Acceptors

The first, and most important, long term condition you must strive for is to insure that you, your Contracting Officers, and your vendors, are all on the same page! This insures that your processes will flow smoothly, with the contracting officers specifying what documents should be submitted by the vendors when they submit documents that require a Receiving Report. This will insure you as the Acceptor, get a notification when the submission is made; this will insure you can respond in a timely manner, thus insuring the vendor will get paid in a timely manner; and you will not incur costs to your budget! Remember, if only an invoice is submitted by the vendor, YOU GET NO NOTIFICATION! When you get contacted by a contracting officer, remember this is not your fault, that the vendor did not submit a proper document to insure your notification. You MUST convinve the Contracting Officers to require submission of the appropriate document (2n1, combo) when a receiving report is required. This will insure you do not incur costs from any delay.

Note that when you receive something, you should check WAWF to see if anything has been submitted that shows up in your "Access Acceptance" folder. If so, respond appropriately. If not, have the contracting officer determine if it was required by contract, and have the COR advise the pay office to reject for incorrect submission; if so, process acceptance as normal. If the contract did NOT require it, but should have, make that point to your COR for future process improvement, and process a Receiving Report in WAWF, based on the Invoice.