OB10 is now Tungsten Network

Introduction

 

The U.S. Department of Veterans Affairs has announced an important change in our accounts payable process that will ensure our valued suppliers are paid promptly. In 2007 the Department of Veterans Affairs entered into a relationship with Tungsten, a global provider of electronic invoicing. With Tungsten, all Department of Veterans Affairs suppliers will now be able to securely submit invoices directly from their existing billing systems. All suppliers can easily participate without changing their existing invoicing formats. In addition, by submitting invoices electronically through Tungsten, Department of Veterans Affairs suppliers will experience prompt payment with reduced exceptions.

Your participation is vital to ensuring that the Department of Veteran Affairs can offer the most efficient and highest quality invoice processing possible, while moving to a paperless invoice processing environment in accounts payable.

Your participation in this existing process is required in order to continue providing products or services to the Department of Veteran Affairs in compliance with the Improper Payments Elimination and Recovery Act of 2010 (IPERA) and Mandate AN97. The rule mandating electronic invoice submission was published on November 27th, 2012, and has an effective date of December 27th, 2012.

Mandate AN97 can be located on the Federal Registry at the link provided below for reference.

https://federalregister.gov/a/2012-28612

VAFSC's vendor conversion plan will ensure a timely and smooth transition from "paper" to electronic invoice submission. As part of the plan, vendors can begin conversion immediately upon contact by VAFSC or their respective representatives.

VA logo

Send electronic invoices from your existing billing system

 

Unlike other options in the marketplace that require you to send specific invoice formats (frequently requiring your IT department to remap your existing layout), Tungsten will pick up any flat text invoice format, any invoice data layout, and through any communication method of your choice. What this means is that you can now send electronic invoices from your existing billing systems.

Benefits of using the Tungsten e-Invoicing solution:

  • Guaranteed invoice delivery – Delivery of Invoices directly into the Financial Service Center (FSC) payment system and routed nationally for approval, reduction of invoice receipt inquiries
  • More predictable payment – we can process electronic invoices much faster than paper
  • More streamlined, fewer exceptions – Elimination of mail processing time, postage, data errors and lost or misplaced invoices
  • Improved cash-flow management – our process is more transparent; you can check the status of your invoice and when you will be paid
  • The ability to store and retrieve invoices – through Tungsten’s online archive
  • No installation of hardware or software required – not cost-prohibitive

While making the invoice submission process completely electronic, the VAFSC would also like to expand on their electronic payments. To this end, an Automated Clearing House (ACH) enrollment form can be found at http://www.fms.treas.gov/index.html following a search for ‘3881’ or within the FAQ guide.

ACH Offers significant advantages:

  • Reduced deliver time for payment funds, eliminating unpredictable postal system delays
  • Automated payment generation through our accounting systems, reducing the likelihood

What happens next?

 

The below communication details the next steps and key requirements needed to allow us to process the data efficiently and to terms.

Two Service Options Available

There are two primary methods for sending Invoice and Credit transactions via the Tungsten network:

Integrated Solution: A supplier can send a data file directly to Tungsten via automatic upload.

Web Form: A supplier can create invoices on-line via the Tungsten portal.

  • The account type will be advised based on of the current transaction volume levels to the Veterans Affairs Financial Service Center (VA-FSC) .
  • If your company elects for a Web Form Account:
    • Step 1: You do not require a “Registration Key” unless provided to you directly through Email.
    • Step 5: Your Companies Tax Payer ID Number (TIN) is Required for VA-FSC.
    • Step 6: Remittance Address Details are Required to Transact to VA-FSC.
    • Step 8: The Department of Veterans Affairs Tungsten Number is: AAA544240062

The current account and transaction fees associated with the Tungsten services are paid by the VA-FSC. Free transaction code (s) are not required.

During Implementation (Technical Set-up) Tungsten will confirm your Tax Payer ID Number with the VA-FSC. This process can take up to 5 business days to complete to ensure your invoice is automatically routed to your Certifying Official for approval and payment.

In order to successfully submit an invoice to VA-FSC please review “How to Create an Invoice” within the how to guides below.

All invoices submitted through Tungsten to the VA-FSC should mirror your current submission of Invoice, with the following items required.

***Clarification of additional requirements should be confirmed with your Certifying Official***

The VA-FSC require specific information in compliance with the Prompt Pay Act and Business Requirements.

  1. Your companies Tax Payer ID Number (TIN).
  2. Your companies “Remit Address” information.
  3. A valid in scope Purchase Order (PO) provided by your contracting officer.
  4. Your companies contact information: (Personal Name, Email, and Phone).
  5. Your VA point of contact information: (Personal Name, Email, and Phone).
  6. If providing services; The period of performance dates (Begin and End).
  7. If providing goods; The “Ship To” information of the VA facility.
  8. All discount information if applicable (Percent and Date Terms).
 

For Further Help

 

Frequently Asked Questions

E-invoicing Comparison Chart

Watch our short video tutorials to tour the Tungsten Portal and learn how to use its key features:
 

Contacts

 

Please contact the Tungsten team at:

Tungsten Client Services

Phone:

1.877.752.09001.877.752.0900, Option #2

E-mail:

VA.Registration@tungsten-network.com

Tungsten Support

Phone:

1-877-489-61351-877-489-6135

Website:

/Country/US/Support

 

Please contact the Department of Veteran Affairs at:

Financial Service Center

Phone:

1-877-353-97911-877-353-9791