Household Goods Modules

1
Household Goods Modules
2
Agenda
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Sessions 2 and 3 Labs

• We would like to get some work done
• If you dont have your production password,
  please contact the helpdesk or your office to
  obtain it in advance
• We will have sample transactions
• If you do not have your access set up

4
MILITARY SURFACE DEPLOYMENT AND DISTRIBUTION
COMMAND Defense Personal Property Program
Update George Thomas, Phase I Team Leader January
31, 2006
5
Defense Personal Property Program Vision and
History

• Utilize cutting edge technology and best
  practices to build a single, paperless DoD
  personal property program that integrates and
  automates all processes that support our service
  members and their families moves worldwide
• Since 2002, regular Business Process Working
  Group (BPWG) meetings to develop program details
  and business rules
• Representatives included Services, AMSA, HHGFFA,
  U.S. Bank and SDDC
• Formal and informal communication with key
  leaders and stakeholders

6
Defense Personal Property Program Features

• Quality Transportation Service Providers (TSPs)
• Web Based System to Manage Defense Personal
  Property Program
• Commercial based Tariff for Domestic Moves
• Web Counseling
• Best Value Distribution
• Rate Reasonableness
• Customer Satisfaction Surveys
• Full Replacement Value (FRV)
• Electronic filing of claims
• Direct Claims Settlement between Customer TSP
• E-commerce billing and payment using PowerTrack
• Data Analysis and Reporting

7

Defense Personal Property Program Benefits All

8
Defense Personal Property Program Features by
Phases

• Phase I Currently Ongoing
• Central Web Application (CWA) and PowerTrack
• Interim Customer Satisfaction Survey (ICSS)
• Phase II Under Development and Testing
• Defense Personal Property System (DPS)
• Qualification
• Web Counseling
• Rate Reasonableness
• Best Value Distribution
• Full Replacement Value
• Commercial based Tariff for domestic moves
• Direct Claims Settlement between customer and TSP
• Phase III Under Development
• Direct Procurement Method Moves (DPM)
• Non-Temporary Storage (NTS)
• Intra-theater contracts

9

• Defense Personal Property Program
• Phase I
• Update

10

Phase I Features

• Central Web Application (CWA) and PowerTrack
• Electronic billing and payment process
• Improved pre-payment audit process and reduced
  paperwork
• Interim Customer Satisfaction Survey (ICSS)
• ICSS Web Tool deployed and Survey began June 2004
• Includes all PPSOs

11
Phase I What Remains the Same

• The following elements of the prior program
  remain the same under Phase I
• Use of the Military Rate Tender (MRT)
• Move Counseling by PPSO
• Use of the Transportation Operational Personal
  Property Standard System (TOPS)
• TSP Selection and Booking
• Shipments that are not a part of Phase I will be
  processed as they are today in the current
  program

12
Phase I What Constitutes a Phase I Shipment?

• Shipments awarded in TOPS that meet specific
  criteria will be processed through
  CWA/PowerTrack
• Moving between two participating GBLOCs,
• Being moved by a participating Transportation
  Service Providers (TSPs), and
• Constituting the type of shipments that are
  covered in Phase I
• TOPS automatically identifies the shipments that
  are a part of Phase I

13
Phase I Status

• Phase I began booking shipments on 29 March, 2004
  
• Phase I currently has 100 Participating PPSO
  Sites and 948 Volunteer TSPs
• SDDC continues to solicit additional Air Force
  PPSO Sites
• DFAS forwarded PPA Requirements for development
  by US Bank, December 9, 2005.

14
Phase I CWA/PowerTrack Metrics
As of January 20, 2006
15
Phase I Issues

• CWA program issues impacting invoice processing
• System performance optimization SDDC is working
  to fix these issues
• TSP incorrect billings and audit exception
• TSPs should adjust invoices zero out disputed
  items and resubmit a supplemental bill for
  disputed items
• TSP invoice training
• Staffing/training to manage workload
• SDDC adding additional staff to resolve invoice
  issues
• SDDC adding to technical staff
• Additional PPSO and TSP training
• Will restart Teleconference after resolving
  issues
• Updated the current rates in CWA
• SDDC is reviewing the bunker fuel surcharge, war
  risk and port congestion/security issues

16
Phase I Road Ahead

• Gain US Air Force Participation
• Work with Industry and Services to capture CWA
  enhancements (Release v3.7.3-v3.7.6)
• Continue regularly scheduled forums for Phase I
  participants
• Update CWA Version 9.1 CONOPS as appropriate

17
Phase I Contact Information

• CWA/TOPS Help Desk
• Toll-Free [phone]
• Local [phone]
• DSN 328-3230
• cwa-helpdesk_at_sddc.army.mil
• US Bank/PowerTrack Help Desk
• [phone] Domestic
• 0-800-101-5396 International
• PowerTrack_at_USBank.com

18
Phase I ICSS Update

• Survey developed by BPWG
• Customers evaluate each move
• Surveys can be completed in three ways
• Customer proactively completes the survey on-line
• Customer responds to email reminders with link to
  surveys
• Telephone surveys (if not completed on-line)
• ICSS Survey data will be used to calculate
  Performance Score for TSPs
• Performance Score part of the Best Value Score
  (BVS) which is a 100-point scale
• 70 points for Performance (50 points for CSS 20
  points for Claims)
• 30 points for Rates

19
Phase I ICSS Metrics
20
Phase I ICSS Reports

• Service HQ Reports
• Counseling statistics for PPSOs - aggregate
• For all PPSOs run by my Service branch
• Counseling statistics by Service Member
• For all my Service Members regardless of PPSO
• Inbound and Outbound Counseling statistics by
  PPSO (with drill down feature)
• For how well each of my PPSOs is performing
• PPSO Reports
• Inbound Counseling statistics
• Outbound Counseling statistics
• TSP Reports
• Raw Performance Score by Market
• Survey Results by Shipment

21
Phase I ICSS Report Contact Information

• TSP Report Questions
• ICSSTSPReports_at_eta.sddc.army.mil
• Service HQ/PPSO Report Questions
• ICSSSrvReports_at_eta.sddc.army.mil

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• Defense Personal Property Program
• Phase II
• Update

23

Phase II Status

• DPS awarded April 2004
• Services and Industry In Process Reviews (IPRs)
• Services and Industry Demonstrations Phase II
• Business Rules Published
• DPS delivered for testing July 2005
• DPS Testing

24

Phase II Why DPS?

• Replace an aging suite of personal property
  legacy applications
• Provide a single, intuitive, Web-based,
  end-to-end solution and interface
• Award traffic to TSPs based on performance
• Improve visibility to personal property shipments
• Improve automated interfaces between TSPs and the
  government
• Attain ad hoc data analysis, forecasting and
  reporting capabilities
• DPS will replace TOPS except for Phase III
  shipments

One System, One Standard, World Wide
25

Phase II Who will use DPS?

• DoD Customers the DPS end user
• Service Members
• Civilians
• Their families / representatives
• TSPs the first to use DPS
• TSP Agents
• Transportation Offices
• PPPOs/PPSOs
• Others who manage or influence the program
• SDDC
• Military Services Headquarters
• Other government agencies

26

Phase II DPS Features

• TSP Qualification
• Web Counseling
• Rate Filing and Rate Reasonableness
• Performance Scores Best Value Distribution
• TSP Ranking Shipment Management
• Customer Satisfaction Surveys
• Claims Management
• Costing of Shipments (including new 400NG Tariff)
• Performance Data Collection
• Data Analysis Reporting
• User Management
• Interfaces
• Historical Data Repository

27

Phase II Preparing for DPS

• What can we do to now to prepare for DPS
• Visit SDDC Website
• www.sddc.army.mil
• Click Personal Property Programs
• Click Defense Personal Property Program
• Information on CWA, PowerTrack and ICSS
• DPS Information Website
• www.dpsinfo,sra,com
• PPSOs should be trained and operational on
  CWA/PowerTrack
• Get familiar with new process prior to DPS
  implementation
• TSPs should obtain Trading Partner Agreements
  with USBank and begin participation

28

• Defense Personal Property Program
• Phase III
• Update

29

Phase III Features

• Defense Personal Property Program will expand to
  include additional shipment types
• Shipment types to be added for Phase III include
• Direct Procurement Method Moves (DPM)
• Non-Temporary Storage (NTS)
• Support for intra-theater contracts

30

Phase III Update

• Conducted BPWG with Industry, the Services, and
  Regional Storage Management Office
  Representatives (RSMOs) in October 2005
• Developing Final Business Rules for all Phase III
  processes
• Conducted Functional Review with SRA, RSMOs, SDDC
  Europe and Pacific
• In-Depth review of Phase III processes
• Refined Phase III requirements
• Updated Requirements Traceability Matrix (RTM)

31

Defense Personal Property Program Change
Management

• Accomplishments
• Attended Conferences US Bank PowerTrack
• Provided FF Program Status to Congressional Reps
  
• Published Strategic Pause Press Release
• Released Defense Personal Property Program
  Pamphlet Posted to Web-site
• Defense Personal Property Program Website
  Restructured and Content Update on-going
• Way Ahead
• Developing new Info-gram topics on FF/DPS
• Press Release on Strategic Pause Update
• Communication Campaign to prepare stakeholders
  continues

32

Defense Personal Property Program Update
Strategic Pause

• Feb 06 Initial Operating Capability for DPS not
  possible-strategic pause approved
• Unable to conduct robust Independent Validation
  Verification
• Significant production test site and software
  problems
• Current timeline no longer supports implementing
  a quality product for 2006 peak moving season
• Program Assessment
• Non-Advocate Assessments received
• SDDC intent to restructure program oversight
• SDDC to provide updated estimate of cost,
  schedule way ahead

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HHG Module Two HHG - Government
Personnel Tuesday, January 31 130 pm to 510 pm
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• PowerTrack Overview
• Find Transactions
• Approve Transactions
• Process Summary Invoice

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• PowerTrack is an on-line payment tool that links
  CWA to TSPs for fast payment.
• Two players
• Buyers (PPSOs)
• Sellers (Transportation Service Providers-TSPs)
• Both Buyers and Sellers review transactions over
  the Internet from PowerTracks secure database to
  pay for transportation services.
• Benefits include easier access to shared
  information, quicker payment times, and on-line
  dispute resolution in addition to CWA.

36

• Process begins when a TP submits their invoice to
  PowerTrack
• PPSOs and TPs will resolve discrepancies in CWA
• Automatic approval of invoices within threshold

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Step 1 Invoice Submission by TSP
TSP (Seller) Document Invoice

• Submitted to PowerTrack by the TSP
• Electronically by EDI 859 or
• By using the PowerTrack website to create the
  invoice or
• By using a 3rd Party Processor

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Step 2
TSP (Seller) Document Invoice
CWA
PowerTrack Transmits the Invoice to CWA
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Step 3 Approval by PPSO in CWA
CWA

• PPSO determines whether to Approve or Deny
  services on the Invoice by
• Examining each line item service charge
• Resolving any disputes with TSP
• Posting a note for clarification or documentation
• Once disputes are resolved with TSP,
  Approve or Deny each line item service charge

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Step 4 Order is Sent to PowerTrack
PPSO (Buyer) Document Order
PowerTrack
CWA
After ALL line items have been Approved Or
Denied in CWA, CWA creates the Order Document
that is sent to back PowerTrack The Order
reflects what charges are approved for payment.
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Step 5 PowerTrack Matches
PowerTrack
PPSO (Buyer) Document Order
TSP (Seller) Document Invoice
PowerTrack Matches the Order from CWA to the
Invoice originally submitted to PowerTrack
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Step 6 Payment Determination
When
Invoice Amount
Order Amount

Payment Financial Status Approval Final if
UNDER the threshold amount OR Approval
Requiredif OVER the threshold amount
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When
Invoice Amount
Order Amount

• Payment Financial Status
• Audit Exception
• Action Required by TSP
• TSP must edit Invoice and correct it to
  match up with Order
• Once invoice matches order, will go to
  Approval Final or Approval Required

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Payment to TSP is automated once in Approval Final
Invoice Financial Status
Approval Final
Payment Initiated
Payment Settled
Payment Electronically Deposited in TSP bank
account with 24 hours of Payment Settled
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Agenda

• PowerTrack Overview
• Find Transactions
• Approve Transactions
• Process Summary Invoice

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Financial Status

• Unmatched
• Approval Required
• Approval Final
• Payment Initiated
• Payment Settled
• Audit Exception

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Unmatched

• Invoice submitted by TSP and sent to CWA
• Awaiting Order to come back from CWA
• Order will come back from CWA once all line items
  have been approved or denied in CWA

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Approval Final

• Approval Final
• Previous manual approval completed or
• Automatic approval
• Within tolerances for line items
• Beneath the threshold
• No further action required, but can view in
  detail
• Next step is Payment Initiated

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Audit Exception

• Signifies a line item was denied or price,
  quantity or UOM do not match
• Dispute resolution should occur in CWA
• Action Required By TP

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HOLD

• Rarely Used
• Hold placed by PPSO in PowerTrack
• ACTION REQUIRED by PPSO within 3 GBD
• Be sure to post a note explaining why

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DENIED

• Rarely Used
• Denied status applied from CWA on the line item
  level
• A Denial in PowerTrack, denies the entire invoice
• If not sure, choose HOLD and gather additional
  information
• Be sure to post a note

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APPROVAL REQUIRED

• Exceeds Maximum Price Threshold
• ACTION REQUIRED BY PPSO within 3 Government
  Business Days
• Approve the payment
• Place on hold and request additional information
  from the TP, using the Notes section of the
  transaction
• Deny payment and record reason in the Notes
  Section of the transaction.

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Invoice Statuses

• Unmatched-Invoice has been received but has not
  been rated yet by CWA-No action required
• Audit Exception-Requires TP action
• Approval Required Requires PPSO action to
  approve
• Approval Final No additional action required

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Agenda

• PowerTrack Overview
• Find Transactions
• Approve Transactions
• Process Summary Invoice

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Approval Required

• Approval Required status will be the focus of a
  PPSOs daily work in PowerTrack
• Most invoices will be automatically approved
• Only high dollar exceptions require PPSO approval

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PPSO Daily PowerTrack Work

• Log on to PowerTrack
• Use the Find function to list invoices that
  require approval
• Approve invoices from the list

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Lets Try Some Exercises

• Creating Saved Finds
• Reviewing and Approving Invoices
• Reviewing Payment History
• Log in with your production log in
• If you do not have your user info
• User info is on your workstation
• Please only work those transactions listed on
  your printout at the workstation

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Agenda

• PowerTrack Overview
• Find Transactions
• Approve Transactions
• Process Summary Invoice

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• PowerTrack Summary Invoice Statement Overview
• Change an Accounting Code on the Summary Invoice
  Statement
• Add an Accounting Code to the Chart
• Certification of the Summary Invoice Statement

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What is the Summary Invoice
After the 15th of each month, the Certifying
Officer (CO) CO must be a government employee
prints out the PowerTrack Summary Invoice (PSI),
using the same PowerTrack tools as the Service
FMs, reviews and certifies the Summary Invoice,
and faxes it to the designated DFAS OPLOC. DFAS
then pays U.S. Bank within 15 days.
Business Rules The CO will print out the PSI
after the 15th of the month (next business day,
if the 15th falls on a weekend) or when U.S. Bank
generates the PSI on the PowerTrack web site,
whichever occurs later. Payment from the
Government to U.S. Bank is required in 15 days or
less (net 15 days) from the date the PSI is
first available. The PSI must be certified and
arrive at the designated DFAS payment center by
the fifth GBD following PSI availability.
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Certifying Officer Legislation

• COs must be appointed by DFAS in accordance with
  Certifying Officer Legislation
• Complete 577 Card (now includes appointment
  letter)
• MUST be for PowerTrack
• Send a transmittal to DFAS
• Alpha listing of names on transmittal
• Name of transmitting POC, phone and email
• DFAS POC is Michael Lacey
• Michael.lacey_at_dfas.mil
• DFAS activates approval button
• Jennifer.morrison_at_dfas.mil
• Janet.ellyson_at_dfas.mil

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What is a Chart of Accounts?

• The Chart of Accounts lists accounting codes that
  correspond to expenses and adhere to certain
  validation rules.
• Accounting codes or Lines of Accounting (LOA) are
  a string of characters used to classify
  transactions in a G/L system.
• All changes to the COA are done by Service Level
  Designees.

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• Lines of accounting loaded for known TACs
• Transaction will show the TAC or MDC and the LOA
• If no LOA is received, a default of xx is applied
• Default does not replace the information
• LOAs can be added to the COA by Service Level
  Designee

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Changing the LOA in CWA

• Imperative to insure separate statements for USCG
  and USACE - TAC is what determines separate
  statements
• TAC listing is on the SDDC website
• MUST be done prior to approval/denials
• Prior to going to PowerTrack
• Can also add the MDC in CWA

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• PowerTrack Summary Invoice Overview
• Change an Accounting Code on the Summary Invoice
• Add an Accounting Code to the Chart
• Certification of the Summary Invoice Statement

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Adding New Codes

• The COA is updated by TGET
• In the event you have a TAC or LOA that needs
  correction
• Verify the original source document to make sure
  the information was correctly input into TOPS.
• If the information is as appears on the Travel
  document, contact the orders issuing authority to
  verify that correctly put it on the document.
• If the information is correct, contact the
  respective Service Level Designee to ask them to
  update the COA.
• Once the Service Level Designee has updated the
  COA or TGET, change the LOA on the Summary
  Invoice Statement.

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Agenda

• PowerTrack Summary Invoice Overview
• Change an Accounting Code on a Transaction
• Add an Accounting Code to the Chart
• Certification of the Summary Invoice Statement

68
Lock Down the Summary Invoice

• Press APPROVE button on the Summary Invoice
  Statement
• Closes the statement
• APPROVE button is only active to those appointed
  by DFAS

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Certification Statement

• As a Certifying Officer, I hereby certify that
  this Summary Invoice represents the amount due
  U.S. Bank for payment services rendered during
  the billing period ending XXXX 15, 2006.  I
  further certify that the amounts shown as being
  expensed to each expense account are accurate and
  correct.  This certification applies to each
  transaction contained within the Summary Invoice,
  jointly and severally.

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Automated or Manual Sites

• Automated Sites include all Army sites and in
  process of rolling out to other services (Navy
  Athens and Norfolk)
• Automated sites have the Electronic lines of
  accounting sent to DFAS when the Approve button
  is pushed
• Manual lines must be faxed
• Manual sites fax everything (electronic AND
  manual LOAs

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DFAS Payment Centers
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Lets Try Some CO Exercises

• Change a LOA
• Certify the Summary Invoice
• Log in with your production log in
• If you do not have your user info
• User info is on your workstation
• Please only work those transactions listed on
  your printout at the workstation

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Contact Information

• PowerTrack Customer Support
• US Toll Free [phone] Local (612)
  973-5176
• Europe 0-800-101-5396
• PowerTrack_at_usbank.com

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HHG Module Three HHG Transportation Service
Providers Wednesday, February 1 800 am to 1140
am
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Defense Personal Property Program

• Phase I includes Codes 1 through 8, T and J
• All payments to US Carriers in USD
• Includes all PPSO sites for Army, Navy, USMC,
  USCG and USACE
• Working to add USAF sites
• Phase III will add other types of services
• Non-Temporary Storage
• DPM

76
Process Overview
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Step 1 Invoice Submission by TSP
TSP (Seller) Document Invoice

• Submitted to PowerTrack by the TSP
• Electronically by EDI 859 or
• By using the PowerTrack website to create the
  invoice or
• By using a 3rd Party Processor

Financial Status is Unmatched
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Step 2
TSP (Seller) Document Invoice
CWA
PowerTrack Transmits the Invoice to CWA
Financial Status is Unmatched
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Step 3 Approval by PPSO in CWA
CWA

• PPSO determines whether to Approve or Deny
  services on the Invoice by
• Examining each line item service charge
• Resolving any disputes with TSP
• Posting a note for clarification or documentation
• Once disputes are resolved with TSP,
  Approve or Deny each line item service charge

Financial Status is Unmatched
80
Step 4 Order is Sent to PowerTrack
PPSO (Buyer) Document Order
PowerTrack
CWA
After ALL line items have been Approved Or
Denied in CWA, CWA creates the Order Document
that is sent to back PowerTrack The Order
reflects what charges are approved for payment.
81
Step 5 PowerTrack Matches
PowerTrack
PPSO (Buyer) Document Order
TSP (Seller) Document Invoice
PowerTrack Matches the Order from CWA to the
Invoice originally submitted to PowerTrack
82
Step 6 Payment Determination
When
Invoice Amount
Order Amount

Payment Financial Status Approval Final if
UNDER the threshold amount OR Approval
Requiredif OVER the threshold amount
83
When
Invoice Amount
Order Amount

• Payment Financial Status
• Audit Exception
• Action Required by TSP
• TSP must edit Invoice and correct it to
  match up with Order
• Once invoice matches order, will go to
  Approval Final or Approval Required

84
Payment to TSP is automated once in Approval Final
Invoice Financial Status
Approval Final
Payment Initiated
Payment Settled
Payment Electronically Deposited in TSP bank
account with 24 hours of Payment Settled
85
Find Cancelled Invoices

• What is a Cancelled invoice?
• CWA rejected the invoice because it could not
  match it to an existing order or found other data
  errors
• CWA generates an 824 and sends it to PowerTrack
• The 824 lists the error codes
• PowerTrack will cancel the invoice and prepare a
  reject report
• Utilize the Rejected Files Report to determine
  why invoices were rejected and what must be
  resolved
• Create a Saved Find to pull up the most recent
  Cancelled Invoices

86
Work with Cancelled Invoices

• What do I do?
• Resume the Invoice and
• Make the necessary changes to the invoice
  (outside of PowerTrack if using EDI)
• The segment identifier and element position
  relates to the EDI specification
• Common ones are listed in the QRG
• Resubmit the invoice to PowerTrack

87
Segment Qualifier and Element Position

• Relates to the EDI 859 specification
• B3 Invoice Header
• B3-06 Issue Date
• B3-03 Order (BoL/GBL)
• B3-03 Order Release (Invoice )
• Summary Tab
• N9 - 8M is ISA number (Master TP SCAC or Sender
  ID)
• G62 86 is the Actual Pickup
• G62 35 is the Delivered on Date

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Segment Qualifier and Element Position

• Notices Tab
• N9 KK is the Notice of Service Completion
• Must be Complete
• Either Delivered or Storage In Transit only
• Participants Tab
• B3 11 Carrier
• Service Charge Tab Line Item Detail or
  Participant Tab
• N4 Locations

89
Why are invoices typically cancelled?

• Top Cancellation Reasons
• 10,195 Invalid Address Element
• 5,578 Mandatory Field Missing
• 3,087 Duplicate Invoice
• 1,906 Multiple LHS items
• 1,531 Conditional Field Missing
• 1,514 Duplicate Charge Code
• 1,268 Invalid GBL, GBLOC

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Correct Locations

• Must comply with the DTOD list on SDDC website
• Correct Spelling
• City must match county, zip must also match for
  location
• www.sddc.army.mil
• Personal Property
• Programs
• TOPS/PPPSB
• DTOD locations
• https//tfms.eta.sddc.army.mil/ppapps/htmldb/f?p1
  061
• Query or Download for CONUS and OCONUS
• By location
• By zip

91
Required Location Fields

• Must include City, County, State, Zip and Country
  for CONUS
• For OCONUS it is City, Rate Area, Zip and Country
• For Alaska
• Code 2 uses the County
• Code 4 uses the Rate Area
• For Hawaii
• Must include the State and the Rate Area

92
Other Errors

• Multiple Linehauls
• Linehaul can only be submitted to CWA Once
• Subsequent invoices should use LHSADD
• Refunds should use LHSREF
• Put details of refund in the notes section
• Invalid GBL/GBLOC
• Some sites added this year
• Booking must be after the launch date
• Correctly spell GBLOC
• Correct Use of Item Code List
• Required locations
• Multi-Factor Rate and Minimums
• LHSREF

93
Managing Audit Exceptions
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Your Responsibilities in PowerTrack

• Status
• Approval Required
• TO needs to approve invoice for you to be paid
• Approval Final
• TO has approved invoice, allowing payment to be
  made
• Payment Initiated
• File has been sent to Federal Reserve indicating
  you should receive payment
• Payment Settled
• Federal Reserve has indicated to PowerTrack that
  they have received the file

• Action Required by TSP
• No further action is required
• Note that action may be required after Approval
  Required if the TO does not approve the invoice,
  meaning the invoice will not move to Approval
  Final

95

• Status
• Unmatched
• Not yet audited by CWA
• Cancelled
• Rejected by CWA due to invalid or incorrect data

• Action Required by TP
• Resolve disputes in CWA
• Resubmit corrected invoice to PowerTrack

96

• Action Required by TP
• Review invoice
• Correct line item in dispute to equal line item
  in Order OR zero out line item if appropriate
• If line item zeroed out, resubmit new invoice for
  disputed line item

• Status
• Audit Exception
• Does not match the Order
• P Price
• Q Quantity
• U UOM

97
Find Invoices in Audit Exception

• What is an invoice in Audit Exception?
• There are differences between the invoiced and
  order amount that are outside of DoD rating
  criteria
• The invoice will need to be changed so it either
  matches or is below the order
• Just because something was Approved in CWA does
  not mean it will match
• Approval First
• Rated Second
• Use a Saved Find to determine which invoices are
  in Audit Exception and constitute your daily work
  in PowerTrack
• On Layout tab add Financial Status Date to the
  columns to track when it goes into AE
• Use the Transaction Summary Monitor to quickly
  determine the Audit Exceptions
• Download to see the reasons quickly and easily

98
Common Reasons for Audit Exceptions

• Item was denied in CWA
• Read the note in CWA
• Edit invoice to match the Order
• Rebill if denial was incorrect or needed
  additional information
• Be sure to include a Note if rebilling
• Rating Issue
• Approval First
• Rated Second
• If not caused by incomplete submission of
  information, contact CWA helpdesk
• TSP reimbursement calculated incorrectly.
• The formula for the 1 reimbursement is .0101
  multiplied by the invoice total.
• 1 is the quantity for this line item.

99
Common AE Reasons

• Changes made after Invoice is submitted to CWA
• Do not add lines or charges
• One shot, no updates
• 521 Item Code
• For all shipments tendered before 1 April 2005,
  the correct PDS item codes to be used are the
  original 521A, 521C, and 521D.
• For shipments tendered on or after 1 Apr 05, TSPs
  should use item codes 521A thru 521L or the PPSO
  will deny the charges. CWA checks the pickup date
  and if any item code from the new list 521A thru
  521L has been used the system will generate a
  PPSO858 error that states Service rate not
  available.
• Item Code 130C 130D TSPs are using the booked
  percentage rate with 130C/D.
• Item 130C/D is not subject to the TSP booked
  rate.

100
Common AE Reasons

• Item Code 130A 152A
• Quantity should be the released valuation in
  dollars (not CWT)
• Example 152A - full dollar amount for qty (140
  CWT x 3.50 490 x 100(49,000) 49,000 x .0085
  (rate) 416.50
• Same applies for 130A - Example full dollar
  amount for qty (140 CWT x 1.25 175 x
  100(17,500) 17,500 x .0064 (rate) 112.00.
• Correct Location Information
• CWA will not rate correctly unless origin and
  destination is correct
• Common mistake is submitting SIT address for both
  Origin and Destination
• Rounding during calculation of the booked
  percentage rate with the item code.
• CWA does not round during but at the end of the
  calculation.Please adhere to this when you come
  across these occurrences in PowerTrack.

101
Transaction Summary Monitor
102
TSM basics

• Found under reports
• Data in analytical database
• All unpaid
• Paid less than 60 days old
• Uses the FIND face to set criteria
• Brings back a summary view
• Select single row or all to download header or
  detail data

103
Resubmit Line Items

• Remember
• If you zeroed out a line item in PowerTrack that
  is a legitimate charge, resubmit the line item as
  a separate invoice
• Submit the invoice to PowerTrack via EDI or
  through manual invoice entry
• Make sure to use a new invoice number (ie add a
  suffix to the original)
• Use 442A for International and for 429A domestic
• Alternately can resubmit corrected invoice for
  accounting purposes
• Critical to use EDI standards to indicate it is a
  corrected invoice
• Make sure to link the invoice to the original BoL

104
Questions

• PowerTrack Customer Support
• Toll Free [phone] In Europe
  0-800-101-5396
• Quick Reference Guides
• PowerTrack_at_usbank.com