ATTACHMENT 5 New Item Request Process and Vendor Item Initiation Process 2022.pdf
PDF 9 MB Posted
- Solicitation number
- SPE300-26-R-0017
About this file
This document is a training presentation for the Defense Logistics Agency's STORES 5.8 Item Request system, covering both the basic item request process and new vendor-initiated functionality. The training is designed for administrators, vendors, and customers involved in requesting changes or additions to Class I subsistence items in the STORES catalog.
The basic item request process operates through a customer-vendor-DLA Troop Support pathway, with requests moving through statuses including saved, submitted, in process, rejected with or without recourse, and final approval. The system aims to reduce item creation bottlenecks, provide centralized visibility of pending requests, and ensure demonstrated customer need with requests initiated only by customers. Vendors do not receive initial notification when customers submit requests but must check the request list daily, with periodic email updates provided based on the STORES user ID of the submitting vendor. The item request form requires completion of all mandatory fields (marked with *) and conditional fields (marked with **), and vendors can now view and edit requests after customer submission. Vendors must manually submit requests for items already on the catalog with changes to description, pack size, or part number.
The new vendor-initiated item request functionality allows vendors to initiate requests for changing existing catalog items or re-adding items discontinued within the past 90 days, but only for Troop Support-approved reasons: vendor part number change, manufacturer SKU/GTIN change, pack size change, vendor discontinued, manufacturer discontinued, or other reasons requiring detailed vendor explanation. Vendors access this through a wizard interface that guides them to select a cage code, enter a valid stock number from their catalogs, identify which vendor item catalogs contain the item, select one or more reasons for the change, and either use the existing item description or overwrite it with a new one. The system displays which catalogs currently contain the stock number and whether it was recently active within 90 days, preventing vendors from adding items back that have been inactive beyond that threshold; such items can only be re-added through customer-initiated requests.
View the file
Other files
Show all 17
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
WARFIGHTER ALWAYS 2
Class Overview (Audience: Admin, Vendor, Customer)
• General Overview/Review of Item Request
• New Features/Functionalities in This Release
– New Vendor Based Functionality
– Vendor Initiated Item Request Wizard to initiate a new request
– Ability to elaborate key details of item changes the vendor needs to make
– Ability to submit Vendor Initiated Item Requests to Troop Support
WARFIGHTER ALWAYS 3
Current Process Review/New Process Review (Audience: Admin, Vendor, Customer)
• Existing Item Request Process
– Quick Review
• This new automated vendor initiated request process should replace ALL remaining emailed item requests for Prime Vendor contracts (with the possible exception of Produce and Market Fresh items/catalogs) as of the pending Go-Live date (date tbd)
– This is only for changing/replacing items, NOT for brand new items
• Expectation: Troop Support will train the vendors and customers on this new process
WARFIGHTER ALWAYS 4
Vendor Initiated Item Requests vs Customer Initiated Item Requests
(Audience: Admin, Vendor, Customer)
• What are the categories of Item Requests?
– Class I Subsistence items requests fall into of two main categories:
Customer Initiated and Vendor Initiated.
• What is a Vendor Initiated Item Request?
– These are item requests entered by the vendors due to one or more reasons from a pre-defined list Troop Support approved reasons
WARFIGHTER ALWAYS 5
Vendor Initiated Item Requests, Basic Questions (Audience: Admin, Vendor, Customer)
• Who can submit a Vendor Initiated Item Request?
– Vendors, and only vendors
• Question: Based on previous training, in order to control proliferation of unwarranted requests, don’t all item requests have to come from the customer?
– Now that vendor initiated item request functionality has been built into STORES, the answer is No, but only with an approved exception/reason.
• Question: Based on previous training, don’t all item requests have to have a substantiated customer demand?
– No, in the case of vendor initiated item requests as long as the item is currently on the vendor item catalog OR has been within the last 90 days, AND meets one of Troop Support’s pre-defined criteria, a vendor initiated request may be submitted for Troop Support evaluation.
WARFIGHTER ALWAYS 6
Vendor Initiated Item Requests Valid Reasons (Audience: Admin, Vendor, Customer)
• Troop Support Approved Reasons for a Vendor to Initiate an Item Request
– Vendor Part Number Change
– Manufacturer SKU/GTIN Change
– Pack Size Change
– Vendor Discontinued
– Manufacturer Discontinued
– Other (Vendor will need to describe well to be approved)
WARFIGHTER ALWAYS 7
Vendor Initiated Item Requests, How to Create (Audience: Admin, Vendor, Customer)
• Vendors can now initiate their own item requests:
– For changing existing items on an active vendor item catalogs
– For adding items back onto an active vendor item catalog, with changes, if the item was previously there in the past 90 days
• How to navigate there:
– STORES Catalog Main Menu/Item Request/Create Item Request
WARFIGHTER ALWAYS 8
Vendor Initiated Item Requests, How to Create (Audience: Admin, Vendor)
• From the STORES Catalog Main Menu, select the circled menu items
WARFIGHTER ALWAYS 10
Vendor Initiated Item Requests Wizard (Audience: Admin, Vendor)
• The vendor is redirected to a wizard screen to help guide them to get the request started.)
• This screen will guide the vendor to select those vendor item catalogs containing the selected stock #
• If the item does not currently exist on the vendor’s item catalog, BUT has within the last 90 days, the vendor can select those vendor item catalogs to add it back to
• STORES will prevent the vendor from adding a stock number back to a vendor item catalog if it has not been on the catalog within the past 90 days
– In such instances, the only way to have this stock number added back on the catalog is for a customer associated to this vendor item catalog to initiate a new item request
File details come from the government source that posted it. Updated .