myInvoice https://myinvoice.csd.disa.mil

1. myInvoicehttps://myinvoice.csd.disa.mil Mary Seal Financial Specialist Defense Finance and Accounting Service Columbus, OH October 2010 Integrity - Service - Innovation

2. myInvoice • myInvoice is a web-based application developed specifically for contractors to obtain the status of their invoices. • Government users may also use myInvoice to obtain the status of vendor’s invoices. • myInvoice consolidates invoice information, for both paid and unpaid invoices, obtained from numerous DFAS payment systems into one central repository. • In addition to querying and viewing data, users may download myInvoice information for further analysis. • To obtain assistance with myInvoice, send an email to • CCO-SYSTEMS-SUPPORT-HELPDESK@DFAS.MIL • Questions concerning payment of your invoice(s) should be directed to Customer Service or the payment office. Integrity - Service - Innovation

3. Which DFAS Systems Feed myInvoice • AVEDS: Automated Voucher Examination and Disbursing System • CAPS-Clipper: Computerized Accounts Payable System - Clipper • CAPS-W: Computerized Accounts Payable System – Windows • Debt Application • DEAMS: Defense Enterprise Accounting and Management System • EBS: Enterprise Business System (formerly BSM) • FABS: Financial Accounting and Budgeting System • FAS: Fuels Automated System • GFEBS: General Funds Enterprise Business System • IAPS: Integrated Accounts Payment System • MOCAS: Mechanization of Contract Administration Services • MOCAS Interest Payments • Navy ERP: Navy Enterprise Resource Planning • Returned Invoices • SAVES: Standard Automated Voucher Examination System • STARS-OP: Standard Accounting and Reporting System - One Pay Integrity - Service - Innovation

4. myInvoice Home Page Check out the “How to” Instructions link or Instructions tab for Registration instructions, Java tips and download links. Also check out theRecent Changeslink for a description of recent enhancements. Integrity - Service - Innovation

5. Instructions Registration, Java Plug-in, and Report/Query instructions are provided on this page. Links to download Excel templates and links to various Reason Codes found in myInvoice are also provided. Integrity - Service - Innovation

6. myInvoice Home Page After reviewing the instructions page, select the appropriate Registration link. Integrity - Service - Innovation

7. Vendor Registration Form The “Vendor Registration” form should be used by vendor’s that are required to have a Tax Identification Number (TIN). The CAGE/DUNS/TIN entered here must be the same as the CAGE/DUNS/TIN in the Central Contractor Registration (CCR). You must click Submit to save your entries. Integrity - Service - Innovation

8. Foreign Vendor Information • Foreign vendors will be required to register in CCR in order to view their invoice information in myInvoice • The following is required for foreign vendors to register in the CCR: • A DUNS number, provided by Dun & Bradstreet • Information on obtaining a DUNS number can be found at www.ccr.gov or by calling D&B’s Federal Government DUNS number request line at 1-866-705-5711 for assistance • A North Atlantic Treaty Organization (NATO) Cage (NCAGE) • Additional information on obtaining an NCAGE can be found on the CCR website at www.ccr.gov or at www.dlis.dla.mil/Forms/Form_AC135.asp • If you require assistance registering in CCR, please call 1-888-227-2423 or 269-961-4725 for assistance. • After obtaining your NCAGE, we suggest you provide it to your contracting offices for inclusion on any future contracts.

9. Foreign Vendor Registration The ”Foreign Vendor” Registration form should be used by vendors that are not required to have a TIN. The CAGE/DUNS entered here must be the same as the CAGE/DUNS in the Central Contractor Registration (CCR). You must click Submit to save your entries. Integrity - Service - Innovation

10. E-mail Payment Notification Payment Notification check box Notification of new DFAS payment action myinvoice@dfas.mil TO: undisclosed-recipients Our records show that you have new payment information available for the following: CAGE Code XXXXX DUNS Code XXXXXXXXX Contract Number XXXXXXXXXXXXX Call Number 0522 Invoice Number BVN0005 Shipment Number BVN0005 Invoice Amount 159.95 Payment Amount 159.95 Payment Date 9-JUL-10 Integrity - Service - Innovation

11. Government Registration Form The purpose of this registration is to verify that you are a current DoD employee. Therefore, the e-mail address must be an acceptable work address and the reason for access must meet “need to know” requirements. Registrations will be denied if the reason is something like “to do my job”. After completing the registration form, click Submit. You will receive an e-mail in 1-3 days approving/denying your registration. Integrity - Service - Innovation

12. myInvoice Log-In Enter the User ID and PIN you created and then click submit. If at any time you forget your PIN, enter your user ID, check this box and then click Submit. PINs expire every 90 days. Registrations are disabled if not used for 90 days. To reactivate your disabled account, call 877-692-5260 option 1; or 614-693-4899, option 1. Registrations not accessed within last 6 months wil be archived and you must do a new registration. Integrity - Service - Innovation

13. Government Reports/Queries The registration form may be accessed by clicking the Gov’t Registration tab above. Gov’t employees may query by contract number if the CAGE/DUNS is unknown or not on the record. Integrity - Service - Innovation

14. Payment Definition Report Vendors - using the purple arrows in the middle, select CAGE(s) or DUNS to move to Report List or click on the Disable List button to key in the CAGE/DUNS. Then select payment type, enter criteria and select Summary Rpt, Detail Rpt or Download. Gov’t users must key the CAGE/DUNS into the Report list. Integrity - Service - Innovation

15. Payment Definition Report When the CAGE/DUNS list has been disabled, the fields under Report List are open for entry. Integrity - Service - Innovation

16. Report By Payment Definition - Download Select a download format. Integrity - Service - Innovation

17. Report by Status and Date Using the purple arrows in the middle, select CAGE(s) or DUNS to move to Report List or click on the Disable List button to key in the CAGE/DUNS. Select payment status. Select Summary Rpt, Detail Rpt or Download. Integrity - Service - Innovation

18. Summary Report Data Availability MOCAS 90 days Vendor Pay 120 days EBS 30 days Integrity - Service - Innovation

19. Detail Report Integrity - Service - Innovation

20. Summary Report Data Availability MOCAS 90 days Vendor Pay 120 days EBS 30 days Integrity - Service - Innovation

21. Detail Report Integrity - Service - Innovation

22. Detail Report Integrity - Service - Innovation

23. Report by Contract/Invoice/Shipment Enter none, some, or all criteria in the Contract, Delivery Order, Invoice, and Shipment Numbers fields. Integrity - Service - Innovation

24. E-mail Assistance If assistance is required select E-mail Assistance and mail questions to Customer Service. Integrity - Service - Innovation

25. E-mail Assistance Choose the appropriate Customer Service Office from the drop down list. Integrity - Service - Innovation

26. Vendor Pay Information System (VPIS) Download Mirrors the old VPIS download file format. Only the download option is available. Integrity - Service - Innovation

27. Status by Last Action Date Enter Last Action Dates (dd-mon-yyyy), or use the arrows to choose from the calendar. Note: Only MOCAS, AVEDS, FAS and Navy ERP provide data in the Last Action Date field. Integrity - Service - Innovation

28. Load Status Report Integrity - Service - Innovation

29. myInvoice – Sample Debt Notice Debtor: Company Name P.O. Box Columbus, Ohio 12345-6789 Bill of Collection: 12789356 Contract: XXXXXX-07-F-XXXX Shipment: 8707 Invoice: DFAS8707 Cage Code: 55555 Reason for debt: Duplicate Payment Original debt amt : 18,000.00 Principle: 14,000.00 Interest: 23.00 Note: Interest as of 1/07/10 Penalty/Admin: 25.00 Balance due: 14,048.00 For additional informationcontact: Name: Smith Smith Phone: 111-111-1111 e-Mail: smith.smith@dfas.mil Fax: 111-111-1101 To make a payment on-line: (link to ACCS – MOCAS only) To make a payment via mail: (link opens remit address info) NOTE: Direct all inquiries about debts to the POC on the Debt Notice. Customer Service and the myInvoice Helpdesk are not equipped to answer debt related questions. Integrity - Service - Innovation

30. F.A.Q. Check the Frequently Asked Questions (F.A.Q.) tab for tips on solving common problems like disabled User IDs, pop-up blockers, and downloading on a Windows XP PC. Integrity - Service - Innovation

31. myInvoice – Statistics • Approximately 21,200 myInvoice users* • Government users - 4,700 • Vendors - 16,200 • Foreign vendors - 300 *Registration not accessed for 6 months are archived. • 52 files are sent to myInvoice each day from 18 different locations • More than 5 million records are loaded each day • More than 213,000 queries are requested each month • Status and Date – 94,277 • Contract, Invoice, Shipment – 55,562 Integrity - Service - Innovation

32. Questions? • For assistance using myInvoice, call: • 800-756-4571, option 5 or • 216-522-6998, option 5 • For re-activation of a disabled account, call: • 877-692-5260, option 1 or • 614-693-4899, option 1