Attachment G_ Invoicing Instructions Training Manual.docx

Invoice Payment Processing System (IPPS)

VR&E (Vocational Rehabilitation and Employment) National Contract (NC)

User Guide

May 2021 Version 1.0 U.S. Department of Veterans Affairs Financial Services Center (FSC)

Table of Contents

IPPS VR&E NC

User Guide iii May 2021

1. Introduction

1.1. Purpose

This User Guide provides instruction for all user roles (i.e., Case Manager, Supervisor, Site Admin, and Read Only) when using the Invoice Payment Processing System (IPPS) VR&E (Vocational Rehabilitation and Employment) National Contract application.

1.2. Assumptions

This guide was written for an assumed set of experience/skills which includes:

· Validated access to IPPS

1.2.1. Documentation

1.2.2. Documentation Disclaimer

The appearance of external hyperlink references in this manual does not constitute endorsement by the Department of Veterans Affairs (VA) of this Web site or the information, products, or services contained therein. The VA does not exercise any editorial control over the information you may find at these locations. Such links are provided and are consistent with the stated purpose of the VA.

1.3. Service and Support Contact Information

For IPPS technical support issues, contact the Enterprise Support Section:

· VAFSCEnterpriseSupport@va.gov

· Phone: 1-866-372-1141

IPPS VR&E NC

User Guide May 2021

2. System Summary

2.1. System Configuration

IPPS is a web-based system that recognizes your credentials if you’re logged into your government computer with your Personal Identity Verification (PIV) card. You don’t need a username or password.

3. Getting Started

3.1. Logging On

IPPS VR&E NC uses PIV credentials to authorize access. You do not need a username or password. Access is granted with a provisional 90-day activity window. If you do not log into IPPS VR&E NC within a 90-day period, your access to the application is disabled. To regain access, contact your local IPPS administrator.

Find out who your local IPPS VR&E NC administrator is by emailing: VAFSCEnterpriseSupport@va.gov and providing your three-digit organization (station) ID number or select Login Assistance.

Before you begin logging in, ensure you are logged into your government computer using your PIV card.

To log into IPPS VR&E NC complete the following:

1. Go to https://vaww.ipps.fsc.va.gov/prweb/PRWebLDAP1. An Authorized Use Only notification displays.

NOTE: If you receive a message saying you are using an unsupported browser, see procedures in Error message: Unsupported Browser

2. Select the Checkbox to signify that you agree to follow the security procedures in the Authorized Use Only agreement.

3. Select the Agree button. After a few seconds, the IPPS VR&E NC Application Initial screen displays.

Figure 1: Authorization Use Only Notification

Figure 2: IPPS VR&E NC Application Initial Case Manager User/Role Screen (User is in iFAMS portal)

NOTE: The left navigation bar functionality will vary depending on User/Role.

If needed, near the end of the Authorization Use Only Notification screen, complete the following:

1. To Connect to the FSC, select the email link or call the phone number (866) 372-1141.

2. Select the hyperlink here to view Frequently Asked Questions, User Guides, and all IPPS related information. The IPPS Documentation IPPS FAQ & User Guides SharePoint page displays.

3. For VR&E users that need login assistance or account reactivation, contact the local Site Administrator by selecting Select an iFAMS VR&E NC Station drop down menu.

Figure 3: Authorization Use Only Notification

3.2. Toggle between FMS & iFAMS or Log Off (Exit) System

You can toggle b/w both FMS and iFAMS portals so that both types of invoices can be processed without having to log out of the application.

Only iFAMS invoice data will display in the iFAMS portal and only FMS invoice data will display in the FMS portal.

To toggle to FMS or Log Off the system, from the top of the IPPS Application Initial screen complete the following:

A. Select Switch to FMS. The IPPS FMS system displays.

B. Or select Log Off from the IPPS iFAMS Initial screen. Internet Explorer displays.

NOTE: When a station user does NOT have an assigned iFAMS ORGN, the system will not display the switch to iFAMS portal option. Only users with assigned ORGNs will see the portal hyperlink.

Figure 4: IPPS VR&E NC Application Initial Case Manager User/Role (User is in the iFAMS portal) Screen

Figure 5: IPPS FMS Initial screen (User is in FMS portal)

3.2.1. Inactivity Log Off

IPPS VR&E NC will time out after 15-minutes of user inactivity A warning prompt will pop-up when three-minutes remain before logging off. Complete the following:

1. Select Ok to restart the clock and prevent log off.

Figure 6: Inactivity Time Out Warning Pop-Up Box

If the user is timed out by IPPS VR&E NC, the user will need to log back into IPPS VR&E NC.

4. Using IPPS VR&E NC and User/Role Access

After logging into the IPPS VR&E NC iFAMS portal each user access role displays a unique User Interface (UI). Select one of the following access topics to navigate to that section of the user guide.

Access

Dashboard x

User Admin x

Monitor Activity

d. Unassigned Invoices Worklist x

Table 2: User Role and Access

In the top right section of the UI, you can select the Drop Down Menu to navigate between screens. Also, you can select the ? Help Icon which provides a link to SharePoint site for IPPS help resources.

Figure 7: Case Manager User/Role Application Initial Screen

Figure 8: Supervisor User/Role Application Initial Screen

Figure 9: Site Admin User/Role Application Initial Screen

Figure 10: Read Only User/Role Application Initial Screen

4.1. My iFAMS Worklist

Your assigned invoices are located in the My iFAMS Worklist. When you select an Organization (ORGN/station) from the dropdown menu, the My Worklist will refresh to display the corresponding work items.

For each ORGN you are affiliated with, assigned invoices are categorized into the following:

A. National Contract (NC) Invoices

· Invoices are matched with a referral created in IPPS and assigned to the logged in user.

B. Centralized Administrative Accounting Transaction System (CAATS) Invoices:

a. Invoices are matched with a referral in CAATS.

C. Unassigned Invoices (Site Admin user/role only)

· Site Admin worklist with NC and/or CAATS Invoices that need to be assigned to a user role.

NOTE: The system will notify you via email that you have pending invoices to process.

4.1.1. Processing an Assigned Invoice

Complete the following:

1. Before processing an assigned invoice, determine if you are affiliated with more than one ORGN (station).

· If yes, then from the IPPS Application Initial Screen select the ORGN (station) from the Select an ORGN drop down menu. If not, proceed to step 2.

Figure 11: Select an ORGN

2. Determine which invoice category to process by selecting one of the following tabs:

a. NC Invoices

b. CAATS Invoices

c. Unassigned Invoices (SA user/role only)

Figure 12: Assigned list of Invoices (Unassigned Invoices Site Admin user/role only)

3. Open the invoice by selecting any section of the row. An image window of the invoice displays. You can also double click on the work item to open it.

4. After reviewing the invoice, to view the Invoice Certification Details screen select one of the following:

a. Minimize or

b. Resize or

c. Close. The Invoice Certification Details screen displays.

NOTE: Invoice certification option is available when the status of the work item = Pending- Certification.

4.1.1.1. Invoice Certification Details

The Invoice Certification Details screen consists of the following sections:

· Invoice Summary

· Referral Details (CAATS invoices will not have Referral Details.)

· Invoice Details

· Invoice Line Details

· Certification Action

· Notes

· Attachment Review each section by completing the following:

1. Invoice Summary

· This section is Read-Only

· Select Audit to view audit details and case narrative information.

Figure 13: Invoice Summary Section

2. Referral Details

· This section is Read-Only

· Select View Referral Image to view an image of the referral.

Figure 14: Referral Details Section

Figure 15: VR&E Referral Image

NOTE: Referral details do not auto populate for CAATS invoices.

3. Invoice Details

· This section is Read-Only.

· Credit memos will be identified in bold red text with the message “This is a Credit Memo.”

· Will be displayed in "My iFAMS Work" tab under either worklist.

· Select View Invoice Image to view an image of the invoice.

Figure 16: Invoice Details Section

Figure 17: View Invoice Image 1 of 2

Figure 18: View Invoice Image 2 of 2

4. Invoice Line Details

· This section is Read Only, so the user is not allowed to modify line details.

· Line Number is for converted obligation.

Figure 19: Invoice Line Details for Converted Obligations

· Non-converted (New iFAMS) obligation will display a CLIN/SLIN.

Figure 20: Invoice Line Details (Non-Converted Obligations)

NOTE: When Travel is authorized on the referral, a line item will be displayed in the Invoice Line Details section

5. Certification Action

· Select Accept or Refuse option

· If Accept is chosen complete the following:

· Select Final Invoice if this is the final invoice.

· Select the Submit button. The Certification Alert iFAMS dialog box displays.

· Answer the question “I am Authorized to Certify this Invoice”

· Select the Ok button. My iFAMS Work displays.

· Or the Cancel button.

· Or select the Cancel button. The Unsaved Changes dialog box displays the message “ You are about to discard your unsaved changes.”

· Select the OK button. My iFAMS Work displays.

· Select the Cancel Button, The Invoice Certification Details screen displays.

Figure 21: Certification Action Section Accept Option

6. Notes If Refuse is chosen, select Refusal Reason from the Select Refusal Reason drop down menu.

· If Others is selected, Describe Your Reason for Refusal.

· Select the Submit button. The Certification Alert iFAMS dialog box displays.

· Answer the question “I am Authorized to Certify this Invoice”

· Select the Ok button or the Cancel button.

· A note cannot be edited once it is created.

· Notes are viewed internally by the VA. They are not seen by the vendor.

· To create a note complete the following:

· Enter Note into the text box.

· Select the + Add button to create the note.

· Or select the Advanced hyperlink to create a note with a subject heading and details.

Figure 22: Notes Section

7. Attachments

· Attachments are viewed internally by the VA. They are not seen by the vendor.

· Complete the following to add an attachment.

· Select Attachments to expand the Attachments section.

· Select the Upload file button. The Attach Support Documents dialog box displays.

· Upload the Image by selecting the Browse button to locate the document.

· Enter a Description of the document.

· Select the OK button. The document is attached and listed as an attachment.

· Select the Cancel button. The Invoice Certification Details screen displays.

Figure 23: Attachments section

Figure 24: Attach Support Documents Dialog Box

4.1.1.2. Rejection Resolution Worklist

· Status of the work item = Pending-iFAMSRejectionResolution

· Rejection codes only display on the certification UI when the station user opens the rejection resolution UI and has to review and correct the obligation information then recertify the invoice. So the Invoice can be processed and resubmitted for Payments

· An Error Code and Error Description are listed.

Figure 25: Worklist item with a Certification Status of Pending-iFAMSRejectionResolution

Figure 26: Invoice Certification Details screen for a Certification Status of Pending- iFAMSRejectionResolution ( 1 of 2)

Figure 27: Invoice Certification Details screen for a Certification Status of Pending- iFAMSRejectionResolution ( 2 of 2)

4.2. Referral Form (Create a Referral)

A case manager has the option to create a VR&E NC referral for IPPS by completing the following:

1. From the left navigation bar select Referral Form. The Create Referral screen displays.

2. To view Contract Details select the Obligation Number from the drop down menu. Contract Details with prepopulated information displays.

NOTE: If you work with multiple ORGN, make sure to select the correct ORGN before creating a referral.

Figure 28: Obligation Drop Down Menu

Figure 29: Contract Details

3. Search for a Participant by entering their Social Security Number (SSN) or VA File Number.

4. Select the Search button. Search results display from Benefits Gateway Service (BGS).

NOTE: Read only data will prepopulate the screen for some fields. Fields without read only data will require content or selection.

Figure 30: Search for a Participant

5. Enter/select the Service Requested Information that has not been populated for each section (i.e., Additional Identifying Data, Service Requested, and Travel) of the Create Referral screen. All Service Requested Information is required. Note the following:

· For Veterans ETD and Due Date select the Calendar icon to select date.

· For Primary Disability Description, select the drop down menu.

6. Select the Submit button. The system generates a unique Referral number upon clicking the Submit button. The Confirm Submission dialog box displays.

7. Select the Confirm button. Your Referral is listed My Referrals Report and your My iFAMS Work invoice categories display.

8. Select the Cancel button. You remain on the CreateReferral screen.

Figure 31: Enter Additional Identifying Data (1 of 2)

Figure 32: Enter Additional Identifying Data (2 of 2)

Figure 33: Enter Service Requested and Travel Data

4.3. ORGN Referrals

ORGN Referrals Report lists all the referrals assigned to the ORGN the user has selected from the Select an ORGN drop down menu within the My iFAMS Work tab. Complete the following:

1. To apply a filter to a column name, select the Filter icon by the column name.

2. Export the list of Referrals for your Organization’s by selecting the Export to Excel button.

3. Select View PDF Image to view the PDF image of the Referral.

Figure 34: ORGN Referrals Report

NOTE: You can only cancel a Referral that you created (see, Section 4.4 My Referrals.) In the ORGN Referrals Report you cannot cancel a Referral.

4.4. My Referrals

The My Referrals Report provides a list of referrals you created. Complete the following:

1. Export your My Referrals report to Excel by selecting the Export to Excel button.

2. To apply a filter to a column name, select the Filter icon by the column name.

3. Cancel a referral you created by selecting the Cancel button. The Cancel Referral dialog box displays. Complete the following:

a. Select Cancel to cancel the referral. Correspondence is generated to the Vendor each time a Referral is Cancelled in IPPS.

b. Select Back to return to the My Referrals screen.

c. Select X to close the dialog box. The My Referrals screen displays.

NOTE: When the referral is canceled it puts the unpaid money back on the running balance for the referral form (listed as obligation balance). The running balance is maintained in IPPS and does not reflect the obligation outstanding amount in iFAMS.

4. To view a PDF image of the Referral select View PDF Image.

Figure 35: My Referrals Report

4.5. Monitor Activity

The Monitor Activity section of IPPS, like the Dashboard, allows you to pull data to monitor the health of your facility’s invoice processing.

The following reports are available:

· Invoice Status

· Invoices Refused by Certifying Official

Figure 36: Monitor Activity Screen NOTE: All reports are filtered for the selected ORGN.

4.6. Station Inquiry System (iFAMS)

Station Inquiry System (SIS) enables users to search for the status and details of invoices based on specific search criteria. The search is restricted to the ORGN you are assigned access to. To work with the Station Inquiry System, select Station Inquiry System (SIS) from the left navigation bar. The Station Inquiry System displays.

Figure 37: Station Inquiry System Screen NOTE: Only the Invoice Status subsections Obligation Number and Referral Number are included in this user guide. For detailed instructions of each Station Inquiry System section, refer to page 43 of the iFAMS IPPS Station Site Admin (SA) Role User Guide.

4.6.1. Invoice Status

In the following VR&E NC Invoice Status example, the Site Admin will search by Obligation Number or Referral Number.

To view an Invoice Status select Invoice Status from the Station Inquiry System. The Invoice Status screen displays. Select one of the following:

1. Obligation Number To search an invoice status by Obligation Number, complete the following:

a. Enter a Value (Obligation Number) (a required field).

NOTE: A valid obligation number must be entered. If the obligation number is not valid, a red triangle will display next to the entry field. Select the Red triangle and the message “Please enter a valid iFAMS obligation.” Also, an error message will display “Enter a Valid PO that belongs to one of your stations” when the search falls outside the user’s VISN/District.

b. Enter a Begin Date (an optional field).

c. Enter an End Date (an optional field).

d. Select the Search button to process the search. The results display.

e. You can sort by column title. To sort click the Column Title.

f. To view all of the results select the Scroll Bar and Drag to the Right.

g. Select the Export to Excel button, to view in Excel format or save as an Excel file.

h. Select the Clear button to clear the search.

i. Select the Return To Main Menu button to return to Station Inquiry System screen.

j. Select the Close box to close the screen. The Station Inquiry System screen displays.

Figure 38: Invoice Status Obligation Number NOTE: There will not be any Receiving Reports for IPPS VR&E NC.

2. Referral To search an invoice status by Referral, complete the following:

a. Enter a Value (Referral Number) (a required field). Referral numbers end in an R.

b. Enter Begin Date.

c. Enter End Date.

d. Select the Search button to process the search. The results display.

e. You can sort by column title. To sort click the Column Title.

f. To view all of the results select the Scroll Bar and Drag to the Right.

g. Select the Export to Excel button, to view in Excel format or save as an Excel file.

h. Select the Clear button to clear the search.

i. Select the Return To Main Menu button to return to Main Menu screen.

j. Select the Close box to close the screen. The Station Inquiry System screen displays.

Figure 39: Invoice Status Referral Search Screen

4.6.1.1. SIS – Certification Details

A Site Admin can double click on search results to open a pop-up that contains the invoice’s certification details (This view is only applicable to the SIS-Invoice Status report.).

Figure 40: Invoice Certification Details Pop-Up

4.7. Site Admin Dashboard

The dashboard provides the Site Admin with the status of payment processing in the system. The All Pending Invoices chart is available. There are five types of pending invoices displayed:

1. Pending–Certification

2. Pending–Payment

3. Pending–Unassigned

4. Pending–iFAMSRejectResolutionFSC

5. Pending–PaymentScheduled To access the Dashboard, complete the following:

1. Select Dashboard from the left navigation bar to view the chart. The Dashboard with All Pending Invoices displays.

2. To save the image, select Save as Image from the Chart Actions drop down menu.

Figure 41: Dashboard Screen

4.8. Site Admin User Administration

User Administration is the secondary Site Admin responsibility. The feature allows a Site Admin to accomplish the following:

· Add a new user

· Assign an unassigned invoice

· Remove users

· Edit user profiles

· Edit user access

4.8.1. Add a New User

To Add a New User, complete the following:

1. From the left navigation bar, select User Administration. The User Administration screen displays.

2. Select the New User button. The IFAMS VRE User Details dialog box displays.

Figure 42: User Administration Screen

3. In the IFAMS VRE User Details dialog box, search for the user in the VA email user Outlook Active Directory by entering the VA employee’s email address in the Email Address field.

NOTE: To add a user the user must have a VA email address. For employees that are being onboarded as new hires, they cannot be added as a new user until their VA email address is created.

4. Select the Search User button.

Figure 43: IFAMS VRE User Details Screen 1

5. Assign a role to the user by selecting a Role from the Assign a role drop-down menu.

Figure 44: IFAMS VRE User Details Screen 2

6. To add an Organization select the + button.

7. From the drop down menu, select the Organization.

8. Enter the Referral Number associated with the Organization.

9. If the information in the table row needs to be deleted, select the Trash Can icon.

10. Select the Submit button. The User Administration screen displays.

11. Or select the Cancel button. The User Administration screen displays.

12. If you need to add an additional Referral Number for the user, repeat steps six through 10.

NOTE: If a user has transferred from a different VA station, they must be deleted from their previous organization (station) and added by their new site admin to their correct User ID.

13. If the information in the table row needs to be deleted, select the Trash Can icon.

14. If needed, select the Cancel button to cancel the creation of the new user. The User Administration screen displays.

Figure 45: Adding an Organization and Referral Number

4.8.2. Assign an Unassigned Invoice

To assign an unassigned invoice to a user complete the following:

1. From the My iFAMS Work tab select the Organization from the Select an ORGN drop down menu.

2. Select the Unassigned Invoices tab.

3. For the Unassigned Invoice, select the Referral Number by double clicking it.

4. Copy the Referral Number.

Figure 46: Unassigned Invoices for an ORGN

5. Select User Administration from the left navigation bar. The User Administration screen displays.

6. From the list of users determine which user to assign the unassigned invoice.

Figure 47: User Administration Screen

7. To edit the user’s details, select any column information listed for that user and double click. The iFAMS VR&E User Details dialog box displays.

8. Select the + icon. The icon displays a drop down menu of organizations.

Figure 48:

9. Select the Organization affiliated with the unassigned invoice.

10. Paste the copied Referral Number for the unassigned invoice into the text box.

11. Select the Submit button. The User Administration screen displays.

12. To cancel select the Cancel button. The User Administration screen displays.

Figure 49: Select ORGN and Paste Referral Number of Unassigned Invoice

4.8.3. Remove Users

If a user has transferred from a different VA organization (station), they must be deleted from their previous organization (station) and added by their new site admin to their correct User ID.

When Users have access to both FMS and iFAMS stations, the Site Admin must delete the User from the respective accounting systems (via switch portal)

1. FMS User Only – Delete from FMS portal

2. IFAMS User Only – Delete from iFAMS portal

3. FMS & iFAMS User – Admin must delete account from each portal (FMS & iFAMS) To Remove Users, complete the following:

1. From the left navigation bar, select User Administration. The users in the organization will be displayed.

2. If the Site Admin has multiple organizations, select the Organization (station) from the Select an ORGN drop down menu. Note: This option will display only if the Site Admin has multiple organizations.

3. From the organization (station) list select the Trash Can icon located to the right of the user’s Role. The Confirm Deletion dialog box displays.

4. For the question “Do you want to continue?”

a. If yes, select the Yes button. The user is deleted from the organization and the User Administration screen displays.

b. If no, select the No button. The User Administration screen displays.

Figure 50: Remove a User

4.8.4. Edit User Profile

To edit the profile of an existing user within one or more organizations complete the following:

1. From the User Administration screen if the Site Admin has multiple organizations, select the Organization (station) from the Select an ORGN drop down menu. Note: This option will display only if the Site Admin has multiple organizations. A list of users assigned to that organization will display.

2. Select the User’s Name to edit the user’s profile.

Figure 51: Select User to Edit Profile

3. Edit the user’s role by selecting the Role from the Assign a Role drop-down menu.

4. Remove a Referral Number from the User’s Organization by selecting the Trash Can Icon.

5. Add a new referral by selecting the + button

6. Select the Organization from the drop down menu.

7. Enter the Referral Number.

8. If the information in the table row needs to be deleted, select the Trash Can icon.

9. Select the Submit button. The User Administration screen displays.

10. Or select the Cancel button. The User Administration screen displays.

Figure 52: Edit User Details

5. Acronyms and Abbreviations

For FMS refer to “IPPS Invoice Status’ and Definitions.”

6. Troubleshooting

In this section, you’ll find troubleshooting procedures for system errors.

6.1. Error message: Unsupported Browser

IPPS was upgraded to a new version that is now compatible with IE11 and no longer requires compatibility settings to be turned on. The following is the expected error when using IE 11 with compatibility settings on:

Figure 53: Unsupported Browser Error Message

To turn off compatibility mode complete the following:

1. Access your IE Browser.

2. Select the Gear icon located just under the “X” to close the browser.

Figure 54: Select Gear icon

3. After selecting the gear icon, select Compatibility View settings. The Compatibility Settings dialog box displays.

4. If va.gov is listed, select va.gov

5. Uncheck the box for compatibility settings. The screen will display the following:

No address listed in “websites you’ve added to compatibility view” and the “display intranet sites in Compatibility View” is unchecked.

6. Select the Close button.

Figure 55: Updated Compatibility Settings Dialog Box

For further training, see the IPPS Instructional Video.

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