13-FFAVORS_WEB_VENDOR_MANUAL.pdf

FFAVORS:

Fresh Fruits and Vegetables Order

Receipt System

Updated 3/26/2017 1

Vendor User Manual

Table of Contents What is FFAVORS? 3 News Flash 76 FFAVORS Access 4 View/Update 78 FFAVORS Login 5 Delete 84 User Agreement & Registration 9 Add New 86 Vendor Homepage 13 Invoicing 92 Orders 17 Invoice 99 Accept New Orders 18 Inquiry 116 Previously Accepted Orders 30 Item / Stock Number 123 Orders Summary by Item 36 Reports 128 Catalog 41 Usage Reports 130 Update Items 54 Contact FFAVORS Help Desk 139 Add Items 61 Help 141 Delete Items 70 Logout 142

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/fdd/usda-dod-fresh-fruit-and-vegetable-program

Navigate to this address in the browser:

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

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

FFAVORS Login

Select Log into FFAVORS web.

• Enter ‘User ID’.

• Enter ‘Password’.

• Select LOGIN button.

Tips:

• Passwords expire every 60 days.

• Avoid saving passwords in the browser.

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

To use the eAuthentication self-service tools to recover login information, click on the appropriate link next to ‘I forgot my User ID | Password.’

User ID: To retrieve an existing User ID, the user will need to provide First Name, Last Name, and Email. The User ID(s) will be emailed.

Password: To set a new password, the user will need to provide their User ID and then the responses to the established security questions.

Creating a new password will unlock the account after too many failed login attempts.

Select Reset my password.

This is a shortcut to the eAuthentication password reset tool. The user will need to provide their User ID and then the responses to their security questions.

Creating a new password will unlock the account after too many failed login attempts.

User Agreement & Registration

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

• The new user click Yes to agree to the terms of the User Agreement in order to begin placing 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.

Select Yes.

Confirm that the Application User Data appears correct. The user may update the email address, if needed.

If the Vendor Demographics data is incorrect or other changes are required, select Exit and contact the DLA Account Specialist or the FFAVORS Help Desk for assistance.

Once registered, the eAuthentication User ID is linked to the selected FFAVORS profile. Users cannot undo this link.

Contact a DLA representative or the FFAVORS Help Desk to assist with linkage issues between the eAuthentication and

FFAVORS.

Select Register.

Vendor Homepage

Confirm the vendor organization linked to the profile. If this needs to be updated, 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.

• View, adjust, and submit invoices for payment.

• Look up products 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 sign on to 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.

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. 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

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.

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

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

Catalog

• Effective dates for vendor catalogs run from Sunday to

Saturday.

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

• 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.

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.

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.

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.

with the report viewer are available in the

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 in the upper right corner.

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 clause added, 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 both ‘PRODUCT PRICE’ and ‘COST PRICE’.

Product price is the delivered price, per contract, without the distribution fee. Cost price includes the distribution fee.

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.

To adjust the origin for an item in the pending catalog, enter a new value for ‘STATE OF ORIGIN’, as applicable. Up to three states may be selected 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 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 no changes were made, these columns will contain the same value.

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.

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

Update the ‘PRODUCT PRICE’ and ‘COST 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.

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.

Note: The product price and cost price are 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.

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’.

Catalog: Delete Items

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

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.

The deleted item(s) will no longer appear in the catalog and the ‘Total Items’ in the catalog item summary at the bottom of the page will decrease.

To delete the entire pending catalog, select the checkbox directly under the ‘DELETE?’ column header. This will automatically select ALL items. Then, select Save to update the pending catalog.

A confirmation message warns that all items will be deleted. Select OK to continue with deleting the entire pending catalog. Select Cancel to return to the pending catalog without saving.

When processed, a notification message indicates that the updates have been saved and no pending catalog exists for the upcoming week.

Vendors will need to add items to create a new pending catalog.

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

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

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.

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.

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.

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.

updates have been saved.

Invoicing

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

• Invoices are entered based on a weekly ordering cycle, which may include more than one order.

• Invoices are available for Invoice or Inquiry transactions until the last call/RDD is outside the 10-month window.

• Prior to Release 1.17 (10/2/2016), invoices were available for 8 weeks. The transition to a 10-month history of invoices is cumulative. Each week invoices will build-up until the purge time of 10 months is reached.

• Screens are prefilled with receipt data from FFAVORS for review by the vendor. (Customers enter receipts to confirm the quantity and items received in delivery.)

• Vendors should review these receipts for accuracy.

• If there are discrepancies, the vendor will note changes in FFAVORS. These are then submitted to the DLA Account Specialist for further research and corrections.

• If there are no discrepancies, the invoice will be submitted to EBS for payment.

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

FFAVORS Web Invoicing allows vendors to process a new invoice (Invoice) or view a previous invoice (Inquiry).

Choose an option by selecting the radio button for INVOICE or INQUIRY.

Select a BPA # from the drop-down list.

Then, select Proceed to continue.

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.

To navigate back to previous selection screens, the following options are available:

Select a different call.

Select a different customer destination.

Select a different cycle for review or submit an invoice for payment.

Return to the invoice/inquiry selection screen to select a different BPA.

View list of available inquiries for same BPA.

View list of available invoices for same BPA.

If no invoices are available for the selected BPA, a notification message is displayed.

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

Available actions are determined by the cycle’s invoicing status in the left column:

GREEN – Cycle is ready for invoicing.

RED – Cycle is not yet eligible for invoicing. These will reach maturity at the end of the week after 7 calendar days from the RDD have passed, allowing time for customers to receipt.

YELLOW – Invoice has been submitted during the current session. Cycle is no longer available for viewing or adjustment.

For each eligible cycle, compare the value in the ‘VENDOR’ AMT column with vendor records. If the value matches, submit the invoice. If the values do not match, enter adjustments.

If no adjustments are needed, enter a value under ‘INVOICE NUMBER’. Then, select the ‘CYCLE’ number to submit the invoice.

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

After the invoice has been submitted, the status in the first column changes to “Invoiced” (yellow). The ‘INVOICE NUMBER’ is no longer editable.

If no changes were made to the values for this cycle, the ‘ADJUST AMT’ will be “0.00”.

If the value in the ‘VENDOR AMT’ column does not match vendor records, review the invoiced quantities and prices for the cycle.

Select the cycle number to view details.

Note: Do NOT enter anything in the ‘INVOICE NUMBER’ when opening a cycle for review or the invoice will be submitted as is. 104

Select a call to view invoice details by destination.

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

call, a notification message is displayed.

If a customer is missing from this cycle, contact the DLA Account Specialist for assistance.

Select a customer to view invoice details by CLIN.

If there are many destinations listed, it may be helpful to use column search, select Customer or Destination. Then, enter a value and select Search. Select Show All to remove the search filter.

If there are many items listed, it may be helpful to use column sorting or the search tool. To sort, select the column header. To search, select Clin, Item Code, or Description. Then, enter a value and select Search. Select Show All to remove the search filter. 109

If applicable, make adjustments in the ‘CORRECTED QTY’ column.

Select Compute Corrections to view the updated total.

Note: This does not automatically save the adjustments.

If the adjusted total appears correct in the summary above and on the line item, select Save Corrections to save them to the invoice.

If a line item is missing or to increase quantities, contact the DLA Account Specialist. 111

Upon saving, FFAVORS Web Invoicing will return to the destination selection page. The ‘VENDOR AMT’ and ‘ADJUST AMT’ columns reflect the saved changes.

To submit the invoice after making adjustments, enter a value in the ‘INVOICE NUMBER’ column. Then, select the cycle number.

Note: A summary of invoice adjustments will be sent to the DLA Account Specialist for research. Payment may be delayed or denied depending on the outcome of this review. 113

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

After the invoice has been submitted, the status in the first column changes to “Invoiced” (yellow). The ‘INVOICE NUMBER’ is no longer editable.

Because changes were made to the invoiced amounts and/or quantities for this cycle, the ‘ADJUST AMT’ will reflect the value of these changes. 115

Inquiry 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.

Note: The 10-month invoice history will begin to accumulate on 10/2/2016. Prior to this release, invoices were available for Inquiry for 8 weeks.

BPA, a notification message is displayed.

If there are many invoices listed, it may be helpful to use column search, choose Number (default) or Cycle, enter a value, and select Search. Select Show All to remove the search filter.

Select an invoice to view details.

Note: Inquiry is a view-only process. Previous invoices cannot be changed.

To view a summary by call and destination for the cycle, select Report By Clin/Item in the menu on the left.

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 the column header. To search, enter a call value and select Search. Select Show All to remove the search filter.

Select a customer to view invoice details.

If there are many customers listed, it may be helpful to use column 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 the column header. To search, select CLIN (default), Item Code, or Description. Then, enter a value and select Search. Select Show All to remove the search filter.

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

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

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 Reports

From the Vendor Homepage, select the Usage Reports 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.

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.

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: If unable to access the link or for login-related questions, contact FFAVORS@fns.usda.gov.

mailto:FFAVORS@fns.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.