Federal Vendor Portal & e-invoicing User Guide. January 2018

Transcription

1 Federal Vendor Portal & e-invoicing User Guide January 2018

2 Federal Vendor Portal IMPORTANT NOTICE TO: Deloitte s Federal Practice Suppliers As part of our due diligence to pre-qualify suppliers for potential award of subcontracts/purchase Orders under US Federal Government Contracts, Deloitte Federal must gather information about its suppliers to assess responsibility and eligibility for award. To accomplish this, we require Deloitte Federal suppliers to complete the Prospective Supplier Questionnaire (PSQ). Any supplier wishing to work with Deloitte Federal may complete a PSQ, however any supplier that wants to invoice must complete a PSQ in order to register within Deloitte Federal s e-invoicing portal. Completion of the PSQ does not constitute approval of a company as a Deloitte Federal supplier, nor does it obligate Deloitte Federal to solicit requests for proposal/quotation. Deloitte Federal will use the information provided within the PSQ to evaluate and match a company to potential work as a Deloitte Federal supplier. Please note that in accordance with 15 U.S.C. 645 (d), any person who misrepresents a company's status as a small business concern in order to obtain a contract to be awarded under the preference programs established pursuant to sections 8(a), 8(d), 9, or 15 of the Small Business Act or any other provisions of Federal Law that specifically references section 8(d) for a definition of program eligibility, shall (1) be punished by imposition of a fine, imprisonment, or both; (2) be subject to administrative remedies, including suspension and debarment; and (3) be ineligible for participation in programs under the authority of the Act. 2

3 Accessing Federal Workflow Vendor Portal Deloitte s Federal Workflow plays a critical part in the Federal Business Systems continued journey to improve operational efficiency within the Federal Practice. Federal Workflow is a third party workflow tool to support select business process interactions between Federal finance, operations, engagement teams and our subcontractors. As a registered vendor, your Federal Workflow account will allow you to submit electronic invoices to Deloitte for processing. Accessing the Site: Click or copy/paste this URL into your internet browser: ** Receiving an Error Message? Clear your browser history/cache or use a PC cleaner and optimization tool and then relaunch your browser if you receive error messages while using the portal. THE THREE STEPS A VENDOR MUST TAKE TO GAIN ACCESS TO THE PORTAL & INVOICE Step 1. Complete Prospective Supplier Questionnaire (PSQ) the PSQ serves as capability and representation reference for Deloitte Federal Subcontracts Team. This is also used by the Federal Small Business Team to match subcontractors/vendors with potential work. Vendor will see a confirmation message on the portal page once their PSQ has been submitted. Any vendor wishing to work with Deloitte Federal can complete a PSQ but a vendor that wants to invoice must complete a PSQ. Step 2. After the PSQ is complete, if a vendor wants to invoice they should submit an e-invoice Registration. Vendor will need to access portal homepage and click on the e-invoice Registration option and provide the requested information. Vendor will receive an from federalworkflow@deloitte.com with login credentials once they have been approved by the Federal Vendor Management Team (usually within 48 hours during the business week). Once step 1 (PSQ) and step 2 (e-invoice Registration) are complete, vendor can log into the portal to complete the next step. Step 3: Submit Invoices. This is done by clicking on Vendor Login (for registered users) option on portal page. A Reference Guide describing how to submit an invoice can be found by clicking on the Help icon in the bottom left corner in Federal Workflow and selecting Vendor Request Entry Form Guide. Please note vendors will not be able to access Federal Workflow from Deloitte issued equipment nor while connected the Deloitte VPN. 3

4 Accessing Federal Workflow Vendor Portal STEP 1 Prospective Supplier Questionnaire (PSQ) The Prospective Supplier Questionnaire (PSQ) serves as capability and representation reference for the Deloitte Subcontracts Team. The completed Questionnaire is also used by the Small Business Team to evaluate and match subcontractors with potential work. The more information provided in the PSQ, the more information the Deloitte teams have to understand your capabilities. Once the PSQ has been filled out completely by the vendor, the vendor will see a confirmation message on the portal page. Only one PSQ needs to be completed per vendor. The PSQ should be filled out by a company representative who can certify that the representation information required is accurate and complete (i.e., a company s SAM.gov Entity Administrator) Access Federal Workflow directly: 1 1. Copy/paste this URL into your internet browser: 2. Select Prospective Supplier Questionnaire. 2 * Please do NOT: register with a Deloitte address, use a Deloitte laptop, or sign into Deloitte VPN when trying to access the Portal. 4

5 Accessing Federal Workflow Vendor Portal e-invoice Access Request STEP 2 e-invoice Registration To register to submit electronic invoices for payment (e-invoicing), the vendor will need to access portal homepage and click on the e-invoice Registration hyperlink and provide the requested information. Access Federal Workflow directly: 1. Copy/paste this URL into your internet browser: and the below window appears Select e-invoice Registration to register. If you are unable to access the site, please clear your internet browser cache/history and try again. 2 * Please do NOT: register with a Deloitte address, use a Deloitte laptop, or sign into Deloitte VPN when trying to access the Portal. 5

6 Vendor Portal e-invoice Access Request Vendor will see the above form to complete access registration. 3. Fill in your information Last name First name Business address * Phone number 4. Fill in DUNS Number and Subcontract Agreement Number (aka PO-Release). ** 5. Vendor Name: Fill in the name of your company 6. Click on the Submit button. Fill in all required data fields. Otherwise, you will receive an error message. (shown to the right) 6 * PLEASE USE YOUR COMPANY ADDRESS. Do not use a Deloitte address to register for the portal. **If you do not have or know your PO-Release/Subcontract Agreement number, you will be unable to submit an invoice. Your Deloitte PM or Buyer should be able to help provide this number to you for your current work. 6

7 Vendor Portal E-Invoice Access Request Once your e-invoicing request is submitted, the confirmation screen below will appear. You may safely exit the webpage. After your request has been reviewed by the Deloitte Vendor Management team, you will receive one of the two s below from Please allow up to 48 hours for registration processing during the business week. Example of a Successful Login Once vendor access has been approved in Federal Workflow, a confirmation with the password will be sent. The vendor will now be able to go into the Vendor Login (for registered users) link on the Vendor Portal and login to Federal Workflow. Example of a Rejected Login In the event access request has been rejected, a rejection with Denied in the subject line will be sent with related comments. The vendor will not be able to resubmit this request. If there is still a need for access, please review the denial reason and a new request will need to be submitted. Go back to Step 1 to start the process again. 7

8 Vendor Portal E-Invoice Access Login Once your e-invoicing access has been confirmed via , you can login to the e-invoicing application via the Portal page by clicking on Vendor Login (for registered users) link: Next, click on the Client or business partner button: 8

9 Vendor Portal E-Invoice Access Login Multi-Factor Authentication (MFA) For newly-enrolled users: you are required to Create a New Password to begin the MFA enrollment. After a password is chosen, you will be directed back to the login screen. Please see the FAQ link on the MFA Enrollment screen for instructions. Click on the Continue to Sign in button Next, type in the account used for e-invoice Registration, enter your password and click on the Sign In button. If you are an existing user, you will be taken to the MFA enrollment screen. After MFA enrollment, the e-invoicing application will be available for invoice submission for payment. NOTE: Be sure you use the same you used to register. Your web browser may auto-fill this field with another (oftentimes more commonly used) address. Be sure to input your Deloitte Vendor Portal registered address before proceeding. 9

10 Vendor Portal E-Invoice Access Login Password Reset If you do not know your password, you can click on the Forgot password? button. Verify your address and click Continue. > An from DeloitteSSPRInformation will be sent to the address you provided. In the , there will be a link that will take you to a site to create a new password. After you create your new password you will be able to sign into the Portal. 10

11 Vendor Portal e-invoice Submission STEP 3 Submit Invoices This section describes the steps the vendor must take to input an invoice request in Federal Workflow. Vendor will be given access to the existing user site once all of the previous steps have been completed and login credentials have been provided. 1. Access Federal Workflow through the Federal Vendor Portal site. Copy/paste this URL into your internet browser: 2. Click Vendor Login (under Vendor Access box) or Log In (in the top right corner) 3. Type username/password (not shown) 4. This opens the Federal Workflow Dashboard

12 Vendor Portal e-invoice Submission Federal Workflow Dashboard Vendor will see the Federal Workflow dashboard below upon login. 1. Click Start a Request 1 2. Click on External Vendor Invoice Entry 3. Select PO Vendor Request Entry; Vendor Request Entry Form will appear

13 Vendor Portal e-invoice Submission Federal Workflow Dashboard (continued) Fill in all required data fields. An asterisk indicates a required field. Vendor needs to complete the following; note the Requestor Name auto-populates with vendor s first and last name. 4. Select the PO/Release number from the dropdown list. The PO-Release number is your Subcontract Agreement number. If PO Number-Release Number is not in the list, refer to slide 18 for resolution. 4 13

14 Invoice Period of Performance (PoP) Vendor Portal e-invoice Submission 5. Enter Invoice Period of Performance Start and End Dates for services or a Desire/Delivery Date for goods. 5 a b The Purchase Order (PO) of the invoice must fall within the PO Period of Performance (PoP) or an error message will appear. If the PO PoP dates are incorrect, refer to slide 20 for resolution. Validation Error and Help window shown below for a Performance Start/Desire Date. a Validation Error and Help window shown below for b Performance End/Delivery Date. b 14

15 Invoice Date 6 Vendor Portal e-invoice Submission 6. Invoice date will auto-populate to the current date (the date of submission via the portal). This is the date that will be used for payment. The invoice date will only be assigned on VALID submissions. Payment is based on terms of the contract. If there are any issues while processing the Invoice and the task is returned to the vendor, the invoice date will reset. Help window shown below. Invoice Amount 7. Enter the Invoice amount. Enter invoice amount as , no comma or $ sign (do not enter as $12,345.78). (include Tax, Freight, etc.). It can be positive or negative. Note: Invoice amount must be less than the remaining funding value on the PO or an error message will show. If vendor believes there to be an issue, refer to slide 20 for resolution. (Validation error shown below). 7 15

16 Invoice Number 8. Enter the Invoice number. Vendor Portal e-invoice Submission 8 Validation error shown below Invoice number must be unique. If the invoice number has already been submitted an error message will appear. If vendor believes this to be inaccurate, please review Route for Problem Resolution on slide 20 for guidance. Attach Invoice (required with every submission) 9. Attach Invoice. Only one file can be uploaded. a) Attach Supporting Documents, if available. Multiple documents may be uploaded to support the invoice. NOTE: Up to 6 supporting documents can be attached per invoice submission. But multiple documents can be placed in a WinZip file and a WinZip file will count as one document. 9 a 16

17 Other Vendor Portal e-invoice Submission i.e. Invoice ; Invoice Job # POP 2/28/16 3/27/2016 i.e., Invoice contains an adjustment from the prior month. 10. Enter Check Notes (Voucher Stub Notes) information that will help post the invoice correctly, i.e. Customer #, Job #, Agreement #, PO #, etc. NOTE: This field will only accept 49 characters or fewer. 11. Enter Vendor Comments if there is additional information or comments the vendor would like to provide to assist with the approval process. Validate 12. Click Validate and Submit button, after completion. This will verify the entry. 12 The below screen appears after clicking the Validate and Submit button. After the form has been completed, clicking on Validate and Submit will route the form for approval. If there are any issues with the request, the vendor will be notified that the invoice submission has been rejected. When the vendor logs back into the e-invoicing portal, they will see comments describing the issue with the submission (note below). If Rejected, a new request will need to be sent. note 17

18 Vendor Portal e-invoice Submission If the PO Number is Missing from the List If the vendor does not see their PO-Release (subcontract agreement) number listed in the dropdown list, there is an option to route the request to the appropriate team for review and correction. This DOES NOT mean vendor has submitted a request. Once the issue is resolved, the vendor will receive a Task notification with resolution guidance to proceed with invoice submission. 1. If your PO-Release number is not listed, per the Help window, check the checkbox and complete the remainder of the form. 2. IMPORTANT: Include your PO-Release Number in the comments section Click OK. Clicking OK sends the request to the Deloitte Vendor Maintenance team for review. 3 18

19 If the PO Number is Missing from the List (continued) 4. When the PO issue is resolved the vendor receives an message containing the issue resolution. Vendor Portal e-invoice Submission 4 NEXT STEPS: Access the Federal Workflow system via the Portal (screenshot below) to proceed: 5. Click on My Tasks on left-hand side. 6. Look in the My Open Tasks section for the item pending approval or 7. Locate Request ID from Click the gear icon to the left of the approval task to open the request. 9. Review Comments (not shown). 10. Select the PO-Release from the drop down list. This should either automatically uncheck the PO Missing from List box or vendor will need to complete the instructions provided within the comments section (not shown). 11. Make any edits to the invoice submission if necessary. Note: Vendor will have 5 days to resubmit before the system cancels the incomplete invoice submission

20 Vendor Portal e-invoice Submission Route for Validation / Problem Resolution (if applicable) 1. Click the Route for Problem Resolution checkbox if there is an error present during invoice submission. If the vendor believes something regarding the PO-Release is incorrect, they can route the request to the Deloitte Project PM. Checking the checkbox is not a valid submission. Examples of errors include: a) POP issue, b) Funding issue, c) Invoice duplicate number 2. Vendor must provide detailed comments regarding the issue(s) before clicking on Route for Problem Resolution. 1 2 After the error is reviewed, vendor will receive an . The PM comments will instruct the vendor on how to proceed. Reference the request ID to return to the correct Task in the system, make any edits to the invoice submission if necessary, and then submit. Steps provided on next page. Help window shown here: Request # 20

21 Route for Validation Problem Resolution (continued) Access Federal Workflow via the Portal 3. Click on My Tasks. 4. Look in the My Open Tasks section for the item pending approval, or 5. Locate Request ID from Click the gear icon to the left of the approval task to open the request. 7. Review PM comments (not shown) If there are no further issues, submit your invoice. Please reference e-invoicing process on slide 9. 6 Vendor Portal e-invoice Submission If there are not further issues, submit your invoice. Please reference e-invoicing process on slide 9. Note: Vendor will have 5 days to resubmit before the system cancels the incomplete invoice submission 7 Help window shown here: 21

22 We hope this Federal Vendor Portal User Guide has been helpful in explaining how Deloitte Federal s existing and prospective industry partners can submit key information into a vendor profile (Prospective Supplier Questionnaire) and for existing partners to register and submit invoices for payment electronically (e-invoicing). For more information, please visit the Deloitte Federal Vendor Portal 22