Costpoint's UID Generator Button and iRAPT Template

Posted by Annette Grotz on February 27, 2020

Shop floor Employee - Costpoint supports UID requirements

The Department of Defense's system of distinguishing a discrete entity from another with unique identifiers is known as UID or Unique Identification. The unique identifier for an item is called the Unique Item Identifier, or the UII. “'Item' means a single hardware article or a single unit formed by a grouping of subassemblies, components, or constituent parts. (DFARS 252.211-7003)"

You will know which items need to be uniquely identified based on the information in your government contract. The contract will include DFARS clause 252.211-7003. This DFARS clause mandates that you mark your item according to MIL-STD-130 rules. (Implemented in 2004 for all tangible items.) The contract may also include all subcomponents that the Agency Program Manager would like marked. If the agency Contract Manager overlooks this, be on the alert that it may end up being an add-on to your contract. 

While MIL-STD-130 tells you what should be on the mark, your engineering team needs to decide how to mark your items. There are many factors they need to consider, most importantly is the fact that the mark needs to last the lifetime of the part, to include enduring a refurbishment and rebuild process. The level of detail behind the contract's UID requirements can vary by contract, agency, and Contract Manager.

MIL-STD-130 contains the requirements for UID labels. Keep in mind label types may include markings, data plates or labels. The requirements breakdown the data, the format, and the marking specifics among other criteria. 

The burden of registering UIDs lies with the prime contractor. Subcontractors should not register UIDs. Prime contractors, those holding the government contract, register the UIDs at the time of invoicing. Registration is easiest when done directly through the iRAPT, or the government's paperless system for  Invoicing, Receipt, Acceptance and Property Transfer.

Why do you need UIDs? Among other requirements, the government requires that tangible end items worth over $5000 or more have a unique identifier. You need to ensure that at some point in the assembly or production process, they are labeled so that you can sell the product to the government, having met the contract requirements. You can find a lot of valuable UID information here.

Costpoint generate UID button

Costpoint generates UIDs in both the Inventory control and Fixed Assets applications. Because parts typically differ from fixed assets, you have the ability to maintain these separately. You can assign UIDs to your parts and assets, or document them upon receipt for material the government is supplying to you.

When generating the UID in Costpoint, you can automate a number of processes such as the inclusion of the UIDs on the invoices, the calculated depreciation, and the disposal of the asset in the General Ledger.

You can print the labels directly from Costpoint using your printer software, or one of the Costpoint bar-coding partners. You can find these partners in the Partner Marketplace.

When you issue materials to a sales order, your UIDs are automatically associated with each serial number to meet iRAPT requirements. Costpoint houses the template iRAPT requires for the digital submission of the invoice that contains the needed UID information. 

You can complete the iRAPT template in either the Sales Order or Projects- billing application.

Costpoints built-in iRAPT template

The Department of Defense (DoD), and/or the Government Accountability Office (GAO) audit UIDs in their system. You, however, can see and search for UID information in a number of Costpoint  screens. The subtask may show the serial lot information as well.

Once you ship, Costpoint creates an invoice from the Sales Order. This invoice is iRAPT compliant and contains the required information allowing the government to receive and accept your invoice – electronically in a paperless environment. Deltek's annual GovCon Clarity report reveals that companies submitting invoices through iRAPT cut their invoice cycle times by up to 27%.

These are just two examples of how Costpoint can help cut down the complexity of delivering on government contracts. For more information attend a monthly live Costpoint overview webinar, log in and search the Deltek Support Center, or schedule a Cospoint demo

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