Effortlessly Manage Your Invoice Tokopedia Word for Facilities

Invoice tokopedia word for Facilities

hello and welcome to how to submit a invoice on the p-i-e-e website also known as w-w-w-a-w-f so i am here to show you on how to submit the invoice because as you all know if you tried it if you look at wwf it's like what the 1985 is this it is very outdated and very old but it's not that bad so i'm going to walk you through the steps on how to submit there if you if you're working on a government contract and they're requiring you to submit payment through the wwf then this is the video for you stay tuned for more information like and follow and subscribe for more videos on how to navigate through these types of websites for the federal government now let's get started so you want to go to the website p-i-e-e um you should have this website okay if you haven't um signed up yet click the link above for the video on how to sign up with the p-i-e-e but this video is for strictly invoicing so when you come to here you always gonna have to log in okay they make you do that so once you log in um there is web-based training on how to submit an invoice but i'm telling you literally it's like 1985 if you weren't born in the 80s you're gonna be like what the heck is this now this video is only for the payment method of wawf i haven't worked with my invoice or any of these additional um [Music] apps so i don't know about it yet when i do work with them of course i will be doing another video on them so right now we're going to click on wide area workflow flow that's what we wawf stands for [Music] okay so to submit an invoice first thing you will need to do is create a document you are a vendor once you have been signed up and everything you're going to go to create a document okay before we start with this document there are a few things that you're going to need before even starting you're gonna have to pull up your contract and you're gonna have to get the following information the contract number which should be on page one then there are codes that's usually located on page 16 or 17 and i will explain that to you when we get to that part so you're going to need page 16 and 17. also you're going to need to know what document type you're submitting some contracts call for a combo if it's a shipping some contacts um call for two on one or invite depends on whatever they however they want you to submit it that's what you need and that is also in your contract and then i will show you how to find that in your contract but once you start you need those documents so if you don't have them pause this video go get your contract and we're going to go step by step okay so now that you have your documents in hand let's get started so the first thing you need is your contract number because it's going to look up your contract it's going to pull up your pricing that you did when you submitted your proposal is going to pull up all that so you're going to have to enter your contract number and just so you know there are no old no letter o's it's all numbers if you see a 0 then that's a zero and not an o it does not accept oh okay now another thing i'm going to mention very important if it has an asterisk then you must fill it out if it does not have a asterisk don't even touch it leave it alone okay leave it alone asterisk make sure you fill it out don't have an asterisk leave it alone okay don't even touch it so once you put in your contract number you're going to click on next and it's going to bring up your contract remember when you're submitting a proposal and they had all those lines the cl clients is what they call it so so what you're going to do is given if you're doing maybe like they have a proposal and it has multiple years remember the cln this is where your contract comes into play now if they are tr if they're giving you the full amount for the year which i don't think they do then you can click on the the year or all five years or whatever usually a cln is a different line item so make sure you go to your contract so i'm going to go to my contract as you can see and my line items are based on here but if you have a product that you're shipping or if you have other contracts this is how you decide which one you're going to click so you're going to click on given that i'm paying per month i'm going to click only online item because as you can see my period of performance is from may 2022 to april 2023 so i am only clicking on the first line item if you are clicking on more than one line item please make sure that the c l n or c l i n represents or matches what you're supposed to be getting paid for it's very important or it's gonna get kicked back and you're going to have trouble so as you can see my cln cli in oh my god sea land that's what i'm calling my sea land ceiling is for for the first year zero zero zero one these are my option here so i have four option years okay yeah i know i got a five-year contract okay sorry anyway so i'm gonna click on that one okay as you remember i said anything that's an asterisk you must put so see the asterisk here so you have to select one of these none of these have asterisks so you don't even go about you don't even worry about it so we're going to move to the next one so now that you've gotten to the document page and you you you've selected which uh see ceiling that you are trying to invoice for you're gonna come to this page the documents page now remember i told you one of the things you need to know is the type of document well you're going to find this in your contract so i'm going to pull out my contract again okay you're going to find this in on page 16 i believe 16 or 17. so okay here we go 16. so where it said the the title of this one is uh wide area workflow payment instructions okay usually on page 16 that's what i was told either 16 or 17. so you're gonna scroll all the way down to usually it'll be in bold um the type of document i was told that they're actually supposed to put the whole name like if it's an invoice combo invoice two and one blah blah blah but please make sure that you read and pay attention to this because it is very important this is one of the most important because if you put this in wrong you're not going to get paid so make sure that you read so it was a little confusing for me because they they state that there is an invoicing and receiving report document which is here it says combo so of course naturally i'm gonna look for something that says combo and it says invoice and receiving reports so if i wasn't reading properly i'll be like oh yeah combo invoice receiving his combo his invoice receiving that's the one no i will be wrong you have to read we have to stop rushing through stuff and read it all so this says invoice and receiving report document for fixed fixed price line items that require shipment of deliverable i am not shipping anything i have a service so that one would not apply to me make sure you read the whole line because you could accidentally submit the wrong document now if as it says for b for services that do not require shipments submit an invoice two in one so that is the invoice that i need to use a two in one and as you can see invoice two and one services only so that's the one we're going to click on okay so now this is where you really need your contract as well because as you can see the only thing most of the stuff is filled in for us which is good which means we don't have to fill in anything but we have to verify now do not get laxed on this because people mess up people make mistakes okay make sure that you are checking the the correct thing so what we're going to check to make sure that the pay says the the right pay invoice so if you look at page 17 i think they call this the dodat codes if you look at page 17 which is should be a table this is your contracts codes okay these codes must be in the fields that are um on the invoice so make sure that these codes matches so as you can see paid dodge is it matches up that one matches up with that one the dodec um for the astric one and you only worry about the asterisk so the dodec for the asterisk is this one that matches up so everything matches and then the service acceptor which also matches up everything matches so just make sure that everything matches when you do um when you're confirming before you submit okay now you're at the nitty gritty page this is the most important page because this is where you put in your mula okay so once again everything that has an asterisk you have to worry about the stuff that's already filled out let it go don't worry about it they did it for you so as you can see the only thing that's asterisk here is invoice now invoice is a number you create it has to be at least one character so it can be numbers it can be letters it can be whatever you want but it has to be at least one character so i'm going to put an invoice of 0 0 1 i'm gonna start off with zero zero one now as you can see the invoice date has already been put in and final invoice is also asterisk so basically what final invoice means is that this will be your final invoice ever for this contract so clearly if i have four years left this is not going to be my final invoice ever so i'm going to click on no make sure you click on no not yes because if you click on yes i was told that it would take a month to get the contract re up and running again if you click on yes so make sure you click on no nothing else is asterisk so we're going to go ahead and move to the next important page which is the line item page now given given uh keep in mind that this tutorial is for service only service only okay so now you're going to click at you know this this error is because we haven't adjusted this yet okay because we're gonna have to input data into that so once you get your line item you're gonna click on edit and it's gonna bring you to the page where you can edit stuff okay my line i know zero zero one because that's i'm in the first year product service id now this is extra it's already in there so more than likely is right but you still want to confirm so you're going to take this and confirm it with your contract this number product service id can be found in where you where your ceiling sealants are okay on page one as you can see product service id product service id which is also abbreviated psc is r416 it's r416 there and then you're just going to go through this document matching to make sure everything is matched now of course if you have a service and it says ship don't get confused it's just um the quantity of whatever it is so take a look at your your pricing sheet that you use to submit and just go based on whatever quantity that is so my quantity is one my measure is job as you can see my unit pricing is going to change because i'm billing per month not for the total year so in your solicitation or in your documents you should have what you're billing if it is a monthly service per month so my billing is going to be 2 800 per month which is going to change it and then you can verify this although it doesn't have a asterisk it's still on your cln your clin um and the acrn make sure that is verified as well now in the description i would definitely mark what you're doing in the description so um just put this is payment for may 1st or payment for whatever date it is put that in the description and then you're going to go save it and you're going to go back to the um original page so i'm going to put that in now uh once you have finished typing in the description of your pay whether there's an explanation or not we're going to go ahead and save cl clients and it's going to bring us back to that first page okay so now that everything is done you see the error warning is gone everything has been cleared now is the time the big reveal to submit your document so now we are going to submit the invoice everything has been checked we're going to submit the invoice so that we can get paid and there you have it you've submitted oh well i'm glad this happened because let's see the document contains errors in the tabs header so let's see what errors i have in my header maybe i did not confirm something oh no shipment so yeah i don't know why i said that there's no shipment number so thank you for clearing that thank you thank you person thank you old company for fixing that okay so that's good to know so make sure nothing is in the shipment if you're not shipping anything make sure there's nothing in the shipment and then you will hopefully now submit what okay so now i remember the guy said make sure that the shipment number and the invoice number is different i guess they're forcing me to put a shipment number in there although i don't have a shipment but whatever so i'm going to put zero zero [Music] zero one um just to clarify the difference final shipment i'm gonna say no because i said no with the final invoice hopefully that makes a difference so let's see if it submits now there we go oh oh we got a warning validation for line item the unit price wawf documents 28 in a different unit okay so this is okay because remember my contract is not paying me for the whole year this may happen to you if your line item contract is divvied up per month of her service per job whatever this is okay this will be corrected um and it is completely okay that's what i was told by the customer service agent so you can go ahead and click submit okay and voila we have done our first invoice congratulations you have submitted your first invoice practice and please stay tuned for more videos on how to use the wawf system or the p-i-e-e which is called the procurement integrated enterprise environment i hope you've enjoyed my video please like and subscribe for more and i'll see you soon