Dispute Bill/Statement
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Dispute Bill/Statement

The Dispute Bill/Statement Wizard in Vendor Self Service (VSS) provides the VSS user with the ability to submit billing dispute requests for individual billing documents or a statement. VSS users with permission to view bills/statements online are also granted the ability to submit billing dispute requests against those bills/statements.

The submission of a billing dispute request from VSS does not initiate automatic Billing Document updates in Momentum. Rather, submission of a dispute request triggers VSS to initiate a workflow task to the appropriate Momentum user. The Momentum user then performs an initial analysis to validate the request and updates the Billing Document (setting the Debt Appeal Forbearance flag to True to cease dunning and the accrual of overdue charges) prior to performing the full analysis required to determine if the dispute request can be resolved.

Note Billing dispute requests may not be submitted from VSS for IPAC Billing Documents/Statements, the IPAC Chargeback process should be used. Additionally, billing dispute requests may not be submitted from VSS for Billing Documents/Statements in "Pending Charges" status.

The Dispute Bill page can be accessed using the following path from the desktop:

Billing>Dispute Bill

or

from the [Dispute Bill] button that appears on the tabs of the Bill Search page in VSS

Note If accessed directly from the billing menu, the user will be presented with the Enter Bill Document Number to Dispute page.

The Dispute Bill pages contain several types of information with the following buttons and fields (click each tab for more information): (* indicates a required field)

There are several buttons in the Dispute Bill Wizard.

Button Description

Back

Next

Cancel

Dispute Bill

Attachments

Submit Dispute Request

Remove Details

Mark for Dispute

Clear Result

Enter Bill Document Number/Statement Number to Dispute

If accessed from the Billing menu, the user will be presented with the Enter Bill Number to Dispute page.

Instructions

  1. Input desired search criteria

  2. Click the [Next] button to return search results and continue to the next step

Fields

Field Description

Bill Document Number

Billing Statement

Field Description

Statement Number

Registration Number

Code

Address Code

Step 1/4 Select Dispute Type

Step 1/4 of the Dispute Bill Wizard displays the Billing Document Information and allows the user to select the Dispute Type.

Instructions

  1. Select the dispute type:

    • Dispute Entire Billing Document or Statement (the Dispute Type options differ based on what the user is disputing)

    • Choose Which Accounting Lines to Dispute

    • Choose Which Detail Records to Dispute

  2. Click the [Next] button to validate the information and continue to the next step

Fields

Billing Document Information

Field Description

Vendor Name

Amount

Dispute Type

Field Description

Dispute Entire Billing Document

Choose Which Accounting Lines to Dispute

Choose Which Detail Records to Dispute

Dispute Entire Billing Statement

Step 1-(a)/4 Select Disputing Items

Step 1-(a)/4 of the Dispute Bill Wizard allows the user to identify the line(s) that are to be disputed.

Instructions

  1. Enter search criteria

  2. Enter additional criteria if needed

  3. Click [Search]

  4. Select the line(s) to be disputed in the Summary

  5. Click the [Next] button to validate the information and continue to the next step

Fields

Search Criteria

Field Description

Line Number

Billing Status

Line Type

Agreement Number

Agreement Line Number

Contract Number

Contract Line Item Number

Delivery Order Number

Total Accounting Line Amount From/To

Accounting Line Principal Amount From/To

Document Type

Visible for Statement

Document Number

Visible for Statement

Additional Criteria

Interagency Search Criteria

Field Description

Customer Funding Source

Funding Document

Requisition Number

JAS Number

Accounting Classification Code

Fiscal Station Number

Funding Information

Field Description

Partition

BBFY

EBFY

Fund

Division

Organization

Sub Organization

Program

Project

Sub Project

Activity

Object

Sub Object

Revenue Source

Sub Revenue Source

User Dimension 1-10

Reimbursable Object

Reimbursable Sub Object

Canceled BBFY

Canceled EBFY

Canceled Fund

Cost Organization

Sub Cost Organization

YBA

BETC

Cohort Year

PRC

Summary

Field Description

Line Number

Total Accounting Line Amount

Principal Amount

Interest Amount

Admin Charges Amount

Penalty Amount

Billing Status

Line Type

Agreement Number

Agreement Line Number

Delivery Order Number

Contract Number

Contract Line Item Number

Partition

BBFY

EBFY

Fund

Division

Organization

Sub Organization

Program

Project

Sub Project

Activity

Object

Sub Object

Revenue Source

Sub Revenue Source

User Dimension 1-10

Reimbursable Object

Reimbursable Sub Object

Canceled BBFY

Canceled EBFY

Canceled Fund

Cost Organization

Sub Cost Organization

YBA

BETC

Customer Funding Source

Funding Document

Requisition Number

JAS Number

Accounting Classification Code

Fiscal Station Number

Accounting Line Credit Amount

Document Type

Visible for Statement

Document Number

Visible for Statement

Step 1-(b)/4 Select Bill Detail Lines

Step 1-(b)/4 of the Dispute Bill Wizard allows the user to identify the bill detail line(s) that are to be disputed.

Instructions

  1. Enter search criteria.

  2. Enter additional criteria if needed.

  3. Click [Search].

  4. Select the line(s) to be disputed in the Summary.

  5. Click [Mark for Dispute] to select the details to be included in the dispute.

  6. If needed, click [Clear Result] to perform another search.

  7. Click the [Next] button to validate the information and continue to the next step.

Fields

Search Criteria

Field Description

Unique Record Identifier

Detail Amount

Record Date

Period of Performance Start/End Date

Commodity Code

Quantity

Document Type

Visible for Statement

Document Number

Visible for Statement

Additional Criteria

Field Description

Detail Billing Element 1-15

Detail Billing Text Element 1-80

Detail Billing Number Elements 1-25

Detail Billing Amount Elements 1-45

Detail Billing Date Elements 1-35

User Defined Fields 1-10

Summary

Field Description

Line Number

Detail Amount

Statement Number

Record Date

Agreement Number

Agreement Line Number

Contract Number

Blanket Agreement Number

Delivery Order Number

Contract Line Item Number

Blanket Agreement Line Item Number

Quantity

Customer Funding Source

Funding Document

Requisition Number

JAS Number

Accounting Classification Code

Accounting Classification Reference Number

DOD Activity Address Code

Fiscal Station Number

Accounting Trace Number

Detail Billing Element 1-5

Detail Billing Number  Element 1-2

Detail Billing Date Element 1-2

Document Type

Visible for Statement

Document Number

Visible for Statement

Step 2/4 Supplementary Dispute Information

Step 2/4 of the Dispute Bill Wizard captures the Customer Contact Information and Supplementary Dispute Information.

Instructions

  1. Enter the applicable information in all required fields (*).

  2. Click [Attachments] button to add attachments if needed.

  3. Click the [Next] button to validate the information and continue to the next step.

 

Fields

Customer Contact Information

Field Name Description

*First Name

Middle Initial

*Last Name

Phone Number

International Phone Number

*Email Address

Title

Supplementary Dispute Information

Field Name Description

*Dispute Reason Code

*Dispute Explanation

Step 3/4 Review General Dispute Information

Step 3/4 of the Dispute Bill Wizard displays the Customer Contact Information and Supplementary Dispute Information for review.

Instructions

  1. Review the information displayed on the page and dispute reason/explanation for accuracy.

  2. Click [Attachments] button to add attachments if needed.

  3. Click the [Next] button to validate the information and continue to the next step or click [Back] to edit.

 

Fields

Customer Contact Information

Field Name Description

*First Name

Middle Initial

*Last Name

Phone Number

International Phone Number

*Email Address

Title

Supplementary Dispute Information

Field Name Description

*Dispute Reason Code

*Dispute Explanation

Step 4/4 Review and Submit Disputed Items

Step 4/4 of the Dispute Bill Wizard displays a summary of the disputed items.

Instructions

  1. Review the selected disputed items. Click [Remove Details] to remove an item from the list.

  2. Click [Submit Dispute Request] to submit the dispute or click [Back] to edit.

As a result of selecting the Submit Dispute Request button from within the Dispute Request Submission Wizard, the system closes the wizard and displays the View Bill Header , View Statement Header, or VSS home page with an informational message stating:

"Your billing dispute request has been successfully submitted and the status of your request can be viewed from the VSS Dispute Requests Query."

Fields

Summary

Field Description

Document Type

Document Number

Accounting Line Number

Detail Billing Record Identifier

Disputed Amount

Vendor Code

Vendor Address Code

Vendor Name

Agreement Number

Agreement Line Number

Delivery Order Number

Contract Number

Contract Line Number

Partition

Fund

Division

Organization

Program

Project

Activity

Object

Revenue Source

User Dimension 1-10

Detail Billing Text Element 1-7

Detail Billing Number Element 1-7

Related Topics

Bill Search

View Dispute Requests

 

 

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