FTP FILE LAYOUTS — MOCAS — STANDARD BILLS — COST VOUCHER

Cost Voucher

Line

Field

Loop

Description

Type

WAWF Min/Max

CP Length

WAWF Req Des

WAWF Notes

Entry/Calculation

Source/Table

Column/Field

Data Entry Screen

Entry/Calculation

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

WAWF User ID

Create WAWF Billing Files screen

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

Form Type

2/2

CV — Cost Voucher

proj_wawf_info

wawf_invc_type_cd

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

Select the Cost Voucher 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 on 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

The user enters 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

proj_wawf_info

wawf_task_order_id

Enter the task order on the Manage Project WAWF Information screen.

The Task Order is entered in the Task Order field.

Foreign Currency Code

3/3

bill_edit_invc_hdr

s_crncy_cd

Enters the Foreign Currency Code on the Other Info tab of the Manage Project Billing Information screen.

The Foreign Currency Code is entered in the Billing Currency field in the Currency Info Group box.

Voucher Number

7/8

The voucher number is converted to upper case. For MOCAS, begins with BVN, 4th position is alphanumeric, 5th — 7th positions are numeric, 8th position is only used for final shipment and is a Z.

Cannot be longer than eight characters and may have a Z in the eighth position if this is the final shipment.

bill_edit_invc_hdr

bill_no_id

The voucher number will be represented as the bill number. The last Bill Number used is entered on the Manage Project Billing Information screen. The Calculate Standard Bills function increments this number by one and populates the file with this incremented number.

The Bill Number is computed during the Calculate Standard Bills process but can be modified on the Manage Standard Bills screen.

Voucher Date

8/8

CCYYMMDD

bill_edit_invc_hdr

invc_dt

The Voucher Date is the invoice date. The invoice date is the date on which the Manage Project WAWF Information invoice was computed.

The invoice date can be modified 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.

If the eighth position of the voucher is a Z, this field should be Y (Documentation).

proj_wawf_info

wawf_last_invc_fl

The Final Invoice check box is on the Manage Project WAWF Information screen.

The Final Invoice check box is labeled Final Invoice.

Vendor's Invoice Number

1/30

bill_edit_invc_hdr

invc_id

The last Company Wide Invoice Number assigned is stored on the Configure Billing Settings screen. The number is incremented and assigned to each successive invoice computed by the Calculate Standard Bills process.

The last Company Wide Invoice Number, from which the current invoice number is created, is stored in the Last Company Wide Invoice No field.

Service Start Date

8/8

CCYYMMDD

bill_edit_invc_hdr

invc_start_dt

Enter the Service Start Date on the Manage Standard Bills screen.

Enter the Service Start Date in the From field of the Billing Period group box.

Service End Date

8/8

CCYYMMDD

bill_edit_invc_hdr

invc_end_dt

Enter the Service End Date on the Manage Standard Bills screen.

Enter the Service End Date in the To field of the Billing Period group box.

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.

The user enters the Prime Contractor CAGE Code in the Cage Code field in the Sender Information group box.

Extension

1/6

Must be blank if a Prime Contractor CAGE was not entered.

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

If the Pay DoDAAC is MOCAS, the Administration DoDAAC must be a DCMA activity.

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 DoDAAC group box.

10B

Cost Voucher Approver DoDAAC

6/6

Use of the Cost Voucher or Summary Cost Voucher requires entry of a valid DCAA DoDAAC for the Auditor function (Inspect By).

proj_wawf_info

wawf_inspect_id

Enter the Inspect by DoDAAC on the Manage Project WAWF Information screen.

Enter the Inspect By DoDAAC in the Inspect By field in the DoDAACs group box.

Cost Voucher Approver Extension

1/6

proj_wawf_info

inspect_ext_cd

The Inspect by Extension is entered on the Manage Project WAWF Information screen.

Enter the Inspect By Extension in the Inspect By Extension field in the DoDAACs group box.

Payment Office DoDAAC

6/6

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.

Service Approver DoDAAC

6/6

proj_wawf_info

wawf_ship_to_id

Enter the Contracting Officer DoDAAC on 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.

Service Approver Extension

1/6

proj_wawf_info

ship_to_ext_cd

The Contracting Officer DoDAAC is entered 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.

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 Default CLIN is selected, 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 CLIN Mapping is selected, you must map projects to CLINs (PROJ_WAWF_CLIN.clin_id). You have the option 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 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 Default CLIN is used, Costpoint groups the amount of the invoice into the CLIN entered in the default CLIN field. If CLIN Mapping is used, 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 mandatory. 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 other situations when entry is optional.

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, the Description is entered in the Manage Parts, Manage Goods, or Manage Services screens and 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 on the child table window of Manage ACRN Bills. If Default CLIN is used, populate the CLIN in the default CLIN field on the Manage Project WAWF Information screen. If CLIN Mapping is used, 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

1/30

This field is optional if the Line Item Type in Line 15, Field 2 is 1; otherwise, this field is N/A. The Standard Document Number (SDN) is not converted to uppercase.

Blank

proj_acrn_detl

wawf_sdn_id

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

Enter the SDN in the Standard Document Number (SDN) field in the Project ACRN Details table on the Manage ACRN Bills screen.

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 equal 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 in 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

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

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 process. 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 (could include taxes, discounts, over ceiling, retainage, withholding, withholding release, other costs, and so on) divided by the billed quantity (or 1 if there are not 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

The user enters the Issue By DoDAAC in the DoDAACs group box of the Manage Project WAWF Information screen.

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

Initiator Comments

1/75

254

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

bill_edit_invc_hdr

bill_desc

Enter 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 and must be entered if there was a final invoice 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 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 signal 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.