Attach IV_Supplier ECAT Order Management User Guide.pdf

Defense Logistics Agency (DLA)

Defense Medical Logistics Standard Support-Wholesale

(DMLSS-W)

Medical Electronic CATalog

(ECAT)

Order Management (Supplier View)

User Guide A Guide for Acknowledging and Managing Orders via ECAT

V6.03.00 (Release 6.03.00)

Updated: February 28, 2022 Prepared by: DMLSS-W

700 Robbins St.

Philadelphia, PA 19111

FOR OFFICIAL USE ONLY

ECAT Order Management (Supplier View) User Guide Version 6.03.00

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TABLE OF CONTENTS

TABLE OF CONTENTS

A. VERSION HISTORY

B. INTRODUCTION

B.1. About ECAT

B.2. What’s New as of ECAT 6.03

B.3. Logging In / DMMonline

B.4. Quick Links

B.4.a. Orders (and Order Details)

B.4.b. Help

B.5. Logging Out of ECAT

B.6. Keeping Your Session Active

C. ORDERS QUEUE

C.1. Orders Queue Layout and Functions

C.1.a. Paging Through Orders

C.1.b. Sorting Orders

C.1.c. Understanding Status and Status Action Indicators

C.2. Searching for Delivery Orders or Requisitions

C.2.a. Finding Orders By Search Criteria

C.2.b. Finding Orders Using Filter Options

C.2.c. Using Your “Watchlist” to Make Specific Orders Easier to Find

C.3. Viewing Order Details

C.3.a. Collapsing and Expanding All Lines on an Order

C.3.b. Printing an Order

C.3.c. Viewing / Adding Comments at Any Time on the Order

C.3.d. Viewing Customer Messages / Comments on an Order

C.3.e. Viewing the Order’s Invoice Summary

C.3.f Viewing Invoice and Payment Details for a CLIN

C.3.g. Viewing Premium Transportation or Premium Transportation – Hazardous Special Handling 21

C.4. Acknowledging Orders

C.4.a Accepting a New Order

C.4.b. Backordering (PV Web Orders Only)

C.4.c. Agreeing to a Customer’s Request to Cancel

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C.4.d. Rejecting a New Order

C.4.e. Submitting Order Acknowledgments

C.4.f. Rejecting Previously Accepted Lines

C.4.g Reducing Acknowledgment (Ack) Quantity

C.4.h. Returning Consignment Orders

C.5. Posting Shipping Information

C.5.a. Auto-Filling a Single Set of Shipping Details for the Entire Order

C.5.b. Entering Multiple Tracking Numbers/Shipments Per Line

C.5.c. Adding/Viewing Comments During Shipping

C.5.d. Guidance for Orders Containing Software

C.5.e. Guidance for Consignment Orders

C.6. Submitting Invoices

C.6.a. Setting an Invoice Number for the Entire Order

C.6.b. Manually Invoice Individual Line Items

C.6.c. Modifying Shipping During Invoicing

C.6.d. Posting Shipping and Invoices

C.6.e. Incorrect Invoice Number Submissions

C.6.f. Deleting Invoices or Shipping Lines

D. APPENDICES

D.1. Glossary of Terms Used in Conjunction with ECAT

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A. VERSION HISTORY

Date Version Description December 1, 2011 3.0.0 Original Version.

June 12, 2018 4.03 Added instruction for posting shipping after receipt has been posted.

October 10, 2019 4.05 Update for 508 Compliance.

February 2020 4.08 Date and Release updates. No changes to content.

March 2020 4.09 Date and Release updates. No changes to content.

September 2020 5.00 Content/UI changes related to Major Release 5.00, which comprises the Tech Refresh of Order Management (Supplier View) and explains the capability of rejecting a previously accepted line.

November 6, 2020 5.00.01 Updated some screenshots to reflect the addition of Supplier Part # on each CLIN, and new “Ship To” and “Mark For” information (to include Activity Name, City/Base, and State/Province.

November 11, 2020 5.00.02 Updated screenshots. Added topic on printing the Invoice Summary.

November 30, 2020 5.01.00 Updated information related to: Premium Transportation /

Hazardous; viewing Customer Messages / Comments on an Order;

Backordering an item; and using hyphens in the Invoice field. Added Help Desk phone # and PIIE URL to glossary.

September 29, 2021 6.00.00 Updated with new functionality for the Orders Queue (Watchlists and Default Filters).

February 28, 2022 6.03.00 Updated with pending change requests; updated invoice deletion and acknowledgment quantity reduction requests.

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B. INTRODUCTION

B.1. About ECAT The Defense Logistics Agency (DLA) Troop Support Medical Supply Chain developed the Medical Electronic Catalog (ECAT) system to streamline its business practices and expand its range of procurement options.

ECAT is a net-centric ordering, distribution and payment system providing the Department of Defense and other federal customers access to multiple manufacturer and distributor commercial catalogs at discounted prices. The ECAT program gives customers the capability to browse, compare and order a wide range of pharmaceutical, laboratory, dental, optical fabrication, and medical/surgical equipment commercial items not available through the Distribution and Pricing Agreement (DAPA) or Prime Vendor programs. ECAT also allows deploying units to rapidly acquire the full spectrum of products needed to satisfy their requirements for consumable and shelf-life medical/surgical and pharmaceutical products from a multitude of commercial sources. ECAT provides products from manufacturers and distributors to maximize the breadth and depth of its product offerings and promote competition among suppliers.

Suppliers are not charged any fees to participate in the ECAT program.

Suppliers have the option of transacting business with ECAT utilizing either Electronic Data Interchange (EDI) or ECAT’s Order Management Web interface. ECAT employs the American National Standards Institute (ANSI) X.12 standards, version 4010 to facilitate EDI. ECAT also offers the Order Management interface as an alternative to EDI so ECAT Non-EDI trading partners can acknowledge orders and submit invoices securely over the Internet without the need for any special software. The only requirement is an Internet connection and Microsoft Internet Explorer Web browser version 10 or later.

B.2. What’s New as of ECAT 6.03

• Suppliers can submit invoice deletion requests.

• Suppliers can submit acknowledgment quantity reduction requests.

• Action filter implementation updated to allow for more intuitive filtering of multiple conditions (e.g., identify orders that are fully receipted and are not shipped, etc.).

• Filled Quantity has been renamed to Acknowledged (Ack) Quantity.

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B.3. Logging In / DMMonline The official website for the DLA Troop Support Medical Supply Chain is https://www.medical.dla.mil.

This site provides a single portal into a vast array of powerful, multi-functional business resources that significantly enhance the ability of the supply chain to provide critical support to the warfighter.

To access the site, enter www.medical.dla.mil into your browser’s address bar and press the Enter key.

Please bookmark the site for future access convenience. Then click on the ECAT link in the top quick link bar to access the ECAT landing page:

Under General Info, please refer to the ECAT Registration Guide for instructions on how to create a DMMonline user account and register for the ECAT application as a Supplier. Once you have successfully registered, click on the Log into ECAT link to access the web application.

https://www.medical.dla.mil/ http://www.medical.dla.mil/ https://www.medical.dla.mil/Portal/ECAT/EcatHome.aspx https://www.medical.dla.mil/Portal/Documents/ECAT/RegistrationGuide.pdf

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B.4. Quick Links Once you are successfully registered as a Supplier and log into the application, you are presented with Quick Links located in the far-right of the title bar at the top of the ECAT Order Management screen.

Note: Microsoft Edge or Google Chrome are the recommended web browsers for this application.

B.4.a. Orders (and Order Details) Click the ECAT Order Management link on the left, or the Home quick link on the right from anywhere in the application to launch your Orders Queue. Please refer to the ORDERS QUEUE section for more information.

If you support more than one Supplier, you will first need to select the Supplier for the Orders you want to view and then click the magnifying glass icon before the Orders will appear.

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If you select a Supplier that you are eligible to view, but see no Orders, please contact your DLA Contracting Administrator, who will need to assign you to your designated contracts within the Medical Item & Pricing (MediPrice) application.

Click on any active link for Delivery Order Number in the Orders queue and it will launch a detailed view of that order.

The actions you are able to take depend on your role and entitlements. For detailed information related to the data and capabilities for this screen, refer to the Viewing Order Details section.

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B.4.b. Help When you click on the Help quick link, you are presented with four tabs (sections) of information – Contact Us, Guides, FAQs, and the Release History of the application:

The Contact Us page provides Point of Contact (POC) information, emails and phone numbers for various areas, such as for ECAT ordering inquiries, technical issues with ECAT, Wide Area Workflow (WAWF) questions, and technical problems with Procurement Integrated Enterprise Environment

(PIEE).

The Guides link provides links to the most current versions of this User Guide, the ECAT EDI and DMLSS Implementation Guides, etc., all of which you can view or download to save and/or print.

The FAQs link provides links to Frequently Asked Questions, and will evolve if any additional questions arise from Suppliers.

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Finally, the Release History provides a summary of application updates by release number, including new features and enhancements in the release:

B.5. Logging Out of ECAT When you have finished using ECAT Order Management, click the link with your User Profile name, then click the Logout button.

Your current session will end.

B.6. Keeping Your Session Active Please be advised that for your security, ECAT monitors session inactivity. After 30 minutes, a session expiration alert will appear.

• Click the Stay Connected button to dismiss the alert and continue working.

• Or click the Logout button to end the current session.

You will be automatically logged out of the session if you do not choose either button within three minutes of when it appears.

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C. ORDERS QUEUE

C.1. Orders Queue Layout and Functions The Orders Queue layout and functions presented depend on your user role and access rights. Suppliers may view, sort, and manage all orders from New to Paid status. Contract Admins and Help Desk users have view-only access only to all orders at all statuses. All Orders that you are eligible to view and/or act on are displayed.

Your Orders Queue displays all orders that you are eligible to view and/or take action on: Orders added to your Watchlist and Orders not on your Watchlist , the Last Updated date for each order, the Delivery Order Number (Contract & PIID Number), the number of delivery order Lines on the order, the TCN, the total Amount of the order, the current Status of the order, and the actions that have been executed against the order (Accepted, Shipped, Receipted, Invoiced, Paid, and Backordered). You can sort your orders by orders on or off your Watchlist, the date an order was last updated, the number of lines, the TCN, the Amount, or the order status.

Note: For View-Only users and users who support multiple Suppliers, the default view of the Orders Queue will not immediately display a list of orders. Instead, the user must select which Supplier’s orders s/he wants to view.

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Click in the area next to Supplier, then either scroll the list of available Suppliers and click your choice, or begin typing the name of the desired Supplier to narrow the list of Supplier options before making your selection.

The Order Queue for that selected Supplier is then displayed.

C.1.a. Paging Through Orders The Orders Queue lists 15 orders per page. Navigation buttons at the bottom of each page are provided to make it easier to manage longer lists of data:

1. The display shows the set of 15 orders (e.g., 1 - 15) you are currently viewing and the total number of orders (of 62) available to view.

2. Click the First Page (| <) button to return to the first page of orders.

3. Click the Previous Page ( < ) button to return to the previous set of 15 orders, where applicable.

4. Click the Next Page ( > ) button to jump to the next set of 15 orders, where applicable.

5. Click the Last Page ( >|) button to advance to the last page of orders.

Note: A navigation button is greyed out when the action is not applicable for the current page view (i.e., in the above example, #1 is informative, and #2 and #3 are N/A because the Queue is on the first page.

C.1.b. Sorting Orders To change the sort order of the items in the queue, click on the column heading of the desired field to toggle between a descending and ascending sort order of all items based on that field.

The field that is currently controlling the sort order of the list will feature a descending or ascending arrow icon to the right of its column heading.

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C.1.c. Understanding Status and Status Action Indicators The Order Status and the status indicators for each action go hand in hand, as each indicator is identified with a no circle icon, a half-green circle icon, or a full green circle icon. Each icon that is displayed has a corresponding tooltip.

Order Status:

• Awaiting Ack. - This identifies that an order has not been Acknowledged.

• Accepted - This identifies that all lines on the delivery order have been Accepted.

• Rejected 1 - This identifies that all lines on the delivery order have been Rejected.

• Accepted & Rejected - This identifies that the delivery order contains a combination of both

Accepted and Rejected lines.

• Returned - This identifies that you have returned the delivery order to the customer (consignment orders only).

Accepted:

• No circle identifies that the order has not been

Accepted. Note: this does not specify if it has or has not been acknowledged by you.

• A half green / half red circle identifies that the order has been acknowledged with a mixture of Accepted and Rejected lines.

• A full circle identifies that the order has been acknowledged with all lines Accepted.

Shipped / Received / Invoiced / Paid / Backordered:

For all of these statuses, the explanations are the same:

• No circle identifies that the action has not been executed for any lines on the order.

• And a full circle identifies that the action has been fully completed for all lines on the order.

C.2. Searching for Delivery Orders or Requisitions Depending on the permissions of your Account setup, you can search for specific orders or requisitions in a variety of ways. You can find orders based on a search string entered in the Find an Order search box. You can also filter a list of orders and/or also add specific orders to your Watchlist make them easier to find (as orders on your Watchlist will be returned by all filtered searches regardless of other filter criteria). And you can view the orders on your Watchlist only if you prefer.

1 Note: Cancelled was a status that was used when the Help Desk canceled orders in support of customer and supplier requests. With the implementation of ECAT R5.00.00 (SOM Tech Refresh), this status is no longer utilized since Customers and Suppliers can now coordinate the cancelation of orders without Help Desk intervention and Reject a previously Accepted line or order using the ECAT system.

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C.2.a. Finding Orders By Search Criteria Enter any of the following criteria to Find an Order: Delivery Order Number, Requisition Number, Procurement Instrument Identifier (PIID), Invoice Number, or TCN.

Simply begin to type your criteria in the Find order by search pane. A list matching what you have typed will appear, so the search can be as broad or as narrow as you would like.

Click the desired search criteria from the list, or continue to add to your search string to narrow your search until the desired criteria is shown.

Click the Clear icon to clear your search criteria, or click the to clear your list of results.

C.2.b. Finding Orders Using Filter Options When there are orders in the order summary, a supplier can filter this list to see just a specific subset.

Click on:

This displays the available filter options:

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You can filter the orders in the following ways:

• Delivery orders that have a last updated date later than or equal to a specified 'From' date, and/or earlier than or equal to a specified 'To' date.

• Delivery Orders that are associated with a particular Contract Number.

• Delivery Orders with a particular Order Status. (Note:

Multiple statuses can be selected.)

• Delivery Orders that have a particular completed Action. Note: Multiple completed actions can be selected, meaning you can look for orders that are “Fully Accepted” but only “Partially Shipped”:

• Or, Delivery Orders that are associated with a specific Requisition DoDAAC, or Ship To DoDAAC. Simply start typing a DoDAAC and all DoDAACs matching what you have typed that you are authorized to view will be listed. You can then click on the DoDAAC from the list.

Click to apply the filters you have chosen.

Click to remove all filter selections, or click the X next to any Filter to remove just that the criteria from that specific filter: .

Click to minimize the filters to give you more space to view your list of orders; or

Click to access them once again and make alternate selections.

Once you have made Filter selections, the system will remember them as a Default Filter, so the next time you log in, you don’t have to take the time to make the same selections; it will remember your preferences, which you can view by clicking on . There, you can set, restore, or delete default filters.

You can page through the results of any filters you have on.

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C.2.c. Using Your “Watchlist” to Make Specific Orders Easier to Find NEW in R6.00: To keep an eye on specific orders of interest to you, you now have the ability to add one or more specific orders to your Watchlist to make them easier to find, by simply clicking on the Add to Watchlist icon on the order.

C.2.c.i. Sorting Your Order Queue by your Watchlist Orders

Once you have orders in your watchlist, you can sort your Customer Orders queue to view them first, at the top of your orders.

C.2.c.ii. Viewing Your Watchlist Orders You can also view just the orders on your watchlist. Once you are in the Order Management (new user interface), click on the drop-down arrow to the right of your name, and then on the View Watchlist option.

This will pop-up your Watchlist Orders, for easy access to the orders that you bookmarked.

• Click the Watchlist icon on an order to remove the order from your Watchlist.

• Click on an order number hyperlink to close the Watchlist Order window and jump directly to the Order Details for that delivery order.

• Rollover a column and click any sort arrow to sort that column by in ascending/descending order.

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Note: If you don’t have any Watchlist Orders, you will see this message, and will need to go back to your Orders Queue to add an order to the Watchlist:

C.2.c.iii. Copying an Order Number to a Clipboard Hover your mouse over the order number and a copy icon will appear; hover over that icon and “Copy Order Number to clipboard” displayed.

Click the icon to copy and paste the order number. “Copied” will then be displayed, and the order number can be pasted into any document you choose.

C.2.c.iv. Removing an Order from Your Watchlist Click the Watchlist icon next to any order that you wish to remove from your Watchlist.

The order number will no longer be listed in the Watchlist Orders pop-up window.

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C.3. Viewing Order Details Click the Delivery Order Number link to open an Order Details window for that order. The display varies depending on the current Status of the Order, and the allowable actions for that Order Status.

For example, on the example above, at the top, the following is displayed:

1. The Order Status is Awaiting Acknowledgment.

2. Icons to allow you collapse/expand Lines on an order, print an order, add/view comments on the order, view the event history for the order, or view the invoice summary.

3. Any message, e.g., in this case, how many days the order has been awaiting acknowledgment.

4. Set All Order lines (on the entire Order) to: Accepted or Rejected.

5. View line items and take line item actions:

• View each Contract Line Number (CLIN 1) and Product Name.

• The LSN/NSN, Supplier Part Number (Sup. Pt #), Requisition Number (Req. #), Manufacturer

(Manuf.), and Manufacturer Part Number (Manuf. Pt. #),

• The Unit of Sale (the saleable packaging configuration of the product) of Items per UoS (the count of the number of units within the UoS), @ the Unit Price (UoS price of the product).

• The number Ordered (the requested quantity), and Ack (the quantity the Supplier acknowledges and will provide), and the CLIN Total ($19.58 in this example). Note: Most contracts are Fill or Kill, so the Filled Qty is not editable; if your contract allows partial fills, however, the Filled Qty field is an editable text box, populated with the Ordered Qty, but you may enter a lesser quantity greater than zero.

6. Add/View a Line Item Comment: or View the Line Item History:

7. Accept or Reject the current Line Item using the radio buttons.

8. On the right side of the order, you can view additional Order Details:

• The Payment Terms (Fast Pay or Prompt Pay), Order Priority, Date the Order was Created, and the Lead Time in Days; the Ship To and Mark For addresses; and the Authorizer and Supplier POC, and send an email to either, with one click.

At the bottom:

9. Click the Save Changes button to save your work and not submit the order Acknowledgment, or

Acknowledge the Order. Note: The Save button will remain disabled (greyed out) until you have Accepted or Rejected one CLIN on the Order. The Acknowledge button will enable once all lines have been Accepted or Rejected.

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C.3.a. Collapsing and Expanding All Lines on an Order Click the – icon on larger orders to collapse all the lines. Click the + to expand all lines.

C.3.b. Printing an Order Print an order by clicking on the Print icon . You can then choose your printer, and change your printer options, if desired.

C.3.c. Viewing / Adding Comments at Any Time on the Order ECAT now allows the Supplier to create, view, and add to Delivery Order Comments --both at the Order Level and at the Line Level—at any time in the Order life cycle, using the Comments icon.

Comments can contain system-generated information such as the name and date/time an action was taken on an Order, and it can contain any optional comments left as well as any mandatory comments that must be added in certain circumstances, such as when adding a rejection reason comment when requesting to reject a previously accepted line, or when adding a comment to explain why you are returning a consignment order to a Customer.

Upon clicking the Comments icon , you can add Comments at any step in the order lifecycle. The field has been increased in size to accommodate 900 maximum characters, to allow for additional information to be added.

Once a Comment has been added/saved, the icon adds an indicator that there are Comments ready to be viewed.

You can view existing Comments and optionally leave new ones.

All will be saved in order with the date and time.

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C.3.d. Viewing Customer Messages / Comments on an Order If a Customer adds a Comment to his/her Cart when submitting an Order, it will now be displayed as a Message to the Supplier. Click on the Show More link to see the entire message:

Click Show Less to minimize the message.

C.3.e. Viewing the Order’s Invoice Summary Click on the Order’s Invoice Summary icon…

… to view or print a summary of the Invoices for that Order:

Note: It is disabled on a New Order and will remain greyed out until the Order has been Acknowledged, Shipped, and Invoiced. Once this occurs, the icon becomes enabled and changes to:

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C.3.f Viewing Invoice and Payment Details for a CLIN To quickly view Payment Details per CLIN, click the associated Invoice Number (Inv #) link.

C.3.g. Viewing Premium Transportation or Premium Transportation – Hazardous Special Handling Not shown in the previous example, but on orders that require premium transportation special handling, this icon will be displayed: Premium Transportation: (It is not visible on orders that do not require this special handing.)

Similarly, on orders that require premium transportation - hazardous special handling, these 2 icons will be displayed: Premium Transportation - Hazardous:

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C.4. Acknowledging Orders Upon receiving a New Order, the Supplier has three options before proceeding to the next phase of processing the order – to Accept the item(s) in the Order, to Reject the item(s) in the Order, to Save the progress for the current Order’s Accept or Reject responses, and finally, to Acknowledge the order, which will formally submit the Acknowledgment and trigger the EDI transaction to be sent.

C.4.a Accepting a New Order There are two ways to accept the items in a New Order:

1. Click the Accepted button to mark ALL LINES in the current Order as Accepted.

2. OR click the radio button next to the Accept option to Accept each line item, one at a time, in the current Order.

On Orders where partial fills are allowed, click in the Ack (Acknowledged Quantity) box to modify the quantity for any order item that will be partially filled. The difference will be notated as a Killed number item in red.

If you are unable to immediately Acknowledge your Order, you can click the Save Changes button to save your progress in the current order. If you close the order and exit the program, your Accept/Reject options will be retained for the next session, and the status of Order will remain in New status.

Note: If you click the Back arrow button to return to the Orders queue prior to saving any current changes, you will be prompted to confirm your exit without saving (Yes) or return to the order (No).

After you have accepted / rejected the order lines, click the Acknowledge button to post your Order Acknowledgement. Refer to Submitting Order Acknowledgments for more information on this next step.

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C.4.b. Backordering (PV Web Orders Only) On Prime Vendor Web Ordering (PVWO) Orders only, the Supplier can Accept the order and place one or more items on Backorder. 2

To do so, place a checkmark in the B.O. box for the CLIN you wish to backorder, then specify the Estimated Ship Date (ESD), so that the Customer knows when the item is anticipated to be shipped.

C.4.b.i. Customer-Initiated Request to Cancel the Backorder The Customer has the option to refuse a backorder and request cancellation of the line. You must either Agree to Cancel the backorder, or Disagree and continue to backorder.

Once you make your selection, an email notification will be sent to the Customer who made the cancellation request. If you agree to cancel, the backorder line status will be changed to Rejected in

ECAT.

C.4.b.ii. Supplier-Initiated Request to Cancel the Backorder If you find you cannot fill the backorder and need to cancel, you accomplish this by rejecting the previously accepted line. Please refer to the Rejecting Previously Accepted Lines topic later in this section.

2 Note: The ability for a Supplier to Backorder one or more items and/or accept/reject a Customer-initiated request to Backorder one or more items on non-PVWO (i.e., ECAT Core) Orders will be implemented in a future release.

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C.4.c. Agreeing to a Customer’s Request to Cancel If a Customer requests cancellation of an CLIN, the CLIN will show text indicating that the change is Pending, the Customer has requested that this line be cancelled, and the request is pending Supplier approval. Then ask whether or not you agree to cancel the CLIN. Choose the Yes or No radio button, and then Acknowledge the order to let the Customer know of your decision.

C.4.d. Rejecting a New Order There are two ways to Reject the items in a New Order:

1. The first way is to reject one line item at a time from the current Order, by clicking the radio button next to the Reject option on the CLIN:

Click on the Rejection Reason drop-down arrow…

…and then select your rejection reason:

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To enter a customized rejection reason, click the Other – See Comments option from the drop-down list…

… then enter your Rejection Reason in the space provided (using 900 or fewer characters):

2. The other method is to mark all line items in the current Order as Accepted by using the “Set All

Order lines to:” option and clicking the Rejected button.

At the Set All Order Lines to Reject pop-up, click to select a rejection reason from the Select a Rejection Reason drop-down.

Enter any additional notes in the “Please explain your rejection” field. Click the Set Order Lines button to apply the rejection reason to all items. To disregard the changes you have made, click the Cancel button.

Reminder: Remember to click the Save button on the Order to save your progress in the current Order. Note: If you change your mind after selecting the Set Order Lines button, simply click your browser’s Back button, then click the Yes button on the Confirmation pop-up to return to the Order Management queue and undo your changes.

C.4.e. Submitting Order Acknowledgments Until an order is Acknowledged, its Accepted or Rejected status can be changed, and some lines can remain unacknowledged.

But once you have finished Accepting or Rejecting all lines in the Order, and you are ready to formally submit your Acknowledgment, click the Acknowledge button located at the bottom of the Order. The Acknowledge action will advance the Order to the next status phase and create an associated EDI transaction.

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C.4.f. Rejecting Previously Accepted Lines There are rare circumstances when the Supplier might need to change a previously Accepted line to Rejected. 3 To do so, open the Accepted order, and change the radio button from Accept to Reject by clicking the Reject radio button on the specific line item.

A Rejecting an Acknowledged Order Line window will appear.

Click the arrow to select a rejection reason from the Select a Rejection Reason drop-down list.

You must enter a Comment to support the Rejection Reason, then click the Reject Order Line button.

The Order Line item will be revised to show that your request to reject the previously accepted line has been sent and is Pending Review by the ECAT Help Desk.

3 Important Note: If you submit a request to Reject the previously accepted order / line and the request is approved, the line / order will NOT be able to be revived / re-Accepted.

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FOR PVWO ORDERS: The rejection of a previously accepted line will be processed immediately by the system, and a note will be added to the Comments, "[Supplier User Name] rejected the previously accepted Delivery Order Line." The line status will be updated to R9 (ITEM REJECTED - SUPPLIER REJECTED PREVIOUSLY ACCEPTED LINE), the quantities and events will be recalculated (similar to IR status), and an EDI 527 will be sent to the Medical Reconciliation Application (MRA).

FOR ECAT CORE ORDERS: The request to reject a previously accepted line must first be reviewed and approved by the ECAT Help Desk. The status will be updated to RQ (ITEM ACCEPTED – SUPPLIER

REQUEST TO REJECT PREVIOUSLY ACCEPTED LINE IS PENDING REVIEW).

• If your request is Approved by the Help Desk: The status will be updated to R9 (ITEM REJECTED

- SUPPLIER REJECTED PREVIOUSLY ACCEPTED LINE) and will trigger a recalculation of the quantities and events (similar to IR status). The rejection reason comments will be updated with a note that states, "[Help Desk User] approved the Supplier request to reject the previously accepted Delivery Order Line.” ECAT will send an AE1 with a CB status for DMLSS orders. For Contingency Automation Application (CAA) orders, AE1/AB1 transactions and 855_BSM events will not be generated when a rejection of a previously accepted line is completed.

• If your request is Denied by the Help Desk: The status will be updated to IA (regardless of the previous accepted status). The UI will append the comment, "[Help Desk User] denied Supplier request to reject the previously accepted Delivery Order Line since the line has been shipped/receipted/invoiced."

For all approved rejections, an email will be generated from ECAT to both the Customer who placed the order and to the Supplier user who rejected the order (or the Supplier Primary POC). For orders placed through the ECAT Order Management UI, the Originator will be sent an email notification. For orders placed through DMLSS or CAA, all Customer users associated with the DoDAAC on the order received from DMLSS or CAA will be sent an email notification.

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C.4.g Reducing Acknowledgment (Ack) Quantity For orders without an invoice or receipt, Suppliers may submit a request to reduce the ack quantity.

To do this, click the Request a change to Acknowledged Quantity icon .

At the Enter New Acknowledged Quantity pop-up, enter new acknowledged quantity and any optional comment. Click the Submit Change Request button.

Note: The revised amount entered must not exceed original acknowledged amount.

Once the request has been submitted, a temporary alert will appear at the top of the screen confirming the action. A Pending notification will also appear within the associated CLIN.

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C.4.h. Returning Consignment Orders On New Consignment Orders only, Suppliers have the ability to Return the Order to the Customer.

To do so, click the Return Order button. Then enter a Comment to explain why you are returning the order, and click on the Return this Consignment Order button.

This will display a message on the Order that it has been ‘Returned to the Customer,’ change the Order Status to Returned, and add the date/time and the return comments themselves to the Delivery Order Comments. It will also send an email notification to the Customer.

C.5. Posting Shipping Information After acknowledging your order, if you have accepted it, the Order changes from New to Accepted; you may now post shipping.

NOTE: You are required to post shipping information prior to submitting an Invoice.

The View Invoice Summary icon will remain disabled until you have posted shipping.

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C.5.a. Auto-Filling a Single Set of Shipping Details for the Entire Order

1. You may auto-fill the same shipping details for the entire Order instead of having to re-enter them on every line. To do so, click the Set All Shipping Lines button.

In the Set All Shipping Lines pop-up, choose your Ship Date (pre-populated with the current date but you can override it to a future date, where warranted), select a Carrier from the drop-down menu and enter a Tracking Number (Note: The Ship Date and Carrier are both required fields).

Once all data has been entered, click the Set Shipping button.

The shipping data you entered will be applied to all items in the Order.

The shipping information and Total Ship Quantity is displayed.

Double-check for accuracy, then if correct for the entire Order, click the Post Shipping button. Note: This posts the shipping immediately.

The Shipment is marked as Final Shipment with a green checkbox icon at the top of the order if shipping details have been posted for all items in the Order.

A new Shipping detail line is entered for each item in the Order.

2. You can also add, change, or delete a Shipping detail line for a specific line.

Click the Edit button to edit a Shipping detail line.

Click the Delete button to delete a Shipping detail line altogether. It will change to until you click the button.

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C.5.b. Entering Multiple Tracking Numbers/Shipments Per Line You may optionally enter multiple tracking numbers and/or other shipping details per line item in the Order instead of auto-filling a single set of shipping information. To do so, you will enter the details in the appropriate line’s Shipping area.

Enter a Ship Quantity, type in a Ship Date or select the date from the Calendar widget, select a Ship Carrier from the drop-down menu, and enter a Tracking # (a required field once a Carrier has been selected). Then click on :

If you have partially shipped an item, when you click on , it will automatically add a New second line for adding new shipment details:

The Ship Qty and Ship Date fields are pre-populated based on current date and quantity filled. Click to modify the default data in those fields, if necessary. Once all details have been entered, click the button.

Important Notes:

1. You may post shipping for some but not all of the line items. But you will not be able to invoice a line until shipping has been posted for it. You will be able to make additional shipments for an order until the order has been shipped in full.

2. Ensure that when a backordered item is ready to be shipped, you add the Shipping information to the CLIN. If a CLIN is missing shipping information and the backordered item’s estimated Ship Date has passed, a ‘Delinquent Backorder Notification’ email will be sent to the Supplier as a reminder to complete the shipping for that item.

Once shipping details have been posted for ALL items in the Order, Shipment is marked as Final Shipment with a green checkbox icon at the top of the order.

C.5.c. Adding/Viewing Comments During Shipping Suppliers can add Comments on the Order and then Post Shipping. For example, on Install or Service items, you can add instructions for whom the Customer can contact for installation, or add a Comment for when the Installation has been completed. Click on the Comments icon , add your comment and click on the Save Comment button.

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C.5.d. Guidance for Orders Containing Software For Orders containing Software that will be emailed to Customers, Suppliers may now set the CARRIER to "SOFTWARE"; when this is done, the system automatically sets the Tracking Number to “EMAIL” and may not be changed.

A Comment box is displayed. Enter one or more customer email addresses (separated by a comma) to whom you sent the software for them to download.

After you click the Post Shipping button, the system will save the email addresses with the Shipping Information record, and you will be able to view them by accessing the line’s Comments.

C.5.e. Guidance for Consignment Orders As of Release 5.00, for Consignment Orders only, the system will automatically set the Carrier to "SURGERY" and the Tracking Number to "HAND DELIVERED" in the Shipping Information record. The values cannot be changed. Note: “SURGERY” cannot be selected for Non-Consignment orders.

C.6. Submitting Invoices Important Note: You must be a registered user of and have an active account in Wide Area Workflow (WAWF) in order to submit invoices through ECAT. Prior to obtaining a WAWF account, you must verify that your company is registered in the Central Contractor Registry, and that your company’s CAGE Code is active in WAWF. Please refer to the FAQs section of the Help tab in the application for more information.

Once final shipping details have been entered and submitted with the Post Shipping button, the Invoice field for each line item in the Order is enabled. You may now invoice the whole Order under the same Invoice with multi-line invoicing, or invoice one or more lines individually.

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C.6.a. Setting an Invoice Number for the Entire Order If all Delivery Order Line statuses are Accepted or Receipted, you may enter one invoice number for the entire Order, by clicking the button.

At the Set Invoice Number pop-up, enter the applicable invoice number and click the Set Invoice Number button. The Invoice Number may not exceed 16 characters and must comprise only alpha-numeric characters (with or without) hyphens. Once entered, the Invoice Number will be converted to upper-case.

The invoice number will then populate all Invoice lines in the Order.

C.6.b. Manually Invoice Individual Line Items To enter different Invoice numbers for multiple line items, manually enter the invoice number in the Invoice field for each line item:

Once you enter it and click Post Invoices, the Invoice # will become read-only:

C.6.c. Modifying Shipping During Invoicing While setting invoices, you may also still modify Shipping details for the Order, by either deleting or editing the shipment details on a line.

C.6.d. Posting Shipping and Invoices Once all Shipping and Invoice numbers have been entered for the Order, click the Post Shipping/Invoices button:

C.6.e. Incorrect Invoice Number Submissions If you submit an incorrect Invoice Number, you will need to contact the WAWF Pay Office for assistance.

Email: wawf@dla.mil Phone: (703) 767-1915 mailto:wawf@dla.mil

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C.6.f. Deleting Invoices or Shipping Lines To delete an invoice or shipping line for Prompt Pay orders that are not Prime Vendor (PV), click the Delete Invoice button for the applicable Shipping Line(s). The Delivery Order CLIN must have no receipt to be eligible for an invoice or shipping line deletion.

At the Confirm Invoice Deletion pop-up, enter any optional comments in the space provided. If the same Invoice Number is used on multiple CLINS for this order, click the checkbox to Apply the above to all CLINS on this order option (if applicable); the warning message will adjust based on your selections.

Click the Yes button to proceed.

To reverse your previous action(s), click the Undo Pending Changes button that appears at the beginning of any line containing a pending change. This button will be labeled based on the actions from the previous screen.

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This will undo all pending changes per CLIN.

Click the Undo Changes button at the bottom of the screen to undo pending changes for the entire order.

To apply pending changes, you must click the Save Changes button. Once the request has been saved, a temporary alert will appear at the top of the screen confirming the action. The CLIN will display a “pending” notification within the associated CLIN, and the authorized Help Desk user must now review the request for approval. Once the approval occurs, the requested changes will be applied; if rejected, the CLIN will remain as it was before the request was made.

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Once the requested invoice deletions have been approved, the CLIN can be Rejected or further adjudicated, as needed.

All actions related to the request and the response will be recorded in the events for the CLIN. Click the CLIN Events icon to see the Event History.

IMPORTANT NOTE:

Once the Help Desk or Tailored Vendor Logistics Specialist (TVLS) responds to the request for Invoice/Shipping Line deletion, an email will be sent to the Supplier Representatives.

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Click the information icon to get more details on the changes made during the request.

All comments made related to the request and response are recorded, as well, and can be seen by clicking on the Comment icon .

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D. APPENDICES

D.1. Glossary of Terms Used in Conjunction with ECAT The following terms are used in this document, within the ECAT application, or are associated in some way with the application and/or business processes.

Term Definition / Explanation # A numeric digit Acknowledged (ACK) Quantity (Formerly Fill Quantity)

The quantity provided from the Supplier indicating the number of products they intend to satisfy. The quantity is measured in the packaging units specified for the product on the order line. F

Admin Contract A Contract used to administer the ordering and delivery of material to a specific Customer by a specific Prime Vendor

ANSI American National Standards Institute CAA Contingency Automation Application CLIN Contract Line Item Number DAPA Distribution and Pricing Agreement DLA Defense Logistics Agency DML Defense Medical Logistics

DMLSS

DMLSS-R

DMLSS-W

Defense Medical Logistics Standard Support DMLSS-Retail DMLSS-Wholesale

DMMonline Defense Medical Materiel Online DoD Department of Defense DoDAAC Department of Defense Activity Address Code. 6-character alphanumeric that is set and controlled by DLA-TS. Sometimes called an MTF. It uniquely identifies a unit, activity, or organization.

ECAT Electronic Catalog ECAT Help Desk dscpECAThelp@DLA.mil 1 (800) 290-8201 (7 AM to 5 PM, Eastern) EDI Electronic Data Interchange FAQ Frequently Asked Question Fill Quantity See Acknowledged (ACK) Quantity MRA Medical Reconciliation Application MTF Military/Medical Treatment Facility PA Pricing Agreement PIEE Procurement Integrated Enterprise Environment. https://piee.eb.mil PIID Procurement Instrument Identifier. Identifies orders made via the PV Program and ECAT. Went into effect 10/2/2017 and replaced call numbers. The delivery order / call number format is now a unique 13-character alphanumeric assigned automatically by the ECAT system, comprising: Positions 1-6: Issuing office DoDAAC (Pharm Fleet = SPE2DX; all other M/S PV = SPE2DV). Positions 7-8: Last two digits of the fiscal year (which starts over for each new FY). Position 9:

Letter “F”. Positions 10-13: Serial number in an agency-assigned range for an Admin Contract (e.g., Pharm Fleet - SPE2DX is 0A00 to 9Z99; 23,999 total serial numbers). Letters I and O are not used in any part of the PIID. When a Contract nears the end of its range of serial numbers, a new range is assigned.

POC Point of Contact PV; PVWO Prime Vendor; Prime Vendor Web Ordering PVWRM Prime Vendor War Readiness Materiel RDD Requested Delivery Date TCN Transportation Control Number mailto:dscpecathelp@DLA.mil https://piee.eb.mil/

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UI User Interface UoS Unit of Sale UX User Experience WAWF Wide Area Workflow. See PIEE.