iRAPT - Invoicing, Receipt, Acceptance, and Property Transfer

What is iRAPT?

iRAPT is a Secure, web based DoD-wide application designed to eliminate paper from the receipt and acceptance process of the DoD contracting lifecycle.
iRAPT is the acronym for Invoicing, Receipt, Acceptance, and Property Transfer. (formerly Wide Area Workflow WAWF).

iRAPT creates a virtual folder to combine the three documents required to pay a Vendor:

• The Contract,
• The Invoice,
• and the Receiving Report.

Getting Started:

1. Go to the WAWF site: https://wawf.eb.mil

2. Click on the “Accept” button after reading the system notices.

3. Enter your User ID and Password to login.

4. Click on the iRAPT icon to access Invoicing, Receipt, Acceptance, and Property  Transfer

5. From the top menu, select Vendor Then Create Document.

6. Select the CAGE/DUNS on the contract from the drop down box.

7. Leave Contract Number Type blank unless it is a grant or GSA schedule.

8. Enter contract number and if applicable, delivery/task order number and click “Next.”

      Note: Selecting “Y” in the “Template” dropdown allows you to copy from a previous invoice for the same contract

9.  (If applicable) Enter GSA number Reference Procurement Identifier e.g. GS25F0023F

10. Verify or enter the Pay Official DoDAAC and click “Next.”

11. Click on the radio button for “Invoice and Receiving Report (Combo)” and select the Inspection/Acceptance points
        (listed in Section E of the contract.  i.e. destination/ destination).
         Click “Next”

Note:
If your receiving report is rejected back to you in a “Combo” document, select the “Rejected Receiving Reports Folder” link.

Routing Information:

12. Verify the pre-populated data from the contract and complete the mandatory fields (designated by an asterisk*):

Issue By DoDAAC ·
Admin DoDAAC ·
Ship To Code ·

           Click “Next”
           Note: Routing Codes (DoDAAC) are on page 1 of the base contract. Header Tab

13. Enter an Invoice Number, Shipment Number (ex. SER0001) and Shipment Date (last date of service). Note: For MOCAS payments, the Shipment Number must contain 3 alpha characters, followed by 4 numbers (e.g. DTR0001). Final invoice must have a “Z” as the 8th character (e.g. ABC0001Z). You can not have the letters “I” or “O” as the fourth character.

14. Click the “Line Item” tab at the top of the page. Under “Line Item Details”, click on Add under “Actions” to add a line item.

15. Type the item number (e.g. 0001, 0001AA). Item number must match the contract line item number (CLIN) in the contract.
       (CLINs can be found in  Section B of contract)

16. Type “NA” in the “Product/Service ID *” field and select “SV-SERVICE RENDERED” from the “Product/Service ID Qualifier *“ drop down menu.

17. For the “Qty Shipped” field, type in the total number of items shipped. (As stated in contract.)

18. Enter Unit. Examples: HR = hours, LO = Lots, EA = each
       For additional Unit of Measure, please refer to the “Unit of Measure Table” on the Lookup menu.

19. Enter the unit price.

20. Add a description for the item.

21. Complete the ACRN tab if there are more than one ACRN per line item.

22. Click the “Save CLIN/SLIN” button.

If there are additional line items to add, click the “Add.” button and repeat.

Attachments Tab (Optional) To attach supporting documents, click on the “Browse” button and select the file you wish to attach.

Click on the “Open” button then “Upload.”

Note: The file name cannot contain spaces or special characters other than underscores ( _ ).

The attached file name will appear below.

File size of EACH attachment may not exceed 5MB.

Submitting the Combo

23. Click “Submit” on the bottom of any tab. You will receive a confirmation screen that your document “was successfully submitted“.

24. IMPORTANT:
       Notify the government acceptor by clicking the blue hyperlink “Send Additional Email Notifications” on the confirmation screen.
       Add the COR /PM’s email address (listed in the contract) and click “Add Email.” Click “Submit.”
       This must be done each time you submit a new invoice.

Optional Tabs & Save Feature:

Discounts Tab:

(Optional)
Click on the “Discounts” tab enter the discount percentage OR amount if you are offering a discount for payment earlier than the term of your contract.

Comments Tab

(Optional) Click the “Comments” tab if you would like to add a comment.

Misc. Amounts Tab

 (Optional)
If you need to invoice for miscellaneous amounts (e.g. taxes) not included in the contract, please enter them here.

Save Feature

 After entering the mandatory fields on the Header tab, click on the “Save Draft Document” button to save the document for completion at a later date. The saved documents can be retrieved from the “Saved Documents Folder.”

 Documents that have not been submitted in WAWF will have a status of 'Draft' while those documents that have been submitted and are saved during resubmit will have an 'S' prefix added to the status. (e.g. S-Submitted)

 If the documents are not completed and submitted within seven (7) days, the document will be purged.
To discard the saved document prior to the automatic purge, click on the link under the Purge column in the Saved Documents Folder.
The number indicates the number of days till the automatic purge.
Purge links (Link is the number) will be displayed if the folder role matches the role of the user who saved the document.

 iRAPT is the system that allows DoD to reach its e-invoicing goals and reduce interest penalties due to lost or misplaced documents.

Instructions to Government Users - Getting Started Help

Searches related to iRAPT?

Overview of the Vendor Creating a Commercial Invoice Fast Pay Document in the iRAPT Web Application.

This includes updates related to ECP0875. Commercial Invoice from a Receiving Report, Vendor ...

Documents supported by iRAPT  

As of January 1st,  As of January 1st,  2018 Pay DoDAAC: HQ0104 is no longer valid to submit transactions. 
Contact your contracting officer to determine what Pay DoDAAC should be utilized.
Contact your contracting officer to determine what Pay DoDAAC should be utilized

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1. How do I get a iRAPT account?

First, add your company’s CAGE code in WAWF by having your company’s Electronic Business Point of Contact (EB POC) call the Customer Support Center (Ogden Help Desk) at 866-618-5988 (option 2, 3), or send an email to disa.ogden.esd.mbx.cscassig@mail.mil.
Please include “iRAPT” in the subject line and the name of your company and the CAGE code(s) in the body of the email.
Next, individual users can register in iRAPT ( https://wawf.eb.mil  ) by clicking on “Register” link.
Upon initial registration or login after 1/20/2014, complete the System User Agreement (one-time, mandatory).
Read agreement and input your DoD Component/Office.
 If you need immediate access, please call rather than emailing your request.

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2. How do I find my Electronic Business Point of Contact (EB POC)?

To find your company’s EB POC, go to https://www.sam.gov/portal/SAM/#1 .
Search by your DUNS or CAGE code.
The result screen will display your company’s EB POC information.

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3. How do I login to iRAPT and reset my password?

To Login, go to the iRAPT site (https://wawf.eb.mil), read the system notices, and click “Accept.” The login field is located to the left of the iRAPT site. To reset your password, click on “Forgot your User ID? Forgot your Password? ” below the password field. If you have not set up your security questions, contact the Ogden help desk at 866-618-5988 (option 2, 3).

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4. What is a DoDAAC?

DoDAAC stands for Department of Defense Activity Address Code.

Note:
The Department of Defense Activity Address Code (DoDAAC) is for NON-CIVILIAN GOVERNMENT AGENCIES (DoD).
It uniquely identifies a government unit, activity, or organization that has the authority to requisition and/or receive material.
It is used in SAM to identify offices that engage in intra-governmental transfers, contracting offices, and other processes.
In a SAM entity registration, this field should be filled with the letters "DOD" followed by the agency's 6 digit DoDAAC.
Non-DoD government entities will use a DUNS number.

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5. Which document do I select?

TYPES OF GOVERNMENT CONTRACTS
Unless your contract specifies an invoice type:
For all Cost-Type contracts (including T&M and LH contracts), select a Cost Voucher.
For Firm Fixed Price (FFP) Services contracts, select a “2n1 (Services Only)” document.
For Firm Fixed Price (FFP) contracts with supplies, select a “COMBO” document.

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6. How do I add an attachment to an iRAPT document?

1. Go to the “Attachments” tab.
2. Click on the Browse button.
3. Select your attachment and click on the Open button.
4. Click on the Upload button.

     Hint: The file name must not contain spaces or special characters other than underscores ( _ ).

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7. How do I send an email notification?

After clicking on the “Submit” button on your invoice, the next screen will state your document has been “submitted successfully.”
At the bottom of that screen, there is a blue hyperlink entitled Send Additional Email Notifications.
Click on that link and add the email addresses of your Contracting Officer’s Representative (COR) and/or Project Manager (PM).
The email should show up in the “Send To” box. Click Submit.

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8. Who do I contact if I am having difficulties in iRAPT?

For functional questions on DTRA contracts, contact the DTRA help desk at WAWFHelp@dtra.mil.
All technical issues related to WAWF eBusiness Suite should be directed to the Ogden Customer Support at 866-618-5988, option 2, 3 or disa.ogden.esd.mbx.cscassig@mail.mil
(Please reference “WAWF/iRAPT” in subject line).

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9. What clauses should I look for to know if I have to use iRAPT?

 252.232-9012 - Invoicing, Receipt, Acceptance, and Property Transfer (iRAPT) formally (WAWF) – RECEIPT AND ACCEPTANCE (RA) INSTRUCTIONS (JUN 2015)Wide Area Work Flow Receipt and Acceptance Instructions (DTRA local clause)

252.232-7003:
Electronic Submission of Payment Requests

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10. What are the various roles in iRAPT?

The most common roles are Vendors, Acceptors, Cost Voucher Approvers (DCAA), and Pay officials (DFAS).

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11. Do I need to pay any fees to use iRAPT?
No, there are no fees to use iRAPT.

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12. What type of file can I attach to a iRAPT document?

 Any files not exceeding 5 MB (per file) can be attached (e.g., Excel, Word, PDF).
Make sure the file name does not contain spaces or special characters under than underscores.
 
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13. What should I do if a document gets rejected back to me?

 If your document is rejected because of incorrect line item information (such as Line Item Number (CLIN), Quantity Shipped, Unit, Unit Price, or Description)
1. Login and select the Vendor menu > Rejected Invoices Folder (or Rejected Receiving Reports Folder).
2. Search for the rejected document.
3. Under the column titled “Resubmit?” select your invoice number.
4. Click on the “Line Item” tab and then click on “Edit” under “Actions.”
5. Correct the incorrect data and click the “Save CLIN/SLIN” button.
6. Edit other information if necessary and click on the “Submit” button.

If your document is rejected because you have entered incorrect DoDAAC(s):
1. Follow steps 1-2 from above.
2. Under the column titled “Change DODAAC,” select Yes.
3. Correct the incorrect DoDAAC(s) and click the “Next” button.
4. Edit other information if necessary and click on the “Submit” button.

If your document is rejected because of incorrect Contract Number, Invoice Number, or Invoice Date,
You will have to void it (and submit a new one).
To void:
1. Search for the rejected document.
2. Under the column titled “Void,” select the “V” link to void the invoice.
3. Scroll down to the bottom of the page and click “Void.”

Note:
If your receiving report is rejected back to you in a “Combo” document, select the “Rejected Receiving Reports Folder” link.

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14. When will my password expire?

 iRAPT Passwords must be changed every thirty (30) days.

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15. How many login attempts do I have before I’m locked out?

Three (3) unsuccessful login attempts within a 60 minute period will disable your iRAPT account.
Once disabled, you will need to contact the Ogden Help Desk to re-activate your account.

TIP:
After two (2) unsuccessful login attempts, reset your password, wait one hour, or contact the Ogden Help Desk (866-618-5988)
to double check your user ID.

16. How do I create a receiving report?

A Receiving Report is created by the Accepting Activity when:
The Vendor submits an Invoice only in WAWF, or. The Vendor submits a Paper Invoice.
An Acceptor created Receiving Report must also be Accepted
(See “Accepting a Shipment inWAWF-RA)
Creating a Receiving Report

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