Have you ever placed an order on DOD EMALL, only to get an invoice from a vendor that doesn’t match your original purchase price? While all of your purchases may be made using your Government Purchase Card, the funds on DOD EMALL are distributed in two very different ways. Take a look at the symbols above:
“This supplier accepts Credit Cards”. This symbol appears by itself on items in which the vendor receives your credit card information. For items sold by SEVA Technical Services, the Contract # will display a GSA FSS (GSA Federal Supply Schedule) contract type. When we receive you purchase card information, we are responsible for charging your card, and you will receive and invoice from us reflecting the same pricing that was on your DOD EMALL order confirmation.
“This supplier accepts MILSTRIP Funds Code”. This symbol accompanies the Credit Card symbol above on items that fall under the MILSTRIP DLA Contract. For SEVA Technical Services items, the Contract # will display an IDIQ (Indefinite Delivery Indefinite Quantity) contract type. When you see this symbol, the vendor is not supplied with your Government Purchase Card information. Instead, DLA Contracting Services and DFAS control the funds taken from your purchase card. Once the order is shipped, vendors submit invoices through WAWF, Wide Area Work Flow, to obtain payment.
So, the reason the invoice you receive from SEVA may or may not match your DOD EMALL order confirmation depends on the distribution method. For products on the MILSTRIP contract, prices shown reflect a 10% DLA funding fee on top of our contract approved price. When we invoice WAWF for payment, they pay us our contracted price, retaining their 10% fee. As SEVA never sees those funds, your invoice in our system will be 10% lower than the price displayed on DOD EMALL.
In the picture above, if you were to purchase part number WRH1-O-SEV20, SEVA would charge your credit card for $23.65, as displayed on DOD EMALL, and your invoice from SEVA would reflect this. However, if you were to purchase A10B-W-SEV20, DLA would charge your card for $143.891. SEVA would receive $130.81 from WAWF, and DLA would retain $13.081. If you were to request an invoice from SEVA, it would only display $130.81 because that is our actual sale price for this item.
As of Dec. 2016, vendors are required to submit Milstrip invoices into WAWF/IRapt as a combo (invoice and receiving report). Even though your purchase may have been paid for with your GPC, as the buyer, you will need to accept receipt on the receiving report to insure your vendor is paid in a timely fashion by DLA.
As month end rolls around and you are starting to panic because your paperwork doesn’t match, review your order confirmations for any MILSTRIP purchases and you might find the culprit.
By Ashley McCallum