Attachment L - Notice of Invoicing Procedures and Instructions.pdf

www.gsa.gov

Laguna Niguel, CA 92677

24000 Avila Rd., Suite 4100

Pacific Rim Region 9

Invoice must include a complete estimate of the payment request supported by a cost breakdown (if corresponding to the remittance address from the contract.

Invoice must provide the name of the business, invoice date, invoice number, and the "remit to" address Invoice must be signed, bearing original signature, by an officer of the firm.

number (if applicable).

The invoice must include the Project Document Number (PDN), contract number, and delivery order

3690.

For any other invoice inquiries, please contact FW-CustomerSupport@gsa.gov or call (800) 676-

GSAInvoiceAssistance@gsa.gov.

If your purchase order does not appear in the listing for your TIN, please email can be contacted.

If you are experiencing problems with any part of the electronic posting process, GSA Financec.

Electronically submit invoices to GSA Finance through: https://finance.ocfo.gsa.gov/homepageb.

able to view financial information applicable to each individual contract.

Register electronically with GSA Finance at: https://finance.ocfo.gsa.gov/homepage. You will be a.

invoices electronically:

https://finance.ocfo.gsa.gov/homepage. The following information is provided to assist in posting https://finance.ocfo.gsa.gov/homepage.

U.S. General Services Administration

Public Buildings Service

ATTACHMENT L:

NOTICE OF INVOICING PROCEDURES AND

INSTRUCTIONS

The GSA Public Buildings Service has implemented a new tool (EASi Receiving Report Module) for processing of payments. This will affect the invoicing process and procedures for the contractor.

The purpose of this notice is to inform you that all new construction contracts issued with an effective date of June 1, 2019 or after will be required to comply with new invoicing process and procedures.

Following approval of the draft invoice by the CO or COR, the invoice will need to be posted via the GSA Vendor Payment Portal Website.

Invoices shall be submitted in accordance with the terms and conditions stated in the contract. Invoices shall be submitted electronically to the GSA Greater Southwest Finance Center, Simultaneously, submit a copy to the Contracting Officer (Attention: Mr/Mrs. XXXXXX).

Payments are completed through electronic funds transactions. Technology to perform these types of transactions, as well as registration, can be found at the GSA Finance Website:

http://www.gsa.gov/ https://finance.ocfo.gsa.gov/homepage https://finance.ocfo.gsa.gov/homepage https://finance.ocfo.gsa.gov/homepage https://finance.ocfo.gsa.gov/homepage mailto:GSAInvoiceAssistance@gsa.gov FW-CustomerSupport@gsa.gov

U.S. General Services Administration

Public Buildings Service

Pacific Rim Region 9

24000 Avila Rd., Suite 4100

Laguna Niguel, CA 92677 www.gsa.gov applicable).

FINAL INVOICE:

If the invoice is a Final Invoice for the contract, the invoice must be accompanied by a GSA Release of Claims (ROC); GSA Form 1142. The Final Invoice shall be electronically submitted to GSA Finance, but an original, signed hardcopy invoice and ROC (with company seal affixed) submitted to the Contracting Officer, GSA, Acquistion Management Division, 24000 Avila Rd., Suite 4100, Laguna Niguel, CA, 92677 (Attn: Mr./Ms. XXXXX).

In accordance with the contract, your firm must furnish a release of all claims against the Government arising by virtue of the contract before the final payment will be made.

If there are no claims to be listed against the Government, please state so on the GSA Form 1142, by indicating “NONE” in the appropriate block. (See attached GSA Form 1142).

The following three attachments are provided as supplemental resources to this notice.

o Web Vendor Create an Account o Web Vendor Password Reset and Login o Web Vendor Basics http://www.gsa.gov/

WEB VENDOR CREATE

AN ACCOUNT

Web Vendor Create an Account

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Create an Account

GSA Web Vendor is a self-service system. User ID's are requested for the tax id number LISTED ON

YOUR GSA CONTRACT.

Please request a User ID at https://finance.ocfo.gsa.gov/WebVendors/AccountManagement/User/UserRegistration.aspx.

This will provide access to (https://finance3.gsa.gov/ ) for entering invoices electronically, tracking invoices, payment search (even prior year payment searches), invoice status, plus receiving email notifications of GSA payments.

When you request your user name and we will then activate the User Name (based on availability, sometimes the names are modified somewhat). User Names are activated several times throughout the day. An e-mail with the user name will be sent to you.

Please go to https://secureauth.gsa.gov/secureauth24/ and enter the User ID received in the email upon activation.

When you input the USER NAME the first time the password reset page will appear. Use the email and phone number saved in the active directory and CHOOSE an option for the user to receive EITHER (1) an email OR, (2) A voicemail. THIS IS HOW YOU WILL OBTAIN YOUR FOUR DIGIT REGISTRATION

CODE. Users should be patient in waiting for the code because it can take several seconds or more than a minute to receive. If you keep clicking the page for another code you may end up with multiple codes that could arrive out of sequence. If this is the case, please start over and be patient. It can take well over a minute for the code to generate.

When you get the code, please enter it using the keypad on the page.

AT THIS POINT YOU WILL HAVE TO CREATE YOUR PASSWORD, we do not assign passwords for security purposes and ONLY YOU WILL KNOW THIS PASSWORD. PLEASE NOTE: The password must have 17 characters (at least ONE UPPER CASE, at least ONE LOWER CASE, at least ONE

NUMBER and at least ONE SPECIAL CHARACTER – again the total of the characters must be 17)

Please try to reset with addition guidance below, and screens of failing results.

Make sure meets all the standards on line PLUS :

1) the password begins with the letter A-Z or a-z

2) the password ends with the letter A-Z or a-z

3) the password has at least one UPPER case letter

4) the password has at least one LOWER case letter

5) the password has at least one number 0 - 9

6) the password has at least one special character from this list ! , $ , # , %

7) the password can not contain any spaces

8) the password can not contain any underscores ( _ ) https://finance.ocfo.gsa.gov/WebVendors/AccountManagement/User/UserRegistration.aspx https://finance3.gsa.gov/ https://secureauth.gsa.gov/secureauth24/

Web Vendor Create an Account

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9) the password can not contain any hyphens [or dashes] ( - )

10) the password must be AT LEAST sixteen (16) character long

11 the password must be NO MORE THAN eighteen (18) characters long

12) the password cannot be one of your 24 previous passwords

After registering please immediately log into https://finance3.gsa.gov.

Please allow 24 hours before accessing your PO online. The invoicing system is the exact same as before, go to https://finance3.gsa.gov

GSA's password policy mandates that all users reset their password every 90 days.

User within the GSA firewall they have to use this link:

https://finance.ocfo.gsa.gov/WebVendors/AccountManagement/Login/LoginExternal.aspx

Invoice mailing address

Physical

819 Taylor Street Room 5D08 Fort Worth, TX76102 https://finance3.gsa.gov/defaultexternal.asp https://finance3.gsa.gov/ https://www.google.com/url?q=https://finance.ocfo.gsa.gov/WebVendors/AccountManagement/Login/LoginExternal.aspx&sa=D&source=hangouts&ust=1554988340217000&usg=AFQjCNH04tNTmDBML8jarJh3cLmciZ6RzA

WEB VENDOR PASSWORD

RESET AND LOGIN

Web Vendor Password Reset and Login

A) INITIAL login verification

1) Open a NEW Chrome Browser and type in: https:\\finance3.gsa.gov

2) Click Accept / Agree to the PII Notice

3) On the home page, click the link that says (FOR VENDORS) Submit Electronic Invoices and Check Status of Invoices and Payments - WebVendor

4) Click the link that says "If you have already registered and have a password, Go to WebVendor

5) Click Accept / Agree to the PII Notice.

6) Click OK to the Warning.

7) Enter your username (in All CAPS).

8) If you do not remember your password for the specific account or if you are having problems with the system recognizing the password you type in, you will have to use the RESET OR CHANGE PASSWORD option on the sign in page.

Remember, per the Change Password instructions, your password must be MORE than 16 characters - so that means the password must be at least 17 characters in length.

I will add that to avoid intermittent password issues, you will want to also comply with the standards below - items 1 and 2 are very critical:

Make sure:

1) the password begins with the letter A-Z or a-z

2) the password ends with the letter A-Z or a-z

3) the password has at least one UPPER case letter

4) the password has at least one LOWER case letter

5) the password has at least one number 0 - 9

6) the password has at least one special character from this list ! , $ , # , %

7) the password can not contain any spaces

8) the password can not contain any underscores ( _ )

9) the password can not contain any hyphens [or dashes] ( - )

10) the password must be More than sixteen (16) character long

11 the password must be NO MORE THAN eighteen (18) characters long

12) the password cannot be one of your 24 previous passwords http://finance3.gsa.gov/

*** Make sure that CAPS LOCK is always turned OFF ***

B) After password reset

1) Once the password is successfully changed, open a NEW Internet Explorer session

2) Go to https:\\finance3.gsa.gov

3) Click Accept / Agree to the PII Notice

4) On the home page, click the link that says (FOR VENDORS) Submit Electronic Invoices and Check Status of Invoices and Payments - WebVendor

5) Then click the link that says "If you have already registered and have a password, Go to WebVendor

6) Click Accept / Agree to the PII Notice

7) Click OK to the Warning

8) Enter your username (in all caps)

9) Enter the password you just created ( make sure that CAPS LOCK is not on - the user will see a message "CAPS LOCK ON" if caps lock is turned on)

10) Click Login

*** Make sure that CAPS LOCK is always turned OFF *** http://finance3.gsa.gov/

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WEB VENDOR BASICS

Web Vendor Basics

A) To Submit an Invoice

1) Click on the Submit Invoice link

2) Click on the All POs link

3) Click on the link for the specific PO for which you want to submit an invoice (similar to the example below):

[ I clicked on the 1st PDoc No link]

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4) Enter Invoice Number (do not use any spaces or special characters)

5) If offering a discount, enter the number of discount days

6) If offering a discount, enter the discount percent (for example, 1% discount would be entered as 1

OR ½% discount would be entered as 0.5)

7) Enter the Quantity (must be a WHOLE number – no fractions)

8) Select Unit type from drop down box (usually EA )

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9) Enter Unit Cost ( do not use dollar sign)

10) Enter Amount (must equal Quantity times Unit Cost)

11) Enter Brief Description ( do not use any special characters)

12) Enter either the SHIP DATE or enter the Begin Date AND the End Date (do not enter all three dates) Use MM/DD/YYYY format for dates

A calendar will pop up for your use or you can enter it manually

Example of completed Invoice Header and completed Line item

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13) Enter the Invoice Amount information

Example of completed Invoice Amount Information

14) Then Click Continue

15) The Review Information page will display.

Verify all information.

a) If there are any errors, use the BACK button to return to the previous page to correct the errors and try again

b) If there are no errors, click the Submit Invoice For Payment link.

Example of Review page:

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16) Invoice Submission Confirmation page will display (as shown below)

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17) If you wish to attachment a backup document (only one attachment is allowed), click the UPLOAD

ATTACHMENT link

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18) To upload your document, use the Browse button to locate the document on your PC.

(this can be an EXCEL spreadsheet, a WORD document, a PDF, or other common business document type)

19) Click UPLOAD

20) If your Upload is successful, you will get a confirmation of that

21) If your Upload is not successful, you will get an error message.

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22) To go back to use the Search Purchase Order screen again, click on the CLICK HERE link as shown below or click LOGOFF if you have no further activity to complete

23) If you wish to continue, you will have the options to use Payment Search, Submit Invoice, View

Invoice, or any of the other tabs on the page as shown below

24) The HELP page has information you may find useful

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25) The Payment Search page allows you to search for Payments using the down drop box criteria as shown below:

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26) For example, Leaving the Search for box blank and accepting the default in “Invoice” and the default from “Current FY”, and leaving the Pending Payment Only blank, click SEARCH

26) You have the option to Save the Results of your search as an EXCEL spreadsheet by clicking the

Save As Excel button.

You will get a pop up at the bottom of your screen.

27) You can Open the file without saving it, or you can click the Save drop down arrow to save the spreadsheet to the location of your choice on your PC

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28) Once the item is saved, you may still use any of the options on the Web Vendor page as you did before