0000 10/4/2016 1
Name – Delia Russell
Date – October 2016
How to Upload Charges for a
This process is only for Leidos Holdings SWIFT (ITS) &
MARS(ISS), MFC Tech Services(STS), Rotary & Missions
Systems(MS2) and Space Systems(SSC)
• 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)
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”.
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
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.
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
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.
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
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
“upload’ icon to
upload the file.
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.
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.
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.
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”.
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.
File Templates below for Leidos Holdings Swift(ITS) (top
example) and Leidos Holdings MARS(ISS) (bottom example)
File Templates below for MFC Tech Services(STS)
(top example) and Rotary & Missions Systems(MS2)
File Template below for Space
Systems Corporation (SSC)