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Overview of Phase I Process for Shipment and Payment Resolution in CWA and TOPS Systems

This document outlines the Phase I process for managing customer shipment data, invoice submission, and payment resolution within the CWA and TOPS systems. Key steps include data entry by the PPSO, tracking services through CWA, invoice submission by the TP, and the approval process for services and invoices. The integration of EDI formats (859, 858) is crucial for data exchange, and funds are transferred electronically by U.S. Bank after invoice certification. This overview serves as a guide for understanding obligations and dispute resolutions in the transport process.

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Overview of Phase I Process for Shipment and Payment Resolution in CWA and TOPS Systems

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  1. Phase I Process Overview Obligation Data Personnel System Dispute Resolution CWA/ TOPS Approved Requisition Data BOL Order Error Notification (824) DFAS / Accounting Payment (811) Priced BOL (858) Adjustments + Inv (859) Process Request Accrual / Actual Data (821 / 810) Soldier Carrier Manual Dispute Resolution PT Invoice + 619 Data (859) PPSO Certification / Approval Error Notification (824) Payment to Carrier Weight Ticket 619 + Inventory List

  2. Phase I Process Overview • PPSO enters customer and shipment data into TOPS, which is then fed to TOPS History/CWA • PPSO provides TP with hard copy of Bill of Lading (BoL) • TP and PPSO use CWA to track pre-approved services • TP performs services • TP submits invoice to PowerTrack along with Notice of Service Completion (NOSC), either electronically in an EDI 859, or manually via the PowerTrack web interface • PowerTrack sends EDI 859 containing TP data to CWA

  3. Phase I Process Overview • Origin and Destination PPSOs approve services and quantities on line in CWA • CWA rates shipment, based on approved services • CWA feeds EDI 858 containing approved and costed services data to PowerTrack • PowerTrack compares TP cost data against CWA cost data at line-item level • TP invoices within pre-set thresholds and tolerances will be automatically approved

  4. Phase I Process Overview • TP invoices not within thresholds and tolerances will be approved manually in PowerTrack by Origin PPSO • U.S. Bank pays TP via Electronic Funds Transfer (EFT) • PowerTrack sends payment data to CWA • Certifying Officer certifies PowerTrack Summary Invoice (PSI) and forwards it to supporting Payment Center • Payment Center pays Bank

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