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Electronic Invoicing

Electronic Invoicing with NSA (Maryland Procurement Office) provides a fast and accurate method to submit and track invoices submitted for payment.

Eligibility:

Currently, vendors who submit invoices directly to MPO and vendors that have on-sight CORs for Source DD250's can use the Electronic Invoice Process.

We are working with DCAA for vendors who submit invoices to them and hope to get this part of the process available soon.

Types of Invoices:

Currently the following types of invoices are accepted:

  • Commercial Invoices
  • Public Vouchers
  • Progress Payments
  • Source DD250
  • Destination DD250
  • Economy Act Order Form
  • DD1556

Submitting an Electronic Invoice:

The NSA Electronic Commerce (EC) Office has a secure website that allows vendors to submit invoices and attachments. The website is the ONLY form of electronic submission of invoices accepted. According to the DFAR for Electronic Submission and Processing of Payment Requests, "Facsimile, e-mail, and scanned documents are not acceptable electronic forms."

Vendor Requirements:

A DoD IECA PKI Certificate is required to access the website. PKI certificates are used both to identify web clients - like presenting a driver's license - and to encrypt user sessions and emails so that private business stays private. EC complies with the Department of Defense (DoD) mandate that all private industry partners, contractors, allied partners, and other federal and DoD agencies employ approved DoD certificates for all electronic communications. Click here to read more about the IECA/ECA Certificate Program. For a list of current vendors and to apply for your certificate, visit Current Vendors/Certification Application.

The Process:

Logging In
Once you have received your certificate and loaded it into your web browser, please inform the EC Office. The EC office will download your public key and create an account for you to log in.

Submitting an Invoice
Submitting an invoice is easy. All you have to do is fill out an invoice form. You select the option to create an invoice from scratch or from templates. Fill in the mandatory information such as the contract number, invoice number, dates, and line items and click the Submit button. You can also attach an Excel, Word, Adobe PDF, PowerPoint or Access file to accompany your information.

Invoice Processing
Upon hitting the Submit button, the invoice is received immediately by the EC office. The invoice is then inserted directly into the Accounts Payable System and an e-mail is sent to the COR informing them an invoice has arrived. The COR logs into the system and is able to see the invoice and attachments and certify/reject the invoice. Upon certification/rejection, an email is sent to the responsible Accounts Payable technician informing them of the status of the invoice. When an invoice is submitted electronically, please do not give paper copies (mail, fax, email, etc.) to anyone here at NSA. All who need access will have access to the electronic version.

Vendor Notification

  • Invoice Pending - when an electronic invoice is submitted, the next business day the vendor starts receiving an Invoice Pending email informing them that we received their invoice and it is waiting for COR action.
  • Invoice Status - when the status of an invoice is changed by the COR - certified or rejected - an email is sent the next business day informing the vendor of the change. If the COR rejected the invoice, a rejection letter is also sent to the vendor via email.
  • Invoice Payment - when the invoice is paid, an invoice payment email is sent to the vendor.

Directives:

The following are directives pertaining to Electronic Invoicing:

  • US Code Title 10 Section 2227 - Electronic Submission and Processing of Claims for Contract Payments
  • DoD8190.2 The Department of Defense (DoD) Electronic Business / Electronic Commerce (EB/EC) Program

Availability:

The website is available 24/7, 7 days a week. EC personnel are available 0700-1600 EST, Monday thru Friday.

 

Date Posted: Jan 15, 2009 | Last Modified: Sep 21, 2011 | Last Reviewed: Sep 21, 2011

 
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