DLA ENERGY AEROSPACE ENERGY irapt (formally WAWF) for Vendors & Customers Session

Transcription

1 DEFENSE LOGISTICS AGENCY AMERICA S COMBAT LOGISTICS SUPPORT AGENCY DLA ENERGY AEROSPACE ENERGY irapt (formally WAWF) for Vendors & Customers Session WWEC April 2017

2 Topics for Discussion Who are We? Our Aerospace Products Transitioning to SAP O&G from SAP Public Sector irapt Vendor Entry Screenshot Demonstration irapt Government Acceptance Screenshot Demonstration Before/After comparison Questions? 2

3 Who is DLA Energy Aerospace Energy? Defense Logistics Agency (DLA) Fort Belvoir, VA DLA Energy (DLA E), Fort Belvoir, VA DLA Energy Aerospace Energy (AE), San Antonio, TX Supplier Operations, Aerospace Energy Directorate (FEM) Customer Operations, Aerospace Energy Directorate (QEM) 3

4 Aerospace Energy - Integrated Materiel Manager (IMM) Product Lines 29 Products 92 NSNs Compressed Gases Helium Nitrogen Argon Hydrogen Deuterium Nitrogen Trifluoride Fluorine Xenon Krypton Neon Delta II Delta II Propellants Non-Propellant Cryogens Hypergolic Hydrazine Fuels 6 grades Dinitrogen Tetroxide 5 grades Inhibited Red Fuming Nitric Acid Non-Hypergolic Rocket Propellant Grades 1 and 2 Iso propyl Alcohol Hydrogen Peroxide JP-10 Priming Fluid Methanol Cryogenic Liquid Oxygen Liquid Hydrogen Liquid Methane Army/DHS PTDS Aerostat Aviator s Breathing Oxygen Liquid Nitrogen Liquid Air Liquid Argon Liquid Helium Liquid Carbon Dioxide Navy Tomahawk Cruise Missile Scramjet Stinger Missile System

5 Aerospace Energy DLA Energy including Aerospace Energy recently underwent Energy Convergence to SAP Enterprise Software To automate from manual/paper processes To increase efficiency in: Customer order management Vendor payments Customer billings Inventory accountability To match the rest of DLA To make DLA Auditable (DoD Auditability Goals) 5

6 DLA Enterprise Architecture DLA s Enterprise Architecture leverages SAP as the core architecture component, resulting in a single integrated system for supply chain management DLA Engagement Levels IDE DLA CMDRs Customers IDE Supply Discrepancies Demand Planners / CAS Customer Interaction Center SelfService Services Engineering Support Activities Billing & Invoices DFAS US Treasury Collaborative Demand Planning SAP eportal Customer Relationship Management CSRs/ LNOs Engineering Drawings Logistics Communications Systems DAASC DLMS Transactions Orders Status Order Fulfillment Financial Mgmt Demand Planning Tech & Quality Supply Planning Customer Service Energy Oil & Gas, Reutilization/ Disposal, Supplier Relationship Mgmt, Supply/Service Centers Procurement (PPS) DAPS Move and Deliver Pay Vendor Production Planning Purchase Order Suppliers Industry Vendors Invoice Customer, Supplier, Item Master Data DSS Distribution Process Owner Materiel Release Order DLA Direct Store and Maintain Inventory DDC/Depot Customer Direct Shipping Notice DLIS

7 DLA Energy AE Transitioning Aerospace Energy is now transitioning From: SAP Public Sector (Oct 2011) To: SAP Oil & Gas (CYs ) This transition to SAP Oil & Gas will give Aerospace Energy Increased Automation Increased Functionality 7

8 Transitioning As part of transitioning to SAP Public Sector (Oct 2011), AE began using irapt (Invoice, Receiving, Acceptance and Property Transfer) for submission and approval of vendor payments. Use of irapt will be much the same after the AE Transition to SAP Oil & Gas Sector (CY ) with very subtle changes to vendor inputs required. 8

9 What Will Be New? Once in SAP Oil & Gas, customers will place orders using External Enterprise Business Portal (EEBP) EEBP will allow established DLA customers to place orders for all their DLA Energy-provided products 24/7 Transition to EEBP Customer Ordering will be gradual. Vendors/Customers will be notified when transitioned. Once customers are placing orders in EEBP, changes will be need to be made. Customers will be accepting their own product invoices in irapt, Vendor will be changing irapt Energy Combos From: Source/Other (S/O) To: Source/Destination (S/D)

10 Current & Future FOB Origin No Change to current process

11 Current & Future FOB Destination with No Source Inspection No Change to current process

12 Current FOB Destination CURRENT PROCESS Acceptance at Other AE CAS accepts for Customer

13 Future FOB Destination AFTER O&G TRANSITION Acceptance will be at Destination by Customer for their own products

14 Screenshot Demonstration: Vendor Log-In Notice/Warning: Read and then click Accept 14

15 Screenshot Demonstration: Vendor Log-In Vendor Log-In: Type in your User ID and Password. Then click Login 15

16 Screenshot Demonstration: WAWF Suite irapt Log-on: Click on irapt (Invoice, Receiving, Acceptance and Property Transfer) 16

17 WAWF irapt Main Screen Screenshot Demonstration: Create Document Create a Document: Select Vendor Tab then select Create Document 17

18 The Delivery Order is Key! Front page contains IMPORTANT Information needed! Contract/DO numbers, Issued/Admin by DoDAACs 18

19 The Delivery Order is Key! Back pages contain IMPORTANT Information needed too. CLIN/NSN numbers, Unit of Issue, Price, Ship to: DoDAAC 19

20 Screenshot Demonstration: Create Document 1. Select CAGE Code/DUNS, 2. Select DoD Contract (FAR), 3. Type in Contract Number, 4. Type in Delivery Order Number, 5. Click Next Alternately can autofill 3 & 4 from EDA 5 20

21 Screenshot Demonstration: Create Document Alternately, use pre-loaded EDA Contract Info, then Click Select Bullets Select document to autofill from EDA 21

22 Screenshot Demonstration: Create Document Type in Pay Official SL4701 always. Check CLIN/SLIN, then click Next 22

23 Screenshot Demonstration: Combo Report Select Currency: USD and select Energy Invoice and Energy Receiving Report (Combo) If you want to invoice in foreign currency (example: Euros) this is how you would change the currency. Please follow what is on your contract. 23

24 Screenshot Demonstration: Combo Report Inspection: Select Source for the majority of AE Items Acceptance: Select Other for the majority of AE Items Currently, a DLA CAS accepts customer s invoices in irapt using the DD 250 or weight tickets with customer signatures as proof of delivered quantities to customer 24

25 Screenshot Demonstration: O&G Combo Report Inspection: Select Source for the majority of AE FOB D Items Acceptance: Select Destination for the majority of AE O&G Items After transition to O&G, customer will be doing acceptance on their own invoices in irapt, therefore, Destination will be chosen instead of Other 25

26 Screenshot Demonstration: Combo Report Issue By DoDAAC: Enter SPE601 ; Admin DoDAAC: Enter SPE601 ; Enter Shipment Date: ; Ship to Code: Enter the ship-to DoDAAC; Accept By Code: Enter SPE601 ; DLA CAS Acceptance as Other Always refer to the ordering document to make sure the information you enter in WAWF matches the order. 26

27 Screenshot Demonstration: O&G Combo Report Issue By DoDAAC: Enter SPE601 ; Admin DoDAAC: Enter SPE601 ; Enter Shipment Date: ; Ship to Code: Enter the ship-to DoDAAC; Accept By Code: Pre-filled by Ship to Code Inspect by DoDAAC: Enter Inspection DoDAAC Customer Acceptance at Destination Always refer to the order document to make sure the information you enter in WAWF matches the Delivery Order. 27

28 Screenshot Demonstration: O&G Combo Report Issue By DoDAAC: Enter SPE601 ; Admin DoDAAC: Enter SPE601 ; Enter Shipment Date: ; Ship to Code: Enter the ship-to DoDAAC; Accept By Code: Pre-filled by Ship to Code Inspect by DoDAAC: Enter Inspection DoDAAC Customer Acceptance at Destination Always refer to the order document to make sure the information you enter in WAWF matches the Delivery Order. 28

29 Screenshot Demonstration: Receiving Report Type in Shipment Number and Invoice Number. Select Final Shipment/Invoice: N (Y, if last shipment), Select FOB as cited on the order (D = Destination, S = Source, 0 = Other) 29

30 Screenshot Demonstration: Edit EDA fed Line Item After Header data is filled in under the Header Tab: Click on the Pre-filled Line Item tab, then click Edit under Actions Skip this selection/ignore 30

31 Screenshot Demonstration: EDA CLIN Information All entries listed in Red in the box below are Mandatory. Enter info from Delivery Order, not Contract. When complete click on the Reference Tax TAB. Qty. Shipped: Enter the quantity delivered to customer UofM: Must match the unit of measure on the delivery order Unit Price ($): Enter the unit price on the delivery order Description: Enter the product description from delivery order 31

32 Screenshot Demonstration: Add NonEDA Line Item After Header data is filled in under the Header Tab: Click on the Line Item tab, then click Add under Actions Skip this selection/ignore 32

33 Screenshot Demonstration: NonEDA fed CLIN Info All entries listed in Red in the box below are Mandatory. Enter info from Delivery Order, not Contract. When complete click on the Reference Tax TAB. Item No.: Enter the elivery order Line Item Stock Part No.: Enter the NSN from delivery order Type: This is ALWAYS going to be FS National Stock Number Qty. Shipped: Enter the quantity delivered UofM: Must match the unit of measure on the delivery order. Unit Price ($): Enter the unit price Description: Enter in the product description. 33

34 Screenshot Demonstration: Reference Tax TAB Mandatory to answer if all taxes reflected in the original Contract are applicable to this invoice, Yes/No. Select Statement of Quality TAB. Usually this will be Yes, unless there is a tax that is not included in the price on the basic contract. 34

35 Screenshot Demonstration: Statement of Quality TAB If required, use the dropdown menu to Select the Commodity invoiced. NOTE: For AE, the Statement of Quality Data Inputs are only used for the following products: PF-1 JP-10 RP-1 RP-2 All others require a COA attached to irapt submission. 35

36 Screenshot Demonstration: Statement of Quality Use the dropdown menu to Select the Sub-Commodity invoiced and enter tested criteria (not shown). Return to CLIN/SLIN/ELIN Tab. 36

37 Screenshot Demonstration: Save CLIN Click Save CLIN/SLINE/ELIN button. You will then have an option of submitting the receiving report/invoice or adding attachments. 37

38 Screenshot Demonstration: Adding Attachments Click Attachments TAB. Needed to attach proof of quantity delivered such as weight tickets, DD250 s, CoA and other supporting data. 38

39 Screenshot Demonstration: Adding Attachments Click Browse Button. Attach proof of quantity delivered document. 39

40 Screenshot Demonstration: Adding Attachments Click Upload button to upload selected documents. Repeat for each needed attachment Attachments could include substantiating documentation, e.g., Delivery weight tickets or DD250 s. This is an optional step but required for AE for proof of delivery until after O&G transition when customer can accept their own deliveries. By clicking on browse the user can access their computer document files and select saved document they want to attach. The name of the file to be attached cannot have spaces or special characters. WAWF will allow attachment of any file as long as it s under 5MB 40

41 Screenshot Demonstration: Adding Attachments Attachment has been uploaded. Repeat for each needed attachment. Here you can Submit button or Save Draft button to save for later. 41

42 Screenshot Demonstration: Submitting Combo Once entries for the Invoice and Receiving Report are completed, you can click Submit on any TAB. Recommend reviewing Header information before clicking Submit.

43 Screenshot Demonstration: Success Notice After the combo is submitted, you will receive a Success Notice and given the opportunity to send additional notifications. Notifications are forwarded to the originator of the document as well as the next individual(s) to take action. addresses are established when the vendor first registers to use WAWF. It is the responsibility of the Vendor to forward the s to other individuals that must take action.

44 Screenshot Demonstration: Acceptance Approve Energy Receiving Report: Select Government Tab Then Select Acceptance Folder.

45 Screenshot Demonstration: Acceptance Enter Acceptor DoDAAC plus beginning and ending search dates. Press Submit button to begin search for open actions.

46 Screenshot Demonstration: Acceptance The results of the search show Receiving Reports and their matching Invoices side by side. Select Report to be approved.

47 Screenshot Demonstration: Acceptor Acceptor downloads and reveiws Proof of Delivery documents provided as Attachments by Vendor in irapt.

48 Screenshot Demonstration: Acceptor Acceptor checks all Contractor entries for compliance with Delivery Order and Delivery documents provided as Attachments.

49 Screenshot Demonstration: Acceptor Acceptor checks all Contractor Line Item Data entries for compliance with Delivery Order and Delivery documents.

50 Screenshot Demonstration: Acceptor Acceptor enters in Qty Received actual amount of product delivered to Customer based on documentation provided. Then goes back to Header page using Header TAB.

51 Screenshot Demonstration: Acceptor Acceptor enters in Qty Received actual amount of product delivered to customer based on documentation provided. Then goes back to Header page using Header TAB.

52 Screenshot Demonstration: Acceptor Acceptor enters in Date Received (MUST Match Shipment Date). Acceptor enters in Acceptance Date (Date of actual Action). Then certifies using Signature Button.

53 Current & Future FOB Destination Comparison BEFORE O&G/EEPB Implementation Acceptor is DLA Energy: SPE601 AFTER O&G/EEPB Implementation Acceptor is: SHIP TO DoDAAC (i.e. Customer)

54 SOURCE SLIDE Slide 4 Delta II: PGSS Photo courtesy of CBP. Navy Tomahawk Cruise Missile: Stinger: Scramjet: /images/2007/12/scramjet_385_1.jpg?itok=HNBo0NeQ

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56 DEFENSE LOGISTICS AGENCY AMERICA S COMBAT LOGISTICS SUPPORT AGENCY WARFIGHTER FIRSTPEOPLE - PEOPLE CULTURESTRATEGIC - STRATEGIC ENGAGEMENTFINANCIAL - FINANCIAL STEWARDSHIP PROCESS - PROCESSEXCELLENCE EXCELLENCE 56 WARFIGHTER FIRST && CULTURE ENGAGEMENT STEWARDSHIP 56