{"operation":"document","citation":"PHMSA Guidance, Delphi eInvoicing System Desktop User Guide – Grant Recipient","title":"Delphi eInvoicing System Desktop User Guide – Grant Recipient","source_type":"guidance","agency":"Pipeline and Hazardous Materials Safety Administration","status":"guidance","official":true,"published_on":"2019-07-19","effective_on":"2019-07-19","summary":"Delphi eInvoicing System Desktop User Guide – Grant Recipient Document delphi-einvoicing-system-desktop-user-guide-–-grant-recipient.pdf (1.42 MB) This Delphi eInvoicing System user manual is designed for you, a grant recipient, who has been awarded a grant from an agency within the DOT. The system will allow you to submit an invoice for payment against one or more grants or perform an online query as to the status o","machine_formats":{"json":"https://regulus.evalyn.ai/document/phmsa-guidance-delphi-einvoicing-system-desktop-user-guide-e2-80-93-grant-recipient-83b6c495.json","markdown":"https://regulus.evalyn.ai/document/phmsa-guidance-delphi-einvoicing-system-desktop-user-guide-e2-80-93-grant-recipient-83b6c495.md"},"app_url":"https://regulus.evalyn.ai/document/phmsa-guidance-delphi-einvoicing-system-desktop-user-guide-e2-80-93-grant-recipient-83b6c495","source_url":"https://www.phmsa.dot.gov/grants/hazmat/delphi-einvoicing-system-desktop-user-guide-%E2%80%93-grant-recipient","body":"Delphi eInvoicing System Desktop User Guide – Grant Recipient\n\nDocument\n\n delphi-einvoicing-system-desktop-user-guide-–-grant-recipient.pdf (1.42 MB)\n\n        This Delphi eInvoicing System user manual is designed for you, a grant recipient, who has been awarded a grant from an agency within the DOT. The system will allow you to submit an invoice for payment against one or more grants or perform an online query as to the status of either the remaining grant amount or the invoice request.\n\n          Issued Date: Friday, July 19, 2019\n\n<<<PAGE 1>>>\n\nDepartment of Transportation (DOT)\nDelphi eInvoicing System\nDesktop User Guide – Grant Recipient\nVersion 1\n\n<<<PAGE 2>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nTABLE OF CONTENTS\nBACKGROUND ......................................................................................................... 6\nOVERVIEW .............................................................................................................. 6\nLEARNING OBJECTIVES ........................................................................................... 7\nGLOSSARY ............................................................................................................... 7\n1.0 DELPHI eINVOICING SYSTEM OVERVIEW .................................................. 8\n1.1 DELPHI eINVOICING SYSTEM OVERVIEW ............................................. 9\n1.2 USER ACCOUNT ACTIVATION AND DEACTIVATION ............................... 9\n2.0 SYSTEM NAVIGATING AND SEARCHING .................................................. 14\n2.1 DELPHI eINVOICING SYSTEM GLOBAL LINKS ..................................... 14\n2.1.1 LOGGING INTO THE DELPHI eINVOICING SYSTEM ............................. 14\n2.1.2 RESPONSIBILITY HOME PAGE .......................................................... 16\n2.1.3 SETTING USER PREFERENCES ......................................................... 17\n2.2 DELPHI eINVOICING SYSTEM NAVIGATION TABS .............................. 20\n2.2.1 ELECTRONIC NOTIFICATIONS ......................................................... 20\n2.2.2 SEARCHING FOR PURCHASE ORDERS/GRANTS .................................. 22\n2.2.3 SEARCHING ALL INVOICES ............................................................. 24\n2.2.4 VIEW INVOICE DETAILS ................................................................. 27\n3.0 INVOICE CREATION ................................................................................. 28\n3.1 CREATING A STANDARD INVOICE ...................................................... 28\n3.1.1 SEARCHING GRANTS ...................................................................... 29\n3.1.2 ENTER AND CALCULATE INVOICE AMOUNT ....................................... 31\n3.1.3 INVOICE IDENTIFICATION DETAILS ................................................. 32\n3.1.4 ADDING SUPPORTING DOCUMENTATION .......................................... 33\n3.1.5 ADDING A STANDARD FORM (270 OR 271) ....................................... 39\n3.1.6 INVOICE CREATION ACTION BUTTONS ............................................. 41\n3.1.7 REVIEW AND SUBMIT INVOICE ........................................................ 42\n3.2 CREATING A CREDIT MEMO ................................................................ 43\n3.2.1 SEARCHING GRANTS ...................................................................... 44\n3.2.2 ENTER AND CALCULATE CREDIT MEMO AMOUNT ............................... 46\n3.2.3 CREDIT MEMO IDENTIFICATION DETAILS ......................................... 47\n3.2.4 REVIEW AND SUBMIT CREDIT MEMO ................................................ 49\n3.3 INVOICE SEARCHING ......................................................................... 50\n3.3.1 SEARCHING FOR A SAVED AND UNSUBMITTED OR REJECTED INVOICE 50\n3.3.2 UPDATING A SAVED AND UNSUBMITTED OR REJECTED INVOICE ......... 51\n3.3.3 CREDIT MEMO IDENTIFICATION DETAILS ......................................... 52\nCOURSE SUMMARY ................................................................................................ 53\nPage | 2\n\n<<<PAGE 3>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nIMAGE REFERENCE GUIDE\nImage 1-1: Grant Recipient Registration Invitation ....................................................... 10\nImage 1-2: Grant Recipient Online Registration Form ................................................... 11\nImage 1-3: Grant Recipient Registration Invitation Link to Proof of Identity Form............. 11\nImage 1-4: Proof of Identity PDF Form ....................................................................... 12\nImage 1-5: Grant Recipient User Name E-mail ............................................................. 13\nImage 1-6: Grant Recipient Initial Password E-mail ...................................................... 13\nImage 2-1: Delphi eInvoicing System Login Page ......................................................... 15\nImage 2-2: Change Password Page ............................................................................ 15\nImage 2-3: Navigator Home Page .............................................................................. 16\nImage 2-4: Responsibility Home Page ......................................................................... 17\nImage 2-5: Responsibility Home Page, Links ............................................................... 17\nImage 2-6: General Preferences Page ......................................................................... 18\nImage 2-7: Navigator Home Page, Edit Navigator and Edit Favorites Buttons ................... 19\nImage 2-8: Responsibility Home Page, Tabs ................................................................ 20\nImage 2-9: Notifications Search Page ......................................................................... 21\nImage 2-10: Notifications Seach Page, Results ........................................................... 21\nImage 2-11: Notification Details................................................................................. 22\nImage 2-12: Responsibility Home Page, Orders at a Glance Section ............................... 23\nImage 2-13: Orders/Grants Page ............................................................................... 23\nImage 2-14: Invoices Page, Invoices Tab .................................................................... 24\nImage 2-15: Invoices Page, View Invoices Link ............................................................ 25\nImage 2-16: Invoice Summary Page, Simple Search .................................................... 25\nImage 2-17: Invoice Summary Page, Simple Search Results ......................................... 26\nImage 2-18: Invoice Details Page .............................................................................. 27\nImage 3-1: Invoices Page, Create Standard Invoice Link ............................................... 28\nImage 3-2: Create Invoice: Purchase Orders Page ....................................................... 29\nImage 3-3: Create Invoice: Purchase Orders Page, Search Results ................................. 30\nImage 3-4: Create Invoice: Lines to Invoice Page ....................................................... 30\nImage 3-5: Create Invoice: Lines to Invoice Page, Amount and Calculate Button ............. 31\nImage 3-6: Create Invoice: General Information Page .................................................. 32\nImage 3-7: Create Invoice: General Information Page, Add Button ................................ 33\nImage 3-8: Add Attachment Page, Attachment Summary Information Section ................. 33\nImage 3-9: Add Attachment Page, Define Attachment Section ....................................... 34\nImage 3-10: Choose File Window .............................................................................. 35\nPage | 3\n\n<<<PAGE 4>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nImage 3-11: Attachment Confirmation ........................................................................ 36\nImage 3-12: Attachment List Link .............................................................................. 36\nImage 3-13: Attachments Page, Add Attachments Button ............................................. 37\nImage 3-14: Attachments Page, Return to Create Invoice Link ...................................... 38\nImage 3-15: Create Invoice: General Information, Period of Performance ....................... 38\nImage 3-16: Create Invoice: General Information, SF270 and SF271 Buttons .................. 39\nImage 3-17: SF270 Form .......................................................................................... 40\nImage 3-18: SF270 Certification Field and Back to Invoice Creation Button ..................... 41\nImage 3-19: Create Invoice: General Information Page, Action Buttons .......................... 41\nImage 3-20: Create Invoice: Review and Submit Page .................................................. 42\nImage 3-21: Invoice Submission Confirmation Page ..................................................... 43\nImage 3-22: Invoices Page, Create Credit Memo Invoice Button .................................... 44\nImage 3-23: Create Invoice: Purchase Orders Page ...................................................... 45\nImage 3-24: PO Results Table - Select PO to Create Credit Memo .................................. 45\nImage 3-25: Create Invoice: Lines to Invoice Page ....................................................... 46\nImage 3-26: Create Invoice: Lines to Invoice Page, Amount and Calculate Button............ 47\nImage 3-27: Create Invoice: General Information Page ................................................ 48\nImage 3-28: Create Invoice: Review and Submit Page .................................................. 49\nImage 3-29: Credit Memo Submission Confirmation Page.............................................. 49\nImage 3-30: Invoices Page, Create Invoices Link ......................................................... 50\nImage 3-31: Invoices Page, Search Results Table ........................................................ 51\nImage 3-32: Search Results Table, Update Icon ........................................................... 51\nImage 3-33: Create Invoice: Lines to Invoice Page ....................................................... 52\nImage 3-34: Search Results Table, Delete Icon ............................................................ 52\nImage 3-35: Delete Invoice Warning Page .................................................................. 52\nPage | 4\n\n<<<PAGE 5>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nTABLE REFERENCE GUIDE\nTable 1-1: Grant Recipient User Manual Glossary ........................................................... 7\nPage | 5\n\n<<<PAGE 6>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nBACKGROUND\nThe Department of Transportation (DOT) has implemented a program to transform and\nautomate the grants payment process. This program will improve online invoice processing\nactivities by having grant recipients submit invoices electronically via a new system called\nthe Delphi eInvoicing System.\nThe Delphi eInvoicing System is a real-time invoicing tool that improves efficiency and data\ntransparency by reducing the time between invoice submission and payment. It will also\ngive you accurate invoice status reporting capabilities.\nThe system will be available for invoice submission and processing from 6:00am ET Monday\nthrough 9:00pm ET Saturday. System maintenance will occur between 9:00pm ET Saturday\nthrough 6:00am ET Monday.\nOVERVIEW\nThis Delphi eInvoicing System user manual is designed for you, a grant recipient, who has\nbeen awarded a grant from an agency within the DOT. The system will allow you to submit\nan invoice for payment against one or more grants or perform an online query as to the\nstatus of either the remaining grant amount or the invoice request.\nThe content in this manual has been standardized at the DOT level and addresses Delphi\neInvoicing System functionality only. Specific guidance on individual agency business\nprocesses will be provided by the agency to which you are submitting invoices for payment.\nAdditional Departmental and agency-specific training materials can be found on the DOT\nDelphi eInvoicing System website.\nThis manual covers three main sections, and there are several lessons within each section.\n• Section 1.0 provides an overview of the Delphi eInvoicing System and instructions on\nactivating and deactivating your account\n• Section 2.0 provides an overview of navigating and searching within the Delphi\neInvoicing System\n• Section 3.0 provides instructions on how to create an invoice and a credit memo\nThroughout this manual, you will see a red caption callout box with the word “NOTE” written\non the header. These callouts contain important information about using the system.\nNOTE\nPage | 6\n\n<<<PAGE 7>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nYou will also see a similar callout box in yellow with the words “AGENCY PROCESS\nRECOMMENDATION”. These captions will highlight functionalities within the system that may\nbe used differently depending on what agency you serve as a grant recipient.\nAGENCY PROCESS RECOMMENDATION\nLEARNING OBJECTIVES\nAfter reviewing this user manual, you should be able to achieve the following objectives:\n• Identify the function and purpose of the Delphi eInvoicing System\n• Locate the steps to gain access to the system\n• Locate the steps on how to use the system to search saved and rejected invoices and\nview submitted invoices\n• Locate the steps to create, save, and submit an invoice within the system\nGLOSSARY\nThere are several concepts and terms associated with the Delphi eInvoicing System that\nmay be new to you. These concepts and terms will be used throughout this manual and are\ndefined in Table 1-1 below.\nKEY\nDEFINITION\nCONCEPT/\nTERM\nCredit Memo A credit memo is submitted by a grant recipient as a type of\ninvoice to reconcile an account for overpayment.\nGrant A grant is a financial award given to a recipient to carry out an\napproved project or activity.\nGrant Number A grant number is a unique identification number for a grant.\nThese numbers are generated by the agency from which the grant\nrecipient receives the grant.\nInvoice There are two types of invoices in the Delphi eInvoicing System.\nThe most common usage of the term invoice is used to request\npayment against a specific grant. The second type of invoice is a\ncredit memo (defined above).\nISP Oracle iSupplier is the enterprise application upon which the Delphi\neInvoicing System is built.\nPage | 7\n\n<<<PAGE 8>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nKEY\nDEFINITION\nCONCEPT/\nTERM\nNotifications Notifications are electronic messages that the grant recipient will\nreceive to inform him/her of actions that the reviewer/approver has\ntaken on each invoice.\nObligation An obligation is the amount of funding awarded to a grant recipient\nto carry out an approved project or activity. Issuance of a purchase\norder is an obligation transaction.\nPayment A payment is a disbursement of funds to a grant recipient to carry\nout an approved project or activity.\nPurchase Order\n(PO)\nA purchase order represents an obligation that has been made to a\ngrant recipient. When creating an invoice for payment, the grant\nrecipient selects one or more purchase orders to charge the invoice\nagainst.\nReport A report is an extract of data defining specific criteria to satisfy\naudit, mandated, and real-time reporting needs. Grant recipients\ncan query data from the Delphi eInvoicing System.\nResponsibility Responsibility is a term used in the Delphi eInvoicing System and\nrefers to the name of the access that has been given to a grant\nrecipient. This access relates to a specific agency’s grants. A grant\nrecipient may submit invoices to multiple agencies and, as a result,\nmay have multiple responsibilities from which to choose.\nThe Standard Form (SF) 270 is a request for reimbursement.\nStandard Form\n(SF) 270\nStandard Form\n(SF) 271\nThe Standard Form (SF) 271 is an outlay report and request for\nreimbursement for construction projects.\nTable 1-1: Grant Recipient User Manual Glossary\n1.0 DELPHI eINVOICING SYSTEM OVERVIEW\nIn this section of the manual, you will review why DOT has moved to the Delphi eInvoicing\nSystem, the benefits of using the system, and the steps you must take to activate your user\naccount.\nAt the end of Section 1.0, you should be able to:\n• Identify the function and purpose of the Delphi eInvoicing System\n• Locate the steps to gain access to the system\n• Identify the reasons for user account deactivation and the process for reactivation\nPage | 8\n\n<<<PAGE 9>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\n1.1 Delphi eInvoicing System Overview\nThe purpose of the Delphi eInvoicing System is to automate the grants payment process\nand allow the grant recipient to submit invoices for payment electronically. Once an invoice\nhas been submitted, the grant reviewer/approver will have the ability to immediately\napprove or reject the invoice.\nThe system will:\n• Allow for standardized invoice submission across all agencies within the DOT\n• Allow for the viewing of submitted invoices and balances on open grants in real time\n• Send system-generated rejection notices if funds are not available or adequate\ninformation is not provided\n• Send automated e-mail notifications for invoice approvals and rejections\n• Allow for electronic invoice submission and the ability to electronically upload images\nor other files containing backup documentation for invoices\n1.2 User Account Activation and Deactivation\nBefore accessing the Delphi eInvoicing System, you must be an authenticated user. This\nauthentication process is called eAuthentication. Complete details on this process can be\nfound on the Delphi eInvoicing System website.\nHere are the steps required to activate your account:\n1. Once a DOT agency has established your grant, the agency submits an access\nrequest for you to access the Delphi eInvoicing System.\n2. You will receive an e-mail invitation to register from the DOT.\n3. You will complete the Online Registration form.\n4. You will complete and print the Proof of Identity PDF form.\n5. You must have the Proof of Identity form validated by a Notary Public and mail the\nnotarized form to the DOT.\n6. The DOT will then validate the forms and approve your account, at which point you\nwill receive separate e-mails with your user name and password.\nNOTE\nPlease note that if your grant-receiving organization has multiple users who may submit\ninvoices through the system, each individual user must complete the eAuthentication\nprocess and have the Proof of Identify form notarized and mailed to the DOT for account\nactivation.\nPage | 9\n\n<<<PAGE 10>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nEach of the account activation steps is outlined in more detail below.\n1. Once the agency has submitted a request for you to access the system, you will\nreceive an e-mail invitation to register for a user account from the DOT.\n2. Here is an example of the invitation that you will receive (Image 1-1). Within the\ninvitation, you will select the link to access the Online Registration form.\nImage 1-1: Grant Recipient Registration Invitation\nNOTE\nPlease note that the link provided in the invitation is a unique identifier to the individual to\nwhom it was sent and cannot be shared with others.\nIf additional users within your organization need access to the system, please contact the\nagency you are invoicing.\n3. After selecting the link in the invitation, the Online Registration form will open\n(Image 1-2). To complete this form, you must enter your e-mail address, first name,\nlast name, and phone number.\nPage | 10\n\n<<<PAGE 11>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nImage 1-2: Grant Recipient Online Registration Form\nTo submit the form, select Submit (Image 1-2).\n4. After you have completed and submitted the Online Registration form, return to the\nregistration invitation.\nThis invitation contains the Proof of Identity form, which is in a PDF format. Select\nthe PDF link to access the form (Image 1-3).\nImage 1-3: Grant Recipient Registration Invitation Link to Proof of Identity PDF Form\nHere is an example of the Proof of Identity PDF form (Image 1-4).\nPage | 11\n\n<<<PAGE 12>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nImage 1-4: Proof of Identity PDF Form\nYou will need to complete this form in its entirety, save it to your computer, and then print\nit out.\n5. Once printed, you must take the form to a Notary Public to be validated and\nnotarized. Once this is done, you must return the notarized form via certified mail\n(USPS, FedEx, UPS) to the address provided on the form.\nNOTE\nPlease note that you must populate the Unique PIN field with the PIN that was sent to you\nin your registration invitation e-mail.\n6. After the DOT receives the notarized Proof of Identity form, they will validate the\nform and approve your account. Once this is complete, you will receive your user\nname and password in separate e-mails. Use these credentials to access the system.\nHere is an example of an e-mail containing your approved user name (Image 1-5).\nPage | 12\n\n<<<PAGE 13>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nImage 1-5: Grant Recipient User Name E-mail\nNotice that your user name will be the same as your e-mail address.\nHere is an example of an e-mail containing your DOT-issued password (Image 1-6).\nImage 1-6: Grant Recipient Initial Password E-mail\nPage | 13\n\n<<<PAGE 14>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nOnce you have completed the registration process and obtained your user name and\npassword, you can access the Delphi eInvoicing System. You should activate your system\naccount within 90 days of receiving your credentials to prevent your account from being\ndeactivated.\nYour account will remain valid unless it is deactivated due to a period of inactivity (it has not\nbeen logged into for 90 days) or your agency requests it to be deactivated.\nIf your account has been deactivated due to a period of inactivity, contact the Customer\nService Center (CSC) Help Desk for account reactivation. If your account has been\ndeactivated by mistake, contact to Help Desk to find out whether you need to go through\nthe agency you invoice for account reactivation.\nThe process of logging into the system for the first time is detailed in Section 2.0.\n2.0 SYSTEM NAVIGATING AND SEARCHING\nThis section of the manual will describe how to search and navigate within the Delphi\neInvoicing System.\nAt the end of this section, you should be able to:\n• Locate the steps to use the global links to navigate throughout the system\n• Locate the steps to use the Home tab to identify and distinguish the various\nnotification types\n• Locate the steps to use the Orders/Grants tab to review Purchase Orders/grants\n• Locate the steps to use the Invoices tab to conduct an invoice search and review the\nstatus of a payment\nNOTE\nAll navigation should be made using the links and buttons provided in the Delphi eInvoicing\nSystem. Using navigational buttons on your web browser may result in errors.\n2.1 Delphi eInvoicing System Global Links\n2.1.1 Logging Into the Delphi eInvoicing System\nOnce on the DOT Delphi eInvoicing System Login page (Image 2-1), you will enter the user\nname and generic password issued to you by the DOT. Before you log on, you must agree\nto follow the rules of behavior established by DOT by reading the Rules of Behavior and\nchecking the box.\nPage | 14\n\n<<<PAGE 15>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nImage 2-1: Delphi eInvoicing System Login Page\nUpon selecting the Login button, you will be directed to the Change Password page (Image\n2-2).\nImage 2-2: Change Password Page\nThe Change Password page will appear the first time you access the Delphi eInvoicing\nSystem, to allow you to change the DOT-issued generic password to a personal one. This\npage will appear again every 90 days to prompt you to change your password.\nIn the Current Password field, enter your generic password. In the New Password and Re-\nenter New Password fields, enter a personal password of your choice. Please note that your\nnew password must be at least 12 characters long and must contain at least one\n(1) letter and at least two (2) numbers. The rules for creating and changing your\npassword will be included in the initial e-mail sent to you containing your generic DOT-\nissued system password (Image 1-6).\nOnce you enter your personal password, select Apply.\nPage | 15\n\n<<<PAGE 16>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nNOTE\nPlease make note of your user name and password, as you must enter them each time you\nneed to access the system.\nOnce your password has been reset, you will be directed to the Navigator Home page\n(Image 2-3). If you invoice multiple agencies, multiple responsibilities will appear.\nImage 2-3: Navigator Home Page\nResponsibility is the name of the access that has been given to you as a grant recipient.\nThis access relates to a specific agency’s grants. You may submit invoices to several\ndifferent agencies and, as a result, may have multiple responsibilities from which to choose.\nNext, select the responsibility associated with the agency for which you currently need to\ncreate and submit an invoice. In this example, the Federal Aviation Administration iSupplier\n(FAA ISP) Grantee User responsibility has been selected.\n2.1.2 Responsibility Home Page\nOnce you have selected the appropriate responsibility, you will be taken to the relevant\nResponsibility Home page (Image 2-4). If you only submit invoices to one agency, you will\nbe taken directly to that Responsibility Home page after logging into the system.\nPage | 16\n\n<<<PAGE 17>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nImage 2-4: Responsibility Home Page\nOn the Responsibility Home page you can view your Notifications and Orders at a Glance\n(Image 2-4).\nOn the Responsibility Home page, there are three global links at the upper-right corner of\nthe screen—Home, Logout, and Preferences (Image 2-5).\nHome returns you to the Navigator Home page from any subpage. Logout logs you out of\nthe Delphi eInvoicing System; an automatic logout is scheduled for inactivity in excess of 30\nminutes. Preferences allow you to set user preferences.\nImage 2-5: Responsibility Home Page, Links\nPage | 17\n\n<<<PAGE 18>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\n2.1.3 Setting User Preferences\nOnce you have selected the Preferences link, the General Preferences page will appear\n(Image 2-6). There are multiple system preferences that you can set.\nImage 2-6: General Preferences Page\n1. The first section, Languages, defaults to American English. System functionality does\nnot allow the user to view the content in other languages.\nPage | 18\n\n<<<PAGE 19>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\n2. The next section, Accessibility, gives you the option to the modify accessibility\nfeatures, such as screen reader use.\n3. The third section, Regional, allows you to set your location and preferred date and\ntime stamping.\n4. The fourth section, Change Password, is where you can change or reset your\npassword. Remember that your password must be at least 12 characters long and\nmust contain at least one letter and at least two numbers to be valid.\n5. If you invoice more than one DOT agency, the next preferences section, Start Page,\nallows you to specify which Responsibility Home page you would like as your default\npage. For example, this would be useful if you invoice both the FAA and the FRA but\ninvoice the FRA more often; in that case, you would want your FRA responsibilities to\nappear on your default Responsibility Home page. Be sure not to hide any\nresponsibilities that you will need to use.\n6. The final section, Notifications, allows you to select the e-mail style and format in\nwhich you would like to receive e-mail notifications.\nAfter making any changes to the default information on this page, select Apply.\n7. NOTE: The other link on the left panel of the Preferences page is Access\nRequests (Image 2-6). Selecting this link will display all of your assigned\nresponsibilities. However, you will only be able to view the responsibilities that you\ncurrently have and will not be able to request additional responsibilities through\nthis page. Any request for additional access must be approved by the\nagency/agencies to which you submit invoices.\nOnce you have customized your preferences, you may return to the Navigator Home page\nby selecting the Home link in the top right-hand corner.\nUpon returning to the Navigator Home page, you will notice additional Edit Navigator and\nEdit Favorites buttons (Image 2-7).\nImage 2-7: Navigator Home Page, Edit Navigator and Edit Favorites Buttons\nPage | 19\n\n<<<PAGE 20>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nThe Edit Navigator button allows you to edit the responsibilities that you want to show or\nhide on your Navigator Home page.\nThe Edit Favorites button appears on the screen but is disabled for DOT grant recipients.\n2.2 Delphi eInvoicing System Navigation Tabs\nOn the Responsibility Home page, there are three tabs in the upper-right corner of the\nscreen—Home, Orders/Grants, and Invoices (Image 2-8).\nImage 2-8: Responsibility Home Page, Tabs\nThe Home tab page contains two sections—Notifications and Orders at a Glance.\n2.2.1 Electronic Notifications\nNotifications inform you of actions that the reviewer/approver has taken on each invoice.\nSelect the Full List button (Image 2-8) to open the Notifications page (Image 2-9).\nPage | 20\n\n<<<PAGE 21>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nImage 2-9: Notifications Search Page\nOn the Notifications page, you can filter through notifications by selecting the drop-down list\nfor sorting options.\nThree of these options—All Notifications, FYI Notifications, and Open Notifications—will\nreturn results.\n• Open Notifications displays notifications that you have not yet viewed\n• FYI Notifications are informational in nature and do not require any action\n• All Notifications displays both open and closed notifications, including notifications\non any of your invoices that have been approved or rejected\nThere are additional notification options displayed—Notifications From Me and To Do\nNotifications. Although the system lists these as options, they will not return any results.\nOnce you make your selection from the drop-down list, select Go to display results (Image\n2-9).\nImage 2-10: Notifications Search Page, Results\nPage | 21\n\n<<<PAGE 22>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nYour search results will display (Image 2-10) the type of notification, when it was sent, and\nits status. For example, this screen will display notifications informing you that an invoice\nhas been approved or an invoice has been rejected and needs to be edited and resubmitted\nfor approval.\nSelect the link in the Subject column (Image 2-10) of the notification you would like to\nreview in more detail. This action opens the notification for your review (Image 2-11).\nImage 2-11: Notification Details\nThe Notification Details screen lets you know whether a response is required or whether the\nnotification is for your information only (Image 2-11). Upon reviewing the notification\ndetails, select the Return to Worklist link to go back to your notification search results, or\nselect the Display next notification after my response check box and click OK to view\nthe next notification in your queue.\n2.2.2 Searching for Purchase Orders/Grants\nNow that you have viewed system notifications, notice the second section of the Home tab\npage—the previously mentioned Orders at a Glance section (Image 2-11). Here your last\nfive approved Purchase Orders/Grants will automatically appear.\nPage | 22\n\n<<<PAGE 23>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nImage 2-12: Responsibility Home Page, Orders at a Glance Section\nTo see additional Purchase Orders/Grants, select Full List (Image 2-12). This option will\ntake you directly to the Orders/Grants tab (Image 2-12), which is found to the right of the\nHome tab and provides detailed information on your full list of approved Purchase\nOrders/Grants.\nThe Orders/Grants tab allows you to view your last 25 Purchase Orders/Grants and\nPurchase Orders/Grants that were issued in the last six months (Image 2-13).\nImage 2-13: Orders/Grants Page\nPage | 23\n\n<<<PAGE 24>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nAlthough the system lists Purchase Orders to Acknowledge and Purchase Orders Pending\nSupplier Change as view options, these options are not operational for the grant recipient.\nIn addition to viewing your Purchase Orders/Grants, select Export (Image 2-13) to export\nthe results to Microsoft Excel as a .CSV file. This allows for easy sorting and also gives you\nthe option to save the file for reporting purposes.\n2.2.3 Searching All Invoices\nThe Invoices tab (Image 2-14), which is located to the right of the Orders/Grants tab, is the\nfinal part of the System Navigation and Searching section.\nImage 2-14: Invoices Page, Invoices Tab\nIn the upper-left corner of the page, within the blue header, there are two links—Create\nInvoices and View Invoices (Image 2-14). These links are the two ways you can search\nfor invoices within the system.\n• Create Invoices allows you to view all saved and unsubmitted or rejected invoices\n• View Invoices allows you to view all invoices that have been saved, submitted,\nrejected, paid, or are pending approval. Please note that invoices searched and\nreturned under View Invoices are view-only and cannot be edited\nThe Create Invoices link is covered in more detail in Section 3.0. This section provides\ninformation on the View Invoices link (Image 2-15). This link allows you to perform a\nsearch on all of your invoices.\nPage | 24\n\n<<<PAGE 25>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nImage 2-15: Invoices Page, View Invoices Link\nNOTE\nPlease remember that you will only be able to search for invoices that have been created in\nthe Delphi eInvoicing System.\nThe View Invoices page allows you to perform a Simple Search (Image 2-16) by entering\ncriteria in multiple search fields: Invoice Number, Amount Due From, Amount Due To, Grant\nNumber/PO Number, Invoice Date From, Invoice Date To, Due Date From, and Due Date To.\nImage 2-16: Invoice Summary Page, Simple Search\nPage | 25\n\n<<<PAGE 26>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\n• Invoice Number: This unique invoice identification number is established by the\ngrant recipient or the agency that the grant recipient is invoicing\n• Amount Due From/Amount Due To: You can search a range of invoice amounts\nby entering dollar amounts in these fields. For example, to limit your search, you can\nsearch all invoices with an amount due of $1,800 - $3,000\n• Grant Number/PO Number: This unique grant/PO identification number is\nestablished by the agency issuing the grant\n• Invoice Date From/Invoice Date To: You can search a range of invoice dates by\nentering a date from and to in these fields. For example, to limit your search, you\ncan view all invoices created between January 1, 2012, and January 15, 2012\n• Due Date From/Due Date To: You can search a range of due dates by entering a\ndate from and to in these fields. For example, to limit your search, you can view all\ninvoices that were due between January 1, 2012, and January 15, 2012\nWhen entering search values, you can use the percent sign (%) as a wildcard if you are\nunsure of the exact value. For example, to search for all orders beginning with CTT, enter\nCTT%. The more specific your search, the more precise the returned results will be. For\nexample, to search for all orders beginning with 27 and ending in 5, enter 27%5.\nTo clear the search fields, select Clear (Image 2-16).\nOnce you have entered your search criteria, select Go (Image 2-16). All results will appear\nin a table where columns will be displayed (Image 2-17).\nImage 2-17: Invoice Summary Page, Simple Search Results\nThe Description is pulled from the submitted invoice. The Due Date is the scheduled\npayment date in Delphi. The Status and Paid Date columns allow you to keep track of\ninvoice processing. To sort by any of these categories, select the desired category header.\nPage | 26\n\n<<<PAGE 27>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nTo export table data to a .CSV file in Microsoft Excel, select the Export button (Image 2-\n17).\n2.2.4 View Invoice Details\nTo view the details of a specific invoice, select the View link for that invoice in the far right\ncolumn (Image 2-17). This will direct you to the Invoice Details page (Image 2-18).\nImage 2-18: Invoice Details Page\nOn the Invoice Details page, you can view the following information for the invoice: Invoice\nNumber, Invoice Date, Currency, Invoice Amount, Description, and any additional\nattachments or backup documentation that were added to the invoice, including the SF270\nor 271 Form. The Attachments icon and SF270/SF271 icons will only be present if these\ndocuments were uploaded to the invoice. To view the completed SF270 or 271 Form, select\nthe applicable button (Image 2-18).\nNOTE\nPlease note that the attachment link will open all attachments associated with the invoice.\nAll SF270 and SF271 Forms will open in PDF. You must have Adobe Acrobat Reader to view\nPDF files.\nTo return to the Invoice Details page, select the Back button at the top of your browser.\nNOTE\nThis is the only time you should use the web browser Back button when navigating in the\nDelphi eInvoicing System.\nThis completes the invoice search process. The next section of the manual will outline the\nsteps required to create a standard invoice and credit memo.\nPage | 27\n\n<<<PAGE 28>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\n3.0 INVOICE CREATION\nIn this section, you will learn how to perform your primary system task – creating an\ninvoice.\nAt the end of this section, you should be able to:\n• Locate the steps to create a standard invoice\n• Locate the steps to create a credit memo\n• Locate the steps on how to search and take action on a saved or rejected invoice\n3.1 Creating a Standard Invoice\nTo begin the process of creating an invoice, select the Invoices tab on the Responsibility\nhome page, where you can then select Create Standard Invoice from the Invoices page\n(Image 3-1).\nImage 3-1: Invoices Page, Create Standard Invoice Link\nYou will be directed to the Create Invoice: Purchase Orders page (Image 3-2) to begin the\nfour-step process of creating the invoice.\n3.1.1 Searching Grants\nThe first step is to search for your grants by using a Supplier name or Grant Number\n(Image 3-2).\nPage | 28\n\n<<<PAGE 29>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT\nOnce you receive a grant, the Supplier name will be the name of your organization as it\nappears in the Delphi eInvoicing System, and the Grant Number is unique to your grant.\nYou can also use the percentage sign as a wild card in your search. It is recommended that\nyou leave the percentage sign in the supplier name field, as it will display your own supplier\nname. Instead, narrow your search by entering your Grant Number.\nImage 3-2: Create Invoice: Purchase Orders Page\nAfter you have input your search criteria, select Go (Image 3-2). All grant search results will\nbe returned in the table at the bottom of the screen (Image 3-3).\nImage 3-3: Create Invoice: Purchase Orders Page, Search Results\nPage | 29\n\n<<<PAGE 30>>>\n\nDOT DELPHI eINVOICING SYSTEM DESKTOP USER GUID","truncated":true,"body_characters":62075}