CustomerGuide.pdf

Subsistence Total Order and Receipt Electronic System on the Web (STORES Web)

STORES CUSTOMER

User Guide

Release Date: June 2024

DLA Troop Support – Philadelphia

Defense Logistics Agency United States Department of Defense

STORES Customer User Guide Table of Contents

STORES Customer i June 2024

Table of Contents

Table of Contents ........................................................................................................................................... i

Introduction ................................................................................................................................................... iii

Chapter 1: STORES Customer Basics ...................................................................................................... 1-1

Log on to STORES Customer ............................................................................................................... 1-5

Path 1: Non-Certificate Log On (Exempt from using a Certificate) ................................................... 1-6 Path 2: Certificate Log On the First Time (Digital ID Association Required)..................................... 1-9 Path 3: Certificate Log On with a Certificate ................................................................................... 1-13 The Welcome Screen ...................................................................................................................... 1-15

STORES Service Desk Request Form ................................................................................................ 1-19

Request a New Account ...................................................................................................................... 1-22

Reset Password ................................................................................................................................... 1-28

Request Reactivation ........................................................................................................................... 1-31

Password Expiration Notification ......................................................................................................... 1-32

Common Navigation Links in STORES Customer .............................................................................. 1-33

Messages, Alerts, and Notifications on the STORES Customer Home Screen .................................. 1-41

Chapter 2: CATALOGS .............................................................................................................................. 2-1

Export Catalog ....................................................................................................................................... 2-1

View Catalog .......................................................................................................................................... 2-5

Search Catalog ...................................................................................................................................... 2-9

View Master Catalog ............................................................................................................................ 2-11

Create Item Request ............................................................................................................................ 2-13

Create Multi Item Request ................................................................................................................... 2-21

View/Modify Item Request ................................................................................................................... 2-32

Chapter 3: ORDERS .................................................................................................................................. 3-1

Pending Orders ...................................................................................................................................... 3-1

Pending Rations Orders .................................................................................................................. 3-14

Create New Order ................................................................................................................................ 3-18

Import Orders ....................................................................................................................................... 3-27

Order Import Log ................................................................................................................................. 3-29

Order Templates .................................................................................................................................. 3-31

Operational Rations Templates ........................................................................................................... 3-40

Chapter 4: RECEIPTS ............................................................................................................................... 4-1

Pending Receipts ................................................................................................................................... 4-1

Adjust Receipts ...................................................................................................................................... 4-8

Import Receipts .................................................................................................................................... 4-14

STORES Customer User Guide Table of Contents

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Receipt Import Log .............................................................................................................................. 4-16

Chapter 5: Reports ..................................................................................................................................... 5-1

Catalog Change Report ......................................................................................................................... 5-1

Sent Order Report ................................................................................................................................. 5-5

Sent Receipt Report .............................................................................................................................. 5-7

MILSTRIP Report ................................................................................................................................ 5-11

Chapter 6: Exports ..................................................................................................................................... 6-1

Export Catalog ....................................................................................................................................... 6-1

Export USN Receipts ............................................................................................................................. 6-1

Export USMC Purchase Orders ............................................................................................................ 6-7

Export USMC Receipts ........................................................................................................................ 6-12

STORES Customer User Guide Introduction

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Introduction

Purpose

This STORES Customer User Guide was created for DLA Troop Support - Philadelphia to provide illustrated instruction to customers of the Subsistence Total Order and Receipt Electronic System on the Web (STORES Customer) application, as of October 2017. The guide may be downloaded via the HELP link that displays at the top of most screens in the STORES Customer application (see Chapter 1:

STORES Customer Basics for details).

Structure

The guide provides details on the full range of functions available in STORES Customer. Its structure follows the top-to-bottom order of the functional links as arranged under each of the four function groups on the STORES Customer Home screen (from left to right); Catalogs, Orders, Receipts, and Reports. A single chapter is devoted to each of the four function groups, while a section within each chapter covers a single functional link within that group. Because no one STORES Customer user role has access privileges to every STORES Customer function, no one user’s STORES Customer Home screen displays all the functional links. Therefore, not all sections within each chapter will be useful to you.

A Brief History of STORES Customer

STORES Customer was initially deployed as a Web-based prototype to support a small, non-military user base without access to the former STORES NT application. These users are referred to collectively as Customer Access Facility (CAF) users. STORES Customer has provided these users with the functionality necessary to accomplish ordering and receipting of food items through the Prime Vendors.

DLA Troop Support - Philadelphia has implemented a number of releases subsequent to the original STORES Customer prototype, and has expanded the user base to allow users of the Army Food Management and Information System (AFMIS), the Navy Food Service Management (FSM) system, the Air Force’s Corporate Food System (CFS), the Marine Corps Food Management and Information Service (MCFMIS), and Coast Guard Dining Facility Automation Management (DFAM) to utilize STORES Customer as the connecting link to DLA Troop Support - Philadelphia and the vendors.

These Service System Interface users may continue to generate orders and receipts from within AFMIS, FSM, CFS, MCFMIS, or DFAM and then import and/or export those orders and receipts to/from STORES Customer for further processing. Users with appropriate system privileges may also create orders in STORES Customer as well as import them from their Service System.

What’s New?

As of October 2017

• Two sections have been added under Chapter 2: CATALOGS:

2.5: Create Item Request 2:6: View/Modify Item Request

As of October 2018

• The Help Desk window has been updated with new OCONUS Europe contact information.

As of April 2019

• Passwords can no longer be changed more than one time in a 24-hour period in the Update My User Information webpage. They can only be changed more frequently by going through the Password Reset process. Passwords must be at least eight characters long.

• The Standard Line(s) of Accounting (SLOA) information has been updated to reflect additional fields that are now required for processing orders and receipts.

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As of June 2021 Adding the Expedite Item Notification on the Detail screen Pre-populating Installation Name when creating a new request Renaming the Update Date to Last Action Date Replacing the manual Catalog Type entry with the value retrieved from CCM The HQ Approval Letter is now required for OCONUS Marines and OCONUS Army Screen shots are currently from Internet Explorer and will be updated to MS Edge as changes occur to sections of this guide.

As of October 2021

Adding a Select Service System dropdown to the Export Catalog screen to allow for the new Marine Corps catalog format.

Adding a new Order Import selection for use by the Marine Corps.

Adding a new Receipt Import selection for use by the Marine Corps.

Catalog Change Report is now available for Excel export.

As of April 2022 Replaced screen shots for Summary and Detail screens to show new Requestor Type field.

Replaced Help Guide screen shot with new updated guide.

Replaced screen shot for the Comparison screen for the Customer Initiated Item Request.

Added screen shot for the Vendor Initiated Item Request Comparison screen.

As of October 2022 A section has been added for the Multi Item Request process.

The STORES Shopper Role has been removed.

Service HQ information has been removed.

As of September 2023 Updated Chapter 1, Path 1 - Non-Certificate Log On, Path 2 - Certificate Log On the First Time, and Path 3 - Certificate Log on for the following:

- Updated to reflect when the user is prompted to select a certificate when first logging into STORES

- Replaced all associated screen shots in these Chapters to reflect the CUI markings.

Updated Chapter 2 to add screen shots of the newly updated Single Item Request Confirmation Email and the Multi Item Request Confirmation Email.

Moved Export Receipts from Chapter 4 to Chapter 6 and renamed to Export FSM Receipts Created Chapter 6 Exports to include Export Catalog, Export USN Receipts, Export USMC Purchase Orders and Export USMC Receipts.

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General Instructions

• User background. Users who are not familiar with Windows or the Internet, are strongly encouraged to attend training in both of these prior to using this system.

• Browsers. STORES Customer has been tested for use with Microsoft Edge. Other browsers may support the application, but have not been tested. It is recommended that you use Microsoft Edge.

You can use the same functions that are available to you through your browser. For example, you should use the browser’s print function to print what displays on the screen.

• Timing out. For both security and system streamlining, STORES Customer has been set to “time out” after 15 minutes of non-use. It is important to save the changes you make (typically by clicking a “Save” button). This will ensure that your work is retained in the system for future use.

• Web Content Accessibility Guidelines (WCAG) 2.0 “AA.” The STORES Customer Ordering and Receipting systems include instructions for users with special access requirements, in accordance with Section 508 Compliance WCAG 2.0 ‘AA’ Guidelines and Techniques.

Troubleshooting

1. Crystal Reports

In order to have a clean browser history for the reports returning results using Crystal Reports, users should delete browsing history from Microsoft Edge. The user selects Settings ( ) followed by Settings and navigate to the “Privacy, Search and Services” section. Select the “Choose What To Clear” button next to Clear Browsing Data Now.

A Clear Browsing History pop up will be presented with a Clear button to select. Close the browser after clearing the data.

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Proceed to start up the web browser again. Once the user reopens the browser and returns to STORES they should be able to export the report results. In the event problems persist, the user may also select the keyboard combination of "Control + F5" the browser will refresh and the issue with exporting results will be resolved.

CUSTOMER ASSISTANCE

If you need assistance with the STORES Customer application, please contact the appropriate STORES Help Desk:

CONUS (Philadelphia) COM: 888-755-4756 Email dlacontactcenter@dla.mil

OCONUS Europe DSN: 324-206-9685 COM: +49-631-71069685 CELL: +49173-384-1835 Europe/Africa Email dlatsstorehelp@dla.mil

OCONUS Pacific DSN: 315-243-3874 COM: +81-46-8163874

For a list of STORES POCs (CONUS) see the URL below:

https://www.dla.mil/TroopSupport/Subsistence/Foodservices/Regions/CONUS.aspx

For a list of STORES POCs (OCONUS) see the URL below:

https://www.dla.mil/TroopSupport/Subsistence/Foodservices/Regions/OCONUS.aspx mailto:dlacontactcenter@dla.mil mailto:dlatsstorehelp@dla.mil https://www.dla.mil/TroopSupport/Subsistence/Foodservices/Regions/CONUS.aspx https://www.dla.mil/TroopSupport/Subsistence/Foodservices/Regions/OCONUS.aspx

STORES Customer User Guide Chapter 1: STORES Customer Basics

STORES Customer 1-1 June 2024

Chapter 1: STORES Customer Basics

This chapter is divided into eight (8) sections, each detailing a specific aspect or function found on or accessed through the STORES Customer Log On or STORES Customer Home screens. These are some of the basic system features you need to know in order to work in STORES Customer:

Section Function Starting Page

1.1 Log On to STORES Customer 1-4

1.2 STORES Service Desk Request Form 1-18

1.3 Request a New Account 1-21

1.4 Reset Password 1-27

1.5 Request Reactivation 1-30

1.6 Password Expiration Notification 1-31

1.7 Common Navigation Links in STORES Customer 1-32

1.8 Messages, Alerts, and Notifications on the

STORES Customer Home Screen

1-40

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STORES Customer 1-3 June 2024

STORES Logon Screen (first page)

You must accept the DoD Terms of Use before you can log on to STORES.

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STORES Customer Logon Screen

Feature Function

I Accept These Terms A button to accept the DoD Terms of Use; must be acknowledged before proceeding to entering User ID. (See previous page.)

User ID A field for entering your STORES Customer User ID (not case sensitive).

Certificate Log On A button that allows you to log on to STORES Customer using a certificate.

Non-Certificate Log On A button for logging on if you are exempt from using a certificate.

New Account Request Form A link to start the process of creating a new STORES account if you do not have one.

Certificate FAQ A link to information about obtaining, installing, and logging on to STORES using a certificate.

STORES Help Desk A link to display numbers for getting help using STORES.

CONUS A link to the Food Services section of the DLA Web site within the continental United States.

OCONUS A link to the Food Services section of the DLA Web site outside the continental United States.

“here” (ICE survey) A link to an Interactive Customer Evaluation (ICE) form allowing you to enter comments about STORES and respond to the online survey.

STORES Customer 1-5 June 2024

Log on to STORES Customer The Log On screen for STORES is located at the following Internet address:

https://www.stores.dla.mil/stores_web

NOTE

Once you have reached the Log On screen you may wish to add this site to your favorites list in your browser for quick access the next time you use the system.

Follow the steps below to log on to STORES Customer and begin work:

For information about obtaining a certificate and installing it on your machine, click the Certificate FAQ link on the Log On screen.

The process for logging on to STORES varies somewhat depending on one or more of the following factors:

• You are activating an account.

• You are exempt from using a certificate.

• You are required to use a certificate.

• You are logging on for the first time with a certificate.

For information about obtaining a certificate and installing it on your computer, click the Certificate FAQ link on the Log On screen.

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Path 1: Non-Certificate Log On (Exempt from using a Certificate) You may use the Non-Certificate Log On path and enter your STORES User ID and a Password to log on if a STORES security administrator exempted your user account from certificate log on. Any attempt to log on using this path will fail when a certificate is required. To log on without a certificate, follow the steps below.

STEP/ACTION EXAMPLE

1. Open your browser and type https://www.stores.dla.mil/ stores_web.

The DoD Terms of Use display..

2. The DoD Terms of Use display. Read the DoD Terms of Use and click

The STORES Log On screen displays (next page).

NOTE: You cannot proceed to the Log On screen unless you accept the DoD Terms of Use.

Log On Screen (first page)

STORES Customer 1-7 June 2024

3. Enter your User ID on the Log On screen and select

The Enter Password screen displays.

Log On Screen (with close-up)

4. Enter your password.

5. Click to continue; the Welcome screen displays (see section 1.1.4 for an explanation of the information presented).

OR

Click to return to the STORES Log On screen.

NOTE: You can modify the User ID before entering the corresponding password.

Enter Password Screen

STORES Customer 1-8 June 2024

6. Click

The STORES Customer Home screen displays (see Chapter 2).

NOTE: If the Electronic User Agreement has not been accepted or the user was reactivated, the user is required to accept the Electronic User Agreement again.

Welcome Screen

STORES Customer 1-9 June 2024

Path 2: Certificate Log On the First Time (Digital ID Association Required)

You are required to create an association between a certificate and your User ID the first time you log on to STORES using the Certificate Log On path. Create an association by following the steps provided below.

When you create an association, the distinguished name on the selected certificate is stored with your account information as the “Digital ID.” Thereafter, you must use the same certificate/User ID combination to log on. This association lasts until a STORES account manager or security administrator disassociates the Digital ID from your account—an action that ordinarily occurs at your request or when your certificate is expired or revoked. Dissociation requires you to create a new association the next time you use the Certificate Log On path.

IMPORTANT: Always close the browser session after logging off if you want to log on to STORES with a User ID associated with a different certificate. Otherwise, the last certificate you selected is retained in your browser session and you will receive a Digital ID Mismatch error when you attempt to log on.

1. Open your browser and type https://www.stores.dla.mil/store s_web.

You’ll be prompted to select a certificate for authentication.

Select your certificate and then the ‘OK’ button.

2. The DoD Terms of Use display. Read the DoD Terms of Use and click

The STORES Log On screen displays (next page).

NOTE: You cannot proceed to the Log On screen unless you accept the DoD Terms of Use.

Prompt to select a Certificate

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3. Enter your User ID on the STORES Log On screen and select:

The Choose a Digital Certificate screen displays.

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4. Select a valid certificate for logging on to STORES and click .

The Enter Password screen displays.

NOTE: If the certificate you select is not a valid DoD CAC, FBCA, or a DoD-approved ECA certificate, you will not be able to log on to

STORES.

NOTE: Depending on your certificate and the level of security associated with the certificate, you may get a pop-up window (not pictured) requesting password, pass code, or PIN information.

Enter the requested information and click the appropriate button to continue.

OTHER AVAILABLE ACTIONS:

Displays general help files.

Displays specific information about your certificate.

Cancels certificate log on, which displays the Certificate Problem screen (not pictured).

Choose a Digital Certificate Dialog Box

5. Enter your password.

6. Click to continue;

the Create Digital ID Association screen displays (next page).

-OR-

Click to return to the Log On screen.

Enter Password Screen

STORES Customer 1-12 June 2024

Make sure the Digital ID chosen is the correct one before proceeding.

7. Click ; the digital association Confirmation screen displays.

-OR-

Click to cancel the association process and return to the Log On screen.

NOTE: Email notifications are sent to you and to the STORES Administrator confirming that a Digital ID was associated with your User ID.

NOTE: You are required to use the same Digital ID to log on with this User ID in the future.

Create Digital ID Association Screen

8. Click .

The Welcome screen displays (see section 1.1.4 for an explanation of the information presented).

Confirmation Screen

9. Click .

The Main Menu screen displays (see Chapter 2).

accepted or the user was reactivated, the user is required to accept the Electronic User Agreement again.

STORES Customer 1-13 June 2024

Path 3: Certificate Log On with a Certificate

If a Digital ID from a Common Access Card (CAC), External Certificate Authority (ECA) (ORC, VeriSign, and IdenTrust), or Federal Bridge Certificate Authority (FBCA) certificate is associated with your account, you can log on to STORES using the Certificate Log On path without entering a password by following the steps below.

NOTE: If your certificate was dissociated, you are exempted from using Certificate Log On for up to 365 days. During this exemption period, you are required to log on with a User ID and password. However, you may choose to log on with your certificate at any time by following the instructions in section 1.1.2:

Path 2: Certificate Log On the First Time (Digital ID Association Required).

IMPORTANT: Always close the browser session after logging off if you want to log on to STORES with a User ID associated with a different certificate. Otherwise, the last certificate you selected is retained in your browser session and you will receive a Digital ID Mismatch error when you attempt to log on.

https://www.stores.dla.mil/store s_web.

You’ll be prompted to select a certificate for authentication.

Select your certificate and then the ‘OK’ button.

2. The DoD Terms of Use display. Read the DoD Terms of Use and click

Prompt to select a Certificate

STORES Customer 1-14 June 2024

3. Enter your User ID on the Log On screen and select

4. The Welcome screen displays (see section 1.1.4 for an explanation of the information presented).Click

The Main Menu screen displays (see Chapter 2).

accepted or the user was reactivated, the user is required to accept the Electronic User Agreement again.

STORES Customer 1-15 June 2024

The Welcome Screen

The Welcome screen lists up to four important pieces of security information for your account. The screen depicted below shows all the possible information on one screen. A particular user will never see all this information at once.

What you see after successful log on depends on:

• Your last successful log on (if any)

• Your last failed log on attempt (if any)

• The date your password expires (if a password is required to log on)

STORES Customer 1-16 June 2024

This screen lists up to four important pieces of security information for your account: the date and time of your Last successful log on (if you have previously logged on), the date and time of your Last failed log on attempt (if any), the date that Your password expires, and the date Your Digital ID exemption expires (if you are exempted from Certificate Log On).

1. Click .

• If you have been assigned more than one Ordering Point, please refer to page 1-18 for instructions on how to access your other Ordering Points.

Otherwise, the STORES Customer Home screen displays (proceed to next page).

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The STORES Customer Home screen is composed of four function menus –Catalogs, Orders, Receipts, and Reports—each containing links to specific functions of STORES Customer. If you are using a Microsoft Edge© web browser, a function menu displays when the cursor arrow (mouse) is placed over one of the function group titles, as in the example on the right.

NOTES:

a. The link, Skip to Content, displays at the top of the Customer Home Page that allows keyboard-only and screen-reader users to skip over the menu and other links in the header.

b. A button also displays on the page header. After you choose a selection from the Ordering Point drop-down menu, you must click the button to navigate to the Ordering Points Home page.

The chapters that follow provide details on how to perform each of the system functions that may display in these menus. Refer to the Table of Contents (p. i) to locate a specific chapter/function.

STORES Customer 1-18 June 2024

Assigned to more than one Ordering Point?

If so, refer to instructions illustrated below.

STEP/ACTION EXAMPLE

1. The STORES Customer Home screen displays a default Ordering Point by alphabetical order (in this example, W22PE0 – Fort Knox) Messages, Alerts, and Notifications.

2. If the default selection is not the Ordering Point you desire, select a different one from the drop-down list of all Ordering Points currently available to you in STORES Customer.

3. The STORES Customer Home screen redisplays with the Notifications associated to the selected Ordering Point as the first notifications in the list.

4. -Continued on next page- The Ordering Point can be changed at anytime, anywhere in STORES Customer by selecting any Ordering Point in the Ordering Point Dropdown.

5. The STORES Customer Home screen displays with the Notifications associated to the selected Ordering Point as the first notifications in the list

Default Ordering Point Screen

Other Ordering Point Drop-Down Screen (close-up)

Customer Home Screen (redisplayed

STORES Customer 1-19 June 2024

STORES Service Desk Request Form The STORES Service Desk Form allows you to submit a request for Help Desk support 24 hours a day.

The form helps you provide enough information to resolve your issue faster.

1. At the STORES Web logon screen, click the STORES Help Desk link.

2. At the STORES Help Desk popup window, click the email link dlacontactcenter@dla.mil.

The STORE Service Desk Request Form window displays (next page).

User Administration Screen

STORES Help Desk Screen mailto:dlacontactcenter@dla.mil

STORES Customer 1-20 June 2024

3. Enter all required information and optional fields (if applicable), and check the appropriate box(es) for Type of User.

4. To discard information you entered and enter new or revised information, click

5. Click .

The system will create a new email message from your default email program list, addressed to the STORES Service Desk. The body of the email will be populated with all of the information you entered in the form. The subject line of the email will default to Service Desk Request. (See next page.)

STORES Service Desk Request Form Screen

STORES Customer 1-21 June 2024

6. Send the email.

7. The email is received by the

STORES Help Desk.

Service Desk Request Email

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Request a New Account Before using STORES Customer, prospective users must complete a New Account Request Form by following the steps indicated below.

https://www.stores.dla.mil/stor es_web.

The DoD Terms of Use display.

2. Read the DoD Terms of Use and click

3. Click the New Account Request Form link.

The Account Requirements

STORES Customer Log On Screen (with close-up)

STORES Customer 1-23 June 2024

This screen contains links to two actions that are required before an account request can be approved, plus two boxes that must be checked before you can proceed with the New Account Request.

1. Click the AMPS Instructions link and complete the process (go to pg. 23).

2. Click the Electronic User Agreement link and read the document.

3. Click the checkbox to indicate that you have acknowledged the AMPS requirement and accept the Electronic User Agreement.

NOTE: You must access the Electronic User Agreement before clicking the checkbox;

otherwise, the checkbox is not clickable.

4. Select the checkbox at the bottom of the window.

5. Click .

NOTE: If you click without checking the checkboxes a message displays (bottom right).

The New Account Request Form screen Request Type displays (Page 24).

Account Requirements

STORES Customer 1-24 June 2024

The Account Management Provisioning System (AMPS) Instructions has links to:

The AMPS Site

AMPS Job Aid (Customers and Vendors) in PDF and Word formats.

AMPS Job Aid (DLA Representatives) in PDF and Word formats.

6. Click on the link to access the AMPS Access Instructions document.

7. Click on the link to access the AMPS website.

8. Click the Return button to return to the Account Requirements page.

Account Management Provisioning System (AMPS) Instructions Screen

9. Read the STORES User Agreement and select the Close Window button to return to the Account Requirements page.

STORES User Agreement Screen

STORES Customer 1-25 June 2024

The New Account Request Form screen refreshes, displaying the request type selected and data entry fields.

10. In the Request Type drop-down, select STORES Customer (Web) User.

The refreshed New Account Request Form screen displays with the selected request type populated (next

New Account Request Form Screen Close-up

11. Enter your user information in the appropriate form fields.

NOTE: All fields marked with an asterisk (*) are required.

Some fields, such as User ID, Password, and Email Address, have rules that your entries must follow in order to be valid. To view the rules for a particular field, click the question mark icon beside that field. This displays the Data Entry Help screen in a separate window with the focus on information pertaining to the selected field help (see the User ID example on next page).

New Account Request Form Screen

STORES Customer 1-26 June 2024

12. When your entries are complete, click .

The New Account Request Verification screen displays.

OR

Click to return to Request Type selection.

OR

Click to return to the Log On screen.

Data Entry Help Screen (Close-up of User ID Help)

The New Account Request Verification screen displays.

13. Verify the accuracy of the information you have entered.

If it is incorrect, click and return to the New Account Request Form screen to make the necessary changes.

If it is correct, click

A Confirmation screen displays (next page).

New Account Request Verification Screen

STORES Customer 1-27 June 2024

This screen confirms that your new account request was submitted for approval.

A confirmation email is also sent to the email address you submitted. Another email is sent when your account request is approved or rejected.

14. Click Exit to close the Confirmation and return to the STORES Web Log On screen.

STORES Customer 1-28 June 2024

Reset Password

If you are required to log on to STORES with a User ID and password, but have forgotten your password, you may request access to STORES by following the steps illustrated below.

NOTE: If your account has been reactivated or your Digital ID Association has been removed, the steps to complete those processes are the same as those for Reset Password, starting at Step 7.

NOTE: The account activation instructions you receive via email are valid for seven (7) days.

1. On the STORES Log On screen, enter your User ID.

2. Select if you are exempt from using a certificate to log on

The Enter Password screen

Close-up of Log On Screen

3. On the STORES Customer Enter Password screen, select the Click Here link.

The Reset Password Request

Close-up of STORES Enter Password Screen

STORES Customer 1-29 June 2024

4. Enter your User ID and Last Name in the fields provided; both are required.

5. Click .

A Confirmation screen

NOTE: If your account is inactive, you will be redirected to the Deactivated user Account screen (see section 1.4:

Request Reactivation).

Reset Password Request Screen (Close-up)

This screen confirms that your request to reset your password was received and that email has been sent to your registered email address.

6. Click to close the screen.

7. Open the email and follow the instructions for completing the Reset Password process.

If you have followed the email instructions correctly, the Terms of Use screen displays.

Confirmation (of Password Reset Request Received) Screen

8. Read the DoD Terms of Use and click

The STORES Log On

NOTE: You cannot proceed to the Log On screen unless you accept the DoD Terms of Use.

STORES Customer 1-30 June 2024

9. Enter the User ID and Last Name associated with the account.

10. Click .

The Reset Password screen displays

Close-up of Account Activation Screen

11. Enter a new password and confirm it.

NOTE: Passwords must be at least 8 characters in length.

12. Click .

displays.

Closes the browser session and terminates the password reset process.

Reset Password Screen

You have successfully reset your password.

13. Click .

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Request Reactivation

If your STORES account is inactive and you have not already submitted a reactivation request, you may request reactivation electronically by following the steps illustrated below.

NOTE: You will be notified via email 14 days in advance of when your account is about to be deactivated due to 35 days of account inactivity. You will continue to receive a daily email until either your account has been accessed successfully or the account has been deactivated.

STEP/ACTION EXAMPLE

If your account was deactivated by an administrator, your log on failed three times consecutively or there has been no account activity for 35 days, the Deactivated User Account screen displays when you attempt to log on to STORES or to reset a forgotten password.

1. Click

A Confirmation screen displays stating that a Reactivation Request has been submitted.

An email confirmation is also sent to your registered email address.

Deactivated User Account Screen

2. Click the Exit link.

The Log On screen displays.

NOTE: You will be notified via email when an Account Administrator processes your request. If your account is reactivated, follow the instructions in the email to complete the Account Reactivation process. The final steps are the same as those for the Reset Password process (See section 1.3, Step 7).

Confirmation (of Reactivation Request submission) Screen

STORES Customer 1-32 June 2024

Password Expiration Notification

An ALERT message will display on the STORES Customer Home screen when your permanent password is about to expire (as in the example on the right).

This notification message begins to display ten (10) days from the password expiration date and will continue to display until you have entered and saved a new permanent password or until the current permanent password expires.

NOTE: STORES password change notifications, and the requirement to change your permanent STORES password on a regular basis, do not apply to CAC, FBCA, and ECA certificate holders.

To change your password:

1. Under ALERTS, click the Your password expires today [or in X days]. Click here to change it link to display the Reset Password screen where you can change your password.

The Reset Password screen displays (right).

2. Enter your New Password.

3. Enter your New Password again to Confirm it.

4. Click Continue.

A Confirmation screen displays.

5. Click to access that account.

(with close-ups of expiration messages)

(Close-up of ALERT)

Reset Password Screen

STORES Customer 1-33 June 2024

Common Navigation Links in STORES Customer

The Home navigation link is found at the upper left section of the STORES Customer Banner, and four navigation links are found at the upper right section of the STORES Customer Banner. These links are found in all of the other screens in the STORES Customer system. These links allow you to quickly access the STORES Customer Home screen (top right), the My User Info screen, the Help screen, the home page of the DLA Web site, or to instantly Logoff STORES Customer, if you so desire.

NOTE: The common navigation links are not depicted in many of the example pictures used in this guide in order to focus reader attention on other screen elements. Their presence, however, should be assumed.

The STORES Customer banner includes all STORES Customer functions and submenus contained within those functions. Click the appropriate link below for instructions on each:

Catalogs

Orders

Receipts

Reports

Close-ups of Common Navigation Links (Upper left link)

(Upper right links)

STORES Customer Banner (Showing function links)

STORES Customer 1-34 June 2024

Click Home to display the STORES Customer banner (right).

STORES Customer 1-35 June 2024

Every STORES Customer user is responsible for maintaining their personal account information. You may view your information and make modifications using the My User Information screen. The steps to use this screen are illustrated below.

1. Click My User Info on the STORES Customer banner.

The My User Information screen displays.

2. Section A contains read-only information about your account.

NOTE: If your certificate allows you to log on without a password, the password fields do not display.

3. Section B contains your personal contact information. All fields in this section may be modified except for Last Name, which is read-only.

Confirm Email Address always displays blank when you access this screen. It may remain blank unless you wish to modify any of the information on the screen. At that point, the system requires Confirm Email Address to be entered to save those modifications to the database.

STORES My User Information Screen

My User Information Screen (upper portion)

My User Information Screen (lower portion)

A

B

STORES Customer 1-36 June 2024

To view your current role assignment(s) in STORES Customer:

1. Click the link View Current ShipTo/Role Assignments.

The Current ShipTo/Role Assignments screen displays in a separate window.

Bottom Portion of My User Information Screen

This screen lists all Ordering Points and related ShipTo locations to which you have been assigned, as well the role you have for each Ordering Point/ShipTo combination in the system.

NOTE: You cannot modify these assignments yourself.

Contact a STORES Customer administrator if any assignment changes are required.

2. Right click the window to access the print option and print the screen, if desired.

Click or the Close Window link to close the separate window.

Current ShipTo/Role Assignments Screen

STORES Customer 1-37 June 2024

To modify a User Information field:

1. For text fields, such as Title/Rank (Example A), highlight the current entry and enter the revised information as in the example on the right. For drop-down fields, select the new State or Country in the list (Example B).

Some fields, such as User ID, Password and Email Address, have rules that your entries must follow in order to be valid.

2. Click (the question mark icon) to view the rules for a particular field.

The Data Entry Help screen displays in a separate window over the My User Information screen. The information section pertaining to that particular field (such as Address, right) displays at the top of the separate window.

3. Click or the Close Window link to close the separate window.

Close-ups of My User Information Screen

Data Entry Help Screen (in a separate window)

STORES Customer 1-38 June 2024

4. When all modifications have been made, confirm your email address in the Confirm Email Address field.

NOTE: You will not be allowed to save your modifications without confirming your email address.

NOTE: A valid, working email address is required for using the application.

5. Click .

Your user information has been successfully modified.

Click the Continue link to return to the STORES Customer Home screen.

Close-Up of My User Information Screen

STORES Customer 1-39 June 2024

1. Click Help to display the access screen for the STORES Customer User Guide, which provides links to electronic copies of the latest edition of the following document:

• STORES Customer User Guide

2. These documents may be viewed online or downloaded to your hard drive for viewing and/or printing by clicking the appropriate PDF or Word link.

The upper part of the screen provides instructions on how to view, print or download a copy of the guide in the desired format.

Close-up of My User Information Screen

STORES Customer 1-40 June 2024

1. Click DLA Home to display the home page of the Defense Logistics Agency (DLA) Web site in a separate browser window, as in the example on the right.

2. Click the button in the upper right corner of the separate DLA window to close it.

DLA Web Site Home Page

1. Click Logoff on the STORES Customer banner to exit the STORES Customer system.

A Logged Off notification message will display when you have logged out successfully.

STORES Customer Logoff Screen

STORES Customer 1-41 June 2024

Messages, Alerts, and Notifications on the STORES Customer Home Screen

STEP/ACTION EXAMPLE

There are three features on the STORES Customer Home screen to keep you apprised of the status of the system and of your orders. They are MESSAGES, ALERTS, and

NOTIFICATIONS.

The MESSAGES box contains information being broadcast to all STORES Customer users from the system administrators at DLA Troop Support - Philadelphia.

If no message is being broadcast at the time, the MESSAGES box will not display on your screen.

Broadcast messages are most often related to the near-term status of the STORES Customer system, such as announcements of scheduled or emergency maintenance or other events which could impact all logged-on users.

The ALERTS box contains information such as a notification to change your password. The password expiration notice is the one notification that is always specific to you—the logged-on user—if you are required to use a password to log on. It begins to display exactly 10 days before the expiration date of your current permanent password. Otherwise, it does not display. As a security measure, all permanent passwords must be changed every 90 days.

To change your password, see instructions in section 1.6.

Close-Up of MESSAGES

Close-Up of ALERTS

STORES Customer 1-42 June 2024

The NOTIFICATIONS box, on the other hand, contains messages that are specific to you and/or to your selected Ordering Point and assigned ShipTo location(s). Notifications highlight orders that may need special attention from you.

Notifications display in the NOTIFICATIONS box if you have any order(s) that:

• are pending.

• have receipt adjustments that have not been sent.

• are blocked because the receipt has not been manually processed within five (5) days or as specified per contract.

If no order meets a specific criterion listed above, that notification does not display in the NOTIFICATIONS box. If there are no notifications, the NOTIFICATIONS box itself does not display.

Each of these notifications links to a specific screen where you may access the order(s) addressed in the notification.

Close-Up of NOTIFICATIONS

Receipt(s) Available for Adjustment Screen (filtered)

Pending Orders Screen – Show Only My Orders view

STORES Customer User Guide Chapter 2: CATALOGS

STORES Customer 2-1 June 2024

Chapter 2: CATALOGS

This chapter is divided into four sections, each detailing a specific function that may be found in the Catalogs function menu:

Section Function Starting Page

2.1 Export Catalog 2-1

2.2 View Catalog 2-5

2.3 Search Catalog 2-9

2.4 View Master Catalog 2-11

2.5 Create Item Request 2-13

2.6 Create Multi Item Request 2-21

2.7 View/Modify Item Request 2-32

Export Catalog Follow the steps outlined below to export (download) to your computer’s hard drive a specially formatted file containing the current contract catalog associated with your Ordering Point.

STEP/ACTION EXAMPLE

1. Access the STORES Customer Home page.

2. Expand the Catalogs menu to display the options available and select Export Catalog.

STORES Customer 2-2 June 2024

The Export Catalog screen appears:

a. With the default single Ordering Point selected which matches the Ordering Point in the banner.

b. With the single Ordering Point selected by the user that does not match the Ordering Point in the

c. With multiple Ordering Points selected.

NOTE: Activating (or deactivating) the top checkbox in the Ordering Point table applies the choice to all the listed items.

STORES Customer 2-3 June 2024

3. Select the Service System from the Select Service System drop-down menu matching the service system where the export file will be used.

4. Click the Export button and a message appears under the button.

It takes a moment to prepare the catalog file for download.

Please be patient. Do NOT click the Stop button, or the browser’s Back button, as either will disrupt the export process.

When the catalog file is ready to export, a File Download window appears on the screen containing the exported file’s name.

a. For a single Ordering Point selected, the output is a .txt file.

b. For multiple Ordering Points selected, the output is a .zip file containing all the selected .txt files.

5. Click the arrow of the Save button to display the saving options and select Save As.

6. Choose the directory on your hard drive where you wish to save the catalog file.

NOTE: You may wish to give a date-specific or other distinct name to your file such as “Sept 1 Catalog.”

Also, note that the file format for all users in all the services is the same.

7. Click the Save button.

STORES Customer 2-4 June 2024

8. Click the Open button to view the exported file, after the download is completed.

–OTHERWISE–

Click the Close button to close the Download progress window.

Click Home to return to the STORES Customer home

• Once accessed, the zip file containing the selected .txt files appears as shown below:

• Example of the downloaded catalog file opened in Notepad:

STORES Customer 2-5 June 2024

View Catalog Follow the steps outlined below to view and print current vendor catalogs associated with your Ordering Point.

This document also provides instructions on how to download an individual catalog contract as a text file, and how to download all catalogs in an Excel format.

STEP/ACTION EXAMPLE

2. Expand the Catalogs menu to display the options available and select View Catalog.

This screen lists the vendor contracts currently associated with your Ordering Point, including the number of items contained in each contract.

You may sort the items in your contract view by Description, Stock Number, Part Number or FIC.

3. In the Sort by menu, select the radio button beside the desired sorting criteria (Description is the default selection).

STORES Customer 2-6 June 2024

4. Activate the radio button in the Select column beside the catalog contract to view.

5. Click the View Selected button.

The View Catalog – Contract Details screen displays.

The View Catalog – Contract Details screen lists all items available for purchase through the selected vendor contract.

The number of available items varies from contract to contract.

6. Click a target Stock Number to view details on the item.

STORES Customer 2-7 June 2024

The Catalog Stock Number Detail screen appears.

To download a vendor contract as a text file:

Activate the radio button corresponding to the target contract number.

Click the Download Selected

STORES Customer 2-8 June 2024

Elect to either open or save the file at the appearing prompt.

The downloaded file appears as shown after opening it in Notepad (right).

Click Home to return to the STORES Customer home

To download all vendor contracts as an Excel file:

1. Click the Download All Contracts in Excel

2. Elect to either open or save the file at the appearing prompt.

The downloaded file appears as shown after opening it in its Excel format.

3. Click Home to display the STORES Customer

STORES Customer 2-9 June 2024

Search Catalog Follow the steps illustrated below to search for specific items to view in the current vendor contract catalog associated with your Ordering Point:

STEP/ACTION EXAMPLE

available and select Search Catalog.

Items may be searched for by Description, Stock Number, Part Number or Food Information Code (FIC).

3. Select the radio button corresponding to the target search field. (Description is the default selection).

STORES Customer 2-10 June 2024

4. Enter a search condition/keyword, in the…