last updated: february 1, 2020 created: september 03, 2014 ......upload invoice data zero invoice...

Federal Acquisition Service

U.S. General Services Administration

Contract Payment Reporting Module (CPRM)Introduction for Contractors

Training Module for CPRM Contractor UsersCreated: September 03, 2014

Last Updated: February 1, 2020


Quick Navigation Purpose of this Training

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This training provides a high-level overview of the CPRM system for Contractors (Industry Partners)Focus:▪ Accessing the System▪ Understanding the User Role▪ Overall CPRM Workflow▪ Definition of All Features▪ High-level ‘How to’ for features of particular importance to

Contractors▪ Where to Find More Help

▪ Purpose▪ Background▪ System Access▪ User Role▪ Workflow Diagrams▪ Feature List

How to…▪ Welcome Page▪ Order Data Package▪ Enter Order Data▪ Enter Order Mod Data▪ Search Orders▪ Enter Invoice Data▪ Upload Invoice Data▪ Zero Invoice Data▪ Estimated CAF ▪ Enter a CAF Payment▪ Pay CAF with Pay.gov▪ View a CAF Payment▪ Search CAF Payments▪ Enter IP Contacts▪ Search IP Contacts▪ CAF Reconciliation▪ More Help Resources▪ Glossary


Quick Navigation Background

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The CPRM was designed to: ▪ Meet the reporting requirements of stakeholders:

• Office of Management and Budget (OMB)• Customers such as Office of Strategic Programs requirement

for Prices Paid Analysis▪ Track Obligations▪ Track RevenueWhat this means to Industry Partners:▪ Streamlined reporting capabilities▪ Reduced manual data calls and other task order activity

reporting▪ Track payment status




Quick Navigation How to Access the CPRM System

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All users access the CPRM system at the ASSIST Portal▪ URL: https://portal.fas.gsa.gov/web/guest▪ All users must have an ASSIST user account with access to

the CPRM system To register for a new ASSIST user account, users may self-register at the URL above▪ Select menu option: Registration – Register ContractorTo add CPRM access to an existing ASSIST user account, edit your account profile and request additional access to CPRM▪ Your company POC for ASSIST Registration must approve the

role requestContact the AASBS Helpdesk for assistance at [email protected] or 1-877-472-4877



https://portal.fas.gsa.gov/web/guest

mailto:[email protected]


Quick Navigation Contractor CPRM User Role

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User selects ‘RBA: CPRM’ on registration profile

▪ This role enables the user to accomplish the following activities:

▪ View / Add / Edit Company Contact Data in CPRM▪ View / Add / Edit Orders and Order Mods▪ View / Add / Edit Invoice Data and Zero Invoice Data▪ View / Add / Edit Contract Access Fee (CAF) Payment Data

▪ User has access to data associated to their company’s contracts that are supported in the CPRM.




Quick Navigation Overall CPRM Workflow

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explain… Each ‘swimlane’ in this diagram provides the basic workflow steps expected of each user type.

explain…Customer: The contracting point of contact who signs the award document for the task order, i.e. Ordering Contracting Officer (OCO)

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GSA: The program office that manages the IDIQ program.

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Contractor: The person(s) who manage the task order, invoice data and CAF Payment reporting for their company in CPRM.


Quick Navigation Contractor (Industry Partner) Workflow

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This diagram details the Contractor’s workflow and how it corresponds to activities that occur outside of the CPRM.

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The CPRM system includes a custom link to the U.S. Treasury’s Pay.gov system via the ‘Pay’ button.

It is important to use the CPRM ‘Pay’ button to remit your CAF Payment because the system links your payment information to your contract number and other pertinent data in CPRM.

With the correct contract number and other data associated to your payment, the GSA’s systems and processes function most efficiently.


Quick Navigation Feature List (slide 1 of 3)

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Welcome page

Order Data Package

Orders

▪ Orders Awarded in ITSS

▪ Order Data

▪ Order Modifications

▪ Search Orders



more… Provides access to Action Items, System Announcements, Release Notes, Reports, and other links.

more… A method to view a list of all company orders in the system. Provides filter and sort functionality. Click on order number to view details.

more…Use this form to report task orders. Provides a view of order details, modifications, invoice data, applicable CAF rate rules and CAF payments for the order.

more… Use this form to enter order mod data when mods are awarded.

more…

When orders are awarded in ITSS on a contract that is tracked in the CPRM, the order data will be automatically populated in the CPRM.

more…A single view of the order and all reported data about the order, including mods, invoices and CAF payments.



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Invoice Data

▪ Invoice Data Form

▪ Estimated CAF Amounts

CAF Payments

▪ CAF Payment Data Form

▪ Pay.gov

▪ Search CAF Payments

▪ CAF Payment Reconciliation



more…A method to view a list of all your company’s CAF Payments in the system. Provides filter and sort functionality. Click on voucher number to view details.

more…Each night the system imports GSA General Ledger (GL) data related to CAF payments. A set of business rules match the actual (GL) payment data to CAF payments reported by contractor users in the system. When a match is made, the CAF Payment Data form is updated from ‘Pending’ to ‘Reconciled’.

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Use this form to report CAF Payments. The form enables you to report a total dollar amount, then allocate that amount to the individual task order(s) for which the payment applies.

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Once you complete the CAF Payment Data form, you may remit payment to the GSA via the Pay.gov payment form. Currently, this method enables a user to submit a payment using electronic bank transfer (i.e. the Automated Clearing House (ACH)).

more… The system calculates the estimated CAF amounts per invoice and displays data in Order Data Invoice table.

more…

Use this form to report invoices or zero invoice records per order. The system offers a method to enter data manually or upload invoice data via CSV or Excel files. Zero invoice records alert program managers that there will be an intentional gap in invoice data reporting.



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CPRM Communications

▪ CPRM Industry Partner Contact Form

▪ Search CPRM Industry Partner Contacts



more…

A method to view a list of all your company’s contacts the CPRM system. Provides filter and sort functionality. Click on a contact Name to view details.

more…Use this form to set up to three contact persons for each of your company contracts supported in the CPRM. GSA Program Analysts will use these contacts when there is a need to reach out to you about your data in the CPRM system.


Quick Navigation Welcome Page

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The Welcome page is the main access point to the CPRM. It provides menu options appropriate for each user’s role, action items for the user, system announcements, links to training modules, reports and other resources.

How to access this page: click on the CPRM tab

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Contractor users view action items related to your company’s orders.• Access a form by clicking the blue link in

left-hand column.• Sort: by clicking a column header.• Paginate or display more on page: by

clicking the controls below the table.

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Each portlet provides links to different information.

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This portlet provides access to reports. Additional reports are built upon request.

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The system presents appropriate menu options to users to match their role. This screenshot displays the CPRM Contractor menu options.

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The CPRM tab opens the Welcome page.

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The Training Portlet provides access to training material on the CPRM.


Quick Navigation Order Data Package (slide 1 of 2)

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The Order Data page enables users to view the task order detail and all pertinent information about the task order.

How to access this page: menu option Orders 🡪 Search Orders, click an Order Number

explain… The top portion of the form provides the high-level details about the task order.

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The Period of Performance (POP) reflects the task order’s awarded period of performance, not including unexercised option years.

It is determined as follows:Start Date is the start date from the initial, original task order award.End date is the end date entered on the latest order modification.

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The Estimated Ultimate Completion Date reflects the task order’s awarded period of performance plus all option years. This date must be equal to or later than the POP End date.

explain… The Initial Obligated/Funded Amount is the amount awarded on the original task order award and does not include unexercised options.

explain…The Total Obligated/Funded Amount is the sum of the initial Obligated/Funded amount plus all order modification amounts. Order modifications may increase or decrease the Total Obligated/Funded Amount depending on the type of modification.

explain…The Total Estimated Value is the Total Obligated/Funded Amount plus the amount of any unexercised options anticipated over the life of the task order. It should be equal to or greater than the Total Obligated / Funded Amount.

explain…The Invoice Data Amount is the sum of all invoices reported in CPRM for this task order.

explain…This section of the form provides information about the Agency OCO assigned to the task order and other data about the OCO’s Organization, Issuing Agency/Bureau, Receiving Agency/Bureua, Subcontracting, Place of Performance, and Attachments.


Quick Navigation Order Data Package (slide 2 of 2)

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The Order Modifications table displays the modifications that are reported on the task order. Contractors should report all task order modifications in the system. A user may enter new Order Modification Data by clicking the blue ‘add’ link above the table or may view an existing order modification data form by clicking a link when data appears in the table.

The Invoice Data table displays all the invoices that are reported in the system for the task order. A user may enter new Invoice Data by clicking the blue ‘add’ link above the table or may view an existing invoice by clicking the blue link in the Invoice Data # column. The system will calculate the Estimated CAF Amount per

invoice and will provide the sum below the table.

The table below displays the CAF Rate rules that apply to this task order. Any periods of time within the task order’s POP for which no rule applies will be identified as ‘Undefined’.The table above displays all of the CAF Payment vouchers

where this task order has been identified as included in the total amount. The Payment Amount column indicates the amount of the total voucher that was allocated to this task order.

The Total Amount reflects the sum of all CAF Payments made for this particular task order, excluding Rejected payments .

Scroll down on the Order Data form to view additional data associated to the task order.


Quick Navigation How to Enter Order Data

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The Order Data page enables you to report your task orders. The form functionality is customized based on the type of contract upon which the task order is awarded.

How to access this page: menu option Orders 🡪 Enter New Order Package

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Start by selecting the contract number associated to the task order award.Always use your contract number in correspondence with the helpdesk

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Tool tips will appear to the right-hand side to help you enter the correct information into the form field.

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Some fields may change based on your contract selection.

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Enter the Period of Performance start and end dates associated to the initial funded award.

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Click the ‘Guide Me’ link to access the Help Document for the form.


Quick Navigation How to Enter Order Mod Data

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The Order Mod Data form enables you to report the changes to the task order as reflected on the modification award document.

How to access this page: on Order Data page, click the ‘add’ link above the Order Modifications table

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The Period of Performance reflects the overall order’s performance start and end dates. If the modification extended or shortened the overall period of performance, edit the end date to accurately reflect the end date for the order.

explain…Enter a short description on the nature of the mod.

explain…Enter the increase/decrease to the awarded, funded amount as reflected on the modification award document. The amount should not include un-exercised options.explain…The Total Estimated Value is automatically updated to match the Total Obligated/Funded Amount when a mod increases the Total Obligated/Funded Amount beyond the previously entered Total Estimated Value. This value may be edited on the Order Data form, if needed.


Quick Navigation How to Search for Orders

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The Search for Order Data page enables you to access orders on contracts related to your company / user account permissions.

How to access this page: menu option Orders 🡪 Search Orders

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You can display more rows on the page using this selection.

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You can access Order details by clicking on the order number link.

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You can sort the table contents by clicking on the arrows for each of table headings.

You can paginate through the data by clicking on a page number or First / Last.

You can use the filter options at the top of the form to limit the results in the table below. Enter or make selections and click the Search button.


Quick Navigation How to Enter Invoice Data

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The Invoice Data form enables you to manually report the invoices submitted to your customer on this task order.How to access this page: on Order Data page, click the ‘add’ link above the Invoice Data table; select ‘Invoice Data’Alternate access: menu option Invoice Data 🡪 Enter New Invoice Data; select ‘Invoice Data’

explain…Select to designate that you are entering Invoice Data.

explain…Enter the date associated to the invoice. Note that the date must be greater than or equal to the POP start date and less than or equal to the current date. Please note the instructional text on the form.

explain…This feature enables you to upload invoice line item data directly onto the form for a single invoice. The data must be formatted in a specific manner. More information about this can be found by clicking the Guide Me link at the top of the page.explain…

Use the line item table to report your invoice line items.

explain…Click the ‘Add Line Item’ button to add new line items.

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Click the ‘Guide Me’ link to access the Help Document for the form.

Import Invoice Line Items - Click this link: CPRM Help Document for access to the templates and more information.

https://web.itss.gsa.gov/itss/v41_helpdocs.nsf/helpguideme/CPRMImportLineItems?OpenDocument


Quick Navigation Upload Invoice Data from Excel / CSV

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▪ Data must be formatted in a Microsoft Excel or Comma Separated Value (CSV) file in accordance with a template.

▪ Click this link: CPRM Help Document for access to the templates and more information.



The Upload Multiple Invoices (Upload Package) form enables you to upload invoices for one or more orders at one time.

How to access this page: menu option Invoice Data 🡪 Upload Multiple Invoices (Upload Package)

Explain…

Click the Upload Multiple Invoices menu option to access the form.

Explain the process…

https://web.itss.gsa.gov/itss/v41_helpdocs.nsf/helpguideme/CPRMMultipleInvoices?OpenDocument


Quick Navigation Zero Invoice Data

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The Zero Invoice Data form enables you to report time periods for which there will be no invoices reported in the system.

How to access this page: on Order Data page, click the ‘add’ link above the Invoice Data table; select ‘Zero Invoice Data’Alternate access: menu option Invoice Data 🡪 Enter New Invoice Data; select ‘Zero Invoice Data’

Explain…

Select the reporting year and period for which there will be no invoicing for your task order(s).

Explain…

By submitting a Zero Invoice Data report for a period of time for which there will be no invoicing by your company on your task order, you are letting the GSA program office know that the absence of reported invoice data is intentional.

When there are time gaps in Invoice Data reported, and if no Zero Invoice Data report is submitted, the program office may contact you about the deficiency in invoice reporting.


Quick Navigation Estimated CAF Amounts

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Each task order will have a set of applicable CAF Rate rules displayed on the Order Data Package.The system will calculate* the Estimated CAF Amount for each invoice by finding the applicable rule that is active for the Invoice’s Remit or Paid Date.The value is an estimate. Contractors are responsible for calculating and paying CAF per their contract award document.



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* OASIS and OASIS SB Orders have the Estimated CAF calculated only on the Invoice Form and present the reported amount from the invoice in this field on the Order Data form.

Invoice’s Remit or Paid Date Estimated CAF Amount per invoice


Quick Navigation

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How to Enter CAF Payment Data

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The CAF Payment Data form enables you to report your CAF Payments for each of your Task Orders reported in the system.

How to access this page: menu option CAF Payments 🡪 Enter CAF Payment Data

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Select your company. If you are supporting multiple divisions in your company, you will select one entry from multiple options.

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Select the contract family for which you will be making the CAF payment. Once you select an option, the CAF Payment Allocations table will populate with all your task orders for which there is invoice data.

explain… Enter the date that corresponds to when you will submit the actual payment.explain…

The Voucher Number is a way for you and the GSA to communicate about a payment. Example of a Voucher Number might be ‘1st QTR 2014’ or some type of payment tracking ID.

explain…The Total CAF Payment Amount should be the exact amount that you will remit to the GSA for this payment.

explain…Additional task orders may be added to the Allocations table using this Add feature. Start to type a Task Order number and the system will find matches. Select the correct match and click Add.

The Total CAF Payment Amount must be fully allocated to one or more task orders in the allocation table. The allocated amounts are entered in the Amount Allocated column.

Click the Red X to remove a row from the report.

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Click Submit to save your changes.Click Cancel to dismiss the form without saving any changes.


Quick Navigation How to Pay CAF using Pay.gov

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The Pay button enables you to remit your CAF payment to the GSA using the U.S. Treasury’s Pay.gov system.▪ Pay button appears after you submit the CAF Payment Data

form▪ Pay button appears on pending CAF Payment Data forms▪ Process:

▪ Pay.gov payments are done by electronic bank transfer.

▪ Click the link: CPRM Help Document for more information.



Show me…

Show me…

https://web.itss.gsa.gov/itss/v41_helpdocs.nsf/helpguideme/ProcessPayCAF?OpenDocument


Quick Navigation How to View CAF Payment Data

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explain… The top-level data provides basic information about the CAF Payment.

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One or more task orders that are paid on a single CAF Payment comprise the CAF Payment Allocations table.

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CAF Payment Reported value reflects the total CAF amount that the contractor has reported for the task order in the CPRM, excluding Rejected CAF Payments.

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explain…CAF Payment Received value reflects the total CAF amount that the GSA has received from the contractor and that has reconciled with CAF Payment Data reported for the task order in the CPRM.

Click Edit to edit the data on this form.Click Cancel to close this form.

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CAF Payment Amount value reflects the total CAF amount that the Contractor reported for this particular CAF Payment Data form for the task order.

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The system captures the creation and edit history and presents it at the bottom of each form.

The CAF Payment Data form enables you to view the task orders that the total CAF payment amount covers.

How to access this page: on Order Data page, click on the Voucher Number link Alternate access: menu option CAF Payments 🡪 Search CAF Payments, click a Voucher Number


Quick Navigation How to Search CAF Payments

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You can access CAF Payment details by clicking on the voucher number link.

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The Remit Date is the date that the contractor user entered on the CAF Payment Data form. It should be the date the payment was made. When it is +/- 3 days from the date the payment was received by the GSA, the payment will reconcile with the GSA General Ledger.

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The Payment Amount reflects the Total Payment Amount made by your company on a single voucher.

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A CAF Payment may have the following Status settings:• Pending – payment has not yet

reconciled with a General Ledger entry• Reallocation – a net $0.00 entry used to

reallocate CAF from one task order to another task order

• Reconciled – payment has matched to a General Ledger entry

• Rejected – payment made via Pay.gov was rejected

The Search for CAF Payments page enables you to access only CAF Payments made on contracts related to your user account permissions.

How to access this page: menu option CAF Payments 🡪 Search CAF Payments


Quick Navigation CAF Reconciliation

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Actual payment data is imported to the CPRM system from GSA General Ledger each night.The actual payment data is matched to the CAF Payment Data forms.▪ When matches are made, the system updates the CAF Payment

Data form status to ‘Reconciled’.▪ When there is no match, the system sets the CAF Payment Data

form status to ‘Pending’.▪ If a payment made via Pay.gov is rejected for any reason, the

system sets the CAF Payment Data form status to ‘Rejected’. ▪ If the GSA needs to assist a company in reallocating CAF paid for

one task order to another task order, the status of the entry will be ‘Reallocation’.

Matches are made on the amount and date reported on the CAF Payment Data form. ▪ The amount on the form must exactly match the actual payment.▪ The date on the form must be within 3 days of the actual payment.




Quick Navigation How to Enter Industry Partner Contacts

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The CPRM Industry Partner Contact form enables you to identify your company contact people for each of your company contracts supported in the CPRM. The GSA will reach out to these contacts when questions arise about data in the system.

How to access this page: menu option CPRM Communications 🡪 Search Industry Partner Contacts 🡪 Add button

explain…Enter the contact person name.

explain…Select the contract for which this person is a contact. Always use your contract number in correspondence with the helpdeskexplain…

Select the role for the contact person. explain… Enter the phone number and email address for the contact. You may enter a group email address, if desired.

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Click Submit to save your changes.Click Cancel to dismiss the form without saving any changes.


Quick Navigation How to Search CPRM IP Contacts

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You can access contact details by clicking on a name..

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The Role should reflect the role for the contact person on the contract. You should enter at least one contact person for each contract and you may enter a maximum of three contacts. You should enter the name of the person who has been submitted to your contracting office as the official POC; for example, this may be a Program Manager or Contract Manager at your company.

The Search for CPRM Industry Partner Contact form enables you to view all your company contact people for each of your company contracts supported in the CPRM.

How to access this page: menu option CPRM Communications 🡪 Search Industry Partner Contacts 🡪 Add button


Quick Navigation More Help Resources

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More Help Pages are available in the CPRM by clicking the “Guide Me” link at the top of each page.

By opening the Help Document system, you may also access other CPRM Help Documents using the ‘Tell Me About…’ tab.




Quick Navigation Glossary

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Term Definition

AASBS Assisted Acquisition Services – Business Systems

ACH Automated Clearing House

AGF Associated Government Fee

ASSIST Assisted Services Shared Information SysTem

CAF Contract Access Fee

CLIN Contract Line Item Number

CPRM Contract Payment Reporting Module

GWAC Government-wide Acquisition Contract

GL General Ledger

IDIQ Indefinite Delivery Indefinite Quantity

ITSS IT Solutions Shop

IP Industry Partner

MAC Multiple Award Contract

OASIS / OASIS SB One Acquisition Solution for Integrated Services; SB: Small Business

OCO Ordering Contracting Officer

OMB Office of Management and Budget

Pay.gov A U.S. Treasury application that enables U.S. government agencies to accept payments via electronic bank transfer or credit card.

PCO Procuring Contracting Officer

POP Period of Performance

REX Remittance Exchange. Another method for contractors to remit payments to the U.S. Government