Attachment 6 - Order Management User Guide.pdf

Managing Orders for Vehicle Suppliers

GSAFleet.gov | fleetsystemsmodernization@gsa.gov

Managing Orders GSAfleet.gov User Guide

Updated May 2024

Table of Contents

Introduction

What is GSAFleet.gov

Creating an Account and Logging In

New to GSAFleet.gov

Managing Your Vehicle Orders

Navigating to Managing Orders in GSAFleet.gov

Managing Orders in GSAFleet.gov

Viewing Vehicle Order Details

Vehicle Order Status Reporting - Single/Manual Reporting

Vehicle Order Status Reporting - Bulk Upload

Just Browsing

Viewing Supplier Vehicle Offerings in GSAFleet.gov

Introduction

What is GSAFleet.gov The General Services Administration Office of Fleet Management's (GSA Fleet) mission is to provide safe, reliable, low-cost vehicle solutions that assist federal agencies in effectively and efficiently meeting their mission and federal mandates. GSA Fleet manages mandatory Government-wide vehicle acquisition programs, provides Federal agencies full-service vehicle leases, and offers short-term vehicle rentals. GSA Fleet users previously used 19 disparate system applications to meet this mission. GSAFleet.gov consolidates those 19 systems into a single integrated system enabling value-added fleet management services through enhanced automation provided to agencies as service offerings to improve their fleet management. GSA Fleet's modernization will allow agencies across the government to reap the benefits of the resulting solution and enhance a widely leveraged shared service.

Creating an Account and Logging In This document details how to create an account in GSAFleet.gov and how to log in.

New to GSAFleet.gov

• Vehicle orders will now be a single vehicle per order/Motor Vehicle Delivery Order (MVDO). Suppliers can leverage the existing Requisition Number to group MVDO’s that are associated with the same originating requisition.

• Suppliers will no longer send weekly status reports to GSA but upload the status report templates directly into GSAFleet.gov. Supplemental and monthly status reports should be sent to your respective Fleet Contracting Officers. Please do not send any of these reports to automotiveedi.partnerships@gsa.gov. You may continue to use this email address to request new AutoVendor accounts.

• A new feature is available to download active vehicle orders into a bulk upload template, allowing for easy updating of status reports.

• A “Just Browsing” capability is available for Suppliers to view their vehicle offerings in GSAFleet.gov Fleet Offerings.

https://gsafleet.gov/GSAFleet_gov-Account-Creation-User-Guide-v2.pdf

Managing Your Vehicle Orders

Navigating to Managing Orders in GSAFleet.gov

After logging in, select Offerings on the header menu and then Manage Orders and Requisitions in the dropdown menu.

Managing Orders in GSAFleet.gov

On the Manage Requisitions and Orders page, Suppliers can filter and sort their respective vehicle orders. This is the page where Suppliers can perform the following actions:

• View their respective orders and order details

• View/Download the Motor Vehicle Delivery Order (MVDO)

• View any Attachments related to the vehicle orders

• Provide vehicle order status reporting (manually or bulk upload)

• Reporting capability to download vehicle orders (coming soon)

Viewing Vehicle Order Details

Suppliers can access the details for a vehicle order by selecting the link for the Order Number listed. The order details page is categorized by 4 tabs that will provide the following information and respective actions:

• Order details o Displays the order overview, agency, address and contract information o Link to display and download a .pdf of the MVDO

• Options and pricing o Lists the vehicle options and pricing summary

• Vehicles o Lists the vehicles on the order and respective VIN and status information o Access to perform manual vehicle order status reporting

• Attachments o Allows the viewing and downloading of any attachments associated with the vehicle order

Vehicle Order Status Reporting - Single/Manual Reporting

Suppliers can provide individual vehicle order status reporting by accessing the Vehicles tab within the Order details page. Under the Actions column, select the 3 dots associated with the vehicle that you want to provide an updated status.

Vehicle Order Status Reporting - Single/Manual Reporting (continued)

Note: Getting reliable and timely status reporting is critical for ensuring timely receipt from Agency Customers, issuing prompt payment to Suppliers and informing Fleet Offering users of vehicle build information.

To update a single vehicle status enter the following information:

• Vehicle Order Number - Optional and can be used a unique identifier for Suppliers

• Vehicle Identification Number (VIN)

• Vehicle Status o SP - Ordered o IN - In Production o CC - Shipped - requires the VIN o DD - Delivered - requires the VIN

• Shipment Date - should correspond with the Shipped status

• Delivery Date - should correspond with the Delivered status

Vehicle Order Status Reporting - Bulk Upload

Suppliers can also provide bulk vehicle order status reporting by populating a blank template with their order status information or downloading their active orders into a pre-populating template that can be easily updated. To access the Bulk Upload status reporting, select the Bulk Status Reporting and Templates button.

Vehicle Order Status Reporting - Bulk Upload (continued)

To start with a blank template that can be updated with order vehicle status select the (1) Download empty vehicle status template. Instructions to populate the template are provided within the document.

To download a pre-populated vehicle status template with your active orders, select on the (2) Download report button. After you have populated either template with your order vehicle statuses, upload the template using the (3) Upload the updated status report file function. Select the Upload button after choosing your template.

Just Browsing

Viewing Supplier Vehicle Offerings in GSAFleet.gov

There is a new feature in GSAFleet.gov that allows Suppliers to view their vehicle offerings in the purchasing storefront utilized by Fleet Agency Customers. This can be useful for Suppliers to check the integrity of their available vehicle models, standards, options, and option collisions. To access this feature, select the Offerings menu item and then Fleet Offerings.

Then, select the Just Browsing tile on the Fleet Offerings page.

Viewing Supplier Vehicle Offerings in GSAFleet.gov (continued)

If you know the Standard Item number (SIN) for your respective vehicle model, you can enter it into the Search text box. If you do not know the SIN, select the vehicle type tile that represents your vehicle model.

Viewing Supplier Vehicle Offerings in GSAFleet.gov (continued)

After selecting the correct SIN for your vehicle model, you will be brought to the Vehicle Compare page. Here you can expand the different sections applicable to your vehicle model and check the information for accuracy. This is a great resource to test the option collisions in the Add Options section to ensure Agency Customers can accurately build their vehicle requisitions.