Attachment_6_-_STORES_Reconciliation_Vendor_Guide.pdf

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

STORES Reconciliation Tool Guide for Reconciliation Non-EDI Vendor Users

Release Date: January 2014

DLA Troop Support - Philadelphia

Defense Logistics Agency United States Department of Defense

UNCLASSIFIED SENSITIVE

Attachment 6

Table of Contents

CHAPTER 1: STORES RECON VENDOR USER BASICS

1.1 LOG ON TO STORES WEB

1.1.1 Path 1: Non-Certificate Log On (Exempt from using a Certificate)

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

1.1.3 Path 3: Certificate Log On

1.1.4 The Welcome Screen

1.2 REQUEST A NEW ACCOUNT

1.3 RESET PASSWORD

1.4 REQUEST REACTIVATION

1.5 PASSWORD EXPIRATION NOTIFICATION

CHAPTER 2: THE STORES RECONCILIATION TOOL HOME PAGE

2.1 MAIN MENU

2.2 THE STORES RECONCILIATION TOOL NAVIGATION BAR

CHAPTER 3: RECONCILING NON-EDI RECORDS

3.1 CREATE INVOICES

3.1.1 Zero Invoices

3.1.2 Hold / Approve Invoices

3.2 MISMATCHED INVOICES

3.3 RECEIPTS WITHOUT INVOICES

3.4 INVOICES WITHOUT RECEIPT

CHAPTER 4: ORDER CONFIRMATIONS

CHAPTER 5: REPORTS

5.1 View Invoice Information

CHAPTER 6: MY CAGE CODE ASSIGNMENTS

CHAPTER 7: DOWNLOAD CHANGES

CHAPTER 8: MESSAGES

Troubleshooting Depending on your particular IE browser settings, some windows may not display correctly (text may overlap), as shown below under ‘Contract Information’:

This may indicate a possible compatibility view problem. To correct, click the Compatibility View icon at the top of your IE browser:

If the problem was due to a compatibility issue, this should have solved your problem. If the issue persists, contact the STORES Help Desk.

Chapter 1: STORES Recon Vendor User Basics

The Log On screen for the STORES Recon Vendor site is located at the following Internet address:

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

Log On Screen (first page)

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

Object Function

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

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

Certificate Log On A button that allows you to log on to STORES Admin 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 contact numbers and the email address for the STORES Help Desk.

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.

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

1.1 Log on to STORES Web

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 on the Certificate FAQ link on the Log On screen.

1.1.1 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 has exempted your user account from the certificate log on requirement. 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_w eb.

The DoD Terms of Use display.

2. Read the DoD Terms of Use and click on

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.

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

The Enter Password screen displays.

Log On Screen (with close-up)

4. Enter your password.

5. Click on to continue.

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

-OR-

Click on to return to the Log On screen.

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

Enter Password Screen

6. Click on

The Main Menu screen displays (see section 2.1).

NOTE: The Account Requirements screen (not pictured) displays if you have not submitted a signed copy of the “Access Request (2875)” and / or “User Agreement” forms.

Welcome Screen

1.1.2 Path 2: Certificate Log On the First Time (Digital 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 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.

https://www.stores.dla.mil/stores_w eb.

The DoD Terms of Use displays.

2. Read the DoD Terms of Use and click on

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

The Choose a Digital Certificate Dialog Box displays.

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

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 on 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 on to continue.

The Create Digital ID Association screen displays.

-OR-

Click on to return to the Log On screen.

Enter Password Screen

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

7. Click on .

The digital association Confirmation screen displays.

-OR-

Click on 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 on .

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

Confirmation Screen

9. Click on

The Main Menu screen displays (see section 2.1).

have not submitted a signed copy of the “Access Request (2875)” and / or “User Agreement” forms.

1.1.3 Path 3: Certificate Log On

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 360 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/stores_w eb.

The DoD Terms of Use display.

2. Read the DoD Terms of Use and click on

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

The Choose a Digital Certificate Dialog Box displays.

4. Select the certificate associated with the Digital ID of your account and click on

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

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. Click on

The Main Menu screen displays (see section 2.1).

have not submitted a signed copy of the Access Request (2875) and / or User Agreement forms.

1.1.4 The Welcome Screen

The Welcome screen lists up to five 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)

The date your certificate expires (if a certificate is used to log on)

The date you Digital ID exemption expires (if you are exempted from Certificate Log On)

Welcome Screen (close-up)

1.2 Request a New Account

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

https://www.stores.dla.mil/stores_we b.

The DoD Terms of Use display.

2. Read the DoD Terms of Use and click on

Log On screen unless you accept the DoD Terms of Use.

3. Click the New Account Request Form link.

The Account Requirements screen displays.

Log On Screen

This screen contains links to two forms that are required before an account request can be approved.

4. After you have printed the forms and selected both checkboxes acknowledging that you have read the information, click

The New Account Request Form screen displays.

Account Requirements Screen

5. Select the STORES Reconciliation Tool option from the Request Type drop-down list.

OR

Click on to return to the Log On screen.

The New Account Request Form screen refreshes displaying the selected request type and data entry fields (next page).

New Account Request Form Screen

Close-up of drop-down options

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

7. Click on to submit the request. The New Account Request Verification screen displays (next page).

OR

Click on to return to the Request Type selection.

OR

Click on to the Log On screen.

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

The Data Entry Help screen displays in a separate window with the focus on information pertaining to the selected field help (see the example on the next page).

New Account Request Form Screen

Data Entry Help Screen (close-up of User ID help)

8. The New Account Request Verification screen displays.

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

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.

9. Click Exit to close the Confirmation and return to the Log On screen.

1.3 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 8.

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

STEP/ACTION EXAMPLE

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

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

The Enter Password screen displays (next page).

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

The Enter Password screen displays (next page).

Log On Screen (Close-up)

4. On the Enter Password screen, select the Click Here link.

The Reset Password Request screen displays.

Enter Password Screen (Close-up)

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

6. Click .

NOTE: If a match is not found for the entered User ID and Last Name, the “User ID or Last Name Invalid. Please try again.” message displays (Example A).

NOTE: If your account is inactive, you will be redirected to the Deactivated User Account screen (go to section

1.4 Request Reactivation)

A Confirmation screen displays.

Reset Password Request Screen (with close-ups)

This screen confirms that your request to reset your password has been received and that an email has been sent to our registered email address with further instructions.

7. Click to close the screen.

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

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

A

9. Read the DoD Terms of Use and click on

The STORES Account Activation screen displays.

NOTE: You cannot proceed unless you accept the DoD Terms of Use.

Terms of Use

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

11. Click .

The Password Reset screen

Close-up of Account Activation Screen

12. Enter a new password and confirm it.

13. Click

A Confirmation screen displays.

NOTE: closes the browser session and terminates the password reset process.

Reset Password Screen

You have successfully reset your password.

14. Click .

displays. You can now log on with the new password.

1.4 Request Reactivation

If your STORES Recon Vendor 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 inactivated by an administrator, you failed to log on three times consecutively, your password expired, 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 8).

1.5 Password Expiration Notification

The Password Expiration Notification displays only for users who are required to use a password to log on to

STORES.

STEP/ACTION EXAMPLE

A notification message will display at the bottom of your Main Menu screen when your permanent password is about to expire (as in the example on the lower 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.

To change your permanent password, click the notification message link to display the My User Information screen where you can change your password.

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

Main Menu Screen (and close-ups of expiration messages)

Chapter 2: The STORES Reconciliation Tool Home Page

When you log on to STORES as a Reconciliation vendor, the STORES Reconciliation Tool homepage screen displays. From this page you can perform any of the Reconciliation Tool tasks for which you have permission.

For instructional purposes, all permissions are shown in the Menu screen shot below. If you do not have a particular permission, the link to that permission will not display in the menu bar.

The Broadcast Messages box displays information applicable to all users of the STORES application.

The Counts box displays the number of Mismatched Invoices, Receipts with Invoices, and Invoices without Receipt for CAGE Codes and contracts assigned to you.

2.1 Main Menu

The STORES Reconciliation Tool Main Menu displays when you first log on as a reconciliation vendor and continues to displays as long as you remain in the Reconciliation Tool. You may click on these options at any time and the corresponding screen will display.

The Reconcile option displays the following sub-option when you click on the down arrow as shown:

2.2 The STORES Reconciliation Tool Navigation Bar

The navigation bar at the bottom of most screens and report will help you view large amounts of data efficiently and to print search results.

The STORES Reconciliation Screen Navigation Bar

To select the number of rows per page:

1. Select ‘15’ (default), or ‘50’ from the ‘Records per page drop-down list.

Records per Page Selection Close-up

To go to a specific page:

2. Enter a page number within the range of total pages for the screen. In this example the focus is on the second page of four pages.

3. Click on .

Current page of the Total Number of Pages Close-up

4. To go to the first page of the document, click on .

5. To go to the previous page, click on .

6. To go to the next page, click on .

7. To go to the last page, click on .

Click Navigation Options Close-up

8. To print a screen, click on the print icon .

The screen refreshes to display a printable version of the screen.

9. Click on .

Mismatched Invoice Headers Screen (Print View)

Chapter 3: Reconciling Non-EDI Records

You can perform several reconciliation operations using the screens in the sections depicted below.

3.1 Create Invoices

When no invoice exists, the Create Invoices screen allows Recon vendors to create an invoice from the Non-EDI corresponding order. When an invoice is successfully created the record goes to EBS unless any of the values in the newly created invoice do not match the values in the corresponding order. In the latter case the record will appear in the Mismatched Invoices screen.

To create an invoice:

1. Select Create Invoices under the Reconcile tab from the Main Menu.

The Create Invoices screen displays with All Contracts as the default.

STORES Reconciliation Tool Menu Bar

2. Narrow the results, by activating the checkbox next to the target purchase orders and click on the Refresh Page with Selected Options button

The screen refreshes displaying results only for the contract selected.

Create Invoices – Summary Screen

3. Click on any purchase order number to display details.

The Create Invoice Details screen

4. To change the invoice quantity, enter a new value in the invoice Quantity text box.

Create Invoices Details Screen

Create Invoices Details Screen

5. To change the price, enter a new value in the invoice Price text box and click on

The updated values display in the Quantity and/or Price fields and the Action changes momentarily to

. Then the Action changes back to ‘No Change’ and a message displays indicating that the row was successfully updated.

Click on to remove any changes and return to the previous value.

Click on to return to the Summary screen to complete creating the invoice.

3.1.1 Zero Invoices

When a zero receipt has been submitted for a purchase order, there is a process -- in the Create Invoice function

– to clear the purchase order information, resulting in a faster processing of invoices to be removed from the Create Invoice list.

In this process, users must still enter an invoice number and submit the invoice as expected. The invoice would consequently match the zero receipt appearing in the ‘Receipts Without Invoices’ avoiding, thus, being moved to the Mismatched Invoices by reason of quantity mismatch.

Even though the invoice follows the normal path through the batch processing, it is not sent to EBS since the system does not accept zero lines.

To zero an invoice:

1. Access the Create Invoice Details page (as described in the previous section).

Note that all the rows under the “Quantity” table header contained an entered amount.

2. Click on to change the value entered in the “Quantity’ rows.

The following warning message appears to confirm the operation.

3. Click on to confirm the operation.

Note that the “Quantity” rows are all changed to “0” with the “Rows updated successfully” notification.

3.1.2 Hold / Approve Invoices

Users can perform multiple updates to an invoice at one time by changing entries, status and invoice numbers in different rows.

Follow the steps outlined below to update an invoice:

1. Access the Create Invoice page.

2. Enter the new Invoice Number in the appropriate fields.

3. Save the updates by clicking on

4. Note that the Status drop-down list, in addition to the Hold option, also now displays Approved.

Hold – This status excludes the invoices from being added to the daily batch.

This is the only available option when the invoice number filed is empty or invalid.

Approved – This status allows for the invoices to be included in the daily batch.

5. Select Approved and click on once the invoice is ready to be submitted to EBS.

IMPORTANT NOTE:

When invoices are in an approved status, they will only be released when users click on Submit Changes.

To prevent invoices from being released, click on the down arrow in the Status column and select Hold from the drop-down list.

Collision Detection

A collision occurs when users update invoices in the Summary of Detail pages while these invoices are already running in the daily batch. In such case, the scenario always gives precedence to the daily batch by revoking the updates last performed for the duration of the batch progress that lasts just a few seconds.

To notify the users that the invoices are already in the daily batch (consequently out of the system) and can, therefore, no longer be updated, a notification message similar to the following appears:

“Sorry, your changes were not saved.

The nightly batch process has already begun and is processing your Invoice.

For more information, please contact your Account Manager.”

3.2 Mismatched Invoices

The Mismatched Invoices Headers - Summary screen displays all invoices and receipts for a CAGE Code(s) assigned to you where a value is missing or the values are not the same. The Mismatched Invoice Details screen allow you the modify values in an invoice as needed.

To view Mismatched Invoices:

1. Select Mismatched Invoices under the Reconcile tab from the Main Menu.

OR

Click on the count link for Mismatched Invoices on the STORES Reconciliation Tool Home page.

The Mismatched Invoice Headers – Summary screen displays showing all contracts assigned to you.

Each contract is followed by two numbers – for the number of mismatched invoices/receipts and for the number of mismatched invoices/receipts to be removed from Recon within five days.

You may narrow the results by activating the checkboxes next to the contracts of interest and clicking on the ‘Refresh Page with Selected Options’ button.

Detail of the STORES Reconciliation Tool Screen Home Page

The Mismatched Invoices Headers - Summary Screen

The Mismatched Invoices screen appears according to the selection.

2. To change the sort order of the results, click on any column header link, e.g., Invoice Date.

To reverse the sort order, click on the column link again.

Close-up of the Mismatched Invoices Headers - Summary Screen

3. To change the Call Number, enter the new value and click on

The status changes to “Update” momentarily. The new Call Number value displays and a confirmation message displays above the column headers. After the row updates successfully, the status reverts to “No Change.”

NOTE: To remove changes entered before submitting and revert to the previous values, click on .

4. To view the details of an invoice, click on an invoice number link in the Invoice # column.

The Mismatched Invoice Details screen displays for the invoice selected.

The text in the Exceptions column identifies issue with mismatched invoice.

The text in the Remarks column indicates status information regarding the row.

5. You may enter or update invoice information only for:

CLIN

Stock Number

Quantity

Price

In this example, we change the Price.

6. To apply data entries or updates, click on .

The status changes to “Update” momentarily. The new CLIN value displays and a confirmation message displays. After the row updates successfully, the status reverts to “No Change.”

NOTE: To remove changes entered before submitting and revert to the previous values, click on .

7. To return to the Mismatched Invoice Details – Summary screen with saving changes, click

The Mismatched Invoice Details Screen before Updating

The Mismatched Invoice Details Screen after Updating

8. To print the screen, click on in the navigation bar at the bottom of the screen.

A print version of the screen displays.

To sort by any column, click on the column header link. To reverse the sort order, click on the column header again.

9. Click on .

Mismatched Invoice Header Print Screen

10. To print the screen, click on in the navigation bar at the bottom of the screen.

A print version of the screen displays.

To sort by any column, click on the column header link. To reverse the sort order, click on the column header again.

11. Click on .

Mismatched Invoice Header Print Screen

3.3 Receipts without Invoices

The Receipts Without Invoices screen displays all receipts for a specified contract(s) assigned to you for which no invoice has been submitted.

To view Receipts without Invoices:

1. Select Receipts Without Invoices under the Reconcile tab from the Main Menu.

OR

Click on the count link for Receipts Without Invoices on the STORES Reconciliation Tool Home page.

The Receipts Without Invoices

– Summary screen appears.

contracts of interest and clicking on

The Receipts Without Invoices - Summary Screen

The Receipts Without Invoices screen appears according to the selection.

2. To change the sort order of the results, click on any column header link, e.g. Date Receipt Received.

3. To reverse the sort order, click

Close-up of the Receipts Without Invoices - Summary Screen

4. To view the details of a receipt, click on the Purchase Order Number.

The Receipts Without Invoices Detail screen appears for the receipt selected.

Close-up of the Receipts Without Invoices - Summary Screen

5. To change the sort order of the results, click on any column header link, e.g. CLIN.

6. To reverse the sort order, click

7. To return to the Receipts Without Invoices – Summary screen, click on

Receipts Without Invoices Detail Screen

3.4 Invoices without Receipt

The Invoices Without Receipts screen displays all invoices for a specified contract(s) assigned to you for which there is no receipt(s) in the Reconciliation Tool.

To view Invoices without Receipts:

1. Select Invoices Without Receipts under the Reconcile tab from the Main Menu.

OR

Click on the count link for Invoices Without Receipts on the STORES Reconciliation Tool Home page.

The Invoices Without Receipts – Summary screen appears.

contracts of interest and clicking on

The Invoices Without Receipts screen appears according to the selection.

2. To change the sort order of the results, click on any column header link, e.g. Invoice Received Date.

3. To reverse the sort order, click

Invoices Without Receipts - Summary Screen

Two kinds of records display on this screen:

Non-EDI records (first two rows)

EDI records

You cannot make changes to Non- EDI records on this screen.

On the Summary screen you can update the Call Number and Purchase Order Number for EDI records from this screen.

To update the Call Number (in example) or Purchase Order Number:

4. Enter the new values and click on .

The status changes to “Update” momentarily. The new Call Number valued displays and a confirmation message displays. After the row updates successfully, the status reverts to ‘No Change.”

The “Rows Updated Successfully” display above the column headers.

The ‘Action’ reverts to .

NOTE: To remove the updated values before submitting the changes, click on .

Invoices Without Receipts - Summary Screen Close-up

Invoices Without Receipts - Summary Screen Close-up

5. To view the details of an invoice without a receipt, click on the Invoice # link.

The Invoice Without Receipt Detail screen displays for the invoice selected.

Close-up of the Invoices Without Receipts - Summary Screen

If you selected a non-EDI record, you can change only the Quantity on the detail screen.

If you selected an EDI record you can update the Stock Number, Quantity, and/or Price. The example uses an EDI record and changes the quantity and price.

6. To update, enter a new value in one of the updateable fields and click .

The status changes to “Update” momentarily. The new Call Number valued displays and a confirmation message displays. After the row updates successfully, the status reverts to ‘No Change.”

NOTE: To remove the change before submitting and return to the previous value click on .

Click on to return to the Summary screen.

Invoice Without Receipt Detail Screen

Invoice Without Receipt Detail Screen Close-up

Chapter 4: Order Confirmations

The Order Confirmations Summary displays read-only information for Purchase Orders (POs) sent by customers and provides notification to STORES customers that their POs were received by vendors. Once a Purchase Order has been confirmed through this process, the STORES Customer user can view the PO Received Date in the Pending Receipts screen of the STORES Customer application. The Purchase Orders will remain on the Order Confirmation screen until one day past the order RDD date of the order.

1. Select ‘Order Confirmations’ to display the landing page.

The ‘Order Confirmations – Showing Only Unconfirmed POs’ page.

STORES Reconciliation Tool Main Menu Screen

2. Click on the ‘Filtering Options…’

A screen that shows Unconfirmed Purchase Orders for all contracts displays. (The contract number[s] associated with the orders that were placed are automatically selected. In this example, Contract No.

SPM30008D3059 is associated with the three Purchase Orders listed.)

NOTE: You can only view selected Purchase Orders; you cannot enter or change the PO Received Date.

There are three filtering options, described below:

Unconfirmed (Purchase Orders that have not been confirmed)

Confirmed (Purchase Orders that have been confirmed)

Select All Contracts

NOTE: To select the Confirmed contracts, activate the ‘Confirmed’ checkbox, select the appropriate Contract Number(s).

3. To enter other contracts, deselect.

Order Confirmations - Showing Only Unconfirmed POs Screen

Filtering Options – Unconfirmed POs (Partial View)

The checkbox next to the previously selected contract is removed:

The screen redisplays showing all Purchase Orders associated with the selected Contracts.

NOTE: This step is not necessary for Unconfirmed POs.

4. To view or print selected Purchase Orders, click

Order Confirmations – Showing Only Unconfirmed Purchase Orders Screen

The Purchase Order Details Report screen appears.

5. Click .

Purchase Order Details Report Screen

6. To exit this function click Home to display the STORES Reconciliation Tool banner.

Chapter 5: Reports

Click on the Reports menu item to displays its sub-menu containing the View Purchase Order report.

5.1 View Invoice Information

The View Invoice Information report provides the Vendor and Account Manager a means of searching either by Purchase Order or by the combination of Contract Number and Invoice Number to return a report displaying Purchase Orders and Contracts currently associated to the user.

1. Select ‘Reports’ then ‘View Invoice Information’ to display the landing page:

2. Enter the search criteria in the appropriate fields by either:

Entering the Purchase Order Number

- OR –

Entering both the Contract Number and Invoice Number.

3. Click on the View button to launch the report containing the results according to the criteria entered.

Chapter 6: My CAGE Code Assignments

You can view your current CAGE Code assignments, request new assignments, or remove current assignments follow the steps below.

STEP/ACTION EXAMPLE

1. To go to the My User Information screen, click on the My User Info link on the right side of the Main Menu.

The My User Information screen

STORES Recon Main Menu Screen

To view your CAGE Code assignments:

2. Click on the View My CAGE Code Assignments link at the bottom of the screen.

The Assigned CAGE Code(s) / Contract(s) screen displays.

My User Information Screen

3. To also view inactive contracts, uncheck the Show Only Active Contracts checkbox (not depicted in the example).

4. To close the Assigned CAGE Code(s) / Contract(s) screen, click on the button at the bottom of the screen.

Assigned CAGE Code(s) / Contract(s) Screen

To request changes to your CAGE Code assignments or convey any other information to you Recon Manager:

5. Click on the Send Message link at the bottom of the screen.

The Send Message screen displays.

My User Information Screen Close-up

6. Enter the information into the Message text box and click on

The message goes to your Recon Manager.

To remove text before sending it, click on .

To discontinue the Send Message process and return to My User

Information, click on .

Send Message Screen

Chapter 7: Download Changes

The Receipts Without Invoices screen displays all receipts for a specified contract(s) assigned to you for which there is no invoice has been submitted.

To run the Download Changes report,:

1. Select Download Changes from the Main Menu.

The Download Invoice Changes screen displays.

2. Select a date or date range for which to run the report and click

NOTE: If no data is available for the date or range, a message displays.

A File Download dialog box

STORES Reconciliation Main Menu

Download Invoice Changes Screen

3. To open the report, click on

The changes for the date range selected display in Notepad.

File Download Dialog Box

Download Change Information

Chapter 8: Messages

STEP/ACTION EXAMPLE

1. To view messages, click on Messages in the tool bar.

The Message Bulletin Board screen displays with new messages and messages that have not been marked as ‘Read’.

2. If you do not want the message to display again, check the Mark Message as Read checkbox.

The message will not appear on the Home Page the next time you log on;

however, the message will remain on the Message Bulletin Board until a Recon Account Manager inactivates it.

STORES Admin Reconciliation Tool Invoicing Options

Message Bulletin Board Screen