Attachment 5 FFAVORS.pdf

SPE302-21-R-X005

ATTACHMENT 5

Vendor User Manual

The entire FFAVORS manual is available as an electronic file.

FFAVORS Web Fresh Fruits and Vegetables Order Receipt System

Table of Contents

MAINTAINING THE CATALOG

ADDING ITEMS TO A CATALOG/UPDATING COST PRICES:

DELETING ITEMS FROM THE ‘PENDING CATALOG’

GET ORDERS

GET PREVIOUSLY DOWNLOADED ORDERS

VIEW ITEM/STOCK NUMBER

INVOICING

FFAVORS Vendor User Manual

Connecting to FFAVORS Web

1. Log in to the FFAVORS Web at:

https://www.ffavorsweb.DLA Troop Support.dla.mil

Warning screen stating the rules of authorized use of DoD systems will appear – click Continue

Click Continue https://www.ffavorsweb.dscp.dla.mil/

2. You will be prompted to put in your User ID and password. Enter your assigned User ID and password and click Submit. If a User ID and Password were not assigned to you, please contact your DLA Troop Support Account Specialist. You will be given a temporary password which you will have to change immediately upon entering the application **.

**Passwords must be changed every 60 days and be a minimum of 9 characters with a maximum of 15 characters, and contain at least 2 uppercase letters, 2 lowercase letters, 2 numeric characters and 2 special characters. Special characters include ~ ! @ # $ % ^ & * ( ) + = { } : ; <

CAUTION: If you are having trouble logging in, it may be because the CAPS lock is on.

Ensure your CAPS lock is off and try logging in again. After two unsuccessful attempts to login, your account will be locked. You must wait and try again later or contact your DLA Troop Support Account Specialist to have your password reset.

Enter your User ID and password here

3. First Time User Agreement and Registration screens:

The first time you log in, you will be prompted to read and accept the terms of FFAVORS Website User Agreement (Rules of Behavior). You will also be prompted to view a registration screen. After ensuring all the information on the registration screen is correct, you can click Register to continue. Both of these screens are shown below:

NOTE: You only have the ability to update the email address provided on the registration screen. If any other information on the screen needs to be updated, you should log out immediately and contact your DLA Troop Support Account Specialist for resolution.

Read these terms and, if in agreement, choose

Yes to accept the terms

Click Register to continue if this screen is ok

Ability to update the email address only – If any other information on this screen is incorrect, click EXIT and contact the Account Specialist

4. Vendor Home Page will look similar to this:

According to this menu, you have the ability to utilize the below menu functions (underlined and in blue):

• Get New Orders

• Get Previously Downloaded Orders

• Catalog

• Invoicing

• View – Item/Stock Number

Navigation buttons will always appear at the top of the page. You can use these tools to quickly return to the Homepage, change your password, find help, or simply logout.

CAUTION: To Logout, you should always use the word ‘Logout’ and NOT the ‘X’ in the upper corner of the screen

Maintaining the Catalog This process will allow you to update catalog prices for the following week, add new items, or delete items. Effective dates for vendor catalogs will run from Sunday – Saturday. Price changes must be submitted by the vendor by 12:30 p.m. EST on the Thursday before the new catalog is to go into effect. New catalogs will be made available to USDA customers Sunday morning (the day new prices are effective).

Creating/Updating a catalog

After choosing Catalog from the main homepage, you will see the following screen:

Choose the correct contract number first

Then choose the current week’s date or; an old date to view the catalog for that particular week.

By choosing a future date (the next week-or pending catalog), you have the option to make changes to the new catalog in which the customers will see that next week.

Example of a CURRENT week’s catalog (no changes can be made to the current week’s catalog):

Notifies you that this is the current week’s catalog

Shows the status of each item – descriptions of the status codes are on the bottom of the page

Click the page numbers to go to the next page of items

Example of PENDING catalog (If you choose the date for the upcoming week). You have the ability to add and delete an item or change an item’s price.

Notice Date change and the words

“Pending Catalog”

Status now “Changed” because all prices were updated by the user

You have the ability to delete items, add “New Items” or change the cost of items to the new

‘pending catalog’.

Adding Items to a Catalog/Updating Cost Prices:

Reminder: Items can only be added to your catalog after negotiation with your designated DLA Troop Support Contracting Officer .

1. Choose Catalog from the Homepage.

2. Choose the date for the upcoming ‘pending catalog’. Catalog will reflect all the items and prices from the current week. You must make price changes for the upcoming week. If you do not make any changes or do not create a pending catalog, than the prices in effect for the current week will continue to be in effect next week.

3. To add items to the catalog, click on the button, New Items.

3. Once in the ‘pending catalog’, click “New Items” to add items to the catalog

4. Check the boxes under ‘Select’ for the items that you wish to add. NOTE: To page through the catalog, you can click on the page numbers in the bottom corner of the screen.

5. When you are finished selecting the items, click Insert to Catalog to add these items.

6. Click Return to Catalog to return to the pending catalog.

4. Place a check in the Select column for those items to be added.

6. Return to Catalog after you have added the items you want to add

5. Click the Insert to Catalog button

7. When you have been returned to the catalog, you must insert the cost price for the new items that were just added. You can find these newly added items by either looking for the STAR (new item status), the Item Code of the new item, or by looking for the items with a cost price of

0.00. Items will be in Item Code order.

IMPORTANT: Make sure the Source of Supply is correct for each item (see NOTE on the bottom of this page).

8. After checking to ensure a price is filled in for each of the new items, click Save to complete the process of entering these prices into the system. It is o.k. to leave an item with a $0.00 cost price if the cost is not readily available, however, any items left with a 0.00 cost price will prompt a warning message alerting you. If the price is not entered before the catalog cutoff time, the item will be dropped from the catalog for the next week.

7. Enter a price for each new item.

Status shows as “New” for the new items you’ve just added

NOTE: It is very important to mark any items that are procured outside the continental United States as “OCONUS”. Use the drop down arrow in the “Source of Supply” column to choose the correct source of supply for each item.

8. Click Save after all prices are filled in.

Once you’ve clicked save, notice the price is now filled in the Cost Price column, you will see a message that the save was successful, and because this is the first time these items have been entered into this particular catalog, the baseline cost price field has also been updated for these particular items that were added. **

**NOTE: Baseline cost price will update with the price the user put in for the first time. If you delete an item from the catalog and later re-add it, the baseline cost will be the initial negotiated price in which the item was added the first time it became part of the catalog.

Message to show the save was successful

Cost price reflects what you have just added

Baseline Cost Price reflects the cost price you just entered because this is the first time this item has been added to the catalog

Deleting items from the ‘pending catalog’ To delete an item from the catalog, you must first be in the pending catalog (you can only make changes to the pending catalog).

1. You should place a check in the Delete column for the items to be deleted. The cost price and source of supply will immediately gray out for those items. If you want to delete all the items for the entire catalog, the box directly under the delete should be checked.

CAUTION: If this box is checked, once the Save is selected, all items will be deleted.

2. Click Save to accept the changes.

3. A message will appear at the top of the screen stating the save was successful and you will notice the item(s) are now missing from the “pending catalog”

1. Place a check in the box under delete for the items to be deleted Cost price and source of supply for those checked items will immediately gray out even before hitting save

2. Click Save to put the changes in effect for the following week

This box should only be checked if the user wants to delete “ALL” items from the catalog

Get Orders Vendors must sign-on to the system daily to retrieve customer orders. Orders will be available 72 hours before the required delivery date (RDD). You will be notified of any orders you have not retrieved within 48 hours of the RDD. Orders can be viewed, accepted, and printed by the RDD date and customer/group of customers.

1. From the main menu:

You have the ability to pull orders and accept them by clicking Get New Orders

2. After choosing a contract number, RDD, and the customer orders, you will have the ability to view a report showing the particular orders for that customer. You will now be able to accept the order as well as print a copy of it and export it.

2. You must select the contract number, the RDD, the Customer and then Generate Report

3. You have the ability to view each of the orders and accept them. Vendor Order Report (spreadsheet) will be generated on the screen that summarizes the customer order. Once you accept the order, you will see the options to print the report (or export to a file in text or excel format for export to their PC). You must scroll down to see and click on the “ACCEPT ORDER(S)” button.

User cannot print a copy of the order until the order is accepted – Once accepted, this part of the menu option will change to allow printing and/or exporting of the order into another format (example:

Excel spreadsheet).

In order to accept this order, you must scroll down using the scroll bar to view the ‘accept order’ button. The button will appear at the bottom of the order.

4. You must confirm acceptance of the order by clicking “OK”.

Once you choose to accept the order, a message will come up.

You will be required to confirm acceptance of the order. Click ‘OK’ to continue

5. Once the order has been accepted, you can print or export a copy of the order. The export function can be used to save the data into a spreadsheet that can be used to import the data into your own ordering supply systems.

A message will appear stating this order has been accepted. You will now have the option to print the order using the print icon and/or export the order into another format by choosing the envelope icon.

Print Options will look like this:

Export Options will look like this:

After hitting the print menu button, you will get this screen.

After hitting the white envelope, you will get this screen which will allow you to make your selection of how you want the report exported.

Get Previously Downloaded Orders

1. You have the ability to view/print/export previously downloaded (accepted) orders by choosing “Get Previously Downloaded Orders” from the Vendor Homepage.

View previously downloaded orders and print or export them.

2. After choosing the Contract Number, RDD and Customer, you will be able to view the order.

NOTE: A vendor can only see old orders for up to 5 days after the RDD. After this 5 day period, receipts have been sent to BSM for payment and will only be available for view in the Invoicing option from the homepage.

Choose the contract number, RDD, and customer orders and then choose Generate Report.

You can now view a copy of an old order that has been previously downloaded.

You can print or export this order using the print and/or export menu buttons

View Item/Stock Number

1. You can view the item details of the items listed in the main catalog using the View – Item/Stock Number menu selection from the Vendor homepage.

- This option will allow you to view the master catalog of Produce items used by DLA Troop Support. You cannot modify any data to the catalog through this option. All catalog items can be added to your pending catalog through the Catalog Menu option on the Vendor homepage.

You can view the item details for each item by clicking on View – Item/Stock Number

2. You can choose the particular item by clicking on the item code which is underlined and in blue. You can view the item description for each item from this page or click the item code number for more details.

The User can click on the item number to view its item details

3. The item details are shown here. No changes can be made on this screen.

Invoicing

1. The Invoicing part of FFAVORS Web can be accessed by clicking on the Invoicing menu option from the Homepage.

Invoicing/Inquiry

2. This next screen allows two options: Invoice or Inquiry. You must indicate what you would like to do (Inquiry will allow you to view previously invoiced data). After choosing one or the other, click Proceed to continue. Here, Invoice is selected.

Choose Invoice and then ‘Proceed’

Invoicing

• The first choice in the invoicing process is the selection of which of your

Contract’s/PIIN’s you wish to invoice

• (you will only see your Contract’s/PIIN’s on this screen)

• Click on the Contract/PIIN and you will be guided to the Cycle Selection screen for that

Contract/PIIN

• Color coded circles show the invoicing status of each cycle

– “RED” mean that the cycle is NOT eligible for invoicing at this time.(Cycles will not be eligible for invoicing until the Wednesday following the end of the cycle period. This is to give the DSO time to record receipt information

– “GREEN” means the cycle can be invoiced using the WEB Site

– “YELLOW” means that the invoice has been invoiced during the current session

• If your agreed that the Dollar amount shown in the”Vendor Dollar Value” column is correct you may invoice by inserting your invoice number in the space provided and click the CYCLE on this screen and the Cycle will be invoiced at once

• This screen shows the CALLS that make up the CYCLE you selected on the preceding screen

• From this screen click on the CALL you wish to adjust and you will be shown the details of that CALL

• You can return to the Cycle screen(previous screen) by clicking the

“CYCLE SELECTION PAGE” button

• This screen shows each DESTINATION for the CALL you selected on the prior screen.

• Click on any DESTINATION for which you wish to invoice for an amount other then what is shown on the DV(Dollar Value) Column

• You can add a missing destination to this CALL by contacting your Account Specialist.

• You can return to the CALL by selecting the CALL SELECTION PAGE button

• This screen shows the individual lines of

CYCLE,CALL, DEST

selected in preceding screens

• Vendor can make changes and add LINES as needed

• Vendor changes are e-mailed to the DLA Troop Support Account

• Once vendor has made changes click on Compute Corrections to update screen.

• When the vendor is satisfied click RECORD to update file.

• The DLA Troop Support Account

Specialist will research vendors changes.

• This page shows screen that is used if the ADD LINE option is selected

• It is used if vendor thinks DSO has omitted a line that was delivered

ADD A LINE FEATURE is not currently available.

Call Account Specialist if a line is missing

• This page shows screen that is used if

ADD A

DESTINATION

option is selected

• It is used if vendor thinks DSO has omitted a DESTINATION f

ADD A Destination FEATURE is not currently available.

Call Account Specialist if a line is missing

• After the vendor has made all changes to the CYCLE on this WEB site, an E-mail will be sent to the DLA Troop Support Account Specialist asking them to research the VENDOR’S changes.

• The Vendor may still bill for the disputed item,although payment may be delayed or denied.

• The Inquiry portion of the WEB site will allow vendors to view previously invoiced CYCLES for a period of Forty days.

• It is recommended the each vendor retain a printed copy of each invoice for their records, since after 40 days the

• The inquiry process functions using similar screens to the invoice process.

• It is a “read only” process which shows invoiced cycles and can NOT be changed.

• Click on the PIIN to see invoices submitted

• This Screen shows submitted invoices

• Click on the Cycle # to see more detail.

• You will be shown the CALLS included in that CYCLE

• This screen shows all CALLs invoiced on the CYCLE

• Click on the CALL and you will see the DESTINATIONs included in that

CALL

• To see individual items just Click on the DESTINATION

• You will be taken to a page containing the items invoiced for the

• This screen concludes our demonstration of the Features of the

PRODUCE WEB

invoicing system

• It shows detail CLINs invoiced for the selected CYCLE, CALL, and

Attachment 4 STORES and EDI Requirements