ATTACHMENT 8 - STORES NEW ITEM REQUEST PROCESS FOR CONTRACTORS.pdf

DEFENSE LOGISTICS AGENCY

AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY

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DLA Information Operations

STORES Item Request Training

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STORES 5.8 Item Request Training

• WHY IS THIS NEW PROCESS NEEDED?

– Reduces Item Creation Bottlenecks

• Will allow for internal DLA tracking and elimination of possible bottlenecks throughout the request process

• Provides Customers, Vendors, and DLA with centralized visibility of all pending requests

– Reduces the Proliferation of Stock #’s

• There must be a demonstrated customer need

• Requests must be initiated by the customer

– Helps ensure that the RIGHT ITEM is being provided

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• REQUEST PATH

CUSTOMER VENDOR DLA TROOP SUPPORT

• REQUEST PROCESS

– Throughout the item request path, requests can be in one of the following categories:

• Saved by the customer, but not yet Submitted

• Submitted by the customer

• In Process (may be with the Vendor or DLA)

• Rejected With Recourse (rejected back for changes)

• Rejected Without Recourse (rejected back, item not allowed for some reason)

• Final Approval

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• Vendor Notifications

– Periodic updates will be made to keep the vendor abreast of their request status

– Updates will be provided online in STORES

– Updates will be generated by e-mail to requestors

(based on the STORES userID of the submitting

Vendor)

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• Once a Customer creates and submits a new Item Request the Vendor may now view and edit the request

• Request originating from the Vendor for an item already on the catalog that has a change (description, pack size, part number, etc.) will still be submitted manually

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• Vendor Access to STORES Catalog

• Select Item Request – View/Modify Item Request

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Contract Number Selection and Supported Services

Screens

Search by Description or Contract Number

Select a filter from the drop-down menu.

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• The Item Request Summary will display.

• Click the Item Number link in the Request Number field to view the Item Request.

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• The Item Request

Form displays.

• The user completes all of the required fields.

• * Denotes a mandatory field.

• ** Denotes a conditional field.

• Select Request

Information ? For

Help (next screen)

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• Select the Associate button next to the

Associate Existing Stock

Number field to check to see if this item is in the system already and if so, associate the stock number to the item.

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• Associate Existing Stock Number

– Enter stock number or description – Auto-complete returns the first 15 stock numbers.

– If a number exists for the item, click the Select button and the details for the stock number will display with ‘NOTE: Any fields currently populated on the request form will be overwritten’ will display.

– Click the Associate button to associate the stock number to the request item selected.

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• To Enable Add/Edit Pricing, please select and save first: Price by Unit of Measure

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The Item Request – Comparison screen displayed

• ! Denotes a change from the initial Customer request

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• Item Request – Status/Comment Log displayed.

– New Comment Field – open field for adding relative information to the request.

– Viewable by – Drop-down menu to select the permissions to view this comment.

– Add to Log button – submits the comment to be recorded to the log with the date/time and user recorded.

– Select the ‘Close’ button to return to the request form.

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• Submission to DLA and Checking Status

– Once all fields have been filled out and all documents attached the request can be submitted to DLA

– The Comment/Status Log will be useful to checking status as the request moves forward and comments can be added here

– The Comparison screen will show differences between the Customer’s request and the Vendor’s submission