APXConnect

A guide to the Booz Allen Hamilton and Booz Allen Engineering Services electronic invoicing portal

USER GUIDE

Welcome to APXConnect, a web-based portal enabling the electronic presentment of vendor invoices. APXConnect integrates with the Booz Allen Hamilton and Booz Allen Engineering Services financial systems, eliminating the costs and delays associated with processing invoices and the need for paper and postage.

Some of the benefits of electronic invoicing include:

Better payment terms Faster processing and approval of your invoice Free set up, connection, and use of the invoicing system Improved accuracy of invoice processing Greater visibility into invoice status Enhanced visibility for Booz Allen employees

A User ID and Password is required to access APXConnect. If you do not have a password or need a password reset, please contact the Booz Allen Help Desk at 877-927-8278 or email help_desk@bah.com to make your request. Please allow 24 hours for your access request to be fulfilled.

GETTING STARTED

Enter the User ID and Password. Next, click Login to begin data entry.

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Click to highlight and select INVOICE document type. Note the document status will be represented as DRAFT.

Next, select “Create”.

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INVOICE NUMBER: Enter the complete invoice number in the Invoice Number field. INVOICE DATE: Use the calendar to select the Invoice Date. The invoice date cannot be prior to the Create date.

PO NUMBER: Do you have a purchase order? Yes – Click the box with three dots to the right of the PO Number data field to open a

search applet.No – skip data entry

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Enter the PO number in Search PO Data field and click the Search button to return the PO list. Select your purchase order; the selection will be highlighted. Click once to view individual purchase order lines.

Click to check the box to the left of the purchase order lines for items that apply to the invoice you are creating. Next, click the Save PO button located in the bottom right of the window.

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The PO information will populate several data fields including the Vendor Name, Vendor Number, Vendor Address and PO Line Number.

SHIP TO: Enter the city and two-character state abbreviation of where the products were shipped, or where the Booz Allen Hamilton or Booz Allen Engineering Services employee that received the services is located.

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VENDOR NUMBER: Your vendor number was assigned to your user profile when access was granted and will automatically populate once an invoice is created.

REMIT TO ADDRESS: Click the three-dot applet next to the Remit to Address field to open a search applet. Use the field to locate the correct remittance address. Highlight and click once to populate your selection into the data entry field.

When selecting the Remit To Address, verify that the company name corresponds to your Remit to Address since this is where the check will be mailed (does not apply to ACH/Direct Deposit).

TOTAL AMOUNT: Enter the total amount of the invoice, inclusive of tax and freight or shipping & handling.

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TAX AMOUNT: Enter the total tax amount.

STATE TAX CODE: Use the search applet to highlight and select the State Tax Code.

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FREIGHT AMOUNT: Enter freight or shipping & handling as appropriate. Note: If S&H is entered, ensure appropriate tax on S&H is included in the Tax Amount field.

FREIGHT OR SHIPPING & HANDLING: Select as appropriate from the pick list; highlight and click once to populate data field.

POP START DATE/POP END DATE: If this is a purchase order invoice, the period of performance dates may populate the data fields. If you are providing services, these fields must be completed and must reflect the billing period.

To complete, click into the field, and select appropriate date(s) from the calendar applet.

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For non-PO invoices, the PoP Start and End Dates will default to the invoice date, and can be edited as needed.

Navigation Tip: SAVE your draft document if you need to come back to it later

ATTACHMENTS

To attach supporting documentation such as activity reports, work product, agreements, receipts, etc., use the Attachment tab located directly to the left of the log and Document Lines tabs.

a. Select Attachments

b. Select Upload c. Browse your folders/files, etc. for attachment(s)d. Click Add – the name of your document will appear in the data pane. You can delete

the attachment at any time before the document has been submitted. Once submitted, documents cannot be deleted.

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e. Savef. Close Upload

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Data Pane

When documents are successfully attached, a description of your attachment(s) will be displayed. To return to your posting information, select Document Lines.

DOCUMENT LINES

PURCHASE ORDER BILLING: If you selected PO lines, billing details will auto-populate on the data entry fields.

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Click the box to the left of PO Line Number, and then the red “X” to delete the first blank line of the billing details.

Navigation Tip: Grey data fields cannot be edited

If partially invoicing against the PO line, enter the appropriate QUANTITY/HOURS, and AMOUNT. The DIFF field beside the red “X” indicates the dollar value that has not yet been entered into the DOCUMENT LINE/AMOUNT field.

NOTE: TOTAL AMOUNT REMAINING indicates how much funding is still available on the PO line.

NON-PURCHASE ORDER BILLING: Complete the following data entry fields.

- QUANTITY/HOURS- UNIT COST- ELEMENT CODE (upon advance agreement by Booz Allen AP only)- CHARGE NUMBER: (upon advance agreement by Booz Allen AP only)- DESCRIPTION: Enter a thorough description of products delivered, or services

provided. For service invoices, you must indicate the date of service when entering the description.

- AMOUNT: Enter amounts, not including tax or freight/shipping & handling charges

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ADDING DOCUMENT LINES

Navigation Tip: Click the “+” sign to add billing lines

EXPENSES: Expenses must be billed on a separate line, and receipts attached for audit purposes.

APPROVER/POC: Your invoice cannot be submitted without first selecting the name of the Booz Allen Hamilton or Booz Allen ES point of contact.

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Search for the Booz Allen Hamilton or Booz Allen Engineering Services Point of Contact by clicking the search applet next to Approver/POC data field. Enter the last name of the intended recipient, and click Search.

If your contact is not found, select NEW POC and enter the full name of the Booz Allen Hamilton or Booz Allen Engineering Services point of contact in the NEW POC data entry field.

SUBMIT: After selecting the approver, click the SUBMIT button directly to the right of the Approver/POC field to submit the invoice for payment.

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Upon submit, the system will validate that required fields have been completed.

If you receive a validation message regarding charge number, contact your Booz Allen Hamilton or Booz Allen Engineering Services point of contact to resolve the underlying issue.

SAVE your invoice to if you need to return and edit your invoice before submitting.

CHECKING INVOICE STATUS AND PAYMENT DATA

- Log on to APXConnect, and select Document Type

- Select SUBMITTED from drop down list- Select GET DOCUMENTS- Highlight invoice selected and double click

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- Scroll to middle of first pane to view details of CHECK NUMBER, CHECK DATE and VOUCHER NUMBER.

QUESTIONS

If you have questions regarding portal navigation, email apxconnect@bah.com. For emergency assistance, contact Beresford Lawson, Lawson_beresford@bah.com, +1 703-984-0088 or Paul Orsborn, Orsborn_paul@bah.com, +1 703-984-1144.

For invoice payment status 24/7, contact the Booz Allen Hamilton Help Desk at +1 877-927-8278 or email help_desk@bah.com.

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