# Delphi eInvoicing System Desktop User Guide – Grant Recipient

- **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
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- **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

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 of either the remaining grant amount or the invoice request.

          Issued Date: Friday, July 19, 2019

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Department of Transportation (DOT)
Delphi eInvoicing System
Desktop User Guide – Grant Recipient
Version 1

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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
TABLE OF CONTENTS
BACKGROUND ......................................................................................................... 6
OVERVIEW .............................................................................................................. 6
LEARNING OBJECTIVES ........................................................................................... 7
GLOSSARY ............................................................................................................... 7
1.0 DELPHI eINVOICING SYSTEM OVERVIEW .................................................. 8
1.1 DELPHI eINVOICING SYSTEM OVERVIEW ............................................. 9
1.2 USER ACCOUNT ACTIVATION AND DEACTIVATION ............................... 9
2.0 SYSTEM NAVIGATING AND SEARCHING .................................................. 14
2.1 DELPHI eINVOICING SYSTEM GLOBAL LINKS ..................................... 14
2.1.1 LOGGING INTO THE DELPHI eINVOICING SYSTEM ............................. 14
2.1.2 RESPONSIBILITY HOME PAGE .......................................................... 16
2.1.3 SETTING USER PREFERENCES ......................................................... 17
2.2 DELPHI eINVOICING SYSTEM NAVIGATION TABS .............................. 20
2.2.1 ELECTRONIC NOTIFICATIONS ......................................................... 20
2.2.2 SEARCHING FOR PURCHASE ORDERS/GRANTS .................................. 22
2.2.3 SEARCHING ALL INVOICES ............................................................. 24
2.2.4 VIEW INVOICE DETAILS ................................................................. 27
3.0 INVOICE CREATION ................................................................................. 28
3.1 CREATING A STANDARD INVOICE ...................................................... 28
3.1.1 SEARCHING GRANTS ...................................................................... 29
3.1.2 ENTER AND CALCULATE INVOICE AMOUNT ....................................... 31
3.1.3 INVOICE IDENTIFICATION DETAILS ................................................. 32
3.1.4 ADDING SUPPORTING DOCUMENTATION .......................................... 33
3.1.5 ADDING A STANDARD FORM (270 OR 271) ....................................... 39
3.1.6 INVOICE CREATION ACTION BUTTONS ............................................. 41
3.1.7 REVIEW AND SUBMIT INVOICE ........................................................ 42
3.2 CREATING A CREDIT MEMO ................................................................ 43
3.2.1 SEARCHING GRANTS ...................................................................... 44
3.2.2 ENTER AND CALCULATE CREDIT MEMO AMOUNT ............................... 46
3.2.3 CREDIT MEMO IDENTIFICATION DETAILS ......................................... 47
3.2.4 REVIEW AND SUBMIT CREDIT MEMO ................................................ 49
3.3 INVOICE SEARCHING ......................................................................... 50
3.3.1 SEARCHING FOR A SAVED AND UNSUBMITTED OR REJECTED INVOICE 50
3.3.2 UPDATING A SAVED AND UNSUBMITTED OR REJECTED INVOICE ......... 51
3.3.3 CREDIT MEMO IDENTIFICATION DETAILS ......................................... 52
COURSE SUMMARY ................................................................................................ 53
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
IMAGE REFERENCE GUIDE
Image 1-1: Grant Recipient Registration Invitation ....................................................... 10
Image 1-2: Grant Recipient Online Registration Form ................................................... 11
Image 1-3: Grant Recipient Registration Invitation Link to Proof of Identity Form............. 11
Image 1-4: Proof of Identity PDF Form ....................................................................... 12
Image 1-5: Grant Recipient User Name E-mail ............................................................. 13
Image 1-6: Grant Recipient Initial Password E-mail ...................................................... 13
Image 2-1: Delphi eInvoicing System Login Page ......................................................... 15
Image 2-2: Change Password Page ............................................................................ 15
Image 2-3: Navigator Home Page .............................................................................. 16
Image 2-4: Responsibility Home Page ......................................................................... 17
Image 2-5: Responsibility Home Page, Links ............................................................... 17
Image 2-6: General Preferences Page ......................................................................... 18
Image 2-7: Navigator Home Page, Edit Navigator and Edit Favorites Buttons ................... 19
Image 2-8: Responsibility Home Page, Tabs ................................................................ 20
Image 2-9: Notifications Search Page ......................................................................... 21
Image 2-10: Notifications Seach Page, Results ........................................................... 21
Image 2-11: Notification Details................................................................................. 22
Image 2-12: Responsibility Home Page, Orders at a Glance Section ............................... 23
Image 2-13: Orders/Grants Page ............................................................................... 23
Image 2-14: Invoices Page, Invoices Tab .................................................................... 24
Image 2-15: Invoices Page, View Invoices Link ............................................................ 25
Image 2-16: Invoice Summary Page, Simple Search .................................................... 25
Image 2-17: Invoice Summary Page, Simple Search Results ......................................... 26
Image 2-18: Invoice Details Page .............................................................................. 27
Image 3-1: Invoices Page, Create Standard Invoice Link ............................................... 28
Image 3-2: Create Invoice: Purchase Orders Page ....................................................... 29
Image 3-3: Create Invoice: Purchase Orders Page, Search Results ................................. 30
Image 3-4: Create Invoice: Lines to Invoice Page ....................................................... 30
Image 3-5: Create Invoice: Lines to Invoice Page, Amount and Calculate Button ............. 31
Image 3-6: Create Invoice: General Information Page .................................................. 32
Image 3-7: Create Invoice: General Information Page, Add Button ................................ 33
Image 3-8: Add Attachment Page, Attachment Summary Information Section ................. 33
Image 3-9: Add Attachment Page, Define Attachment Section ....................................... 34
Image 3-10: Choose File Window .............................................................................. 35
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
Image 3-11: Attachment Confirmation ........................................................................ 36
Image 3-12: Attachment List Link .............................................................................. 36
Image 3-13: Attachments Page, Add Attachments Button ............................................. 37
Image 3-14: Attachments Page, Return to Create Invoice Link ...................................... 38
Image 3-15: Create Invoice: General Information, Period of Performance ....................... 38
Image 3-16: Create Invoice: General Information, SF270 and SF271 Buttons .................. 39
Image 3-17: SF270 Form .......................................................................................... 40
Image 3-18: SF270 Certification Field and Back to Invoice Creation Button ..................... 41
Image 3-19: Create Invoice: General Information Page, Action Buttons .......................... 41
Image 3-20: Create Invoice: Review and Submit Page .................................................. 42
Image 3-21: Invoice Submission Confirmation Page ..................................................... 43
Image 3-22: Invoices Page, Create Credit Memo Invoice Button .................................... 44
Image 3-23: Create Invoice: Purchase Orders Page ...................................................... 45
Image 3-24: PO Results Table - Select PO to Create Credit Memo .................................. 45
Image 3-25: Create Invoice: Lines to Invoice Page ....................................................... 46
Image 3-26: Create Invoice: Lines to Invoice Page, Amount and Calculate Button............ 47
Image 3-27: Create Invoice: General Information Page ................................................ 48
Image 3-28: Create Invoice: Review and Submit Page .................................................. 49
Image 3-29: Credit Memo Submission Confirmation Page.............................................. 49
Image 3-30: Invoices Page, Create Invoices Link ......................................................... 50
Image 3-31: Invoices Page, Search Results Table ........................................................ 51
Image 3-32: Search Results Table, Update Icon ........................................................... 51
Image 3-33: Create Invoice: Lines to Invoice Page ....................................................... 52
Image 3-34: Search Results Table, Delete Icon ............................................................ 52
Image 3-35: Delete Invoice Warning Page .................................................................. 52
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
TABLE REFERENCE GUIDE
Table 1-1: Grant Recipient User Manual Glossary ........................................................... 7
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
BACKGROUND
The Department of Transportation (DOT) has implemented a program to transform and
automate the grants payment process. This program will improve online invoice processing
activities by having grant recipients submit invoices electronically via a new system called
the Delphi eInvoicing System.
The Delphi eInvoicing System is a real-time invoicing tool that improves efficiency and data
transparency by reducing the time between invoice submission and payment. It will also
give you accurate invoice status reporting capabilities.
The system will be available for invoice submission and processing from 6:00am ET Monday
through 9:00pm ET Saturday. System maintenance will occur between 9:00pm ET Saturday
through 6:00am ET Monday.
OVERVIEW
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.
The content in this manual has been standardized at the DOT level and addresses Delphi
eInvoicing System functionality only. Specific guidance on individual agency business
processes will be provided by the agency to which you are submitting invoices for payment.
Additional Departmental and agency-specific training materials can be found on the DOT
Delphi eInvoicing System website.
This manual covers three main sections, and there are several lessons within each section.
• Section 1.0 provides an overview of the Delphi eInvoicing System and instructions on
activating and deactivating your account
• Section 2.0 provides an overview of navigating and searching within the Delphi
eInvoicing System
• Section 3.0 provides instructions on how to create an invoice and a credit memo
Throughout this manual, you will see a red caption callout box with the word “NOTE” written
on the header. These callouts contain important information about using the system.
NOTE
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
You will also see a similar callout box in yellow with the words “AGENCY PROCESS
RECOMMENDATION”. These captions will highlight functionalities within the system that may
be used differently depending on what agency you serve as a grant recipient.
AGENCY PROCESS RECOMMENDATION
LEARNING OBJECTIVES
After reviewing this user manual, you should be able to achieve the following objectives:
• Identify the function and purpose of the Delphi eInvoicing System
• Locate the steps to gain access to the system
• Locate the steps on how to use the system to search saved and rejected invoices and
view submitted invoices
• Locate the steps to create, save, and submit an invoice within the system
GLOSSARY
There are several concepts and terms associated with the Delphi eInvoicing System that
may be new to you. These concepts and terms will be used throughout this manual and are
defined in Table 1-1 below.
KEY
DEFINITION
CONCEPT/
TERM
Credit Memo A credit memo is submitted by a grant recipient as a type of
invoice to reconcile an account for overpayment.
Grant A grant is a financial award given to a recipient to carry out an
approved project or activity.
Grant Number A grant number is a unique identification number for a grant.
These numbers are generated by the agency from which the grant
recipient receives the grant.
Invoice There are two types of invoices in the Delphi eInvoicing System.
The most common usage of the term invoice is used to request
payment against a specific grant. The second type of invoice is a
credit memo (defined above).
ISP Oracle iSupplier is the enterprise application upon which the Delphi
eInvoicing System is built.
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
KEY
DEFINITION
CONCEPT/
TERM
Notifications Notifications are electronic messages that the grant recipient will
receive to inform him/her of actions that the reviewer/approver has
taken on each invoice.
Obligation An obligation is the amount of funding awarded to a grant recipient
to carry out an approved project or activity. Issuance of a purchase
order is an obligation transaction.
Payment A payment is a disbursement of funds to a grant recipient to carry
out an approved project or activity.
Purchase Order
(PO)
A purchase order represents an obligation that has been made to a
grant recipient. When creating an invoice for payment, the grant
recipient selects one or more purchase orders to charge the invoice
against.
Report A report is an extract of data defining specific criteria to satisfy
audit, mandated, and real-time reporting needs. Grant recipients
can query data from the Delphi eInvoicing System.
Responsibility Responsibility is a term used in the Delphi eInvoicing System and
refers to the name of the access that has been given to a grant
recipient. This access relates to a specific agency’s grants. A grant
recipient may submit invoices to multiple agencies and, as a result,
may have multiple responsibilities from which to choose.
The Standard Form (SF) 270 is a request for reimbursement.
Standard Form
(SF) 270
Standard Form
(SF) 271
The Standard Form (SF) 271 is an outlay report and request for
reimbursement for construction projects.
Table 1-1: Grant Recipient User Manual Glossary
1.0 DELPHI eINVOICING SYSTEM OVERVIEW
In this section of the manual, you will review why DOT has moved to the Delphi eInvoicing
System, the benefits of using the system, and the steps you must take to activate your user
account.
At the end of Section 1.0, you should be able to:
• Identify the function and purpose of the Delphi eInvoicing System
• Locate the steps to gain access to the system
• Identify the reasons for user account deactivation and the process for reactivation
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
1.1 Delphi eInvoicing System Overview
The purpose of the Delphi eInvoicing System is to automate the grants payment process
and allow the grant recipient to submit invoices for payment electronically. Once an invoice
has been submitted, the grant reviewer/approver will have the ability to immediately
approve or reject the invoice.
The system will:
• Allow for standardized invoice submission across all agencies within the DOT
• Allow for the viewing of submitted invoices and balances on open grants in real time
• Send system-generated rejection notices if funds are not available or adequate
information is not provided
• Send automated e-mail notifications for invoice approvals and rejections
• Allow for electronic invoice submission and the ability to electronically upload images
or other files containing backup documentation for invoices
1.2 User Account Activation and Deactivation
Before accessing the Delphi eInvoicing System, you must be an authenticated user. This
authentication process is called eAuthentication. Complete details on this process can be
found on the Delphi eInvoicing System website.
Here are the steps required to activate your account:
1. Once a DOT agency has established your grant, the agency submits an access
request for you to access the Delphi eInvoicing System.
2. You will receive an e-mail invitation to register from the DOT.
3. You will complete the Online Registration form.
4. You will complete and print the Proof of Identity PDF form.
5. You must have the Proof of Identity form validated by a Notary Public and mail the
notarized form to the DOT.
6. The DOT will then validate the forms and approve your account, at which point you
will receive separate e-mails with your user name and password.
NOTE
Please note that if your grant-receiving organization has multiple users who may submit
invoices through the system, each individual user must complete the eAuthentication
process and have the Proof of Identify form notarized and mailed to the DOT for account
activation.
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
Each of the account activation steps is outlined in more detail below.
1. Once the agency has submitted a request for you to access the system, you will
receive an e-mail invitation to register for a user account from the DOT.
2. Here is an example of the invitation that you will receive (Image 1-1). Within the
invitation, you will select the link to access the Online Registration form.
Image 1-1: Grant Recipient Registration Invitation
NOTE
Please note that the link provided in the invitation is a unique identifier to the individual to
whom it was sent and cannot be shared with others.
If additional users within your organization need access to the system, please contact the
agency you are invoicing.
3. After selecting the link in the invitation, the Online Registration form will open
(Image 1-2). To complete this form, you must enter your e-mail address, first name,
last name, and phone number.
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
Image 1-2: Grant Recipient Online Registration Form
To submit the form, select Submit (Image 1-2).
4. After you have completed and submitted the Online Registration form, return to the
registration invitation.
This invitation contains the Proof of Identity form, which is in a PDF format. Select
the PDF link to access the form (Image 1-3).
Image 1-3: Grant Recipient Registration Invitation Link to Proof of Identity PDF Form
Here is an example of the Proof of Identity PDF form (Image 1-4).
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
Image 1-4: Proof of Identity PDF Form
You will need to complete this form in its entirety, save it to your computer, and then print
it out.
5. Once printed, you must take the form to a Notary Public to be validated and
notarized. Once this is done, you must return the notarized form via certified mail
(USPS, FedEx, UPS) to the address provided on the form.
NOTE
Please note that you must populate the Unique PIN field with the PIN that was sent to you
in your registration invitation e-mail.
6. After the DOT receives the notarized Proof of Identity form, they will validate the
form and approve your account. Once this is complete, you will receive your user
name and password in separate e-mails. Use these credentials to access the system.
Here is an example of an e-mail containing your approved user name (Image 1-5).
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Image 1-5: Grant Recipient User Name E-mail
Notice that your user name will be the same as your e-mail address.
Here is an example of an e-mail containing your DOT-issued password (Image 1-6).
Image 1-6: Grant Recipient Initial Password E-mail
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
Once you have completed the registration process and obtained your user name and
password, you can access the Delphi eInvoicing System. You should activate your system
account within 90 days of receiving your credentials to prevent your account from being
deactivated.
Your account will remain valid unless it is deactivated due to a period of inactivity (it has not
been logged into for 90 days) or your agency requests it to be deactivated.
If your account has been deactivated due to a period of inactivity, contact the Customer
Service Center (CSC) Help Desk for account reactivation. If your account has been
deactivated by mistake, contact to Help Desk to find out whether you need to go through
the agency you invoice for account reactivation.
The process of logging into the system for the first time is detailed in Section 2.0.
2.0 SYSTEM NAVIGATING AND SEARCHING
This section of the manual will describe how to search and navigate within the Delphi
eInvoicing System.
At the end of this section, you should be able to:
• Locate the steps to use the global links to navigate throughout the system
• Locate the steps to use the Home tab to identify and distinguish the various
notification types
• Locate the steps to use the Orders/Grants tab to review Purchase Orders/grants
• Locate the steps to use the Invoices tab to conduct an invoice search and review the
status of a payment
NOTE
All navigation should be made using the links and buttons provided in the Delphi eInvoicing
System. Using navigational buttons on your web browser may result in errors.
2.1 Delphi eInvoicing System Global Links
2.1.1 Logging Into the Delphi eInvoicing System
Once on the DOT Delphi eInvoicing System Login page (Image 2-1), you will enter the user
name and generic password issued to you by the DOT. Before you log on, you must agree
to follow the rules of behavior established by DOT by reading the Rules of Behavior and
checking the box.
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
Image 2-1: Delphi eInvoicing System Login Page
Upon selecting the Login button, you will be directed to the Change Password page (Image
2-2).
Image 2-2: Change Password Page
The Change Password page will appear the first time you access the Delphi eInvoicing
System, to allow you to change the DOT-issued generic password to a personal one. This
page will appear again every 90 days to prompt you to change your password.
In the Current Password field, enter your generic password. In the New Password and Re-
enter New Password fields, enter a personal password of your choice. Please note that your
new password must be at least 12 characters long and must contain at least one
(1) letter and at least two (2) numbers. The rules for creating and changing your
password will be included in the initial e-mail sent to you containing your generic DOT-
issued system password (Image 1-6).
Once you enter your personal password, select Apply.
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
NOTE
Please make note of your user name and password, as you must enter them each time you
need to access the system.
Once your password has been reset, you will be directed to the Navigator Home page
(Image 2-3). If you invoice multiple agencies, multiple responsibilities will appear.
Image 2-3: Navigator Home Page
Responsibility is the name of the access that has been given to you as a grant recipient.
This access relates to a specific agency’s grants. You may submit invoices to several
different agencies and, as a result, may have multiple responsibilities from which to choose.
Next, select the responsibility associated with the agency for which you currently need to
create and submit an invoice. In this example, the Federal Aviation Administration iSupplier
(FAA ISP) Grantee User responsibility has been selected.
2.1.2 Responsibility Home Page
Once you have selected the appropriate responsibility, you will be taken to the relevant
Responsibility Home page (Image 2-4). If you only submit invoices to one agency, you will
be taken directly to that Responsibility Home page after logging into the system.
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DOT DELPHI eINVOICING SYSTEM DESKTOP USER GUIDE – GRANT RECIPIENT
Image 2-4: Responsibility Home Page
On the Responsibility Home page you can view your Notifications and Orders at a Glance
(Image 2-4).
On the Responsibility Home page, there are three global links at the upper-right corner of
the screen—Home, Logout, and Preferences (Image 2-5).
Home returns you to the Navigator Home page from any subpage. Logout logs you out of
the Delphi eInvoicing System; an automatic logout is scheduled for inactivity in excess of 30
minutes. Preferences allow you to set user preferences.
Image 2-5: Responsibility Home Page, Links
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2.1.3 Setting User Preferences
Once you have selected the Preferences link, the General Preferences page will appear
(Image 2-6). There are multiple system preferences that you can set.
Image 2-6: General Preferences Page
1. The first section, Languages, defaults to American English. System functionality does
not allow the user to view the content in other languages.
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2. The next section, Accessibility, gives you the option to the modify accessibility
features, such as screen reader use.
3. The third section, Regional, allows you to set your location and preferred date and
time stamping.
4. The fourth section, Change Password, is where you can change or reset your
password. Remember that your password must be at least 12 characters long and
must contain at least one letter and at least two numbers to be valid.
5. If you invoice more than one DOT agency, the next preferences section, Start Page,
allows you to specify which Responsibility Home page you would like as your default
page. For example, this would be useful if you invoice both the FAA and the FRA but
invoice the FRA more often; in that case, you would want your FRA responsibilities to
appear on your default Responsibility Home page. Be sure not to hide any
responsibilities that you will need to use.
6. The final section, Notifications, allows you to select the e-mail style and format in
which you would like to receive e-mail notifications.
After making any changes to the default information on this page, select Apply.
7. NOTE: The other link on the left panel of the Preferences page is Access
Requests (Image 2-6). Selecting this link will display all of your assigned
responsibilities. However, you will only be able to view the responsibilities that you
currently have and will not be able to request additional responsibilities through
this page. Any request for additional access must be approved by the
agency/agencies to which you submit invoices.
Once you have customized your preferences, you may return to the Navigator Home page
by selecting the Home link in the top right-hand corner.
Upon returning to the Navigator Home page, you will notice additional Edit Navigator and
Edit Favorites buttons (Image 2-7).
Image 2-7: Navigator Home Page, Edit Navigator and Edit Favorites Buttons
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The Edit Navigator button allows you to edit the responsibilities that you want to show or
hide on your Navigator Home page.
The Edit Favorites button appears on the screen but is disabled for DOT grant recipients.
2.2 Delphi eInvoicing System Navigation Tabs
On the Responsibility Home page, there are three tabs in the upper-right corner of the
screen—Home, Orders/Grants, and Invoices (Image 2-8).
Image 2-8: Responsibility Home Page, Tabs
The Home tab page contains two sections—Notifications and Orders at a Glance.
2.2.1 Electronic Notifications
Notifications inform you of actions that the reviewer/approver has taken on each invoice.
Select the Full List button (Image 2-8) to open the Notifications page (Image 2-9).
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Image 2-9: Notifications Search Page
On the Notifications page, you can filter through notifications by selecting the drop-down list
for sorting options.
Three of these options—All Notifications, FYI Notifications, and Open Notifications—will
return results.
• Open Notifications displays notifications that you have not yet viewed
• FYI Notifications are informational in nature and do not require any action
• All Notifications displays both open and closed notifications, including notifications
on any of your invoices that have been approved or rejected
There are additional notification options displayed—Notifications From Me and To Do
Notifications. Although the system lists these as options, they will not return any results.
Once you make your selection from the drop-down list, select Go to display results (Image
2-9).
Image 2-10: Notifications Search Page, Results
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Your search results will display (Image 2-10) the type of notification, when it was sent, and
its status. For example, this screen will display notifications informing you that an invoice
has been approved or an invoice has been rejected and needs to be edited and resubmitted
for approval.
Select the link in the Subject column (Image 2-10) of the notification you would like to
review in more detail. This action opens the notification for your review (Image 2-11).
Image 2-11: Notification Details
The Notification Details screen lets you know whether a response is required or whether the
notification is for your information only (Image 2-11). Upon reviewing the notification
details, select the Return to Worklist link to go back to your notification search results, or
select the Display next notification after my response check box and click OK to view
the next notification in your queue.
2.2.2 Searching for Purchase Orders/Grants
Now that you have viewed system notifications, notice the second section of the Home tab
page—the previously mentioned Orders at a Glance section (Image 2-11). Here your last
five approved Purchase Orders/Grants will automatically appear.
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Image 2-12: Responsibility Home Page, Orders at a Glance Section
To see additional Purchase Orders/Grants, select Full List (Image 2-12). This option will
take you directly to the Orders/Grants tab (Image 2-12), which is found to the right of the
Home tab and provides detailed information on your full list of approved Purchase
Orders/Grants.
The Orders/Grants tab allows you to view your last 25 Purchase Orders/Grants and
Purchase Orders/Grants that were issued in the last six months (Image 2-13).
Image 2-13: Orders/Grants Page
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Although the system lists Purchase Orders to Acknowledge and Purchase Orders Pending
Supplier Change as view options, these options are not operational for the grant recipient.
In addition to viewing your Purchase Orders/Grants, select Export (Image 2-13) to export
the results to Microsoft Excel as a .CSV file. This allows for easy sorting and also gives you
the option to save the file for reporting purposes.
2.2.3 Searching All Invoices
The Invoices tab (Image 2-14), which is located to the right of the Orders/Grants tab, is the
final part of the System Navigation and Searching section.
Image 2-14: Invoices Page, Invoices Tab
In the upper-left corner of the page, within the blue header, there are two links—Create
Invoices and View Invoices (Image 2-14). These links are the two ways you can search
for invoices within the system.
• Create Invoices allows you to view all saved and unsubmitted or rejected invoices
• View Invoices allows you to view all invoices that have been saved, submitted,
rejected, paid, or are pending approval. Please note that invoices searched and
returned under View Invoices are view-only and cannot be edited
The Create Invoices link is covered in more detail in Section 3.0. This section provides
information on the View Invoices link (Image 2-15). This link allows you to perform a
search on all of your invoices.
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Image 2-15: Invoices Page, View Invoices Link
NOTE
Please remember that you will only be able to search for invoices that have been created in
the Delphi eInvoicing System.
The View Invoices page allows you to perform a Simple Search (Image 2-16) by entering
criteria in multiple search fields: Invoice Number, Amount Due From, Amount Due To, Grant
Number/PO Number, Invoice Date From, Invoice Date To, Due Date From, and Due Date To.
Image 2-16: Invoice Summary Page, Simple Search
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• Invoice Number: This unique invoice identification number is established by the
grant recipient or the agency that the grant recipient is invoicing
• Amount Due From/Amount Due To: You can search a range of invoice amounts
by entering dollar amounts in these fields. For example, to limit your search, you can
search all invoices with an amount due of $1,800 - $3,000
• Grant Number/PO Number: This unique grant/PO identification number is
established by the agency issuing the grant
• Invoice Date From/Invoice Date To: You can search a range of invoice dates by
entering a date from and to in these fields. For example, to limit your search, you
can view all invoices created between January 1, 2012, and January 15, 2012
• Due Date From/Due Date To: You can search a range of due dates by entering a
date from and to in these fields. For example, to limit your search, you can view all
invoices that were due between January 1, 2012, and January 15, 2012
When entering search values, you can use the percent sign (%) as a wildcard if you are
unsure of the exact value. For example, to search for all orders beginning with CTT, enter
CTT%. The more specific your search, the more precise the returned results will be. For
example, to search for all orders beginning with 27 and ending in 5, enter 27%5.
To clear the search fields, select Clear (Image 2-16).
Once you have entered your search criteria, select Go (Image 2-16). All results will appear
in a table where columns will be displayed (Image 2-17).
Image 2-17: Invoice Summary Page, Simple Search Results
The Description is pulled from the submitted invoice. The Due Date is the scheduled
payment date in Delphi. The Status and Paid Date columns allow you to keep track of
invoice processing. To sort by any of these categories, select the desired category header.
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To export table data to a .CSV file in Microsoft Excel, select the Export button (Image 2-
17).
2.2.4 View Invoice Details
To view the details of a specific invoice, select the View link for that invoice in the far right
column (Image 2-17). This will direct you to the Invoice Details page (Image 2-18).
Image 2-18: Invoice Details Page
On the Invoice Details page, you can view the following information for the invoice: Invoice
Number, Invoice Date, Currency, Invoice Amount, Description, and any additional
attachments or backup documentation that were added to the invoice, including the SF270
or 271 Form. The Attachments icon and SF270/SF271 icons will only be present if these
documents were uploaded to the invoice. To view the completed SF270 or 271 Form, select
the applicable button (Image 2-18).
NOTE
Please note that the attachment link will open all attachments associated with the invoice.
All SF270 and SF271 Forms will open in PDF. You must have Adobe Acrobat Reader to view
PDF files.
To return to the Invoice Details page, select the Back button at the top of your browser.
NOTE
This is the only time you should use the web browser Back button when navigating in the
Delphi eInvoicing System.
This completes the invoice search process. The next section of the manual will outline the
steps required to create a standard invoice and credit memo.
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3.0 INVOICE CREATION
In this section, you will learn how to perform your primary system task – creating an
invoice.
At the end of this section, you should be able to:
• Locate the steps to create a standard invoice
• Locate the steps to create a credit memo
• Locate the steps on how to search and take action on a saved or rejected invoice
3.1 Creating a Standard Invoice
To begin the process of creating an invoice, select the Invoices tab on the Responsibility
home page, where you can then select Create Standard Invoice from the Invoices page
(Image 3-1).
Image 3-1: Invoices Page, Create Standard Invoice Link
You will be directed to the Create Invoice: Purchase Orders page (Image 3-2) to begin the
four-step process of creating the invoice.
3.1.1 Searching Grants
The first step is to search for your grants by using a Supplier name or Grant Number
(Image 3-2).
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Once you receive a grant, the Supplier name will be the name of your organization as it
appears in the Delphi eInvoicing System, and the Grant Number is unique to your grant.
You can also use the percentage sign as a wild card in your search. It is recommended that
you leave the percentage sign in the supplier name field, as it will display your own supplier
name. Instead, narrow your search by entering your Grant Number.
Image 3-2: Create Invoice: Purchase Orders Page
After you have input your search criteria, select Go (Image 3-2). All grant search results will
be returned in the table at the bottom of the screen (Image 3-3).
Image 3-3: Create Invoice: Purchase Orders Page, Search Results
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