1. WIDE AREA WORKFLOW Deborah A. Graziano Naval Supply Systems Command
Hello, my name is Debbie Graziano. I am a Management Analyst with DCMA NSEO Contracts Group and among my other duties, I’m responsible for WAWF Administration. For the next couple of hours we’ll be talking about the Wide Area Workflow applications.
Deborah A. Graziano
Naval Special Emphasis Operation
WAWF Group Administrator/POC
Naval Supply Systems Command
Weapons System Support
September 22, 2016

2. AGENDA Wide Area Workflow Overview MyInvoice
EDA - Electronic Document Access
Access
User’s Guide
iRAPT - Invoicing, Receipt, Acceptance, and Property Transfer
(Formerly WAWF)
Creating Documents – Receiving Report, Invoice, Combo
General Information
DD 1423
Final Thoughts
I’ll briefly be touching on My Invoice & EDA. Primarily we’ll be focusing on iRAPT: …. Going through in detail how to create documents …. Discussing some FAQs and sharing lessons learned …..and Reviewing DD 1423s
There will be time at the end of each section for answering Questions so please submit them. If you have a question, someone else may be wondering the same thing. 2

3. WAWF Overview https://wawf.eb.mil
Wide Area Workflow version 5.6 provides a Suite of business applications, noted on the bottom half of the screen.
Access to WAWF is via address noted at top:
This is the initial WAWF screen. If you already have a UserID and password, this is where you would input that to enter WAWF. If not, the upper right side of the screen has a “Register” button.
The WAWF Helpdesk can be contacted at 3

4. WAWF Registration
After clicking the “Register” button this is the screen you would see. Select the type of User – Government or Vendor – and click the dialog boxes for the applications you are seeking access to. Follow the prompts at the bottom of the screen. 4

5. WAWF Overview
After entering Userid/Password, this the WAWF eBusiness Suite page.  
MyInvoice is a DFAS Application to provide detailed information regarding the status of your invoices. Any questions pertaining to this application should be addresses to DFAS directly 5

6. EDA
EDA – Electronic Document Access – is where contractual documents are stored and can be retrieved for review or downloading. Click on the EDA symbol to enter EDA. 6

7. EDA To retrieve Contractual Documents Select “Contracts”
To review contractual documents, click on the blue hyperlink “Contracts”
To retrieve Contractual Documents
Select “Contracts” 7

8. EDA If you have the contract / delivery order number:
If you know your contract number, click on the “all Mods” or if your contract number has a Delivery Order then click on “Delivery Order/Task Order” 
To search by CAGE, Dates, etc., click on Advanced Search.
If you have the contract / delivery order number:
Select either “all Mods” or “Delivery Order/Task Order”
To Search by CAGE, Dates, etc:
Select “Advanced Search” 8

9. EDA For Contract Search: Type contract number in box Click “View”
To perform a contract number search, type the contract number in the box and click “View” 9

10. EDA Contract document list Click on blue hyperlink to view document
The list that appears will be both the contract and all mods issued against that contract. Click on blue hyperlink to view the document that you are interested in.
The first line in the example above is the contract and the second line is modification P00001.
Contract document list
Click on blue hyperlink to view document 10

11. EDA To access EDA User’s Guide click on blue hyperlink
To access the EDA user guide, click on the blue hyperlink in the upper right hand corner
To access EDA User’s Guide click on blue hyperlink 11

12. EDA
This is main page of the user guide. Click on any of the links to get additional instructions or help. 12

13. Questions regarding EDA?13

14. iRAPT
iRAPT stands for Invoicing, Receipt, Acceptance, and Property Transfer, formerly called WAWF. 14

15. iRAPT DFAR Clauses
Electronic Submission of Payment Requests -- contractor shall submit payment requests using electronic forms.
Material Inspection and Receiving Report – Appendix F requires Contractor to include two copies of the signed WAWF RR with the shipment
(b) Policy
DoD officials receiving payment requests in electronic form shall process the payment requests in electronic form. Any supporting documentation necessary for payment, such as receiving reports, contracts, contract modifications, and required certifications, also shall be processed in electronic form.
WAWF Payment Instructions
WAWF system is the method to electronically process vendor payment requests and receiving reports
These are some excerpts from the DFAR clauses that you will find in your contracts that mandate submitting both receiving reports and invoices, etc. electronically. 15

16. iRAPT / Creating Documents
This is the main screen in iRAPT after signing in. Welcome!
The next several slides will detail steps required to create iRAPT documents. 16

17. iRAPT / Creating Documents
To create a document, click “Vendor” at the top line menu and then click “Create Document”. This starts the process of creating RRs, Invoices, and Combos.

18. iRAPT / Creating Documents
Complete all necessary blocks. Some blocks are drop down and others you will need to add text to complete.
Selecting either EDA or WAWF will pre-populate certain fields that pull information from EDA or previously created documents in WAWF/iRAPT.
Complete information blocks
Drop-downs for some fields, Open text for other fields
Select to Pre-Populate From either EDA or WAWF 18

19. iRAPT / Creating Documents
Complete Pay Official block
Per Page 1 of Contract
This screen only requires the Pay Official field to be completed. The Pay Official field should be pre-populated if selected from the previous screen. Verify accuracy from Page 1 of the contract.
Reference Procurement Identifier is not a mandatory fill field. Leave it blank. 19

20. iRAPT / Creating Documents
At this screen you will pick the type of document you wish to create. ie: Invoice, Receiving Report, or Invoice & Receiving Report Combo.
If you choose Receiving Report or Invoice and Receiving Report Combo the Inspection and Acceptance boxes appear. Ensure you select the Inspection and Acceptance requirements as stated in the contract.
Note: The fast pay box also appears. I will address this in a later slide.
To Create Invoice, Receiving Report, or Combo Select:
Type of Document to Create
Inspection = either Source or Destination
Acceptance = either Source, Destination, or Other 20

21. iRAPT / Creating Documents
This screen is pre-populated with the exception of the Ship To code. Verify the accuracy of the pre-populated fields against the contract. ALWAYS!
Screen is Pre-Populated with exception of Ship To Code
Although Pre-Populated, Verify Accuracy Against Contract! 21

22. iRAPT / Creating Documents
When Ship To DoDAAC is different than
Destination Acceptance DoDAAC
This screen shows how to create a document when the ship-to DoDAAC is different from the Destination Acceptance DoDAAC.
Again, select the Inspection and Acceptance requirements as stated in the contract.
As shown here, Inspection at Source. Acceptance will now be Other. 22

23. iRAPT / Creating Documents
Again, this screen is pre-populated with the exception of Ship-to Code and Accept-by DoDAAC.
I’d like to point a couple of items out on this page:
Inspection Point is Source – reflected in both S and Inspect-by DoDAAC of S4306A (NSEO).
Acceptance Point is Other (Alpha O)
You are required to input the Ship-to Code and Accept-by DoDAAC, which again are different.
In this example the Ship-to of N00102 is Portsmouth Naval Shipyard (PNSY) and Accept-by N39040 is a different DoDAAC at PNSY. I’ll speak more to this point later.
Screen is Pre-Populated with exception of:
Ship To Code
Accept By DoDAAC
Note: Acceptance Point is Alpha O 23

24. iRAPT / Creating Documents
This is the heart of the document you are creating. We will review the majority of the tabs noted along the top.
If you click “Submit” prior to completing the mandatory tabs, you will receive an error message. The Line Item Tab is mandatory for all documents, other Tabs as required by contract. 24

25. Shipment Date – date of shipment
I’ve highlighted on this slide the fields that are required to be completed.
Shipment Number – 3 alpha/4 numeric. Final shipment requires a “Z” in 8th position
Shipment Date – date of shipment
Estimated – “E” if shipment date not certain
Estimated Delivery Date – mandatory if “E” selected
Final Shipment – indicate via “N” or “Y”
Invoice Number – mandatory for Invoice or Combo
Final Invoice – indicate via “N” or “Y” 25

26. iRAPT / Creating Documents
Verify Pre-Populated Data in Address Screen
The Address screen is pre-populated based upon DoDAACs previously input in document. The addresses are full and in the clear, for Payee, Admin-by, Inspect-by, Ship-to, Payment, and Issued-by DoDAACs.
Again, pre-population doesn’t mean it’s always accurate, verify the data against the contract! 26

27. iRAPT / Creating Documents
If you are offering a discount per contract terms, this is where you would add it into your document.
Click the “Add” button for %
Click the “Add” button for Amount
And input amounts
If Discount being Offered:
Click “Add” for %
Click “Add” for Amount
Fill In Amount 27

28. iRAPT / Creating Documents
If you contract has a Mark-for Requirement, this is where you would add the information to your document.
If Mark For in Contract:
Complete Information 28

29. iRAPT / Creating Documents
To Add Line Items:
Click “Add” under Line Item Details
Do Not Use CDRL ELIN Line Item Details
Line Item is a mandatory tab. You must input the Line Item information before your document will be allowed to be submitted in iRAPT.
For both Product and Data Items, ALWAYS click the “Add” button for the Line Item Details.
CDRL ELIN Line Item Details is not to be used.
Do Not Use 29

30. iRAPT / Creating Documents
A – Missing Components B - Missing Components Furnished C – Quality Increase D - Quality Decrease E - Replacement Shipment F – Ship and Held in Bond at Contractors Plant G – Shipped in Place H – Shipped or Performed Z – Underrun Quantity – CLIN Shipped Complete
This is where you would add the line item detail. This example is a line item representing a product.
Circled items highlight the mandatory and other fields I’d like to point out.
Product/Service ID Qualifier: Select “KK – Special Material Identification Code” whenever there is a Prefix or SMIC with NSN 30

31. iRAPT / Creating Documents
This again, is where you would add the line item detail. This example is a line item representing a data item (ROTI).
Note that the Item Number is taken from the DD 1423, not the CLIN in the schedule
Unit of Measure for Data Items will ALWAYS be “EA”
We’ll cover this again later. 31

32. iRAPT / Creating Documents
Summary of Line Items Added:
Edit, Delete, or Add as Necessary
This screen provides a summary of line items you have input.
At this point you can Edit, Delete, or Add more line items.
Do Not Use 32

33. iRAPT / Creating Documents
To Include Contractually Required RFID Information:
Click “Add”
This screen is where you would enter any contractually required Radio Frequency Identification information. To do so, click “Add” and enter the information.
The topic of RFID is very involved and will have to be covered in a separate training session, we don’t have enough time to discuss that today. 33

34. To Attach Contractually Required Data Items:
If the Contract requires you to provide Attachments to the RR or Invoice, this is where you would add them.
Similar to adding attachments to , you would Click “Browse”, Locate the document on your computer, and Click “Upload”
To Attach Contractually Required Data Items:
Click “Browse”
Locate Document on Hard Drive
Click “Upload” 34

35. iRAPT / Creating Documents
Preview Contractor Invoice and Preview Receiving Report:
Last Chance to make Changes before Submitting
Click “Submit”
This is where you can preview the Contractor Invoice or Receiving Report you have created.
Last chance to make changes before submitting.
When done reviewing for accuracy, click “Submit”. 35

36. iRAPT / Creating Documents
You’ve successfully created a document!
I’d like to point out:
To send notification to Government employees that you have submitted a document, click on the blue hyperlink “Send Additional Notifications”
Type in address of government employee and click “Add ”
addresses added will be reflected in “Send to” box.
When all addresses have been added, click “Submit”
Please note that iRAPT retains the addresses for use on future documents. Each time you add an address, you are building an address book within iRAPT. Clicking on “send additional notifications” will list your address book past recipients to select from.

37. iRAPT / Creating Documents
Individuals Added to Distribution receive system generated notification
This is an example of an notification that iRAPT will send to government employees. 37

38. Any Questions regarding Creating iRAPT Documents?
iRAPT / Creating Documents
Any Questions regarding
Creating iRAPT Documents? 38

39. iRAPT / General Info
Receiving Report (RR) and Invoice Must Be Mirror Images of Each Other
If You Change the RR, You must Change the Invoice As Well
Only DFAS Can Reject Invoices
DFAS Helpdesk
Shipment Number is 7 digits
Standard Naming Convention 3 Alpha followed by 4 Numeric
Do Not Use “O” or “I”
Each Shipment Number Unique and Sequential ie: DAG0001, DAG0002, DAG0003
Final Shipment on Contract Must Have “Z” Shipment Number ie: DAG0005Z
Separate RRs Required if
Inspection/Acceptance vary on Line Items, ie: SS for CLIN 0001, SD for A001
Ship To Locations vary, ie: CLIN 0001AA to W25G1U, A001 to N00104 39

40. iRAPT / General Info Attachments
Limited to 5MB in Size
Unlimited Number of Attachments are Allowed
Naming Convention Does Not Allow for spaces, slashes or dashes
Can now remove and replace attachments without re-creating the RR completely
Automated Reminder Notifications (new to v5.6) are sent as follows:
Only Sent to Those Government Personnel whose Address was Added to RR When Created
Sent If Action Not Taken within Time Period Noted Below (recurs until Action Taken):
7 Days: RR, 2 in 1 Invoice, Property Transfer, All Others
14 Days: PBPs, PP, Grants
60 Days: Final Voucher
Inspector/Acceptor Must Re-Sign If Rejected RR Requires a Correction to:
CLIN ie: 0001AA change to 0002AA
Quantity ie: 25 change to 52
Other Corrections (ie: Ship To, UOM, etc.) Does Not Require I/A Re-Sign 40

41. iRAPT / General Info iRAPT Status Fields: Receiving Reports Invoices
Submitted – No Action Yet Taken by Government
Inspected – Government Has Inspected and Not Yet Accepted
Processed – Both Inspection and Acceptance by Government Has Taken Place
Hold – No Action Allowed Other Than Government Activity That Placed on Hold
Used by PNSY for Review of Cert Packages so no Changes Made by Vendor during Review
Invoices
Processed – Submitted to DFAS, No DFAS Action Yet Taken
Extracted – DFAS Has Started Payment Process
Paid – DFAS Has Processed Payment 41

42. iRAPT / General Info “ADD” Invoice Used for Additional Billing Items
ie: Mod issued after Invoice Paid increasing Unit Price
Example: Original Invoice # DAG0005
ADD Invoice # ADD0005
Fast Pay Contracts Require a RR and Must Use Combo, not Invoice Only
Variation in Quantity
Must Have VIQ clause in Contract
Allows Contractor to ship +/-
When Line Item Shipped Complete (if taking advantage of Negative VIQ):
On Line Item Tab Advice Code must have “Z” 42

43. iRAPT / General Info
NSN Description Field Now Titled “Product/Service ID Qualifier”
Must Use “KK - Special Material ID Code”
KK Allows for NSN Prefix and SMIC to be Included (character limit if KK not selected)
When Creating RR and CLIN not Available in Drop Down List:
Select Any CLIN which will Allow Advancement to the Next Screen
On Line Item Screen, Select blue hyperlink “ADD”
Add CLIN Information Required
Delete dummy CLIN used to Advance to this screen 43

44. iRAPT / General Info NSEO Admin Facility -vs- Shared Facility
NSEO Contractor
S4306A in Block 7 of Contract = Full NSEO Administration
All Function of NSEO Responsible for Contractor
Contracts, Manufacturing/Production, Quality
Shared Supplier
Other Than S4306A in Block 7 of Contract
Only NSEO Quality, All Other Functions Performed by Local DCMA Office
For NSEP Product, Inspect By Block on iRAPT Documents Must be S4306A!
If S4306A is not in Inspect-By Field on iRAPT RR, NSEO QAR cannot Access
iRAPT Documents must be Verified as Auto Populate Fields May be Incorrect
An example of a Shared Facility is a local Lockheed Martin plant that produces a wide variety of products and therefore is Administered by the local DCMA Contract Management Office with it’s own Contracts, Manufacturing, and Quality team. They do however produce some parts that are NSEP. For those products, only a NSEO QAR can Inspect/Accept! If S4306A is not in Inspect-By Field on iRAPT RR, NSEO QAR cannot Access the document. 44

45. iRAPT / General Info
If Product Shipping from location other than Prime Contractor:
Shipped From Field on RR must be Filled In with CAGE of Contractor shipping from
Shipment Number will be Different From Prime Contractor
ie: Prime = DAG Packaging House = SAL0001
Final Shipment on Contract Must Have “Z” Shipment Number
Regardless of whether from Prime or Packaging House, Last Shipment is “Z”
NSEP Products Inspected at Source Must Be Signed by NSEO QAR
Whether at Prime …Packaging House …Shared Facility
ONLY NSEO QUALIFIED PERSONNEL MAY SIGN FOR NSEP PRODUCT! 45

46. iRAPT / General Info
To Access Previously Created Documents There are Multiple Folders:
Vendor History
Rejected RR
Correction Required RR
Rejected Invoice
To View Documents:
Go to Vendor History Folder (Defaults to 30 day window)
To Access older Documents, Change “Created Date” field 46

47. iRAPT / General Info Methods for Changing iRAPT Documents:
Recall / Void
Reject / Correction Required
Paper Correction – Last Resort, send to ACO
Contractor Can Recall or Void Document Before Government Action:
Click on Blue Hyperlink “R” or “V”
When Void Document, Reissue with Same Shipment Number
Void Required when Changes Necessary to Header Information:
Contract Number
Shipment Number
Inspection / Acceptance Location
Changes can be made to documents via 3 methods:
Recall / Void – Contractor can do so prior to Government Action on document.
Reject / Correction Required – Government sends document back to Contractor for correction.
Paper Correction is a last resort if not able to change document electronically in iRAPT. To do a Paper Correction, print the iRAPT document, write “Corrected Copy” on the top of the pages, Circle the item(s) to be changed and write the corrected information next to the circled item, and forward to your ACO. If changes were made to CLIN information or Quantity, the Inspector/Acceptor signature is required. 47

48. iRAPT / General Info Portsmouth Naval Shipyard
Destination Acceptance RR Only (PNSY Signs in WAWF)
For Both Data and Product :
Ship To Will Only be Either N00102, N50796, or N50286
Acceptance Must ALWAYS be N39040
Source Inspection/ Destination Acceptance
Inspection = Source “S”
Acceptance = Other “O” 48

49. iRAPT / DD 1423s Data Items Should be RR Only (Not Combo) DD 1423
Data Items Should Always be Exhibit Number
ie; A001, A002, A009, etc. NOT CLIN ie: 0001AB
UOM is Always “EA” ….. NEVER “LO”
Ship To Code is From First Line of Block 14, Distribution
Quantity is From Block 15 (which is the total quantity reflected in Block 14)
The following slides provide examples of DD 1423s 49

50. Must Reference Exhibit A
DD 1423
Must Reference Exhibit A
This is the schedule typically found on Page 2 of the contract. This example shows the CLIN 0001 with SubCLINs 0001AA (product) and 0001AB (data).
Note that 0001AB is directing you to DD Form 1423, Exhibit A. iRAPT documents should be created using the information found on Exhibit A, DD Form 1423, not the SubCLIN.
All data items on the DD Form 1423 will be a Unit of Measure of EA. 50

51. DD 1423 Requirements
This is an example of a DD Form 1423 typically found at the end of the contract. Please note in this example that Block 7 states that a Letter of Transmittal is required for this ELIN.
No iRAPT document is required for a Letter of Transmittal. This example (from Block 14) requires a quantity of 1 to be sent to NAVSUP. 51

52. DD 1423 Requirements
This is an example of a DD Form 1423 typically found at the end of the contract. Please note in this example that Block 7 states that an iRAPT submission is required for this ELIN to be Inspected at Source and Accepted at Destination. This example (from Block 14) requires a quantity of 2 to be sent to NAVSUP. Please note that the first line of Block 14 is the Ship-To DoDAAC to be utilized in iRAPT. 52

53. Any Questions Regarding iRAPT?53

54. iRAPT / FAQs FINAL THOUGHTS
Receiving Report (RR) and Invoice Must Be Mirror Images of Each Other!!!!
If You Change the RR, You must Change the Invoice As Well
DFAS Helpdesk
WAWF Helpdesk
First Line of Communication is Your DCMA ACO
WAWF POCs:
NSEO Admin Contractors:
Shared Contractors: DCMA Admin Office (Block 7 of Contract)
This concludes my presentation. I’d like to leave you with some final thoughts:
I can’t stress this enough – Invoice must match RR!
Thank you all for participating. NAVSUP, thank you for inviting me to speak about WAWF. Have a nice day everyone! 54