U.S. Department of Transportation

Maritime Administration

 

 

marad_logo

 

 

 

ELECTRONIC INVOICING SYSTEM

(EIS)

Version 03.05.00

 

USER’S MANUAL

FOR

 

 

CONTRACTORS

 

 

 

Prepared for:

Division of Information Resource Management

 

 

August 02, 2011


 

1.      PREFACE

1.1.   Introduction

This is a user manual for Contractors.  It includes step by step instructions on how to use the Electronic Invoicing System (EIS).

 

1.2.   System Requirements

·         Intel® Xeon® processor with a minimum of 1GB of RAM (3.00 GHz with 2GB of RAM recommended).

·         Microsoft Windows Server 2003, Standard Edition, Service pack2.

·         Total paging file size for all drives 1280MB.

·         A VGA or higher-resolution monitor (Super VGA 800x600 or higher is recommended), keyboard, and a mouse or other pointing device.

·         1.5 GB Free space required for setup on your hard disk.

·         End-users require Internet browser software such as Microsoft Internet Explorer 6.x or above and Adobe Reader 9.x to view/print PDF format.   Also, end-users require an application such as MS Office 2003/2007 on their computer to fill print and route Excel Spreadsheets, MS Word documents, etc.

 

1.3.   Audience

Contractors

 

1.4.   Scope

This manual only covers the use of the EIS system.  The users for this manual are assumed to have accounts already set up; specifically, they should have user names and passwords for login as contractor users.  The instruction for setting up the account is not covered in this document; however, they will be provided by the appropriate Point of Contact from the Maritime Administration. 

 

1.5.   Symbols

Ø  Indicates instructions or actions the contractor is to perform.

-          Indicates the description and/or explanation of the actions.

 

1.6.   Standard buttons

 

    • “Submit” button is for submitting data.  Once the “Submit” button is clicked, you cannot go back and undo the submission.

 

    • “Reset” button is for undoing any typing you did for the current page prior to submit.

 

    • “Back” button is for going back to the previous page.

 

    • “Home” button is for going back to the home page (Figure 2.3) for contractors.

 

 

2.      GENERAL NOTES

-          Version 03.05.00 allows the Contractors to submit, re-submit, and search all invoices associated with a specific contract. 

 

-          For security reasons, the system will time-out after a user leaves the EIS page idle for 30 minutes.   In other words, the system will log out the user, and the user will need to re-login in order to continue.

 

 

3.      INSTRUCTIONS

3.1.   User Login

Ø  Bring up Internet Explorer and type “https://marweb.marad.dot.gov/EIS/” at the Address box to start the EIS web application.

Ø  As of version 3.0 of EIS, a contractor has rights to Read/Write all invoices associated with the contract.

 

-          On the EIS main page (Figure 1) of the Electronic Invoicing System, there are three buttons.

-          “Contractor” button is for Contractors to use.

-          “Government” button is for Government Approving/reviewing Officials to use.

-          “Instructions” button enables both Contractors and Government Approving Officials to review the instructions for the EIS.

 

 

Figure 1 (EIS Main Page)

 

Ø  Click the “Contractor” button and a window will open with a warning message (Figure 2). Click on OK to go to the “Contractor Login” screen (Figure 2.1).

Ø  Enter username and password

-          The user name and password are case sensitive

Ø  Click “Submit” button

Figure 2 (Warning Message Window)

 

 

Figure 2.1 (Contractor Login Screen)

 

 

 

Figure 2.2 (Contractor’s Contract Screen)

 

 

 

Figure 2.3 (Contract/Vessel Screen)

 

 

3.2.   Select Contract Number (Figure 2.3)

Ø  After successfully logging into the system, the contractor’s contract screen appears (Figure 2.2). There are two options for the user:

Ø  Select a contractor from the drop-down and click on Submit.  The Contractor/Vessel screen will open.  This screen includes the name of the company and a drop down list of contract numbers (if more than one).  The contractor can select the contract number and vessel/project name and click submit.  Submit button will go to the Contractor's Electronic Invoicing web page.

Ø  Select “Search All Invoices” to search for invoices.

 

3.3.   Electronic Invoicing

Ø  After selecting a contract number, contractors have several options on the Contractor's EIS Invoice Screen (Figure 3) to choose from:

Ø  Click “Reimbursable Invoice” to submit a reimbursable invoice.

Ø  Click “Fixed Invoice” to submit a fixed invoice.

Ø  Click “Download Supporting Excel Spreadsheet” to use the pre-formatted Excel spreadsheets to create a supporting document.

Ø  Click “Resubmit Invoice” to modify and resubmit a previously submitted invoice.

Ø  Click “Check Status” to search the status of invoices that the contractor has submitted under the Contract

Ø  Click “Home” to go back to the Contract/Vessel Screen (Figure 2.3) to select another contract (if applicable).

 

Figure 3 (Contractor's Invoice Screen)

 

 

 

Enter Reimbursable invoice (Figure 4)

Ø  Fill in Invoice information

-          Based on the login, the system will automatically fill in the Contract Number, Project name and the address of the contract administration office.

-          Every field in the invoice is mandatory, except the ResubDate button, all other fields have to be filled out completely.

 

Ø  In the field “Invoice date”, click the calendar icon to use the system calendar and select a date.  The default date is today’s date.

 

Ø  In the “Comments” field, some of the valid characters will not be saved as part of the comments. Allowable valid characters: \,--,/*,*/,xp_,exec, VARCHAR, %2D, %27, %3B, =, %3d. Any html tags (eg. <Company>, <Title>) are allowed.

 

Ø  Click “Browser” button to attach  a supporting file (Not optional)

Ø  Attaching a supporting document is required.  If you plan to attach an Excel file as your supporting document, you can complete the Excel file by using “Download Supporting Excel Spreadsheet” on the “Contractor’s Invoice” screen (Figure 3).  You can attach one file in MS Word (.doc, .docx), MS Excel (.xls, .xlsx) or PDF (.pdf) format by using the “Browser” button.  The file name should be the invoice number plus the file type extension.

 

-           Numeric or alpha-numeric file names are allowed for attachments, along with some characters:

-          Alpha characters (A-Z) (a-z)

-          Numbers (0-9)

-          Space

-          Period (.)

-          Dash (-)

-          Underscore ( _ )

-          Open and closed parenthesis and brackets () [ ]

 

Ø  Type your name  on “Signed by” field

Ø  Fill in your title on “Title” field

Ø  Click “submit” button to submit the invoice.

Ø  If the folder or file name is invalid, an error message will appear with the restricted characters. (Figure 4).

Ø  If the file type is invalid, a window will appear with a list of valid file types (Figure 4 )

-          If any field is blank, the data type is not correct, or the length exceeds the limit, the submission will be rejected.

-          Do not include space in the invoice number, which will cause the invoice to be rejected.

 

Figure 4 (Valid File Types/Restricted Characters)

 Figure 4 (Reimbursable Invoice)

 

 

-          The following table lists the information for each field.

-          Data type:                        

-          navarchar represents any symbol and alphanumeric characters.  The length is not fixed

-          Char represents any symbol and alphanumeric characters.  The length is fixed

-          Datetime fills in the date as mm/dd/yy only

-          Float is a number.  It doesn’t take the “$” sign.

-          The Length shows the maximum length for the particular field.

-          Restricted Characters identifies the characters that the system will not accept.  Values are separated by commas (,), which are allowed.

 

Reimbursable Invoice

Datatype
Length
Restricted Characters

Task Order No. 

nvarchar
30
(, !, @, #, $, %, ^, &, *, +, =, [, ], ', ;, /, {, }, |, \, ", :, <, >, ?

Ref. No.

Char

10

\, --, ;, /, >, <, xp_, exec, =, varchar, @, &#, $, %, ^, &, cursor, execution, nchar, nvarchar, iframe, @@

Invoice No.

nvarchar

30

(, !, @, #, $, %, ^, &, *, +, =, [, ], ', ;, /, {, }, |, \, ", :, <, >, ?

Invoice Date

datetime

8

N/A

CLIN No.

nvarchar

30

(, !, @, #, $, %, ^, &, *, +, =, [, ], ', ;, /, {, }, |, \, ", :, <, >, ?

Invoice Total $

float

10

N/A

Paid On Date

datetime

8

N/A

Payment Due Date

datetime

8

N/A

Signed By

nvarchar

30

\, --, ;, /, >, <, xp_, exec, =, varchar, @, &#, $, %, ^, &, cursor, execution, nchar, nvarchar, iframe, @@

Title

nvarchar

30

\, --, ;, /, >, <, xp_, exec, =, varchar, @, &#, $, %, ^, &, cursor, execution, nchar, nvarchar, iframe, @@

 

-          The following table lists the information for the additional fields for the Reimbursable Invoice (Figure 4).

-          Data Type:

-          navarchar represents any symbol and alphanumeric characters.  The length is not fixed

-          Char represents any symbol and alphanumeric characters.  The length is fixed.

-          The Length shows the maximum length for the particular field.

-          Allowable characters identify the characters the system will accept.

 

Reimbursable Invoice

Datatype

Length

Allowable Characters

Comments

nvarchar

400

 \,--,/*,*/,xp_,exec, VARCHAR, %2D, %27, %3B, =, %3d. Any html tags (eg. <Company>, <Title>)

 

Browser

nvarchar

30

A-Z,a-z,0-9,Space,Period,Dash -,Underscore_, Open and Closed parenthesis( ), Open and Closed brackets [ ]

 

-          After successfully submitting an invoice, the system replies with an Invoice Confirmation Page (Figure 4.1) to confirm to the user that the invoice has been successfully submitted.

 

Ø  Click “Home” button to go back to Contractor/Vessel Screen. (Figure 2.3).

 

Figure 4.1 (Invoice Confirmation Page)

 

Enter Fixed Price Invoice (Figure 5)

Ø  Fill in Invoice information

-          The instructions for Fixed Price Invoice and Reimbursable Invoice are relatively the same.  A Fixed Price Invoice has a comment area for Contractors to fill in.  The Comment is optional.

-          The “Resub Date” field means resubmit date.

 

Fixed Price Invoice

Datatype

Length

Restricted Characters

Task Order No. 

nvarchar

30

(, !, @, #, $, %, ^, &, *, +, =, [, ], ', ;, /, {, }, |, \, ", :, <, >, ?

Ref. No.

char

10

\, --, ;, /, >, <, xp_, exec, =, varchar, @, &#, $, %, ^, &, cursor, execution, nchar, nvarchar, iframe, @@

Orig. No

nvarchar

30

N/A

Invoice No.

nvarchar

30

(, !, @, #, $, %, ^, &, *, +, =, [, ], ', ;, /, {, }, |, \, ", :, <, >, ?

Invoice Date

datetime

8

N/A

ResubDate

datetime

8

N/A

Invoice Total $

float

10

N/A

Fixed Price Memo

nvarchar

4000

\, --, ;, /, >, <, xp_, exec, =, varchar, @, &#, $, %, ^, &, cursor, execution, nchar, nvarchar, iframe, @@

CLIN No.

nvarchar

30

(, !, @, #, $, %, ^, &, *, +, =, [, ], ', ;, /, {, }, |, \, ", :, <, >, ?

Vessel Total $

float

10

N/A

Paid On Date

datetime

8

N/A

Payment Due Date

datetime

8

N/A

Signed By

nvarchar

30

\, --, ;, /, >, <, xp_, exec, =, varchar, @, &#, $, %, ^, &, cursor, execution, nchar, nvarchar, iframe, @@

Title

nvarchar

30

\, --, ;, /, >, <, xp_, exec, =, varchar, @, &#, $, %, ^, &, cursor, execution, nchar, nvarchar, iframe, @@

 

 

 

 

 

-          The following table lists the information for the additional fields in the Fixed Invoice (Figure 5).

-          Data Type:

-          navarchar represents any symbol and alphanumeric characters.  The length is not fixed.

-          Char represents any symbol and alphanumeric characters.  The length is fixed.

-          The Length shows the maximum length for the particular field.

-          Allowable characters identify the characters the system will accept.

 

 

Fixed Price Invoice

Datatype

Length

Allowable File Characters

Comments

nvarchar

400

\,--,/*,*/,xp_,exec, VARCHAR, %2D, %27, %3B, =, %3d. Any html tags (eg. <Company>, <Title>)

Browser

nvachar

30

A-Z,a-z,0-9,Space,Period,Dash -, Open and Closed parenthesis( ), Open and Closed brackets [ ]

 

 

 

Figure 5 (Fixed Price Invoice)

 

 

 

3.4.   Details for Downloading a Supporting Excel Spreadsheet (Figure 6)

Ø  After completing the Excel spreadsheet, you can save the file on your hard drive, and later attach this file as a supporting document for the invoice you are creating.

-          It is recommended to complete the Excel file first then create the invoice.

-          The Excel spreadsheet serves two purposes, first, a personal record, and second, a form of supporting document for the invoices.

 

Figure 6 (Download Supporting Excel Spreadsheet)

 

-          “Vendor Invoice #” is Vendor Invoice number

-          “Contract #” is Contract number

-          “Task Order #” is Task Order Number

-          “CLIN”

-          “Dollar Amount Invoiced” is the invoice amount.

-          Subktr Invoice #” is subcontract invoice number

-          “Subcontractor Name” is the name of the subcontractor.  It could be a person’s name or a company’s name.

-          “Description” describes the line item of the invoice.

-          After completely filling out your Excel Spreadsheet document, click File and Save as on your web browser to save your file on your local PC. File name should be the same as the invoice number being submitted.  Click Back on your web browser to go back to your previous screen.

 

 

3.5.   Details for Resubmitting Invoices (Figure 7)

Ø  Input the invoice number and then click the “Submit” button to open an existing invoice.

Ø  Edit and resubmit the invoice.

 

-          Note: Each resubmit should be treated as submitting a new invoice; namely, all the required fields must have data and the supporting document, if any, has to be attached.  The original as well as all the resubmitted invoices will be available in the Check Status page.  In order to keep track of the resubmitted invoices and the final resubmit as well as its payment record, users should keep a record of their resubmitted invoices.

 

-          The Resubmit Invoice capability provides a way for the contractor to make corrections or to add more information to the invoice. If it’s a first resubmit, the system will recognize the invoice number as the invoice number and insert R(1) at the end.  If it’s a second resubmit, the system will recognize the invoice number as the invoice number and insert R(2), etc.  For instance, the original invoice number is “inv100”, the invoice number for first resubmit is “inv100R(1)”.

 

-          If you go to the Resubmit Invoice button directly, you will need to know the Invoice Number first. 

 

-          If you don’t know the invoice number you can go to “Check Status” screen first to search for the invoice number.

 

Figure 7 (Resubmit Invoice)

 

Figure 8 (Detail for Check Status)

 

3.6.   Detail for Check Status (Figure 8)

Ø  Select the type of invoice status you want to see, and click Search.

-          This will list all the invoices in that particular status category that belong to the contractor.

-          After clicking “Search” button, you will see a list of invoices (Figure 9).

 

 

 

 

Figure 9 (List of Invoices)

 

Ø  Click the “Back” button to go back to the Search page. (Figure 8).

Ø  Click the “Home” button to go back to Contractor/Vessel screen (Figure 2.3).

Ø  Click the invoice number to see the status and detail information of the invoice for Reimbursable Invoice (Figure 10) and for Fixed Invoice (Figure 11). 

 

 

-          All the invoices in the Status area are "read-only", and Contractors cannot modify the invoices.

 

 

 

 

 

 

 

Figure 10 (View Reimbursable Invoice Detail Page)

 

Ø  Click “Browse” button to attach a file and click on Submit. Allowable file types are: PDF, MS Word (.doc and .docx) and MS Excel (.xls and xlsx). Click “Back” button to go back to the invoice.

-          If the file or folder name is invalid, a window will open with the restricted characters (Figure 4).

-          If the file type is invalid, a window will appear with valid file types (Figure 4).

 

 

 

Ø  Click “Home” button to go back to Contractor/Vessel Page (Figure 2.3).

Ø  Click “Edit Invoice” button to go to (Figure 4) to update invoice. 

Figure 11 (View Fixed Invoice Detail Page)

 

 

Ø  Click “Back” button to go back to the invoice.

Ø  Click “Home” button to go back to Contractor/Vessel Page (Figure 2.3).

 

Ø  Click “Resubmit Invoice” button to go to (Figure 5) to update invoice.