Attach_4_STORES_Reconciliation_Tool.pdf

STORES Web Reconciliation Tool - EDI Vendors Users – September 2019

FOR OFFICIAL USE ONLY

Subsistence Total Order and Receipt Electronic System on the Web (STORES Web)

STORES Reconciliation Tool Guide for Reconciliation EDI Vendor Users

Release Date: September 2019

DLA Troop Support – Philadelphia Defense Logistics Agency

United States Department of Defense i

TABLE OF CONTENTS

CHAPTER 1 – STORES RECONCILIATION VENDOR USER BASICS

1 – LOGGING ON TO STORES WEB

1.1 – Path 1: Non-Certificate Log On

1.2 – Path 2: Certificate Log On – First Attempt with Required Digital Association

1.3 – Path 3: Certificate Log On

2 – REQUESTING A NEW ACCOUNT

3 – RESETTING A PASSWORD

4 – REQUESTING RE-ACTIVATION

5 – PASSWORD EXPIRATION NOTIFICATION

6 – LOGGING OFF OF STORES WEB

CHAPTER 2 – THE STORES RECONCILIATION TOOL HOME PAGE

CHAPTER 3 – RECONCILIATION OF ELECTRONIC DATA INTERCHANGE (EDI) RECORDS

1 – RECONCILING EDI RECORDS

1.1 – Mismatched Invoices

1.2 – Receipts Without Invoices

1.3 – Invoices Without Receipts

1.4 – Creating Invoices

CHAPTER 4 – ORDER CONFIRMATIONS

CHAPTER 5 – FILL RATE MAINTENANCE

1 – ENTER FILL RATE

2 – ENTERING SHORT SHIPMENT INFORMATION FOR SUBMISSION TO DLA REPRESENTATIVES

CHAPTER 6 – REPORTS

1 – VIEW INVOICE INFORMATION

CHAPTER 7 – MY CAGE CODE ASSIGNMENTS

CHAPTER 8 – DOWNLOAD CHANGES

CHAPTER 9 – MESSAGES

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NOTICE

Graphics All pictures, field names and general work processes contained in this document are for illustration purpose only, and may slightly differ from the views displayed in your organization’s environment.

Assumptions This guide assumes that its users are well versed in the basic functions of both a Web-based application and the Subsistence Total Order and Receipt Electronic System (STORES).

What’s New?

As of December 2015:

The following changes to STORES Help Desk window and Customer Assistance section have been implemented:

OCONUS Europe has been changed to DSN: 314.581.2203.

References to “Outside” and “Inside” Europe have been removed.

Number formatting changes have been applied.

International dialing prefixes have been removed.

As of October 2018 The Help Desk window has been updated with new OCONUS Europe contact information.

Troubleshooting

1. Compatibility Depending on your particular IE browser settings, some windows may not display correctly (text may overlap), as shown below under ‘Contract Information’:

This may indicate a possible compatibility view problem. To correct, click the Compatibility View icon at the top of your IE browser:

If the problem was due to a compatibility issue, this should have solved your problem. If the issue persists, contact the STORES Help Desk.

2. Crystal Reports iii

In order to have a clean browser history for the reports returning results using Crystal Reports, users should delete browsing history from Internet Explorer. The user selects Tools

(Sprocket Icon ) followed by Internet Options and on the General Tab select the Delete button under Browsing History. A Delete Browsing History pop up will be presented with a 'Delete' button to select. Once selected the pop up will close, select OK on the Internet Options pop up, then close the browser. Once the user reopens the browser and returns to STORES they should be able to export the report results. In the event problems persist, the user may also select the keyboard combination of "Control + F5" the browser will refresh and the issue with exporting results will be resolved.

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Customer Assistance

CHAPTER 1 – STORES RECONCILIATION VENDOR

USER BASICS

1 – Logging On to STORES Web The Log On screen for the STORES Recon Vendor site is located at the following Internet address:

https://www.stores.dla.mil/stores_web

You must accept the DoD Terms of Use before you can log on to STORES

3 2

8 7

OBJECT FUNCTION

1. User ID A field for entering your STORES Admin User ID (not case sensitive).

2. Certificate Log On A button that allows you to log on to STORES Admin using a certificate.

3. Non-Certificate Log On A button for logging on if you are exempt from using a certificate.

4. New Account Request Form

A link to start the process of creating a new STORES account if you do not have one.

5. Certificate FAQ A link to information about obtaining, installing, and logging on to STORES using a certificate.

6. STORES Help Desk A link to display contact numbers and the email address for the STORES Help Desk.

7. CONUS A link to the Food Services section of the DLA Web site within the continental United States.

8. OCONUS A link to the Food Services section of the DLA Web site outside the continental United States.

9. ICE A link to an Interactive Customer Evaluation (ICE) form allowing you to enter comments about STORES and respond to the online survey.

The process for logging on to STORES varies somewhat depending on one or more of the following factors:

You are activating an account.

You are exempt from using a certificate.

You are required to use a certificate.

You are logging on for the first time with a certificate.

For information about obtaining a certificate and installing it on your computer, click on the Certificate FAQ link on the Log On screen.

1.1 – Path 1: Non-Certificate Log On You may use the Non-Certificate Log On path and enter your STORES User ID and a Password to log on if a STORES security administrator has exempted your user account from the certificate log on requirement. Any attempt to log on using this path will fail when a certificate is required. To log on without a certificate, follow the steps below.

1. Open a browser and enter the following URL: https://www.stores.dla.mil/stores_web. The DoD Terms of Use appear.

2. Read the DoD Terms of Use, click on the ‘I Accept These Terms’ button and the log on screen appears:

3. Enter the assigned User ID in the appropriate field and click on the ‘Non-Certificate Log On’ screen. The ‘Enter Password’ screen appears.

4. Click on the ‘Continue’ button on the appearing ‘Welcome’ screen.

IMPORTANT NOTE

The ‘Account Requirements’ screen (not pictured) appears if no signed copy of the “Access Request (2875)” and / or “User Agreement” forms have been submitted.

1.2 – Path 2: Certificate Log On – First Attempt with Required Digital Association Users are required to create an association between a certificate and their User ID the first time they log on to STORES using the Certificate Log On path.

When creating an association, the distinguished name on the selected certificate is stored with the user’s account information as the ‘Digital ID’. Thereafter, the same certificate/User ID combination must be used to log on. This association lasts until a STORES account manager or security administrator disassociates the Digital ID from the users’ account—an action that ordinarily occurs at the user’s request or when the certificate is expired or revoked. Dissociation requires the creation of a new association the next time the Certificate Log On path is used.

IMPORTANT NOTE

Always close the browser session after logging off to log on to STORES with a User ID associated with a different certificate. Otherwise, the last certificate selected is retained in the browser session and a Digital ID Mismatch error appears when at log on.

Create an association by following the steps outlined below:

1. Open a browser, enter the following URL: https://www.stores.dla.mil/stores web and the ‘Terms of Use’ page appears:

2. Read the terms of use and click on the ‘I Accept These Terms’ button to display the log-on screen.

https://www.stores.dla.mil/stores%20web

3. Enter the user ID in the appropriate field and click on the ‘Certificate Log On’ button to display the ‘Choose a Digital Certificate’ dialog box.

4. Select a valid certificate for logging on to STORES and click on the ‘OK’ button.

Digital Certificate Buttons:

- Displays general help files.

- Displays specific information about your certificate.

- Cancels certificate log on, which displays the ‘Certificate Problem screen’.

IMPORTANT NOTES

If the certificate selected is not a valid DOD CAC, FBCA, or a DOD-approved ECA certificate, users will not be able to log on to STORES.

Depending on the users’ certificate and the level of security associated with the certificate, a pop-up window (not pictured) requesting password, pass code, or PIN information may appear. Enter the requested information and click on the appropriate button to continue.

5. Enter the password in the available field and click on the ‘Submit’ button to display the ‘Create Digital ID Association’ page.

6. Ensure the Digital ID chosen is the correct one before proceeding.

7. Click on the ‘Yes’ button to display the digital association ‘Confirmation’.

NOTES -

E-mail notifications are sent to the user and to the STORES Administrator confirming that a Digital ID was associated with the User ID.

Users are required to use the same Digital ID to log on with this User ID in the future.

8. Click on the ‘Continue’ button to display the ‘Welcome’ page.

9. Click on the ‘Continue’ button.

1.3 – Path 3: Certificate Log On If a Digital ID from a Common Access Card (CAC), External Certificate Authority (ECA) (ORC, VeriSign, and IdenTrust), or Federal Bridge Certificate Authority (FBCA) certificate is associated with an account, users can log on to STORES using the Certificate Log On path without entering a password by following the steps below.

NOTE - If the certificate was dissociated, users are exempted from using Certificate Log On for up to 360 days. During this exemption period, users are required to log on with a User ID and password. However, users may choose to log on with their certificate at any time by following the instructions in Section 1.2 - Path 2: Certificate Log On.

IMPORTANT NOTE

Always close the browser session after logging off to log on to STORES with a User ID associated with a different certificate. Otherwise, the last certificate selected is retained in the browser session and a Digital ID Mismatch error is received when attempting to log on.

1. Open a browser and enter the following URL: https://www.stores.dla.mil/stores_web to display the ‘Terms of Use’ page.

2. Read the terms of use and click on the ‘I Accept These Terms’ button to display the log-on screen.

3. Enter the user ID in the appropriate field and click on the ‘Certificate Log On’ button to display the ‘Choose a Digital Certificate’ dialog box.

4. Select the certificate associated with the Digital ID of the account and click on the ‘OK’ button. To display the ‘Welcome’ page.

5. Click on the ‘Continue’ button to display the main menu page.

The ‘Account Requirements’ page appears if a signed copy of the Access Request (2875) and / or User Agreement forms have not been submitted.

2 – Requesting a New Account Prior to using the STORES Reconciliation Tool, prospective users must complete a ‘New Account Request Form’ by following the steps outlined below:

1. Open a browser session and enter the following URL: https://www.stores.dla.mil/stores_web to display the ‘Terms of Use’ page.

2. Read the Terms of Use and click on the ‘I Accept These Terms’ button to display the Log On page.

3. Click on the ‘New Account Request Form’ link to display the ‘Account Requirements’ page.

4. Print the two required forms necessary for an account request to be approved.

5. Select the checkboxes acknowledging having read the information and click on the ‘Continue’ button to display the ‘New Account Request Form’.

6. Select the ‘STORES Reconciliation Tool’ option from the ‘Request Type’ dropdown list and the selected form appears.

7. Enter the user information in the appropriate fields and click on the ‘Continue’ button at the bottom of the form to submit the form.

8. Check the accuracy of the information entered in the appearing ‘New Account Request Verification’ page.

9. Select the ‘Modify’ or the ‘Submit’ buttons to either correct some entry or submit the request.

10. Click on the ‘Exit’ button on the appearing ‘Confirmation’ page. An e-mail notification is also sent to the account provided on the form.

3 – Resetting a Password Users of the STORES system may reset their password by following the steps outlined below.

IMPORTANT NOTES

For accounts that were reactivated or Digital ID Association removed, the steps are the same as those to reset the password starting at Step 8.

The account activation instructions received via e-mail are valid for seven days.

1. Enter the user ID in the field of the same name on the Log On page and click on the ‘Non- Certificate Log On’ button.

2. Select a valid certificate for logging on to STORES and click on the ‘OK’ button to display the ‘Enter Password’ page.

3. Select the ‘Click Here’ link and the ‘Reset Password Request’ page appears.

4. Enter the USER ID and last name in the available fields and click on the ‘Submit’ button to display the ‘Confirmation’ page.

5. Click on the ‘Exit’ button and follow the instructions on the ‘Confirmation’ page.

6. Access the registered e-mail address and follow the directions outlined to complete the reset password process.

7. Read the ‘Terms of Use’ and click on the ‘I Accept These Terms’ button.

8. Enter the User ID and Last Name associated with the account in the provided fields and click on the ‘Submit’ button to display the ‘Password Reset’ page.

NOTE: Passwords must be at least 8 characters in length.

NOTE: The ‘Cancel’ button closes the browser session and terminates the password reset process.

9. Follow the instructions on the screen and click on the ‘Continue’ button and the ‘Confirmation’ message appears.

10. Click on the ‘Logon’ button and log on to the system from the appearing STORES Log On page.

4 – Requesting Re-Activation When users’ accounts are disabled -- by a system administrator, an expired password, three failed consecutive logging attempts or due to a lack of activity for 35 days – an electronic reactivation request may be requested.

Follow the steps outlined in this section to electronically request an account reactivation.

IMPORTANT NOTE

Accounts are disabled after 35 days of inactivity; however, 14 days prior to the date, a daily e-mail notification is received until either the account is accessed or disabled.

1. Click on the ‘Submit Reactivation Request’ button in the appearing ‘Deactivated User Account’ page after a failed logging attempt.

2. Click on the ‘Exit’ link in the appearing ‘Confirmation’ page.

NOTE – While a reactivation request e-mail confirmation is sent to the registered account, an e-mail notification will also be received when an account administrator processes the request. Follow the instructions included to complete the account reactivation process.

5 – Password Expiration Notification Password expiration notifications only appear to users who are required to use a password to log into STORES. The message appears at the bottom of the home page.

The notification appears 10 days prior to the password expiration and remains until either users enter and save a new password or until the current password expires.

To change the password, simply click on the notification message ling and follow the instructions.

IMPORTANT NOTE

The requirement to change the STORES password is not applicable to CAC, FBCA and ECA certificate holders.

6 – Logging Off of STORES Web Select the Logoff link on the STORES Reconciliation Tool home page.

A message displays: Logged Off and You have logged out of the STORES Web Application.

CHAPTER 2 –

THE STORES RECONCILIATION TOOL HOME PAGE

After logging into STORES as a Reconciliation vendor, the ‘STORES Reconciliation Tool’ home page appears.

1. Main Menu – Displays several items with their own sub-menus. Click on any of the listed items to display its sub-menu.

2. Counts - Displays the number of Mismatched Invoices, Receipts with Invoices, and Invoices without Receipt for CAGE Codes and Contracts assigned to the user.

3. Messages – Displays information applicable to all users of the STORES application.

CHAPTER 3 –

RECONCILIATION OF ELECTRONIC DATA

INTERCHANGE (EDI) RECORDS

1 – Reconciling EDI Records Several operations may be performed to reconcile receipts and invoices using the instructions in this chapter.

1.1 – Mismatched Invoices The ‘Mismatched Invoices – Summary’ page displays all invoices and receipts for a contract number(s) assigned to the user where a value is missing or the values are not the same. The ‘Mismatched Invoice Details’ page allows users to modify values in an invoice, as needed.

Follow the steps outlined below to display Mismatched invoices:

1 Click on the ‘Reconcile’ item in the main menu and select the ‘Mismatched Invoices’ option.

OR -

Click on the link for Mismatched Invoices in the ‘Counts’ feature on the home page.

The ‘Mismatched Invoices – Summary’ page appears displaying all the contracts assigned to the users.

Each contract is followed by two numbers:

- The number of mismatched invoices/receipts

- The number of mismatched invoices/receipts to be removed from Recon within five days

2 Limit the results appearing on the page by activating the checkbox next to the target contracts and clicking on the ‘Refresh Page with Selected Options’ button.

3 Click on any of the table headers to change the sorting order of the results.

4 Access the details of any invoice by clicking on the invoice number link and the ‘Mismatched Invoice Details’ page appears.

5 Update the invoice information for the following fields only:

CLIN

Stock Number Quantity Price

The text in the ‘Exceptions’ column identifies issues with the mismatched invoice.

The text in the ‘Remarks’ column indicates the status information regarding the row.

6 Perform any necessary updates and click on the ‘Submit Changes’ button.

7 Return to the ‘Mismatched Invoice - Details’ by clicking on the ‘Return to Summary’ button.

1.2 – Receipts Without Invoices The ‘Receipts Without Invoices’ page displays all receipts for a specified contract(s) assigned to the user for which no invoice has been submitted.

Follow the steps outlined below to display the Receipts Without Invoices:

1 Click on the ‘Reconcile’ item in the main menu and select the ‘Receipts Without Invoices’ option.

Click on the link for Receipts Without Invoices in the ‘Counts’ feature on the home page.

The ‘Receipts Without Invoices – Summary’ page appears displaying all the contracts assigned to the users.

2 Limit the results appearing on the page by activating the checkbox next to the target contracts and

3 Click on any of the table headers to change the sorting order of the results.

4 Access the details of any receipt by clicking on the Purchase Order Number link and the ‘Receipts Without Invoices - Details’ page appears.

5 Change the sort order of the results by clicking on any of the table headers.

6 Click on the ‘Return to Summary’ button to bring back the ‘Receipts Without Invoices – Summary’

1.3 – Invoices Without Receipts The ‘Invoices Without Receipts’ screen displays all invoices for a specified contract(s) assigned to the user and for which there is no receipt(s) in the Reconciliation Tool.

Follow the steps outlined below to display the Invoices Without Receipts.

1 Click on the ‘Reconcile’ item in the main menu and select the ‘Invoices Without Receipts’ option.

Click on the link for Invoices Without Receipts in the ‘Counts’ feature on the home page

The ‘Invoices Without Receipts – Summary’ page appears.

2 Limit the results appearing on the page by activating the checkbox next to the target contracts and

3 Change the sort order of the results by clicking on any of the table headers.

The following records appear on this page:

Non-EDI records EDI records.

NOTE: Changes cannot be made to Non-EDI records on this page; however, the ‘Purchase Order Number’ of EDI records can be updated.

4 Enter a new value in the ‘Purchase Order Number’ and click on the ‘Submit Changes’ button.

The status momentarily changes to ‘Update’. After the row is successfully updated, the status reverts to ‘No Change’.

5 Click on the invoice number link to view the details of an invoice without a receipt.

NOTE: For Non-EDI records, only the ‘Quantity’ can be updated. For EDI records, the ‘Stock Number, ‘Quantity’ and ‘Price’ can be updated.

6 Enter any appropriate data in the available fields and click on the ‘Submit Changes’ button.

The status momentarily changes to ‘Update’. After the row is successfully updated, the status reverts to ‘No Change’.

7 Click on the ‘Reset’ button to revert to the previous value.

1.4 – Creating Invoices The ‘Create Invoices’ functionality is not available for EDI records.

After clicking on the ‘Create Invoices’ option from the ‘Reconcile’ menu item, the ‘NO RECORDS FOUND’ message appears.

CHAPTER 4 –

ORDER CONFIRMATIONS

The ‘Order Confirmations’ summary displays read-only information for Purchase Orders (PO) sent by customers and provides notification to STORES customers that their POs were received by vendors.

Once a PO has been confirmed through this process, the STORES Customer user can view the PO Received Date in the Pending Receipts page of the STORES Customer application. The PO will remain on the Order Confirmation page until one day past the order RDD date of the order.

1. Select ‘Order Confirmations’ in the STORES navigation menu to display the page.

2. The Order Confirmation screen returns ‘Only Unconfirmed Purchase Orders’ by default

3. Click on the ‘Filtering Options…’ button and the ‘Unconfirmed Purchase Orders’ for all contracts appear.

NOTE: Users can only view selected Purchase Orders; they cannot enter or change the PO Received Date.

The following three filtering options are available:

Unconfirmed - Purchase Orders that have not been confirmed.

Confirmed - Purchase Orders that have been confirmed.

Select All Contracts

To select the ‘Confirmed’ contracts, activate the ‘Confirmed’ checkbox, select the appropriate Contract Number(s).

4. Deselect the ‘Select All Contracts’ checkbox. The screen reappears displaying all Purchase Orders associated with the selected Contracts.

5. Select the unconfirmed PO by activating the corresponding checkbox.

6. Enter a PO Received Date in the appropriate field.

NOTE: When manually entering dates into the ‘PO Received Date’ field, instead of using the appearing calendar option, users must first enter the date in the field then press the ‘Enter’ key to activate the ‘Confirmed as Received’ button.

7. Click on the ‘Confirmed as Received’ button and the following screen appears. Note that the previously confirmed item disappeared from the unconfirmed POs list.

8. Click on the ‘Filtering Options…’ button, deactivate the ‘Unconfirmed’ checkbox option and activate the ‘Confirmed’ checkbox option finally click on the ‘’Refresh Page with Selected Options’ button and the following screen appears.

NOTE: This step is not necessary for Unconfirmed POs.

9. Click on the ‘Print Selected Orders’ button to view or print selected Purchase Orders.

10. Click on the ‘Print’ button on the ‘Purchase Order Details Report’ page.

11. Log out of the Recon module and log in to the Customer module.

12. Access the ‘Pending Receipts’ from the menu and the following page appears displaying the vendor receipt message for the previously confirmed item in the Recon module.

CHAPTER 5 –

FILL RATE MAINTENANCE

Clicking on the ‘Fill Rate Maintenance’ menu item (shown as Highlight 4 in the menu image) displays the ‘Fill Rate Maintenance’ sub-menu.

The purpose of this functionality is to allow vendors to submit short shipment information to be considered as part of fill rate.

IMPORTANT NOTE

Short Shipment information are either entered by the users directly to Recon or submitted to the DLA Representatives using available templates.

Please refer to the sections below to follow the appropriate process.

1 – Enter Fill Rate Clicking on this item (shown as Highlight A in the sub-menu image) displays the ‘Purchase Orders for Fill Rate Information Entry’ page which allows:

Vendors to enter their short shipment information.

Vendors to enter short shipment information or DLA Representatives to enter short shipment information on the vendor’s behalf.

Vendor Item Contracts (VIC) which do not have records associated to them will not appear in the VIC filter.

The following filters are default selections to display the VICs which Purchase Orders of the following categories:

Not Submitted – Purchase Orders that have not been submitted to the DLA Representative for review.

Only Short Shipped POs – Purchase Orders that have one or more line items that have been identified as short shipped.

Submitted – Purchase Orders that have been submitted to the DLA Representative for review.

All POs - All Purchase Orders associated with selected VIC(s), submitted or not submitted.

Imported – This feature displays Purchase that are imported.

Select All VICs – All Purchase Orders associated with all VICs assigned to the current user.

Search By PO Number – This feature allows users to enter up to 14 characters to retrieve a target Purchase Order. When selected, this search ignores all other filtering options.

1. Make the appropriate filtering selections by choosing the radio buttons and checkboxes and click on the ‘Refresh Page with Selected Options’ button.

See the ‘Messages’ column for information on the corresponding Purchase Order (PO) –

INVOICED - Appears if at least 1 CLIN has an invoice in STORES. The tool tip message states: ‘At least one line of the PO has an invoice processed.’

SUBMITTED – Appears if the Purchase Order was submitted by a vendor or DLA Representative. The tool tip message states: ‘The PO was submitted on ‘MM/DD/YYY’ by

‘USER ID’’.

IMPORTED – Appears if the Purchase Order was imported.

2. Select a target Purchase Order (PO) from the list to display its details.

3. Click on the ‘Show All Lines’ button to display the lines pertaining to the selected PO.

IMPORTANT NOTES

The 'Show All Lines' button is a toggle that appears, as a default from the summary screen, displaying only short shipped lines. Clicking on this button displays all lines of the PO, short shipped or not. The button then changes to 'Show Only Short Shipped Lines', which allows going back to showing only the short shipped lines.

It is strongly recommended to submit outstanding invoices prior to entering Short Shipment information.

4. Enter the appropriate amount in the corresponding ‘Delivered Quantity’ field.

The ‘Delivered Quantity’ field is editable only if an invoice has not been processed against that CLIN. If an invoice containing the CLIN that has been edited after the user manually entered a delivered quantity, that value will be overwritten by the invoice’s delivered quantity value.

See the ‘Messages’ column for information –

INVOICED - Appears if the CLIN has an invoice in STORES; the tool tip message states: ‘INVOICE NUMBER’, ‘INVOICE DATE’.

REASON – Appears as a message only if users enter a comment or if invalid characters are entered in the comments.

The following special characters “’\^&_`~| are not permitted in this field.

5. Select an option in the ‘Short Shipment Reason…’ dropdown list.

The following buttons are available:

Reset – Enabled whenever data is entered into an editable field or if a short shipment reason is selected from the dropdown. It reverts the values back to those prior to the edits. It does not revert data back after the ‘Save’ or ‘Submit’ buttons are clicked.

Save – Records the entered information into the database. Data can be changed and re-saved unlimited times. Saved records have not been submitted to the DLA Representative for review.

The ‘Save’ button is not activated if the Purchase Order was submitted by the vendor or DLA Rep on behalf of the vendor.

Submit – Sends the entered information to the DLA Representative for review. Once a Purchase Order has been submitted, it can no longer be edited.

Show Only Short-Shipped Lines – Displays Purchase Orders that have one or more line items that have been identified as short shipped.

Return to Summary – Brings user back to the ‘Enter Fill Rate Summary’ page.

6. Click on the ‘Save’ button to keep the updates made.

2 – Entering Short Shipment Information for Submission to DLA Representatives Users who provide Short Shipment information to DLA Representatives for importing into STORES must:

1. Contact the DLA Representative, prior to their initial submission.

2. Download the templates to be used for capturing Short Shipment information from the ‘Help’ page as shown below.

NOTE: Both the ‘Exception’ and the ‘PO Summary’ spreadsheets must be completed to be valid for submission.

IMPORTANT NOTES

The information below applies to both the ‘Exceptions’ and ‘PO Summary’ spreadsheets.

Create a separate file for each report: one for Exceptions and another for PO Summary.

It is highly recommended to name the imports using the information imported (e.g., Vendor Name, Contract Number and Month of the Report: US_FoodSvc 3007 PO Summary July 2014).

1. Access the ‘Help’ menu from the banner.

2. Locate the templates from the page displayed.

3. Save both ‘Vendor Fill Rate PO Summary.xls’ and ‘Vendor Fill Rate Exceptions.xls’ files in a target location.

CHAPTER 6 –

REPORTS

Click on the ‘Reports’ menu item to displays its sub-menu containing the ‘View Invoice Information’ report.

1 – View Invoice Information The ‘View Invoice Information’ report provides the Vendor and Account Manager a means of searching either by ‘Purchase Order’ or by the combination of ‘Contract Number’ and ‘Invoice Number’ to return a report displaying Purchase Orders and Contracts currently associated to the user.

1. Select ‘Reports’ then ‘View Invoice Information’ to display the landing page:

2. Enter the search criteria in the appropriate fields by either:

Entering the ‘Purchase Order Number’

- OR –

Entering both the ‘Contract Number’ and ‘Invoice Number’.

3. Click on the ‘View” button to launch the report containing the results according to the criteria entered.

CHAPTER 7 –

MY CAGE CODE ASSIGNMENTS

Users can view their current CAGE Code assignments, request new assignments, or remove current assignments by following the steps below:

1. Click on the ‘My User Info’ link on the right side of the main menu to go to the ‘My User Information’

2. Click on the View My CAGE Code Assignments link at the bottom of the screen.

3. Deactivate the ‘Show Only Active Contracts’ checkbox to view inactive contracts.

4. Click on the ‘Close Window’ button to remove the Assigned CAGE Code(s) / Contract(s) page.

5. Click on the ‘Send Message’ link at the bottom of the screen to request changes to CAGE Code assignments.

6. Enter the appropriate information in the ‘Message field’ -- either a request for new CAGE Codes or a deletion of existing CAGE Codes – and click on the ‘Send’ button.

The message is sent to the user’s Recon Manager.

CHAPTER 8 –

DOWNLOAD CHANGES

The ‘Receipts Without Invoices’ screen displays all receipts for a specified contract(s) assigned to the user for which there no invoice has been submitted.

1. Select the ‘Download Changes’ menu option from the main menu and the ‘Download Invoice Changes’ page appears.

2. Select a date or date range for which to run the report and click on the ‘Download’ button.

NOTE: If no data is available for the date or range selected, a message displays.

3. Click on the ‘Open’ button to open the report:

The changes for the date range selected appear in Notepad:

CHAPTER 9 –

MESSAGES

1. Click on the ‘Messages’ menu option to view the messages.

The ‘Message Bulletin Board’ page appears. New and unread messages are displayed.

2. Activate the ‘Mark Messages as Read’ checkbox to move the messages from the home page to the ‘Message Bulletin Board’ until a Recon Account Manager inactivates it.