0000 10/4/2016 1

Name – Delia RussellDate – October 2016

How to Upload Charges for a

Miscellaneous Invoice

This process is only for Leidos Holdings SWIFT (ITS) &

MARS(ISS), MFC Tech Services(STS), Rotary & Missions

Systems(MS2) and Space Systems(SSC)

2

AGENDA

• Display of a VIP Miscellaneous Claims screen with an Upload

Charges section - an “Alternate way to enter Charges for Large

Claims” (Slide 3)

• Upload Mass Claims – Instructions (Slide 4)

• How to download a File Template (Slide 5)

• How to fill out the File (Slide 6)

• How to upload the File with the Data and complete the Process

(Slides 7 – 10)

• How to overwrite charges after an existing upload (Slide 11)

• Extra Notes (Slide 12)

• File Template examples for Business Units utilizing this process

(Slides 13 - 15)

3

Notice the section below in the VIP Miscellaneous Claims screen

that displays an Instructions and Download Template link. This is

the starting point of how to upload numerous lines of charges for a

claim. This section is called an “Alternate way to enter Charges for Large Claims”.

4

View the instructions link on how the process works in

creating the file and uploading it. It is very important to follow

the directions accurately.

Note: It is ok to save the

file first in the .xls or .xlsx

format. However when it is

ready to be uploaded, you

must save it in the .csv

format as mentioned in the

instructions.

5

To get a File Template, click the Download Template

link. Remember it must be saved as a .csv before it

is uploaded. Below is an example of the blank template file with

the titles only for the Leidos Holdings MARS PO’s. See slides 13 - 15

for the other applicable business unit file templates.

6

The example below is a file with charge

information. Same rules apply as the online

edits do for these fields. Review

“Instructions” page for clarification for all

fields.

Notice the Supplier ID (NA ID or

P2P ID which begins with EX_

needs to be entered versus the

last name, first name. Cannot

use an Exostar ID format.

WO field

does not

accept

leading

zeroes.

Will need

to be

corrected

online.

However

--------

If file is saved not as a .csv, then

format the WO field as text, enter

your data. Once totally complete

with entire file, save the file as .csv

and close it immediately & do not

reopen. So once the .csv file is

uploaded it will retain the leading

zeroes.

7

Noted by the red arrow below, the file has been selected after clicking

the Browse icon.

Click the Upload icon to upload the file.

This pop up

window will

display after

clicking the

“upload’ icon to

upload the file.

8

Notice the file has been uploaded with the charge information highlighted in

yellow below. Read the message at the top of screen noted by a green arrow.

However before clicking “Save”, the required fields at the top of the screen

highlighted in the Red rectangular area need to be entered if data has not already

been keyed in these fields before the upload. Also correct any other data bottom

half of the screen that may need to be changed.

9

Notice all data is entered where applicable and now ready to click “Save”. The

system will now validate the normal online edits.

If any additional changes are required, the system will provide the message.

NOTE: Attachments have not been uploaded in this example however can be

updated later before it is Processed.

10

All edits were successful and the claim is now inserted. Proceed with

the final step of clicking the “Submit for Approval” icon to send the

invoice to the Approver for approval. This completes the process of How to Upload Charges

for a Miscellaneous Invoice.

11

This slide is displaying that an upload can be redone. It will

over-write the existing data as noted by the pop up window. Once the new file is uploaded, proceed again to click the ‘Save’ icon.

Once successful and completed, click “Submit For Approval”.

12

Extra Notes:

Keep in mind if the line item or charge number is fixed in the

invoice screen and if the file that is uploaded has a different

line item or charge number than what is in the screen, the

system will only upload the other data in other fields.

If a Miscellaneous Claimer or DE role user has billing

accounts for more than one business unit, they must notice

there will be different types of file templates and to upload

the correct one for that billing account, otherwise they will

get an error that can look like this below.

13

File Templates below for Leidos Holdings Swift(ITS) (top

example) and Leidos Holdings MARS(ISS) (bottom example)

14

File Templates below for MFC Tech Services(STS)

(top example) and Rotary & Missions Systems(MS2)

(bottom example)

15

File Template below for Space

Systems Corporation (SSC)