DPM_Contractor_Invoice_Entry_(Payment_Manager)_-_2.5.18.pdf

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

DPM Invoice Entry Syncada – Payment Manager

Updated as of 2/5/18

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Step 1 – Open Payment Manager

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Step 2a – Create New Invoice

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

• Select the Find Org button

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Step 2b – Create New Invoice

• Look for your DPM specific SCAC code

• Select the DPM SCAC and click OK

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Step 2c – Create New Invoice

• Click Next

• Look for your DPM specific DoD Organization

• Select the DPM specific DoD Organization and click OK

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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

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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

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Step 4a – Entering Data (Reference Fields)

• Select Header tab

• Click on Add button

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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

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Step 4c – Entering Data (Reference Fields)

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

– 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

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Step 4d – Entering Data (Reference Fields)

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

– 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

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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

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Step 5a – Entering Data (Participant)

• Select the Participant tab and click the Add button

• Select “Carrier” for Role: field

• Click Find Org button

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Step 5b – Entering Data (Participant)

• Look for your DPM specific SCAC code

• Select the DPM SCAC and click OK

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Step 5c – Entering Data (Participant)

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

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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

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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

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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

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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

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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

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End of Training Document

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