FA4855-18-R-0036_Atch_7_DPM_Third_Party_Payment_System_for_Contractors.docx

DIRECT PROCUREMENT METHOD (DPM)

THIRD PARTY PAYMENT SYSTEM (TPPS)

INVOICING INSTRUCTIONS

All individual invoices will be submitted electronically via TPPS/US Bank Syncada by the DPM Contractor. DPM invoice entry PowerPoint slides (for both PPPO & the DPM Contractor) provide the required information that will be entered in Syncada – Payment Manager in order for invoice to be process for payment.

NOTE: As part of the invoice verification process, the JPPSO/PPSO still requires hardcopy documentation from the contractor for any invoice i.e. (1) Outbound/Local DPM shipments: weighted BL, if applicable; weight tickets; inventories; approved accessorial service requests, if applicable; and any other supporting documentation (2) Inbound DPM shipments: approved accessorial service requests, if applicable; and any other supporting documentation.

PPSO DPM Invoice Processing.PPTX

JPPSO-NC

Supplier Support

PPSO Process

DPM Syncada

UNCLASSIFIED / FOUO

I n t e g r i t y - S e r v i c e - E x c e l l e n c e

After logging into Syncada, click on Open at the top of the screen.

Then select Payment Manager

This is your main Payment Manager screen.

Select the record you want to work.

You may select Open, or double click on the record.

Under the Line Item tab, you will verify all of the information is correct

Supplier Item No = Item number in DPM contract

Billed Net Price = Total cost (Billed Unit Price x Billed Qty)

Billed Qty = Weight of shipment in CWT format (e.g. Weight 6220 lbs = 62.20)

Billed Unit Price = Rate found in DPM contract

Select the Header Tab

Verify Reference Information

Utilize the last 4 SSN and member’s last name to find orders in HPRM (OnBase)

Select Accounting tab

Click on record to edit

Select Change Acct Code

Choose Search For Code

The member’s name can be found under the Participant tab.

Input the TAC/SDN into the Name Field

Select Search

Click on correct accounting line

Select OK

Army Only: Input the SDN into the Accrual Ref. No field

Select Save

NOTE: Approving the invoice without hitting “Save” WILL NOT save the funding information.

The record will move to the top of the list and will be highlighted/checked.

Select Actions

Select Approve

Input password

Select OK

Next to the record, there will be a yellow triangle which indicates this record has been changed.

If you select the refresh button or refresh the screen, this record will disappear and move to the Summary Invoice screen.

If there is something wrong with an invoice (e.g. wrong rate, missing documents), place the invoice in a Hold status

Select Actions -> Hold

Input your password

In Additional Comments, you must provide an explanation as to what is wrong.

Ensure you check your Held folder for updates.

If the TSP resolves the issue, you will select the record -> Actions -> Resume -> Input password

Return to Approve screen to select record and approve using the previous steps.

Under Summary Invoice you can update funding for invoices as well.

On the Home Screen, select Open -> Summary Invoice

Select Submit

Select on the record with a status of Open

If the statement has closed out, the status will say “Approval Required.” You can still update funding information at this time.

You can either double click on the record or select Detail

Records with a Billing Type E is Electronically billed that does not need to be worked.

Select the record with Billing Type M

Either double click or select Detail

Select record and either double click or select Detail

Select record -> Edit

Ensure you have a copy of the member’s orders ready.

Select Find

Change Name to Contains

Change Status to All

Input TAC into Name field.

If Air Force, go to Segment Drop Down -> Select J1 – (SDN) Document or Record Reference Number -> Select Contains -> Input SDN -> Select Add

Select Find

Click on the “S” -> Assign GL

Yellow indicates the record has been edited but not saved.

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DPM Contractor Invoice Entry (Payment Manager) - 2.5.18.pptx DPM Invoice Entry

Syncada – Payment Manager

Updated as of 2/5/18

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL

Step 1 – Open Payment Manager

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 2a – Create New Invoice

After selecting New > Document there will be a pop-up

Select the Find Org button

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 2b – Create New Invoice

Look for your DPM specific SCAC code

Select the DPM SCAC and click OK

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 2c – Create New Invoice

Click Next

Look for your DPM specific DoD Organization

Select the DPM specific DoD Organization and click OK

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 2d – Create New Invoice

Click Next

In the next screen, make sure the Spend Category is Household Goods

Make sure New Document Action is Create Invoice

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 3 – Entering Data (Header Fields)

Input the DPM Control Number provided by site into the Invoice #:, Order #:, and Order Release: fields

Value should be the same for all three fields

Issue Date: is your invoice date

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 4a – Entering Data (Reference Fields)

Select Header tab

Click on Add button

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 4b – Entering Data (Reference Fields)

Select the above Data Type: and Qualifier in the screenshots shown above

Once you’ve entered the all the values and select the Add another reference button after you’ve completed all three

Note – The Originating Company Identifier should be your four carrier SCAC code

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 4c – Entering Data (Reference Fields)

Carrier’s Reference Number = DPM Control number provided by site.

Data Type for Member Name is User Defined Reference meaning you will type in the qualifier value instead of selecting from a drop down

Once you’ve entered the all the values and select the Add another reference button after you’ve completed all three

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 4d – Entering Data (Reference Fields)

If there are any storage charges you will need to reflect the "Storage Date In" and "Storage Date Out“ with Period Start and Period End qualifiers

Once you’ve entered the all the values and click the Save button

Note – Social Security Number should only be the last four digits of member’s SSN

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 4e – Entering Data (Reference Fields)

Review the Header tab and make sure you’ve entered the information correctly

Invoice with storage charges will need to reflect "Storage Date In" and "Storage Date Out" in the Header tab

Note – If you miss key or forget to enter any of the above information you may delay payment

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 5a – Entering Data (Participant)

Select the Participant tab and click the Add button

Select “Carrier” for Role: field

Click Find Org button

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 5b – Entering Data (Participant)

Look for your DPM specific SCAC code

Select the DPM SCAC and click OK

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 5c – Entering Data (Participant)

In the above drop down, select “Standard Carrier Alpha Code (SCAC)”

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 6 – Entering Data (Charges)

Select the Line Item tab and click the Add Line button

Add a line # for each line item

Line Type should be selected as Line Item

Line Sub Type should be selected as NRC-Non-recurring Charge

Supplier Item No should contain service charge code per your contract.

Free form entry

Description should be service charge code descriptor per your contract (abbreviate as needed).

Free form entry

Qty = Weight of shipment in CWT format (e.g. Total weight 12160; Qty = 121.6)

UOM should be selected as Each

Unit Price is based on the rate in your contract.

Note – To view attachment, you must click the Enable button on the pop-up

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 7 – Entering Data (Transit Status)

Click link for Notice Status:

In window, Click Add button

Status should be selected as Delivered

Enter delivery date under Status Date

Click Save

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Step 8 – Entering Data (Invoice Completion)

Click Save button to save Invoice

Note – If you are missing any key pieces of information a pop-up will display and give direction on what is missing; correct and click Save again

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Misc – Supplemental Billing (Create linked eBill)

If you were to have under billed client you can bill the supplemental charges via eBill

Select Invoice that under billed, then Click New button

Select “eBill from Invoice” option

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

Misc – Supplemental Billing (Create linked eBill)

Enter your unique eBill #; i.e. – use the DPM Control Number and add “a” at end of it

Issue Date: should be similar to an Invoice Date eBill Type:

Under bill client = Charge Buyer

Over bill client = Charge Seller

Enter in the supplemental charges and click Save button

Insert information classification here - e.g. U.S. BANK CONFIDENTIAL, U.S. BANK CUSTOMER CONFIDENTIAL | U.S. BANK |

End of Training Document

If need additional assistance please contact customer.support@usbank.com or at 1.800.417.1844.

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Microsoft_Excel_Worksheet1.xlsx

Sheet1

ITEM NUMBER SCHEDULE NUMBER DPM ITEM DESCRIPTION ITEM UNIT

1AA 1 Complete Service - Outbound (HHG).At member/employee residence: Container, Commercial Spec ASTM-D4169-01, or SDDC Pamphlet 55-12 EACH

1AB 1 Complete Service - Outbound (HHG). At contractor’s facility: Container, Commercial Spec ASTM-D4169-01, or SDDC Pamphlet 55-12 EACH

2AA 1 Outbound (HHG From Nontemporary Storage)Pickup by contractor: Container, Commercial Spec ASTM-D4169-01, or SDDC Pamphlet 55-12 EACH

2AB 1 Outbound (HHG From Nontemporary Storage)Delivered to contractor: Container, Commercial Spec ASTM-D4169-01, or SDDC Pamphlet 55-12 EACH

3 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12). Service must be the same as Item 0001 or Item 0002 except that the loose articles are drayed to contractor’s facility when ordered by the contracting officer for containerization in Government-furnished or contractor-furnished containers. Overflow, other shipments, and oversize containers must be constructed IAW ASTM-D6251. Each container must be caulked during assembly. Overflow boxes and other shipments must be limited to one per shipment. Other shipments are small HHG shipments that normally require a lesser size box than specified in Commercial Spec ASTM-D4169-01 or SDDC Pamphlet 55-12. Overflow containers are of a lesser size than specified in Commercial Spec ASTM-D4169-01 or SDDC Pamphlet 55-12 and oversized containers are always of a greater size than specified in Commercial Spec ASTM-D4169-01 or SDDC Pamphlet 55-12. One or more of these containers may be required per shipment. Price bid for Item 0003 includes container plus weight of its contents. EACH

3AA 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)GOVERNMENT-FURNISHED CONTAINERS OVERSEAS PACK OVERFLOW ARTICLES EACH

3AB 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)GOVERNMENT-FURNISHED CONTAINERS OVERSEAS PACK OVERSIZE ARTICLES EACH

3AC 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)GOVERNMENT-FURNISHED CONTAINERS OVERSEAS PACK OTHER SHIPMENTS EACH

3AD 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)GOVERNMENT-FURNISHED CONTAINERS DOMESTIC PACK OVERFLOW ARTICLES EACH

3AE 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)GOVERNMENT-FURNISHED CONTAINERS DOMESTIC PACK OVERSIZE ARTICLES EACH

3AF 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)GOVERNMENT-FURNISHED CONTAINERS DOMESTIC PACK OTHER SHIPMENTS EACH

3AG 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)CONTRACTOR-FURNISHED CONTAINERS OVERSEAS PACK OVERFLOW ARTICLES EACH

3AH 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)CONTRACTOR-FURNISHED CONTAINERS OVERSEAS PACK OVERSIZE ARTICLES EACH

3AI 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)CONTRACTOR-FURNISHED CONTAINERS OVERSEAS PACK OTHER SHIPMENTS EACH

3AK 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)Domestic Pack: Overflow Articles EACH

3AL 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)Domestic Pack: Oversize Articles EACH

3AM 1 Complete Service-Outbound (HHG-Overflow Articles and HHG Shipments requiring other than ASTM-D4169-01 or SDDC Pamphlet 55-12)Domestic Pack: Other Shipments EACH

4AA 1 Complete Service-Outbound (Unaccompanied Baggage)GOVERNMENT-FURNISHED CONTAINERS DRAYAGE INCLUDED EACH

4AB 1 Complete Service-Outbound (Unaccompanied Baggage)GOVERNMENT-FURNISHED CONTAINERS DRAYAGE NOT INCLUDED EACH

4AC 1 Complete Service-Outbound (Unaccompanied Baggage)CONTRACTOR-FURNISHED CONTAINERS DRAYAGE INCLUDED EACH

4AD 1 Complete Service-Outbound (Unaccompanied Baggage)CONTRACTOR-FURNISHED CONTAINERS DRAYAGE NOT INCLUDED EACH

5AA 1 Complete Service-Outbound (Unaccompanied Baggage from Nontemporary Storage)GOVERNMENT-FURNISHED CONTAINERS DRAYAGE INCLUDED EACH

5AB 1 Complete Service-Outbound (Unaccompanied Baggage from Nontemporary Storage)GOVERNMENT-FURNISHED CONTAINERS DRAYAGE NOT INCLUDED EACH

5AC 1 Complete Service-Outbound (Unaccompanied Baggage from Nontemporary Storage)CONTRACTOR-FURNISHED CONTAINERS DRAYAGE INCLUDED EACH

5AD 1 Complete Service-Outbound (Unaccompanied Baggage from Nontemporary Storage)CONTRACTOR-FURNISHED CONTAINERS DRAYAGE NOT INCLUDED EACH

6AA 1 Outbound Service-Unaccompanied Baggage Packed by Member/EmployeeCONTAINERIZATION NOT REQUIRED DRAYAGE INCLUDED EACH

6AB 1 Outbound Service-Unaccompanied Baggage Packed by Member/EmployeeCONTAINERIZATION NOT REQUIRED DRAYAGE NOT INCLUDED EACH

6AC 1 Outbound Service-Unaccompanied Baggage Packed by Member/EmployeeCONTAINERIZATION REQUIRED DRAYAGE INCLUDED EACH

6AD 1 Outbound Service-Unaccompanied Baggage Packed by Member/EmployeeCONTAINERIZATION REQUIRED DRAYAGE NOT INCLUDED EACH

7AA 1 Outbound Service-Unaccompanied Baggage Packed By Member/Employee-Consolidated Shipments/Government Facility.CONTAINERIZATION NOT REQUIRED DRAYAGE INCLUDED (PACKED BY OWNER) EACH

7AB 1 Outbound Service-Unaccompanied Baggage Packed By Member/Employee-Consolidated Shipments/Government Facility.CONTAINERIZATION REQUIRED DRAYAGE INCLUDED (PACKED BY OWNER) EACH

8AA 1 EXPENSIVE AND VALUABLE ITEMS DRAYAGE INCLUDED EACH

8AB 1 EXPENSIVE AND VALUABLE ITEMS DRAYAGE NOT INCLUDED EACH

9 1 Storage of containerized articles must be furnished when ordered by the contracting officer. Charges must not commence earlier than the sixth workday following date of transportation officer’s receipt of notification of completion of containerization service. Storage charges apply for each 30-day period or fraction thereof. Date of release from storage must not be considered in computation of storage charges. EACH

10AA 1 CONTAINERS (FED SPEC PPP-B-580) EACH

10AB 1 CONTAINERS (MTMC PAM 55-12) EACH

10AC 1 CRATE (MIL-C-52950) EACH

11AA 1 REMARKING SHIPMENTS FOR RECONSIGNMENT EACH

11AB 1 COOPERING EACH

11ACAD 1 ASSEMBLY OF GOVT-OWNED CONTAINERS EACH

11ACAE 1 DISASSEMBLY OF GOVT-OWNED CONTAINERS EACH

12AA 1 DRAYAGE BEYOND THE CONTRACT AREA OF PERFORMANCE, HHGS EACH

12AB 1 DRAYAGE BEYOND CONTRACT AREA OF PERFORMANCE, UNACCOMPANIED BAGS EACH

13AA 1 ATTEMPED PICKUP, HOUSEHOLD GOODS EACH

13AB 1 ATTEMPTED PICKUP, UNACCOMPANIED BAGGAGE EACH

14 1 RESERVED EACH

15 2 COMPLETE SERVICE - INBOUND (HHGS) EACH

16 2 COMPLETE SERVICE - INBOUND (HHGS) NO DRAYAGE TO RESIDENCE EACH

17 2 COMPLETE SERVICE INBOUND (HHGS) EACH

18 2 INBOUND SERVICE - CONTRACTOR FACILITY (HHGS) EACH

19AA 2 COMPLETE SERVICE - EXPENSIVE AND VALUABLE ITEMS, DRAYAGE INCLUDED EACH

19AB 2 COMPLETE SVC - EXPENSIVE/VALUABLE ITEMS, DRAYAGE NOT INCLUDED EACH

20 2 COMPLETE SERVICE - INBOUND DRAYAGE INCLUDED EACH

21 2 COMPLETE SERVICE- INBOUND DRAYAGE NOT INCLUDED EACH

22 2 INBOUND SERVICE - CONTRACTOR FACILITY (UNACCOMPANIED BAGGEGE) EACH

23 2 STORAGE EACH

24AA 2 REMARKING OF SHIPMENTS FOR RECONSIGNMENT EACH

24AB 2 COOPERING EACH

24ACAD 2 ASSEMBLY OF GVT-OWNED CONTAINERS EACH

24ACAE DISASSEMBLY OF GVT-OWNED CONTAINERS EACH

25AA 2 ATTEMPTED DELIVERY, HOUSEHOLD GOODS EACH

25AB 2 ATTEMPTED DELIVERY UNACCOMPANIED BAGGAGE EACH

26AA 2 REWEIGHING HOUSEHOLD GOODS EACH

26AB 2 REWEIGHING UNACCOMPANIED BAGGAGE EACH

27AA 2 DRAYAGE BEYOND THE CONTRACT AREA OF PERFORMANCE, HHGS EACH

27AB 2 DRAYAGE BEYOND THE CONTRACT AREA OF PERFORMANCE, UNACCOMP BAGS EACH

28AA 2 PARTIAL WITHDRAWL, HOUSEHOLD GOODS DRAYAGE INCLUDED. EACH

28AB PARTIAL WITHDRAWL, HOUSEHOLD GOODS DRAYAGE NOT INCLUDED EACH

28AC 2 PARTIAL WITHDRAWL, UNACCOMPANIED BAGGAGE DRAYAGE INCLUDED EACH

28AD PARTIAL WITHDRAWL, UNACCOMPANIED BAGGAGE DRAYAGE NOT INCLUDED EACH

29 2 RESERVED EACH

30 2 RESERVED EACH

31 3 COMPLETE SERVICE FOR INTRA-CITY AND INTRA AREA MOVES EACH

32AA 3 ATTEMPTED PICKUP EACH

32AB 3 ATTEMPTED DELIVERY EACH

33 3 DRAYAGE BEYOND THE CONTRACT AREA OF PERFORMANCE EACH

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