Step by Step Vendor Registration Slides_Aurochs Partner 25.pptx

Command & Staff 27 October 2021 Mr. Bryan R. Samson Deputy to the Commanding General

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Vendor Day Chisinau, Moldova

As of 18 JUN 25

CUI

CPT LaPread, Thomas B.

SFC Evans, Shalynn A.

928th Contracting Battalion Regional Contracting Office Bavaria

Mr. Scott Safer (Planner) United States Army Europe and Africa (USAREUR-AF)

Name: SFC Shalynn A. Evans.

Professional Title: Contracting Non-Commissioned Officer (NCO)

Background:

US Army since Feb 2006 with the DoD Contracting Officer professional since 2012

Achievements: I don’t measure my achievements; I let my work speak for itself Briefer

Agenda Vendor Step-by-Step Registration Instructions (SAM.gov)

Vendor Step-by-Step Registration Instructions (PIEE/WAWF)

How to submit Invoices in Wide Area Workflow (WAWF)

Questions

Type of Brief: Information Decision Guidance Desired Outcome: 1) Effectively communicate the 409th Contracting Support Brigade's current and future support initiatives within the European Command (EUCOM) Area of Responsibility (AOR) to the International Stability Operations Association (ISOA) conference attendees.

Registration Instructions – SAM.gov

Specify authentication method. It is recommended you use voice or text as the other options tend to only work with U.S. based companies.

The verification code sent your phone should be entered when requested. This will be required every time you sign into the system.

You now need to log out and then log in again to reach the full site.

Security Code and “Submit”

E-mail Address and Password.

“Sign in”

If you select “Remember this browser you will not have to use the security code feature for about 30 days as long as you use the same browser.

You will only see this on your first logon.

Complete profile information

Click the SAM.gov logo to return to the home page.

This step will assign you a Unique Entity ID. This number is just as important as your NCAGE code and should be provided to the contracting officer when you start submitting your bids.

As you complete your registration the gray tick mark areas will turn into Green Check Marks. If a Red X appears you should go back to the tab to make changes and corrections.

Do not enter any banking information here as it pertains only to U.S. based companies

This is where you will enter all the NAICS codes you selected previously.

Here you will enter your annual revenue and number of employees.

When you return the homepage and click on your workspace you will see this status for your registration. Clicking on your company name will return you to the registration screen if you need make any corrections or changes. You can also click the three dots and click “Update”

SAM.gov Registration Letter On the next slide you will see a template of a letter that must be uploaded to your official SAM.gov registration in order to complete the process and assign an Administrator for your company.

This letter must be in English. SAM.gov does not recognize any other languages.

When the letter is complete it must be printed with you company’s letter head (on every page) and signed by an authorized person in your company.

The letter will be uploaded by going to HTTPS://www.fsd.gov and creating an incident report. Be sure that you upload the letter to the incident report.

Registration renewal/extension The SAM Registration is valid for one year. SAM.gov will send a reminder email approximately 30 days before your Registration expires.

It is FREE to register and maintain your registration in SAM. If you get an email from any address that does not end in .gov or .mil, be cautious. These parties do not represent the U.S. Government.

There are company's which provide doing your registration renewal/extension in SAM (services against payment of a fee). Therefore, they examine SAM for companies whose registration will expire soon and contact them. You won’t see any fees in this emails (until after selecting the attached link). If you engage third-party vendors, it’s at your own risk. You will find three sample emails at pages 64-74. To avoid the receipt of such emails we recommend to uncheck “Public View” at your registration. This means your data will no longer be publicly available and those firms won’t find you.

Some companies receive an email from fedhelpdesk.com, inviting recipients to update their SBA (Small Business Across Industries) profile. You will find a sample of such an email at pages 75-76. This does not apply to Foreign companies and doesn’t have to be filled out. Please answer to this emails as followed: “We are a (Insert your country) contractor and do not have to fill out the Capability Statement as Small Business since it is not used in (Insert your country).”

To renew/extend your SAM registration, please follow these steps:

Go to the SAM.gov side <Caution-http://www.sam.gov> and log in Select Entity Registration from the sub-navigation menu on the My SAM page Select “Existing Entity Registration” Select the entity you want to update from the Entity Registration Menu Select “Update Entity” from Registration Details At “What would you like to update” select “Purpose of Registration and remaining entity registration” Complete your registration update by following the on-screen instructions Select “Submit” at the very end. You will see a confirmation message on the screen when you submit your renewal If you have not previously submitted a registration letter as described, you must do so now. Without this letter your account will not get activated.

It will take around 10-14 days until your SAM registration is renewed/extended.

PIEE – Wide Area Workflow (WAWF) Registration All vendors shall register in WAWF in order to process invoices electronically. In order to register as a Vendor in WAWF, the Cage Code must be loaded and activated first.

To activate the CAGE code in WAWF, the Vendor needs to either call the OGDEN Help Desk Commercial: 001-866-618-5988 or send an email to: disa.global.servicedesk.mbx.eb-ticket-requests@mail.mil or disa.ogden.esd.mbx.cscassig@mail.mil

Please use the following template to email requests to WAWF customer support and fill in missing information with your company information.

Subject: WAWF Cage Code Activation

Please activate the following CAGE CODE in WAWF.

1. Cage Code: ____________________

2. EB POC’s Name: _____________________

3. EB POC’s Email: _________________________

4. EB POC’s Phone Number: _____________________

The Electronic Business POC (EB POC) is listed in SAM.

Requests should be processed within 48 business hours after receipt. An e-mail notification showing the status of the registration will be send.

After cage code is activated in WAWF, a Contract Administrator (CAM) must be registered. The CAM administrates and activate/deactivate all Vendor WAWF user accounts. The Vendor prepares the invoices in WAWF.

NOTE: It is recommended that the Electronic Business POC (EBPOC) be also the CAM. If the CAM is not the EBPOC, an Appointment Memo needs to be prepared, signed by the EBPOC and sent to ODGEN HELPDESK.

Contract Administrator (CAM – Registration) CAM needs to Self-Register in PIEE.

Register at https://piee.eb.mil Select “Agree” and “Vendor”.

On “How will you be accessing the PIEE application?”, choose “User – ID/Password”. Enter User ID, Password and CAPTCHA (security) Image and select “Next”.

Enter 3 different security questions and select “Next”. In the event you lose your password the system will ask to authenticate the account with this three questions.

Complete profile, select Foreign National “FN” at Citizenship and select “Next” Complete Supervisor profile (should be a different e-mail address), select country and select “Next”.

Select “Step 1” and enter: PIEE – Procurement Integrated Enterprise Environment Select “Step 2” and enter: Contractor Administrator On “Step 3” select “Add Roles”, “Action”, “Group Lookup” Enter CAGE Code, select “Search”, select your Group Name At “Step 4” under Group you will see your CAGE Code. Select “Next” Fill out justification. For example: “Roles are required to activate/deactivate/maintain all Vendor Accounts” . Select “Next”.

Review summary and verify the information is accurate by selecting “Next”.

Select “Signature” to sign agreement. This finalize the CAM registration.

Requests should be processed within 48 business hours after receipt. An e-mail notification showing the status of the registration will be send from ODGEN Helpdesk. If you do not receive this e-mail, please contact ODGEN Helpdesk.

The CAM is now able to activate/deactivate all registered Vendor WAWF user accounts.

Select Register Select Agree

Select Vendor Select Next

Select Vendor

Fill out Supervisor Information

Fill out Company Information

Select Contract Administrator

Select Contract Administrator

Select Add Roles

Select Action

Select Group Lookup

Enter CAGE Code

Select your Group Name

Fill out justification

Review Registration Summary and verify the information is accurate by selecting “Next”

Select “Signature” to sign agreement The CAM (Contract Administrator) is now able to activate/deactivate all registered Vendor Wide Area Workflow (WAWF) user Accounts

Vendor – Registration

Vendor needs to Self-Register in PIEE.

Register at https://piee.eb.mil Select “Agree” and “Vendor”.

On “How will you be accessing the PIEE application?”, choose “User – ID/Password”. Enter User ID, Password and CAPTCHA (security) Image and select “Next”.

Enter 3 different security questions and select “Next”. In the event you lose your password the system will ask to authenticate the account with this three questions.

Complete profile, select Foreign National “FN” at Citizenship and select “Next” Complete Supervisor profile (should be different to Vendor e-mail address), complete Company profile, select country and select “Next”.

Step 1 select “WAWF - Wide Area Workflow” Step 2 select “Vendor” Step 3 select “Add Roles” Enter CAGE Code at “Location Code” and select “Next”, select your Group Name Fill out justification. For example: “All roles are required to perform daily duties (WAWF Invoice). Select “Next”.

Activate Vendor Account by CAM

Select Administration

Select “User/Role Management”

Select “User/Role Management”

Select “User ID”

Select User Roles

Select Activate

Select Update On this side the CAM can view, edit, activate or delete all data of the individual Vendors

Step 1:

Look at your contract clause, which includes important instructions for the WAWF invoice entry.

252.232-7006 WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS

“….. (1) Document type. The Contractor shall use the following document type(s).

Invoice and Receiving Report (Combo) - (Supplies) Invoice as 2 in 1 – (Services) or Construction Invoices - (Construction)

(2) Inspection/acceptance location. The Contractor shall select the following inspection/acceptance location(s) in WAWF, as specified by the contracting officer.

SEE SCHEDULE

(3) Document routing. The Contractor shall use the information in the Routing Data Table below only to fill in applicable fields in WAWF when creating payment requests and receiving reports in the system.

Select Type of invoice document

PIEE – Wide Area Workflow (WAWF) Invoice Submission

Additional Codes for the WAWF Invoice

Step 2: WAWF Login

Web portal: https://wawf.eb.mil/piee-landing/ ATTENTION, on 1 July 2020 website will change to https://piee.eb.mil

Select “Log in”

Select “Accept”

Can’t recall your PIEE/WAWF User ID and/or Password – select the link “ Find My User ID” or “Reset My Password” and complete the applicable data fields.

NOTE: WAWF access turning to “Inactive” after 30 days of non-use and are automatically ARCHIVED after 60 days of non-use.

Only your CAM (contractor accounts manager) can re-activate accounts. If the CAM account is inactive or archived the entire WAWF access is disable and has to be re-quested via DISA (CAGE activation) and WAWF helpdesk (CAM account re-activation); therefore it is recommended to set “outlook” - or some sort of - REMINDER to access PIEE/WAWF at least 1-time a month.

An e-mail notification from the system will be sent before the account turns to inactive.

Enter User ID, Password and CAPTCHA Image.

Select “Log In”

Select “Wide Area Workflow”

Step 3: Creating the invoice in WAWF

Select “Vendor”

Select “Create Document” Before you start creating the Invoice make sure, you have the award with all information in front of you. The system auto log out after a short time of inactivity. Please also make sure by contacting the Customer POC, if the “Acceptor” (stated in the contract) is still active.

Select from drop down menu

Enter award number

Hit select

Hit select

Mark all line items you would like to invoice on.

Items of no value (such as Item 7500, 7501 etc.) shall not be selected, otherwise the invoice will get rejected by DFAS (Defense Finance and Accounting System)

Select “Next”

Currency Code: Select “Other” for Euro contract in case it doesn’t reflect automatically.

Select invoice type i. e. “Invoice as 2 in 1” for services, “Invoice and Receiving Report (COMBO)” for material/supply delivery or “Construction Payments Invoice” for construction services.

Select “Next”

Look at your contract – the WAWF clause identifies the codes for the service acceptor/inspector. In case the codes are not automatically pulled in (from EDA – Electronic Data Access), please adjust accordingly.

The WAWF document frame is now established. You have to select each single TAB (Header, Address, Line Item, Attachments, etc.) to complete the required data fields.

DO NOT select “SUBMIT” until all required information entered.

“Submit” sends your invoice to the customer for approval.

“Invoice Date” must always reflect the date invoice was entered to the system. “Final Invoice” should always state “N”.

At the HEADER Tab, the following information have to be completed – depending on the invoice type:

Invoice Number “Invoice Final” should always show “N (No)” If Material – Shipment Number, Date and Final Shipment Bank Information Select next TAB (Addresses) – do not select “Submit” until all required information entered. “Submit” sends your invoice to the customer.

Nothing has to be completed on the “Address” Tab; just review to ensure the data is reflected properly and correct where needed.

The “DISCOUNT” Tab requires following entries:

Either enter under “NET DAYS*” = 30 Or use the “Add” function under Actions to enter the discount, which reflects on the award (award - Block 12) Discount Terms as stated on award at Block 12.

Leave the “COMMENTS” Tab blank

If the contract data has properly transferred you now can select/see the line items you would like to invoice on …

Please select “Edit” to review the sub-functions and data entries.

ERROR MESSAGES

Pay attention to the error message on the upper screen display!

In General – all data fields with an *asterisk* must be completed. Please state also the PR Number (you will find this number on the contract) before you select “Save CLIN/SLIN”. Select “Previous” to return to the previous/main Line Item Tab.

Product/Service ID: The ID can be freely entered, if the Product/Service ID Qualifier code is marked as “A3 – Locally assigned Number” Complete:

Quantity Shipped Unit of Measure ( as reflecting in the award, often EACH or JOB*) Unit Price (EUR) = must be identical to the unit price of the award PR Number – you will find this number on the Award “Requisition Number”

* JOB = Partial Payment allowed. Simply enter Quantity – 1, Unit of Issue – Job, and the Partial Payment Amount in EUR to the Amount

Please DO NOT upload paper invoiced here otherwise DFAS will reject the invoice.

Only upload: Material lists, Work reports, etc.

The Mix. Amounts TAB = Leave blank

Select “Submit” if all entries correct. Your invoice will be sent to the “Acceptor”, who will electronically confirm/certify the invoice (if correctly issued). Once acceptor approved the document it will be forwarded to the payment office for their action.

Review all entries and make corrections if necessary.

Before you select RETURN to move out ot the WAWF document, you have to submit email notifications.

Notifications should be send (as a minimum) to the Acceptor and the Contract Specialist (you will find them on the contract Clause 252.232-7006). This helps to avoid delays in payment as the Acceptor get informed you submitted an invoice.

The Vendor (your company) & Acceptor (receiving activity) are usually already populated – all other email address have to be added under “Send additional email notifications”.

You will find the submitted document/invoice at “Vendor” – “History Folder”.

The document is now marked as (Status) “Submitted”.

As soon as the invoice gets accepted by the Acceptor, the Status will change to “Processed”.

If the Invoice gets rejected, the Status will show “Rejected”. In this case, you need to go the Folder “Vendor” – “Rejected” and look up the statement om the invoice why it got rejected. Correct the invoice and “Resubmit” it.

If you are not able to correct the invoice, you need to void the invoice and create a new one with a different Invoice number.

Email:

usarmy.bavaria.409-contr-spt-bde.mbx.928th-cbn-spo@army.mil

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