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e‑GOS NITAAC User Guide

Manage NITAAC Finances

Users assigned to the NITAAC Finance User role track payments and other items in e‑GOS. See the following for more information about specific tasks:

To Add Payment

  2. Click the checkbox Screenshot of a checkbox, which is unselected. It is unfilled, with a blank white center, and has dark grey borders. next to the order.

    Screenshot of the Payments Needed View for NITAAC Finance Users.

  3. Click Add Payment(s), the Add Payment(s) for Contract Holder appears.

    Screenshot of the Add Payments page for Contract Holders.

  4. Select the Payment Received Date.

  5. Select Partial Payment or Full Payment

    Note

    If you select Full Payment , the Payment Amount fills automatically.

    If you select Partial Payment, you must manually enter the amount of the payment in the Payment Amount.

  6. Enter the following information:

    • Payment Date

    • OFM Credit Date 

    • Pay.gov Reference Number 

    • Comments 

  7. Review the payment details, then click Save. The payment moves to the Payment History.

To Adjust Payment

  2. Click the checkbox Screenshot of a checkbox, which is unselected. It is unfilled, with a blank white center, and has dark grey borders.next to the order.

  3. Click Adjust Payment, the Adjust Payment for Order XX, MOD XX appears.

    Screenshot of the Adding Payment pop-up.

  4. Enter the following information:

    • New Payment Amount

    • Reason for Adjustment

    • Comments

  5. Review the payment details, then click Adjust Payment. The Payment Needed page appears with the new Payment Amount.

To Add Credit

When a Finance user creates a request to add credit to a Contract Holder account, a NITAAC Contracting Officer for the GWAC reviews and approves it before the credit is available. Only a Finance User can add a credit request. Only a NITAAC Contracting Officer can review and approve the request.

For information about managing credit requests, see Manage Credit Requests.

For information about approving a credit request, see To Approve a Credit Request.

For information about rejecting credit requests, see To Reject a Credit Request.

  2. Click the plus sign (+) next to Available Credit. The Adding Credit pop-up appears.

    Screenshot of the Adding Credit page.

  3. Enter the following information:

    • Pay.gov Reference Number

    • Payment Date

    • Credit Amount

    • OFM Credit Date (Optional)

    • Comments

  5. Click Submit for Approval. The e‑GOS system notifies the Contracting Officers.

To Apply Full Credit to Payment

  2. Click Payments Needed. The payments needed order list appears.

    Screenshot of the Payments Needed View for NITAAC Finance Users.

    Note

    • Available credit must be greater than $0

    • Applicable payments have a Apply Full Credit link

  3. Click Apply Full Credit for an applicable payment. The Confirm pop up appears.

    Screenshot of the Confirm Credit popup.

  4. Click Confirm

    Note

    • The payment is moved to Payment History.

    • The Available Credit balance is adjusted.

  5. Repeat with additional applicable payments.

To Apply Partial Credit to Payment

  2. Select the checkbox Screenshot of a checkbox, which is unselected. It is unfilled, with a blank white center, and has dark grey borders. next to the order that you want to add partial credits to.

    Tip

    You can only add partial credit to a single order at a time.

    Screenshot of the Payments Needed View for NITAAC Finance Users.

  3. Click Add Payment(s), the Add Payment(s) page appears.

    Screenshot of the Add Payments page for Contract Holders.

  4. For each order, do the following:

    • Select the Payment Received Date

    • In the Payment Type drop-down list, select Partial Credit

    • Enter the Credit

  5. Select the Payment Received Date.

  6. In the Payment Type drop-down list, select Partial Credit.

  7. Enter the Credit Amount.

  8. Enter the following information:

    • Payment Date

    • OFM Credit Date 

    • Pay.gov Reference Number 

    • Comments 

  9. Review the credit details, then click Apply Payments. The payment moves to the Payment History.

To Review Payments

  2. Click Payments History. The payments history list appears.

    Screenshot of the Contract Holder Details Payment History Tab.

  3. Click View Ledger for the desired order. The View Ledger pop-up appears.

    Screenshot of the View Ledger Pop Up for the NITAAC Finance User.

  4. Click the plus sign (+) to expand the payment details.

  5. Review the payment details. When you are finished, click Close.

To Download an Invoice

  2. Click Payments Needed. The payments needed order list appears.

    Screenshot of the Payments Needed View for NITAAC Finance Users.

  3. Locate the invoice you would like to view and click Download Invoice for an applicable payment. The invoice downloads as a pdf.

To Request Credit for an Approved Payment

When a Finance user creates a request to add credit to a Contract Holder account, a NITAAC Contracting Officer for the GWAC reviews and approves it before the credit is available. Only a Finance User can add a credit request. Only a NITAAC Contracting Officer can review and approve the request.

For information about managing credit requests, see Manage Credit Requests.

For information about approving credit requests, see To Approve a Credit Request.

For information about rejecting credit requests, see To Reject a Credit Request.

  2. Click Payment History.

  3. In the Payment History, select the checkbox (Screenshot of a checkbox, which is unselected. It is unfilled, with a blank white center, and has dark grey borders.) for the payment that you want to request credit for.

    Screenshot of the Contract Holder Details Payment History Tab.

  4. Click Credit Request.

    Screenshot of the Adding Credit Dialog Box for Finance Users

  5. Enter the following information for the Credit:

    • Pay.Gov Reference Number

    • Credit Amount

    • Payment Date

    • OFM Credit Date (Optional)

    • Comments

  6. Click Submit for Approval.

To Edit the Details of an Approved Payment

If needed, a Finance user can update the non-financial details of a payment.

Tip

To change the amount, Reverse the payment, then enter a new payment.

For more information about reversing a payment, see To Reverse a Payment.

For information about adding a payment, see To Add Payment.

  2. Click Payment History.

  3. In the Payment History, select the checkbox (Screenshot of a checkbox, which is unselected. It is unfilled, with a blank white center, and has dark grey borders.) for the payment whose details you need to edit.

    Screenshot of the Contract Holder Details Payment History Tab.

  4. Click Edit Payment Details,

    Edit_Payment_Details.png

  5. In the Edit Payment Details page, enter new values for one or more of the following:

    • Payment Date

    • OFM Date

    • Pay.gov Reference Number

    • Comments

    Tip

    Your changes will affect all of the Payments listed in the Selected Payments list.

  6. When your changes are complete, click Update Payment Details,

To Reverse a Payment

If needed, a Finance user can reverse a payment.

Tip

To non-financial information, such as the Date, the Pay.gov reference number, comments, or to add a file, you can edit the payment details.

For more information about editing payment details, see To Edit the Details of an Approved Payment.

  2. Click Payment History.

  3. In the Payment History, select the checkbox (Screenshot of a checkbox, which is unselected. It is unfilled, with a blank white center, and has dark grey borders.) for the payment that you want to reverse.

    Screenshot of the Contract Holder Details Payment History Tab.

  4. Click Reverse Payment,

To Approve Payments

  2. Click the checkbox Screenshot of a checkbox, which is unselected. It is unfilled, with a blank white center, and has dark grey borders. next to each order that includes payments that you want to approve.

    Tip

    The Payment Amount field for the payment must include "Waiting for Approval."

    Screenshot of the Payments Needed View for NITAAC Finance Users.

  3. Click Review Payment(s).

    Screenshot of the Review Payments page.

  4. Do one of the following:

    • If you are reviewing a single payment, select the OFM Credit Date.

    • If you are reviewing multiple payments, do one of the following:

      • To set individual OFM Credit Dates, in the OFM Information area, select Individual OFM Date. Set each order's OFM Date.

      • To set the same OFM Credit dates for every order, select Bulk OFM Date, Set the OFM Credit Date for all of the orders.

  5. Review the payment details, including the Transaction Documents, then do one of the following:

    • Click Reject to reject the payments. The Contract Holder is informed and can make changes.

    • Click Approve & Remit .

    • Click Approve.

To View Modifications

Note

Only approved modifications appear in the modifications list.

  2. Click Modifications. The modifications list appears.

    Screenshot of the Payments Needed View for NITAAC Finance Users.

  3. Click the MOD Number for the modification that you want to view.

    Screenshot of the Mod Details page.
To View Finance Reports

  • In the Left Rail, click Finance.

In this section: