IMPORTANT MESSAGE TO DLA SUPPLIERS 

USING EDI TO SUBMIT FAST PAY INVOICES 

Connecting Suppliers with DLA

THELINK

Issue 3

January 2017

Upcoming Events:

Mark your calendars!

The Training, Knowledge, and 

Opportunities FREE Seminar has 

the following dates currently 

scheduled for CY 2017:

 March 21-22, 2017

 May 16-17, 2017

 June 20-21, 2017 PTAC

 September 12-13, 2017

 November 7-8, 2017

Registration coming soon!

https://

landandmaritimeapps.dla.mil/

news/events/tko/

DFAS COLUMBUS OPEN HOUSE 

DFAS Columbus is holding a 

Contractor Open House 

January 24-26, 2017. For more 

information, go to http://

www.dfas.mil/

contractorsvendors/

upcomingevents/

openhouse.html

www.dla.mil

www.facebook.com/dla.mil

www.twitter.com/dlamil

www.youtube.com/user/

dodlogisticsagency

Effective the weekend of January 7, 2017, the Wide Area 

Workflow (WAWF) system will be updated to change the way 

Fast Pay invoices are processed. WAWF version 5.9 invokes a 

requirement to submit a receiving report with the Fast Pay 

invoice. This is a change to prior functionality, which did not 

require a receiving report at time of invoice submittal. Going forward, suppliers 

who submit EDI 810 (Invoice) transactions to WAWF will need to first submit an 

EDI 856 (receiving report) transaction or optionally submit an EDI 857 (combo 

invoice and receiving report) transaction. Suppliers who choose to submit the 

combo transaction should also be prepared to submit EDI 810 and 856 

transactions in the event either the invoice or receiving report fails and requires 

resubmission.

More information concerning the WAWF change is located at 

https://wawf.eb.mil/. Click on the Help/Training box at the upper right hand 

corner of the screen. EDI or FTP User Guides are located in Help – System 

Information. EDI User Guides useful for this implementation are Appendix A (810) 

Invoice, Appendix N (856) Receiving Report, and Appendix Q (857) Receiving 

Report Combo. Other useful information is available from this site including Web 

Based Training.

If a supplier needs assistance with EDI transaction implementation, they are 

directed to contact the WAWF Helpdesk in Ogden, Utah at (866) 618-5988. Select 

option 1 (iRAPT Assistance), then option 2 (Vendor User), then option 3 (Technical 

Support). The supplier should have their CAGE code and WAWF (iRAPT) user ID 

available for the Helpdesk. The supplier should request the helpdesk open a 

ticket for EDI testing with the Joint Interoperability Test Command (JITC). A JITC 

point of contact will be assigned to assist with testing and will contact the 

supplier. Note: It is recommended the supplier contact the WAWF Helpdesk via 

phone versus email to receive faster assistance. 
The Procurement Technical Assistance Program was established to expand the number of businesses capable of 

participating in government contracts. The program is administered by DLA's Office of Small Business in cooperation 

with states, local governments and nonprofit organizations. Under the program, Procurement Technical Assistance 

Centers (PTACs) help businesses pursue and perform under contracts with the Department of Defense, other federal 

agencies, state and local governments and with government prime contractors. Most of the assistance the PTACs 

provide is free. PTAC support to businesses includes registration in systems such as the System for Award 

Management (SAM), identification of contract opportunities, help in understanding requirements and in preparing 

and submitting bids. To learn more about PTAP, visit http://www.dla.mil/HQ/SmallBusiness/PTAP.aspx.

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The Vendor Shipment Module (VSM) is a web based 

transportation system designed to provide suppliers 

with the most up-to-date address and routing for their 

Defense Logistics Agency (DLA) issued contracts. When 

a contract is free on board (FOB) destination, a military 

shipping label (MSL) will be provided and transportation 

arrangements will need to be scheduled and paid for by 

the vendor. If the contract is FOB origin, the government will be responsible for the transportation. In 

addition to the MSL on an origin contract, the supplier 

will also receive either their small parcel carrier label or 

the bill of lading (based on weight, dimensions, girth, 

etc.). The supplier will also receive a commercial invoice 

to move the shipment through customs when necessary. 

Suppliers do not require anything fancy to utilize VSM, 

just a personal computer, laser or thermal printer, and 

Internet Explorer. VSM can support multiple ship from 

locations and provides system security through the DLA 

firewall by providing secure login and passwords. Some 

of the benefits to using the system are: no costs to 

suppliers who utilize the system, in-transit visibility on 

FOB origin shipments, helping to reduce the amount of 

returned shipments (as VSM includes the most up-todate addressing logic), and VSM sends advanced notices 

to the aerial ports, consolidation and containerization 

points (CCPs), which reduces the amount of frustrated 

freight. 

Overall, this reduces the customer wait time for the 

warfighters.

At this time, VSM is only mandatory on First Destination 

Transportation (FDT) contracts, however, it is highly 

encouraged you utilize the system. If you are not signed 

up for VSM, you can go to https://vsm.distribution.dla.mil

to access VSM. You can then click on the “New Vendor 

Application” button on the left hand side. This will bring 

up the application screen, which should take no more 

than 5 minutes to complete. The application will be 

reviewed and approval will be sent within 48 hours. Once 

you have received your user ID and password, you will 

join thousands of suppliers currently saving time and 

labor by using this system to create MSLs for all their DLA 

purchase orders. We also offer training and support for 

this website, so please give our office a call if you have 

any questions.

VSM agents are in the office from 6am-5pm Eastern time 

and can be reached at (800) 456-5507 or 

delivery@dla.mil. In May of 2015, DCMA came on board 

with VSM to process the DLA issued, DCMA administered 

contracts. If your contract is administered by DCMA, you 

will contact the St Louis office for assistance in VSM. They 

are in the office from 6am-4:30pm Central time and can 

be reached at (314) 331-5573 or 

vsm.shipments@dcma.mil.

Vendor Shipment Module 

The Procurement Technical Assistance Program (PTAP)

Did You Know? 

Windows 10 does not come with Adobe Acrobat. 

You will need to download in order to view DIBBS 

pdf files. 
#10 Not packaged to the quantity unit pack (QUP) specified in the contract

#9 Electrostatic sensitive material shipped in non-conforming packaging

 

 

 

#8 Non-conformance to wood packing material requirements (ISPM 15)

#7 Materials received not package to the requirements specified in the contract (method of preservation)

#6 Shipping documents missing, incomplete or illegible

#5 Missing bare item markings (MIL-STD-130)

#4 Shipping material before the DCMA quality assurance representative signs acceptance (inspection and 

acceptance at origin/source)

#3 Shelf life marking omitted or incorrect

#2 MIL-STD-129R labels omitted or missing required elements

#1 No invoice submitted in WAWF

Other Tips & Suggestions:

 Contact your contract administrator

 Maintain up-to-date point of contact information in the Central Contractor Registry (CCR)

 Retain and make available proof of delivery (carrier tracking) information

 Recommend placing shipment commercial tracking numbers in Wide Area Work Flow (WAWF) receiving 

report

Helpful Websites:

https://assist.dla.mil/ — copies of military standards

https://wawftraining.eb.mil/ — online training for WAWF

http://www.acq.osd.mil/log/sci/rfid_FAQs.html — information on DoD’s radio frequency identification markings

Top 10 Reasons Supplier Payments are Delayed

Non-conforming packaging 

example

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Suppliers with DCMA administered awards can find phone number and email contact information for their DCMA 

POCs by visiting the DCMA website at www.dcma.mil. Select the “Customer” tab followed by the “Contract 

Management Team (CMT)” link. Enter your CAGE code or contract number and select “Search”. The CMT 

information includes phone numbers and email addresses for your ACO (administration contracting officer) and 

your QAR (quality assurance representative – if origin inspection, the QAR performs inspection of supplies).

At DLA Land and Maritime Post Award, customer service to our internal and external customers is our goal. The 

Post Award Request (PAR) system provides us the tool used to track and have oversight of these requests. One of 

the most common causes of delays we have identified is not sending the request through DIBBS or to the group 

email address listed in Block 6 of the award. There are multiple ways to submit a request. Here is some more info 

on how to submit a request: 

Quickest service option: Please submit a PAR via the internet at https://www.dibbs.bsm.dla.mil.

Group email address: Submit your request via email at the group email address located in Block 6 of the 

contract or purchase order in question (the person listed in Block 6 is not necessarily the person who will 

be working the issue or they may be out of the office).

For MARITIME orders (SPE7M): All Land and Maritime orders have the same number, (614) 692-9745. This 

provides a single point to contact by phone; however, this phone number is available for voicemail only. 

Voicemails are being checked throughout the day and a post award request will be assigned for your 

concern, if necessary. To better serve you, please provide detailed information including your name, 

contact information, the purchase order or contract number, the National Stock Number and a brief 

description of the issue.

For LAND orders (SPE7L): Please use the information in Block 6 for the group email address and phone. 

DCMA Contact Information

Post Award Requests (PARs) Reminders

Are you experiencing 

DIBBS Certificate Issues?

We have a solution! Please contact the DIBBS Helpdesk 

at dibbsbsm@dla.mil to receive detailed instructions and 

downloadable DIBBS root certificate files to resolve your 

issues.

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