Attachment J-12 - Appendix D - eInvoice Guide - DRAFT.pdf
PDF 935 KB Posted
- Attached to
- Pre-Solicitation Draft Request for Proposal Project Management Oversight (PMO) IDIQ Contract
- Solicitation number
- FTA_2024_PMO_0003
About this file
This document provides an eInvoice Guide and checklist for contractors to follow when submitting invoices through the Delphi electronic invoicing system. It outlines requirements for properly identifying the contract line item number and budget year when charging invoices. Contractors must ensure the selected task order matches the contract number and use the item number to identify the correct line. Invoices in Delphi must use a unique invoice number formatted as XX-TO-MMMYY, consisting of an invoice sequence number, 15-digit task order number, and month/year for the period of performance. Proper identification of funding and unique invoice numbering are necessary for accurate first-in, first-out expenditure of task order funds through the Delphi eInvoicing system.
View the file
Other files
Show all 20
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
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.
DRAFT
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.
DRAFT
File details come from the government source that posted it. Updated .