FTP FILE LAYOUTS — MOCAS — STANDARD BILLS — COMMERCIAL INVOICE

Commercial Invoice

Line

Field

Loop

Description

Type

WAWF Min/ Max

CP Length

WAWF Req Des

WAWF Notes

Entry/Calculation

Source/Table

Column/Field

Data Entry Screen

Data Entry Field

START

Form Counter

1/3

Number of transactions within the file.

No. of A records

The file creation process populates this field with the number of invoices in the file.

User ID

8/30

User ID responsible for submitting file to WAWF.

WAWF User ID

Create WAWF Billing Files screen

Enter the user ID on the Create WAWF Billing Files screen.

Enter the user ID in the User ID field.

Form Type

2/6

CI — Commercial Invoice/Fast Pay

proj_wawf_info

wawf_invc_type_cd

Select the form type on the Manage Project WAWF Information screen.

Select the Commercial Invoice option.

Contract Number

13/13

Contract Number

If Contract Number Type is DOD Contract(FAR), the first 6 characters must be a valid Government DoDAAC unless positions 7-8 are less than 04 or greater than 70. Positions 7 and 8 must be numeric. Position 9 must be Alpha and may not be the letters O or I.

The file creation process supports only DOD Contract (FAR) at this time and does not create Line 1B used for the Contract Number Type. If the value is not provided, the transaction will be defaulted to a value of B - DoD Contract (FAR), and all associated edits for Contract Number and Delivery Order number structure associated with DOD Contract (FAR) will be applied to the inbound file and if not met the file will fail.

bill_edit_invc_hdr

prime_contr_id

Enter the contract number in the Manage Project User Flow screen.

Enter the Contract Number in the Prime Contract No field.

Delivery Order Number

0/4

Delivery Order, Call or Release Number

When the selected Contract Number Type is'DoD Contract (FAR), the Delivery Order Number must be 0 or 4 alphanumeric characters.

See additional info in Field 1 above.

bill_edit_invc_hdr

cust_po_id

Enter the delivery order number on the Manage Project User Flow screen.

Enter the delivery order number in the Purchase Order No field.

Issue Date

8/8

CCYYMMDD

Blank

The file creation process does not populate this optional field at this time.

Task Order

1/30

N/A

Not used.

The WAWF process does not use this field at this time. The file creation process does not populate this field.

Foreign Currency Code

3/3

bill_edit_invc_hdr

s_crncy_cd

Enter the foreign currency code on the Other Info tab of the Manage Project Billing Information screen.

Enter the foreign currency code in the Billing Currency field in the Currency Info group box.

Shipment Number

7/8

Must be 7 or 8 characters in the format of AAAXNNN and may have a Z in the 8th position. The following edits will be applied:

If the Shipment Number is 8 characters, the 8th character must be a Z.

If the Final Shipment Indicator is Y, then the Shipment Number must be exactly 8 characters with the 8th character being a Z.

If the Shipment Number is 8 characters and the 8th character is a Z, the Final Shipment Indicator must be set to Y.

Commerical Invoices require that a receiving report is submitted before the invoice is submitted. The Shipment number on the receiving report should match the shipment number on the invoice.

bill_edit_invc_hdr

bill_no_id

The shipment number is represented as the bill number. Enter the last bill number used on the Manage Project Billing Information screen. The Calculate Standard Bills screen increments this number by one and populates the file with the incremented number.

The bill number is computed during the Calculate Standard Bills process but can be changed on the Manage Standard Bills screen.

Shipment Date

8/8

This field is required if the Shipment Number, Field 1, is entered.

Required for MOCAS.

bill_edit_invc_hdr

invc_dt

The Shipment Date is the invoice date. The invoice date is the date on which the invoice was computed.

You can edit the invoice date on the Manage Standard Bills screen.

Estimated Shipment Date Indicator

1/1

N/A

Not used.

Blank

The WAWF process does not use this field at this time. The file creation process does not populate this field.

Final Shipment

1/1

Identifies whether the shipment is the final shipment. Enter a capitalized Y for Yes or N for No. WAWF defaults to N if left blank.

If the eighth position of the voucher is a Z, this field is Y.

proj_wawf_info

wawf_last_ship_fl

The check box that indicates if this shipment is the final shipment is located on the Manage Project WAWF Information screen. If this check box is selected, the shipment number must have a Z as the eighth character.

Select the Final Shipment check box on the Manage Project WAWF Information.

Services or Supplies

3/3

Used only for MOCAS. If no value is submitted in this field, WAWF defaults to SPL.

Default SPL.

The file creation process populates the Services or Supplies field with SPL.

Bill of Lading

1/30

Not used

If the invoice is not a fast pay invoice, do not create line 4.

TCN

1/30

N/A

Not used.

Transportation Method/Type

1/1

Used only for fast pay invoices for MOCAS.

proj_wawf_info

wawf_ln_haul_cd

This field is on the Manage Project WAWF Information screen if MOCAS is the pay system and the invoice is fast pay.

Enter the first line haul mode. See the WAWF Interface Design Document (IDD) for acceptable values.

Bill of Lading Type

1/1

Valid values are C (Commercial Bill of Lading), G (Government Bill of Lading), or Blank. Default is C.

Blank

Discount Percent

This field must be blank if the Discount Amount, Discount Date, or Net Days is supplied.

Blank

If the invoice is not a fast pay invoice, do not create line 5.

Due Days

If the Discount Percent is supplied, this field is required.

Blank

Discount Amount

If the Discount Percent, Due Days, or Net Days is supplied, this field must be blank.

Blank

Discount Date

If the Discount Amount is supplied, this field is required.

Blank

Discount Type

If data is entered in fields 1 and 2, or 3 and 4, this field defaults to the appropriate value. For fast pay invoices, insert 21.

21 if wawf_fast_pay_fl = Y.

proj_wawf_info

wawf_fast_pay_fl

Select the Fast Pay Invoice option on the Manage Project WAWF Information screen.

Select the Fast Pay Invoice option.

Net Days

If the Discount Percent or Discount Amount is supplied, this field must be blank.

Blank

Invoice Number

1/8

The invoice number is converted to upper case. Commercial invoices require that a receiving report be submitted before the invoice. The invoice number on the invoice must match the invoice number on the receiving report.

bill_edit_invc_hdr

bill_no_id

Enter the last bill number used on the Manage Project Billing Information screen. The Calculate Standard Bills screen increments this number by one and populates the file with the incremented number.

The bill number is computed during the Calculate Standard Bills process and is only eight characters long for MOCAS.

Invoice Date

8/8

CCYYMMDD

bill_edit_invc_hdr

invc_dt

The Invoice Date is the date on which the invoice was computed.

You can edit the Invoice Date on the Manage Standard Bills screen.

Final Invoice

1/1

Identifies whether the invoice is a final invoice. Enter a capitalized Y for Yes or N for No. This field is used only if an invoice number is submitted in Field 1.

proj_wawf_info

wawf_last_invc_fl

The check box that indicates if this invoice is the final invoice is located on the Manage Project WAWF Information screen.

Vendor's Invoice Number

1/22

N/A

Not used.

Blank

The WAWF process does not use this field at this time. The file creation process does not populate this field.

Prime Contractor CAGE / DUNS / DUNS+4

5/13

proj_wawf_info

wawf_send_cage_cd

Enter the prime contractor CAGE code on the Manage Project WAWF Information screen.

Enter the prime contractor CAGE code in the CAGE Code field in the Sender Information group box.

Extension

1/6

Must be left blank if the Prime Contractor CAGE is blank.

proj_wawf_info

wawf_cage_ext_cd

Enter the prime contractor CAGE extension on the Manage Project WAWF Information screen.

Enter the prime contractor CAGE extension in the CAGE Code extension field in the Sender Information group box.

Administration DoDAAC

6/6

proj_wawf_info

wawf_admin_id

Enter the administration DoDAAC on the Manage Project WAWF Information screen.

Enter the administration DoDAACs in the Administration field in the DoDAACs group box.

Ship From CAGE / DUNS / DUNS+4/ DoDAAC

5/13

If the Ship from CAGE/DoDAAC doesn't differ from the Prime Contractor CAGE code, Line 9, this field may be blank.

proj_wawf_info

wawf_ship_from_id

Enter the Ship From CAGE/DoDAAC on the Manage Project WAWF Information screen.

Enter the Ship From CAGE/DoDAAC in the Ship From field in the DoDAACs group box.

Ship from extension

1/6

If the Ship From CAGE/DoDAAC is blank, this field must be left blank. If the Ship From CAGE/DoDAAC is supplied, this field is optional.

proj_wawf_info

ship_from_wxt_cd

Enter the ship from CAGE/DoDAAC extension on the Manage Project WAWF Information screen.

Enter the ship from extension in the Ship From extension field in the DoDAACs group box.

FOB

N/A

Not used.

Blank

The WAWF process does not use this field at this time. The file creation process does not populate this field.

Payment Office DoDAAC

6/6

If the pay DoDAAC is MOCAS, the Administration DoDAAC, Line 10, must be a DCMA activity.

proj_wawf_info

wawf_pmt_office _id

Enter the payment office DoDAAC on the Manage Project WAWF Information screen.

Enter the payment office DoDAAC in the Payment Office field in the DoDAACs group box.

Ship To CAGE / DUNS/ DUNS+4 / DoDAAC

5/13

proj_wawf_info

wawf_ship_to_id

Enter the contracting officer DoDAAC on the the Manage Project WAWF Information screen.

Enter the contracting officer DoDAAC in the Contracting Officer/Ship To/Service Acceptor field in the DoDAACs group box.

Ship To Extension

1/6

If the Ship To CAGE/DoDAAC is blank, this field must be left blank. If the Ship To CAGE/DoDAAC is supplied, this field is optional.

proj_wawf_info

ship_to_ext_cd

Enter the contracting officer DoDAAC extension on the Manage Project WAWF Information screen.

Enter the contracting officer extension in the Contracting Officer/Ship To/Service Acceptor extension field in the DoDAACs group box.

Mark For Delivery

6/6

If required by the contract, use only for fast pay invoices.

If the invoice is not a fast pay invoice, do not create line 14.

proj_wawf_info

wawf_mark_deliv_id

Enter the mark for delivery on the Manage Project WAWF Information screen.

Enter the mark for delivery DoDAAC in the Mark for Delivery field in the DoDAACs group box.

Mark For Delivery Extension

1/6

If the Mark for Delivery is blank, this field must be left blank. If a Mark for Delivery is entered, this field is optional.

proj_wawf_info

mark_deliv_ext_cd

Enter the mark for delivery Extension on the Manage Project WAWF Information screen.

Enter the mark for delivery extension in the Mark for Delivery extension field in the DoDAACs group box.

Mark For Delivery Representative

1/50

N/A

Not used.

Blank

The file creation process does not populate this optional field at this time.

Line Item

AN/ID

4 or 6

This field may contain a CLIN, SLIN, Or miscellaneous fee. (Taxes and allowances are not allowed.)

Only one miscellaneous fee can be included in a document: only F460 or I260 is allowed.

MOCAS Attachment

Line Item

On the Manage Project WAWF Information screen, you can select among three CLIN mapping methods. If you select Default CLIN, all billed amounts are grouped into the entered CLIN. If Use ACRN Mapping is selected, the mapping from the Manage ACRN Bills screen is used and the CLIN comes from PROJ_ACRN_DETL.acrn_ln_item. If you select CLIN Mapping, you must map projects to CLINs (PROJ_WAWF_CLIN.clin_id). You can also require users to map accounts and/or PLCs to a project/CLIN line. Within these methods, there are also two different methods of mapping units. If the units are mapped by account, the units are grouped within the assigned CLIN based on the account number charged. If they are combined based on the transaction CLIN or catalog, they are grouped within the file based on the CLIN or catalog charged at transaction. You can include discounts and taxes within the CLIN; otherwise, they are excluded. Other charges entered on the Header tab of the Manage Standard Bills screen are inserted as a line item 2 and the other charge code is in the field.

Billed amounts are grouped based on the CLIN linked to projects and, optionally, accounts and/or PLCs. If Use ACRN Mapping is selected, the project/CLIN/ACRN mapping is completed on the Manage ACRN Bills screen (PROJ_ACRN_DETL). If you select Default CLIN, Costpoint groups the amount of the invoice into the CLIN entered in the Default CLIN field. If you select CLIN Mapping, Costpoint groups the billed amounts based on the CLIN/project link (PROJ_WAWF_INFO.clin_id) and account/PLC, if mapped. Other charges are grouped by charge code, and if taxes and discounts are not included in the CLIN, they are excluded from the file.

Line Item Type

1/1

1 — CLIN/SLIN, 2 — Fee/Charge (Taxes and allowances are not allowed.)

1 or 2

MOCAS Attachment

Line Item Type

The file creation process populates this field according to the WAWF Notes.

All billed charges from Open Billing Detail are considered as a CLIN (1), other charges as Fee/Charge (2). If Include Discounts and Taxes in CLIN is not selected, the taxes and discounts are not included in the file. If ACRN mapping is used, discounts and taxes are always included within the CLIN.

GFE

1/1

N/A

Use this field only if Field 1 is a CLIN/SLIN. Optional even if CLIN/SLIN per telcon with WAWF.

Blank

The file creation process does not populate this optional field at this time.

Stock Number

1/32

If the Line Item Type in Line Number 15, Field 2, is 1, this field is required. If Line 15, Field 2 is not a 1, skip this line.

MOCAS Attachment

Stock Number

The file creation process populates this field with NONE if the Line Item Type is CLIN/SLIN and more than one item is grouped in CLIN or there is no PART.nsn_id. If one item is billed and the PART.nsn_id exists, insert the nsn_id. The file creation does not populate this field for if the Line Item Type is 2, 3, or 4.

Product Service Type

2/2

If the Line Item Type in Line Number 15, Field 2, is 1, this field is required. If Line 15, Field 2 is not a 1, skip this line.

MOCAS Attachment

Product Service Type

The file creation process populates this field with MG if the Line Item Type is CLIN/SLIN, or FS if the transaction type is units and a stock number exists for the item billed. If there is more than one item billed within the CLIN, use MG. This field does not populate for Line Item Types of 2, 3, or 4.

16A

Description

1/75

If the Line Item Type in Line Number 15, Field 2, is 1, this field is required. If Line 15, Field 2 is not a 1, skip this line.

MOCAS Attachment

Description

The file creation process populates this field with Amount Billed for XXXXXX, where XXXXXX is the CLIN entered in the Default CLIN field, the CLIN on the Manage ACRN Bills screen, or the CLIN on the CLIN Mapping subtask of the Manage Project WAWF Information screen. If the Line Item Type is 2, 3, or 4, this field is not populated. If this is a units billing, enter the description on the Manage Parts, Manage Goods, or Manage Services screens; it is used if only one item is grouped within the CLIN.

If the mapping method is Use ACRN Mapping, the CLIN is populated as the line item in the child table window of the Manage ACRN Bills screen. If you select Default CLIN, populate the CLIN in the Default CLIN field on the Manage Project WAWF Information screen. If you select CLIN Mapping, populate the CLIN on the CLIN Mapping subtask where projects are linked.

16B

ACRN

2/2

This field is optional if the Line Item Type in line 15, field 2 is 1. If Line 15, field 2, is not a 1, skip this line.

proj_acrn_detl

acrn_id

The file creation process populates this field with the ACRN linked to the line item on the Manage ACRN Bills screen. This is used only if Use ACRN Mapping is selected.

Enter the ACRN in the child table window on the Manage ACRN Bills screen.

SDN

13/15

The process does not populate this field.

Blank

Not populated.

AAA

6/6

The process does not populate this field.

Blank

Not populated.

16G

ACRN

2/2

Use this field to report multiple ACRNs per line item.

proj_acrn_detl

acrn_id

The file creation process populates this field with the ACRN linked to the line item on the Manage ACRN Bills screen. This is used only if Use ACRN Mapping is selected.

Enter the ACRN in the child table window on the Manage ACRN Bills screen.

ACRN Price

R9.2

1/14

Use this field to report the ACRN amount for this line item.

Total ACRN price must match the line item total.

proj_acrn_detl

acrn_cur_alloc_amt

The file creation process populates this field with the computed current ACRN allocation amount linked to the line item on the Manage ACRN Bills screen.

The current ACRN allocation amount is populated by the Calculate ACRN Bills process.

Quantity Shipped / Invoiced or Provided Information

R8.2

1/8

14,4

If the Line Item Type in Line Number 15, Field 2, is 1, this field is required. If Line 15, Field 2 is not a 1, skip this line.

No decimals allowed.

MOCAS Attachment

Quantity Shipped/Invoiced

If Combine Units by Transaction CLIN is selected on the Manage Project WAWF Information screen, the file creation process for units billings populates this field with the number of units entered on the Manage Unit Usage screen or the Import Units Usage Files screen, posted via the Post Unit Usage screen, and calculated by the Calculate Standard Bills screen. If Map Units by Account is selected on the Manage Project WAWF Information screen, the billed units are combined with other billed amounts and the file creation process populates this field with a 1. For non-unit billings where the Line Item Type is 1, the file creation process populates this field with a 1. For non-unit billings where the Line Item Type is other than 1, the file creation process does not populate this field.

No decimals are allowed for MOCAS. If fractional units are entered, they are rounded.

Ship Advice Code

N/A

Not used.

Blank

The WAWF process does not use this field at this time. The file creation process does not populate this field.

Actual Quantity

N/A

Not used.

Blank

Not used.

Unit of Measure Code

2/2

If the Line Item Type in Line Number 15, Field 2, is 1, this field is required. If Line 15, Field 2 is not a 1, skip this line.

MOCAS Attachment

Unit of Measure Code

The Unit of Measure Code is populated during file creation for a units billing with the value linked to an item on the Manage Parts, Manage Goods, or Manage Services screens. For non-units billings or multiple items linked to one CLIN, the file creation process populates this field with EA if the Line Item Type is 1. If the Line Item Type is 2, 3 or 4, the file creation process does not populate the Unit of Measure Code.

Unit Price

R9.5

1/15

14,4

If the Line Item Type in Line Number 15, Field 2, is 1, this is the unit price. If the Line Item Type in Line Number 15, Field 2, is 2, this is the amount of the fee.

Allows up to five positions to the right of decimal.

MOCAS Attachment

Unit Price

If the unit mapping is Combine Units by Transaction CLIN used with ACRN or CLIN mapping, the unit price is the total amount billed or current ACRN allocation amount (may include taxes, discounts, over ceiling, retainage, withholding, withholding release, other costs, and so on) divided by the billed quantity (or 1 if there are no billed units). If the unit mapping is Map Units by Account used with ACRN or CLIN mapping, the unit price is the total billed for the CLIN. If the Line Item Type is 2, the unit price is the total of the other charges, discounts, or taxes.

Issue By DoDAAC

6/6

proj_wawf_info

wawf_issue_id

Enter the Issue By DoDAAC in the DoDAACs group box on the Manage Project WAWF Information screen.

Enter the Issue By DoDAAC in the Issued By field in the DoDAACs group box.

Initiator Comments

1/75

254

Must be entered if there is a previously submitted final invoice against Contract Number and Delivery Order.

bill_edit_invc_hdr

bill_desc

Enter the initiator comments on the Header tab of the Manage Standard Bills screen.

Enter initiator comments in the Bill Heading field of the Manage Standard Bills screen. You must enter comments if a final invoice was previously submitted for the contract number and delivery order.

Attachment Indicator

1/1

Enter a capitalized Y for Yes or N for No.

If wawf_attachment is null, insert N; otherwise, insert Y.

The file creation process populates the Attachment Indicator field with a Y when there is an attachment, or an N when there is none.

Enter a file attachment name or select to use the invoice ID as the attachment name.

Attachment Files

1/100

100

If the Attachment Indicator in Line Number 25, Field 1, is Y, this field is required. This field displays the name of the file to be attached to the document.

Include only the file name, not the path

proj_wawf_info

wawf_attachment

The file creation uses the attachment file name that you entered in the subtask of the invoice type or the invoice ID if that option is selected.

The file creation uses the attachment file name that you entered or the invoice ID if that option is selected.

SEPARATOR OR END

Separator or End

5/11

Use =SEPARATOR= to indicate that there are more documents in the file. Use =END= to indicate that this is the end of the file.

=SEPARATOR= or =END=

Default

The file creation process enters Separator or End to indicate that there is at least one additional document following or that this is the end of the last document, respectively.