WAWF Training - Acceptor Role (2024)

Each folder gives you access to online forms and pages (called screens) similar to the paper documents you are accustomed to working on as an Acceptor.

The Acceptor selects the Government dropdown menu to view what Folders are available to them

WAWF Folders have a 2 step process:

1. Enter in Search information to limit the number of records brought back in the folder.

NOTE: The more information entered on the search page, the easier it is to find a specific record.

Search Folder Page

The Search Page allows you to enter in search information for displaying specific records inside WAWF.

2. Select the Submit Button on the search page, and you will be taken to the Folder's results page with the list of records returned. See Below:

Acceptor

Government Acceptor. The Government dropdown will be displayed when a WAWF Government user cursors over the Government Link. If the WAWF user clicks on the Government Link, the Government dropdown will be displayed as links on the page. This dropdown is used by WAWF Government users to create, work, and view all of their WAWF Documents.

Create Document

Click this Link to create a Document in WAWF.

Acceptance Folder

A Link will be available to search for and work WAWF Documents which are ready for Acceptance.

The Acceptance Folder contains all documents that are ready for Acceptance within the DoDAAC you selected. From here you can:

1. View document information
2. Submit acceptance, approval, or rejection
3. Place Documents on hold (H)
4. View EDA Contract Information
5. Add comments and attachments to documents

NOTE: You can open a document by clicking the Shipment Number or Invoice Number

Document History Folder

A Link will be available to search for and view WAWF Documents with a matching Acceptor DoDAAC or matching Acceptor Userid which have been worked.

The "Access History Folder by DoDAAC" and "Access History Folder by User" submenus provide access to the History Folders.

• The Inspection History Folder by DoDAAC contains all documents that have been worked on (or created) by Acceptors in your DoDAAC.
• The Inspection History Folder by User contains all documents that have been worked on (or created) by you.

Note: The two history folders are identical except for the documents they contain.

From this folder, you can:

1. View documents you've worked on and check their status by clicking on the Shipment Number link in the Shipment Number column or Invoice Number link in the Invoice Number column.
2. Void documents you've created (if the next workflow user has not taken action) by clicking on the "V" link in the Void column.
3. Recall documents you have created or submitted (if the next workflow user has not taken action), make changes, and resubmit them by clicking on the "R" link in the Recall / Correct column.
4. Recall documents you have inspected, make changes, then resubmit them by clicking on the "R" link in the Recall / Correct column.
5. View contract data from EDA by clicking the Contract Number link in the Contract Number column.

Hold Folder

A Link will be available to search for and work WAWF Documents which have been placed on Hold by a Government Acceptor.

The Hold Folder contains all documents that have been placed on hold from your work folder.

Documents in this folder cannot be voided or recalled by another user.

You can work the document from the Hold Folder.

Recall Action Required Folder

A Link will be available to search for and work WAWF Documents which require action on your part.

The Recall Action Required Folder contains documents that had previously had a status of suspended.

These documents were either rejected by the entitlement (payment) system - perhaps because funds were not available at the moment of processing - or suspended by the Payment Official.

These documents appear in this folder because they were manually made available for recall to you by the Pay Official.

From this folder you can:

1. View document information by clicking on the Shipment Number link.
2. Recall the document and Submit Acceptance approval, rejection, or recommendation.
3. Use the Save and Continue button to save the document before resubmitting it.
4. Purge any saved documents in the folder.
5. View EDA Contract Information associated with the documents in the folder by clicking on the Contract Number link.

Rejected Transactions Folder

A Link will be available to search for and work WAWF Documents which have been rejected back to you for corrections.

The acceptor's Acceptance Rejected Transaction Folder contains all documents worked on by Acceptors from your DoDAAC, and then rejected by another government official. From here you can:

1. Resubmit the document for Acceptance approval, rejection, or recommendation.
2. Use the Save and Continue button to save the document before resubmitting it.
3. Change the DoDAACs on the document when resubmitting.
4. Void the document.
5. View EDA Contract Information associated with the documents in the folder by clicking on the Contract Number link.

NOTE: You can view the "Reject Reason" in the last column.

Post Payment Review Folder

A Link will be available to search for and work WAWF Documents which need a Post Payment Review.

The Acceptor's Post Payment Review Folder contains a list of Progress Payments put on periodic Post Pay Review. From here you can:

1. Remove a contract from Post Pay status.

Suspended CEFT Transactions Folder

A Link will be available to search for and work WAWF Documents which have been suspended because of information from CEFT.

The Acceptor's Suspended CEFT Transactions Folder contains documents that have been suspended due to missing CEFT Payee data. From here you can:

1. Reprocess Invoice through CEFT by clicking the Reprocess Invoice? link.
2. Use the Save and Continue button to save the document again before submitting it.
3. Purge Saved Documents to go back to the original before it was saved by an Acceptor.
4. Void the document.

Saved Documents Folder

A Link will be available to search for Draft Documents which have been saved by an Acceptor but are not yet submitted into the WAWF Application as Accepted.

The Acceptor's Saved Documents Folder contains all documents that have been saved by the Acceptors. From here you can:

1. Continue working the document for inspection approval, rejection, or recommendation by clicking the Shipment Number link.
2. Use the Save and Continue button to save the document again before submitting it.
3. Purge Saved Documents to go back to the original before it was saved by an Acceptor.

Pure Edge Folder

A Link will be available to search for PIEE Documents created prior to WAWF 3.0.0 using the PureEdge UWI Viewer. These documents are all in Readonly mode.

View Only users of PIEE will have access to PureEdge 2.0.D PIEE documents in readonly mode if any exist in the database for their DoDAAC or CAGE Code.

View Parameters Folder (For processing Cost Vouchers)

Click this Link to view the parameters set up by a Cost Voucher Administrator for Cost Voucher processing in WAWF.

The primary function of the Cost Voucher Administrator is to maintain amount and percent parameters for their agency that determine High Risk Cost Vouchers or meets the criteria for sampling.

The following is an overview of the Cost Voucher Administrator in WAWF:

• A user can register for the "Cost Voucher Administrator" government role in WAWF.
• The Location Code registered with must be a DCAA, DCMA, or ONR Location Code.
• The user can only register one Location Code per Agency for the Cost Voucher Administrator role. Only one Cost Voucher Administrator can be activated per UserId. This will prevent the same user from logging in with a Cost Voucher Administrator role in more than one agency.
• Once the user is activated by the GAM, the user is able to maintain all the amount and percent parameters for the agency they are registered for.
• The WAWF System Administrator (SAM) may add the Cost Voucher Administrator role to a user, but are prohibited from activating the user.
• The Cost Voucher Administrator role can only be activated by their WAWF Government Administrator (GAM). The GAM will be prohibited from activating the Cost Voucher Administrator if the user is already active as a Cost Voucher Administrator for another agency.