Welcome to electronic invoicing with GovPay

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Welcome to electronic invoicing with GovPay! Now
you will be able to check your bottom line
on-line!
From the Vendor to the Contracting Officers
Technical Representative (COTR) to
the Contracting Officer (CO) and Payment!!
GovPay makes the invoice process easier and
quicker!
Heres how the electronic invoice process works.
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The following 15 minute on-line training session
will show you how to use GovPay. If you have
any questions, you may call us at 703-787-1200 or
visit www.GovPay.gov to review the answers to
frequently asked questions.
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How to Login
Open your web browser and go to
https//www.govpay.gov and follow these three
steps.
Enter your Username and Password after you are
registered.
Click if you have a valid DUNS number and no
GovPay account. When you register you will
receive an email with your password.
Click Login button to begin
Login Screen
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After you log in, you will be asked to change
your password. Passwords can be any combination
of alphanumeric characters. You will be able to
do this by following these three simple steps.
Enter your old password
Enter and confirm your new password
Then Click Submit to change your password
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Please review the descriptions of navigation bar
elements.
After you log in and change your password, you
will land on the Main Menu screen where you can
begin to execute any of the Vendor tasks
available with GovPay.
Click Home to return to the Main Menu screen.
Always click to Logout
Click to view Privacy Policy in a new window
Click here to access the online help
Use the Site Map to access help and to navigate
the system.
Click here for contact info
Main Menu Screen
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From the main menu the Edit User Profile button
opens the Account Maintenance screen. GovPay
system administrators will use this profile to
send you announcements and your invoice
notifications, therefore this information needs
to be kept current.
Enter Contact Info
Red stars indicate required fields
Click Cancel to return to the Main Menu screen
without changing your Contact Info
Click Submit to change Contact Info
Edit User Profile Screen
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Creating a New Invoice
When you click Create Invoice, the Invoice Header
Information Screen appears. Enter the required
data proceed to Line Item data.

• Creating a New Invoice in GovPay is a four step
  process
• Click Create Invoice from the Main Menu screen
• Enter Invoice Header Information
• Enter Line Item Information
• Submit the Invoice Summary

Gray fields are automatically populated by
information already in the database.
A required field in which you specify the award
you are invoicing against.
The Invoice Number field is required. It can be
any combination of Alpha-numeric characters that
is meaningful to your organization.
Future dates may be specified for items such as
subscriptions.
All dates are in MM/DD/YYYY format.
Invoice Header Screen
continued on next slide
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For training purposes, the top and bottom
portions of the Invoice Header screen is split
onto two slides. This is one page in the GovPay
application.
Use the tab key to move from field to field.
Additional shipping details can be submitted as
attachments.
You can attach any ASCI file up to 2MB in size.
Click to return to the Main Menu screen. No
entered data will be saved.
Click to proceed to the Invoice Line Item screen.
Invoice Header Screen
continued from previous slide
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Invoice Line Item
When you click Continue from the Invoice Header
Information Screen, the Invoice Line Item
Information screen will appear.
Totals as line items are added or deleted.
Attach any ASCI or PDF text file up to 2MB in
size.
Click to return to Invoice Header Information
screen.
The total cost will display here
Fee must be expressed in dollars not percentages.
Click to add Line Item.
Unit Cost may be set at a precision of up to 6
decimal places.
Click to proceed to the Invoice Summary screen.
Click to return to the Main Menu without saving.
Invoice Line Item Information Screen
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Invoice Summary
When you click Review Invoice from the Invoice
Line Item Information screen, the Invoice Summary
screen will appear.
Once you click Submit Invoice you will be able to
view the invoice in the Invoice Log.
Invoice Summary Screen
continued on next slide
Again for training purposes, we divided the top
from the bottom.
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Invoice Summary continued
Click to return to the Invoice Header Information
screen.
Click to return to the Invoice Line Item
Information screen.
Click to submit and return to the Main Menu
screen.
Click to return to the Main Menu screen.
Invoice Summary Screen
continued from previous slide
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Invoice Summary
When all information in the Invoice Summary is
complete and correct and you click the Submit
Invoice button, this submission confirmation
screen will appear.
Note You may edit or delete a submitted invoice
within 3 hours of the initial submission. When
this grace period has expired, the edit and
delete functions will no longer be available.
Submission Confirmation Screen
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Reports From the Main Menu screen you can
choose to view various reports

• Some reports will be read only, while others
  allow you to take action on individual records.
• The actions that are available within a report
  depend on
• 1) the type of report and
• 2) the type of user.
• There are four possible report types that can be
  generated
• Invoice
• User
• Award
• Vendor
• The main difference between these report types is
  the column headings and the type of data
  presented.

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Vendor Users may only perform actions on invoice
reports. The other types of reports are for
viewing only. The chart below lists the actions
available to a Vendor User on an invoice report.
View Invoice. The Invoice Summary screen appears.
From the Invoice Summary you can access the
Invoice Workflow History and the Monetary
Activity screens. Note This option is available
for all invoices submitted by your Vendor
organization. Revise Invoice. The Invoice
Header Information screen appears and the User
may proceed through the invoice creation screens.
All invoice information may be edited at this
time. Delete Invoice. The system prompts the
User to confirm their desire to delete the
selected record. The User may either confirm or
abort the action. Once an invoice is deleted it
cannot be retrieved by the system.
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The Invoice Log shows the status of all invoices
submitted by your organization.
Invoice Log
Enter your search string here, for example
Tracking
Use the Search tool to find a specific invoice
Move through multi-page reports with Next Page
and Last Page buttons
Click on column headings to sort entries
Choose an Action from the drop down the menu.
Actions include 1. View Invoice 2. Revise
Invoice 3. Delete Invoice
Click to use system defaults to export records to
Excel
Invoice Log Report
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The Invoice Workflow History shows the status of
an invoice within the GovPay process. And can be
accessed following these three steps.
1. Select Invoice Log (Vendor) from the Main Menu.
2. Locate a specific invoice in the report.
3. Choose View Invoice from the Action Menu and
the Invoice Workflow History screen will appear.
Invoice Workflow History
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The Invoice Monetary Activity screen pulls data
to show any financial transaction that has taken
place on an invoice. You may access this report
by following the same three previously mentioned
steps and then clicking on the Invoice Monetary
Activity button
Click the View Monetary Activity button to view
the information on the Invoice Monetary Activity
screen.
Invoice Monetary Activity
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Vendor Administrators
At least one individual within your organization
will be given Vendor Administrator rights. This
allows them to create new User accounts for
others within your organization.
The Vendor Administrator Main Menu has an
additional button, Manage Vendor User, that
provides access to these tasks.
A vendor administrator will be appointed when
registration is initially set up for your company.
Click to display the Create Vendor User screen
Vendor Administration Main Menu
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Create Vendor Users
From this screen you can add a new Vendor User
who may submit invoices on behalf of your
organization.
Fill in the Create Vendor Users form
Required fields are marked with a red star
Click to Add User
Create Vendor User Screen
continued on next slide
Again for training purposes, we divided the top
from the bottom.
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Create Vendor User continued
There is no limit for the number of users that
can be created.
Repeat previous steps until all users are added,
then click Done.
Create Vendor User Screen
continued from previous slide
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Questions? Our GovPay help desk support staff
can be reached by calling 703-787-1200 or write
to us at HelpDesk_at_govpay.gov
Thank you for completing the GovPay system online
training overview.