Attch_4_FFAVORS.pdf

FFAVORS:

Fresh Fruits and Vegetables Order

Receipt System

Updated 9/25/2022 – Release 4.0 1

Vendor User Manual

Table of Contents What is FFAVORS? 3 Delete 86

FFAVORS Access 4 Add New 88

FFAVORS Login 5 Set Delivery Day 94

User Agreement & Registration 10 Import Delivery Day 99

Profile Selection 14 FDPIR Catalog 107

Vendor Homepage 16 Invoicing 110

Orders 21 Invoice 113

Accept New Orders 22 Inquiry 135

Previously Accepted Orders 34 Pre-Invoice 142

Orders Summary by Item 40 Item / Stock Number 146

Catalog 45 Reports 151

Update Items 58 Usage Report 153

Add Items 66 Delivery Day Report 162

Delete Items 75 My Profile 167

News Flash 78 Contact FFAVORS Help Desk 170

View/Update 80 Help 172

Logout 173

The Fresh Fruit and Vegetable Order/

Receipt System (FFAVORS) is a web application used to order produce through the USDA DOD Fresh Program.

This manual focuses on the transactions and tools available to produce vendors.

What is FFAVORS?

https://www.fns.usda.gov/usda-foods/fresh-fruits-and-vegetables-order-receipt-system-ffavors https://www.fns.usda.gov/usda-foods/usda-dod-fresh-fruit-and-vegetable-program

Navigate to this address in the browser:

https://www.fns.usda.gov/usda-foods/fresh-fruits-and-vegetables-order-receipt-system-ffavors

FFAVORS Access https://www.fns.usda.gov/usda-foods/fresh-fruits-and-vegetables-order-receipt-system-ffavors

FFAVORS Login

Select FFAVORS Login.

To access FFAVORS, all users are prompted to first log in to the USDA eAuthentication.

Tips:

• Passwords do not expire.

• Avoid saving passwords in the browser.

• Make sure CAPS Lock is not activated to avoid difficulties.

• Enter ‘User ID’.

• Enter ‘Password’.

• Select Log In with

Password button.

To recover a forgotten User ID, click

Forgot User ID and follow the prompts to provide requested information. The matching User

ID(s) will be emailed.

Tip: For accounts created after

6/7/2020, the User ID is the email address associated with the account.

To recover a forgotten password, click Forgot Password and follow the prompts to provide requested information. Click the link sent to email to enter a new password.

Tips:

• If more than one eAuth account is associated with the same email address, follow prompts to set up an Account Management

Email (AME) first.

• If an AME is not entered, users must answer the previously selected security questions in order to reset the password.

• The first time a user logs into the system, they will be prompted with ‘Website User Agreement’ and ‘Registration’ screens.

• The new user clicks Yes to agree to the terms of the User Agreement in order to begin managing orders through FFAVORS.

• The user should review all information on the ‘Registration’ screen. If this is correct, select the Register button. If the information needs to be changed, select the Exit button. Please contact the DLA Account Specialist or the FFAVORS Help Desk for assistance.

User Agreement & Registration

Users who have more than one active user profile in FFAVORS (with the same last name and email address) will be prompted to select which user profile to use.

Select from the available ‘FFAVORS ID’ numbers to proceed.

Confirm that the Application User Data appears correct.

Note: The Email Address may be updated if needed.

If the Customer Demographics data is incorrect or other changes are required, select Exit and contact the DLA

Account Specialist or the FFAVORS

Help Desk to assist with linkage issues between the eAuthentication and

FFAVORS.

Select Register.

Select Yes.

Profile Selection

When logging in to FFAVORS after registration has been completed, users who have more than one active user profile in FFAVORS (with the same last name and email address) will be prompted to select which user profile to use.

Select from the available ‘FFAVORS ID’ numbers to proceed.

Profile Selection

If more than one user profile is available, users may switch to a different user profile at any time without logging out of FFAVORS. Click Switch at the upper right side of the screen to return to the user profile selection page.

Note: This link will not appear if there is only one user profile associated with the login.

Vendor Homepage

Always confirm the produce vendor name before entering any transactions.

If this is not correct, click Switch in the upper right corner (if available) to select a different profile or contact the

DLA Account Specialist or the

FFAVORS Help Desk for assistance.

Check for important announcements.

What can I do in FFAVORS?

• Accept new orders.

• View previously accepted orders.

• View a summary of orders containing the same product.

• View the current catalog or historic catalogs and update the pending catalog for the next ordering cycle.

• Review or update a product news flash.

• Assign regular delivery days for customers and view them in a report.

What can I do in FFAVORS?

• View and submit invoices for payment.

• View previously submitted invoices.

• View receipt status of delivered orders that are not yet ready for invoicing.

• Look up a product’s Item Code or Stock Number.

• View summary and detailed usage reports.

• Contact the FFAVORS Help Desk.

• View the most up-to-date version of this manual.

To return to the Vendor Homepage from elsewhere in the application, select Home from the menu in the upper right corner of the screen.

Orders

• Vendors must access FFAVORS daily to retrieve customer orders.

• Orders are available three days before the required delivery date (RDD).

• If orders have not been retrieved within two days of the RDD, FFAVORS will notify the vendor.

• Orders may be viewed, accepted, and printed based on RDD date and customer/group of customers.

Accept New Orders

From the Vendor Homepage, select the Accept New Orders link under the ‘Get Orders’ menu.

First, select a Contract/BPA from the available options in the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Then, select the applicable RDD.

Note: Only contracts for which orders are available to be accepted will appear in the drop-down list.

To select a different contract and/or RDD, change the values in the ‘Contract/BPA’ and/or ‘RDD’ fields.

Select at least one customer to continue. To include multiple customer(s) from the list, select more than one by holding the Ctrl or

Shift keys or use the Select All button to highlight all of them.

With the customer(s) highlighted, select

Generate Report to view the order details.

To leave without accepting and choose a different order, select Another Contract/RDD.

Select Accept Orders to continue with confirmation.

Select OK to confirm acceptance of the new order. Select Cancel to return to the previous screen without accepting.

Note: Orders are not accepted until confirmed.

A screen notification confirms that the order has been accepted successfully.

To view a basic report of order details in tabular format (i.e., for Excel or similar tools), select

View Report XLS to open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using reporting tools, select the Report Help document.

To view a detailed and formatted report (i.e., for screen viewing or print), select View Report to open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using reporting tools, select the Report Help document.

To choose a different order, select Another Contract/RDD.

Previously Accepted Orders

From the Vendor Homepage, select the Previously Accepted

Orders link under the ‘Get Orders’ menu.

First, select a ‘Contract/BPA’ from the available options in the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Then, select the applicable RDD.

Note: Only contracts for which orders are available to view will appear in the drop-down list. Vendors may view previously accepted orders for 7 calendar days after the RDD. After this period, receipts will be available to view in Invoicing.

To select a different contract and/or RDD, change the values in the ‘Contract/BPA’ and/or ‘RDD’ fields.

Select at least one customer to continue. To include multiple customer(s) from the list, select more than one by holding the Ctrl or

Shift keys or use the Select All button to highlight all of them.

To view a detailed and formatted report (i.e., for screen viewing or print), select View

Report to open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using reporting tools, select the

Report Help document.

To view a basic report of order details in tabular format (i.e., for

Excel or similar tools), select

View Report XLS to open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using

Orders Summary by Item

From the Vendor Homepage, select the Orders Summary By

Item link under the ‘Get Orders’ menu.

First, select a ‘Contract/BPA’ from the available options in the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Orders Summary by Item

Note: Only contracts for which orders are available to view will appear in the drop-down list. Vendors may view previously accepted orders for 7 calendar days after the RDD. After this period, receipts will be available to view in Invoicing.

Select at least one RDD to continue. To include multiple RDD(s) from the list, select more than one by holding the Ctrl or Shift keys or use the Select All button to highlight all of them.

To view the report for the selected RDD(s), select View

Report. This will open the interactive dialog, which allows printing and exporting in a variety of formats.

For further guidance on using

To view the summary for a different item, select the Item Code from the menu on the left side of the screen.

Catalog

• Vendor catalogs are effective from Sunday to Saturday.

• Each week, vendors may update catalog prices, add new items, and/or delete items.

• Tribes may order only FDPIR Standard Catalog items.

• If applicable, vendors will receive a weekly report listing out-of-season items to remove and in-season items that are not found in the current FDPIR catalog.

• State of Origin is required for all items in the catalog.

• Price changes are to be completed by the close of business Wednesday.

• New catalogs will be made available to USDA customers to coincide with the day new prices go into effect (Sunday morning).

From the Vendor Homepage, select the Catalog link under the

‘Catalog’ menu.

Choose a ‘Contract’ from the available options in the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Select the ‘Effective Date’ for the catalog to be viewed and/or updated.

Current and historic catalogs may be viewed but not modified. Pending may be updated to add or remove items and adjust prices and source information.

Note: If a pending catalog for the upcoming week has not yet been created and the selected contract is not expired, a message is displayed beneath the ‘Effective Date’ dropdown.

The view may be customized using column sort, selection filters, and page advance. To export or print a copy of this catalog, select View

Report. Guidelines for working with the report viewer are available in the Report Help document.

Note: No changes can be made to a historic catalog.

Example 1: Historic Catalog

The catalog for the current week is labeled “CURRENT CATALOG” under the date. The view may be customized using column sort, selection filters, and page advance. To export or print a copy of this catalog, select View

Report. Guidelines for working with the report viewer are available in the

Report Help document.

Note: No changes can be made to the current catalog.

Example 2: Current Catalog

The catalog for the current week is labeled “PENDING CATALOG” under the date.

The view may be customized using column sort, selection filters, and page advance.

To export or print a copy of this catalog, select View Report. Guidelines for working with the report viewer are available in the Report Help document.

Additional tools are available to make updates to the pending catalog.

Example 3: Pending Catalog

To switch to a different page, select a page number in the lower left area under the

ITEM CD column. The current page is identified in black.

By default, catalog items are sorted in ascending order by ITEM CD. To change this, select a column header to sort ascending (A-Z, 0-9). Select again to reverse the sort order.

By default, ALL catalog items are displayed.

To include only items that meet specified criteria, use the selection tool above the table.

To use the selection tool, first select a field (column) and a match type.

Then, enter text or a value to match.

To apply the filter to the catalog, select

Search.

Note: LIKE allows matching by partial words or numbers. For example, “berr” will match any description containing berry, berries, etc.

Selection criteria may be combined to further customize the items displayed in the catalog.

To add more selection criteria, select Add Clause.

To remove the bottom clause, select Remove Clause.

Select Search to apply filter changes to the catalog.

To remove selection criteria and display all items in the catalog, select Clear in the search tool area at the top of the screen or

Show All below the catalog listings.

Catalog: Update Items

Reminder: Changes may be made only to the pending catalog.

Vendors must make price changes for the upcoming week before the pending catalog goes into effect on Sunday. If no changes are made, the current week’s prices will remain in effect for the following week.

To adjust the price of an item in the pending catalog, enter a new value for PRODUCT

PRICE.

The value for the COST PRICE will be updated automatically by adding the distribution price (DIP) to the

PRODUCT PRICE.

The DIP value for the selected contract is identified in the upper left, under the

PENDING CATALOG label.

Note: For Hawaii and Guam contracts, vendors will need to enter both

PRODUCT PRICE and COST PRICE.

To adjust the source for an item in the pending catalog, enter a new value for

SOURCE OF SUPPLY, as applicable.

Additional information about locally grown produce is available under the

LOCAL link above the catalog.

STATE OF ORIGIN is required for all items.

Users may select up to three states per item.

A reference for state and territory abbreviations is available under the STATE ABBREVIATION

LOOKUP link above the catalog.

Select Save to apply changes to the pending catalog.

When processed, a notification message at the top of the screen indicates that the updates have been saved to the pending catalog.

The updated item(s) will also show a “Changed” symbol ( ) in the STATUS column and be reflected in the catalog item summary at the bottom of the page.

For comparison, the PREV WK COST PRICE shows the

COST PRICE from the previous week’s catalog. If there were no changes, the values in both columns will be the same.

Catalog: Add Items

Reminder: Changes may be made only to the pending catalog.

Items can only be added to the catalog after negotiation with the designated DLA Contracting Officer.

Select Add Items to search for new items to include in the pending catalog.

To add an item, check the box in the SELECT? column. Then, select Add Items to move the item to the pending catalog. It is possible to select multiple items at a time for deletion.

Tip: It is helpful to use the column sort, selection filter, and page numbers to locate items.

Note: The FED FUNDS RESTRICTED column indicates whether an item is ineligible for

USDA programs per the terms of the contract.

When all new items have been moved to the pending catalog, select Return to Catalog to finish updating.

New items can be located easily by using the selection filter tool or column sorting. Look for items with a status of “New” ( ) or price of

$0.00.

Update the PRODUCT PRICE (as well as SOURCE OF SUPPLY and

STATE OF ORIGIN, if applicable) for each item added. Then, select Save to apply changes to the pending catalog.

Note: The product price is required for all items, but this information may be temporarily skipped if not readily available. If not entered prior to cutoff time, items without price information will be removed when the catalog is published on Sunday.

The updated item(s) will also show a “New” symbol ( ) in the STATUS column and be reflected in the catalog item summary at the bottom of the page.

When processed, a notification message indicates that the updates have been saved to the pending catalog.

If this is the first time an item has been added to the catalog for this contract, the BASELINE PRODUCT PRICE will automatically be set at the current PRODUCT PRICE.

Reminder: Changes may be made only to the pending catalog.

Catalog: Delete Items

Catalog: Delete Items

To tag an item for deletion, check the box in the DELETE? column.

Then, select Save to update the pending catalog. It is possible to select multiple items at a time for deletion.

Tip: It is helpful to use the column sort, selection filter, and page numbers to locate items.

If some (but not all) items were deleted: A notification message indicates that the updates have been saved to the pending catalog. These items will no longer appear in the catalog. The ‘Total Items’ in the catalog item summary at the bottom of the page will decrease and the counter for “Deleted” ( ) will increase.

Catalog: Delete Items

If all items were deleted: The notification message will indicate that no pending catalog exists for the upcoming week. Vendors will need to add items to create a new pending catalog.

News Flash

From the Vendor Homepage, select the News Flash link under the ‘Catalog’ menu.

News Flash

Example of Customer View of News Flash

A news flash is a message that is viewable by customers for a set period of time. This can be used to communicate information about product availability, price changes, and other news.

News Flash: View/Update

Current news flashes are available for viewing or updating, including ones that have expired or have not yet gone into effect. If there are many news flashes saved, it may be helpful to use column sorting or the search tool to locate them by contract number or date.

To sort: Select the column header. Select the same header again to reverse sort order.

To search: Select the radio button for Contract (default) or Effective

Dt. Then, enter a value and select Search. Select Show All to remove the search filter.

Select the contract number to view or update the details for an existing news flash. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

The ‘Effective Date’ is the start date for the news flash. This is set up when the news flash is first created and cannot be changed.

The ‘Expiration Date’ is the end date for the news flash.

This can be changed as needed. Update the date by typing in the text box or choosing a date with the calendar tool.

Dates must be in M/D/Y format.

The text of the news flash message can be updated as needed. Simply type or paste text into the Message box.

Note: Basic formatting such as line breaks is supported.

Different fonts, colors, styles, and other advanced formatting features are not currently available.

Select Save to apply changes to the news flash and return to the previous screen.

Select Cancel to return to the previous screen without making changes.

When processed, a notification message indicates that the updates have been saved. If the expiration date was changed, the new date will appear in the NEWS

EXPIRATION DT column.

News Flash: Delete

Select Delete to remove the news flash from

FFAVORS entirely.

When prompted to confirm the deletion, select OK to continue and remove the news flash. Select Cancel to exit without deleting.

News Flash: Delete

When processed, a notification message indicates that news flash has been deleted. The total number of news flashes will also be decreased.

News Flash: Add New

If there is no news flash for a contract, a new one can be added. Select Insert to open the dialog.

Select a contract from the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

If the wrong contract is chosen, select the trashcan icon to remove the contract from the news flash. Then, return to the ‘Contract’ drop-down list to select a different contract.

Choose an ‘Effective Date’ (start date) and ‘Expiration Date’

(end date) for the news flash. These must be today’s date or in the future. The expiration date can be changed later, if needed.

Select both dates by typing in the text box (M/D/Y format) or choosing a date with the calendar tool.

Enter the text for the news flash message by simply typing or paste text into the ‘Message’ box.

Note: Basic formatting such as line breaks is supported.

Different fonts, colors, styles, and other advanced formatting features are not currently available.

Select Save to keep the news flash and return to the previous screen.

Select Cancel to return to the previous screen without adding a news flash.

When processed, a notification message indicates that the updates have been saved.

Set Delivery Day

From the Vendor Homepage, select the Set Delivery Day link under the ‘Catalog’ menu.

As applicable, select from the list of available contracts.

To view all customers assigned to the contract, click Show All.

Note: To limit the results, Customer Filter and Delivery Day options are available. These can be combined. After selecting filter type(s) and entering search text (if applicable), select

Search.

To clear all checkboxes and start over, select Reset.

To return to the Home Page without making changes, click Return to

Main Menu.

Set Delivery Day

For each customer, select the applicable delivery day(s). Then, click Set

Delivery Days.

Note: To select the same day for all customers, click the checkbox at the top of the column.

If no further updates to Delivery Days are needed, click Return to Main Menu.

Set Delivery Day

When the changes have been saved, a confirmation message is displayed: Delivery Day(s) have been updated.

Import Delivery Day

From the Vendor Homepage, select the Import Delivery Day link under the ‘Catalog’ menu.

To upload delivery days to FFAVORS, an import file in .csv or

.txt format must exist. This file should contain the Customer

Code and values for the applicable Delivery Day(s). Refer to the Sample files for further details and examples.

Note: If a delivery day already exists for a customer, it will be replaced with the value from the import file.

As applicable, select from the list of available contracts.

Click Browse… to navigate to the file to be uploaded.

Then, click Open to select the file.

Click Validate Import File to confirm that the file is free of errors.

If there is a problem with the file, an error message is displayed:

Validation Errors Exist. Review errors, and import again. To assist with corrections, the specific issues are described in the

VALIDATION MESSAGE field.

After making updates to the import file to correct these errors and saving, select the new file and revalidate.

If there are no problems with the file, a success message is displayed: Validation Passed. Select ‘Import into FFAVORS’ button to upload delivery days into FFAVORS.

To continue, click Import into FFAVORS.

If no other files need to be imported, click Return to Main Menu.

Import Delivery Day

When the changes have been saved, a confirmation message is displayed: File Successfully Imported - <current date and time>.

FDPIR Catalog

• The FDPIR Catalog shows the standard items for FDPIR catalogs.

• View Report – FDPIR Catalog button appears at the bottom of the page that will invoke a report showing the same information that is on the screen.

From the Vendor Homepage, select the FDPIR Catalog link under the ‘Catalog’ menu.

Select the View Report – FDPIR

Catalog button to see the report.

Invoicing

• The invoicing system provides a quick and easy way for vendors to submit invoices for payment.

• Invoices are grouped into weekly ordering cycles. It is suggested vendors wait until all calls (days) within a cycle are available before submitting the weekly invoice.

• Pre-Invoice screens provide a preview of receipt status for orders that were delivered within the past week; after the 7th calendar day after the requested delivery date, the order will become available on the Invoice screen.

• Invoices are available for Invoice or Inquiry transactions for 10 months.

• Invoices can no longer be accessed after 10 months have passed from the last call/RDD.

• Customers are required to receipt orders within a week of delivery. If a receipt has yet to be performed, it will appear in the ‘Unavailable’ section on the Invoice screens.

• Vendors should review receipt items and quantities on all invoices prior to submitting.

• Vendors may enter downward adjustments, as applicable. Contact the DLA Account Specialist for increase adjustments or missing items.

• Upon submitting the invoice, FFAVORS sends the invoice to EBS for payment.

From the Vendor Homepage, select the Invoicing link under the ‘Vendor’ menu.

The following navigation options are available in Invoicing:

Select a different call.

Select a different customer destination.

Select a different cycle.

Return to the Invoice/Inquiry/Pre-Invoice selection screen to select a different BPA.

View list of previously submitted Invoices within last 10 months for same BPA.

View list of available Invoices for same BPA.

FFAVORS Web Invoicing allows vendors to:

1) Review/submit an invoice (Invoice).

2) View a previously submitted invoice (Inquiry).

3) Preview the status of recently delivered orders not yet available for invoicing (Pre-Invoice).

Choose an option by selecting the radio button for

INVOICE, INQUIRY, or PRE-INVOICE.

Invoice

Note: Only current contracts (BPA #) for which orders may be available to invoice or invoices have been completed will appear in the drop-down list.

Select a BPA # from the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Then, select Proceed to continue.

For the selected BPA, orders are displayed in two groups:

Cycles – Available: Orders in this section are available for invoicing.

Cycles – Unavailable: Orders in this section have not yet been accepted by the vendor and/or have not been receipted by the customer.

Vendor invoices are organized by cycle (week) and call (day).

The invoicing status for orders in the ‘Available’ section is indicated by the icon in the left column:

Eligible: Ready to be invoiced.

Pend Adj Exists: Cannot invoice until adjustments are processed overnight.

Invoiced: Invoice has been submitted.

If no orders are available for the Cycles – Available and/or Cycles – Unavailable sections, a message is displayed in place of the list of orders.

For each eligible cycle, compare the value in the RECEIPT AMT column with vendor records. If the value matches, submit the invoice. If there is a discrepancy, review the details for the order.

To review the order details, first select the cycle number that corresponds to the delivery week.

To sort by cycle, cycle range, receipt amount, or invoice number, select the applicable column header.

Next, select a call to view orders for the specified date.

To sort by call, date, or receipt amount, select the applicable column header.

Note: If no invoices exist for a section, a notification message is displayed.

If a customer is missing from this cycle, check the ‘Unavailable’ section or contact the DLA Account Specialist for assistance.

Invoice

Next, select a customer to view invoice details by CLIN.

To sort by customer, destination, requisitioner or receipt amount, select the applicable column header.

To search, select Customer or Destination or Requisitioner. Then, enter a value and select Search. Select Show All to remove the search filter.

Review the items and quantities listed for this order. To sort by line item, item code, description, quantity, unit price, amount, reason for change, or corrected amount, select the applicable column header.

To reduce a quantity, enter a value in the CORRECTED QTY field.

Then, select Add Adjustment.

Note: Vendors can enter downward adjustments only.

Contact the DLA Account Specialist for increase adjustments.

A notification message indicates that the adjustment is pending.

Additionally, the REASON FOR QTY CHG for each affected line is changed is changed to Vendor Adjusted, and a new icon appears in the DELETE PEND ADJ column.

Note: If a larger value than the quantity receipted by the customer is entered as a CORRECTED QTY, an error message is displayed.

Contact the DLA Account Specialist for increase adjustments.

Note: The quantity must be greater than or equal to zero. If a blank field or negative number is entered as a CORRECTED QTY, an error message is displayed.

Note: If Add Adjustment is clicked when there were no changes to the quantity receipted by the customer or the same values were entered as CORRECTED QTY, a notification is displayed.

To remove a pending quantity adjustment, click the icon in the

DELETE PEND ADJ column.

A notification message indicates that the pending adjustment was removed. Additionally, the REASON FOR QTY CHG for each affected line is restored to its original value, and the icon is removed from the DELETE PEND ADJ column.

Upon returning to the list of available cycles, the status in the first column has changed to “Pend Adj Exists”. Vendors may select the cycle to enter or remove adjustments, but the invoice cannot be submitted as long as there are pending adjustments.

Note: Adjustments will be processed overnight.

For Eligible cycles, if the RECEIPT AMT is correct and no DLA adjustments are needed, enter a value under INVOICE NUMBER. Then, select Submit.

After the invoice has been submitted, key information for the invoice and a summary of the line items for the selected cycle is displayed.

Upon returning to the list of available cycles, the status in the first column has changed to “Invoiced”. The INVOICE NUMBER is no longer editable.

Inquiry

Note: Vendors may view previously invoiced cycles for a period of 10 months.

If no invoices are available for this period, a notification will be displayed.

After 10 months, invoices are no longer available to view through the Inquiry process. It is recommended that each vendor retain a printed copy of invoices for their records.

Select a BPA # from the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor

If no invoices are available for the selected

BPA, a notification message is displayed.

If there are many invoices listed, it may be helpful to use column sorting or the search tool. To sort, select a column header. To search, choose Number (default) or Cycle, enter a value, and select

Search. Select Show All to remove the search filter.

Inquiry

Select an invoice to view details.

Note: Inquiry is a view-only process.

Select a call to view available customers and access invoice details.

If there are many calls listed, it may be helpful to use column sorting or the search tool. To sort, select a column header. To search, enter a call value and select Search. Select Show All to remove the

Select a customer to view invoice details.

If there are many customers listed, it may be helpful to use column sorting or the search tool. To sort, select a column header. To search, enter a customer or destination value and select Search.

Select Show All to remove the search filter.

When reviewing invoice details, it may be helpful to use column sorting or the search tool. To sort, select a column header. To search, select CLIN (default), Item Code, or Description. Then, enter a value and select Search. Select Show All to remove the

To view a summary by call and destination for the cycle, select Report By

Clin/Item in the menu on the left.

Pre-Invoice

Note: Vendors may review status of orders that have been delivered within the previous week.

These orders are not yet available for invoicing.

After the 7th day after date of delivery, these orders will become available under the

INVOICE option.

Select a BPA # from the drop-down list. This list includes all contracts for which the user belongs to either the prime vendor

To sort by call, delivery date, order count, order amount, or adjusted amount, select the applicable column header.

Pre-Invoice

Select a call to view Pre-invoice details.

Note: Pre-Invoice is a view-only process.

Select a customer to view Pre-invoice details.

To sort by customer, destination, order count, order amount, adjusted amount, or receipt date, select the applicable column header.

If a receipt has been performed by the customer, the Receipt Date will appear along with the Receipt Qty(s); otherwise these fields will be empty. If a difference in quantity was processed, the adjusted invoice amount(s) by line item are shown in the ADJUST AMT column;

otherwise the ADJUST AMT will show 0.

Item / Stock Number

From the Vendor Homepage, select the View – Item / Stock

Number link under the ‘Item /

Stock Number’ menu.

This opens the master catalog of produce items used by DLA. Vendors cannot modify any data;

however, it may be helpful to review the items available and look up item codes and stock numbers for specific items of interest.

To switch to a different page, select a page number in the lower left area under the

ITEM CODE column. The current page is identified in black.

By default, catalog items are sorted in ascending order by ITEM CODE. To change this, select a column header to sort ascending (A-Z, 0-9).

Select again to reverse the sort order.

By default ALL catalog items are displayed. To include only items that meet specified criteria, select Item

Code (default), Stock Number, or Description. Then, enter a value and select Search. Select Show All to remove the search filter.

Reports

• Vendors may access several types of reports in FFAVORS through other processes, including:

– Accept New Orders

– Previously Accepted Orders

– Orders Summary by Item

– Catalog

– Invoicing

• The Usage Report contains either detailed order line item information or a summary of total dollar value based on selected BPA, District, Customer, and date range.

• The Delivery Day Report description.

Reports

• To save a copy of a report to their computer, vendors may use the Export function in the Crystal Reports interface.

• Printing may not be available from the Crystal Reports interface; however, vendors may print a copy after the report is exported and saved to the computer.

• Additional guidance for working with the FFAVORS reports is available in a separate document under the Report Help button.

Usage Report

From the Vendor Homepage, select the Usage link under the

‘Reports’ menu.

Choose a ‘Report Type’:

• Detail – Include details for every line item and order.

• Summary – Show the total value only.

Note: Detail is selected by default.

Choose a ‘Vendor BPA’:

• All BPA’s – Include all BPA’s (and all customers).

• <BPA #> – Show report for a specific BPA. This will also allow selection of a specific district (and customer).

Note: All BPA’s is selected by default. The BPA # list includes all contracts for which the user belongs to either the prime vendor and/or a subcontracting vendor.

Choose a ‘District Code’:

• All Districts – Include all districts (and all customers).

• <District Code> – Show report for a specific district. This will also allow selection of a specific customer.

Note: All Districts is selected by default.

Choose a ‘Customer Code’:

• All Customers – Include all customers.

• <Customer Code> – Show report for a specific customer.

Note: All Customers is selected by default.

Choose the date period to include in the report:

• ‘RDD Start Date’ – earliest date to include

• ‘RDD End Date’ – latest date to include

Note: These dates are required.

Select View Report to apply the selected criteria and open the report interface.

To view a help document that explains how to work with the report, select Report Help.

EXAMPLE 1: Usage Report (Detail)

A detail report contains detailed order line item information for each order based on the BPA, District, and Customer selected in the given date range.

EXAMPLE 2: Usage Report (Summary)

A summary report contains one line with the total dollar value, weight, and cases for each BPA, District, and Customer selected in the given date range.

Delivery Day Report

From the Vendor Homepage, select the Delivery Day link under the ‘Reports’ menu.

Select an option under ‘Contract’:

• All Contracts

• <Contract #> – Filtered for the selected contract only

Note: All Contracts is selected by default.

Choose an option for ‘Customers’:

• All Customers

• Customers with Delivery Day Assigned

• Customers with NO Delivery Day Assigned

Note: All Customers is selected by default.

Select View Report to apply the selected criteria and open the report interface.

To view a help document that explains how to work with the report, select Report Help.

EXAMPLE

The report contains the contract, assigned delivery day(s), and customer information. If a day is not assigned to a customer/ contract, the corresponding Delivery Day(s) value is blank.

My Profile

From the Vendor Homepage, select the My Profile link under the ‘My Profile’ menu.

You can review your account contact information. For updates or corrections, contact the DLA Account Specialist or the FFAVORS

Help Desk.

Note: System notifications and/or responses to the FFAVORS Help

Desk inquiries will be directed to the email address on file.

Click Cancel to return to the Vendor Homepage.

Note: For updates or corrections, contact the DLA Account Specialist or the FFAVORS Help Desk.

Contact FFAVORS Help Desk

Users may send a message to the FFAVORS support team from nearly any screen. Select the Contact FFAVORS Help Desk link at the bottom of the webpage.

Note: For login issues or if unable to access links, contact

SM.FN.FFAVORS@USDA.GOV.

mailto:SM.FN.FFAVORS@USDA.GOV

Contact FFAVORS Help Desk

Enter any questions or comments in the message block and select Send Email.

Help

To view the most current version of this manual select Help from the menu in the upper right corner of the screen.

Logout

To exit FFAVORS, select Logout from the menu in the upper right corner of the screen.

Logout

At the first prompt, select OK to confirm logout.

At the second prompt, select

OK to accept the security requirement and close the browser window.