Attachment 12 - FedMALL_Supplier Portal_QS Guide.pdf

FedMall.mil

QUICK START GUIDE : SUPPLIER PORTAL

FedMall is a U.S. Government System provided by the Defense Logistics Agency Copyright 2017

What is FedMall? What’s the Supplier

Portal?

FedMall is an e-commerce ordering system for

Department of Defense (DoD), Federal, State, and authorized local Agencies to search for and acquire products from government reserves and commercial sources. Buyers will have access to tens of millions of individual items of supply, from centrally managed DoD and General Service Administration (GSA) assets to commercial off-the-shelf (COTS) products.

As a supplier, you will access FedMall primarily via the

Supplier Portal—a dedicated website where you will register, manage your catalog items, and view purchase orders. The Supplier Portal is available at https://www.suppliers.fedmall.mil.

Logging on as a FedMall Supplier

Before you begin

This guide assumes that you have already completed registration in the FedMall Supplier Portal. If you have not already completed those steps, please review the Supplier

Registration Quick Start Guide.

Steps to log on

Visit the Supplier Portal at https://www.suppliers.fedmall.mil.

Click the “Enter Supplier Portal” button.

Read and accept the standard notice and consent.

Select your certificate and enter your pin, if prompted. (Information about certificates is in the

Supplier Registration Quick Start Guide.)

As a registered user, you will be automatically directed to the Supplier Portal home page.

The home page contains a link to the bulk upload template (see below), as well as links to the two primary capabilities of the Portal:

Product Information Management, where suppliers add, edit, and remove catalog items and associated images;

Purchase Orders, where suppliers may view, acknowledge, reject, and document shipping information for orders received through FedMall.

Product Information Management

You may have multiple catalogs in FedMall. In general, for a given supplier (i.e. CAGE code), you may have:

One catalog for each Long Term Agreement (LTA) or

Blanket Purchase Agreement (BPA) added to

FedMall;

One catalog for all MarketPlace items.

Note that not all items are available for sale via the

MarketPlace. At present, the MarketPlace is available to those suppliers offering office supplies under NAICS code

453210. More items categories are anticipated to be made available within the MarketPlace in the future.

For each catalog, you may upload the items (or item changes) in bulk using a specialized plain text (comma separated values, .csv) file and a zipped archive (.zip) of images, or you may directly add and edit items within the

Supplier Portal.

https://www.suppliers.fedmall.mil/ https://www.suppliers.fedmall.mil/

Uploading a catalog

Before uploading your catalog, you must ensure that you are using the correct, current format. A specialized quick start guide (in both PDF and Microsoft Excel formats) is available to provide field-by-field guidance on how to construct a well-formed bulk upload file, and how to name and organize the images associated with those items.

This file may be downloaded from the Supplier Portal home page, immediately after logging in.

To upload catalog items, start at the “Upload Catalog File” tab. Browse for the .csv file on your local computer and click the “Upload” button. You will see the upload tracked as a transaction under Activity Status.

Uploading images is performed the same way, but from the “Upload Image Archive File” tab. See the separate quick start guide for how to construct the folders within the archive (.zip) file and how to name the images.

Manage catalog items from the Portal

SEARCHING FOR ITEMS

All viewing and editing of catalog items begins with

Search. From the “Search” tab, select the appropriate catalog/contract (if you are managing more than one), and then specify one or more other search criteria.

Items matching your search results will appear on the

“Results” tab. View (and edit) individual items by clicking on the applicable Item ID.

Your last five searches are also available from the

“History” tab, where you can rerun searches by clicking on the number to the left of each search

VIEWING, EDITING, CLONING, AND DELETING ITEMS

Clicking a particular item automatically switches you to the

Manage Item tab, where you can view item details and edit them as applicable.

Other options on this page include:

Adding additional attributes (MRC codes) to make your items easier to search for in FedMall;

Indicating special properties, including whether the item is environmentally preferred, Energy Star certified, and/or made in the USA;

Adding full images and/or thumbnails, which dramatically improve the accessibility of your items to customers.

Once you are done making changes, click the “Update

Item” button to submit your changes. You may also:

Clone an item, which creates a new item based on the current one. This feature keeps the majority of the attributes but lets you specify a new Part

Number and make any other changes necessary;

this is helpful when you have several similar products to add to your catalog.

Delete an item, which permanently removes it from

FedMall.

ADDING ADDITIONAL ATTRIBUTES (MRC CODES)

Although all catalog items in FedMall share certain basic attributes, such as Original Equipment Manufacturer

Name and the Unit of Issue, items are different, and the attributes that describe those items are necessarily different as well. To account for this, FedMall uses an extensive, standard set of product attributes described by

MRC codes. As customers search for items, they will have the ability to specify this level of detail in their filtering of search results; consequently, it behooves suppliers to provide this attribute data in order to ensure their products are displayed prominently.

To add these additional attributes, click the “Add

Attributes” button on the Manage Item screen, and then search for the attribute by MRC code (e.g. “AAAB”) or the attribute description (e.g. “color”). Once you’ve added the attribute, you can specify the attribute value (e.g. “red”).

ADDING CATALOG ITEMS

To create a new item in the Supplier Portal, use the

“Create Item” tab in the navigation bar. Note that the Part

Number must be unique within a catalog, and that once the Part Number is set, it cannot be changed. All other features of the Create Item screen match the functionality of the Edit Item screen.

MASS EDITING ITEMS WITHIN THE PORTAL

In addition to individual edits, you may make bulk changes to items displayed in search results from within the

Supplier Portal. From the search results screen, select the check box next to the items you wish to edit, then click “Edit Item/s” at the bottom of the screen.

Those items are made available for bulk editing, and will be displayed in a tabular format (like an online spreadsheet) where you can edit their attributes all at once. To edit one attribute of all the listed items at once, click the column header. When you are done, click Save to commit the changes.

How soon will I see my changes?

The speed with which your additions, updates, and deletions are seen by customers in FedMall depends on the catalog they exist in:

For items in traditional contract-based catalogs, the changes will be submitted for Supplier Account

Manager review; please allow a delay of several hours to several days for your changes to be approved.

For items in a MarketPlace catalog, the changes will be automatically approved and submitted for inclusion in the next replication of the FedMall catalogs (typically a few hours).

Purchase Orders

The Purchase Orders capability within the Supplier Portal is not intended to replace how you already receive your purchase orders (via EDI, cXML, and/or secure email).

Rather, it provides you with a convenient dashboard to quickly find, view, and manage those FedMall orders that result in the generation of a purchase order. Think of this as the online version of form DD1155.

Searching for orders

Click “Purchase Orders” from the navigation bar to open the primary purchase orders screen, which lets you search for orders by order status, date, purchase order number, customer number (typically a DODAAC), and/or customer email address. The default search criteria is for all open orders from the previous 7 days. You may change the search criteria and click "Find Purchase Orders" to see other orders. All search criteria will match on either full or partial search terms, and are not case sensitive. Thus, a search on “123” will match “123”, “AB123” and “X1234”.

Order status

Purchase orders are categorized as follows:

Open purchase orders o Unreviewed: this is the initial state;

o Acknowledged: the supplier has reviewed this order and intends to fulfill it.

Closed purchase orders o Shipped: the order has been fulfilled, and tracking information has been provided;

o Rejected: the order will not be fulfilled, for a reason specified by the supplier;

o Canceled: the order will not be fulfilled, because the supplier received a request for cancelation from the customer.

Once an order has moved to one of the three closed statuses, its status can no longer change (hence closed).

Managing the results list

As you review the list of search results:

Click on any column header to sort the list by that column.

Click on any Purchase Order Number to view more details.

Acknowledge multiple orders at once by checking the box(es) next to any unreviewed purchase order(s) and clicking the “Acknowledge Purchase

Orders” button.

Export all of the search results to a plain text

(comma separated values, .csv) file, where the columns exported match what appears on screen.

Purchase order details

From the details page, you can:

Acknowledge an unreviewed purchase order (and optionally specify an estimated ship date);

Reject/cancel an open purchase order (once a reason is specified);

Save shipment tracking information for an open order (shipment carrier, tracking number, and shipment date are all required, but may be updated later if needed without changing the

Shipped status).