CREATE WAWF BILLING FILES

Use this screen to create batch files that you can submit to the WAWF via FTP. A bill must have a Status of S (Select), indicating that it has been approved, before you can include it in a WAWF file.  

The WAWF file does not handle ceilings, and retainage is prorated and included within the bill.

If you choose to use a word processing program (for example, Microsoft Word, WordPerfect, Microsoft WordPad, Microsoft Write, etc.) to create your FTP files, you must cut/copy the text out of the word processor program and paste it into Microsoft Notepad, or another ASCII text editor, before sending the data to WAWF. This converts the text to text-only format and removes control characters that contain formatting information.

If you have project total ceilings enforced on a project to be included in the file, the over ceiling rows cause the file to be rejected.

Execute this screen after calculating bills (standard or progress payment) or entering bills (project product bills).  All bills must have a status of Selected to be included within the file.  You must execute this screen before posting the bills because the primary file source is the billing edit tables.

For more information, see the "Wide Area Workflow" topic. 

Location

Identification

Use the fields in this block to create a new parameter ID or to retrieve a previously saved parameter ID. A parameter ID represents a set of screen selection parameters. After you have saved a parameter ID and its related parameters, you can retrieve them using Query.

You can use the retrieved parameters to produce reports and run processes more efficiently and with greater consistency. The saved parameters are also useful and necessary when you want to run the process as part of a batch job. Many users save a unique set of parameters for each different way they run a report or process. When you select a previously saved parameter ID or parameter description, the associated saved screen selection parameters automatically display as selection defaults. The page setup and print options are also included in the saved parameter ID if there are any. You can change any of the associated selection defaults as necessary.

Parameter ID

Enter, or click to select, a parameter ID of up to 15 alphanumeric characters. Choose characters for your parameter ID that help identify the type of selections you made in the screen, such as PERIOD or QUARTERLY.

When you save your record, all the selections made in the screen are stored with the parameter ID. Later, you can retrieve the parameter using Query.

You can use the parameter to run the process more efficiently because you can select the parameter ID with its previously defined screen selections. After the default selections display in the screen, you can override the defaults.

Description

Enter, or click to select, a parameter description of up to 30 alphanumeric characters.

Selection Ranges

Projects

Use these options to select the range of projects for which you want to create a WAWF billing file. You can create a file for all projects initialized on the Manage Project WAWF Information screen. If you are using billing user groups and/or billing cycles, you can create a file only for those projects that are authorized for your user group and/or billing cycle. 

Option

Use this drop-down list to select the range option of projects to be included. Valid options are:

The default for this field is All.

Start

Enter, or click to select, the starting project for the range you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending project for the range you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Non-Contiguous Ranges

Select this check box to enable the Project Non-Contiguous Ranges subtask.

Billing Cycles

Use these options to select the range of billing cycles you want to include in the WAWF file. Your selection of projects is limited to those included in the range of billing cycles selected. Set up billing cycles on the Manage Billing Cycles screen.

Option

Use this drop-down list to select the range option of billing cycles to be included. Valid options are:

The default for this field is All.

Start

Enter, or click to select, the starting billing cycle for the range you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending billing cycle for the range you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Bill Groups

Use these options to select the range of bill groups you want to include in the WAWF file.  You are limited to bill groups to which you belong. Your selection of projects is limited to those included in the range of bill groups selected.

Option

Use this drop-down list to select the range option of bill groups to be included. Valid options are:

The default for this field is All.

Start

Enter, or click to select, the starting bill group for the range you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending bill group for the range you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Project Managers

Use these options to select the range of project managers you want to include in the WAWF file.

Option

Use this drop-down list to select the range of project managers to be included. Valid options are:

The default for this field is All.

Start

Enter, or click to select, the starting project manager for the range you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending project manager for the range you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Invoices

Use these options to select the range of invoices you want to include in the WAWF file. Invoices within this range for the projects selected are included.

Option

Use this drop-down list to select the range option of invoices to be included. Valid options are:

The default for this field is All.

Start

Enter, or click to select, the starting invoice for the range you want to include. If you select All or From Beginning in the Option field, this field is inactive.

End

Enter, or click to select, the ending invoice for the range you want to include. If you select All, One, or To End in the Option field, this field is inactive.

Options

Select Invoice Type

Use the options in this group box to select the invoice type for this file. The default is Cost Voucher.  Only selected projects linked to the invoice type on the Manage Project WAWF Information screen are included in the file.

Although a WAWF file is composed of only one invoice type, the source of the individual bills in that file may be different (for example, standard bills for one bill and project product bills for another), depending on your File Source selection on the Manage Project WAWF Information screen. Although it is possible for bills to exist in both standard bills and project product bills for the same project, only the one designated as the File Source is used in the batch file.

File Name

Enter a file name for your WAWF file. Please note that files for a particular invoice type must have the following extension:

Use User ID/Timestamp as File Name

Select this check box to use the user ID/timestamp as the file name.

Alt File Location

This field displays the default output path from the Configure Billing Settings screen, but you can change it. Lookup is available. If there is no Alternate File Location specified on the Configure Billing Settings screen and you do not enter one here, the file is created in the W_USER_FILE_CATLG table, and you must download the WAWF file using the Download Manager application.

When you execute this process, the output path is inserted into BILL_EDIT_INVC_HDR.W_OUTPUT_FILENAME as a concatenated field (concatenated with a semi-colon). For example, if the Alt File Location is PROJECT and the File Name is DOD09122005.FTP, the W_OUTPUT_FILENAME is "PROJECT;DOD09122005.FTP."  If you do not enter an Alt File Location, the File Name is inserted.

Override File

Select this check box to overwrite an existing file with the same name.

Clear WAWF File Flags

Select this check box to clear the Included in WAWF File and Output Path fields. You can use this feature to re-create a billing file without having to change the flag for each individual project. This feature is helpful if you need to re-create multiple WAWF billing files because it enables you to clear the Included in WAWF File and Output Path fields so that you can re-populate them during the same session.

User ID

Enter the WAWF user ID assigned to you by the Department of Defense (DoD).

Subtasks

Subtask

Description

Project Non-Contiguous Ranges

Click this link to open the Project Non-Contiguous Ranges subtask, where you can select a noncontiguous range of projects.

FTP File Layouts

The FTP file layouts are also available as spreadsheets from Deltek's Customer Care Connect site. See the Wide Area Workflow topic for more information.

FTP FILE LAYOUTS — MOCAS — PROJECT PRODUCT BILLS

2N1

COMBO

COMMERCIAL INVOICE

COST VOUCHER

FTP FILE LAYOUTS — MOCAS — STANDARD BILLS

2N1

COMBO

COMMERCIAL INVOICE

COST VOUCHER

FTP File Layouts — MOCAS Attachment

FTP FILE LAYOUTS — OTHER — PROJECT PRODUCT BILLS

2N1

COMBO

COMMERCIAL INVOICE

COST VOUCHER

FTP FILE LAYOUTS — OTHER — STANDARD BILLS

2N1

COMBO

COMMERCIAL INVOICE

COST VOUCHER

FTP FILE LAYOUTS — OTHER — STANDARD BILLS ATTACHMENT

FTP FILE LAYOUTS — PROGRESS PAYMENT BILLS