ATTACHMENT 9 - STORES NEW ITEM REQUEST PROCESS FOR CONTRACTORS.pdf
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- Solicitation number
- SPE30025R0001
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This document is a training presentation for the Defense Logistics Agency (DLA) STORES 5.8 Item Request system, detailing the process for vendors to submit and manage item requests in the system. The training covers key functionalities including creating item requests, associating stock numbers, adding pricing information, and tracking request status through various screens such as the Comparison screen and Status/Comment Log. The system aims to reduce item creation bottlenecks, provide centralized visibility of requests, and ensure that only necessary items are added to the catalog by requiring customer-initiated requests and vendor collaboration.
The training guides vendors through specific steps like selecting contract numbers, completing required fields (marked with * for mandatory and ** for conditional), associating existing stock numbers, and adding pricing details. The process involves multiple screens that allow vendors to view and edit requests, compare initial customer requests with vendor submissions, and add comments to a status log. The overall goal is to streamline the item request process for the DLA, with a focus on efficiency and accuracy in catalog management, embodied by the agency's "Warfighter First" motto.
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DEFENSE LOGISTICS AGENCY
AMERICA’S COMBAT LOGISTICS SUPPORT AGENCY
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
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