Attachment J-12 - Appendix D - DELPHI eInvoice Checklist - Final.pdf
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- Solicitation number
- FTA_2024_PMO_0005
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This document provides a checklist for invoice submission in the DELPHI eInvoicing system related to Federal Transit Administration contract number 69319524R000001. It outlines requirements for proper contract line item number identification by matching item numbers to task order line items. Invoices must be numbered with the sequence number, full 15-character task order number, and 3-letter month and 2-digit year corresponding to the period of performance. First-in, first-out funding expenditure is mandated, with the oldest budget year to be used first as identified in the accounting string information. Unique invoice numbers are expected for each task order to ensure data integrity.
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RFP Number 69319524R000001
Attachment J-12 Appendix D - DELPHI eInvoice Checklist eInvoice Guide - 1
DELPHI eINVOICE CHECKLIST
The following is a non-exhaustive list of performance points that PMOCs should review BEFORE final submission of an invoice in Delphi. Bear in mind that some of these points may change if the Contract/Task Order or Delphi structures change.
A. PROPER CONTRACT LINE-ITEM NUMBER (CLIN) IDENTIFICATION
The most important process in requesting a proper payment is identifying the proper CLIN to be charged. This can be done by comparing page 2 of the Task Order (this includes financial modifications to task orders; the relevant technical financial information is on page 2) There are three steps:
1. Confirm that the Task Order to be charged is the currently selected PO Number for invoicing in Delphi.
2. Confirm that the Task Order is assigned to the proper contract number.
3. Identify the CLIN by matching the correct Item No. to the PO Line Number in Delphi
Special Note: If a Task Order use the same Item No. for multiple accounting strings, the PMOC will need to contact their ACOR to identify the proper line, most likely based on the Shipment and Distribution numbers.
eInvoice Guide - 2
B. IDENTIFYING THE OLDEST FUNDING
First-In, First-Out (FIFO) processing is a Delphi eInvoicing business requirement which means that the oldest Budget Year of funding is to be expended first. To identify the Budget Year, refer to the second section of the Accounting Info (Accounting String Data) on page 2 of a Task Order/Modification. The Budget Year is in the second section of the accounting string (highlighted below).
C. INVOICE NUMBERING IN DELPHI
Due to system constraints, the “Invoice Number” entered into eInvoice must be unique for that specific Task Order, i.e. the text string “01” can only be used for one invoice for that specific Task Order. To aid in clarity and integrity of data, number all invoices in the following manner (with dashes):
XX-TO-MMMYY
Where “XX” is the two-digit sequence number for the invoice showing if it was the first (01), tenth (10), or so on numbered invoice.
“TO” is the full, 15-character Task Order Number.
“MMMYY” is the 3-letter month plus the 2 digit year for the Period of Performance for that specific invoice.
This means that Delphi Invoice Number “15-69319512F200034-JAN14” is the 15th invoice under Task Order 69319512F200034 and it was for work performed during January of 2014.
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| Attachment J-12 - Appendix D - DELPHI eInvoice Checklist - Final |
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