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Invoice Processing Changes - Reminder: Effective 10/01/18

TO: DC Department of General Services (DGS) Vendors

SUBJECT: Invoice Processing Changes - Reminder: Effective 10/01/18, DGS will be implementing the citywide e-invoicing portal for processing all vendor invoices and payments in a phased approach.

 DGS is sending this notice to make sure all DGS vendors register with the DC Vendor Portal and understand the new procedures for invoice processing.

DGS vendors should register in the new DC Vendor Portal as soon as possible if they have not already done so. The DC Vendor Portal is an online system that allows vendors to view electronic purchase orders, submit invoices electronically, and track payments. To register your company and find other information regarding the DC Vendor Portal, including FAQ’s, see: https://vendorportal.dc.gov.

DC’s Office of the Chief Technology Officer and Office of the Chief Financial Officer have led the implementation of the city-wide DC Vendor Portal. If you have questions regarding registering, please call 202-741-5200 or submit an inquiry via https://vendorportal.dc.gov/ContactUs..

For training videos and other information regarding the e-invoicing process, visit: http://passhelp.dc.gov/e-invoicing.

All invoices for DGS purchase orders issued on or after 10/01/18 must be submitted via the new DC Vendor Portal.

 ***IMPORTANT INVOICE SUBMISSION DEADLINES AND INSTRUCTIONS ARE BELOW.***

Vendors who are working on projects funded with operating funds that have purchase orders issued prior to 10/01/18 will continue to upload their invoices in EASI Pay, or Prolog for construction service POs, until 10/15/18. These invoices must be submitted no later than 10/5/18 in EASI Pay or Prolog. Invoices submitted 10/6/18-10/15/18 will be accrued and may receive delayed payment.

Vendors who receive operating-funded purchase orders after 10/01/18 will utilize the DC Vendor Portal for submission of invoices and required supporting documentation.

The chart below summarizes the deadlines and systems for processing invoices.

Operating Funded POs PO Issue Date Last date for invoices to be submitted via EASI Pay/ or Prolog Date FY19 invoices must start to be submitted via DC Vendor Portal
All Operating Funded POs after 10/01/18 N/A 10/01/2018
All Operating Funded POs before 10/01/18 10/15/18 N/A

Vendors who are working on capital-funded construction projects that have purchase orders issued prior to 10/01/18 will continue to upload their invoices in Prolog until 10/31/18. Invoices submitted after 10/31/18 will automatically be rejected until the conversion is complete, then vendors will be required to use the DC Vendor Portal starting 11/19/18.

Vendors who receive FY19 capital-funded purchase orders issued effective 10/01/18 will utilize the DC Vendor Portal for submission of their invoices and required supporting documentation.

The chart below summarizes the deadlines and systems for processing invoices.

Capital Funded POs PO Issue Date Last date for invoices to be submitted via Prolog Invoices will be REJECTED until conversion is completed Date invoices must start to be submitted via DC Vendor Portal
Construction Capital Funds before 10/01/18 10/31/18 11/01/18 - 11/18/18 11/19/18
Construction Capital Funds after 10/01/2018 N/A N/A 10/01/2018

All invoices for purchase orders issued on or after 10/01/18 must be submitted via the new DC Vendor Portal.

Vendors unsure of the funding source, please contact the Program Management Office to obtain clarification ([email protected]). Generally, operating-funded POs will include the word ‘Operating’, or ‘Oper’ in the PO Title. Almost all POs not associated with construction services are funded with operating dollars. For all other operating-funded POs, please contact your Contracting Officer’s Technical Representative (COTR) or regular DGS point of contact to obtain clarification.