance Dates Topics Glossary Indicate Receipt and Acceptance dates for goods/services • In accordance with prompt pay provisions, acceptance must occur within 7 days of receipt Dates may be entered by Clients but can be overwritten if necessary 32

33. Acceptance Report Form– Distribute Invoice Amount to Accounts • Once the GSA Authorization is selected, the “Distribute Invoice Amounts to Accounts” section becomes active Calculations aid in completing the distribution Enter allocation amounts per account Grid is sortable/filterable Only displays accounts that have a positive balance Topics Glossary 33

34. Acceptance Report Form Topics Glossary May be saved as “Draft” if unable to complete in a single session Edit History records all submissions by Client and GSA users (including drafts) 34

35. Help Topics Glossary Several resources are provided to guide GSA users through the CIS forms and workflow: • Field “Tool Tips”  provides guidance on data entry fields • Information Icons  provides guidance on read-only elements • “Help with this Page”  provides overarching help documentation for specific modules and related processes 35

36. Acceptance Report Form – PDF Topics Glossary Upon processing by GSA, a PDF copy of the CIS Acceptance Report form is generated by the system for user records • Provided as an attachment to the Acceptance Report form 36

37. Invoice History Link to Help documentation Grid is sortable/filterable by all fields Links navigate to Invoice/Acceptance Report forms (Acceptance Report links available once GSA acceptance provided) Topics Glossary Record of all invoicing activity for a specific acquisition 37

38. Invoice Payment Topics Glossary Payment made by GSA Finance indicated on the Invoice form • Payment Status • Processed Date • Payment Amount 38

39. Electronic Contract File Topics Glossary Attachments on the Invoice and Acceptance Report forms (including the system generated PDF documents) are tagged with the following ECF Metadata: • Tab: Invoices/Vouchers • DCN: Review/Accept/Reject Evidence & Back Up 39

40. Demonstration Topics Glossary 40

41. Invoice Auto Rejection Effective upon CIS deployment, Contractors must submit Invoices using the new CIS process  direct submissions to GSA Finance will no longer be accepted Invoices submitted directly to GSA Finance following CIS deployment will be identified, imported to CIS and automatically rejected 41

42. Data Migration Topics Glossary RBA Acceptance Information documents (matched) are migrated to CIS as Invoice and Acceptance Report documents NBA Invoices and Receiving Reports are migrated to CIS as Invoice and Acceptance Report documents 42

43. Invoice Status Definitions Acceptance Report Status Definitions Glossary Supplemental Workflow Diagrams Resources Topics Glossary 43

44. Invoice Status Definitions Topics Glossary 44

45. Acceptance Report Status Definitions Topics Glossary 45

46. Glossary Topics Glossary 46

47. NBA Workflow (Pre-CIS) Topics Glossary 47